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1. What is installed When Access It version 8 is installed there is an installation for the server and another installation for the client This is because the server contains 1 the SQL database and data 2 the web server to allow web browsers to search the library 3 other programs to allow updates to be downloaded automatically as well as a variety of scheduled automated tasks to be completed 4 some server specific configuration files The client installation contains 1 the application software to run the Access It program 2 some client specific configuration files All components in the Access It system interact via TCP IP SQL Database All information in the Access It system is stored in a single SQL database Generally Access It Library is installed as an MS SQL solution However Access It Library also supports Firebird SQL which can be deployed over Windows Macintosh and Linux networks and being open source incurs no additional licensing costs to customers 175 Access It BTS The Access It BTS runs scheduled tasks such as checking for software automatically via the Internet This runs permanently as a background service or process It is recommended to install this service on the same machine as the database as this process is largely idle but when it does perform a task it can require a large through put Access It Web Server The Access It Web Server provides OPAC services and other interfaces such as t
2. Borrowing Detail To view the current borrowing detail or the historical borrowing detail of the library users click Borrowing Detail in the Circulation feature set The first and second options display current borrowing details for borrowers whether by name number department class The third and fourth options display current borrowing details for resources whether by item barcode number or media category media catego ries The fifth option is a general search which enables you to search for a resource by title author publisher and so on The resulting list displays current borrowing details dependent on the type of search which was performed You can reserve selected items on this screen print or email recall notices or print or email reminder notices Historical borrowing details can also be viewed from here Items in this list can be sorted omitted and or printed You can change your search criteria by clicking Fast Find on the List pull down menu These search options are specific to borrowing detail To view historical borrowing details click Show History at the bottom of the screen You can change your search criteria by clicking Fast Find on the List pull down menu These search options are specific to borrowing history To return to the Borrowing Detail screen click Show Current at the bottom of the Borrowing History screen A When you click Show History only the borrowing history for the borrowers who were display
3. Creating Barcode Labels ENTER then confirms the renumbering that has just taken place Another way of renumbering a copy barcode is to hold down the SHIFT key and click on the barcode number on the Data Entry Copies screen The new barcode number can then be scanned or typed in List gt Advanced Labels There are a number of features that can be accessed from various parts of the Access It solution including the Advanced Label Editor There are occasions when you need to design your own labels To do this click Advanced Labels from the List pull down menu associated with the Barcode List screen Cataloguing gt Barcodes gt search for the records you require gt List gt Advanced Labels These labels make use of resource and copy information the Data Entry Copies List screen Cataloguing gt Data Entry gt Show Copies button gt List gt Advanced Labels These labels make use of resource and copy information the Borrower List screen Cataloguing gt Borrowers gt List gt Advanced Labels These labels make use of borrower information As an example we will create a spine label and a barcode label Since these labels require resource and copy information they can be designed from either the Barcode List or the Data Entry Copies List Labels created in the Barcode List can be used in Data Entry Copies List and labels designed
4. J R Display to unauthorised users Copy Information 2 Barcode Purchase Date Cost CanBeBorrowed Date Due Classif Location 334570 12 11 2010 0 00 Y In Nov 2010 Magazine Shelves 334569 12 10 2010 0 00 Y In Oct 2010 Magazine Shelves A For periodicals you may choose to create a subscription which allows you to generate a prediction list and receive each item as it arrives but this is optional Alternatively you may prefer to manually create either a new item record or add a new copy record for each issue as it arrives as above Access It Library Sat 13 Nov 2010 Data Entry Resources gt Note that for other media the Orders tab is displayed at the top of the Data Entry Resources screen Access It Library Sun 25 Sep 2011 Data Entry Resources However when the media is Periodical this tab contains Serial Creating Subscriptions To create a subscription either search for the existing periodical already in the catalogue or if no record exists create a new item record first Access It Library Data Entry Create New Data Entry Create New If known enter the ISBN ISSN or Reference ID Ensure the correct Media amp Type is selected Periodicals and magazines can be conveniently recalled by using a reference code 3 or more chars then varying Vol an
5. Visual Search Setup So _ Access It Library Wed 12 Oct 2011 Visual Search Admin ze O O Visual search buttons can be configured for Secesss 7 your users To do so click Visual Search Setup within the Library Setup feature set The screen zee that is displayed shows animais a list of visual search buttons for the major visual search catego ries down the left hand side Clicking on a visual search category displays all the associated visual search options for that category In the example above clicking the History category on the left displays the associated images to the right History Add Option Editing deleting visual search categories _ By right clicking Windows Or CONTROL puss clicking Macintosh on a visual search category button to display a context menu you can choose either the Edit Visual Search Category menu option or the Delete Category menu option Edit Visual Search Category Choosing the Edit Visual Search Category menu option allows you to edit the name that will be displayed and also to select a different button image to associate with the selected category gt Alternative images for the buttons are not designed within Access It Use the browse button to load alternative images ag Images are often loaded from sources such as Creative Commons You can revert to the default button images that were ori
6. Borrower Data 1 Borrowing Details 2 List Members 3 Other Information 4 Reserve 5 Authentication 6 Correspondence 7 Charges Payments Borrower s Number 0967 TelMs OOO O O Fest sons OUO menm OO SS lastname sraa OUUU Erroimentoate aroa UUU vate otarin aop O UUU 77 Email amanda b accessitsoftware com ee nen sorone a itve Enrolment Date enter the date of enrolment if required The format should be one of dd mm yyyy mm dd yyyy or yyyy mm dd depending on the Date Format setting on the Site Config 1 tab on the Campus Setup screen Date of Birth enter the date of birth if required The format should be one of dd mm yyyy mm dd yyyy or yyyy mm dd depending on the Date Format setting on the Site Config 1 tab on the Campus Setup screen If you have entered a date of birth this can be used to restrict borrowers from taking items out that have an age restriction PIN if a PIN is required to reserve and make bookings enter the borrower s PIN here Access It can be configured to require a PIN during reserves and bookings by choosing this option on the User Settings screen Gender only an issue for some schools If Gender is configured to show you choose the 78 A gender by selecting from the drop down list Finish Date Override a default finish date can be set for a borrower category using Borrower Categories in the Cataloguing feature set This is the date at which a borrower
7. What this means is that 172 if your students have already authenticated against a web based system such as a learning management system then when they click on a link to the Access It Library catalogue Access It will already know who they are This means that they won t have to authenticate themselves again each time they want to reserve a book write a review see what items they currently have out on loan and so on If you would like assistance to set up the Access It side of this integration with your IdP provider we are happy to assist LDAP and Active Directory Integration Similar to Single Sign On but applicable for within organisation authentication So if your organisation does not make use of SAML2 based SSO but does want to integrate with LDAP or Active Directory Access It already has the smarts built into its system Many IT staff have set up this integration themselves However if you need one of our staff to help in the configuration and testing of your own LDAP or Active Directory integration please let us know Borrower Synchronisation This provides seamless automatic importing and updating of student data from a student administration system or MIS into the borrower records within Access It Access It comes with the ability to connect to and synchronise with a range of student administration systems provided the student administration systems are able to provide a Read only View Read only
8. You can choose to create a separate item record for each new issue of a periodical or instead you can create only one item record per title and simply add a new copy for each new issue received If you wish to provide access to information specific to each issue of the periodical such as keywords and or subjects on the Periodical tab or adding indexing informa tion on the Contents tab you will require a separate item record for each new issue If you simply wish to record which ma ormation for Barcode issues of a periodical are held by the i Tite Science Today library it is appropriate to record Cost so o0 e5 Purchase Date 12 11 2010 each issue as a copy attached to one a 0 00 Replacement Cost zes Supplied By Accession No item record When you add a copy edt S OE ore for a new issue received record the Campus No Campus Spec Partof K S Type Magazne se Override Type numbering for that issue in the Use Cessf Macscr C Use Override Casa Override Classif field Location Magazine Shelves Use Override torati This means when you have a number of copies attached to the item record you can identify which issue number relates to each copy Autogenerate subscription prediction lists Access It Library Sat 13 Nov 2010 Data En snr er rm Me Dala ny ESO Data Entry Resources Serial type Classif MAG SCI
9. because Access It does not write to the student administration system it just reads from it If a Read Only View is not possible but the suppliers of a third party student admin istration system provide ODBC or JDBC connectivity then Access It can synchronise via these technologies To set this up there are two other important components i Your student administration system must be smart enough to provide a Read only View or connectivity via ODBC or JDBC ii Someone in your organisation needs to be able to map the fields you wish to bring across preview the data and then to set up the time when you want the synchronisation to occur each night In a perfect world all student administration systems should be able to supply i above And in a perfect world there would be a one to one mapping of fields in the student administration system and the fields you need in Access It Where this exists you may well be able to carry out the mapping and synchronisation yourself And once it s set up once you can forget about it it should just run automatically However in reality sometimes people need a hand to set it all up configure and test it That s often because of the complexities of particular networks the need to transform some data at the same time and so on 173 Quick TECHNICAL OVERVIEW Networking Access It can be used as a standalone single user or a fully networked solution There
10. Advanced Bookings shown above In this case whether Sirdudeinnen tems aD the user is authorised or unauthorised now becomes irrelevant Ticking the Display to unauthorised users checkbox for f D splay to unauthorised users a collection as shown above also causes the Display to unauthorised users checkbox for copies attached to this collection to be auto A matically set by default within Data Entry Copies This provides a means to also override the setting for a particular item within Data Entry if required Count against Borrower limits This checkbox indicates that when resources in this collection are issued they are counted against the borrower s lending limits Is Reference Ticking this checkbox indicates that resources in this collection are Reference copies Include in New Items This indicates that resources in this collection are included in a New Items search You might consider leaving this checkbox unticked for collections such as reference books or teacher resources or textbooks Advanced Bookings Ticking this checkbox allows resources in this collection to be selected on the Room and Equipment Bookings screen Is Age Restricted When issuing an item to a borrower the borrower s age is cross checked against the age range of the item if it has been specified Lending Periods The Lending Periods displayed in the centre of the screen contain the lending periods for a collection
11. Click on New Items to view the books and other items recently added to the library This displays a list of items catalogued within the timeframe set on the Site Config 1 tab on the Campus Setup screen For example if the New Items period has been set to 21 days then clicking New Items on the Guest home menu displays all those books purchased within the last 21 days You can restrict which collections are included in any New Items 1sH9 in New Items list To do this double click on a particular collection and modify the Include in New Items checkbox Other Libraries A Other Libraries The Federation searching functionality allows you to set up a group of partner libraries i e a federation that you esi can search seamlessly within Access It Title This means for example that you can Subjects Keywords add nearby school or public libraries to Author your configuration Users of Access It mE _ Series HIEU All Libraries 5 w ISBN can then search those libraries if your All Libraries 5 own library does not contain items that they are searching for Check for related video clips from the Help menu within the Access It application Before a user can perform Federation searching the library administrator must first enable this feature and configure federation partners To do this click on Federation Features from within Library Setup and then Manage Federation Partners You can a
12. Daily Summary Advanced Search ag ag Choose the Advanced Search button to carry out a search in a specific field or fields Use this option to search for items by such fields as Illustrator Series or Publisher since these fields are not included in the Fast Find and also to search in more than one field at a time By default the search will include every media You may limit the search to a single media by selecting it from the drop down list Entering several words in one field or including search criteria in more than one field constitutes an AND search For example entering elephant in the Title field and Fiction in the Type field will find the fiction book The elephant with big ears Omit leading articles such as A or The in the title field To carry out an OR search enter search criteria in the required field s click the OR button and enter additional criteria on the blank search screen that appears To carry out a NOT search enter the character into the appropriate field followed by the letters to be filtered out of your resulting list For example to find all books by Jennings excluding Non Fiction books type Jennings in the Author field and Non Fiction in Type field Users can search in the Contents of Periodicals Journals or Short Stories by entering search criteria in the Contents page They can also search for Reviews that have been written by entering search criteria in the Reviews
13. If there are no specific lending criteria for a particular borrower category the default lending period will define how long an item is lent out unless a loan period override exists for an individual copy To set up different lending rules for different borrower categories eg staff senior students and so on click Add Category Next select the borrower category you want to add You can set the number of days that items in this collection can be issued to borrowers in the selected borrower category or alternatively the date that these items will be issued to You can also set the maximum number of these items that a borrower in this borrower category can have on issue at any one time although this may not be greater than the maximum number of all items for this borrower category To edit existing lending periods just double click the lending period for a particular borrower category Note that if a particular borrower category is not added to the lending period list the default lending rules will apply to that borrower category Add Fine Info If your organi sation allocates fines aere GE After days Then Charge Every days Thel then the fine regi me TR se a 3 EA for each collection ee This can be done for one or more items at the same time 93 To allocate the fine regime for one or more collections first select the collection s required on the Collec
14. Provisional Item Can be used for things that are not in your catalogue long term For example these could include items from another library which are on tempo rary interlibrary loan 95 96 A Resource This media can be used for a wide range of resources that do not fit neatly into the above They could include pamphlets for example Room This media is useful for timetabling within Advanced Bookings Vertical File Choose this media for any vertical files you may have Video Use this media for all your videos As with books or any other media each of these videos can have their own type such as Fiction Non Fiction and so on Website Use this media if you catalogue websites The purpose of Media is to provide a level of classification at a higher level than that of Type While these media categories are set different Types may be set up to sub divide each media as necessary Some examples are given below Example 1 A best seller fiction book Media Book and Type Fiction Example 2 A periodical called The Economic Bulletin Media Periodical and could have Type Economic Journal Example 3 A music CD Media CD ROM and could have Type Music Example 4 Microsoft Encarta CD ROM Media CD ROM and Type Reference Example 5 A kit about insects Media Kit and could have Type Curriculum Example 6 A video about World War II Media Video and Type Non Fiction While there are a limited number of assigned media cat
15. allowing you to ESPR ARS PCE TE Organisation Setup Type the required caption and MARC tag in the appropriate boxes below The order entered here will be the order used in Data Entry etc specify additional MARC tags _ Field Caption Marc Tag Refresh so that additional MARC record ooe t5 17 Nee Language 008 35 37 information can be stored a oe during a MARC import nai ogee as SS caption can be any create additional fields avail ob la oP the subfield able on the Data Entry 300a not just 300 Resources screen Place a check in a Refresh box if you wish previously imported MARCs scanned to extract and display the info Refresh checked tags To create special fields for additional MARC record information it is neces sary to enter the MARC tags for the associated data These are the tags set out in the USMARC standard For example if you want to keep the information on Language from a MARC import enter the relevant caption and MARC tag details In og this case enter the field caption Language in the first column and the specific tag in the form tag start end in the second column The tag and subfield for language is 008 35 37 This will now have created an additional field visible on the Additional Info tab on the Data Entry Resources screen From now on when carrying out
16. click and use arrow buttons or double click to move the media categories to your selection Media categories can be displayed by clicking alongside the media folders For Location or Media and Item Type select the required groupings and use the arrows in the middle of the selection screen to A move them to the right hand side The stocktake will be based on the selections in the right hand panel If stocktaking by classification enter the start of the classification range and click gt Then enter the end of the classification range and click gt When the selection of what to stocktake is complete click OK If you need to go back and add other locations or media to the stocktake you can click Add To Stocktake to amend and edit the current stocktake selection Do not choose Start A New Stocktake unless you want to completely zero the figures for the previous stocktake Scan or Import Barcodes gt To begin the process click Scan Or Import Barcodes A message is displayed asking if you want to automatically return items that are on issue This only applies to items that may have been placed back on the shelf with out going through the proper returns process It doesn t have anything to do with items that are currently on issue as part of the normal lending process In reality most of the time you would simply click Yes to continue In doing so not only will the item be tagged as being fo
17. location and classification number of copies and how many are available When all copies are on loan for a particular item it shows the due date for the next available copy When items are reserved it summarises how many reserves are already placed on the item 4th of July ome TH Author Paetro Maxine Patterson James Copies 1 OF JUL Type Fiction Available 1 AMES Media Book Classif PAT PATTERSON Location Fiction Shelves A A user can tag items across multiple searches if necessary and then view the tagged items by choosing View My List from the drop down menu as shown below 169 170 Once the user has their refined list they can choose to view the list as a citation reserve the items make a booking in advance send a web message Request items to the librarian sort or print Type Fiction f e Book To remove the tagged list choose Clear My List Location Fiction Note that icons appear at the right hand side of any list to Author Carroll Type Fiction help identify the media Media eBook Creating a deep embedded link Right clicking the link icon allows a user to copy a direct link to this item This copied link can then be pasted as a hyperlink directly into a word or other external document When a user clicks the hyperlink within word the link will auto matically open the web OPAC inside a default web browser and display the associ ated catalogue record Copy Link Lo
18. new items that can all be iden S Auto Assign tified by a particular batch eo number of your choice It is a designed to make it easy for f 1 i Picture Book you to retrieve a particular Bar batch of newly created records O Reference n Senior Fiction at a later date for additional L Teacher Resource Sone Textbook Senior Textbook Room editing and so on However I Textbook Textbook Room G CD ROM given that you can search by Ca chart Lm DVD purchase date the date that a I efie particular copy was created you may choose to ignore the batch number field If you have configured Access It to generate barcodes for you the fields on the right hand side above are not displayed If you scan or type in an ISBN on a book and it is only a 10 digit ISBN Access It auto matically converts this into a true 13 digit ISBN for you If you choose Periodical as the media on the screen shown above two new input boxes are displayed You will be prompted to enter Volume and or Number details at this stage to distinguish this serial edition from others that may be entered The Volume and Number can take a variety of forms such as Volume Number 2011 5 Vol 45 Part 3 2011 Sept Data Entry Resources If you do not enter an ISBN or ISSN Booktsen s7s0224071260 Access It automatically assigns its own aeo atl unique reference number If addi Periodical ISSN 9771598503006 tional copies of this item
19. process is complete you can now either scan and process more resources or else click Close to get back to the Data Entry Item Resource List screen to see the newly catalogued resources Note that if you have just processed 23 records for example then when you click Close you will be shown a list of 23 To work through this list double click to modify or edit and click Next Previous to view the next previous record in the list or List View to return to the initial list of 23 Be careful not to click Home because this takes you back to the Home menu This resets the list you will see within Data Entry Item Resource List to the last 10 records modified To reinstate your original 23 records as in the example above as a list either select the batch ISBNLog gt Select batch if you had entered one prior to processing a batch of ISBNs or search Ctrl S or Command S and enter the accession date into Purchase date field This will return the required list Requesting the bibliographic information from a Z39 50 server is a client initiated action controlled via the Access It client application Each client connecting to the Z39 50 servers needs e either a direct connection via the required port as determined by a particular Z39 50 server Common ports include 210 2100 7090 7290 and 9909 To connect directly clients need outbound Z39 50 ports opened in order to make use of this feature This request does not go via your organ
20. 6 CD ROM haven t been created within a oat Collections T Movie Clip So the first thing to do is create D the collections you require and you will then be able to create new items based on those collections Fill in the bibliographic details describing this e File Access It Library Sat 13 Nov 2010 Data Entry Copies _ Next edit the copy record by double clicking the row displaying the copy information in the lower half of the Data Entry Resources screen Information for Barcode No 111154 Title Health and Safety Policy From here click on the E files tab Next click Place the file browse to the location of the e File you want to embed and click Open to import the e File into the Access It database If a user wishes to look at a copy of the e File then they need to search for it either via the client application or the Web OPAC open up the record and click Get a copy in the client application or Download E File in the Web OPAC To update the electronic file with a later edition or revision simply click Place the file and browse to the new file This will create a new version of the e File in the database The highest number version will be the latest version of the e File When a user searches for an e File they will only ever see the latest version New Item Order Only A If you wish to enter the details of an item for order simply click the Order
21. Entry Item Resource List ii n T u Find items with no copies Data Entry Item Resource List g Append Edition Classif Change Media amp Type i i Reserved Print Contents Labels 2010 MAG sci E Magazine Shelves 0 January 2011 MAG SCI Periodical Magazine Magazine Shelves 0 Merge Items Select the item that the other will be merged into Access It Library Merge Items Resources ase The following 2 items resources will be merged into one Select the item below that the others will be merged into all copies will be transferred into this Li a aromas nso ea The new issue will appear as a copy added to the original record Double click into the new copy Psd oms Borrowing Detal R E Information for Barcode No 334570 record and enter the issue number in Title Science Today the Use Override Classif field cost 0 00 ees Purchase Date 12 11 2010 vaue 0 00 Replacement Cost ES Seedy o Accession Budget ooo o o Can be borrowed yes _ v Campus No Campus Speci Type Magazne Qassif MaG SCI Location Magazine Shelves Additional Info The bibliographic data retrieved by Rapid Entry when cataloguing a resource can be viewed on the Additional Info tab at the top of the Data Entry Resources screen By default this data is displayed in MARC format which is the format used by the majority of the Z39 50 servers available for use in Access It However if
22. Find A Fast Find locates every item that contains the words sought in one of Author Title Subjects Keywords Series or All Fields It is a very powerful search yet is very easy to carry out To use Fast Find simply type the words that you seek and click the appropriate button Pressing ENTER will do the default earch Fast Find works as a words beginning with search These words can appear astrsouhem anywhere in the fields being searched Whole words do Title Subjects Keywords not need to be used Typing eee in the first few letters are will find words For exam Author ple eleph would find all Series elephants and king would A ae find all kings as well as all kingfishers Multiple words or beginnings of words can be used This constitutes an AND search For example astr sou hem Will find the book called Astronomy in the southern hemisphere amp Fast Find Alternative Spellings If the operating system Fast Find and Access It are config ured to allow alternative elefant spellings the search crite ria will be checked against Find Alternates EJ eons vords A dictionary whenever No No match found for the search Title records are found For Do you mean ree example typing elefant eelan vords will not find any records Se uthor but a list of alternate elephant series Fields spellings for elefant will then be displayed i e elegant element and hei Bab mes elephant Y
23. Library of Congress British Library Reorder Z39 50 Servers The first thing you should do is tick the E aeoe Allow Federation Searching checkbox E pe IEEE at the top of the screen to enable this J ae aaan f ot functionality Sanana Rugayya Preparatory Independent School for Girls United Arab Emirates University gt Ardabil University of Medical Sciences You can also choose whether or not tO mtematonal Islamic university malaysia Christchurch City Libraries make this functionality available to users via the client application and the Web OPAC and whether or not all your users will be allowed to have access to this functionality If you choose not to allow access to all users then you will need to individually configure access for each user on the User Settings screen 158 Enabling Z39 50 servers for Federation searching To enable one of your Z39 50 servers for Federation searching right click Windows or CONTROL click Macintosh on the required server in the list and click Edit to display the Federation Partner screen Tick the Enable Federation checkbox As this is a Z39 50 server you are adding as a Federation partner the Protocol type is Z39 50 so you won t need to change any settings in this area of the screen Then click Test to test that you get a valid connection to this Z39 50 server Click OK to save your changes Enabling other libraries for Federation searching To enable ano
24. Only button when making a new item as opposed to Create Item explained above This will allow you to enter the details about the item including who it is ordered from how many copies and at what price Notice that no Copy information is avail able at this stage such as barcode number since the copy does not exist until the order has been sent and the item received Once an ordered item has been received it will be given a barcode number or it can be assigned manually Order Only copies for new items will be displayed on lists such as the Data Entry Resource List as having zero copies Items with zero copies can be hidden from Guest users by deselecting the Show Items with Zero Copies Guest Only checkbox within the Campus Preferences gt Site Config 1 tab Y If you are subscribing to a new periodical one that you don t currently have cata logued then you can generate it as an Order Only and then create a subscription as detailed above Y You can create orders via the automatic rapid data entry process by clicking Order Only before Process All This will download the bibliographic records via 239 50 without creating copy records You will also be able to add the supplier and purchase order number at this stage Additional Features in Data Entry These are features found in the top pull down menus Data drop down menu from within Data Entry Resources detail screen Data Rep
25. Photo Filename smithj jpg If this exists it is used in preference to borrowernumber jpg otherwise the process expects the photo to be labelled as borrowernumber jpg Mobile Phone Country 64 Code Mobile Phone Pro vider Prefix Mobile Phone Number 9999999 Network Login Name a Alternate Borrower ID 1234 For example the student s MOE number e Disability Hearing impaired Single Sign On SSO As discussed with 3rd party ee provider IdP A Any row preceded with a is not imported A The fields enclosed in above represent fields whose labels are configurable There fore Class may actually be Class Dept Department or Reader and so on 102 A A It is not necessary to import all fields Record matching is always based on either the borrower number or the alternate ID depend ing on your selection To import borrowers into Access It choose Imports gt Import Borrowers from the Cataloguing feature set The Import Borrowers screen is displayed Choose whether the exported data file that you want to import is separated by commas or tabs and click the appropriate radio button in the top part of the screen r Set parameters for import file By default record match File C Users AISnotebook Desktop BorrowersTest tab ii Record Fields separated by Commas ing is set to be by Barcode Treat Fle As Unicode mee o Sy at ES Record Fields ated by TABs number i
26. Recals e Overdue List Due Date And Costs Barcode Due Date Title Author Charge e Overdue List Due Date And Classif Barcode Due Date Classification Title e Overdue List Due Date And Replacement Cost Barcode Due Date Title Author Replacement Reserves As noted above try to keep the same structure as the default templates In this way you can overtype the existing text to tailor it to suit your particular requirements Experiment with the inserting of fields and text so that the letter reflects the way you want it to look It is a good idea to experiment with letter 1 first until you get it looking okay Then simply use this letter as the basis for all the others To do this when in Edit mode select all the text by pressing CTRL A Windows or COMMAND A Macintosh Then copy the selected text by pressing CTRL C Windows or COMMAND C Macintosh Next select the severity 2 letter from the drop down list at the top of the screen 119 120 Select all the contents of the severity 2 letter and delete it Then paste the copied text from the severity 1 letter into the severity 2 letter by pressing CTRL V Windows or COMMAND V Macintosh Now you can simply tweak this second letter to reflect what is required in letter 2 and so on Reserve Notice This creates the text for the letter that notifies reservees that the item is ready for collection The reserve notice can be edited in a similar way to t
27. Retrieve e Files v Quit Button v Adjust Date Write Reviews If ticked users with this ooo con Ras eateries login access can write reviews Mtarwesuns charge nen Ep ethene of items in the library this pO ee option is also available via the p mice anion Web OPAC a ile e v Can Email Reports Age Range If ticked users with this login access can enter age ranges during Fast Finds and Searches These age ranges can be entered on the Data Entry Resources screen for specific items To age restrict certain items at check out time a cataloguer will need to add the age range restrictions within Data Entry for a particular item Therefore the cataloguer will need this checkbox enabled before the age range field will be visible to them within Data Entry Reserve Items If ticked users with this login access can reserve items and book items if Can Book is also ticked on the Borrowers screen Reservations allow users to join a queue for a particular item In general Guests may be allowed to reserve items but only those at a higher level of access should be allowed to book items View the Don t Display On the Collections Item Types screen the Display to unautho rised users checkbox is ticked if the item should be visible to all users If the Display to unauthorised users checkbox is unticked users will only be able to see these items if the View the Don t Display checkbox on the User Settings s
28. Search to carry out a search in a specific field or fields Use this option to search for items by such fields as Illustrator Publisher Publication Date since these fields are not included in the Fast Find and also to search in more than one field at a time By default the search will include every media You may limit the search to a single media by selecting it from the drop down list Entering several words in one field or including search criteria in more than one field constitutes an AND search For example entering elephant in the Title field and Fiction in the Type field will find the fiction book The elephant with big ears Omit leading articles such as A or The in the title field To carry out an OR search enter search criteria in the required field s click the OR button and enter additional criteria on the blank search screen that appears To carry out a NOT search enter the character into the appropriate field followed by the letters to be filtered out of your resulting list For example to find all books by Jennings excluding Non Fiction books type Jennings in the Author field and Non Fiction in Type field Users can search in the Contents of Periodicals Journals or Short Stories by entering search criteria in the Contents page They can also search for Reviews that have been written by entering search criteria in the Reviews page To search for a word that may exist as a singular and plural fo
29. Senior Fiction Request additional information at issue time Senior Fiction Shelves Display to unauthorised users This can be set in User Settings 0 00 0 00 Count against Borrower limits Is Reference _ Advanced Bookings Include in New Items Is Age Restricted lt J s x J K Lending Periods Borrower Categories Max of this type Max of all types 0 0 i Default Senior Student Staff Double click on a line to edit Media Type Location The media for a collection defines whether items belonging to the collection are Books Videos Periodicals CD ROMs Vertical Files e Files Audio Kits Misc and so on The type for a collection defines whether items belonging to the collection are Fiction Non Fiction Reference Resource and so on In this way you could have a type of Reference for media of Books CD ROMs and Videos if required Note that the type of an individual copy can be overridden on the Data Entry Copies screen to reflect a different type But by default new copies are assigned the type which applies to the particular collection This is the default location assigned to any copies with this particular media and type Note that the location of an individual copy can be overridden on the Data Entry Copies screen to reflect a different location But by default new copies are assigned the location which applies to the particular coll
30. Show Details checkbox to additionally display available Java locales and fonts View Log File Your library software operates across a wide range of complex networking and hard ware configurations In some cases a unique error message may be displayed while you are using a particular piece of functionality and this may only be reproducable within your particular configuration When this happens it can be extremely helpful to send a system log file to the Access It helpdesk for analysis and resolution of the problem There are several options for sending the log file to the Access It helpdesk If your local email settings have been correctly configured within your Access It system on the Site Info tab on the Campus Setup screen click Email to Access It Software You will be prompted to enter a description of the problem and what you were doing at the time Once you have entered these details then click OK to email the log file to the Access It helpdesk Click Save select a location and click Save This will save the log file to disk Next attach the saved log file to an email and send it to the Access It help desk Click Copy To Clipboard to copy the log file to the clipboard that is into memory open a new document file paste the copied log file from the clip board into the document and save it Attach the saved document to an email and send it to the Access It helpdesk Screenprints It can also be helpful to se
31. Subject list displayed fm is too long to scroll a through you can type the first few letters of the Subject to jump down the list to the appropriate subject heading Thesaurus or See References When searching by subject a user could also be directed to a subject search via a related term that appears in the Thesaurus For example if an official subject entry is Inuit and the user carries out a subject search for eskimoes Access It will carry out an Inuit subject search automatically provided the word eskimoes has been added as a thesaurus item associated with the subject Inuit Subjects versus Keywords If you would prefer the default button within the client application to search Title amp Subjects rather than Title amp Keywords this can be changed within the Campus 23 24 List View Setup gt Site Config 1 tab Choose Subjects from the Search using field This will change the label on the default button within the client application to Title amp Subjects You can easily change the default search fields within the web OPAC via the web OPAC setup OPAC Parameters tab Access tt Library Sat 6 Now 2010 Results List iii O Lol Stes 100 Greatest Disasters 1995 Barber Kyla Ed Reference Reference Shelves 1 Green Jen Non Fiction 4 Earthquake Jenkins Jerry B LaHaye Tim Fabry Chris Fiction Shelves Earthquakes 5th Bolt Bruce Smales Isobel Non
32. Z39 50 servers via the internet allows cataloguers to gather biblio graphic information based on a book s ISBN Requesting this information from a Z39 50 server is a client initiated action controlled via the Access It client applica tion However this does not go through the proxy server because it is not a normal http web request In this scenario each client connecting to Z39 50 servers would need a direct connection to the required port as determined by a particular Z39 50 server Common ports include 210 2100 7090 7290 and 9909 Therefore clients need outbound Z39 50 ports opened in order to make use of this feature A list of Z39 50 servers and their port numbers and configurations can be found by carrying out a google search for Z39 50 directory Alternatively within a Z39 50 record simply tick Request via Access It Proxy Server to send the Z39 50 as a normal http web request The Access It Proxy Server will then forward your request to the appropriate Z39 50 Server on the required port on your behalf The bibliographic information is then forwarded you the client as a standard http web response This bypasses the need to open separate ports for each Z39 50 server Internet connectivity To collect cover images or to link to online cover images from within Access It clients initiate a standard web request Therefore this functionality will go via your proxy Sites for White Listing The following sites provi
33. a USMARC or SCIS record Cover Image Cover images can be associated with items This can be done by saving cover images into the database during Rapid Entry by configuring automated links to online cover images or by manually adding cover image to items These images can be jpg gif or png files You should attempt to keep the image size as small as possible so as not to bloat the database file too much Some size constraints are enforced Because the online cover images include website sources occasionally they may not be 100 correct If this happens you may occasionally discover that the wrong online cover image has been linked to an item You can disable individual online cover images by editing the item in question right clicking Windows or Ctrl clicking Macintosh on the cover image to display a context menu then clicking Disable Online Image While the cover image is still displayed when editing the item in ques tion it won t be displayed when you carry out a search for this item and view its details You can re enable an online cover image by editing the item in question right clicking Windows or Ctrl clicking Macintosh on the cover image to display a context menu then clicking Enable Online Image To manually add a cover image to a particular item click then browse to the image required on your local network and click Save A copy of this image file is then saved in the Access It database When the i
34. a different format is used such as XML then it is possible to display the bibliographic data in either MARC format or its original format simply by clicking either Show MARC or Show Original You can also store and display other data about the resource on this tab To do this you need to define this data on the MARC Setup tab in the Organisation Setup func tionality This process is described in the Library Setup feature set There is no obligation to define or enter any such details but there may be some additional information that you are interested in storing for some or all of your resources Reserves Any current reserves on this resource can be displayed by clicking the Reserves tab at the top of the Data Entry Resources screen To create a new reserve click Place Reserve Of course you will only be able to do this if the resource is currently on issue unless you have ticked the Allow reserves on Available items checkbox within a borrower category To change the order of any current reserves simply click on one of the reserves and drag it to the required position To cancel one of the reserves select the record to be cancelled and click Cancel Reserve e Files A An electronic document can be catalogued and stored within the Access It Library database Because it is stored in the database itself if the database was moved the electronic files embedded within the database would move with it Generally
35. a message saying Updating will be displayed briefly and your system will automatically start itself using the new version Software Change Log eee Click Software Change Log to display mmm the update release notes for each j build of the software The list is sorted with the most recent update es release notes at the top mY eee se nemeyisteaeit oe Release 8 4 nesday 7 7 7 2 me 4 1 Buik 1812 Wednesd Expanding a particular release will a eee B Release 8 3 7 Build 1782 Friday 28 May 2010 Release 8 3 6 Build 1778 Monday 10 May 2010 provide information summarising all eee the new features and changes that ener have been made to Access It within that particular update Tick the Show Detailed Notes checkbox to show more detailed notes for each release Some of this information will tend to only be of interest to more technically minded users of the system However you should still visit this area whenever a new build is 156 AIS Utilities released in case there are new features you have been waiting for Click Show or Hide All to expand or hide the update release notes for all releases depending on whether the information is currently hidden or expanded To print the update release notes for one or more releases click Print to display the Select Versions to Print Dialogue Select the releases which you want to print and click Print to print a report of the up
36. add nearby school or public libraries to your configuration Users of Access It can then search those libraries if your own library does not contain items that they are searching for Check for related video clips from the Help menu within the Access It application Before you can perform Federation searching your library administrator must first enable this feature and configure your federation partners To do this click Federa tion Features from within Library Setup and then Manage Federation Partners 31 32 Access It Library Fast Find es 4 P x7 You can also allow other libraries to add Fast Find your Access It catalogue to their own federations To do this click Federation eae Tite Features and then Local Settings in the girersen i a Library Setup feature set wale A Your library catalogue has to be exte nally visible via the web OPAC before iy others can connect via a Federated Search In addition you have to Allow other libraries to connect see Federated Search Setup Federation search options When you perform a Federation search you have the option to search the catalogues for all your Federation partners or you can choose to search a subset of Federation partners that you have previously moved into a group In this way you can limit your searching to Federation partners relevant to your search topic You have the option to perform Federation searches by Title Author Subject Series a
37. already exists in the list clicking it Non Filing enters the value automatically in the field If the entry does not fst r Review Filter already exist you will be prompted as to whether you want to seres Skills add this new entry to the authority file Stop Word Subject Thesaurus Type Media Category Choosing Authority Files from the Cataloguing feature set displays a list of all the authority files defined for the library fess Clicking on any of the lists on the left hand side displays all the contents of this list For example clicking Creator displays a list of all the authors included in the library Authors can be added deleted or modified in this list thus updating any associated records A Note that while you can add new entries to an authority file from within Data Entry you need to be within the centralised authority files list in order to edit or delete entries A The term Creator is used as a more generic term to encompass authors compos ers directors and so on depending on the media in question A If a login user name in User Settings has the Modify Lists checkbox unticked then they will not be able to add new entries to the authority files A Review Filter allows you to enter a word or words that you consider are inappropriate for use in a review If any of the inappropriate words in the list are used when a review is being written the program does not accept th
38. and included in their search results If Display to unauthorised users is unchecked users will only be able to see these items if the View the Don t Display checkbox within User Settings has been specifically checked Click on this field to choose a subject or subjects from the subject authority file Enter as many subjects as required for a particular item using a similar technique as that described with Authors above SUbjects 30 China History K Copy to keywords into the subjects for this item to clear the subjects for this item Notes RID Enter any other information for display to users of the system For example a book summary could be entered here Please be aware that this field is visible to end users For private comments include these in the Comments field on the Data Entry Copies screen Guest users do not see the comments field By default this field displays RID which stands for Resource Identifier and it is sometimes used by librarians to store an alternative identifier for the particular item such as an national bibliographic identifier This field can be modified by clicking Modify Buttons Labels Etc in the Library Setup feature set to show an alternative label so that the field can be used for storing a different piece of information A Source This is a read only field that displays the bibliographic source for the particular file such as if it was imported as
