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Textbook Tracker Getting Started Guide PDF

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1. Step 3 Alternately you may select the Saved Utilities tab followed by the Available subtab to get a complete list of Textbook Tracker utilities Step 4 If there is an existing utility that you wish to modify or duplicate select highlight it from the list and then choose Duplicate Cmnd Ctrl D or Edit from the Actions menu a Step 5 If none of the existing utilities meet your criteria press the Add button to create a new utility Step 6 Once the Editing New Utility window appears you ll find yourself on the main Over view tab Use the fields in this tab to Name and describe your new utility including any general notes you wish to add If you d like this utility to appear in the Saved Utilities gt Favorites subtab in the main utilities window check the Favorite box now Step 7 In the Selection tab choose the general Utility Type and format e g some utilities have a 1 Line and Detailed format Textbook Tracker Getting Started Guide 147 Performing Utilities Step 8 Step 9 Step 10 Step 11 Step 12 Step 13 Step 14 Select a sort order from the Sort By field The Sort By order determines the hierarchy of the information processed by the utility e g Patron Utilities can be sorted by name bar code policy and other values Some sort selections sort by two values e g Patron Lists can be sorted by Grade Name resulting in patrons being sorted by grade and then by name
2. eeeeceeesseeeeeeeeeeeeeeeeeeeeeesaeeeeeaeeseeneeeesaes 174 step by Step iii dev sctit tenth eentileen ini nadie nade 174 Placing a Hold Request on a Title H cccccssseccessseneeeeeessneeeeeessaes 175 Step by Step iii e hie ite viene eet eaa aaa p A AR AEEA e oa veda 175 Place a Forward Reservation on a Specific Copy Q sssceceeeeees 176 otep by Step irain aa a e aa aa aa a Eae aN aeina 177 Renewing An Item R QE or RA ccccccccsssseececessneeeeesssneeeeeesssneeeeeeeseaes 178 Renewing an Mensen ners cni rianne an NEEE TAANE 179 Renew Alters hiin aeae ea E EEG 179 Adding Items On the Fy creari a a S 180 Special Circulation COMMANAS sssssssssssssnnnnnrensoterrennnnnnnnnseeennnnnnnn 181 Charging a Fee F c ceciiec cite tected aaa raaa i aA i e a ea iaaea 181 Step DY Step mesinin aaa ee a Ta Ea TAEAE 181 Declaring a Copy Lost icccsisc ecgiesdecee tela nid E aN 182 St p Dy Step a e aa a oie neste bent aaa aa eee eee AET 182 Checking Items Out To the Discarded Copies Special Patron 183 Step DY Stp iese eis ace eee ach aer lode ck te eeeetuagta Wie OEE SEENA 184 Step by Step miee een ea ae aaa a aa i alee edhe a a EN Saara 184 Apply Girculation Grop eieae aaa n a a A a 185 Change Circulation Group sesiuni n aaa eSis R Aa REAA TEAN ENERE 185 viii Textbook Tracker Getting Started Guide Table of Contents Item Management 0 0 jit itn ell en nnii niin 187 About MARC reco
3. Textbook Tracker Getting Started Guide 157 Circulation Window Modes Commands and Help Command Help Bookdrop B Change Destination Mode NT v Check Out Discard Mode DM Hold H Hold Copy HC Inventory I Inventory Bookdrop IB Inventory Bookdrop Suppressed IBS Inventory Suppressed 15 In Transit Mode IT Item Res Checkout GG Past Res Checkout GPP Patron Reservations GP Renewal R Reservations G Reserve J Self Service A5 Transfer Modes Commands and Help The top portion of the Circulation window allows you to select and enter commands that apply to the active mode of the command line Actions Circulation Mode Command Line Override Date Wiki Help e A mode is simply a function for which you may want to process many patrons or items For example Bookdrop Check Out Bookdrop Hold and Renew are all modes e The Command Line is where you enter a barcode for a patron or item or you may enter a command If you enter only a barcode the current mode shown to the left of the command line will determine the action that is performed e Click the round Help button at the top of the Circulation window to open your default web browser to the main page of Textbook Tracker s online Wiki Help If you don t have an internet connection an offline version of Help can be activated if installed on your system Offline Help documents are insta
4. Textbook Tracker Data Station 4 0 0fc2 Copyright 2008 Evelyn Manufacturing Inc All rights reserved Distributed under exclusive license by COMPanion Corporation Activation Quit Otherwise the Circulation window will appear 20 Textbook Tracker Getting Started Guide Installing Textbook Tracker for Macintosh Installing Textbook Tracker Step 12 The first time you start the Data Station the Setup Manager window will appear Enter your Registered To name Product Codes Serial Number and Validation Code from your registration letter and click OK to continue through the Setup Manager Step 13 That s it You ve installed your Textbook Tracker Data Station If you ve purchased a sin gle user license you re finished installing If you ve licensed additional clients see Install ing Textbook Tracker Clients on page 28 Textbook Tracker Getting Started Guide 21 Installing Textbook Tracker Installing Textbook Tracker for Windows Installing Textbook Tracker for Windows Use the following instructions to install Textbook Tracker or Textbook Tracker Central Administrator Workstation on Windows If you are installing the Textbook Tracker Central Administrator Workstation follow these directions using the Central Administrator Workstation Installer exe instead If you have questions or problems during installation contact COMPanion s Technical Support Service at 800 347 4942 or 801 943 7277 by fax at
5. Print this logo on slip printer receipts The slip printer uses thermal paper which can repro duce simple images clearly For the best results please select a very basic bi color image for dis play on receipts The logo must be in a PNG BMP JPG or GIF image format and for optimal quality have a dimension no larger than 200 pixels wide by 250 pixels high This is an optional feature of Textbook Tracker you must be purchase a Slip Printer registration license in order for this preference to appear 86 Textbook Tracker Getting Started Guide Letters tab Rules Preferences Getting Started Step 1 Use this tab to customize the body text of the letters patron notices sent from the school This includes overdue notices recall messages etc User Interaction Rules Receipts Letters l Condition Codes Damage Codes In Transit Letter Circulation Letter v Restore Default Letter The following items are overdue Please return them to the library as quickly as possible so that others may use these resources Letters tab Use the Restore Default Letter button to replace custom text with default text If you use this button located in the upper right corner of the window it will restore a of the default letters at once Circulation Letter The following items are overdue Please return them to the school as quickly as possible so that others may use these resources In Stock Hold
6. Provide the Starting With Ending With fields or the From Through drop down menus with the appropriate information e g Standard System Patrons Click on Run Remember if you are asked whether or not you want to archive the answer is always Yes Once you have switched all your patrons to the new policies statistics will begin to be kept according to the new policies Prior statistics can not and will not be changed Textbook Tracker Getting Started Guide 149 Performing Utilities Moving Patrons to a New Policy Moving Patrons to a New Homeroom If the patron information you receive from your SIS Student Information System does not include the homeroom use this utility to change the default homeroom for a selection of patrons overview Selection Schedule il Replace Information v Homeroom v Homeroom P To change the default homeroom for a selection of patrons Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Select Utilities from the Tools menu Select the Patrons tab as the main category selection at the top of the Utilities window Next choose the utilities subcategory from the subtab menus located directly below From the Utility Type list that appears click Edit in the Change Patron Homeroom utility Under the Selection tab of the Change Patron Homeroom utility window enter the name of the homeroom in the With drop down menu e g
7. Use the Select By drop down menu to select which type of information is to be processed by the utility You are limited to five selection ranges using And Or and And Not Boolean logic for your utility In addition the order the selections are processed are from the top down and will affect the results if you are using both And and Or operators at the same time When you choose values in the selection drop down menus other fields may appear and prompt you for required information e g if you select Due Date in the Select By drop down menu Date Range fields will appear allowing you to enter a starting and ending date value If you enter only a Starting With selection Textbook Tracker will select all records where the Grade begins with the entered text For example entering GR1 would select D e GR100 GR10 and GR1B37 To do an exact match for a text field range enter an Ending With value that matches the Starting With value followed by space and exclamation point For example Starting With GR1 and Ending With GR1 unless you really have data named GR1 If you don t want to immediately initiate the utility you can use the Schedule tab to set up a one time or repeating utility operation Provide a valid Run Next On and Repeat frequency in order to establish a schedule When you are ready click the Run button at the bottom Selection tab to perform the utility a Sta
8. Entering these commands into a date field is the same as entering tomorrow s date For example if tomorrow s date is April 8th 2010 then entering btm or tomorrow is the same as entering 4 8 2010 Y lastweek or lw Entering the lw or lastweek command will subtract seven days from today s date For example if the current date is April 7th 2010 then entering lw or last week is the same as entering 3 31 2010 March 31st 2010 Y nextweek or nw Entering the nw or nextweek command will add seven days from today s date For example if the current date is April 7th 2010 then entering nw or next week is the same as entering 4 14 2010 April 14th 2010 lastmonth or lm Entering the lm or lastmonth command will subtract thirty days from today s date For example if the current date is April 7th 2010 then entering 1m or lastmonth is the same as entering 3 8 2010 March 8th 2010 Y nextmonth or nm Entering the nm or Ynextmonth command will add thirty days from today s date For example if the current date is March 8th 2010 then entering snm or nextmonth is the same as entering 4 7 2010 April 7th 2010 lastyear or ly Entering these commands into a date field is the same as entering today s date but last year For example if today s date is April 7th 2010 then entering btd or today is the same as entering 4 7 2009 nextyear or Yny Entering these commands into a date f
9. NOTE If you would like more information on a specific security permission you can examine their Tool Tips by holding down the lt Ctrl gt Windows or lt Option gt Macintosh key and moving over the permission names Editing A New Security Level This ability to edit an existing custom or default security level can be accessed by selecting highlighting one of the Security Groups on the Security preference window and then toggling any of the drop down menus located in the Security tabs Section 1 3 You can use these drop down menus as a quick reference to see how other security levels operate or to quickly change a specific permission on several different security levels You may edit the name of the current security level by selecting Rename from the Actions menu Doing so will open the Query window Input the new security level name and click OK when you are satisfied with your changes Operators will be unable to change the names of Textbook Tracker s default starting security levels and each security level name must be unique Removing A Security Group You may remove the currently selected security level by clicking on the Remove button the gt icon Operators will be asked if they are sure they would like to remove the selected security level click OK to proceed or Cancel to abort the removal Operators will not be able to remove any of Textbook Tracker s default starting security levels Once a
10. User Interaction Rules l Receipts Letters Condition Codes Damage Codes In Transit Description cus Custom Darnage INK Ink Marks PEN Pencil Marks WAT Water Damage 0 00 a 1 00 0 50 2 50 Edit Damage Codes Removes adds edits reverts and saves default textbook Damage Codes You can set the Damage Code eleven characters long Description and Fine Dam age Codes can be applied from the main Circulation window if you have a current patron and item active by typing DL in the command line Textbook Tracker Getting Started Guide 89 Rules Preferences In Transit tab Getting Started Step 1 For those using the Central Union system set the In Transit periods required on this tab In Transit tab Use the In Transit tab to set the default time period in days to allow for items in transit or in stock before showing up in the In Transit Late In Arriving report Average In Transit Period Use this field to set the time period in days that you wish to allow items to be delivered from one school to another Default is 7 In Stock Hold Period For items sent to a school for the In Transit patron the time period days that items will be held on In Stock Hold after they have been delivered This does not apply to items sent to a school to be placed on In Stock Hold for other patrons Default is 7 90 Textbook Tracker Getting Started Guide Alexandria Pr
11. Sets the current mode to Bookdrop In Bookdrop mode you enter barcodes for items you want to check in This option will toggle between Start Book drop and Start Check In Out mode Start Check In Out Cmnd Ctrl 1 Sets the current mode to Check Out This menu will toggle between Start Bookdrop and Start Check Out modes Make Charges Payments Cmnd Ctrl 2 Opens the Charges tab on the Circulation win dow you may add or remove fines accept payments for fines incurred and issue refunds for pay ments made You must have a current patron to select this item Show Patron Details Cmnd Ctrl 3 Shows the current patron s complete details including all transactions fines requests and so forth You must have a current patron to select this option Performs the same function as the Details icon Show Patron History Cmnd Ctrl Shift H Shows the current patron s complete history including all transactions fines requests and so forth To select this option you must have a cur rent patron who has the Keep Patron History Statistics tab box checked in their patron record Remove Patron Holds Cmnd Ctrl 4 Opens the Holds tab on the Circulation window and shows which items the current patron has on hold You must have a current patron with hold requests to select this item Remove Patron Reservations Cmnd Ctrl 5 Opens the Reservations tab on the Circula tion window and shows items with reservations pending for the curr
12. Textbook Tracker Getting Started Guide 153 AT y YOIIDA ISPL IOA Introduction to Reports Step by Step Follow these steps to create your own report Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Using the main tabs that cross the top select a specific report category from Textbook Tracker s Report window e g Patron tab Next further focus your selection by choosing one of the subtabs located beneath the main tab selection e g Status subtab If there is an existing report template that you wish to modify or duplicate select high light it from the list and then choose Duplicate Cmnd Ctrl D or Edit from the Actions menu CIRE If none of the existing reports meet your criteria press the Add button to create a new report Once the Editing New Report window appears you ll find yourself on the main Over view tab Use the fields in this tab to Name and describe your new report including any general notes you wish to add If you d like this report to appear in the Saved Reports gt Favorites subtab in the main reports window check the Favorite box now In the Selection tab choose the general Report Type and format e g some reports have a 1 Line and Detailed format Select a sort order from the Sort By field The Sort By order determines the hierarchy of the information included in the report e g Patron Reports can be sorted by name bar code
13. You may continue to add addresses to your address book as necessary Click Add when you are done or Cancel to close the Add Site Address window without applying any of your changes Once all Address Book changes have been made click the Add button Then click the Save button on the Address Book window to save all your changes or Revert to undo them all 122 Textbook Tracker Getting Started Guide Address Book Preferences Address Types Choose Alexandria Data Station Textbook Tracker Data Station Z39 50 Site Dictionary Site or Embedded Book as the address you d like to add from the Address Type drop down menu The text fields and drop down menus of the Add Site Address window will vary depending on the Address Type you choose Here are explanations of all your Address Type settings Availability Use this drop down menu to determine whether this address will be available to everyone hidden from every connected Workstation or hidden from everyone altogether This selection is available for a address types Name Use this field to name your new address book e g Central Library orMy Data Station This field is available in a address types IP Address Using this field supply the IP address of the machine to which you are trying to connect Leave this field blank if you only want to search your local collection i e your Data Sta tion This field is available in all address types except for Embedded Book Librar
14. p UOTSIDA LVE HOO A cs ti tlalwla The top third of the window contains primary information about the current patron This includes the patron First and Last Name Barcode and Policy More information about the patron is contained on the bottom half of the window within associated tabs Click on these tabs to reveal more patron information The patron you are presently viewing is called the current patron Switching from the Patrons management window to the Circulation window will make that patron current in the Circulation management window Likewise if you have a patron current on the Circulation window and activate the Patrons window that patron s record information will be displayed You can view modify add and remove patron information using the Patrons management window and the commands in the Actions menu Textbook Tracker Getting Started Guide 203 Patron Management Patron Information Fields Patron Information Fields The following section provides a brief overview for all the data fields in the Patrons management window When a field has an obvious meaning or use such as City or Phone it will not be included in the explanation unless there are special circumstances about how it can be used Primary Patron Information The top third of the Patrons window contains information about the current patron This includes the patron name barcode and policy System Patron a These are f
15. Data found in unrecognized item import file txt Field Type Item Fields Barcode Title Sub Title Copy Volume Title Volume Copy Call Number Title Call Number Primary Author Series Content Notes Edition Summary LCCN ISBN Location Shelving Vendor Publisher Publisher Place Publication Year Copy Notes XXX AAAI APP IC Use the Field Type drop down menu to specify Item Fields The data from the import file is shown on the left of the window Textbook Tracker field names are shown on the right hand side Use the arrow buttons on the bottom left of the window to examine different records in the import file If you want to skip some of the records in the import file you can specify an Initial Records to Skip value Default is 0 To adjust the order of the Textbook Tracker fields highlight and drag the field names Align the Textbook Tracker field names in the correct order for your imported data To skip a field double click on its line and the arrow will change to a big red x This means that the data for this field is ignored and will mot be imported Step 8 Match the fields with the information from your file Once the field order has been estab lished click the OK button to import the data Click Cancel to stop importing Step 9 Use the Pause button to halt the item import temporarily Use the Stop button to end the import com
16. Expanded Services Textbook Tracker Patron Server allows the entire patron record database to be stored in one central location and every Textbook Tracker and or Textbook Tracker Data Station once configured can import new or update existing patrons as they become available e Textbook Tracker Controller allows you to house multiple Data Stations on a single centralized server This facilitates easy access to the server and saves travel time as well as the maintenance time required when individual information systems are stored on multiple servers Search Add on Modules e Z39 50 Services including MARC Search allows patrons to search numerous collections simultaneously enhancing research reference and much more You can access public schools academic libraries and other collections using an extremely friendly built in interface Textbook Tracker Clients e Textbook Tracker Workstation is used by an operator to perform site functions such as circulation cataloguing and all other administrative functions Since Textbook Tracker Workstation capabilities are synched with the Data Station many schools will choose to use the Data Station to perform these functions You may use as many Workstation clients as your license permits but you will always only have one Data Station e Textbook Tracker Web Workstation when licensed is used to perform all the same functions as a Workstation only using a standard world wide web browser such
17. Step 2 If applicable enter an amount of the accrued fine or lost book charge to be forgiven in the Forgiven Amount field Step 3 If the current patron has a credit balance on their account you may choose to make a pay ment against the charge From Credit If credit is available the From Credit field becomes modifiable and their current credit balance is shown between the parentheses Step 4 If you supply a Payment amount the Payment Method drop down menu becomes selectable you may then choose from Gash Check Charge or Other When you are satisfied with the fee you have charged click the Charge Fine or Charge Fine and Print Receipt buttons to charge the fee and print an optional receipt These receipts can either be given to the patron at time of charge or filed by the school for safekeeping If you would like to forgive the current charge plus any additional amounts minus the amount of payment click Forgive Fine 182 Textbook Tracker Getting Started Guide Special Circulation Commands Circulation Commands Checking Items Out To the Discarded Copies Special Patron Use the Discarded Copies special patron to flag copies for later removal Use this feature at the end of the year when you must account for how many copies were discarded and their accumulated worth When checking an item out to the Discarded Copies patron barcode 2 you are allowed to indicate the reason for the item s disposal Discarded Item Window
18. t have the proper authority to change or access the options within a particular Circulation tab then the Permission Override lock icon and a brief description as shown below will appear Circulation Command Help Holds Reservations Charges Support Special Charges Payments Refunds Credits You do not have permissions to view Reservations If you wish to override this permission click the lock icon To override the current operator s permissions click on the lock icon Doing so will open the Permission Override window When the Permission Override window appears you are required to input an appropriate Username and optional Password in order to access Textbook Tracker as the new operator Permission Override DER rwmen Cancel 1 If a password was not supplied when creating a new user in the Add Operator window page 113 then this field will not be re quired Textbook Tracker Getting Started Guide 163 Circulation Window Circulation Window Tabs If you are the Textbook Tracker operator without the necessary security permissions to complete a required action you must find someone who has the authority to override your permissions and who is willing to permit the action From the Duration section of the Permission Override window choose the duration of the user override You can override the specific action for one time only or for the duration of the current login This Time Only Checking thi
19. ters in the title to ignore when indexing the title Thus the title The Wizard of Oz should have a 4 selected so the book is sorted indexed as Wizard of Oz The final character to ignore must be either a space or punctuation character If this indicator is set incorrectly Textbook Tracker will revert the Non Filing Characters setting to zero rather than ignore a partial word Call Number Each title is assigned a call number The call number designates the location of an item in the collection Because call numbers are site specific rather than universal such as LCCN and ISBN you must enter call numbers that are specific to your collection The title call number is saved in MARC field 900_a Depending on their source imported MARC records may or may not include a call number for your items Textbook Tracker formats call numbers to remove control characters and double spaces thus repairing incorrectly formatted numbers Copies inherit the title call number unless a specific copy call number is changed Policy The title policy determines the circulation rules for a particular group of items Every title is given a policy In addition to enforcing circulation rules an item s policy is used to group items for statistical analyses and reporting purposes Copies inherit the title policy unless a specific policy is assigned Textbook Tracker Getting Started Guide 191 Item Management Current Record Tabs and Su
20. 801 943 7752 by toll free fax at 888 515 3883 or by email via support companioncorp com Step 1 On the machine you are going to use for your Data Station insert the COMPanion CD ROM If it doesn t auto start you may locate it using the My Computer icon on your Desktop Double click the CD icon and then double click on the Textbook Tracker folder The Textbook Tracker installer Textbook Tracker Installer exe is located inside this folder You may also go to COMPanion s website www companioncorp com and download the latest Textbook Tracker Installer Step 2 Double click the Textbook Tracker Installer exe icon When the Textbook Tracker Setup splash screen appears click Next to continue i Textbook Tracker InstallShield Wizard Textbook Iraken Version 4 p iL z fa Copyright 1989 2009 Evelyn Manufacturing Inc All Rights Reserved Distributed under exclusive license by COMPanion Corporation 22 Textbook Tracker Getting Started Guide Installing Textbook Tracker for Windows Installing Textbook Tracker Step 3 On the Welcome window click Next to continue i Textbook Tracker InstallShield Wizard Welcome to the InstallShield Wizard for Textbook Tracker The InstallShield R Wizard will install Textbook Tracker on your computer To continue click Next WARNING This program is protected by copyright law and international treaties Ce O Step 4 The COMPanion Corporation Electronic En
21. Adding Addresses to an Address Book Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Click on select or highlight an address book name in the Address Books field located on the left hand side of the Address Books window preferably the one for which you d like to add a new Address Your new address will appear in the Addresses section of the Address Books preference window Click the Add Address button located below the Addresses section of the Address Books window An Add Site Address window will appear as shown below Add Site Address Address Type Data Station v Availability Available Name PAESE Textbook Tracker Data Station IP Address 239 50 Site Library ID Code Dictionary Site Embedded Book Authentication Code a Keep window open after adding Cancel quid Using the Add Site Address window choose the type of address you d like to add from the Address Type drop down menu The Add Site Address window options will vary depending on the Address Type you choose Some Address Type s may not be avail able if your data is not registered for a particular feature or module e g Z39 50 Site These different Address Types will be described in the Address Books section of the Textbook Tracker Online Wiki If you are going to be adding an additional address after you have finished the one you are currently working on check the Keep window open after adding box
22. An In Stock item is being held for you Please pick it up by the specified date or it will be returned to general circulation Recall The following item is required at the school Please return it as quickly as possible Reservation Notice Please note that you have a reservation on the following items Reserved items should be picked up in the morning of the reservation start date and returned by the eve ning of the due date Overdue Suspension Notice Your school privileges have been suspended because the follow ing item has been overdue Patron Suspension Notice The school has suspended this account Until the suspension is cleared items cannot be checked out and holds and reservations cannot be placed If you have any questions please contact your school Account Access Information Here is your barcode username and password for accessing the school catalog This information is necessary for accessing your patron status details which includes a list of items you have checked out and their due dates holds and reservations you have placed and their expiration dates and any charges you owe the school You will need this infor mation to place holds or reservations if you are allowed to do so You may change your username and password using the Textbook Tracker application or using the Textbook Tracker Web Cata log Email Signature The default is left blank Usually this is the name address a
23. Books you check out will be due on June 3 2012 e When you bookdrop the system will record the book as having been checked in on June 3 2012 e When you perform inventory the inventory date used will be June 3 2012 e When you are in Statistics mode this date is used The Override Date you set is in effect until you clear it To clear an Override Date type a period into the command line without a date The command will also clear any special modes such as Bookdrop or Inventory that were in effect The period command without a date is a quick way to reset the Circulation window to Check Out Checking out items under an Override Date forces them to be due on that day regardless if that date is Closed in your Calendar Preference see Calendar Preferences on page 73 Step by Step To set an override date Step 1 First enter the desired mode Step 2 Then type MMDDYY or MM DD YYYY or M D YY etc and press lt enter gt To clear an override date 4 Step 3 Type and press lt enter gt 172 Textbook Tracker Getting Started Guide Circulation Command Basics Circulation Commands Bookdrop Mode B Command B optional barcode Using Bookdrop Mode Use the bookdrop command to check in items for one or for many patrons In Bookdrop mode all the item barcodes you scan or enter are checked in This allows you to check in a large number of books without worrying abou
24. Circulation Window TabS eeseccceeeeeeeeeeeee eee eeeeeeeeaaeeeeeeeeeeeeeeteeeeeed 163 Permission Override 2 ccccceceeeeeeeeeeeeeeeaaeeeeeeeeeeeeeeeeeeeneneaeeeeeeeeeees 163 Special System Patrons ccecccceseceeeesseeeeeceeeeeeeeeeeaeeeeeneeeseeeeessaeeeeaas 165 Reasons For Creating Your Own Special System Patrons 4 166 Offline Mode iniaiaiai an aeaniee iaa aani a a aaa rere 167 Circulation CommandS sssaassssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 169 Circulation Command Basics ccccceeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeteeeeeed 169 Make a Patron Current asee ninnaa aaa a E aeaii 169 Make Item Patron Current ccccccssccccecsssneeceesssneeeeeessneeeeeessnnneeeeeesaes 169 Check Out Jroen ar a a A ERA 170 Step by Step Checking Items Out assssssessrrassrrsrnesrrnrnersrnnnenernnnnnenna 170 Special Conditions When Checking Out Items e 171 Step by Step Checking Items IN eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenneees 171 Set Override Due Dates cc ceceeeeceeececeeeee erent eeeeeeeneaaeeeeeeeeeeeeeeeeeneeee 172 Step by Stephin nit ilies at th akan a ee 172 Bookdrop Mode B eesis esnea e aana 173 Additional Circulation COmMands ceseeceeeeeeeeeeeeeeeeeeeeteeeeeseeaeeees 174 Locate a Patron by Last Name L ccecescccccessseeeeeeseeeeeeesesnneeeeesseaes 174 Step by Step iiss e iat eare aa al ets etd tied an TAER 174 Locate an Item by Title 1
25. If the Circulation window has focus then the transaction log is printed Print to PDF This allows you to save any finished reports or COMPedit world processor docu ments as Adobe PDF files Macintosh only Log Out Cmnd Ctrl E This command closes the Circulation window and disallows anyone without proper authorization to access Textbook Tracker Instead an Textbook Tracker Login window appears awaiting a correct User Name and Password If a high level user steps away from the Data Station and doesn t want to quit or restart Textbook Tracker the Log Out func tion provides this security The Require Operators to Login box in Operator System Prefer ences see page 111 must be checked for this option to work Restart Cmnd Ctrl Alt Shift E Logs out the current operators closes all windows restarts the Textbook Tracker program and if Require Operators to Login is turned on brings up the Login window If no security has been activated Textbook Tracker just restarts to the Circula tion window Quit Exit Textbook Tracker Cmnd Ctrl Q Quits the Textbook Tracker program 40 Textbook Tracker Getting Started Guide Edit Menu Textbook Tracker Basics Edit Menu Can t Undo Ctrl Z This menu includes standard editing functions You can cut copy and paste text clear a field select all Cant Redo Ctrl shift Z text and paste from a file Information about commands which are specific to Textbook Tracker are en includ
26. Index 700_t as a Title Catalog LC Subject Headings Default is ON Catalog LC Juv Headings Default is ON Catalog National Library of Medicine Headings Default is OFF Catalog National Agricultural Library Headings Default is OFF Catalog Source Not Specified Headings Default is ON Catalog Canadian Subject Headings Default is OFF Catalog French Subject Headings Default is OFF Catalog Sears Headings Default is ON Index 700_t as a Title Default is OFF Textbook Tracker Getting Started Guide 101 Cataloging Preferences Medium Pictures tab Medium Pictures tab The Medium Pictures tab allows users to apply pictures to individual or default mediums by dragging and dropping their own GIFs BMPs PNGs PICs JPGs or most standard image files onto the Medium Picture field Once this is done a new medium picture will be applied Users can reset to the default medium picture by left clicking in the Medium Picture or Default Picture section and selecting Restore From Defaults If you have a pictureless medium e g in the case of a newly created medium the Default Picture field is applied to any and all mediums lacking an individualized Medium Picture The default medium picture will appear on the Circulation window every time there is a current item unless an item has cover art applied to it from within the Item Management window see Item Management on page 187 Subject
27. Patron SIF Info 1200 Export Only Patron SIF Info 2 1201 Export Only Patron Barcode 3000 Fine Information Patron Name 3001 Fine Information Type 3002 Fine Information Description 3003 Fine Information Total 3004 Fine Information Balance 3005 Fine Information Textbook Tracker Getting Started Guide 137 Importing Patrons and Items Importing Item Information Authority Control Map Editor Explore Builder Circulation Statistics Export Reports System Reports Utilities SIF Management Importing Item Information Textbook Tracker can import item information in industry standard MARC or MicroLIF format also in tab delimited format Most word processing or spreadsheet applications support files in tab delimited format The process of taking existing catalog information usually on catalog cards and converting the information into a machine readable format is called retrospective conversion This process takes time and effort If you have an existing collection now is a good time to examine your collection and remove unused and outdated items There are several methods of converting your data for Textbook Tracker e Retrospective Conversion You can hire a retrospective conversion company to create MicroLIF and MARC records for all items in your collection Before sending your shelf list to the conversion company assign barcode numbers to the items in your collection and record the barcode and other local
