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1. Barcode 000 Community ID Code 001 Government ID Code 002 Password 003 Location 004 2nd Location 005 Last Name 006 First Name 007 Middle Name 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 Number of items currently checked out 034 Export Only 168 Alexandria Hosted Getting Started Guide Patron Fields by Field Number Importing Patrons amp Operators Life to Date Overdue Count 1035 Export Only Number of items currently overdue 1036 Export Only Number of items currently on hold 1037 Export Only Current Reservations Count 1038 Export Only n Stock Holds Count 1039 Export Only Reserves Count 1040 Export Only Keep Patron History 1041 Yes or No Last Use Date 1042 Expo
2. 98 H Hide Alexandria Carbon X 98 H Hide Others Carbon 1 3 N New Document 36 0 Open 3E W Close Window X 36 W Close All 3 S Save X gets Save As Text 3 amp P Print X 36 P Print to PDF f E Restart 36 Log Out Quit Alexandria 36 Undo t Redo 3 amp X Cut 3 amp C Copy 3 V Paste 3 A Select All got Find 9e G Find Again 3t Preferences 3 1 Circulation 36 I Item Management 3 L Patron Management 36 K Researcher Alexandria Hosted Getting Started Guide 295 Shortcut Keys Accelerator and Hotkey Commands Macintosh Circulation Shortcut Commands These shortcut commands allow you to quickly perform Circulation actions Start Bookdrop Make Charges Payments Show Current Patron Details Remove Current Patron Holds Remove Current Patron Reservations Show Current Item Details Adjust Current Item Holds Remove Copy Reservations 3 3 36 3 38 96 96 3 3 lo a A a a d 5 4 Renew Current Patron Items 296 Alexandria Hosted Getting Started Guide OWI yanion COMPanion Corporation 1831 Fort Union Boulevard Salt Lake City Utah 84121 3041 USA www goalexandria com
3. Find Ctrl F Find Again Ctrl G Filter Paste From File Administration Ctrl Alt Preferences Ctri Machine Preferences Alternatively type the IP DNS and port number of your hosted Data Station e g 123 456 78 910 80 followed by preferences into your web browser s Address field usually located in the upper left corner of the window e C fi Q 123 456 78 910 80 preferences If you are not sure what IP address or domain name your hosted Data Station uses e On a Librarian Workstation the web address of your installed Data Station can be seen at the top of the Circulation window e It also appears in the Transaction Log of the main Circulation window each time the Librarian Workstation is launched approximately three or four lines down e You can locate your IP address under the Network header in the System Info subtab of the Special tab of the Circulation window e You can also locate your IP address or domain name in the Administration Status settings tab see page 59 If you are still having problems locating your IP address please contact your network administrator for further assistance If your network administrator is not available feel free to contact COMPanion s Technical Support team at 800 347 4942 or by email via support companioncorp com Alexandria Hosted Getting Started Guide 53 Introduction to Preferences The Preferences Window Alexandria s Prefere
4. Magnetic Medium Generic Medium Type Book Item Records List and Associated Tools The left hand section of the Item Management window contains the Item Records List pane where all titles matching an operator s Find Cmnd Ctrl F query will be displayed in the user specified Sort By selection defined from the Item Selection window Highlighting selecting an entry in the Item Records List will make that record current in the right hand section of the Item Management window The area at the bottom of the record list field contains several Tools icons that are used for adding removing browsing and finding item records for more information please review the Item Management Window in More Detail section of Alexandria s Online Help Remove Previous Find oe es ti zlalwia Lot Add Actions Next J Alexandria Hosted Getting Started Guide 253 Item Management Current Item Record Pane Current Item Record Pane The right hand section of the Item Management window displays full record details for the item selected from the list on the left The top of the current item record pane is for displaying status information Save and Revert the Online Help icon the Lock Unlock icon and a secondary 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 Item Management
5. cece cece eee eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaee 195 Schedule tabi cist i ia eaaa a aia ie lied 196 LOCAtlIONS Tab ATE E ha cevesanstcseusce ecetcet ie candensdeudehicaereceseas 198 In CONCIUSION ene inanan anid tive Ween tease ania eee 200 Getting Started With Utilities cccceccsessseeeeeeeeeeenseneeeseeeeeeeeees 209 The Utilities Window In More Detail ccceceeeeeeeeeeeeeeeeeeeeeeeeeeetees 209 Utility Category Filters eee eeeenceeeeeeeeeeeeeeeeeaeeeeeeeeaaeeeeeesaaeeeeeeeaae 211 Utilities Tools Search Pane ceccscccecssssceeeesssneeeeesseneeeeessneeeeeesees 211 Utility Selection Pane eeesceeeeeeeneeeeeeeeeeeeeeeeeeaeeeeeeeeeaaeeeeeenaaeeeeeeeaa 212 Selected Utility Pane ce ceeeccecesseeeceeeesseeeeeeeesseeeeesesseeeeeesnsseeeeenens 212 Performing Utilities ceeeccceeeceseeceeeeeeseneeeeeeseeeeeeesesenseeeseseeneeeeneeees 213 In CONCIUSIONS eaci aes ae ee ae a es 213 Moving Patrons to a New PoliCy eeeeccceeeeeeeeeeeeeeeneeeeeseeneeeeeeenaaees 214 Moving Items to a New POiCy cceeeeeeseeeeeeeeneeeeeeeeeaaeeeeeeenaeeeeeeenaaees 216 Operation Management c ssssseeeeeeeeeeeeneeneeneeeeeeeeenseneeeeeeeeeeenes 217 Circulation WING OW ssssscecsnivscesciessadacibcesisciactcmacecetradendencetectiaieiess 223 Modes Commands and Hel p ccccccceceeeeeeeeeeeeeeseseesaeeaesaeeaeees 224 Current Patron and Current Item Information ccceceeeeeeeeeeeeeeeee 225 Circ
6. 186 px gt The optimal size for patron pictures is 240 pixels by 186 pixels at 72 ppi pixels per inch resolution Alexandria Hosted Getting Started Guide 289 Patron Management How to Find Patrons and Operators How to Find Patrons and Operators The Find Cmnd Ctrl F command under the primary Actions menu or magnifying glass icon opens the Patron Selection window This window is used to locate patrons or operators in your database that start with or exactly matches the information you provide For example if you are looking for a patron with the last name Anderson every patron record that closely or exactly matches that last name will be selected in alphabetical order and displayed in the Patron Records List of the Patron Management window the patron placed at the top of the list is chosen as the Current Patron If no record can be located an audible alert will sound and the current record will not be changed By default the Patron Selection window opens in Simple mode however an Advanced mode can be accessed from the window s Actions menu The Advanced mode helps to limit and or expand the scope of your search using boolean selections adding selections can help return better results Additional information on the Advanced mode of the Patron Selection window can be found in the Patron Selection Window section of Alexandria s Online Help Patron Selection Window Simple The
7. 250 Alexandria Hosted Getting Started Guide Item Management eee Waly This chapter provides a brief overview on how to manage the assets in your library LO CENTRAL UNION In a Central Union all libraries share title information thus all other libraries can view the changes you make However depending on your Site Access settings you may only be able to modify your site s title statistics and copy information SDTATIS pe1soH O ale If the union site record is selected in the Site Access window or you are a District Administrator you are allowed to view and edit a database information across all collections If not you will be limited to the sites for which you have access To find out more about the Site Access menu and corresponding window please review the Central Union sections in Alexandria s Online Help 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 a simple editor that lets you view and edit MARC data without any technical MARC knowledge 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 Cmnd Ctrl M keystroke Although it s hidden from view Alexandria saves additional in
8. Has Mangled Barcodes If checked when scanning 13 or 14 digit barcodes Alexandria will strip the first five characters take the next 8 digits and ignore anything else If Keep the First Five is checked the first five digits will not be stripped Allow in Patron Barcodes If checked patron barcodes that begin with the character are allowed however doing so will nullify the Change Barcode old barcode new barcode circulation command unless Commands Require Spaces is checked Regardless barcodes may still be changed in the Items and Patrons management windows Barcode Leaders If you are using barcode numbers not designed for Alexandria you can automatically ignore leading characters If you don t require this feature leave these fields blank Ignore Patron Barcode Ignore Item Barcode Follett Barcodes Look for Follett Interleaved 2 of 5 If you have any items with Follett interleaved 2 of 5 barcode labels check this box This setting looks for barcodes that are exactly 10 digits long and removes the last three hidden characters that Follett uses as check digits Ignore Leaders on Follett Barcodes If this box is also checked then specified barcode leaders are removed from the beginning of the barcode after the Follett adjustment has been made Barcode Incrementing Either the barcode increments and grows to the right e g the barcode following 222999 would be aa21000 or both alpha and numeric characte
9. Titles Copies General Forms Labels Next further refine your options by choosing a subcategory subcategories are subsidiar ies of the main category that further narrow the focus of the report For instance the Patrons category contains the General Forms and Labels subcategories among oth ers You are able to expand or contract subcategory sections by clicking on the little icon located to the left of the main category name All Reports Titles Copies Patrons Forms Labels Alternately if you know exactly what you re looking for you can skip the Categories pane altogether and just use the Search bar find your desired report e g type Patron History Patron History o 204 Alexandria Hosted Getting Started Guide In Conclusion Getting Started With Reports Select the Report Type Step 6 Once you have narrowed down your report options to only show relevant reports choose the report you want to perform from either tab Reports l Saved Patron Counts Patron History Patron List 1 Line Patron List Detailed Patron Overdue List Patron SIF Updates Step7 Selecting a report type from the Reports or Saved tab of the Selection pane automati cally populates the bottom half of the window i e the Selected Report pane which contains report information in the following tabs Overview Selection Sites Distrib uted Union Schedule
10. 7 Cancel OK 244 Alexandria Hosted Getting Started Guide Additional Circulation Commands Circulation Commands Renewing an Item Command R item barcode Renewing an Item Use this command to renew an item or activate Renew mode You can specify the number of times an item can be renewed in your Policies see Policy Preferences on page 99 To renew an item 9 e If the copy is physically present type R and scan or type the item barcode number and press lt enter gt If your Policies allow this copy 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 and press lt enter gt Then type QE and press lt enter gt Select highlight the item to renew from the list and click on the Renew button from the Renewals subtab of the main Circulation window s Circulation tab page 226 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 you will be informed by Alexandria A renewal is not allowed when your Policies are 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
11. Introduction to Preferences Management Preferences Calendars These preferences are used to set up calendars used at your site schedule open days closed days period due dates and more see Calendar Preferences on page 95 Policies These preferences establish rules that regulate how library resources are used by patrons this includes how items circulate how long items may be checked out how much overdue fines cost whether an item can leave the building how circulation periods are computed and so forth Policies are an essential part of successful circulation reports and statistics see Policy Preferences on page 99 O Circulation These preferences configure information about patron lexiles create text for inclusion in the body of patron notices see Circulation Preferences on page 135 etc Patrons These preferences are used to configure information about library patrons such as default patron barcodes default policy and grade tables see Patrons Preferences on page 111 Items These preferences are used to configure general information about pretty much anything that circulates default item barcode ranges barcode leaders default policies terminology catalogue settings subject sources medium pictures and leading articles see Items Preferences on page 119 12 Researcher Modules These preferences define initial settings for your Researcher see Researcher
12. Overview Selection Schedule Replace Copy Policy v With Non Fiction v Modify Titles amp Copies v Add Selection Remove Selection Clear All Selections Boolean Modifier Select By Operators Copy Call Number Starting With AC Ending With ACZ 9999 Select By Copy Call Number v Starting With AC Ending With ACZ 9999 Create New Saved Utility Run To switch items to a new item policy Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Select Utilities from the Tools menu Select Copies from the utility Categories pane on the left hand side of the Utilities win dow From the Utility Selection pane choose the Replace Information utility type Under the Selection tab of the Selected Utility pane select Copy Policy from the Replace drop down menu before setting the With drop down menu e g Non Fiction Specify that you would like to Modify both Titles amp Copies Next set the Select By to the desired criteria e g Copy Location Provide the Starting With Ending With fields or the From Through drop down menus with the appropriate information e g Standard System Patrons For exam ple if you are doing a Dewey Range use the beginning call number and the ending call number e g 000 099 99999 Click Run Remember if you are asked whether or not you want to archive the answer should always be Yes Once you have switched all your items to the new
13. This selection opens the Machine Preferences window where you can apply hardware settings to just one computer Alexandria Hosted Getting Started Guide 29 Undo Typing Redo Typing Cut Copy Paste Clear Select All Spelling Find Find Again Paste From File Administration Preferences Z QEZ 3X V A 3 amp F 3G IE 3 Machine Preferences Alexandria Basics Show Menu Show Bulletin Board Circulation T Items 1 Patrons L Researcher K Orders Budgets Vendors Subscriptions Routes Show Menu Use this menu to move between various Alexandria services and modules such as Patron Item Management 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 how each functions www Bulletin Board This opens the Bulletin Board Management managebulletins web interface used to create electronic library bulletins You can post items on the public Bulletin Board which all patrons can view via the Researcher for more information please review the Bulletin Board section of Alexandrias Online Help e Circulation Cmnd Ctrl T Shows the Circulation window Select this option if yo
14. current patron Switching from the Patron Management window to the Circulation window will make that patron current in the Circulation window as well If you have a patron current in the Circulation window and then open the Patron Management window their record information will be displayed At the top of the Current Patron Record section is a long rectangular area used for record status information Save Revert Online Help Lock Unlock and a secondary Actions menu which contains functions that specifically affect the current record Unlock Lock Patron Name Wiki Help a o Smith James Revet mSasmp Actions Sequence Number Unlock Lock Icon Before records can be modified they must first be unlocked the default state of the Patron Management window is locked When locked records can be viewed but not modified this prevents you or others from making unintentional changes to your data Clicking the Lock icon unlocks the window it stays unlocked until you click the Lock icon again or the window is closed e To unlock a record click the Lock icon at the top left of the Patron Management window or press Cmnd Ctrl M on Macintosh Windows until the icon appears unlocked e To lock a record click the Unlock icon at the top left of the Patron Management window or press Cmnd Ctrl M on Macintosh or Windows until the icon appears locked Actions This menu contains record specific services and other tools
15. e Labels We offer both standard and high quality labels Standard labels are created using a printing process that places the ink on top of the label we recommend label protectors for this option Our high quality long lasting labels are made using a photographic process that makes the barcode image an integral part of the label we also offer high quality lamination and adhesives for this option to increase durability Alexandria Hosted Getting Started Guide 9 Welcome to Alexandria The Unparalleled Power of Alexandria The Unparalleled Power of Alexandria Alexandria contains several advanced technologies Although it s not necessary 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 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 The operating system acts as the multi threaded scheduling system that manages all the executable components of the program however messages for our threads are prioritized and queued automatically by our software e A powerful communications system supports TCP IP communications protocols and addressing This system can handle thousands of simultaneous messages All messages are compressed for communications confidentiality Only
16. field of their favorite internet browser page 150 LO SDTATIS peisoH O ale Some features of the Researcher include e A single word performs an immediate smart search on the fly toggling between simple advanced and study program searches e Clickable icons emphasize your Most Popular highly circulated titles What s New recent additions and Award Winners books of prestigious accolade e Multiple views for search results virtually browse your shelves cover by cover without leaving the comfort of your chair smoothly scroll from the very first call number to the last e Using pre and post Filters you can refine your search results by limiting your fields to author series medium and more e Comprehensive title details provide ease of access to important information including but not limited to Lexiles Study Programs Point Counts Interest and Reading Levels information digital media operator approved websites eBooks and other less common resources e Save titles for later by dragging and dropping them into default or patron created Saved Lists that provide patrons with a virtual place to keep lists of items they d like to check out in the near or distant future e A supervised review system that allows patrons to publish and share their opinions while giving library administrators the ability to oversee and manage content Alexandria Hosted Getting Started Guide 149 Researcher
17. 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 a hold on an item Step by Step Renew All To renew items e If you do not know the item barcodes or the items are not physically present enter the patron s barcode number and press lt enter gt Then type QE and press lt enter gt Select highlight only the items you wish to renew from the list and click on the Renew button from the Renewals subtab of the main Circulation window s Circulation tab e Or if the items are not present and the patron wishes to renew al their copies 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 l items checked out to that patron e Alternately you may click the Renew All button from the Renewals subtab of the main Circulation window s Circulation tab to renew all copies Alexandria Hosted Getting Started Guide 245 Circulation Commands Additional Circulation Commands Adding Items On the Fly To add an item on the fly Step 1 Place a barcode label on the item and type or scan the item barcode number The follow ing window will appear Unknown Barcode Barcode does not exist Choose one of the following options Create
18. Bulletins Mobile These preferences allow you to adjust the display and configure the default functionality of the Researcher interface For more information click the online Help button in the upper right hand corner Researcher of the window Scout Show Copyright Year in Search Results Show Lexile in Search Results Show Reading Level in Search Results Show Available at Local Library in Saved Lists Show Title Availability in Search Results _ Show Lexile Indicator in Saved Lists Show Citation References in Search Details Show Amazon com Links in Search Details Allow Patrons to Search All Sites Show Cover Art in Search Results Show Call Number in Results and Details Interface Settings Show Copyright Year in Search Results When checked the Researcher will include an item s copyright year if available in the search results window e Show Lexile in Search Results When checked the Researcher will include an item s Lexile information taken from the 521 tag if available in the search results window Show Reading Level in Search Results When checked an item s reading level information is displayed in the Researcher s search results window The reading level value shown is determined by the study program selection made from the Default Study Program preference see Researcher tab on page 153 Your study program information must be entered correctly in the 521 Fountas amp Pinnell or 526 tags Acce
19. Email Settings on page 61 For more information about the Send Email window see page 220 Send Email File Edit Show Links Tools Window Help enarte _______ Subject Optional Note Optional e Email To Send a downloadable link to the PDF or other completed operation files by providing email addresses e g johndoe examplelibrary com in the Email To field you can list more than one email address separated by commas johndoe examplelibrary com janedoe examplelibrary com e Subject Use this optional field to provide brief summary of the email attachment e g Requested Barcode Laser Label Reports if left empty it will send the email with the default subject line of A file is available for your retrieval e Note This optional field allows you to append text to the bottom of the email message Daily Chores Every day our software performs certain Daily Chores which clean up the system by removing expired holds in stock holds and reservations etc At the end of each Daily Chores cycle Alex andria will archive the operation s to the transaction log and deliver the results to the Opera tion Management window The Daily Chores operations and other system activities are available for viewing by all opera tors but only some users have the Security privileges i e Remove All to remove them 220 Alexandria Hosted Getting Started Guide Operation Management Acti
20. General Date Notes are available for all calendars Step 3 Enter the appropriate notes in the appropriate field Step 4 When you ve created a note an icon will appear on the calendar day Step 5 Click on OK to continue or Cancel to abort Step 6 Finally click Save to keep your changes or Revert to discard them General Date Note These notes are just for Alexandria operators or librarians The text provided here is only accessible from the Calendar preferences or from the Calendar Notes report May 13 2016 98 Alexandria Hosted Getting Started Guide Policy Preferences O EN Use the Policies Preferences to establish rules that regulate how library resources are used by your patrons this includes how items circulate how long items may be checked out how much 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 Ui For example you can set policies that allow tenth graders to check items out for longer periods of time 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 IMAT p asoH Je 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 pattern
21. Leading articles are words such as the an a or their equivalents in other languages that appear at the beginning of a title or a series name These preferences allow you to specify which leading articles should be ignored during cataloging and searching Add Remove Edit Print Leading Article List Leading Articles Settings Where is this preference used what does this preference affect 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 skip that term Thus a query for The Cat in the Hat will actually search for Cat in the Hat e When searching for a series queries beginning with a leading article will automatically skip that term Thus a query for The Wizard of Oz will actually search for Wizard of Oz Alexandria Hosted Getting Started Guide 129 Items Preferences Leading Articles tab 130 Alexandria Hosted Getting Started Guide Barcodes Preferences UL ONA barcode numbers define the barcode range for
22. Patron Managemen nt 2 ssseseeeseeesseesseesneeeneeeneeneneeeeeeeeeeeeeeees 271 Patron Records List and Associated Tools ceeeeeeeeeeeeeeeeeeeeeeees 272 Current Patron Record Pane 2 ccceceeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeteeeeeed 273 Alexandria Operatorsys isiccsides cesederadieeckivtdcdeed Auge ceihcts aa a aa a tess 275 Duplicating Operators ccccccccccceeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeeeneneaeeeeeeeeeees 280 Modifying Operators wi ccecscesceveteeveecceeesss EE A ETa EtG 281 Removing Operators su raa R E E 283 Alexandria Patrons samisena aaraa i e aea a aAA 284 Duplicating Patrons siese a EAEE AEAT 286 Modifying Patrons scsiermunpedisieonn n i 287 Removing PatrOnS sias eiea AE a E E Na 288 Adding Patron or Operator Pictures seessseseeeeeesererreeerrrreserrrnrserrnn 289 How to Find Patrons and Operators cccceeeeeeeeeeeeeeeeeneeeeeeeeeeees 290 Accessing the Online Patron Management Window sses 292 Bookmarking Online Interfaces ceeeeeeeeeeeeeneeeeeeeeneeeeeeeenaaeeeeeeeaaes 292 Shortcut Keys j a hte iii Nees 293 Accelerator and Hotkey COMmMands cceeeesseeeeeeeeeneeeeeeenneeeteeeeaaes 293 Windows Shortcut KeYS ccccceeeeeseeeeeeeeeeeeeeeteeeaeeeeeeeeaeeeeesesnaeeeeeeeeaaes 293 Windows Circulation Shortcut COMMANAS eeeeeeeeeeeetteeeeeeeeeteees 294 Macintosh Shortcut KeyS cceeeeesceeeeeeeseeeeeeessaeeeeeeseaeeeeeeesaaeetereeaae
23. Patron Management on page 271 Supply your SMTP Server Address and Port information if Use Authentication is required check that box and provide your Log In and Password Also enable the Use SSL setting if needed After you properly configure each of your Administration settings be sure to click on Save in the upper right corner of the window 58 Alexandria Hosted Getting Started Guide Administration Status Settings Administration Settings Administration Status Settings Although theres more to the Administration Status settings than are mentioned here were only interested in the convenient shortcuts to the utilities that are located in the toolbar at the bottom of the window and how these relate to the previously discussed archives and rebuilds Restore From Archive Archive Restart Rebuild e Restore From Archive If you would like to restore your data from a previously created archive click the Restore From Archive button this will cause the Available Archives roll down to appear From this list select highlight the archived data you d like to restore from data archives are listed in newest to oldest order Available Archives Archive 20130512 2101 Archive 20130511 2105 Archive 20130510 2101 Archive 20130509 2101 Archive 20130508 2101 Archive 20130507 2101 Archive 20130506 2101 Archive 20130505 2101 Archive 20130504 2104 Archive 20130503 2126 _ Delete the archived data after restoring Cancel R
24. Preferences For a standard single site license Any will be the only available option from this drop down menu e Serial Number If connecting to a Central Union provide the serial number of the desired Alexandria Data Station else Cross Data Station reporting won t be available This is only available for Alexandria and Textbook Tracker Data Station address types 82 Alexandria Hosted Getting Started Guide Address Book Preferences e Database When specified users will be routed to the Z39 50 database indicated in this field In an Alexandria Controller environment this field supports the entry of a hosted Data Station s serial number this way those who want to connect to a specific Data Station that is hosted on a Controller will be routed to the appropriate collection This selection is only available for Z39 50 Site e Port A valid port number e g 210 is required by Alexandria in order to successfully search the indicated Z39 50 database This selection is only available for Z39 50 Site address types e Username and Password Connection to some Z39 50 servers 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 Z39 50 Site address types e Search Order Alexandria will only ever perform two Z39 50 server searches at a time these servers are searched in a know
25. Step 1 Select Preferences Cmnd Ctrl from the main Edit menu bar 2 35 Q ia Step 2 First click on the Items icon in the Management section of the Preferences window 9 Step 3 In the Item Defaults tab page 120 provide the Next Item Barcode to be used during cataloging or importing Note that this must be set individually for each site Step 4 In the Temporary Items section configure the preferences that deal with your library s temporary barcode scheme Step 5 Under the Cataloging tab page 123 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 6 Ifyou wish to use your existing call numbers instead of pulling from the call number tags that may be included in imported MARC records check the Preserve Existing Call Numbers box Step7 The Cover Art tab page 127 allows users to apply pictures to individual or default medi ums by dragging and dropping their own custom JPGs GIFs BMPs or PNGs or most standard image files Step 8 Use the Leading Articles tab page 129 to specify which leading articles e g the an a should be ignored during cataloging and searching Since leading articles vary from lan guage to language this preference gives an operator total control over how they are defined Step 9 Configure any other required preferences
26. 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 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 Alexandria Hosted Getting Started Guide 1
27. and Location These tabs allow you to configure selection schedule and output options for the report currently selected from the Selection pane above Not only that they contain the selection criteria crucial to how reports are ordered organized and presented Step 8 If there aren t any reports in the Saved tab or none that meet your needs you can quickly create a new one Use the Categories pane to narrow your template selections When you find the template from which you d like to create a new Saved report select highlight it and choose Create New Saved Report Cmnd Ctrl D from the primary Actions menu or at the bottom of the Selected Report pane this will take you to the Selection tab of the Selection pane Create New Saved Repot Print W Step 9 If there zs an existing Saved report that you wish to duplicate or rename select high light it and choose Duplicate Cmnd Ctrl D from the primary Actions menu this takes you to the Overview tab of the Selection pane a Biblioaraphy Q k tA Lock Report Ctrl U Save Report Ctrl S Duplicate Ctrl D Save All Reports Ctri Alt S Revert Report Revert All Alexandria Hosted Getting Started Guide 205 Getting Started With Reports In Conclusion Overview tab Step 10 The Overview tab provides a summary of what the report generates what it selects and sorts by whether or not it s scheduled and where it outputs This tab also allows you to Name the
28. e It appears in the Transaction Log of the main Circulation window each time your Librarian Workstation is launched approximately three or four lines down e You can also locate your IP address under the Network header in the System Info subtab of the Special tab of the Circulation window 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 COMPanion s Technical Support team Alexandria Hosted Getting Started Guide 159 An Introduction to Importing Computerized Records Before continuing it will help to understand some basic concepts about computerized records In order to exchange information between different programs or even between different operating systems the information needs to be a format that many different programs can understand The standard called ASCII 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 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
29. lt return gt control characters that are used to make text more legible When dealing with computer 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 MARC is called MicroLIF for Microcomputer Site 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 Am
30. or 76 years Weekly is limited to 100 weeks roughly two years Monthly is limited to 50 months a little over four years and Yearly is limited to Z year e Week s on Select a day of the week from Sun through Sat e Month s on Select a day of the month from the 1st through the 31st you can alternately check the On The box which allows you to run the report on the first second third or forth day of the week e Every Year on Select a month from Jan through Dee when this is selected the On The box is automatically checked You will need to select the 1st 2nd 3rd or 4th day of the week on which the report will run e Send Email Notification Check this box if you want an email notification sent upon report completion e Send Email Notification To In this field provide the email addresses that Alexandria will use to send notification emails when the report has finished you can provide more than one email address separated by commas Alexandria Hosted Getting Started Guide 197 Getting Started With Reports Locations tab Locations tab The Locations tab governs where finished reports are saved sent and stored i e output SC Create New Saved Repot Print W By default output is set to the Operation Management page 217 window for ad hoc reports and the Scheduled Files folder of your main Alexandria Support folder in pdf Adobe s portable document format for Saved reports Yo
31. page 142 determine what visual elements should appear on your receipts Automatic receipt printing settings are located in your Machine Preferences for more information please review the related section of Alexandrias Online Help Of course you can always use the lt D gt command to manually print transaction receipts Step 8 In the Letters tab page 145 customize the messages in your letters patron notices sent from the library This includes in stock hold and overdue suspension notices recall mes sages etc Gj Step 9 In the Circulation Settings tab page 146 for those in a Central Union environment click on the Interlibrary Loans section use this tab to adjust the periods required Step 10 Click on Save in the upper right corner of the window Alexandria Hosted Getting Started Guide 135 Circulation Preferences User Interaction tab User Interaction tab The User Interaction preferences control the level of interaction that operators have with the program and what additional content is displayed In the Circulation Window section determine whether or not you would like to Display Patron Lexile levels One of the most important preferences on this tab is the Check Out section COMPanion recommends that Allow check in with confirmation during checkout be selected SS UGCA Circulation Rules Receipts Letters Circulation Settings These preferences control the level of interaction that operators have with
32. please contact your system administrator or other qualified individuals in your organization to help you get set up If you have questions or problems during installation contact COMPanion s 24 hour Technical Support Service Alexandria Hosted Getting Started Guide 21 Setting Up Hosted Service Step by Step Setting Up Alexandria s Hosted Service Make sure that the machine on which you will be downloading and running the Alexandria Workstation meets the minimum recommendations for both hardware and operating system software page 19 All of your library information data will be stored at one of COMPanion s secure data network facilities After licensing use of Alexandria s hosted service you can download Alexandria s Librarian Workstation client s on other computers over the world wide web as your license allows To download clients over the world wide web make sure you have the Login Username and Password provided to you in your registration letter these will later be available to edit or change in the Patrons Management window of your hosted Data Station Detailed below are the general steps required to setup Alexandria s hosted service Step 1 Since COMPanion hosts your main Alexandria Data Station it will already be up and running and ready for you to download your Librarian Workstation clients Step 2 Determine which computer the Librarian will be installed on On that machine open an internet web brows
33. running multiple Z39 50 servers from multiple hosted Data Stations in a single IP environment contact COMPanion s 24 hour Technical Support Service at 800 347 4942 or 801 943 7277 for more information 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 your collection Alexandria Hosted Getting Started Guide 5 Welcome to Alexandria Third Party Enrichment These optional services are managed by our third party partners and come integrated with Alexandria to enrich the content and resource offerings of your collection with summaries awards reviews related items of interest etcetera e NoveList is a fully integrated reader advisory service that helps to enrich your Alexandria search results by offering related reading recommendations similar authors articles and more Your patrons can easily access additional content as they search which leads to increased library circulation and awareness of available materials directly related to their personal interests netTrekker Search 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 netTrekker students can
34. 3 2015 e When you bookdrop the system will record the book as having been checked in on June 3 2015 e When you perform inventory the inventory date used will be June 3 2015 e When you are in Statistics Y 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 line without a date The command will also clear any special Circulation Modes such as Bookdrop or Inventory that are in effect The period command without a date is a quick way to reset the Circulation window to Check Out mode Checking out items using an Override Date forces them to be due on the day provided regardless if that date is Closed in your Calendar Preferences see Calendar Preferences on page 95 Step by Step Set an Override Date To set an override date Step 1 First enter the desired Circulation 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 2 Step 3 Type and press lt enter gt 238 Alexandria Hosted Getting Started Guide Circulation Command Basics Circulation Commands Bookdrop Mode B Command B optional barcode Using Bookdrop Mode Use this command to bookdrop items for one or for many patrons In Bookdrop mode all item barcodes you scan or enter are checked in This allows you to return a large number of books at the end of
35. 3 Choose Find Cmnd Ctrl F from the primary Actions menu or Click the Find button located near the bottom of the Patron Records List pane or From the main Edit drop down menu choose Find Cmnd Ctrl F Step 4 Any of the above will open the Patron Selection window Step 5 Select Advanced from the Actions menu in the bottom left corner of the Patron Selec tion window the window will switch to Advanced mode Step 6 Using the Select By drop down menu choose Last Name Step 7 In the associated Starting With field type A Step 8 In the associated Ending With field type z Step 9 Next click the Add Selection button located near the bottom of the boolean list Step 10 Change the boolean operator drop down menu from And to And Not this drop down menu appears to the left of the Select By drop down menu Step 11 Using the Select By drop down menu choose Security Group Step 12 From the related selection drop down menu that appears below choose Patron Step 13 Finally press lt enter gt or click Search Step 14 Results for your search will appear in the Patron Records List of the Patron Manage ment window containing only the operator records i e non patrons that exist in your database Alexandria Hosted Getting Started Guide 291 Patron Management Accessing the Online Patron Management Window Accessing the Online Patron Management Window Along with the Circulation circulation and
36. 360 axis360 baker taylor com Baker and Taylor schoolselection btol com Bound to Stay Bound www btsb com Capstone Publishers www capstoneinteractivelibrary com Mackin www mackin com MackinVIA 443 apt mackinvia com net Trekker school nettrekker com NoveList 80 imageserver epnet com OverDrive 80 api overdrive com 443 oauth overdrive com 80 images contentreserve com Perma Bound www perma bound com Alexandria SAFARI Montage safarimontage com Sneak Peek 208 111 148 6 www syndetics com Soundzabound soundzabound com TABvue tabvue com 20 Alexandria Hosted Getting Started Guide Setting Up Hosted Service Alexandria Hosted Service Communication Systems Alexandria Librarians require TCP IP to communicate with the hosted Data Stations WARNING A fixed TCP IP address for each hosted Alexandria Data Station will be provided to you and cannot be changed or dynamically allocated When you license Alexandria s hosted services youll be provided with a completely comprehensive alexhost companioncorp com URL You won t need to worry about setting up the server IP address during the installation process because if the steps are followed correctly the client will connect to the hosted Data Station and acquire the appropriate IP DNS However you will need this IP DNS to access your Researcher Your hosted IP DNS will appear in your Transaction Log each time the Alexandria Librarian Workstation is launched I
37. Alexandria Discussion Group 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 Find us on Facebook https www facebook com pages Alexandria Library Management 226663827349071 Follow us on Twitter Follow Alexandria Software AlexandriaLib Alexandria s Online Help http www companioncorp com mediawiki index php Alexandria Trademarks amp Usage Licenses COMPanion Alexandria KeepnTrack Textbook Tracker and their associated logos and icons are trademarks of COMPanion Corporation Evelyn Manufacturing Inc or Schjelderup LTD used under license by COMPanion Corporation Macintosh is a trademark of Apple Inc Windows is a trademark of Microsoft Corporation Other trade names are the property of their respective corporations OpenSSL 1998 2011 The OpenSSL Project All rights reserved This product includes software written by Tim Hudson th cryptsofi 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 Attp howw openssl org Select Z39 50 Libraries 1995 2005 Index Data The VBD C classes are copyright 1997 by Douglas M Gaer This software is base
38. All other access levels can only modify records from their assigned library collections The District Administrator security group can not be removed or modified e Library Administrator Full access to every control and setting within Alexandria including the ability to examine and change registered operators Operators with this security level can only edit preferences for their assigned collections e Librarian Full access to every control and setting within Alexandria except the ability to examine registered operators and Address Books e Library Staff Access to all system functions and reports except Preferences Imports and Utilities e Library Aide Access to Web Librarian and Librarian Workstations 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 This security group allows a library aide to override a policy restriction and allow a patron to check out another book e Student Aide Access to Web Librarian and Librarian Workstations and standard circulation commands but no authority to allow restricted actions such as policy overrides as described in the Library Aide example above e 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 Bookdr
39. Books section select i e highlight the name of the non system address book that you want to duplicate Next click on the List Options menu located in the bottom right hand corner of the Address Books section and select Duplicate A Duplicate Address Book roll down will appear asking you to provide a new name for the duplicated address book Please enter a new name for the selected address book Cancel Save Enter a unique name for the duplicate Address Book required Click Save when you are done or Cancel to close the Duplicate Address Book roll down and discard the duplicate address book Your newly duplicated address book will appear alphabetically in the Address Books list 80 Alexandria Hosted Getting Started Guide Address Book Preferences Addresses Adding Removing Editing and Duplicating You may choose to add an Alexandria Data Station Textbook Tracker Data Station Z39 50 Site Embedded Book or District Access address to a selected i e highlighted address book The fields and drop down menus of the Add Addresses roll down will vary depending on the Address Type you choose Detailed information about each of our supported address types and their related configuration settings please refer to corresponding sections in our Online Help documentation Address Va Availabilit Nam IP Addres Site Name Serial Number Address Management Textbook Tracker Data Station 239 50 Site E
40. Busy The Data Station is busy performing uninterruptible utilities Automatic archives in Alexandria is a hands off affair Because your Data Station is hosted nearly all of your Administration settings have already been configured to make complete regular copies or your valuable Alexandria Data folder for you stored on the hosted server Hosted users are unable to disable or change the number of archives to keep or the location of the Archive Directory HOST IT NOTE Because your Data Station is hosted nearly all of your Administration settings have already been configured to make complete regular copies or your valuable Alexandria Data folder for you stored on the hosted server e Restart This allows you to restart the hosted Data Station remotely During the restart duration Alexandria services and modules will be unavailable to all operators e Rebuild This performs an immediate manual rebuild of your hosted database this will examine your database files and indexes and then perform Patron Item and Circulation verification routines If database damage is detected it s automatically fixed 1 If any clients are connected the Remote Control window will appear 2 Remote Control services will send out a warning to all operators and every Librarian workstation will have to approve in order for the Data Station to be restarted 60 Alexandria Hosted Getting Started Guide Administration Email S
41. Constitution vwp gO C gt ProgramData Alexandria Support Link Menu Name h 6 items The Link Menu folder is automatically created in your Alexandria Librarian 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 main Link Menu folder on the hosted Data Station are automatically copied to the Link Menu folder of each Librarian Workstation the very first time that client Workstation is launched After the Link Menu folder has been initially created any changes made to a particular Workstation s Link Menu folder are for that Workstation only If the Link Menu folder is deleted the Workstation will create a new one the next time the Librarian is launched and the default documents programs URLs shortcuts or aliases will again be automatically copied from the hosted Data Station URL links pictured above are generally the little favicons 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 If you are licensed to use Alexandria s netTrekker and SearchALL functionality hyperlinks to their respective websites will automatic
42. First Name Last Name Username and Password including a standard password confirmation Upon completion the System Administrator barcode 10 password will be changed from the Serial Number to a random cryptographic string At this point it s not expected that the Sys tem Administrator barcode 10 should ever be used for logging into Alexandria again This new District Administrator level operator will be created using the information provided above and then using these credentials will be automatically logged into the originally intended destination module 1 Ifa Username or Password was not supplied in the Personal Info tab during the creation of a new patron operator their Barcode will be used as the Username and their Last Name will be used as the Password by default 2 Web based module or interface component 3 Provide and don t forget the Username and Password for this operator since they will be required to examine edit add and delete other patrons and operators Alexandria Hosted Getting Started Guide 275 Patron Management NOTE Username and Passwords are not case sensitive Alexandria Operators Adding Operators We recommend that the very first operators you create be your District and Library Administrators Additional operators can be created in the Patron Management window after logging in to Alexandria The District Administrator security group has access to all sites and is really only
43. Holds Reservations Charges Support Special Transaction Log Renewals Homeroom Title Barcode Due Date Renewed Library Fine Current Item 4139 Jun 3 2015 0 CDL 0 00 a C programming from problem analysis to program design 4127 Jul 14 2011 0 CDL 4 20 Dr Who collection of rare episodes 4128 Jul 1 2011 0 CDL 0 00 Star Trek V the final frontier 4129 Jul 1 2011 0 CDL 0 00 v Renew All The Renew All button will fail to renew items that have holds placed on them if your policy preferences specify that renewing items with holds is disallowed If you want to override this and renew them all anyway highlight select all of the items by clicking on the first item in the list while holding down lt shift gt and then proceed to click on the last item in the list Then click the Renew button The renew option will trigger the appropriate override dialogs and allow an authorized operator to override them as desired Declare Lost Any selected highlighted items will be assigned to the Lost Copies System Patron and then registered as lost e Renew All Renews all of the items the current patron has checked out e Renew Renews one item at a time also renews a range of selected highlighted items e Set Due Date This function is sometimes referred to as an override date An override date replaces the default due date normally used by the system Please enter a valid due date today 01 28 2018 onward
44. ILCIN eeeceeeceeeecceeeeeseeceeeeeeseeeeeeeeseeeeeenesseeeeeseseneseneneeneees 245 Renew Al Hems sairin naine anaiei aaae aae aan aaa aaa aaa kag Ernia 245 Special Circulation COMMANAS sssssssssssssnnnrnrensererrennnnnnnnnseennnnnnnnn 247 Charging a Fee F sain cece ives dices dis edinrsinvbeeede nents 247 Declaring a Copy LOSt o oo eeeeeceeeeeeneeeeeeeeeeeeeeeeeeaeeeeeeeeaaeeeeeeenaaeeeeeeeaaes 248 Checking Items Out To the Discarded Copies System Patron 249 Item Manageme nt 2 esseeeseeeseeesnenseeesneneeeeenneesenesneesneeneneees 251 About MARC record Saia eaae aaa a eea AARAA padane anA 251 Item Management WiINdOW ssssassssrrasseraransrnnnneenrennnrennnnannnnnnannnnnanna 252 The Item Management Window In More Detail ce eeeeeeeeeeeeeeees 253 Current Item Record Pane cccccceecccceeeeeeeeeeeeeeeeaaeeeeeeeeeeeeeeeeeeeeee 254 Current Record Tabs and SubtabS c cccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 256 Finding ten Siero ne reete aa aea a notes EEGA 257 Adding Titles and Copies esisiini eiii a s 258 Duplicating Titles or COPICS ccceeeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeaaaeeeeeeeeeees 261 Modifying Titles ANd Copies 0 0 0 eeeeeeceeeeeeeeeeeeeeeneeeeeeeeneeeeeeenaaeeeeeeeaaes 264 Removing Titles And Copies eeecccceeeeseeeeeeeeeeneeeeeeeenneeeeeeenaaeeeeeeeaaes 266 Title Author and Subject MARC EGitor cccccccccccsscssssssssssssssseseseees 268
45. Instead an Alexandria Log In window appears awaiting a correct Username and Password If a high level user steps away from the Librarian Workstation and doesn t want close the client the Log Out function provides this security see First Time Log In Authentication and Operator Creation on page 34 for more information e Restart Cmnd Ctrl Alt Shift E Logs out the current operator closes all windows restarts the Librarian Workstation client and brings up the Alexandria Log In window e Quit Exit Librarian Cmnd Ctrl Q Quits the Librarian Workstation Windows only in OSX this is located under the Alexandria drop down menu 28 Alexandria Hosted Getting Started Guide Edit Menu Alexandria Basics Edit Menu This menu contains standard editing functions You can cut copy and paste text clear a field select all text and paste from a file Information about commands which are specific to Alexandria are detailed below e Undo Cmnd Citrl Z This command only undoes typing or cut and paste operations in individual fields or in the COMPedit word processor It does not undo operations from other menus utilities commands or controls e Redo Cmnd Ctrl Shift Z An undo for the undo e Cut Copy and Paste You can cut copy and paste text from certain fields to other fields within Alexandria For example you can cut text from the Title field and place it in the Notes field You can vot cut and paste entire lib
46. Items items management windows Alexandria s Patron Management window can also be accessed over the web To access an online version of your Patron Management window type the IP address or domain name and port number of your hosted Data Station e g 123 456 78 910 80 followed by patrons into your browser s Address field usually located in the upper left corner of the window lt C ff Q 123 456 78 910 80 patrons If you are not sure what IP address or domain name your hosted Data Station uses e It appears in the Transaction Log of the main Circulation window each time your Librarian Workstation is launched approximately three or four lines down e You can locate your IP address under the Network header in the System Info subtab of the Special tab of the Circulation window e You can also locate your IP address or domain name in the Admin Web Administration settings 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 COMPanion s Technical Support team at 800 347 4942 or through email at support companioncorp com Bookmarking Online Interfaces For convenience you can bookmark the web addresses of your favorite online modules and add them to your browser s list of Favorites for future access To do this when you re at the desired web based interface click your browse
47. Library v COMPanion Demonstration Library Washington School District b Madison Middle School Washington Middle School Lindon Elementary School Coolidge High School For more comprehensive information about these Address Type settings please refer to corresponding sections in our Online Help documentation Alexandria Hosted Getting Started Guide 83 Address Book Preferences Step by Step Adding Addresses to an Address Book To generally configure most address type settings Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Select Preferences Cmnd Ctrl from the main Edit menu bar Click on the Address Books icon in the Configuration section of the Preferences window On the Address Books tab click on select or highlight an address book name from the Address Books section located on the left hand side of the Address Books window preferably the one for which you d like to add a new Addresses i e address types Your new address type will appear in the Addresses section of the Address Books preference window Click the Add button located at the bottom of the Addresses section of the Address Books window this will cause the Add Addresses roll down to appear Using the Add Addresses roll down use the Address Type drop down menu to choose the type of address you d like to add Some Address Type s may not be available if you re not registered for a p
48. Management window Use the patron Policy drop down menu near the top of the window located directly below the Barcode field to select the new policy for this patron Click Save at the top right of the window 110 Alexandria Hosted Getting Started Guide Patrons Preferences Waly Patrons Preferences Use the Patrons Preferences to configure grade tables default pictures barcode settings security groups policies and other general information about your patrons a Step 1 First select Preferences Cmnd Ctrl from the main Edit menu bar 7 Step 2 Click on the Patrons icon in the Management section of the Preferences window A 5 j Step 3 From the Patron Rules tab check whether you want to keep patron history and whether j or not to disable patron expiration dates Step 4 Under the Patron Defaults tab set the Default Patron Policy and the Next Patron Barcode that Alexandria should use for newly created imported patrons Step 5 If desired using the Patron Pictures tab you can adjust the generic Male Female or Unknown graphical placeholders for patrons see page 114 Step 6 Next use the Grade Table tab to correctly create the grade levels that are used at your school or institution see page 115 Step 7 Click on Save in the upper right corner of the window Step 8 Click Show All to return to the main Preferences window Alexandria Hosted Getting Started Guide 111 Patrons Preferences Patron
49. New Security Group roll down will appear Step 4 Enter the name for your new security group e g Patron w Reviews Step 5 Next determine whether you want all security access on or off by default some operators will find it easier to have all of their security options enabled or disabled when creating a new security group from scratch Choose All On to have all access turned on or All Off to have all access turned off Step 6 Click Add to create your new security group and add it to the Security Groups list From this point on you may treat the newly created security group as you would any existing security group it may be edited duplicated or completely removed Step 7 Further customize your new security group using the Management Tools Circulation Preferences Reporting Researcher tabs that cross the top of the window By config uring the drop down menus contained within these tabs you may grant or restrict indi vidual security privileges Step 8 When you are finished click Save to keep your changes or Revert to abandon them Alexandria Hosted Getting Started Guide 69 Security Preferences Step by Step Duplicating A Security Group If you would like to create a new security group based on an existing group and its list of enabled and disabled security options select highlight the security group that you would like to have duplicated from the Security Groups list and select Duplicate from the Actions menu To
50. Online Help Step 9 If necessary use the Sites tab only for Distributed Union to choose which collection s to draw the report information from This means if you have multiple sites you can generate reports for more than one library or just your own library The Sites tab is not available for all reports Step 10 When you are ready to print your finished report click the Print button at the top of the window this opens the Operation Management window and outputs a pdf for the selected report Although it s not recommended while the report is processing in the Operation Management window you can perform other tasks check items in and out or even prepare other reports If necessary click the Cancel button to stop the report from processing If the Operation Management or Report window becomes hidden behind other windows find it again using the Windows menu Step 11 All reports printed to pdf or vwp will open automatically however they are also saved to the Alexandria Support directory in a folder named Operation Files 1 Using both And and Or operators at the same time will affect the results 2 When you enter any type of specially formatted information such as dates you can enter values in a wide range of formats For exam ple you can enter the date December 1 2015 as Dec 1 2015 or 12 1 15 or 12 1 15 or 12 1 15 If using the current year you can just enter 12 1 If the cur
51. Patron s Barcode on Receipts _ Show Site Information on Receipts _ Hide Patron s Name on Receipts Optional Text for Receipts Add Logo for Receipt Printer The slip printer uses thermal paper which can reproduce simple images clearly For the best results please select a very basic bi color image for display on receipts a black and white image with a simple line oriented design is preferred The logo must be an image format e g JPEG GIF PNG or BMP supported by your browser and by the COMPanion Receipt Printer For optimal quality the image should have a dimension no larger than 200 pixels wide by 250 pixels high and 72 ppi Receipt printing is best done with COMPanion slip printers they provide a convenient and economical means of printing receipts for common circulation transactions such as check outs placed holds fines fees payments and refunds If you are interested in licensing use of COMPanion s slip printer component contact your sales representative at 800 347 6439 and ask about part V4007 If you have already licensed use of COMPanion s receipt printer component for Alexandria and need further information or assistance with setup operation and maintenance please call COMPanion Technical Support at 800 347 4942 or email support companioncorp com 142 Alexandria Hosted Getting Started Guide Receipts tab Receipt Settings e Print Receipt Number on Monetary Receipts If checked then a receipt numb
52. Preferences How Do Access the Alexandria Researcher You can access Alexandria s Researcher interface in a number of ways e Select Researcher from Alexandria s main Show menu e Double click on the To access the Researcher link near the top of the Transaction Log e In the supported internet browser of your choice type the IP address or server domain name port number and optional serial number of your hosted Data Station followed by researcher into your browser s Address field usually located in the upper left corner of the window e C ff Q 123 456 78 910 80 researcher If you are not sure what IP address or server domain name your hosted Data Station uses e It appears in the Transaction log of the main Circulation window each time your Librarian Workstation is launched approximately three or four lines down e You can also locate your IP address under the Network header in the System Info subtab of the Special tab of the Circulation window e 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 COMPanion s Technical Support team by calling 800 347 4942 or via email at support companioncorp com Gj In a Central Union environment you can create bookmarks i e links to search specific schools without having to rely on cookies set at individual Researchers this is done by includi