39. appropriate numbering Access It Library Create Pattern 24 October 2011 Vol 4 Num 22 EI 24 10 2011 Vol 4 22 R Rollover Number _Previen 24 10 2011 Vol 4 Num 22 07 11 2011 Vol 4 Num 23 21 11 2011 Vol 4 Num 24 Click into Edit Pattern Code to further refine the 221 1vor num 02 01 2012 Vol 4 Num 27 numbering pattern or alternatively select Create l1s 1 2012 vol 4 num 28 30 01 2012 Vol 4 Num 29 Your Own Click Preview to view the numbering system You can enter a rollover date if you need the sequence to begin renumbering from a given date In the example to the left the library manager wished the mie p PA sequence to increment the volume at the start of the new year Therefore entering the final number for the year in this case 26 and clicking Preview has 16 01 2012 Vol pe a a a RR the effect of rolling over the volume and resetting the number Clicking OK will then display the details of the prediction list as below Prediction List i Date Expected Edition 24 10 2011 24 10 2011 Vol 4 Num 22 07 11 2011 07 11 2011 Vol 4 Num 23 21 11 2011 21 11 2011 Vol 4 Num 24 05 12 2011 05 12 2011 Vol 4 Num 25 19 12 2011 19 12 2011 Vol 4 Num 26 02 01 2012 16 01 2012 16 01 2012 Vol 5 Num 2 30 01 2012 30 01 2012 Vol 5 Num 3 13 02 2012 13 02 2012 Vol 5 Num 4 27 02 2012 27 02 2012 Vol 5 Num 5 12
40. are exported from an administration package is not critical as you can match the fields as part of the import process However whatever your export order it makes things easier if you always export the fields in that order from then on This is because it is possible to save your own import order That way so long as the export field order always comes out in the same order there is no need to match fields each time you import in the future It will have saved your export import order and will just reuse that order by default The following fields can be imported into Access It Any comments if necessary Borrower Number 123456 Recommended that you use the Number Barcode E student number Title Mr Mrs Dr etc me e e eee Middle Name ane oS FirstName ee o ess foma SS Aadressi 93 Rosest OOOO address ine eame O O maresmes OOO SOS ey o ioon S PostCode ws SSS Emait adores smithjedomain couk S S S S vertical Group Blake OSS Yerro varn SSS Temporary Borrower rrera SSCS can Borrow tems merase SSCS can Reserve Items merase SSS can Book tems merase OOO Phone fosse OOOO Comments Reads a lot These are only visible in the bor rower record so cannot be seen by guest users Alternate Phone 01895 819307 a Date Enrolled 04 09 08 dd mm yyyy Alert Please see the head__ This alert is displayed whenever this librarian returns or issues an item 31 07 12 __
41. as Guest See Library Setup gt Campus Setup gt Site Config tab gt Auto Login Change the passwords periodically to ensure security Unauthorised people should not be told important user names and passwords Keep a list of user names and passwords in a safe place so that an authorised person can locate it in an emergency DO NOT FORGET the password as the library program will lock you out if the appro priate passwords and user names are not known Configuration Before you can make use of some of the features of Access It you should ensure that your site information is set up and configured correctly Web Username and Password In order to receive the automatic updates your organisation s web username and password must be entered correctly To do this choose Library Setup gt Organisa tion Campuses Users gt Organisation Setup gt and click the Organisation Info tab Now enter the supplied web username and password into the appropriate fields Once completed correctly the Access It Software update server will be able to authenticate your organisation and provide you with the required updates automati cally assuming the Background Task Scheduler is running on your server Proxy settings A If your organisation uses a proxy server to connect machines to the internet you will have to enter your organisation s proxy settings into Access It This will allow you to check for updates email overdue letters
42. automatically truncated to ensure that they do not go beyond that finish date As borrower categories act as a default for all users with this category there is no need to assign a finish date for each borrower individually However on the individual borrow er s screen there is also a field called Finish Date Override This allows an individual to have a particular finish date that deviates from the default for that category of user Must sight after no of renewals this provides a mechanism for limiting the number of times a borrower can renew items This prevents a user from endlessly renew ing books that they have actually lost Obey must return on the Calendar Maintenance screen are two return strategies Must return before and Must return after These settings truncate lending peri ods as they approach the end of a term or a holiday For example if the last day of term is the 20th October and a Fiction book is issued on 12th October with a normal lending period of 14 days the due date is truncated to 20th October if Must return before is set When either Must return before or Must return after are set they become the default for all borrower categories However an individual borrower cate gory can be exempt from this To do this untick the Obey must return checkbox Allow reserves on Available items Particularly useful for those allowing reserves to be made via the web OPAC ticking this checkbo
43. can take considerable time so it is highly recommended you perform this after hours All other users including web OPAC users should quit Access It now v Auto replace existing database If ticked recommended after the new copy of the database is created the old one will be renamed and the new one put into place WARNING All Access It users including web OPAC users will be disconnected when this occurs If not ticked the newly created database will simply be placed in the data folder as a backup 161 tables are fully reindexed and compacted which can lead to improved response times In addition the database file size is generally reduced resulting in your backup files taking up less space on disk A The BTS service must be running on your Access It server machine before you can run this process 162 gt Wes OPAC CONFIGURATION There are a wide range of configuration options within the web OPAC This section outlines how to enable and get started with the web based library OPAC provided with Access It Library Later in this chapter is a user section which outlines how to use the OPAC itself G Access ft Library a hig Test alee 000 ae Ae Sete bnr jerez enpm Share Browser WebEx men Hello and welcome to our library We are open Monday Friday Top 4 00pm Saturday by special amangement Fast Find Advanced Search e encouraging independent thought
44. click Campus OPAC Campus Preferences On the Campus Setup screen select a campus and either click Campus Preferences or double click the record for that campus This displays seven tabs a e o err Enable Receive Cash Y When new to a piece of software it is often difficult to Enable Fes find your way around screens with multiple tabs A A ic Enable 239 50 v Auto Return on Issue unique feature of Access It is that you can click on an option in the list on the left hand side of the campus preferences screen and Access It will automatically jump to the selected option on the appropriate tab Tab 1 Campus Details On the Campus Details tab you can enter the campus name the short name as it will be displayed within Access It and additional contact details This is where you can also assign a colour to a particular campus Tab 2 Site Info Email Reply to This is the email reply address that is displayed when a borrower receives an email from within Access It such as an overdue letter or reserve notice For example this may be librarian yourorganisationdomain com SMTP Server Port Username and Password These are the details for the mail server you connect to which is often referred to as the SMTP server Your Internet Service Provider or IT manager will be able to provide you with this information Note that the username and password relate to the Email Reply to field In
45. click OK to search for all the items in one hit To quickly display the Quick Scan screen use the keyboard shortcut shown on the right hand side of the pull down menu CTRL B Windows or COMMAND B Macintosh ww Check for related video clips from the Help menu within the Access It application Copies pull down menu on the Data Entry Copy List screen Quick Scan An easy way to find a number of copies in one batch is to scan in multiple copy barcodes or ISBNs or ISSNs using Quick Scan Access It Library Thu 27 Oct 2011 Data Help Quick Scan Ctrl B Re barcode Copies Barr oe Ce While the instructions are identical to the Quick Scan instructions above the resulting list will be quite different If you use Quick Scan from the Data Entry Item Resource list the resulting list will be of items Hence any corresponding global replace functionality will relate to the bibliographic information If you use Quick Scan from the Data Entry Copy list the resulting list will be of copies with any corresponding global replace functionality relating to the copy information Re barcode Copies An easy way to renumber copy barcodes is to click Re Barcode Copies on the Copies pull down menu on the Data Entry Copy List screen This displays a screen into which you can scan in the barcode of the copy to change Scan the old barcode into the first field then scan the new barcode number into the second field Pressing
46. displayed or printed according to your selected template To print full pages only and therefore not waste any labels click Full Pages This reduces the list to multiples of a full page with no wasted labels For example if you use 30 labels per page and there are 64 listed with four wasted clicking Full Pages reduces it to 60 To return to the previous search menu click Find Again You can select and omit rows by first highlighting the appropriate records and then clicking Select Rows or Omit Rows from the List pull down menu depending on what is required You can design your own barcode labels This is explained in Advanced Labels Section To save time contact the Access It helpdesk and we will email you a copy of the default barcode label which you can import into your Access It system and change as required Once you have successfully printed your barcodes a message will appear asking if you need to print these again Clicking No will automatically remove the tick in the Print Barcode checkbox within each copy record so that these records are not found the next time you search for barcodes to be printed The message box described above will not appear if you choose Print via the Preview screen Printing Spine Labels To print spine labels click Print Spine Labels and choose the setup you require When printing spine labels you have a choice of classification call number formats as well as whether or
47. e files are used for small electronic documents such as small PDFs If the electronic documents are large such as video clips it is preferrable to have these stored on a network volume external to Access It Library A catalogue record can still be created within Access It such as a Resource but a link via the URL field is created to the external large electronic file This stops the library catalogue datafile from ballooning in size since the large electronic documents are not stored within the data file itself In order for linked electronic documents to be downloaded or opened via the web OPAC the files should be stored within a folder within the web server In addition the brook lyn xml file within the web server needs to be modified to include the path to this file Avery useful alternative is simply to create a google docs account and upload any files to there The URL to the particular uploaded file can then be pasted into the URL field within the associated item in Access It 57 58 The first step in cataloguing an e File in Access It is to create a new item with Media e File Access It Library Data Entry Create New Data Entry Create New If the media e File is not displayed or if the subcatego ries such as PDF or Video Clip Sq e eorectMeda amp Typeissslected If known enter the ISBN ISSN or Reference ID Ga Audio do not exist it is because they amp s a H
48. entered via the Cata loguing feature set 117 118 If you have received fewer copies than the number ordered and the copies were ordered from different budgets a dialog is displayed asking which budget the copies are to be allocated against To do this first highlight a particular budget enter the number of copies to allocate to that budget and then click Allocate Repeat until all the received copies are allocated Correspondence The Correspondence menu allows you to select which type of letter or correspon dence to edit or create The various letter types are summarised below If you need to re instate the original templates these are available from within the Access It Library folder on your computer Open the text file Sample_Letter_ Templates txt and you can copy the appropriate templates and paste them into you edit window with the appropriate Correspondence section This removes the need to construct templates from scratch as existing ones can be copied and then tweaked Overdue Letters You can create various letter templates for different overdue letters The letter templates created are used when printing or emailing overdue letters Click Correspondence and then Overdue Letters within the Management feature set to display the Maintain Overdue Letters screen When this screen is first displayed it shows a preview of the text in letter 1 Severity 1 Any data that would normally be generated for an indivi
49. for additional copies of the item To create a new order click the Orders tab from the Data Entry detail screen Next click New Order and fill in the specified fields Click OK when completed This infor mation is now displayed in the Order Information list To assign an order to a particular budget first highlight the order then click Budget Book 1 Contents 2 Catalogue 3 Reviews 4 Orders 5 Additional Info 6 Reserves 7 Record 7 of 10 Book ISBN 9780143020899 Order Information Title Mister Pip Supplier Status W H Smith To Be Ordered Budget Remove New Order The Budget List will contain the names of all the budgets that have been created via Cataloguing gt Budgets Choose one from this List 52 A Next allocate the required number of copies to this budget up to the number you have ordered by entering a number in the Allocate Copies box Clicking the Allocate button will then enter that as a budgetary commitment though it will not be desig nated as spent until the item s on order have been received Where there are multiple copies to be ordered it is possible to allocate different copies to different budgets To remove budget allocations select one from the list then click Remove Periodicals The media Periodical refers to a serial publication such as a journal or magazine that is published on an on going basis
50. full stops to be removed from the Subject authorities Accelerated Reader A Due to circumstances beyond the control of Access It this functionality is only avail able to our UK customers This is due to a difference in the way Accelerated Reader resources are handled between the UK and Australasia E Access It Library You can import and or update information which identifies specific resources as being Do you want to import all data and update matching Accelerated Reader resources These are ee en erate oe resources for which there is information such as reading levels but for which there are also associated online quizzes which students can take to check their comprehension The idea is that readers will move up through differ ent reading levels Books are graded with a Zone of Proximal Development number based on word count and difficulty 107 108 MANAGEMENT Overdue Letters og This section enables users to carry out management level tasks including generating overdue letters and statistical reports performing stocktakes managing reserves bookings reviews and orders processing charges and payments viewing write offs and web messages setting up correspondence templates calculating depreciation and creating ad hoc backups To view the current overdue items and print over due letters for them click Overdue Letters within the Management feature set This screen displays a
51. in Data Entry Copies List can be used within the Barcode List For this tutorial we will begin from the Data Entry Copies List That is via Cata loguing gt Data Entry gt Show Copies button gt List gt Advanced Labels NE Access It Library Sun 28 Aug 2011 Ac Choosing Advanced Labels brings up the Advanced Label Editor screen Now click New Label from the Labels drop d own menu l Select Label Ctrl O Save Label Ctrl S Delete Label 66 99 ee Say From the New Label Setup ie New Label Setup enter a new label name and ernie Export Label Enter new label name MyNewlabel0 1 click OK G Create New Datasource VIEW_Copies v From the Advanced Label Editor click Edit Page Setup Rage Seto d to set the page size number of columns label height and width margin and column spacings 71 72 When defined as needed click OK to confirm these settings Back in the label editor the list on the left hand side represents the fields available for this label Using the mouse drag a field you require from this list and drop it onto the label in the lower half of the screen Repeat this process until the required fields are placed on the label Use the standard formatting features to align labels e g to centre the text within a field and to choose the font and size To obtain the barcode number
52. is automatically added to the authority file Append URL It is sometimes very useful to append a URL or URLs to a found selection of items This may be because you had forgotten an important URL or because new URLs have become relevant Firstly highlight the records to which you want to append URLs Next click Append gt URLs on the Item pull down menu In the space provided type in the new URL or URLs to append to the selected records If a URL already exists for a particular item it is not added a second time If a URL does not already exist in the URL authority file it is automatically added to the authority file If the media and type you require is not listed you need to create it first by adding a new collection via Cataloguing gt Collections Change Media and Type Collection To alter the Media and or the Type of an item Collection first highlight the records you want to change Then click Change Media and Type on the Item pull down menu Choose the new collection from the list displayed Print Contents Labels If you have an item which has data entered into the Contents Information tab then you can print a list of the contents and attach it to the item for reference purposes so that in future you can quickly determine the contents of any such item Merge Items Highlight two or more items to be merged and click Merge Items on the Item pull down menu A screen is displayed allowing you to choose which item to
53. items Miscellaneous Charge The manager can set a miscellaneous charge against a particular borrower This allows the manager to create an ad hoc charge and enter a description of what the charge is for This could include such things as photocopying internet use and so on Paying Charges Borrowers can only pay outstanding charges but not pending fines Pending fines are fines that are accruing on items that have not yet been returned Once they are returned they cease to be pending fines and become outstanding charges and can then be paid 38 To view and pay charges click Pay Dues Fines in the Circulation feature set and enter the borrower number or name If the borrower has outstanding charges a screen showing two lists is displayed The top list contains pending fines if any while the bottom list displays outstanding charges When the borrower pays an outstanding charge enter the total charges paid in the Amount Received field This amount must be between zero and the total charge outstanding Charges cannot be paid in excess of the outstanding total A receipt number is automatically generated This number can be set to match that of a receipt book Once the amount received has been entered the choice is given to pay the charge by clicking Pay Dues or to pay the charge and be issued with a receipt to give to the borrower by clicking Pay Dues amp Receipt Receive Cash Bulk Loans Often it is useful to be ab
54. laanmning Visual Search and opmion Each of you have been allocated a library card allowing you to take books from the library Please take your chosen books with your Ebrary card te the issue desk Do net take books from the brary without them being issued to you The book will be stamped with a due date Pease make sure you rebum the book te the library on this date F you need help selecting a book or finding a book in the library please see the librarian of one of the student ibrary assistants They will be happy to help New tems Other Libranes Reading Lists Quote of the day I find television to be very educating Every Ome somebedy bens on tee set I oo imn thee other room and read a book Groucho Marr We have put together cur favounte web links My Library Login Currant mues Book of tha waak A Platter OF Figs The amp what home cook o al about Kudos to pow Bava Tams The central concept of Dawid Tanis new cookbook A Platter of Figs i5 best expressed im the vegynette om page 42 desonbing his parsnip epiphany This i3 a book about cooking seasonal foods simply and skilfully It s about supporting local farmers preserving the envionment and mantaning a sustainable kitchen Buk mest importanthy it s about the pure pleasure of atng a perfectly crisp fall radish of a concord grape bursting with sweet juice For sx months a year Dawid Tanis acts s the head chef at
55. list of groupings including Organisation Borrow ers Reserves Overdues Orders Supplier and Special For example to enter the borrower s first name click in the letter editor window at the cursor position you want to insert the borrower s first name Click Insert Field choose the Borrowers menu option and then click First Name from the Borrowers menu This field is then inserted at the cursor position in the letter editor window In this case the first name field is inserted Middle Name with HTML tags as lt BORROWER FIRSTNAME gt ore Address2 Address3 Of course you do not need to know how to generate this Phone obscure looking tag you just need to select the relevant tere city Postcode fields from the menus provided Email Organisation gt Vertical Group Class G C Borrower Campus There are also some predefined tags to generate how the overdue list within the body of the letter itself displays These predefined options are shown on the right Te Supplier Reserves Recalls SPECIAL These display the overdue list within the body of the letter to include Overdue List Minimal Overdue List With Due Date e Overdue List Minimal Barcode Title Author Sree e Overdue List With Due Date Barcode Due genes gt Orain Lm ua Date and cos Date Title Author Se cee eee e Overdue List With Costs Barcode Title Author Charge
56. number of user groups and ADD REMOVE z Daemen users The user groups represent the major profile categories ie and individual user profiles can be created as a child of the Peril parent group In the example on the left the user groups are fn Administrator Manager Staff Guest Junior Librarian Senior ahaa Librarian and so on Each of these user groups can have users as a subgroup For example under the user group Staff you might have users called AdminStaff and AcademicStaff AdminStaff and AcademicStaff also represent groups of users but they inherit the attributes of the user group to which they belong in this case Staff Once created an individual user profile can be tweaked to deviate from the profile of the parent or user group from which it has been derived by ticking and untick ing the checkboxes that are displayed on the remainder of the user settings screen og It is not necessary to create a user profile for each borrower In general user profiles represent functionality While you may have many thousands of borrowers most of the borrowers will have the same sorts of functionality and features available to them For example in a college all the students may have the same user profile 139 e g Guest REMOVE i To create a new user profile first decide hie M SG Al Groups Users a which user group to categorise them
57. on the label just drag the Barcode field onto the label This will be represented as a number To obtain the barcode format ted to look like a barcode drag the Barcode field onto the label and assign it the font of Code 3 of 9 This will place a sutle stripped background to the barcode to indicate that this will be printed as a barcode ready for scanning Serta If you wish to have labels Bossom sorted in a particular way drag the required sort Access It Library Page Setup Advanc Page Setup Advanced Labels Font Style Font Direction Code 3 of 9 Barcode entury entury Gothic entury Schoolbook Code 3 of 9 Barcode field from the list on the left hand side and place it into the Sort Order column Clicking the arrow will change the direction of the sort The above label attributes including any sort instructions are stored with the label Save your label design regularly as you go The name of the current label is included way down the screen If the label has been edited and the changes have not yet been saved an will appear after the label name Access It Library Sun 28 Aug 201 New Label Ctrl N Select Label Ctrl Ctrl 5 after the blue text half Delete Label Print Preview Import Label Expo
58. read only You should Registration Number also enter your Web Username and A Web Password as supplied by Access Web Password It Software When your Access It a Financial Year Start Date 01 01 LJ server connects automatically to the jase aor eas Access It Software update server the Web Username and Web Password will enable authentication to take place Once authenticated any new updates can be automatically sent to your Access It server Enabled Using Multiple Campus External Borrower Creation Multiple Campuses The Year Start Date field entered just with day and month formatted as dd mm means that yearly reports can be 126 generated within Access lIt that actually reflect the year as it relates to your organ isation For some the Year Start Date may be 01 01 to represent a calendar year For others it may be 01 09 to reflect the start of an academic year in the northern hemisphere The Financial Year Start Date field entered just with day and month formatted as dd mm defines the current financial year for your organisation It is usually only set once prior to using Access It for the first time This date can be changed subsequently by clicking the browse button J but you are strongly advised not to do so as your financial balances will be affected This is a significant change and will affect all your previous financial reports You should create a backup of your da
59. reserve Borrowing Details for Amanda Bradley 0967 Logout a 6 items on loan 2 items overdue 893 items in loan history 1 item on reserve Items on Loan 6 Borrowing History 893 Renew All Barcode 334255 Earthquake Renew Date Issued 22 09 2011 Classif JEN re Date Due 03 11 2011 Type Fiction EARTHQUAKES Earthquakes Rara Date Issued 22 09 2011 Classif 551 Date Due 03 11 2011 Type Non Fiction Barcode 334829 EDO OR ef Midnight never come Renew Date Issued 05 09 2011 Classif 813 6 Date Due 17 10 2011 Type Fiction Barcode 112189 gt Olympus C 40 4 MP Digital Camera Renew ae 4 A Date Issued 07 09 2011 Classif ASSET Date Due 07 10 2011 Type Digital Camera a ii Barcode 111145 a Symphony No 5 Renew Date Issued 07 09 2011 Classif MAH 2 1 r Date Due 21 09 2011 Overdue Type Classical j Barcode 109358 By clicking the More tab Sp Da for Amanda Bradley 0967 2 items overdue users can choose the My Inter 822 t2msittcan histor 1 item on reserve ests tab and enter subjects and or keywords that relate My Contact Details My Interests R to their own areas of interest paor amanda b accessitsoftw e Mobile Phone it PIN or Password Tit Once these interest areas are registered through this process whenever a new item is catalogued and those keywords and or subjects are added the particular users with these interests will be
60. select a non contiguous group of items not in the same block use the Command Apple key for Macintosh computers or the Ctrl key for Windows computers Simply hold down the Command or Ctrl key as you click each additional record Modifying your selection To display only the selected records choose Show Rows from the List pull down menu while they are still highlighted Keyboard shortcut Command T Macintosh or Ctrl T Windows Omitting an item or items from the list To omit records from a list first select the items to omit using the above a methods and then choose Omit Rows from the List pull San an down menu Keyboard shortcut Command M Macintosh Unselect Al or Ctrl M Windows Print this list Ctri P Fast Find Ztrl F Omit Rows Advanced Search Ctrl 5 Omit Rows is different from Delete Records Omitting E records only removes them from the current view They Booking still exist and can be seen on other occasions show Me Where 25 26 From the list view you can choose Fast Find or Advanced Search from the List menu Alternatively use the keyboard shortcuts Command F Macintosh or Ctrl F Windows and Command S Macintosh or Ctrl S Windows respectively Print the list To print a list of found records click Print or choose Print this list from the List pull down menu A dialog box asks whether you wish to Preview Print or Save as PDF You may choose as many of these as you require Depend
61. statistical reports _ Donated by Enter the barcode of the kit item you are going to add to the current kit list click OK The entered copies in this example copies 333440 333510 333889 are now linked to the kit Living in a Fijian village If you now look at the copy information for any of the the linked copies for example 333440 you can see that the Can Be Borrowed field has been set to LinkTokKit and the Part of Kit field contains 108995 Living in a Fijian village Information for Barcode No 333440 Title Leaving home a survival guide Borrowing Detail If someone was to break the kit and try to have one of the items of the 7 kit issued separately prase allover message would be ReplacementCost ess 3 displayed during circula tion to prevent this Part of Kit 108995 Living in a Fijians By clicking the Borrowing Detail tab you can see current and historic borrowing infor mation that relates to this particular copy 49 50 Contents Fie Data Help Periodical 1 Contents 2 Catalogue 3 Reviey Contents Information 4 Edit Contents Tide World Architecture Title Global Economy elsos com OOO O O sss O w when Keywords Architecture Design Environment Item Information srl A Subjects Architecture Designs and plans enes Architecture and dimate Keywords Architecture Design Environment Architecture Industrial URL h
62. stipulate the order in which Rapid Entry will search the Z39 50 library servers click Reorder Click the server you want to move and drag it to the required position PP Access It Library Test Results Summary s Test Results Summary If you experience any problems with i i This is a summary of Z39 50 tests performed for Ardmore School To the right of each test is an you r Z3 9 50 serve rS whi le US ng the indication of whether the test was successful and in relevant cases you can change settings related to a particular test Rapid Entry functionality such as 729 60 Searching Enabled z failing to get a connection to one or P Peeve Onine covers Enables 2 Access lt Proxy Server Mt more or even any of your 239 50 PAi Pew serertsteok o7seconas Connection to Access It Proxy Server successful servers then one method of deter trom i ae Bree mate e e e er Online Server Sources wal mining potential causes of the prob Pe Oar Oe Sr Sr EATER Ataa i The following is a list of any Z39 50 servers you may have and whether this computer can reach lem 1S to run a series of diagnostic a Fee tests against your Z39 50 servers ia an ae ea f SCIS 7 ZA M To do this click Diagnostics The 2 Netontioayonz ioa diagnostics process performs a SerjeS s wstonasvioarashicDatavase of tests attempts to connect to each 4 itrayorconaress 2 The Library of Congress test took 4 6 seconds of you
63. the 10 most recently added verified reviews Borrower SDI Selective Dissemination of Borrower Information add the ability for users to enter keywords and subjects they are interested in so that they can be automatically notified via email when new resources are catalogued that match their keyword and subject criteria Note that the borrower s email address must be valid for this to happen Keywords and subjects are entered in the client application via the Other Information tab on the Borrowers screen while they are entered in the Web OPAC via the My Interests sub tab on the More tab on the Borrowing Details screen Single Sign On add the ability for users to log in to various applications including Access It via a single sign on Access It supports Shibboleth2 SAML2 Campus Setup There are many features that you may want to set up for your site or campus even if you only have one campus To do this click Organisation Campus User and then Campus Setup within the Library Setup feature set Campus Setup List ae ame The Campus Setup screen is displayed showing one or more campuses To edit the campus settings for a particular campus auena B select a campus on the Campus Setup screen and either click A Bayan Eaucati Campus Preferences or double click the record for that campus A eman Second i To edit the Web OPAC configuration for a particular campus Supreme Educati MN select a campus on the Campus Setup screen and
64. the Guest home menu Examples might include Library is closed from 1pm today Given the use of the web based OPAC this client only feature is largely redundant Logo An organisation s logo can be added here by clicking This prompts you to search for a logo image Images can be in jpg gif or png format Clicking deletes the logo Tab 3 Site Config 1 Display Availability as When users search for items the resulting list displays infor mation on how many copies are available Some organisations do not want to know that there are five copies available but simply that at least one copy is currently in the library Therefore this availability can be set to Number to display the actual number of copies available or to In to indicate that at least one copy is available Stocktake by Stocktaking can be configured to be by Media Category Location or Classification Once configured this setting should not be changed while a Stocktake is underway unless you want to restart the stocktake When you run a stocktake you will be given the chance to select the parts of your library stock based on the configuration parameters you choose here Date Format This lets you select the appropriate date format for your geographic region Search Using Some libraries are very subject centric while other libraries adhere to a more keyword based system such as that used on the web During a Fast Find search within t
65. this image with background transparency Therefore if your logo does not already have this you need to use a graphics program that allows you to save with transparency JPEG images do not support transparency so we suggest you use the PNG format PNG images support transparency sometimes referred to as alpha transparency or with alpha channel GIF images also support transparency Tab Three OPAC News Items The main page of the OPAC has a columns style allowing you to display several News Items The default setup is for 3 columns but you can change this to be from 1 to 4 columns Access It Library Campus OPAC Setup Campus OPAC Setup OPAC Control OPAC Appearance OPAC News Items y OPAC Parameters Numt i E Number of columns you wish to os BJ E display on the web OPAC home page Current News Items Click an Item to edit reorder or remove Item Just arrived A Platter Of Figs If you wish to change the order of the news items or move it to another column or position select the item and use the blue arrows Move Items Move selected into gt When you create a new item it different column initially positions itself at the onom otour 1 Simpy uso Sa a the blue arrows to reposition the newly created item If you reduce this layout to 1 column you can effectively take over the main news items area of the OPAC which gives you a great deal of flexibility over wh
66. to tweak certain field labels and buttons It is the intention that this list will grow over time so that users have increasing flexibility over how labels are displayed To change how a label is currently displayed double click the appropriate row in the right hand column This gives you the ability to edit the label Once changed press the ENTER key to save the particular modification For example if you have no use for the RID field on the Data Entry Resources screen you could change this to display something else e g Language Set Barcodes This is where you can set the barcode length for both borrowers and copies It is also an opportunity to set a prefix or suffix for your barcodes if needed A In general only set a prefix or suffix if it is deemed necessary to avoid confusion with another campus or branch that may use the same sequence of barcode numbers Otherwise just leave the prefix and suffix blank Set Borrower Number For many sites the borrower number and hence barcode number will be obtained from a central administration system For example within a school or college it is advisable to use a student s unique student number as their Access It borrower number This means that student or borrower records can be imported into Access It matching against the unique student number In this way each borrower s information such as contact details can be updated automatically via the borrower import process If bor
67. used any new non SCIS authorities are updated during the next quarterly import sanae eaaa There are a number of options that should be carefully read Seva prior to importing any MARC authorities These are described 2n below Replace existing references v Remove trailing full stops Preload MARC file Ticking this checkbox results in the Subject MARC authorities import file being preloaded as a temp file in the Access It background for refer ence purposes without actually loading all the records into the Subject author ity file itself Use Preloaded MARC Ticking this checkbox results in recently created non SCIS authorities being updated using the preloaded MARC file Import All Records Selecting this radio button results in all records in the Subject MARC authorities import file being loaded into the Subject authority file Update existing authorities Selecting this radio button results in existing Subject authorities being updated using the corresponding records in the Subject MARC authorities import file No Action Selecting this radio button results in no new records being loaded into the Subject authority file and no existing records being updated Replace existing references Ticking this checkbox causes existing Subject authori ties to be overwritten using the corresponding records in the Subject MARC authorities import file Remove trailing full stops Ticking this checkbox causes trailing
68. username locale setting etc Note that some of the components include the same configuration file s as the components can be installed separately or together Therefore each is provided with its own copy of the configuration file s The installers set most of the required values automatically However if a non stan dard installation is being performed then the defaults may be verified and or edited manually This will most likely apply to Linux installations see below Access It installation location and configuration files On Microsoft Windows the installer allows the destination drive and direc tory to be chosen however the default is recommended For simplicity in the following instructions it will be assumed that the default location C Program Files Access It Software Access It Library is chosen for the software The infrastructure of Access It and placement of files is most clearly defined and rigidly enforced on the Macintosh simplifying the following instructions On Linux the location of the software and configuration files may vary signifi cantly from one distribution to the next Redhat RPM packages are not provided for installation rather the application is provided as a tarball This tarball contains files in the structure most likely accepted by different distri butions If one particular distribution requires a different structure the tech nician installing the software must move the files as necess
69. via Access It make use of Amazon connectivities and so on In general your IT Manager will need to enter these via Library Setup gt Organi sation Campuses Users gt Campus Setup Highlight the appropriate campus by clicking on the row and click Campus Preferences On the Site Info tab enter the appropriate proxy settings for Host Port Username and Password If you have different proxy settings for clients and server the settings for each of these can be entered here Click Test to check that the settings are correct User Authentication When users need to identify themselves within the web OPAC such as when they are reserving an item viewing their own borrowing details and reserves registering their own areas of interest and so on there are four configurations possible 1 User enters their library borrower number Comments for privacy reasons a user s name is not deemed secure enough 2 User enters their library borrower number and a PIN Comments this must be configured within the web OPAC setup gt OPAC Parameters 3 Users can enter their normal network user name and password Comments this makes use of the LDAP Active Directory integration available within Access It This is set up within Organisation Setup gt Server Components tab Once set up Access It will synchronise with LDAP AD on a nightly basis allowing users to use their normal network login details rather than having to remember their libra
70. 0 Library of Congress and 9909 British Library Other ports may be requested by your library manager depending on the remote library s Z39 50 server to which they need to connect For many sites this may require the opening of the port within their local firewall and also requesting the port to be opened at the ISP firewall level Having these ports already opened in time for the Access It Library installation will allow the installation to be fully tested and for comprehensive training to take place without delays However Access It does support access to external libraries via its own proxy server This means that if an organisation doesn t wish to open up the ports to these libraries directly requests can be sent as simple HTML requests These are routed through the Access It proxy which will in turn redirect the request to the required external library on the appropriate ports On receiving a response from an external library the Access It proxy will then redirect the response back to your organisation as a normal HTML response See Z39 50 Servers below 177 178 Using NTLM If using an NTLM proxy when configuring via Campus Setup as above in the user name field enter the domain as well This field therefore takes the format domain username Updates Automatic updates come via the BTS Background Task Scheduler This runs as a service on the server During the night or other scheduled time the server w
71. 011 E Media Book Classif JEN Location Fiction Shelves a Earthquakes eh Author Bolt Bruce Smales Isobel Copies 4 Type Non Fiction Available 3 Media Book Classif 551 amazon Location Various Locations Earthquakes Author Bolt Bruce Copies 1 Type Non Fiction Available 1 m Media Book Classif 551 2 amazon Location Non Fiction Shelves Earthquakes Ae Author Branley Franklyn Copies 1 My Library Type Curriculum Available 1 O Media Website Classif 551 ama Login Location Web Currently logged in as Fauth ee See mand Bees Pees above will be displayed The labels at the top of each column are mostly self explanatory The Media is the most general category of the item such as Book CD ROM Video Note the corresponding icon on the right hand side The label Type refers to subdivision of the media For example if the item was a Non Fiction book the media would be Book and the type would be Non Fiction The label Location location of the next available copy It will display the Earthquakes Author Bolt Bruce Smales Isobel Copies 4 Type Non Fiction Available 3 Media Book Classif 551 Location Various Locations will display Various Locations if there are multiple copies spread across a number of locations Clicking an item will display the details for each copy Note that the number of copies are displayed alo
72. 03 2012 12 03 2012 Vol 5 Num 6 26 03 2012 26 03 2012 Vol 5 Num 7 09 04 2012 09 04 2012 Vol 5 Num 8 23 04 2012 23 04 2012 Vol 5 Num 9 aninr innan nninrinmam tsr I r ma an h pet peh pot peh pet pt pad pt pah pat pat pad pat pat If necessary deselect any issues that you don t want to appear in the prediction list or double click a particular edition to modify this Clicking Allocate Budget allows you to both assign the subscription to a particular budget if required If you do not want to assign the subscription to a particular budget just click Subscribe Now to save the subscription It is important to note that the subscription list is not actually created and confirmed until you click Subscribe or Subscribe Now as described above Clicking Create New only lets you set up the subscription It does not save it until you Subscribe to that prediction list Once a subscription has been created it can be viewed by clicking the Subscriptions tab This shows the prediction list for this periodical e Gascon Title World Architecture Click one row to show the subscription Subscription Created at 25 09 2011 Date E ted Edition 24 10 2011 24 10 2011 Vol 4 Num 22 07 11 2011 07 11 2011 Vol 4 Num 23 21 11 2011 21 11 2011 Vol 4 Num 24 05 12 2011 05 12 2011 Vol 4 Num 25 19 12 2011 19 12 2011 Vol 4 Num 26 02 01 2012 New Year Edition Vol 5 Num 16 01 20
73. 12 16 01 2012 Vol 5 Num 2 30 01 2012 30 01 2012 Vol 5 Num 3 13 02 2012 13 02 2012 Vol 5 Num 4 Notice the status of the subscription is displayed in the right hand column As this subscription has just been created all elements have a status of zero Received Waiting From the Home menu clicking Subscriptions Cataloguing gt Subscriptions allows easy tracking of which periodicals have arrived in the library As such it can be seen as a list of expected arrivals To view a subscription click Subscriptions Cataloguing gt Subscriptions If you have multiple subscriptions search within Subscriptions using Fast Find List gt Fast Find When items on the list arrive highlight the appropriate row and click Receive Items Access It Library Sun 25 Sep 2011 Subscription List a a i Subscription List Title By Classif Media Edition Date Generated Copies Date Expected World Architecture Periodical 24 10 2011 Vol 4 Num 22 25 09 2011 24 10 2011 World Architecture Periodical 07 11 2011 Vol 4 Num 23 25 09 2011 07 11 2011 World Architecture Periodical 21 11 2011 Vol 4 Num 24 25 09 2011 21 11 2011 World Architecture Periodical 05 12 2011 Vol 4 Num 25 25 09 2011 1 05 2 2011 World Architecture Periodical 19 2 2011 Vol 4 Num 26 25 09 2011 1 19 2 2011 The item is then saved as a new item in the main catalogue A confirmation message will be displayed Clicking Sa
74. 45 GMD 45 Illustrator 45 Keywords 45 Notes 46 Publisher 45 RID 46 Series 45 Source 4 Subjects 46 Title 44 Type 45 URL 45 Items Merge 56 Items on order 117 Items to be ordered 117 Item Types 91 J Java 181 K Keywords append 61 L Languages 135 Last Issue Dates for Items 110 LDAP Integration 127 172 Leading articles 18 30 Letter Editor 120 Library Map Setup 149 Library Open Dates 144 Library Purchases 111 Library Setup 125 Library Usage by Borrower 111 Library Usage by Class 111 Library Usage by Date 111 Library Usage by Ethnicity 111 Library Usage by Gender 111 List drop down menu 8 25 List Members tab 79 List Not Found 114 List View 16 Load Update File 155 Location 91 Logging In 10 Logo 130 Log search results 28 M Manage Federation Partners 157 Management 108 MARC Setup 126 Mark for transfer 83 Mark for Write Off 114 Media 91 Merge Borrowers 84 Merge Collections 96 Merge Items 56 62 Merging Authority File entries 88 Miscellaneous Charge 37 Modify Buttons Labels etc 147 Modifying an Authority File entry 88 Most Popular Authors 112 Most Popular Borrowers 112 Most Popular Classes 112 Most Popular Items 112 Most Popular Vertical Groups 112 Most Popular Year Groups 112 MS SQL 181 My Borrowing Details 31 My Library 21 N Networking 174 Network Login Name 80 Network Service 175 New Item Order Only 58 New Items 13 19 31 NOT searches 18 30 NTLM 178 O O
75. Access IT LIBRARY UseR MANUAL arch Advanced Se accessit Library DOCUMENT FOR Access IT LIBRARY VERSION 8 4 8 REVISION 2 1 NOVEMBER 2011 Access It Software Ltd Head Office Level 6 Quinovic House 32 34 Kent Terrace Wellington New Zealand New Zealand Asia Pacific Australia UK Europe USA Middle East North Africa E helpdesk accessitsoftware com E helpdesk accessitsoftware com E support accessitsoftware co uk E ssadikh iqratrading com T 0800 LIBRARY or 0800 542 727 T 1800 153 227 T 44 0 20 3286 5253 T 974 4451 4092 ACCESS IT SOFTWARE LIMITED SOFTWARE LICENCE AGREEMENT IF YOU INSTALL AND OR USE ACCESS IT YOU HAVE AGREED TO BE BOUND BY THIS AGREEMENT PLEASE READ THIS AGREEMENT BE FORE USING ACCESS IT 1 GRANT OF LICENCE Access It Software Limited grants you the non transferable non exclusive right with respect to the software programs the Software subject to the terms and conditions of this Agreement Access It Software Limited retains all rights title and interest in and to the Software a The Software Programs Means Access It and any future updates upgrades modifications additions or other amendments to the same b Notice to Users You shall inform all users of the Software of the terms and conditions of this Agreement c Annual Licence Fee Use of the Software requires an annual licence fee The user group membership is now included within the annual licence fee d Bureau and
76. Campus Setup screen To change the length of your borrower barcodes click Advanced on the Alter Barcodes dialog and move the length slider on the Set Barcode dialog To add a prefix or suffix to your borrower barcodes click Advanced on the Alter Barcodes dialog and enter the appropriate prefix and or suffix ty Advanced changes may require all borrower records to be updated You should create a backup of your data before proceeding After the backup make your changes and then test some borrower barcode scans to ensure your changes are as expected Set Copy Barcode Number If the Use Preprinted Copy Barcodes ee SSE Alter Barcodes checkbox on the Site Config 2 tab on the Campus Setup screen P Click the Advanced button to alter the prefix Ihe suffix or to alter the length of the displayed core is unticked the copy barcode E eee ae a a a O A numbers that are generated when ever a new copy is created within Access It are based on the value of The next barcode can be set here Set the next Copy barcode you expect to issue Next Copy barcode Prefix the Next Copy barcode displayed 84se9 on the Alter Barcodes dialog For example if 4019832 is displayed then this will be the next auto generated copy barcode number used when the next copy is created G7 To change the length of your copy barcodes click Advanced on the Alter Barcodes dialog and move the length slider on the Set B
77. Cher Panisse Since the 1960s he has worked closely with Alice Waters to help craft and shape the restaurant s lustrous style The other half of the year David can be found m Pars where he cocks casual mess far nerds mi an apartment that has a less than adequate stove a small sink litte counter space and a half dozen well used pots and pans 4 Platter of Figs is divided inte four seasons and 24 menus with thames ranging from an easy Bean Soup Lunch with pears ard parmigiang to an impressive Peasant Fare from 4 Parnean Kitchen dinner which includes a pe s ear salad The recipes are basic and unfussy yet the dishes are anything but ordinary To make the parcmps Season them wath salt and pepper toss with olive od and bake at 3759F for about 45 minutes The first time David ate them he peoclaened they were so omsp brown ae ee ee eee OF bee ee Bh eee Bh Ken Follet s novel will keep you enthralled Beware once you sart this you may not be able to put rt 163 Meat week Gon Brown will be visiting our school Come to the library at 12 30 on Wednesday and hiar this worderful author talk about hig writing All settings in the OPAC can be configured via the main Access It application To get to the configuration screen from the Library Setup menu select Organisation Campus User then Campus Setup Highlight your campus then click Campus OPAC Enabling the web OPAC If your Access It system is not yet set to u