28. This field contains the next available item barcode number When you enter a new copy record Textbook Tracker will automatically assign the next available barcode unless you assign a number manually You should set this field when you first configure Textbook Tracker so that any copies you add are assigned an item barcode number that coincides with your numbering strategy Policy and Medium Default Policy Using this drop down menu you can set the default item policy for newly added records The default is Standard Item If you assign an item policy that is later removed from the system the Default Policy will return to Standard Item Default Medium Using this drop down menu you can set the default item medium for newly added records Default is Book 94 Textbook Tracker Getting Started Guide Management tab Items Preferences Other Settings Local Call Number Tag During import if your call numbers are not kept in the customary location within the MARC record Textbook Tracker uses 852_a use this preference to config ure where Textbook Tracker should check first for the call number If you enter a valid tag_subfield Textbook Tracker will scan that point in the MARC record to find the call number If your call numbers are typically in tag 900a enter 900a in this field The default setting is blank Preserve Existing Call Numbers When this checkbox is set existing call numbers will never be modified durin
29. Windows Workstation OSX Workstation 2 Pick a location to save the download File Download Do you want to open or save this file ibrarian zir Step 6 After selecting the appropriate client to download you will be prompted to save the file choose to Save File and click OK Step 7 The zipped Textbook Tracker client file which contains the appropriate client folder inside will be downloaded to your designated operating system downloads folder Step 8 The downloaded file will be compressed zipped extract all of the contents of the file before proceeding Usually the extracted folder will appear in the same directory where the zip file was downloaded in this case you will have a file and a folder in the directory with the same name either Textbook Tracker Workstation Mac Win respectively the only difference being that one is zipped Step 9 If you haven t already moved the extracted client folder to your desktop COMPanion rec ommends that you do so now The client folder can be moved anywhere on your machine it s generally moved to the desktop to make it easier to find Step 10 Inside your newly extracted folder double click on the Textbook Tracker Workstation installer icon exe or dmg to launch the application Step 11 Next the Workstation application will launch and automatically connect to the hosted Data Station Although it s nearly foolproof if any part of the installation pr
30. and can easily access and communicate with the same Data Station to perform specific site functions Textbook Tracker Getting Started Guide 1 Welcome to Textbook Tracker Textbook Tracker Modules e SIF ensures that K 12 instructional and administrative software applications work together more effectively SIF is an industry supported blueprint that enables diverse applications to interact and share data seamlessly SIF reduces the redundancy of data entry and allows data to be efficiently exchanged among different applications using a standard set of specifications e SIP2 allows you to utilize SIP2 hardware e g Checkpoint 3M etc by supporting the SIP2 protocol Make your site more efficient with enhanced inventory and security features Empower your patrons with self service check in and out modes allowing you more time to focus on patron information needs e Advanced Bookings provides a valuable extension to the reservation capabilities that come standard with Textbook Tracker This useful module streamlines the management of centralized media centers that process numerous requests each day e Textbook Tracker WAN wide area network allows you to access collections on other Data Stations connected to your network e Z39 50 Client is a built in server making it easy to share your own resources with others in your district or community In turn patrons can access your data from community locations running Z39 50 clients
31. page 47 User Preferences Cmnd Ctrl Alt This selection opens the User Preferences window a way of setting local preferences that are tied to and migrate with a specific operator Machine Preferences This selection opens the Machine Preferences window where set tings apply to just one computer Textbook Tracker Getting Started Guide 41 Textbook Tracker Basics Show Menu Show Menu lel Use this menu to move between various Textbook Tracker services and modules such as Patrons Items atrons ri Items Ctrl I and Circulation For example if you need to manage patron information select Patrons from the Show Run Alexandria menu To check items out or perform other transactions select Circulation Most of the selections in the Show menu have a corresponding section in this guide Refer to each specific section for detailed information about each function Circulation Cmnd Ctrl T Shows the Circulation window Select this option if you want to check out check in place holds charge fines place reservations accept payments or perform inventory and other circulation functions The Circulation window is always open while Text book Tracker is running use this menu command to bring it to the forefront Patrons Cmnd Ctrl L Opens shows the Patron management window Select this command to examine add modify or remove patron records Items Cmnd Ctrl l Opens shows the Item management window Select thi
32. t Show in Textbook Tracker Workstation 2042 Yes or No Copy Count 2043 Export Only Available for Checkout 2044 Export Only Title Life to Date Usage Count 2045 Export Only SmartMARC Matching Score 2046 Export Only Title Accession Date 2047 Export Only First Use Date 2048 Export Only Last Use Date 2049 Export Only Last Modified Date 2050 Export Only Last Modified User ID 2051 Export Only Title Current Policy 2052 Export Only Title Previous Policy Short Code 2053 Export Only Last Validation Date 2054 Export Only Checked Out To 2055 Export Only Title Call Number 2063 Copy Volume 2064 Title RSN 2099 Export Only Primary Author 2100 From 100_a Full Title 2240 Title Subtitle Export Only Title 2245 245_a Subtitle 2246 245_b Statement of Responsibility 2247 245_c Medium 2248 245_h Edition 2250 250_a Publisher Place 2260 260_a Publisher 2261 260_b Publisher Year 2262 260_c Extent 2300 Full description Export Only Physical Description 2301 300_a Other Physical Details 2302 300_b Dimensions 2303 300_c Accompanying Material 2304 300_e Textbook Tracker Getting Started Guide 145 Importing Patrons and Items Item Fields by Field Number Series Title 2440 830 General Note 2500 500_a Content Note 2501 Summary 2520 520_a Target Audience Note 2521 521_a Review Source 2522 521_b District Adoption Start Date 2523 State Adoption Start Date 2524 Distr
33. 99 Barcodes Preferences Hidden Options tab Notes on Barcodes 100 Textbook Tracker Getting Started Guide Cataloging Preferences E Getting Started Use the Cataloging System Preferences to configure general information about your catalog headings default medium pictures and leading articles JP VIL Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Cataloging icon in the Management section of the System Preferences window Step 3 COMPanion recommends that you leave all of the default settings on the Subject Sources tab if your site is located within the United States Subject Sources tab These options tell Textbook Tracker which subject headings you want catalogued Since cataloguing only occurs during an import or modification of records changes made here will only be reflected in new INe records unless you rebuild your database If you do not understand these settings please talk to a qualified MLS librarian or MARC expert or call COMPanion s Technical Support team Subject Sources Cover Art i Leading Articles Policy Mapping 4 Catalog LC Subject Headings C Catalog LC Juv Headings Catalog National Library of Medicine Headings Catalog National Agricultural Library Headings 4 Catalog Source Not Specified Headings Catalog Canadian Subject Headings C Catalog French Subject Headings F Catalog Sears Headings
34. Barcodes Copy Site COMP Reassign Duplicate Barcodes Copy Location Allow Title Updates Copy Shelving Require Exact Title Match Funding Source Require Matching Site Vendor Require Matching Location Item Policy Standard Item w Use Policy Mapping Copies Always Add Copies v Step 3 Click the Add button located in the bottom left corner of the Quick tab pane this allows you to place one or more import files into the import queue Step 4 Use the operating system standard explorer window that appears to locate and select the file that you want added to the import queue Once the file has been highlighted click Open to add it to the list You may also add item import files by dragging and dropping them into the import field queue Files to Import Look in Desktop J cf Select your import file E Patron Export File txt File name Item Export File txt 7 Open Click Open Files of type Any File z Cancel A A 140 Textbook Tracker Getting Started Guide Importing Item Information Importing Patrons and Items Step 5 Click on the Item Settings tab these settings determine what changes are made to a item data file on import Status Item Settings D Patron Settings Browse Starting Item Barcode 1300000 Use Existing Barcodes ZA Copy Site COMP Reassign Duplicate Barcodes g9 Copy Location o Allow Title Updates 4 Copy Shelvi
35. Brown Next set the Select By to the desired criteria e g Homeroom Grade Policy Provide the Starting With Ending With fields or the From Through drop down menus with the appropriate information e g Standard System Patrons Click on Run Remember if you are asked whether or not you want to archive the answer is always Yes 150 Textbook Tracker Getting Started Guide Moving Items to a New Policy Performing Utilities Moving Items to a New Policy Now you are ready to switch your items from the generic Standard Item policy to a more specific policy This will be quite easy since you ve probably used call number ranges or prefixes such as FIC as the basis for your new Item policies The example pictured below demonstrates how to switch items within a specific call number range to the corresponding policy To switch items to a new item policy Overview Selection Schedule Di Replace Information v Copy Policy X Standard Item X Titles amp Copies Call Number Step 1 Select Utilities from the Tools menu Step 2 Select the Copies tab as the main category selection at the top of the Utilities window Step 3 Next choose the Utilities subcategory from the subtab menus located directly below Step 4 From the Utility Type list that appears click Edit in the Change Item Policies utility Step 5 Under the Selection tab of the Change Patron Policy utility window set th
36. Close Window Cmnd Ctrl W Closes the topmost Textbook Tracker window Close All Cmnd Ctrl Alt W Closes all Textbook Tracker windows except for the Circula tion window Save Cmnd Ctrl S Saves the contents of the topmost Textbook Tracker window Save As Allows you to save VWP documents to specific locations on your hard drive Save as Attachment This allows you to save text from a COMPedit document as a Patron Item or Tech Support Message Revert to Saved Changes made to the current record are discarded and the original record is displayed in the window Archive Now Performs an immediate backup of your valuable Textbook Tracker Data For more information on archiving please review How Archiving Works on page 57 Rebuild Now Performs an immediate Rebuild of your valuable Textbook Tracker Data Before rebuilding Textbook Tracker will ask if you would like to perform an archive before rebuilding strongly recommended and then ask if you would like to restart Textbook Tracker after a suc cessful rebuild Textbook Tracker Getting Started Guide 39 Textbook Tracker Basics File Menu Page Setup Operating system standard function that sets the page up for printing Print Cmnd Ctrl P Prints the information contained in the window with focus topmost window For example if the Patrons management window is current information for the selected patron is printed when this command is selected
37. Existing Barcodes IMPORTANF During import if Textbook Tracker detects a patron barcode that is less than three alphanumeric digits it will take the Next Patron Barcode specified in the Management tab of your Patrons System Preferences page 109 and assigns that barcode to the patron being imported e Starting Patron Barcode If a new patron barcode number is required Textbook Tracker will begin assigning numbers beginning with this value Textbook Tracker always checks to see if a value is already in use and if it is a new number is automatically selected e Patron School If the patron you re importing doesn t have a school defined in their import file this field will apply a school in their patron record e Patron Policy If the patron you re importing doesn t have a policy defined in their import file this policy will be applied as the default Default is Standard Patron Allow Patron Updates When this box is checked imported data is used to update existing patrons if specific key fields match When this box is not checked only new records are added Default is checked e Use Existing Barcodes When this box is checked barcode numbers found in imported records are used as is during import When this option is not checked all barcodes are reassigned using your Starting Patron Barcode number Default is checked Step 4 Click the Start button to begin the patron import If the patron i
38. Getting Started Guide Circulation Groups Preferences Oe What are Circulation Groups Circulation Groups are an extremely flexible easy way to track statistics and allow users to meaningfully bunch together groups of transactions under a single user designated code HP al For example Circulation Groups can be applied to items that have been checked out to specific teachers or groups of students Circulation Groups can be the class periods course numbers or departments where the item is being utilized It is in this way that Circulation Groups allow for nearly infinite customization and make it easy for users to keep track of the items which have been loaned to teachers courses classes or departments and all the subsequent statistics that result Circulation Groups should only be applied to items as they are checked out A Circulation Group that has been assigned to an item will be removed when the item is checked in Jape If the Circulation Group information that has been applied to an item needs to be kept for future reference even after the item has been checked in then users will be required to manually place special Notes on the copy records or on the patron record In a high school situation a Circulation Group that uses the teacher period or class course will be the most practical In an elementary school scenario it might be more functional to use the teacher or subject For instance in elementary schools Math
39. Item Payment Charge Overdue Fine window appears when a lost item with an overdue fine is found Returned Lost Item Fine Fine to withhold when refunding the fine for a lost item that has been found Returned Lost Item Fine Amount Amount of fine to withhold when refunding the fine for a lost item that has been found Enable Deferred Refunds If this option is checked when lost items are located there will be an option in the dialog box to defer payment of the refund by creating a credit 84 Textbook Tracker Getting Started Guide Rules tab Rules Preferences Enable Payment Note Only If this option is checked when a lost item is checked in and there is a payment due or refund due and the current Textbook Tracker operator does not have pay ment or refund permissions they will be allowed to enter a note Transaction Log Save Frequency Select Daily Weekly Monthly or Never Archived logs are placed in the Log folder which is located in Textbook Tracker s shared application support folder see page 4 for more information Default is Weekly Any Workstation that connects to the main Data Station will also create a Log folder where archived logs are saved The transaction log will contain everything that is displayed in the Cir culation window and any additional special notes that may be useful Every Textbook Tracker machine will keep a transaction log that contains a history of everything that has occurred It can be a v
40. Or if the items are not present and the patron wishes to renew all the titles type RA into the command line of the main Circulation window followed by the patron s barcode number and press lt enter gt This will automatically renew all items checked out to that patron Textbook Tracker Getting Started Guide 179 Circulation Commands Additional Circulation Commands Adding Items On the Fly To add an item on the fly Step 1 Type or scan the patron s barcode number Step 2 Place a barcode label on the item and type or scan the number The following window will appear Unknown Barcode x Create New Item Create New Patron Step 3 Click on Create New Item Depending on your preferences see Management tab on page 94 and or license privileges either a blank Items management window or the Add Title Assistant window will appear Step 4 Fill in the fields you desire Barcode Title and Policy are the only fields that are required in both the Add Title Assistant and the Items management window Step 5 Click the Save button in the upper right corner of the Items management window 180 Textbook Tracker Getting Started Guide Special Circulation Commands Circulation Commands Special Circulation Commands Charging a Fee F Command F Fee Charges and Payments To view charges and payments or refunds and credits for the current patron type F in the command line and press lt enter
41. Recommendations Textbook Tracker has been developed to work under both Windows and Macintosh based operating systems With the exception of subtle differences between the controls at the tops of windows and minor differences in operating system functionality the program operates identically across both platforms Here are the minimal recommended hardware and operating system requirements for Textbook Tracker Textbook Tracker Hardware amp System Requirements G4 Pentium 4 or equivalent 1 GB of RAM or higher 20 GB of Free HD 100 000 Items 1024 x 768 Screen Resolution Minimum Recommended Textbook Tracker Mac OS 10 5 Mac OS 10 6 Data Stations Windows XP Windows XP or 2003 X86 Multi Core Processor 2 GB of RAM or higher Central Union Data Stations Textbook Tracker Mac OS 10 5 Windows XP G5 or X86 Dual Processor Core 2 GB of RAM 20 GB of Free HD 100 000 Items 1024 x 768 Screen Resolution Mac OS 10 6 Windows 2003 X86 Multi Core Processor 4 GB of RAM or higher TCP IP Network Textbook Tracker Mac OS 10 5 Mac OS 10 6 Controller Windows XP Windows 2003 G5 or X86 Dual Processor Core X86 Multi Core Processor 2 GB of RAM 4 GB of RAM or higher 20 GB of Free HD 100 000 Items 1024 x 768 Screen Resolution TCP IP Network Textbook Tracker Mac OS 10 5 Mac OS 10 6 Workstations Windows XP Windows XP or Vista G4 Pentium 4 or equivalent 512 MB of RAM or higher 2
42. Set All Copy Locations data manipulation command CH Copy Site Supply the default value for the copy site field when changing copy locations Copy Location Supply the default value for the copy location field when changing copy loca tions Copy Shelving Supply the default value for the copy sublocations field when changing copy locations 96 Textbook Tracker Getting Started Guide Barcodes Preferences eee Getting Started The Barcodes System Preferences allow you to configure how Textbook Tracker should increment new patron and item barcode numbers On these tabs you will configure the barcode range for temporary items and establish any special barcode handling For instance if your data contains any Follett Interleaved 2 of 5 barcodes you would indicate that here JP VIL Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Barcodes icon in the System Administration section of the System Pref erences window Step 3 If your item patron barcodes have a leader that should be skipped enter the leader in the Special Handling tab Also use the Special Handling tab to configure how Textbook Tracker handles new barcodes assigned to patrons and or items Issel Temporary Barcodes tab Set the preferences that deal with your site s temporary barcode scheme Special Handling Temporary Barcodes Any item with a barcode in this range will be automatically
43. Station or site This is only available in Alexandria and Textbook Tracker Data Station address types Database Users will be routed to the Z39 50 database that they have indicated in this field This selection is only available for Z39 50 Site Port This is the port required by Textbook Tracker in order to successfully search the indicated Z39 50 database Default is 210 This selection is only available for Dictionary and Z39 50 Site Username and Password Some Z39 50 servers will require a username and password If they are required and you know them provide them in the allotted spaces Please keep in mind the case sensitivity of usernames and passwords These fields are only available for Dictionary and 239 50 Site Treat As Search Group This selection can be used two ways Users can drag and drop address books into the addresses windows of existing address books to create submenus if you have Treat As Search Group checked then searches are performed across all the Data Stations contained within the address book fields including submenus and groups This checkbox is only for Embedded Book address types Keep window open after adding If you are going to be adding multiple Data Station addresses check this box to keep the Add Site Address window open after you have successfully added an address This checkbox is available on al address types Textbook Tracker Getting Started Guide 123 Address Book Preferences Dup
44. Tracker folder is now installed Step 11 Note This Getting Started Guide is included on the Textbook Tracker CD ROM but is not installed with the application You can double click the documentation icon on the CD ROM to open it directly or you can copy it to your hard drive and open it there If the documentation is copied into the Link Menu folder you can access it from within Textbook Tracker If you don t have Adobe s Acrobat Reader installed on your machine an installer is included in the Utilities folder of the COMPanion CD or from Adobe s website http www adobe com Step 12 Double click the Textbook Tracker icon to start the program iWARNING If you have PPP installed but not running the Textbook Tracker Data Station may try to connect through PPP If the connection window appears click Stop to keep the Data Station from connecting through PPP Step 13 When you start Textbook Tracker the following window appears If you have not yet reg istered Textbook Tracker the Setup Manager window appears described in Step 14 Otherwise the Circulation window appears Textbook Vela ker Version 4 KXON iy aniori Textbook Tracker Data Station 4 0 0fc1 Copyright 2008 Evelyn Manufacturing Inc All rights reserved Distributed under exclusive license by COMPanion Corporation 26 Textbook Tracker Getting Started Guide Installing Textbook Tracker for Windows Installing Textbook Tra
45. Tracker into the Change Circulation Group mode After selecting a Circulation Group a small box with the CN code will appear to the left of the Circulation window s command line Enter the barcode number of the item whose Circulation Group you would like to change The item will be immediately updated with the new Circulation Group code Entering a patron barcode number to switching to another mode will terminate the Change Circulation Group mode You may also terminate this mod using the x or the commands Textbook Tracker Getting Started Guide 185 Circulation Commands Change Circulation Group Notes 186 Textbook Tracker Getting Started Guide Item Management a eee AT This section provides a brief overview on how to manage the resources in your collection NOTE If you are using a Central Union license for Textbook Tracker all schools share title information thus all other sites can view the changes you make The Textbook Tracker Workstation allows you to view and edit titles from every collection in your district but only your title statistics and copy information may be modified from your Workstation The Central Administrator Workstation allows viewing and editing of all database information across all collections y UOISIOA ISPL yOouy About MARC records All Textbook Tracker item data is saved in MARC MAchine Readable Cataloging record format the standard for bi
46. When you have completed your new policy click on the Save button Repeat this process until you have made all your new item policies Many schools or public libraries create policies based on medium type or call number range Textbook Tracker will not automatically change or set any item s policy just because a policy matches the medium type or call number range The operator must set the item s policy either during an item import running the Utilities Copies Replace Information or manually in the Items management window NOTE 78 Textbook Tracker Getting Started Guide Using the Policies System Preferences Policy Preferences Getting Started Creating an Exception To create or modify a circulation policy Step 1 Select System Preferences Cmnd Ctrl L from the main Edit menu bar Step 2 Click on the Policies icon in the Circulation section of the System Preferences win dow Step 3 From the drop down menu select the Patron Policy that when combined with an Item Policy will create an exception Step 4 Next from the drop down menu select the Item Policy that when combined with your selected Patron Policy will create an exception Step 5 Click the Exceptions button it should turn red Step 6 Go through the various Policies tabs Check Out Overdue Hold Reservation and Other changing the appropriate values to the fields drop down menus and checkboxes Step 7 When you have successf
47. a certain book or series of books this option will check books out to the Discarded Copies special patron and apply the disposal reason as weeded Other Selecting this option allows you to add a short piece of descriptive text that specifies the reason for the item s removal These reasons for removal will be displayed when you perform the Discarded Copies report Entering a definitive reason such as outdated worn out or no longer used allows you to print a Reordering Details report which will assist in reordering items that have been discarded and need to be replaced Textbook Tracker Getting Started Guide 183 Circulation Commands Special Circulation Commands Step by Step To declare an item discarded Step 1 While in Check In Out mode type 2 in the command line and press lt enter gt Step 2 The Discarded Copies patron will become the current patron Step 3 Scan or type the barcode of the copy to be discarded Remember to press lt enter gt after each barcode if you are typing the barcode Step by Step To permanently remove all Lost or Discarded copies use the Copies Utilities to permanently remove lost and discarded items after you have run the necessary reports Step 1 Select Utilities from the main Tools menu Step 2 Click on the main Copies category tab and Utilities subtab Step 3 Choose to perform either the Remove Lost Copies or Remove Discarded Copies utility Step 4
48. advance Textbook Tracker Getting Started Guide 107 Patrons Preferences Default Pictures tab Default Pictures tab If your school doesn t have individual pictures attached to patrons within the Patron Management window you can apply generic Male Female or Unknown identifiers to patrons based on the Gender field The Default Patron Pictures preference window allows users drag and drop their own GIFs BMPs PCTs PNGs JPGs or most standard image files onto the default Patron Picture field Once this is done a new default patron picture is applied Users can reset to the default patron picture by left clicking the patron picture and selecting Reset From Defaults Getting Started Follow these steps to apply a new default patron picture Step 1 Select highlight which default patron picture you would like to change Step 2 Drag and drop your new default patron image on to the Default Patron Picture field Images can also be pasted into the Default Patron Picture field from your operating sys tem standard clipboard Step 3 Click Save to apply your changes or Revert to discard them 108 Textbook Tracker Getting Started Guide Management tab Patrons Preferences Management tab Rules Grade Table Default Pictures Management Patron Server Default Policy Standard Patron Xi Next Barcode 1100003 Default Policy This drop down menu decides what the default patron policy wil
49. and subfields visit the Library of Congress website http www loc gov marc Textbook Tracker Getting Started Guide 187 Item Management Items Management Window Items Management Window To open the Items management window select Items Cmnd Ctrl l from the main Show menu The Items management window contains information about all the items in your database All items that circulate books magazines audio video media etc are accessible through the Items management window The term item can also mean title issue or copy depending on the context An item can be a book video filmstrip newspaper or any other form of media in your collection and each title can have multiple copies e Title Information consists of data that is identical for all copies of a particular item including author publication and notes e Copy Information consists of data that is specific to a given copy P g Py Textbook Tracker creates stores and updates MARC records with the information you enter into the Items management window which allows you to manage the item information for your collection If you are using a Central Union license for Textbook Tracker all sites share title information thus all other schools can view the changes you make e The Workstation allows you to view and edit titles from every collection in your district but only your title statistics and copy information may be modified from you
50. assigned temporary status Beginning Temporary Barcode Number 90000000 Ending Temporary Barcode Number 99999999 Default Temporary Item Standard Item X Beginning Temporary Barcode Number Enter the first number of the barcode range that you want dedicated to temporary items Textbook Tracker will treat any barcodes entered within the Beginning Ending range as a temporary item if the number hasn t previously been assigned to a patron or item Default is 90000000 Ending Temporary Barcode Number Enter the last number of the barcode range you want dedicated to temporary items Textbook Tracker will treat any barcodes entered within the Beginning Ending range as a temporary item if the number hasn t previously been assigned to a patron or item Default is 99999999 Default Temporary Item Policy Use this drop down menu to set the default policy that Text book Tracker should use when calculating due dates and fines on temporary items See page 75 for more information on Standard System Item policies Default is Standard Item Textbook Tracker Getting Started Guide 97 Barcodes Preferences Special Handling tab Special Handling tab Configure these additional preferences that deal with your site s barcode scheme Special Handling Temporary Barcodes Look for Follett Interleaved 2 of 5 Has Mangled Barcodes O Keep the first five If checked when scanning 13 or 14 digit bar
51. button to renew all items or highlight certain items to renew and click the Renew button The current patron must have items checked out Broadcast Message to Clients A query window will appear with a text box for entering and sending messages to other Workstations connected to the Data Station This message will only appear to currently connected clients Display All Connected Clients Lists in the transaction log all the Workstations that are cur rently connected to your Data Station The type of client and the machines IP address are visible in the log Advanced Bookings Every day that reservations begin the administrator should select the Advanced Bookings option from the Circulation menu Process Pending Bookings When you select the Process Pending Bookings menu option Textbook Tracker checks to see if any of the unavailable items have recently become avail able If they have they re automatically assigned to the requesting patron 162 Textbook Tracker Getting Started Guide Circulation Window Tabs Circulation Window Circulation Window Tabs The bottom half of the Circulation window contains a series of tabs that are helpful for daily circulation activities and the management of your collection information these are discussed in more depth on the Circulation tabs section of the Textbook Tracker Online Wiki Permission Override If the operator who is currently logged into Textbook Tracker doesn
52. e Removing Operators To remove an Textbook Tracker operator select highlight the operator Name from the Textbook Tracker Operators field and click the Remove Operator button the icon when asked if you wish to delete the operator choose Yes If you have Textbook Tracker Operators with security levels other than Administrator e g Librarian or Aide you will be unable to remove the District Library Administrator unless you have an additional District Library Administrator Edit Operators You may edit the username password email address and security level of any existing Textbook Tracker operator To edit an existing operator s information double click on a operator s name in the Textbook Tracker Operators field Alternately you may select highlight the operator s name from the Textbook Tracker Operators field and select Edit Operator from the Actions menu located at the bottom left hand side of the window Doing this opens the Edit Operator window similar to the Add Operator window described on page 113 using this window you may change any of the operator information fields If you have Textbook Tracker Operators with security levels other than Administrator e g Librarian or Aide you will be unable to change or remove the District Library Administrator security level unless you have an additional District Library Administrator 114 Textbook Tracker Getting Started Guide Security Preferen
53. enter a date into the Run next on field Select how often to repeat the rebuild using the Repeat drop down menu You can choose Never Daily Weekly Monthly or Yearly Click on each of those days weeks months or years so that they appear selected or use the On The checkbox and correspond ing drop down menus Set the Hours 11 30 PM is suggested to whatever time you would like to run the rebuild It should be done late at night when people are not normally accessing your cata log this way it doesn t appear that your catalog is frozen Textbook Tracker cannot per form searches or circulation activities during an Rebuild Click on Save in the upper right corner of the window 56 Textbook Tracker Getting Started Guide Email Preferences oo eee AT Getting Started Step 1 Go to Edit on the menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Email icon in the Network Services section of the System Preferences window Step 3 To successfully use built in or external SMTP you must provide both a valid Library Email Address see Site tab on page 69 for more information and a valid Email Address for one of your Central Administrators see Adding Operators on page 113 Step 4 Supply your SMTP Server information Port and if Use Authentication is needed check that box and provide your Log In and Password Also check Use SSL if needed 5 Step 5 Click Save in the upper right corne
54. followed by instal1 Windows or Macintosh OSX Follow the instructions that appear on the web page to install your clients Step 4 If you ve licensed use of Web Workstation your registration code will activate it all you need to do is set your Site Information preferences Step 5 If you ve licensed use of Textbook Tracker WAN and or Z39 50 capabilities your regis tration code will activate it all you need to do is set up your Address Books in the Administration preferences 16 Textbook Tracker Getting Started Guide Installing Textbook Tracker for Macintosh Installing Textbook Tracker Installing Textbook Tracker for Macintosh If you are installing Textbook Tracker or an Textbook Tracker Central Administrator Workstation on a Macintosh OSX machine for the very first time please use these easy to follow steps If you are installing the Textbook Tracker Central Administrator Workstation follow these directions using the Central Administrator Workstation Installer dmg instead If you have questions or problems during installation contact COMPanion s Technical Support Service at 800 347 4942 or 801 943 7277 by fax at 801 943 7752 by toll free fax at 888 515 3883 or by email via support companioncorp com Step 1 Insert the COMPanion CD and double click on the Textbook Tracker v4 folder The installers for your operating system will be located inside this folder You can also visit COMPanion s web site