53. Replace Information utility type Under the Selection tab of the Selected Utility pane select Patron Policy from the Replace drop down menu before setting 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 Run Remember if you are asked whether or not you want to archive the answer should always be Yes Once you have switched all your patrons to the new policy statistics will be kept according to those new policies Prior statistics can not and will not be changed 214 Alexandria Hosted Getting Started Guide Moving Patrons to a New Policy Getting Started With Utilities 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 group of selected patrons f na Overview Selection Schedule Replace Homeroom v With Brown Add Selection Remove Selection Clear All Selections Boolean Modifier Select By Operators Homeroom Starting With Smith Ending With Smith And Status 1 Active Select By Homeroom s Starting With Smith ha Ending With Smith v Create New Saved Utility Run To change the default homeroom for a
54. Rules tab Patron Rules tab Use the Patron Rules tab to forcibly set the default state of the Keep Patron History option for your patrons and also to enable disable patron card expiration dates ECTE Patron Defaults Patron Pictures Grade Table Keep History for All Patrons When checked history will be kept for all patrons added to the system When this preference is enabled you are prohibited from adjusting the Keep Patron History options in both Policies and Patrons management Disable Card Expiration Dates Ignores the calendar date on which patron cards expire and hides the Card Exp Date field in Patrons management Patron Rules Settings Keep History for All Patrons When checked a complete transaction history will be kept for all the patrons who are added to your library system When this preference is enabled you are prohibited from adjusting the Keep Patron History options in both Policies and Patron Management Disable Card Expiration Dates When checked the program will ignore the calendar date in which patrons cards expire and hides the Card Exp Date field in the Patron Management window for more information please review the Personal Info tab section of Alexandrias Online Help 112 Alexandria Hosted Getting Started Guide Patrons Defaults tab Patrons Preferences Patrons Defaults tab Use these preferences to configure some of the default settings applied to new patrons when they are
55. Settings When checked local currency standards are automatically imported from your Data Station s operating system and the ability to customize currency settings is disabled Implied Decimals 2 Currency Symbol Decimal Symbol Grouping Symbol Get from O S Dates Settings Short Date Format If you want month to come first the short date format is typically configured as M D Y providing output like 12 11 2016 If you d like the day to come first use D M Y as in 11 12 2016 Keep in mind that some date based commands entered into the command line are accepted only if their date format agrees with this setting for example override dates this is because Alexandria depends on your date settings to determine if 03 07 16 means the 7th of March or the 3rd of July Also be aware that the date separator e g required to parse the circulation command properly is the one that you configure here Default date format separator combination is M D Y 1 http en wikipedia org wiki Date_format_by_country 90 Alexandria Hosted Getting Started Guide Localization Preferences e Normal Date Format With Day If you want month to come first the normal date format with an abbreviated preceding day is typically configured as WMD Y providing output like Wed Dec 11 2016 If you d like day to come before month use WDM Y as in Wed 11 Dec 2016 Default is WMD Y e Normal D
56. Started Guide 247 Circulation Commands Special Circulation Commands Declaring a Copy Lost Use the Lost Copies system patron to flag copies for later removal Use this feature at the end of the year when you must account for how many assets were lost and their total 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 Declare An Item Lost 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 Ifa lost copy is still checked out to the offending patron you don t need to bookdrop the item first just check it out to the Lost Copies system patron Step by Step Charge A Lost Item Fee 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 from the Item Management window field or your Default Replacement Purchase Value pol icy field You may enter any additional charges or processing fees in the Additional Charges field Step 2 If applicable enter a portion of the accrued fine or lost book charge to be forgiven in the Forgiven Amount
57. Step 4 The title you select will become current in the Item Management window Step 5 Next click on the Copy Information tab then click on the Copy Info subtab Step 6 Using the left and right arrows located just below the subtab bar to find the individual copy whose policy you want to change If needed use the copy information e g Bar code Call or Accession Date to help you differentiate one copy from another Step 7 Select a new policy for the individual copy from the copy Policy drop down menu in the Copy Info subtab e g eBook Step 8 Click Save at the top right of the window NOTE Title and copy polices are synchronized when shared In other words when copies have the same Policy as their adoptive title their Policy will be changed when the Policy for the title record is changed However when a copy Policy differs from its title record changing the tile Policy does not affect the copy policy Alexandria Hosted Getting Started Guide 109 Policy Preferences Using the Policies Preferences Step by Step Assigning Policies to Patrons To assign a policy to a patron Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Choose Patrons Cmnd Ctrl L from the main Show drop down menu The Patron Management window will appear Use the Patron Selection window Cmnd Ctrl F to locate the patron whose policy you want to change The patron you select will become current in the Patron
58. Temporary Item O Create New Item Create New Patron Ignore Barcode Continue Step 2 Click on Create New Item The Title Assistant window will appear Make sure the title record you are trying to update contains at least some information in the following fields Title Author and ISBN LCCN See Alexandria s Online Help for more information on how to use the Title Assistant window om con gt Title Author Publisher Publication Year Keywords _ Search for books only Z39 50 Set COMPanion Default v Step 3 In the Item Management window provide all the information you desire The mini mum requirement for new titles are Title Barcode Medium and Policy Of these fields all but Title are defaulted titles may be added with or without copies Step 4 Click the Save button in the upper right corner of the Item Management window 246 Alexandria Hosted 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 f
59. a schedule Step 14 If you want confirmation that the report is being performed at the indicated times and sent to the appropriate operators check the Send Email Notification box and provide email addresses in the Send Email Notification To field you can list more than one email address separated by commas 1 Using both And and Or operators at the same time will affect the results 2 When you enter any type of specially formatted information such as dates you can enter values in a wide range of formats For exam ple you can enter the date December 1 2015 as Dec 1 2015 or 12 1 15 or 12 1 15 or 12 1 15 If using the current year you can just enter 12 1 If the current month is December you can just enter 7 If you enter only a Starting Date the program generates a far future date which is the first of January thirty years from the current date If you enter only an Ending Date the Starting Date defaults to January Ist 1904 i e the far past If you don t enter any date the Starting Date is set for one year in the past Alexandria Hosted Getting Started Guide 207 Getting Started With Reports In Conclusion Locations tab Step 15 The Locations tab governs where scheduled Saved reports are sent and stored By default output is set to the Scheduled Files folder of your main Alexandria Support folder saved in pdf Adobe s portable document format You are allowed to c
60. ability to mange multiple collections stored within a single data base we call this a Central Union see page 3 If you are part of a Central Union information for all the individual sites in your district will be stored and maintained in the Site Management window Gj For Central Union In a Central Union catalog you manage multiple collections and must be able to quickly differentiate one catalog from another Therefore Alexandria appends the Site Management window with an additional Site Records List which allows you to move between and configure individual site information including unique Site Codes for patron and item records Alexandria retains the aforementioned union site record in a Central Union environment to assist you in setting up and configuring additional sites after initial installation However you shouldn t think of the union site record as an actual physical location instead think of it as the parent to which all your local site collections i e children belong Although some of your union site record information is established during registration you may want to later amend this information to better represent your district entity As you create new sites in the Site Management window be sure to provide each one with a unique Site Code these can then be assigned to patron and item records However you should never willingly assign patrons or items the union Site Code Additionally as new sites are c
61. added to your system for example set the patron s Default Policy and Next Barcode OEIS CIE Patron Pictures Grade Table These preferences configure some of the default settings applied to new patrons when they are added to your system Barcode Settings New patrons are assigned the next available barcode number provided here unless you assign them a number manually Set this field when you first configure Alexandria so that new patrons are assigned barcode numbers that concide with your numbering strategy Next Barcode 1100001 Policy Select the default patron policy to use for new patrons If an operator created patron policy is applied and later removed this preference will revert back to Standard Patron Default Policy standard Patron Security Groups Select the default security group that you want applied to new patrons this should ordinarily always be set to Patron or Patron Limited Default Security Group Patron Patrons Defaults Settings e Next Barcode New patrons are assigned this the next available barcode number unless you assign them a number manually You should set this field when you first configure Alexandria so that new patrons are assigned barcodes that coincide with your numbering strategy e Default Policy Select the default patron policy to use for new patrons If an operator created patron policy is selected and later removed from your Policies this preference will revert
62. also microfilm microfiche or microcard s Microscope Slide s Music CD Or also audio cd or music Picture Or also picture photograph photography or photo Realia Slide Or also transparency Sound Recording Or also sound audio recording or audio Technical Drawing Or also blueprint instructions or instruction manual Toy Or also puzzle URL Or also website http www uri or web address 128 Alexandria Hosted Getting Started Guide Leading Articles tab Items Preferences Leading Articles tab Leading articles are words such as the an a or their equivalents in other languages that appear at the beginning of a title or a series name This preference tab allows you to specify which leading articles e g the an a should be ignored during cataloging and searching Since leading articles and punctuation vary from language to language this preference gives an operator total control over how they are defined and how they affect searching and selections in various areas of Alexandria Click Print Leading Article List in the bottom right corner of the tab to print a convenient list that contains all the leading articles you ve provided in the field shown below Item Defaults Policy Mapping Cataloging Subject Sources Cover Art MESTO LUT
63. and manage the messages that appear in the patron notices sent from your library these includes overdue notices recall messages etc In Stock Hold For more information about how and where these messages are used click the online Help button in the upper right hand corner of the window Circulation Letter Recall Reservation Notice The following items require your attention Please contact the library as soon as possible Overdue Suspension Notice Patron Suspension Notice Account Access Information Email Signature Circulation Notice Circulation Notice Email Subject Refund Letter Damage Letter Subscription Claim Letter Step by Step Customizing Letters amp Notices To replace or modify the text of a notification letter Step 1 Select Preferences Cmnd Ctrl from the main Edit menu bar Step 2 Click on the Circulation icon in the Management section of the Preferences window Step 3 Click on the Letters tab Step 4 Select highlight the notice to be changed from the Letter Type section Step 5 Select or highlight the text to be modified and press lt delete gt Step 6 Replace or modify the desired text Step 7 Click Save to keep your changes or Revert to discard them Alexandria Hosted Getting Started Guide 145 Circulation Preferences Circulation Settings tab Circulation Settings tab These preference contain some general circulation settings For those in a Central Union environment the Inte
64. are two classes of barcode label 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 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 a layer of transparent 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 barcode 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
65. 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 obfuscated for added data security The database is very high performance on an older processor with a standard disk drive it can fully catalog up to 15 35 MARC records per second 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 hosted server Data Station processes requests from all clients Only information necessary for processing is moved between clients and the hosted Data Station This places very low demands on overloaded networks 10 Alexandria Hosted Getting Started Guide The Unparalleled Power of Alexandria Welcome to Alexandria Communication Ports amp Protocols There are a number of ports you are required to open in order to successfully use Alexandria Librarian Workstation clients contact your hosted Alexandria Data Station sometimes referred to as the server through Port 30427 Your Librarian Workstation clients need to have Port 80 open in order to communicate Z39 50 queries i e MARC record queries use Port 210 Port 2200 and Port 7090 Whatever computer is being used to catalog bo
66. before the Researcher clears the current session information and resets the interface for a new search Sort Search Results By Select the default search results sort order for Researchers when you click on one of the following Simple Search picture icons Author Title Series or Subject and All Words You can choose to sort results by Title Author Call Number Awards Medium Series Year or Accession Date The Smart Search returns results ranked in relevancy order Default Search Mode Select the default search mode used by the Researcher you can choose between Simple default Advanced Boolean Study Program or Home Page The Simple search is for those who don t have strong reading or writing skills enter a search term and then click an optional picture icon to perform this search If Home Page is selected you will be directed to your custom or default Home Page and granted access to the Researcher through a search widget For more information on these search types please consult Alexandria s Online Help e Search Address Book Select the default address book that will be used for Researchers the default selection is always the Standard Address Book Default Search Results Mode Select the default search results mode that appears after a search has been successfully performed you can choose between Brief Full default and Cover Art For more information on search result views please consult Alexandria s Onl
67. beyond Our goal is to take you from your initial setup to the eventual cir culation of items assisting you in taking your very first steps with us By reading this guide in its entirety no skimping you will gain the insight required to run Alex andria and thus your library more efficiently You can also find an electronic version of this guide on the installation CD ROM or as a downloadable pdf from our website www goalexandria com Alexandria Hosted Getting Started Guide 1 Welcome to Alexandria So let s begin The Alexandria library automation system consists of a main information server called the Data Station hosted directly at one of our private first class data network facilities The Data Sta tion is home to the Data folder where all your crucial patron item and library system informa tion data is saved it also processes all the activities and command requests from networked client Workstations The Data Station is hosted on a secure access restricted machines that are protected by battery backup housed in a climate controlled environment and connected to the internet via a 100MB minimum fiber optic connection All services are monitored electronically by certified profes sionals 24 7 so if a problem does occur it can be addressed immediately Equipment modifica tion and upgrades are completed swiftly and scheduled during off hours and low use periods at no cost to you COMPanion stores and mai
68. down menu while any related selection fields if any appear to the right all this is located below the boolean field The Select By drop down menu is powerful you can add as many OR AND and AND NOT boolean modifiers as you need to build the report so that it only includes the infor mation you require The Select By options are processed in top down order You won t usually have to worry about the default values provided in the boolean list instead you ll want to use the Add Selection button to add your own modifiers As you select values from drop down menus new blank fields may appear prompting you for information One example of this would be the Starting and Ending Date fields that appear when Due Date is chosen from the Select By drop down menu allowing you to provide a starting and ending date range Another example would be the Starting and Ending With fields If you enter only a Starting With value the program will select all records that begin with the entered text a Entering a Grade value of GR1 would select grades GR100 GR10 and GR1B37 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 Using Grade as our exam ple Starting With GR1 and Ending With GR1 unless you really do have data named GR1 A complete list of report selections options can be located on Alexandria s
69. duplicate an existing security group Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 From the Edit menu select Preferences Cmnd Ctrl or Type the IP address or server domain name and port number of your hosted Data Sta tion followed by preferences into your browser s Address field e g http 123 456 78 910 80 preferences Click the Security icon in the Configuration section of the Preferences window Next select Duplicate from the Actions drop down menu located at the bottom left of the Security tab The Duplicate Security Group roll down will appear Enter the name for your new security group e g Volunteer Aide After you have successfully duplicated an existing security group it will appear in the Security Groups list From this point on you may treat the newly duplicated security group as you would any existing group it may be edited duplicated again or completely removed from the system Further customize your duplicated security group using the Management Tools Circu lation Preferences Reporting Researcher tabs that cross the top of the window By configuring the drop down menus contained within these tabs you may grant or restrict individual security privileges When you are finished click Save to keep your changes or Revert to abandon them 70 Alexandria Hosted Getting Started Guide Security Preferences Step by Step Editing A Security Group To edit an
70. e Machine preferences apply to a single computer For example only one of several library computers may have an attached slip printer or cash drawer hence Slip Printer preferences will appear in that workstations Machine Preferences window Regardless if they re considered System or Site 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 cataloging and restrictions for Researchers and Librarian Workstations You also use preferences to 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 52 Alexandria Hosted Getting Started Guide Introduction to Preferences Accessing Preferences To set up or change Alexandria preferences you must first open either the Preferences Cmnd Ctrl or Administration Opt Cmnds Ctrl Alt window s using the Edit menu Circulation File Show Links Tools Window Help Undo Tab Switch Ctrl Z Ctrl Shift Z Can t Redo No Current Item Ctrl X Ctrl C Paste Ctrl V Clear Select All Ctrl A
71. e g Dr Linus LOST books e Favorite When this box is checked the selected report will be classified as a favorite and can be ordered or filtered using the Favorite column header of the Saved tab or the Favorites Filter button page 188 Favoriting frequently used reports is often helpful when you need to quickly locate one especially if you find yourself running the same reports daily Description A brief description of the report e g Overdue listing and charges for Ms Kathys Homeroom Site and Operator s These settings allow you to manually add and filter selected Saved reports by valid operators and or site ID codes using the Operator Site Code Filter buttons page 188 the Operator s and Site fields are not automatically populated when creating a new saved report e Notes Provide optional general usage notes about the report here e g Report created for Marjorie Run daily e Overview This large field provides a system generated summary of what the report produces Search By and Sort By options scheduled run times selected sites and saved file locations outputs 192 Alexandria Hosted Getting Started Guide Report Selection Pane Getting Started With Reports Selection tab The Selection tab is where you build the report to suit your needs The best way to use this tab is to fill in the fields and drop down menus from left to right top to bottom Print V X d When cre
72. group of selected patrons Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Select Utilities from the Tools menu Select highlight Patrons from the utility Categories pane on the left hand side of the Utilities window Next choose the General subcategory located directly below From the Utility Selection pane choose the Replace Information utility type Under the Selection tab of the Selected Utility pane select Homeroom from the Replace drop down menu Next 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 Run Remember if you are asked whether or not you want to archive the answer should always be Yes Alexandria Hosted Getting Started Guide 215 Getting Started With Utilities Moving Items to a New Policy 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 Performing this utility will be quite easy since you re probably using 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
73. guarantee an optimal user and online modules xperien Chrome experience Safari IE8 is only supported for the existing Researcher Firefox Internet Explorer 1024 x 768 Resolution or higher For iPhone or iPad iOS 4 0 or higher Alexandria Hosted Getting Started Guide 19 Setting Up Hosted Service Technology Services Cheat Sheet In order to use all of Alexandria s services and built in functionality you will need your firewall to allow access to certain ports and addresses However depending on your internet security requirements you may only want to enable firewall access for the services that you use Below is a list of ports and addresses you should allow in your firewall s access control list Name Ports IP Address URL Web Address Alexandria Data Station Workstation s 30427 Web Services and online modules 80 Textbook Tracker Data Station 30467 Client Workstation COMPanion Database Services 80 s3 amazon com Update Server and Core Services 68 89 29 89 aws amazon com Cover Art Services images amazon com Google Analytics google analytics com COMPanion FTP Support 21 209 210 70 4 fip companioncorp com MARC Search 210 2200 7090 COMPanion Online Help 80 209 210 70 4 www companioncorp com mediawiki COMPanion Support Email D5 mail companioncorp com Lexiles 30427 209 210 70 70 Mitinet s AccessMARC 210 23950 accessmarc db com Axis
74. have been made to the selected or any formerly selected report in the Saved tab e Revert Report Reverts only the currently selected i e highlighted Saved report e Revert All Reverts all changes made to multiple Saved reports in the Reports window this option only appears when changes have been made to the selected or any formerly selected treport in the Saved tab Add to Remove From Favorites This option will favorite or un favorite the selected report in the Saved tab essentially checking or un checking the Favorite box in the Overview tab for the selected report 1 The Save All and Revert All buttons are conditional and only appear when changes have been made to various fields of a report se lected from the Saved tab 186 Alexandria Hosted Getting Started Guide Reports Tools Search Pane Getting Started With Reports Delete Selected Report Cmnd Ctrl R This selection completely removes the selected report from the Saved tab This can not be undone so think twice before making this selection e Delete All Reports Shown This selection will completely remove all of the reports currently shown in the Saved tab those in the Reports tab will remain unaffected This can not be undone so use caution before making this selection Search The Search bar in correlation with the report Categories pane can be used to filter the list of options shown in the Reports and Saved tabs To illustra
75. 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 Temporary 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 e 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 collec
76. in either Administration or Preferences modules therefore not truly preferences know that it is absolutely crucial to configure your sites before doing anything else especially those operating in a Central Union environment In order for an item or patron to exist in your database they must belong to a site therefore accurate site records are essential Administration Settings 2 Email These settings are used to determines how Alexandria uses external email services see Administration Email Settings on page 61 Configuration Preferences Security These preferences are used to create and manage operator access levels An operator s security level determines what actions they are allowed to perform and the areas of the program to which they have access see Security Preferences on page 65 Localization Terminology amp Language These preferences allow those who use Alexandria outside of the United States to have complete customization over their local vocabulary and currency standards see Localization Preferences on page 89 Address Books These preferences are used to configure address books for wide area or multi collection access see Address Book Preferences on page 73 6 Barcodes These preferences are used to configure how Alexandria should increment new patron and item barcode numbers see Barcodes Preferences on page 131 Alexandria Hosted Getting Started Guide 55
77. in the Grade Table Patrons will not be advanced out of this level when grades are advanced Default is Graduated and the field must contain a value it cannot be left blank Advance Grade After This value is used to compute the projected graduation date when importing StudentPersonal objects using SIF Never rearrange the grade table if you are importing with SIF Changing the Advance Grade After usually graduation date does not advance a Grade changing a Grade does not change the graduation date Last Date of Grade Advancement This non editable field shows when the latest Advance All Grades operation was performed the date is updated after the utility has completed Advance All Grades Each time this is clicked you essentially add one grade level to each of your patrons until they reach the Last Grade level described above To elucidate each patron in your database that has been applied a level that you defined in your Grade Table will have their level transitioned to the next grade in the table For example a patron with the grade level of 6 will advance to 7 COMPanion recommends that you perform an Archive before using the Advance All Grades button Patrons whose grade level is either not found or not defined in the Grade Table wi not have their grade level advanced WARNING Grades in the Grade Table need to exactly match the Grade entry in the Patron Management record see page 274 for the Advance All Grades utilit
78. is divided into two distinct sections that function independently of one another and allow you to create and customize the settings of a particular Patron or Item policy An operator can move through any of the subtabs located at the top of the window Check Out Overdue and Other at any time no matter the current mode i e Standard or Exceptions Exceptions Patron Policy Standard Patron v Item Policy Standard Item v Check Out Overdue Other Check Out Overdue Other Patron Policy Short Code STD Item Policy Short Code STD Standard Mode Every patron must belong 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 correspond to and interact with every Item policy For example selecting 3rd Grade as your Patron policy and changing the Maximum Loaned Items to 6 will limit every patron in the third grade to six items of ay Item policy whether it be Fiction or Non Fiction 102 Alexandria Hosted Getting Started Guide Using the Policies Preferences Policy Preferences Exceptions Mode The standard settings configured in the subtabs of the Patron Policy and Item Policy sections are considered the general rules for the selected patron and item groups e g 6th Grade and eBook Exceptions to the way the
79. modify and print reports for all the items in your collection for more information please review the Inventory Helper section of Alexandrias Online Help www e SIF Management Opens the SIF Management web interface sif 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 Alexandrias Online Help www e Site Management Opens the Site Management web interface s ites allowing you to manage Site ID Codes and provide information pertaining to your school or each of the individual schools in your Central Union e Authority Control Opens the Authority Control window Select this command if you would like to find add duplicate remove or view the authority controlled fields in your database www Map Management Opens the Map Management web interface maps and allows you to associate notes pictures or maps of your library with item call numbers a Show Map link is available in your Researcher and Scout Search Details e Explore Builder Opens the Explore Builder window allowing you to create a fun and attractive iconic interface which patrons can use to search library collections www e Re
80. number of options that appear in the Reports tab of the Report Selection pane on the right Select a specific report category from this pane e g Patrons All Reports Titles Copies z General Forms Labels o Step 4 Next further refine your options by choosing a subcategory subcategories are subsidiar ies of the main category that further narrow the focus of the report For instance the Patrons category contains the General Forms and Labels subcategories among oth ers You are able to expand or contract subcategory sections by clicking on the little icon located to the left of the main category name All Reports Titles H Copies Patrons Forms Labels Alexandria Hosted Getting Started Guide 201 Getting Started With Reports In Conclusion Step 5 Alternately if you know exactly what you re looking for you can skip the Categories pane altogether and just use the Search bar to find your desired report e g type Patron History Step 6 Once you have narrowed down your report options to only display relevant reports choose the report you want to run from the Reports tab Reports Saved Patron Counts Patron History Patron List 1 Line Patron List Detailed Patron Overdue List Patron Patron SIF Updates Step7 Selecting a report type from the Selection pane automatically populates the bottom half of the window i e the Selected Repor
81. on an copy it also activates the Reservation mode e To place a reservation on an copy with 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 Item Lookup T command see page 240 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 window mark the days for which you would like a reservation placed for the current patron Although it can be adjusted the calendar always opens to the current month You may not make reservations on days marked with the lock icon 242 Alexandria Hosted Getting Started Guide Additional Circulation Commands Circulation Commands Here s how the reservation calendar marks 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 the 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
82. on the left hand side of the window e g Book Step 2 From your operating system e g desktop drag and drop your new medium image on to the Medium Picture field on the right hand portion of the window Step 3 Click Save to apply your changes or Revert to discard them Default Medium Images The following is a list of mediums that Alexandria supports by default entering any of the terms exactly as NOTE they re shown below in the New Medium roll down will populate the medium with a default image The Default Picture will apply to all mediums that Art Original Or also original art or art do not have an overriding Art Reproduction Or also reproduction reproduction art or print Medium Picture Audiobook Or also audiobook book s on tape or book s on cd Book CD ROM Or also dvd rom or bd rom Chart Or also graph File Or also computer file floppy disk floppy disc diskette or software Diorama Or also model Electronic Resource Or also ebook Equipment Or also equipment Filmstrip Or also film reel Flash Card Game Or also videogame computer game or board game Graphic Or also graphic novel comic or comic book poster Kit Or also study kit Magazine Or also periodical rag or zine Microform Or
83. operator security groups e We also suggest assigning a user defined Policy and Status this is important if you want operator records to appear differently in your statistical reports e Except for Password Username and Barcode none of this information is defaulted Alexandria automatically assigns a barcode number based on the Next Barcode setting of your Patrons Preferences see page 113 e Alexandria automatically copies the City State Postal Code and Country from the address you provided in the Site Management window see page 41 for the new operator they may be manually changed e By default any operator with access to Security Preferences will only be able to modify Security Groups below their own For example an operator with Librarian level security access may be allowed to modify preferences but they are unable to change the Librarian Library Administrator or District Administrator Security Groups e We strongly encourage including pictures of your operator in their patron record instructions for doing this can be found on page 289 1 Usernames however must be unique 2 When adding new operators the Next Barcode value will be used see page 113 3 If you choose a Username that is already in use Alexandria will ask you to choose another 4 Passwords are not case sensitive upper and lowercase characters match Also the Password field may not be left blank 5 By default the Password will be the operator s
84. overdue fine is found To stop fees from accumulating on a particular lost item Remove the copy or assign it to the Discarded System Patron Hide Overdue Payment Window in Bookdrop Mode When checked if the Circulation window is in Bookdrop B mode a patron is automatically fined without requiring operator interaction when an overdue book is returned Returned Lost Item Fine Check this box if you d like to withhold a monetary portion of the fine amount refunded to a patron when a lost item has been found Returned Lost Item Fine Amount Specify the monetary amount to withhold when refunding a fine for a lost item that has been found Allow Payment Notes for Operators with Limited Access If the current operator e g Student Aide doesn t have the proper Payments or Refunds and Credits security permissions when there is a payment or refund due for a returned copy this preference allows them to enter information in the Payment Notes field of the Lost Book Charge window all other charges information will be hidden 140 Alexandria Hosted Getting Started Guide Circulation Rules tab Circulation Preferences Reservations Settings e Days to Look Ahead When Checking Out Reservations This setting allows you to enter the number of days prior to a reservation s requested start date needed to prepare an item for reservation This way items with reservations can a be available for general circulation X number of days before t
85. policy statistics will be kept according to these new policies Prior statistics can not and will not be changed 216 Alexandria Hosted Getting Started Guide Operation Management eee Waly The Operation Management window automatically orders sorts a pending operations i e reports utilities imports or exports and allows you to view summaries and open email or save operations that you or others have previously completed Simply think of the Operation Management window as a nerve center that consolidates all operations that you the current user the system or others depending on LO your Security permissions have been performing in essence a specialized transaction log for past and future operations SDTATIS pe1soH O ale Once a report utility import or export has been initiated the Operation Management window will open tracking the progress of the current operation and allowing you to view or save previously completed operations Completed operations shown in the queue include the name and status of the operation and are affixed with a time date stamp An operation that is currently running provides a Cancel option Each time the Operation Management window is opened the Date Range drop down filter defaults to Today in other words only the current user s newest i e Today operations are initially visible in the Operation Management window s queue Everything in this list is ordered chron
86. providing educators and administrators the ability to manage a single interface for accessing visual resources from inside the school or from home Capstone Publishers allows you to authenticate and access your Capstone Publishers online account using a single sign on solution whereby you can link directly to the Capstone Publishers online book ordering system and start shopping immediately Mackin allows you to export your data in MARC format and automatically upload to Mackin s website for review Baker amp Taylor allows you to export your data in MARC format and upload it to Baker amp Taylor s website for review Bound to Stay Bound specializes in providing your library with some of the best children s books media products and related services available e Perma Bound allows you to export your data in MARC format and automatically upload it to Perma Bound s website for review 6 Alexandria Hosted Getting Started Guide Welcome to Alexandria Third Party eBook Systems Integration These optional extras stand apart in a class all their own and for one big reason eBooks While the functionality and integration for each of our third party partners varies slightly they were all designed to make it easier for libraries to locate use and manage eBooks Depending on the service s you select Alexandria may share patron status information automatically retrieve MARC record updates show real time availability suppo
87. report give it a succinct Description and provide any general Notes you wish If you d like this report to be marked as one of your favorites check the Favorite box now The Site and Operator s settings allow you to add valid operator s and site ID codes to the report Overview Selection af Schedule Locations Name New Report ae it Description This is what the report does Site CDL COMPanion Dev w Operator s Alex Andrea Notes This reportis used to view copy information for the records in your collection and contains only basic information about each copy in the selection Selection tab Step 11 Use the Selection tab to build format and arrange each report according to your per sonalized combination of drop down menus text fields and checkbox options First choose the type of report youd like to build The Report Type drop down menu is only available from the Saved tab and is limited to the category and subcategory selec tions to which the report belongs For example if you have chosen a Circulation cate gory and Charges subcategory report then only Circulation Charges reports will be available from the Report Type drop down menu After you choose the report type you may set drop down menus tick optional check boxes and configure fields that limit or expand the information included in the report these options differ depending on the selected Report Ty
88. 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 e Additional Contact This preference allows you customize the term used for emergency or secondary contacts Although you may change the term our documentation generally refers to it as Parent Guardian e Optional Date Field This preference allows you customize the term used for the optional date field in a patron record Although you may change the term our documentation generally refers to it as Graduation Date e 2nd Phone Number This preference allows you customize the term used for the secondary phone number field Although you may change the term our documentation generally refers to it as Mobile Items Settings e Copy Location This preference allows you customize the term used for the Copy Location field stored in the 852_a tag For example you may want to use the term Collection or Library Floor for a multi leveled library rather than Copy Location Although you may change this terminology our documentation will generally refer to it as Copy Location e Shelving Location This preference allows you customize the term used for shelving location an alternative location field stored in the 852_c tag Although you may change this terminology our documentation will generally refer to it as Copy Shelving e Special Funds This preference allows you customiz
89. telephone and fax data these are required for return addresses on patron notices for information shown on Researchers and is included in emails sent to COMPanion s Technical Support team The address information you provide will also be used as defaults when creating a new patron if no city state postal code or country information is specified Once a new site has been created it can be selected by any operator depending on their Security Group and Site Access settings see page 273 using Site drop down menus found in the Patron and Item Management windows the Orders Budgets Vendors Subscriptions and Routes windows Maps Bulletins and the Alexandria Researcher Valid and available sites are a ways pulled from Site Management window Site JMS Jefferson Middle School v CDL COMPanion Demonstration Library vV JMS Jefferson Middle School LMS Lincoln Middle School MMS Madison Middle School RMS Roosevelt Middle School WMS Washington Middle School 44 Alexandria Hosted Getting Started Guide Site Management Window Refer to the information contained on page 41 to find out how to access the Site Management window shown below in your default browser Once you have access you will be able to view modify add and remove site information by using the current record fields and commands in the Actions menu By default only operators with District or Library Administrator security levels may configu
90. that don t fit as well with the Add Remove and Find functions offered in the primary Actions menu of the Patron Records List for more information please review the Patron Management section of Alex andria s Online Help Sequence Number This is a unique number Alexandria assigns to new patrons and operators useful for browsing patrons by order of entry Online Help This button opens your default web browser to the Patron Management section of Alexandria s Online Help Alexandria Hosted Getting Started Guide 273 Patron Management Current Patron Record Pane Current Record Pane Continued The top of the Current Patron Record pane directly below the secondary Actions menu area contains the fields for full patron name barcode and policy This portion of the Patron Management window is always visible regardless of what tab e g Personal Info Contact Info Notes etc you have selected First Name Middle Name Standard Patron v The fields that top the Current Patron Record pane of the Patrons window are as follows Patron First amp Middle Name Enter the first and middle name or the first name and middle initial of the patron or operator for example John Luke e Patron Last Name Enter the patron operator last name This field is required you cannot save a patron record without a last name e Patron Barcode Each patron or operator will be assigned a barcode number that is either s
91. the corresponding Item Utility for more information on checking copies out to the Discarded Item system patron please review page 249 of this guide e For Library Use barcode 3 To make copies available for use only within the library check them out to this patron For example you may want to keep holiday themed books in the library to make them more available during the holiday season Check these copies out or place a reservation on them using the For Library Use patron e On Repair barcode 4 To track copies that are sent for repair and not available to patrons assign them to this patron When the copy has been repaired and returned check them in to make them available again 230 Alexandria Hosted Getting Started Guide System Patrons Circulation Window e On Order barcode 5 To keep track of items on order add them to your collection immediately 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 e Archived Copies barcode 6 To archive certain copies and make them unavailable to patrons check them out to this system patron For example issue items to this patron if they are kept in a special room and not generally available for circulation e Unknown barcode 8 Used for copies with special circumstances or whose status you do not know e g items on di
92. the program and what additional content is displayed Circulation Window Clear Patron and Item Panes on Timeout Minutes before Timeout 5 Clear Transactior Display Patron Lexile Display Patron Reading Level Display Copy Condition Check Out Check Out Options Allow check in with confirmation during check out Enable Patron Alerts on Overdue Items Enable Patron Alerts on In Stock Holds Enable Patron Alerts for Upcoming Reservations Circulation Window e Clear Patron and Item Panes on Timeout If you have privacy concerns about the information displayed on the Circulation window you can have Alexandria automatically clear the Current Patron Item panes of the main Circulation window after a period of inactivity determined using the Minutes Before Timeout field below Please note that the Circulation can also be manually cleared at any time using the x lt enter gt command Minutes Before Timeout This field is inaccessible unless you have Clear Patron and Item Panes on Timeout checked Provide the amount of time in minutes to wait before Alexandria clears the Current Patron Item panes of the main Circulation window Clear Transaction Log on Timeout This checkbox is inaccessible unless you have Clear Patron and Item Panes on Timeout checked When checked you can also have the Transaction Log cleared when the Current Patron Item panes are cleared on timeout Please note that clearing the Transaction Log is p
93. to match the Output setting of the Locations tab In other words this selection allows you to emulate and deliver the report according to the Output settings of the Locations tab For example let s say you ve built a report that saves a pdf to your FTP server the Output selection in the report s Locations tab necessitates the Send to FTP Server option Therefore if the Print to Output selection is made Send to FTP Server would appear in place of the Print button Clicking Send to FTP Server i e Print to Output will immediately run the report and save a pdf to your desktop All reports printed to pdf or vwp will open automatically however they are also saved to the Alexandria Support directory in a folder named Operation Files Every time you print a report it is recorded in your Transaction log In Conclusion In closing take some time to explore the categories and subcategories and set up some favorite reports that youd like to easily access and run In the end if you still have questions remember you can always call or email COMPanion s Technical Support team at 800 347 4942 Remember should you want nearly every setting the same for each report you can duplicate a selected report give it a new name and make whatever changes you need name boolean email recipients etc If you decide to delete a report select it in the Saved tab and then choose Delete Selected Report Cmnd Ctrl R from the p
94. value followed by space and exclamation point Using Grade as our example Starting With GR and Ending With GRZ unless you really do have data named GRI P In other words if you have two values with shared characters e g Silver Silverman and don t want the report to apply to both append the secondary i e Ending With value with a space and an exclamation mark e g Silver A complete list of report selections options can be located on Alexandria s Online Help 1 Using both And and Or operators at the same time will affect the results 2 When you enter any type of specially formatted information such as dates you can enter values in a wide range of formats For exam ple you can enter the date December 1 2015 as Dec 1 2015 or 12 1 15 or 12 1 15 or 12 1 15 If using the current year you can just enter 72 1 If the current month is December you can just enter J If you enter only a Starting Date the program generates a far future date which is the first of January thirty years from the current date If you enter only an Ending Date the Starting Date defaults to January Ist 1904 i e the far past If you don t enter any date the Starting Date is set for one year in the past 194 Alexandria Hosted Getting Started Guide Report Selection Pane Getting Started With Reports Sites tab Distributed Union NOTE The Distributed Union page 3 is a
95. will add seven days from today s date For example if the current date is April 7th 2012 then entering nw or nex tweek is the same as entering 4 14 2012 April 14th 2012 lastmonth or lm Entering the 1m or lastmonth command will subtract thirty days from today s date For example if the current date is April 7th 2012 then entering 1m or lastmonth is the same as entering 3 8 2012 March 8th 2012 nextmonth or nm Entering the nm or Snextmonth command will add thirty days from today s date For example if the current date is March 8th 2012 then entering nm or nextmonth is the same as entering 4 7 2012 April 7th 2012 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 2012 then entering std or today is the same as entering 4 7 2011 Y 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 2012 then entering td or today is the same as entering 4 7 2013 Also you are allowed to add or subtract a number of days from each adaptive date selection For example btd 5 will take today s date and subtract five days Further stm 20 will take tomorrow s date and add twenty days Alexandria Hosted Getting Started Guide 39 Alexandria Basics Adaptive Dates 40 Alexandria Hosted Gett
96. you understand in the Items tab by checking the appropriate box es making a selection from the drop down menu s or providing information in blank text fields Step 10 Click on Save in the upper right corner of the window Alexandria Hosted Getting Started Guide 119 Items Preferences Item Defaults tab These preferences configure some of the default settings that are applied to new items i e title and copy records when they are added to your collection GUSCIO Policy Mapping Cataloging Subject Sources Cover Art Leading Articles These preferences configure some of the default settings applied to new items when they are added to your collection Barcode Settings New items are assigned the next available barcode number provided here unless you assign them a number manually Set this field when you first configure Alexandria so that new items are assigned barcode numbers that coincide with your numbering strategy Next Barcode Policy amp Medium Select the default item policy and medium to use for new items If an operator created item policy is applied and later removed this preference will revert back to Standard Item Default Policy standard Item Default Medium book Copy Location Defaults Values entered here will be used as defaults when changing copy locations using the Set All Copy Locations data manipulation command CH Site Madison Middle School Copy Location Copy Shelv
97. 05 Policy Preferences Using the Policies Preferences Step by Step Creating an Exception To create or modify a circulation policy Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Select Preferences Cmnd Ctrl from the main Edit menu bar Click on the Policies icon in the Management section of the Preferences window From the drop down menu select the Patron Policy that when combined with an Item Policy will create an exception Next from the drop down menu select the Item Policy that when combined with your selected Patron Policy will create an exception Click the Exceptions tab it should turn red Work through the various Policies subtabs Check Out Overdue and Other chang ing the values of the text fields drop down menus and checkboxes as needed 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 Step by Step Modifying a Patron or Item Policy To modify a patron or item policy Step 1 Step 2 Step 3 Step 4 Step 5 Select Preferences Cmnd Ctrl from the main Edit menu bar Click on the Pol
98. 65 Step 5 Make sure that the Use SSL box is checked Step 6 Make sure that the Enable CRAM MD5 box is not checked Step 7 Next check the Use Authentication box and provide your Google email account name in the Login field Step 8 Provide your Google email password in the Password field Step 9 Finally in order to use Gmail as your SMTP server you will need to click on the Test Server button and verify that a test email was successfully sent to the email address of the administrator responsible for the SMTP server this email address is specified in the Site Management Email address see Site Settings on page 48 for more information Step 10 Voila Using your Gmail account you can now send email to amy email address from any network that lets you connect to an outside SMTP server Server 1 SMTP Server Address smtp gmail com Port 465 Test Server Use SSL Last Tested On Never Enable CRAM MD5 Last Test Results This test was not successful Use Authentication Login accountname gmail com Password sesccccceece 64 Alexandria Hosted Getting Started Guide Security Preferences Security Preferences allow operators with the appropriate authority to modify existing or create their own custom security groups by manipulating lists of permissions organized by tab these tabs include Management Tools Circulation Preferences Reporting and Researcher In turn these Security Groups assigned to individuals using the P
99. 7 Preparing for Alexandria Barcode Your Collection Barcode Label Troubleshooting If youre having issues getting your barcode labels to print properly from Alexandria here are some basic troubleshooting measures e Please update to the most current version of your printer s drivers to avoid or eliminate most printing problems e Also take advantage of your printer s latest features to ensure maximum print compatibility and quality e If your barcodes still appear misaligned then it s likely that your Adobe Reader PDF page scaling percentage isn t set to 100 turn off any scale to fit settings if they re enabled e g Fit to Printable Area or Shrink to Printable Area Essentially all printers have an unprintable area called margins on the page misalignment issues can occur when the default Print dialog attempts to scale the PDF in order to conform to your page margins Selecting an actual size setting ignores any arbitrary page margins and forces your PDF to print correctly Size Options Fit Actual size Shrink oversized pages Choose paper source by PDF page size e Lastly check your printer s RAM especially if you are printing hundreds of barcode intensive labels Insufficient printer RAM is responsible for many of our reported printing issues including incorrect alignment issues even when the Vertically Center Label report boxes are checked e If you re still having issues please contact our Technical
100. Addresses section Step 5 Click the Remove button located at the bottom of the Addresses section of the Address Books window this will delete the selected address type Step 6 You may continue to remove addresses from the selected address book as necessary Step 7 When you are finished at the top of the main Address Books preference window click Save to keep or Revert to restore your deleted addresses Alexandria Hosted Getting Started Guide 87 Address Book Preferences 88 Alexandria Hosted Getting Started Guide Localization Preferences Waly Localizing Alexandria The Localization Preferences allow those who use Alexandria outside of the United States to have complete customization over their language date formats and currency standards You should only ever a need to configure the Dates amp Currency preferences if you are in a country outside of the United States in changes made to these preferences will take effect immediately g o Step 1 Select Preferences Cmnd Ctrl from the main Edit menu bar al Step 2 Click on the Localization icon in the Configuration section of the Preferences win dow Step 3 Go ahead and familiarize yourself with the Currency amp Dates tab however if your site resides in the United States you shouldn t need to change a thing page 90 Step 4 In the Terminology tab adjust the settings in the Patron and Item sections accordingly page 92 Step 5 Finally in the
101. Alenia Hosted Service Getting Started Guide For Macintosh and Windows Alexandria Hosted Service v6 22 5 Copyright Notice 2004 2014 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 permit ted without the proper express written authorization of Evelyn Manufacturing except in the normal use of the software and as described in the Soft ware 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 Hosted Getting Started Guide Printed February 27 2014 v6 22 5 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 sales companioncorp com Web http www goalexandria com To subscribe to the free
102. Alexandria Notes and Warning Alerts Notes and Warning Alerts NOTE Look for a box like this for special notes or comments that should be carefully examined by the user WARNING Look for a box like this for warning messages or important comments that should not be ignored gt HOST IT NOTE Boxes like this contain special notes concerning your hosted environment 12 Alexandria Hosted Getting Started Guide Preparing for Alexandria eee Waly This chapter provides an overview on how to prepare for the automation of your library collection LO To better comprehend how Alexandria works we recommend that you have the software up and running as you follow the steps provided in this Getting Started Guide HOST IT NOTE IMAI p asoH ale In case you were wondering backing up your data isn t necessary for hosted users and is therefore not an option Automating Your Library Overview Use the following steps and referenced pages to prepare your library for automation with Alexandria Step 1 Develop strategies for item patron importation see page 14 Step 2 Barcode your collection see page 14 Step 3 Setup the Alexandria hosted service see page 19 Step 4 Configure your Administration Email settings see page 57 Step 5 Create your system operators and assign them Site Access and a Security Group see page 279 Step 6 Confi
103. Alexandria Researcher is used by patrons to access and search your library collection s and place holds and reservations on the items that they discover in your catalog All this is done on line using a standard world wide web browser such as Firefox Safari Chrome or Internet Explorer The Researcher can also be accessed on iPads and other portable devices Scout is a super simple supplementary search interface conceptualized to stand out both in design and functionality Children are able to find records in Scout that they may have struggled locating in the Researcher interface if a child can type they can search Designed with touch interfaces in mind Scout is a perfect interface for tablets such as the iPad Having very few features and controls and no preferences people of all ages benefit from and enjoy using Scout Self Service kiosks unattended allow patrons to perform their own bookdrop and checkout transactions freeing librarians to take care of other library responsibilities a convenient feature that an overwhelming majority of libraries now happily implement and support Alexandria Mobile is a free search interface that allows patrons librarians and teachers to quickly browse library collections on the go anytime from iOS or other mobile devices Patrons can locate learning resources anytime they need even at home after the end of the school day librarians and teachers can navigate the collection in order to plan lesso