78. E E EE How often 24Hour Clock cation on start up aly commended los x gt etonn BTS Configure Backup Parameters Nightly Maintenance enable and schedule automatic tasks including reindexing database tables checking for expired reserves and book ings active directory LDAP synchronisation and various Action List tasks Automatic Backups enable and schedule automatic backups of your data The backup files are named AIS_V8Backup_ lt client code gt _ lt date gt ais and can be found in the backups folder on your Access It server machine 160 ag Automated Overdues enable and schedule automatic emailing of your overdue notices Within the parameter configuration for this feature you can select the borrower categories and collections for which you want automated over due notices to be generated Automated Underdues enable and schedule automatic emailing of your underdue notices Within the parameter configuration for this feature you can select the borrower categories and collections for which you want automated underdue notices to be generated ClickView Synchronisation enable and schedule automatic synchronisation of ClickView resources and Access It URL Checking enable and schedule automatic validation of URLs To view the results of this process click Authority Files in the Cataloguing feature set then click SUMMARISE ALL URLS on the Maintain pull down menu E
79. Fiction Science Resource Room 1 Earthquakes 4th Bolt Bruce Non Fiction Non Fiction Shelves 1 Earthquakes Branley Franklyn Non Fiction Non Fiction Shelves 1 Earthquakes and volcanoes Barber Nicola Non Fiction Non Fiction Shelves Earth Shattering Experiences Earth Science Activ 1996 Copeland Sandra 551 2 NZ Non Fiction Non Fiction Shelves 1 Inside the Earth 1972 Davis Alan Non Fiction Various Locations 1 to 10 of 13 When a Fast Find is carried out within the client application the resulting list shown above will be displayed The labels at the top of each column are mostly self explan atory e The Media is the most general category of the item such as Book CD ROM Video e The label By refers to the Creator Author for Books Editor for Periodicals e The label Available refers to how many of these copies are currently available for borrowing Rather than showing the number of copies currently available the Administrator could configure this column to display In by modifying the appropriate setting within Campus Preferences Site Config 1 When configured this way In will be displayed on the Fast Find and Advanced Search result lists at this guest access level Viewing the Data Entry Item lists when cataloguing will still continue to display the full information regarding the number of copies available e The label Copies refers to the
80. K Read the warning message displayed If you agree with the action click OK to globally replace the data in the selected field for all the currently selected records ty A data replace completely replaces all the data in a field i e it does not append data to existing information in the field with the information displayed on the right hand side of the Replace dialog 60 G7 A data replace changes the same field in ALL the currently selected or listed records It cannot be undone so extra care is necessary It is however a useful way to make quick global changes to all the currently selected records The fields that can be replaced are dependent on which detail screen you are currently on For example from the bibliographic data entry detail screen a data replace will relate to Publisher Series Type Genre and so on Alternatively to modify the copy information start the process from the Data Entry Copies list Next double click a particular copy When on this screen you can replace information related to copies such as Cost Purchase Date Donated Damaged and sO on If you are doing a global data replace on copy information you should always begin your search for the required copy records from the Data Entry Copy List This is because if you start the search for copy records via the bibliographic search screen the resultant list may contain multiple copies of a particular resource While all of the listed resour
81. Labels 73 Customise prediction list 54 D Data Entry 41 Data Replace 59 85 Deep embedded links 170 Default search action 15 Delete Record 60 Deleting Authority File entry 88 Borrowers 85 Records 9 60 versus Omitting Rows 9 Depreciation 92 Depreciation Calculation 122 Depreciation Report 110 Detail View 28 Display Collection Usage 97 Display to unauthorised users 92 Download 155 Duplicate Subjects as Keywords 66 E eBook 172 e Files 57 Emailing Ad hoc Letter 84 Overdue letters 109 Email Letter 84 Email Reply to 129 Enabling the web OPAC 163 Ending Dots 88 Export ISBNs 63 External Borrower Synchronisation 128 F Fast Find 13 14 22 Default search action 15 Features amp Feature Sets 6 Federation Features 157 Federation search 20 32 Manage Federation Partners 157 Fields to display 134 Financial Year Start Date 126 Find items with no copies 61 Fines 37 Firebird 181 Firewall 181 G Generate Borrower PINs 84 Global Replace See Data Replace Google Gadgets 168 Grouped Subscription 54 Groups 158 Guest access via the Client Application 22 Guest access via the web OPAC 13 Guest Home Menu 7 13 IIS 181 Imports 99 Importing Borrower Photos 99 Importing Borrowers 99 Importing MARC Records 103 105 Import MARC Authorities 105 Include in Statistical Reports 92 ISBNLog 63 Issues amp Renewals 33 Item Data Fields 44 Age Range 45 Author 44 Classification or Call No 46 Cover Image 47 Edition 44 Genre
82. OMMUNICATION SERVICES 12 1 Customer must arrange and pay for all telecommunication and internet services required to receive Licensed Products including for example internet service providers and dedicated online systems providers 12 2 Access It Software Limited is not responsible for claims expenses losses damages or costs made against or incurred or suffered by Customer directly or indirectly including without limitation lost costs profits and data arising out of those telecommunication and internet services including without limitation use or misuse of them or any failure of them 13 WHAT LAW GOVERNS This agreement is governed by the law applicable in New Zealand and as applied through international courts 14 CONSUMER GUARANTEES ACT 1993 In the case of New Zealand customers where the Software has been supplied under this agreement to a business including but not limited to schools or for the purpose of a business including the access at home of the Software Access It Software Limited hereby contracts out of the provisions of the Consumer Guarantees Act in accordance with Section 43 of the Act WELCOME TO ACCESS IT USER S GUIDE VERSION 8 4 About this Guide 5 Quick Guide to Access It 7 What to do first 10 Guest Access Web OPAC 13 Guest Access Client OPAC 22 Circulation 33 Cataloguing 41 Management 108 Library Setup 125 Technical Setup 159 Web OPAC configuration and use 163 Integration Options 172 Quick Te
83. ROUP COPY_BARCODE TITLE Double click the fields in the Fields Available list that you want to place DUE_DATE LETTER Fromas samenen raras enter sonos in the Data Table These are displayed e Shorr L in the Table Preview pane oes ROSE cost aem L UIU pee com Caer Using the Table Editor you can format TTEM_VALUE Alignment Left x Width 10 a iste the header and column settings such PHONE_ALTERNATE Select Foreground Colour BM select ackground color _ Curent width 100 as header font font type and size alignment column width and colour Once you have changed these settings click OK to return to the Slip Editor screen Drag any other required fields onto the overdue slip in the Slip Layout pane Use the mouse to move and resize the fields just as you would when creating an advanced label For each field you can set font font style and size alignment and rotation To edit the page layout click Edit Page Setup to display the Page Setup dialog Change the various page settings as required Once you have finished changing these settings check that your formatted page remains within the allowed boundaries To add text to your overdue slip drag the USER_TEXT field onto amen the overdue slip in the Slip Layout Enter the text to be p
84. Select Report Parameters r Select Dates Required O Based on Financial Years Based on specific dates which to base the report 110 Financial Year Selection Select Start amp End Dates _ Select ALL Years i Starting Date Ending Date 2011 01 01 2011 31 12 2011 Choose report types 9 1 if 12 13 14 15 1 17 18 19 2 21 22 Select the types of report v Preview you want to produce for Print 23 24 EJ s 7s preview and also save as _ Save As PDF 30 gt 31 PDF As with all reports you can preview print or save as a PDF T Itis also possible to email any reports directly from the preview screen The statistical templates include Statistics and Inventory Report This report identifies the quantity of each media and type that the library has in stock how many are currently issued and overdue and what the depreciated value is for these items Depreciation Report This report identifies the purchase cost of all acquisitions broken down by media and type along with the current depreciated values Last Issue Dates for Items This report generates a list of items along with the number of times they have been issued when they were last issued and when they were purchased It is a very good report on which to base culling decisions Users can enter criteria such as a range for the number of times issued specify particular item types and limi
85. Third Parties The Software cannot be utilised by any computer bureau without the consent of Access It Software Limited and if consent is given then such consent will be for a limited time only This includes supplying the software and or data files to another organisation company or third party for the purposes of reverse engineering decompiling or disassembling the software and or data files associated with this software 2 COPYRIGHT You acknowledge and agree that the Software and any information printed or produced utilising the Software are proprietary products of Access It Soft ware Limited and are owned by or licensed to Access It Software Limited and as such protected by international copyright laws and treaty provisions 3 LIMITED WARRANTY Access lIt Software Limited warrants and the Licensee accepts that the Software will perform substantially in accordance with the instructions provided for a period of ninety 90 days from the date of receipt Access It Software Limited does not warrant that functions contained in the Software will meet your requirements or that the operation of the Software will be error free or uninterrupted In case of any defect in the Software Access It Software Lim ited may at its discretion use reasonable efforts to provide corrections or fixes in a timely manner This limited warranty is void if failure of the Software has resulted from accident abuse or misapplication or if the Software is modified in any wa
86. Z39 50 sites for bibliographic information matching by ISBN You can choose to download cover images if they exist at the same time You can choose to create an item for order only At this stage you can enter the supplier and the purchase order number but you will need to edit the item record on the Data Entry Resources screen at a later stage to add or update any other details Note that when the Order Only checkbox is ticked no Copy information is created at this stage such as barcode number since the copy does not exist until the order has been sent and the item received Once an ordered item has been received it is given a barcode number or it can be assigned manually Order Only copies for new items are displayed on lists such as the Data Entry Resource List as having zero copies Items with zero copies can be hidden from Guest users by unticking the Show Items with Zero Copies Guest Only checkbox on the Site Config 1 tab on the Campus Setup screen 63 64 wp If you are subscribing to a new periodical one that you do not currently have cata logued then you can generate it as an Order Only and then create a subscription as detailed above In brief the process for downloading new bibliographic records is as follows 1 Click Cataloguing gt Data Entry gt Rapid Entry 2 If required click Enter Batch Number and enter a batch number 3 Depending on the type of resources b
87. a USMARC import whenever this tag and subfield are found it will store the informa tion in the newly created field Fields that you create are visible to and searchable by the end user To simply create additional fields unrelated to MARC imports enter the caption for the field label as you want it to be displayed in the Data Entry screen in the left hand column and the same caption in the associated right hand column While the caption on the right hand side is not visible to the end user it is used inter nally and must be entered The fourth tab Server Components allows you to specify additional server components that can be accessed and additional functionality that can be run in conjunction with your Access It system Among the components and func tionality that can be added are the following Access It Background Task Scheduler BTS configure the port and address of your BTS into your Access It system so your BTS can be inter faced directly from a client machine This enables you to manually specify BTS tasks to be performed rather than needing to schedule them for perfor mance by the BTS on your server machine SIP2 Support add the ability for your Access It server to interface to a SIP2 server used for controlling security gates self issuing termi nals etc SIP2 is also used Contact Details Organisation Info MARC Setup Server Components Organisation Setup r Acc
88. a users browser has to display the more time it may take Recommended default 15 results Web Max Number Search Results This configures the maximum number of search results that can be returned by a search The more search results that are returned by a search the more memory that will be used and the more that your system performance will be affected Web Max Allowed Db Connections Should not normally need to be changed This setting controls the size of the database connection pool When users are using the OPAC the server is only communicating with the database for small amounts of time For example you may have 30 users simultaneously using the OPAC but there are only 2 or 3 active database connections required This setting exists only for those sites with either a very large number of very active users where more active database connections are required or where the site has some database licence conditions i e where the number of allowed database connections must be limited for licence reasons Recommended default 30 connections should always be ample Allow animated icons on Web This animates the book icon that can be seen to the right of each resource returned in a search on the Web OPAC Log Web Statistics This enables user search history to be written to a log file in the jetty logs folder in your Access It installation User Settings An organisation may typically have a
89. able on application to Access It LDAP Integration add the ability to interface to a centralised external authentication 127 128 server LDAP or Active Directory For further information about how to config ure this contact the Access It helpdesk helpdesk accessitsoftware com ClickView Integration add the ability for your BTS to automatically update your Click View data This can be enabled and configured on the Task Schedule Manage ment screen For further information about how to configure this within the system contact the Access It helpdesk helpdesk accessitsoftware com External Borrower Synchronisation add the ability for your BTS to automatically update your borrower data with changes to student data in your student management system This can be enabled and configured on the Task Schedule Management screen For further information about how to configure this within the system contact the Access It helpdesk Automated Overdues add the ability for your BTS to automatically generate overdue letters This can be enabled and configured from this screen Automated Underdues add the ability for your BTS to automatically generate underdue letters This can be enabled and configured from this screen RSS Feeds add the ability for your web server service to build and update RSS feeds to your Web OPAC This will happen each time your web server service is restarted There are currently RSS feeds available for New Items and
90. action described on the button It is not necessary to double click buttons or features In some situations such as during a search issue or return the most commonly used action will be performed by pressing ENTER Menus Many of the navigation features and other features of Access It can be found in the pull down menus at the top of the screen if preferred If users do not have password access to a particular level when clicking on toolbar buttons or menu items then access will be denied Searches It is not necessary to type in the entire word you wish to search for Save time by typing the first few letters For example dinosa will find all dinosaurs So will din but it will also find words like dinner and ding as well Department Class Reader Codes If department or class codes that contain text and numbers are used eg Room 5 it is a good idea to enter these with a leading zero eg Room05 This will ensure consistency when sorted against other codes such as Room12 Barcode readers Where the user guide says scan read type if not using a barcode reader Features and Feature Sets On the home menu the large buttons are also known as Feature Sets This is because they contain a set of features These features are displayed when you click on the button or Feature Set In the example to the right the feature set is Circula tion and the 7 features shown include Issues Renewals Retu
91. al number of items that an individual can take out as well as the total number of a particular collection such as Fiction When these limits are reached the appropriate message will be displayed The due date is calculated according to the details entered for each collection type If you wish to modify on Set due date a one off basis the due date for the current borrower Reset due date click Set Due Date on the Issues pull down menu and select the required due date This new due date can be applied to all the subsequent items issued to this particular Do you want 18 05 2011 to be set for all issues until borrower in this session or to all subse you quit Access It r Access It Library Confirmation quent borrowers until you quit Access lIt Click No if you want the normal default lending periods to operate for subsequent borrowers When all items have been issued to this particular borrower press the ENTER key when no barcode number has been entered This returns to the previous screen waiting for the next borrower number or name to be entered Whenever an input box such as when entering a borrower number or barcode during circulation is blank pressing the ENTER key dismisses that screen Alternatively click Cancel or in some cases press the ESC key You can modify the due date of a copy that has just been issued i e part of the current issue session by ALT clicking OPTION clicking on a Mac
92. an be hidden via the User Settings Just remove the tick against the various users in the system If Is Age Restricted checkbox is ticked within a particular collection and the age range 15 to 99 is entered against an item for that corresponding collection then Access It will check the age of the user based on the date of birth within the borrower record before allowing the item to be issued Classification or Call No This field is for the Dewey or classification number of an item The classification number shown within the bibliographic section on the Data Entry screen becomes the default classification number displayed on the lists of items There is also meeen e O O an override Cas 9510509200 Use overses classification _ lecstion Non Fiction Shelves Use Override Location field for each copy allowing individual copies to vary from the item default classification Display to unauthorised users This field is used in conjunction with the global setting Subjects Right mouse click Ctrl click Macintosh to display menu options to copy the subjects for this item to the keywords for this item to copy the subjects for this item to the clip board to paste the keywords or subjects for another item for the collection as a whole So it provides an override to the collection settings When a collection or an item is set to Display to unauthorised users it means that the items will be visible to all users
93. ange this setting if for example _ Process Non Fiction Classif 623 HIL gt 623 you were cataloguing a batch of Treat the folowing Dewey classifications as Fiction 821 picture books 823 Process Fiction Classification Some bibliographic records have an P in front of all Fiction classifications Unassigned Resources For example if the author is Wilson Treat unassigned resources as the classification may come down as F WIL If you tick this option the P will automatically be removed Default Non Fiction Collection Rapid Entry allocates non fiction resources to a non fiction collection If you have more than one non fiction collection then you can set which one to use as the default Alternatively you might change this setting if for example you were cataloguing a batch of textbooks or teachers resources Process Non Fiction Classification You can set this if the first three letters of the author s surname are not required in the non fiction classifications Dewey Classification of Fiction you can set these to force resources for selected Dewey classifications to be catalogued into fiction collections For example if common fiction books are classified within some Z39 50 servers as 823 and you would prefer these to be automatically added to your default fiction collection enter the Dewey values in the box You can put multiple Dewey values in this box separated either by a comma
94. arcode dialog To add a prefix or suffix to your copy barcodes click Advanced on the Alter Barcodes dialog and enter the appropriate prefix and or suffix Advanced changes may require all copy records to be updated You should create a backup of your data before proceeding After the backup make your changes and then test some copy barcode scans to ensure your changes are as expected Library Map Setup Reference X For the Show Me Where section of the library to work it is necessary for the library to have a defined map with the sections of it organised as per the actual library Once this is done the program will indicate where things are stored without any further intervention The Library Map is configured by clicking Library Map Setup within the Library Setup feature set C remo RenameMap Load Map Image 20 i E E E E E E z E a Choose Media for selected 1 cell s Book Choose Media Category for selected 1 cell s Reference x Call Start Call End 099 Deselect Delete save On the left of the screen is where the library map is shown If you have not imported your library map this will need to be done before you will be able to allocate clas sification references to it On the right of the screen are the actions that can be taken and summary informa tion Loading a new map og ag Before a map or templa
95. arcode length and the existence of a prefix or suffix You can import and configure a library map or maps to help users identify the location of items in the library You can also set booking availability hours for your advanced bookings This is also the area where the Access It licence can be updated where details of Z39 50 servers can be entered and where software updates can be requested along with release notes on new features There is also a feature called AIS Utilities to allow for ad hoc utilities to be run And within this section federation partners can be set up and configured Organisation Campus User 125 This represents a hierarchy of users from the organisation as a whole which may include a number of campuses or branches through to the individual campus or campuses and finally the groups of login users and their profiles Organisation Setup Click Organisation Campus User and then Organisation Setup within the Library Setup feature set to display a screen with four tabs The first tab Contact Details is where you should enter the Organisation Name Address Phone Fax Contact Name and Contact Email for your organisation Access It Library The second tab Organisation Info includes the Registration Name and fcmaoess crgenstenav suncseun sevecen Number for licencing purposes These Organisation Setup Registration Name Access It Software two fields are
96. are 2 general network setups The first option uses the standard Server Client model The second option uses a Server Web Browser model Both options are generally deployed within the same network implementation Furthermore Access It can operate across a network with a dedicated server or it can operate with a server that also acts as a workstation Access It can also be deployed on a local server or can be hosted externally The diagram below sets out a common networking configuration Access It BTS i ws Background Task Services Q Access It open TCP IP Web Services tim OPAC Network P Server Local or Ha A Hosted SN eb based Web based OPAC OPAC ccess lt ccess t Web based P z P Client Client OPAC A The server and client computers in the diagram above could be Windows Macintosh or Linux For most sites there will be a dedicated server with commonly 2 3 workstations on which the client application is installed All other users will connect via a standard browser A Connection via a browser does not require any installation on these browser based machines You only need client application installations on those machines that require addi tional functionality over that offered via the browser implementation Access It as a Network Service Access It Library is designed to run as a service Therefore it does not need the application itself to be running on the server in order for clients to connect to it
97. are a guarantor Contact Caregiver Supervisor If a contact caregiver or supervisor is entered here letters can be addressed to them if required This can be configured to display as contact caregiver or supervisor by clicking Modify Buttons Labels Etc in the Library Setup feature set Contact Address enter the address details for any contact SDI Selective Dissemination of Information Keywords and Subjects If SDI is configured enter keywords and subjects the borrower is interested in so that they can be automatically notified via email when new resources are catalogued that match their keyword and subject criteria Reserve tab This lists all reserves and bookings that this borrower currently has Authentication tab This lists the various items of data related to borrower security or authentication issues in Access It Associated User choose from the drop down list This is used to associate a borrower with a user who has permission to perform certain functions specifically the ability to either make Advanced Bookings or synchronise with LDAP Network Login Name an automatically populated field which holds the LDAP user name Alternate ID if the borrower has an alternate ID e g MOE ID number enter it here to enable this ID to be used for issues and returns or borrower imports Single Sign On ID if single sign on is implemented enter the borrowers single sign on ID here Correspondence tab This logs any overdu
98. are added at a later date you will need to type in Data Entry Resources A this reference number so that they become copies of the original entry rather than a new item You can view the reference number e g ISBN for an item at the top right hand side of the Data Entry Resources screen If this is a new item i e the ISBN has never been entered before in this library then both a new item and a new copy are created The Data Entry Resources detail screen is displayed where you can now enter the data for this item into each field If the item already exists i e an identical ISBN exists then only a new copy is created That is Access It simply adds an additional copy to the existing biblio graphic record relating to this particular ISBN You can now simply modify the details of the copy such as cost purchase date and location On the Data Entry Resources detail screen you can see that the item bibliographic information is displayed in the upper section of the screen The copy information is displayed in the lower section of the screen To modify or enter item details click in the required field and change as appropri ate To modify a particular copy double click the copy listed in the lower section of the screen To change a previously entered reference number e g ISBN hold down the SHIFT key and click on the reference number displayed at the top right of the Data Entry Resources deta
99. articular copy as well This feature allows you to keep track of items you have ordered and to receive them when they arrive Items to be ordered Choosing Items To Be Ordered displays all items for which you have entered ordering information on the Data Entry Resources screen These items have not yet been ordered Double click any item in the list to display the copies that are currently held in the library along with the supplier number of copies and cost per copy To order items on the To Be Ordered List screen first highlight the records required and then click Print Orders This prints the orders to be sent generating a purchase order number Alternatively you can email the order Once the order has been printed or emailed the ordered items will now be displayed in the Items on Order list Items on order Choosing Items On Order displays all items that have been ordered but have yet to be received Before items are displayed in this list the order must have been printed or emailed via the To Be Ordered list screen When ordered items arrive select them on the list and click Receive Items You will be asked to confirm how many items you have received Enter the number received and click OK These items are added to the library stock and given a unique barcode number unless you have set Use preprinted copy barcodes from within the Campus Setup Any additional information related to these copies should be
100. ary Privileged Users Administrators It is assumed that readers of this document have sufficient knowledge and system privilege to access the Control Panel Windows or Command Shell Linux Macin tosh to perform the tasks outlined below where required Proxies Ports It is not necessary for your organisation to have a proxy server in order to use the features within Access It However most sites will use proxy servers and the required settings may be entered in the Access It Client application via Campus Setup These proxy settings will be used by the Access It BTS service Within the Access It Client application several features can require direct access to the Internet the Z39 50 and Amazon requests see below For Microsoft SQL Server Access It Clients need access to the database on port 1433 by default For Firebird SQL database Access It Clients need access to the database on port 3050 by default Also clients can communicate with the BTS Background Task Scheduler on port 4050 by default The default port for the WebOPAC is port 2000 If you have chosen different ports for some reason your firewall rules may need to be updated Access It Library also makes use of Z39 50 protocols International Standard ISO23950 and ANSI NISO Z39 50 allowing sites to communicate and transfer data from vari ous library systems such as the British Library Library of Congress and so on This is an outbound TCP connection on port 709
101. asked for your Borrower s Number enter it If Access It is configured to require a PIN number as confirmation of identity enter this PIN Once this has been successfully validated the item will be reserved A message will confirm this If multiple copies are selected to reserve the message will indicate the status of each reserve If reserving more than five items a warning message will appear The priority for each borrower level may be set within Borrower Categories The higher the priority the further up they enter the queue Individual borrowers may be allocated the privilege of reserving items from within Borrower Categories for the group or Borrowers screen for the individual For added security the Administrator may configure Access It to require a PIN number to be entered whenever a reserve is being made If the PIN number is incorrect the user will not be able to reserve or book any items Booking an item or items gt gt This allows you to book items for a particular period i e from one date to another The booking works for that item or one of its copies As the item is returned the librarian is reminded of any pending bookings To book an item first search for the item either with Fast Find or with Advanced Search and click on the item or items to book then click Booking from the List menu Enter the Borrower Number and PIN if required Then enter the booking dates and the item will be booked A message
102. ast so hem Will find the book called Astronomy in the southern hemisphere Finding penre If the operating system and Access It are configured to allow alternative spellings the search criteria will be checked against a diction ary whenever no records are found For example typing elefant will not find any records but a list of alternate spellings for elefant will then be displayed i e elegant element and elephant You can then choose which of the alternate spellings you actually want to search for i e elephant and click Search to perform the search you originally intended No match found for the search Did you mean To carry out a Fast Find which limits the words to an exact match enclose the search criteria in speech marks For example a Fast Find on plane will search for all instances of the word plane without including items on planets Fast Finds and Advanced Searches are not case sensitive Therefore searching for og Campus eleph will automatically find both lower and upper case instances within Access It Using a Fast Find in All Fields is the least desirable of the choices and should be used infrequently This is because it literally searches through all fields For example if looking for information on black holes and you type in black it will also find publishers called A amp C Black In general if you are seeking data in other fields it is preferable to do an Advanc
103. at is displayed here Creating a new item Click Create a new item to add another news item When prompted add a heading for the new m ews Item Access It Library Edit N Insert images via Edit News Item this menu Click here to edit the HTML code directly Item Heading Visiting Aut item and click Continue Cat Mew Fot Fomat seoch Sas ves er l s e s Elzas Add the text for your news item You can format esJme 4 L4 ome to the library to hear Eliza ex ain what life was like the text change its font size colour etc You can PN nEtacien mes a F a ic ere to make also insert an image by clicking Insert and choose pred she into a news item Image from File Y When inserting an image make sure the image is already scaled to the correct size before insert ing it Also make sure images are compressed generally trying to save images to smaller than 7K but the smaller the better while still retain ing reasonable clarity Click here to see an interview with Elizabeth When finished editing the item click OK Save You can then use the arrows to move the new item up and down and left and right to position it where required Editing Deleting At any stage you can select a news item and edit or delete it 168 The news items area of the Access It OPAC provides a great deal of flexibility B
104. authors into the Author field click on the author field and begin typing into the input field at the bottom of the Editing Authors window As you type the authority file will jump to the nearest entry 9 Access It Library Sun 7 Nov 2010 Data Entry Resources D a File Data Help Data Entry Resources Book 1 Contents 2 Catalogue 3 Reviews 4 Orders 5 Additional Info 6 Reserves 7 Item Information Title Mao the unknown story Classif 951 05092 MAO R Display to unauthorised users China History 1949 1976 Mao Tse Tung China Politics and government 1949 1976 __ _ Source maRc 1225625 04 11 2010 951 05092 MAO 04 11 2010 951 05092 MAO 04 11 2010 951 05092 MAO 04 11 2010 951 05092 MAO Once the correct author is highlighted in the box press the ENTER key or RETURN key or double click to move the chosen author into the upper list Repeat for additional authors When the required author or authors are in the upper list click OK or press the ENTER key to close the Author authority box This will place the chosen author s into the Author field as required Double clicking an author in the upper list will remove that author To enter a subset of an existing author for example if the entry jumps to Smith Janet but you want a new author called Smith Jane press Command ENTER Macintosh or Ctrl ENTER Windows to add this entry to th
105. automatically emailed This email will identify the item that has just been added to the catalogue and the subjects keywords to which it relates This is sometimes referred to as Selective Dissemination of Information or SDI It is referred to within the Access It web OPAC as My Interests 22 Fast Find Alternative Spellings GUEST ACCESS VIA THE CLIENT APPLICATION For convenience and so library manages don t have to load the web OPAC whenever they want to carry out a Fast Find or Search similar but not identical functionality is available from within the client application itself A Fast Find locates every item that contains the words sought in one of Author Title Subjects Keywords Series or All Fields It is a very powerful search yet is very easy to carry out To use Fast Find simply type the words that you seek and click the appropriate button Pressing ENTER will do the default earch Fast Find works as a words beginning with search These words can appear n Library Fast Find on anywhere in the fields being searched Whole words do ast so hem o not need to be used Typing E EPE ied in the first few letters will Enter selects the default option A blank exits find words For example eleph would find all elephants and king would find all kings as well as all kingfishers Multiple words or beginnings of words can be used This constitutes an AND search For example
106. be in operation within a library For example for users of Plescon security various configuration settings are needed Plescon Security Clicking Plescon Security in the Technical Setup feature set displays a screen for configuration settings to be updated Tick the Enabled checkbox to get access to the otherwise greyed out options From the resulting drop down menus select the options designed to meet the configuration requirements for your particular hardware To test the configuration settings with your equip 159 ment click Test Issues and then Test Returns If you do not require Plescon security the Enabled checkbox should be left unticked Manage Tasks amp Scheduling This area of functionality allows you to configure the various tasks that will be auto matically carried out at times specified by you by the BTS background task sched uler service on your Access It server machine The BTS service needs to be running for this to happen Among the tasks that can be configured are the following H Lil x Access It Library Task Schedule Management m a Automatic Software Checking enable and schedule auto matic checking for new software updates New sixss updates will be downloaded me into your Access It data tena sorone Serr SDI Selective Dissemination of Information base and then applied to Ste each individual client appli z SS
107. be that displayed on the Data Entry Resources screen for the item This is the default classification Double click an item in the list to view edit details for that particular item Creating a new Item There are several ways to create new bibliographic items within Access It Firstly you can manually create new items by clicking New Item on the Data Entry Item Resource List screen Secondly you can automatically generate new biblio graphic records using the Rapid Entry screen And thirdly you can import new items using the Import MARC Records screen such as US MARC SCIS Library of Congress 42 A A Manually via New Item button To catalogue a new item into the library click Data Entry in the Cataloguing feature set Next click New Item at the bottom of the Data Entry Item Resource List screen Firstly choose the Media and Type for the item you want to create by clicking on the required collection Next scan or type in the ISBN or ISSN If you have configured Access It to use preprinted barcode labels on the Site Config 2 tab on the Campus Setup screen an input box called Allocated Barcode is displayed Scan in the barcode you want to assign to this particular item l Data Entry Create New Access It Library Data Entry Create New You can choose to enter a as batch number if you want If known enter the ISBN ISSN or Reference ID This simply lets you create 9730330319415
108. bility of such damages You ac knowledge that you have relied on your own skill and judgement in deciding to acquire the Software and any accompanying hardware You acknowledge that the limitation of liability contained in this clause is reasonable and that the limitation provision has been taken into account by Access It Software Limited in pricing the product and the licence fee 9 NO OTHER WARRANTIES Access lt Software Limited disclaims all other warranties either express or implied including but not limited to implied warranties of merchantability and fitness for a particular purpose with respect to the Software and accompanying Software documentation This limited warranty gives you specific legal rights 10 TERMINATION This Agreement is effective until terminated This Agreement will terminate automatically without notice from Access It Software Limited if you fail to comply with any provision of the Agreement Upon termination you shall destroy all copies of the Software including modified copies if any and upon request certify in writing such destruction to Access It Software Limited 11 SERVICES CUSTOMER MUST SUPPLY ITSELF Customer acknowledges that to use Licensed Products fully Customer must a supply its own computer hardware and software except software included in Licensed Products and keep it in good working order and b train its personnel to use Licensed Products 12 ACCESS IT NOT RESPONSIBLE FOR INTERNET AND TELEC
109. cat or Microsoft IIS for your web server the URL for the OPAC will most likely be different including a different port and also have Acces sltV8 on the end for example http YourServer lPaddress 8084 AccessItV8 A Whether or not you need to specify a port in your URL eg 2000 if using the default jetty web server or 8084 if using Tomcat depends on how your system was set up and if it is your default web service i e if using a web service on the standard port 80 then a 80 would not be required in your URL Tab Two OPAC Appearance The Appearance tab controls the overall look Search and theme of the OPAC Fact Find Advanced Search Theme Colouring Basic Visual Search yo If you would like to alter New Items SOn Copies 1 ger 4th of Ju Click the button next to a the basic colour scheme ee ae Other Libraries of the OPAC change the Reading Lists settings at the top of the Theme Colouring area Theme Colouring Advanced The Advanced tab of the Theme Colouring section allows you to control to a greater degree than in the Basic tab the colouring of different elements in the web OPAC The main thing to keep in mind if changing more of the colour elements is to keep the colour scheme tasteful For example the default predominant Main Theme Colour is blue and the text that appears on top of that colour Text Colour on Theme is white But you may choose to have a lighter blue for t
110. cation Clicking any item will display the details for that particular record Earthquakes Bolt Bruce Smales Isobel Book Reviews 2 Contents 0 Publisher W H Freeman Publication 2003 Year Edition 5th EARTHQUAKES Type Non Fiction L FIFTH EDITION URL http www earthquakes net http www usgs gov hazards earthquakes http www geonet org nz index html http earthquake usgs gov eqcenter recenteqsww Quakes quakes_all html http www earthquakes bgs ac uk Subjects Earthquakes Volcanoes Keywords Earthquakes Disasters Volcanoes Notes A key book in the discussion on earthquakes This 5th edition adds new research to the discussion on cause and effect of these natural disasters ISBN 9780716756187 Classif 551 ae p r Earth Movements Mathematical Models x mh fi X r K ie Bruce A Bolt Copy Information Barcode Classif Location Type 111224 Science Resource Room Non Fiction The details displayed will be those relevant to this item as entered by the cataloguer For example if an item does not have any notes this field will not be displayed Clicking the tabs will allow users access to other features such as the ability to read and or write reviews related to this item Users can scroll through the records on a search list by clicking the navigation arrows at the bottom of the screen Click to close this window and return to the results list Your OPAC looks diff
111. ce A Bolt See Amazon U K Double clicking on any of the listed result items will display a Detail View which has additional details about the item It will also show all copies of that item in the library Users cannot change any of the information displayed in Lists or Detail View A Where a URL has been entered for an item clicking on the URL will either copy the URL to the clipboard or launch the URL in a web browser The action will depend on the checkbox setting Launch Web URLs chosen within the User Settings The Review tab shows how many reviews have been written for this item Clicking the Review tab will take you to a screen where you can look at the reviews available or write your own review if that feature has been given to a user Contents If the found item also has a list of contents the Detail View will include a Contents tab Clicking this tab will display the contents of the item and also identifies which of the contents or articles contain the searched criteria Reviews To see a review click the Review tab from Data View Any reviews available will be listed by reviewer in the top section of the screen Click once on the review of your choice The corresponding review will be displayed in the lower half of the screen Writing Reviews To write a review click the Write Review button at the bottom of the screen This will provide the opportunity to enter a name write the review choose a ratin
112. ce in title then tick this checkbox Append new MARC subjects rather that overwrite existing If you have entered your own subjects for resources you can choose to append any additional subjects contained in the MARC records Alternatively you can choose to replace your existing subjects with any subjects contained in the imported MARC records Ticking this checkbox appends the new subjects Keep existing Classifications if they exist If you have entered your own classifications for resources you can choose to leave them untouched during an import of MARC records Ticking this checkbox leaves your existing classifications untouched if they exist Duplicate Subjects as Keywords Many MARC records do not have keywords Ticking this checkbox both saves the imported subjects in the subject field and splits up any subjects and places them into the keywords field as well Create copies for these MARC records Ticking this checkbox causes a copy to be created for each MARC record Create copies for these MARC records This option uses each MARC record to update the existing data based on the various options above It does not create new copies for each of the imported records v Create copies for these MARC records This option creates new copies for each MARC record that is imported For example if 20 valid MARC records are imported you will have 20 new copies with the import date entered into the purchase date field These pa
113. ce relates to Class Department Category Year Group Vertical Group Postcode and so on Clear Fingerprint Record If you are using a fingerprint reader as a means of identifying borrowers then choos ing Clear Fingerprint Record from the Data pull down menu will clear the fingerprint record for a borrower Subscriptions A Choose Subscriptions within the Cataloguing feature set This displays a list of any current subscriptions that are yet to be received into the library On the Subscription List screen select those items that have been received i e delivered to your organisation Click Receive Items These items then become part of the available library catalogue Until items have been received they are not visible to general users of the cata logue Write Off Marked Copies In Data Entry select a book and then double click a particular copy in the lower part of the screen On the Data Entry Copies screen you will see the Mark for Write Off checkbox Ticking this checkbox tags or marks it for future write off Ticking a copy as Marked for Write Off does not actually write it off When you choose Write Off Marked Copies from the Cataloguing feature set the resulting list shows copies that have the above checkbox marked Y If there are any items that should not be written off you can omit them from the list before continuing or you can leave this list find the particular item and unt
114. ces will have some of their copies that match the search criteria other copies of the resource may not match Therefore some copy information may be inappropriately replaced So as a rule of thumb if you are carrying out a global data replace at the biblio graphic or resource level carry out the initial search via the Data Entry Resource List to get your required selection Then carry out the data replace on this found set as described in steps 1 5 above If however you are carrying out a global data replace at the copy level carry out the initial search via the Data Entry Copy List to get your required selection Then carry out the data replace on this found set as described in steps 1 5 above Delete Record You can delete the current item record by choosing this option Copy Record You can copy all the item information in the current item record by choosing this option The keyboard shortcut for this operation is lt F7 gt Paste Record You can paste all the item information copied in the previous Copy Record operation into a new or existing item record by choosing this option The keyboard shortcut for this operation is lt Shift F7 gt Revert To Last Saved You can undo your latest changes in case of error for example and revert to the data as it was when you opened the screen by choosing this option ltem drop down menu from within Data Entry Resource List gt gt gt Find items with no copies It
115. chnical Overview 174 Index 183 WELCOME TO ACCESS IT Welcome to the Access It Library 8 package for Windows Linux and Macintosh Access lIt is designed to help you manage information and resources effectively and easily If you are new to Microsoft Windows Linux or the Macintosh you may need to learn some of the fundamental conventions of these systems before setting up and maintaining this package Many of the conventions are dealt with quickly and simply in reference material supplied with Microsoft Windows Linux and Macintosh operating systems ABOUT THIS USER GUIDE This guide is designed to assist the user with Access It Library version 8 The user guide is divided into chapters that refer to the major components of the library system such as Search Circulation Cataloguing Management Library Setup and Technical Setup In addition to the guide on screen help is also available throughout the program Installation Installation procedures for Windows Linux and Macintosh can be found in the accom panying documentation at time of installation Conventions in Access It Certain conventions exist to streamline and simplify the operation of the Library program These conventions allow working as intuitively as possible with the program Many of these conventions are listed below Buttons Buttons including Feature Set buttons are used throughout this program Buttons need to be clicked on once with the mouse to perform the