55. here Step by Step Use the following steps to perform or delete one of the reports you ve saved Step 1 Select Reports from the Tools menu Step 2 Click on the Saved Reports tab followed by the Saved subtab Step 3 Highlight the report you d like to perform from the Saved Reports list you can sort this list by Report Type Report Name default Report Description and Scheduled Step 4 Double click on the report or click Print to prepare your highlighted saved report To remove a Saved Report select it and click the Delete Report button 156 Textbook Tracker Getting Started Guide Circulation Window E DAY Use the Circulation window also the main window of the Central Administrator Workstation to perform site transactions You can also issue books place hold requests and reservations process fees fines payments and renew books You can also complete special functions such as inventory cataloging record updating and viewing Use one of the two methods to display the Circulation window e Select Circulation Cmnd Ctr1 T from the main Show menu e Select Circulation from the Windows menu tt Circulation COMPanion Developer v4 1 2 Abse dat n tata S Check Out m jEnter a Command or Barcode Y UOSAN LVE HOO No Current Patron No Current Item Details Notes Lookup Details Tc Copy Stats Notes Lookup i Transaction Log Renewals Homeroom
56. information on the catalog cards The MARC records you receive and import into Textbook Tracker will be complete and you will have no additional data to enter This process can be time consuming and expensive but it is the most complete retrospective conversion method available e COMPanion s SmartMARC software COMPanion offers SmartMARC a software program that can access hundreds of Z39 50 collections using a standard internet collection SmartMARC can also be purchased with AccessMARC s database of MARC records You input minimal information e g title author ISBN and or LCCN and then SmartMARC searches for MARC records matching that information Once the process is complete you can add local information such as call number tag 852_h barcode number tag 852_p price tag 852_9 item type tag 949_a special funds tag 852_1 and volume tag 092_v to your MARC records This process can save many hours of retrospective conversion If you plan to do your own ret rospective conversion this is the best alternative e Import item records into Textbook Tracker from an outside source You can import information using any database program that can create a text file in a tab delimited format e Enter the information directly into Textbook Tracker This direct approach is more time consuming but moderately more cost effective Many book vendors offer MARC MicroLIF records on disk or CD ROM for the items they sell Conven
57. installation the License Agreement window will reappear showing you the installation s progress License Agreement COMPanion Corporation Electronic End User License Agreement License Agreement Splash Screen Select Destination NOTICE TO USER j THIS IS A CONTRACT BY INSTALLING THIS SOFTWARE YOU Installing ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT Finished Unauthorized use of this software or related materials can result in civil damages and criminal penalties This COMPanion Corporation COMPanion End User License Agreement accompanies an COMPanion software product and related explanatory written materials Software The term Software shall also include any upgrades modified versions or updates of the Software licensed to you by COMPanion This copy of the Software is licensed to you as the end user Please read this Agreement carefully TOACCEPT THIS AGREEMENT PRESS CONTINUE AND AGREE TO DECLINE THIS AGREEMENT PRESS CONTINUE AND DISAGREE YOU WILL NOT BE ABLE TO USE THE SOFTWARE COMPanion grants to you a nonexclusive license to use the Software Installation powered by FileStorm GoBack Textbook Tracker Getting Started Guide 19 Installing Textbook Tracker Installing Textbook Tracker for Macintosh Step 7 When the installation is complete a confirmation window will appear Click Quit The installation has successfully finished tt Click Quit
58. installed on On that machine open an internet web browser e g an Internet Explorer or Firefox web browsing window Step 3 In the browser Address field located in the upper left corner of the window type the IP address of your Textbook Tracker Data Station followed by instal1 for Windows users or those running Macintosh OSX or install_mac for those running Mac intosh OS9 Textbook Tracker Work Station Web Install Windows Internet Explorer DEK 0O Ga A betp f 123 456 78 910 install Client Installation 1 Click the download link below Windows Workstation OSX Workstation 2 Pick a location to save the download f File Download F Name OSX zip From Do you want to open or save this file Type Compressed zipped Folder 19 8MB a Gil v Always ask before opening this type of file While files from the Intemet can be useful some files can potentially harm your computer If you do not trust the source do not open or save this file What s the risk v internet 100 1 If you don t have the correct Java applet installed on your computer in this case Java Plug in 1 3 or higher you will be required to install it before you can download clients Your browser should automatically detect whether you have the correct Java version installed If it does not follow the links and install instructions that the we
59. is checked see Activating Security on page 112 for more information you may select Restart or Log Out from the File menu to access Textbook Tracker as an operator with a different security level 116 Textbook Tracker Getting Started Guide Security tab s Security Preferences Adding Editing and Removing Custom Security Levels Operators with the appropriate authority can add edit or remove any of Textbook Tracker s security levels with the exception of the default security levels which can be edited but not removed or renamed Add This button the icon located in the lower left corner of the Security System Prefer ence window opens the Create New Security Level window Remove Operators with the appropriate authority can remove an operator created security level by highlighting selecting the level from the Security Groups section of the Security Sys tem Preference window and clicking the Remove button the icon Operators will be asked if they are sure they would like to remove the selected security level click OK to proceed or Cancel to abort the removal Operators will not be able to remove any of Textbook Tracker s default security levels Actions This menu located on the lower left corner of the Security System Preference window allows you to Remove Duplicate Export Import or Print any of the selected high lighted security groups Creating A New Security Level This window w
60. it is cleaning your data and can take several hours depending on the size of your data and speed of your machine You should backup or archive prior to running a Rebuild just as you should with any other utility Evaluate the Security of Your Data Station Some schools may not have the funds or hardware necessary to have both a dedicated Data Sta tion and accessible clients If your Data Station is accessible to the general public you may want to enable additional security that would prevent unauthorized users from deleting renaming or moving your Textbook Tracker application or Data folder Some file security may be built into your operating system some operating systems have no such security and would require purchas ing third party software to provide that file security If you don t have file security on your Data Station you should be extra vigilant in backing up your Data folder 14 Textbook Tracker Getting Started Guide Installing Textbook Tracker o This section will teach you how to install the Textbook Tracker Data Station and other standard Textbook Tracker clients The instructions in this section assume that you have a basic working knowledge of your computer s operating system HP al Before you install Textbook Tracker make sure that you have the registration letter that came with your program it contains essential information that is required during the installation process Hardware and Operating System
61. item you can order two copies of these one part labels Two part labels include the same information as the one part label The two part labels also include a second portion on the label which display the written barcode number COMPanion Library IDITE Hilt I 206212345 206212345 Part 2 Number only The second part of the label is useful to attach to a shelf list card or to place on the book in a different location than the upper portion Two part labels provide the benefit of having two labels for each item at a lower overall cost 12 Textbook Tracker Getting Started Guide Barcode Your Collection Preparing for Textbook Tracker Where to Place Barcode Labels You can place barcode labels on the inside or outside of items A label on the outside is easy to locate but is subject to much greater wear and tear therefore shortening its lifespan Most Textbook Tracker users place their labels on the inside back cover of books and on the out side of items such as records tapes and CDs If you plan to place barcode labels under a transparent jacket cover test your barcode reader to make sure it can read the labels through the jacket cover Placing barcodes vertically on the back cover next to the spine can make inventory easier since you wouldn t need to fully remove the books from the shelf to scan them with a barcode reader When to Label Items You can label items either before or after you enter you
62. late at night when people are not normally accessing your cata log this way it doesn t appear that your catalog is frozen Textbook Tracker cannot per form searches or circulation activities during an Archive Step 9 Click on Save in the upper right corner of the window Textbook Tracker Getting Started Guide 55 Schedule Archives and Rebuilds Rebuild Utility Rebuild Utility The Rebuild Utility allows you to schedule automatic rebuilds of your Textbook Tracker Data tt Editing Database Rebuild Oo File Edit Show Tools Window Help johndoe companioncorp com janedoe companioncorp con Send Email Notification Textbook Tracker has the ability to send email notification to users when a scheduled rebuild has completed it s work Supply the appropriate email addressees in the field below to enable email notification Send Email Notification To Enter the email addresses of those who should be informed when a rebuild operation finishes Multiple addresses should be separated by commas Getting Started Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Go to Tools on the system menu bar and select Utilities Select the Database tab in the upper right corner of the window Click the Utilities subtab Select highlight Rebuild from the utilities field Click the Edit button in the lower right corner of the Rebuild section On the Schedule tab of the Edit Utility window
63. log in as the District Library Administrator to change a preference a task for which the Student Aide does not have authorization There are two ways to access Textbook Tracker as a different operator e Make sure that the Require Operators to Login checkbox is marked in the Administration preference window and then choose Restart or Log Out from the File menu When the Log In window appears enter the appropriate Username and optional Password and click Log In to access Textbook Tracker as an entirely new operator e If the operator who is currently logged into Textbook Tracker doesn t have the security permissions to access or change a specific option or preference tab you may supersede their authority for a set duration using the Permission Override window see Permission Override on page 163 1 If a password was not supplied when creating a new operator in the Add Operator window page 113 then this field will not be required 2 If you are restricted to Aide type security privileges attempting to Log Out or Restart from the File menu will open the Permission Override window For more information about Permission Override and how it s used please see the information contained on page 163 3 Some security levels require the proper permissions to perform a Restart 112 Textbook Tracker Getting Started Guide Operators tab Operators Preferences Adding Operators Click the Add Operator button the icon
64. numerics the barcode increments to the right and grows to the right For example the barcode following aaa999 should be aaa1000 This is the default setting Increment Entire Barcode Including Alphas When this option is selected new barcodes modify both alpha and numeric characters increment to the right and grow to the left For example the barcode following aaa999 would be aab000 The barcode zzz999 becomes 1aaa000 then 1aaa001 then laaa002 and so on and so forth eventually becoming 1zzz999 which then turns to 2aaa000 Remember that with this formula Z 1 1A Hidden Options tab If you need to enable disable this tab please contact COMPanion s Technical Support team Repair Trailing Alpha Check Digit If this box is checked items that would match a scanned barcode if they had the exact same trailing alpha check digit are repaired so that their barcodes match exactly Repair Trailing Numeric Check Digit When this box is checked items that would match a scanned barcode if they had the same trailing numeric check digit are repaired so that their bar codes match exactly Ignore Leading Zeros on Barcodes When checked if barcodes begin with zeroes those zeroes must be entered in the data if they are scannable barcodes Allow Spaces in Barcodes If checked scanned barcodes will be tested to see if they are bar codes before they are tested to see if they are commands Textbook Tracker Getting Started Guide
65. patron has completed a hold or checkout Default is the site name Default Terminal Screen Width The number of characters that are able to be displayed on a single line on the SIP2 hardware Operators should refer to their SIP2 hardware s documentation for this number This field is enabled and set to 255 characters when users have indicated that they are using Checkpoint hardware Default Terminal Receipt Width The number of characters able to be printed on receipts given by the SIP2 hardware Operators should refer to their SIP2 hardware s documentation for this number Default is 40 Terminal Password This field is required for the SIP2 machine to validate itself to Textbook Tracker By default the terminal password is your Textbook Tracker serial number Log SIP2 in Transaction Log When checked all transactions on SIP2 machines are logged to the transaction log of the Textbook Tracker Data Station All SIP2 transactions are logged to the log file whether this box is checked or not Disable SIP2 ACS Checking this box will disable Textbook Tracker s Standard Interchange Protocol s Automated Circulation System Disable Advanced Error Checking This should only be checked if the SIP2 hardware doesn t use checksum validation Enabling this when unnecessary will cause Textbook Tracker not to work with the SIP2 hardware Remote service timeout in seconds Choose the timeout for the remote service Note that if
66. policy and other values Some sort selections sort by two values e g Patron Lists can be sorted by Grade Name resulting in patrons being sorted by grade and then by name Use the Select By drop down menu to select which type of information is to be included in the report You are limited to five selection ranges using And Or and And Not Boolean logic for your report In addition the order the selections are processed are from the top down and will affect the results if you are using both And and Or operators at the same time When you choose values in the selection drop down menus other fields may appear and prompt you for required information e g if you select Due Date in the Select By drop down menu Date Range fields will appear allowing you to enter a starting and ending date value If you enter only a Starting With selection Textbook Tracker will select all records where the Grade begins with the entered text For example entering GR1 would select GR100 GR10 and GR1B37 1 Since Textbook Tracker allows you to customize certain terms for Patrons and Items the term names you use may not be reflected in this guide For purposes of illustration the sample library we ve used in this guide is a School Library and thus Community ID Patron Number Location Homeroom Level Grade and so forth 154 Textbook Tracker Getting Started Guide Introduction to Reports To do an exact mat
67. publisher extent and volume if a matching record is located it s updated e For updated records if the imported record is MicroLIF or MARC and doesn t contain copy information a new copy is added to the updated record if Always Add Copies is selected for Item Import Settings Textbook Tracker performs an analysis on each and every MARC record imported so that information is correctly imported from a wide number of vendors If you find records that don t import correctly send them to COMPanion and we ll reprogram Textbook Tracker to properly import them Textbook Tracker correctly imports records from the following sources 1987 MicroLIF 1991 MicroLIF US MARC Communication amp MARC 21 SunLink WisCAT Laser Cat Dynix Follett Canadian MARC and many others since the printing of this document 1 The file designator consists of two letters followed by two numbers The letter will never be an O so you can be sure that 0 means zero Textbook Tracker Getting Started Guide 139 Importing Patrons and Items Importing Item Information Step by Step Importing Item Records Item records may be imported into Textbook Tracker in MARC MicroLIF or tab delimited formats Step 1 Select Tools from the menu bar and choose Import Step 2 The Data Import window will appear Quick f Advanced Drag and drop files here to import into Textbook Tracker Starting Item Barcode 1300000 Use Imported
68. record Step by Step To modify copy information e Choose Items Cmnd Ctrl l from the main Show drop down menu e Select Find Cmnd Ctrl F from the Edit drop down menu and locate the copy using the Item Selection window e Click on the Copy Information tab Locate the copy by Barcode Copy ID or Copy Call Number you wish to edit using the left and right arrow icons and Browse Copies By drop down menu e Unlock the record if necessary by clicking on the Lock icon or choosing Unlock Cmnd Ctrl U from the Actions menu e Make any desired changes to the fields in the record moving between the Copy Info Copy Notes or Copy Stats tabs e When all the appropriate fields have been modified click Save in the upper right corner of the main Items management window to save your changes to the copy record 198 Textbook Tracker Getting Started Guide Removing Titles and Copies Item Management Removing Titles and Copies Items that have been discarded given to other schools sold or permanently lost must be removed from the system to keep reports and searches from becoming cluttered with obsolete information However be certain that the items you are removing from Textbook Tracker have been permanently expunged from your collection For example a lost item may eventually be found or returned In this case it is better to record those items as Lost Discarded On Repair On Order Archived or Unknown These special i
69. the active window Ifyou select Bring all windows into view all minimized windows will appear with focus placed on the Circulation window When you close a window it is removed from this menu Textbook Tracker Getting Started Guide 43 Textbook Tracker Basics COMPedit The COMPanion Word Processor COMPedit The COMPanion Word Processor Integrated into Textbook Tracker is a powerful word processor These days everyone owns at least one word processor Why then is the Textbook Tracker approach to an integrated word processor any different Well here are a few reasons e COMPedit is available integrated within Textbook Tracker and as a stand alone product e The word processor is used throughout Textbook Tracker to display reports and other informational windows In most programs this information is displayed in a standard system window e Allows users to save reports for future reference COMPedit documents can be viewed saved and printed e Allows users to customize reports You can pick the font eliminate unwanted information enter notes change the font size update the heading and much more You can have your reports done your way e Quickly create your own reports by cutting and pasting pieces of information from different Textbook Tracker reports e Send reports to others via email attachments since you can save reports electronically you can send them electronically e COMPedit uses a highly efficient v
70. 0 seconds are chosen the remote service progress window of multiple users will not offer cancel and use current time options 60 Textbook Tracker Getting Started Guide Checkpoint ILS tab SIP2 Preferences Checkpoint ILS tab Checkpoint s ILS Intelligent Library System enhances the SIP2 protocol and should only be enabled if Checkpoint s SIP2 hardware is in use SIP2 hardware is not interchangeable between manufacturers Make sure all SIP2 settings are correct and that you have an FTP server running on the same machine as your Textbook Tracker Data Station The ILS server will place an inventory file on your Data Station If you are not running an FTP server on your Data Station the inventory file will need to be placed manually Settings Checkpoint ILS Use Checkpoint ILS with SIP2 ILS Server Address 0 0 0 0 ILS FTP Path FTP Username Username FTP User Password Inventory File Brows e Synchronization Folder Browse Use Checkpoint ILS with SIP2 This box should only be enabled if Checkpoint s SIP2 hard ware is in use ILS Server Address This is the web address of the ILS FTP server you d like to connect with An FTP address looks a lot like an HTTP website or IP address except it uses the prefix f tp instead of http and can be any combination of letters and numbers ILS FTP Path This is the directory path on the ILS FTP server wh
71. 200 Textbook Tracker User s Manual Make a selection from the popup menu Ifyou select Other then you may add a short description Click on OK or press Enter when the correct reason is displayed Damaged v Damaged M Rememberthi ther Comme Cancel Discard and Change Mode You may choose three different options from the drop down menu of the Discarded Item Window Click OK or press lt enter gt when the correct reason for item s disposal is selected Damaged If the damaged item 7s not checked out to a patron you may check it out to the Dis carded Items patron Special Patron 2 with the Reason as Damaged Nothing will happen to the item other than it is marked as Discarded Damaged This is similar to declaring an item that was not checked out to a patron as lost However if the damaged item is checked out to a patron and is then checked out to the Dis carded Copies patron without being checked in first then the Discarded Items Window will change and display the item s Replacement Cost allowing you to charge a fine to the patron who last borrowed the book and presumably damaged it Clicking on Charge Fine and Print Receipt or Charge Fine will charge a fine to the offending patron and place a note in the trans action log However you may also choose Forgive Fine if you do not wish to charge the offend ing patron for the replacement cost Weeded If your school is removing
72. 56 MB of RAM 200 MB of Free HD 1024 x 768 Screen Resolution TCP IP Network Textbook Tracker Getting Started Guide 15 Jase Installing Textbook Tracker Installation Summary read this first Installation Summary read this first If one doesn t already exist the installer will create an Textbook Tracker folder and extract the Textbook Tracker program there All of your collection information data will be stored in an Textbook Tracker Support folder located in the system shared application directory Once installed the Textbook Tracker Data Station will facilitate the installation of other clients The Data Station can perform the same basic circulation functions and beyond that the Workstations ie clients are capable of performing Your Data Station does not count as a client unless you have purchased a single user license this license doesn t allow any other clients If you only have a couple of computers you may want your main circulation machine to also be your Data Station In this case you wouldn t typically install another Workstation Your Data Station will be used by the Workstation for circulation and reporting In a middle sized configuration you may have a machine in the back room or server closet that is only used for infrequent operator maintenance Install the Data Station on this machine and your Textbook Tracker Workstations on other machines If you are planning to have a la
73. Accelerator and Hotkey Commands Windows Circulation Shortcut Commands These shortcut commands allow you to quickly perform Circulation actions Ctrl 1 Start Bookdrop Ctrl 2 Make Charges Payments Ctr1 3 Show Patron Details Ctr1 4 Remove Patron Holds Ctr1l 5 Remove Patron Reservations Ctrl 6 Show Item Details Ctrl 7 Adjust Item Holds Ctrl 8 Remove Copy Reservations Ctrl R Renew Patron Items 212 Textbook Tracker Getting Started Guide Accelerator and Hotkey Commands Shortcut Keys Accelerator keys An accelerator key is a keyboard shortcut that is accessed by holding down modifier keys lt shift gt lt ctrl gt lt alt gt or combinations of these and pressing another key on the keyboard Accelerator shortcuts appear to the right of a menu item text Macintosh Shortcut Keys 9e H Hide Textbook Tracker Carbon Xt 96 H Hide Others Carbon tH 3 N New Document 36 0 Open 3 amp 6 W Close Window Xt 36 tW Close All g6 S Save Nt gg ts Save As Text g6t P Print Xt 36 P Print to PDF tH 3 E Restart 36 Log Out Quit Textbook Tracker 36 2 Undo A z Redo X Cut E Copy V Paste A Select All F Find G Find Again F System Preferences 38 3 a8 98 38 38 98 38 98 38 Circulation I Items FL Patrons Textbook Tracker Getting Started Guide 213 Sho
74. Check this box if you want Textbook Tracker to auto matically send email confirmations and notices to patrons If selected Textbook Tracker will send email to patrons whom have a valid email address when the following events occur a hold is placed a hold expires an in stock hold is available an in stock hold expires item becomes over due and a recall is issued To make this option available and to guarantee that your email notifications are being sent you must have a valid Library Email Address page 69 a valid patron email address page 203 text in your Overdue Notice letter field page 87 and this Enable Email Notifications box checked Default is OFF Days to Look Ahead for Reservation Notice This sets the number of calendar days that Textbook Tracker looks ahead when sending out upcoming reservation email notices Default is set to 4 days Charge Late Fees on Lost Books If this option is ON then late fees continue to accumulate on lost books up to the max fee limit that is set in that item s Items policy preference To stop charging fees on a particular item Remove the copy or assign it as Discarded Default is OFF Charge Late Fees on Found Books TIf this option is checked when a lost item has been located the patron who last had the book is charged an overdue fine for the period between when the item was lost and when it was found up to the Maximum fine for an overdue item When this box is checked the Refund Lost
75. Ifyou wish limit which copies to remove using the Select By drop down menu options under the Selection tab of the Edit Utilities window Step 5 Click the Run button to perform the utility NOTE As with every utility run an Archive or make a backup copy of your Data file prior to running the utility to remove all discarded or lost items 184 Textbook Tracker Getting Started Guide Apply Circulation Group Circulation Commands Apply Circulation Group Command CG Set Circulation Group Use the CG command to check items out to patrons under a desig nated Circulation Group code The CG mode requires that you have a Current Patron and Item After selecting a Circulation Group a small white box with the CG code will appear to the right of the Circulation window s command line The selected Circulation Group code will be applied to any items that you check out The only way to clear this particular mode is to re enter CG into the command line and press enter 00 Circulation Groups Code Circulation Group Art 7th Art Bth Business Keyboarding English 10th English 7th English 8th English 9th Health Bth History American Cancel J OK Change Circulation Group Command CN Change Circulation Group Use the CN command to apply Circulation Groups to items that have already been checked out Entering CN in the command line puts Textbook
76. Notes 020 General Notes 021 Alert Notes 022 Categories 025 Separate category terms with Status 026 1 Active 2 Card Lost 3 Usage Blocked 4 Transferred 5 Inactive 6 Other Library Code 027 For multi collection databases Policy 028 Uses policy short code Previous Policy 029 Uses policy short code Total Fines 030 Export Only Total Payments 031 Export Only Sex Gender 032 Unknown 0 or U Male 1 or M Female 2 or F Life to Date Usage Count 033 Export Only Number of items currently checked out 034 Export Only 136 Textbook Tracker Getting Started Guide Patron Fields by Field Number Importing Patrons and Items Life to Date Overdue Count 1035 Export Only Number of items currently overdue 1036 Export Only Number of items currently on hold 1037 Export Only Current Reservations Count 1038 Export Only n Stock Holds Count 1039 Export Only Reserves Count 1040 Export Only Keep Patron History 1041 Yes or No Last Use Date 1042 Export Only Last Validation Date 1043 Export Only Next Validation Date 1044 Export Only Birthdate 1045 Patron Accession Date 1046 Card Expiration Date 1047 Optional Date 1048 Additional Contact Parent Guardian 1049 3rd Location 1050 User Name 1052 Credits 1061 Export Only Unaccepted Credits 1062 Export Only Patron RSN 1099 Export Only n Transit Hold Count 1100 Export Only
77. OFF Textbook Tracker Getting Started Guide 95 Items Preferences Management tab Enable Add Title Assistant The Add Title Assistant is a guided cataloging helper useful in reducing the number of duplicate entries in your database by searching against the items in your local collection also offers convenient access to specified Z39 50 databases in order to provide new full records process simplification When you create an item record and this box is checked the Add Title Assistant window will appear in lieu of an unlocked and empty item management record For those who do not wish the Add Title Assistant window to appear when adding new items to the database it can be disabled by removing the check from this box There is also an override key combination for this preference allowing the operator a single time use of the functionality in the reverse state of the current preference setting If enabled using the lt Alt Ctr1 N gt Windows or lt Opt ion Cmnd N gt Macintosh key com bination will skip the Add Title Assistant window and take the user directly to an unlocked new item record in either Item View or MARC View the default view for which you ve selected to add a new title Alternately if this preference is disabled a user can temporarily activate the Add Title Assistant window by using the override key combination Copy Location Defaults Values entered here will be used when changing copy locations using the
78. Sources Cover Art Leading Articles Policy Mapping Cover Art Tools ca Automatically search for cover art Default Cover Art Drag or paste pictures here to change the default item pictures based on medium type Medium Types BOOK a Medium Picture Default Picture Follow these steps to apply a new default medium picture Step 1 Select which medium s picture you would like to change from the Medium Types field on the left hand side of the window Alternately if you d like to apply a Default Picture to a the mediums that currently lack one follow the steps below Step 2 Drag and drop your new medium image on to the Medium Picture or Default Picture fields on the right hand portion of the window Images can also be pasted into the 102 Textbook Tracker Getting Started Guide Leading Articles tab Cataloging Preferences Medium Picture or Default Picture field from your operating system standard clip board Step 3 Click Save to apply your changes or Revert to discard them Leading Articles tab This preference tab allows you to specify which leading articles e g the an a should be ignored during cataloguing and searching Since leading articles vary from language to language this preference gives an operator total control over how they are defined Use the Print Leading Article List button in the bottom right corner of the window to print a list containing a
79. Step 4 Step 5 Step 6 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Click on the Circulation Groups icon in the Circulation section of the System Prefer ences window Click the Add Circulation Group button on the bottom left of the Circulation Groups preference window or lt Cmnd N gt on Macintosh lt Ctrl N gt on Windows The Add Circulation Group window will appear Enter the Circulation Group Code and description of the new Circulation Group you want to add Click on Save to add or Cancel to cancel 126 Textbook Tracker Getting Started Guide Circulation Groups Preferences Circulation Groups are used for collecting focused circulation statistics Circulation Group Codes can be eleven characters long Circulation Groups can be activated and cleared on the main Circulation window Clicking on the Actions menu will allow you to Remove Add Edit and Clear All existing or new circulation groups Code Group Description Ii MAIN Main Circulation Group a SECONDARY Secondary Circulation Group Add Circulation Group his is an example of a new circulation group Cancel S Force active Circulation Group during Checkout Add Circulation Groups Opens the Add Circulation Group window allowing you to add a new Circulation Group code and description Remove Circulation Groups Allows you to remove the selected highligh
80. Tefan Jra cker Version 4 Getting Started Guide For Macintosh and Windows Textbook Tracker v4 20 Copyright Notice 2004 2011 Evelyn Manufacturing Inc All Rights Reserved Distributed under exclusive license by COMPanion Corporation This work is protected under the copyright laws of the United States Any reproduction of this manual or our software in whole or in part is not permitted without the proper express written authorization of Evelyn Manufacturing except in the normal use of the software and as described in the Software License Agreement All permitted copies shall contain the same proprietary and copyright notices as were affixed to the original The software described in this book is furnished under a licensed agreement and may be used only in accordance with the terms of that agreement NOTE Unauthorized use of this software or related materials can result in civil damages and criminal penalties Textbook Tracker Getting Started Guide Printed March 25th 2011 v4 20 Printed in the United States of America by Trademarks COMPanion Corporation 1831 Fort Union Boulevard Salt Lake City Utah 84121 3041 USA 801 943 7277 voice worldwide 800 347 6439 voice Sales US amp Canada 800 347 4942 voice Tech Support US amp Canada Tech Support worldwide support companioncorp com 801 943 7752 FAX worldwide Sales info textbooktracker com Web http www textbooktracker com To subscrib
81. Textbook Tracker Getting Started Guide Site Information Preferences VAT Getting Started Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Site Information icon in the System Administration section of the Sys tem Preferences window Step 3 Provide the required Library tab information Step 4 Next configure your Web Settings tab as desired set the Workstation Timeout and check or uncheck the option to Display log messages If you have a site license this does not apply to you Step 5 After you have configured your Site Information preferences click on Save in the upper right corner of the window p UOSAN LVE HOO Site tab Enter the name of your site The default is your site license name You must enter your address city state postal code country telephone and fax this data is used for return addresses on patron notices for information shown on Workstation and is included in emails sent to COMPanion s Technical Support team This address information will also be used as defaults when creating a new patron if no city state postal code or country information is specified COMPanion Developer Site Hours for Display on the Web Service Interface Address Address 2 City Postal Code Country 5 jdoe companioncorp com Textbook Tracker Getting Started Guide 69 Site Information Preferences Site tab Site Notes Any te