104. Barcode 2005 Export Only Previous Prior Barcode 2006 Export Only Before Previous Patron Barcode 2007 Export Only nventory 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 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 Alexandria Hosted Getting Started Guide 179 Importing Items Item Fields by Field Number Curriculum Keywords 2041 Separated by Don t Show in Alexandria Researcher 2042 Yes or No 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
105. Calendars icon in the Management section of the Preferences window To change the Month Year of the current calendar click on the current month year name at the top of the calendar field alternately you may click the Next arrow to go forward one month or the Previous arrow to go back a prior month Select an existing calendar from the Calendars list on the left hand side of the window You can assign Period Due and Closed dates by clicking days on the actual calendar Clicking on calendar days cycles your choices from Open nothing displayed Closed dates on which the library is closed Period Due see below and then back to Open Work through each month of the year marking the dates on which the library is Closed e g holidays Depending on your Policies settings item due dates are usually calculated so that they never fall on Closed dates only on Open or Period Due dates However there are some exceptions to Closed dates when using Override Dates for instance you can configure your Policies so that fines stop accruing on closed days 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 Mark the date s that you want all 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 configure y
106. If you don t have any author ity 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 many items use the Bookdrop mode described on page 239 Step 2 Ifthe item is already checked out to the current patron it will be checked in upon user verification when scanned 1 The Circulation Override setting is located in the Circulation tab of your Security preferences see page 65 Alexandria Hosted Getting Started Guide 237 Circulation Commands Circulation Command Basics Set Override Due Dates Command date Set an Override Date Typically due dates are computed based on the policies you define in your preferences Use this command to set a specific or different due date for items you are checking out bookdropping or performing inventory on For example to set the due date to June 3 2015 type Jun 3 2015 including the period and press lt enter gt 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 Jun 3 2015 e An entry will be made to the transaction log documenting that this date was manually set Set Override Date Jun 3 2015 Books you check out will be due on June
107. Language tab you may choose from one of our currently supported lan guages English Fran ais or Espa ol page 94 Step 6 Click on Save in the upper right corner of the window Step 7 Click Show All to return to the main Preferences window Alexandria Hosted Getting Started Guide 89 Localization Preferences Dates amp Currency tab In the United States of America date formats are typically expressed in month day year order however aside from Belize the vast majority of the world expresses dates in the ascending order of day month year These two formats are largely incompatible and can cause massive date confusion For example in the United States 03 07 16 generally means it is the 7th of March 2016 in the rest of the world it means it is the 3rd of July 2016 Changing Dates settings will affect a circulation computations e g reservations and holds and nearly every date format displayed throughout Alexandria including those found in Reports Policies e g hard due dates notifications etc DEIC Tis A Terminology Language These preferences allow you to customize the date formats and currency standards used in Alexandria We recommend you only change these defaults if you are in a country outside of the United States Dates Short Date Format myp y Normal Date Format With Day w mD Y Normal Date Format No Day mp y Long Date Format With Day Long Date Format No Day Currency Use System
108. Library and Archives Canada Default is unchecked e Catalog French Subject Headings 650 6 When checked subject headings conform to the R pertoire de vedettes mati re that is maintained by the Biblioth que de l Universit Laval Default is unchecked e Catalog Sears Headings 650 7 When checked subject headings conform to a set of subject heading system thesaurus building rules Default is checked Index 700_t as a Title When checked items with 700_t tags will be indexed as a title Default is unchecked 650 2 a Horror v Literary collections 1 The Library of Congress Subject Headings LCSH system was originally designed as a controlled vocabulary for representing the subject and form of the books and serials in the Library of Congress collection with the purpose of providing specified subject search criteria to the bibliographic records contained in the Library of Congress catalogs As an increasing number of other libraries have adopted the Library of Congress subject headings system it has become a tool for subject indexing of library catalogs in general In recent years it has also been used as a tool in a number of online bibliographic databases outside of the Library of Congress e g Alexandria A subject heading may consist of one or more words A one word heading represents a single concept whereas a multiple word heading may represent a single concept or multiple concepts A subject heading repr
109. Location Use Policy Mapping Set Copy Status In Processing lt No Loc e Starting Item Barcode When a new item barcode number is required Alexandria will assign numbers starting with this value Alexandria always checks to see if a barcode is currently in use and if it is a new barcode number will be automatically selected e Site If the collection code for the record you re importing isn t specified in the import file this collection value is assigned to the 852_a tag e Copy Location If the location code for the record youre importing isn t specified in the import file this value will be assigned to the 852_b tag The Copy Location term is controlled in the Terminology tab of your Localization Preferences page 93 e Copy Shelving If the shelving location for the record you re importing isn t specified in the import file this value will be applied to the 852_c tag The Shelving Location i e Copy Shelving term is controlled in the Terminology tab of your Localization Preferences page 92 e Funding Source If the funding source for the record youre importing isn t specified in the import file this value will be applied to the 852_1 tag under a specially formatted subfield e Vendor If the vendor code for the record you re importing isn t specified in the import file this value will be applied to the 852_1 tag under a specially formatted subfield e Item Policy If the item youre importing
110. 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 300_c 180 Alexandria Hosted Getting Started Guide Item Fields by Field Number Importing Items Accompanying Material 2304 300_e Series Title 2440 830 Serial Number 2441 General Note 2500 500_a Content Note 2501 Summary 2520 520_a Target Audience Note 2521 521_a 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 URL 2530 URL Description 2531 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 L
111. Preferences on page 149 56 Alexandria Hosted Getting Started Guide Administration Settings Waly Status J A Web fe A Database With Administration settings you can perform immediate archives database maintenance i e rebuilds and web email settings LO These settings are high level preferences intended for network administrators IT Technology Support departments or operators with Administrator level permissions in other words advanced settings to be configured once and then be forgotten SOTATIS pe1soH O Je Although operators with the proper security permissions can access the Administration module it generally contains settings that most operators wouldn t be able to configure without help An operator s access to these settings is governed by the Data Station Management drop down menu found in the Management tab of your Security Preferences see Security Preferences on page 65 How to Access Administration Settings To access Alexandria s Administration settings type the IP address or server domain name and port number of your hosted Data Station e g 123 456 78 910 80 followed by admin into your browser s Address field usually located in the upper left corner of the window C f Q 123 456 78 910 80 admin AY ek If you are not sure what IP address or server domain name your hosted Data Station uses LDAP e It appears in the Transaction Log of the main C
112. RAM MD5 Last Test Results This test was not successful Use Authentication Login Password The SMTP Server 1 and Server 2 sections are used for out bound email The Test Server button will send a test email using your provided SMTP settings Please contact COMPanion s Technical Support at 800 347 4942 or via email at support companioncorp com if you have additional questions about setting up your mail server e Server 1 and 2 This is the TCP IP or DNS address of your library s mail server Typically this will be mail followed by your domain name You must enter a valid SMTP Server address to use email services e Port Supply the port number that your email server uses e Use SSL Check this box to use Secure Sockets Layer security protocols e Enable CRAM MD5 Uncheck this box only if you want to prevent the email service from using the CRAM MD5 authentication method quite often supported by SM7TP AUTH Mail submission agents If present this setting applies to the secondary server as well 62 Alexandria Hosted Getting Started Guide Administration Email Settings Administration Settings e 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 e Test Server Test the SMTP Server settings by se
113. Robertson Erica See Pichon Derrick Oldham Laura Nix Jeff Card Date Dec 31 2013 Munsch Chris em Miller Mitchell Malta Todd M Susp End Date Malta Matthew G Birthdate Graduation Date Jan 1 2013 Reading Level UserID 1105 Reset Password Berol Joseph Todd Bergerac Joshua Base Ann Arnold Camille Arias Mark Arches Sunny Ralph Alexandria Hosted Getting Started Guide 271 Patron Management Patron Records List and Associated Tools The left hand section of the Patron Management window contains the Patron Records List where all patron records matching your Find Cmnd Ctrl F criteria are displayed in your speci fied Sort By order review the Patron Selection window on page 275 for more information Navigating the Patron Records List Use the Patron Records List to browse through records starting with the patron or operator that is currently selected i e highlighted Selecting a specific patron from the Patron Records List will make that record current in the right hand section of the Patron Management window If you need to select a patron record preceding or following the one that is currently highlighted use the options below to move backwards and forwards through the records e To move to the previous record either click on the up arrow icon or choose Previous under the Actions menu in the tools section of the window If you pref
114. Sort By drop down menu allows you to specify what type of data is searched e g Last Name First amp Middle Name Barcode Student Site etc and how it is displayed in the Patron Management window once a match or several matches are found Patron Selection Window File Edit Show Links Tools Window Help Sort By LastName a Search Result Limit 200 OO ________ _ First Name Barcode Student UserID Site A Homeroom 2nd Location Grade The Search Result Limit drop down menu allows you to limit the number of results returned from your search you can choose between 50 200 default 500 1000 2000 or choose not to limit your results and have All Records returned Click Search to locate records or click Cancel to close the Patron Selection window and return to the most recent patron record When a Search is successful the Patron Records List in the Patron Management window is populated with results and automatically set to the same Sort By filter as the Patron Selection window 290 Alexandria Hosted Getting Started Guide How to Find Patrons and Operators Patron Management Step by Step Display Only Operators in the Patron Records List There are times you may need to only show operators in the Patron Records List Step 1 Choose Patrons Cmnd Ctrl L from the Show drop down menu Step 2 This opens the Patron Management window Step
115. Statistics eee 101 Using the Policies PreferenCes ccceeeescceeeeeeeneeeeeeeeneeeeeeeenaaeeeeeeeaaes 102 Exceptions Mode ccceccccecceeeeeeeeeeeneneaaeeeeeeeeeeeeeseeeeneneeaaeeeeeeeeees 103 Patrons Preferences ii ciiiicsicssesissascciancdsssciecanccdsaacdsaccdssnaddinadedsaacadaas 111 PatronsRuUles tab ANAE RANEE E EEE AEEA EEE A EEEE 112 Patrons DefauiltS tabi a a e le cotebles vem Wena 113 Patron Pictures ta rarene a a bdoveees caetucetecodtesseasexs 114 Grade Table tab 3 ccjee se Sesste cs sccesdadet a e aa aOR T EENE 115 Items Preferences iii sieciisedsisiecidsedicsadcedveciedacsesesacdevadedaeasdvsacecnacusanas 119 Cataloging tab esaea aana aeaee Ana Alte he ERIA eiaa a 123 Subject Sou rc s tab issia iiaeie van iadaaa Naa Eaa Eai 125 ENE AN ciel EEEE 127 Leading Articles taDesisi arsine aaien a Enea NAN 129 Barcodes Preferences ssunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnnm 131 BarCOdGS tab TEE A EE E A E TE 132 Circulation Preferences i vecissictssscissscccsscecsnseccasieesssctcsscecsavnaaincnasines 135 User Interaction tab wo ccccccccccccceecsesecesseeeeseeeeeseeeeueeeeeueeeuaaeeseaaeeseneues 136 Circulation RuleS tab asinsi m aaa aecet a a aaas anaia 139 R ceipts taD asson a Aaa eeraa a weeded 142 EEIE EA E1 o DAA R A E A E els Stet ot A E EEE 145 Circulation Settings tab sarpe a a 146 Researcher Preferences ssunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnnm 149 Researcher OVErVie
116. Support Department at support companioncorp com or by phone at 800 347 4942 18 Alexandria Hosted Getting Started Guide Setting Up Hosted Service Waly This section will guide you through Alexandria s hosted setup process LO NOTE COMPanion assumes that you have a basic working knowledge of your computer s operating system SDIATIS pe1soH O ale Make sure to have the registration letter that came with your software it contains the required username password and serial number required during setup If you are not familiar with browsers domain names IP addresses or other information mentioned above see your system administrator or other qualified individuals in your organization to help you get set up If you have questions or problems during installation contact COMPanion s 24 hour Technical Support Service at 800 347 4942 or 801 943 7277 or by email via support companioncorp com Hardware and Operating System Recommendations System Requirements for Alexandria s Librarian Workstation Recommended Minimum Alexandria Mac OS 10 8 or 10 9 Mac OS 10 6 Librarian Windows 7 or 8 Windows XP Workstation X64 Multi Core Processor X86 or X64 Processor 2 GB of RAM or higher 1 GB of RAM 200 MB of Free HD 1024 x 768 Screen Resolution TCP IP Network Alexandria We support the two most recent Other browsers may work however Web Services versions of the following browsers we can t
117. The Window menu does ot include web services and or interfaces v Local COMPanion Demonatration Library Jefferson Middle School Bring all windows into view v Circulation Patrons Items Alexandria Hosted Getting Started Guide 33 Alexandria Basics Window Menu NOTE Users of current and future versions of Alexandria will find they are no longer able to run without security First Time Log In Authentication and Operator Creation In Alexandria v6 22 and higher security is mandatory and permanently enabled With more and more Alexandria modules moving online these web based modules and interfaces make security an absolute requirement in order to prevent unauthorized access Therefore it is required that your very first practical operator be a District Administrator with the equivalent Security Group access A valid Alexandria registration is the only authentication needed to create your initial District Administrator operator The District Administrator security group is only meaningful for multi library collection licenses Central Union WAN etc for all other licenses the District Administrator security group is analogous to the Library Administrator If you haven t yet created a District Administrator operator the first time that you access the program you will be logged in as your union s System Administrator barcode 10 this is a special operator If the System Administrator barc
118. Using the Patron Selection window provide qualifying information about the patron e g First Last Name or Barcode and press lt enter gt Step 6 If results multiple or exact are located for your search the Patron Records List will be populated with patron record s sorted by those that most closely match the informa tion you provided Step7 Select the name of the patron whose information you want to modify Step 8 Unlock the patron record by clicking the Lock icon or by performing the Unlock Cmnd Ctrl U command Step 9 Move through the Personal Info Contact Info Notes Statistics and Lexile tabs making changes to the patron record as needed Step 10 When you have finished modifying your patron information click Save in the upper right corner of the Patron Management window If you want to discard your changes click Revert to restore the previous record You won t be able to select another patron record or close the Patron Management window until you Revert or Save your current changes Step 11 If you try to save a patron record with a barcode that is already in use e g 1001 an alert will be triggered prohibiting the change This alert window will help you to find an unique and unused barcode enter a different barcode view the patron with the original barcode or Cancel to return to the patron record with the improper barcode Alexandria Hosted Getting Started Guide 287 Patron Management Removing Patr
119. W cccccccceccccceccscuececeecueeseueeeeseaceeeueueueuaaeeuauaeeseneuss 151 Res archertab sacs ee ee ET E EEE E TET 153 aeae eE i o AEEA AEAEE E EEE EEAO AAEE ENS 156 ii Alexandria Hosted Getting Started Guide Table of Contents An Introduction to Importing 2 ssssssesessesseeeseeseeeseeeeeeeeees 159 Tab Delimited RecordS cccccccceeceeeeeeeeeeneceeeeeeeeeeeeeeeeceneaaeeeeeeeeeeeenees 161 Importing Patrons amp Operators cccccceceesssssesssseeeeseeseeeeneenenees 163 Patron Fields by Field Number ceeeeeseeeeeeeeeneeeeteeeeeeeeeeenneeeeeeeaae 168 Importing MOMS iiini aia paaa ai aeasamh 171 Item Fields by Field NUMDE cceeeeeeeceeeeeeeeeeeeeeeeaeeeeeeesnaeeeeeeenaaees 179 Getting Started With Reports ccccccsssssseeeeeteeeenseneeneeeeeenees 183 The Reports Window In More Detail ccccccceeeeeeeeeeeeeeeeeeeeeeeeeeenes 183 Report Categories Pane eecccceecesscceeeesenceeeeeeeneeeeeeeeeaeeeeeeenaeeeeeena 185 Reports Tools Search Pane ccssscccccsssneeeeeeesseeeessssneeeeeessneeeesesees 186 Report Selection Pane c ccccccceeeeeeeeeeeceneneeeeeeeeeeeeeseeeeecenneeeeeeees 189 Selected Report Pane cccccccceeccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeaaed 191 OVERVIEW E lo celeic fe ocies cise edhleateseienccetsenenceendeasetgact del TTN 192 Selection tab einna ada naaa ie baie rides 193 Sites tab Distributed Union
120. a is hosted by COMPanion it s already running through a Controller which saves not only time but money The Controller gives administrators in a group of sites the ability to share resources with each other i e other Alexandria libraries yet still direct and control their own collections independently Alexandria Controller can update and archive all of the databases at once to a single location Not only does this configuration make life easier for your information technology IT staff it saves travel time as well and gives librarians the autonomy to manage their own records and policies Patrons have the ability to either search an individual library a group of libraries or all libraries at once Alexandria s advanced search capabilities allow libraries to simultaneously access 4 collections in real time Each library can choose an appropriate license level for their patron base and anticipated usage Each library maintains control over policies preferences and cataloging e Central Union houses many library collections in a singular Data folder stored on a central Data Station This gives management control to a sole administrator all updates upgrades data backups and other management procedures are performed for the entire district at a centralized location Even though all your data is centralized on a main server patrons have the ability to search an individual library a group of libraries or the entire district at once in rea
121. ach one of these cards When the item is returned remove the card and return it to the stack of temporary item check out cards to be reused for other temporary items e Another way to perform temporary checks out is to place a temporary item barcode number on all temporary items that might be checked out The barcode is then used only for that item but never permanently entered into Alexandria For example as newspapers are received daily place a new temporary barcode label on them NOTE You can print temporary item barcode labels using the Custom Barcode Labels report 122 Alexandria Hosted Getting Started Guide Cataloging tab Items Preferences Cataloging tab These preferences are used to help manage and configure your catalog classification system so that you can allocate call numbers to your resources Item Defaults Policy Mapping Miele ftiiitim Subject Sources Cover Art Leading Articles These preferences help to manage and configure your catalog classification system so that you can allocate call numbers to your resources For more information about item management click the online Help button in the upper right hand corner of the window Local Call Number Tag You must include a space to seperate the tag and subfield for example 852 h or 082 a Preserve Existing Call Numbers Require Matching Site Code on Import Must match Site ID Code set in the Site Management Prefer LC Call N
122. ains a series of tabs that are helpful for daily circulation activities and the management of your library Each tab has its own set of subtabs from and these subtabs change what is seen on the tab To bring a particular tab into view click on the tab then click on the appropriate subtab to view the desired pane for that tab Circulation Command Help Charges Transaction Log Renewals Homeroom The Circulation window tabs and subtabs below are comprehensively detailed in Alexandria s Online Help Circulation tab Transaction Log Renewals Homeroom Command Help tab All Commands Common Commands Data Manipulation Commands Holds tab Patron Holds Patron In Stock Holds Item Holds Item In Stock Holds Reservations tab Patron Item Charges tab e Charges Payments Refunds Credits Support tab Email FTP Special tab e Status System Info License Information Connected Clients NOTE If you are an Alexandria operator without the necessary Security Group permissions to complete a required action you must find someone who has the authority who is willing to Log In and permit the action 226 Alexandria Hosted Getting Started Guide Using the Circulation Window Circulation Window Using the Circulation Window This section describes how to perform basic operations in the Circulation window in order to complete transactions in your library Using the Command Line There are several wa
123. al These user specified reasons will be displayed when you perform the Discarded Copies report Providing definitive reasons such as outdated worn out or no longer used allows you to print a Reordering Details report which will assist you in reordering items that have been discarded but need to be replaced Alexandria Hosted Getting Started Guide 249 Circulation Commands Special Circulation Commands Step by Step Discarded Copies 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 Removing Lost or Discarded Copy Utilities Use Utilities to permanently remove all Lost or Discarded items after you have run the necessary reports Step 1 Select Utilities from the main Tools menu Step 2 Click on the Copies category Step 3 Select either the Remove Lost Copies or Remove Discarded Copies utility Step 4 Ifyou wish limit which copies to remove using the Select By drop down menu options under the Selection tab Step 5 Click the Run button to perform the utility NOTE As with every utility perform an Archive of your Data file prior to running the utility to remove all discarded or lost items
124. ally appear in the Links menu HOST I1T NOTE Since the Link Menu folder of the hosted Data Station is unavailable to operators please contact COMPanion s Technical Support Service at 800 347 4942 or by email and provide them with the documents URLs video audio files executables or images you would like to have broadcast to all your client Workstations 32 Alexandria Hosted Getting Started Guide Sites Menu District Librarian only Alexandria Basics Sites Menu District Librarian only The Sites menu allows you to select which hosted Data Station you would like to connect to When a District Librarian connects to a hosted Data Station it performs exactly like a Librarian Workstation installed for that Data Station for more information please review the District Librarian or Central Union section of Alexandrias Online Help Window Menu As you open new windows in Alexandria the Window menu will contain a list of all currently active windows The example Window menu in the margin shows that the Circulation window is open and active and the Patron and Item Management windows are also open 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 NOTE
125. 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 the 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 patron and item policies see Policy Preferences on page 99 If preferences allow you can select closed days on which to start and end reservations When you have selected your reservation days click Save You can make more than one reservation on the calendar for the same or multiple copies Use the Cancel button if you want to exit the calendar window without placing a reservation To print reports for copies with reservations select the Circulation category from the Reports window followed by the Reservations subcategory Using the Selection tab options for the Reservations report you can specify which r
126. anagement sections of Alexandria Online Help e 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 option e Remove Patron Reservations Cmnd Ctrl 5 Opens the Reservations tab on the Circulation window and shows items with reservations pending for the current patron You must have a current patron with reservations to select this option Show Item Details Cmnd Ctrl 6 Shows the current items complete details including the status for all copies belonging to that title You must have a current item to select this command Performs the same function as clicking the current item Details button 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 228 Alexandria Hosted Getting Started Guide Using the Actions Menu Circulation Window e Adjust Item Holds Cmnd Ctrl 7 Shows all the patrons who have placed a hold request for the current item You can remove a patron request from the queue or change the order You must have a current item with pending hold requests to select this option e Remove Copy Reservations Cmnd Ctrl 8 Shows all forward reservations for th
127. anagement window these pictures will be used Optimal size for patron pictures is 240 pixels high by 186 pixels wide 186 px Unknown Step by Step Apply New Default Patron Pictures Follow these steps to apply new gender based patron picture defaults Step 1 Select highlight the default patron picture you would like to change e g Male Female or Unknown Step 2 New default patron images should measure no larger than 186 pixels wide by 240 pixels high Step 3 New default patron images can be JPEG GIF PNG or BMP or any other image format that your browser supports Step 4 Drag and drop your new default patron image onto the Default Picture field Step 5 Click Save to apply your changes or Revert to discard them 114 Alexandria Hosted Getting Started Guide Grade Table tab Patrons Preferences Grade Table tab This preference is where you establish the grades i e levels that are relevant to your union Most third party school information systems are capable of including Grade in their export files How ever if you are unable to import patron records with associated Grades you can still assign grades via graduation date using the patron Replace Information utility see Getting Started With Utilities on page 209 Patron Rules Patron Defaults Patron Pictures Grade Table The Grade Table tab is where you set up the grades i e levels used at your site in the order they should be sorted and inc
128. and country this data is used for return addresses on patron notices for information shown on the Researcher 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 Site ID Code This identifier is used to tag various record types including Patrons and Items Other areas affected by the Site ID Code include Orders Budgets Vendors Subscriptions Routes Maps and Bulletins 48 Alexandria Hosted Getting Started Guide Current Record Pane Site Management Window e Site Name Enter the name of your site e g COMPanion Demonstration Library The union site name is registration controlled and can not be changed Please contact the COMPanion Sales department at 800 347 6439 if you need to change your union site name e Administrator Title The site administrator s title For example Librarian Director of Media Library Specialist or Teacher this title can also be included on form letters e Telephone Provide the telephone number for the site s main desk or office e Email This is the site 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 setting
129. andria Hosted Getting Started Guide 45 Site Management Window Site Records List and Associated Tools Site Records List and Associated Tools The left hand section of the Site Management window contains the Site Records List pane where all the sites in your union are contained Highlighting selecting an entry from the Site Records List will display that site s information in the Current Site Record pane on the right The bolded site at the top of the Site Records List is considered your union site if you are a sin gle site license you will only have this one site and are not allowed any others Please contact the COMPanion Sales department at 800 347 6439 if you would like to upgrade to a Central Union license and increase your site limit If youre a single site user the Site Records List isn t available and does not appear Browsing the Site Records List If you are part of a Central Union use the Site Records List to browse through individual sites starting with the site that is currently highlighted Selecting highlighting a specific site from the Site Records List will make that site current in the right hand section of the Site Management window If you need to select a site preceding or following the one currently highlighted use the options listed below to move backwards and forwards through the sites e Use the lt up gt or lt down gt arrow keys to move up and down through the list e Stop on the site that yo
130. aracter combination unlikely to be found at the beginning of any other files If Alexandria discovers at the beginning of a file it assumes that the file is in a familiar format The header is optional If it s present Alexandria will automatically sort and organize the information and place it into the proper fields If there is no header Alexandria provides a Field Mapping window which allows you to specify the order and type of data getting imported A header is automatically created for all files exported from Alexandria Since the header is automatically created on export the information can be easily transferred to other COMPanion software and instantly imported without an operator knowing anything about the file structure 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 to the V character on export on import the V character is restored to a lt return gt Generally you don t need to know this however if you were to examine an export file you d see these characters Also if you wanted to add a lt return gt into a file about to be imported you can use the V character to make it happen 1 The FieldCode numbers shown above don t have any special meaning other than act
131. articular feature or module e g District Access The contents of the Add Addresses roll down will vary depending on the Address Type you choose Detailed information about each of our address types can be found in our Online Help documentation Click Add when you are done or Cancel to close the Add Addresses roll down without adding a new address You may continue to add new addresses to the selected address book as necessary On the top of the main Address Books preference window click Save to keep your changes or Revert to abandon them 84 Alexandria Hosted Getting Started Guide Address Book Preferences Step by Step Duplicating an Address If a specific address type has already been created for an existing Address Book you can copy it into another address book by selecting highlighting it and using the Duplicate functionality To duplicate addresses or copy existing addresses to a different address book Step 1 Select Preferences Cmnd Ctrl from the main Edit menu bar Step 2 Click on the Address Books icon in the Configuration section of the Preferences window Step 3 On the Address Books tab click on select or highlight an address book name from the Address Books section located on the left hand side of the Address Books window preferably the one containing the addresses you d like duplicated Step 4 Next click on select or highlight the address type you want duplicated from the Addresses section St
132. ast Library 2756 Export Only Lexile 2757 Lexile Code 2758 Alexandria Hosted Getting Started Guide 181 Importing Items Item Fields by Field Number 182 Alexandria Hosted Getting Started Guide Getting Started With Reports Waly An Introduction to Reports The Reports window allows you to create a nearly endless variety of reports You choose the information you want to include and how it s arranged and organized you write the report LO Essentially this window provides general templates that help you build reports that meet the form content and organizational requirements for your department school or district Once you ve created your own custom reports you won t often need to adjust the particulars SDIATIS pe1soH O ale Each report can output pdf or vwp documents that provide detailed and contextually rele vant information about account and financial activity and more all the way down to the gran ular transaction level The following chapter provides a brief overview of the Reports window and then guides you through the step by step process of creating a report The Reports Window In More Detail At first glance faced with an abundance of tabs and large fields crammed with lists of names the Reports window may seem overwhelming Dont panic Although it may look complicated the Reports interface was designed with simplicity in mind placing everything in a single easil
133. ate Format No Day If you want month to come first the normal date format is typically configured as MD Y providing output like Dec 11 2016 If you d like day to come before month use DM Y as in 11 Dec 2016 Default is M D Y e Long Date Format With Day If you want month to come first the long date format with an unabridged preceding day is typically configured as WM D Y providing output like Wednesday Dec 11 2016 If you d like day to come before month use WDM Y as in Wednesday 11 Dec 2016 Default is WMD Y Long Date Format No Day If you want month to come first the long date format is typically configured as MD Y providing output like Dec 11 2016 If you d like day to come before month use DM Y asin 11 Dec 2016 Default is MD Y Currency Settings e Use System Settings If checked local currency standards are automatically imported and implemented from the hosted Data Station s operating system These adopted standards will appear in the subsequent Currency fields but are uneditable However if the Use System Settings checkmark is removed you may edit the currency settings manually Keep in mind that this will on y change your Alexandria currency standards it will not affect your operating system settings e 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 cu
134. ating a new report you must first choose the type of report you want to build The Report Type drop down menu is only available from the Saved tab and is limited to the category for which the selected report belongs For example if Circulation Notice 4 Per Page is the currently selected Saved report the only available Report Type options will be related to the Circulation category Notices subcategory After you choose the report type use the Selection tab s available drop down menus checkboxes and text fields to build format arrange limit and or expand the scope of the report and the information included The options available will differ from report to report depending on the chosen Report Type for instance most but not all Report Types have an affiliated Sort By drop down selection To see what options are available for each report review the associated report page After selecting the initial information and layout you can further refine your report using boolean selections adding selections can help to make your report more efficient and meaningful For example say you want to print several Weeding Lists of damaged books to be pulled from library shelves You intend to distribute these lists to your library aides based on the copy call numbers of the damaged items In this case you would likely want to sort the report by Copy Call Number for ease of distribution and then use boolean modifiers to assign specific areas to spe
135. ation Management window by selecting it from Alexandria s main Tools menu At this point if you would like to once again have the Operation Management window open automatically each time an operation is initiated re check this box Operation Management Verify All Terra Tateyama 2012 Feb 06 09 46 14 l Running Utility Cancel Catalog Format Copies Jared Pratt a gt A Completed 2012 Feb 06 09 40 17 wv 7 i Export Copies Terra Tateyama Tw Completed 2012 Feb 08 11 10 58 wv 7 O Impor Export Patrons tt Terra Tateyama Canceled on 2012 Feb 08 10 12 14 AR Spine Labels Randy Everill O Completed 2012 Feb 08 09 26 42 BA 7 Daily Chores Report 20120208 4 Completed 2012 Feb 08 00 00 10 BA 7 The Operation Management window can potentially display the name and status of the operation the user who initiated the operation and the time date that the operation was completed or canceled By default the Operation Management window only provides a quick glimpse at the operations performed or queued by you the current operator If you are logged in and have the proper security permissions you can expand the scope of the Operation Management window to include operations from other users and sites as well 218 Alexandria Hosted Getting Started Guide Operation Management The status of an operation can be one of four things e Running This status shows the operation currently being
136. atron Management window see page 273 determine what actions operators or patrons are permitted to perform By default Administrator level access are the only security groups that allows you to do this District Administrator Circulation import Export and Utilities Library Administrator k Reservations Remove Librarian Charges Forgive Library Staff ae Library Aide Holds Remove Student Aide Payments Edit Self Service Refunds and Credits edit Patron Circulation Override perform Patron Limited Cash Drawer use In Transit add Self Service When a new patron is added to Alexandria their default Security Group will be Patron However you may need to change their Security Group to one that has more or less privileges The very first operator that you should create is the District or Library Administrator Do not forget to create a Username and Password for this operator since it must be used to examine edit add or delete other patrons or operators and address books If you haven t yet created a District Administrator for your union site the very first time that you attempt to access the program or one of its online components e g preferences you will be tasked with creating an Administrator level operator that may be later edited but never removed Your first operator needs to be a District Administrator with the equivalent Security Group access The District Administrato
137. atrons are allowed to place a Reservation that ends on a Closed calendar day e g Saturday or Sunday e Notify of Upcoming Reservations Send email notifications to patrons with upcoming reservations e Days to Look Ahead for Reservation Notice Enter the number of days that Alexandria looks ahead before emailing upcoming reservation notifications above default is 4 days Alexandria Hosted Getting Started Guide 141 Circulation Preferences Receipts tab Receipts tab If you print receipts for patrons at your site these preferences allow you to customize the information printed on your receipts this information applies whether you print an 8 x 11 receipt from a local or network printer or a 3 receipt from one of COMPanion s Slip or Receipt Printers The settings that configure when receipts are printed can be located in Machine Preferences User Interaction Circulation Rules WOSIA Circulation Settings Receipt Settings Browser Settings These preferences allow you to determine what visual elements should appear on your receipts Receipt printing is best done with COMPanion slip printers they provide a convenient and economical means of printing receipts for common circulation transactions such as check outs placed holds fines fees payments and refunds Additional receipt printing settings are located in Machine Preferences _ Print Receipt Number on Monetary Receipts _ Show Patron s Phone Number on Hold Receipts _ Hide
138. atrons can not be removed some can be modified Here are Alexandria s system patrons Lost Copies barcode 1 To keep track of copies that have been lost check them out to this patron Unlike other assets a copy that is checked out to the Lost Item patron does not have its inventory date renewed If the copy is ever found simply check it in and it s available for circulation again If a copy 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 copy will appear on several patron status details reports Although you may permanently remove copies from the Alexandria system when it s lost lost copies are quite often found again later Checking a copy out to the Lost Item patron makes it easier to return it to the system because you simply check the copy back in when it s found Using the Lost Copies patron also makes it easy to keep track of which copies have been lost so you can order new copies There are Utilities available to remove lost copies according to your policies and the utility selection criteria you provide e Discarded Copies barcode 2 To track copies in the library that are not available for circulation but have not yet been permanently removed check them out to this patron To return a discarded copy back to available simply check it in To permanently remove discarded copies use
139. back to Standard Patron Review the Policies section for more information about implementing policies for patrons and items e Default Security Group Select the security group you want applied to new patrons by default ordinarily this should always be set to Patron or Patron Limited Review the Security section page 65 for more information about assigning and removing security groups for patrons and operators Alexandria Hosted Getting Started Guide 113 Patrons Preferences Patron Pictures tab Patron Pictures tab You can apply generic Male Female or Unknown images to patrons if they don t have an individual profile picture attached to their record in the Personal Info tab of the Patron Management window pictures are assigned based on the Sex value selected for each patron You can affix nearly any image supported by your browser commonly accepted formats are JPEG GIF PNG or BMP into one of the three gender based patron picture fields If you don t have individual patron portraits assigned in the Personal Info tab of the Patron Management window these pictures will be used instead Optimal image size for patron pictures is 186 pixels wide by 240 pixels high oe Patron Rules Patron Defaults MEIJ Lexile Grade Table This allows you to add almost any image format e g JPEG GIF PNG or BMP supported by your browser into the Default Pictures field If you don t have pictures for individual patrons in the Patrons m
140. brarian Workstations It s used for pretty much everything from performing library transactions issuing books placing hold requests and reservations processing fees fines payments and renewing books You can also initiate special functions such as inventory cataloging record updating and viewing LO SDTATIS peisoH O ale The Circulation window can not be closed while Alexandria is running however it can be hidden or minimized Use one of the following methods to bring the Circulation window into focus e Select Circulation Cmnd Ctrl T from the main Show menu e Select Circulation from the Windows menu No Current Patron No Current Item Details Notes Lookup Details Copy Stats Notes Lookup Alexandria Hosted Getting Started Guide 223 Circulation Window Modes Commands and Help Modes Commands and Help The top section of the Circulation window allows you to select and enter commands that apply to the active Circulation Mode of the command line Actions Circulation Mode Command Line Message Center Online Help Operation Management e A Circulation Mode is simply a function for which many patrons or items are processed For example Bookdrop Check Out Inventory Hold and Renew are all modes e The Command Line is where you enter patron or item barcodes and or circulation commands see page 235 If you enter only a barcode the selected Circulation Mod
141. cccccsseseeeeeessseeeessssneeeeeeees 48 Introduction to Preferences ccesceesseeseeesseesseesseesseesseesteeseeeseeeens 51 Administration Settings ccccssssesseeeeeeeeeeenseseeeneeeeeseseeseeeenenees 57 Administration Status Settings ccccccceesseeeeeseeeeeeeeeeeseeeeteaeeeeeaeeenee 59 Administration Email Settings ccccceeeseeeeseeeeeceeeeeseeeeeeaeeeenaeeene 61 Emal SOS cit saiceceevcscctcae caeact R E 62 Using Gmail as Your SMTP Server cceccseceeeseeeeeeeeeeeeeeeeeseeeeeeeeeeesaeees 64 Alexandria Hosted Getting Started Guide i Table of Contents Security PreferenCeS sussssenssnnsennnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnana 65 Address Book PreferenCeS ssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnna 73 Address Books Setting c ccceeeeseceeeeeeeneeeeeeenaeeeeeeeseaeeeeeeeeneeeeeeeeaes 75 Address Books Adding Removing Editing and Duplicating 76 Addresses Adding Removing Editing and Duplicating 81 Localization Preferences cccsscccsseecsssecnsseesseeecseeensseenssuenssueenessenss 89 Dates amp Currency tab orrae nisreen Tana a teeta ae 90 Terminology Taero iomu rai aA R 92 Language Onena i tie at We Roa 94 Calendar Preferences visi sivcsssviscavidccadicssvccecvetaceviccavicacdeacsdvucnsnccasvences 95 Policy Preferences wiscicctsccccececsesestesendcccedacnadecssedcetecnenadcaserssnsccccneasaaes 99 Setting Policies to Achieve Meaningful
142. ced with the default copy Site code selected below e Site Default value for the site field when changing copy locations these are defined in the Site Management window e Copy Location Default value for the copy location field when changing copy locations the term used for copy location can be modified in your Localization Preferences e Copy Shelving Default value for the copy sublocation field when changing copy locations the term used for copy shelving can be modified in your Localization Preferences Temporary Items Use these settings to establish a temporary item barcode range Any item loaned using a temporary item barcode number is considered a temporary check out but only f that number hasn t been previously assigned to a patron or an item A temporary item check out requires a barcode number that falls within this specified Beginning Ending Barcode Number range e Beginning Temporary Barcode Number Enter the first number of the barcode range that you want dedicated to temporary items Default is 90000000 e Ending Temporary Barcode Number Enter the ast number of the barcode range you want dedicated to temporary items Default is 99999999 e Default Temporary Item Policy Select the default policy that Alexandria will use when calculating due dates and fines for temporary items Review your Policies Preferences for more information on Standard Item and System Item policies Default
143. ched can be con figured in your Address Books Preferences page 73 e Import item records into Alexandria from an outside source You can import information into Alexandria using any software that can create a text file in a tab delimited format e Manually enter the information into Alexandria This direct approach is much more time consuming but moderately more cost effective Most book vendors offer MARC MicroLIF records on file 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 each time you order new items Alexandria Hosted Getting Started Guide 171 Importing Items Rules for Importing Item Information Importing items is remarkably similar to importing patrons When importing item records Alexandria first determines if it s a new item record or an existing item record that needs updating e Alexandria looks for a header that contains a file designation of FT01 to specify item information FTO1 fieldcode fieldcode lt return gt e During import Alexandria attempts to locate an existing record that matches the new import 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 info
144. cific library aides You could add a Copy Status selection e g listed as Available and on your shelf a Copy Condition selection e g Replace this item not usable and finally a Copy Shelving selection to make it easier to hunt down the damaged copies Alexandria Hosted Getting Started Guide 193 Getting Started With Reports Report Selection Pane The Add Selection Remove Selection Add Site Selection and Clear All Selections buttons appear above the boolean list When applicable the boolean operator drop down menu i e OR AND and AND NOT appears to the left of the Select By drop down menu while any related selection fields appear to the right all this is located below the boolean list Add Selection Remove Selection Add Site Selection Clear All Selections Boolean Modifier Select By Select By At this point once the report is set up you can print straight from the Selected Report pane via pdf or vwp without doing anything else especially if it s an ad hoc report that you arent necessarily going to need again in the future Selection Summary The Selection tab will vary from report to report here are some of the most common features Report Type Choose the general Report Type format first you can only select report types based on the subcategory for which the report belongs Depending on the Report Type you choose additional selection options may be availab
145. cked When locked Saved reports can be viewed and printed but modification to any of the report settings is disabled until unlocked Clicking the lock icon unlocks the Saved tab it remains unlocked until you click the lock icon again or the window is closed pa Unlock Lock Icon When the Reports window is opened the default state of the Saved tab is Actions The gear cog menu contains report specific functions and other tools the options available in the Actions menu differ based on whether the Reports or Saved tab is selected v e Lock Unlock Report Cmnd Ctrl U The lock icon only appears in the Reports Tools Search pane when the Saved tab is selected and prevents an operator from making any changes to the currently selected report When the Saved tab is locked reports may still be viewed and printed but modification of any of the report settings are disabled until the report is unlocked The Saved tab will remain unlocked until an operator selects Lock Unlock Report Cmnd Ctrl U again or the window is closed e Save Report Cmnd Ctrl S Saves only the currently selected i e highlighted Saved report e Create New Saved Report Duplicate Cmnd Ctrl D Duplicates the currently selected report and asks that you provide a new name available in both Reports and Saved tabs e Save All Reports Cmnd Ctrl Alt Option S Saves all changes made to multiple Saved reports in the Reports window this option only appears when changes
146. d e Use Policy Mapping When checked any call numbers within the call number range specified in your Policies Preferences window will be assigned to that particular item policy Please review the Policies and Call Number Mapping preference sections for more information page 100 e Set Copy Status In Processing Quick tab only There are times when items are imported into Alexandria but they are not ready for the shelf For example sites that purchase MARC records from a vendor need to be imported before your operators can finish processing the books Checking the Set Copy Status In Processing box allows you to change the copy status of all items being imported from Available to In Processing Later you can run a utility to automatically change the copy of the items to Available Alexandria Hosted Getting Started Guide 175 Importing Items Step by Step Importing Item Records Item records in MARC MicroLIE or tab delimited format may be imported into Alexandria Step 1 Select Tools from Alexandria s main menu followed by Import Step 2 The Data Import window will appear Drag and drop files here to import data into Alexandria tz This section is named the Import File Queue The Add Button Item Settings Starting Item Barcode 4141 Use Imported Barcodes Site CDL COMPanion Developer Reassign Duplicate Barcodes Copy Location Copy Shelving Funding Source Allow Titl
147. d Cmnd Ctrl F from the primary Actions menu Step 4 Any of the above will open the Patron Selection window Step 5 Using the Patron Selection window provide qualifying information about the operator e g First Last Name or Barcode and press lt enter gt Step 6 If results multiple or exact are located for your search the Patron Records List will be populated with operator record s sorted by those that most closely match the informa tion you provided Step 7 Select the name of the operator whose information you want to modify Step 8 Unlock the operator record by clicking the Lock icon or by performing the Unlock Cmnd Ctrl U command Step 9 Move through the Personal Info and Contact Info tabs making changes to the operator record as needed Step 10 You can change the operator s Username field however if you try to save an operator record with a Username that is already in use e g TTateyama an alert will be trig gered prohibiting the change Alexandria Hosted Getting Started Guide 281 Patron Management Modifying Operators Step 11 If needed click the Reset Password button to open the Reset Password window Use the New Password and Confirm New Password fields to change the operator pass word the password is concealed when the Hide Password box is checked The default password i e the operators Last Name has been entered for your convenience You can make this password more secure by mixing differen
148. d 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 e g Lexile Graph is outlined and you wish to perform that action press the lt spacebar gt 276 Alexandria Hosted Getting Started Guide Alexandria Operators Patron Management Provide all the necessary and required information such as first and last name address and so forth s v District Administrator make selections from drop down menus and check or uncheck boxes in each of the Current Patron H ae ibrary Administrator Record tabs to successfully add a new operator record re e Since operators and patrons are both stored in the database via Username and Barcode peter stat s4 5 Library Aide number it is possible to have patrons and operators with duplicate first last names and Security RAE ugen ide Groups Self Service Patron e Although only the Barcode and Last Name fields are required when creating a new operator y Patron Limited we suggest that you provide a unique Username Password Email address and appropriate TARS Security Group level other than Patron NOTE Sack i You are initially allowed to Gj e If youre in a Central Union use the Site Access selection from the secondary Actions drop select from there dehulit down menu to checkmark the sites your operator is permitted to access
149. d in part on the work of the Independent JPEG Group expat 1998 1999 2000 Thai Open Source Software Center Ltd libHaru 1999 2010 Takeshi Kanno zlib 1995 2009 Jean loup Gailly and Mark Adler cURL amp libcURL 1998 2010 Daniel Stenberg lt daniel haxx se gt et al libpng version 1998 2011Glenn Randers Pehrson Cairo via MPL Pixman 2008 2011 Red Hat Inc JsonCpp 2007 2010 Baptiste Lepilleur libssh2 2004 2009 Sara Golemon Mikhail Gusarov The Written Word Inc Eli Fant Daniel Stenberg and Simon Josefsso All rights reserved Table of Contents Welcome to Alexandria nununnnnnnnennnennnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn 1 The Unparalleled Power of Alexandrial cccccccceceeeeeeseeeeeceeeeeeeeeeeeees 10 Communication Ports amp Protocols cceeeeeeeeeeeeeeeeeeeeeeeeteteeeeneeeeeeees 11 Notes and Warning Alerts ccs ccceeeessenceeeeeeeeeeeesensenseeseeseeeeeeeeesenees 12 Preparing for Alexandria ccccceeseeeseeeeseesseesneesseesseesseeseeeseeesneeene 13 Automating Your Library Overview cceeceeeeseeeeeeeeeeneeeeeeeeneeeeeeeeaaees 13 Barcode Your Collection ccccceeceeeeeeeeeeeenneeeeeeeeeeeeeeteseeeeneeeeeeees 14 Setting Up Hosted Service cscsseeteeeeeeeeeneeneeneeeeeeeeensneneeeeneeeees 19 Hardware and Operating System Recommendations cccceeeee 19 Alexandria Basics sss
150. ddress types IP Address Supply the IP address of the machine to which you are trying to connect Leave this field blank i e 0 0 0 0 if you only want to search your local collection i e your hosted Data Station This field is available in all address types except for Embedded Book Gj Site Name In a Central Union environment the Data Station houses multiple collections under a single IP address When adding new addresses licensed Central Union users can use the Site Name field to target a single library collection within that hosted database When you select an address with a specified Site Name then only that collection will be analyzed instead of Any available collection embedded within that Central Union database For example let s say that you have ten different library collections all stored on one hosted Central Union Data Station If you would like to create individual addresses for each of these ten collections you need some way to distinguish one from another Because these collections all use the same IP address you will need to provide each address that you create with a specific Site Name This setting only applies to those in a Central Union and is currently only meaningful for Cross Data Station reporting Additionally the selections that appear in the Central Union s Site Name drop down menu are populated by the local sites defined in your Site Management window xot from the addresses created in these Address Books
151. de numbers to your MARC records youll want to turn this option off to force Alexandria to assign new barcode numbers that comply with your numbering strategy e Reassign Duplicate Barcodes When checked any barcode numbers that match barcode numbers that currently exist within your Alexandria database will be reassigned using the Starting Item Barcode number detailed on the previous page Allow Title Updates When checked imported data will update existing titles if specific key fields match e g barcode ISBN LCCN title author and more A non repeating tag in the import file will completely replace what currently exists in your data new tags will be added to the data for repeating tags When this option is not checked only new records will be added Typically you ll want Alexandria to add new copies to existing titles or use import files to update brief records If however you want Alexandria to create a new title record for each MARC record you import uncheck this option On TIf title or copy data is matched during import the existing title records are modified that can mean adding copies or updating copy and title info Off If selected existing title records are never modified by import If a barcode being imported matches an existing one it is reassigned Title records are added copies may or may not be added 174 Alexandria Hosted Getting Started Guide Importing Items e Completely Replace R
152. dex php to review comprehensive documentation about our various prefer ences configurations modules expanded services search add ons and clients it thoroughly covers each and every one of them including advanced techniques for unique and uncommon scenarios Alexandria Hosted Getting Started Guide 51 Introduction to Preferences An Introduction to Preferences Alexandria s settings and preferences may be adjusted to make changes to the system and its behavior the current chapter will outline those more essential to get your software up and running while the subsequent chapters will cover these settings more thoroughly Alexandria settings and preferences come in four basic varieties e Administration settings not covered here see page 57 apply to the entire union and provide valuable information about your library system including how your patrons access the catalog whether email notices can be sent and essential maintenance configurations These settings should be reviewed before any other preferences or circulation has been performed e System preferences are settings that are configured the same way for every client workstation connected to the hosted Data Station If your permissions allow changing Preferences on a Librarian Workstation will also change them on the main i e Union hosted Data Station e Site preferences allow individual customized control over settings that may be unique for each specific site