116. comments field are only displayed in this screen and are for your reference only End users are not able to see these comments Alert information entered in the alert field is displayed whenever a borrower issues or returns an item An example of its use might be Ask Jane for her new address Photo a photo can be added here by clicking This prompts you to search for a photo Photos can be in jpg gif or png format Clicking deletes the borrower photo Alternatively photos can be imported for a group of borrowers By default Access It expects the borrower photo to be in the form BorrowerNum ber jpg or a filename extension related to the image format For example if a borrower s barcode number is 123456 then importing 123456 jpg associates this photo with the correct borrower However if you have an alternative file naming scheme for your borrower photos each borrower s alternative photo filename can be entered into the File Name field Then when borrower photos are imported Access It first checks to see if the alternative photo filename exists and if it does it associ ates the photo called by the particular filename with that individual borrower Y The File Name field can also be populated using Import Borrowers via the Cataloguing feature set See Import Borrowers below for a description of how to carry out an import of borrow ers both existing and new borrowers Viewing Information on a Borrower In t
117. creen has been specifically ticked In general for Guests this will be left unticked Quit Button If ticked users with this login access are able to click the QUIT menu option on the File pull down menu to quit the Access It application Y Allow Web Login Tick this checkbox to allow the user to search their Access It library cata logue via a standard web browser Launch Web URLs A field exists in Data Entry called URL If a web URL is entered for a particular item then this URL is visible when a user carries out a search for that item Tick the Launch Web URLs checkbox if you want Access It to launch your default web browser and go directly to that site as defined by the URL field Alternative Detail View When users carry out a Fast Find or Search they can double click any row in the results list to view more details of the item There are two viewing formats i database style with field boxes even when no data is displayed in a particular field and ii an alternative and more user friendly for many users concatenated format that only displays field information that exists for a record In general the Alternative Detail View checkbox is usually ticked With the popularity of the alternative view and given that the database style view is now seldom used this feature will be disabled in a future major release Show DataEntry Results List After Search When users with cataloguing rights carry out a Fast Find or Search
118. d No Note that this is simply a dummy record from which the subscription can be gener ated Once the subscription has been generated the C Journal tz dummy copy created with this O Non Fiction r H E Resource item could be deleted GA Room To create a new record choose Cataloguing gt Data Entry gt New Item Once an existing periodical record exists create a subscription by clicking Create New within the Serial tab Fill in the fields to set up the frequency number of issues subscription cost and other parameters that define how the particular periodical subscription will be generated and recorded Serial Subscriptions Create New Title World Architecture Number of issues Frequency Fomnghty ed soewe OOOO Festave aate osoon 53 54 Click the Grouped Subscription checkbox to group all periodicals within the same resource In this case when the subscriptions are received the additional subscrip tion copies are added to the resource and the classification displays the edition details Once entered click Customise if you wish to edit the numbering pattern or click Generate Prediction List Clicking Generate Prediction List will automatically gener ate the numbering for the subscription based on what was entered at Vol and No Clicking Customise allows you to edit Gunnin Daten the numbering style for the subscrip tion Click Preset Patterns to select the most
119. d for CD ROMs You can set up the collections for CD ROM to include such things as Music Computer Program Reference Fiction and so on Chart Use this media for maps and charts DVD This media is used for DVDs You can set up the collections for DVD to include such things as Movies Documentaries and so on e File Choose this media for any electronic documents or files that you want to store in the Access It database Once placed in the catalogue users can search for these electronic files and if they have appropriate access rights can download a copy of the electronic document Privileged users can even be issued with a copy that can then be uploaded again on return This uploaded returned copy then becomes the official version of the electronic document Electronic files may include word processor documents graphics sound files and so on eBook Use this media for eBooks Equipment Commonly used for items such as digital cameras laptops eReaders Game Choose this media for items such as board games Kit Choose this media for kits containing multiple items Misc This can be used for any other media not covered in the list Online Use this media for online resources Organisation Use this media if you need to timetable the use of such resources in Advanced Bookings People This media is useful for timetabling within Advanced Bookings Periodical Choose this media for your periodicals serials and magazines
120. d item back on the shelf directly While this is generally not done inten tionally a useful feature of Access It is that once that item is issued to another user it can be automatically returned for any previous borrower who may have bypassed the usual return process Charge on Renewal If your organisation charges for some items e g rentals or base charges when they are issued the decision needs to be made as to whether to charge the user again if the items are renewed Tick this checkbox if you want to charge the borrower again even when the item is renewed Reviews require verification This specifies whether new reviews are immediately available to be read or if they first need to be verified moderated by a user who has the ability to do so For example you might want to verify user reviews to check that no inappropriate language has been used Retrieve Online Cover Images It is also possible to automatically link online cover images to your resources by ticking this checkbox Click More to select which of the Amazon U K Google Access It Services and Google U S websites these online cover images can be searched for and to specify the order in which these websites will be processed Note that online cover images are not attached to resources in your database but are only linked to them dynamically via the 131 132 internet based on the item s ISBN Hence disabling this option will mean that cover images cannot be
121. date release notes for the selected releases Occasionally the software engineers at Access It may create a special util ity to carry out a one off task designed uniquely for a specific customer When this happens the utility has to be run using the AIS Utility dialog If this is ever required for your site or organisation you will be sent information on how to proceed through this section and run the utility Set Booking Availability Hours A Click Set Booking Availability Hours within the Library Setup feature set to enter the times which define the booking periods used when making advanced bookings within the system Booking periods are validated to ensure they don t over lap Booking periods are defined as in a 24 hour clock in the format hh mm i e 9 45 or 14 30 Federation Features ww Check for related video clips from the Help menu within the Access It application Local Settings This feature enables you to spec ify whether your system wi ll be By enabling this option you are agreeing to share your bibliographic data with other libraries typically your available to Federation partners federation partners Any cover images you may have i i scanned and stored locally in your system might also be to search This happens via you shared with these other libraries so please consider any web server copyright obli
122. dates from your current computer Therefore it is assumed that you have internet connectivity from this machine A If an update is available it may take several minutes to download depending on the speed of the internet connection When the download is completed the update will be stored in the database so that ALL computers can use it to update themselves without having to connect to the Access It updates server A lf an update has been downloaded a message will be displayed on your screen instructing you to restart Access It When Access It restarts a message saying Updat ing will be displayed briefly and your system will automatically restart itself with the new version Load Update File This option allows you to apply an update file to the system which you have received independently of the normal update process For example you may have been sent 155 an update file by an Access It staff member via email CD or other means This option will allow you to select the update file from the CD for example and upload it to the server so that others on the network can receive the update file as well On the resulting pop up screen simply select the update file and click OK The update will then be stored in the database so that ALL client computers can use it to update themselves Once the update process has completed a message will be displayed on your screen instructing you to restart Access It When your system restarts
123. de important functionality within Access It Library such as allowing access to Z39 50 servers via the Access It proxy thereby removing the need for individual Access It sites to open up multiple ports to these Z39 50 servers Also most librarians want to display the cover images of books a feature provided within Access It Library To ensure full functionality the following sites need to be white listed your network manager can arrange this ecS amazonaws co uk ecS amazonaws com Www amazon co uk www amazon com ecx images amazon com books google com www3 L google com bks6o books google com accessitservices net accessitsoftware com All of the traffic to the above sites is via the http protocol i e typically via port 80 179 180 System Requirements Operating System SQL Access It is designed to run under modern operating systems As hardware and oper ating systems change rapidly please contact helpdesk accessitsoftware com if you have any questions about this For Windows computers the client and or server needs to be Microsoft Windows XP Vista Windows 7 Windows 2003 Server Windows 2008 Server For Macintosh computers the client and or server needs to be Macintosh OSX 10 4 4 though any user would be STRONGLY recommended to be using an Intel Mac system with 10 5 In fact some remote support suppliers are no longer available for the older PPC and Mac 10 4 Macintosh computers Access It will also run on a Lin
124. details to view the MARC record format of the resources in your list of search results Using this screen you can scroll through all the resources in your list This may help you to decide which resource really is the one you want to catalogue If you manage to find the resource you require by this method then click Select Record to append it to your list of resources to be catalogued Repeat the search and selection process until you have created the full list of the resources you want to catalogue Once your list is complete the remainder of the cataloguing process is exactly the same as it would be if you were using the Rapid Entry functionality That is you can click Remove selected to remove records from the list of resources to be catalogued you can click Configuration to set reset the default cataloguing configuration and you can click Process All to proceed to the next step of the cataloguing process A maximum of 15 search results will be retrieved from each selected Z39 50 server This limit is designed to reduce web traffic If your search doesn t return the resource you are looking for you may need to refine your search criteria Only one resource can be selected from each batch of search results So if you want to catalogue multiple resources using the same search criteria e g five books about climate change or seven books by J K Rowling then you will need to perform multi ple searches and selections Reading L
125. dio Non Fiction Staffroom in users For example Audio Popular Music Music Room i i Book Bookshop Bookshop Book eBook Web in a school situation if Sally only manages over 5k nepton Nonfiction sreves due textbooks then only sca eree conor Textbook Roon Book Textbook Textbook Room those collections should be CD ROM Computer Program Computer Room CD ROM Fiction CD shelves ticked Now when Sally ffor renes logs in and views overdue DO Neves O10 Stehes lists Circulation gt Overdue Lists only overdue text books will be visible User Restrictions WR D E C OU OU LII G OR ON ON DN BN OY G G i Creating a New Collection You can create a new collection by clicking New Collection at the bottom of the screen Enter information into the fields described above If you do not enter infor mation into a field the default applies A While you can create a new item type you cannot create a new media category The major Media categories are Audio Audio Cassette Use this media for all your audio Access It Library Create New Collection Use this media for audio genres not covered by other media Create New Collection tapes As with books or any other media each of these tapes can have their own type such as Fiction and Non Fiction Book Choose this media for most of the stock in a standard library CD ROM This media is use
126. displayed dynamically You can click Test to validate your connection to the enabled websites While testing these connections you have the option to cancel and interrupt the validation process Age Restricted Visual Search If your organisation uses the visual search buttons that can be configured to show at the Guest home menu level and if your users are young children then you may want to add a global age range restriction to the items found by these searches Ticking this checkbox will allow you to enter the age range within which all the visual searches will be confined Enable Receive Cash This allows a particular campus to turn the Receive Cash feature on or Off Show Days Overdue When printing overdue lists tick this checkbox to also include the number of days an item is overdue Numeric Barcodes For some sites that have legacy barcodes that include alphanu merics they may want to ignore all alpha characters when scanning barcodes If your organisation wants to ignore all alpha characters tick this checkbox Show Items with zero Copies Guest Only It is possible to have items in the library that have zero copies An example could be when a damaged copy has been writ ten off but another has also been ordered to replace it The item information still exists but there are no copies To prevent this type of item from being displayed at the Guest level make sure this checkbox is unticked Enable Show Me Where Whe
127. dual overdue such as items overdue borrower details and so on will be represented by dummy data as an example To edit the letter text click Edit The letter editor screen allows you to select which letter to modify You can also add or update the description for this letter if you want The letter editor provides HTML like formatting including HTML tags such as lt p gt and lt p gt As much as possible you should endeavour to edit within these tags as many of the fields must have start tags and ending tags The following HTML tags must have corresponding start and end tags lt p gt indicates the start of a paragraph lt p gt indicates the end of a paragraph lt B gt indicates the start of Bold formatting lt B gt indicates the end of Bold formatting lt HTML gt should be displayed at the very start of the template lt HTML gt should be displayed at the very end of the template lt BODY gt should come directly after the lt HTML gt tag lt BODY gt should come directly before the lt HTML gt tag The lt br gt tag indicates a line break and does not need a closing tag og It is a common mistake for new users to forget to put a lt br gt tag to indicate a new line is needed In this case the text from the following lines will join the current line in one single line The fields containing the individual s data can be entered by clicking Insert Field see diagram below This pops up a
128. e View my List from the drop down menu This will reduce the list to only those tagged It s like adding the items to a shop ping basket Once added to your list you can carry out a number of func tions such as reserving these items creating bookings ie booked for a future loan period send a web message directly to the librarian mee y Ll View My List vew ation The user can also click Show Me Where OE Access Library Library Map to locate the items on a map provided a map has been configured and loaded within Library Setup Note that to reserve an item you must first add it to your list Once the item or items have been added to the list choosing Reserve will complete the task Note that each time a user adds items to their list the list continues to grow as they would if you kept adding items to a shopping basket To clear the list or shop ping basket choose Clear My List from the drop down menu These options are all found in the drop down menus at the top of the screen and are described below Reviews ag To see a review click the Review tab from detail screen as displayed on previous page Any reviews available will be listed by reviewer Click once on the review of your choice to display the corresponding review Writing Reviews Click Write Review from within the Reviews tab This will require the user to identify themselves to write th
129. e by borrower borowersby Barcode m ReordiL 5 Ia number so change the e4 Matching 5003 Borrower Number Number Barcode Match borrowers by ISH Cass e Ashley First Name setting if you want record ALLEN LastName M Gender Female Male F M None etc matc hi ng to be by Alte rn ate 06 07 1994 Date Of Birth Comply with the date format in campus setting Address Line 1 ID Address Line 2 Address Line 3 At the top middle of the screen click oe and locate the exported data file The screen above is an example Once the data is displayed in the window on the left hand side of the screen you can then drag the corresponding fields on the right hand side up and down until they match with the data You do not need to use all the fields on the right hand side Just drag redundant fields down below the last relevant piece of data on the left hand side You do not need to import all the data on the left hand side By double clicking on a line of data on the left hand side you exclude this field from being imported It will change colour to indicate that this exported field will not be imported It is very important that you recheck your field matching on the right hand side again once you have excluded a field as it can impact on the field matching on the right hand side Before carrying out the import it is often a good idea to click the record counter arrows up dow
130. e authority list If a book has many contributors enter Editor name s instead The articles and the authors of the individual contributions can be entered in the Contents tab Entries in the contents are included in Fast Find searches For example an author search will also search authors within the contents Edition This can be entered in any form 2nd or Vol 52 No 3 ag Publisher Contains an authority file for Publishers Microsoft Press Choose from the list displayed Type Contains an authority file for Item Type Fiction Choose from the list displayed Genre Contains an authority file for Genre Murder Mystery Choose from the list displayed Keywords Contains an authority file Enter as many keywords as required for a particular item using a similar technique as that described with Authors above Right mouse click Ctrl click Macintosh to display menu e options to copy the keywords for this item to the subjects S oo ecpne for this item to copy the keywords for this item to the clip si board to paste the keywords or subjects for another item Clear into the keywords for this item to clear the keywords for sas this item URL Enter the URL s to associate a particular item with a web site on the internet or within an intranet Once entered users who search for this particular item can launch the associated URL by clicking this field To change the action of the URL modi
131. e first and then choose Print Quick Report You can run a quick report from the Data Entry Item Resource List the Data Entry Copy List and the Borrower List When creating a quick report the fields available for inclusion in the report will be determined by the type of list you are currently on For example the fields available within the Borrower List will relate to borrowers while the fields available within Data Entry Copy List will be those relevant to a copy Barcodes And Spine Labels Display the Barcodes screen by clicking Barcodes amp Spine Labels in the Cataloguing feature set A search screen is displayed to assist in the location of the appropriate items and copies Enter the required search criteria for example for new items whose barcodes have not been printed tick the Print Barcodes checkbox The resulting list contains the individual copies that were found by your search You can enter other search criteria if required For example enter a date in the purchase date field to find any copies accessioned on a given date You can search a date range by entering the two dates separated by two dots For example 25 8 2011 28 8 2011 will find all records accessioned between these two dates inclusive Printing Barcode Labels A To print barcode labels for these copies click Print Barcodes You will be prompted to select 24 27 30 or 65 labels per page Make your selection and the barcodes are then
132. e letters or overdue emails that have been sent Bulk Loans If you wish to issue multiple copies of a resource to multiple borrowers first select the borrowers you need to issue to for example click Find Class or Find Dept highlight them then click Bulk Loan to begin the process of issuing copies of the resource to the selected borrowers Once the process is complete you can print a Bulk Loan Summary report listing the copy of the resource issued to each borrower The copies can be returned by using Bulk Loans in the Circulation feature set Borrowers pull down menu Borrower Categories This is where you can set the default attributes for groups of borrowers All borrowers must belong to a particular borrower category It is common for a site just to have a few borrower categories though there is no practical limit to this For example in a school situation common borrower categories might consist of e Staff e Senior Students e Junior Students e Parents Access It Library Thu 27 Oct 2011 Borro Borrower Categories 4dd to Distribution Group Mark for transfer Show Unmarked Transfer Print Barcode List Print Barcodes Generate Borrower PINs Print PIN Slips Print Letter Email Letter Print Borrower Cards Merge Borrowers Quick Scan Ctrl B On the Borrower Categories screen double click an existing record to edit it or click Create Category to create a new borrower category On the Borr
133. e program on each of the computers as per the installation instructions A technical overview can be found in part one of the chapter Technical Overview Starting the program ay og A On a Windows computer select Access It Library from the Access It Software entry within the Start menu Alternatively double click the Access It Library shortcut icon from the desktop On a Macintosh open the folder called Access It V8 within the Applications folder Inside this folder double click on the application called AccesslItV8 You could also create a shortcut and or a Dock item to start Access It Library See your Macintosh guide for more details The program must be registered before use If not registered a registration screen will be displayed Enter the registration name and number EXACTLY as they have been supplied to you If the registration name and number match the registration screen will no longer be displayed when starting the program Note The registration name will appear on printouts including barcodes Logging In A login screen will appear Type in a user name and password The user name and passwords are not case sensitive You must get both user name and password correct You can use the tab key to jump from the username to the password If the user name and or password is wrong 3 times the program will automatically quit unless it has been set to auto login
134. e review Updating Entries in Authority Files Adding an Authority File entry To add an entry to an authority file type the new entry into the empty textbox directly below the list on the right hand side Then click Add to add the new entry to the authority file Y You can also add entries directly to an authority file from the Data Entry screen Deleting an Authority File entry To delete an entry or entries from an authority file click on each entry to place a dot to the left of it Next click Delete This deletes each of the entries in the list that have been selected that is that have a dot next to the entry A If you delete an entry such as a particular author from an authority file list that author or entry is deleted from any related bibliographic records as well Modifying an Authority File entry To modify an entry in an authority file begin typing in the empty textbox directly below the list on the right hand side The list jumps to match the letters as you type Once the entry you want to change is visible in the list highlight it to ensure that it is marked with a dot on the left hand side of the authority name Next click Modify Enter the modified authority and click OK A Modifying an entry in an authority file is reflected in any records that use that entry For example changing the spelling of an author authority modifies the author in the relevant record on the Data Entry screen Merging Authority File entri
135. e review and choose a rating There is the opportunity to create a review filter The review filter can contain a list of words considered objectionable and can be set up via the Authority Files list Whenever a user writes a review and includes any of those words found in the review filter the program will refuse to save the review In addition a message will be displayed saying that it was not accepted and that the attempt to use objectionable words has been reported to the administrators If there are no objectionable words leave the Review Filter list found in the Authority Files empty This means that users can enter any text they like in the reviews they write The Administrator can configure Access It to always put Reviews require verification reviews in a holding bay so that they can be verified or 17 18 og moderated before becoming public This is set via Campus Setup gt Site Config 1 When a review has just been written this will appear in the Action List The Action List can be viewed manually About from the Help menu and will also automatically appear Current Login Details when logging into Access It each day Contents Action List Click the double down AA TEI eds 7 arrows and then Process bee es Dally Action List Now to moderate and EATE O verify that the review is suitable for publication Daily Summary Copies 4441 Borrowers 268 Advanced Search ag Click Advanced
136. easurements are most consistent across a range of computers and web browsers All of the example images in this guide include a banner set to 120px height Banner Height Select the height you prefer 50px or 120px if you choose to put images on your banner then they must not exceed the height that you select If you choose a main banner image to span the width of a variety of web page widths it s recommended you select an image at least 1600px wide i e the typical main background banner image will be 1600x120px or wider for example some users may run monitors with screen resolutions of 1900px wide If the banner is not wide enough it will simply show as cropped at the edges Banner Images a To add the images where appropriate click the corresponding button and point to a previously saved image Also you must tick the appropriate checkbox Banner Text You can also display some text on top of the banner centred By default this will be your Registration Name However if this is too long you can alter this text You may want to untick Display the Library name in the centre of the banner if you choose an main banner image that already includes some text on it Resetting the theme If you do not like the changes you have made to your theme settings the Reset to appearance defaults button will restore the default settings that your system came with Note that if using a logo with an irregular shape it is best to save
137. ecause you can reduce this layout to 1 column you can effectively take over the main news items area of the OPAC which gives you a great deal of flexibility over what is displayed here i e you can create one large news item which has a large amount of html content in it However Access It will allow only two types of news items those items edited entirely within the built in News Items Editor and items that are imported You can choose the latter i e to import html when you click the Create a new item option When you choose to import you must import well formed Strict Xhtml Access It will load imported xhtml and attempt to parse it to look for any obvious flaws and may not continue if the xhtml does not appear valid Google Gadgets We have built into Access It a few features which support the use of Google Gadgets in OPAC news items To insert a gadget edit an existing news item or create a new one using the built in editor In the editor switch to the html code mode by pressing the button 1 Find a gadget you want to use e g visit http www google com ig then click Add stuff to find a gadget then select click it 2 Go to the Embed this gadget link right hand side of the screen most of the way down the page 3 On the next page Add this gadget to your webpage towards the bottom click the Get the Code button 4 In the Copy and paste section copy all the text after lt
138. ection Base Charge If a base charge is entered this charge applies to the first item of its type that is borrowed by a particular borrower within a borrowing session For example if a base charge of 0 15 is added to a fiction book collection then 91 92 when a borrower takes out five fiction books the first fiction book attracts a charge of 0 15 and all others are free unless some are rentals Rental Charge If a rental charge is allocated this charge applies to each item of its type that is borrowed by a particular borrower within a borrowing session For example if a rental charge of 0 20 is added to non fiction books then when a borrower takes out five non fiction books all five non fiction books attract a charge of 0 20 making a total charge of 1 00 Depreciation This is the depreciation rate that is used to calculate depreciation reports the current value of a copy and the value of stock All depreciation is calculated within the Access It system on a diminishing value basis Include in Statistical Reports Sometimes you have items that you do not want to include in statistical reports e g some non library related resources You can choose whether or not to include them in reports from here Including or excluding here applies the settings globally for all items of this particular collection However individual item and or copy records can be overwritten if required Request additional information at issue t
139. ed Search Punctuation stripping To remove any user confusion about whether or not to include punctuation in search strings punctuation is stripped out of both source and target search strings before Fast Find searches are performed Some of the punctuation symbols which are stripped out of search strings are those suchas If more than one campus is in use and if this feature has been turned on within Access It a user may also select a campus from the drop down box that would appear within Fast Find The corresponding colour associated with that campus will appear If there are no campuses showing it is because either campuses have been turned off within the Organisation Setup or because no campuses have been added Subject List Search teria Acest Librar Fast Find Hints i O To enter search criteria ol based on the authority file of Fast Find Hints Please select the word that you wish to search for subjects click Subjects and Heroes and heroines in films Fiction Heroin select from the list provided _ High fidelity sound systems High school musical Film If no subjects are displayed _ Hian schoo musical Motion picture High school musical 2 Film High school musical 3 Film subjects in the authority file fHign schoo musical 3 Motion picture Hillary Edmund it is because there are NO _ high schoo musical 2 Motion picture ag Himalaya Mountains f the
140. ed on the previous Borrowing Detail screen will be displayed on the Borrowing History screen To view a different selection of borrowing history you will need to change your search criteria such as choosing Fast Find from the List drop down menu Pay Dues Fines Dues refer to any fines rental charges base charges or miscellaneous charges that may have been incurred by the borrower A description of these charge types is listed below Fines Fines can be generated for overdue items If Access It is configured to charge fines then charges can be paid by clicking Pay Dues Fines from within the Circulation feature set Y The fines can be set up for individual collections if required Y The fines can be set up for different borrower categories if required For example different fines may be charged for staff and other borrowers Rental Charges Rental charges can be applied to any copy of an item For example new books of popular fiction could have a rental charge attached to them Each time a particular copy of one of these titles is issued a rental charge is incurred Base Charges A base charge can be set for particular collections When a base charge is set a one off charge will be incurred for the first item of that type that is issued For example if a base charge is set for Music CDs when a borrower takes out 3 Music CDs and 4 Fiction books for example they will be charged for the first Music CD but not for the additional
141. efault search is the search that is performed when you press the Enter or Return key instead of actually clicking on one of the search options 137 138 Advanced Server Parameters Web Session Timeout The Web Session Timeout controls how much inactivity the web server can accept before it considers that a user is no longer using the OPAC If the OPAC is being continually used it generally won t time out This setting exists because the server needs to set realistic limits on how long it should hold on to data for the user such as search results and other session history Also if a person is using a public OPAC terminal and walks away without logging off when the next OPAC user starts using the OPAC after the timeout period the search history of the previous user will automatically be cleared The timeout should be at least long enough to use the OPAC for standard tasks such as searching reading book details or reviews etc The task most likely to require longer time is for when writing reviews i e this timeout should be as long as would be expected for a person to complete writing a review Recommended default 10 minutes Web results per page The number of resources listed at any one time on a search results list can be altered here Whether you set this to a small number or large number of results may depend on the typical type of user of your web OPAC Also keep in mind that the larger the number of results that
142. egories different types may be set up to sub divide each media as necessary It is possible to change the media and or types at a later stage using the Change Media and Type function Merge Collections List pull down menu Merge Collections Select the collections that need merging _ the falowing colections wil abe combined into one Select the Collection below that the others will all merge into you can modify the chosen Collection later if you wish Next click Merge Collec IIIa tions from the List pull Note You can Double Click a cell row column value and a search for the collection of that row will be made either for copies or copy overrides depending on the column down menu to display _ Sastonmeds the Merging Collec tions screen The list Book General Fiction Mezzanine Fiction Section contains all the collec tions currently high i lighted on the Collection Item Type List screen along with the number of resources copies and overriding copies in each ag Click the collection into which you wish all the selected collections to be merged select any other appropriate options and click OK to merge the collections In the example shown above any items copies associated with the Easy Readers and General Fiction collections will be merged into the Fiction collection In the example above even though the first and third collections are being merged into the second co
143. eing catalogued click Configuration if you need to set or reset the default cataloguing configuration 4 For each resource being catalogued scan the ISBN along with a pre printed barcode number if these are being used If using pre printed barcodes generally these should be stuck on each book prior to beginning this process so that you can easily scan first the ISBN then the attached barcode for each book 5 Click Process All once all the ISBNs have been scanned 6 Set the Process Options and Additional MARC Options as required then click Process For each new resource being catalogued depending on which options are set Rapid Entry will search enabled Z39 50 servers and retrieve bibliographic information if it exists search for and retrieve a cover image if one exists create an item record create a copy record If a resource being catalogued already exists depending on which options are set Rapid Entry will simply create a copy record leaving the existing bibliographic infor mation unchanged Check for related video clips from the Help menu within the Access It application The RDE Configuration settings are eS S RDE Configuration Default Fiction Collection Rapid Entry allocates fiction resources to a fiction collection If you have more than one fiction collection then you can set which one to use as the Nonfiction Resources default Alternatively you might Default Collection ch
144. elete borrowers CRTL F and CTRL S Windows or COMMAND F and COMMAND S Macintosh The usual keyboard shortcuts for Fast Find and Advanced Search also apply on the Borrower List screen If you try to delete borrowers who have items currently on loan a dialog is displayed giving you a list of options on how you want the current loans treated Clicking Process will delete only borrowers with no loans while clicking Process All will also carry out the option described next to the appropriate radio button Creating a New Borrower To create a new borrower click Create Borrower at the bottom of the Borrower List screen Note that a new borrower number will be automatically assigned unless you have ticked the Use preprinted borrower barcodes checkbox on the Site Config 2 tab on the Campus Setup screen The details can now be entered for the new borrower Entering Borrower Details The Borrowers screen has a lot of fields You may fill in as many or as few as you like ag Some require text entries while others require you to select from a drop down list The following fields exist for each borrower Title e g Mr Miss Dr Ms Mrs First Name enter the first name or names here Middle Name enter the middle name or names here Last Name enter the last name here Some people prefer to enter the last name in capi tals but this is entirely optional Access It Library Sun 25 Sep 2011 Borrowers
145. ent To modify any of the details for a particular budget double click any of the records displayed The budget list summarises information for each budget To view the actual transac tions that make up the particular summary click Show Transactions This displays details of how many items were purchased the cost per item the supplier when the items were ordered and when they were received and when the order was printed It is also possible to assign a miscellaneous ad hoc expense to a budget This is an expense that does not go through the normal ordering process For example the library might want to purchase some flowers for a special occasion This transaction could be entered by clicking Misc Expense at the bottom of the Budget List screen To do this first highlight a valid budget click Misc Expense and then add in the details of the transaction While the Budget List screen displays the assigned committed spent and balance amounts for each individual budget you can display the totals for these fields across multiple budgets by selecting the budgets you want totalled and then clicking Show Totals to display this information Rental Codes amp Charges It is possible to set rental charges for Acces Lan ia m Rental Codes amp Charges each copy of an item This is set on the Data Entry Copies screen by assigning a rental code to the particular copy Before rental codes can be assigned t
146. equired letter number from the drop down list Access It Library Overdue Letters To change the amount to be charged for one or more overdue items first select the records you want to modify Then click Set Charge and select Set the charge for the currently selected overdue items the appropriate type of charge from the drop oor down list The charge can be any of the following Overdue Letters og e the original purchase cost of the item e the depreciated current value of the item e the value of the fine if applicable e a fixed amount which you can type in e the replacement cost of the item To print the letters click Print A dialog is displayed giving you the option to choose the sort order in which you want the letters to be printed Click OK to continue and the appropriate letters are then generated for each of the selected over due items If a borrower has more than one over due item the items are combined into one letter In this case the letter with the highest number is chosen as the template to use The choice of who the overdue letters are addressed to is determined within the E Access It Library Overdue Letters Overdue Letters Select the primary field to sort overdues by Correspondence editor see Correspondence Section If you have entered email addresses for each of the borrowers and your computer is able to send emails via a router if necessary you can also send
147. er This report allows users to select one or more departments classes or year groups or vertical groups on which to report Once selected the summary version of the report shows the number of resources that have been issued to each borrower in the selection while the detailed version of the report lists the individual resources that have been issued to each borrower in the selection Top Usage Statistics To view top usage statistical reports click Top Usage Statistics within the Manage ment feature set This lists the following system defined top usage statistical reports For many of these reports you can enter your own parameters to gain the informa tion you require As with the Statistics reports the Top Usage Statistics reports provide a number of date selection options And as with all reports you have the option to preview print or save as a PDF You can also email reports directly from the preview screen The top usage reports include 111 Most Popular Items This report generates a list of the items in the selected collections which have been issued the most times within the selected date range Most Popular Authors This report generates a list of the authors whose resources have been issued the most times within the selected date range Most Popular Borrowers This report generates a list of the borrowers in the selected classes to whom resources have been issued the most times within the selected date range Mos
148. er of Licenced Sites or Campuses and b if the number of those sites or campuses ever exceeds the total number of Licensed Sites or Campuses i immediately notify Access It Software Limited and ii pay the increased associated charge current at that time to permit continued use of the software across more than one site or campus 7 UPDATES AND UPGRADES Access It Software Limited may from time to time make improvements substitutions enhancements UPDATES AND UPGRADES to any part of the Software In particular Access It Software Limited does not warrant that functions contained in these updates and upgrades will meet your requirements or that the operation of the Software updates or upgrades will be error free or uninterrupted Furthermore from time to time the updates or upgrades may change certain functionality or operations from previous versions of the Software Access It Software Limited does not warrant that all existing functionality and features will be retained in subsequent versions 8 LIMITATION OF LIABILITY In no event shall Access It Software Limited or its suppliers be liable for any indirect incidental consequential special or exemplary damages what soever including without limitation damages for loss of business profits business interruption loss of business information or other pecuniary loss arising out of the use or inability to use the Software even if Access It Software Limited has been advised of the possi
149. er on the list On the Borrower List screen click on a borrower name and then click Add To Distri bution Group on the Borrowers pull down menu You can then select a group from the drop down list To create a distribution group in the first place you must create a borrower and set the category to Distribution Group In the example above a borrower would first need to have been created with a first name of Outdoor Education and category of Distribution Group Mark for transfer Abbott Glen 7LMP 8BMP If you want to tag borrowers as Student Male P Abrams Patricia 7LMP BTHF moving to a new class department mee ee Adkins Donna 7CPS BRHD first select the borrowers you want ze ia to change for example click Find ander kristin PA i o Class or Find Dept Next highlight the borrowers to be moved to the new class department and click Mark For Transfer on the Borrowers pull down menu Then from the drop down list select the class department you want to assign to these borrowers Repeat for other borrowers as required The tagged records are visible on the list with the new destination visible next to the existing class department This does not actually change the class department for these borrowers It simply marks them for transfer at a later stage see Transfer below Show Unmarked To display a list of the borrowers who have yet to be marked for transfer choose this option on the Borrowers pull down men
150. erdue lists and print overdue slips Some of the functions described below can be disabled depending on password access and user login configurations For example Borrowing Detail may not be allowed or the Pay Dues Fines feature may be configured to not show The various configurations can be set in User Settings in the Library Setup feature set Issues amp Renewals To issue an item click Issue Renewals in the Circulation feature set Scan or type in the borrower number Alternatively type in the borrower name and press the ENTER key If the name is unique the next stage in the issuing process is displayed If the name is not unique for example if Amanda was typed and there were multiple borrowers called Amanda a list of the possible borrowers is displayed At this stage simply click on the name required Y You can enter names as multiple truncations For example if the borrower s name is Jane Brown you could enter ja br or br ja or any combination of letters to help uniquely identify the borrower A You can turn off the ability to find borrowers based on their v Find Borrower Names name This setting is assigned to a user within Library Setup gt User Settings A If a borrower is new and has not yet had a borrower record created you will need to create a borrower Y Instead of clicking Issues amp Renewals from within Circulation you can use the short cut Command I for Macintosh or Ctr1l I for Windows Also choos
151. ered as well as information on borrowers budgets authority files collections suppliers rental codes and generated items It is also where users can print out barcodes and spine labels write off marked copies and carry out imports A As discussed in the section on Library Setup you should manage your login profiles so that only authorised users have access to these features Otherwise unauthorised users could potentially edit and delete your catalogue records Data Entry Click Data Entry in the Cataloguing feature set _ ii Book 1 Contents 2 Catalogue 3 Reviews 4 Orders 5 Additional Info 6 Reserves 7 The android item information Book Picture Book The hobbit or There and back again Book Picture Book Mao the unknown story Book Title Mao the unknown story Non Fiction The resulting list Data Entry Item Resource List displays the 10 most recently modified Copy Information 4 items It displays the Barcode Purchase Date _ Cost Ie a aa bats 334581 04 11 2010 19 99 Y ia title edition author 334580 04 11 2010 19 99 Y In me 334579 04 11 2010 19 99 Y In By classification call 334578 04 11 2010 19 99 Y tn number media type location availability copies reference and reserves for each item A When the classification is displayed for an item that has more than one copy the classification will
152. erent Your OPAC may look different depending on how the library staff have chosen to set it up What you see in the OPAC menu and what you have access to is dependent upon the level at which you log in to Access It If you have been automatically logged in then the level of access you have will depend on the defaults set up by library staff Therefore although this user guide describes the main features available in the OPAC you may not be able to use all those features depending on your login 171 e INTEGRATION OPTIONS hy There are a wide range of integration options available for users of Access It Library These include integration with Single Sign On SAML2 Shibboleth2 LDAP and Active Directory Student Administration System integration and synchronisation Biometric authentification Z39 50 integration SIP2 for eBook and RFID and so on The most common integrations are briefly described below SIP2 Integration for RFID Overdrive amp Wheelers eBook Platform Access It supports SIP2 protocols This enables integration with a number of external systems such as RFID including multiple check ins check outs self issue terminals and security gates and is also necessary to integrate with Wheeler s eBook Platform To activate SIP2 support within Access It you will need to purchase a SIP2 upgrade to your Access It Annual Licence SSO Single Sign On SAML2 Access It has implemented Single Sign On SAML2 protocol
153. es z Lor reformat selected entries 9 nota Ne in the currently selected ee a authority file to follow one of 9 n ae a Abbott Nicholass the following text formats ee Abel Smith Ali a Abela Deborah bd Sentence case Se en iad ey Absence in new zealand family alb Accident Compensation Corporation Accident compensation corporation e Proper Case e Adkins Raph Adie rich P C ignoring St s aa dane jes e Proper Case ignoring Stop words a e lower case idan Rihard idem rcherd e UPPER CASE e Strip leading trailing punctuation Only records which would be updated by the selected reformatting process are marked with a dot on the left hand side You can scroll through the list deselecting more records if there are some that you don t want to be updated e g if you want to change all your publishers to be Proper Case but some of your publishers have NZ or NSW in them then deselect these records to prevent them from being changed to Nz or Nsw However note that N Z and N S W would not be affected by this change URLs Dead Link Checker These features allow you to easily manage URLs added to catalogue records and check for any dead links Check Selected URLs Checks whether or not the selected URLs in the URL authority file are still valid and reports on the results Check ALL URLs Checks whether or not all the URLs in the URL authority file are still valid and report