82. Wiki 204 Textbook Tracker Getting Started Guide Finding Patrons Patron Management Finding Patrons The Find Cmnd Ctrl F command under the Actions menu can be used to locate a specific patron For example if you are looking for a patron with the last name Anderson Textbook Tracker finds the first patron record with that name and selects it as the current patron in the Patrons window When you select the Find Cmnd Ctrl F command the Patron Selection window appears Change the selection in the Sort By drop down menu to choose to search other fields Click the arrows at the end of fields to choose to search for a patron that starts with or exactly matches the information you enter If no record can be located Textbook Tracker will display an alert and the current record will not be changed tt Patron Selection Window File Edit Show Tools Window Help The Sort By drop down menu allows you to select what data to search for Click the Search button to locate the record or click the Cancel button to stop the Search operation and return to the most recent patron record If a Search is performed the Sort By selection in the Patron Record Pane of the Patrons window is automatically set to the same selection as the Sort By drop down menu of the Patron Selection window Textbook Tracker Getting Started Guide 205 Patron Management Adding Patrons Adding Patrons Use the New Record Cmnd Ctrl N command
83. a a a erent 86 Receipts tabiii onani a aen aa aa eter a a a a a a EE a 86 Eettersitabr o ona o eee a e A AA aeei 87 Condition Codes tabis nepina aa iae iai eaaa ia 88 Damage Codes tab isariotiniie neen aa a a AA A 89 InMransit taD aiaa aae aee ae aa aa E g a aia E ai aa 90 Alexandria PreferenCeS nusenssennsennnnnnnnnnnnnnnnnnnnnnnnnnnn ennnen nenna 91 Alexandra ta Dnne a aa a a aaa anaa Aas ean a OE eS 91 Items Preferences ssssssssnnennnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nna 93 Getting Started srair avria R n EA S EAA AS EAT OA 93 Management tab eeeeecceeeeseeeeeeeeneeeeeeenaeeeeeeesaeeeeeeseaeeeeeeeenaaeeeeneeaees 94 Barcode Settings i c sa ece ci aves arien EEN naV Ea aSK 94 Polcy and Mediun sameri as aa aae aa a RA eNi ii 94 Other Settings crisan ER aA Aa CEANN AEA ENG N OR ANAA KANEEN 95 Copy Location Defaults 00 0 0 eee cccceeeenseeeeeeeeneeeeeeeeeaeeeeeeenaaeeeeeeenaeeeeeeeeaa 96 Textbook Tracker Getting Started Guide v Table of Contents Barcodes Preferences sssessseeseeeeseeseeeseeeseenseenseeeseeeseesseeseeeens 97 Getting Started airi iaer a ecient eNEAN 97 Temporary Barcodes tab eeecsceeeeeeenceeeeeeenaeeeeeeeeaeeeeeeeeeeeeeeeenaeees 97 Special Handling tab ssia i e e i E 98 Sale eiga e Ta e EE TE N E ET T 98 Barcode Settings arrsa raei raea Senan aaea eee AKSE EAE LANNES 98 Barcode INCreMenting ianea ia aoin 99 Hidden Options tab miissen orak ive eerltin ch
84. a a ae iseda 43 COMPedit The COMPanion Word Processor sssrin 44 Performing Textbook Tracker Software Updates 46 Setting System Preferences sseececccssssseeceeeeeeseeseneeseeneeeeeeeeensnes 47 Getting Started Configuring System Preferences seeren 48 Schedule Archives and Rebuilds ccsssecccseseeesseeeeeeeseseeeeeees 51 Archiving Your Data esaesa ade E E AEE N ieee ae 51 HOW Archiving WOKS sis scoceseccecieevteccive cs teaeceted r 51 scheduled Events tabs ic eitinl citi inn a eea e a NAOR 52 Getting Started eona aan aS EAEE E EE R EA 52 Restore From Archive soeren ana na EAEE ana Enia 53 ArChie UTINY crocea R 54 Getting starnet eaa EEN a Ban ee E 55 Rebuild Utility r cies dee poe hae atta eles 56 Gething Stare scien aati he E oe eee 56 Email Preferences iitsc scccsstssssaseascsnassssecnssecnsssassasesnssasesstssnsnesasasc eases 57 Getting Started visu nidiitedi ete ieee 57 Email ie o E EE EEA a gee ee eee ee 57 SMTP TAD rene a aeoe a aE a aa E Aa y 58 SIP2 Preference S oscisssscccecnceceesadscecnsnscteesneseaseescecevebicesvansaanatceteetenecten 59 Getting Started osaisia iiin a NNE EAA A ENE i 59 Setingsitab see E EAE CA ae EE E E ea T 60 Checkpoint ILS taDir sisina eei aariaa ia aaiae cde 61 Terminology Preferences cccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeneeeneenseeas 63 Getting Started oaia aaa a EE ENEA ate TSi 63 Currency aD mcum daaa 63 iv Textbook Tracker Getting Started Guide Table o
85. ains the Textbook Tracker Help Open Release Notes Update Registration and Check for Updates selections On Windows all these selections are located under the Help menu About Textbook Tracker Shows copyright and version information Tech Support This opens the Email subtab option under the Support tab of the main Circu lation window allowing you to send email to COMPanion if you are connected to the inter net even if you don t have your own SMTP simple mail transfer protocol address configured see SMTP tab on page 58 Textbook Tracker Help This button opens your default web browser to the main index page of Textbook Tracker s on line Wiki Help If you don t have an internet connection an offline ver sion of Help can be activated if installed on your system Offline Help documents are installed in the Help folder inside your Textbook Tracker folder To get the latest offline Help files please contact Textbook Tracker s 24 hour Technical Support team Open Release Notes If the Textbook Tracker release notes are available this selection displays them If available this document is located in your Textbook Tracker folder with the name Textbook Tracker Release Notes txt Update Registration This will open Textbook Tracker s Registration window allowing you to update your registration information Textbook Tracker will require a restart once your regis tration information has been updated Check for U
86. al number information required during installation If you are not familiar with browsers domain names IP addresses or other information mentioned above see your system administrator or other qualified individuals in your organization to help you get set up If you have questions or problems during installation contact COMPanion s 24 hour Technical Support Service at 800 347 4942 or 801 943 7277 or by email via support companioncorp com Hardware and Operating System Recommendations Textbook Tracker s hosted software solution has been developed to work under both Windows and Macintosh based operating systems With the exception of subtle differences between the controls at the tops of windows and minor differences in operating system functionality the program operates identically across both platforms Here are the minimal hardware and operating system requirements for using Textbook Tracker s hosted service System Requirements for Textbook Tracker s Hosted Workstations Minimum Recommended Textbook Tracker v4 Mac OS 10 5 Mac OS 10 6 Workstation Windows XP Windows 7 or 2008 Server G4 Pentium 4 or equivalent X86 Multi Processor Core 1GB of RAM 2 GB of RAM or higher 200 MB of free HD space More than 200MB of free HD TCP IP Network space 1024 x 768 Screen Resolution 32 Textbook Tracker Getting Started Guide Hardware and Operating System Recommendations Setting Up Hosted Service Textbook T
87. alties This COMPanion Corporation COMPanion End User License Agreement accompanies an COMPanion software product and related explanatory written materials Software The term Software shall also include any upgrades modified versions or updates of the Software licensed to you by COMPanion This copy of the Software is licensed to you as the end user Please read this Agreement carefully _TOACCEPT THIS AGREEMENT PRESS CONTINUE AND AGREE TO DECLINE THIS AGREEMENT PRESS CONTINUE AND DISAGREE YOU WILL NOT BE ABLE TO USE THE SOFTWARE a COMPanion grants to you a nonexclusive license to use the Software Installation powered by FileStorm 18 Textbook Tracker Getting Started Guide Installing Textbook Tracker for Macintosh Installing Textbook Tracker Step 5 When the following window appears verify the destination disk where you d like Text book Tracker installed The default is the hard drive where the currently active System Folder is located Unless special circumstances apply this is usually the best location to install Textbook Tracker Select the icon of the hard drive so that a green arrow appears above it Click Install Select a destination disk to install the software Untitled 147 87GB 75 10GB 149 89GB 33 09GB Peaad Fenni Installing this software requires 91 8MB of disk space You have selected to install this software on the disk Mac HD Step 6 During
88. aluable document if you want to examine any Workstation s history The following choices are available Daily The transaction log is archived at the beginning of each day and is placed in the Log folder with a name such as Cire Log for day 20050120 yyyymmdd Weekly The transaction log is archived every week a week starts on Monday and is placed in the Log folder with a name such as Circ Log for week 20050120 yyyymmdd Monthly The transaction log is archived at the beginning of every month and is placed in the Log folder with a name such as Cire Log for month 200501 yyyymm Never The transaction log is saved but never archived Under this option the transaction log can grow to be very large this can cause difficulty when attempting to search for a specific transaction Commands Require Spaces Checking this box will require that all Textbook Tracker Circu lation window commands or remote transaction import scripts have spaces between the actual command and any additional command information For example if this box is checked Text book Tracker won t be able to recognize the command F4 50 a charge of four dollars and fifty cents However if you enter F 4 50 with a space between the F and the 4 then Textbook Tracker will be able to process the command This preference exists for schools who use barcodes that start with letters of the alphabet that in case they are imported they are not misinterpreted as Textbo
89. an modify either the Fee Comment or the Fee Amount except on overdue fees which are still accruing Textbook Tracker Getting Started Guide 181 Circulation Commands Special Circulation Commands Declaring a Copy Lost Use the Lost Copies special patron to flag copies for later removal Use this feature at the end of the year when you must account for how many copies were lost and their accumulated worth When an item that is checked out to a patron is declared Lost i e checked out to the Lost Copies patron the Lost Book Charge window appears allowing you to fine the patron who has lost the item Step by Step To declare an item lost Step 1 While in Check In Out mode type 1 in the command line and press lt enter gt Step 2 The Lost Copies patron will appear as the current patron Step 3 Type the barcode of the copy that was lost Remember to press lt enter gt after each bar code Step 4 When a copy has been lost by a specific patron you don t need to check the item in first just check it out to the Lost Copies When an item that is checked out to a patron is declared Lost the Lost Book Charge window will appear Step by Step Use the following steps to charge a Lost Item fee Step 1 The Total Patron Fines Due is pulled from the item copy Replacement Cost field or your Default Replacement Purchase Value policy field You may enter any additional charges or processing fees in the Additional Charge field
90. ana maaana EEA EE AE cneceecceveviecenssedestedeesas 115 Default Security GrOUPS eeeceeeeeeeseeeeeeeeeeeeeeeeenaeeeeeeeeaaeeeeeeenaaeeeeeeeaaes 115 Security tab S staae minena sada aa aie aee a gana h rona daa aia aas Sarian ondi haapii 116 Adding Editing and Removing Custom Security Levels 0 0 117 Creating A New Security Level ee eeeeeeeeeeeneeeeeeeeeneeeeeeeeeeeeeeeeennaeeees 117 Editing A New Security LeVel eecceceeeeesseeeeeeeeeeeeeeeesaeeeeeseenneeeeeeenaaes 118 Removing A Security Group eee eeeeeeeeeeeeeeeeeeeeesaeeeeeeeeaneeeeeeenaaeeeeeenaaes 118 Address Book Preferences csccessssseeseceeeeenssseeeeeeceeeeeeeeeneneneneees 119 Getting States setae a eE A RE aE 119 Adding New Address BOokS ecscccceeeesseeeeeeeenneeeeeeeeaaeeeeeesnneeeeeeenaaes 120 How to Create a New Address Book ccccesesseeeeeseeeneeeeeeesneeeeeeeeaes 121 vi Textbook Tracker Getting Started Guide Table of Contents Adding Addresses to an Address Book eeeescceeeeessneeeeeenneeeeeeennnees 122 Address TyP S meneses hindi aiia aa AERAN ai aici 123 Duplicating An Address BOOK ssssssssssssesrrrssrrnrnsrrnnnnrinnnnnrrnnnnnennnn 124 Copying An Existing Address to a Different Address Book 124 Editing the Name of an Address Book cccessccceeeeeeneeeeeeeenneeeeeeena 124 Removing a Data Station from an Address BOOK 124 Duplicating an ACCreSS eeeecceeeeeeneeeeeeeeeeeeeeee
91. and Reading students are often organized by ability and therefore sent to different teachers accordingly Therefore a Circulation Group could be created for Grant teacher name or Math Grant subject and teacher or Reading subject By means of the Institution Location and Sublocation fields users may be able to execute some of the same tracking abilities as Circulation Groups However in a high school or Central Union situation the limitations of these fields might not be enough Circulation Groups can be easily created in Textbook Tracker without the usual lengthy set up time especially since Textbook Tracker supports tab delimited imports For example users can acquire a tab delimited export file from the Administrator s office that contains all of the teachers classes courses and import them into the database very quickly Textbook Tracker Getting Started Guide 125 Circulation Groups Preferences Getting Started You may set up new Circulation Group codes using Circulation preferences Once you have set up a new Circulation Group it will appear in the Circulation Groups window which is accessed by entering CG or CN into the command line of the Circulation window If you do not specify a Circulation Group code from the Circulation Groups window clicking OK will automatically select the first code in the window based alphabetically Default Circulation Group code is MAIN Step 1 Step 2 Step 3
92. and download the latest Textbook Tracker installer www text booktracker com Remember the first machine that you install Textbook Tracker on will be used as your Data Station Step 2 Double click on the file called Textbook Tracker Installer dmg Doing so will mount the Textbook Tracker Install icon on your desktop Textbook Tracker Installer Textbook Tracker Getting Started Guide 17 Installing Textbook Tracker Installing Textbook Tracker for Macintosh Step 3 Double click on the Textbook Tracker Installer icon located inside this window When the installers Textbook Tracker Setup window appears click on Continue Splash Screen License Agreement Splash Screen a Textbook Peleler Version 4 ee is anion Copyright 1989 2009 Evelyn Manufacturing Inc All Rights Reserved Distributed under exclusive license by COMPanion Corporation Installation powered by FileStorm Step 4 Next the COMPanion Corporation Electronic End User License Agreement appears Read the license carefully and once you have finished click on Continue A License Agreement drop down menu will appear Click on the Agree button if you accept the terms of the license If you do not accept the terms of the license click the Disagree but ton License Agreement To install the software you must agree to the terms of this software license agreement Installing Finished damages and criminal pen
93. archive if the Archives to Keep preference is set to 2 but you have manually created three additional archives Textbook Tracker will create a new automatic archive before deleting the three oldest archives in the Current Archive Folder folder This way the number of remaining archives will match the value specified in the Archives to Keep preference in this instance two Use the Refresh button to update the dates and times for the Next Scheduled Archive and Last Archive in the Scheduled Events tab of the Site Information System Preference window 1 Clicking the Archive Now or Restore From Archive buttons can initiate the Remote Control window see Remote Control on page 445 Textbook Tracker Getting Started Guide 51 Schedule Archives and Rebuilds Scheduled Events tab Scheduled Events tab Use the Scheduled Events tab to configure how many archives to keep and the location in which to store them The default keeps three backups inside your Current Archive Folder which is typically located in your shared Textbook Tracker Support folder Clicking on the Current Archive Folder link will open the directory where all your archived data is stored Getting Started Step 1 Go to Edit on the main system menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Site Information icon in the System Administration section of the Sys tem Preferences window Step 3 Set the Archives to Keep to 10 suggested if spa
94. arted You will only need to provide information for these preferences if your school has SIP2 and you have purchased the SIP2 module for Textbook Tracker Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the SIP2 icon in the Circulation section of the System Preferences window Step 3 Provide the required information for SIP2 and Checkpoint ILS tabs Step 4 Click Save in the upper right corner of the window Textbook Tracker Getting Started Guide 59 SIP2 Preferences Settings tab Settings tab The options in this window deal with miscellaneous SIP2 functions Settings Checkpoint ILS Hold Pick Up Location Front Desk Terminal Screen Message Welcome to COMPanion Demonstration Terminal Receipt Header COMPanion Demonstration Default Terminal Screen Width 255 Default Terminal Receipt Width 40 Terminal Password Log SIP2 in Transaction Log Disable SIP2 ACS Disable Advanced Error Checking Remote service timeout in 90 seconds Hold Pick Up Location This is posted to SIP2 machines when a hold is available and is the location where patrons can retrieve available items Terminal Screen Message This is the welcome message that appears on self service SIP2 ter minals when a patron logs in Default is the site name Terminal Receipt Header This appears at the top of printed SIP2 receipts when a
95. arted Guide Using the Policies System Preferences Policy Preferences Getting Started Creating New Patron Policies If you are convinced that more detailed Patron policies are the way to go here are some steps to follow Step 1 Select System Preferences Cmnd Ctrl L from the main Edit menu bar Step 2 Click on the Policies icon in the Circulation section of the System Preferences win dow Step 3 Click the Add button in the lower left hand side of the Patron policy section Add Patron Policy Policy Short Code Stat Group CURRENT POLICY Defaults from Standard Patron Cancel Step 4 Enter the new Patron Policy Name and Patron Policy Short Code and select an optional Stat Group in the fields provided Step 5 Make a selection from the Defaults from drop down menu and then press lt enter gt or click OK the new policy will take its defaults from whatever is selected from this drop down menu Step 6 Next tab through the various Policies Check Out Overdue Hold Reservation and Other providing appropriate values to the fields drop down menus and checkboxes in order to create your policy Step 7 When you have completed your new policy click the Save button Step 8 Repeat this process until you have made all your new patron policies NOTE Using the Restore From Defaults selection from the Actions menu is independent from the current Policy mode For instance if
96. as Firefox Safari or Microsoft Internet Explorer e Textbook Tracker Central Administrator Workstation has all the features of a single user Textbook Tracker license plus the ability to access and modify any Data Station in the District Address Book which once licensed will appear in the System Preference Address Books window 2 Textbook Tracker Getting Started Guide The Unparalleled Power of Textbook Tracker v4 Welcome to Textbook Tracker The Unparalleled Power of Textbook Tracker v4 Textbook Tracker v4 contains several advanced technologies Although it s not necessary to understand how Textbook Tracker does what it does this section is for the technical person who wants to know more about the inner workings of Textbook Tracker Textbook Tracker v4 is built on top of a proprietary cross platform Windows and Macintosh development system designed specifically for Textbook Tracker The core components of this system consist of the following unique technologies e A prioritized multi threaded scheduling system that manages all the executable components of the program All processes within Textbook Tracker are prioritized and queued automatically by our scheduler e A powerful communications system that supports TCP IP communications protocols and addressing This system can handle thousands of simultaneous messages All messages are encrypted for communications confidentiality Only authorized messages are processed by the
97. ation Field This preference lets you configure the term used for the Copy Location field For example you may want to use the term Collection or Library Floor for a multi leveled library rather than Copy Location Although you can change this term this guide will refer to it as Copy Location If numeric ranges are going to be used in this field they need to be padded with zeros in order to be sorted and selected correctly For example instead of a 1 2 402 you d insert 001 027 402 Basically in order to sort properly all entries with a numeric range need to have the same number of characters Term for Shelving Location Input the terminology you d like to use for Shelving an alterna tive location field that goes into the 852_c tag Term for Special Funds This field allows you to customize the term used for your special funds Although you can change this term this guide will use the generic term Funding Source This field allows you to keep better track of where special funding for an item came from For example if you have to report the status of items purchased using government grants or special funds enter the grant number or special fund name in this field You can then generate reports using this field Default setting is Funding Source Textbook Tracker Getting Started Guide 67 Terminology Preferences Currency tab Terminology Notes 68
98. ations on selecting Textbook Tracker v4 as the textbook management tool for your school or institution Textbook Tracker is a powerful application with facilities to help manage textbook inventory circulation and usage The Textbook Tracker Getting Started Guide is divided into sections that correspond to the major areas of the program By reading this guide im its entirety you will gain the insight required to run Textbook Tracker and thus your collection more efficiently You can also find this guide electronically on the installation CD or as a downloadable paf from our website www textbooktracker com So let s begin The Textbook Tracker system consists of a main information server called the Data Station which is the central repository for all your system information The Data Station processes all the information and command requests from networked Textbook Tracker clients and is home to the Data folder where all your crucial patron item and collection information data is saved The Data Station can perform the same basic circulation functions and beyond that the Workstations i e clients are capable of performing y UOISIOA IPLI yOouy Textbook Tracker allows for a variety of expanded modules and client programs that can access the information on your Data Station your license determines which clients and modules you can use Modules and clients are available for both the Macintosh and Windows operating systems
99. b page provides If your Java plug in is up to date or you have just installed it click the Grant this session button on the Java page to begin your Web Install session Textbook Tracker then allows you to download a Workstation If your browser is having problems running the Java applet you can use the alternative alt_instal1 to download the pre installed client application to your workstation PP y 28 Textbook Tracker Getting Started Guide Installing Textbook Tracker Workstations Installing Textbook Tracker If you are not sure what IP address your Data Station uses it appears on your Transac tion log each time Textbook Tracker is launched It is located approximately three or four lines down and will display TCP Is Active IP address is your IP address here Welcome to Textbook Tracker Data Station Version 4 0 0 Version Number 4 0 0 Start Check In Out Attempting to contact update server at updateserver companioncorp com The update server reports your software is currently up to date TCP is Active IP address is 123 456 678 910 Web services activated on port 80 If you have problems locating your IP address please contact your network administrator for further assistance If your network administrator is not available feel free to contact the COMPanion Technical Support team Step 4 If you performed the latter step correctly the Textbook Tracker Client Installation page should appear requiring that
100. barcode numbers found in imported records are used as is during import When this option is unchecked all item barcodes are reassigned using the Starting Item Barcode number detailed on the previous page If you know for sure that your vendor assigned dummy barcode numbers with your MARC records you ll want to turn this option Off to force Textbook Tracker to assign new barcode numbers according to your system preferences Reassign Duplicate Barcodes When checked any barcodes that are duplicates of barcodes that already exist within your Textbook Tracker database will be reassigned Allow Title Updates When this option is checked imported data will update existing titles if specific key fields match When this option is not checked only new records are added Typically you ll want Textbook Tracker to add new copies to existing titles or use the import function to update brief records If however you want Textbook Tracker to create new title records for each MARC record imported uncheck this option On TIf the title or copy data is matched existing title record is modified whether that means adding copies or updating copy and title info Off Existing titles are never modified by import If a barcode matches another it is reassigned Title records are added copies may or may not be added Require Exact Title Match When checked information will only be imported if there is an exact title match Require Ma
101. bliographic data around the world If you don t know MARC standards Textbook Tracker has an easy entry editor that lets you view and edit MARC data without any technical MARC knowledge For those who are familiar with MARC standards our powerful MARC View editor is available for correcting your data You can switch between the two editors using an Actions menu selection or the lt Cmnd Ctr1 Shift M gt keystroke Although it s hidden from you Textbook Tracker saves additional information in the MARC record for library automation duties This information is Textbook Tracker specific and is not included in the MARC editor However if you export data to transfer into another Textbook Tracker Data Station or COMPanion application the export functions will include this Textbook Tracker specific information The MARC standard is complex and ever changing Thus there may be information in your MARC records that is valid MARC data but unused by Textbook Tracker It may be that newer versions of Textbook Tracker will use this data so it s carefully saved with the rest of the MARC data If you have MARC information that you d like Textbook Tracker to process send a written request to Textbook Tracker MARC Suggestions COMPanion Corporation 1831 Fort Union Boulevard Salt Lake City Utah 84121 Or send an email to ideas companioncorp com Your request will be examined and you ll receive a response 1 To learn more about MARC tags
102. btabs Current Record Tabs and Subtabs The greater half of the current record pane consists of the Title Information and Copy Information tabs and relevant subtabs these tabs contain the editable fields drop down menus and checkboxes that are used to manage information related to the resources in your collection For more information please review the Title Information and Copy Information tab sections of the Textbook Tracker Online Wiki Title Information The Title Information tab and related subtabs contain pertinent informa tion such each title record Within these tabs and subtabs you may view or edit information about each title Copy Information The Copy Information tab and related subtabs contain information about each copy belonging to the title Within these tabs and subtabs you may view or edit additional information about each copy You cannot view or edit information in the Copy Information tabs until the primary Title Infor mation is saved 192 Textbook Tracker Getting Started Guide Adding Titles and Copies Item Management Adding Titles and Copies Use the New Record Cmnd Ctrl N command button or corresponding selection from the from the Actions menu to add records to your Textbook Tracker database When you select this command a fresh Items management window appears depending on if you have the Add Title Assistant active prompting you for title information Type ove
103. button or corresponding selection from the Actions menu to add a new patron to your Textbook Tracker database When you perform the New Record command the Patrons management window will appear with blank fields where you will need to provide information Fill in all the necessary fields drop down menus and checkboxes in each of the Patrons management tabs such as first and last name address and so forth to add a new record Textbook Tracker will automatically copy the City State Postal Code and Country from your site address see Site Information Preferences on page 69 for the new patron You may type over these values to change them To move to the next blank data entry field press the lt tab gt key To move to the previous blank data entry field press lt shift tab gt To select a particular data entry field to edit click in the field To select from a drop down menu lt tab gt until the drop down menu you desire is highlighted and use the lt up gt and lt down gt arrow keys to make your selection The Barcode Last Name Policy Status and Password fields are all required in order to add a new patron All these fields except for Password and Last Name will be defaulted Textbook Tracker automatically assigns a barcode number based on the value you ve provided in the Next Barcode field in the Patron System Preferences window documented on page 105 When you have added all the information you need for this patron cli
104. can come from any source that provides a text file in a tab delimited file format most word processing and spreadsheet applications support files in tab delimited format In many cases patron data is available in machine readable format from your school s office or from the district office Check with your school or district office to find out how patron data is stored For example you might be able to get patron information from the administrative office student database and import it into Textbook Tracker When students graduate from elementary to middle school you can provide patron records that the middle school can import into its Textbook Tracker system Another use for export import is to modify information in a group of records Patron information can be exported opened in another computer program modified then returned to Textbook Tracker Sometimes this is much easier than modifying records one at a time in Textbook Tracker If you have a student information system that can export data on your students in a tab delimited format please review the Patrons management window page 203 to determine what fields you wish to have included in the export Rules for Importing Patron Information When importing patron records Textbook Tracker first checks if barcode numbers and ID numbers are being imported If they are Textbook Tracker makes sure these numbers are unique and not already in use by another patron e Textbook Tracker look
105. ce is available Step 4 Change your Current Archive Folder if necessary not suggested Step 5 Click on Save in the upper right corner of the window NOTE If you have multiple Data Stations setting your Scheduled Events preferences will have to be done for all schools by a Central Administrator operator that has the rights to Textbook Tracker Controller and or Central Union 52 Textbook Tracker Getting Started Guide Scheduled Events tab Schedule Archives and Rebuilds Restore From Archive If you would like to restore your data from a previously created archive click on the Restore From Archive button The Restore From Archive window will appear e0e Restore From Archive Date Time Wednesday June 15 2005 15 11 pm ws Thursday July 14 2005 12 56 pm Select highlight the archive that you d like to restore from data archives are listed in oldest to newest order Once you have selected the correct archive to restore click the Restore button Your current data will be replaced by the selected archive folder A warning window will appear asking if you re positive that you would like to continue Click Yes to continue or No to cancel 000 Message Current data will be replaced by the selected archive folder Do you want to continue You may also check the Delete the archived data after restoring box if you would like to remove the selected archive from your archive folder upon successfu
106. ces eee Ay Getting Started This preference is used to assign access levels for operators A user s access level determines what operations they are allowed to perform The left pane of the window lists the kinds of security groups that can be established The first operator that should be established is the Library Administrator This operator once established cannot be deleted until a second person is entered as an administrator Do not forget to create a password and login for this operator since it must be used to examine edit add or delete registered operators and address books Default Security Groups Below are the default security levels available within Textbook Tracker Each of these default security levels can be edited however they can not be deleted or renamed y UOISIOA ISPL IOA District Administrator Full access to every control and setting within Textbook Tracker including the ability to examine and change registered operators Operators at this level can edit district level preferences and have access to all site preferences All other access levels can only modify records from their assigned collections The District Administrator security level can not be modified Library Administrator Full access to every control and setting within Textbook Tracker including the ability to examine and change registered operators Operators with this security level can only edit preferences for their assigned collec
107. ch for a text field range enter an Ending With value that matches the Starting With value followed by space and exclamation point For example Starting With GR1 and Ending With GR1 unless you really have data named GR1 Step 9 If you don t want to immediately initiate the utility you can use the Schedule tab to set up a one time or repeating utility operation Provide a valid Run Next On and Repeat frequency in order to establish a schedule Step 10 Click the Print button As Textbook Tracker builds your report the status of the report appears at the top of the Report Results window Step 11 As the report is processing you can perform other tasks check items in and out or even prepare other reports within Textbook Tracker If necessary click the Cancel button to stop the report from processing If the Report window becomes hidden behind other windows find it again under the Textbook Tracker Windows menu When the report is complete it appears in Textbook Tracker s standard COMPedit word processing window Since the report is a word processing document you can e View and edit the report on the screen using COMPedit s word processing commands Choose Save from the File menu to save the report e Highlight text in the window and copy it to other programs or onto your desktop e Select Print from the File menu to send this report to the printer Due to operating system limitations you may