153. doesn t have a policy defined in the import file this policy will be assigned as the default Default is Standard Item Alexandria Hosted Getting Started Guide 173 Importing Items Jiiwayeaad Cope Copies This selection determines how copies are managed during import Default is Always Never Add Copies Add Copies Add Found Copies i i Always Add Copies During import if the record being imported doesnt contain any copies then a new copy will be added to the title record even if Alexandria already has a matching title with a copy Never Add Copies Copies contained in import files are essentially ignored only title information will be imported and or updated Add Found Copies If youre allowing title updates and a match is made copies will be added or updated as appropriate If youre not allowing title updates this selection simply adds a new title for every record imported and adds all copies that are included in the import record essentially there is no matching any barcodes that are duplicates of barcodes that currently exist within your Alexandria database will be reassigned Use Imported Barcodes When this box is checked barcode numbers found in imported record are taken as is during import When this option is mot checked 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 barco
154. dress entries sorted alphabetically If you don t want a particular address or embedded address book to appear in the Library Search menu select Hide on Researcher or Hide Everywhere from the Availability drop down menu when you Add or Edit an address type page 82 COMPanion Demonstration Library v COMPanion Demonstration Library Elementary Schools b Alta View High Schools b Altara Middle Schools b Bell View _ Bella Vista Brookwood Butler Canyon View 74 Alexandria Hosted Getting Started Guide Address Book Preferences Address Books Settings The areas located at the bottom of the Address Books and Addresses sections contain several tools used for adding editing duplicating and removing address books and addresses The area situated below the Address Books and Addresses list field contains several tools icons that are used for adding duplicating editing removing pinging and moving address books and site addresses T T t Add Record List Options Address Books Tools e Add Clicking the Add button will perform the Add Address Book function e Remove Clicking on the Remove button will perform the Remove Address Book function e List This list icon contains some simple tools that change which address books appear in the Address Books records list The List menu contains the following options e Edit If selected the Edit Address Book command will be performed e Dup
155. dresses section Click the Edit button located at the bottom of the Addresses section of the Address Books window this will cause the Edit Addresses roll down to appear Make the changes you desire to any of the editable address type fields Detailed informa tion about each address type can be found in the following locations Alexandria Data Station Textbook Tracker Data Station Z39 50 Site Embedded Book or District Access Next click OK to keep your changes or press Cancel to restore them to their previous set tings You may continue to edit addresses from the selected address book as necessary When you are finished at the top of the main Address Books preference window click Save to keep or Revert to restore your changed addresses 86 Alexandria Hosted Getting Started Guide Address Book Preferences Step by Step Removing an Address from an Address Book To remove addresses from an address book Step 1 Select Preferences Cmnd Ctrl from the main Edit menu bar Step 2 Click on the Address Books icon in the Configuration section of the Preferences window Step 3 On the Address Books tab click on select or highlight an address book name from the Address Books section located on the left hand side of the Address Books window preferably the one containing the Addresses i e address types that you would like to remove Step 4 Next click on select or highlight the address type you want removed from the
156. dvance to the next or previous record in the import file If you want to skip some of the first records in the import file you can specify an Initial Records to Skip value Default is 0 To readjust the field order highlight select and drag the field names Align the Alexan dria Field Types with information in your imported data To ignore a field double click on it to change the green checkmark to a large red x This means that the data for this field is ignored and will not be imported Step 9 Continue to match the Field Types with the information in your file Once the field order has been established click the OK button to import the data Step 10 The import will be sent to the Operation Management window which automatically orders sorts all pending operations i e reports utilities imports or exports and allows you to track the progress of the current operation Step 11 An operation that is currently running in the Operation Management window provides a Cancel option click Cancel to stop the import 178 Alexandria Hosted Getting Started Guide Item Fields by Field Number Importing Items 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
157. e located to the left of the command line will determine what action is performed e Click the round Online Help button at the top of the Circulation window to open your default web browser to the main page of Alexandria s Online Help 224 Alexandria Hosted Getting Started Guide Command Help Bookdrop B Check Out Lost Copies Discard Mode DM Hold H Hold Copy HC Inventory 1 Inventory Bookdrop IB Inventory Bookdrop Suppressed IBS Inventory Suppressed IS Item Res Checkout GG Patron Res Checkout GPP Patron Reservations GP Renewal R Reservations G Reserve J Self Service AS Transfer X Current Patron and Current Item Information Circulation Window Current Patron and Current Item Information Just below the Circulation window s Modes Commands and Help section described on the previous page are the Current Patron and Current Item panes where general information about the current patron and current item is displayed Current Patron Current Item 1100002 Standard Patron 4139 Standard Item Available No Items Checked Out z No Charges Due 1 of 1 copies available coL Lexile Score Replacement Cost 20 00 Details Notes Lookup g Details Copy Stats Notes Lookup x NOTE Most Alexandria operations depend on the current patron and or item For example you must have a current patron to check out hold or reserve an item
158. e 59 e Rebuild Now Performs an immediate Rebuild of your hosted Alexandria data Before rebuilding Alexandria will ask if you would like to perform an archive first strongly recommended and then ask if you would like to restart Alexandria after a successful rebuild You will be unable to perform any duties on Librarian Workstation s while your hosted database is rebuilding New COMPedit Document 38N Open COMPedit Document 0 Close Window W Close All XW Save 3S Save As Save as Attachment gt Revert to Saved Import Transaction Script Archive Now Rebuild Now Page Setup Print P Print to PDF XP Log Out HE Restart X SHE Alexandria Hosted Getting Started Guide 27 Alexandria Basics File Menu e Page Setup Operating system standard function that prepares the page for printing Print Cmnd Ctrl P Prints the information contained in the window that has focus i e the topmost window in the forefront For example if the Patron Management window has focus information for the selected patron is printed when this command is selected If the Circulation window has focus then the transaction log is printed e Print to PDF Cmnd Option P This allows you to save any finished reports or COMPedit world processor documents as an Adobe pdf file Macintosh only e Log Out Cmnd Ctrl E This command closes the Circulation window and disallows anyone without proper authorization to access Alexandria
159. e Depending on your preference settings the current patron section can display the patron s current Lexile score and or Reading Level also shown are the number of items checked out and fines or credits they have accrued e If available click the Details button in the current patron item panes to view detailed information about the patron item e If available click the Notes button in the current patron item panes to view notes entered for a particular patron item Notes may be provided for a patron in the Notes tab of the Patron Management window see 271 You may provide notes for an item in the Copy Notes tab of the Item Management window see 251 You can also select Show Patron Item Details from the Circulation window s primary Actions drop down menu to view the same information as the Details button Alternately you can select Notes from the Actions drop down menus located in the bottom right corners of both the Current Patron and Current Item panes e If the Current Item is a title record you can view all associated copies by clicking the Copy Stats subtab This does the same thing as clicking the Copy Stats tab of the Item Management window Copy Information tab page 256 e Click Lookup to open the Patron Item Lookup window respectively Alexandria Hosted Getting Started Guide 225 Circulation Window Current Patron and Current Item Information Circulation Window Tabs The bottom half of the Circulation window cont
160. e Updates Completely Replace Records Require Exact Title Match Vendor Disable Call Number Matching Item Policy Standard item Only import items with Site Code CDL Copies Always Add Copies Require Matching Location Use Policy Mapping Set Copy Status In Processing lt No Loc Step 3 Click the Add button located at the bottom left corner of the Quick tab pane this allows you to place one or more import files into the import queue 176 Alexandria Hosted Getting Started Guide Importing Items Step 4 Use your operating system standard explorer window to locate and select the file you want to add to the import queue Once the file has been selected 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 Desktop f aA Select yo rj import file gt _ Item Export tet _ Patron Export tet File name Patron Export bt x lt Click Open Files of type Any File Ne Cancel Step 5 Click on the Item Settings tab these settings determine what changes are made to a item record upon file import NOTE During import if Alexandria detects an item barcode number that is less than three alphanumeric digits it will pad the beginning of the barcode using X For example if you are importing an item with the barcode of 7
161. e current item To remove reservation requests click on the reservation and click Remove Reservation You must have a current item with reservations to select this option e Renew Patron Items Cmnd Ctrl R Shows everything currently checked out to the current patron Either click the Renew All button to renew all items or select highlight certain items to renew and click the Renew button The current patron must have items checked out to select this option Broadcast Message to Clients A query window will appear with a text box for entering and sending messages to other Librarian Workstations connected to the main Data Station This message will only appear to currently connected clients e Open Transaction Log This selection opens the most current Transaction Log in a COMPedit document similar to entering into the command line e Open Transaction Log Folder If you re on the Data Station i e server this selection will open the directory where all your locally archived log data is stored On Macintosh OSX machines this folder is located in the following directory Hard Drive gt Users gt Shared gt Library gt Application Support gt Alexandria Support gt Log On a Windows XP Librarian Workstation machine the log folder should be located here Hard Drive typically C gt Documents and Settings gt All Users gt Documents gt Alexandria Librarian Support gt Log On Windows 7 and 8 machines or W
162. e g Standard Address Book District Address Book Standard Z39 50 Address Book To remove a non system address book and all associated addresses do the following Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Select Preferences Cmnd Ctrl from the main Edit menu bar Click on the Address Books icon in the Configuration section of the Preferences window In the Address Books section select i e highlight the name of the address book that you want to remove Next click the Remove Book button located in the bottom left hand corner of the Address Books section A Remove Book confirmation roll down will appear asking if you re sure you want to remove the currently selected address book and all associated addresses 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 You may continue to remove addresses books as necessary When you are finished click Save at the top of the main Address Books preference window to retain your address book changes otherwise click Revert to abandon them 78 Alexandria Hosted Getting Started Guide Address Book Preferences Step by Step Editing the Name of an Address Book Please remember that you are only allowed to edit the names of non system address books and you will be unable to change the name of system address books e g Standard Address Boo
163. e g http 123 456 78 910 80 preferences Click the Security icon in the Configuration section of the Preferences window From the Security Groups list select highlight the security group you would like to remove Click the Remove button You will be asked if you are sure you would like to remove the selected security group click Yes to proceed or No to cancel You will not be able to remove any of Alexandria s default security groups When you are finished click Save to keep your changes or Revert to abandon them 72 Alexandria Hosted Getting Started Guide Address Book Preferences eee ay NOTE Ui In a Central Union environment only the sites defined in your Site Management window can be selected from the Researcher s Library Search menu You no longer have the ability to perform site specific searches in a Central Union other than your own IMAT p asoH O J Although the wide area network WAN feature still exists for single site licenses it is no longer compatible with Central Unions Getting Started With Address Books Alexandria s Address Books are mainly used to store Alexandria or Textbook Tracker Data Station IP addresses If you are not part of a Central Union and are licensed to use our wide area network WAN feature you can search these addresses from the Researcher or reference them for Cross Data Station reporting in a Distributed Union Properly confi
164. e s ISBN in your collection if that item is currently using one of the default Medium Picture images As part of its daily chores Alexandria will create a list of ISBNs for titles that lack their own unique cover art and will then search the internet for those images one every ten seconds during idle times until every title in the list has been serviced This utility will run in the background and requires no additional operator interaction Item Defaults Policy Mapping Cataloging Subject Sources WXYZ Leading Articles The Cover Art tab allows you to apply almost any image format e g JPEG GIF PNG or BMP supported by your browser into the Medium Picture field Optimal size for medium pictures is 240 high pixels by 186 pixels wide at 72 ppi pixels per inch resolution Automatically Retrieve Cover Art During Idle Periods Medium Types Medium Picture ADOBE EPUB EBOOK ADOBE PDF EBOOK BOOK BOOKS ON CD ELECTRONIC RESOURCE EQUIPMENT MAGAZINE MICROFORM MUSIC CD Drag pictures on to the image SAFARI MONTAGE above to change the default item picture for the selected SOUND RECORDING medium type URL VIDEORECORDING Alexandria Hosted Getting Started Guide 127 Items Preferences Cover Art tab Step by Step Applying a New Medium Picture Follow these steps to apply a new default medium picture Step 1 Select the medium type whose default picture you would like to change from the Medium Types field
165. e that O means zero 2 Others such as SunLink Florida s K 12 public school union catalog WisCAT Wisconsin s resource sharing system Laser Cat West ern Library Network s WLN CD ROM database of four million USMARC cataloging records and WorldCat Online Computer Library Center s OCLC the world s largest online public access catalog 172 Alexandria Hosted Getting Started Guide Importing Items Item Settings tab Tools The Item Settings tab in both Quick and Advanced mode of the Data Import window allow you to Export specify information about the items that you are importing into your database This covers the features of Seems both the Quick and Advanced versions of the Item Settings tab although some options may appear in Utilities one and not the other e g Select Fields and Set Copy Status In Processing Operation Management Status Item Settings Patron Settings Misc I Browse Inventory SIF Management Site Management Starting Item Barcode Use Imported Barcodes ca Authority Control Site CDL COMPanion Developer Reassign Duplicate Barcodes ca Map Editor Explore Builder Copy Location Allow Title Updates 4 Review Management Copy Shelving Completely Replace Records Funding Source l Require Exact Title Match B Vendor l Disable Call Number Matching Item Policy Standard item Only import items with Site Code CDL Copies Always Add Copies Require Matching
166. e the term used for government grants or special funding stored in the 852_1 repeating tag Although you may change this terminology our documentation will generally refer to it as Funding Source Alexandria Hosted Getting Started Guide 93 Localization Preferences Language tab These settings reconfigure Alexandria to operate in your native language the language selected here will apply to all Alexandria systems and modules You may choose from one of our currently supported languages English Fran ais or Espa ol Changing the default language requires a browser refresh to take effect on the web Currently Alexandria doesn t catalog or display languages with alphabets containing non Roman characters e g Arabic Chinese Japanese Korean Russian etc However non Roman languages that have been translated to Roman Latin can be saved for example an Arabic language book could be translated to One Thousand and One Nights and then successfully cataloged in Alexandria Dates amp Currency Terminology EUunitrt s Changing the Language will require a refresh to take effect on the web Language English Language Settings e English This selection will make English the default language for Alexandria e Frangais Cette s lection sera Fran ais la langue par d faut pour Alexandria e Espanol Esta selecci n hard Espa ol el idioma predeterminado de Alexandria 1 The default language preference is in
167. e the way to go here are some steps to follow Step 1 Select Preferences Cmnd Ctrl from the main Edit menu bar Step 2 Click the Policies icon in the Management section of the Preferences window Step 3 Click on Add in the lower left hand side of the Patron policy section Policy Name Policy Short Code Stat Group Current Policy Defaults from standard Cancel OK Step 4 Enter the new patron Policy Name and 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 the new policy will take its default settings from the existing policy selected here Step 6 When you are finished press lt enter gt or click OK Step 7 Next move through the various Policies subtabs Check Out Overdue and Other providing appropriate values to the fields drop down menus and checkboxes in order to create your new policy Step 8 When you ve completed your new policy click the Save button Step 9 Repeat this process until you ve created all the new patron policies you desire 1 A Stat Group is a way to group policies for statistical reporting 104 Alexandria Hosted Getting Started Guide Using the Policies Preferences Policy Preferences Step by Step Creating New Item Policies Now following these steps create your own Item policies Step 1 Select Preferences Cmnd Ctrl from the main Edit menu bar Step 2 Click on the Policies ico
168. ecord or window Cancel Discard om SEvOcny Click the Cancel button to return to the Item 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 264 Alexandria Hosted Getting Started Guide Modifying Titles and Copies Item Management Step by Step Modify Title To modify title information Step 1 Choose Items Cmnd Ctrl l from the main Show drop down menu Step 2 Select Find Cmnd Ctrl F from the Edit drop down menu or use the magnifying glass icon in the Tools section below the Item Records List to locate the title using the Item Selection window Step 3 Once the desired title has been found it will appear in the Current Item Record pane Step 4 Click on the Title Information tab Step 5 Unlock the record if necessary by clicking on the Lock icon or choosing Unlock Cmnd Ctrl U from the secondary Actions menu Step 6 Make any desired changes to the fields in the record moving between Publication Sub jects Terms Notes Summary Statistics Links and Study Programs tabs Step 7 When the appropriate information has been modified click Save in the upper right cor ner of the tem Management window Step by Step Modify Copy To modify copy information Step 1 Choose Items Cmnd Ctrl l from the main Show drop down menu Step 2 Select Find Cmnd C
169. ecords When selected the tags in MARC records less than or equal to 839 will be completely replaced e Require Exact Title Match When checked existing titles in the database will only be updated when there is an exact title match When unchecked a close match is acceptable allowing for differences in cataloging with or without leading articles and other slight variances e Disable Call Number Matching When checking for matching titles on import an item s Call Number is taken into consideration for those who require it this option disables that behavior In most cases COMPanion recommends leaving the call number matching criteria enabled default Central Union databases that are not utilizing title call numbers due to differences in shelving between branch locations may want to disable this option to avoid the creation of duplicate title records that vary only by call number e Only Import Items With Site Code YOUR SITE CODE HERE When checked copy data is ignored where the 852_a site code doesn t match the current library identification code specified in the Site Management 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 e Require Matching Location When this box is checked only copy information with your union s Site ID code or no location code is imported All other library codes are ignore
170. ecting site it will appear in the In Transit Late In Arriving report Default is 7 e In Stock Hold Period For items delivered to a site via the In Transit system patron this preference sets the number of days that an item or items are placed on an In Stock Hold after delivery This preference overrides the Days to Keep an In Stock Hold Request patron policy however it does not apply to items placed on In Stock Hold for regular i e non system patrons Default is 7 Alexandria Hosted Getting Started Guide 147 Circulation Preferences Circulation Settings tab 148 Alexandria Hosted Getting Started Guide Researcher Preferences eee Waly An Introduction to the Researcher Alexandria s Researcher is an exquisitely robust visually engaging and genuinely intuitive library search interface that appeals to both young and old Patrons and operators are able to search authorized collections over the world wide web access to wide area network i e local collections requires an Alexandria WAN license and must be configured in your hosted Data Station s Administration settings page 61 The Researcher can be accessed from your Librarian Workstation s default web browser when selecting Researcher from the main Show menu Otherwise patrons can access the Researcher to search library collections from around the world wide web by entering the IP address of your hosted Alexandria Data Station in the URL or address
171. ection window Step 3 Once the desired title has been found it will appear in the Current Item Record pane Step 4 Locate the copy that you wish to edit using the left and right arrow icons and Browse Copies By Barcode Copy ID Copy Call Number or Copy Sequence Number drop down menu Step 5 Once the correct title has been found it will appear in the Current Item Record pane Step 6 Click the Copy Information tab Step 7 Unlock the record if necessary by clicking on the Lock icon or choosing Unlock Cmnd Ctrl U from the secondary Actions menu Step 8 Choose Duplicate Cmnd Ctrl D from the primary or secondary Actions menu Step 9 Click the radio button next to Duplicate Copy Step 10 Choosing Duplicate Copy changes the Number of volumes field to Number of cop ies Enter the number of additional copies you need for this title You can type over this value to change it Step 11 If necessary enter the Beginning barcode number Alexandria automatically defaults the Beginning barcode number based on the value you provided in the Next Barcode field of the Items Preferences see page 119 Step 12 Decide if you would also like to duplicate the Copy Notes and Alerts Notes Step 13 Choose whether you would like to increment the volume number as you duplicate copies e g Encyclopedia Brittanica Volume 22 to Encyclopedia Brittanica Volume 23 Step 14 Finally click OK You will be shown the progress of your copie
172. ed Once clicked the filter remains enabled until it is e Favorites Filter This button only appears when the Saved tab is selected and only when you manually disabled Site Code Filter This button only appears when the Saved tab is selected Once clicked it M opens the Site Filter window allowing you to enter a valid site ID code After typing the first few characters the site ID code will auto complete provided you have a matching site in the Site Management window see page 41 After clicking Add Filter every search performed from the Search bar will filter your results by matching Site ID Code s The filter remains enabled until it is manually disabled Site Filter COMPanion Demonstra Clear Filter Add Filter Operator Filter This button only appears when the Saved tab is selected Once clicked it i opens the Operator Filter window allowing you to enter a valid operator name After typing the first few characters the operator name will auto complete provided you have a matching operator in your Patron Management window see page 271 After clicking Add Filter every search performed from the Search bar will filter your results by matching operator name The filter remains enabled until it is manually disabled User Filter Clear Filter Add Filter e Save All Saves all changes made to multiple Saved reports in the Reports window this option only appears when changes have been made
173. ee amount comment 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 fine them a 5 00 fee by typing F 5 00 Charles scribbled in index into the command line Command F fee amount comment description 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 Charging A Fee 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 locate the patron by last name Step 2 Next type the Fee F command followed by the fee amount and an optional description of the fee press lt enter gt e g F 3 00 Water damage on item 3027 Step 3 Once you charge a fee 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 Charge button You can modify either the fee Description or the fee Amount except on overdue fees which are still accruing Edit Charge Edit a charge assigned to Mark Arias Amount 2 60 Description 3231 Bar graphs Cancel Alexandria Hosted Getting
174. ee tabs Overview Selection and Schedule Categories Pane Tools vis Pane Al Unites a Alutiities q im im a TRD B Titles a amp General Catal 7 aes Utilities Saved Utility Selection Pane Copies l j B Patrons General Site Scheduled Favorite Saved Li Advance Patron Levels a nes Eek Authority Control Build Records l E Acquisitions Authority Control Remove Duplicates No No Budgets Cataloging Modify Tag No No Orders Cataloging New Tag No No Routes g Remove Tag No No Subscriptions y an Polines ua Ha hs Vendors Circulation Overview Selection Schedule Authority Control 6 Database f General Utility Type Advance Level v Verify Include Special Patrons Barcodes 1 50 Updates Add Selection Remove Selection Clear Selections Mf Boolean Modifier Select By Select By All Active Patrons v Selected Utility Pane 210 Alexandria Hosted Getting Started Guide Getting Started With Utilities Utility Category Filters The first step in performing useful utilities is picking the proper utility category The utility Cat egories pane on the left hand side of the window is a collection of categories and subcategories that can reduce the number of options that appear in the Utility Selection pane i e the Utilities and Saved tabs on the right You are able to e
175. ehensive list of all Tools Search pane options including Actions menu selections P P P 8 please review the Utilities section s of Alexandria s Online Help 1 The Save All and Revert All buttons are conditional and only appear when changes have been made to various fields of an export selected from the Saved tab Alexandria Hosted Getting Started Guide 211 Getting Started With Utilities Utility Selection Pane Directly below the current utility Tools Search pane is the utility Selection pane home to the Utilities and Saved tabs Remember the utilities that appear in the Utilities and Saved tabs directly relate to the category or subcategory that is selected from the utility Categories pane on the left hand side of the window and or to the text that is entered into the Search bar e The Utilities tab houses the complete list of a l available utility types and their related categories essentially a complete utility depository containing every existing utility template used for quickly performing on the fly or operator created utilities saved for future use The templates stored here contain vo customized selection settings and should not be confused with default or operator created Saved utilities If you haven t been able to locate the utility template you are looking for chances are you will find it in the Utilities tab e The Saved tab contains a list of previously created utilities these can be system default
176. empts 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 not checked matching import records are ignored i e not imported If no records in the system match a new record is created e When 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 the Starting Patron Barcode and Patron Policy that youve specified in the Data Import window e Alexandria v6 still recognizes Alexandria v3 patron headers to support older version data transfers 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 Teray IMAT p asoH O Je EA Export Reports Utilities Operation Management Inventory SIF Management Site Management Authority Control Map Editor Explore Builder Review Management Alexandria Hosted Getting Started Guide 163 Importing Patrons amp Operators Step by Step Importing Patron Records To import patron records Reports Utilities Operation Management Step 1 Select Tools from Alexand
177. en Ctrl w Close Window Ctr1l Alt w Close All Ctrl1 s 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 Ctrl x Cut Ctr1 c Copy Ctrl V Paste Ctrl A Select All Ctrl F Find Ctrl G Find Again Ctrl Preferences Ctrl T Circulation CErI I Item Management Ctrl L Patron Management Ctrl K Researcher Ctrl c Search Alexandria Hosted Getting Started Guide 293 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 Current Patron Details Ctrl 4 Remove Current Patron Holds Ctr1l 5 Remove Current Patron Reservations Ctrl 6 Show Current Item Details Ctrlt 7 Adjust Current Item Holds Ctr1 8 Remove Copy Reservations Ctr1l R Renew Current Patron Items 294 Alexandria Hosted Getting Started Guide Accelerator and Hotkey Commands Shortcut Keys Accelerator keys 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
178. ep 5 Click the Duplicate button located at the bottom of the Addresses section of the Address Books window this will cause the Duplicate Address roll down to appear Step 6 Using the Duplicate Address roll down provide a new name for your duplicate address Step 7 Next select the existing address book where you want your duplicate address saved and click OK Step 8 The newly duplicated address will appear at the bottom of the Addresses section in the Address Books of your choosing Step 9 You may continue duplicating addresses into selected address books as necessary Step 10 On the top of the main Address Books preference window click Save to keep your changes or Revert to abandon your duplicated addresses Alexandria Hosted Getting Started Guide 85 Address Book Preferences Step by Step Editing an Address To edit address type settings Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Select Preferences Cmnd Ctrl from the main Edit menu bar Click on the Address Books icon in the Configuration section of the Preferences window On the Address Books window click on select or highlight an address book name from the Address Books section located on the left hand side of the Address Books win dow preferably the one containing the Addresses i e address types that you would like to edit Next click on select or highlight the address type you want to edit from the Ad
179. er e g Apple s Safari Mozilla s Firefox Google s Chrome or Micro soft s Internet Explorer Step 3 In the browser Address field located in the upper left corner of the window type the address provided to you in the Alexandria hosted registration letter followed by the serial number and install e g this address will look something like this alexhost companioncorp com install ft alexhost companioncorp com 1234567 install Step 4 If you performed the latter step correctly the Alexandria Hosted Client Download page should appear requiring that you input the Login Username and Password provided to you in your registration letter Please note that login usernames and passwords are case sensitive that is they require the proper invocation of uppercase and lowercase letters Google Alexandria Librarian Web w lt C amp Lahr hat Alevandria Log In Name Password Continue 22 Alexandria Hosted Getting Started Guide Setting Up Hosted Service Step 5 From the provided links select the appropriate client to download Windows Librarian Workstation e OSX Librarian Workstation Alexandria Librarian Web fe i fi alexhost2 companioncorp com instal Alevandria Client Installation 1 Click the download link below Windows Workstation OSX Workstation Step 6 After selecting the appropriate client to do
180. er documents in order to create quick bibliographies e Show Amazon com Links in Search Details Choose whether or not to display a link to search for this Title at Amazon com beneath the Other section in the Researcher Item Details window When a amazon com search is successfully performed clicking on the graphic link will open an Amazon com web browser with the closest possible match Gj Allow Patrons to Search All Sites Useful in a Central Union environment if this box is checked the Researcher will show available copies from all sites not just those with a Site ID Code matching your own Expressly title availability won t just be limited to what you have available at your site Otherwise if left unchecked only copies from your site will appear in your search results e Show Cover Art in Search Results When checked item cover art if available is included in the Researcher search results window if the title record doesn t have its own cover art attached see Cover Art tab on page 127 the item s default medium image will be used instead If this box is not checked then attached cover art images will never be shown in the Search Results window e Show Call Number in Search Results and Details When checked a title s Call Number will appear in the Researcher s Results and Details Alexandria Hosted Getting Started Guide 157 Researcher Preferences Interface tab 158 Alexandria Hosted Getting S
181. er right corner of the Patron Management window 280 Alexandria Hosted Getting Started Guide Modifying Operators Patron Management Modifying Operators Select the name of the operator whose information you want to modify in the Patron Records List doing so shows the record in the Current Patron Record pane From here you may change any of the operator information fields Before operator records can be modified they must first be unlocked by clicking on the Lock icon or by using the Unlock Cmnd Ctrl U command Once the record is unlocked you can edit the Username Reset Password Email address and Security Group of any existing operator record directly from the Current Record tabs of the Patron Management window Similarly to elsewhere in the program you can either place your cursor in any field with an existing value and provide additional information or replace it completely This method of modifying information is best when editing an individual operator record if you want to modify information for several operators use the appropriate Patron Utilities page 209 Step by Step Modifying Operator Records To modify an existing operator record Step 1 Choose Patrons Cmnd Ctrl L from the Show drop down menu Step 2 This opens the Patron Management window Step 3 From the main Edit drop down menu choose Find Cmnd Ctrl F or Click the Find icon located near the bottom of the Patron Records List pane or Choose Fin
182. er using keyboard shortcuts you can use Cmnd Ctrl command e To move to the next record either click on the down arrow icon or choose Next under the Actions menu in the tools section of the window If you prefer using keyboard shortcuts you can use Cmnd Ctrl command e Alternately use the lt up gt or lt down gt keyboard arrow keys to move through the list e Stop on the patron or operator record that you want to view remove duplicate or modify NOTE The behavior of the Previous Cmnd Ctrl and Next Cmnd Ctrl commands are determined by the record that you are currently viewing For example if you change a patron s last name choosing Next will take you next last name in last name order after the changed last name not what the last name was before the change 272 Alexandria Hosted Getting Started Guide Current Patron Record Pane Patron Management Tools for the Patron Records List At the bottom of the Patron Record List are several icons that are used for adding removing browsing and finding patron records for more information please review the Patron Management section of Alexandria s Online Help Remove Previous Find Current Patron Record Pane The right hand section of the Patron Management window displays the complete details of the patron record selected from the Patrons Record List on the left The patron operator record you are presently viewing is called the
183. er will be printed on monetary receipts e Hide Patron s Barcode on Receipts Obscures a patron s barcode with asterisks e g for check in out receipts e Hide Patron s Name on Receipts When checked receipts will print a patron s initials instead of their full name e Show Patron s Phone Number on Hold Receipts When checked a patron s phone number will be included on printed stock hold slips You may Print these slips using the dialog box that appears when a currently checked out item with a hold is bookdropped or by using the Holds subtab of the Circulation window The item with the in stock hold can then be set aside slip attached and the requesting patron contacted via telephone at your leisure e Show Site Information on Receipts When checked your site s name address and contact information is included on a receipt types Optional Text for Receipts This is a customizable 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 is an optional feature of Alexandria you must purchase and register a Slip Printer license in order for this preference to appear Add Logo for Receipt Printer The slip printer uses thermal paper which can reproduce simple images clearly For the best results please select a very basic bi color image for display on
184. erators Patron Management Alexandria Operators Access to our software requires that the Username and Password of a valid operator with the appropriate Security Group credentials be entered into the Log In window every time the pro gram is launched see Logging In and Activating Security on page 35 Therefore it is required that your very first practical operator be a District Administrator with the equivalent Security Group access page 68 If you haven t yet created a District Administrator operator the first time that you access the program you will be logged in as your union s System Administrator barcode 10 this is a special operator If the System Administrator barcode 10 has your hosted Data Station s Serial Number as its password the very first time that you attempt to access one of Alexandria s online components e g preferences you will be tasked with creating a new Administra tor level operator this operator may be edited later e Alevandria Alexandria web applications require security to prevent unauthorized access Please complete the form below to create your union s primary District Administrator operator Additional operators can be created in Patron Management after Log In Last Name Username Password Confirm Password When the New Operator window appears in place of the standard Log In window provide your new District Administrator operator information
185. erences eee Waly Setting Up Alexandria Now that you ve established your sites it s time to configure Alexandria LO Alexandria may seem overwhelming at first but as you experiment and explore you will gradu ally grow more comfortable especially once you ve familiarized yourself with the standardized layout of management windows and the location of important preferences and frequently used IMAT p asoH ale features Although Alexandria is highly configurable and can be adapted to accommodate nearly every conceivable library environment the scope of this Getting Started Guide is not to cover every pos sible procedure or preference option If we provided exhaustive documentation for every single configurable preference and setting available you d undoubtedly fall comatose before making it to the end Breaking Alexandria down into manageable chunks can make the task seem much less arduous therefore the preferences detailed in this Getting Started Guide are dished out in bite sized chap ters that effortlessly guide you through the basics and help lighten the initial learning curve However we realize that no two individual sites are the same and uncommon circumstances do exist where users with special needs require advanced features and targeted instructions in order to get set up properly For these individuals we recommend going straight to Alexandria s Online Help www compan ioncorp com mediawikilin
186. erican 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 160 Alexandria Hosted Getting Started Guide Tab Delimited Records An Introduction to Importing 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 For example using tab delimited patron import export files a school can transfer student information from the school information system into Alexandria or transfer library information back to the school information system Alexandria s Tab Delimited Import File Format COMPanion has enhanced the tab delimited format by adding special information to the first line of the file used to interpret the data contained within This first line is called a header because it s at the head or beginning of the file The header allows COMPanion programs to figure out where the data in the file belongs Alexandria headers look like this 4 FileCode FieldCode FieldCode FieldCode lt return gt The doesn t mean anything but is a rather unusual ch
187. es and sent to the appropriate operators check the Send Email Notification box and provide email addresses in the Send Email Notification To field e g johndoe examplelibrary com You can list more than one email address separated by commas johndoe examplelibrary com janedoe examplelibrary com johndoe companioncorp com janedoe companioncorp con 196 Alexandria Hosted Getting Started Guide Report Selection Pane Getting Started With Reports Schedule Summary e Run next on This field allows you to manually enter a date or select one from the Date Picker window opened by clicking the calendar icon this field adheres to COMPanion s Adaptive Dates see page 38 standards e Time Use these three drop down menus to select the hour minute and ante post meridiem e Repeat You can select Never Daily Weekly Monthly Yearly from this drop down menu Secondary options may appear depending on your selection no secondary options appear for the Never or Daily selections as they are implied e Every This field allowing only numbers appears if you select Weekly Monthly or Yearly from the Repeat drop down menu This field allows you to specify how often you would like to repeat the report For example entering 2 under the Weekly selection will repeat the report every two weeks i e biweekly However there are limits to this functionality don t expect to create a Haley s Comet report that runs every 3 965 weeks
188. es the ability to review items for more information on Reviews please consult Alexandria Online Help D Enable Reviews When checked patrons are allowed to review items in your collection and Offer Sounds Like Search Check this box if you want the Perform a Sounds Like Search link to appear when a search returns no results the link will remind the patron of the Sounds Like search which sometimes finds matches when other searches do not For example if a patron enters gos and no title matches are found the patron will be asked if a Sounds Like search should be performed and if it is it will find a records with the word ghost Allow Patrons to View MARC Records When checked the View MARC Record option appears beneath the Other section in the Researcher Item Details window Ifthe View MARC Record link is clicked it will open a browser window containing a text only version of the title record in MARC format Default Language for Researcher This preference allows you to set the default language used when the Researcher starts up or is refreshed e g English Espanol Fran ais Initially this is configured by your activation codes in the United States it s set to English Keep in mind that this preference only affects Researchers the Language setting found in the Localization Preferences affects all associated Librarian Workstations e Researcher Timeout Select how long in minutes
189. es window was designed with simplicity in mind placing everything in a single easily navigable window that allows you to quickly find modify create and run utilities Additionally the Utilities window allows you to customize utilities so that they only modify clear or clean required information records of interest title copy policies patron histories and all types of acquisitions In order to become a utilities wizard there are only three essential things you need to understand category searching utility templates and creating custom utilities Alexandria Hosted Getting Started Guide 209 Getting Started With Utilities The Utilities window was developed using the familiar three panel layout found in many of Alexandria s management interfaces e The left hand side of the window is comprised of the Categories pane containing an organized list of all existing utility categories e g Titles and subcategories e g Catalog Selections from this pane act as filters allowing you to narrow your options and show only relevant utilities e The top right section of the window contains the Tools Search pane along with the Utility Selection pane i e the Utilities and Saved tabs which allows you to select the specific utility you would like to view modify or run e The Selected Utility pane the bottom right area of the window contains options for the highlighted i e selected utility spread throughout the following thr
190. esenting a single concept may appear as a single word or a multiple word phrase usually an adjectival phrase but occasionally a prepositional phrase Each such heading represents a single object or idea Examples include Auto mobiles Botany Budget deficits Electric interference Boards of trade Clerks of court 2 Catalogers of music which also parallels other subjects have developed a distinctive approach to the MARC tagging In particular they along with their colleagues in literature fine arts and theology rely upon the 700_t field for uniform work titles and authority control 126 Alexandria Hosted Getting Started Guide Cover Art tab Items Preferences Cover Art tab These preferences allows you to drag and drop nearly any image format e g JPEGs GIFs PNGs or BMPs supported by your browser into the Medium Picture field After completing this action a new default image is applied to every medium of that type lacking an individual Medium Picture as is the case with newly created mediums Medium pictures are used in several areas of the program including the Circulation window every time an item is made current Medium pictures won t appear when an item has been assigned its own cover art from the Item Management window see Item Management on page 251 Enabling the Automatically Retrieve Cover Art During Idle Periods utility allows Alexandria to search the world wide web for cover art for any title using the titl
191. eservations to print see Selection tab on page 193 NOTE Reservations are for specific copies on specific days Only the patron who placed the reservation can check out that copy during the reservation period Step by Step Create Forward Reservation To create a forward reservation Step 1 First scan or type the patron s barcode to make them current Step 2 Next type G and then scan or type the barcode of the copy on which to place the res ervation Step 3 Select highlight the dates for which the patron would like to place a reservation on 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 Hosted Getting Started Guide 243 Circulation Commands Additional Circulation Commands Renewing An Item QE R or RA Command QE Opens the Renewals tab To view renewal options for the current patron type QE in the command line and press lt enter gt or choose Renew Patron Items Cmnd Ctrl R from the Actions menu These commands will open the Renewals subtab of the Circulation window s main Circulation tab containing a list of all the books checked out to the current patron hence you may choose which books to renew or declare lost both are also menu options Circulation Command Help
192. estore Once you have selected the correct archive to restore click Restore A warning message will appear asking if you re absolutely sure you d like to continue click Yes to continue or No to cancel The system is being restored to Archive 20131110 2201 Your connection may be lost while the database is taken offline for the resoration 1 Clicking Archive or Restore From Archive can initiate the Remote Control window Alexandria Hosted Getting Started Guide 59 Administration Settings Administration Status Settings If you continue your current data will be replaced by that contained in the selected archive folder You may also check the Delete the archived data after restoring box if you would like to remove the selected archive from the hosted Archive Directory upon successful restoration Finally click Cancel to abort or Restore to continue You ll be able to verify that youve successfully restored from an archive in Alexandria s Transaction Log single site only page 226 e Archive This performs an immediate manual archive of your database manual archives should be performed before making any large scale changes to your database such as imports updates utilities or machine upgrades During an archive all information in the hosted Data Station s Data folder is copied into the hosted Archive Directory Additionally a library services on the hosted Data Station are temporarily disabled Data Station
193. etc 650 1 a Women v Biography 650 4 a Rulers 651 0 a Russia x History y Catherine Il 1762 1796 vv J jeen xt A v e For more information on the Title Author or Subject MARC Editor please review the corresponding section s of Alexandria s Online Help 268 Alexandria Hosted Getting Started Guide Title Author and Subject MARC Editor Item Management Accessing the Online Item Management Window Along with the Circulation circulation and Patron Management patrons windows Alexandria s Item Management window can also be accessed over the web To access an online version of your Patron Management window type the IP address or domain name and port number of your hosted Data Station e g 123 456 78 910 80 followed by items into your browser s Address field usually located in the upper left corner of the window e C f Q 123 456 78 910 80 items If you are not sure what IP address or domain name your hosted Data Station uses e It appears in the Transaction Log of the main Circulation window each time your Librarian Workstation is launched approximately three or four lines down e You can locate your IP address under the Network header in the System Info subtab of the Special tab of the Circulation window If you have problems locating your IP address please contact your network administrator for further assistance If your network administrator i
194. etting Started Guide Address Book Preferences Step by Step Adding a New Address Book To create a new address book do the following Step 1 Select Preferences Cmnd Ctrl from the main Edit menu bar Step 2 Click on the Address Book icon in the Configuration section of the Preferences win dow Step 3 On the Address Book preference window click the Add Book button located in the bottom left hand corner of the Address Book section Step 4 An Add Address Book roll down will appear Please enter a new name for the selected address book Cancel Save Step 5 Enter a name for the new Address Book required Step 6 Click Save when you are done or Cancel to close the Add Address Book roll down without adding a new address book Step 7 You may continue to add new addresses books as necessary Step 8 When you are finished click Save at the top of the main Address Book preference win dow to keep your new address books otherwise click Revert to abandon them Step 9 Your new address book will appear alphabetically in the Address Book list Step 10 You may now begin adding addresses to your newly created Address Book by following the instructions on page 81 Alexandria Hosted Getting Started Guide 77 Address Book Preferences Step by Step Removing an Address Book Please remember that you are only allowed to remove non system address books and you will be unable to remove system address books
195. ettings Administration Settings Administration Email Settings NOTE These Web settings only appear for those running a Central Union Distributed Union or an independently operated Data Station in a Distributed Union i e single user Administration Web settings apply to all sites and contain configurable settings for the entire union Email Rules and Basics The way our email system was designed and configured is not quite like that of a personal email client which rarely sends out more than a few emails at a time it was designed to potentially cope with hundreds of emails e g generated reports or patron notification being sent or resent over many machines at the same time Our email throttling defaults are quite effective at spread ing out and resending dozens of undeliverable emails without interfering with the sends of those that are deliverable If a send fails the next resend time is generated by adding a random value between 3 and 9 min utes spreading out the resend times so all the undelivered email still in the short range period isn t sent at the same time If a send hasn t succeeded by the end of the short range period the program will generate new send times using random values between 60 and 90 minutes This is useful because in most cases an undeliverable email can usually be delivered a few minutes later on the flip side if an email isn t delivered within the first hour it might ta
196. exandria Shows copyright and version information e Tech Support This opens the Email subtab under the Support tab of the main Circulation window allowing you to send email to COMPanion if you are connected to the internet even if you don t have your own SMTP simple mail transfer protocol address configured see SMTP tab on page 152 e Alexandria Help This button opens your default web browser to the main index page of Alexandria s Online Help Update Registration The ability to update your registration information is not available to hosted users if necessary COMPanion will do that for you e Check for Librarian Updates Now Data Stations that are hosted by COMPanion are routinely evaluated and updated to the latest versions this requires connected Librarian Workstations to be updated in tandem While users have no decision power over this process they can choose to update certain associated third party applications and certain Explorer resources 26 Alexandria Hosted Getting Started Guide File Menu File Menu The Alexandria File menu provides the following selections e New COMPedit Document Cmnd Ctrl Shift N Opens a new COMPedit document Alexandria Basics COMPedit is Alexandria s integrated word processor e Open COMPedit Document Cmnd Ctrl O Opens your standard operating system explorer window used to locate files When you select a document from this window Alexandria wi
197. exandria Hosted Getting Started Guide 189 Getting Started With Reports Report Selection Pane The Saved tab Alexandria makes it easy to create your own frequently used custom reports The Saved tab contains all previously created reports these can be system defaults or operator created Individual Saved reports can be favorited by checking the Favorite box in the Overview tab if the check is removed it will no longer be marked as a favorite report Keep in mind that a Saved report is only defined by the selection criteria that was used to create the report and not the results of the report itself However by default all reports output to pdf or vwp are saved to the Alexandria Support directory in a folder named Operation Files Reports Saved Operator s Site Scheduled Favorite Acquisitions Budget List No No a Acquisitions Order List No No Acquisitions Routes List No No Acquisitions Subscriptions List No No The Saved tab contains system defaults as well as custom reports that operators have created and saved Clicking on the column headers e g Name Operator s Site Scheduled and Favorite in the Saved tab will change the sort order When the Saved tab is selected the Operator Filter Site ID Code Filter and Favorites Filter buttons see page 186 are available in the report Tools Search pane bt G B Using the report Categories pane Saved tab results can be filtered to o
198. existing custom or default security group select highlight one of the Security Groups from the Security preference window Next make changes to the drop down menus contained in the Management Tools Circulation Preferences Reporting Researcher tabs that cross the top of the window These drop down menus can be used as a reference to see how certain security groups operate or to quickly change a specific privilege on several different security groups You may also edit the name of the current security group by selecting Rename from the Actions menu Doing so will trigger the Edit Security Group roll down Input the new security group name and click OK when you are satisfied with your changes You will be unable to change the names of Alexandria s default security groups and each security group name must be unique To edit an existing security group Step 1 From the Edit menu select Preferences Cmnd Ctrl aa or Type the IP address or server domain name and port number of your hosted Data Sta tion followed by preferences into your browser s Address field e g http 123 456 78 910 80 preferences Step 2 Click the Security icon in the Configuration section of the Preferences window Step 3 From the Security Groups list select highlight the security group whose privileges you would like to edit Step 4 Next make the desired changes either grant or restrict security privileges using the drop down menus contai
199. existing collection now is a good time to examine your collection and remove unused and outdated items IMAI p asoH ale 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 all the assets 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 Title Assistant Alexandria s integrated Title Assistant can access hundreds of Z39 50 collections using a standard internet connection You input minimal information e g title author ISBN and or LCCN and then Title Assistant searches the internet 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 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 own ret rospective conversion this is the best alternative The Z39 50 collections sear
200. fferent Libraries If you are part of a Central Union this setting determines whether an alert sound and warning appear when items from outside locations i e other sites in your union are bookdropped inventoried or made current at your site You may select one of three options Never When selected an alert sound will never occur when outside items are bookdropped inventoried or made current at your site e During Check In and Inventory When selected a warning message and alert sound will only occur during bookdrop and inventory Always When selected an alert sound will occur when outside items are bookdropped inventoried or made current at your site Alexandria Hosted Getting Started Guide 139 Circulation Preferences Circulation Rules tab Overdue Settings e Charge Late Fees on Lost Books When checked overdue fines continue to accumulate on lost items up to the Maximum Fine for an Overdue Item set in your Patron Policy Overdue preferences To stop fees from accumulating on a particular lost item Remove the copy or assign it to the Discarded System Patron Charge Late Fees on Found Books If checked when a lost item has been located the patron who last had the item 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 Also when checked the Refund Lost Item Payment Charge Overdue Fine window appears when a lost item with an
201. ffers a variety of expanded modules and client programs that can communicate with and access the information on your hosted Data Station to perform specific library functions your license determines which clients and modules you can use Modules and clients are available for both the Macintosh and Windows operating systems and are detailed on the subsequent pages 2 Alexandria Hosted Getting Started Guide Welcome to Alexandria Alexandria Configurations e Hosted databases are housed directly at one of our private first class data network facilities on secure access restricted machines that are protected by battery backup housed in a climate controlled environment and connected to the internet via a 100MB minimum fiber optic connection Hosted servers that store library data are maintained on hardware that is configured with hard disk drives in a RAID array in the event of hard drive failure service will not be interrupted All data is backed up daily and stored on COMPanion servers with an additional daily backup stored securely off site at a separate data network facility All services are monitored electronically by certified professionals 24 7 so if a problem does occur it can be addressed quickly Equipment modification and upgrades are completed swiftly and scheduled during off hours and low use periods Controller MDS allows you to house multiple Data Stations on a single centralized server Essentially when your dat