154. es To merge multiple entries in an authority file mark each entry with a dot on the left hand side and click Merge From here select the entry that is correct and click OK This merges all such entries in Access It into the selected entry Y For any of the above actions it is often useful to also display the number of times an authority has been used within the catalogue To do this choose Show authority counts from the maintain dropdown menu Ending Dots Click this button to be given a choice of adding ending dots to all the entries in the current authority file or removing ending dots from all the entries in the current authority file See Also and Thesaurus entries To add or modify the subject authority list and its associated See Also and Thesaurus entries first choose Subjects from the list on the left hand side Use the textbox directly below the subject list to type in the subject required Ss Once the subject is displayed on the list select it to put a dot in the column to the left of the chosen subject It is important that the subject you are working on has a dot next to the subject If it does not click on it again to select it Any existing See Also and Thesaurus entries will be displayed To add additional See Also references click in the See Also textbox Add the required subject from the subject list displayed Click the Thesaurus textbox to add thesaurus entries as required To toggle a contiguous gr
155. ess It Background Task Scheduler BTS v BTS Service Port Enabled BTS Address 192 168 0 190 BTS Port 4050 Test v Allow BTS to update these settings if the BTS is moved r SIP2 Support v Enable SIP2 Server Support r LDAP Integration af v Allow LDAP Integration r ClickView Integration option under the Technical Setup menu f If this setting is enabled the ClickView data is updated on 3 v Allow ClickView Integration a scheduled basis visit the Manage Tasks amp Scheduling r External Borrower Synchronisation i Enable External Borrower Synchronisation Automated Overdues Configure r Automated Underdues ra V Allow Automated Underdues Configure r RSS Feeds N Select the RSS feeds you want to enable V Enable RSS Feeds v Recent Reviews v New Items a v Allow Automated Overdues Borrower SDI Selective Dissemination of Information v Enable Borrower SDI v Alert Borrowers by Email Single Sign On SSO v Enable Single Sign On v for integration with a variety of online eBook suppliers such as Overdrive and Wheelers A special licence number is required to run this functionality which can be made avail
156. eue is given a certain number of days to retrieve that item before the reservation is cancelled The number of days is entered here New Items Clicking the New Items search button on the Guest home menu displays new accessions and provides an easy way for regular users to quickly see what has recently arrived in the library The definition of a new item or accession is determined by the number of days that is entered into this field For example if the New Items field is set to 14 days then all new items with a purchase date within the last 14 days will be displayed in the New Items results list Indude in New Items Within collections you can choose to include or not include particular collections as part of your new items Currency Symbol Depending on your country you will need to enter the appropriate currency symbol This will ensure that it is used throughout the program Admin Charge If your organisation wants to attach an additional administration charge to the overdue fines sent out to borrowers this charge should be entered here Enable Fines If your organisation fines borrowers for overdue items tick this check box Show Gender Mainly for school organisations if this checkbox is ticked then a Gender field will be available for each borrower Auto Return on Issue In some organisations there is a tendency for users to borrow items legitimately but bypass the proper return procedure by placing the returne
157. eywords You can set this to split up any imported subjects and save them into the keywords field as well just in case users only search for topics in the keyword field Remove trailing full stops from appropriate fields if you set this then Rapid Entry removes full stops from the following fields Author Publisher Series Subject Edition The exception to this is Author s initials and abbreviations for example etc Create copies for these MARC records this applies if one of the Generate process options has been selected If you set this then Rapid Entry creates both item records and copy records for the resources being catalogued If you don t set this then Rapid Entry creates item records for the resources being catalogued but no copy records Generally therefore when cataloguing new books this checkbox should be ticked The Order Options only available if Order Only has been ticked are Supplied By Enter the supplier name here Purchase Order Enter the purchase order number here While processing of the ISBNs is taking place a progress screen is displayed showing which Z39 50 server is being processed and how many hits have taken place You can scroll through the progress history to see the number of successful searches made on each enabled Z39 50 server During processing you will not be able to click OK Once processing is complete this option will be available again Once the generate
158. f the Issues Renewals screen To prevent the issuer seeing the items on issue for the current borrower untick this checkbox and the lower half of the Issues Renewals screen will then be blank Show Renewals Button If you want to prevent users from making renewals while using the Issues Renewals screen untick this checkbox This will result in the Renewals button being removed from the Issues Renewals screen Change Password If ticked users with this login access can modify the password of their own login name by clicking Change Password on the File pull down menu In general the Change Password checkbox is usually unticked Allow Printing If ticked users with this login access will be able to print from within Access It If unticked users will not be able to print any reports or letters Find Other Spellings If ticked users with this login access will be able to have their searches check for alternative spellings With this when a Fast Find returns no results Access It will attempt to find a close approximation For example carrying out a Fast Find on dolfin will search for dolphin since the entered search criteria will be unsuccessful Show Alternates List If ticked users with this login access will be able to have their searches display a list of alternative spellings where the original search string returns no results Find Borrower Names If ticked users with this login access will be able to enter eithe
159. ff within the library within the current financial year The records immediately displayed are not the complete list of stock written off It only represents those written off in the current financial year You can see all stock written off via the List gt Show All option You can also select Fast Find and search for a particular title in question Double clicking any individual write off displays more information including notes on why it was written off the write off date and the depreciated value at the time of write off It is very easy to reinstate a copy that has previously been written off Slmply high light the copy and click Reinstate Orders When a copy is written off details such as purchase cost depreciated value at time of write off and date are recorded and used in any subsequent financial reports Therefore when a copy is reinstated its purchase cost is reset to zero since you have not had to re purchase this copy The replacement cost however will remain unal tered It is not possible to delete write offs due to the requirement to preserve the validity and the integrity of the various financial reports that you can run in the system The first time the Write Off List screen is displayed it will only contain the write offs for the current year If you want to display all write offs simply choose Show All from the List pull down menu When a copy is reinstated it also reinstates the borrowing history for that p
160. fy this option Launch Web URLs from within User Settings The action can be modified to copy the URL to the clipboard without launching a web browser GMD The General Material Designation can be entered here if required Illustrator Contains an authority file for Illustrator Choose from the list displayed Access It Library Editing Series Series Contains an authority file for Editing Series Records 2 387 This is a list of Series assigned to the current record Series Usborne Computer Books Choose from the list Double cid on a seres index to eatit displayed Series 100 questions and answers 19th century Military Campaigns You can add multiple series just as you may add multiple authors Subjects and so on To add an index _ Series List Double dick on an entry to addit to the current list How Would You Survive click in the Index box in the top right ae ae hand side enter the index and press fumenkishts the ENTER key Sarea Sem ara aia mra a oe cae Age Range To make use of this feature enter the first and last numbers that represent an age range 12 to 99 for some thing suitable for 12 years and over or 6 to 10 for a younger age group To use categories for Junior Middle and Senior readership levels enter 1 to 1 for Junior 2 to 2 for Middle etc 45 46 ag Of course for many Access It users age range is not required This feature c
161. g select a category or categories broad subject area and to include information on potential readers Y There is the opportunity to create a review filter The review filter can contain a list of words considered objectionable and can be set up via the Authority Files list Whenever a user writes a review and includes any of those words found in the review filter the program will refuse to save the review In addition a message will be displayed saying that it was not accepted and that the attempt to use objectionable words has been noted in a log If there are no objectionable words leave the Review Filter list found in the Authority Files empty This means that users can enter any text they like in the reviews they write Y The Administrator can configure Access It to always put Reviews require verification reviews in a holding bay so that they can be verified or moderated before becoming public This is set via Campus Setup gt Site Config 1 Y When a review has just been written this will appear in the Action List The Action List can be viewed manually About from the Help menu and will also automatically appear Current Login Details when logging into Access It each day Contents Action List ANNOUNCE Ments Tips amp Tricks 30 Click the double down arrows and then Process Now to moderate and verify that the review is DA OLN suitable for publication 1 x Reviews needing verification 44
162. gations you may have to observe Access It Library Confirmation Please confirm you wish to continue Tick the checkbox at the top of the screen to allow this Allow Federation Partners to connect to and search this catalogue A confirmation message will then be displayed You should read this carefully before choosing to click either Continue or Cancel Manage Federation Partners This feature enables you to manage existing Z39 50 servers add new Federation only partners and enable Federation searching All your Z39 50 servers are automatically 157 available to be enabled for Federation searching while you will need to manually add other libraries as Federation partners A After enabling or disabling Federation searching your Access It system will restart itself If your changes affect the Web OPAC though you will still need to flush cached settings from web browser memory to apply your new settings The Federation Partners and access screen displays a list of available Federation partners even if they are not enabled for Federation searching When you view this screen for the first time the only available Federation partners will be your Z39 50 servers E Access It Library Reorder Z39 50 Servers Y Hovering the mouse pointer over each server in the list displays its details x EES ae aes eae and its current status with regard to Federation searching oss National Union Catalogue SchoolsCat
163. ginally shipped with by clicking the Reset button Editing deleting visual search options To edit the visual search options first click on a visual search category button on the left hand side Then by right clicking Windows or CONTROL clicking Macintosh on a visual search option button to display a context menu you can either click the Edit Option menu option or the Delete Option menu option Access It Library Edit Visual Search Option Clicking the Edit Option menu option allows you to edit the name that will be Edit Visual Search Option Great War displayed and also to select a differ GreatWar ipo ent button image to associate with the eit wah selected option ES This is where you set the search criteria to be applied whenever the associated visual search option button is clicked on For example to set the subject search World War 1914 1918 criteria for an option click into the Subjects field and enter relevant search terms For example if the visual search option is about the Great War you may enter subjects such as World War 1914 1918 When users click this button the corresponding search would be carried out World War A If multiple search criteria are added these are treated as OR searches Modify Buttons Labels etc 147 Access It is used by a wide range of users Clicking Modify Buttons Labels Etc in the Library Setup feature set allows an organisation
164. he facility to post data to the Access It system via the web for example borrower infor mation The Web Server runs permanently as a background service or process The Web Server code is run by default by a process provided by Access It However it can also be run via Apache Tomcat which Microsoft IIS can in turn control Web OPAC clients Access It OPAC On line Public Access clients allow users via a Web Browser to search for resources book or reserve them write reviews etc Access lt Clients The Access It Client is the main application program for managing the Access It system providing enhanced performance security and functionality for managing Books amp Resources Issues amp Renewals Overdues Reports Library and Technical setup etc It is generally only installed for those users that require these additional features This provides the best of both worlds with the super user and others requiring additional functionality being able to work via a powerful and secure client applica 176 tion All other users often 99 of users simply connect via a standard web browser Client applications are able to get and install Access It software updates automati cally so that they require no additional IT overhead in terms of support The Access It components can be installed in various ways across multiple machines or all on one depending on the customer s individual needs or preferences For many cu
165. he Borrower list double clicking on a borrower s name displays their borrower information You will see the Borrower screen with the borrower data displayed The tabs above this can be used to view other information Borrowing Details tab This shows any items the borrower currently has on loan in the top half of the screen and all the items they have previously had out i e borrowing history in the bottom half of the screen List Members tab Borrowers must be added to Distribution Groups through the previous Borrower List 80 screen See Add to Distribution Group Other Information tab To enter additional information relating to the borrower click the Other Information tab Guarantor Number and Name a borrower can be set up as a guarantor for another borrower A guarantor is 100 responsible for that borrower and as such may be called on to pay overdue charges if the particular borrower reneges on this To set up a guarantor for a particular borrower enter the guarantor s borrower number Alternatively click Select and enter the name of the person who is to act as the guarantor This puts the guarantor s borrower number into the Guarantor Number field and their name into the Guarantor Name field Guarantees if a particular borrower is responsible for other borrowers i e is a guar antor the guarantees field displays the list of guarantees From here borrow ers can be added deleted from the list of those for whom you
166. he Main Theme Colour in which case you may want to set the Text Colour on Theme to a dark blue The above colour elements should contrast quite highly i e so you can read the text on top of the background It is also possible to choose colours that are quite similar These similar colours allow subtle variations to be shown in the OPAC but you may wish to make these variations more pronounced depending on the look you want To explain the use of each colour simply move the mouse over the description next to each colour Top of page Banner amp Logos In the lower half of the OPAC Appearance screen you can modify the appearance of the banner area or header at the top of the web OPAC page You can optionally set a main background image and images to appear at the left and right hand ends of the banner they float on top The banner background colour visible if you do not have a main background banner image and the banner text colour can be modified under the Theme Colouring Advanced settings 165 166 ag Ej G migao iOa Aeriene bimen i Share Browser Webbs Lange Banner 120px Deep Small Banner 50px Deep a Display the Library name in the centre of the Banner Internation 7 Main Banner Background image TopBannerImage jog w Show Logo on LHS LogaLHS png V Show Logo on RHS RHS jpg Banner Settings The overall height for the banner can be 50px or 120px Pixel m
167. he Stocktake sub menu The Write Off Barcodes screen will be displayed on which you can scan in the barcodes of the copies you want to mark for write off Each barcode scanned will have its copy marked for write off This latter approach assumes you have the copies available for scanning Reserves amp Bookings A Clicking Reserves amp Bookings within the Management feature set shows all reserved items and their status as well as any items that have been booked Where an item has been reserved and has not yet been returned by the current borrower the status of the reserve is set to Pending When a reserved item is returned the status of the reserve changes to Hold Items on hold are those kept in the reservations section of the library until they are issued to the next reservee The next reservee now has a certain number of days the reserve expiry period to have the reserved item issued to them If the next reservee collects the reserved item in time the status of the reserve changes to Completed If the next reservee doesn t collect the reserved item in time the status of the reserve changes to Expired Where the item has been booked it displays the dates that it has been booked for On hold reserves expire after a certain number of days has elapsed The number of days before a reserve expires is set on the Site Config 1 tab on the Campus Setup screen To view only the reserves for one or more specific statuses c
168. he above overdue letter Once again you are advised to simply modify the ordinary text and leave the merged database fields alone unless you are familiar with these The field and text layout for the central part of the reserve notice could look some thing like lt p gt Our records show that the following reserved item is on hold for you lt p gt lt p gt Title lt RESERVE TITLE gt lt br gt Author lt RESERVE AUTHOR gt lt p gt lt p gt Please collect this reserved item by lt RESERVE EXPIRY gt lt p gt Order Form You can create the text for an order form that can be sent to your suppliers The order form can be edited in a similar way to the above overdue letter and reserve notice Letter Editor This is for creating generic letters that can be sent to selected borrowers Recall Notice You can create the text for a recall notice that can be sent out to borrowers The recall notice can be edited in a similar way to the above overdue letter Recall notices can be printed or emailed from the Borrowing Detail list screen Reminder Notice You can create the text for a reminder notice that can be sent to tardy borrowers The reminder notice can be edited in a similar way to the above overdue letter Reminder notices can be printed or emailed from the Borrowing Detail list screen Overdue Slips Overdue slips allow you to print a cut down version of the overdue letter for 3 or 4 borrowers on a single page
169. he client application the default search button the action that occurs when the ENTER or RETURN key is pressed is Title And Keyword For example typing in dinosaur and pressing the ENTER key will search all titles and keywords for words containing dinosaur However if you want to carry out a Title And Subject search when the ENTER or RETURN key are pressed change the Search Using field to Subjects The label on the default search button will also change accordingly This is only applicable to the client application The default search within web OPAC can be configured to include a range of fields such as Title Keywords Subjects and Series Auto Login While this can be set to any user in the system in reality it should only be set for Guest users If ticked the user will be automatically logged in as Guest if three unsuccessful attempts have been made to log in As well if the Login dialog has been waiting on screen for 100 seconds it will automatically login as Guest Citation Style When creating a log of your search results it is possible to append cita tions to the entries in your log This setting defines whether the citation style is Harvard or APA Primary Borrower Group This defines the default sort order when printing your overdue letters The letters can be sorted by class year group or vertical group Reserves Expire After When a reserved item is returned the borrower who made the next reserve in the qu
170. hen you can remove the ISBN from the list before the resources are generated To do this click on the row for this ISBN then click Remove Selected You will need to catalogue this resource at a later stage either manually or using Rapid Entry Access lt Library Rapid Entry Create New Resources te 7 tsm Rapid Entry Create New Resources semis O O O Search using order Only 7 Download cover images ISBN Title Author 9780330238328 The water babies Kingsley Charles Attwell Mabel Lucie 9780261102217 Hobbit or there and back again J Tolkien J R R 9780224071260 Mao the unknown story Chang Jung Halliday Jon No batch set Items scanned 3 update the information in the list before the resources are generated To do this double click the title and or the author in the row for this ISBN to edit these fields The rest of the bibliographic information for this resource will need to be updated manually at a later stage When editing information in a table grid like this always press the ENTER key to lock in the changes to a particular field To search then generate you need to click Process All and select the Search Only radio button Once the list appears as in the screen above you must click Process All again and this time click Generate Only The Additional MARC Options are Duplicate Subjects as Keywords many bibliographic records do not have k
171. hide the disabled features and feature sets To do this tick the Hide Disabled FeatureSets and the Hide Management Library Setup Technical Setup eats 140 Y Disabled Features checkboxes Doing this removes those buttons or features from the home menu for this user By expanding the feature sets as shown on the left you can also v Hide Disabled FeatureSets ae a disable individual features associated with a particular profile WF Issues Renewals ane eRe The colour coding and italics relate to whether or not the feature Receive Cash C puk Loans is an override of the settings at the user group or parent level Overdue Lists Access for this User User profiles can be set up for user groups or individual users on the User Settings screen To activate a particular feature tick the appropriate checkbox The following list describes the function of each of these checkboxes Access for this User See Reviews If ticked users with this 7 Cireuiation Options Advanced Options v See Reviews v Issue Permit Items v Change Password login access can see reviews v Write Reviews V Overdue Alert V Allow Printing of items if they exist vi Age Range C Cannot Issue C Find Other Spellings V Reserve Items _ Overdue Alert Returns V Find Borrower Names V View the Dont Display V Create Borrower V
172. ick the checkbox To continue with the write off process on the Write Off Marked Copies list highlight the record s you want to write off and click Write Off You will be prompted for a short explanation as to why these copies are being written off This explanation could include such things as Badly damaged Never borrowed Out of date or Lost copies written off prior to a stocktake Amend the date of write off if necessary today s date is entered automatically Click OK to confirm the write off process To provide different explanations for some of the item copies being written off high light the records that require the same explanation and apply the explanation to these records Then repeat the process for the next group of records Y The item copies that have been written off can now be viewed by clicking View Write Offs in the Management feature set Double click a particular write off to view the corresponding explanation given at the time of write off Authority Files SS Background Many fields within Data Entry have associated fategoycataiogue authority files This means that as you begin typing into these Sioi aunor composer eto fields a popup list is displayed showing authorities from the rele pree P Disability vant authority file Ethnicity Genre Illustrator Keyword Typing letters in the field causes the list to jump to the nearest Local autnority approximation If the entry
173. icle Catalogue The intention of the Catalogue tab is to provide a printed summary or catalogue of certain items It is not intended that all items be catalogued here It is designed for the situation where a small number of items are frequently used and a printed summary containing pertinent facts are included An example could be the list of education videos that are available in a school These video titles could be printed out with a list of information such as running times applicability to certain curricu lum areas how they can tie in with existing programmes and so on ty It is highly likely that this tab and feature will be deprecated in future releases of Access It In reality the intended use for the Catalogue tab and related functionality has been superseded by the ability to generate the required information via Quick Reports It is likely that the Catalogue tab and related functionality will be removed from the system at some stage in future Reviews It is possible for users to read and write reviews Managers have access to particular reviews while viewing various items in the data entry screen To do this click the Reviews tab at the top of the screen Where multiple reviews exist for an item click the review you wish to view or edit To view modify or delete multiple reviews this can be carried out via the Reviews feature in the Management feature set Orders When editing an item you can also create an order
174. il screen This allows you to modify the reference number for example to match that of another item If the newly modified reference number already exists in the library the current record becomes a copy of the original item that has the same reference number Authority Files On the Data Entry Resources screen when entering information in the Author Illus trator Series Publisher Genre Type Subjects Keywords and URL fields a list of previous entries is displayed to allow the selection of the appropriate information This is known as an authority file An authority file exists for each of the fields listed above If an entry is made that does not currently exist in the authority file then the user is prompted as to whether or not it should be added Entries in the authority files can be modified deleted added and merged via the Authority Files feature To enter a new authority entry that is a subset of an existing one press Ctrl ENTER on Windows Command ENTER on Macintosh 43 44 Item Data Fields ag af The following fields exist at the item level using Media Book as an example Title Generally entered in sentence form When titles start with A An The just enter them as part of the title eg The cat in the hat Any sorting on the title field will ignore A An or The Author Generally authors are entered Last Name First Name eg Brown Jane Multi ple authors can also be added To add an author or
175. ilename can be entered into the File Name field on the Borrowers screen In this case the photo file extension also needs to be entered so that the full File Name field is exactly the same as the photo filename You are encouraged to save your photos with a limited size For example a maximum of 7 KB is often used as a rule of thumb Given the size of the photo displayed in Access It storing a photo of 2 MB in size for example does not offer any noticeable image improvement and in fact just increases the network load For example if a school has 3000 students each with a 2 MB photo that represents a significant additional load of 6 GB being added to the catalogue file Then when borrower photos are imported Access It first checks to see if the alter native photo filename exists and if it does it associates the photo called by that particular File Name with that individual borrower The File Name field can be populated via a borrower import as well Place all the photos to be imported into a folder on your computer From the Cata loguing feature set click Imports and then Import Borrower Photos and open the folder containing the photos Import Borrowers Generally organisations prefer to set up an automated process within Access It to synchronise with a student administration system In this way as new students are 99 100 enrolled or their details modified these details are automatically synchronised within the Access I
176. ill automatically connect via the internet to the Access It Software update server and check for any new updates If there is an update this update will be downloaded as a zipped file and stored within the SQL database When a client then connects via the Access It application this update will be automatically sent to the client machine and will install and update itself on the fly If the server is not running continuously or not running when the BTS is scheduled to carry out its update check clients can also initiate updates manually by running the Software Update Checker function within the Library Setup feature set Therefore even if the server doesn t require proxy settings to connect to the inter net but clients do Access It should have proxy settings entered via Campus Setup This will simply mean that the BTS auto update requests will also be sent via the proxy Access privileges for client users On a client the current user e g library manager must have write access or Modify rights to the application folder so that any new update jars can be unzipped and unpacked Within Library Setup gt Software Update Checker click Test This checks the current version on the client and tests this against the version on the official Access It update server It also confirms that your client machine has the correct proxy settings to allow a connection to the outside world 739 50 Servers Connecting to
177. ill not be able to issue items to borrowers with overdue items 141 142 Overdue Alert Returns If ticked users with this login access will be prompted while returning items whenever a particular borrower has an overdue item If unticked the borrower will be able to return new items without a warning dialog being displayed about existing overdue items Any overdues will still be displayed in a different colour on the return screen so they can be easily identified Create Borrower If ticked users with this login access can create a new borrower while issuing Adjust Date If ticked users with this login access can modify the issue date for a particular borrower while issuing Charge Alert If ticked users with this login access will be prompted while issuing whenever a particular borrower has an item with an outstanding charge If unticked the borrower will be able to issue new items without a warning dialog being displayed about outstanding charges Receive Charges If ticked users with this login access will be able to accept charges and fines from borrowers Cannot Issue If ticked users with this login access will not be able to issue items to borrowers with overdue items Show Reserve Status If ticked users with this login access will be able to view the latest returned items that have also been reserved Show Current Issues If ticked the current borrower s items on issue will be displayed in the lower half o
178. ime This is useful for such items as vertical files Ticking this for a collection generates an input form at issue time at which time you can enter details as appropriate e g you can enter the items of a vertical file that are taken out This information is displayed again when the item is returned so that the contents can be checked off Collection Item Type Display to unauthorised users You may want to hide some items from Indude in Statistical Reports certain users That is these items ep cee ee Mi CL Displa to unauthorised users This can be setin User Settings won t be returned in searches by Count against Borrower limits e 6 Is Reference _ Advanced Bookings users configured as unauthor ner pane ised In this example textbooks would be hidden from unauthorised users Now within User Settings for a group of students or guest for example you would untick this checkbox to prevent particular users from viewing the textbooks Alternatively within Library Setup gt User Settings for staff this check 7m s box could be ticked to allow staff to view this collection On the other hand if you want items NUE in a particular collection to be view fvindudeinstatisticalReports able to all users tick the Display ge ISRO SE unauthorised users This can be set in User Settings to unauthorised users checkbox as jcountasainst Borrower limits _ Is Refer _
179. in WAdmnsteer 4 9 Administrator f i a og In this case click on the Staff user group ou To i 7 a AcademicStaff pet and then click Add A new user is displayed l _ saa Em with a default name of New User which ii seror ubrarin Q Senior Librarian must then be changed as otherwise no new users can be created To do this right click Windows or CONTROL click Macintosh on the name to display a context menu click the Rename menu option change the name in this case to TemporaryStaff and press the ENTER key A The user name entered here e g TemporaryStaff becomes the user login name when logging into Access lt Once the new user has been created as above the user needs Password s i to be assigned a password This becomes the login password when logging into Access It ee ae ee The next step is to decide which feature sets and features pace pashi Fanie menu options and sub menu options from the feature sets you oes will associate with this particular user profile In the example i noraceret on the left only the Search and Circulation feature sets have H E Library Setup F Technical Setup been enabled v Hide Disabled FeatureSets Hide Disabled Features Y Currently this configuration leaves the additional feature sets lresus buttons on the home menu visible but greyed out It is gener apd ally preferrable to
180. ing Issues from the File menu is another alternative The screen displays the borrower their details and any items currently on issue to this borrower If a photograph of the borrower has been pasted or imported into the borrower s file this is also displayed Items that are currently overdue are displayed in the issues list with the word Over due shown in red A If the lower half of the issues screen is all greyed out and does M 90w CulTentissues not show the items that are issued this is because the current user login profile has been set to hide current issue details To display items as they are issued tick the Show Current Issues checkbox for the current login user in User Settings in the Library Setup feature set 34 A ag ag Scan in the barcode number of the item you wish to issue Alternatively you can type in the barcode number and press the ENTER key The newly issued item is shown on the issues list along with the date by which the item needs to be returned Your scanner should be configured to both read the barcode number and perform a carriage return the equivalent of pressing the ENTER key In this way you can simply scan the barcode numbers of the items one after the other without needing to touch the keyboard If you do have to press the ENTER key it is because your scan ner has not been or cannot be configured to automatically perform a carriage return Limits can be placed on the tot
181. ing on the printer setup your computer uses you can select the page setup and the number of pages to print If Save as PDF has been chosen you will be asked to select the filename and desti nation Reserve an item or items A og og Lg When an item is reserved the user goes into the queue Access It Library Sat 6 Nov 2010 Results List n p Ctrl M Ctrl T Omit Rows Select Rows elect All rl Edition By a ee eee for that item or one Print thislist c P hic history of Europe Davey Frances E of its copies This Fast Find Ctrl F Advanced Search Ctrl 5 Non Fiction Shelves 1 1 queue shortens when mEnE pion the item is returned Non Fiction Shelves 1 1 Show Me Where The City London square mile Jenkins Alan A message at return time indicates that the particular item Non Fiction Non Fiction Shelves has a reservation By default an item cannot be reserved if it is currently available for borrowing unless the item has been marked as On Display This allows users to reserve books that may have been recently purchased and are currently on display but not yet available for borrowing You can allow users to reserve items that are available Enable this feature from within Borrower Categories To reserve an item first search for the item either with Fast Find or with Advanced Search and click Reserve Selection When
182. ings apply solely to the new style of Web OPAC which was first introduced in early 2009 There are no configuration settings required for the old style of Web OPAC which simply replicates the Search functionality options in the client application On the Campus Setup screen select a campus and click Campus OPAC This displays four tabs Tab 1 OPAC Control This allows you to configure whether to Se naan aj aa use the old style Web OPAC or the new tse Newsstvle orac style Web OPAC The remaining settings pag ye ana ao within this area only apply to the new easier anna style web OPAC A Note that the old style web OPAC first introduced in 1995 will be discontinued with the introduction of the next major release This is because web technologies have changed so much since 1995 and many earlier approaches to web delivery are no longer supported within the emerging web technologies Tab 2 OPAC Appearance Theme Colouring The Basic sub tab allows you to configure the main colour settings used in the Web 136 OPAC The Advanced sub tab allows you to be more specific as to which areas of the Web OPAC you can configure colour settings for Top of page Banners amp Logos This allows you to configure either a small size or large size banner at the top of your main Web OPAC screen and whether that banner is textual or an actual picture image You can also display logo picture images on the left and or right of the banner N
183. intosh on the Due Date for the newly issued copy Then simply modify the due date and press the ENTER key This is excellent for making ad hoc alterations where necessary to the due date for a particular copy or borrower Note that once that particular borrower s issue session is completed this ad hoc functionality is disabled You can append additional notes to the copy record le rnin Olympus C 40 4 MP Digital Camera for a resource and or the borrower record for the symhonyw so current borrower by right clicking Windows or ec Ctrl clicking Macintosh on one of the copies in the aiei issues list A context menu will be displayed which allows you to indicate that the borrower claims to have returned this copy This does not actually return the copy but it does append a comment to both the borrower and the copy record indicating that the borrower has made this claim Alternatively you can choose to append an ad hoc comment of your choice to either the borrower or copy record Barcode Type Y You can view the cost of an issued copy by hovering the mouse 1119 Fiction pointer on the Barcode field for that copy in the issues list ok Ta Y You can view the time that a copy was issued by hovering the mouse Debra pate Ou pointer on the Date Issued field for that copy in the issues list aa ae 07 13 2010 30 11 2010 Renewals Items are renewed on the Issues Renewals screen eee To renew an item
184. ion You can also highlight a charge and cancel it if necessary Print Options Returns Print Options You can print various issuing reports The available report options are all issues for the current issuing session all issues for today selected issues on the Issues Renewals screen all issues on the Issues Renewals screen and all overdue issues on the Issues Renewals screen To print the selected report click Print To return the copy of an item click Returns in the Circulation feature set Scan or type in the copy barcode number The details of the copy are displayed in the returns list This list also displays the status of the copy that has just been returned such as whether it is currently on reserve If an item is reserved a dialog is displayed giving options to print or email a reserve notice to the next reservee If you have configured Access It to support SMS Texting then this reserve notification option is also available You can use this screen to display a list of returned copies for the current returns session for today or for a selected Print this list Ctrl P date by choosing the appropriate option in the Returns Information section of the screen You can also print this Title 333552 The icky sticky ar list by clicking Print This List on the List pull down menu 333510 Photography Once you have finished returning items simply press the ENTER key or press the ESC key to return to the home menu
185. ion and so on You can also tag the copy e g as lost damaged donated marked for write off etc Additional Information Lost Print Barcode _ Reprint Damaged Mark for write off User Issue Alert Give out the CD with this book You can also add comments that will alert the Librarian 0 Se when Issuing or Returning this book e g Check CD is still in the back cover Return Alert Check the CD is also returned The depreciated value is also displayed for the particular copy This depreciated value is based on the depreciation rate set in Collections Item Types the original cost of the copy and the purchase date If you alter the cost and or purchase date for a copy that has already been depreci ated the depreciated value also changes To confirm this change a dialog box is displayed asking you to confirm this If multiple currencies have been configured in your system by ticking the Support Accession of Foreign Currencies checkbox on the Site Config 1 tab on the Campus Setup screen then you can perform a currency conversion on the cost and the replacement cost on the Data Entry Copies screen by clicking the button next to each field to display the Currency Exchange Calculator dialog To change a previously entered copy barcode hold down the SHIFT key and click on the barcode number displayed at the top left of the Data Entry Copies screen This allows you to modify the barcode nu
186. ions can be edited added to and deleted Different search criteria can also be added to each option button to extend the search results Click New Items to view the books and other items recently added to the library This displays a list of items catalogued within the timeframe set on the Site Config 1 tab on the Campus Setup screen For example if the New Items period has been set to 21 days then clicking New Items on the Guest home menu displays all those books purchased within the last 21 days You can restrict which collections are included in any New Items va list To do this double click a particular collection and modify the Include in New Items checkbox My Borrowing Details A Choose this option to see your own borrowing details which are displayed on the Borrowing Details tab Once a borrower has entered their borrower number and PIN a list of books they have on loan is displayed along with a past history of all books previously borrowed There is also a Reserves amp Bookings tab on which you can see the full history of all the reserves and bookings you have ever made A PIN is required to view this information for privacy reasons This PIN can be set within the borrower records for each user Other Libraries The Federation searching functionality allows you to set up a group of partner librar ies i e a federation that you can search seamlessly within Access It This means for example that you can
187. is possible to delete or write off all copies of an item and still retain the item itself Such items can CY Access It Library Thu 27 Oct 2011 Data Entry Item Ri still be displayed but will show zero copies This l Keywords is often useful if you enter new items that you are Change Media amp Type sao about to order or for example if you delete or write Print Contents Labels Non Fiction Merge Items off a damaged copy of a book that is about to be replaced To delete or view any items that have no copies click Find items with no copies from the Item pull down menu To actually delete copies click Show Copies and highlight the required records Then click Permanently Delete Records on the List pull down menu It is best practice to write off copies that are no longer in the catalogue such as when a book is damaged beyond repair rather than deleting them This is because writing off copies also retains important information about the value of the copy at time of write off and is therefore essential for accurate financial reporting Deleting copies is generally for when you have added a copy by mistake Items with no copies can still be found during Fast Finds or Searches This is another reason why managers may want to delete items with no copies Alternatively items with zero copies can be hidden from Guest users by unticking the Show Items with Zero Copies Guest Only checkbox on the Site Config 1 tab
188. isable or hide any of the features for a user Disabling a feature or feature set will leave it visible but greyed out Hiding the feature or feature set will remove it from the screen altogether for that particular user Generally it s best to hide features and feature sets if you do not wish users to have access to them List drop down menu There are many additional features in Access It that are found within the drop down menus at the top of the screens If a keyboard shortcut exists for these features it will be listed next to the items in the list For example in the list drop down menu below the shortcut for Omit Rows is Command M Macintosh or Ctrl M Windows Selecting an item or items To select an item simply click once on the item required Y To select a contiguous group of items click on the first item hold the SHIFT key down and click on the last item required This will select the first record the last record and all records in between Y To select a non contiguous group of items not in the same block use the Command Apple key for Macintosh computers or the Ctrl key for Windows computers Simply hold down the Command or Ctrl key as you click each addi tional record Modifying your selection To display only the selected records choose Show Rows from the List pull down menu while they are still highlighted Keyboard shortcut Command T Macintosh or Ctrl T Windows Omitting an item or items fr
189. isation s proxy server as it is not a normal http web request e or a connection via the Access It proxy server This request goes via your organi Sation s proxy server as it is a normal http web request Your organisation will need to ensure that the domain accessitservices net is white listed A list of Z39 50 servers and their port numbers and configurations can be found by 67 68 carrying out a Google search for Z39 50 directory If your organisation uses a proxy server to connect to the internet you need to enter the correct proxy settings in Access It Library These are set on the Site Info tab on the Campus Setup screen Your IT administrator will be able to give you the proxy settings required See also Proxies Ports and Access Privileges in the Technical Overview section If you click Close before generating copies you are prompted to discard the unsaved batch of ISBNs Generally do not click Close until after you have generated the required copies Rapid Entry Advanced Search The standard search type used by the Rapid Entry functionality when retriev ing resources from the enabled Z39 50 servers is by ISBN As ISBNs are solely used for identifying books this only allows you to use Rapid Entry to catalogue books However the Advanced Search functionality allows you to catalogue resources for media other than books Advanced Search works similarly to Rapid Entry but it also enables you to
190. ists Access It Library Thu 27 Oct 2011 Data Entry Item This allows you to create reading lists that can then be visible from within the web OPAC Add Selection Add Selection ser Selection From within the Data Entry Item Resource List find E the required items usually via a Fast Find or Advanced Search Highlight the records you wish to add to a reading list and choose Add Selection Book Non Fiction 0 Children of the Blitz 940 53 WES eneee Double dick the reading list you want to add the items to LE OER A U eel Or dick Add New to create a new reading list 940 4 HAR Book Non Fiction N Pr 0 The face of war New Zealand s Gre Year 10 History World Wars 23 09 20 25 09 21 779 CAL 2 Book Non Fiction Year 10 Science Astronomy P 23 09 2011 0 rae EEEE co 11 Biology Research Project 23 09 2011 940 4 LIN Book Non Fiction 0 The history of wars 909 HIL Book Non Fiction Holocaust the events and their impe 940 53 WOO Book Non Fiction 0 Images of war World War One a pt 940 40022 HAR Book Non Fiction 0 My first world war f i i 940 3 JAM Book Non Fiction p Hg ween Once Fiction From here you have the choice to add these items to an existing list double click the preferred list or add New to create a new reading list View This displays any previously saved reading lists Double click a reading list to see the associated records 69 Manage Choo
191. l run on slower machines but for a large site the performance will be compromised How much RAM is required depends on the size of your library and the memory requirements of your current system A minimum of 512 MB RAM is required by Access It for clients though 1 GB RAM or more is much preferred 1 GB RAM or more is required for the server The above RAM specifications are guidelines only Where a site has a large collection then memory requirements may well be higher A The total RAM required on your computer is determined also by the number of other applications that you run concurrently As each application e g Microsoft Word uses its share of your computer s RAM care should be taken to leave enough RAM for the Access It application to run effectively Screen Resolution Access It has been optimized to run within a 1024 x 768 or greater screen resolution Using Access It at 800 x 600 will produce noticeable resizing issues and is not recom mended Java Application Access It is a Java application As such it requires an installation of Java on both the clients and server The minimum supported version of Java is 1 5 You may use a higher version of Java e g Java 1 6 aka Java 6 To check whether Java is already installed go Start Menu gt Run gt type cmd and click OK Next in the black window that appears just type java version and then press the ENTER key 181 If Java is already installed it will