108. ch the school is closed e g holidays Item due dates are calculated so that they never fall on Closed dates only on Open or Period Due dates However please note that there are some exceptions to Closed dates when using Override Dates For instance you can change your preferences to stop fines from accruing on closed days Step 7 To change the Closed date for the same day of the week for the entire selected month click on one of the Sun through Sat buttons at the top of the calendar Step 8 To change the Closed date for the same day of the week for the entire year for example every Saturday hold down the lt Alt gt Windows lt Option gt Macintosh key and click on one of the Sun through Sat buttons at the top of the calendar Step 9 Mark the date s that you want all materials to be returned to your site as Period Due e g a particular date near the end of the school year A Period Due date forces an item on a particular calendar to be due on that day check your Policies System Prefer ences to Apply Period Due Dates For example if you set a period due date of Septem ber 30 2012 all books checked out before September 30th that normally would have had a due date after the 30th will be assigned a new due date of September 30th Textbook Tracker Getting Started Guide 73 Calendar Preferences Calendars tab Calendars tab You can lt shift click gt ona date to add a note Notes can be used to display automatic
109. character may be used The Change Barcode circulation command will only be available if Commands Require Spaces see Rules tab on page 83 is checked However barcodes may be changed in the Items and Patrons window Barcode Settings Ignore Patron Barcode Leader of If you are using patron barcode numbers not designed for Textbook Tracker you can have Textbook Tracker automatically ignore leading characters For example if your patron barcodes have the text PAT in front of each barcode enter PAT in this field Textbook Tracker will ignore the PAT at the beginning of each barcode label If you don t require this feature leave the field blank Ignore Item Barcode Leader of If you are using item barcode numbers not designed for Textbook Tracker you can specify that Textbook Tracker automatically ignore leading characters For example your item barcodes may have the text ITM in front of each barcode enter ITM in the Ignore Barcode Leader of field Textbook Tracker will ignore the I Tm at the beginning of the barcode label If you have no need of this feature leave the field blank 98 Textbook Tracker Getting Started Guide Hidden Options tab Barcodes Preferences Barcode Incrementing Increment Rightmost Numerics When this option is selected new barcodes should only increment the rightmost numeric digits even when using alphanumeric barcodes In other words when incrementing rightmost
110. ck the Save button in the upper right corner of the Patrons management window If you want to ignore the information you have entered click the Revert button and the previous patron will be displayed You can add many patrons quickly if you have their data in electronic format Step by Step To add a patron record Step 1 From the main Show Cmnd Ctrl L drop down menu choose Patrons Step 2 From the Actions menu choose New Record Cmnd Ctrl N Step 3 Tab from field to field as you enter the information about this patron Step 4 Use the drop down menus to indicate policy status and gender for the patron Step 5 Click on the Notes tab to add any patron alert notes Step 6 Click the Save button 1 The password default is the patron s last name 206 Textbook Tracker Getting Started Guide Duplicate Patrons Patron Management Duplicate Patrons Use the Duplicate Cmnd Ctrl D command to make a copy of an existing patron You can then modify the duplicated information to create a new patron This will save data entry time when you add patrons that have similar information such as location graduation date policy and status When you select the Duplicate Cmnd Ctrl D command the Patrons management window will appear with information copied from the last selected patron Textbook Tracker will have automatically assigned the Next Barcode see Patrons Preferences on page 105 rather than duplicating the barcode from
111. cker Step 14 The first time you start the Data Station the Setup Manager window appears Enter your Registered To name Product Codes Serial Number and Validation Code from your registration letter and click OK to continue through the Setup Manager Textbook Track p Manager le Edit Show _ Step 15 That s it You ve installed your Textbook Tracker Data Station If you ve purchased a sin gle user license you re finished installing If you ve licensed additional clients continue to the next section Step 16 If you have questions or problems during installation contact COMPanion s Technical Support Service at 800 347 4942 or 801 943 7277 by fax at 801 943 7752 by toll free fax at 888 515 3883 or by email via support companioncorp com Textbook Tracker Getting Started Guide 27 Installing Textbook Tracker Installing Textbook Tracker Workstations Installing Textbook Tracker Workstations If you have a license that supports multiple clients you can install Workstations on other computers in your site Textbook Tracker will install clients over the world wide web To install clients over the world wide web make sure that you have an Administrator User Name and Password set up in the Operators system preferences of your the Data Station Step 1 clients Step 2 Your main Textbook Tracker Data Station must be running in order for you to install Determine which computer the client will be
112. codes Textbook Tracker will strip the first 5 characters take the next 8 digits and ignore anyting else If Keep the first five is checked the first five digits will not be stripped 7 in Patron Barcodes If checked patron barcodes may be used which being with the f character The change barcode command will only be available if Commands Require Spaces is checked However barcodes may be changed in the Item and Patron windows Ignore Patron Barcode Leader of Ignore Item Barcode Leader of Look for Follett and Use Ignore Barcode Leaders Barcode Incrementing Increment Rightmost Numerics Increment Entire Barcode Including Alphas Special Handling Look for Follett Interleaved 2 of 5 If you have any items with Follett interleaved 2 of 5 bar code labels check this box This setting looks for all barcodes that are exactly 10 digits long and removes the last three digits that Follett uses as check digits Default is OFF Has Mangled Barcodes If checked when scanning 13 or 14 digit barcodes Textbook Tracker will strip off the first 5 characters take the next 8 digits and ignore any remaining charac ters Checking this box activates the Keep the first five checkbox which if marked ensures that the first five digits will zot be stripped when using Has Mangled Barcodes Default is OFF for both P in Patron Barcodes If checked patron barcodes that begin with the
113. ct information for your new title copy If you forget to modify a particular field it will retain the information from the title copy that was duplicated Textbook Tracker Getting Started Guide 195 Item Management Duplicating Titles or Copies Step by Step To duplicate a title e Choose Items Cmnd Ctrl l from the main Show drop down menu e Choose Find Cmnd Ctrl F from the Edit drop down menu and locate the title using the Item Selection window e Click on the Title Information tab e Unlock the record if necessary by clicking on the Lock icon or choosing Unlock Cmnd Ctrl U from the Actions menu e Choose Duplicate Cmnd Ctrl D from the Actions menu e Mark the radio button next to Duplicate Title Enter the Number of volumes to add Then click OK Step by Step To duplicate a copy e Choose Items Cmnd Ctrl l from the main Show drop down menu e Choose Find Cmnd Ctrl F from the Edit drop down menu and locate the copy using the Item Selection window Locate the copy by Barcode Copy ID or Copy Call Number you wish to edit using the left and right arrow icons and Browse Copies By drop down menu e Click on the Copy Information tab e Unlock the record if necessary by clicking on the Lock icon or choosing Unlock Cmnd Ctrl U from the Actions menu e Choose Duplicate Cmnd Ctrl D from the Actions menu e Click the radio button next to Duplicate Copy Enter the Beginning barcode nu
114. d User License Agreement appears Read the license carefully and choose the I accept the terms in the license agreement option followed by Next If you do not accept the terms of the license click the Cancel button i Textbook Tracker InstallShield Wizard License Agreement Please read the following license agreement carefully COMPanion Corporation Electronic End User License Agreement NOTICE TO USER THIS IS A CONTRACT BY INSTALLING THIS SOFTWARE YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT Unauthorized use of this software or related materials can result in civil damages and criminal penalties OT accept the terms in the license agreement 1 do not accept the terms in the license agreement InstallShield Textbook Tracker Getting Started Guide 23 Installing Textbook Tracker Installing Textbook Tracker for Windows Step 5 Verify that the Destination Folder correctly indicates the location where you want Text book Tracker installed The default is the Program Files directory This is typically the best location to install Textbook Tracker Click Next i Textbook Tracker InstallShield Wizard Destination Folder Click Next to install to this folder or click Change to install to a different Fo Install Textbook Tracker to C Program Files COMPanion Corporation Textbook Tracker Step 6 On the Ready to Install window click Install to continue i Textbook Tracker InstallShield W
115. d for your local currency standards For exam ple 2 is the correct value for United States currency Currency Symbol Currently only a single character currency symbol is supported e g as in for United States currency 3 Decimal Symbol Specify the symbol used as the decimal point e g as in for United States currency Grouping Symbol Specify the symbol used as the grouping separator e g as in for thou sands in United States currency Currently only 3 digit groupings are supported Get from O S Pressing this button will automatically import localized currency settings from your Data Station s operating system Textbook Tracker Getting Started Guide 63 Terminology Preferences Currency tab Dates tab The Dates tab allows you to customize date formats for use in Textbook Tracker Short Date Format The short date format would typically be set as M D yY if you want month first providing output like 3 14 07 or D M Y to put the day first as in 14 3 07 Remember date input will be parsed according to this format and the date separator will be set based on the separator used here Default is M D Y Normal Date Format With Day The normal date format with day will typically be set as w M D Y if you want the month first providing output like wed Mar 13 2007 or W D M Y to put the day first asin Wed 14 Mar 2007 Default iswW M D Y Normal Dat
116. d when quitting from the login window Textbook Tracker Operators 1 Security Level textbook District Administrator v This window contains a large Textbook Tracker Operators field which is basically a list that contains the Name and Security Level s of your existing Textbook Tracker operators you may select highlight any of the operators contained within this field in order to edit their information or remove them completely At the top of the tab there is a box to check for Require Operators to Login It is highly recommended that passwords and security be used The default setting is passwords security turned off CANE This preference tab also contains the Add Operator Remove Operator and Actions buttons located at the bottom left corner of the window these buttons allow you to create remove and edit Textbook Tracker operators Textbook Tracker Getting Started Guide 111 Operators Preferences Operators tab New COMPedit Document Ctrl Shift N Open COMPedit Document Ctril O Close Window Ctrl Ww Close All Ctrlealt w Import Transaction Script Archive Now Rebuild Now Page Setup Restart Ctrl alt Shift E Exit Alexandria Ctrl Q NOTE Usernames and passwords are not case sensitive Activating Security Check the Require Operators to Login box on the Operators tab to activate Textbook Tracker s Log In security When this box is checked Textbook T
117. e Format No Day The normal date format no day will typically be set M D Y if you want the month first providing output like Mar 14 2007 or D M Y to put the day first asin 14 Mar 2007 DefaultisM D Y Long Date Format With Day The long date format with day will typically be set as W M D Y if you want the month first providing output like Wednesday March 14 2007 or W D M Y to put the day first as in Wednesday 14 March 2007 Defaultisw M D Y Long Date Format No Day The long date format no day will typically be set as M D Y if you want the month first providing output like March 14 2007 or D M Y to put the day first asinl4 March 2007 DefaultismM D Y 64 Textbook Tracker Getting Started Guide Currency tab Terminology Preferences Patron tab Use this tab to customize terminology for various patron related fields within Textbook Tracker including those in the Patron Management window Long terms may be cut off in various areas of the program it is better to keep them short and succinct Term for Institution Field This preference lets you configure the term used for the Institution field For example School instead of Institution or Site Term for Location Field This preference lets you configure the term used for the Location field For example you may want to use the term Homeroom rather than Location Although you can change this ter
118. e With drop down menu e g Non Fiction Step 6 Next set the Select By to the desired criteria e g Copy Location Step 7 Provide the Starting With Ending With fields or the From Through drop down menus with the appropriate information e g Standard System Items For example if you are doing a Dewey Range use the beginning call number and the ending call num ber e g 000 099 99999 Step 8 Click on Run Remember if you are asked whether or not you want to archive the answer is always Yes Once you have switched all your items to the new policies statistics will begin to be kept accord ing to the new policies Prior statistics can not and will not be changed Textbook Tracker Getting Started Guide 151 Performing Utilities Adaptive Dates Adaptive Dates An adaptive date can be substituted for an actual date anywhere within Textbook Tracker Here are the terms you can substitute for an actual date in the Textbook Tracker Date Range selection fields today or td Entering these commands into a date field is the same as entering today s date For example if today s date is April 7th 2010 then entering Std or today is the same as entering 4 7 2010 Y yesterday or yd Entering these commands into a date field is the same as entering yester day s date For example if yesterday s date was April 6th 2010 then entering syd or yester day is the same as entering 4 6 2010 Y tomorrow or tm
119. e a new data archive before removing the oldest archive in the Current Archive Folder Jape In other words every time you click the Archive Now button in the Scheduled Events tab or have the Archive First checkbox marked during import Textbook Tracker will perform a manual archive even if your Archives To Keep is set to zero However if your Archives To Keep preference is set higher than 5 then the Archive Now and Archive First selections will no longer ignore the Archives To Keep preference in other words manual archives will now be restricted to the specified Archives To Keep value Textbook Tracker will perform an automatic archive based on the value specified in the Archives To Keep drop down menu Therefore if your Current Archive Folder contains more archives than the Archives To Keep preference states Textbook Tracker will remove all of the surplus archives oldest archives first after it creates a new automatic archive For example if you have the Archives to Keep preference set to 2 and Textbook Tracker has already created two automatic archives in the Current Archive Folder you will be able to add three additional manual archives to the folder equalling five total archives If the Archives to Keep preference is set to 10 and Textbook Tracker has already created four automatic archives in the Application Support Archive folder you will be able to add six additional manual archives to the folder During an automatic
120. e n leila 147 Getting Starters s cccashcenshteccsatee cceneiaesceetvtadee hesaca EEEE AAA AERA 147 How to Initiate a Utility cece eee ai eoa aa 147 Moving Patrons to a New PoOliCy eeeeeccceeeeeseceeeeeeeneeeeeeesnaeeeeeeenaees 149 Moving Patrons to a New HOMELOOM 1 eee eeeeeeeeeeeeeneeeeeeeeneeeeeetenanees 150 Moving Items to a NeW Policy cceeeeeseeeeeeeeeeeeeeeeeeaaeeeeeesnaeeeeeeenaaees 151 Adaptive Dates icin tiiiesieticieees divin et e nana enone de deuie eden ets 152 Introduction to Reports ccccccsssssesseseeeeeeeceseensnseeeeseeseeeeneenenees 153 Set them and forget them cc ceeeeseeeeeeeeneeeeeeeeeeeeeeeeeeaeeeeeeeeeeenees 153 Step DY STEP rasmimi e a Aaweeein a Meette ctertenetes ean en 154 Saved Reports rinrinta anake ines Aaaa i riaa poets 156 Step Dy Step drsi anae Mote a A a ete aeee aTa 156 Circulation WING OW ssssasssssessnnnnnnennnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn 157 Modes Commands and Hel p sccecccecceceeceeeeeeeeseseeeeeeeaeaeeasees 158 Current Patron and Current Item Information ceeeeseeeeeeeeeeeees 159 Textbook Tracker Getting Started Guide vii Table of Contents Using the Circulation WindOw ccccceeeeeseeeeeeeeeneeeeeeeenaeeeeeeenaaeeeeeeeaaes 160 Using the Command Line ceesccceeeeseeeeeeeeeeeeeeeeeenneeeeeeenaeeeeeeeaaes 160 Using the Actions Menu ccceeeeesceeeeeseeeeeeeeneeeeeseenaeeeeeeenaaeeeeeenaaes 161
121. e numbers see Barcodes Preferences on page 97 11 Cataloging Found in the Management section use these preferences to configure general information about your subject sources medium pictures and leading articles see Cataloging Preferences on page 101 12 Patrons Found in the Management section use these preference to configure informa tion about patrons such as barcode ranges barcode leaders default policy and grade table see Patrons Preferences on page 105 13 Operators Found in the System Administration section use this preference to set up users and access levels activate passwords see Operators Preferences on page 111 14 Security Found in the System Administration section use this preference to this prefer ence is used to assign access levels for operators An operator s access level determines what actions they are allowed to perform see Security Preferences on page 115 15 Address Book Found in the System Administration section use this preference to con figure address books for wide area or multi collection access see Address Book Preferences on page 119 16 Circulation Groups Found in the Circulation section use this preference to create new Circulation Groups which provide you with an easy way to track statistics and allow users to meaningfully bunch together groups of transactions under a single user designated code see Circulation Groups P
122. e to the free Textbook Tracker Discussion Group send an email to listmod companioncorp com and type Subscribe Alex Net first name last name site name Textbook Tracker serial number in the body of the message Or sign up here http www goalexandria com support lib corner listserv index html Textbook Tracker s On Line Help http www companioncorp com mediawiki index php Textbook_ Tracker COMPanion Akademus Textbook Tracker eLunchroom SmartWMARC SmartScan Textbook Tracker MacLunch room and their associated logos and icons are trademarks of COMPanion Corporation Evelyn Manufacturing Inc or Schjeld erup LTD used under license by COMPanion Corporation Apple ImageWriter and LaserWriter are trademarks of Apple Computer Inc Macintosh is a trademark of Apple Computer Inc Windows is a trademark of Microsoft Corporation Other trade names are the property of their respective corporations OpenSSL 1998 2011 The OpenSSL Project All rights reserved This product includes software written by Tim Hudson tjh cryptsoft com This product includes cryptographic software written by Eric Young eay cryptsoft com This product includes software developed by the OpenSSL Project for use in the OpenSSL Toolkit http www openssl org Select Z39 50 Libraries 1995 2005 Index Data The VBD C classes are copyright 1997 by Douglas M Gaer This software is based in part on the work
123. e user readable number in the command line The format of the barcode is called its symbology The symbology COMPanion uses Code 39 also known as Code 3 of 9 is the industry standard for industrial and commercial applications including schools and libraries This symbology provides a high level of data security with error rates between 1 in 3 million and 1 in 70 million characters scanned Code 39 does not require a check character in normal commercial and industrial applications It is also bi directional which means it can be scanned from left to right or from right to left You will need barcode labels on all of the items in your collection that are to be managed with Textbook Tracker You may also want to barcode objects such as audio visual equipment computers desks and tables so you can use Textbook Tracker to inventory these items You can also keep temporary item records such as magazines and newspapers Temporary items can be assigned a barcode number and then circulated like permanent items A barcode number is assigned to a temporary item only while it s checked out Guidelines for Choosing Barcode Numbers You can set up barcode numbers according to your needs using up to fifteen digits The following are general guidelines for determining your barcode numbering e Use the same number of digits for items and patrons Consider using an employee ID or student number for patron barcodes be sure employee IDs or student nu
124. eaeeeeeeeenaaeeeeeenaeeeeeeea 124 Editing an Adress w 0 csic ciccciaeceeeeieced i ia aaia ERSEN aiae 124 Removing an ACCLeSS eecsceceeeeeneeeeeeeeeeeeeeeeeeaeeeeeeeeeaaeeeeeeeaaeeeeeeea 124 Circulation Groups Preferences ssssssssssunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn 125 What are Circulation GroupS cccceceeeeeeeeeeeeeeeeeeeeneeeaeeeeeeeeeeeeeees 125 Getting Started mereinen Sea E tiie oe 126 Importing Patrons and IteMS eee 129 Computerized ReECOrds ccccceeeccceceeee eee eeeeeeeeeaaeeeeeeeeeeeeeeeeeneeeaaaed 129 Tab Delimited Records aiotaan a a 130 Textbook Tracker s Tab Delimited Import File Format 0 130 An Example of an Textbook Tracker Import File ccceeeeeeeeeees 131 Importing Patron Information ce ceeeeeceeeeeeeeeeeeeeeeeneeeeeseenaeeeeeeenaaees 132 Rules for Importing Patron Information ecccceeeeeeeeeeeeeeeetneeeeeeeeee 132 Getting Started Importing Patron Records eeeeeeeeeseeeeeeeeeneeeeees 133 Patron Fields by Field Number cceeesseeeeeeeenneeeeeeeeeeeeeeeeenaeeeeeeeaas 136 Importing Item Information meane 138 Rules for Importing Item Information cccceeeeeseeeeeeeeeeeeeeeeeneeeeeeeee 139 Step by Step Importing Item Records cccceeeeceeeeeeeeeeeeeeeeeeeeeee 140 Item Fields by Field NUMDE c cceeeeeesceeeeeseneeeeeeeeseeeeeeesnaeeeeeeenaaees 144 Performing Utilities 0 eil
125. eave their computers running overnight they should change the default time s that the program is set to archive Send Email Notification Textbook Tracker has the ability to send email notification to users when a scheduled archive has completed it s work Supply the appropriate email addressees in the field below to enable email notification Send Email Notification To Enter the email addresses of those who should be informed when an archive operation finishes Multiple addresses should be separated by commas 54 Textbook Tracker Getting Started Guide Archive Utility Schedule Archives and Rebuilds Getting Started Step 1 Go to Tools on the system menu bar and select Utilities Step 2 Select the Database tab in the upper right corner of the window Step 3 Click the Utilities subtab Step 4 Select highlight Archive from the utilities field Step 5 Click the Edit button in the lower right corner of the Archive section Step 6 On the Schedule tab of the Edit Utility window enter a date into the Run next on field Step 7 Select how often to repeat the archive using the Repeat drop down menu You can choose Never Daily Weekly Monthly or Yearly Click on each of those days weeks months or years so that they appear selected or use the On The checkbox and correspond ing drop down menus Step 8 Set the Hours 11 00 PM is suggested to whatever time you would like to run the archive It should be done
126. ed below Paste Ctrl Select All Ctrl A Undo Cmnd Ctrl Z This command only undoes typing or cut and paste operations in indi Find Ctrl F vidual fields or in the word processor It does not undo operations from other menus commands a and controls System Preferences Ctrl Redo Cmnd Ctrl Shift Z An undo for the undo coe Cut Copy and Paste You can cut copy and paste text from certain fields to others within Textbook Tracker For example you can cut text from the Title field and place it in the Notes field You cannot cut and paste entire site records If you need to transfer entire records into another application use the Export function to save the records you need in a format compatible with other programs Clear Clears the selected text or selected list elements Select All Cmnd Ctrl A Selects all the text in the current edit field current word processor document or list Find Cmnd Ctrl F This selection opens the Find window Dependant upon which window has focus Find can be used to locate a specific record from your database or text in a word pro cessing file Find Again Cmnd Ctrl G Finds the next matching record or data in the word processor Paste From File Allows the user to paste information from a file System Preferences Cmnd Ctrl This selection opens the System Preferences window which is used to customize Textbook Tracker to suit your needs see Setting System Preferences on
127. ee page 203 You enter notes for an item in the Copy Notes tab of the Items management window see page 187 Textbook Tracker Getting Started Guide 159 Circulation Window Using the Circulation Window Using the Circulation Window This section describes how you perform basic operations in the Circulation window to complete transactions in your site Using the Command Line There are several ways to use the command line 1 Enter a barcode You may enter a barcode manually by typing the number and then pressing lt enter gt or you may scan a barcode using a barcode reader When you enter a barcode the action that takes place depends on the current mode which is displayed to the left of the command line For example if your current mode is Check Out and you enter barcode 13456 item 13456 is checked out to the current patron If you enter the same barcode number twice in a row this warning message appears LAD Message This barcode was just entered Should ignore it this C ter C iror NOTE When you enter barcodes via portable readers Textbook Tracker will ignore duplicate entries that appear side by side e Enter a command and a barcode For actions other than those displayed in the mode field enter a command followed by the barcode and press lt enter gt Doing so will apply that action to the individual barcode you enter It does not change the mode Therefore if you re
128. eferences 0 Ay NOTE You only need to set your Alexandria System Preferences if you have purchased and licensed use COMPanion s Alexandria application Alexandria tab Textbook Tracker can gather information from an Alexandria Data Station and or launch it directly from the Show menu depending on the information that you provide here Alexandria y UOISIA ISe IO Alexandria Server Address Textbook Tracker can gather information from an Alexandria data station To enable this feature you must enter the data station s DNS or IP address G Include Alexandria in patron details Alexandria Application location Browse Clear Alexandria Server Address Enter your Alexandria Data Station s remote IP address e g 123 45 67 890 Include Alexandria in Patron Details If this box is checked the Q command will automat ically include Alexandria patron details If not use the OT command to include Alexandria patron details Alexandria Application Location Click the Browse button to open a standard operating sys tem explorer finder window Guide Textbook Tracker to the directory folder containing your Alexandria application Once you have supplied a working directory and selected the Alexandria application the Run Alexandria option appears in Textbook Tracker s Show menu see Show Menu on page 42 for more information Textbook Tracker Getting Started Guide 91 Ale
129. eginning with Foundation type T foundation and press lt enter gt The Lookup window appears starting with the title in your collection that most closely matches the information you supplied Step by Step To look up an item by title Step 1 Either select Lookup from the Actions menu or type T in the command line Step 2 Type the first part of the title and press lt enter gt or Go Step 3 Highlight the correct title and then press lt enter gt click Select or double click on the correct title from the results list 174 Textbook Tracker Getting Started Guide Additional Circulation Commands Circulation Commands Placing a Hold Request on a Title H Command H item barcode Placing a Hold Request Use the H command to place a hold on an item for the current patron or to begin Hold mode 299 To hold an item for the current patron type H and then type or scan the item s barcode number and press lt enter gt En If you do not know the item s barcode number locate it using the Lookup T command 299 To start Hold mode type H and press lt enter gt A hold request is placed on each item whose barcode number you type or scan while in Hold mode To exit Hold mode type or scan a new patron barcode number or use the X or command A current patron is required e Holds are against a single item record If one copy of that title is available the ho
130. elect this option This option will only appear on Windows 2000 NT XP Vista and OSX 10 5 machines 72 Textbook Tracker Getting Started Guide Calendar Preferences eee AT Use the Calendars tab to create custom calendars for your school Textbook Tracker includes a calendar for the current year previous year and three years in the future You can assign a separate calendar to each patron or circulation policy This lets you set up calendars for groups of patrons who may be operating on different school levels and or schedules Getting Started Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Calendars icon in the Circulation section of the System Preferences window Step 3 To change the Month Year of the current calendar use the corresponding drop down menus located near the top of the calendar field alternately you may click Next to go for ward one month or Previous to go back a prior month The Current button returns the calendar to the present month and year y UOISIOA ISe Oo Step 4 To select an existing calendar select one from the Calendars list on the left hand side of the window Step 5 You can mark days on the calendar as Period Due and Closed dates by clicking on the actual day The choices cycle from Open nothing displayed Closed Period Due and then back to Open Step 6 Work through the months of the year marking the dates on whi
131. em is not present enter the patron s barcode number Then type QE lt enter gt Select the title to be renewed and click on the Renew button Alternately you may click on the Renewals subtab of the main Circulation window s Circulation tab highlight the item to renew from the list and click the Renew button e To start Renew mode type R and press lt enter gt All item barcodes you scan or type while in this mode are renewed To exit Renew mode enter a patron barcode number or use the x E or command If renewal is not allowed a message will appear to inform you A renewal is not allowed when the Policy is set to refuse renewals or when renewing an item would take it into a reserved date range Renew All Items Command RA Renewing an Item When you have a current patron this command renews all the items checked out to that patron The Renew All command is different from the Renew command in that it overrides every policy restriction except for a renewal with holds on the item Step by Step In review to renew all items e If you do not know the item barcode or the item is not present enter the patron s barcode number Then type QE lt enter gt Select the titles to be renewed or click on the Renew All button e Alternately you may click on the Renewals subtab of the main Circulation window s Circulation tab highlight the items to renewed from the list and click the Renew All button e
132. ent patron You must have a current patron with reservations to select this item v Start Bookdrop Make Charges Payments Show Patron Details Show Patron History Remove Patron Holds Remove Patron Reservations Show Item Details Adjust Item Holds Remove Copy Reservations Renew Patron Items Circulation Statistics Broadcast message to clients Display all connected clients Advanced Bookings Process pending bookings Ctrl 1 Ctrl 2 Ctrl 3 Ctrl Shift H Ctrl Ctri 5 Ctrl 6 Ctrlt 7 Ctri 8 Ctrl R Textbook Tracker Getting Started Guide 161 Circulation Window Using the Actions Menu Show Item Details Cmnd Ctrl 6 Shows the current item s complete details including the status for all copies of that title You must have a current item to select this command Performs the same function as the Details icon Adjust Item Holds Cmnd Ctrl 7 Shows all patrons who have hold requests for the current item You can remove a request from the queue or change its order You must have a current item with hold requests displayed to select this item Remove Copy Reservations Cmnd Ctrl 8 Shows all forward reservations for the current item To remove reservation requests click on the reservation and click on Remove Reserva tion You must have a current item with reservations to select this item Renew Patron Items Cmnd Ctrl R Shows everything currently checked out to the current patron Either click on the Renew All
133. ere Textbook Tracker will send its data Having the wrong FTP path is one of the most common connection errors If you get an error message when trying to connect be sure to check your FTP path Default is FTP Username The login user name used to access the ILS FTP server FTP User Password The login password used to access the ILS FTP server Inventory File The directory that the ILS server places the inventory file it creates If the ILS server has not yet created an inventory file an empty file of the same name and path should be created and Textbook Tracker then directed to it using the Browse button Synchronization Folder As part of the Checkpoint ILS system Textbook Tracker creates a synchronization file that contains a list of barcodes for each item that is currently outside of the school checked out This synchronization file named co_cache txt is placed inside the synchronization folder that is user specified in this field Textbook Tracker Getting Started Guide 61 SIP2 Preferences Checkpoint ILS tab SIP2 Checkpoint ILS Notes 62 Textbook Tracker Getting Started Guide Terminology Preferences eee The Terminology System Preferences allows those who use Textbook Tracker outside of the United States to have complete customization over their local vocabulary and currency standards Changes made in these preference tabs will take effect immediately JP VIL Getting Started Y
134. ery drop down win dow and editable field contained within that window On Windows the above checkbox order is completely reversed Holding down lt Ctr1 gt while tabbing will temporarily reverse this preference i e the tab order Filter results by Library ID Code Filter the counts for system patrons and the results for reports and utilities by your Library ID Code 1 The default language preferences is initially set by your Textbook Tracker registration information 70 Textbook Tracker Getting Started Guide Web Setting tab Site Information Preferences Web Setting tab If you have licensed use of Workstations for your operators and patrons these preferences are available to help setup your site s web interface Port ID usually 80 Sets the port number used for web interface this is usually 80 Web Workstation Timeout This drop down menu allows you to set how many minutes the Web Workstation can remain idle before logging out the current user Default is 20 Display Log Messages Log all remote commands from Web Workstation into the main Data Station s Circulation window just as commands that are typed into the command line are logged If left unchecked results of commands will be logged in the log file only This checkbox will is only available if you have licensed use of Textbook Tracker s Web Worksta tion Quick Links If licensed these services will be available in a web browser