202. field Step 3 If the current patron has a credit balance on their account you may choose to make a pay ment against the fee 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 provide 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 248 Alexandria Hosted Getting Started Guide Special Circulation Commands Circulation Commands Checking Items Out To the Discarded Copies System Patron Use the Discarded Copies system 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 total 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 Start Discard Mode Use the selections below to set the reason for discarding the selected item s Use the Custom selection to enter a diffe
203. fix By selecting Date amp Time you can choose to add the current date at the end of your output filename by choosing Data Station Serial you can choose to add your hosted Data Station s serial number at the end of your output filename e g Titles Lifetime Usage 20150107 500 pdf Alexandria Hosted Getting Started Guide 199 Getting Started With Reports In Conclusion Printing Reports Clicking the Print button at the top of the Reports window opens the Operation Management page 217 and outputs a pdf for the selected report This button simply prints the report to the screen and ignores any Locations settings However the Print button at the bottom right of the window is dynamic its functionality depends on what you choose from the arrow menu located to the right of button Making a selection from this menu will change the appearance and or description of the lower right Print button and retain those changes until later adjusted Clicking the arrow reveals a selection menu containing the following dynamic options e Print to PDF Prints the report to screen in pdf format and dynamically changes the Print button to Print to PDF e Print as VWWP Prints the report to screen in vwp format and dynamically changes the Print button to Print as VWP Print to Output The third selection from this menu generally referred to as the Print to Output button for illustrative purposes changes the Print button
204. formation in the MARC record for library automation duties This information is Alexandria specific and is not shown in the MARC editor However if you export data to transfer into another Alexandria Data Station or COMPanion product the export functions will include this Alexandria specific information The MARC standard is complex and ever changing there may be perfectly valid information in your MARC records that goes unused by Alexandria It may be that newer versions of Alexandria will use this data so it s carefully stored with the rest of the MARC information If you have MARC information that youd like Alexandria to acknowledge 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 taken into consideration 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 Hosted Getting Started Guide 251 Item Management Item Management Window Item Management Window To open the Item Management window select Items Cmnd Ctrl l from the main Show menu Alexandria creates and updates MARC records in your database with the information you provide in the Item Management window Everything that circulates books magazines multi media etc is accessible and modifiable through the Ite
205. g the Management Tools Circulation Preferences Reporting Researcher tabs that cross the top of the Security Preferences window Each tab refers to a particular set of permissions e Management The permissions contained within define how operators are allowed to access and interact with Alexandria s management windows these include Patron Item Advanced Bookings and acquisitions just to name a few e Tools The permissions contained within dictate whether operators are allowed to access tools and management windows such as Inventory Authority Control Sites SIF and Operation Management e Circulation The permissions contained within dictate whether operators are allowed to access and edit charges refunds payments reservations holds and other transaction services e Preferences The permissions contained within dictate whether operators are allowed to access and edit Preferences Machine Preferences and Policies settings e Reporting The permissions contained within govern what report types operators are allowed to view add edit or remove e Researcher The permissions contained within relate directly to how operators and patrons are allowed to interact with your Researcher see page 151 Utilizing the drop down menus contained in each tab you can enable or disable specific security privileges for the existing security group When a particular permission is selected operators assigned that Security Group
206. gure what COMPanion considers to be your essential site and system Preferences documented here on pages 51 through 149 Step7 Add your item and patron information see page 159 Alexandria Hosted Getting Started Guide 13 Preparing for Alexandria Barcode Your Collection NOTE Alexandrias Archive Utilities do not substitute for a proper backup 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 Library _ Library Name 3002 ______ User Readable Number Wand Readable Number ie Ii A typical barcode label consists of three pieces of information e The name of the library school or company 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
207. gured address books allow your Researcher and Librarian Workstations to com municate with other Alexandria Data Stations hosted or otherwise in your district Combined with the wide area network WAN or Z39 50 features of Alexandria you can gain access to these interconnected library collections If the only 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 multi site license you won t need to set up any address books Alexandria defaults will be appropriately configured Address Books Standard Address Book Standard Z39 50 Address Book Addresses Type Name Address Availability Alexandria Data Station COMPanion Demonstration Lil 0 0 0 0 Available Duplicate Alexandria Hosted Getting Started Guide 73 Address Book Preferences Every hosted or otherwise Data Station contains a default address book called the Standard Address Book This address book contains your Alexandria Data Station address i e your database all the items and assets inventoried in your collection You may not edit or remove the Standard Address Book or other system address books however aside from the Alexandria Data Station address you can edit or remove all the other addresses contained within You may add as many address books as you need to manage your Alexandria libraries and or collections Generally most operators create individual addresses for each of their supplemen
208. hat you would like to remove from the Patron or Item Policy drop down menus Click the Remove button in the bottom toolbar of the Patron or Item Policy section Click OK when you are asked if you re sure youd like to remove the policy Finally click Save NOTE The Standard and System policies can not be removed They are required by Alexandria in order to function at all times 108 Alexandria Hosted Getting Started Guide Using the Policies Preferences Policy Preferences Step by Step Assigning an Item Policy to a Title To assign an item policy to a title Step 1 Choose Items Cmnd Ctrl l from the main Show drop down menu Step 2 The Item Management window will appear Step 3 Use the Item Selection window Cmnd Ctrl F to locate the title whose policy you want to change Step 4 The title you select will become current in the Item Management window Step 5 Use the item Policy drop down menu near the top of the window located directly below the Call Number field to select the new default policy for this title Step 6 Click Save at the top right of the window Step by Step Assigning an Item Policy to an Individual Copy To assign an item policy to an individual copy Step 1 Choose Items Cmnd Ctrl l from the main Show drop down menu Step 2 The Item Management window will appear Step 3 Use the Item Selection window Cmnd Ctrl F to locate the title with copies whose pol icy you want to change
209. have entered click the Revert button Add as many additional copies as you desire clicking Save after each one See Alexandria s Online Help for more information on the Copy Information tabs and subtabs 260 Alexandria Hosted Getting Started Guide Duplicating Titles or Copies Item Management Duplicating Titles or Copies Use the Duplicate Cmnd Ctrl D command or selection from the primary Actions menu to make duplicates of existing titles You can then modify information for the freshly duplicated title This saves valuable data entry time when adding new items with similar information such as author publisher or series After choosing to Duplicate the selected title the Duplicate Title Copy window appears Select whether to add a Duplicate Title or Duplicate Copy Be sure to supply correct informa tion for your newly duplicated title copy If you forget to modify a field it will retain that infor mation from the record that was duplicated Alexandria Hosted Getting Started Guide 261 Item Management Duplicating Titles or Copies Step by Step Duplicate Titles To duplicate a title Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Select Items Cmnd Ctrl l from the main Show drop down menu Choose Find Cmnd Ctrl F from the Edit drop down menu or use the magnifying glass icon in the Tools section below the Item Records List t
210. he Remove button Step 3 An alert will appear asking you to confirm the calendar s removal Click Yes to perma nently remove or No to cancel the removal Step 4 Any policies that were using the deleted calendar will be reassigned to the Standard cal endar You cannot delete the Standard calendar Step 5 Click Save to keep your changes or Revert to decline them Alexandria Hosted Getting Started Guide 97 Calendar Preferences Step by Step Renaming a Calendar To rename an existing calendar Step 1 Select highlight the calendar to be renamed from the Calendars list on the left hand side of the window Step 2 Select Rename from the Actions drop down menu Step 3 In the New Calendar Name roll down provide the new name for the calendar Step 4 Click OK to continue or Cancel to abort Step 5 Finally click Save to keep your changes or Revert to decline them Step 6 Enter the New Calendar Name in the Rename Calendar roll down New Calendar Name Cancel OK Step by Step Adding General Notes to a Calendar Notes can be used to display automatic reminders for both Researchers Web Librarians and Librarian Workstations as well as provide private notes for the librarian To add notes to a calendar day Step 1 Click on the white Add Note icon in the desired date of the desired calendar e g May 13th of the Standard calendar Step 2 The General Date Note roll down for that date will appear
211. he corresponding Utilitie section s of Alexandrias Online Help Alexandria Hosted Getting Started Guide 213 Getting Started With Utilities Moving Patrons to a New Policy Moving Patrons to a New Policy Now that you ve set up your Patron policies you can use the Utilities window to assign them wholesale 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 6th Grade policy to the 7th Grade policy using Grade as the Select By criteria A P Overview Selection Schedule Replace Patron Policy D With 7th Grade v Add Selection Remove Selection Clear All Selections Boolean Modifier Select By Operators Starting With 6th Grade Ending With 6th Grade And Status 1 Active v Select By Grade v Starting With 6th Grade v Ending With 6th Grade v Create New Saved Utility Run To change the default policy for a group of selected patrons Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Select Utilities from the Tools menu Select highlight Patrons from the utility Categories pane on the left hand side of the Utilities window Next choose the General subcategory located directly below From the Utility Selection pane choose the
212. he following tabs Overview Selection Sites Distributed Union only Schedule and Locations Categories Pane Tools Search Pane Ament a Publication Date Summary Cards Bibliography opies General Inventory Acquisitions Subscriptions List Labels Acquisitions Vendor List Usage Collection Analysis 4 Special Acquisitions 184 Alexandria Hosted Getting Started Guide The Reports Window In More Detail Getting Started With Reports Report Categories Pane The first step in producing meaningful reports is picking the proper report category The report Categories pane on the left hand side of the window is a collection of categories and subcategories that can reduce the number of options that appear in the Report Selection pane i e the Reports and Saved tabs on the right You are able to expand or contract associated subcategory sections by clicking on the associated icon located to the left of the main category name Selecting highlighting one of the main category or subcategory names e g Titles will reveal all of the reports available for that category or subcategory For example if you want to print a Charges and Overdue Fines report you can t do it with the Patrons category selected it s a Circulation category report that you ll find under the Charges and Payments or Listings subcategories Selecting the All Reports selection at the top of the categories list will populate the Reports and Saved tabs
213. he left hand side of the Item Management window belongs to the Item Records List and related tools The larger right hand portion of the Item 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 1 Items Current Item Record Pane File Edit Show Tools Links Window Help Harry Potter and the Chamber of Secrets Something beautiful Breakfast at Danny s Diner Snowed in with Grandmother Silk Kids pick the funniest poems Skateboarding Watching desert wildlife Rescue C programming Rudy Martin Luther King Jr Eyewitness planets Mostly Ghostly Book of enchantments Awizard s dozen When I was your age Tales to give you goosebumps More tales to give you goosebumps The haunting hour Goosebumps monster edition 2 Rocking Horse Land and other classic tales of Crazy loco Ribbiting tales Tales of mystery and terror a va v Harry Potter and the Chamber of Secrets Toms Publication Subjects Rowling J K GrandPr Mary ill GrandPre Mary ill Medium book Volume ISBNISSN 0439064864 Lexile 940 Year 1999 LCCN 98046370 Edition 1st American ed Place New York From Title Match C Publisher Arthur A Levine Books Dont Show in Researcher C Harty Potter Extent viii 341 p ill 24 cm Series SIP2 Options
214. heir scheduled reservation start date and b fulfill their requesting patron s reservation During check in if an item reservation is detected within this adjacent days ahead time period Alexandria will notify the current operator The GG and GPP circulation commands also take this setting into account before allowing you to check out an item that has a reservation Regardless of your policies when an item with a reservation is checked out to the requesting patron the item due date will always be the reservation end date The default days to look ahead value is set to 5 Show Patron Name in Reservations Window When checked the Reservations Calendar will show a patron s name on days with existing reservations also a patron s name will appear when a copy is Checked Out has an In Stock Hold or is Reserved When zot checked only the patron s barcode will appear on those days to indicate that the copy is in use e Email Librarian on Reservation When checked Alexandria will use the Email address es specified in the Site Management window page 48 to notify operator s when a patron places a reservation on an item Allow Reservations to Begin on Closed Dates When checked patrons are allowed to place a Reservation that begins on a Closed calendar day e g Saturday or Sunday This is the first day that an item can be picked up or checked out e Allow Reservations to End on Closed Dates When checked p
215. hoose dif ferent output locations and multiple recipients via email depending on your Output set tings Step 16 The options available on the Locations tab change depending on which Output method you have selected Choose an Output Format Adobe pdf or COMPedit vwp Use the Output Filename to name the report you can append either the beginning or the end of the filename with current date and time or the Data Station serial number Saving and Printing Your Report Step 17 When you are finished click Save All to have a working fully scheduled report that you wont have to worry about manually performing again for some time Revert All saei o Step 18 If you would like to print your finished report as a pdf click the Print button at the top of the window this button simply prints the report to the screen and ignores your Loca tions settings However you can also use the Print menu at the bottom right of the screen to Print as PDF Print as VWP or emulate the Output selections you ve made in the Locations tab For example if you have the Output in the Locations tab set to Save As File the Print menu will show Save As File as an available selection and will man ually save the file to the Alexandria Support directory in a folder named Operation Files Print Print Print as VWP Send to Operation Management Step 19 Clicking the Print button at the top or sometimes bottom r
216. icies icon in the Management section of the Preferences window Next select the policy to be modified from the Patron Item Policy drop down menus Move through the various Policies subtabs Check Out Overdue and Other provid ing appropriate values to the fields drop down menus and checkboxes in order to modify your existing policy When you have finished modifying the Patron Item Policy click Save to keep your changes otherwise click Revert to discard them NOTE Modifying a Patron Item Policy will not affect past transactions The only way to change the fine rate on a book that is currently checked out is to check the book in forgive the fine and then check the book back out to the same patron with the original due date using a manual override date 106 Alexandria Hosted Getting Started Guide Using the Policies Preferences Policy Preferences Step by Step Duplicating a Patron or Item Policy You can duplicate a patron or item policy when the policy settings are either exactly the same as or there are only minor variations from an existing policy To duplicate a patron or item policy Step 1 Select Preferences Cmnd Ctrl from the main Edit menu bar Step 2 Click on the Policies icon in the Management section of the Preferences window Step 3 Next select the policy to be duplicated from the Patron Item Policy drop down menus Step 4 Click on Duplicate in the bottom toolbar of the Patron or I
217. ick OK to continue Step 6 Finally click Save to keep your new grade level or Revert to discard it Sort Grade Description Cancel OK Alexandria Hosted Getting Started Guide 117 Patrons Preferences Grade Table tab Step by Step Removing A Grade Level To remove a grade from the table Step 1 Select highlight the grade that you would like eliminated and click Remove Step 2 When you are finished click Save to keep your changes or Revert to discard them Step by Step Editing A Grade Level To edit existing information in the Grade Table Step 1 Select highlight the grade that you would like to modify and click the Edit button this will call forth the Edit Grade level roll down Step 2 You can edit information in the Sort Grade and Description fields If you modify the Sort order the grades in the table will be adjusted automatically Step 3 When you have finished making changes click OK Step 4 Finally click Save to keep your changes or Revert to discard them 118 Alexandria Hosted Getting Started Guide Items Preferences eee Waly lt Configuring Essential Item Preferences joz The Items Preferences are used to configure general information about your catalog headings default 5 medium pictures and leading articles Not all of these preferences need to be configured during your initial a setup of Alexandria Listed below are those that COMPanion suggest that you initially set
218. icy subtabs One rule of thumb when creating an exception is to set up the policy how it would apply to the majority of users and then set up the exceptions When you Save your changes the fields drop down menus or check boxes with exceptions will be highlighted in red indicating that they are exceptions to the default standards A Once you ve finished click the Exceptions tab again to deactivate Exceptions Mode Any Pol icies subtab that contains an exception will display an Alert icon i e warning sign to the left of the subtab name this indicates that an exception is present for the selected Patron Item policy combination If you were to switch to a policy that has no exceptions there would be no Alert icons To remove exceptions click on the Exceptions tab followed by either Actions drop down menu located at the bottom of the Patron policy section on the left or the Item policy section on the right To remove an individual Exception select highlight the field drop down menu or checkbox that contains the exception and select Remove Patron Item Exceptions from the rel evant Actions menu You may also select Remove All Exceptions from either Actions menu to remove all of the exceptions from the combined patron and item policy Alexandria Hosted Getting Started Guide 103 Policy Preferences Using the Policies Preferences Step by Step Creating New Patron Policies Now that youre convinced more detailed Patron policies ar
219. ight of the window opens the Operation Management window and outputs a pdf for the selected report Although it s not recommended while the report is processing in the Operation Man agement window you can perform other tasks check items in and out or even prepare other reports If necessary click the Cancel button to stop the report from processing If the Operation Management or Report window becomes hidden behind other win dows find it again using the Windows menu Step 20 All reports printed to pdf or vwp will open automatically they are also saved to the Alexandria Support directory in a folder named Operation Files Voila You ve created and printed your own Saved report 208 Alexandria Hosted Getting Started Guide Getting Started With Utilities Waly WARNING LO If you are ever encouraged to Archive before performing a utility the correct response should a ways be Yes IMAT p asoH ale NOTE Remember you must have first established your Policies Preferences before you can perform utilities that migrate items or patrons to different policies An Introduction to Utilities Most Circulation window commands are designed to modify individual pieces of data one entry at a time utilities however can change large amounts of information in your database at once The Utilities window allows you to create your own custom set of commonly used essential ut
220. il ities we provide the general templates that help you build the utilities that modify transfer remove update or verify information in your database After the initial setup of your custom utilities you won t need to adjust the particulars very often The following chapter provide a brief overview of the Utilities window and then guides you through the step by step of creating a utility The Utilities Window In More Detail At first glance faced with an abundance of tabs and large fields containing long lists of names the Utilities window may seem overwhelming Dont panic Although it may look complicated the Utilities interface behaves almost identically to that of the Reports window If you ve been reading these chapters in sequential order you should now have a firm understand ing of how the Reports window operates and consequently how the Utilities window functions as well However if you yet haven t familiarized yourself with that area we advise that you to stop now return to the chapter detailing Reports page 183 and then return here afterward Once you have reviewed the Reports chapter in detail you should have a solid foundation and under standing of the inner workings of the Utilities window If you require a more comprehensive treatment of the Utilities window including all its associated categories tabs and selectable options please review the Utilities section s of Alexandria s Online Help The Utiliti
221. ile If you want to skip some of the first records in the import file you can specify an Initial Records to Skip value Default is 0 To readjust the field order highlight select and drag the field names Align the Alexan dria Field Types with information in your imported data To ignore a field double click on it to change the green checkmark to a large red x This means that the data for this field is ignored and will not be imported Step 8 Continue to match the Field Types with the information in your file Once the field order has been established click the OK button to import the data Step 9 The import will be sent to the Operation Management window which automatically orders sorts all pending operations i e reports utilities imports or exports and allows you to track the progress of the current operation Step 10 An operation that is currently running in the Operation Management window provides a Cancel option click Cancel to stop the import NOTE Special note should be made of the Full Patron Name field during a Patron data import If you have patrons with a combined first and last names one that has not been separated by tab delimination use this field to split the name into First and Last Name during import Alexandria Hosted Getting Started Guide 167 Importing Patrons amp Operators Patron Fields by Field Number Patron Fields by Field Number
222. ile in a tab delimited format most word processing and spreadsheet applications support files in tab delimited format In many cases patron data is available in a 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 when students graduate from elementary to middle school you can receive new patron information from the administrative office school information system and import it into Alexandria 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 school information system that can export data on your students in a tab delimited format please review the Patron Management window page 271 to determine what 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 t PTOL fieldcode fieldcode lt return gt e During import Alexandria att
223. indows Server 2008 and 2012 machines the log folder should be located here Hard Drive typically C gt ProgramData gt Alexandria Support gt Log e Advanced Bookings Every day that reservations begin an administrator level operator should select the Advanced Bookings option from the Circulation menu for more information on why this should be done review the Advanced Bookings section of Alexandria s Online Help e Process Pending Bookings When you select the Process Pending Bookings menu option Alexandria checks to see if any unavailable items have recently become available If they have they re automatically assigned to the requesting patron s Gj e Switch Site This allows operators with the proper Security Group permissions to change sites without having to Log Out and then back in again see Accessing a Different Alexandria Site on page 36 Alexandria Hosted Getting Started Guide 229 Circulation Window System Patrons System Patrons There are several system patrons that Alexandria uses to track items with unique statuses such as lost archived or out for repair For example to track items that have been lost you would check them out to the Lost Copies patron barcode 01 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 system patrons just as you would with any other patron Although System P
224. ine Help 154 Alexandria Hosted Getting Started Guide Researcher tab Researcher Preferences e Lexile Search Filter Default Use this drop down menu to determine whether or not you d like to provide Lexile search filters in the Researcher s Filter section Lexile Help un checked Allows patrons to use the Help Me Find a Book feature but it is not checked by default Lexile Help checked Allows patrons to use the Help Me Find a Book feature and by default it is checked Hide Lexile Help Make this selection if you do not wish to use the Help Me Find a Book feature if you don t record personal Lexile measurements at your site you may not want this feature to appear as it may confuse your patrons e Primary Study Program The selection made from this drop down menu affects a the default study program used in the Researcher s Study Program search and b the reading level that is displayed in the search results window if the Show Reading Level in Search Results box is checked see Interface tab on page 156 e Initial Search Results Limit Choose the maximum number of initial search results to return 25 50 or 100 Alexandria Hosted Getting Started Guide 155 Researcher Preferences Interface tab Interface tab Use these preferences to lightly customize the Researcher interface these preferences will be used as default for every Researcher that connects to your hosted Data Station Search Modules z
225. ing Temporary Items 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 Policy Standard Item Barcode Settings Next Barcode New copies are assigned the next available barcode number shown here unless you assign them a number manually You should configure this setting when you initially set up Alexandria so that new copies are assigned barcode numbers that coincide with your numbering strategy Default Policy amp Medium Select the default item policy and medium to use for new title records Default Policy This drop down menu allows you to select the default item Policy for newly added title records The default is Standard Item If an operator created item policy is applied and later removed from the system this setting will revert back to Standard Item e Default Medium This drop down menu allows you to select the default item Medium for newly added title records the program default is Book 120 Alexandria Hosted Getting Started Guide Items Preferences Copy Location Defaults Values entered here will be used as defaults when changing copy locations using the Set All Copy Locations data manipulation command CH Also during the data import process if a Site code being imported doesn t match any that exist in the Site Management window they will be repla
226. ing Started Guide Site Management Window NOTE You are not allowed to duplicate or add additional sites with a single site license You must be registered for multiple sites in order to use Central Union a special configuration of Alexandria see page 3 for more information Please contact COMPanion s sales department at 800 347 6439 if you would like to upgrade to a Central Union license and increase your site limit It is absolutely essential that you configure your site information before doing anything else First ensure that your union site information is accurate Next if youre operating in a Central Union environment now is the perfect time to add additional sites In order for a copy or patron to exist in your database they must belong to a site therefore accurate Site records are a necessity This chapter describes the basic layout and functionality of the Site Management window you will learn how to quickly add duplicate delete and edit site information How to Access the Site Management Window To manage your sites from an installed Librarian Workstation select Site Management from the Tools menu this will open the Site Management window in your default browser Otherwise you can access Alexandria s Site Management window anywhere in the world by typing the IP DNS address of your hosted Data Station e g 123 456 78 910 80 followed by sites into your browser s Address field usually
227. ing as unique identifiers for each of the fields that can be imported or exported Alexandria Hosted Getting Started Guide 161 An Introduction to Importing Tab Delimited Records An Example of an Alexandria Import File A sample patron import or export file might look like this it PTOL 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 mapping codes are used and different types of field information are entered e g the title or author of an item A simple way to study these formats is to export a few records then examine the export file with your favorite text editing program If you export files from software suites such as Microsoft Works you ll notice that some may also place their own headers at the beginning of files If you want you can open your export file and replace the software suite header with a valid Alexandria header If you don t do this manually you ll have to make sure you select the correct fields in Alexandria s Field Mapping window 162 Alexandria Hosted Getting Started Guide Importing Patrons amp Operators Imported patron and operator data can come from any source that provides a text f
228. ions menu in the Title field contains the Non Filing Characters Indicator 2 selection for digits 0 9 use this to specify the number of leading characters to ignore when indexing the title Thus the title The Wizard of Oz should have 4 selected so the book is sorted indexed as Wizard of Oz The final character to ignore must be either a blank space or punctuation character If this indicator is set incorrectly Alexandria will revert the Non Filing Characters setting to 0 rather than ignore a partial word The Wizard of Oz x Open Title Editor Non filing characters gt e Call Number Each title is assigned a call number The call number designates the location of an item in your library Because call numbers are site specific rather than universal such as LCCN or ISBN you must enter call numbers that are specific to your library The call number is saved in MARC field 900_a Depending on their origin imported MARC records may or may not include call numbers for your items Alexandria formats call numbers to remove control characters and double spaces thus repairing incorrectly formatted numbers Copies inherit their title call number unless a specific copy call number is exclusively changed e Policy Every title is assigned a policy these policies determine the circulation rules that govern a particular group of items In addition to enforcing circulation rules a policy is used to group items for s
229. irculation window each time the Librarian Workstation is launched approximately three or four lines down e You can locate your IP address under the Network header in the System Info subtab of the Special tab of the Librarian Workstation s Circulation window A M A Hs Uv 9 3 vr ILS a e 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 COMPanion s Technical Support team by calling 800 347 4942 or via email at support companioncorp com Alexandria Hosted Getting Started Guide 57 Administration Settings Step by Step Essential Administration Settings Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Select Administration Cmnd Ctrl Alt from the main Edit menu bar Alternately type the IP address or server domain name and port number of your hosted Data Station fol lowed by admin into your browser s Address field The Administration window will open in your default web browser Click on the Email icon in the Administration window sidebar If you want to send outbound email notifications you must configure how Alexandria communicates with your external SMTP server Therefore you must provide both a valid site Email address see Site Settings on page 48 for more information and a valid Email address for one of your District Administrator operators see
230. ired to control Alexandria This guide contains images from both Windows and Macintosh versions of Alexandria Macintosh amp Windows 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 some basic operational elements found in Alexandria Alexandria Hosted Getting Started Guide 25 Alexandria Basics Alexandria Online Help Help About Alexandria Librarian Tech Support Alexandria Help Update Registration Check for Librarian Updates Now Alexandria Online Help Almost every window in Alexandria has a special round Online Help button clicking this button opens your default web browser to the related Online Help page These pages contain information directly related to the area of Alexandria 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 Update Registration and if youre on an installed Librarian client Check for Librarian Updates Now selections On Windows all these selections are located under the Help menu e About Al
231. is outlined with a blue focus ring When a button e g Lexile Graph is outlined and you wish to perform that action press the lt spacebar gt 1 The default Password is the patron last name 284 Alexandria Hosted Getting Started Guide Alexandria Patrons Patron Management Step by Step Adding Patrons To add a patron record Step 1 Choose Patrons Cmnd Ctrl L from the main Show drop down menu Step2 This opens the Patron Management window Step 3 Choose New Record Cmnd Ctrl N from the primary Actions menu or Click the button located near the bottom of the Patron Records List pane or Use the Cmnd Ctrl N command to add a new patron record to your database Step 4 Move through the Personal Info Contact Info Notes Statistics and Lexile tabs providing information and updating the patron record as needed Step 5 Use the drop down menus to specify Policy Status and Sex for the patron Step 6 Use the Notes tab to add any optional patron alerts Step 7 When finished click Save in the upper right corner of the Patron Management win dow Alexandria Hosted Getting Started Guide 285 Patron Management Duplicating Patrons Duplicating Patrons Use the Duplicate Cmnd Ctrl D command or selection from the primary Actions drop down menu to make a copy of an existing patron You can then modify information for the newly created patron This will save valuable data entry time when yo
232. is Standard Item Alexandria Hosted Getting Started Guide 121 Items Preferences You can use temporary check outs to keep track of items in your library that can be loaned but don t want part of your permanent collection For example you may want to track when newspapers brochures magazines and other items are loaned and returned but not inventory them due to their limited shelf life Temporary items are checked in and out the same as other items they may be renewed and they can even elicit overdue fines However once the temporary item is checked back in the transaction record and temporary item barcode information is removed from Alexandria without a trace While they are checked out temporary items may appear in Loaned Item reports Patron Overdue Lists Charges and Overdue Fines and Lost Copies reports However because they are not inventoried they will not show on Inventory reports or Shelf List Cards reports Additionally a temporary item can never be found when searching your catalog If you find that your temporary items circulate frequently it may be better to permanently catalog them otherwise information about them will need to be re entered from scratch each time they are loaned There are several ways to check out temporary items e You can prepare several temporary item check out cards with barcode numbers taken from your temporary barcode range see above When a temporary item is checked out att
233. itially set by your Alexandria registration information 94 Alexandria Hosted Getting Started Guide Calendar Preferences Aay Contingent upon your Policies Calendars are used to help accurately perform certain circulation based calculations such as assign due dates calculate fines and manage holds among other things Therefore it s essential that you establish your week to week schedule and identify specific Closed dates throughout the year To assist you in setting up your calendar s quickly and accurately we recommend that you obtain a copy of your districts yearly schedule highlighting a of the Closed dates and holidays for the current and upcoming year s LO SDTATIS pe1soH O J These preferences also make it possible to create and assign custom calendars for each of your Policies helpful for when you have groups of patrons who may be operating on different school levels and or schedules For the time being you are only allowed to create calendars for the entire district not for a specific school Calendars Standard May 2016 EEEE Alexandria Hosted Getting Started Guide 95 Calendar Preferences Step by Step Creating Calendars Alexandria provides calendars for the current year the previous year and three years in the future Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Select Edit from the main menu followed by Preferences Cmnd Ctrl Click on the
234. itle beginning with Foundation type T foundation and press lt enter gt The Item Lookup window appears starting with the title in your collection that most closely matches the information you supplied Step by Step Locate An Item To look up an item by title Step 1 Either select Lookup from the Actions menu in the Current Item pane or type T in the command line Step 2 In the Lookup window type the first part of the title and press lt enter gt or Go Step 3 Highlight select the correct title and then lt enter gt click the Select button or double click on the correct title from the results list 240 Alexandria Hosted Getting Started Guide Additional Circulation Commands Circulation Commands Placing a Hold Request on a Title H Command H item barcode Placing a Hold Request Use the H command to place a hold on an item for the current patron or to activate Hold mode To hold an item for the current patron type H and then type or scan the item s barcode number and press lt enter gt If you do not know the item s barcode number locate it using the Item Lookup T command To start Hold mode type H and press lt enter gt a current patron is required 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 c scan a new patron barcode number or use the X or command e Ho
235. ject Sources tab alone Alexandria Hosted Getting Started Guide 125 Items Preferences Subject Sources tab Subject Sources Settings Second Indicators e Catalog LC Subject Headings 650 0 When checked subject headings are appropriate for use and conform to the Library of Congress Subject Headings LCSH also the Name authority files that are maintained by the Library of Congress will be keyworded Default is checked e Catalog LC Juv Headings 650 1 When checked subject headings conform to the AC Subject Headings section of the Library of Congress Subject Headings and is appropriate for use in the LC Annotated Card Program Default is Default is checked e Catalog National Library of Medicine Headings 650 2 When checked subject headings are appropriate for use and conform to the National Library of Medicine authority files Default is unchecked e Catalog National Agricultural Library Headings 650 3 When checked subject headings are appropriate for use and conform to the National Agricultural Library subject authority files Default is unchecked e Catalog Source Not Specified Headings 650 4 When checked unspecified catalog source headings will be keyworded i e operator supplied subject headings Default is checked e Catalog Canadian Subject Headings 650 5 When checked subject headings are appropriate for use and conform to the Canadian Subject Headings that are maintained by the
236. k District Address Book Standard Z39 50 Address Book To rename an existing non system address book do the following Step 1 Select Preferences Cmnd Ctrl from the main Edit menu bar Step2 Click on the Address Books icon in the Configuration section of the Preferences window Step 3 In the Address Books section select i e highlight the name of the non system address book that you want to rename Step 4 Next click on the List Options menu located in the bottom right hand corner of the Address Books section and select Edit Step 5 An Edit Address Book roll down will appear asking you to provide a new name for the selected address book Please enter a new name for the selected address book Cancel Save Step 6 Enter a new name for the selected Address Book required Step 7 Click Save when you are done or Cancel to close the Edit Address Book roll down without changing the address book name Step 8 Your renamed address book will be sorted alphabetically in the Address Books list Alexandria Hosted Getting Started Guide 79 Address Book Preferences Step by Step Duplicating an Address Book To duplicate an existing address book do the following Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Select Preferences Cmnd Ctrl from the main Edit menu bar Click on the Address Books icon in the Configuration section of the Preferences window In the Address
237. k 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 will appear If more than one policy setting is violated multiple 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 warning mes sage will appear and you are left without the option to override or check out the item to the patron You can decide to check the copy in instead of overriding the policy problem If the barcode you enter is not assigned to an existing item and is not part of the temporary bar code range defined in your preferences the Unknown Barcode window appears You can choose Ignore Barcode if you entered it incorrectly or you can add an 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 Security preference controlled 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
238. ke several hours or even days to be successfully delivered If it still hasn t succeeded after 100 hours generally referred to as the give up time by the RFC the email is discarded and a return to sender email will be sent 1 RFC is short for Request for Comments typically an IETF Internet Engineering Task Force memorandum describing methods be haviors standards and protocols research or innovations applicable to the working of the Internet and Internet connected systems Alexandria Hosted Getting Started Guide 61 Administration Settings Administration Email Settings Email Settings Use the Email settings to configure how Alexandria communicates with your library s email server This is required if you intend to email letters and notices from within Alexandria We recommend that you seek assistance from your IT staff when configuring your Email settings If you want to send outbound email notifications you must configure how Alexandria communicates with your SMTP server If you only have one server you only need to configure Server 1 However providing an secondary server Server 2 is beneficial on rare occasions when your primary server Server 1 is unavailable Server 1 SMTP Server Address Port 25 Use SSL Last Tested On Never Enable CRAM MD5 Last Test Results This test was not successful Use Authentication Login Password Server 2 SMTP Server Address Port 25 Use SSL Last Tested On Never Enable C
239. l time Since there is only one central patron database Central Union allows the most convenient access to inter library loans ILL Those considering Central Union should plan to address overlapping barcode ranges policies preferences and cataloging When considering add on features all libraries must subscribe to the same services For more information on Central Union and what is affected by it please consult Alexandria s On Line Help Distributed Union WAN gives librarians in a group of sites the ability to share resources with each other yet still manage and control their own collections independently Data folders are housed on separate Data Stations in each library or at a server farm in a central location Patrons have the ability to either search an individual library a group of libraries or the entire district at once Alexandria s advanced search features allow libraries to simultaneously access all collections in real time Each library can choose an appropriate license level for their patron base and anticipated usage Each library maintains control over policies preferences and cataloging Alexandria Hosted Getting Started Guide 3 Welcome to Alexandria Alexandria Options The following are stand alone features that allow you to accomplish anything from SIS automation to enhancing your collection with Lexiles or adding an Alexandria search widget to any given web page e SIF ensures that K 12 instruc
240. last name Alexandria Hosted Getting Started Guide 277 Patron Management Alexandria Operators Once you have provided the necessary information for your operator click Save in the upper right corner of the Patron Management window If you want to discard the information you have entered click Revert and the previous patron record will be displayed Clicking Save causes the new operator Name to appear in the Patron Records List as shown below NOTE Using the Data Import window you can quickly Tateyama Terra Pratt Jared import many operators if Everill Randy you have their data in Andrea Alex Smith John Crais Colin Darger Dick Evans Earl electronic format See page 159 for more information Near the end of this chapter page 291 you ll find step by step instructions on how to only view operator records in the Patron Records List as demonstrated in the screenshot above 278 Alexandria Hosted Getting Started Guide Alexandria Operators Patron Management Step by Step Adding Operators To add a new operator record Step 1 Choose Patrons Cmnd Ctrl L from the main Show drop down menu Step 2 The Patron Management window will appear Step 3 Choose New Record Cmnd Ctrl N from the primary Actions menu or Click the button located near the bottom of the Patron Records List or Use the Cmnd Ctrl N command to add a new operator record to your database Step 4 A fre
241. lds are against a single item record If one copy of that title is available the hold becomes an in stock hold awaiting patron pick up 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 NOTE 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 Place A Hold To place a hold on an item Step 1 First scan or type the patron s barcode to make the item current Step2 Next use the Lookup command T and from the Lookup window enter the name of the title Step 3 Select the correct title from the Item Lookup window by double clicking on the name or by highlighting the correct title and pressing 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 this will place a hold on the current item for the current patron Alexandria Hosted Getting Started Guide 241 Circulation Commands Additional Circulation Commands Place a Forward Reservation on a Specific Copy G Command G item barcode Place a Reservation This command allows the current patron to place a reservation
242. le e Sort By The selection made from the Sort By drop down menu determines how information in the report is ordered Some selections sort by two or more values e g Patron Level Name A complete list of report sorting options can be located on Alexandria s Online Help e Select By This powerful drop down menu allows you to add boolean modifiers that shape the report by including only the information you require The Select By options are processed in top down order You won t usually have to worry about the default values provided in the boolean list instead you ll want to use the Add Selection button to add your own modifiers As you select values from the drop down menus new blank fields may appear prompting you for information One example of this would be the Starting and Ending Date fields that appear when Due Date is chosen from the Select By drop down menu allowing you to provide the date range between a starting and ending value Another example would be the Starting and Ending With fields If you enter only a Starting With value the program will select all records that begin with the entered text Entering a Grade value of GRI would select grades GR100 GR10 and GR1B37 Therefore use both the Starting and Ending With fields even if you are only searching for one value e g Silver Silver To do an exact match for a text field range enter an Ending With value that matches the Starting With
243. lerated Reader and Reading Counts applicable study program information is generally stored in the 526_c tag Reading level information can be accessed and modified in the Study Programs subtab of the Item Management window This preference will ignore Lexile information since that value is displayed independently determined by the Show Lexile in Search Results preference above 156 Alexandria Hosted Getting Started Guide Interface tab Researcher Preferences e Show Available at Local Library in Saved Lists When checked the Simple List print format for saved lists in the Researcher will include the ampersat symbol to denote that the item is also available at a local library This symbol will not appear if your Public Library Cross Check preferences are not configured correctly and the Flag Items Also in Public Library titles utility hasn t been performed e Show Title Availability in Search Results When checked the Researcher will show title IN OUT availability in the search results list e Show Lexile Indicator in Saved Lists When checked a lexile indicator e g Lexile 550 will appear to the right of each title in Researcher saved lists revealing whether it is above equal to or below the current patron s Lexile measurement e Show Citation References in Search Details When checked an MLA formatted Citation reference will appear in the Researcher Item Details window this can be copied and pasted into oth
244. 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 e Digits 5 through 9 identify the individual patrons or items in the group Using 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 NOTE 110 2 00361 110 identifies the library Ths spaces between numbers in the barcode example to the 2 identifies the patron or item group left are for readability 00361 is the specific patron or items number The actual barcode would be If you have a smaller number of patrons you can choose a simpler code with fewer digits The main entered as objective is to keep the number of digits the same for items and patrons to ensure that each library in a 110200361 district has a unique range of barcode numbers and to use the most straightforward numbering scheme as possible while still meeting your needs Alexandria Hosted Getting Started Guide 15 Preparing for Alexandria Barcode Your Collection Classes of Barcode Labels There
245. licate If selected the Duplicate Address Book command will be performed Addresses Tools e Add Clicking the Add button will perform the Add Address function e Remove Clicking on the Remove button will perform the Remove Address function e Edit Clicking the Edit button will perform the Edit Address function e Duplicate Clicking the Duplicate button will perform the Duplicate Address function You are also able to sort addresses in the Addresses section by clicking on the column headers Type Name Address and Availability Of the four Availability is the most useful this way you can quickly discover which addresses you are actively searching Addresses Type Name Address Availability 239 50 Site DC Special Library of Cor z3950 loc gov Available 0 239 50 Site OH Special OhioLINK olci ohiolink edu Available 239 50 Site MA Academic Tufts Unive library tufts edu Hide Everywhere 239 50 Site AL Academic Spring Hill C sphc sirsi net Hide Everywhere Alexandria Hosted Getting Started Guide 75 Address Book Preferences NOTE Sites that are behind a firewall will need to open ports 1025 and 30427 in order to make their collections accessible Address Books Adding Removing Editing and Duplicating You may add as many different address books as you need to manage your library collections Since you can specify which address book s your Researcher will use by default additional address bo
246. ll be populated with operator record s sorted by those that most closely match the informa tion you provided Select the operator you want to remove from the Patron Records List From the primary Actions menu choose Remove Record Cmnd Cmnd R or click the Remove Record button Alexandria will ask you to verify the permanent removal of the selected operator record Click Remove to delete them or Keep to retain them in your database Just like patrons an operator cannot be removed if they have items checked out Use caution if an operator has any outstanding fines or charges removing them will also clear their fines from the system Alexandria Hosted Getting Started Guide 283 Patron Management Patron Management Alexandria Patrons Alexandria Patrons Use the New Record Cmnd Ctrl N command button or corresponding selection from the primary Actions menu to add a new patron to your database When you use the New Record command a blank Patron Management window will appear NOTE Using the Data Import Provide all the necessary and required information such as first and last name address and so forth make selections from drop down menus and check or uncheck boxes in each of the Current Patron window you can quickly Record tabs import many patrons if you have their data in e Alexandria automatically copies the City State Postal Code and Country from the address electronic format y
247. ll open it if it is able Use this command to open COMPedit documents txt documents MARC documents MicroLIF documents and other files for viewing Close Window Cmnd Ctrl W Closes the topmost Alexandria window exception for the Circulation window which can t be closed while Alexandria is running e Close All Cmnd Ctrl Alt W Closes a Alexandria windows except for Circulation e 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 e Save as Attachment This allows you to attach the content of any COMPedit vwp document to a Tech Support Message using the Email subtab under the Support tab of the main Circulation window You may also attach an Item or Patron record as an attachment when you send an email to our Technical Support service department e Revert to Saved Changes made to the current record are discarded and the original content is restored in the window This doesn t affect Alexandria s web services or online interfaces e Import Transaction Script If you use a portable laser scanner for specific library duties e g inventory and have downloaded the data to your hard drive use this command to import and process the script on your hosted Alexandria server e Archive Now Performs an immediate backup of your hosted Alexandria data For more information on archiving please review pag
248. located in the upper left corner of the window C ff Q 123 456 78 910 80 sites If you are not sure what IP address or server domain name your hosted Data Station uses e It appears in the Transaction Log of the main Circulation window each time your Librarian Workstation is launched approximately three or four lines down e You can also locate your IP address under the Network header in the System Info subtab of the Special tab of the Circulation window e 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 COMPanion s Technical Support team by calling 800 347 4942 or via email at support companioncorp com we ONA IMAI p asoH O Ale os Export Import Reports Utilities Operation Management Inventory Manager SIF Management Authority Control Map Editor Explore Builder Review Management Alexandria Hosted Getting Started Guide 41 Site Management Window What is Site Management For Single Sites If you manage a single site collection you will only ever have information for your one site in the Site Management window you wont have access to the Site Record List and associated tools page 46 In fact if youre a single site you can skip ahead to verify your site information in the Current Site Record pane see page 48 However Alexandria also has the
249. low the line is every user s operations e Today Filters only the operations that were performed or queued today from the Operation Management window e Last 7 Days Filters only the operations that were performed or queued over the last week from the Operation Management window e Last 30 Days Filters only the operations that were performed or queued over the past month from the Operation Management window e Last 60 Days Filters only the operations that were performed or queued over the past two months from the Operation Management window e All Shows all the operations that have been performed or queued in the Operation Management window during the last three months i e 90 days Alexandria Hosted Getting Started Guide 221 Operation Management Operation Type Filters Depending on your security settings this drop down menu may contain two sections everything above the line is visible for the current user i e the operator s operations while everything below the line is used to view operations initiated by aif users All Types Shows all types of operations that have been performed or queued by the current user in the Operation Management window e Exports Shows only the export operations that have been performed or queued by the current user in the Operation Management window e Imports Shows only the import operations that have been performed or queued by the current user in the Operation Managemen
250. m and then use Boolean operators to refine their search Experienced users will typically use the Advanced interface for all of their searches e The Study Program interface is useful for those who want to look for titles belonging to a particular reading group or interest level Enter a keyword even if it s only the first few letters click on the Search button then select the terms you want from the results list e The Explore section shown below consists of a completely iconic interface that provides shortcuts to popular searches Most Popular What s New Award Winners etc and can be customized by the librarian for quick access to specific library resources Of the five default icons Explore is the only one that leads to another set of icons Explore O ew ge Most Popular What s New Award Winners eBooks However once a search has been performed the main window transforms to provide the results of your latest search in a variety of configurable views along with a series of breadcrumbs or an explanation of why no search results were returned For more information on how to use the Researcher including exhaustive documentation about its many features and attributes please consult the Researcher sections of Alexandria s On Line Help Alexandria Hosted Getting Started Guide 151 Researcher Preferences Researcher Overview CO Step by Step Setting Researcher Preferences YQ Researcher Preferences are used t
251. m Management window The term item can also mean asset 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 any single copy Switching from the Item Management window to the Circulation window makes an item current in the Circulation window Vice versa if you have an item current on the Circulation window and activate the Items window that item s record information will be displayed If there is no copy record in the Current Item pane of the Circulation window when the Item Management window is opened the default selection will always be the last fifty modified titles If your database contains no item records COMPanion will always offer a sample record the Alexandria User s Manual If the Item Management window is opened 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 Title Sequence 252 Alexandria Hosted Getting Started Guide Item Management Item Management Window The Item Management Window In More Detail The Item Management window is divided into two distinct sections T