192. lace It is possible to do a global replace of the data in one field for all the records in the current selection Access It Library Sat 13 Nov 2010 Data Entry Resources Replace Delete Record 4 Orders 5 Additional Info 6 Copy Record F7 Shift F7 Revert To Last Saved 1 Display the list on which to carry out the global change To do this first find the records you want to edit either by using FAST FIND or SEARCH RECORDS or by highlighting them and then clicking SELECT ROWS on the List pull down menu Author 3 Wood Tim Murray Maggie Clements Gillian Edition Publicati Publisher A amp C Black 1994 7 Modify the appropriate field From this list of records double click any record On the Data Entry Resources screen modify the appropriate field to display the required infor mation 35 Next click REPLACE on the Data pull down menu 4 A list of available fields is displayed Click the field you want to globally replace The current data that will be used to replace all records in this field is displayed the current data is the data that is currently in the field in ques tion If it is incorrect cancel out of this and enter the required data into the required field and repeat step 3 above D When the correct field has been highlighted and the correct data is displayed on the right hand side click O
193. laced on the label pane Use the mouse to move and resize the field then double click it to display the User value dialog iese item s are returned tothe library immediately If you wish to renew the item please let the librarian know Enter text as required then click Hemmm ranted due date_02 O K i if due date_03 i if due date_04 Please ensure that these item s are returned tothe library immediately If you wish to renew the item please let the To save all the changes to your overdue slip click Save Slips from the Slips pull down menu 122 Your new overdue slip can now be used when you click Overdue Lists in the Circula tion feature set Modifying a copy of an existing Overdue Slip To modify a copy of an existing overdue slip click New Slip on the Slips pull down menu Access It Library New Slip Setup New Slip Setup Enter new label name Overdue Slip 2 C Create New Datasource VIEW_Overdues Enter a name for the new overdue slip and choose the Clone Existing radio button Next choose the overdue slip you want to copy from the Labels drop down list and click OK to display the Slip Editor screen Make the required changes to this copy of the overdue slip using the instructions above Page Setup Order Claim Letter You can create the text for an order claim letter that can be sent to a supplier when an order is either undersupplied o
194. le to receive ad hoc cash payments for such things as photo copying internet use miscellaneous stationery and so on Some of these payments may not strictly be associated with the process of issuing and returning books and other items but may nevertheless be useful within the day to day operation of the library For example there may be a photocopying machine in the library that people have access to including users who may not be official borrowers and for which cash payments need to be collected Click the Receive Cash in the Circulation feature set to allow the entry of the amount collected and the reason You can issue copies to a group of borrowers from within the Borrower List screen This is sometimes used for issuing a set of textbooks to a selected group of students Creating bulk loans doesn t necessarily save time during the issue process but can speed up the subsequent management of these loans For example you can return all the books or extend the return date for the entire group in a single action See Bulk Loan within the Borrowers section for more details on how to carry out this process If you cannot see any records within Circulation gt Bulk Loans it is because you have not created any bulk loans via the Borrower List screen To return a bulk loan issued on the Borrowers screen click Bulk Loans in the Circula tion feature set A list of all currently issued bulk loans is displayed on the Bulk Loans scree
195. les to the Access It helpdesk at helpdesk accessitsoftware com Software Update Checker This feature enables you to check on the latest features that have been added to the system and also to request the update Test Connection to Updates Server Test Connection features if you have not auto Help Info r Place Request matically received them i e Place background request for Software Check to enable you to update your are ata later tee automaticaly Access It system to the latest Download Now build of the software Download and save Software now Help Info Test Connection This option tests for inter net connectivity and checks that your computer is able to connect to the Access It Soft ware updates server with the Web Username and Password currently configured on the Organisation Info tab on the Organisation Setup screen These settings are ordinarily used by the BTS Back ground Task Scheduler service which checks for new software updates on a regular basis usually overnight r Load Update File Help Info Load new Software from file i 154 A This test also uses the Proxy settings for your current campus if these have been specified on the Site Info tab on the Campus Setup screen A For multi campus sites be aware that the BTS uses the proxy settings if specified for the default campus If you are attached to a different campu
196. lick Show Statuses on the List pull down menu on the Reserve amp Booking List screen and select or unselect the statuses you want to view by clicking on them one at a time Alternatively hold down the SHIFT key and click on a status to view only reserves for the selected status The status selection settings are saved per user and retained the next time the user displays the Reserve amp Booking List screen There are several alternative methods for cancelling a reserve You can simply delete it First highlight the reserve by clicking on it and then click Permanently Delete Records from the List pull down menu on the Reserve amp Booking List screen You can specifically cancel it Click View Details on the Issues Renewals screen to display all pending reserves for the selected borrower select the reserve s to be cancelled and click Cancel Reserve Booking to cancel the selected reserve s An individual can cancel their own reserves via the web OPAC assuming this functionality is enabled for users Reserves Bookings View Details To change the order of the reserves queue for a specific resource highlight a reserve for the cueue information resource in question within the Reserve amp Book tte The city London square mie ene Q P Borrower ing List screen Next click Set Queue Position E a SEF to display a dialogue that allows you to drag the 775S mete s5543 reserve order u
197. list of the classes depart ments and the number of overdue items for each To print overdue letters select the classes departments by placing a dot to the left of the group s required Clicking the Toggle header deselects the current selection and if only some are selected it provides the complement of the current selection The resulting list displays which borrowers have been issued the overdue items along with details of each item It also displays the due date the letter number that will be printed and the current charge that will be attached to the letter The charge displayed is the value of the pending fine unless the value has been modified by clicking Set Charge and changing the charge The letter numbers refer to specific overdue letter templates that can be set up and modified within the Correspondence editor see Correspondence Section Each time an overdue letter is sent to a borrower the letter number increments by one until it reaches the number of the final letter template in your system In this way the text for the first letter letter 1 could be a friendly reminder while subse quent letters could be progressively more demanding It is possible to change the letter number that individual borrowers will receive if the incremental approach is inappropriate To change the letter number for one or more overdue items first select the records you want to modify Then click Set Letter and select the r
198. llection the particular locations will be retained within the Over ride Location This is because the related checkbox Retain Locations of merged Resources as Copies Override Location has been ticked This is useful since over ride locations are visible to users when they search the catalogue If it was unticked then not only would the Easy Readers and General Fiction become Fiction but all the locations would also show as Fiction Shelves As described in the bold text on this screen you can navigate directly to the Data Entry Item Resource List screen or to the Data Entry Copy List screen for an indi vidual collection by double clicking the appropriate cell for that collection Display Collection pone Click Display Collection een Usage on the List pull The Number Resources column lists the number of resources that are in a particular collection eae ced arated le aes down menu to display the ee ee ee ee for resources copies or copy overrides depending on the column Collection Usage screen a a r Book Fiction Fiction Shelves 1183 1249 The list contains all the Book General Ficion Mezaarine Fidion Seclion collections currently displayed on the Collec tion Item Type List screen along with the number of resources copies and overriding copies in each As described in the bold text on this screen you can navigate directly to the Data Entry Item Resource List sc
199. locked That is for accounting and reporting purposes when calculating depreciation for a given year it is done with respect to a previous year and any corrections or adjustments are made in the year being calcu lated not in previous years which have already been closed off ies Therefore finalising any previous year s is required before calculating the next year s depreciation As stated above you can calculate depreciation for the current financial year as often as you like When you do this and the calculation is complete a message is displayed asking if you want to finalise close the financial year for the current year Once finalised the financial records for the current year cannot be recalculated If you choose not to finalise at this time then depreciation may be recalculated again as required up until the start of the next financial year Therefore it is best not to finalise the financial year summary until the end of the financial year Create a Backup This feature allows you to create an ad hoc backup You need to navigate to the location in which you want to save your backup file Note that a backup takes several minutes to complete Please note that backups cannot be made directly to CD drives because Java does not support this If you want to restore a backup please contact the Help Desk for instructions View Web Messages This function allows a borrower to send messages directly to the libra
200. lso allow other libraries to add your Access It catalogue to their own federa tions To do this click Federation Features and then Local Settings in the Library Setup feature set Your library catalogue has to be externally visible via the web OPAC before others can connect via a Federated Search In addition you have to Allow other libraries to 19 20 connect see Federated Search Setup Federation search options When you perform a Federation search you have the option to search the catalogues for all your Federation partners or you can choose to search a subset of Federation partners that you have previously moved into a group In this way you can limit your searching to Federation partners relevant to your search topic You have the option to perform Federation searches by Title Author Subject Series and ISBN Federation searching is available to users of your system via both the client applica tion and the Web OPAC and to all users or specific users all depending on how you have configured your Federation searching parameters Reading Lists As a library manager you can create reading A maximum of 15 search results will be retrieved from each selected Federation partner This limit is designed to reduce web traffic If your search doesn t return the resource you are looking for you may need to refine your search criteria Please note that as a Federation search searches other libraries via Z39 50 the
201. ly scanning the vari 182 ous jars that are required for normal operation For example it would not be uncommon for the application to take several minutes to start up due to the anti virus scanning of the Java runtime engine and its components In addition some anti virus software could prevent the automatic update from being saved on the client The recommended exclusions on Windows assuming a standard install to the C drive would be C Program Files Access It Software C windows z system32 java exe On the Macintosh the exclusions would be Applications Access It V8 Library Java INDEX A Accelerated Reader 107 Access It Background Task Scheduler 127 Access It BTS 175 Access It Clients 175 Access It Web Server 175 Access privileges 178 Active Directory 128 Active Directory Integration 172 Adding an Authority File entry 88 Adding Z39 50 servers 152 Additional Info 56 Add to Distribution Group 83 Advanced Home Menu 8 Advanced Label Editor 71 Creating Barcode Labels 71 Advanced Search 13 18 30 AIS Utilities 156 Allow Offline Mode 126 Alternate ID 80 Alternative Spellings 14 22 Amazon 179 Anti virus exclusions 181 Append Keywords 61 62 Append Subjects 61 Append URL 62 Associated User 80 Authentication tab 80 Authority Files 43 87 Merge 88 Modify 88 Only Show Duplicates 89 Only Show Unused Entries 89 Only Show Used Entries 89 Show Authority Counts 89 Subset of existing entry 43 Word Utili
202. m taking up a large amount of space in your database However the decision as to what choice to make in this respect is up to individual users If having all 106 000 Subject authorities loaded into the Subject authority file is not an issue then import them all If it is an issue then just preload them To import all 106 00 records browse to the import file name untick the Preload MARC file checkbox untick the Use Preloaded MARC checkbox and click the Import All Records option Once this option has been chosen continue to choose this option for future imports because there is no longer any point in subsequently preloading the file as all the records are now already in the Subject authority file To just preload the records browse to the import file name tick the Preload MARC file checkbox untick the Use Preloaded MARC checkbox and click the Update existing authorities option This both preloads the file and updates existing authorities in your Subject authority file that are also in the import file If new non SCIS authorities are created or imported in the period prior to the next SCIS import file becoming available then you can choose to update these from the preloaded MARC file To do this tick the Use Preloaded MARC checkbox untick the Preload MARC file checkbox and click the Update existing authorities option The import file name is not required as the process uses the preloaded MARC file Whether or not this option is
203. mage is saved clicking the thumbnail image on the data entry screen will enlarge the image for viewing purposes You must ensure that you satisfy all issues of copyright when manually retrieving and Saving cover images It is possible to copy the information from all the fields within a resource and paste them into a new record To do this press F7 on the Data Entry Resources screen This copies the current record details to the clipboard If you now create a new record and press SHIFT F7 this pastes the details from the copied record into the new record This can save a lot of typing particularly when most of the bibliographic details are repeated from one record to the next 47 48 Copy Information ag Book Copies Borrowing Detail 7 a 334579 Copy Information 4 rs lt CS i CU S CO cn 334530 04 11 2010 9898 _Replcement cosi oaos 334579 04 11 2010 o Accession No O O 334581 04 11 2010 a Seo pe popes Yes 04 11 2010 a e pe E reac e desst 510020 uee verdes The bottom half of the Location Resource Room Use Override Location sid Data Entry Resources screen shows information about multiple copies of the book Double clicking one of these copy rows displays further information about this copy On the Data Entry Copies screen you can edit the cost purchase date supplier budget indi vidual classification for this particular copy locat
204. mber If the newly modified barcode number already exists in the library you will be informed that a newly auto generated number will be created It is possible to create a new copy record which is a duplicate of the copy record currently being edited To do this click Create Copy to display the Create Copies dialog You now have the option to create 1 or more copy records along with the option to replicate the Supplier field and or the Comments field Creating Kits You can also assign other copies to a kit on the Data Entry Copies screen To do this first display this screen for a particular kit Next click Kit Info at the bottom right of the screen The Kit Items dialog box is displayed as shown on the right Now scan in the barcodes of the items you want to link to this particular kit Once the copies are entered in the Access It Library Sun 7 Nov 2010 Data Entry Copies X Kit Copies Borrowing Detail Information for Barcode No 108995 Cost 36 95 ce Purchase Date 03 09 2010 pkending Periods Vaue 36 95 Replag Access It Library Kit Items x Kit Items p Cant This is a list of kit items assigned to the current kit Double click on an item to remove it from the list Nonfiction Ue if Use O usec Additional Information C Lost Print Barcode _ Damaged _ Mark for write off Use Override Request additional information at issue tin WM Use Override Include in
205. merge the records into You might want to use this option if you have duplicate item records with different reference numbers and you want to merge them into the item that has an ISBN as the reference number ISBNLog drop down menu from within Data Entry Resource List og ag Select Batch If you assigned a batch during previous Rapid Data Entry sessions you may select this batch from SEE here This will display the items associated with Export ISBNs ne Advanced Search 100 Greatest Disasters The list of batches displayed represent only your recently created batches If you wish to see older batches that you have created click ISBNLog gt Select Batch gt Show all batches Access It Library Thu 27 Oct 2011 Data Entry Item Reso Export ISBNs This will export any valid ISBNs from the records currently listed on the screen Rapid Entry Access It Library Rapid Entry Create New Resources 7 ml Rapid Entry Create New Resources sms o Scan Barcode Search using C Order Only 7 Download cover images ISBN Author 9780330238328 9780261102217 9780224071260 No batch set Items scanned 3 The cataloguing approach used by Rapid Entry is Z39 50 retrieval This refers to retrieving bibliographic information via the internet This provides you with a mechanism to scan in ISBNs along with preprinted barcode numbers if these are being used and to search the internet via
206. mit Rows 9 25 Only Show Duplicates 89 Only Show Unused Entries 89 Only Show Used Entries 89 OPAC 135 Appearance 135 Banners amp Logos 136 Control 135 Default Search Options 137 News Items 136 Parameters 137 Opening Hours 145 Order Claim Letter 122 Order Form 120 Order Only 58 67 Orders 51 117 Items on order 117 Items to be ordered 117 Organisation Campus User 125 Organisation Setup 125 OR searches 18 30 Other Information tab 80 Other Libraries Federated Search 19 31 185 Overdue Letters 108 118 Emailing 109 Overdues automated 128 Overdue Slips 120 Overdues Lists 39 p Paste Record 60 Pay Dues Fines 37 Payments 116 Periodicals 52 Place Request 154 Plescon Security 159 161 Ports 177 Prediction lists Subscriptions 52 Print Ad hoc Letter 84 Barcode Labels 75 Borrower Barcode as Lists 84 Borrower Barcodes 84 Borrower Cards 84 Contents Labels 62 From Circulation 36 Lists 9 26 PIN Slips 84 Spine Labels 75 Proxies 177 Proxy Settings 11 129 186 Q Quick Report 73 Print Quick Report 74 Quick Scan Borrower List 85 Copy List 70 Item List 70 R Rapid Data Entry 63 Advanced Search 68 Configuration 65 Reading Lists 13 20 69 Re barcode Copies 70 Recall Notice 120 Receive Cash 38 Reconciliation Statement 111 Reference status 25 Reminder Notice 120 Remove trailing full stops 66 Renewals 35 Rental Charges 37 92 Rental Codes amp Charges 98 Request additional information at i
207. n Next select the Period Type such as Term Vacation and add a description in the Description field Leading up to a closure period you can choose to have all lending periods truncated to the last valid open day prior to the given closure In the example shown above this would mean for example that if a book is issued on 16 May its due date will be set to 20 May even though the book in question may have a 14 day lending period You need to set a return strategy appropriate to your organisation for each closure period Your return strategy may differ depending on whether the return date for an item falls within the period or outside it It may also differ from one closure period to another For example for a short holiday you might choose No Adjustment For a long mid term holiday you might choose either Must return before or Must return after And for an end of school year holiday you might choose Must return before If you want to have items returned immediately before the start of a closure period choose Must return before gt A Opening Hours A A If you want to have items returned immediately after the end of a closure period choose Must return after If you do want the lending period for items to be adjusted for a closure period choose Increase return date If you don t want the lending period for items to be adjusted for a closure peri
208. n You can double click on a particular relevant bulk loan to view its details and return or reissue some or all of the copies making up the bulk loan Select or deselect the copies to be returned by simply clicking on the particular copies in the list You can click on the Toggle header in the header line to select the complement of the current selection Once the copies have been selected click Return Selected to return them Alternatively you can reissue these copies by click ing Set New Due Date Overdues Lists og A Selecting this option allows Access t Library Overdue Lists 7 ea you to select the groups for Overdue Lists which you want to view or print overdue lists Your selection can be based on vertical groups classes departments or year groups from the drop down menu The initial screen only displays groups that have overdue items The figures on the right hand side indi cate how many borrowers contribute to the total over due items for that particu lar group In the example 2 borrowers in class 10HG contribute a total of 7 overdue items You can easily select or deselect groups to display by simply clicking on the particular group s concerned You can click on the Toggle header in the header line to select the complement of the current selection Once the groupings have been selected click OK to display the list of overdue items Your primary borrower group will automatically be displayed at lef
209. n to check the field matching for several records just to confirm that everything is as expected Also to prevent having to repeat this field matching in the future click Save This remembers the current field order and placement for the next time you do a borrower import When ready click Start Import to import all the borrower information The following import rules apply 1 If the borrower that is being imported already exists in your library and has the same borrower number the information from the imported fields updates the data in the existing fields That is the imported data replaces the existing data For example for an existing borrower with number 123456 an imported record containing the borrower number of 123456 replaces the existing data on that borrower with the imported data Any fields that are not imported are left unaltered If the borrower that is being imported does not exist in your library or the imported data does not include borrower numbers new borrowers are created and given the data that is being imported If the imported data includes a borrower number that does not already exist it is imported at the same time If a borrower number does not exist for any imported borrower Access lt assigns a unique number based on the next number in the sequence click Set Barcodes and then Set Borrower Number in the Library Setup feature set for information on how to modify the automatic numbering sequence If you
210. n Term 2 Holiday Return Strategy Return date DOES NOT fall in dosed period Must return after x Help Info Return date DOES fall in dosed period Must return before x Help Info These lending dates are not about specific items They are about valid lending dates for the operation of the library as a whole _ Caneel Closed Period ned By default the library is open You will need to identify the days for which the library is closed To do this left click on the first date of closure and drag the mouse pointer to the last date of closure for a particular contiguous date segment This highlights the dates for closure It is extremely important to create each closed period as a single contiguous block of days as above rather than one day at a time for each of the days in the overall closed period If you create a closed period one day at a time you then need to enter the same settings for each day of the closed period which takes a lot longer than doing it just the once for a single contiguous block of days Making this mistake tends to be one of the main causes of problems where the due date for an item is not what you expected it to be When dragging the mouse pointer to highlight a block of days for closure you can t drag across a month boundary In this case simply create the closed period in two blocks one to the end of the first month and one from the start of the second month as in the example show
211. n a user finds a list of items clicking Show Me Where displays a map of the library pinpointing the locations of the various items in the results list In order for the Show Me Where functionality to operate you must first have configured the library map and ticked this checkbox Once this has been done the program will indicate where items are located without any further intervention based on the classification Enable Z39 50 Within Access It it is possible to search various Z39 50 sites to retrieve bibliographic information In order for this feature to operate you must first tick this checkbox Support Accession of Foreign Currencies This allows you to convert the cost and or replacement cost of a resource to a value in a currency other than the system default Tab 4 Site Config 2 Web Services Web Reserves Tick this checkbox to allow Web OPAC users to make reservations Web Bookings Tick this checkbox to allow Web OPAC users to make bookings Web Messages Tick this checkbox to allow web messages in general Web Messages Guest Tick this to specifically give guests access to this feature Web Borrower Details This enables Web OPAC users to see their own borrowing details Having a separate setting for the web means that this feature could be turned on for the client application and yet be turned off for the Web OPAC Web E file Downloads Tick this checkbox to allow Web OPAC users to download e Files Web Write Revie
212. n login screen User sees Login screen Your library policy may dictate that users have to see a login screen before using the web OPAC or guest access is not allowed In this case you can select User sees Login screen to force users first to a login screen On this screen they will be able to login with a username and password that you have provided them and additionally you can choose to display a Login as Guest button on this screen On this Login screen you can also provide text that will be displayed e g a small notice or terms of usage item og i After you have enabled the new OPAC click OK to save the changes Open up your web browser and go to the OPAC you should now see the new one og Depending on how the web services have been installed you may simply be able to veiw the web OPAC by opening a standard web browser and entering the following URL http YourServerlPaddress 2000 where YourServerlPaddress refers to the server that is running the Access It web services og If you have bookmarked the root URL of the OPAC ie http YourServerlPad dress 2000 then when you visit it next you ll automatically see the new OPAC However if you bookmarked the main menu page of the old OPAC eg http YourS erver Paddress 2000 ais guestmenu jsp then you ll need to modify your bookmark to http YourServer lPaddress 2000 to automatically get directed to the new one ag If you are using Apache Tom
213. n on Reading Lists at setting up and configuring the web OPAC Within the client the Fast Find offers a quick method for finding information in Author Title Subjects Keywords Series or some combination of these or All Fields Advanced Search provides the opportunity to find information in a specific field or fields This includes AND OR and NOT searches Visual Search allows users to carry out a search simply by clicking on the image that represents a topic of interest New Items is a quick way of displaying items that have been recently catalogued What constitutes a new item is defined by the number of days since the item was catalogued and is set on the Site Config 1 tab on the Campus Setup screen Reading Lists will display any reading lists that have been configured within the system On selecting a reading list the associated items will be displayed Borrowing Detail lets users check what items they currently have out on loan and view their borrowing history They can also add their own areas of interest if SDI is turned on within Organisation Setup At the guest level users may also have the ability to print reserve book and read and write reviews if that ability has been accorded them by an Administrator user create citations for search results and view where the items are shelved These search options are also available under the Home menu for more advanced users Via the Search button 13 Fast
214. nd ISBN Federation searching is available to users of your system via both the client applica tion and the Web OPAC and to all users or specific users all depending on how you have configured your Federation searching parameters A A maximum of 15 search results will be retrieved from each selected Federation partner This limit is designed to reduce web traffic If your search doesn t return the resource you are looking for you may need to refine your search criteria A Please note that as a Federation search searches other libraries via Z39 50 the powerful and flexible Fast Find searching options you are used to when using Access It such as multiple search word truncations are not supported when you search any non Access It catalogues This simply means that using a search string such as ast so hem without the quotes to find the book called Astronomy in the southern hemi sphere is supported when searching another Access It library catalogue but isn t supported if they are not an Access It site If you wanted to search for this book on any non Access It catalogues your search string would need to be astronomy in the southern hem for example CIRCULATION This is where users can issue and renew resources to borrowers return resources issued both individually and as part of bulk loans explore details for both current and historical borrowings by borrower or resource pay charges receive cash and view ov
215. nd screenprints of any error messages to the Access It helpdesk along with the log file To create a screenprint on a Windows PC press the lt Print Screen gt key on the top row of the keyboard on the right to copy the screen Then open up a new Word document Edit and Paste the screenprint into the file and save it To create a screenprint on a Macintosh press the lt Apple Shift 3 gt key combination to generate a screenprint file on the desktop The file will be called something like Picture1 png Picture2 png etc Attach the screenprint file s to an email and send it to the Access It helpdesk Compact Database You should consider compacting your ACCeSS It pees sss database on a regular basis as it is a good method of carrying out preventative maintenance The Compact Database process includes automati cally backing up and restoring your existing data base file It is a handy method of reindexing and compressing your database Even doing this as occasionally as once a year can make a difference to your system performance Among the benefits of doing this are that the a il Perform a Database Compact This option is used to create a compacted copy of your Access It database by copying all your data into a new data file removing unused space rebuilding all indexes etc This can improve the performance of your database considerably and also validates that your data is in a consistent state This process
216. ng with the number available In the example above one copy is on loan so there are only 3 copies available Earthquake Teeriion o o Saye Tm Far otebus oa f the last available item is on loan the due date Location Fiction Shelves for that item will be displayed Clicking once on an item will display details about the item and its associated copies T Earthquakes Users can see details about this l item click on related links view the amea alternative locations identify when 5th http earthquake usgs gov eqcenter recenteqsww Quakes quakes_all html Notes A key book in the discussion on earthquakes This Sth edition adds new research to the discussion on Bolt Bruce Smales Isobel pe nonmen esn particular copies are due back and http www geonet org nz index html z fig eu earthquakes bgs acuk aor we i ee see and write reviews contents and cause and effect of these natural disasters et http www usgs gov hazards earthquakes so on They can also use the tabs to _sane Sieonersta cor other information Copy Information Barcode e Classif Location 334830 n Non Fiction Shelves 334829 ovember 2 Non Fiction Shelves 334828 n 55 Reference Shelves 111224 n Science Resource Room Many pieces of information are hyperlinked For example clicking on an author will display any other items by that author and so on Tag items by ticking the checkbox and choos
217. no longer has issuing rights Any issues leading up to this date are truncated to finish at this date Should you need to override the default finish date as set in borrower category for a particular borrower this can be done by entering an alternative date into the Finish Date Override field for that particular borrower record If a finish date exists in the override field this is used in any calculations Otherwise the default finish date on the relevant borrower category record is used Tutor enter the tutor name here The following fields require a selection from a drop down list rather than entering text You may add modify or delete items from any of these lists using Authority Files via the Cataloguing feature set Ethnicity choose from the drop down list Class choose from the drop down list Note that Class is part of the more generic name Department Vertical Group if you want to assign borrowers to a vertical group select a group from the drop down list here Vertical groups are sometimes used by schools that have houses and so on If a vertical group is entered for each borrower it is possible to print overdue lists sorted by vertical groups Category this is the borrower category Borrower categories are how you control the total number of items that can be on loan at any one time and so on Select from the drop down list To add new categories or modify existing ones choose Borrower Categories via Borrower
218. not to include the title and or the registration name for your organisation 73 6 og Borrowers og E Access It Library Select Call Number Style To return to the previous search menu click Find Again Select Call Number Style Title of Item You can select and omit rows by first O one oreewu highlighting the appropriate records Name of Organisation and then clicking Select Rows or Omit rg Please choose the elds you want to dsplay on the spine labels Rows from the List pull down menu 5 821 914 an a depending on what is required REF Name of Organisation Title of Item You can design your own spine labels This is explained in the Advanced Labels Section To save time contact the Access It helpdesk and we will email you a copy of the default spine label which you can import into your Access It system and change as required To access Borrower information click Borrowers in the Cataloguing feature set The first 10 borrowers are listed along with their borrower number name class department whether or not they can borrow items number of items currently on loan year group class department vertical group if appropriate borrower cate gory gender if configured to be displayed and the number of reserves and book ings they currently have Choose the appropriate options on the List pull down menu to select particular borrowers and omit others carry out fast finds searches and d
219. ntered in this field can be displayed by clicking Fast Find Hints on the Fast Find search screen within the client application then clicking the User Hints tab The default text shown can changed as required Tab 6 SMS Config Texting SMS Provider This is where you enter the name of your SMS provider In order to use SMS functionality with Access It you must first apply to Access It for a special licence number SMS Username Password Sender ID This is where you enter the details provided by your SMS provider Overdue Summary Message Text This specifies the text of the SMS message that will be used for your overdue notices Reserve Message Text This specifies the text of the SMS message that will be used for your reserve notices Recall Message Text This specifies the text of the SMS message that will be used for your recall notices Tab 7 Languages Multilingual Support Allow users to change Display language Tick this checkbox to allow the Access lt display language to be changed from English as the default to another language if required Languages Also allow switching to Tick the checkbox for each additional display language you may require At present the allowable options are Arabic and Chinese Font Control Main screen Font This configures the default font for displaying labels titles etc Text Entry Font This configures the default font for displaying text entry fields Campus OPAC The Campus OPAC sett
220. nts 180 7 Technical Overview 174 185 Technical Setup 159 Test Connection 154 Texting 134 Thesaurus or See References 23 Top Usage Statistics 111 Transfer 83 Troubleshooting your Z39 50 servers 153 Type 91 U Underdues Automated emails 128 Letter 122 Update Licence 150 Updates 178 URLs 28 Append 62 Dead Link Checker 90 User Authentication 11 User Settings 139 V View Cancel Reserves and bookings 35 View Log File 161 View More Details 28 View Web Messages 123 View Write Offs 116 Visual Search 13 19 31 Setup 146 W Web OPAC 7 13 See also OPAC Clients 175 Configuration 163 User Guide 169 Web Services 132 Web Username and Password 11 White Listing 179 Word Utilities 90 Write Offs Mark for Write Off 114 Write Off Marked Copies 86 Writing Reviews 29 Z z39 50 177 Z39 50 Servers 151 178 Federation searching 158 Setting server order 153 Troubleshooting 153 187
221. o copies these codes must be created Clicking Rental Codes amp Charges from the Cataloguing feature set allows for the creation and modification of these codes To create a rental code click Add Rental Code and type in a new code e g R1 into the Rental Code field In the field below enter the rental charge Next click OK to add this newly created code to the list To modify an existing code double click on the code you want to modify To delete codes first select them and then click Delete Selected Suppliers This displays a list of all suppliers in the system Click New Supplier at the bottom of the Supplier List screen to create a new supplier To modify existing data double click on the required supplier Imports Suppliers can be assigned to each copy record In addition orders can be printed or emailed to suppliers Import Borrower Photos It is possible to import borrower photographs Such an import works on the following assumptions iF The photos must be formatted as jpg gif or png By default Access It expects the borrower photo to be in the form borrower Number jpg or a filename extension related to the image format For exam ple if a borrower s barcode number is 123456 then importing a photo file called 123456 jpg associates this photo with the correct borrower However if you have an alternative file naming scheme for your borrower photos each borrower s alternative photo f
222. od choose No Adjustment Once the closure period has been highlighted and the appropriate settings have been entered click Mark as Closed Days The highlighted closure area will change colour to confirm that this closure period has been set If you want to deselect a highlighted area click Deselect This does not cancel a closed period it simply un highlights a selection If you want to cancel a closure period click on any calendar date within the closure period to select the whole closure period then click Cancel Closed Period This will remove the closure period completely If you want to cancel all closure periods within the system click Cancel All You will be asked if you want to continue or cancel this operation Click Yes to remove all closure periods completely You can specify the borrower types for which a particular closure period applies To do this either tick or untick the checkboxes next to the required borrower types A eee Library Opening Hours On the Calendar Maintenance screen click lies Edit Opening Hours to indicate the hours and days of the week that the library is open If you untick any of the checkboxes users will not be able to borrow any items on those days O S K K K K The opening hours should be entered in a 12 hour format with hours and minutes separated with a colon including AM or PM 145 146
223. om the list To omit records from a list first select the items to omit using the above ail re lt 2 methods and then choose Omit Rows from the List pull ener ae down menu Keyboard shortcut Command M Macintosh Unselect Al or Ctrl M Windows Print this list Thrl P Fast Find Chrl F oo Advanced Search ctrl 5 A Omit Rows is different from Delete Records Omitting records only removes them from the current view They Booking still exist and can be seen on other occasions Show Me Where From the list view you can choose Fast Find or Advanced Search from the List menu Alternatively use the keyboard shortcuts Command F Macintosh or Ctrl F Windows and Command S Macintosh or Ctrl S Windows respectively Print the list To print a list of found records click Print or choose Print this list from the List pull down menu A dialog box asks whether you wish to Preview Print or Save as PDF You may choose as many of these as you require Depending on the printer setup your computer uses you can select the page setup and the number of pages to print If Save as PDF has been chosen you will be asked to select the filename and desti nation From any Preview screen you can have the option to email a list or report This feature can be turned on or off for different users WHAT TO DO FIRST Installation Complete Now what Getting Started It is assumed that you have already installed th
224. on MARC records they may want guests to view the bibliographic record as a structured MARC record Tick this check box if this is required Require Guest Fast Find Selection For some sites librarians prefer users to make a conscious selection decision when carrying out a Fast Find When this check box is ticked the ENTER and RETURN keys are disabled on the Fast Find screen within the client application This forces the user to specifically click on the required search button e g Author or Title and so on Use Preprinted Copy Barcodes If your site uses preprinted copy barcodes tick this checkbox If your site uses Access It to generate the barcodes for your books or other media then make sure this checkbox is unticked Use Preprinted Borrower Barcodes If your site uses preprinted borrower barcodes tick this 133 134 checkbox If your site uses Access It to generate the barcodes for your borrow ers then make sure this checkbox is unticked Always verify Borrower When entering a borrower by name e g during circulation or when reserving an item Access It will progress to the next stage of the opera tion if a unique name is entered If a non unique name or group of characters is entered a list on which which you can select the appropriate borrower is displayed Ticking the Always verify Borrower checkbox enforces the selection from a list even if there is only one borrower that matches the entered name Allow Issues O
225. on the Campus Setup screen Append Keywords It is sometimes very useful to append a keyword or keywords to a found selection of items This may be because you had forgotten an important keyword or because new keywords have become relevant Firstly highlight the records to which you want to append keywords Next click Append gt Keywords on the Item pull down menu In the space provided type in the new keyword or keywords to append to the selected records You can enter more than one keyword at a time by separating keywords with a comma If a keyword already exists for a particular item it is not added a second time If a keyword does not already exist in the keyword authority file it is automatically added to the authority file Append Subjects It is sometimes very useful to append a subject or subjects to a found selection of items This may be because you had forgotten an important subject or because new subjects have become relevant Firstly highlight the records to which you want to append subjects Next click Append gt Subjects on the Item pull down menu In the space provided type in the new subject or subjects to append to the selected 61 62 A A gt gt records You can enter more than one subject at a time by separating subjects with a comma If a subject already exists for a particular item it is not added a second time If a subject does not already exist in the subject authority file it
226. onnect Host 23950 loc gov to click Z39 50 Servers in the pstetase voyacer Library Setup feature set User Name Format MARC Next click the Add button and fill poe eas in the details for the particular library in question For example if you want to connect to the Library of Congress the details to be entered would be Description Library of Congress Host Z3950 loc gov Port 7090 Database Voyager Username Password 122 Format MARC Enabled checkbox ticked Request via Access It proxy server checkbox unticked Select SUTRS Parser just leave this blank Once these details have been added tick the Enable Z39 50 checkbox on the Site Config 1 tab on the Campus Setup screen This will now make the Z39 50 feature available for Rapid Data Entry A The Outbound Port associated with each Z39 50 server needs to be opened within your organisation s firewall Otherwise your network may not let your computer connect to them Please talk to your IT Network manager about this For example with the Library of Congress above the Outbound Port 7090 needs to be opened within your organisation A An alternative to opening the outbound port for each Z39 50 server is to tick the Request via Access It proxy server checkbox Doing this enables you to bypass the ports in the network firewall for each of the relevant Z39 50 servers by going out via the Access It pr
227. or enter one per line Unassigned Resources Rapid Entry may not always be able to determine the most appropriate collection for a resource based purely on the details of the downloaded MARC record Access It Library Process All Process All However if you know for example that process options you are cataloguing all non fiction books earch amp Generate search then create Resources for MARCS C Search only don t create Resources just search at the moment then setting this to Non og Eee ee Fiction will place any indeterminable items within the non fiction collection Additional MARC Options v Duplicate Subjects as Keywords V Remove trailing full stops from appropriate fields v Create copies for these MARC records The Process Options on the right allow you to catalogue in two different ways rOrder Options e Supplied By Search and Generate cataloguing this oO E way is faster but means that if no result is returned for a particular ISBN a resource 65 66 is generated for this ISBN with no bibliographic information You will need to either update this resource manually or delete it and recatalogue it using Rapid Entry ata later stage Search then Generate cataloguing this way means you can update the resource list depending on the results of the search process before generating the resources If no result is returned for a particular ISBN t
228. or items click on the required mss sa Symphony e 112189 Fiction Midnight never come items in the issues list A dot is placed to the left of the item to indicate selection When all items to be renewed have been selected click Renew This renews the selected items assigning new due dates depending on the default setups for the particular item s and the current borrower A You can hide show the renew button for a particular type of user from within User Settings Y You can also return items directly from within the issues screen To do this just click the Return button at the bottom of the screen Scan in the barcodes to be returned or press the ENTER key to return to the issues screen for that borrower View Cancel Reserves and bookings Number of items reserved or Staff STAFF Access It Library Reserve Booking Details The City London square mile Reserve Pending 109358 112189 You can view all pending reserves and bookings for the current borrower on the Issues Renewals screen To do this click View Details To cancel a reserve and or booking select the record s to be cancelled and click Cancel Reserve Booking The column Q P is the borrower s current Queue Position for the item in question ag 36 Charges If charges have accrued to a particular borrower the details of these charges can also be viewed from the Issues screen To do this click Details to display additional charging informat
229. orrowers screen Pin Required For Reserves From Web For additional security within the Web OPAC you can insist on a PIN number being entered at the time when items are reserved This PIN number must match the number assigned in the PIN field on the Borrowers screen Pin Required For Bookings From Web For additional security within the Web OPAC you can insist on a PIN number being entered at the time when items are booked This PIN number must match the number assigned in the PIN field on the Borrowers screen Can Manage Advanced Bookings _ If ticked users with this login access will be able to use the Advanced Bookings functionality This functionality is accessed within the client application by clicking the Make Advanced Booking menu option on the Advanced pull down menu Can Email Reports When ticked users with this login access will be able to send emails from any Preview reports screen This effectively means from any list that is displayed within Access It since users can print and therefore Preview from any list and from any statistical report that is generated 143 144 Library Open Dates May 2011 Library open dates represent the valid mn me wa m moa lending dates for your library Some organisations such as schools may want to have lending dates restricted to those of the school terms for example Period Type Term Vacation z Descriptio