135. es Grades Levels must be advanced manually at the end of each school year by using the Advance All button or Advance Patron Grades Utility Using this functionality you can advance patrons to the next grade level until they reach graduation Click on the Add button the symbol to add a new grade to the grade table File Edit Show Tools Links Window Help Grade Description If you would like to remove a grade from the table highlight select the grade that you want removed and 3 E click on the Remove button the symbol If you would like to edit an existing grade on the table highlight select the grade that you want edited and click on the Actions drop down menu Last Grade This user defined field indicates your patron s highest and final level of advance ment Default is Graduated and the field cannot be left blank Last day of school Used to compute the grade when importing StudentPersonal objects using SIF Never rearrange the grade table if you are importing with SIF Changing the Last day of school graduation date does not advance a Grade changing a Grade does not change the graduation date Advance All This button moves patrons with a grade level defined in the Grade table up one level each time it is pressed COMPanion recommends that you perform an Archive before using the Advance Grade button Patrons whose grade level are not found or defined in the Grade field will not
136. ewing any items Don t allow check in during check out This selection will not allow items to be checked in while Textbook Tracker s Circulation window is in the Check Out mode For example your site may require separate Workstations some that only allow items to be checked in and others that only allow items to be checked out Transaction Log Font Size Use this drop down menu to set how large or how small you would like the text to appear in the Circulation window s Transaction Log You may choose from 18 16 14 12 or 10 point size Default is 12 Current Patron Alerts When this preference is checked it will provide an alert when a patron is made current and has fines overdue items in stock holds upcoming reservations or other spe cial cases Mark the boxes beneath this preference to indicate which events you would like to trig ger an alert 82 Textbook Tracker Getting Started Guide Rules tab Rules Preferences Getting Started Step 1 Click on the Rules tab use this tab to set whether or not items may be renewed when there are holds are pending whether or not to show the patron name in the reservations window and other reservations connected preferences Step 2 Set whether or not to charge late fees on lost or found books etc Step 3 Set the Transaction Log Save frequency we recommend Daily Rules tab _ Allow Renewals When Holds Are Pending When checked this option allows
137. f Contents Dates tab EE TAA AET AENT 64 Patron tab EEE E E E A eteee 65 CIRATA E I oE EEAS E EAT E A T E E E 67 Site Information Preferences cecceesesseseeeeeeeeeeenseneeeeeeeeeess 69 Getting Startad ionii an E E E ENS 69 Site ta Den a e a e a eat eden ea ter eee 69 Sit NOTES yts malat ea a a a er ete aea ES 70 Information S6ction siis e eae aea raea aa a a a a ia a aa 70 Web Setting tab erinran EAE eaS RAEE AO EE 71 QUICK LINKS E T EE EAE E 71 Services tab Windows OMLy cccccssssceceessssceeeeesseneeeeeessneeeeessssaeeeeesees 72 Calendar Preferences cccccccsssseeeeecneeeeesseeeesneneeesseeeenseseneeeeeeeenanees 73 Getting Starteditss fictive nee N E EA a AS AE ie ees 73 Galendars taDrssisslane e a e a a Sosa eaU ERSE 74 Policy Preferentes fiiisicccececcssasserescceccetcnendavvesseiececcutwervaeseuesedsancaiexsees 75 Using the Policies System Preferences eeeecceeeeeeeneeeeeeeeneeeeeeeenaees 75 Standard MOde aE EE EET 75 Exceptions Moge viiruin nuai oiean aaaea aa aariin ukana daan a ya apeina 76 Getting Started Creating New Patron Policies aeee 77 Getting Started Creating New Item Policies s es 78 Getting Started Creating an Exception ccceeescceeeesenneeeeeeeenneeeeeteee 79 Rules Preferences sssssssnnennnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nnmnnn 81 User Int raction tabs aani aa anean nes 81 Rul s ta Dirie ie a eid aa aa E A aA a eae 83 Getting Stated snappa e
138. g Started Use the Patrons System Preferences to configure grade tables default pictures and policies and other general information about your patrons including the Patron Server if you re a licensed user Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Patrons icon in the Management section of the System Preferences window Step 3 Using the Rules tab check whether you want to keep patron history and whether or not to disable patron expiration dates cD Step 4 Use the Grade Table tab to create the grades that are in your school The Add will allow you to add a grade level The Remove icon allows you to delete a selected highlighted grade y UOISIOA ISLI YOouy Step 5 Using the Management tab set the Default Patron Policy and the Next Barcode that Textbook Tracker should use for a patron Rules tab Rules Grade Table Default Pictures Management Patron Server Keep History for all Patrons Disable Expiration Dates Mandatory Authority Control Keep History for all Patrons Check this box if you want Textbook Tracker to keep a transac tion history for all the patrons who use your site Default is OFF Disable Expiration Dates When checked Textbook Tracker will ignore a patron s Card Expi ration Date and hide the Card Expiration Date field in Patrons management window Mandatory Authorit
139. g an import or during automatic SmartMARC record updating Default is ON Require Matching Library Code on Import When this box is checked only copy informa tion with your library code or no library code in the 852_a tag is imported must match Library ID Code set in the Site Information window page 69 All other library codes are ignored Default is OFF Some districts keep a Central Union catalog with all district holdings When these records are transferred to an individual site each title may contain holding information for other sites in the district This option allows each site to import the holding records that belong only to that col lection Other holding records are automatically removed from the MARC record before it s saved Prefer LC Call Numbers When this checkbox is set Textbook Tracker looks first for a Library of Congress Call Number in the 050 tag when looking for call numbers in an imported MARC record If no 050 tag is found Textbook Tracker will look for call numbers in other tags Do not check this preference if you use Dewey call numbers Default is OFF Uppercase Call Numbers When this box is checked alphabetic characters in call numbers will be saved and displayed in uppercase Show Statement of Responsibility in the Title Field of the Items Window When this box is checked Textbook Tracker shows the Statement of Responsibility tag 245_c in the title field of the Items management window Default is
140. ge services allow you to upload several gigabytes of data for free when you create an account If you have smaller amounts of data removable media devices such as external hard drives provide ease of use and security Your choice of backup hardware will depend on your budget the amount of data you need to backup and the policies and procedures within your district or library 1 Cloud storage is a model of networked computer data storage where data is stored on multiple virtual servers generally hosted by third parties rather than being hosted on dedicated servers Hosting companies operate large data centers and people who require their data to be hosted buy or lease storage capacity from them and use it for their storage needs The data center operators in the back ground virtualize the resources according to the requirements of the customer and expose them as virtual servers which the customers can themselves manage Physically the resource may span across multiple servers 8 Textbook Tracker Getting Started Guide Develop a Secure Backup Strategy Preparing for Textbook Tracker Sample Backup Strategy An increasing number of online cloud storage services offer low cost backups This strategy requires installing a piece of software i e a client on your computer and then backing up your data to their internet servers generally referred to as the cloud Leading contenders include Dropbox CrashPlan Carbonite and Mo
141. gt or choose Make Charges Payments Cmnd Ctrl 2 from the Actions menu These commands will open the Charges tab of the main Circulation window NOTE To charge a patron for a damaged book after it has been checked in use the F book amount description command in Circulation window with a current patron For example if patron 1621 bookdropped a damaged item an operator can later enter patron 1621 into the Circulation window and assess them a 20 00 fee by typing F 20 00 Charles scribbled in index into the command line Command F charge amount comment Charging a Fee Use the F command followed by a dollar amount and optional comment to issue a charge against the current patron For example to charge a 4 50 fee for the school Reading Club membership type F 4 50 Reading Club and press lt enter gt Step by Step To charge a fee Step 1 Make the patron current by typing or scanning the patron s barcode or by using the Patron Lookup L command to find the patron by last name Step 2 Next type the Fee F command followed by the fee amount and the description of the fee Press lt enter gt when the description is as desired e g F 3 00 Water damage on item 3027 Step 3 Once you enter a charge you can edit it if you made a mistake In the Charges mode and tab of the Circulation window select highlight the charge from the list and click on the Edit Charges button You c
142. gy you must also think about how to restore lost data Most cloud services allow you to select an individual file for immediate download download an archived bundle of all your files or have your files sent via removable media e g CD DVD ROM Whatever you choose be sure to test recovery procedures before you have a problem so you ll know how to recover your data in case of an emergency Saving to the cloud helps to store your files in a location other than the library which guards against loss of data in case of fire or theft Textbook Tracker Getting Started Guide 9 Preparing for Textbook Tracker Barcode Your Collection Barcode Your Collection Each item and patron in your school is assigned a unique number that Textbook Tracker uses for identification These numbers appear as barcode numbers on items and patron identification cards COMPanion Library 4 __ Library Name 3002 ______ User Readable Number Wand Readable Number _t Ii A typical barcode label consists of three pieces of information e The name of the site school or company e The barcode usually printed in the middle of the label e The barcode number written in numerals at the bottom of the label A barcode can be read quickly by powerful low cost scanning devices that you can purchase from COMPanion Using a barcode reader makes your job easier and reduces the chance for errors If you don t have a scanner you can type th
143. he barcode number For example if you want to check a book out to a patron but you don t have that patron s barcode number you can use the lookup command to find that patron by name When you enter a locate command a Lookup window appears starting with the patron or item that is the closest match to the last name you specified or the title you entered When you select a patron or item from the results list they become the current patron or item and appear in the Circulation window Locate a Patron by Last Name L Command L patron last name Locate a Patron by Last Name Use this command to locate a patron by last name and make them the current patron For example to find a patron with the last name Smith enter L SMITH You only need to input as much of the last name to get to the general area on the Lookup window e g Smi for Smith Use the two More arrow buttons to show you more selections prior to or after your search entry Step by Step To look up a student by name e Either select Lookup from the Actions menu or type L in the command line e Type the student s last name and press lt enter gt or Go e Highlight the correct name and then press lt enter gt click Select or double click on the correct name from the results list Locate an Item by Title T Command T title Find Item by Title Use this command to search for a copy by title or a portion of the title For example to locate a title b
144. hich allows operators to create their own custom security levels can be accessed by clicking on the Add button the icon located on the lower left corner of the Security preference window Please specify a Security Group name Cancel Gmo If you would like to create a new security level based on an existing security level and its list of enabled and disabled security options select highlight the security level that you would like to have duplicated from the Security Group field and select Duplicate Cmnd Ctr1 D from the Actions menu You may also choose to create a new security level that isn t based on any that currently exist in your system In this instance some operators will find it easier to have all of their security options enabled or disabled when creating a new security level from scratch Choose Yes to have all access turned on or No to have all access turned off After you have successfully created duplicated a new security level it will appear in the Security Groups field of the Security System Preference window From this point on you may treat the newly created duplicated security level as you would any existing security level it may be edited renamed or it may be completely removed from the system NOTE By default only the District and Library Administrator can add custom or edit existing security levels Textbook Tracker Getting Started Guide 117 Security Preferences Security tab s
145. ich you should set them after installation Review the corresponding preference sections for information on how to configure these initial settings for your site tt System Preferences File Edit Show Tools Window Help 4 gt C showar Management lt i Cataloging Authority Control Patrons Circulation ar 3 oY Policies Calendars Advanced Circulation SIP2 Bookings Groups Network Services GO Z a Email Updates Z39 50 Services LDAP System Administration Se Sim Se Y PH YW Address Books Barcodes Terminology Site Information Security Operators Alexandria Other C 4 COMPedit Sounds COMPanion recommends that you configure your System Preferences in the following order 01 Email Found in the Network Services section this preference determines whether Text book Tracker should use a built in or external mail service see Email Preferences on page 57 02 SIP2 Found in the Circulation section this preference is used to enhance the SIP2 proto col It should only be enabled if Checkpoint SIP2 hardware is in use see SIP2 Preferences on page 59 03 Terminology Found in the System Administration section this preference allows those who use Textbook Tracker outside of the United States to have complete customization over their local vocabulary and currency standards see Terminology Preferences on page 63 48 Textbook Tracker Getting Started Guide Setting S
146. ict Adoption End Date 2525 State Adoption End Date 2526 Before Previous Patron Barcode 2 2600 Export Only Before Previous Patron Barcode 3 2601 Export Only First Subject 2651 650_a 650_x 650_y 650_z Second Subject 2652 650_a 650_x 650_y 650_z Third Subject 2653 650_a 650_x 650_y 650_z Fourth Subject 2654 650_a 650_x 650_y 650_z Fifth Subject 2655 650_a 650_x 650_y 650_z Author List 2700 Export Only Last Library 2756 Export Only 146 Textbook Tracker Getting Started Guide Performing Utilities AT Getting Started Remember you must have your Policies System Preferences established before you can perform any utilities that migrate items or patrons to a different policy If you are ever encouraged to Archive before performing a utility the correct response is always Yes How to Initiate a Utility Follow the subsequent steps to perform any general patron item utility ISPL IO Step 1 Using the main tabs that cross the top select a specific utility category from Textbook Tracker s Utilities window e g Titles tab Step 2 Next further focus your selection by choosing one of the subtabs located beneath the lt lt main tab selection e g Catalog subtab 5 Saved Utilities Titles Copies Patrons Circulation Database A Utilities Catalog New Tag Add a new Interest Code to all Items Favorite No 2 Scheduled Never Type New Repeat Never Selected By All tems Edit g
147. ide Middle School and so on If you have more than one site in your system using unique barcodes for each site s collection makes it easier to manage a central catalog with holdings from all sites in the district All barcodes are unique and do not interfere with barcodes for existing items e Digit 4 can tie a barcode to a patron group such as students or staff to a medium type or vendor or to an item group such as fiction or reference For example if you use 0 through 2 for patrons and 3 through 9 for items you will have unique barcode numbers for 3 patron groups and 7 item groups e Digits 5 through 9 identify the individual patrons or items in the group Using the above scheme you would have barcodes similar to the following The bold digits identify the site the underlined digit identifies the patron or item group and the remaining digits identify the particular patron or item NOTE The spaces between numbers 110 2 00361 110 identifies the site in the barcode example to the 2 identifies the patron or item group righr ate for readability 00361 is the specific patron or item s number The actual barcode If you have a smaller number of patrons you can choose a simpler code with fewer digits The main a as objective is to keep the number of digits the same for items and patrons to ensure that each site in a district has a unique range of barcode numbers and to use the most straightforward numbering scheme as possible
148. ield is the same as entering today s date but next year For example if today s date is April 7th 2010 then entering std or today is the same as entering 4 7 2011 Also you are allowed to add or subtract a number of days from each adaptive date selection For example td 5 will take today s date and subtract five days Further stm 20 will take tomorrow s date and add twenty days 152 Textbook Tracker Getting Started Guide Introduction to Reports Set them and forget them Textbook Tracker s reports were designed with the principle aim to provide general templates that allow operators to create the reports that they are going to use specific to their school or district requirements Once created there won t be a need to adjust the particulars very often Reports were created to meet the content format and organizational demands of your school management department chairs and others They can provide true and contextually relevant information that detail account and financial activity transaction activity and more Each report is aggregated into a single COMPedit document with detailed records that go all the way down to the transaction level In order to create new or modify existing reports select Reports from the main Tools menu A window similar to the one shown below will appear Across the top of the Reports window are several category tabs These relate to Textbook Tracker s core areas e g Ti
149. ields that cross the top of the Patrons window Patron First Name Enter the patron s first name or the first name and middle initial Patron Last Name Enter the patron s last name This field is required you cannot save a patron record without a last name Patron Barcode Each patron will have a unique barcode number that is either assigned by Textbook Tracker or entered manually This barcode can contain up to 15 digits and must be unique It may contain numbers and or letters but no punctuation characters or spaces However if you attempt to manually enter a patron barcode number that is less than three alpha numeric characters Textbook Tracker will display a warning message and disable the Save fea ture until the user has changed the barcode Patron Policy The policy that you assign to a patron determines the rules to which this patron must adhere To choose a policy for a patron click the arrow at the end of the Policy drop down menu and select a value The default policy for new patrons is automatically assigned based upon the Patrons system preferences Current Record Tabs The greater half of the current record pane consists of the Patron management tabs these tabs contain the editable fields drop down menus and checkboxes that are used to manage information related to the students in your school or district For more information please review the Patron Management tab sections of the Textbook Tracker Online
150. iently Textbook Tracker can read MARC or MicroLIF records directly saving you the time and energy of typing item information directly into the computer If you are automating a new site ask for these records when you order new items 138 Textbook Tracker Getting Started Guide Importing Item Information Importing Patrons and Items Rules for Importing Item Information When importing item records Textbook Tracker first determines if the item is a new record or an existing record that needs updating e Textbook Tracker looks for a header that contains a file designation of FT01 to specify item information FTO1 fieldcode fieldcode lt return gt e During import Textbook Tracker attempts to locate an existing record that matches the newly imported record If an existing record is located and the Allow Title Updates box is checked in the Item Settings tab of the Data Import window the existing record is updated using the imported information If Allow Title Updates is unchecked matching records from the import file are ignored If no records in the system match a new record is added e In looking for matching records Textbook Tracker first checks the copy barcode then the ISBN and LCCN If Textbook Tracker finds an exact match for the barcode ISBN or LCCN then the matching record is updated If the previous check fails Textbook Tracker then checks for matching title author medium call number publication year
151. ile may include records with other fields such as Phone Number and Address In other words records contain fields filled with information and fi es contain many records In the library world there is a fairly well defined method of exchanging bibliographic information between computers This format is called MARC for MAchine Readable Cataloguing Another format of the MARC is called MicroLIF for Microcomputer Site Information Format Textbook Tracker has been programmed to recognize both MARC and MicroLIF files automatically during import Textbook Tracker can also export in both formats In addition to importing and exporting MARC and MicroLIF records Textbook Tracker is capable of importing and exporting files in a tab delimited format This format can be used to exchange information with other programs that utilize more complex MARC standards Most database spreadsheet and word processing programs on personal computers support files in a tab delimited format 1 American Standard Code for Information Interchange ASCII 2 Since Tab and Return characters aren t visible they are represented in this guide as lt tab gt and lt return gt Textbook Tracker Getting Started Guide 129 Importing Patrons and Items Tab Delimited Records Tab Delimited Records A very common method of exchanging record information between programs is the tab delimited ASCII file In the tab delimited format fields are separated by the l
152. imported them using the existing Import Transaction Script utility As transactions are processed they are removed from the Offline Transactions log until there are none remaining Transactions will be moved to the standard Textbook Tracker Transaction log as they are processed while unprocessed transactions remain in the Offline Transactions log in case the Workstation loses communications with the Data Station during the procedure 168 Textbook Tracker Getting Started Guide Circulation Commands 0 Ay Circulation Command Basics When typing rather than scanning barcodes always follow the barcode with an lt enter gt Make a Patron Current Command P patron barcode Make a Patron Current Use this command to make a specific patron the current patron For example to make a student with the barcode 100 the current patron enter P100 This command is useful if you have an overlap in patron and item barcode numbers Unless you specify otherwise Textbook Tracker will always check the item barcodes before the patron barcodes Therefore if you enter the patron barcode on the command line or use the X barcode command Textbook Tracker will find the item rather than the patron If a patron barcode is the same as an item barcode you must always put a P in the command line before y UOISIOA ISLI Oo scanning the barcode However COMPanion strongly recommends that you change either the patron or item ba
153. in Check Out mode entering the command of B 13456 performs a bookdrop for item 13456 e Enter a command without a barcode If you enter a command without a barcode the current mode will change For example if you enter H and press lt enter gt the mode is set to Hold You can then enter or scan a barcode for each item that you want placed on hold for the current patron SHORTCUTF An equal sign is used as a shortcut for the current item barcode For example if q g8 you have a current patron H will place a hold on the current item 160 Textbook Tracker Getting Started Guide Using the Actions Menu Circulation Window Using the Actions Menu Additional circulation commands are available from the Actions menu s These menus appears throughout the Circulation window You can either select a command directly from these menus or use the hot keys located in the right hand column of the Actions menu to execute commands Some of the commands in these menus require a current patron or current item For example you must have a current item to select Copy Status The Actions menu s show available commands in bold text For example if the current patron does not have any reserves the Remove Patron Holds and Remove Patron Reservations selections are grayed out in the menu and therefore non selectable The following commands are available in the Actions menu Start Bookdrop Cmnd Ctrl 1
154. in nedddeeenrinee eee 99 Cataloging Preferences sssssseeeeeeeeesseeeeeeeeeeeeeeeeneeseecneeeeeeeennneees 101 Getting Stated ss cicccfeecitistecesh ce sccese E A apie inetsieeeaess 101 Subject SOUICES tab sisii siede aan aiiai aande Ti aaea 101 Medium Pictures tab 0 02 0 ccccceeceesenceeeeeeseneeeeeeseeeeeenesseneeeseesneseneeeenenes 102 Leading Articles tab sseni enin daiane AAN annA ENEAN ANNEER 103 Patrons Preferences s esseeeseeeseenseeeneeneeenneesneesneeeneeeneeseeeees 105 Getting Stared eranc finalist amelie ae ate anes 105 PRUIGS TaD si sdccecevedecteewens iacceneeetsceeetees dae deeeee vanceeees eli a cera diets 105 Grade Table TaD niine arae ila ean iad ee a ete 106 Default Pictures tabo mismos n aa 108 Getting Starii sra niena A aided EASE ENESES 108 Management tab cesrennicspraai a a 109 Operators Preferences ssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnna 111 Getting Started cn caveiies bbe ke aE NA EAEEREN 111 Operators tabs F E N A sss sea ssices ces T 111 Activating Security sserrep aa eNA VA Aaoi Li aE ENEA ERNS 112 Accessing Textbook Tracker as a Different Operator n se 112 Adding Operators entei a aN i ENORA 113 REMOVING OPeratOrs 0 eeeeeeeeeeeeneeeeeeeeeeeeeeeeesaeeeeeeeeaaeeeeeeenaaeeeeeeeaaes 114 Edit Operators siirretiin aaea tye ieee ees 114 Security Preferences ccccccccsceeseeeseeeseeeesenseenseenseenseenseenseenseennennas 115 Getting Started ieina
155. ine This is saved under MARC field 245_a You can also use the equals sign in the 245_b tag to des ignate a subtitle However the is mainly for multilingual titles For example Laura Ingalls Wilder growing up in the little house 190 Textbook Tracker Getting Started Guide Current Item Record Pane Item Management If you want to continue manually entering or editing MARC information from the Title field you can enter statements of responsibility and general material designation Begin a statement of responsibility 245_c with a front slash and enclose the medium in brackets All subfield information must begin on a new line in the Title field If you enter a medium it will be saved but not shown in the title field only in the drop down menu If you enter a statement of responsibility and preferences are set to not show this it will be saved but not displayed If you enter title information and then lt option tab gt Macintosh or lt ctrl tab gt Win dows out of the Title field or if you have Authority Control enabled an Authority Control Title Search window will appear allowing you to see if this title is already in your collection If it is the Authority Control window will not display Stored within the Actions menu of the Title field is the Non Filing Characters Indicator 2 drop down menu with the digits 0 9 Use this drop down menu to specify the number of charac
156. ine Window the transaction log remains although little is displayed without a connection to the Data Station there is no way for the Workstation to identify the current item current patron from the barcode Offline Window Checkout v Patron Barcode Item Barcode Reconnect and process commands Remove Transaction Textbook Tracker Getting Started Guide 167 Circulation Window Offline Mode However to reduce potential errors during offline operation the Offline Window allows users to specify what they are scanning entering by supplying a Patron Item entry line and a command drop down menu Check in Checkout Inventory The Checkout mode is the only selection that allows the Patron Barcode field the Check in i e Book Drop and Inventory modes do not require patron record information As transactions are entered into the Offline Window they are put in a separate Offline Transactions log stored in an Offline Transactions file kept in the main Textbook Tracker Support folder This log is accessed for information when moving back to normal online operations Message Connection regained Send commands to server and exit Offline Mode When the main Data Station is detected again the Offline Window informs the operator and allows them to exit Offline Mode As they exit Offline Mode the Workstation looks through the Offline Transactions log and sends outstanding commands to the Data Station as if the user had
157. ine the top of the window Check Out Overdue Hold Reservation and Other at any time no matter the current mode i e Stan dard or Exceptions IPLI IOA f Check Out y Overdue Hold Reservation Other Patron Policy Standard Patron w en Ece plion Sa ltem Policy Standard Item v S Standard Patron STD 1001 Standard Item STD 1001 a a Stat Group System Patron v Stat Group Standard Item v S Total fines alert value 20 00 Transaction Period 14 sDayseew Standard Mode Every patron must belong to a Patron policy the rules of a particular Patron policy apply to every patron under that policy An Item policy will be applied to every item in your collection the rules of a particular Item policy apply to every item under that policy The settings of a particular Patron policy apply to every Item policy For example selecting 3rd Grade as your Patron policy and changing the Maximum number of items checked out to 6 will limit every patron in the third grade to six items of any Item policy whether it be Fiction or Non Fiction Textbook Tracker Getting Started Guide 75 Policy Preferences Using the Policies System Preferences Exceptions Mode The way that policies interact in Standard Mode can be adjusted by clicking the Exceptions button to enter Exceptions Mode This mode allows you to further customize your policy set tings by modifying the relationship between a specific selected patron and item polic
158. irtual memory scheme which allows it to support very large documents in a limited amount of memory Therefore you can view large import files before you import them even 100MB files e Since all reports are created as word processor documents you can preview each report before you print them Other word processors might allow you to view reports on screen but usually only one page at a time or a very limited page range With COMPedit you can see it all e COMPedit can provide your institution with a standard cross platform tool for creating and exchanging reports All documents are supported for both Macintosh and Windows based operating systems a document created on one system can be viewed on the other e Textbook Tracker can prepare several reports for printing simultaneously Most systems won t let you print more than one report at the same time after all in what order would the pages come out of the printer With the Textbook Tracker approach all reports are prepared in COMPedit and can be printed at a later time e COMPedit has the ability to support picture files created in drawing or paint programs just paste them into your document e Special support is specifically provided for code 39 barcodes so that they are printed at the highest possible resolution at the highest possible quality setting your printer is capable of handling 44 Textbook Tracker Getting Started Guide COMPedit The COMPanion Word Processor Te
159. ities Opens the Utilities window allowing you to make global changes on batches of infor mation in your Textbook Tracker database see Performing Utilities on page 147 System Reports Opens the System Reports window where reports delivered to the system are available for viewing from any client connected to the Data Station Linked reports stored in the system are also available for operators so they can manage or remove them etcetera for more information please review the System Reports section of the Textbook Tracker Online Wiki SIF Management Opens the SIF Management window allowing you to set up and manage your Schools Interoperability Framework SIF an industry supported technical protocol that ensures that diverse primary and secondary K 12 instructional and administrative software applications share information data formats and work together seamlessly for more information please review the SIF Management section of the Textbook Tracker Online Wiki Window Menu As you open new windows in Textbook Tracker the Window menu will contain a list of all cur z i Circulati rently active windows The example Window menu in the margin shows that the Circulation en window is open and active and the Patrons and System Preferences windows are also open Preferences Bring all windows into view To choose a window select it from this menu The window you select gets focus and becomes
160. izard Ready to Install the Program The wizard is ready to begin installation IF you want to review or change any of your installation settings click Back Click Cancel to exit the wizard Current Settings Setup Type Typical Destination Folder C Program Files COMPanion Corporation Textbook Tracker User Information Name David Scott Forsythe Company COMPanion Corporation 24 Textbook Tracker Getting Started Guide Installing Textbook Tracker for Windows Installing Textbook Tracker Step 7 During installation a window similar to the following will show the installer s progress To abort the installation click the Cancel button i Textbook Tracker InstallShield Wizard Installing Textbook Tracker The program features you selected are being installed Please wait while the InstallShield Wizard installs Textbook Tracker This oy may take several minutes Status Installshield Step 8 When the installation is complete a confirmation window will appear Click Finish i Textbook Tracker InstallShield Wizard InstallShield Wizard Completed The InstallShield Wizard has successfully installed Textbook Tracker Click Finish to exit the wizard Launch the program ae ee Step 9 Eject the CD ROM and store it in a safe place for future use Textbook Tracker Getting Started Guide 25 Installing Textbook Tracker Installing Textbook Tracker for Windows Step 10 An Textbook