252. mbedded Book District Access Any Visit the following links to view step by step Address management information e Step by Step Adding Addresses to an Address Book see page 84 e Step by Step Duplicating an Address see page 85 e Step by Step Editing an Address see page 86 e Step by Step Removing an Address from an Address Book see page 87 Alexandria Hosted Getting Started Guide 81 Address Book Preferences Address Type Settings Choose Alexandria Data Station Textbook Tracker Data Station Z39 50 Site Embedded Book or District Address as the address youd like to add from the Address Type drop down menu Some Address Type s may not be available if you re not registered for a particular feature or module e g District Access The text fields and drop down menus of the Add Site Address window will vary depending on which Address Type is selected Listed below you will find explanations of these Address Type settings and selections e Availability Use this drop down menu to determine whether this address type will be available to everyone hidden only from connected Researchers or completely hidden everywhere altogether including Cross Data Station reporting This selection is available for a address types e Name Use this field to name your new address type e g Washington Middle School This field is required trying to save without a name will cause an error message to appear This field is available for a a
253. meaningful for Central Union multi library collection licenses for all other licenses the District Administrator security group is analogous to the Library Administrator By default the Library Administrator is assigned to a single site however this can be adjusted to allow access to additional sites E Use the New Record Cmnd Ctrl N command button or corresponding selection from the primary Actions menu to add a new operator to your database When you use the New Record command a blank Patron Management window will appear Personal Info Contact Info Notes Statistics Lexile Site CDL v Homeroom Front Office p ae Lock 2nd Location Student 84121 Take Patron Picture via TWAIN Browse for Patron Picture aca Paste Patron Picture yor Card Exp Date Jun 7 2013 Remove Patron Picture Susp End Date Show Details Ctri Shift D Birthdate May 1 1991 Show History Patron Utilities Graduation Date Sey Reading Level Security Group Librarian Change Window Color Load Default Color UserID TTateyama Sex Female _ Reset Password Status Active Grade HINT 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 click in the related fiel
254. ment window Condition codes are created and maintained in the Condition Codes preferences window for more information please review the Copy Condition section of Alexandrias Online Help Check Out These settings are sometimes useful when your site has need of separate Workstations some that only allow bookdrop and others that only allow check out However the Self Service module serves these needs far far better e Check Out Options This drop down menu allows you to change the default functionality and customize the behavior of the Check Out mode You may select one of three options e Allow check in during check out The default selection this option allows items to be bookdropped when the Circulation window is in Check Out mode e Allow check in with confirmation during check out If selected the program will not allow an item or items to be bookdropped or renewed during Check Out mode without operator confirmation e Don t allow check in during check out If selected the program will not allow items to be bookdropped or renewed when the Circulation window is in Check Out mode For example if you attempt to bookdrop an item that a patron currently has checked out or you mistakenly scan the item barcode twice during the original transaction the request is ignored and you are informed that bookdrops aren t allowed during check out However regardless of this setting if you attempt to check out an item
255. move any patron s archive your database Removing a patron is To permanently remove an operator select the operator name from the Patron Records List and choose Remove Record Cmnd Cmnd R from the primary Actions menu or click the Remove Record button when asked to verify the deletion of the operator choose Yes As with patrons when an operator record is removed all associated operator information is also removed For example removing an operator also deletes the history and statistics that operator has accumulated An operator who has items checked out can not be removed until the items have been returned to the library or recorded as Lost Step by Step Removing Operators To remove an operator record Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Choose Patrons Cmnd Ctrl L from the Show drop down menu This opens the Patron Management window Choose Find Cmnd Ctrl F from the main Edit drop down menu or Click the Find button located near the bottom of the Patron Records List pane or Choose Find Cmnd Ctrl F from the primary Actions menu Any of the above will open the Patron Selection window Using the Patron Selection window provide qualifying information about the operator e g First Last Name or Barcode and press lt enter gt If results multiple or exact are located for your search the Patron Records List wi
256. n 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 for 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 Fiction and a Non Fiction policy instead but consider being even more detailed in setting your policies instead of just Non Fic tion 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 des ignations 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 Hosted Getting Started Guide 101 Policy Preferences Using the Policies Preferences yy Using the Policies Preferences L The Policies window
257. n in the Management section of the Preferences window Step 3 Click on Add in the lower left hand side of the Item policy section Policy Name Policy Short Code Stat Group Current Policy Defaults from Standard Cancel OK Step 4 Enter the new item Policy Name and Policy Short Code and optional Stat Group in the fields provided Step 5 Make a selection from the Defaults from drop down menu the new policy will take its default settings from the existing policy selected here Step 6 When you are finished press lt enter gt or click OK Step 7 Next move through the various Policies subtabs Check Out Overdue and Other providing appropriate values to the fields drop down menus and checkboxes in order to create your new policy Step 8 When you ve completed your new policy click the Save button Step 9 Repeat this process until you have created all the new item policies you desire NOTE Many school libraries or public libraries create policies based on medium type or call number range Alexandria will never automatically change or set an item policy when it discovers a matching medium type or call number range The librarian must set an item s policy either during an item import running the Utilities Copies Replace Information or manually in the Item Management window 1 A Stat Group is a way to group policies for statistical reporting Alexandria Hosted Getting Started Guide 1
258. n not checked receipts can be printed manually using the D command in the Circulation window at the end of a transaction Number of Check Out Receipts to Print This indicates the number of receipts that will be automatically printed on check out check in or renewal Default is Print for In Stock Hold Receipts When checked Alexandria will automatically print a receipt when an item becomes an in stock hold Number of In Stock Hold Receipts to Print This indicates the number of in stock hold receipts that are automatically printed when an in stock hold request is made Default is Print for Payments and Refunds Receipts When checked Alexandria will automatically print receipts for payments and refunds Number of Receipts for Monetary Transactions This indicates the number of receipts that will be automatically printed for monetary transactions such as refunds and payments 144 Alexandria Hosted Getting Started Guide Letters tab Circulation Preferences Letters tab These preferences are used to customize and manage the messages that appear in the patron notices sent from your library these includes in stock hold and overdue suspension notices recall messages etc For more information about how and where these messages are used please see the related Letters preference section in our Online Help a User Interaction Circulation Rules Receipts MGA Circulation Settings These preferences are used to customize
259. n optional configuration of Alexandria You must have purchased the WAN license in order to use this configuration The Sites tab only available for Distributed Union users lets you choose which collections to draw the report information from That means if you have multiple sites you can either generate reports for more than one library or just your own library The Sites tab is zot available for all reports a COMPanion Developer Create New Saved Report Print V Sites Summary e Use the gt button to move a selected site from the Available Sites to the Selected Sites field e Use the gt gt button to move all Available Sites to the Selected Sites field e Use the lt button to move a selected site from the Selected Sites to the Available Sites field e Use the lt lt button to move all Selected Sites to the Available Sites field Alexandria Hosted Getting Started Guide 195 Getting Started With Reports Report Selection Pane Schedule tab The Schedule tab useful only for Saved reports is comprised of a fairly straightforward lay out full of simple time saving features For instance let s say that you wanted to run a certain report every Friday at 5a m Using the Repeat drop down menu select Weekly and set the time drop down menu s to 5 and AM When the Week s on selection appears select Fri If you want confirmation that the report is being performed at the indicated tim
260. n order determined by the Search Order selected from this drop down menu One advantage of using the Search Order drop down is that you are able to determine which sites are returning results and which are not In other words if a particular Search First server isn t returning any results you may choose to remove it to Hide Everywhere pick a different server or change it s search order to Search Last A good strategy is to only select site s that you think will return the most complete accurate information After all you only need one complete record to match not 100 of them therefore choosing 100 sites to Search First isn t necessarily better than picking 4 e Treat As Search Group If you have Treat As Search Group enabled then all the addresses contained within an embedded address book are treated as a group and are searched as a whole they appear in brackets in the site selection drop down menu of the Researcher s header bar e g Washington School District If you choose to disable Treat As Search Group then all the addresses contained within an embedded address book are placed inside a sub menu and can be individually selected apart from the group This setting is only available in Embedded Book address types Treat As Search Group Enabled COMPanion Demonstration Library v COMPanion Demonstration Library Treat As Search Group Disabled Washington School District COMPanion Demonstration
261. nces are organized together in an easy to use and easily identifiable layout divided into the following two categories Management and Configuration Once the Preferences window appears click on the corresponding icon s to view the available preference settings Management Configuration D 6 p m Patrons Acquisitions Localization Cross Check Barcodes x 9 g Calendars Circulation Authority Sounds Circulation Advanced Groups Bookings Q Ta vx J Researcher Policies fe Security Address Books Please keep in mind that some preferences may not be available for certain clients your hosted Alexandria Data Station may have more preferences available than a Librarian Workstation Some preferences are only active after you have licensed them e g certain vendors in Extras 54 Alexandria Hosted Getting Started Guide Introduction to Preferences Administration Settings and Management Configuration Preferences Although this is not an exhaustive list of every single setting and preference tab in their entirety the following provides a summary for each preference that COMPanion recommends you initially set and the order in which you should configure them Review the subsequent preference chapters for additional information on how to configure these settings COMPanion generally recommends that you configure your Preferences in the following order Site Management Site Management Although not found
262. nd Online Modules Accessing Alexandria s Web Librarian You have the convenience of configuring preferences and running certain Librarian Workstation reports and utilities over the world wide web However operators attempting to access these online features must have the proper Administrator level type Security Group permissions page 65 Step 1 To access the Web Librarian launch your default web browser e g Apples Safari Mozilla s Firefox Google s Chrome or Microsoft s Internet Explorer Step 2 In the browser window s address field typically located in the top left corner of the win dow enter the IP address or domain name of your hosted Data Station e C ff Q 123 456 78 910 80 librarian Step 3 This address is displayed in Alexandrias Transaction Log when you first launch the Librarian Workstation However if you are having trouble locating the IP DNS your hosted Data Station uses please contact COMPanion s Technical Support Service at 800 347 4942 or 801 943 7277 and follow their guided step by step instructions Step 4 If specified don t forget to include the port number at the end of your www address For example if the location of your hosted Data Station is www alexweb com and the port value is 80 type www alexweb com 80 in the Address field without the quotation marks NOTE If you are not familiar with browsers domain names IP addresses or other information me
263. nding a test email e Last Test This field displays the last date time that the server test was performed and whether the test was successful or not Step by Step Setting Up Your SMTP Server These step by step sections are intended for new or first time operators who need to know which initial settings we recommend they configure Step 1 Go to Edit on the main menu bar and select Preferences Cmnd Ctrl Alt Step 2 Click on the Email icon in the Administration window sidebar Step 3 To successfully use an external SMTP you must provide both a valid Site Email Address and a valid Email Address for one of your Administrator level operators 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 of the window Alexandria Hosted Getting Started Guide 63 Administration Settings Using Gmail as Your SMTP Server Using Gmail as Your SMTP Server One of the little known freebies Gmail offers is a portable SMTP server to send mail from any network for any email address Step 1 Select Administration Cmnd Ctrl Alt from the Edit menu Step 2 Next click on the Email icon located in the Administration sidebar Step 3 In the Email settings type the following address into the SMTP Server field smtp gmail com Step 4 Be sure that the Port field is configured as 4
264. ne interfaces we allow operators with the proper Security Group permissions page page 65 to change sites without having to Log Out and back in again This is done via a system standard roll down window that contains a list of a the sites for which the operator has access The last site selected will be highlighted in the list the Select a Site roll down does mot appear when an operator only has access to one site Select a Site This list contains the sites you can access Coolidge Elementary School CES Lincoln Middle School LMS Madison Middle School MMS 1 Some security groups require the proper security permissions to perform a Restart 36 Alexandria Hosted Getting Started Guide Web Services and Online Modules Web Services and Online Modules You can access many different parts of Alexandria through your default web browser To do this enter the IP address or server domain name and port number of your hosted Data Station followed by a forward slash and the name of the online module you want to access into the address bar of your web browser e g http 123 456 78 910 80 preferences This allows you to access parts of your Alexandria database without installing a Librarian Workstation If you are not sure what IP address or server domain name your hosted Data Station uses e On an installed Librarian Workstation the web address of your hosted Data Station can be seen at the top of
265. ned in the Management Tools Circulation Preferences Report ing Researcher tabs that cross the top of the window Step 5 You may also edit the current security group by selecting Rename from the Actions menu Doing so will trigger the Rename Security Group roll down Step 6 Input the new security group name and click OK You are unable to change the names of Alexandria s default security groups also each security group name must be unique Step 7 When you are finished click Save to keep your changes or Revert to abandon them NOTE The default District Administrator security group can not be edited Alexandria Hosted Getting Started Guide 71 Security Preferences Step by Step Removing A Security Group You may remove the currently selected security group by clicking the Remove button Operators will be asked if they are sure they would like to remove the selected security group click OK to proceed or Cancel to abort the removal Operators will not be able to remove any of Alexandria s default starting security groups Once a security group has been deleted it can not be restored To remove an existing security group Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 From the Edit menu select Preferences Cmnd Ctrl or Type the IP address or server domain name and port number of your hosted Data Sta tion followed by preferences into your browser s Address field
266. ng operator record You can then modify the duplicated information to create a new operator This will save time when adding operators that have identical information such as Location Policy Security Group and Status When you use the Duplicate Cmnd Ctrl D command the Current Patron Record will appear with information copied from the previously selected operator record Alexandria will have automatically assigned the Next Barcode value see Patrons Defaults tab on page 113 rather than duplicating the barcode from the original patron record Replace any existing information in the tabs and fields of the Patron Management window with information specific to the newly duplicated operator Step by Step Duplicating Operators To duplicate a operator record Step 1 Choose Patrons Cmnd Ctrl L from the main Show drop down menu Step 2 This opens the Patron Management window Step 3 From the Actions menu choose Duplicate Record Cmnd Ctrl D Step 4 The Current Patron Record pane will refresh containing the duplicated operator infor mation except for barcode and statistics Step 5 Move through the Personal Info and Contact Info tabs making changes to the operator record as needed Step 6 Use the drop down menus to specify Policy Status and Sex for the operator Step 7 Use the Notes tab to add any optional operator alerts Step 8 When you ve finished adjusting information in the duplicated record click Save in the upp
267. ng the Site ID Code in the web address For example if the COMPanion Middle School has a Site ID Code of CMS you would enter the URL as http Researcher IP Address port site CMS 150 Alexandria Hosted Getting Started Guide Researcher Overview Researcher Preferences Researcher Overview The main Researcher window can be divided into several distinct sections Site Information Reset Search At the top of the window is a blue header bar that stretches from left to right Reload Window z Site List Home Login COMPanion Developer v Links Bulletin Boards Help The left hand side of the window shown on the right contains the Tools and Lists selection menus and eventual post search Result Filters At the outset the larger secondary section of the window is composed of a series of different Search EEN Ti options filters and panes these include but are not limited to the Simple and Advanced search the PEE Explore and Extras panes which include MackinVIA netTrekker and Capstone Interactive an ureters Simpler LCa Subject All Words Filter The Simple search is for those who don t have strong reading or writing skills Enter a search term and then click an optional picture icon to perform the search e g Author Title Series or Subject and All Words e The Advanced search allows patrons to choose the search type e g All Words Authors or Titles using drop down menus enter a search ter
268. ngs see Administration Email Settings on page 61 For more information about the Send Email window see page 220 Operation Information By themselves completed operations display very little information in the queue they have a completion date operation name and the operator who created it Additional information for each operation such as new or modified records associated error messages notes or library codes necessary for Central Union etc can be acquired by clicking this icon If an error occurs during an operation an alert icon will appear in the summary informing you that you should pay special attention to the results alerts and exceptions contained within your PDF are printed in red e Open Report If an operation is a report clicking this icon will open the saved report as an Adobe Reader PDF file e Download File If an operation is an export clicking this icon will spawn an operating system standard Save As window asking where you would like to download your TXT or AXD data file Alexandria Hosted Getting Started Guide 219 Operation Management Send Email The Operation Management window has integrated email capabilities Clicking the Send Email button opens the Send Email window which allows you to send a downloadable link to the completed operation file The Send Email icon won t appear to the right of the operation until you ve properly set up your Email settings see Administration
269. nly show reports for selected categories subcategories For example if you select Patrons from the report Categories pane the Saved tab will only show operator created Patrons reports if you select a Patrons subcategory e g Forms Labels Usage etc your results will be further refined When a report appears red in the Saved list it indicates that unsaved changes have been made to the report When a Saved report has been changed the Revert All and Save All buttons appear in the Report Tools Search pane in place of the Print button these buttons will save or revert all of the currently modified reports If you try to close the Reports window with unsaved changes Alexandria will ask you to save or revert all your changes otherwise click Cancel to return to the Reports window an option below to continue or select Cancel to return to the window and review your changes You have unsaved changes to 8 Reports Please select Save All When you make a report selection from the Saved tab the Selected Report pane i e the bottom half of the window is populated with the following tabs Overview Selection Sites Distributed Union Schedule and Location By default the Overview tab has focus when the Selected Report pane is first made active Once a Saved report has been selected it can then be printed modified duplicated or removed 190 Alexandria Hosted Getting Started Guide Report Selection Pane Getting S
270. not case sensitive 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 that 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 default Student Aide does zot have authorization Here s how you can access Alexandria as a different operator e Restart Ctrl Alt Shift E Option Cmnd E or Log Out Cmnd Ctri E from the File menu When the Alexandria Log In window appears enter the appropriate Username and optional Password and click Log In to access the software as an entirely new operator This way if the operator who is currently logged into the program doesn t have the security permissions to access or change specific options information or preference tabs you may Log In as an operator that does Gj Accessing a Different Alexandria Site Cash Drawer Balance Advanced Bookings Jefferson Middle School JMS Process Pending Bookings This is the Switch Site selection in Roosevelt Middle School RMS the primary Actions menu of the Circulation window page 228 Washington Middle School WMS In many of Alexandrias web services and onli
271. ns and charges Holds Email Librarian on In Stock Hold Allow Renewals When Holds Are Pending Alert for Copies from Different Libraries During Check In and Inventory Overdue Charge Late Fees on Lost Books Charge Late Fee on Found Books Returned Lost Item Fine Hide Overdue Payment Window in Bookdrop Mode Returned Lost Item Fine Amount 0 00 Allow Payment Notes for Operators with Limited Access If the current operator e g Student Aide doesn t have the proper Payments or Refunds and Credits security permissions when there is a payment or refund due for a returned copy this preference allows them to enter information in the Payment Notes field of the Lost Book Charge window all other charges information will be hidden Reservations Days to Look Ahead When Checking Out Reservations 5 Show Patron Name in Reservations Window Email Librarian on Reservation Allow Reservations to Begin on Closed Dates Allow Reservations to End on Closed Dates Notify of Upcoming Reservations Days to Look Ahead for Reservation Notice 4 Holds Settings e Email Librarian on In Stock Hold When checked Alexandria will use the Email address es specified in the Site Management window page 48 to notify operator s when an item status changes to In Stock Hold e Allow Renewals When Holds Are Pending When checked patrons are allowed to renew items which have hold requests pending from other patrons Alert for Copies from Di
272. ns assignments and activities 8 Alexandria Hosted Getting Started Guide Welcome to Alexandria Hardware amp Accessories We offer the finest barcode readers labels backup solutions power supplies and more all designed to work seamlessly with our software products We also offer photo composed and laser printed labels If you are interested in any of our hardware products or accessories please contact one of our sales representatives at 800 347 6439 e Scanners Our high performance wireless barcode scanners come pre configured for Alexandria and give you the freedom to roam while staying connected They incorporate advanced LED technology that combines bright sharp aiming lines with high resolution imaging enabling you to read barcodes quickly and accurately without touching the label great for library situations where the convenience of a wireless hand held scanner is required e Receipt amp Slip Printers Keep patrons informed of their due dates fines payments holds reservations and other transactions with our Receipt and Slip printers Our printers are small fast and functional Designed for everyday use they offer clean quiet high speed thermal printing capable of producing over 40 receipt styles and sizes e Cash Drawer Designed to function with COMPanion s slip printer hardware the cash drawer with removable till compartment is programmed to automatically open after specific transaction events
273. nsactions 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 hosted Data Station during the procedure Alexandria Hosted Getting Started Guide 233 Circulation Window Offline Mode 234 Alexandria Hosted Getting Started Guide Circulation Commands 0 Waly Circulation Command Basics When typing rather than scanning barcodes always follow the barcode with an lt enter gt LO Make a Patron Current Command P patron barcode Make a Patron Current Use this command line combination to make a specific 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 a ways check to see if the barcode belongs to an item before a patron SDIATIS pe1soH O J If an existing patron barcode is the same as an existing item barcode always put a P in the com mand line before scanning the barcode to specify the patron However COMPanion strongly rec ommends that you change either the patron or item barcode to avoid these potential conflicts Make an Item or Patron Current Command xX barcode Make a Patron or Item Current Use
274. ntains your data on hardware that is configured with hard disk drives in a robust RAID array in the event of hard drive failure service will not be interrupted All data is backed up daily and stored on COMPanion servers with an additional daily backup stored securely off site at a separate data network facility Daily backup data is kept for seven 7 days as part of the dedicated Hosting Service Agreement Your Data folder cannot be accessed outside of COMPanion s hosted services However for a nominal fee a DVD based hard copy of your data may be obtained for safekeeping and is offered by COMPanion as an additional measure of protection and peace of mind In the unlikely event that your data needs to be restored from a backup COMPanion will per form that service at no additional charge as quickly as possible COMPanion respects your hosted data as confidential and will never distribute any of your data s contents to a third party without prior written authorization Any authorized third party with whom COMPanion does business would guarantee the same expectation of confidentiality If you would like to order a DVD based backup of your data contact your sales representative at 800 341 6439 for information and pricing If you ve already licensed use of COMPanion s hosted service and have questions or problems during installation contact COMPanion s 24 hour Technical Support Service at 800 347 4942 or by email Alexandria o
275. nterested in purchasing Alexandria s cash drawer component contact your sales representative at 800 347 6439 and ask about parts V4200 or V4202 If you have already purchased COMPanion s cash drawer component for Alexandria and need further information or assistance with setup operation and maintenance for the system please call COMPanion Technical Support at 800 347 4942 or email support companioncorp com 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 not checked receipts can be printed manually using the D or QP command in the Circulation window at the end of a transaction 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 displayed when you click on the current item s Details button When not checked receipts can be printed manually using the D command in the Circulation window at the end of a transaction 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 Whe
276. ntioned above see your system administrator or other qualified individuals in your organization to help you get set up 38 Alexandria Hosted Getting Started Guide Adaptive Dates Alexandria Basics Adaptive Dates An adaptive date can be substituted for an actual date anywhere within Alexandria however adaptive dates are mostly used with exports utilities and reports 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 February 27 2014 then entering td or today is the same as entering 2 27 14 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 2012 then entering yd or Syester day is the same as entering 4 6 2012 Y tomorrow 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 2012 then entering tm or tomorrow is the same as entering 4 8 2012 lastweek or lw Entering the blw or lastweek command will subtract seven days from today s date For example if the current date is April 7th 2012 then entering 1lw or lastweek is the same as entering 3 31 2012 March 31st 2012 nextweek or nw Entering the nw or snextweek command
277. o establish how the Researcher functions These preferences are necessary if you are planning on using the Researcher interface in your library Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Gj Step 8 Step 9 Select Preferences Cmnd Ctrl from the main Edit menu bar Click on the Researcher icon in the Management section of the Preferences window In the Search Modules section on the left select Researcher On the Researcher tab check or uncheck the boxes to define the privileges allowed to patrons when they access the Researcher Make your choices thoughtfully to prevent any problems that may arise when patrons attempt to do things for which they are not allowed For example checking the Offer Sounds Like Search 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 COMPanion suggests that you only check Require Login to Access Researcher if you want viewing access limited to just your patrons Using the Researcher Timeout drop down menu choose how long it takes for the Researcher to clear the information on the window and reset for a new search Click on the Interface tab Check or uncheck boxes to configure the interface i e the options available to patrons when they access the Researcher For example if youre pa
278. o locate the title using the Item Selection window Once the desired title has been found it will appear in the Current Item Record pane Click on the Title Information tab Unlock the record if necessary by clicking on the Lock icon or choosing Unlock Cmnd Ctrl U from the secondary Actions menu Choose Duplicate Cmnd Ctrl D from the primary or secondary Actions menu Mark the radio button next to Duplicate Title Enter the Number of volumes to add if the title you are duplicating has more than one volume each additional title will be assigned a new volume number Choose whether you would like to increment the volume number as you duplicate titles e g The Works of Edgar Allan Poe Volume III to The Works of Edgar Allan Poe Volume IV Finally click OK You will be shown the progress for the record s being duplicated When finished the Item Management window will contain your newly duplicated title s If necessary replace information in the duplicated fields of the Title Information tabs to modify your new title 262 Alexandria Hosted Getting Started Guide Duplicating Titles or Copies Item Management Step by Step Duplicate Copies To duplicate a copy Step 1 Select Items Cmnd Ctrl l from the main Show drop down menu Step 2 Choose Find Cmnd Ctrl F from the Edit drop down menu or use the magnifying glass icon in the Tools section below the Item Records List to locate the title using the Item Sel
279. o not understand these settings please talk to a qualified MLS librarian or MARC expert call COMPanion s Technical Support team or refer to 650 Subject Added Entry Topical Term section of the Library of Congress website for more information about subject sources Item Defaults Policy Mapping Cataloging BSitin fagsutiges Cover Art Leading Articles If your searches are not returning the results you d expect or not returning results at all selecting the appropriate 650 second indicator subject headings will tell Alexandria what you like to have cataloged Since cataloging only occurs during an import or modification of records changes made here will only apply to in new title records unless you rebuild your database If your library is located within the United States we strongly recommend that you leave the default settings on the Subject Sources tab alone For more information about subject sources click the online Help button in the upper right hand corner of the window Catalog LC Subject Headings Catalog LC Juv Headings Catalog National Library of Medicine Headings Catalog National Agricultural Library Headings Catalog Source Not Specified Headings Catalog Canadian Subject Headings Catalog French Subject Headings Catalog Sears Headings Index 700_t as a Title NOTE If your site is located within the United States COMPanion strongly recommends that you leave all of the default settings on the Sub
280. ode 10 has your union site s Serial Number as its password and you attempt to access one of Alexandria s online components you will be forced to create a new District Administrator level operator this operator may be edited later Alevandria Alexandria web applications require security to prevent unauthorized access Please complete the form below to create your union s primary District Administrator operator Additional operators can be created in Patron Management after Log In Last Name Username Password Confirm Password When the New Operator window is presented to the user in place of the standard Log In window you are asked to provide your union s new District Administrator operator information First Name Last Name Username and Password including a standard password confirmation Upon completion the System Administrator barcode 10 password will be changed from the Serial Number to a random cryptographic string At this point it s not expected that the System Administrator barcode 10 should ever be used for logging into Alexandria again This new District Administrator level operator will be created using the information provided above and then using these credentials will be automatically logged into the originally intended destination module 1 Web based module or interface component 34 Alexandria Hosted Getting Started Guide Logging In and Activating Sec
281. odifying Patrons Patron Management Modifying Patrons Select the name of the patron whose information you want to modify in the Patron Records List doing so shows the record in the Current Patron Record pane From here you may change any of the patron information fields Before patron records can be modified they must first be unlocked by clicking on the Lock icon or by using the Unlock Cmnd Ctrl U command Once the record is unlocked you can edit the Username Reset Password Email address and Security Group of any existing patron record directly from the Current Record tabs of the Patron Management window Similarly to elsewhere in the program you can either place your cursor in any field with an existing value and provide additional information or replace it completely This method of modifying information is best when editing an individual patron record if you want to modify information for several patrons use the appropriate Patron Utilities page 209 Step by Step Modifying Patrons To modify an existing patron record Step 1 Choose Patrons Cmnd Ctrl L from the Show drop down menu Step 2 This opens the Patron Management window Step 3 From the main Edit drop down menu choose Find Cmnd Ctrl F or Click the Find icon located near the bottom of the Patron Records List pane or Choose Find Cmnd Ctrl F from the primary Actions menu Step 4 Any of the above will open the Patron Selection window Step 5
282. of If otherwise valid patron barcodes have been augmented with preceding characters you can choose to automatically ignore these leading characters For example let s say that your scannable patron barcode labels have been prefaced with the characters PAT short for patron entering PAT in the Ignore Patron Barcode Leader field will cause Alexandria to disregard every instance of PAT it encounters at the beginning of a barcode so that it may locate a valid match in your database e Ignore Item Barcode Leader of If otherwise valid item barcodes have been augmented with preceding characters you can choose to automatically ignore these leading characters For example let s say that your scannable item barcode labels have been prefaced with the characters ITM short for stem entering ITM in the Ignore Item Barcode Leader field will cause Alexandria to disregard every instance of ITM it encounters at the beginning of a barcode so that it may locate a valid match in your database Follett has been known to use the T for library books and x for textbooks barcode leaders to identify item records Follett Barcodes By design Follett Proprietary uses the Interleaved 2 of 5 symbology a 10 digit barcode number with seven eye readable characters or less and three calculated check digits they also use the following prefixes i e leaders that identify the record type T for library books X for te
283. oks can be used for more extensive searches Click the New button at the bottom of the Address Books section to add a new address book Your hosted Data Station s local library collection is represented as the top entry in the Standard Address Book Address books can even contain other address books although you may embed an existing address book into another you are not allowed to embed the Address Book you have selected into itself doing so would create an endless unproductive loop You can duplicate i e copy an existing Alexandria Data Station Textbook Tracker Data Station Z39 50 Site Embedded Book or District Access address type into one of your estab lished address books contained within the Address Books section Address Books Management You may choose to add an Alexandria Data Station Textbook Tracker Data Station Z39 50 Site Embedded Book or District Access address to a selected i e highlighted address book The fields and drop down menus of the Add Addresses roll down will vary depending on the Address Type you choose Detailed information about each of our supported address types and their related configuration settings can be found below e Step by Step Adding a New Address Book see page 77 e Step by Step Removing an Address Book see page 81 e Step by Step Editing the Name of an Address Book see page 79 e Step by Step Duplicating an Address Book see page 80 76 Alexandria Hosted G
284. oks using a Z39 50 server needs these ports open The Z39 50 search originates from the machine doing the search when a record is saved it is sent to the Data Station over Port 30427 The vast majority of servers use Port 210 some use Port 2200 and the Library of Congress uses Port 7090 Alexandria Workstations communicate with the hosted Alexandria Data Station using TCP IP protocols A fixed TCP IP address for each hosted Alexandria Data Station will be provided to you and can not be changed or dynamically allocated e TCP IP Transmission Control Protocol Internet Protocol is the protocol used for the internet and is supported as part of the basic operating systems for both Macintosh and Windows When you license Alexandria s hosted services youll be provided with a completely comprehensive alexhost companioncorp com URL You won t need to worry about setting up the server IP address during the installation process because if the steps are followed correctly the client will connect to the hosted Data Station and acquire the appropriate IP DNS However you will need this IP DNS to access your Researcher Although the hosted Data Station has a fixed TCP IP address COMPanion allows users to choose whatever Domain Name System DNS they desire this can be changed at will without users having to worry about the server s IP address being changed lost or forgotten Alexandria Hosted Getting Started Guide 11 Welcome to
285. ologically newest to oldest in top down order which is helpful when trying to discover if there are any operations in the queue ahead of yours The Operation Type drop down filer defaults to All Operations the All Operations selection includes pending or completed automatic system operations such as the Daily Chores system utility which clears expired holds reservations and overdue items that were declared Lost For reasons of accountability and transparency the Operation Management window will retain al information for canceled and completed operations for a week at least operations older than a week can be removed from the queue by choosing one of the Remove older than XX days selections from the Operation Management window s Actions menu Your Security privileges i e Remove All determine whether a particular user has the ability to remove canceled or completed operations from the queue By default all operations older than ninety days are automatically removed from the Operation Management window 1 This depends on whether the Show this window automatically box in the Operation Management window is checked or not Alexandria Hosted Getting Started Guide 217 Operation Management If the Show this window automatically box located near the top of the window is checked the Operation Management window will automatically open each time you perform an operation If this box is zot checked you will still be able to open the Oper
286. ons Removing Patrons There are times you may need to remove a patron from your system Removing patrons who no longer use your library help to ensure the accuracy of your reports WARNING Before you remove any patron s archive your database Removing a patron is permanent and cannot be undone If you mistakenly remove a patron you will have to re enter all their information from scratch or recover it from an archive of your data When a patron 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 cannot be removed until the items have been returned to the library or recorded as Lost Step by Step Removing Patrons To remove a patron record Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Choose Patrons Cmnd Ctrl L from the Show drop down menu This opens the Patron Management window Choose Find Cmnd Ctrl F from the main Edit drop down menu or han Click the Find button located near the bottom of the Patron Records List pane or Choose Find Cmnd Ctrl F from the primary Actions menu Any of the above will open the Patron Selection window Using the Patron Selection window provide qualifying information about the patron e g First Last Name or Barcode and press lt enter gt If results mul
287. ons Menu The following options only appear selectable from the Operation Management window s Actions menu if you have Remove All selected from the in the Operation Mgmt drop down menu in the Reporting tab of your Security Preferences By default all operations older than ninety 90 days are automatically removed from the Operation Management window e Remove older than 7 days This selection will immediately remove all operations in the queue older than 07 days e Remove older than 14 days This selection will immediately remove all operations in the queue older than 74 days e Remove older than 30 days This selection will immediately remove all operations in the queue older than 30 days e Remove older than 60 days This selection will immediately remove all operations in the queue older than 60 days e Repeat Choosing this will take the selected operation i e report or utility with the original parameters place it in the queue and schedule it to run again as soon as possible The ability to use the Repeat command depends on your Security Group settings operators with the Manage All selected in their Security gt Tools gt Operation Management preferences page 67 will be able to remove or repeat operations Date Range Filters Depending on your Security settings this drop down menu can contain two sections everything above the line is visible for the current user i e an operator s operations and everything be
288. op mode only see Bookdrop Mode B on page 239 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 e Patron This is the default security group for all newly created patrons It can not be deleted The only settings that can be modified in this security group are on the Researcher tab e Patron Limited For convenience this patron level security group is essentially the same as the Patron level but you are allowed to modify the Management Circulation Preferences and Reporting tabs along with the Researcher tab 68 Alexandria Hosted Getting Started Guide Security Preferences Step by Step Creating A New Security Group This roll down allows you to create your own custom security group it can be accessed by clicking the Add button located in the lower left corner of the Security Groups list To add a new security group Step 1 From the Edit menu select Preferences Cmnd Ctrl Or Type the IP address or server domain name and port number of your hosted Data Sta tion followed by preferences into your browser s Address field e g http 123 456 78 910 80 preferences Step 2 Click the Security icon in the Configuration section of the Preferences window Step 3 Click the Add button located in the bottom left corner of the Security Groups list The Create
289. or other sites in the union This option allows each site to import the holding records that belong on y to that site Other holding records are automatically removed from the MARC record before it s saved Default is unchecked e Prefer LC Call Numbers When this box is checked Alexandria looks first for a Library of Congress Call Number in the 050 tag when searching for call numbers in an imported MARC record If no 050 tag is found Alexandria will then search for call numbers in other tags Do not check this preference if you use Dewey call numbers Default is unchecked Uppercase Call Numbers When this box is checked alphabetic characters in call numbers will be saved and displayed in uppercase e g FIC A e 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 Item Management window Default is unchecked 124 Alexandria Hosted Getting Started Guide Subject Sources tab Items Preferences Subject Sources tab If your searches are not returning the results you d expect or not returning results at all selecting the appropriate 650 second indicator subject headings will tell Alexandria what you like to have cataloged Since cataloging 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 d
290. or remove subscription records e Routes Opens shows the Routes management window Select this command to examine add modify or remove route records 30 Alexandria Hosted Getting Started Guide Tools Menu Alexandria Basics Tools Menu e Export Opens the Export utility allowing you to export items patrons or other miscellaneous data from the hosted Alexandria database e Import Opens the Data Import window page 159 used to locate files or schedule imports from an FTP server Import files can also be dropped onto the Circulation window e Reports Opens the Reports window allowing you to create find duplicate schedule remove or browse report categories and subcategories such as Titles Patrons or Circulation see An Introduction to Reports on page 198 e Utilities Opens the Utilities window allowing you to make global changes to batches of information in your hosted Alexandria database see Getting Started With Utilities on page 209 e Operation Management Opens the Operation Management window where reports delivered to the hosted Data Station are available for viewing from any connected client workstation Reports queued in the system are also available for operators so they can prioritize or remove them etcetera see Operation Management on page 217 www e Inventory Management Opens the Inventory Management inventory web interface allowing you to inventory
291. osted Getting Started Guide Alexandria Basics oo eee Waly This chapter describes the main system menus and basic operational rules used in Alexandria LO 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 Alexandria has been developed to work under both Windows and Macintosh based operating systems With the exception of subtle deviations between the controls at the tops of windows and minor differences in operating system functionality the program looks and operates identically across both Macintosh and Windows platforms IMAT p asoH J However these operating systems are different therefore there are some 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 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 red close box at the upper right of your window this guide will read close the window and allow the operator to select the operating system specific commands requ
292. ou provided in the Site Management window see page 41 for the new patron they may be See page 159 for more manually changed information e The Barcode Last Name Policy Status and Password fields are all required in order to create a new patron record All of these fields except for Password and Last Name are defaulted Alexandria automatically assigns a barcode number based on the Next Barcode setting of your Patrons Preferences documented on page 111 e Be sure to assign the appropriate Policy so that patrons appear correctly in your statistical reports By default newly created patrons i e not operators are assigned the Patron Security Group level this level doesn t allow access to the Data Station Tools i e Administration Preferences or Site Management etc side of the program e When you have provided all of the necessary information for this patron click Save in the upper right corner of the Patron Management window If you want to discard the information you have entered click Revert HINT 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 click in the related 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
293. ou want placed on hold for the current patron SHORTCUTF An equal sign is used as a shortcut for the current item barcode For example if you have a current patron H will place a hold on the current item Alexandria Hosted Getting Started Guide 227 Circulation Window Using the Actions Menu 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 Open transaction log Open transaction log folder Advanced Bookings Process pending bookings Switch Site v Ctri 1 Ctrl 2 Ctrl 3 Ctrl Shift H Ctrl 4 Ctri 5 Ctri 6 Ctrl 7 Ctri 8 Ctrl R Using the Actions Menu Additional circulation commands are available from the Actions menu s These menus appear throughout the Circulation window You can either select a command directly from these menus or use the hot keys referenced 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 Stats The Actions menu s show available commands as selectable text For example if the current patron does not have any reserves the Remove Patron Holds and Remove Patron Reservations selections appear grayed out in
294. our Policies to Apply Period Due Dates For example if you set a period due date of May 13 2016 all books checked out before May 13th that normally would have been due afier the 13th will be assigned a new due date of May 13th Click on the white Add Note icon in a calendar date to add General Date Notes available for all calendars Notes can be used to display automatic reminders for both Researcher and Librarian Workstations as well as provide private notes for the librarian When you ve created a note an icon will appear on the calendar day 96 Alexandria Hosted Getting Started Guide Calendar Preferences Step by Step Adding A New Calendar To create a new calendar Step 1 In the Calendars section on the left hand side click the New button Step 2 The New Calendar roll down will appear Step 3 Provide the New Calendar Name in the blank field Step 4 Ifthe new calendar is to be a duplicate of the current calendar i e used as a template for a new one check the Duplicate box Step 5 Click OK to continue and make the new calendar current alternately click Cancel Step 6 Finally click Save to keep your changes or Revert to abandon them New Calendar Name Duplicate or iTe me 4 Step by Step Removing a Calendar To remove an existing calendar Step 1 Select highlight the calendar to be removed from the Calendars list on the left hand side of the window Step 2 Click t
295. out copies To add a title record Step 1 Choose Items Cmnd Ctrl l from the Show drop down menu Step 2 Press the Add Record button or choose New Record Cmnd Ctrl N from the pri mary Actions menu located below the Item Records List Step 3 When you select this command the Title Assistant window will appear prompting you for title information Make sure to provide at least some of the following title infor mation Title Author or ISBN LCCN Step 4 The Title Assistant will search the internet for MARC records matching your informa tion see Alexandrias Online Help for more information on how to use the Title Assistant window Step 5 Once the process is complete and you ve selected the closet match the Item Manage ment window will appear Step 6 Provide or change essential information by typing over the grayed out watermarked data entry fields in the window such as Title Author Call Number Policy and so forth to add a new title record Step 7 Make sure to change the Title Call Number and Policy if appropriate Step 8 In the Title Information tab provide the necessary information in the Publication Sub jects Terms Notes Summary Statistics Links and Study Programs tabs Step 9 When all the appropriate information has been supplied click Save in the upper right corner of the window to save the record If you want to discard the information you have just provided click Revert and the
296. ox is checked barcode numbers found in imported records are taken as is during import When this option is mot checked all barcodes are reassigned using the Starting Patron Barcode number above Step 6 Click Start to begin the patron import If the patron import file is recognized Alexandria will automatically match and reassign information to the proper fields Step 7 If the patron import file is not recognized Alexandria will ask you to specify the type of data getting imported Choose Patron From the Field Mapping window that appears you may realign data in the patron import file to match specific Alexandria fields Field Order amp Selection Data found in Patron Export txt Field Type Patron Fields First Name Last Name Middle Initial Policy Status SSN Homeroom 2nd Location Grade Student Site Graduation Year Address City State Postal Code Country Telephone Lonnie Ann Amstead 08 CDL Jan 1 2017 4211 Benview Dr Salt Lake City 4 A x A y x y x 4 x A 4 4 A 4 7 x Y 166 Alexandria Hosted Getting Started Guide Importing Patrons amp Operators Use the Field Type drop down 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 left right arrow buttons in the bottom corner of the window to advance to the next or previous record in the import f
297. pe e g some reports have a 1 Line and Detailed format Most but not all Report Types include a Sort By drop down menu which determines the sort order hierarchy for the information included in the report Some selections sort by two values A complete list of report sorting options can be found on Alexandria s Online Help After selecting the initial layout and information you want included in the report you can further refine your selection criteria using boolean operators Adding selections can help refine your report making it more efficient and understandable The Add Selection Remove Selection Add Site Selection and Clear All Selec 206 Alexandria Hosted Getting Started Guide In Conclusion Getting Started With Reports tions buttons appear above the boolean list When applicable the boolean operator drop down menu i e OR AND and AND NOT appears to the left of the Select By drop down menu while related selection fields if any appear to the right all this is located below the boolean field The Select By drop down menu is powerful you can add as many OR AND and AND NOT boolean modifiers as you need to build the report so that it only includes the infor mation you require The Select By options are processed in top down order You won t usually have to worry about the default values provided in the boolean list instead you ll use the Add Selection button to add your own modifiers As you select val
298. performed it provides the progress of the operation the date time that the operation began and a Cancel button e Queued This status indicates than an operation is pending but has not yet been started The Position XX text following this status indicates what place your operation has in the queuing system Users with the proper security privileges are able to Cancel queued operations other than their own e Canceled This status indicates that an operation was canceled during or before completion and includes a time date stamp and the user who canceled it e Completed The operation was completed and results are available operators can open it download the results or send the results via email to whatever address they want different from those specified in the Locations tab of the Reports window Operation Information Export Copies g pa Completed w YB O lt Download File Catalog Format Copies Completed 2 ae lt Open Report Daily Chores Report 20120206 r YJ completes w y Send Email One of four different icons can appear to the right of each completed operation in the queue an open Send Email window icon an operation information icon an open report icon and a download file icon e Send Email This opens the Send Email window allowing you to send a link to download the completed operation file The Send Email icon won t appear to the right of the operation until you ve properly set up your Email setti
299. previously saved record information will be restored Step 10 If you try to close 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 Discard button if you want to abandon the data you just entered Otherwise click the Save but ton to save your input Alexandria Hosted Getting Started Guide 259 Item Management Adding Titles and Copies Step by Step Add Copies To add a copy Step 1 Step 2 Step 3 Step 4 Step 5 Locate the main title record see page 240 to find out how for which you would like to add a new copy In order to add new copies to the current title select Add Copy Cmnd Ctrl Y from the secondary Actions menu located above the Current Item Record Pane to open a blank Copy Information tab Remember copies are part of the title record and can not be added until the main title record has been saved Provide the necessary information in the Copy Info Copy Notes or Copy Stats tabs The only field required for new copies i e a copy added to a title is Barcode All others will be supplied by Alexandria these defaults may later be changed When you have provided all the necessary information for your copy click Save in the upper right corner of the main Item Management window If you want to discard the information you
300. r Unknown These special statuses allow you to keep track of items that may eventually return to your library see System Patrons on page 230 COMPanion recommends you only remove items that you know will never return to your collection 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 Use the Remove Title button or command Cmnd Ctrl Shift R from the primary Actions menu to permanently remove the selected current title and all associated copies The Remove Copy command is only available when there are copies associated with the main title record Selecting this option from the secondary Actions menu will remove the currently selected copy regardless whether it s lost or available WARNING Removing items is permanent and can not 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 system patron page 230 Run all necessary reports such as Super Summary before removing these items Once they are removed they are unavailable for any future reports 266 Alexandria Hosted Getting Sta