230. ote that images are not scaled within Access It Therefore the heights and widths of images used within the web OPAC should be determined within a graphics or draw ing package independently of Access It Once sized correctly these images can be included within the web OPAC As an example there are two banner heights avail able 120 px or 50px Banners imported into Access It should meet either of those specifications Since it is difficult to know what screen resolutions will be used by your end users it is common to make the width of the banner to be quite large such as 1900 pixels wide This means that users with large monitors will still see a full banner rather than an image that is cut short If you add a logo on the left hand side or right hand side it is common for this to be added as a separate image rather than included on the main banner background This ensures that the logos move correctly or float depending on the size of the user s monitor To ensure irregular shaped images on a differently coloured background are not displayed on a white or black rectangle these should be saved as transparent images JPEGs do not support transparencies so images that need transparency should be saved as GIFs or PNGs Any graphics used within a web environment e g the web OPAC should be compressed images Generally images should be less than 20KB unless there is a very good reason for having larger files As in
231. ou can then mente choose which of the alternate spellings you actually want to search for i e elephant and click Search to perform the search you originally intended Search Cancel ake sure you re Search Other Libraries Y To carry out a Fast Find which limits the words to an exact match enclose the search criteria in speech marks For example a Fast Find on plane will search for all instances of the word plane without including items on planets A Fast Finds and Advanced Searches are not case sensitive Therefore searching for eleph will automatically find both lower and upper case instances within Access It ag Using a Fast Find in All Fields is the least desirable of the choices and should be used infrequently This is because it literally searches through all fields For example if looking for information on black holes and you type in black it will also find publishers called A amp C Black In general if you are seeking data in other fields it is preferable to do an Advanced Search Punctuation stripping To remove any user confusion about whether or not to include punctuation in search strings punctuation is stripped out of both source and target search strings before Fast Find searches are performed Some of the punctuation symbols which are stripped out of search strings are those suchas j e To Campus a Fast Find If more than one campus is in use and if this feature has been tu
232. ou would like to delete the 1 thatis OK Click Process All if you want to apply selected actions to borrowers with problems Click Print to print the list Click Cancel to exit Borrower Borrower Number May Alex 0169 V Remove Outstanding Reserves Bookings Action For Borrowers With Items On Loan 2 Do Nothing Borrowers not deleted Return Items then delete Borrowers Return Items and mark for write off then delete Borrowers C Return Items and mark as lost then delete Borrowers Note A comment will be appended to all returned copies You cannot immediately delete borrowers who have items currently on loan as these items must first be returned A Delete Borrowers screen will be displayed present ing you with various options for treating these items You will need to decide what course of action you want to take in such instances A Clicking Process will only delete borrowers with no loans whereas Process All will apply the actions you have chosen in the lower half of the screen as well Data pull down menu on the Borrowers screen Data Replace Access It Library Thu 27 Oct 2011 It is possible to do a global replace of the data in one field for a all the records in the current selection E o 85 86 To do this first find the records you want to edit either by using Fast Find or Search Records or by highlighting them and then clicking Show Ro
233. ount to a particular amount discount by a particular percentage or discount to the amount already paid Where discounts are given a description field exists to record the details or circumstances of the discount By clicking New Charge you can also create an ad hoc charge for a particular borrower Charges Historical The Charges History screen displays all charges that have been paid either in full or in part To gain a summary of the list select the records on which to report and click Totals This sums the charges broken down by the charge types To view details on any Cash Received items entered via Receive Cash in the Circula tion feature set click Show Cash Details The resulting list includes the description of what the cash was received for for example photocopying expenses Payments When charges e g fines are paid the information from this transaction is logged Choosing Payments amp Charges and then Payments within the Management feature set displays who paid the charge how much was paid the date and time it was paid what the login user name was and the receipt number that was generated at the time If any discounts have been made to any charges clicking Show Discounts displays details of why the discount was applied View Write Offs A To display the list of stock written off click View Write Offs within the Management feature set The resulting display shows each item that has been written o
234. oup of authorities click on the first authority required then hold down the SHIFT key and click on the last authority required This toggles the first authority the last authority and all authorities in between Check for related video clips from the Help menu within the Access It application Maintain pull down menu on the Authority Files screen Show All Words Choose this option to display all entries in the currently O22 tu770s Zi selected authority file This is the default option each time ETE GE the Authority Files screen is displayed Only Show Duplicates Only Show Used Entries Only Show Unused Entries Show Authority Counts Only Show Duplicates aya Choose this option to only display duplicate entries in the Check Selected URLs r heck 5 currently selected authority file E Print this list Only Show Used Entries Choose this option to only display entries that are attached to at least one catalogue record Only Show Unused Entries Choose this option to only display entries in the currently selected authority file which have never been selected on any of the detail screens Show Authority Counts Choose this option to display an extra column on the Authority Files screen showing the number of references to each authority within the Access It system 89 Word Utilities Choose this option to display a screen allowing you to Gi Access It Library Word Utilities Word Utiliti
235. overdue You can set up this feature on the Server Compo nents tab within the Organisation Setup screen 109 Statistics To view statistical reports click Statistics within the Management feature set This lists the following system defined statistical reports For many of these reports you can enter your own parameters to gain the information you require For example choosing Library A pi aaa Usage By Date provides a number of Select Report Parameters date selection options By default r Select Dates Required 7 Biased on nanan Yema ieee en the report is based on all financial r Financial Year Selection Select Start amp End Dates See years the financial year can be defined on the Organisation Info tab i 25 05 2011 A on the Organisation Setup screen Select Report Parameters Unticking the Select All Years checkbox allows users to choose an individual financial year on which to base the report r Select Dates Required G Based on Financial Years Based on specific dates Financial Year Selection r Select Start amp End Dates Select ALL Years OR Select the year that you wish to run the report for E 25 05 2011 E 2011 01 01 2011 31 12 2011 Selecting the Based on specific dates radio button allows users to identify a start and end date on s
236. ow Borrowers to Self Renew Items Tick this checkbox to display the Renew button when a borrower views their borrowing details on the Web OPAC The number of times a borrower can self renew is determined by the Must sight after number of renewals setting within Borrower Categories Allow Borrowers to Edit Personal Details Tick this checkbox to display the Edit button within the My Contact Details tab on the Web OPAC Keep Borrowers Logged In Tick this checkbox so that users only have to enter their borrower details once when accessing multiple areas of Web OPAC functionality requiring a borrower login e g write a review view my borrowing detail write another review Login Borrowers with their User Settings Tick this checkbox so that borrowers are logged in as their associated user when accessing an area of Web OPAC functionality requiring a borrower login e g write a review view my borrowing detail If configured this will occur automatically when logging in to the Web OPAC in a single sign in scenario Hide My Contact Details Tick this checkbox to hide the My Contact Details tab within the Borrowing Detail area of the Web OPAC Default Search Options Tick the Option Visible checkbox for each search option that you want to be available when you do a Fast Find search on the Web OPAC Tick the Default Search checkbox for each search option that you want to be performed when you do a default Fast Find search on the Web OPAC The d
237. owing Categories screen the following information can be entered Borrowing Categories Category Information Name Maximum no of items Must sight after no renewals Obey must return v Allow reserves on Available items _ Can book Maximum No of booking Can reserve v Maximum No of reserve Name this is just a name for the borrower category Examples might be Student or Staff Maximum no of items this represents the maximum number of items a borrower assigned to this category can have out on loan at any one time A This represents the total number of items for all collections The maximum number 81 of a particular collection is set within each collection Priority this represents a number from 0 9 Borrowers with a higher priority move up the queue when reserving items For example if staff members have a priority of 5 and students have a priority of 1 then staff members will always move up the reserve queue ahead of students if reserving the same item Reserve charge if you want to make a charge for reserving items in the library enter this charge here Exempt all charges this exempts borrowers in this category from all charges such as fines and rentals Finish date this represents the last date that a borrower is a valid borrower in the system As a finish date approaches any issue loan periods are
238. oxy server You should note that connecting to a Z39 50 server via the Access It proxy server takes marginally longer than connecting directly via the outbound port so the cataloguing process may appear to take slightly longer to complete You should also note that if you use a proxy server your proxy server settings need to be configured into your Access It system in order for you to connect to Z39 50 servers via the Access It proxy server If you need to enable or disable multiple Z39 50 servers you can quickly do this by selecting the servers to be updated on the Z39 50 Servers screen and clicking Toggle Enabled Troubleshooting your Z39 50 servers If you need to change multiple Z39 50 servers to be accessible either directly via the port or via the Access It proxy server you can quickly do this by selecting the servers to be updated on the Z39 50 Servers screen and clicking Toggle Proxy Setting the Z39 50 server order You will probably want to enter several Z39 50 servers so that if the ISBN is not found within one library Rapid Entry can continue searching the next library and so on Rapid Entry will search all enabled Z39 50 servers until all ISBNs have been processed However some Z39 50 library servers will be more suited to your purposes than others as they may give you a better success rate in terms of successful ISBN match ing and or provide better bibliographic information based on your particular library needs To
239. p and down for this resource 115 Click and drag the items in the list to set the order An beside the queue position signifies a user set position Reviews Clicking Reviews within the Management feature set shows all the reviews currently available On the Review List screen you can read a review by double clicking it At this stage you can also modify and verify the review If there are a large number of reviews to be verified you can sort them by clicking the column headers or you can use the Fast Find function CTRL F Windows or COMMAND F Macintosh to search by date reviewer title type or rating You can delete reviews by choosing Permanently Delete Records from the List pull down menu Once a review has been verified i e moderated it is available for other borrowers to read Charges and Payments Charges Current The Charges Current screen displays all current charges along with details of the items such as when it was issued due and returned The Type column displays an abbreviation relating to whether the amount is for overdues Odue rentals Rent 116 base charges Base or miscellaneous charges Misc Other columns include the amount charged what has been paid to date and how much is still to pay It is possible to discount the selected records listed by first highlighting the records you wish to discount and then clicking Discount From here you can choose to disc
240. page To search for a word that may exist as a singular and plural form it is best to search for the singular form For example if information on penguins is required enter ing penguin will find penguin and penguins Entering penguins however will find penguins but will not find penguin Given that some plurals change more than just the last letter it is a good idea to enter only enough letters required to find what is required eg peng Within Advanced Search the search is a field starts with search To find items where the search criteria exists anywhere within the field ie a contains search include the as a wildcard at the beginning of the search criteria For example searching for bear in the title will find any titles beginning with bear including A bear and The bear However searching for bear will find any title containing bear such as The unbearable visitor as well as The wild brown bear Visual Search New Items Y The Guest menu can be configured to show a Visual Search button Clicking Visual Search displays a set of visual search categories on the left hand side of the screen Clicking on any one of these categories displays the corresponding set of visual search option buttons for that category Clicking on an option button on the right hand side carries out the appropriate search Via the Library Setup the visual search categories and opt
241. plan to export data from an existing borrower database to import into Access It it is important to make sure that the exported database contains a unique borrower number for each borrower That is your borrower database should contain a unique borrower number for each of its records and this unique number should always be exported at the same time as the other information Then when the data is imported into Access It this unique number can be used by Access It as its own borrower number In this way subsequent exports and imports will work correctly since the updating of fields is always based on matching the borrower number from the imported data with the existing borrower number in Access It Import MARC Records includes SCIS USMARC and UKMARC formats A A A The importing of MARC records can be used to update existing resource records or create new resource records where none exist for a particular ISBN Updating is often used to tidy up existing records Unless you have ticked the Create copies for these MARC records checkbox the imported MARC records are used to update existing records only If you use preprinted barcodes you should first create stub records using the Rapid Entry process described above This allows you to scan in both the ISBN and its associated pre assigned barcode for each book Then choose Generate Only in your Process Options in order to create stub records A stub record is created con
242. port rather than directly into stocktake is that if disaster strikes and you lose your stocktake data you can quickly re import the text files rather than having to re scan all your barcodes A second advantage is that you don t need to check the screen for warning messages after scanning each barcode 113 114 Review At any stage during the stocktake period you can obtain a stocktake summary report by clicking Review on the Stocktake sub menu This report shows the number of each item in the library along with the number currently found and not found List Not Found Once the stocktake has been completed click List Not Found This stocktake report shows every copy in your stocktake selection that hasn t been scanned into the stocktake This list also has a column for Due Date Sorting on Due Date by clicking the Due Date header at the top of the screen displays any copies which are still out on loan in a block You can then choose to omit these copies when marking them as lost or for write off To mark these not found copies as lost or for write off first highlight the rows required pressing CTRL A Windows or COMMAND A Macintosh selects all the rows and then choose either Mark As Lost or Mark For Write Off within the Mark As pull down menu Mark for Write Off A The are two convenient ways of marking for write off One is from the List Not Found screen The other way is to choose Mark For Write Off on t
243. powerful and flexible Fast Find searching options you are used to when using Access It such as multiple search word truncations are not supported when you search any non Access It catalogues This simply means that using a search string such as ast so hem without the quotes to find the book called Astronomy in the southern hemi sphere is supported when searching another Access It library catalogue but isn t supported if they are not an Access It site If you wanted to search for this book on any non Access It catalogues your search string would need to be astronomy in the southern hem for example a Access It Library Reading Lists Select the reading list you would like to view Then click lists from the Data Entry Item List Catalogu ox ing gt Data Entry These lists can then be _ sso3 Sous EOE Year 11 Biology Research Project made visible via the web OPAC Users select vearo science Astronomy the reading list they require and click OK to view these items My Library Borrowing Detail A Choose this option to see your own borrowing details your borrowing history to manage reserves update email and mobile phone details as well as register your own areas of interest Once a borrower has entered their borrower number and PIN if required a list of books they have on loan is displayed A user can navigate to view their borrowing history and to view and manage any items currently on
244. r a borrower s name or their number during the issue or reserve process If not they will have to specifically enter the borrower s number Retrieve e Files If ticked users with this login access will be able to download a copy of any catalogued electronic file to their computer It will be a copy only and will not be able to be returned Edit e Files If ticked users with this login access will be able to download a copy of any catalogued electronic file to their computer This copy will be issued to the particular user and must be returned by the due date During this time the user may modify or update the file Once returned this updated file will over write the original file Once the due date has been passed the e File cannot be returned Modify Lists If ticked users with this login access will be able to modify the authority files This means they will be able to modify add and delete the existing lists of authors publishers types and so on Pin Required For Reserves For additional security within the client application you can insist on a PIN number being entered at the time when items are reserved This PIN number must match the number assigned in the PIN field on the Borrowers screen Pin Required For Bookings For additional security within the client application you can insist on a PIN number being entered at the time when items are booked This PIN number must match the number assigned in the PIN field on the B
245. r PINs Borrowers must enter their PINs if PINS have been configured to be required for any of reserving resources booking resources viewing borrower details downloading e files or writing reviews whether via the client application or via the Web OPAC or for sending web messages via the Web OPAC Print PIN Slips If you want to print PIN slips for your borrowers first highlight the borrowers for which you want to do this Print Letter Choose this option if you want to print a general purpose letter to give or send to one or more borrowers These letters can be created via Management gt Correspondence and then choosing Letter Editor Email Letter Choose this option if you want to email a general purpose letter to one or more borrowers These letters can be created via Management gt Correspondence and then choosing Letter Editor Print Borrower Cards Choose this option if you want to print out borrower cards e g onto labels to stick onto cards These print out at 10 per page and include the photo if one exists Merge Borrowers Highlight two or more borrowers to be merged and choose Merge Borrowers from the Borrowers pull down menu A screen is displayed allowing you to choose which borrower to merge the records into When borrower records are merged any current or historical borrowing information is also merged for these borrowers You might want to use this option if you ended up with duplicate borrower records af
246. r Z39 50 servers and generates w Eri lf you can reach a server directly then it is recommended that you turn off request via Access It Proxy Server because generally the connecti ill be faster However if do not have direct acce bably be e the server port blocked and it i a report summarising the results f kmieni aneio mi uniata U ANE Aa sees ery Sona TANI you access A green tick indicates a successful Test End gt result and a red cross indicates a n failed result You might discover for example that you are failing to get a connection to one of your Z39 50 servers directly via its outbound port You could resolve this problem in one of three ways by opening the relevant outbound port for this Z39 50 server in your organisa tion s firewall by attempting to connect to this Z39 50 server via the Access It proxy server by disabling this Z39 50 server Or you might discover that you can t connect to any of your Z39 50 servers via the Access It proxy server In this case you could resolve the problem by checking that your organisation s proxy server settings have been correctly configured into your Access It system and that http www accessitservices net has been whitelisted 153 A If you are unable to resolve any problems of this nature then save a copy of your Diagnostics report and generate a log file by clicking View Log File in the Technical Setup feature set Then email these two fi
247. r oversupplied The order claim letter can be edited in a similar way to the above overdue letter Underdue Letter You can create the text for an underdue email that can be sent to borrowers when their items are nearly due This can be edited in a similar way to the above letters Depreciation Calculation Financial year records are kept for every financial year for which depreciation is calculated Clicking Depreciation Calculation within the Management feature set provides a financial summary for previous years The information displayed includes year gross value depreciation net value number of assets and the date on which it was calculated You can switch between displaying the Full Depreciation totals and the Library Depreciation totals by clicking the View Library Depreciation View Full Deprecia tion button These totals will differ if there are resources not marked for inclusion in statistical reports You may calculate depreciation more than once for the current financial year previ ous calculations for that current year are discarded unless the year has already been finalised For example you might have calculated depreciation in the last month of the finan cial year then added some copies to the library or changed a depreciation rate In this case you will need to recalculate depreciation However for financial integrity each financial year summary eventually needs to be finalised i e closed or
248. rd selection Access It Default It is a good idea to always test your label design and layout on a blank sheet of paper rather than on more expensive labels Only when they have been tweaked _ umshtreweapartalshestoflebels select the fetsbe Select fetibe 1 and tested should you print on real labels If you wish to print multiple copies of these labels select the quantity Select quantity 1 X The above applies to creating borrower labels The only difference is that they are created via the Borrower List and there are differ ent fields to represent the information held on borrowers You can include a borrower photo if required when designing borrower labels This can be useful if generating borrower cards for your users List gt Quick Report The functionality here is very similar to the label editor though is in many regards less complicated As with the Label Editor it is possible to create an ad hoc report template by dragging required fields onto the blank template in the lower part of the screen These templates can be saved for later use 73 4 og List gt Print Quick Report It is very easy to print an ad hoc report for the records Access It Library Wed 2 Nov 2011 Data Ent currently listed based on a previously defined Quick EA Report template To do this click Print Quick Report and select the report template from the list Select Row
249. re or squares that represent a distinct classification region 2 from the Choose Media for selected cells drop down list select the media that is found within the chosen region e g Book 3 from the Choose Media Category for selected cells drop down list select the Item types for the media found within the chosen region e g Non Fiction 4 enter the classification Call start and end values e g Start 600 End 636 999 for Dewey numbers between 600 and 636 999 5 click the Save button to save this setting 150 Repeat these steps for additional cells or regions Once completed make sure the Enable Show Me Where checkbox has been ticked on the Site Config 1 tab on the Campus Setup screen Once the above is completed all current and new acquisitions will automatically be visible on the library map based on the appropriate classifications being identified in the Library Map Setup Update Licence Access It operates on an annual licence maintenance agreement Each year it is necessary to update the licence registration details Automatic Licence Update If the BTS Background Task Scheduler service on your Access It server machine is configured to run and is actually running then your annual licence details can be automatically updated every year as they become available Manual Licence Update If the BTS Background Task Scheduler te service on your Access It server machine l accessit is not configu
250. red to run or is not actually eanta Details library running then you will need to contact persed EEN the Access It helpdesk to obtain your Tee eer annual licence details If you leave this an until after your licence has expired then you may see a licence warning message every time you start up Access It and if you leave it too long then you will be restricted to Guest user access only A A Once you have obtained your annual licence details click Update Licence in the Library Setup feature set enter your new details usually just a new licence number exactly as supplied by Access It Software Ltd and click Continue Your licence number must be entered exactly as supplied Do not include additional spaces or other characters Do not change the licence name displayed on this screen You should also enter the last six digits of your licence number into the Web Password on the Organisation Info tab on the Organisation Setup screen Once these details have been entered then you will not need to update them for another 12 months 739 50 Servers Z39 50 technology is a modern and powerful way of connecting to other libraries around the world It makes use of the Z39 50 protocols and Access It has these built into the system Connecting to Z39 50 servers via the internet allows cataloguers to gather bibli ographic information based on a book s ISBN Requesting this information from a Z39 50 server is a client initiated ac
251. reen or to the Data Entry Copy List screen for an indi vidual collection by double clicking the appropriate cell for that collection This particular copy was given an override collection type of Reference This makes that particular copy behave as if it were part of the reference collection That copy is visible in the Reference row under the Overriding Copies column as shown Double clicking that cell will display the particular copy You can merge selected collections in the list by clicking Merge Collections You can generate a report of the list by clicking Print 97 98 Budgets og Using Access It it is possible to set up budgets and assign spending criteria to each of these budgets This includes total expenditure the year for which the expenditure is valid and any permitted variance in expenditure that may be permissible Setting up budgets therefore enables purchases of items to be assigned to a particu lar budget or budgets This can be done by entering appropriate details within each copy record or on the Orders tab within the Data Entry Resources screen Clicking Budget from the Cataloguing feature set shows the various budgets along with the funds allocated committed and spent A running balance is also displayed Funds committed include those items that have been ordered and assigned to a particular budget When the items are supplied and received into the library the status changes from Committed to Sp
252. report back on the installed version For example C Documents and Settings Joe Bloggs gt java version java version 1 5 0_11 Java TM 2 Runtime Environment Standard Edition build 1 5 0_11 b03 Java HotSpot TM Client VM build 1 5 0_11 b03 mixed mode For example the above means that you already have Java installed on this computer and the version is 1 5 0 release 11 If when you entered java version it did not return information about the java version then you do not have Java installed To install Java open a web browser and connect to http www java com and carry out an online installation of Java A Of course using the browser based web OPAC does not require any installation over and above the standard web browser Local Firewall Access It will run under MS SQL and IIS It is also available as a Firebird SQL and Jetty web server deployment as well Under Firebird SQL Firebird requires access to port 3050 The default web server install Jetty uses port 2000 though this can be changed to another port via the brooklyn xml configuration file on the server Port 4050 is another port that is used within Access It for communications between the server and client Anti virus exclusions It is important to exclude the Java runtime and the Access It Software folder from continuous anti virus scanning If these are not excluded anti virus software can effectively cripple the speedy operation of Access It by continual
253. rian from the 124 web OPAC It can be used for things like requests or suggestions for book purchases Check for related video clips from the Help menu within the Access It application Configuring the use of web messages is done on the Site Config 2 tab on the Campus Setup screen To create a web message see the instructions on using the Web OPAC When a web message arrives a white message box is displayed at the bottom left hand side of your screen If you click this immediately you are taken directly to the message If you do not a Message Waiting sign flashes in the bottom left hand corner of various dialog boxes to remind you there is a message waiting To view the message click View Web Messages within the Management feature set and double click the message you want to read At this stage you can print decline or process the message Once the message has been processed Access It no longer reminds you that there is a message waiting LIBRARY SETUP This feature set allows a user to set up many of the parameters and configurations to Suit a particular organisation It includes configurations at the organisational level campus level and user level This is also where library open dates can be set up where the visual search buttons and criteria can be entered and where various labels and buttons can be modified Within this section it is also possible to set barcode parameters both borrower and copy such as the b
254. rm it is best to search for the singular form For example if information on penguins is required entering penguin will find penguin and penguins Entering penguins however will find penguins but will not find penguin Given that some plurals change more than just the last letter it is a good idea to enter only enough letters required to find what is required eg peng Within Advanced Search the search is a field starts with search To find items where the search criteria exists anywhere within the field ie a contains search include the as a wildcard at the beginning of the search criteria For example searching for bear in the title will find any titles beginning with bear including A bear and The bear However searching for bear will find any title containing bear such as The unbearable visitor as well as The wild brown bear Visual Search New Items Y Clicking Visual Search displays a set of visual search categories on the left hand side of the screen Clicking on any one of these categories displays the corresponding set of visual search option buttons for that category Clicking on an option button on the right hand side carries out the appropriate search Via the Library Setup the visual search categories and options can be edited added to and deleted Different search criteria can also be added to each option button to extend the search results
255. rned on within e a user may aio lt elect a a campus from the drop down box that Title Subjects Keywords would appear within Fast Find If there Sehr are no campuses showing it is because Keywords either campuses have been turned pa off within the Organisation Setup Pane All Fields or because no campuses have been Kensington added Default search action d This is what happens when someone enters text and presses the ENTER key For example in the screen above the default action will be to search all Titles Keywords and Subjects You can configure the default action such as adding Series via the web OPAC setup gt OPAC Parameters tab You can easily change the default search fields within the web OPAC via the web OPAC setup OPAC Parameters tab 15 16 List View When a Fast Find or Search is carried out within the web OPAC the resulting list similar to Home Search 100 Greatest Disasters WAKES RESU SO A Author Barber Kyla Ed Copies 1 FA Eh Fast Find Type Non Fiction Available 1 g Media Book Classif 363 34 Location Non Fiction Shelves Advanced Search Earth Visual Search ee Author Green Jen Copies 4 Type Reference Available 4 O Z New Items Media DVD Classif 363 3 amazon p Location DVD Shelves Other Libraries Earthquake Reading Lists Author Jenkins Jerry B LaHaye Tim Fa s 1 EN Type Fiction Date Due 03 11 2
256. rns Borrowing Detail Pay Dues Fines Receive Cash Bulk Loans and Overdues Issues Renewals m Circulation ih Dismissing input boxes Whenever an input box such as when entering a borrower number or barcode during circulation is blank pressing the ENTER key will dismiss that window Alternatively you can click the Cancel button or in some cases press ESC Special Symbols A is used to show something which is particularly important Y is used to show something which is a great idea Quick GuIDE To Access IT The Guest Home Menu Set Sa ees 2 Gere beeen dese i ERPE i d H 1 3 L a u en jji ey This level of access is used for searching the library for infor mation about items that are a Lr O O available and where they can SAMMI cr O OOOO AERE naa be found Generally users will be search ing from a standard web manaha Een onat aa aaa serena be tama oa beag ee browser By default Guests Sosa Eemterekae naaa can carry out many very power ees e S r u ful searches including keyword napsi O pieelaeeiee ean f searches subject searches om a ane multi field searches listing new item arrivals visual searches as well as monitoring their own individual borrower records It can be configured so that other library catalogues can be searched from this screen as well In this way users can access the library catalogue f
257. rom any computer running a browser such as Internet Explorer Safari and Firefox Please refer to the section on the Web OPAC For convenience a user of the client application can quickly carry out similar functionality directly from within the appli cation Bowe 412 wa Find Advanieed Search Visual Search The Guest user can view a list of items on the screen They can have the option of print ing lists reading and writing reviews making reservations New Hems Borrowing Detail Other Libraries and bookings logging search results and viewing where the found items are held The Library manager when working at a different access level can define within Library Setup what features a user can see refer to the section on User settings Various options can be turned on or off For example the Quit or Visual Search buttons could be removed for some users The Advanced Home Menu This level can provide access to all aspects of library operation depending on es Ma the features that have meee been assigned to a user It can include all the functionality that the Guest home menu contains plus all other features and feature sets you wish to assign to a user Search Circulation e C 7 A In general you will Management Library Setup Technical Setup only want the library accessit systems administrator and trusted library manager to have access to all features and feature sets It is possible to d
258. rower records are imported and the records include an existing borrower number e g unique student number then this number will become the person s borrower number within Access It Where the borrower record already exists the existing record will be updated with the new information Where the borrower record does not exist a new record will be created for this borrower If the imported records do not contain an existing borrower number or if you do not import borrowers from a central administration system Access It will generate the borrower numbers for you The borrower numbers that are eenma Alter Barcodes generated are based on the value of the Next Borrower barcode The next barcode can be set here Click the Advanced button to alter the prefix the suffix or to alter the length of the displayed core displayed on the Alter Barcodes Warning Advanced changes can result in all barcodes being altered having a significant impact on your system This can also be a long operation slowing other functions within the system dialog For example if 1005672 is displayed then this will be the next auto generated borrower ies Slide Sates aie number used when the next L 00000061 Loo d e borrower is created Set the next Borrower barcode you expect to issue 148 A To use preprinted borrower numbers tick the Use Preprinted Borrower Barcodes checkbox on the Site Config 2 tab on the
259. rt Label For example Label Layout MyFirstBarcodeLabel To view the label output at any time just choose Print Preview from the Labels drop down menu Creating Spine Labels og Access It Library New Label Setup Next we ll repeat for the spine label design menee orara pg u As before choose New Label and enter in the name for this o me label Drag the required field s onto the label template For classifications that wrap ensure that the field is re sized to fit the wrapped classification The format for the classification wrapping can be set via the Set Clas sification Format button To do this first click the Classification field pamm already placed on the label template Then Title of Item Title of Item click the classification format button 821 914 REF O one oeeneuu Using the labels oe TTT You can use the above labels from within the ween Data Entry Copies List and also from the Name of Organisation Barcode List screen Tle of em ag Creating Borrower Labels og ha F141 For example from the Barcode List screen clicking Print Spine Labels button will display a choice of labels Choose the label you require and set it to be the default if you wish and click OK Access It Library Select label This will allow you to print or preview the labels for the the current reco
260. rticular copies can then be easily found by doing a search for any copies with purchase date accession date equal to the date the MARC records were imported Remove trailing full stops from appropriate fields If this checkbox is ticked then trailing full stops are removed from the following fields Authors Publishers Series Subject Edition The exception to this is Authors initials and abbreviations for example etc Import MARC Authorities SCIS subjects only The importing of MARC authorities can be used to update existing Subject authority records or create new Subject authority records where the authorities don t already exist The Subject authorities can be updated to include additional information such as See Also references and to identify those which are authoritative Click Imports and then Import MARC Authorities within the Cataloguing feature set If you are importing from one of the downloaded quarterly SCIS import files then jos locate the appropriate MARC authorities file The MARC authorities are assumed to be in Voyager format where each record is separated by character 29 A Once the import of MARC authorities has begun it must be continued until finished It is a very good idea to make a backup of the Access It data file before importing MARC authorities just in case the MARC authorities are corrupted in any way If necessary the backup allows you to return to a pre import copy of the Acce
261. ry borrower number 11 4 Single Sign On Access It supports SAML2 and Shibboleth 2 for SSO integration Comments this means that if a user is already authenticated via an IdP Identity Provider that authentication will suffice for other web applications including the Access It web OPAC Once logged into Moodle or other SSO web applications the user won t need to re authenticate themselves as they are already known to the system Organisations need to contact Access It support desk to arrange configura tion of the necessary security certificates between IdP and the Access It application GUEST ACCESS VIA THE WEB OPAC og Central to any good library system is an effective way of finding information From any standard web browser users can choose to either do a Fast Find or to do a more complex Advanced Search Users can also view New Items carry out a Visual Search see reading lists or check the details of their own borrowings Generally users will be searching from a standard web browser For convenience a user of the client application can quickly carry out similar functionality directly from within the application Search Fast Find Advanced Search While the features are similar they are not identical The Visual Search wi web OPAC provides additional configuration options and i additional flexibility and that is one of the reasons it is the Other Libraries sa preferred OPAC for guest users Please see sectio
262. s Select All Show All Unselect All Print this list Permanently Delete Records Fast Find Search Records Note that if there are no reports in this list it is because advanced Labels you have not previously created any quick reports To Quick Report Print Quick Report create quick reports click Quick Report from the list drop down menu and use the report editor to design and generate the report template Once the templates have been saved they will be visible for selection via Print Quick Report Access It Library Print Quick Report Print Quick Report Select Quick Report List with Title and author List with Title Cost and Replacement Cost List with Titles and Costs 7 Add Header Current font Tahoma Plain Size 14 v Add horizontal line V Add title Books purchased April September 2011 Alignment Left V Add Footer Current font Tahoma Plain Size 11 V Add horizontal line v Add pagecount Alignment Left x V Add date Alignment Right xj Not only can you select the report template but you can also add a head ing for a particular printout Footers including page numbering and date can also be added Note that the template is simply the generic design of the report This report can be run against any list you may have generated and it will be only those listed records that appear in the report Therefore always generate the list you requir
263. s in the Cataloguing feature set You can also jump to the Borrower Categories from the borrower list pull down menu Year Group choose from the drop down list Disability choose from the drop down list The following checkboxes should be left either ticked or blank Temporary Borrower tick this checkbox to designate a particular borrower as a temporary borrower You might want to create temporary borrowing cards for short term visitors to your library No specific identifying details need to be entered for such borrowers and you simply need to issue items using the borrower s number However when you do issue items to such borrowers a warning message is displayed notifying you that the issues are for a temporary borrower and asking if you want to update the borrower s details at this point in time The default value for this checkbox is unticked Can Borrow to prevent a particular borrower from being issued with any items untick this checkbox Note This can be reversed at any time Can Book tick this checkbox to give a particular borrower the ability to make a booking i e to book an item in advance for a particular date range Can Reserve tick this checkbox to give a particular borrower the ability to make a reservation Contact Details the lower half of the screen contains fields to enter contact details for the borrower Enter text in as many or as few of these fields as you choose Comments comments entered into the
264. s on the results Summarise ALL URLs Displays the report produced the last time URL checking was run From this list tagged URLs can be edited by double clicking a particular URL deleted or exported to a text file awe Check for related video clips from the Help menu within the Access It application A To use the URL options the URL authority file must be selected on the left hand side of the Authority Files screen Print this list Generates a report of authorities in the currently selected authority file The report layout is highly configurable you can choose whether or not to print the counter column choose to shade alternate rows change the page orientation choose to print from 1 to 4 columns per page Collections Item Types Collections are where you describe the collections you have within your library A collection is defined by its media type and location Attributes such as lending periods and fines can be defined for each collection Clicking Collections Item Types in the Cataloguing feature set shows all currently defined collections for the library It also shows a summary of the details set on the Collection Item Type Data screen Double click any collection to view and or modify the attributes for a particular collection The attributes includes Type Location Collection Information Media Book Collection Item Type Data Include in Statistical Reports
265. s while you run this test please make sure the default campus proxy settings are updated if necessary A The connectivity test is run from your current machine The BTS resides either on this machine the Database Server or another server depending on how your site has been installed Therefore the test run here is run with those settings used by the BTS except with your current campus proxy settings if you are currently on a different campus from the default but run on your current machine As a result if the BTS is on another server your current machine is assumed to have the same level of network configuration and access as that of the BTS server Place Request This option allows you to place a request for the server to check for software updates A This request is placed in a queue and may not be processed for several minutes depending on the server schedule and the speed of the internet connection A You will not be notified by the application when the request has been processed Instead you will need to restart Access It on your current machine at a later time e g 30 minutes for it to apply any new software updates If new software updates are available when Access It restarts a message saying Updating will be displayed briefly and your system will automatically restart If no new software updates are available Access It will simply start up as usual Download This option allows you to check for new software up
266. script src up to but not including gt lt script gt 5 Back in the Access It News Item Editor where you want the gadget to appear put in a lt GoogleGadget gt tag paste in the code that you copied in step 4 put in an ending lt GoogleGadget gt tag 6 Because each gadget is external code and its height may be unknown or variable you may need to add some padding after the gadget to prevent news items after it overlapping the gadget So for example to add a 250px space after the gadget after the ending lt GoogleGadget gt tag add lt STRUT gt 250 lt STRUT gt Note While you can display Google Gadgets in news items on your OPAC remember these are not supplied or supported by Access It directly These gadgets are free and the suppliers of them may revoke them at any time so be aware that you may need to remove them if they become no longer available or do not work correctly for you Tab Four OPAC Parameters The OPAC Parameters tab contains settings that control what features users have access to whether certain features are enabled or password access is required default options for searching and so on Please refer to the earlier section on Campus Setup and Campus OPAC for a complete description of the options on this tab Web OPAC User Guide This section outlines how to use the web based library OPAC provided with Access lIt Library It is meant to be easy and intuitive so users should be able to get started wi
267. se dates Sometimes a supplier has been know to inadvertently include minor corruptions within the origi nal MARC data that you are importing If there are corrupted MARC records you will be prompted to either click Continue to process the remaining MARC records or to click Cancel to stop the entire import removing all trace of the import In general you will want to click Continue If you continue you are prompted to save a file containing the problematic MARC record e g Bad_Marcs_2006 03 24_105947 txt a aS There are a number of options that should be carefully read prior Append new MARE subjects rather than overwrite istra tO importing any MARC records These are described below Keep existing Classifications if they exist Duplicate Subjects as Keywords Create copies for these MARC records Remove trailing full stops from appropriate fields Force Title and Author update matching on ISBN While all ISBNs are supposed to be unique some publishers have been know to reuse ISBNs for entirely different books By default a check is made as the MARC records are imported to ensure that the titles are the same If the title is not the same for a particular ISBN the imported MARC record is not saved so that it does not overwrite the information of an existing and different record with the same ISBN However if you want to import the MARC record regardless of whether or not there is a differen