161. ized Records Before we go further it will help to understand some basic concepts about computerized records In order y UOISIOA IPLI IOA to exchange information between different programs or even between different computer systems one needs to get the information into a format that many different programs can understand The standard lled ASCII is widely used hange information b diff d i calle is widely used to exchange information between different programs and operating systems Sometimes an ASCII file is called a text file txt because all it contains is textual information ASCII files contain two types of characters standard visible characters such as numbers and letters of the alphabet and special characters that are called Control Characters Control Characters are used for special purposes to control the display or interpret the information in the file If you have computerized data you may be familiar with the lt tab gt and lt return gt control characters that are used to make text more legible When dealing with computerized information systems you often hear the terms field record and file A field is the smallest unit of information stored An example of a field is a book s title A record is a related group of fields Many records of the same type saved together are called a file For example in a file of names a record consists of the fields First Name and Last Name A more complex f
162. k Tracker WAN access and Z39 50 capabilities are optional features of Textbook Tracker You must purchase separate licenses to use these features If you have not purchased these options WAN and Z39 50 capabilities will not be active in your system Getting Started Address Books allow your Workstations to communicate with other Textbook Tracker Data Stations in your district With the optional Z39 50 or wide area network WAN feature of Textbook Tracker you are granted access to these interconnected collections If the only collection you require access to is the one stored on your main Data Station or you don t have a WAN or a Central Union license you won t need to set up any address books Textbook Tracker defaults will be set to the appropriate configuration y UOISIOA IPLI IO Address Books Address Books 3 Addresses Standard Address Book a Type Dictionary Site Book Standard Z39 50 Address Book Name Address Availability 8 Every Data Station has an address book called the Standard Address Book This Address Book contains all the items that are inventoried in your collection You may not edit or remove the Standard Address Book In Textbook Tracker Address Books are used mainly for Reports and Utilities and their corresponding Sites tab Textbook Tracker Getting Started Guide 119 Address Book Preferences Adding New Address Books You may add as many different address boo
163. ker Data Station can update through our update server for this we use passive FTP You should allow your Data Station to connect to either Port 80 or Port 30467 in order to communicate with updateserver companioncorp com 209 210 70 29 You also need to allow the Data Station to connect to Port 21 and ports greater than 1023 of our FTP server whose address is 69 89 29 89 Z39 50 searches i e MARC record searches use Port 210 Port 2200 and Port 7090 Whatever computer is being used to catalog textbooks using a Z39 50 server needs these ports open The Z39 50 search originates from the machine doing the search when a record is saved it is sent to the Data Station over Port 30467 The vast majority of servers use Port 210 some use Port 2200 and the Library of Congress uses Port 7090 Textbook Tracker Workstations communicate with the Data Station using TCP IP communication protocols With Bonjour formerly Rendezvous clients are able to rediscover and reconnect to the Data Station on a local area network should the IP address be changed or lost Textbook Tracker does not support Macintosh s AppleTalk protocol If you use clients the Textbook Tracker Data Station should ideally have a fixed TCP IP address Although the address for the Textbook Tracker Data Station can be dynamically allocated COMPanion recommends it be static TCP IP Transmission Control Protocol Internet Protocol is the protocol used for the inter net and is supp
164. ki Help at Sample Item o Actions Unlock Lock Icon When the Items management window is opened the default state of the lock icon is usually locked When locked records can be viewed but can not be edited Click ing on the lock unlocks the window it stays unlocked until the operator clicks on the lock icon again or the window is closed Actions This gear cog menu contains record specific actions and other tools that don t fit as well with the Add Remove and Find functions offered in the Records List Actions menu Wiki Help This button opens your default web browser to the Items management page of Textbook Tracker s on line Wiki Help The very top of the Current Item Record pane contains the Call Number Policy and Title for each item record This portion of the Items management window is always visible regardless if you have the Title Information or Copy Information tab selected Title Call Number Standard Item v The fields at the top of the Items window are as follows Title A title is required the record will not be saved unless a value is entered in the Title field The title is saved under MARC field 245_a In the Title field if you enter a title that is longer than the line the text wraps to the next line To enter a subtitle press lt return gt on the keyboard and enter a colon followed by the subti tle When you save the record it is displayed with the colon and subtitle on the second l
165. ks as you need to manage your collections Since you can specify which address books your Workstation will use by default additional address books can be used for more extensive searches Click on the New button under the Address Books field to add a new address book Your Data Station s local collection is represented as the Standard Address Book Address books may contain other address books you can copy add an existing address type e g Textbook Tracker Data Station Alexandria Data Station Dictionary Site Z39 50 Site Embedded Book to an existing address book by dragging an address line from the Addresses field onto one of the address books contained within the Address Book field In the example below the Dictionary Site address type is being added to the Standard Z39 50 Address Book a helpful red navigation arrow has appeared to the left of the Standard Z39 50 Address Book name to help guide your selection Address Books Address Books 5 Addresses 7 Standard Address Book Type Name Address Availability Dictionary Site Book Dictionary Site DICT organization dictorg Available District Address Book Search All Libraries Standard Z39 50 Address Book Address Books Field Addresses Field 1 When you drag an Address from one Address Book to another the Address is always copied If you want an address removed from the Address Book which is was copied use the Rem
166. l Library and thus Community ID Patron Number Location Homeroom Level Grade and so forth 148 Textbook Tracker Getting Started Guide Moving Patrons to a New Policy Performing Utilities Moving Patrons to a New Policy Now that you have set up your new Patron policies you can use Utilities to switch your patrons If your new policies are set up by grade this will be very easy to accomplish If you are using some other identifier e g Homeroom find the most common value for those people and use it as your Select By criteria The example pictured below demonstrates how to switch patrons on the 3rd Grade policy to the 4th Grade policy using Grade as the Select By criteria i Overview Replace Information X Patron Policy 7 3rd Grade v Selection D Schedule 3rd Grade To change the default policy for a selection of patrons Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Select Utilities from the Tools menu Select the Patrons tab as the main category selection at the top of the Utilities window Next choose the utilities subcategory from the subtab menus located directly below From the Utility Type list that appears click Edit in the Change Patron Policy utility Under the Selection tab of the Change Patron Policy utility window set the With drop down menu e g 3rd Grade Next set the Select By to the desired criteria e g Homeroom Grade Policy
167. l be for newly added members Use the drop down menu to select a different default patron policy If you later remove that patron policy the Default Policy will revert to Standard Patron Next Barcode The next available patron barcode number When you create a new patron Textbook Tracker will assign them the next available barcode unless you assign them a number manually You should set this field when you first configure Textbook Tracker so that any new patrons are assigned a patron barcode number that coincides with your numbering strategy Textbook Tracker Getting Started Guide 109 Patrons Preferences Management tab Notes 110 Textbook Tracker Getting Started Guide Operators Preferences ee AT Getting Started The Operators tab contains a list of users that have been created and assigned a security level Step 1 Ifyou wish to enable security check the Require Operators to Login box Step 2 If you also want to require a password when quitting from the Login window check the Require password when quitting from the login window box Operators tab The Operators tab allows you to setup and create any number of Textbook Tracker operators each with their own unique or identical security level Although you may have operators with duplicate security A PEI HONA levels you can not have duplicate operator names 8 2 Operators 5 A Require Operators to login g Require passwor
168. l restoration 1 Clicking the Archive Now or Restore From Archive buttons can initiate the Remote Control window see Remote Control on page 445 Textbook Tracker Getting Started Guide 53 Schedule Archives and Rebuilds Archive Utility NOTE Archives are not a backup Keeping an offsite backup is highly recommended Archives come in handy when trying to fix a bad import but are entirely useless in the event of a system crash Archive Utility The Archive Utility allows you to schedule automatic backup copies of your valuable Textbook Tracker Data tt Editing Database Archive File Edit Show Tools Window Help jjohndoe companioncorp com janedoe companioncorp con When it s time for an archive all information in the Data folder is copied the Current Archive Folder you have set in the Scheduled Events tab see page 56 During archiving all services on the Data Station are disabled and if any clients are connected the Remote Control window will appear see Remote Control on page 445 Although you don t have to configure the automatic archiving function it is not recommended Your most recent archives combined with your off site backup are invaluable in securing the safety of your school data see page 4 for more information NOTE The Data Station must be turned on and running when you have the archive scheduled to take place Thus if the administrator doesn t want to l
169. ld becomes an in stock hold waiting for the patron to pick up the item e Ifa hold is placed on a title that has available copies the hold will be converted to an in stock hold on a specific copy e In stock holds are removed when the copy is checked out Checking out a different copy of the same title does not remove the in stock hold SHORTCUTF An equal sign is used as a shortcut for the current item barcode For example if will place a hold on the current item X you have a current patron and item H Step by Step To place a hold Step 1 First scan or type the student s barcode to make them the current patron Step 2 Next use the Lookup command T and enter the name of the title Step 3 Select the correct title from the Lookup window by double clicking on the name or by highlighting the correct title and pressing lt enter gt or clicking the Select button Step 4 Finally type H lt enter gt in the command line followed by lt enter gt to place a hold on the current title for the current patron Textbook Tracker Getting Started Guide 175 Circulation Commands Additional Circulation Commands Place a Forward Reservation on a Specific Copy G Command G item barcode Place a Reservation Current patron places a reservation on an copy or activates Reservation mode e To place a reservation on an copy if you have a current patron type G and then type or
170. les and Copies Step by Step To remove a title e Choose Items Cmnd Ctrl l from the main Show drop down menu e Choose Find Cmnd Ctrl F from the Edit drop down menu and locate the item using the Item Selection window e Use the Remove Title button or command lt Cmnd Ctr1 R gt or select Remove Copy from the Actions menu e A warning window will ask you to verify that you want the title permanently removed Click the Remove button to permanently remove the title or the Keep button to ignore the request to remove the title Step by Step To remove a copy e Choose Items Cmnd Ctrl l from the main Show drop down menu e Choose Find Cmnd Ctrl F from the Edit drop down menu and locate the copy using the Item Selection window e Click on the Copy Information tab Locate the copy by Barcode Copy ID or Copy Call Number you wish to edit using the left and right arrow icons and Browse Copies By drop down menu e Select Remove Copy lt Cmnd Ctrl Shift R gt from the Actions menu e A warning window will ask you to verify that you want the copy permanently removed Click the Remove button to permanently remove the copy or the Keep button to ignore the request to remove the copy e Click Save in the upper right corner of the main Items management window to save your changes to the copy record 200 Textbook Tracker Getting Started Guide Title Author and Subject Editor Item Management Title Autho
171. licating An Address Book Select highlight an address book in the Address Books field by clicking on it Once an address book has been selected highlighted select Duplicate from the Actions menu located near the bottom of the Address Books field A Duplicate Book window will appear At this time enter a unique name for your duplicate address book and click OK Your duplicated address book will appear alphabetically in the Address Books field Copying An Existing Address to a Different Address Book If an address has already been entered into an Address Book you can copy it into another address book by selecting highlighting it and dragging it from the Addresses field and dropping it onto an address located in the Address Books field Editing the Name of an Address Book You are only allowed to edit the names of non system address books You can do this by double clicking on an address book in the Address Books field A Query window will appear asking you to enter a new name for the selected address book Please remember that you will be unable to change the name of system address books i e Standard Address Book Removing a Data Station from an Address Book To remove an address book select highlight one from the Address Books field by clicking on it once You may click the Remove button the symbol on the bottom right hand side of the Address Books field A Message will appear asking if you re sure you want to remove the
172. life of your computer you will suffer a hardware malfunction that will cause data loss within Textbook Tracker Sadly more often than not human error is to blame for data loss an operator makes large incorrect changes to your data or in a moment of distraction data is accidentally deleted Although you can always replace broken computer components and reinstall the Textbook Tracker application doing so will not retrieve lost data files Your only options for recovering lost data when you have suffered from hardware malfunction or human error are to either re enter your data by hand or to recover it from your most recent backup copy and then update only the data that had changed since the last backup was made The more current the backup of your data the less data you will have to re enter Far too frequently we get contacted by customers hoping we ve somehow stored a copy of their pre crash data so that they won t have to start from scratch Some of these customers had backups but they turned out to be damaged or when attempting to recover their backup they accidentally erased it Because of these occurrences it s very important for administrators to ensure that they have a backup strategy in place so their library data is secure and that they always have a current backup of their most recent Textbook Tracker data files With adequate backup procedures in place only small amounts of information will ever be lost even after the wors
173. ll the leading articles you ve provided in the field shown below Subject Sources I Cover Art Leading Articles Policy Mapping Leading Articles are words that you do not want to be indexed or searched The An and A are all common leading articles that should be included in this list ine a an Print Leading Article List 3 Where is this preference used e Titles beginning with these leading articles will be sorted by the next available word The second indicator of the 245 tag is automatically set to the correct MARC standard value for the skipped leading article e Series beginning with these leading articles are sorted by the next available word The 830 tag is automatically set to the correct MARC standard value for the skipped leading article e When Textbook Tracker searches for titles queries that begin with a leading article will automatically have that term skipped Thus the query for The Cat in the Hat will actually search for Cat in the Hat When searching for a series queries beginning with a leading article will automatically have that term skipped Thus the query The Wizard of Oz will actually search for Wizard of Oz Textbook Tracker Getting Started Guide 103 Cataloging Preferences Leading Articles tab Notes on Cataloging 104 Textbook Tracker Getting Started Guide Patrons Preferences eee AT Gettin
174. lled in the Help folder inside your Textbook Tracker folder To get the latest offline Help files please contact Textbook Tracker s 24 hour Technical Support team 158 Textbook Tracker Getting Started Guide Current Patron and Current Item Information Current Patron and Current Item Information Circulation Window Just below the top portion see Modes Commands and Help on the previous page for more information of the Circulation window is where general information about the current patron and current item is displayed Current Patron Current Item 1100004 Standard Patron M COMP130000000 Standard Item COMP Inactive Available No Items Checked Out No Fines Due 1 of 1 copies available Unknown Replacement Cost 20 00 Details Notes Lookup Details Notes Lookup x NOTE Many Textbook Tracker functions depend on the current patron or item For example you must have a current patron to check out hold or reserve an item e If available click the Details button in the current patron or item section to view detailed information about the patron item You can also select Show Patron Details or Show Item Details from the Actions menu to view the same information as the Details button s e If available click the Notes button in the current patron or item section to view notes entered for a particular patron item You enter the notes for a patron in the Notes tab of the Patrons management window s
175. lves to scan labels rather than having to take the books to the computer to be scanned Portable readers are especially useful during inventory Textbook Tracker Getting Started Guide 13 Preparing for Textbook Tracker Develop Maintenance Strategies Develop Maintenance Strategies a Develop a Machine Maintenance Strategy Although computers today are very useful tools they can experience damage through excessive use power fluctuations crashes and incorrect operations To discover or postpone such damage you should run maintenance utilities such as Scandisk or Disk Defragment on Windows and Norton Disk Doctor on Macintosh Textbook Tracker should not be running during any machine maintenance operations In addition you should regularly perform a virus scan with products such as Norton Anti Virus or McAfee Virus Scan Again Textbook Tracker should ot be running when performing such virus scans b Develop an Textbook Tracker Maintenance Strategy Corruption can happen to any database of information via hardware or operating system error It is recommended that you use Textbook Tracker s Rebuild Utilities on a regular basis once a month is usually sufficient for a single Data Station twice a month for multiple Data Stations housed within the Textbook Tracker Controller and once a week for Central Union users However hardware or system failure may necessitate using this utility more often The Rebuild disables all services while
176. m this guide will refer to it as Location For schools this defaults to Homeroom for other sites this defaults to Location If numeric ranges are going to be used in this field they need to be padded with zeros in order to be sorted and selected correctly For example instead of a 1 2 402 you d insert 001 027 402 Basically in order to sort properly all entries with a numeric range need to have the same number of characters Textbook Tracker Getting Started Guide 65 Terminology Preferences Currency tab Term for Sublocation Field This preference lets you configure the term used for the Subloca tion field You can use this field for whatever extra information you may need to enter For example you may want to use the term Last Period to identify an alternate location below the primary Location field The term you choose will appear wherever Textbook Tracker uses the Subloca tion term If your school site or institution doesn t use the reading level terminology this field can be used for other info such as AUP acceptable use policy status Although you can change this term this guide will refer to it as Sub location Default value is 2nd Location Term for Level Field This preference lets you configure the term used for the Level field For example you may want to use the term Grade rather than Level For schools this defaults t
177. m or patron record check an item in or out or perform any other transaction in Textbook Tracker the data files are modified to reflect your changes All Textbook Tracker information is stored in the Data folder see page 6 to find out where your Data folder is located this makes it easy to backup your data on a regular basis For the purpose of backups there are two kinds of files Program Files are the files that make your applications run These files are sent to you on CD or are downloaded from the internet and you install them In the case of hardware failure you can reinstall these program files For this reason you are allowed to make one backup copy of the original CDs to archive before storing both the original and backup copy in a safe place e Data Files are where your system information is stored When you input and change information using Textbook Tracker your data files are updated Because these files can change every time you use the application and because losing all the data you have manually entered can be a major loss you must make backup copies of your data on a regular basis 6 Textbook Tracker Getting Started Guide Develop a Secure Backup Strategy Preparing for Textbook Tracker Why You Must Backup Your Data If you think disaster can t happen to you think again Although modern day computers are generally reliable they are still as fallible as those who created them Inevitably at some point during the
178. m that is checked in This receipt contains information similar to that which is displayed when you click on the current item s Details button When OFF receipts can be printed manually using the lt D gt command in the Circulation window at the end of a trans action Always Print Receipts for Renewals When checked Textbook Tracker will automatically print a receipt for every item that is renewed This receipt contains information similar to that which is displayed when you click on the current item s Details button When OFF receipts can be printed manually using the lt D gt command in the Circulation window at the end of a trans action Default is Print for In Stock Hold Receipts When checked Textbook Tracker will automat ically print a receipt when an item becomes an in stock hold Default is Print for Payments and Refunds Receipts When checked Textbook Tracker will automatically print receipts for payments and refunds Optional additional text for slip printer receipts This is a user defined text header that appears before the general header or after the patron name on in stock hold receipts This header will be centered horizontally and can be as many lines as are required by the user This field is most often used to house the name and address of your school or site This is an optional feature of Textbook Tracker you must be purchase a Slip Printer registration license in order for this preference to appear
179. mail preferences on page 57 You must enter a valid email address to use most email services including COMPanion s Technical Support services Language Select a default language from the list of available languages Default is English unless otherwise set by activation codes Currently Textbook Tracker only supports the English and Spanish language Automatically Show Tool Tips If this preference is unchecked Textbook Tracker s tool tips those short pieces of descriptive text that appear when you hover your mouse cursor over but tons will only appear when the lt Ctr1 gt Windows or lt Option gt Macintosh key is held down Automatically Save when Closing Deactivating a Window When this box is checked changes made in Textbook Tracker can be saved automatically when closing deactivating win dows or switching records Default is OFF Database Management Windows Locked by Default When this box is checked all win dows are locked to prevent unwanted changes When not checked changes can be made without unlocking the window Use this option cautiously default is ON Reverse Normal Tabbing Behavior On the Macintosh if this box is not checked it will allow users to lt tab gt through all of a given window s tabs quickly without having to also tab through all the drop down menus and editable fields contained within that window If this box is checked on the Macintosh then lt t abs gt will scroll through ev
180. main menu bar and choose Import ee x Report Queue Step 2 The Data Import window will appear sence SIF Management Quick Advanced Drag and drop files here to import into Textbook Tracker Item Settings Patron Settings Starting Patron Barcode 1100004 Site COMP Patron Policy Standard Patron v Allow Patron Updates Use Imported Barcodes Step 3 Click the Add button located in the bottom left corner of the Quick tab pane this allows you to place one or more import files into the import queue e Use the operating system standard explorer window that appears to locate and select the file you want added to the import queue Once the file has been highlighted click Open to add it to the list You may also add patron import files by dragging and dropping them into the import file queue Files to Import Look in Desktop J cf E Item Export txt Select your import file B Patron Export txt File name Patron Export txt Click Open Files of type Any File z Cancel Textbook Tracker Getting Started Guide 133 Importing Patrons and Items Importing Patron Information Click on the Patron Settings tab these settings determine what changes are made to a patron data file on import Status Item Settings Patron Settings Browse Starting Patron Barcode 1100003 School COMP Patron Policy Standard Patron v Allow Patron Updates K Use
181. mber and Number of volumes to add Then click OK 196 Textbook Tracker Getting Started Guide Modifying Titles and Copies Item Management Modifying Titles and Copies You can edit record information directly on the Items management window or in any of the tabs contained within the window For example you can place your cursor in a field with an existing value and type additional information You can also highlight the entire value and type over it Before records can be changed they must be unlocked using the Unlock Cmnd Ctrl U command NOTE Title changes must be NOTE saved before you can view or modify copy If your preferences are set to automatically lock records you ll have to unlock the on ner We record by manually clicking on the lock icon from the upper left hand side of the window or selecting Unlock Cmnd Ctr1 D from the Items menu before you can make changes to the record To move to the next data entry field press the lt tab gt key To move to the previous data entry field press lt shift tab gt To select a data entry field to edit click in the same data field To select from a drop down menu lt tab gt until the drop down menu you desire is highlighted and use the lt up gt and lt down gt arrow keys to make your selection To modify copy information click on the Copy Information tab or Find Cmnd Ctrl F the copy to modify When you have modified all the record information
182. mbers do not coincide with item numbers e If you have more than one collection in your system use a unique barcode numbering scheme for each collection This will make it easier to manage a central catalog with holdings from all sites within the system If items are moved between collections the barcodes will remain unique and do not interfere with existing item barcodes 10 Textbook Tracker Getting Started Guide Barcode Your Collection Preparing for Textbook Tracker e Use the simplest numbering scheme possible that still meets your needs Sample Barcode Numbering Scheme The following is a sample barcode numbering scheme This scheme supports management of up to 899 sites with each site having up to 300 000 patrons and 700 000 items You can vary this scheme to handle more sites groups within a site or independent items NOTE It is recommended that you avoid starting barcodes with zero 0 as the first digit Barcodes can contain letters and numbers spaces and punctuation are not allowed This sample scheme uses a 9 digit barcode number for items and patrons e Digits 1 to 3 identify the site For example 100 is Eastside School 200 is Westside School and so forth You can use the three digits within this group to further breakdown the sites For example 110 Eastside Elementary School 130 Eastside Middle School 150 Eastside High School 210 Westside Elementary School 230 Wests
183. men t 0 jini enn nn niin 203 Patron Information Fields c ccccccceeeeeeeeeeeceeceeeeeeeeeeeeeeseeeeecennaneeeeees 204 Primary Patron Information cceccccceeeeseneeeeeeeeneeeeeeeeeaeeeeeeesaeeeeeeeaa 204 Current Record Tabs vsisi auiii ara asain nities 204 Finding Paone eae daue aa EA AA sstaciiad AR TAEA RAER ISA 205 Adding Patrons nesesite ndien i aara EEA NA ETa 206 Step o AEI o SPTE E A ae nA ee 206 Duplicate PatronSs ic cecscs es an saiange iaia aari iaiiaeeeai iaaiiai 207 Step by Step n n n pei padae an aa aaan agent shhscBadel cay Taai na DARE Ea Saa 207 Modifying Patrons cccccecseceeeeeseneeeeeeeseeeeeeeeeeeeeeeenaaeeeeeeenaeeeeeeenaaees 208 Step o Ae o EEEE E T T 208 Removing Patron cccceccccceeeceseeceeeeeeeeneeeeeeseeeeeeeseseneeeeseseeeeeeeeenees 209 Step By Step siceitseceh cakes ade TETEA TT 209 Shortcut Keys aaae aaa aaa a aaa aeaa aaa aaa aana aaea aaia 211 Accelerator and Hotkey COMMANGS cceecceeeeeeeeeeeeeeeeeeeeeeeenanees 211 Windows Shortcut KoyS scoit neroian eana T E N aaia 211 Windows Circulation Shortcut Command6s 2 c eseceeeeeeeeeeeeeees 212 Macintosh Shortcut K ysien niee apinn E a aara 213 Macintosh Circulation Shortcut Command6s 2 c eeeeceeeeeeeeeeees 214 Textbook Tracker Getting Started Guide ix Table of Contents x Textbook Tracker Getting Started Guide Welcome to Textbook Tracker eee AT Congratul
184. mendations cccccceee 15 Installation Summary read this firSt ccccccesseeeessesteeeeesssneeeeeseesaees 16 Installing Textbook Tracker for Macintosh cceeeeeseeeeeeeeteeeeeeennees 17 Installing Textbook Tracker for WiNdOWS ccecceeeesseeeeeeeeeneeeeeeeeaees 22 Installing Textbook Tracker Workstations cceeeesseeeeeeeeeseeeeeeeenaees 28 Client Installer Resources ccccceceeeeeeeeeeeeeeeaeaeeeeeeeeeeeeteeeeneeaeeeeeees 30 Textbook Tracker Getting Started Guide iii Table of Contents Configuring Textbook Tracker Web Workstation ssscceeeeeseeeeeees 30 Setting Up Hosted Service sseeceeeeeseeeneeeeeeeeeeeeeneeseeeeeeeeeensenes 31 Hardware and Operating System Recommendations ceeeeee 32 Textbook Tracker Hosted Service Communication Systems 33 Setting Up Textbook Tracker s Hosted Service nsee 34 Textbook Tracker BaSiCs ccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeneeeneeeneeeneeas 37 Macintosh amp Windows Command Differences eeeeeeeeeeeeseeeeeeeeeees 37 Textbook Tracker Wiki Help eccceeeeeeee cette eeeeeeeeeeeaeaeeeeeeeeeeeeeeeeee 38 Help Menus iaa a iil an aie eased 38 File MOM irs se sectees ccceveeevetzcnetens mirai a E E E 39 Edit Men kaamaa n aa aa aaa aa ar aa ERE a a a E REY 41 SNOW Methe aia eai Ae etna 42 Tools MENU henee eieae Ona a a aaa aaka E ELE p a eaaa eves 43 Window Men pirni naaa
185. mport file is recognized Textbook Tracker will automatically sort and organize the information into the correct specified fields Step 5 If the patron import file is not recognized Textbook Tracker will ask you to specify the type of data getting imported Choose Patron The Field Mapping window will then appear so that you may match data in the patron import file to specific Textbook Tracker fields 134 Textbook Tracker Getting Started Guide Importing Patron Information Importing Patrons and Items Field Mapping Field Order amp Selection Data found in unrecognized patron import file tot Field Type Patron Fields Barcode First Name Last Name Middle Initial Policy Status SSN Homeroom 2nd Location Grade Student School Graduation Year Address City State Postal Code Country Telephone Date of Birth Sex x x x x x x x x x x x x x x x x x x x x Use the Field Type drop down menu to specify Patron Fields The data from the import file is shown on the left of the window Textbook Tracker field names are shown on the right hand side Use the arrow buttons on the bottom left of the window to examine different records in the import file If you want to skip some of the records in the import file you can specify an Initial Records to Skip value Default is 0 To adjust the order of the Textbook Tracker field
186. n Textbook Tracker Import File A sample patron import or export file might look like this PTO1 1000 1007 1006 lt return gt 1100000 lt tab gt Bill lt tab gt Smith lt return gt 1100001 lt tab gt John lt tab gt Jones lt return gt In the example above the header field codes 1000 1007 1006 specify that the fields are ordered by barcode first name and last name An item record will be in a similar format except that different field codes are used and different types of field information are entered e g title or author of the item A simple way to study these formats is to export a few records then examine the export file with COMPedit Textbook Tracker s integrated word processor If you export from Microsoft Works you ll notice that Works also places a header at the beginning of its files The header contains the titles of the columns in the file you ve exported If you want you can open your export file with Works and replace the Works header with a valid Textbook Tracker header If you don t do this manually you ll have to make sure you select the correct fields in the Field Mapping window in Textbook Tracker Textbook Tracker Getting Started Guide 131 Importing Patrons and Items Importing Patron Information Authority Control Map Editor Explore Builder Circulation Statistics Export Reports System Reports Utilities SIF Management Importing Patron Information Imported patron data
187. ncel Override buttons will appear at the bottom of the window Clicking Override will check the copy out to the current patron and place the student with the in stock hold back at the top of the hold queue If you don t have any authority no override options will be available and item checkout will be denied Step by Step Checking Items In Use the following steps to check an item in Step 1 Scan or type the barcode of the item you are checking in If you are checking in a great number of items use the Bookdrop mode described on page 173 Step 2 If the item is already checked out to the current patron it will be checked in upon verifi cation when scanned Textbook Tracker Getting Started Guide 171 Circulation Commands Circulation Command Basics Set Override Due Dates Command date Set an Override Date Typically due dates are computed based on the policies you define in your System Preferences You can use this command to set different due dates for items you are checking out bookdropping or performing inventory on For example to set the due date to June 3 2012 type Jun 3 12 including the period and press lt enter gt 3 Until you clear or reset the due date using either or x the following changes will be performed e The Override Date you set is shown to the right of the command line e An entry will be made to the transaction log documenting that this date was manually set