301. r s corresponding Bookmark icon You may also create a shortcut for your operating system s desktop dock or taskbar to do this open up the online module e g Patron Management highlight the URL in the Address field or favicon and drag it to your desktop dock or taskbar to create a link Gj In a Central Union environment you can create bookmarks i e links for specific schools this is done by including the Site ID Code in the web address For example if the COMPanion Middle School has an Site ID Code of CMS you would enter the URL as http Data Station IP Address port site CMS Be sure to mind the case sensitivity of the site code 1 Favicons are generally little icons found just before the http address in the address bar field of your default internet browser 292 Alexandria Hosted Getting Started Guide Shortcut Keys Waly Accelerator and Hotkey Commands Hotkeys Hotkeys are the underlined characters in a menu item or dialogue box that allow users to access LO 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 IMAI p asoH ale Windows Shortcut Keys Ctrl Shift N New Document Ctr1 0 Op
302. r security group has access to all sites and is only meaningful for Central Union multi library collection licenses for all other licenses the District Administrator security group is analogous to the Library Administrator By default the Library Administrator is assigned to a single site however this can be adjusted to allow access to additional sites Teray IMAI p asoH O J HINT You may select Restart or Log Out from the File menu to access Alexandria as an operator with a different Security Group Alexandria Hosted Getting Started Guide 65 Security Preferences Security Groups List The left pane of the window contains the default and custom Security Groups that can be assigned to operators and patrons in the Patron Management window Operators with the appropriate authority can add duplicate edit or remove any of Alexandria s security groups with the exception of the default security groups which can be edited except for District Administrator but zot removed or renamed NOTE By default only the After you have successfully created duplicated a new security group it will appear in shis list The area District and Library situated below the Security Groups list contains several tool icons that are used for adding removing Administrator can add editing and renaming security levels custom or edit existing security groups Add Clicking on the Add button triggers the Create New Securit
303. r to sort properly all entries with a numeric range need to have the same number of characters Keep in mind that customizing a field name does not change its core functionality fields such as Community ID Government ID and Login Name are still expected to contain equivalent data Dates amp Currency WKO A Language These preferences allow you to adapt certain terminology used in Alexandria to suit your local needs Be aware that long terms may be cut off in various areas of the program it is better to keep terminology short and succinct Also customizing a field name does not change its functionality fields such as Community ID Government ID and Login Name are expected to contain related data Patrons Location Sublocation Level Government ID Community ID Login Name Reading level Additional Contact Optional Date 2nd Phone Number Patrons Settings Items Homeroom Copy Location copy Location 2nd Location Shelving location copy shelving Grade Special Funds Funding Source SSN Student User ID Reading Level Parent Guardian Graduation Date Mobile e Location This preference allows you customize the term used for the Location field For school libraries this defaults to Homeroom for other sites this term defaults to Location Although you may change this terminology our documentation generally refers to it as Location e Sublocation This preference allows you customize the term used for the Subloca
304. rary 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 that program e Clear Clears the selected text or selected list elements e Select All Cmnd Ctrl A Selects all the text in the current edit field current COMPedit vwp document or list e Spelling Alexandria like many other programs that run on Macintosh OS X provides a handy spell checking feature you can check spelling in documents such as TextEdit files or email messages Macintosh only e Find Cmnd Ctrl F This selection opens the Find window Depending on which window has focus Find can be used to locate a specific record from your database or text in a COMPedit vwp word processing file e Find Again Cmnd Ctrl G Finds the next matching record or text in a COMPedit vwp word processing file Macintosh only e Paste From File Allows you to paste information from a file e Administration Opt Cmnds Ctrl Alt This selection opens the Administration admin settings web interface see Administration Settings on page 57 e Preferences Cmnd Ctrl This selection opens the Preferences preferences web interface which is used to customize Alexandria to suit your needs by setting local and site specific preferences see Introduction to Preferences on page 51 e Machine Preferences
305. rds currently assigned to the selected site will be reassigned to the union site after deletion all settings and preferences will be permanently deleted e Duplicate Selected Site This selection allows you to make copies of the currently highlighted i e selected site Operation Management Opens the Operation management window in an external browser window see page 37 for more information Online Help Performs a Site Management window help query to our Online Help in an external browser window Alexandria Hosted Getting Started Guide 47 Site Management Window Current Record Pane Current Record Pane Continued This portion of the Site Management window is always visible regardless of which site you have selected from the Site Records List Here you ll provide basic information about your site administrator name along with the site address email telephone and fax numbers Kaaren 1831 Fort Union Blvd Address 2 Salt Lake City UTAH Country D COMPanion Demonstration Library Librarian Teacher 801 943 7277 sales companioncorp com lt 888 515 3883 COMPanion Corporation is open 8 00am 5 00pm Monday thru Friday Union Site Record Usage Report Site Settings Administrator Name Enter the name of the current site s administrator or head librarian here this is the name that appears at the bottom of form letters e Address Information Enter the site address city state postal code
306. re prominently and authentication from Alexandria is more automatic Capstone PebbleGo is an innovative K 3 database from Capstone Press that can be conveniently integrated within Alexandria s Researcher taking multimodal learning to the next step by making research and literacy accessible for even the youngest of students Alexandria Hosted Getting Started Guide 7 Welcome to Alexandria Alexandria Clients e Alexandria Librarian Workstation is used by the operator to perform library functions such as circulation cataloging and all other administrative functions since Librarian Workstations are synchronized with the hosted Data Station using them is your only option Keep in mind that you may use as many Librarian Workstation clients as your license permits but you will always only have one hosted 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 Mozilla s Firefox Apple s Safari Google s Chrome or Microsoft s Internet Explorer e Alexandria District Librarian has all the functionality of a single user Alexandria license plus the ability to access and modify any Site in the District Address Book which once licensed will appear in the System Preference Address Books window This option is most beneficial to District Administrator operators who govern multiple libraries Search Interfaces e
307. re Item Barcode Leader field 1 Check digits are the last few characters in a barcode used to verify that the other digits in the barcode have been read correctly They are calculated using an algorithm based on the previous digits in the barcode therefore they are unique for every barcode If the check digits at the end of the barcode all add up calculated from the previous digits read by the scanner then the system knows that the barcode has been read completely and accurately Alexandria Hosted Getting Started Guide 133 Barcodes Preferences Barcodes tab Barcode Incrementing e Increment Rightmost Numerics When selected new barcodes only increment the rightmost numeric digits even when using alphanumeric barcodes In other words when incrementing rightmost numerics the barcode increments to the right and grows to the right For example the barcode following aaa999 would be aaal000 This is the default setting Increment Entire Barcode Including Alphas When 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 1aaa000 then 1aaa001 then 1aaa002 and so on and so forth eventually becoming 1222999 which then turns to 2aaa000 Remember that with this formula Z 1 1A Advanced Options For more information on what the Repair Trailing Alpha Check Digit Repair Trailing Nume
308. re site information for more about Security Levels see page 65 Current Site Record og COMPanion Demonstration Library m z 1831 Fort Union Blvd Address 2 Site Records List Jefferson Middle School Lincoln Middle School Madison Middle School Country a Roosevelt Middle School c D Code co Il sales companioncorp com Washington Middle School lt 888 515 3883 COMPanion Corporation is open 8 00am 5 00pm Monday thru Friday Union Site Record Usage Report The Site Management window consists of a similar two panel layout found in many of Alexandria s main management windows e The left hand side of the Site Management window belongs to the Site Records List used for browsing sites and other related tools If you are a single site user the Site Records List isn t available and does not appear e The larger right hand portion of the Site Management window consists of the Current Site Record pane where the currently selected site record is displayed in full along with associated tools in the Actions menu that help perform operations on said record e The site you are presently viewing is called the current site If you are part of a Central Union environment you will have multiple sites records to choose from When you click on i e select or highlight a site from the Site Records List pane that site s record information will be displayed in the Current Site Record pane on the right Alex
309. reated in the Site Management window Site Names are automatically added to the Select a Site access window and the local collection contained in the Researcher s Library Search menu However the union site record will not be included among these In other words you will be unable to search for items using the union site record Another reason that the union site record exists in a Central Union catalog is for when patron and item records are being imported or added to your database with missing or incorrect Site Codes Since these new patron and item records have to go somewhere they are temporarily assigned to the union site until they can be later moved to an appropriate site location You are not allowed to add additional sites with a single site license You must be licensed for multiple sites in order to use Central Union Please contact COMPanion s sales department at 800 347 6439 if you would like to upgrade to a Central Union license and increase your site limit For more information about other areas affected by Central Union and Site Management please review the Central Union Areas Affected by Sites Management section in our Online Help 1 Site Codes are unique identifiers that tell Alexandria which site the patron or item records belongs 2 They will however show up if you perform a search on using the Search Alll Sites selection from the Library Search menu 42 Alexandria Hosted Getting Started Guide Si
310. receipts a black and white image with a simple line oriented design is preferred The logo must be an image format e g JPEG GIF PNG or BMP supported by your browser and by the COMPanion Receipt Printer For optimal quality the image should have a dimension no larger than 200 pixels wide by 250 pixels high and 72 ppi Please review the sample slip printer logo in the margins This is an optional feature of Alexandria you must purchase and register a Slip Printer license in order for this preference to appear Circulation Preferences Alexandria Alexandria Hosted Getting Started Guide 143 Circulation Preferences Receipts tab Browser Settings These preferences activate COMPanion compatible printers which provide convenient and economical means of printing receipts for common circulation transactions such as check outs placed holds fines fees payments and refunds To set receipt preferences on an installed Librarian Workstation use the settings found in Machine Preferences e Use Star Slip Printer Use Star 613 Slip Printer Receipts for Check Outs Check Ins In Stock Holds etc will be formatted to fit on the slip printer This option is available for Macintosh OS 10 6 and greater and Windows Open Cash Drawer on Payment When the Open Cash Drawer button designed to function with COMPanion s optional slip printer hardware is clicked it will automatically open the cash drawer If you are i
311. remented You can rearrange the grade order as necessary when new grades are added or existing grades are eliminated Last Grade Graduated Advance Grade After 07 01 2014 Last Date of Grade Advancement Never wo fe A Description Preschool Junior Kingergarten Kindergarten 1st Grade 2nd Grade 3rd Grade 4th Grade 5th Grade ts 2 3 4 5 6 7 8 9 6th Grade m 7th Grade 8th Grade oon OD HW BF WN 9th Grade Add Remove Edit Advance All Grades Individually enter each grade level relevant to your union in the order they should be sorted and incremented This is a simple list the first entry in the Grade Table will be your first grade level the second will be the next grade level etc The Grade and Description entries in the table are fully customizable allowing you to use whatever terminology you desire Grades must be advanced manually at the end of each school year by using the Advance All Grades button or the Advance Grade utility Using one of these utilities you can advance your patrons to the next grade level until they reach the Last Grade level e g Graduated patrons will never advance past the Last Grade level Alexandria Hosted Getting Started Guide 115 Patrons Preferences Grade Table tab Grade Table Settings e Last Grade This operator defined field defines your patron s highest and final level of advancement This level will be assigned to patrons who go beyond the levels defined
312. rent month is December you can just enter 7 If you enter only a Starting Date the program generates a far future date which is the first of January thirty years from the current date If you enter only an Ending Date the Starting Date defaults to January Ist 1904 i e the far past If you don t enter any date the Starting Date is set for one year in the past Alexandria Hosted Getting Started Guide 203 Getting Started With Reports In Conclusion Operation Management Inventory SIF Management Site Management Authority Control Map Editor Explore Builder Review Management Step 1 Step 2 Tools Step by Step Creating a Saved Report Export Follow these general steps to create your own report Import Open the Reports Window Select Reports from the main Tools menu The Reports window will appear from here you have the ability to create or modify report names selections sites schedule and locations Choose the Report Category Step 3 Step 4 Step 5 The left hand side of the window is home to the Categories pane containing a list of all existing report categories e g Titles Copies Patrons Circulation etc Category selections from the report Categories pane act as filters reducing the number of options that appear in the Reports and Saved tabs i e the report Selection pane on the right Select a specific report category from this pane e g Patrons All Reports
313. rent reason Damaged weeded Custom 10 4 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 e Damaged If the damaged item is not checked out to a patron you may check it out to the Discarded Items patron System Patron 2 with the reason being 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 zs checked out to a patron and is then checked out to the Discarded 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 for the patron who last borrowed the book and presumably damaged it Clicking on Charge Fine and Print Receipt or Charge Fine will fine the offending patron and place a note in the transaction log However you may also choose Forgive Fine if you do not wish to charge the offending patron for the replacement cost e Weeded If you are removing a certain book or series of books this option will check books out to the Discarded Copies system patron and assign the disposal reason as weeded e Other Selecting this option allows you to add a short piece of descriptive text that specifies the reason for the item s remov
314. ria s main menu followed by Import Step 2 The Data Import window will appear Inventory SIF Management Site Management Authority Control Map Editor Explore Builder Review Management Drag and drop files here to import data into Alexandria tz This section is named the Import File Queue Z The Add Button Starting Patron Barcode uuouy Site CDL COMPanion Dev v Patron Policy Standard Patron v SecurityGroup Paton Allow Patron Updates 4 Use Imported Barcodes 4 Step 3 Click the Add button located at the bottom left of the Quick tab pane this allows you to place one or more import files into the import queue 164 Alexandria Hosted Getting Started Guide Importing Patrons amp Operators Step 4 Use your operating system standard explorer window to locate and select the file you want to add 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 Look in p Desktop Item Export bt Select yo r import file gt _ Patron Export bt N File name Patron Export bt fed Click Open Files of type Any File v Cancel Step 5 Click on the Patron Settings tab these settings determine what changes are made to a patron record file upon import a Status hem Settings Patron Setting
315. ric Check Digit Ignore Leading Zeros on Barcodes and Allow Spaces in Barcodes options do please refer to their associated sections in Alexandria s Online Help WARNING These preferences are capable of modifying patron and item records by adding or removing characters in existing barcodes improper usage can irrecoverably damage your data We strongly recommend that you never adjust any of the settings in the Advanced Options roll down unless you are specifically directed to do so by COMPanion s Technical Support team 134 Alexandria Hosted Getting Started Guide Circulation Preferences UL ONA Step 1 Select Preferences Cmnd Ctrl from the main Edit menu bar Getting Started with Circulation Preferences Step 2 Click on the Circulation icon in the Management section of the Preferences window Step 3 In the User Interaction tab page 136 decide whether or not you would like to display the Patron Lexile levels SDIATIS pe1soH Ale Step 4 Also COMPanion suggests that your Check Out Options be set to Allow check in with confirmation during checkout Step 5 In the Circulation Rules tab page 139 set whether or not items may be renewed when there are holds are pending whether or not to show the patron name in the reservations window and other reservations related preferences Step 6 Also set whether or not to charge late fees on lost or found books etc Step 7 In the Receipts tab
316. rimary Actions menu Additionally you may remove all Saved reports in a particular category subcategory by selecting Delete All Reports Shown from the primary Actions menu Before deleting any reports the program will ask you to con firm Jjust in case you accidentally selected that option COMPanion defaults can be restored by selecting Restore Missing Defaults from the primary Actions menu however custom made Saved reports can not be restored 200 Alexandria Hosted Getting Started Guide In Conclusion Getting Started With Reports Step by Step Printing a Quick Report Tools Export Import NOTE a le If you are more interested in creating long lasting reports you can follow the longer step by step guide on page 204 to learn how to create your own scheduled Saved Operation Management Inventory EepOntS SIF Management Site Management You can quickly create and perform ad hoc reports by following these general steps Authority Control Map Editor Step 1 Select Reports from the main Tools menu Explore Builder Step 2 The Reports window will appear if necessary you have the ability to modify report sites JS STEEL only available for Distributed Union users and selections Step 3 The left hand side of the window is home to the Categories pane containing a list of all existing report categories e g Titles Copies Patrons Circulation etc Category selections act as filters reducing the
317. riteria crucial to how information in the report is ordered organized and presented By default the Selection tab has focus when the Selected Report pane is first made active Reports performed from the Reports tab are considered quick or impromptu any modifications made to the Overview Selection Sites Distributed Union Schedule or Location tabs are discarded immediately after switching to another report category For example if you have the Titles category General subcategory Title List report type selected and then click on the Copies category all information that you may have modified or provided to the Title List report will be lost Even if you were to immediately return to the Titles category General subcategory Title List report type you would find all your changes missing However if you would like to save the report you ve just been modifying in the Reports tab click Create New Saved Report at the bottom of the Selected Report pane this will add the current report type including your modifications to the Saved tab as a brand new custom report If the new report has not been given a Name in the Overview tab a query window will ask for you to provide a name for your new Saved report By default the Report Type name appended with the word copy will automatically fill the Name field 1 Often improvised or impromptu for a particular or specific purpose only and for no other Al
318. rlibrary Loans settings configure the default time periods in days allowed for items in transit or in stock before showing up in the In Transit Late In Arriving report User Interaction Circulation Rules Receipts Letters ROZS TEIT ean Miscellaneous Enable Automatic Email Notifications Synchronize Third Party Billing Commands Require Spaces This preference will be automatically set if you have any barcodes or temporary item barcodes in your database that start with an alphabetic character Interlibrary Loans Disable In Transit Features Average In Transit Period 7 Specify the average number of days that it takes for items to be delivered from one site to another In Stock Hold Period 7 For items delivered to a site via the In Transit special patron this preference sets the number of days that items are placed on an In Stock Hold after delivery This preferences does not apply to items placed as an In Stock Hold for regular i e non special patrons Miscellaneous Enable Automatic Email Notifications Check this box if you want to email confirmations and notices automatically sent to patrons with valid email addresses 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
319. rmation If Allow Title Updates is or checked Alexandria will not attempt to match records from the import file If no records in the system match a new record is added e When 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 existing i e matching record is updated If the previous check fails Alexandria then looks for a matching title author medium call number publication year publisher extent and volume if an existing item record matches it s updated with the new import information Ifthe updated or newly imported record is MicroLIF or MARC and doesn t contain copy information a new copy will be added to the record if Always Add Copies is selected in your Item Import Settings Alexandria analyses each and every imported MARC record to ensure that information is correctly integrated no matter the source or vendor If you discover records that don t import correctly send them to COMPanion and we ll be sure to enhance Alexandria to import them properly Alexandria correctly imports records from the following sources US MARC Communication amp MARC 21 1987 MicroLIF 1991 MicroLIF Canadian MARC Dynix Follett 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 sur
320. rogram Initial Search Results Limit English 5 Minutes Title Simple Full Lexile Help un checked r None NOTE setting Some of the areas controlled by these settings e g Reviews or Patron Information require patrons to first log into the Researcher using their patron barcode number and password regardless of the Require Login to Access Researcher preference e Require Login to Access Researcher When checked access to the Researcher requires a valid patron Username and Password When unchecked your online catalog is open to the public via your hosted Data Station s IP address Check this box if you don t want your collection searchable to the world Allow Patron to Check Status and Details When checked a patron can access the Researcher s Patron Information window to view the status of items they have checked out change their password modify holds and reservations and perform other minor actions depending on their Security Preferences certain patrons may be restricted from making changes Those logged into the Researcher are only able to check their own status and details not those of other patrons Alexandria Hosted Getting Started Guide 153 Researcher Preferences Researcher tab assign them ratings ranging from one to five stars by clicking on the rating stars located beneath the item cover art When this preferences is not checked the rating stars disappear as do
321. rrency standards For example 2 is the correct value for United States currency e Currency Symbol Currently only a single character currency symbol is supported e g as in for United States currency others examples would be a and e Decimal Symbol Specify the symbol used as the decimal point e g as in for United States currency e Grouping Symbol Specify the symbol used as the grouping separator e g as in for thousands in United States currency Currently only 3 digit groupings are supported e Get from O S Pressing this button will automatically import localized currency settings from your hosted Data Station s operating system Alexandria Hosted Getting Started Guide 91 Localization Preferences Terminology tab These preferences are used to customize terminology for some of the patron and item related fields within Alexandria including those commonly found in the Patron and Item Management windows Long terms may be cut off in various areas of the program therefore it is always best to keep terminology short and succinct Changes made to these preferences will take effect immediately If numeric ranges are going to be used with any of these fields 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 O01 027 402 Basically in orde
322. rs increment to the right and grow to the left e g the barcode following 222999 would be aab000 Increment Rightmost Numerics Increment Entire Barcode Including Alphas Advanced Options Special Handling Settings e 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 Checking this box also makes the Keep the First Five option available Keep the First Five This option is inaccessible unless you have Has Mangled Barcodes checked When checked it ensures that the first five digits are not stripped when using the Has Mangled Barcodes preference Allow in Patron Barcodes If checked patron barcodes that begin with a forward slash character are allowed Barcodes can always be changed manually from the Patron and Item Management windows 132 Alexandria Hosted Getting Started Guide Barcodes tab Barcodes Preferences Barcode Leaders When scannable barcodes are prefaced with supplementary characters extraneous to what is stored in your data specify those leaders here so that they will be ignored and your barcodes processed correctly when they are scanned You are allowed to ignore a number of multiple patron item leaders by separating them with commas e g ABC DEF XYZ If you don t require this feature leave the fields blank e Ignore Patron Barcode Leader
323. rt Only Last Validation Date 1043 Export Only Next Validation Date 1044 Export Only Birthdate 1045 Patron Accession Date 1046 Card Expiration Date 1047 Optional Date 1048 Additional Contact Parent Guardian 1049 3rd Location Institution Site or School 1050 Lexile Number 1051 User Name 1052 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 Hosted Getting Started Guide 169 Importing Patrons amp Operators Patron Fields by Field Number Notes 170 Alexandria Hosted Getting Started Guide Importing Items eee Waly 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 LO The process of taking existing catalog information sometimes even on catalog cards and converting the information into a machine readable format is called retrospective conversion This process takes time and effort If you have an
324. rt of a Central Union but you wish availability to be limited to what is in your library then don t check the Allow Patrons to Search All Sites box When you are finished click on Save in the upper right corner of the window 152 Alexandria Hosted Getting Started Guide Researcher tab Researcher tab Researcher Preferences These preferences configure your Researcher defaults and regulate the general access privileges extended to your patrons and or operators using the Researcher interface These preferences apply to every Researcher that connects to your hosted Data Station therefore make your selections thoughtfully to prevent any problems that may occur when patrons attempt to access or perform certain operations from the Researcher Search Modules s Bulletins Mobile Researcher Scout The Researcher is loaded with a full complement of sophisticated search technologies used to locate books and other materials available at your site s These preferences configure some of your fundamental Researcher defaults and apply to every Researcher that connects to your Data Station Require Login to Access Researcher Allow Patron to Check Status and Details Enable Reviews Offer Sounds Like Search Allow Patrons to View MARC Records Default Language Researcher Timeout Sort Search Results By Default Search Mode Search Address Book Default Search Results Mode Lexile Search Filter Default Primary Study P
325. rt single sign in and even assist in the purchasing of new eBooks all huge conveniences for patrons and librarians alike e OverDrive is the worldwide leader and full service digital distributor of eBooks audiobooks music and video They deliver secure management DRM protection and download fulfillment services for publishers libraries schools and retailers e TABvue specializes in providing eBooks from an actively growing consortium of publishers that can be fully previewed purchased and read online in your default browser without special software requirements Once a TABvue account has been created and electronic resources purchased they can be instantly accessed and enjoyed by any number of patrons MackinVIA is a complete electronic resource management system providing easy access to eBooks and educational databases With just one login users can view utilize and manage all of their electronic resources Mackin VIA allows simultaneous unlimited access to multiple users and is mobile friendly e Axis 360 is Baker amp Taylor s revolutionary digital media library providing libraries with a state of the art system for circulating digital books and audiobooks Capstone Interactive makes it easier than ever before to add interactive eBooks to your library collection Capstone Interactive Library eBooks provide text highlighting audio support smart search options and educator support Capstone Interactive items are displayed mo
326. rted Guide Removing Titles and Copies Item Management Step by Step Remove Title To remove a title Step 1 Select Items Cmnd Ctrl l from the main Show drop down menu Step 2 Choose Find Cmnd Ctrl F from the Edit drop down menu or use the magnifying glass icon in the Tools section below the Item Records List to locate the item using the Item Selection window Step 3 Once the correct title has been found it will appear in the Current Item Record pane Step 4 Use the Remove Record button or Cmnd Ctrl R or select Remove Record from the primary Actions menu Step 5 You are asked to verify that you want the title record permanently removed Click Remove to permanently remove the title or Keep to prevent the remove request Step by Step Remove Copy To remove a copy Step 1 Select Items Cmnd Ctrl l from the main Show drop down menu Step 2 Choose Find Cmnd Ctrl F from the Edit drop down menu or use the magnifying glass icon in the Tools section below the Item Records List to locate the copy using the Item Selection window Step 3 Once the correct title has been found it will appear in the Current Item Record pane Step 4 Click on the Copy Information tab Step 5 Locate the copy that you wish to edit using the left and right arrow icons and Browse Copies By Barcode Copy ID Copy Call Number or Copy Sequence Number drop down menu Step 6 Select Remove Copy Cmnd Ctrl Shift R from
327. rvation capabilities that come standard with Alexandria This useful module streamlines the management of centralized media centers that process numerous requests each day Search Widget allows you to draw attention to your catalog and invites patrons to search your catalog directly from your school or library s main home page Depending on your needs and preferences you can implement a Simple or Advanced search widget 4 Alexandria Hosted Getting Started Guide Welcome to Alexandria Additional Features These are now standard features in most non Central Union Alexandria licenses e Alexandria WAN wide area network allows you to access library collections on other Data Stations connected to your network 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 Z39 50 Services allow 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 server client interface With Z39 50 it s easy to share your own resources with others in your district or community and allow patrons to access your data from community locations running Z39 50 clients Special considerations apply when
328. s see page 151 You must enter a valid email address to use most email services including COMPanion s Technical Support services e Fax If applicable provide this site s fax number e Researcher Notice Any text you enter in this field will be displayed when you click on the Site Information link in your Researcher Describe your library hours e g 9 00 a m 6 00 p m Monday through Friday with any combination of numbers and hours Ifyou decide to leave this field blank the text Library Hours Not Specified will appear in the Site Information section of your Researcher see page 151 e Notes An optional notes field where you can provide amy supplementary information about your managed sites e Usage Report Clicking this generates an html Site Usage report detailing usage statistics for all the sites or single site in your union This report includes how many copies patrons circulation transactions orders budgets vendors subscriptions maps and bulletins have accumulated per site D SiteUsage html x fi D SiteUsage htm Site Record Information Site Name COMPanion Demonstration Library Copies 42838 Patrons 7623 Circulation 7981 Orders 1 Budgets 1 Vendors 3 Subscriptions 74 Maps and Bulletin Boards 0 Alexandria Hosted Getting Started Guide 49 Site Management Window Current Record Pane 50 Alexandria Hosted Getting Started Guide Introduction to Pref
329. s 295 Macintosh Circulation Shortcut Commands eeeseeeeeeeeeeeeeeeeeees 296 iv Alexandria Hosted Getting Started Guide Welcome to Alexandria 0 Waly A Note About the Getting Started Guide LO Much effort was dedicated to produce a guide for a program that will unequivocally change after release At the time this guide was completed all of the information contained within was as accurate as possible However software such as Alexandria continuously evolves through patches and updates designed to improve the experience for all users This means that some of the data contained in this guide may be outdated at some point in the future especially where it concerns online features and functionality relating to it However when changes do inevitably happen we provide additional dynamic assistance through our technical support and online help channels www companioncorp com mediawiki index php SDIATIS pe1soH O ale Welcome to the family Congratulations on selecting Alexandria hosted service as the information management system for your library Alexandria is a powerful application that helps you to manage your assets and allows your patrons to fully access your library s resources The Alexandria Getting Started Guide is divided into sections that correspond to the major areas of the program providing you with sequential step by step instructions for configuring Alexan dria s preferences and
330. s being duplicated Step 15 When finished the Item Management window will contain your newly duplicated copy or copies Step 16 If necessary replace information in the duplicated fields of the Copy Information tabs to individualize your new copy Alexandria Hosted Getting Started Guide 263 Item Management Modifying Titles and Copies Modifying Titles and Copies You can edit record information directly from the Item Management window or in any of the tabs contained within For example you can place your cursor in a field with an existing value KO and provide additional information You can also select highlight the entire value and replace it Tiderecordemut besed by typing over it Before records can be changed they must be unlocked using the Unlock before yo can view ok Cmnd Ctrl U command modify copy information First you must Find Cmnd Ctrl F the item you would like to modify To modify record infor mation click on the Title Copy Information tab s When you have modified all the necessary record information you want click the Save button in the upper right corner of the window The record is now saved If you want to ignore the information you have entered click Revert to discard your changes If you try to leave the Item Management window without saving your changes the following warning appears Message The current record has not been saved Do you wish to A save it before viewing another r
331. s 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 student grade level 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 Alexandria s Online Help CENTRAL UNION Central Union libraries need to understand that Policies are g obal so that means that everyone needs to agree when making changes especially for Item policies since Policy 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 Policy 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 Hosted Getting Started Guide 99 Policy Preferences 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 you to con
332. s not available feel free to contact COMPanion s Technical Support team at 800 347 4942 or through email at support companioncorp com Bookmarking Online Interfaces For convenience you can bookmark the web addresses of your favorite online modules and add them to your browser s list of Favorites for future access To do this when you re at the desired web based interface click your browser s corresponding Bookmark icon You may also create a shortcut to place on your operating system s desktop dock or taskbar to do this open up the online module e g Item Management highlight the URL in the Address field or favicon and drag it to your desktop dock or taskbar to create a link Gj e In a Central Union environment you can create bookmarks i e links for specific schools this is done by including the Site ID Code in the web address For example if the COMPanion Middle School has an Site ID Code of CMS you would enter the URL as http Data Station IP Address port site CMS 1 Favicons are generally little icons found just before the http address in the address bar field of your default internet browser Alexandria Hosted Getting Started Guide 269 Item Management Title Author and Subject MARC Editor 270 Alexandria Hosted Getting Started Guide Patron Management The Patron Management window is where information about the patrons i e students and operators employees who frequent your es
333. s or operator created Individual Saved utilities can be favorited by checking the Favorite box in the Overview tab if the check is removed it will no longer considered a favorite utility For comprehensive coverage of the Utilities and Saved tabs please review the corresponding Utilitie section s of Alexandria s Online Help Selected Utility Pane The bottom right area of the Utilities window is home to the following tabs Overview Selec tion and Schedule These tabs allow you to configure options for the utility currently selected in the Utilities or Saved tab Not only that they contain the essential selection criteria that is crucial to how utilities are scheduled and performed Overview Selection Schedule Be sure to always Save All changes you make to Saved utilities in the Utilities window that way you re guaranteed to have full working and scheduled utilities For a complete explanation of the Overview Selection and Schedule tabs please review the corresponding Utilitie section s of Alexandrias Online Help 212 Alexandria Hosted Getting Started Guide Performing Utilities Getting Started With Utilities Performing Utilities Clicking on the Run button at the top or sometimes bottom right of the window opens the Operation Management window and performs the selected utility Every time you run a utility it will be documented in your Transaction log For a step by step guide on how
334. s y Browse D Starting Patron Barcode LAMU Site CDL COMPanion Dev w Patron Policy Standard Patron v Security Group Patron v Allow Patron Updates Al Use Imported Barcodes Al NOTE During import if Alexandria detects a patron barcode number that is less than three alphanumeric digits it will take the Next Patron Barcode specified in the Patron Defaults tab of your Patrons Preferences page 113 and assigns that barcode number to the patron being imported Alexandria Hosted Getting Started Guide 165 Importing Patrons amp Operators Patron Settings tab e Starting Patron Barcode When a new patron barcode number is required Alexandria will assign numbers starting with this value Alexandria always checks to see if a barcode is already in use and if it is a new number will be automatically selected e Site If the patron you re importing doesn t have a designated school in their import file this field will apply a Site ID to 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 assigned by default Default is Standard Patron Allow Patron Updates When this box is checked new import data can be used to update existing patron records if certain key fields match When this box is not checked matching is ignored and only new records are added e Use Imported Barcodes When this b
335. safely search the internet for school projects and get high quality contextual results every time netTrekker Search provides a complete K 12 academic search tool for your entire district with content customized for Elementary K 5 or Secondary 6 12 Sneak Peek users will enjoy title reviews summaries and cover art straight from Alexandria s search interfaces Hyperlinks connect patrons to this resource displayed within your chosen web browser Alexandria Sneak Peek offers a wealth of descriptive 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 this information on a weekly basis With Sneak Peek you ll have access to more than 1 5 million ISBNs all with associated data elements Soundzabound is the only subscription service that specializes in royalty free music and audio clips which meets all of the licensing and technology requirements necessary for education The Soundzabound audio library offers a wide variety of music audio themes and sound effects for grades K 12 and universities all royalty free to ensure your copyright safety Perfect for podcasts PowerPoint videos news shows video yearbooks digital storytelling presentations TV broadcasts web design and more SAFARI Montage is a provider of on demand internet streaming media for K 12 schools facilitating visual instruction and learning in the classroom and
336. saved under MARC field 245_a You can also use the equals sign in the 245_b tag to designate a subtitle However the is mainly for multilingual titles For example Laura Ingalls Wilder growing up in the little house 254 Alexandria Hosted Getting Started Guide Current Item Record Pane Item Management If you want to continue manually entering or editing MARC information in the Title field you can enter statements 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 to the Medium drop down menu it will not be shown in the title field If you enter a statement of responsibility and the Show Statement of Responsibility in the Title Field of the Items Window preference is set to not show this i e unchecked it wll be saved in the Title field of the Item Management window but not displayed Or if you enter title information and then lt option tab gt Macintosh or lt ctrl tab gt Windows out of the Title field or if you have Authority Control enabled an Authority Control Title Search window will appear allowing you to check if the title is already properly tagged in your collection If the title is recognized the Authority Control window will not appear The Act
337. se combined policy groups interact in Standard Mode can be adjusted by clicking the Exceptions tab Clicking the Exceptions tab will turn it red indicating that you are in Exceptions Mode This mode allows you to modify the behavior and relation ships between selected patron and item policies and hence further customize your policy set tings For example e You can make an exception that items belonging to the Reference policy only circulate to members belonging to the Staff patron policy While the standard Transaction Period for the Reference item policy could be set to 0 Days an exception to the policy could be made so that the patron Staff policy may check out the reference books for 3 Days e While you usually allow your 4th Grade patrons to check out five items at a time you may want to limit them to three music CDs select the 4th Grade Patron Policy on the left and the Music CDs Item Policy on the right click the Exceptions tab it will turn red and then change the Maximum Loaned Items checked out to the number 3 e If you have a patron policy for IT Information Technology and an item policy for Projectors you may want to give your information technology specialists the ability to check out projectors but only them and no other patrons under any other policies Exceptions can be made to every policy combination via the fields drop down menus and check boxes contained in the Check Out Overdue and Other Pol
338. sh Current Patron Record will appear with blank fields some of which are required in order to save your new operator Remember the very first operator you create should be a new District or Library Administrator overcoming your reliance on the System Administrator Special Operator barcode 10 see page 39 Step 5 Move through the Personal Info and Contact Info tabs making changes to the operator record as needed If your new operator is also a patron you may need to supply additional information and configure options in the Notes Statistics and Lexile tabs Step 6 At the very least a Last Name Barcode and Security Group other than Patron are required to save your new operator However we also suggest you provide a unique User name Password and contact Email address during the creation of your operator Step7 Additionally you can contribute your new operator s Policy Status and Sex Step 8 Next use the Site Access selection from the secondary Actions drop down menu to open the Site Access window Checkmark by clicking the sites your new operator is permitted to access Site Access Step 9 Click Save to add your new operator record to the database or Revert to discard them Alexandria Hosted Getting Started Guide 279 Patron Management Duplicating Operators Duplicating Operators Use the Duplicate Cmnd Ctrl D command or selection from the primary Actions drop down menu to make a copy of an existi
339. sider a few thought provoking questions 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 of lost and discarded copies collection age and collection usage by call number item policy and medium Other reports 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 can generate statistical data that will empower you to view your collection with new eyes For instance circulating 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 i
340. splay set aside or temporarily misplaced that you know aren t permanently missing e In Transit barcode 9 To keep track of copies that are in transit assign them to this patron When you receive these items check them in to make them available e System Administrator barcode 10 This special operator is your system default District Administrator it should never be used as a primary login it s only there for emergencies Reasons For Creating Your Own System Patrons You can create and remove your own system 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 automatically assigned the System policy which does not restrict the number of copies they can check out The following are examples of uses for system patrons you create e Instead of using the For Library Use patron to reserve holiday books create a holiday patron and check out seasonal books to this patron e Instead of using the On Repair patron create a system 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 system patron for each vendor from whom you order items e g Perma Bound When you order items from that vendor check them out to that vendor and enter an o
341. sssssssessseeneeeneeeneeeneeeneeseneeeeseeeseeeseees 25 Macintosh amp Windows Command Differences ccceeeeeeeeeees 25 Alexandria Online Help 20 cccccccceeeeeeeeeeceeceeeeeeeeeeeeeeesenseceeeeeeeeeeeeeeeeeas 26 Help MENU rsca aaaea deed aada aaan EEANN EE 26 File Memu tarana e A ar EErEE 27 Edit Menuka riivaa aaaea raen aaa a i aa aa aN eaaa KREEG 29 ShOW Menus ra atenian E Ea e aana 30 TOONS MEMU ss cecevedsccaccczcessices ceanesccscces ranan aeaaea aa aAa EE ERRANEN 31 Links Menu cacane ea Ea a a Aa EEE 32 Sites Menu District Librarian only ccccccscccceeesstseeeeesssceeeeesssneeeeeeees 33 WVINIGIOW Menuism aien ena oana EA a i A aaa 33 Logging In and Activating Security asessssenesunnnsrnnnnrerannernnnnnnnennnnee 35 Web Services and Online MOdUules ccccccssccecesseeeeeesssseeeeeesseneeeees 37 Accessing Alexandria s Web Librarian esssssessseessseirssesrrrrsesrrnrserrnnn 38 Adaptive Dates vecicgssaccssdstedanat sanatecanssacy stscedesteasceaarininaatayitaasascancdeeeesevetes 39 Site Management WindOw ccccsssseeseeeeeeeeeeeeneenneneeeeeeeeenseneeneneeeees 41 What is Site Management ceeceeeeeeseeeeeeeeneeeeeeeeeaeeeeeeeeneeeeeeneenaeeeess 42 Site Records List and Associated Tools essseceeeeeeteeeeeeeesneeeeeeeeae 46 Current Record Pane ccccccesecccceceeeeeeeeseeeceaeaeeeeeeeeeeeeseneensaaaeaeeees 47 Current Record Pane Continued ccccccss
342. t is located approximately three or four lines down and will display TCP Is Active IP address is your IP address here Welcome to Alexandria Librarian TOP is Active IP Address is 123 456 72 010 lt mn Attempting to talk to server at address 123 456 78 910 Attempting to contact update server at updateserver companioncorp com Connected to Data Station at 123 456 78 910 30427 1234567 Version Number 6 22 x To access Web Librarian type http 123 456 78 910 80 30427 1234567 login in the address of your internet browser E To access the Researcher http 123 456 78 910 80 30427 1234567 To install a client via the web http 123 456 78 910 80 30427 1234567 install You can also find it by clicking on the Special tab followed by the System Info subtab and scrolling down the left hand side to the Network section 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 COMPanion s Technical Support team NOTE Make sure that Port 80 and Port 30427 are open on your firewall these ports are used for web access and client server communications i e communications between the hosted Data Station and Librarian Workstations In fact a special list of ports and addresses required for access has been compiled on page 23 If you don t have the proper authorization or are not familiar with ports and firewalls
343. t pane which contains report information in the Selection and Sites Distributed Union tabs among others these tabs allow you to con figure selection options for the currently selected report and how the report is ordered organized and presented Step 8 If necessary use the Selection tab to build format and arrange the report according to your needs You may set any combination of drop down menus tick optional checkboxes and configure fields that limit or expand the information included in the report these options differ depending on the selected report type Overview Selection Sites Schedule Locations ns Most but not all report types include a Sort By drop down menu which determines the sort order hierarchy for the information included in the report Some selections sort by two values A complete list of report sorting options can be found on Alexandria s Online Help After selecting the initial information and layout you can further refine your report using boolean selections adding selections can help to refine your report making it more effi cient and understandable The Add Selection Remove Selection Add Site Selection and Clear All Selec tions buttons appear above the boolean list When applicable the boolean operator drop 202 Alexandria Hosted Getting Started Guide In Conclusion Getting Started With Reports down menu i e OR AND and AND NOT appears to the left of the Select By drop
344. t types of characters use uppercase let ters along with lowercase letters numbers and even special characters such as amp or 3 Click OK to save or Cancel to abort Reset Password The password input can be concealed with the Hide Password checkbox The default password has been entered for your convenience Hide Password 4 New Password canton Pass m J Cancel OK Step 12 You can assign a new security group for the operator using the Security Group drop down menu Step 13 In the Contact Info tab you can update the Email address for the existing operator Step 14 When you have finished modifying your operator information click Save in the upper right corner of the Patron Management window If you want to discard your changes click Revert to restore the previous record You won t be able to select another operator record or close the Patron Management window until you Revert or Save your current changes 282 Alexandria Hosted Getting Started Guide Removing Operators Removing Operators There are times you may need to remove an operator from your system Removing operators who are no longer active at your library can help to ensure the accuracy of your reports WARNING permanent and cannot be undone If you mistakenly remove a patron you will have to re enter all their information from scratch or recover it from an archive of your data Before you re
345. t window e Reports Shows only the report operations that have been performed or queued by the current user in the Operation Management window e Utilities Shows only the utility operations that have been performed or queued by the current user in the Operation Management window e System Reports Shows only the system report operations i e Daily Chores that have been performed or queued in the Operation Management window The following Operation Type filters only appear if you have View All selected from the in the Operation Mgmt drop down menu in the Reporting tab of the Security Preferences All Operations Shows all operations that have been performed or queued by every user in the Operation Management window All Exports Shows all export operations that have been performed or queued by every user in the Operation Management window All Imports Shows all import operations that have been performed or queued by every user in the Operation Management window All Reports Shows all report operations that have been performed or queued by every user in the Operation Management window e All Utilities Shows a utility operations that have been performed or queued by every user in the Operation Management window 222 Alexandria Hosted Getting Started Guide Circulation Window Waly Introduction to the Circulation Window The Circulation window serves as Alexandria s main hub for District and or Li
346. tablishment site school or library are viewed created duplicated modified and removed each belonging to a unique or identical security group The Patron Management Window In More Detail To open the Patron Management window select Patrons Cmnd Ctrl L from the main Show menu When the Patron Management window appears notice that it is comprised of two distinct areas Patron Records List Teray IMAT p asoH O ale e The left hand side of the Patron Management window belongs to the Patron Records List containing all your patrons and operators listed by name used also for browsing these records and other related tools You may select highlight any of the names in this field in order to edit their information or remove them completely Current Patron Record Pane e The larger right hand portion of the Patron Management window consists of the Current Patron Record pane where the selected patron or operator record is displayed in full along with associated tools that perform operations on said record Patron Records List Patrons Current Patron Record Pane File Edit Show Links Tools Window Help Sorted By Modified Gold Lawrence Personal Info Contact Info Shultz Silver Robert Shultz Theodore Site CDL COMPanion Demonst Shelton Bill Selman Steve Homeroom Smith Scieszka Benjamin Sagaser Dan 2nd Location Rockwell Paul
347. tag 852_h barcode number tag 852_p price tag 852_9 special funds tag 852_1 and volume tag 092_v to your MARC records 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 one press lt shift tab gt To edit information in a particular data entry field click in the associated 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 focus outlined When a button is focus 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 2016 as Dec 1 2016 or 12 1 16 or 12 1 16 or 12 1 16 If using the current year you can just enter 12 1 If the current month is December you 4 can just enter 1 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 258 Alexandria Hosted Getting Started Guide Adding Titles and Copies Item Management Step by Step Create Title Record The minimum requirement for new titles are Title Barcode Medium and Policy Of these fields a but Title are defaulted titles may be added with or with
348. tarted Guide An Introduction to Importing eee Waly After successfully installing Alexandria and configuring your initial settings and preferences your next step is to import your patrons and items LO There are times when you ll want to add information to Alexandria from outside sources such as MARC records book vendors or patron information from a central database The process of adding information into Alexandria from outside sources is called importing SDTATIS pe1soH O Ale Alexandria supports the importation of patrons items and transaction commands WARNING Once an older version of an Alexandria data file has been imported or rebuilt in a newer version it can no longer be downgraded Therefore it is essential to archive and backup your data prior to installing a new Alexandria upgrade Accessing the Online Data Import Window Along with the Circulation circulation and Patron Management patrons windows Alexandria s Data Import window can also be accessed over the web To access an online version of the Data Import window type the IP address or domain name and port number of your hosted Data Station e g 123 456 78 910 80 followed by imports into your browser s Address field usually located in the upper left corner of the window C ff Q 123 456 78 910 80 imports If you are not sure what IP address or domain name your hosted Data Station uses
349. tarted With Reports Selected Report Pane The bottom right area of the Reports window is home to the following tabs Overview Selec tion Sites Distributed Union Schedule and Location These tabs allow you to configure selection schedule and output options for the report currently selected in the Reports or Saved tab Not only that they contain the essential selection criteria that is crucial to how information in the reports is ordered organized and presented Overview Selection Sites Schedule Locations Be sure to always Save All changes you make to Saved reports in the Reports window that way youre guaranteed to have full working and scheduled reports Should you want nearly identical settings for each new operator created report you can Dupli cate Cmnd Ctrl D them give them a new name and make whatever modifications you require name boolean email etc Alexandria Hosted Getting Started Guide 191 Getting Started With Reports Report Selection Pane Overview tab The Overview tab offers detailed summaries about what the report generates what it selects and sorts by whether or not it s scheduled and where it outputs This tab also allows you to Name the report e g Mrs Smith Overdues give it a succinct Description e g Line Overdue Listings and leave yourself or others usage Notes e g Run this report weekly Overview Summary e Name Provide or edit the name of the report here
350. tary sites in the Standard Address Book However additional address books may be created instead for more extensive searches For example you can create custom address books that contain sites by geographical regions e g Northwest Quadrant or levels i e Elementary Schools in a school district Using the Embedded Books address type these additional address books can be inserted into the Standard Address Book to create sub menus and or Search Groups as shown with Elementary Schools in the example screenshot below Gj If you are in a Central Union environment as you add new sites from the Site Management window see page 41 new addresses including associated Site Names are automatically added to your Standard Address Book These addresses can be removed and edited In most cases sites aren t something you should ever need to worry about adding to your Address Books someone from your district s information technology IT department will usually set this up for your entire system Using the Search Address Book setting in your Researcher Preferences see page 149 you will be able to select the default address book that will be searched by all of the Researchers connected to your hosted Data Station On a Researcher your local collection i e the addresses contained in the Standard Address Book will always be shown at the top of the Library Search menu followed by search groups sub menus and individual ad