268. se the new OPAC enable it now from the Campus OPAC screen under OPAC control tab see screenshot on following page If your system was recently installed then this may have already been done for you If at any time you make changes to the OPAC setup you should be able to see the changes in the web browser without having to restart the web service by logging in as Administrator then as Guest again This tells the system to reload all settings If you have changed settings and you don t see a change in your web browser after trying the above then you may need to press the browser refresh button or clear your browser cache cookies This is browser dependent so if you are unsure how to do this either close and reopen your browser or refer to the browser help Tab One OPAC Control The OPAC Control tab controls Access It Library Wed 12 Oct 2011 Campus Setup which OPAC version should run and if using the New style web _ f access tt Library Campus OPAC Setup OPAC then how it should start OPAC Control OPAC Appearance OPAC News Items OPAC Parameters Use Old Style OPAC Use New Style OPAC Generally the settings shown to the right are the most commonly When Users connect to OPAC used configuration settings and T caer a _ User sees Login screen provide a good place to sta rt v User can select Login as Guest which logs them in as Show a news item or instruction o
269. se this to edit the reading list name or description You can also add additional reading lists or delete existing reading lists 5 0 cus Gues Remove Selection eii fia When viewing a list of items associated with a reading list sl sisi highlight any records you wish to remove from the reading Siucpcecarestwes list and then choose Remove Selection These items will no a longer be associated with this particular reading list Fast Find Advanced Search A If you wish to make reading lists visible within the web i laseniy OPAC make sure this feature is enabled for your required users such as Guest users This feature is turned on or off F via Library Setup gt User Settings Dg Merona Copies pull down menu on the Data Entry Item Resource List screen Quick Scan E An easy way to find a number of items via indi E siian 270s A Date Eaa sours vidual barcode numbers ISBN or ISSN is to scan in multiple barcodes using Quick Scan To do this click Quick Scan on the Copies pull down menu on the Data Entry Item Resource List screen This displays a screen into which you can scan the individual copy barcodes for the items you want to find As the barcodes ISBNs or ISSNs are scanned or typed in they are added to the list in the upper part of the screen When the batch of barcodes ISBNs or ISSNs have been scanned in
270. search for resources by criteria other than ISBN such as Title Author ISSN LCCN and Record No e g SCIS number This means you can catalogue resources for any media as long as these resources can be found on one of your enabled Z39 50 servers The main difference is that before cataloguing a resource you first need to search for it and select the one you want to process given that a broad search criteria may return multiple resources Check for related video clips from the Help menu within the Access It application When you run this functionality a list of your currently enabled Z39 50 servers is displayed Choose which servers will be searched by toggling them on or off At least one server must be selected Click OK once you have finished selecting the servers to be searched On the Advanced Search screen enter your search criteria and the type of search you want to do For example to do a Title search on climate change type climate change into the search field and select Title from the drop down list of search types Then click Lookup to perform the search A confirmation message will be displayed once the search has completed If you manage to find the resource you want to catalogue in your list of search results click it to select it and then click Add record to list to append it to your list of resources to be catalogued However if it is not so obvious which resource you require then click Show record
271. ss It data file by restoring your data from the backup file A Sometimes a supplier has been know to inadvertently include minor corruptions within the original MARC data that you are importing If there are corrupted MARC records you will be prompted to either click Continue to process the remaining MARC records or to click Cancel to stop the entire import removing all trace of the import In general you will want to click Continue If you continue you are prompted to save a file containing the problematic MARC record e g Bad_Marcs_2006 03 24 _105947 txt There are two main choices when it comes to importing the Subject MARC author ities The import file contains approximately 106 000 authorities So importing it directly into the Access It Subject authority file would result in a very large file which could increase the time taken to load the system and would be time consum ing to scroll through The alternative is to load the import file as a temp file in the Access It background for reference purposes without actually loading all the records into the Subject authority file itself If you do this then each time you download a new SCIS Subject authority while cataloguing the details e g authoritative status see alsos thesaurus entries are retrieved from the preloaded MARC file and updated into the record for the new authority So this is like having these records available 106 for reference but without actually having the
272. ssue time 92 Reserves amp Bookings 57 114 Reserve an item 26 Reserve Notice 120 Reserve tab 80 View Cancel 35 Results List 16 Returns 36 Revert To Last Saved 60 Reviews 17 29 51 114 115 RFID 172 RSS Feeds 128 S Save as PDF 9 SCIS 103 105 Screen Resolution 181 SDI 128 Search then Generate 66 Security 159 See Also and Thesaurus entries 88 Select Batch 63 Selecting an item 8 25 Server Components 127 Set Booking Availability Hours 156 Set Borrower Number 147 Set Copy Barcode Number 148 Show All Words 89 Show Authority Counts 89 Show Diagnostics Info 160 Show Me Where 27 Show Unmarked 83 Single Sign On 12 80 128 172 SAML2 12 Shibboleth 12 SIP2 Integration 127 172 Site Config 1 130 SMS Config 134 SMTP Server 129 Software Change Log 155 Software Update Checker 154 178 Spine Labels 75 SQL 175 180 181 Statistics 110 111 Depreciation Report 110 Last Issue Dates for Items 110 Library Purchases 111 Library Usage by Borrower 111 Library Usage by Date 111 Library Usage by Dept Class 111 Library Usage by Ethnicity 111 Library Usage by Gender 111 Reconciliation Statement 111 Statistics and Inventory Report 110 Stocktake 112 Import Barcodes 113 List Not Found 114 Mark as Lost 114 Mark for Write Off 114 Review 114 Start a New Stocktake 112 Subject List Search 23 Subjects append 61 Subjects versus Keywords 23 Subscriptions 86 Grouped 54 Prediction List 54 Suppliers 99 System Requireme
273. stomers all these components are often installed onto one server machine including the Access It Client application For large libraries the MS SQL Database may reside on its own dedicated server with the Access It Web Server on another machine and the BTS on yet another possibly within the DMZ as this uses Internet access to contact the Access It Software Updates Server to check for software updates However the system is installed it is common to also install a copy of the Access It Client application onto the main server machine to be used as an Administrator terminal or Maintenance terminal The Access It Client application does not need to be running on the server for other clients to connect Access It Library is also capable of operating over a mixed platform if required This means that for example Access It could be installed on a Linux Server with library managers connecting via Windows or Macintosh client applications Alternatively your server could be Windows with a mixture of Macintosh and Windows client appli cations Of course for the majority of users they will still simply connect via a web browser General Most settings in Access It are configured within the Access It Client application itself and automatically stored in the database However certain fundamental settings need to be set in local configuration files even before the application starts such as the IP address of the database server database
274. t Library solution The technology used for this borrower synchronisation requires a connection via ODBC JDBC or via an SQL view Not all student administration systems are capable of providing this connectivity but where this is possible then borrower synchronisation is a great feature within Access It Library Alternatively you can also import borrower data from an external data file The external data file can generally be created by exporting it from an administration package usually a Student Administration System To do this you need to examine the functions available in such a package Data should be exported as a tab delimited tab or a comma separated csv text file Data should be exported without headers and footers However you can use the Ignore Lines setting to configure the number of header rows in the import file to be excluded from the import process You should always include the unique student number when exporting data since the updat ing of borrower records is based on matching the unique number from the imported data with either the existing borrower number or the alternate ID in Access It depending on your selection Care should be taken to match the field formats as shown in the table below For example date formats should be one of dd mm yyyy mm dd yyyy or yyyy mm dd depending on the Date Format setting on the Site Config 1 tab on the Campus Setup screen The order in which the fields
275. t Popular Classes This report generates a list of the classes to whom resources have been issued the most times within the selected date range Most Popular Vertical Groups This report generates a list of the vertical groups to whom resources have been issued the most times within the selected date range Most Popular Year Groups 112 This report generates a list of the year groups to whom resources have been issued the most times within the selected date range Stocktake You can carry out a stocktake at any time even while the library is fully operational if you wish Copy barcodes are scanned into the system and marked as found Reports are available both in summary form and in considerable detail SS A Check for related video clips from the Help menu within the Access It application Stocktakes can be based on Media and Item Type Location or Classification range Choose the type of stocktake to be carried out on the Site Config 1 tab on the Campus Setup screen To carry out a stocktake click Stocktake within the Management feature set and follow the steps outlined below Start a New Stocktake If you have not yet begun the current stocktake click Start A New Stocktake This allows you to select the media and item types or the locations or the range of classifications depending on the type of Stocktake selected within Campus Prefer ences t the media categories by which you wish to stocktake Use drag and drop select
276. t can be found at that spot Log your search results To create a log of the search results from the results list choose New Log from the Log pull down menu To add a particular set of search results first highlight the results you want and choose Append to Log from the Log pull down menu Now carry out further searches or fast finds each time choosing Append to Log from the Log pull down menu when selected results are displayed To view choose View Log from the Log pull down menu 4ppend to Log Chri D Append Citation to log ctrl G View Log Chrl E This will display a log screen containing all your search results This log screen contains 4 options Printer Disk Email or Clipboard Click the option required click the OK button and follow any additional instructions View More Details of an item Access It Library Sat 6 Nov 2010 View Resource sili nee ato x View Resource Book Reviews 2 Earthquakes Bolt Bruce Smales Isobel Publisher W H Freeman 2003 aes EARTHQUAKES Type FIFT URL 5 IFTH wet sh Subjects 3 Earthquakes Volcanoes Earth Movements Mathematical Models Notes A key book in the discussion on earthquakes This 5th edition adds new research to the discussion on cause and effect of these natural disasters Classif 551 i _ ae Wa Keywords 3 Earthquakes Disasters Volcanoes B a is ya lt 4 Copy Information Bru
277. t on the list screen But if you have selected by a group that is not your primary borrower group then this group will additionally be displayed at right on the list screen For example if your primary borrower group is Class but you have selected Year Groups then Class will be displayed at left on your list screen and Year Group will be displayed at right The current list of overdue items can now be printed by vertical group or by class or by year group as required by clicking on the appropriate Print option at the bottom of the screen You will then be given the option to include the item cost in the report Overdue slips can be printed from this screen by highlighting the overdue items to be printed and then clicking Print Slips Printing overdue items as overdue slips rather than as overdue letters enables three or four slips to be printed per page One benefit is that you can save paper and another is that the slips can be cut up and distributed within each classroom By default overdue slips are printed using the default template provided but you can create your own version of the overdue slip by clicking Correspondence and then Overdue Slips in the Management feature set To send overdue letters click Overdue Letters in the Management feature set 39 40 s Check for related video clips from the Help menu within the Access It application CATALOGUING This is where the information about each new item and copy is ent
278. t the report to items with particular subjects keywords or classification ranges Library Usage by Class This report allows users to select one or more departments classes on which to report Once selected the report shows the number of each media and item type that has been issued to each selected department class along with the value of these items initial purchase value and depreciated value Library Usage by Date This report is similar to the Library Usage by Class report but is not broken down by department class Library Usage by Gender This report allows users to select one or more departments classes or year groups or vertical groups on which to report Once selected the report breaks down the issuing based on media type and gender As such it shows how many males versus females have borrowed certain types of items within a given date range Library Usage by Ethnicity This report breaks down the issuing based on media type and ethnicity As such it shows how each ethnic group has borrowed certain types of items within a given date range Reconciliation Statement This produces a financial report showing opening balances the number and value of purchases donations and write offs depreciation and end of year balances Library Purchases This produces a financial report showing the purchase date and cost of all purchases in the selected year or date range in the selected media categories Library Usage by Borrow
279. ta before proceeding After the backup make the change and then recalculate all prior depreciation in order to align the figures for all your previous financial years with the new financial year start date To do this click Depreciation Calculation within the Management feature set then click Recalculate ALL prior Depreciation You should recalculate both library and full depreciation The Allow Offline Mode checkbox is intended for use with Mobile Libraries This is of use where the Access It database is installed on a central server and the machine being taken on the Mobile Library is not connected to the usual database The External Borrower Creation checkbox is for those organisations e g schools that have transparent connectivity between their student administration software and Access It This allows borrower records to be seamlessly updated within Access It whenever the student details are modified within the school administration software Where advised by Access It tick this checkbox and select the appropriate user style If your organisation has purchased a multi campus licence for use within Access It you will be able to set up multiple campuses If so you may want to set up which campus is to act as the default campus To do this tick the Using Multiple Campus checkbox and select the default campus from the resulting drop down list Access It Library Organisation Setu x The third tab MARC Setup offers two features
280. tain ing the ISBN so it can be matched when importing MARC records The ISBN is also put into the title field so that these stub records are easy to identify Once the associated MARC records are imported these stub records will have all the fields updated with the newly imported data Seerower tenas It is important to leave the Create copies for these MARC records checkbox unticked if you have already created copies stub for these and only wish to update the records Click Imports and then Import MARC Records within the Cataloguing feature set You will be asked to locate the appropriate MARC records file The MARC records are assumed to be in Voyager format where each record is separated by character 29 Once the import of MARC records has begun it must be continued until finished It is 103 104 og gt gt often a good idea to make a backup of the Access It data file before importing MARC records just in case the MARC records are corrupted in any way If necessary the backup allows you to return to a pre import copy of the Access It data file by restoring your data from the backup file If you are importing MARC records for the first time it is a good idea to carry out a trial import with just a few records first just to make sure everything is compatible MARC records are essentially item information Access It automatically adds barcode informa tion and arbitrary costs and purcha
281. te of your library can be loaded it has to be created in any drawing package which has the option to save in jpg gif or png format The map template should be exactly 400 by 400 pixels in size You can download a grid template with the correct dimensions from http www accessitinfo com ais grid gif Draw the features of your library on the map It is not necessary for the library layout to cover the entire area of the map For example some regions might have no shelv ing if the library is an irregular shape You can divide the map into two or more regions or segments if the library extends into more than one level or area of your organisation Once the map template showing the layout of your library is created save it as a jpg gif or png format file 149 Since the map will have an overlay grid consisting of 20 small squares across and 20 i small squares down it is best to design your layout with this in mind because it is the 20x20 pixel squares that will define the classification regions Next click New Map enter a name for the map e g Main Library and click the browse button to locate the newly created map layout Once selected your library map template will be visible on the left hand side of the screen It will have an overlay of small squares 20 pixels by 20 pixels that represent the definable regions Assigning classification regions To assign a classification to a region of the map 1 click on a squa
282. ter making a mistake while running the Import Borrowers process Quick Scan in Access It Library Quick Scan Quick Scan An easy way to find a number of borrowers is to scan multiple borrower barcodes using Quick Scan To do this choose Quick Scan from the Borrow ers pull down menu on the Borrower List screen This displays a screen into which you can scan the barcodes of the borrowers you want to find As the barcodes are scanned or typed in they are added Double click on an item to remove it from list to the list in the upper part of the screen When the batch of barcodes has been scanned in click OK to search for all these borrowers in one action To quickly display the Quick Scan screen you can use the keyboard shortcut shown on the right hand side of the pull down menu CTRL B Windows or COMMAND B Macintosh aa ww Check for related video clips from the Help menu within the Access It application List pull down menu While the List pull down menu is similar to others throughout Access It it is impor tant to note how dele tions are treated Deleting borrowers You can delete a high lighted record by click ing Permanently Delete Records on the List pull down menu on the Borrower List screen fi x Se Delete Borrowers You have selected 2 borrowers to delete 1 of these cannot be deleted for the following reason s Click Process if y
283. ternet speeds vary greatly larger image files may take too long to load on slower connections and will detract from the end user experience Note that images such as BMP images cannot be changed to JPG images by simply changing the file extension from bmp to jpg you must use a graphics program to convert these files Tab 3 OPAC News Items Current News Items This is where you can create edit and delete news items Move Item You can change the positioning of the news items on your Web OPAC home page by using the arrow buttons to move individual news items up and down a column or into a different column Tab 4 OPAC Parameters Web Feature Permissions Web Reserves Tick this checkbox to allow Web OPAC users to make reservations Web Bookings Tick this checkbox to allow Web OPAC users to make bookings Web Messages Tick this checkbox to allow web messages in general Web Messages Guest Tick this checkbox to give guests access to this feature Web Borrower Details This enables Web OPAC users to see their own borrowing details Having a separate setting for the web means that this feature could be turned on for the client application and yet be turned off for the Web OPAC Web E file Downloads Tick this checkbox to allow Web OPAC users to download e Files Web Write Reviews Tick this checkbox to allow Web OPAC users to write reviews PIN Required This forces a PIN to be entered when using the above web functionality All
284. th it with little or no help Return to Home menu and display News Items Search Fast Find Advanced Search Select one of these options to search the catalogue Click any menu bar to expand Select this option to see what you have on loan borrowing history renew items add interest areas modify contact details WEL CoB BELLEI To ment booking Log out and clear Visual Search Using Fast Find New Items a Fast Find Title Subjects Keywords Other Libraries Reading Lists My Library Title Subjects Keywords Author Series All Fields Borrowing Detail Advanced Make Advanced Booking Login Logout The Fast Find option is the most commonly used search option in the Access It Web OPAC After selecting it from the menu it is very easy to use Login as Return to Home Page your current search results Currently logged in as Guest The default action what happens when you hit the Enter or Return key is indicated by this image In the screen above this means that when the user presses Enter Access It will search all titles Subjects and keywords for the word penguins To search only Title or Author and so on the user simply clicks the preferred field listed The symbol indicates the selection Understanding the search results The search results display a variety of summary information including the title and author media and type
285. the above example it would be the username and password for librarian youror ganisationdomain com Proxy Settings Click Proxy Settings button These mm fields are necessary if your organisa Pefauticienn proxy settings tion uses a proxy server This will allow T you to connect to the internet for send PS RA ing email receiving automatic software a updates connecting to online sources of a cover images and many other tasks YOU crs webserie use defaut Proxy stings tas above IT manager will be able to provide you S55 ssves us afert mon sti icon with all the required information to config ure your proxy settings It is possible to a configure different proxy settings for the OI eee client machines and the BTS on the server a machine You can click Test to validate the proxy settings both for the client machine P andae and the BTS A valid response is indicated by http code 200 A It is very important to set this up correctly since many aspects of the Access It func tionality for both management and usability rely on correct proxy settings Please contact your IT manager for assistance with this Guest Menu Comments This enables a message to be displayed on the Guest home menu 129 130 page within the client application The message should be kept short as the text is displayed in large letters on
286. the overdue letters via email To do this click Email Any time you wish to set the charge or set the letter or print some letters you need to select the records to be processed If you wish to carry out multiple processes against the same set of records you can retain your record selection by ticking the Retain selection on list checkbox on the Set Charge or Set Letter dialog In this way you don t have to repeat the record selection process Make sure you have a connection to the SMTP server before attempting to email overdue letters If you don t have a connection Access It may take some time attempting to email However no emails will be sent Emailing f can be set up as a nightly task When this function is enabled each night Access It checks for any items that are overdue and emails an overdue letter A further overdue letter will be sent at weekly intervals As with printed letters each time an overdue letter is emailed the letter number increments by one You can set up this feature on the Server Components tab within the Organisation Setup screen You can also create an export file of the charges for all overdue items currently displayed on the Overdue Letters screen To do this click Export Charges on the List pull down menu It is also possible to email underdues as an automated process Within the underdues configuration you can set when the email is automatically sent based on the number of days before an item is
287. ther library for Federation searching click Add Server to display the Federation Partner screen Enter the Display Name field enter the library s server IP address or reference into the External Hostname field enter their port number into the External Port field and add any other details if required If the other library is an Access It site then the Protocol type is Access It Server otherwise you will need to choose the SRU protocol which applies for this site Then click Test to test that you get a valid connection to this Z39 50 server Click OK to save your changes Groups You may wish to manage your Federation partners by grouping them For example if searching for resources specific to a region you may want to only search Federa tion partners in that region Or if searching for theological resources then you may only want to search Federation partners of a theological nature Click New Group to create a new group then click and drag the required Federation partners into that group The icons displayed beside each Federation partner on the Federation Partners and access screen indicate the following Z39 50 server enabled for Federation searching Fa Z39 50 server disabled for Federation searching Library partner enabled for Federation searching 5 Library partner disabled for Federation searching TECHNICAL SETUP Various technical setup requirements are sometimes needed depending on third party equipment that may
288. they may prefer to be able to immediately edit the item records returned by their search Ticking this checkbox will enable the user to display the Data Entry Item Resource List screen as an alternative to the read only guest Results List screen However the user must first have access to the Cataloguing feature to be able to do this In general library managers do tend to tick this checkbox to assist with their own workflow Hide Login As On Web OPAC screen Tick this checkbox to configure automatic login to the Web OPAC as the Auto Login user This setting applies to the old style Web OPAC only and will be obsolete when the old style web OPAC is no longer supported Always Show Daily Summary after Login Tick this checkbox to configure automatic display of the Action List screen immediately after the user logs in to Access It Issue Permit Items If ticked users with this login access can issue items that have a Can be borrowed status of Alert on the Data Entry Copies screen Overdue Alert If ticked users with this login access will be prompted while issuing items whenever a particular borrower has an overdue item If unticked the borrower will be able to issue new items without a warning dialog being displayed about existing overdue items Any overdues will still be displayed in a different colour on the circulation screen so they can be easily identified Cannot Issue If ticked users with this login access w
289. ties 90 Automated Overdues 128 Automated Underdues 128 B Backups 123 Banner Settings 166 Barcodes 71 Barcodes And Spine Labels 73 Base Charge 91 Base Charges 37 Booking an item 27 Borrower Categories 81 Borrowers 6 Creating a New Borrower 6 Entering Borrower Details 76 Merge 84 Borrower SDI 128 Borrower Synchronisation 172 Borrowing Detail 13 21 36 49 Borrowing Details tab 79 BTS 127 178 Budgets 98 Bulk Loans 38 81 C Campus 15 23 Campus Preferences 129 Campus Setup 128 Campus OPAC 135 Catalogue 51 Cataloguing 41 Change collection 62 Change Media and Type 62 Charges 36 Miscellaneous 37 Charges and Payments 115 Charges Current 115 183 Charges Historical 116 Circulation 33 Citation 170 Clear Fingerprint Record 86 ClickView Integration 128 Collections 91 Creating a New Collection 94 Display Collection Usage 97 Merge 96 Compact Database 161 Contact Details 125 Contents 29 50 Conventions 5 Copy Information 48 Copy Record 60 Correspondence 118 Letter Editor 120 Order Claim Letter 122 Order Form 120 Overdue Letters 118 Overdue Slip 120 Recall Notice 120 Reminder Notice 120 Reserve Notice 120 Underdue Letter 122 Correspondence tab 81 Create a Backup 123 Creating a New Borrower 6 Creating a New Collection 94 Creating a New Item 41 Creating A New Overdue Slip 121 184 Creating a New Type 94 Creating Barcode Labels 71 Creating Borrower Labels 73 Creating Kits 49 Creating Spine
290. tion Item Type List screen Next click Add Fine Info When the fine regime is set up click Apply to Selection to set the fines across the selected collections It is possible to set up different fine regimes for different borrower categories To do this first select a borrower category by clicking Add Category Then fill in the details of how much the initial fine will be and so on Next select another borrower category and repeat Once completed click Apply to Selection This applies this fine regime to each of the selected collections To view the fine regime for a particular collection double click the collection from the Collection Item Type List screen and then click Edit Fine r Access It Library Set Lending Periods n T Set Lending Periods If you want to apply the same lending periods to multiple collec tions then you can ascen save time by setting this up here Select the collections to be updated then click Set Lending Periods The process is exactly the same as if you were updating an individual collection Click Apply to Selection when finished Set Lending Periods Access It Library User Restrictions 9 User Restrictions If different users of your system manage differ ent types of collections ene a ame aa you can restrict which Select Uoer Sai overdue collections will be S38 ca Mecro visible to different logged ssc cosctesccmon Au
291. tion which you control by using the Rapid Entry functionality in the Access It client application In order to connect to various Z39 50 library servers around the world it is necessary to add the details for each such server into Access It The details needed are Description This is text you enter to describe the library site e g Library of Congress Host This includes the address of the Z39 50 server and can be in the form of a DNS e g Z3950 loc gov or an IP address Port Each Z39 50 server can only be connected to via a particular port Database Each Z39 50 server can only be connected to via a particular database name Username And Password Z39 50 servers can have usernames and passwords but many allow anonymous access i e don t require username and password Format A Z39 50 server sends information in a number of different formats The most common are MARC format but some also use SUTRS formats The information needed to fill out the above is generally just obtained via the inter net For example a search for Z39 50 directory in Google often leads users to a list of available Z39 50 libraries 151 Adding Z39 50 servers To add Z39 50 server information into Access It so that Access lt r Access It Library Editing 239 50 Server Editing Z39 50 Server Configuration knows which libraries around the Description Library of Congress world you would like to c
292. total number of copies held by the library e The label Reference indicates how many of the copies are not available for borrowing e The label Reserved indicates the number of pending reservations e The Location shown refers to the location of the next available copy On the results list screen you can select a smaller set of items omit some items carry out a Fast Find or Advanced Search perform a Search in Selection Reserve some items Book some items Print the list as it appears on the screen or see more details on a particular item In addition to this you can log your search results and view where the listed results can be found within the library These options are all found in the drop down menus at the top of the screen and are described below List drop down menu There are many additional features in Access It that are found within the drop down menus at the top of the screens If a keyboard shortcut exists for these features it will be listed next to the items in the list For example in the list drop down menu on the next page the shortcut for Omit Rows is Command M Macintosh or Ctrl M Windows Selecting an item or items A To select an item simply click once on the item required To select a contiguous group of items click on the first item hold the SHIFT key down and click on the last item required This will select the first record the last record and all records in between To
293. ttp greenworkspc wordpress com URL http greenworkspc wordpress com Notes An excellent source of information on this emerging development Contents can be added for a particular item Click the Contents tab at the top of the Data Entry screen to view the contents for an item The contents correspond to individual articles in a periodical individual short stories by different authors in the same edition an edited collection of works and so on As such each article short story and so on can have its own title author series keywords subjects URLs and notes This is also where you can enter the contents of a Kit To enter a new article or title click Add and fill in the fields While most of the fields are self explanatory the field Index is a place to put page numbers eg pgs 23 45 chapter numbers e g Ch 3 a number e g 1 or the time for a Video clip This field can also be left blank Once added the fields associated with each article can be viewed by clicking a particular article Entries in the contents are included in Fast Find searches For example an author search will also search authors within the contents To edit the contents of a particular article just double click the article Click Set Order allows you to change the order in which the articles are listed To do this highlight the article in question and use the up and down arrows on the right hand side to alter the order for that art
294. u Transfer Choosing this option actually moves the borrowers to their new class department If using borrower information that is regularly imported and updated it is likely that the assigning of new classes departments can simply be managed by using Import Borrowers in the Cataloguing feature set In that case manually transferring by the Mark for transfer Transfer method may not be necessary 83 84 In many cases Access It may be able to synchronise automatically with a student administration system This removes the need to manually update borrower records or even the need to import data as the system can often be automated Please contact helpdesk accessitsoftware com for further information Print Barcode List Choose this option if you want to print out a class list of barcodes This is often used by schools who do not issue borrower cards to its students Instead they may keep class lists in a clear file at the circulation desk Print Barcodes Choose this option if you want to print out barcode labels for your borrowers These can be in the same format as for copy barcodes Generate Borrower PINs If you want to generate random PINs for your borrowers first highlight the borrowers for which you want to do this You can choose the length of the PINs to be generated and whether or not to overwrite existing PINs Once the highlighted borrowers have been processed you can choose to print a report of any updated borrowe
295. und for the purposes of the stocktake the item will be returned as well You can now begin scanning in the barcodes of the appropriate items for stocktake Each time a barcode is scanned in the copy is marked as Updated If an item being stocktaked is issued and or returned while the stocktake is under way it is automatically tagged as being Updated for the purposes of the stocktake You can also import a text file of barcodes for the purposes of the stocktake You may want to do this if you are using a portable scanner A portable scanner lets you scan barcodes remotely It stores the scanned barcodes in the memory of the scanner itself You can then download these scanned barcodes as a text file onto your computer that is running Access It Then click Scan Or Import Barcodes and click Import from file Browse to and select your downloaded text file and these barcodes will be imported and marked as Updated for the purposes of the stocktake A cheaper alternative to a remote scanner is using a laptop Open up a text editor such as Notepad or WordPad connect your scanner and scan in the appropriate barcodes as part of your stocktake When complete save the file as a text file and copy it to the Access It computer ready for import as above Note that each scanned barcode must be displayed on a separate line within the text file otherwise it will not be imported correctly A major advantage of scanning your barcodes into text files for im
296. unlike Overdue Letters which print one page per borrower And because each page is divided into equal segments irrespective of the number of overdues each page can cut or guillotined alone the dividing lines for ease of distribution to the borrowers concerned The creation formatting and editing of Overdue Slips is similar to Advanced Labels and Quick Reports When designing a new overdue slip we recommend that you modify an existing slip rather than starting from scratch However if there isn t an existing slip then contact the Access It helpdesk and we will send you a copy of the default overdue slip helpdesk accessitsoftware com If you would like to design your own overdue slip from scratch then you can do so by following these instructions Sex Slip Editor A4 Portrait Vertical Set Text Colour Set Report Colour VERTICALGROUP C TEE Edit Report Text Edit Page Setup 121 Creating A New Overdue Slip To create a new slip click New Slip from the Slips pull down menu Enter a name for the new overdue slip and click OK to display the Slip Editor screen The Fields avail able list contains the fields that you can place on your overdue slip First of all you should click on the DATA_TABLE field and drag it into the blank overdue slip in the Slip Layout pane SSS Double click the Data Table to display the Table Editor dialog BARCODE FIRST_NAME LAST_NAME VERTICALG
297. ux server and or client As there are many varieties of Linux please discuss with our helpdesk prior to Linux deployment Operating System Service Packs Access It Library assumes that organisations have updated their operating systems to include the latest recommended service packs As these sometimes require a re boot this task should be carried out prior to the installation of Access It Library Microsoft SQL Server Windows Only If your organisation currently uses MS SQL Server 2000 MS SQL Server 2005 or MS SQL Server 2008 Access It will sit very nicely within this environment Ideally it should be installed in its own instance called AccessItV8 To do this you will need your MS SQL installation CD and the MS SQL Login details Once the AccessItV8 instance has been created you will need to apply the latest service pack to this particular instance For example with MS SQL Server 2000 you will need to apply SP4 For many users Access It Library is run within Firebird SQL This is an open source SQL database engine with a small footprint and no licensing obligations on the part of the user For sites that do not have MS SQL and or the in house expertise to manage MS SQL we would generally recommend a Firebird SQL implementation Hardware RAM Access It does respond well to fast hardware As a guide a reasonable entry level machine purchased within the last 2 years is likely to be a suitable computer Access It wil
298. ve creates a text file logging the items that have just been Received into the library Classif 25 09 2011 7 21 11 2011 Vol 4 Num 24 25 09 2011 07 11 2011 Vol 4 Num 23 25 09 2011 7 4 10 2011 Vol 4 Num 05 08 2011 To view the items above that are received into the main catalogue search for the periodical within Data Entry The newly received periodicals will be displayed either 55 56 individually or as multiple copies within one item if it was a grouped subscription From within a catalogue item record for this periodical clicking Serial tab and the subscription creation date will display the current status In the example below the first three issues have clearly been received Subscriptions Create New Title World Architecture Click one row to show the subscription Subscription Created at 25 09 2011 gt Date E ted Editi 24 10 2011 24 10 2011 Vol 4 Num 22 07 11 2011 07 11 2011 Vol 4 Num 23 21 11 2011 21 11 2011 Vol 4 Num 24 05 12 2011 05 12 2011 Vol 4 Num 25 19 12 2011 19 12 2011 Vol 4 Num 26 02 01 2012 New Year Edition Vol 5 Num 16 01 2012 16 01 2012 Vol 5 Num 2 If you wish to retrospectively group copies of the same periodical together you can merge the new record to the original To do this highlight both records then select Item gt Merge Items l gt m TTR F Sm x Access It Library Sat 13 Nov 2010 Data
299. verrides Within Access lt it is very easy to set up default lending rules such as lending periods maximum items able to be borrowed and so on for different groups of users and different types of media Yet despite the enormous flexibility offered there are often occasions when you may need to exercise discretion and override the defaults For example a user may have reached the maximum number of issues allowed But there may be a very good reason why this default limitation should be overridden in a particular instance Ticking this checkbox will mean that an override password request will be displayed whenever a default restriction is encountered during the circulation process When this checkbox is ticked an override password field is displayed so that you can register your override password It is the password in this field that is used to validate whether or not the override can go ahead Allow Postal Issues Ticking this checkbox helps support the postal issuing of resources Once selected you can click Configure to enter the default Web Message subject and the letter footer Tab 5 Site Config 3 Fields to display Guest Only It is possible to restrict the number of columns fields displayed on the Results List screen when a guest user carries out a search within the client application To turn off or disable various fields simply untick the checkboxes for the fields that are not required Enter Fast Find Hints The text e
300. will confirm this If multiple copies were selected to book the message will indicate the status of each booking An item may even be booked if it is currently available for borrowing Individual borrowers may be allocated the privilege of booking items from within Borrower Categories for the group or Borrowers for the individual Y For added security your Administrator could configure Access It to require a PIN number to be entered whenever a booking is being made If the PIN number is incor rect the user will not be able to book items Show Me Where s 5 10 11 12 15 14 15 16 iy 16 19 20 Reference Sova m ERE SSS 2ee 222222220 RR BERBER ERE Sooo CLL ance _L i Wm ee Gi EASTEN ine SEG Cee ae a Soe __ i IS See a A Reference la i eee 9 12 _fo etna a EI ae 7 200 299 Book Reference 1 ny ttl ta 3 300 299 Book Reference ETEEN mi me aa ME Se T ees See ey ty PLITA Eaa mm ae E Wam Choose Media Category for selected 1 cell s asg Hi lt TE ME Cal start Call End 099 Grid Colour Selection Colour Deselect Delete Save Provided the Administrator has configured a map of the library as above clicking Show Me Where will display a map of the library with the results of the search marked with book icons 27 These book icons indicate the location of the items found Y Holding the mouse over an icon will display the actual titles from your results list tha
301. ws Tick this checkbox to allow Web OPAC users to write reviews PIN Required This forces a PIN to be entered when using the above web functionality Web Session Timeout This specifies the number of minutes after which a Web OPAC session will time out if no screen activity takes place Once the session times out it will need to be restarted or refreshed A situation where users might be affected by such a time out is when writing a book review So this setting should allow sufficient time for potentially lengthy book reviews to be submit ted Web results per page This configures how many results can be seen on a search result page via the Web OPAC Web Max Allowed Db Connections This configures the maximum number of simultaneous web connections which are allowed to the database at any one time and allows the system to efficiently and effectively allocate resources Web Theme This allows you to customise the style and look of the old style Web OPAC It is not applicable to the new style Web OPAC and will eventually be phased out when support for the old style web OPAC is removed Destination for logged items When a log of search results is created and viewed various options are available These include being able to save the search log to disk send it as an email to some one or send it to the printer Tick the options you want to make available within this campus Miscellaneous Guests see MARC For libraries that focus heavily
302. ws from the List pull down menu From this list of records double click any record On the Borrower s screen modify the appropriate field to display the required information Next click Replace from the Data pull down menu A list of available fields is displayed Click on the field you want to globally replace The current data that will be used to replace all records in this field will be displayed the current data is the data that is currently in the field in question If it is incorrect cancel out of this and enter the required data into the required field and repeat the above process When the correct field has been highlighted and the correct data is displayed on the right hand side click OK Read the warning message displayed If you agree with the action click OK to globally replace the data in the selected field for all the currently selected records A data replace completely replaces all the data in a field i e it does not append data to existing information in the field with the information displayed on the right hand side of the Replace dialog A data replace changes the same field in ALL the currently listed records It cannot be undone so extra care is necessary It is however a useful way to make quick global changes to all the currently selected records The fields that can be replaced are dependent on which detail screen you are currently on For example on the Borrower s screen a data repla
303. x allows items to be reserved even if they are currently available within the library Can book this sets the default for all borrowers of this category Of course this can be modified individually for a particular borrower if required But setting it here sets the default for anyone with this borrower category Can reserve this sets the default for all borrowers of this category Of course this can be modified individually for a particular borrower if required But setting it here sets the default for anyone with this borrower category Maximum no of booking this sets the maximum number of bookings available to borrow ers in this category gt Maximum no of reserve this sets the maximum number of reserves available to borrow ers in this category Add to Distribution Group The purpose of a distribution group is to provide a means for an internal in house distribution or issue This is sometimes used for example if all the staff in a depart ment want to view a particular periodical before it is available for general circula tion Individual borrowers can be added to the distribution list e g all the Outdoor Education staff and when a periodical is issued to the Outdoor Education distri bution group there is a prompt to print out a list of the members of that distribution list This list can be attached to the particular periodical giving members the chance to read sign and pass on the next distribution memb
304. xternal Borrower Synchronisation enable and schedule automatic synchronisation of borrower details between your school s student management system and Access It Check for related video clips from the Help menu within the Access It application SDI Selective Dissemination of Information enable and schedule automatic email ing of SDI notifications to borrowers The various tasks displayed within this scheduler are determined in part by the features that have been enabled within Organisation Setup gt Server Components tab Unless a particular feature is first enabled within this tab the task will not be visible within the scheduler Show Diagnostics Info Clicking Diagnostics Info within the Technical Setup feature set displays a report of various system settings as follows e application folder location e application version and build aoe E number a a maim 6 1 Sois me e Java version e operating system o a e registration name ee cales suchas language jdbcDbPath Brooklyn Connection open true Aucotomie OFF Encoding UNICODE FSS country and timezone AISsql InMemory Manager Database H2 Version 1 2 142 2010 08 31 Driver H2 JDBC Driver Version 1 2 142 2010 08 31 Sealant oom nipaaaeiae e temp folder location e database version System Diagnostics It Software NZ Staff Copy Current User Timezone Pacific Auckland C Users AISNOT 1 AppData Local Temp AutoCommit OFF prar i Show Details Tick the
305. y without the written consent of Access It Software Limited 4 STAND ALONE USER RESTRICTIONS If a Licensed Product is licensed for a Stand Alone User Customer must not use the Licensed Product on a network 5 NETWORK RESTRICTIONS If a Licensed Product is licensed for network use Customer must a not allow the number of professionals permitted access to the Licensed Product to exceed the total number of Licensed Users and b if the number of those professionals ever exceeds the total number of Licensed Users i im mediately notify Access It Software Limited and ii pay the increased associated subscription charge current at that time 6 CAMPUS SITE RESTRICTIONS By default the Licensed Product is for use within a single site or single campus You may not use this software for multiple sites or multiple campuses without obtaining and making payment for the additional registered licences A multi site or multi campus status exists where but for the multi campus functionality within the Licensed Product a separate Licensed Product would be required in order to combine the multi sites or multi campuses Access It Software Limited reserves the right to decide if a particular deployment constitutes a single or multi campus or multi site deployment If a Licensed Product is for use across more than one site or campus Customers must a not allow the number of sites campuses permitted access to the Licensed Product to exceed the total numb

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