351. tatistical analyses and reporting purposes Copies inherit the title policy unless a specific policy is exclusively assigned Alexandria Hosted Getting Started Guide 255 Item Management Current Record Tabs and Subtabs Current Record Tabs and Subtabs The largest section of the current record pane consists of the Title Information and Copy Information tabs and related subtabs these tabs contain the editable fields drop down menus and checkboxes that are essential to managing the assets in your collection ya n Title Information Copy Information 0 of 0 copies available Publication Subjects Terms Notes Summary T Statistics 7 Links SP Author Medium book m Volume LCCN Edition ISBNASSN ISBN ISSN Lexile Lexile Code Place From Title Match _ FOLIC Dont Show in Researcher _ Year Extent Series _ SIP2 Options Generic Medium Type Book ad Magnetic Medium For a more comprehensive description please review the Title Information and Copy Information sections of Alexandria s Online Help Title Information The Title Information tab and related subtabs allow you to view or edit the standard commonly shared elements for each title record e Copy Information The Copy Information tab and related subtabs allow you to view or edit the contents of each individual copy associated with a title You cannot view or edit information in the Cop
352. te if you choose the Copies category from the report Categories pane and then type labels in the Search bar you will only see copy label related reports in the Report and Saved tabs If you have All Reports selected from the Categories pane and then labels into the Search bar you would see all available label reports Patrons Status Q Shadow text appears in the Search bar prior to entering text of your own to remind you what report category subcategory filters are being applied to your results For example if you ve selected Patrons category Status subcategory the default shadow text in the Search bar will read Patrons Status If you would like to search the entire collection of reports you will first need to select All Reports from the top of the report Categories pane section and then provide a term in the Search bar For instance if you re looking for a simple Copy List report and don t want to bother with the category subcategory filters simply select All Reports and start typing Copy List in the Search bar NOTE The Search bar is extremely helpful in that it searches every configurable field in the Overview Selection Sites Distributed Union Schedule and Locations tabs and even multiple fields if search terms are separated by a space Alexandria Hosted Getting Started Guide 187 Getting Started With Reports Reports Tools Search Pane have some reports currently favorit
353. te Management Window Why Site Codes are Important in a Central Union In a Central Union environment operators and patrons must be able to quickly differentiate data belonging to one collection over another In order to achieve this our software embeds patron and item records with something called a Site Code Site ID Codes are used in several ways e To identify the collection for which a copy belongs e To identify the site for which a patron belongs e To determine whether a book dropped copy was returned to the correct location or if it needs to be placed in transit and returned to the owning library e To determine copy availability at particular locations when placing holds and reservations e To filter a patron s Researcher search results to display only a particular collection or group of collections for which they are interested Other areas affected by Site Management include Acquisitions Orders Budgets Vendors Subscriptions and Routes Maps and Bulletins Alexandria Hosted Getting Started Guide 43 Site Management Window The Site Management Window In More Detail The Site Management window is where you configure or create Site ID Codes and provide information pertaining to either your single school or each of the individual schools in your Central Union Your initial or union site record is initiated by your registration information You ll have to provide your address city state postal code country
354. te the record or click the Cancel button to close the Item Selection window and return to the most recent item record If a Search is performed the Item Records List in the Item Management window is populated with results and automatically set to the same selection as the Sort By drop down menu of the Item Selection window Alexandria Hosted Getting Started Guide 257 Item Management Adding Titles and Copies Adding Titles and Copies Use the New Record Cmnd Ctrl N command button or corresponding selection from the primary Actions menu to add records to your Alexandria database When you select this command the Title Assistant window will appear prompting you for title information Make sure to provide at least some of the following title information Title Author and ISBN LCCN emma gt Title Author Publisher Publication Year _ Keywords _ Search for books only 239 50 Set COMPanion Default v The Title Assistant will search the internet for MARC records matching your information See Alexandria s Online Help for more information on how to use the Title Assistant window Once the process is complete and you ve selected the closet match the Item Management win dow will appear Provide essential information by typing over the grayed out watermarked data entry fields in the window such as Title Author and so forth to add a new record You can add local information such as call number
355. tem 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 just before the end of the school year that absolutely no eighth graders had checked out biographies 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 100 Alexandria Hosted Getting Started Guide Policy Preferences Setting Policies to Achieve Meaningful Statistics Alexandria comes with two standard patron policies Standard Patron and System Patron and four standard item policies Standard Item System Item eBook and Web Page 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 Stu dent and Teacher or Book and Reference Let s look at how we can make these policies pro vide 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 Norto
356. tem policy section Step 5 Enter the new item Policy Name and Policy Short Code and optional Stat Group in the fields provided Step 6 Make a selection from the Defaults from drop down menu the new policy will take its default settings from the existing policy selected here Step 7 When you are finished press lt enter gt or click OK Step 8 Next move through the various Policies subtabs Check Out Overdue and Other providing appropriate values to the fields drop down menus and checkboxes in order to create your new policy Step 9 When you ve finished modifying your duplicated item policy click Save otherwise click Revert to discard them Step 10 Repeat this process until you have created all the new item policies you desire 1 A Stat Group is a way to group policies for statistical reporting Alexandria Hosted Getting Started Guide 107 Policy Preferences Using the Policies Preferences Step by Step Removing a Patron or Item Policy To remove a patron or item policy Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 First make sure that all of the patrons or items that fall under the policy you are about to remove have been switched to the Standard policy You will be unable to remove a policy it is still in use Next select Preferences Cmnd Ctrl from the main Edit menu bar Click on the Policies icon in the Management section of the Preferences window Select the policy t
357. temporary items and establish any special barcode handling For instance if your data contains Follett Proprietary Interleaved 2 of 5 barcodes indicate that here so that Alexandria is aware and can handle them properly if your patron item barcodes have leaders that should be skipped provide that information here as well We strongly recommend that you never adjust any of the settings in the Advanced Options roll down unless you are specifically directed to do so by COMPanion s Technical Support team improper usage can irrecoverably damage your data if The Barcodes Preferences allow you to configure how Alexandria increments new patron and item SOTATIS pe1soH O ale Getting Started With Barcodes Preferences Step 1 Select Preferences Cmnd Ctrl from the main Edit menu bar Step 2 Click on the Barcodes icon in the Configuration section of the Preferences window Step 3 If your item patron barcodes have leaders that should be skipped enter the leader in the Barcode Leaders section page 133 Step 4 In the Barcode Incrementing section configure how Alexandria handles new barcodes assigned to patrons and or items page 134 Step 5 Click on Save in the upper right corner of the window Step 6 Click Show All to return to the main Preferences window Alexandria Hosted Getting Started Guide 131 Barcodes Preferences Barcodes tab Barcodes tab The preferences determine how Alexandria handles your library s barcode scheme
358. that is currently loaned to a different patron a Message dialogue appears allowing you to perform a soft bookdrop followed by an immediate checkout i e transfer to the new patron Alexandria Hosted Getting Started Guide 137 Circulation Preferences User Interaction tab Patron Alerts These preferences configure patron alerts for overdue items in stock holds and upcoming reservations if you would like an alarm sound to occur when a patron with charges i e fines is made current make sure the Alert When Fines Exceed setting in your Patron Check Out Policies is properly configured Enable Patron Alerts on Overdue Items When checked an alert message and sound will occur when a patron with overdue items is made current Enable Patron Alerts on In Stock Holds When checked an alert message and sound will occur when a patron with available in stock holds is made current Enable Patron Alerts for Upcoming Reservations When checked an alert message and sound will occur when a patron with upcoming reservations is made current 138 Alexandria Hosted Getting Started Guide Circulation Rules tab Circulation Preferences Circulation Rules tab These preferences configure general circulation settings for among other things holds reservations and charges User Interaction Wozet AE Receipts Circulation Settings These preferences configure general circulation settings for among other things holds reservatio
359. the Circulation window e The hosted Data Station IP address can also be found in the Circulation window by scrolling to the top of the Transaction Log you can also find it by clicking on the Special tab followed by the System Info subtab and scrolling down the left hand side to the Network section e On Researcher or Scout the web address and port number of the hosted Data Station will be seen in the address bar of your web browser followed by researcher or scout As more Alexandria modules move onto the web you ll be able to do more remotely via your web browser After all if you can access the Researcher you can access any of our online modules as well Here s just a few extensions that you can append to your IP address to access their associated modules through the web browser admin preferences circulation reports exports researcher imports ceviews inventory scout items selfservice librarian selfservicein login selfserviceinout messages sif mobile sites operations tools patrons utilities As always if you have any questions please don t hesitate to contact us by calling 800 347 4942 or through email at support companioncorp com Alexandria Basics NOTE Be sure to bookmark the web addresses of your favorite online modules for future access Alexandria Hosted Getting Started Guide 37 Alexandria Basics Web Services a
360. 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 Bookdrop an Item To check in a single item a Step 1 To check in an item type B in the command line followed by the copy barcode number 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 Cmnd Ctrl 1 from the Actions menu You can also select Bookdrop B from the drop down menu to the left of the command line Step 2 If different than today s date set an override date page 238 for the date the copies were returned Step 3 Scan or type the barcode s of the copies to check in Step 4 Respond to any circulation alerts that appear and Step 5 When finished with the bookdrop or override date modes clear them by typing pressing lt enter gt Alexandria Hosted Getting Started Guide 239 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 ha
361. the label which display the written barcode number COMPanion Library IDINIIN ii ll 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 16 Alexandria Hosted Getting Started Guide Barcode Your Collection Preparing for Alexandria 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 subject 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 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
362. the menu and are therefore non selectable The following commands are available from the Actions menu e Toggle Mode Help This selection toggles a real time Circulation Mode help section explaining what each Circulation Mode does Start Bookdrop Cmnd Ctrl 1 Sets the current Circulation Mode to Bookdrop where you enter barcodes for items you want checked in This option will toggle between Start Bookdrop and Start Check In Out mode e Start Check In Out Cmnd Ctrl 1 Sets the current Circulation Mode to Check Out This menu will toggle between Start Bookdrop and Start Check In Out modes e Make Charges Payments Cmnd Ctrl 2 Opens the Charges tab on the Circulation window you may add or remove fines accept payments for acquired fines and issue refunds for payments made You must have a current patron to select this mode e Show Patron Details Cmnd Ctrl 3 Shows the current patron s status details including all transactions fines requests and so forth You must have a current patron to select this option Performs the same function as clicking the current patron Details button e Show Patron History Cmnd Ctrl Shift H Shows the current patrons complete history including all transactions fines requests and so forth To select this option you must have a current patron who has the Keep Patron History Statistics tab box checked in their patron record for more information please review the Patron M
363. the secondary Actions menu Step7 You are asked to verify that you want the copy record permanently removed Click Remove to permanently remove the copy or Keep to prevent the remove request Step 8 Click Save in the upper right corner of the Item Management window to save your changes to the main title record Alexandria Hosted Getting Started Guide 267 Item Management Title Author and Subject MARC Editor Title Author and Subject MARC Editor e The Title and Author MARC Editor windows can be accessed from Actions menus which are conveniently located to the right of the respective entry fields i e Title and Author Using these editors you can easily enter multiple detailed subfields and new tags to any item Baum L Frank y Open Author Editor e The Title Editor enables you to add uniform titles etc Use the Author Editor to add illustrators editors additional authors translators and more to the title record e The Subject Editor subtab under the main Title Information tab provides an easy way of adding additional subject tags Title Information y Copy Information 1 of 1 copies available Publication Subjects Terms Notes Summary Statistics Links SP y 00 a Catherine c Empress of Russia d 1729 1796 650 7 a Kings and rulers 2 sears 650 0 a Empresses z Russia v Biography 650 1 a Kings queens rulers
364. then Alexandria will automatically import it as XX7 Step 6 Click the Start button to begin the item import If the item import file is recognized Alexandria will automatically match and organize the information into the proper fields Step 7 Ifthe item import file is not recognized Alexandria will ask you to specify the type of data getting imported Choose Item Alexandria Hosted Getting Started Guide 177 Importing Items Step 8 From the Field Mapping window that appears you may realign data in the item import file to match specific Alexandria fields Field Order amp Selection Data found in tem Export txt Field Type Item Fields 3 UFOs what scientists say may shock you Title Sub Title Copy Volume Title Volume Copy Call Number Title Call Number Primary Author Series Serial Content Notes Edition Vendor Summary ISBN Copy Location Copy Shelving LCCN Publisher 001 942 GRA 001 942 GRA Grace N B 24 7 science behind the scenes True life cases Cover Strange fires in the sky flying saucers little green men with huge 9780531120743 4 4 x pd y A A y x y x x 4 x x x 4 x 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 left right arrow buttons in the bottom corner of the window to a
365. this command followed by barcode to make an item or patron current For example x200 makes a patron with the barcode 200 the current patron and X110034 makes an item with barcode 110034 the current item If you enter an X with out a barcode current item and patron are cleared and the main Circulation window is reset to Check In Out mode Alexandria Hosted Getting Started Guide 235 Circulation Commands Circulation Command Basics Check Out Alexandria makes it easy to check items in and out by automatically determining whether a barcode you enter belongs to a patron or an item and whether that item is already checked out Because of this Alexandria can usually deduce the appropriate course of action In addition as you are performing transactions Alexandria automatically computes the proper 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 Circulation 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 locate the pa
366. tion field 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 Although you may change the term our documentation generally refers to it as 2nd Location 92 Alexandria Hosted Getting Started Guide Localization Preferences e Level This preference allows you customize the term used for the Level field For school libraries this defaults to Grade for other sites this term defaults to Level Although you may change the term our documentation generally refers to it as Grade e Government ID This preference allows you customize the term used for national identification numbers in the United States this is typically the Social Security Number Although you may change the term our documentation generally refers to it as SSN e Community ID This preference allows you customize the term used for community or local identifiers For school libraries this defaults to Student for other sites this term defaults to ID Although you may change the term our documentation generally refers to it as Student e Reading Level This preference allows you customize the term used for the leveled reading system s utilized at your school e g Fountas and Pinnell or Accelerated Reader Although you may change the term our documentation generally refers to it as Reading Level If your school
367. tional 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 SIP2 allows you to utilize SIP2 hardware e g Checkpoint 3M etc by supporting the SIP2 protocol this makes your library more efficient by enhancing your inventory and security features SIP2 also allows you to empower your patrons with self service check in and out modes allowing you more time to focus on patron information needs Although mainly designed for self service check out stations OverDrive Axis 360 and MackinVIA all use a subset of SIP2 in order to communicate with Alexandria whether it be requesting patron status information or downloading MARC files to automatically import into your database 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 Advanced Bookings provide a valuable extension to the rese
368. tions 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 14 Alexandria Hosted Getting Started Guide Barcode Your Collection Preparing for Alexandria 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 this 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
369. tiple or exact are located for your search the Patron Records List will be populated with patron record s sorted by those that most closely match the informa tion you provided Select the patron you want to remove from the Patron Records List From the primary Actions menu choose Remove Record Cmnd Cmnd R or click the Remove Record button Alexandria will ask you to verify the permanent removal of the selected patron record Click Remove to delete them or Keep to retain them in your database Patrons cannot be removed if they still have items checked out Use caution if a patron has any outstanding fines or charges removing them will also clear their fines from the system 288 Alexandria Hosted Getting Started Guide Adding Patron or Operator Pictures Patron Management Adding Patron or Operator Pictures You can use most standard image files to add patron pictures to the patron record Some viable picture formats include GIA BMP PIC PNG and JPG Although they can be larger or smaller the default optimal size for patron pictures is 240 pixels by 186 pixels at 72 ppi pixels per inch resolution Larger images will be auto sized and shrunk to fit within those pixel specifications if they re revealed to be too large upon import Although they can also turn up elsewhere e g Patron Details and Patron Reports patron pictures primarily appear in the Current Patron pane of the main Circulation window and the Pa
370. to successfully perform a utility please review the corresponding Utilitie section s of Alexandrias Online Help NOTE If you are ever encouraged to Archive before performing a utility the correct response should always be Yes In Conclusion In closing take some time to explore the categories and subcategories and set up some favorite utilities that youd like to easily access and run In the end if you still have questions remember you can always call or email COMPanion s Technical Support team at 800 347 4942 or by email via support companioncorp com Remember should you want nearly every setting the same for each utility you can duplicate a selected utility give it a new name and make whatever changes you need name boolean email recipients etc If you decide to delete a utility select it in the Saved tab and then choose Delete Selected Util ity Cmnd Ctrl R from the primary Actions menu Additionally you may remove all Saved utilities in a particular category subcategory by selecting Delete All Utilities Shown from the primary Actions menu Before deleting any utilities the program will ask you to confirm just in case you accidentally selected the option COMPanion defaults can be restored by selecting Restore Missing Defaults from the primary Actions menu however custom made Saved utilities can not be restored Again for more comprehensive coverage of the Utilities window please review t
371. to the selected or any formerly selected report in the Saved tab e Revert All Reverts all changes made to multiple Saved reports in the Reports window this option only appears when changes have been made to the selected or any formerly selected report in the Saved tab e Print Clicking the Print button at the top of the window opens the Operation Management window and outputs a pdf for the selected report which opens automatically when completed report PDFs are also saved to the Alexandria Support directory in a folder named Operation Files The Print button is replaced by the Revert All and Save All buttons once a report record has been modified and will remain that way until the report is saved Every time you print a report it will be recorded in your Transaction log e Online Help Performs an online Reports help query in an external browser window corresponding to the current report selection 188 Alexandria Hosted Getting Started Guide Report Selection Pane Getting Started With Reports Report Selection Pane Directly below the current report Tools Search pane is the Report Selection pane home to the Report and Saved tabs Remember the reports that appear in the Report and Saved tabs directly relate to the category or subcategory that is selected from the report Categories pane on the left hand side of the window and or to the text that is entered into the Search bar The Reports tab The Repor
372. trl F from the Edit drop down menu or use the magnifying glass icon in the Tools section below the Item Records List to locate the copy using the Item Selection window Step 3 Once the desired title has been found it will appear in the Current Item Record pane Step 4 Click on the Copy Information tab Step 5 Locate the copy that you wish to edit using the left and right arrow icons and Browse Copies By Barcode Copy ID Copy Call Number or Copy Sequence Number drop down menu Step 6 Unlock the record if necessary by clicking on the Lock icon or choosing Unlock Cmnd Ctrl U from the secondary Actions menu Step 7 Make any desired changes to the fields in the record moving between the Copy Info Copy Notes and Copy Stats tabs Step 8 When the appropriate information has been modified click Save in the upper right cor ner of the tem Management window Alexandria Hosted Getting Started Guide 265 Item Management Removing Titles and Copies 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 should be 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 Archived o
373. tron Management window s Personal Info tab When a patron picture is applied to an individual patron record it will supersede any default patron pictures configured in your Patron Pictures preferences page 114 if the individual patron picture is removed from the record it will revert back to default The two methods described below are best suited when applying one picture at a time to an individual record if you want to add pictures for a large group of patrons use the Import Patron Pictures functionality see page 159 Drag and drop Drag the patron picture from your operating system desktop into the patron picture field of the Patron Management window s Personal Info tab Larger images will be auto sized and shrunk or stretched to fit the 240 x 186 pixel specifications if they re revealed to be too large or small Paste and Copy Operator Picture If you have a picture on your operating system clipboard the Paste Patron Picture Cmnd Ctrl Y command will paste it into picture field of the Personal Info tab Either method you choose the operator picture should now appear in the right hand area of the Personal Info tab For more information on how to locate patrons browse for picture files on your computer or paste remove patron pictures please review the Patron Pictures section of Alexandria s Online Help 1 Windows operators are required to have Apple s QuickTime installed to view some picture formats
374. tron and their barcode see page 240 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 238 Step 5 Scan or type the barcode s of the copy s you want to check out to the current patron As you check copies out they become current and appear on the Circulation window a line will be added to the transaction log to show which copies have been checked out 236 Alexandria Hosted Getting Started Guide Circulation Command Basics Circulation Commands Special Conditions When Checking Out Items What the Check 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 136 and the status of the patron and 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 you will be asked to either check it in from the other patron and then 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 cir culation For example if you enter the barcode for a book that is already checked out you can choose to check the boo
375. ts tab houses the complete list of all available report types and their related categories essentially a complete report depository containing every existing report template used for quickly printing in an ad hoc style or reconfigured and conveniently saved as a Saved report for future use These templates store no customized selection settings and should not be confused with default or operator created Saved reports If you haven t been able to locate the report template you are looking for chances are you will find it in the Reports tab Reports Saved Category Account Information 2 Per Page Patron Status a Account Information 4 Per Page Patron Status Account Information Email Patron Status Account Information Letters Patron Status Using the report Categories pane the Reports tab shown above can be filtered to only display reports relating to selected category subcategories For example if you select Circulation from the Categories pane the Reports tab will only contain Circulation reports if you select a Circulation subcategory e g Listings Notices Holds etc the options will be further refined Selecting a report type from the Report Selection pane automatically populates the bottom half of the window i e Selected Report pane which contains report information in the following tabs Overview Selection Sites Distributed Union Schedule and Location These tabs contain the essential selection c
376. u are adding patrons that have identical information such as location graduation date policy and status When you use the Duplicate Cmnd Ctrl D command the Current Patron Record pane will appear with information copied from the previously selected patron Alexandria will have automatically assigned the Next Barcode see Patrons Preferences on page 111 rather than duplicating the barcode from the original patron record Replace any information in the tabs and fields of the Patron Management window with information specific to the newly duplicated patron Step by Step Duplicating Patrons To duplicate a patron record Step 1 Choose Patrons Cmnd Ctrl L from the main Show drop down menu Step 2 This opens the Patron Management window Step 3 From the primary Actions menu choose Duplicate Record Cmnd Ctrl D Step 4 The Current Patron Record pane will refresh containing the duplicated patron infor mation except for barcode and statistics Step 5 Move through the Personal Info Contact Info Notes Statistics and Lexile tabs making changes to the patron record as needed Step 6 Use the drop down menus to specify Policy Status and Sex for the patron Step 7 Use the Notes tab to add any optional patron alerts Step 8 When you ve finished adjusting information in the duplicated record click Save in the upper right corner of the Patron Management window 286 Alexandria Hosted Getting Started Guide M
377. u are allowed to choose different output locations and multiple recipients via email depending on your Output settings The options available from the Locations tab change depending on which Output method you have selected For example if you choose Send Report to FTP Server from the Output drop down menu the Username and Password fields appear 198 Alexandria Hosted Getting Started Guide Locations tab Getting Started With Reports Locations Summary e Output You can choose to output to Send to Operation Management Send to FTP Server or Send Link in Email e Username and Password The Username and Password fields only appear and are required when uploading your reports to an FTP site e Output Format Choose to save the file output as either COMPedit file vwp or Portable Document Format pd Output Filename Set the name of the saved report file you can append either the beginning or the end of the filename with current date and time or the Data Station serial number see Append Output Prefix Suffix below You can indicate folder paths using or e Append Output Prefix By selecting Date amp Time you can choose to add the current date at the beginning of your output filename by choosing Data Station Serial you can choose to add your hosted Data Station s serial number at the beginning of your output filename e g 20150107 500 Titles Lifetime Usage vwp e Append Output Suf
378. u 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 Alexandria is running use this menu selection to bring it to the forefront e Items Cmnd Ctrl l Opens shows the Item Management window use this window to examine add modify or remove title or copy records from your library e Patrons Cmnd Ctrl L Opens shows the Patron Management window use this window to examine add modify or remove patron or operator records www Researcher Cmnd Ctrl K This opens the Alexandria Researcher pick list in your default web browser from there you can select the search interface you would like to use to browse your online public access catalog e g Scout Researcher Mobile If youre in a Central Union this selection triggers the Select A Site list first For more information on Researcher interfaces see page 235 e Orders Opens shows the Orders management window use this window to examine add modify or remove order records Budgets Opens shows the Budgets management window use this window to examine add modify or remove budget records e Vendors Opens shows the Vendors management window use this window to examine add modify or remove vendors e Subscriptions Opens shows the Subscriptions management window Select this command to examine add modify
379. u want to view remove duplicate or modify Associated Tools of the Site Records List The area located below the record list field contains a tool icon used for adding sites e Add Clicking this button allows you to create a new site record a unique Site ID Code and Site Name are required to Save a new site 46 Alexandria Hosted Getting Started Guide Current Record Pane Site Management Window Current Record Pane The right hand section of the Site Management window is dedicated to the current site record which displays full details for the site selected from the Site Records List pane on the left At the top of the current site record pane is a long rectangular area used for displaying status information Save and Revert the Online Help icon the Lock Unlock icon and an Actions icon which contains functions specific unique to the current record JJA Unlock Lock Icon Before records can be modified they must first be unlocked For example when the Site Management window is opened the default state of the window is locked When locked records can be viewed but mot edited Clicking on the lock icon unlocks the win dow 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 e Delete Selected Site This selection permanently removes the selected site The union site record may not be deleted Reco
380. ues from drop down menus new blank fields may appear prompting you for information One example of this would be the Starting and Ending Date fields that appear when Due Date is chosen from the Select By drop down menu allowing you to provide a starting and ending date range Another example would be the Starting and Ending With fields If you enter only a Starting With value the program will select all records that begin with the entered text a Entering a Grade value of GR1 would select grades GR100 GR10 and GR1B37 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 Using Grade as our exam ple Starting With GR1 and Ending With GR1 unless you really do have data named GR1 A complete list of report selections options can be located on Alexandria s Online Help Sites tab Step 12 The Sites tab only for Distributed Union lets you choose which collections to draw the report information from This means if you have multiple sites you can generate reports for more than one library or just your own library The Sites tab is not available for all reports Schedule tab Step 13 If you don t want to immediately perform the report you can use the Schedule tab to set up a one time or repeating operation Provide a valid Run Next On and Repeat fre quency in order to establish
381. ulation Window TabsS cccceeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeeeteeeeeeeeaaae 226 Using the Circulation WINdOW ccccceeeeeeseeeeeeeeneeeeeeeeeaeeeeeeeeneeeeeenas 227 Using the Actions Menu eeccccceeeeesceceeeeeeneeeeeeeeeeeeeetenaeeeeeeenaeeeeeenaae 228 System Paos neniesan E ER aA Aa EANN E AENA N OR ANAE eet 230 Ofe Mode A ia he aes he hon an dae daed eects 232 Circulation COMMAMNAS cccccssseeeseeeeeeeeeeeeeeeneeeeeeeeeeenseneeeeeeeeeenes 235 Circulation Command Basics cccccceeeeeeteeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaee 235 Make an Item or Patron Current cccceceeeeeeeeeeeeeeeneaeeeeeeeeeeeenens 235 Cheek Outi sscccuvvsvavivevecvvssd cael e a r e ted 236 Set Override Due Dates ccccceeeeccee cette ee eeeeeeeceeaeeeeeeeeeeeeeeeeeeeeeaaae 238 Bookdrop Mode Bjo ner EAN 239 Alexandria Hosted Getting Started Guide iii Table of Contents Additional Circulation Commands essccceeeeeeeeceeeeeeeeeeeeeeeeeenaeeees 240 Locate a Patron by Last Name L ccccsscccceessseeeeessseeeeeeeessneeeeeeseaes 240 Locate an Item by Title T cceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeaeeeeseeeeeaees 240 Placing a Hold Request on a Title H c cccccssseeeceesssneeeeesssneeeeeeeseaes 241 Place a Forward Reservation on a Specific Copy Q csssecceeeeeees 242 Renewing An Item QE R or RA ccccccccsssseececessneeeeesssneeeeeeessneeeeeeseaes 244 Renewing am
382. umbers Uppercase Call Numbers Show Statement of Responsibility in the Title Field of the Items Window Cataloging Settings e 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 this preference is used 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 900 a omitting the quotation marks in this field Please note that you must include a space to separate the tag and subfield for example 852 h or 082 a The default setting is blank e Preserve Existing Call Numbers When this box is checked existing call numbers will never be modified during an import or during automatic SmartMARC record updating Default is unchecked Alexandria Hosted Getting Started Guide 123 Items Preferences Cataloging tab e Require Matching Site Code on Import When this box is checked only copy records with your site code or no site code in the 852_a tag is imported i e the Site code must match one that exists in the Site Management window all other Site codes are ignored Some districts keep a Central Union catalog with a their district holdings When these records are transferred to an individual site each title may contain holding information f
383. upplied by Alexandria or entered manually This barcode may contain up to 15 digits and must be unique It may contain numbers and or letters but no punctuation marks or spaces However if you attempt to manually enter a barcode number that is less than three alphanumeric characters Alexandria will warn you and disable the Save feature until you have increased the barcode number This field is required you cannot save a record without a unique barcode e Patron Policy The policy you assign to a patron or operator determines the rules to which they must adhere By default the policy for new patrons and operators is Standard Patron However you can change which policy is automatically assigned by configuring the Default Policy setting in the Patron Defaults tab of your Patrons Preferences see Patrons Defaults tab on page 113 Current Record Tabs The largest section of the Current Patron Record pane belongs to the Patron Management tabs these tabs contain the editable fields drop down menus and checkboxes that are essential to managing information related to the patrons and operators in your school or district To bring a particular tab into view click on the tab header Personal Info Contact Info Notes Statistics Lexile Further information about the contents of these tabs can be found in the Patron Management section of Alexandria s Online Help 274 Alexandria Hosted Getting Started Guide Alexandria Op
384. urely cosmetic all the data stored in your Log files are retained in your Alexandria Support folder 136 Alexandria Hosted Getting Started Guide User Interaction tab Circulation Preferences A e Display Patron Lexile When checked a patron s Lexile measurement is displayed if provided YA in the patron Lexile tab in the Current Patron section of the Circulation window the Researcher etcetera If you have privacy issues concerning a patron s lexile information being displayed on the Circulation window leave this box unchecked for more information please review the Lexiles section of Alexandrias Online Help Display Patron Reading Level When checked a patron s reading level is displayed if provided in the patron Personal Info tab in the Current Patron section of the Circulation window the Researcher etcetera for more information please review the Reading Level field in the Personal Info tab of the Patron Management window If you have privacy issues concerning a patron s reading level information being displayed on the Circulation window leave this box unchecked for more information please review the Reading Level section of Alexandrias Online Help r4 Display Copy Condition When checked the copy s condition is displayed in the Current Item pane of the Circulation window the Researcher etcetera for more information please review the copy Condition field in the Copy Info subtab of the Item Manage
385. urity Alexandria Basics Logging In and Activating Security Alexandria is a program with a foot in both offline and online worlds therefore security is con sidered mandatory and will always be enabled Access to our software requires that the User name and Password of a valid operator with the appropriate Security Group credentials be entered into the Log In window every time the program is launched If you would like to immediately access the Log In window or log into our software as a differ ent operator choose Restart Ctrl Alt Shift E Opt Cmnd E or Log Out Ctrl Cmnd E from the File menu When the Alexandria Log In window appears enter the appropriate Username and Password and click Log In to access the software The Username and Password that you enter during Log In will be recorded to the Transac tion Server Log as well as all failed login attempts Alevandria Username David Lightman Password eccccceee Can t access your account 1 Ifa Username or Password was not supplied in the Personal Info tab during the creation of a new patron operator their Barcode will be used as the Username and their Last Name will be used as the Password by default 2 Password does not appear in the Transaction Log of the main Circulation window however it does appear in the Server Log Alexandria Hosted Getting Started Guide 35 Alexandria Basics Logging In and Activating Security NOTE Username and Passwords are
386. valid Library Email Address Site Management page 41 a valid patron email address Patron Management page 271 and this Enable Automatic Email Notifications box checked Synchronize Third Party Billing Checking this box creates a SyncFolder inside the Alexandria Support folder Every time a financial transaction event occurs in Alexandria e g declaring an item lost charging a patron an overdue damage charge or fee applying a payment issuing a refund or removing editing a charge the event will be logged and written to a ToPOS text file located within the SyncFolder This folder is accessible to compatible third party billing systems allowing them to import and even export in return text files containing these detailed transaction records For more information on the Synchronize Third Party Billing preference see the related sections in our Online Help 146 Alexandria Hosted Getting Started Guide Circulation Settings tab Circulation Preferences Gj Interlibrary Loans e Disable In Transit Features When this box is checked In Transit features are disabled e g circulation commands CH IT NT NTD and System Patron 9 the only In Transit related operation that can be performed is Bookdrop e Average In Transit Period Specify the average number of days that it takes for items to be delivered from one site to another Once this time period has elapsed if the item has not been received at the exp
387. ve 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 or the title you specified When you select a patron or item from this window they become the current patron or item 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 provide enough of the last name to get to the general area on the Patron Lookup window e g Smi for Smith Use the up and down More arrow buttons to reveal patron records before or after the selected search result Step by Step Locate A Patron To look up a patron by name Step 1 Either select Lookup from the Actions menu in the Current Patron pane or type L in the command line Step 2 In the Lookup window type the student s last name and press lt enter gt or Go Step 3 Highlight select the correct name and press lt enter gt click the Select button or dou ble 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 t
388. verride date that matches the scheduled delivery date Alexandria Hosted Getting Started Guide 231 Circulation Window Offline Mode Offline Mode Alexandria provides a convenient Offline Mode for Librarian Workstations when connectivity with the server is lost Offline Mode provides additional peace of mind for operators when things go wrong such as a network failure especially in systems where longer network distances make failure more common OOQ Data Stations Find Data Station Work Offline When the Librarian Workstation notices that it has lost communication with the hosted Data Station for any reason a pop up window appears informing you that its connection has been terminated this can occur during launch or during regular operation This window will allow you 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 a greatly simplified version of the main Circulation window The Librarian Workstation will remain in this mode until communications are re established The Offline Window only allows you to perform 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
389. view Management Opens the Reviews management web interface reviews where patron reviews are approved or rejected before being displayed in your Researcher Results EA Export Import Reports Utilities Operation Management Inventory Manager SIF Management Site Management Authority Control Map Editor Explore Builder Review Management Alexandria Hosted Getting Started Guide 31 Alexandria Basics Links Menu netTrekker SearchALL About COMPanion Link Menu Decl of Independence US Constitution Links Menu The Links menu provides an easy way for you to quickly jump to other programs and world wide web resources that may be required for your work leel z whoa Home Products Contact Support About Us How does your Nene school safety textbook software stack up mt Alexandria XL Keep With over 10 000 installed sites Alexandria is a powerful library eee eee automation solution that has been print veel roporiing an ua developed with the flexiblity to KeepnTrack completely a File Edit View Tools Help accommodate the needs of every library Se pi no matter the size and desired MARES NOREBDETS and configuration We invite you to check us About COMPanion Link Menu vwp out to better understand why our customers love us Apple aly E Decl of Independence vwp A Ml Google C Microsoft Corporation LE US
390. way for Librarian Workstations to validate the current item current patron via their barcode 232 Alexandria Hosted Getting Started Guide Offline Mode Circulation Window 008 Offline Window Print Log Remove Transaction Quit However in order to reduce potential errors during offline operation the Offline Window allows you to specify what you 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 Drop and Inventory modes do not require patron record information As transactions are entered into the Offline Window they are recorded to a separate Offline Transactions log stored in an Offline Transactions file kept in the local Alexandria Support folder The information in this log is adapted and transferred to the Data Station when online connectivity is reestablished When the hosted Data Station is detected again the Offline Window will inform you and allows you to exit Offline Mode As you exit Offline Mode the Librarian Workstation parses through the Offline Transactions log and sends outstanding commands to the Data Station as if you had imported them using the existing Import Transaction Script utility these features are discussed more comprehensively in Alexandrias Online Help As each transaction is processed they are removed from the Offline Tra
391. will be able to perform all the functions listed above that selected permission For example if Charge is selected the operator may both View and Charge fines If Forgive is selected the operator will be able to View Charge Edit and Forgive charges No Access View Edit Forgive 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 Save or Revert before configuring any other security groups 1 For more comprehensive information about these tabs please review the Security section of Alexandria s Online Help Alexandria Hosted Getting Started Guide 67 Security Preferences Default Security Groups Alexandria comes standard with several default Security Groups from District Administrator to Self Service District Administrator is the least restrictive and allows unlimited access to Alexandria preferences and settings Student Aide is the most restrictive security group only allowing users to search the database Below are the default security groups available in Alexandria Each of these default security groups can be edited however they can not be deleted or renamed e 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
392. window is opened the default state of the lock icon is usually locked When locked records can be viewed but not edited Clicking on the lock icon 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 the Add Remove and Find functions offered in the primary Records List Actions menu please review the Item Management Window in More Detail section of Alexandrias Online Help Online Help This button opens your default web browser to the Item Management section of Alexandria s Online Help The top of the Current Item Record pane contains the Call Number Policy and Title for each item record This portion of the Item Management window is always visible regardless if you have the Title Information or Copy Information tab selected Title Call Number Standard Item P The fields that top the Items window are as follows e Title A title is required the record can not be saved until title information has been provided The title is saved under MARC field 245_a If you enter a title that is longer than the line the text wraps to the next field To enter a subtitle press lt return gt on the keyboard and enter a colon followed by the subtitle When you save the record the title is displayed with the colon and subtitle on the second line This is
393. with a available report options All Reports Titles General Publication Date Summary Usage Cards Bibliography The Search bar described on the following page works in conjunction with the report Categories pane In some ways the Search bar is the ultimate report filter usurping the Categories pane you may find yourself completely ignoring the report Categories filters preferring to use the Search bar instead All Reports q The Search bar is used to further reduce the number of options shown in the Reports and Saved tabs For example if you have the All Reports category selected from the report Categories pane and then type budget in the Search bar you will only see reports related to budgets in the Reports and or Saved tabs Alexandria Hosted Getting Started Guide 185 Getting Started With Reports Reports Tools Search Pane Reports Tools Search Pane The second half of the Reports window is largely dedicated to the currently selected report filtered using the Categories pane on the left which contains all of the reports configurable options and editable fields Topping this section of the window is a long rectangular area containing the Save All and Revert All buttons the Print button the Online Help icon the Lock Unlock icon and the primary Actions icon which performs functions related to the selected report a e All Reports Q foe 4 a Revetal SaveAll lo
394. wnload you will be prompted to save the file choose to Save File and click OK Step 7 The zipped Alexandria client file containing the appropriate client installer will be downloaded to your operating system s designated downloads folder Step 8 The downloaded file will be compressed zipped extract all of the contents of the file before proceeding Usually the extracted folder will appear in the same directory where the zip file was downloaded in this case you will have a file and a folder in the directory with the same name either Alexandria Librarian Mac Win respectively the only difference being that one is zipped Step 9 If you haven t already moved the extracted client folder to your desktop we recommend that you do so now The client folder can be moved anywhere on your machine it s generally just moved to the desktop to make it easier to find Step 10 Inside your newly extracted folder double click on the Alexandria Librarian installer icon exe or app to launch the application Step 11 The Librarian application will launch and automatically connect to the hosted Data Station Although it s nearly foolproof if any part of the installation process goes awry please contact COMPanion s Technical Support Service at 800 347 4942 or 801 943 7277 and follow their guided step by step instructions Alexandria Hosted Getting Started Guide 23 Setting Up Hosted Service 24 Alexandria H
395. xpand or contract associated subcategory sections by clicking on the associated icon located to the left of the main category name Selecting high lighting one of the main category or subcategory names e g Titles will reveal all of the utili ties available for that category or subcategory For example if you want to run an Advance Grade utility you can t do it with the Circulation category selected that s a Patrons cate gory utility that you ll find under the General subcategory Selecting the All Utilities from the top of the categories list will populate the Utilities and Saved tabs with a available utility options au utities Titles General Catalog Copies Patrons General Saved Lists For a comprehensive list of all utility categories and subcategories please review the Utilities section s of Alexandria s Online Help Utilities Tools Search Pane The second half of the Utilities window is largely dedicated to the currently selected utility fil tered using the Categories pane on the left which contains all of the utility s configurable options and editable fields Topping this section of the window is a long rectangular area containing the Save All and Revert All buttons the Run button the Online Help icon the Lock Unlock icon and the pri mary Actions icon which performs functions related to the selected utility AlUtilities Q wma kam O For a compr
396. xtbooks and P for patrons Ni Check Digits 123456 il ype Identifier T0123456 ode Leader e Look for Follett Proprietary Interleaved 2 of 5 If items in your collection use Follett Proprietary Interleaved 2 of 5 barcodes check this box This preference allows Alexandria to inspect every barcode in your database that is exactly 10 digits long determine if it is a Follett barcode and if so remove the last three calculated check digits e Ignore Leaders on Follett Barcodes Typically if Look for Follett Proprietary Interleaved 2 of 5 is checked and you ve provided prefixes to ignore in the Ignore Item Barcode Leader of field then only the Look for Follett Proprietary Interleaved 2 of 5 check will be performed However if the Ignore Leaders on Follett Barcodes box is also checked then any specified prefixes i e item barcode leaders will be removed from the beginning of the barcode after the Look for Follett Interleaved 2 of 5 adjustment check digit removal has been made This is because the barcode needs to be correctly identified as a 10 digit Follett Proprietary before stripping off leading characters stripping prefixes first could shorten the barcode and compromise the functionality of the preference Keep in mind that some of the prefixes Follett uses for type indicators specifically T and X are also Alexandria circulation commands so be sure that T X has been included in the Igno
397. y navigable window that allows you to quickly find modify create and print reports Additionally the Reports window allows you to customize reports to only include pertinent information records of interest transaction types balance selections and personalized text on circulation notices You can also schedule reports and deliver their output via email FTP etc In order to become a report wizard there are only three essential things you need to understand category searching report templates and creating custom reports Alexandria Hosted Getting Started Guide 183 Getting Started With Reports The Reports Window In More Detail The Reports window was developed using the familiar three panel layout found in many of Alexandria s management interfaces e The left hand side of the window is comprised of the Categories pane containing an organized list of all existing report categories e g Titles and subcategories e g Publication Date Summary Selections from this pane act as filters allowing you to narrow your options and display only relevant reports e The top right section of the window contains the Tools Search pane along with the Report Selection pane i e the Reports and Saved tabs which allows you to select the specific report you would like to view modify or print e The Selected Report pane the bottom right area of the window contains options for the highlighted i e selected report spread throughout t
398. y Group roll down This allows you to create a new security group that isn t based on any that currently exist For more information on how to create new Security Groups see page 69 Remove Those with the appropriate authority can remove an operator created security level by highlighting selecting the group from the Security Groups list in the Security Preferences window and clicking the Remove button You will zot be able to remove any of Alexan dria s default security groups For more information on how to remove Security Groups see page 72 Actions This menu located on the lower left corner of the Security Preferences window allows you to Rename or Duplicate any of the selected highlighted security groups e Duplicate If you would like to create a new security group based on an existing security group and its list of enabled and disabled security options see page 70 for more information e Rename This selection triggers the Rename Security Group roll down allowing you to provide a new security group name Each security group name must be unique Also you are unable to change the names of Alexandria s default security groups See page 71 for more information 66 Alexandria Hosted Getting Started Guide Security Preferences Security Group Permissions On the right side of the window security privileges are compartmentalized into groups of similar permissions You may toggle between these categories usin
399. y Information tabs until the primary Title Information i e title record has been saved 256 Alexandria Hosted Getting Started Guide Finding Items Item Management Finding Items The Find Cmnd Ctrl F command under the primary Actions menu or magnifying glass icon opens the Item Selection window used to locate specific items in your database For example if you are looking for a title starting with the word Wizard every item that closely or exactly matches that title will be selected in alphabetical order for the Item Records List of the Item Management window the item placed at the top of the list is selected as the Current Item 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 an item that starts with or exactly matches the information you enter If no record can be located there will be an audible alert and the current record will not be changed ence a a are The Sort By drop down menu allows you to select where to search for the data i e Title Author ISBN Barcode Site etc and determines how the results are sorted in the Item Records List The Search Result Limit drop down menu allows you to limit the number of results returned on your Find you can choose between 50 default 200 500 1000 2000 or you may choose vot to limit your results and have All Records returned Click the Search button to loca
400. y to work Often the grades defined in the patron record are mistakenly padded with 0 s which causes the Advance Grade Utility to fail Another example of an error causing incongruence would be a patron with 5th in the Grade field of their patron record when 5 is the standard defined in your Grade Table preferences 116 Alexandria Hosted Getting Started Guide Grade Table tab Patrons Preferences Step by Step Add New Grade Level Step 1 Click Add this will call forth the Add New Grade level roll down allowing you to add a new level to the grade table Step 2 First indicate the Sort order for the grade For example if the earliest grade level you sup port is kindergarten then 1 should be your Kindergarten Sort value If at a future date you incorporate a new Preschool level and that becomes your new 1 then your Kindergarten Sort value will be automatically bumped to 2 The value you provide changes where the grade appears in the Grade Table the Sort order also affects how grades are advanced Step 3 Next provide a simple Grade name this will appear in the Grade field of the Patron Management window Patron Details and Patron Reports among other places Step 4 Finally provide an extended grade Description this is commonly a more explanatory ver sion of the Grade name For example your Description for grade 7 could be 7th Grade Step 5 When you are finished cl
401. ys to use the command line 1 Enter a barcode You may enter a barcode manually by typing the number and 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 your current Circulation Mode which is displayed to the left of the command line For example if your current Circulation 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 a warning message appears Message This barcode 4389 was just entered Should I ignore it this time Enter Ignore NOTE When you enter barcodes via portable scanners Alexandria will ignore duplicate entries that appear side by side e Enter a command and a barcode For actions other than those contained in the Circulation Mode drop down menu enter a command followed by the barcode and press lt enter gt Doing so will apply that action to the barcode you enter It does mot change the Circulation Mode Therefore if you re in Check Out mode entering the command of B 13456 performs a bookdrop on item 13456 e Enter a command without a barcode If you enter a command without a barcode the current Circulation Mode will change For example if you enter H and press lt enter gt the Circulation Mode is changed to Hold You can then enter or scan a barcode for each item that y

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