188. nd allow the user to select the operating system specific commands required to control Textbook Tracker Jsspel This guide contains images from both Windows and Macintosh versions of Textbook Tracker Macintosh amp Windows Command Differences Macintosh Command Key Windows Command Key Usage lt Cmnd gt lt Ctrl gt Perform Menu shortcuts lt Option Tab gt lt Ctrl Tab gt Perform Authority Control lt Option gt lt Ctrl gt Display Tool Tip lt Option gt lt Alt gt Used to modify commands The following sections describe the basic operational elements found in Textbook Tracker Textbook Tracker Getting Started Guide 37 Textbook Tracker Basics About Textbook Tracker Tech Support Textbook Tracker Help Command Help Open Release Notes Update Registration Check For Updates Textbook Tracker Wiki Help Almost every window in Textbook Tracker will have a special round Wiki Help button clicking this button opens your default web browser to the related on line Wiki Help file If you don t have a persistent internet connection an offline version of Help can be made available These help windows contain information directly related to the window you are using and explain in detail how to use them Help Menu On Macintosh there is an Textbook Tracker system drop down menu that contains the About Textbook Tracker and Tech Support selections There is also a Help menu that cont
189. nd phone num ber of the school or institution Circulation Notice The following items are overdue Please return them to the school as quickly as possible so that others may use these resources Circulation Notice Email Subject Notice from your School Textbook Tracker Getting Started Guide 87 Rules Preferences Condition Codes tab Condition Codes tab This tab allows users to select from a list of user defined condition codes After a condition code has been created you can enter the Set Condition mode in the main Textbook Tracker Circulation window When you are in this mode every item barcode you input into the command line or scan will have the selected condition code applied You may also use this command in conjunction with the RR command User Interaction Rules Receipts Letters Condition Codes Damage Codes In Transit z z Code Condition Description 0 New Book This code is used when a book is added to the system a 1 Used Book in Excellent Condition Use this status for a book which is in excellent condition 2 Used Book in Satisfactory Condition Use this status for a book which is in satisfactory condition 4 Used Book in Poor Condition Use this status for a book which is in poor but usable condition R Replace this item not usable Use this status for a book which can no longer be circulated and shoulc S Scheduled to be discarded Use this status for a book which should be di
190. nd ready for you to download your Workstation clients Step 2 Determine which computer the client will be installed on On that machine open an internet web browser e g Internet Explorer Firefox Safari or optionally Chrome Step 3 In the browser Address field located in the upper left corner of the window type the address provided to you in the Textbook Tracker hosted registration letter followed by the serial number and install e g this address will look something like this tthost companioncorp com install Step 4 Ifyou performed the latter step correctly the Textbook Tracker Hosted Client Down load page should appear requiring that you input the Login User Name and Password provided to you in your registration letter Please note that login usernames and passwords are case sensitive that is they require the proper invocation of uppercase and lowercase letters Textbook Tracker Work S W e tthost companioncorp com insta extbook Tracker Log In Name Password 34 Textbook Tracker Getting Started Guide Setting Up Textbook Tracker s Hosted Service Setting Up Hosted Service Step 5 From the provided links select the appropriate client to download e Windows Workstation e OSX Workstation Textbook Tracker Work S x e C fi tthost companioncorp com insta Textbook Tracker Client Installation 1 Click the download link below
191. ng Require Exact Title Match 9 Funding Source Require Matching Library Code H vendor Require Matching Location g Item Policy Standard Item v Use Policy Mapping Copies Always Add Copies Vv IMPORTANF During import if Textbook Tracker detects an item barcode that is less than three alphanumeric digits it will pad the beginning of the barcode with Xs For example if you are importing an item with the barcode of 7 then Textbook Tracker will automatically import it as XX7 Starting Item Barcode If a new item barcode number is required Textbook Tracker will assign numbers beginning with the value you enter in this field Textbook Tracker always checks to see if a barcode is already in use and if it is a new barcode number is automatically selected Copy Site If the collection code for the record you re importing isn t specified this collection value will be placed into the 852_a tag Copy Location If the location code for the record you re importing isn t specified this loca tion value will be placed into the 852_b tag Copy Shelving If the second location code for the record you re importing isn t specified this location value will be placed into the 852_c tag Funding Source If the funding code for the record yow re importing isn t specified this loca tion value will be placed into the 852_1 tag under a specially formatted subfield Vendor If the vendor code for
192. o Grade For other sites this defaults to Level Term for Government ID This field is used for national ID numbers In the United States this is typically the Social Security Number Default value is SSN Term for Community ID This field is used for community or local ID purposes For schools this defaults to Student for other sites this defaults to ID Term for Login Name Field This field changes the terminology anywhere that a user identifi cation number is required Generally this is simply Login or User ID Term for Additional Contact This field is used to change the terminology for emergency or secondary contacts Default is Parent Guardian Term for Optional Date Field If you would like to change the terminology for the optional date field supply it here Default is Graduation Date 66 Textbook Tracker Getting Started Guide Currency tab Terminology Preferences Item tab This preference allows you customize item related terms for use within Textbook Tracker including those found in the Items management window Long terms may be cut off in various areas of the program it is better to keep them short and succinct Cose oO O ield Copy Location on Copy Shelving Funding Source SS Term for Copy Site Field This preference lets you configure the term used for Copy Site for example Copy Site Term for Copy Loc
193. o track items that have been lost you can check them out to the Lost Copies barcode 1 Special patrons use the System policy which has no restriction on the number of items that may be checked out at one time You can check items out to special patrons just as you would with any other patron Here are Textbook Tracker s special patrons Lost Copies barcode 1 To keep track of items that have been lost check them out to this patron Unlike other items an item that is checked out to the Lost Item patron does not have its inventory date renewed If the item is ever found simply check it in and it s available for circula tion again If an item is already checked out a real patron checking it out to the Lost Item patron causes a window to appear so you can charge a fine to the patron who has lost the item The lost item will appear on several patron status details reports Although you may permanently remove an item from the Textbook Tracker system when it s lost lost items are quite often found again later Checking an item out to the Lost Item patron makes it easier to return it to the system because you simply check the item back in when it s found Using the Lost Copies patron also makes it easy to keep track of which items have been lost so you can order new copies There are Utilities available to remove lost items according to your policies and the criteria you select Discarded Copies barcode 2 To track items in
194. ocess goes awry please contact COMPanion s Technical Support Service at 800 347 4942 or 801 943 7277 and follow their guided step by step instructions Textbook Tracker Getting Started Guide 35 Setting Up Hosted Service Setting Up Textbook Tracker s Hosted Service Notes 36 Textbook Tracker Getting Started Guide Textbook Tracker Basics eee This section describes the main system menus and basic operational rules used in Textbook Tracker Textbook Tracker menus follow operating system standards for Macintosh and Windows For example the File and Edit menus in Textbook Tracker are very similar to the File and Edit menus in other applications Additional menus have purposes specifically related to textbook management HP al Textbook Tracker looks and operates almost exactly the same on both Macintosh and Windows However these operating systems are different therefore there are some minor variations between environments For example on the Macintosh you press the lt Cmnd gt key for menu shortcuts and in Windows you select the lt Ctrl gt key Windows and Macintosh have different controls for minimizing closing and resizing windows In order to keep our documentation as clear as possible this guide will generally discuss actions rather than operating system specific commands or controls Rather than click the close box at the upper right of your window this guide will read close the window a
195. ociated tools that help perform operations on said record Item Records List Current Item Record Pane tt Items a File Edit Show Tools Window Help Generic Medium Type Bookmm Magnetic Medium E tlieli lalwliq Item Records List and Associated Tools The left hand section of the tems management window contains the Item Records List pane where all item records matching an operator s Find lt Ctr1 F gt selection criteria will be displayed in the user specified Sort By order in the Item Selection window Highlighting selecting an entry in the Item Records List will make that item record current in the right hand section of the Items management window The area situated below the record list field contains several Tools icons that are used for adding removing browsing and finding item records Remove Previous Find ip TerargTe m Add Actions Next Textbook Tracker Getting Started Guide 189 Item Management Current Item Record Pane Current Item Record Pane The right hand section of the Items management window is dedicated to the current item record which displays full record details for the record selected from the items list on the left At the top of the current item record pane is a for displaying status information Save and Revert the Wiki Help icon the Lock Unlock icon and a second Actions menu which contains functions specific unique to the current record Unlock Lock Item Title Wi
196. ock the patron s record by clicking the Lock icon or by performing the Unlock Cmnd Ctrl U command Step 5 Click Save in the upper right corner of the main Patrons management window to save your changes to the patron record 208 Textbook Tracker Getting Started Guide Removing Patrons Patron Management Removing Patrons There are times you may need to remove a patron from your system Removing patrons who no longer use your site will help to ensure the accuracy of your reports iWARNING Before you remove a patron backup your data files Removing a patron is permanent and cannot be undone If you erroneously remove a patron you will have to re enter all their information or recover the information from a backup copy of your data Use the Remove command to permanently remove the current patron When a record is removed all associated information is also removed For example removing a patron also removes any holds or reservations that the patron has pending A patron with items checked out can not be removed until all items have been returned to the school or recorded as Lost Step by Step To remove a patron record Step 1 From the Show drop down menu choose Patrons Cmnd Ctrl L Step 2 From the Edit drop down menu choose Find Cmnd Ctrl F Step 3 Using the Patron Selection window type in the patron s name and press lt enter gt Step 4 From the Actions menu choose Remove Patron lt Cmnd Ctrl R g
197. of the Independent JPEG Group libbzip2 1996 2002 Julian R Seward All Rights Reserved expat 1998 1999 Thai Open Source Software Center Ltd libHaru 1999 2011 Takeshi Kanno zlib 1995 2011 Jean loup Gailly and Mark Adler Table of Contents Welcome to Textbook Tracker sssesssssessesseesnseneseneneneenees 1 SOVIETS DOGMA ts senasa ania eaa a a E E a 1 Textbook Tracker Modules 0 ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeceaaaaeeeeeeeeeeeees 2 Expanded Services c cccccccsesceeeeseseeeeeesceeeeeeessceeeeeeseseeeeeeessseneeeeseenaaes 2 Search Add on MOdulles ccccccceeceeeeeeeeeeeeenaeeeeeeeeeeeeeeeeseenseneeeaeeees 2 Textbook Tracker Clients cccccccceceeeeeeeeceeeceeeeeeeeeeeeeeeeseseecenaaaeeeeeeeeeeeess 2 The Unparalleled Power of Textbook Tracker V4l ccccscssssssessesseeeees 3 Communication Protocols ccccceeeeeeeeeeeeeeeceeeaeeeeeeeeeeeeeseeeeeseneaeeees 4 Where is My Textbook Tracker Data Folder Located s is 4 Note and Warning Alerts ccssecceeeesseeeceeeeeeeeeeeseesseeeeeseesseeeeeeeesneees 4 Preparing for Textbook Tracket sities 5 Automating Your Collection Overview ceeeeseceeeseeseeeeeeeeeneeeeeeeeneeeees 5 Develop a Secure Backup Strategy eeeesceceseesseeeeeeeeeeeeeeeeeeneeeeeeeeeaaes 6 Backing Up Your Data What to Backup cccecceeeeeeeeeeeeeeeneeeeeeeeeeeeees 6 Why You Must Backup Y
198. ok Tracker As you drag the picture a box outline shows where the picture is to be placed to help you align it properly Paste and Copy Operator Picture Select a graphic and copy it to your operating system clipboard this is usually done with commands such as Select All Copy and Cut under the Edit menu in the program Go back to your Textbook Tracker Add Operator window and choose Paste Patron Picture by right clicking or Ctrl clicking using a one button mouse in the patron picture field The picture should now appear in the area located to the right of informa tion fields 1 If you choose a username that is already in use Textbook Tracker will ask you to choose another 2 Passwords are not case sensitive Upper and lowercase characters match Although you may leave the Password field blank meaning that a operator requires no password upon Log In it is strongly recommended that this is not done 3 Windows operators are required to have Apple s QuickTime installed to view some picture formats Textbook Tracker Getting Started Guide 113 Operators Preferences Operators tab When you click the OK button the new operator Name and Security Level will appear in the Textbook Tracker Operators field of the Operators tab Operators Require Operators to login Require password when quitting from the login window Textbook Tracker Operators 1 Security Level Admin District Administrator
199. ok Tracker commands This preference will be automatically set if you have any bar codes in your database or any temporary item barcodes that start with an alphabetic character Alert for Copies from Different Libraries If checked a warning message will appear when copies from different sites are checked in or inventoried Textbook Tracker Getting Started Guide 85 Rules Preferences Receipts tab Getting Started Step 1 Use this preference tab to configure when you want to have receipts automatically printed Of course you can always use the lt D gt command to print transaction receipts Receipts tab User Interaction Rules Receipts Letters Condition Codes Damage Codes In Transit Always Print Receipts on Checkout Always Print Receipts on Checkin 9 Always Print Receipts for Renewals C Default is Print for In Stock Hold Receipts Default is Print for Payments and Refunds Receipts Always Print Receipts on Check Out When checked Textbook Tracker will automatically print a receipt for every item that is checked out This receipt contains information similar to that which is displayed when you click on the current item s Details button When OFF receipts can be printed manually using the lt D gt command in the Circulation window at the end of a transaction Always Print Receipts on Check In When checked Textbook Tracker will automatically print a receipt for every ite
200. on CD ROMs or downloaded from the COMPanion website www companioncorp com Configuring Textbook Tracker Web Workstation Web Workstation is an optional feature of Textbook Tracker This feature is activated by information you enter into the Registration window during installation Step 1 Under the Edit menu select System Preferences Cmnd Ctrl Step 2 In the System Preferences window select the Site Information icon Step 3 Set the Web Setting tab for users who will be accessing Textbook Tracker over the inter net see Web Setting tab on page 71 Step 4 To use Web Workstation launch your web browser for example Mozilla Firefox or Microsoft s Internet Explorer Step 5 In the address field of your browser window enter the IP address of your Data Station the IP address is displayed in Textbook Tracker s transaction log when you first launch the Data Station or DNS name assigned to that IP address by your system administrator The address field is usually located at the top of the browser window and is usually labeled either Address Location or Go To Step 6 Ifyou changed the port value when setting the Web preferences type a colon followed by the port number at the end of your www address For example if the location of your Data Station is www alexweb com and you changed the port value to 81 type www alexweb com 81 in the Address field without the quotation marks NOTE If you are not familia
201. only print one report at a time 00e Patron List 1 Line 133 VWP Eaj mma a ale Bi z u Arial 3 20 a x Demonstration License Mar7 2006 at 11 56 am Page pg Patron List 1 Line by Last Name Alexandria 5 5 1f04 o Selected All Patrons NAME GRADE BARCODE STUDENT POLICY HOMEROOM Armetead Lonnie Ann re 1088 7th Grade Wishard 0 Anderson Darla 9 1001 Oth Grade Stank Arches Sunny Ralph 7 1091 7th Grade Dobbins Arias Mark 7 1002 7th Grade Wishard Arnold Camille Elis 9 1003 Oth Grade Zeigler Base Ann 9 1100 Oth Grade Bates Lenny 7 1087 7th Grade Dobbins Bazzell Becky 9 1025 Sth Grade Stak Bergerac Joshua 7 1071 7th Grade Smith Berol Joseph Todd 7 1014 7th Grade Wishard Berol Kristin 8 1015 8th Grade Schjelderup Betters Julie 1094 7th Grade Dobbins Biernbaum Cassandra 5 1058 Sth grade Howell Biondo Karina 5 1044 Sth grade Howell Boehm Mika 8 1066 8th Grade Smith Bonham Jason E 9 1007 Oth Grade Zeigler Bornfleth Beth 5 1054 Sth grade Dixon Brotherton Ryan 9 1061 Oth Grade Ramos Brown Kenneth 5 1046 Sth grade Dixon Brunts Michael 9 1038 Oth Grade Smith Burke Clifton 8 1070 Sth Grade Siler Bush Steve 8 1039 Sth Grade Smith Byrne Whitney E 1068 7th Grade Smith Calcagno Robyn 4 1047 4th grade Day Carr Jenny Lou 7 1097 7th Grade Wishard Carter David 9 1065 Sth Grade Siker Cifaloglio Peter 9 1011 9th Grade Stak Coleman Angela 7 1075 7th G
202. or create custom security levels for Textbook Tracker operators An operator s security level determines what Textbook Tracker operations the user is allowed to perform Security Security Groups Section Section2 Section 3 District Administrator Library Administrator Librarian Map Editor Import and Export v Patrons Impor Export and U Library Staff Library Aide Collection Analysis Importand Export w Patron Passwords Edit v Student Aide inaia SIF Edit v System Patron Use v Items Import Export and U Copies Remove X Textbook Tracker comes standard with several default security levels from District Administrator to Self Service security levels District Administrator is the least restrictive and allows unlimited access to Textbook Tracker preferences and settings Student Aide is the most restrictive security level Textbook Tracker allows operators to create their own custom security levels by manipulating a list of permissions Until you set up a District or Library Administrator operator and enable Require Operators to Login Textbook Tracker will launch with full administrative privileges An Administrator is the only security level that allows you create new Textbook Tracker operators Once you ve established an Administrator if no other security level is selected then Administrator level access will be the default upon launch If the Require Operators to Login box
203. or use lt Cmnd N gt Macintosh or lt Ctr1 N gt Windows to add a new operator to Textbook Tracker The Add Operator window will appear requesting that you provide specific new operator information District Administrator Add User l Library Administrator Saat Librarian Library Staff Library Aide Student Aide v Self Service Paste Patron Picture Copy Patron Picture Remove Patron Picture Change Window Color Load Default Color Save Default Colors Cancel maa Enter the username a password confirmation password email address appropriate security Level for the new operator and then check any sites that they will be permitted to access If you have not previously created any operators the Level drop down menu will be limited to District Library Administrator and you will be unable to change it Once you have created a District Library Administrator you can add other new operators with access levels other than Administration The District Administrator security level is only meaningful for multi collection licenses Central Union WAN etc for all other licenses District Administrator security is identical to Library Administrator If you would like to add an operator s picture at this time you can import a GIF BMP PIC JPG or any other standard image file here are some ways that you can do this Drag and drop Drag the graphic from the desktop or program onto the Add Operator win dow in Textbo
204. orted as part of the basic operating systems for both Macintosh and Windows Where is My Textbook Tracker Data Folder Located Your Textbook Tracker Data folder is stored in your operating system s shared application support folder On Macintosh OSX machines this folder is located in the following directory Hard Drive gt Users gt Shared gt Library gt Application Support gt Textbook Tracker Support On a Windows XP 2K or 2K3 machine the shared application folder should be kept here Hard Drive typically C gt Documents and Settings gt All Users gt Documents gt Textbook Tracker Support On a Windows Vista machine the shared application folder should be kept here Hard Drive typically C gt ProgramData gt Textbook Tracker Support Note and Warning Alerts NOTE Look for a box like this for special notes or comments that should be carefully examined by the user i WARNING Look for a box like this for warning messages or important comments that should not be ignored 4 Textbook Tracker Getting Started Guide Preparing for Textbook Tracker eee AT This section provides an overview on how to prepare for the automation of your collection When following the steps provided in this Getting Started Guide it is best to have Textbook Tracker open and active in order to fully understand the program as you follow along Automating Your Collection Overview Use the following
205. ou should only need to use the Currency and Dates preferences if you are in a country outside the United States However operators from amy country may use the Patron and Item tabs to adapt terminology to suit their local needs Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L a5 Step 2 Click on the Terminology icon in the System Administration section of the System lt Preferences window S 2 Step 3 Provide the required preference information in the Currency Dates Patron and Item r L tabs A Step 4 Click on Save in the upper right corner of the window Currency tab The Currency tab allows you to customize currency standards for use in Textbook Tracker Currency Dates Patron Item P F Use System Settings Implied Decimals 2 Currency Symbol Decimal Symbol Grouping Symbol Use System Settings If checked local currency standards will be automatically imported and implemented from the Data Station s operating system These standards will be displayed in the Currency fields and appear uneditable However if this box is unchecked you may edit the currency settings manually Keep in mind that this will only change your Textbook Tracker currency standards it will not affect your operating system settings Implied Decimals This value which must be between 0 and 4 determines how many implied decimals numbers after the decimal point are use
206. our Data eccccceeesseeeeeeeeneeeeeeeeeaeeeeeeeeneeeeeenees 6 Determining a Backup Strategy cecceeeesneeeeeseseeeeeeeeeeaeeeeeeenseeeeeeeenaaes 7 Backup Hardware cecccceecceceeeeeeeeeeeeeecceaaaeeeeeeeeeeeeeeegeceaaaeeeeseeeeeeess 7 Sample Backup Strategy eeeeeceeeeecceeeeeeeeneeeeeeeeneeeeeeeenaeeeeeseenaeeeeeeenaaes 8 Barcode Your Collection cccccccceceeeeeeeeceenneeeeeeeeeeeeeeeeesennaeeeeseeeeeeess 9 Guidelines for Choosing Barcode Numbers ccceeeeeeeeeeeeeeeeeeeeeeees 9 Sample Barcode Numbering Scheme cceeescceeeeeeteeeeeeeeeneeeeeeeaa 10 Classes of Barcode Labels ecseeeeeeeeneeeeeeeeeneeeeeeeeeeeeeeeenneeeeeeeaa 11 One and Two Part Labels cccccceeeeeeeeeeeeeeneaeeeeeeeeeeeeeeseeeeneeeeeeees 11 Where to Place Barcode Labels ccccccceeeeeeeeeeeeenneeeeeeeeeeeeteeeeeeeaas 12 When to Label ItOMS ccccceceeeeeeeeeeecceeceeeee eee eee eeeeeaaaaaeeeeeeeeeeeeeeeeeeeeaaa 12 Barcode Readers isiin anina aradenn aana EEEa aa Eaa 12 Develop Maintenance Strategies eesccceeeeseeeeeeseeneeeeeeenneeeeereeaees 13 a Develop a Machine Maintenance Strategy ccceeeeeeeseeeeeneees 13 b Develop an Textbook Tracker Maintenance Strategy c 13 Evaluate the Security of Your Data Station 13 Installing Textbook Tracker ccscceeseeeseeesseesseesseesseesseeseeeseeneneeees 15 Hardware and Operating System Recom
207. ove button 120 Textbook Tracker Getting Started Guide Address Book Preferences How to Create a New Address Book Using the Address Books preference window you can create an Address Book which can then contain a group of Addresses When a patron searches for an item under a selected Address Book all of the addresses contained in that Address Book are searched This makes it easy for patrons to search multiple address types and collections For example you could select an Address Book containing every high school in the district or every high school within a certain zip code as long as they have WAN codes To create a new address book do the following Step 1 Click the Add Book button on the bottom left of the Address Book preference window or lt Cmnd N gt on Macintosh lt Ctr1 N gt on Windows Step 2 The Add Book window will appear Add book File Edit Show Tools Links Window Help Add new address book Cancel ummaidemmmay Step 3 Enter the name of the new Address Book you want to add Step 4 Click on OK to add or Cancel to cancel Step 5 You can now add Addresses to your newly created Address Book by following the sub sequent instructions NOTE Institutions and schools that are behind a firewall will need to open ports 1025 and 30427 in order to make their collections accessible Textbook Tracker Getting Started Guide 121 Address Book Preferences
208. pdates This selection will check for any available Textbook Tracker updates If there are any available they will be presented and you will have the option of choosing which you would like installed You should archive your data before performing any update we recommend that you Read the release notes thoroughly beforehand to ensure that your hardware meets the minimum system requirements and so that you are aware of any major software enhancements 38 Textbook Tracker Getting Started Guide Textbook Tracker Wiki Help File Menu Textbook Tracker Basics File Menu New COMPedit Document Ctrl Shift N The Textbook Tracker File menu provides the following selections Open COMPedit Document Ctrl 0 Close Window Ctrl w Close All Ctrl Alt w New COMPedit Document Cmnd Ctrl Shift N Opens a new COMPedit document Save Cras poa i Save As Text Ctrl Alkt 5 COMPedit is Textbook Tracker s integrated word processor see COMPedit The COMPanion Sage Word Processor on page 44 aces Open COMPedit Document Cmnd Ctrl O Opens the standard operating system explorer Rebuild end Restart window used to locate files When you select a document from this window Textbook Tracker oe Pore will open it if it is able Use this command to open COMPedit documents TXT documents Log OutfIn Ctrl4shit Q p Ei Restart Ctrl Alt Shift E MARC documents MicroLIF documents and other files for viewing eet Exit Textbook Tracker Ctri Q
209. pletely During import a progress bar is shown in the Status tab of the Data Import window Textbook Tracker Getting Started Guide 143 Importing Patrons and Items Item Fields by Field Number Item Fields by Field Number Barcode 2000 852_p Copy Last Used Date 2001 Export Only Copy Check Out Count 2002 Export Only Copy Days in Circulation 2003 Export Only Copy Last Modified Date 2004 Export Only Prior Patron Barcode 2005 Export Only Previous Prior Barcode 2006 Export Only Before Previous Patron Barcode 2007 Export Only Inventory Date 2008 852_1 Accession Date 2009 852_1 LCCN 2010 010_a Replacement Cost 2011 Purchase Cost 2012 852_9 Current Policy 2013 Previous Policy 2014 Export Only Copy Status 2015 Export Only Vendor 2016 852_1 Copy Condition 2017 852_1 Copy Notes 2018 852_x Copy Alert 2019 852_z ISBN 2020 020_a Copy Number 2021 852_t Funding Source 2022 Copy Collection 2023 852_a Copy Location 2024 852_b Copy Call Number 2025 852_h Copy Title Volume 2026 852_v Shelving Field 2027 ISBN Stock 2029 Bibliographic Codes Keywords 2040 Separated by Curriculum Keywords 2041 Separated by 144 Textbook Tracker Getting Started Guide Item Fields by Field Number Importing Patrons and Items Don
210. ps copies of your data for up to a month If you have modest needs Dropbox is simple and free Another service is CrashPlan www crashplan com a great general purpose tool specifically designed for backup to other machines or off site to the CrashPlan servers In fact COMPanion uses CrashPlan to backup all of the machines at our corporate offices For more advanced backups CrashPlan can help you protect your valuable library data There are many other cloud storage services available each with their own unique benefits However the service you use isn t as important as performing frequent and secure backups of your valuable data If you don t already have a backup strategy in place start one today Textbook Tracker Getting Started Guide 7 Preparing for Textbook Tracker Develop a Secure Backup Strategy NOTE Daily backups of your Textbook Tracker data are highly recommended Determining a Backup Strategy A backup strategy is a schedule for performing backups at regular intervals It is highly recommended that you use the following guidelines in your backup strategy e Before using a new service perform an initial backup to create a permanent archive of your data e Create a schedule to backup your Data folder at the end of each day e Make additional backups before and after you make any major changes to your system For example after you perform an inventory and use Utilities to update your records at year end you
211. r and Subject Editor e The Title and Author Editor windows can be accessed from the Actions menus located to the right of the respective entry fields Using these editors you can easily enter multiple detailed subfields and new tags to any item e The Title Editor enables you to add uniform titles etc e Use the Author Editor to add illustrators editors additional authors translators and more to the title record e The Subject Editor subtab in the Title Information tab provides an easy way of adding additional subject tags Title Information Copy Information 0 of 0 copies available Publication Subjects Terms Notes Summary Statistics Links Misc a Topical term or geographic name as entry element x General subdivision y Chronological subdivision z Geographic subdivision a v For more information on the Title Author or Subject Editor please review the correspond ing sections of the Textbook Tracker Online Wiki Textbook Tracker Getting Started Guide 201 Item Management Title Author and Subject Editor 202 Textbook Tracker Getting Started Guide Patron Management DAY The Patrons window contains information about the patrons in your school To view the Patrons window select Patrons Cmnd Ctrl L from the Show menu tt Patrons File Edit Show Tools Window Help ame Ponse OOOO 1100003 Samoe seo Personal Info
212. r Workstation e The Central Administrator Workstation allows viewing and editing of all database information across all collections If there is an item current in the current item section of the Circulation window when the Items management window is launched this will be the default record that is displayed in Items management window If there is no item current in the current item section of the Circulation window when the Items management window is opened the default selection will be the last fifty modified titles If your database contains no item records COMPanion will always offer a sample record the Textbook Tracker User s Manual If the Items management window is launched while the lt Alt gt lt Opt ion gt key is depressed the default selection will be the last fifty titles added to Textbook Tracker ordered by Sequence Number also a Sort By Copy Sequence selection will be available in the Item Selection Window in both Simple and Advanced Title Copy 188 Textbook Tracker Getting Started Guide Items Management Window Item Management The Items Management Window In More Detail The Items management window consists of two distinct areas The left hand side of the Items management window belongs to the Item Records List and related tools The larger right hand portion of the Items management window consists of the current item record pane where the selected item record is displayed in full along with ass
213. r data may be obtained for safekeeping and is offered by COMPanion as an additional measure of protection and peace of mind y UOISIOA ISPL IO In the unlikely event that your data needs to be restored from a backup COMPanion will perform that service at no additional charge as quickly as possible COMPanion respects your hosted data as confidential and will not distribute any of your data s contents to a third party without prior written authorization Any authorized third party with which COMPanion does business would guarantee the same expectation of confidentiality If you would like to license the use of COMPanion s hosted service or would like to order a DVD based backup of your data contact your sales representative at 800 347 6439 for information and pricing If you ve already licensed use of COMPanion s hosted service and have questions or problems during installation contact COMPanion s 24 hour Technical Support Service at 800 347 4942 or by email Textbook Tracker Getting Started Guide 31 Setting Up Hosted Service Hardware and Operating System Recommendations This section will help guide you through Textbook Tracker s hosted installation process NOTE During instruction COMPanion assumes that you have a basic working knowledge of your computer s operating system Make sure to have the registration letter that came with your software it contains the required username password and seri
214. r exported The header is optional If it s present Textbook Tracker will automatically sort and organize the information and place it into the correct specified fields If there is no header Textbook Tracker displays a Field Mapping window which allows you to specify the order and type of data getting imported A header is automatically created for all export files Since the header is automatically created on export the information can be transferred to another copy of Textbook Tracker and automatically imported without the user knowing anything about the file structure This makes it easy for central administrators to transfer information to Textbook Tracker operators In order to be consistent Textbook Tracker assumes that the first line of any import file is a header However it only knows how to process headers in the format stated above Some fields allow multiple lines of information such as patron notes Any lt return gt located in a field is converted into the V character on export and on import the V character is restored to a lt return gt Generally you don t need to know about this however if you were to examine an exported file you d see these characters Also if you wanted to add a lt return gt into a file that is getting imported you can use the V character to make it happen 130 Textbook Tracker Getting Started Guide Tab Delimited Records Importing Patrons and Items An Example of a
215. r item information For an existing collection it s usually easier to purchase your barcode labels early and place them on items before the item information is entered into the computer Use two part labels for this method As you place the barcode on the item place the second label on the shelf list card that will be used for entering item data into the computer If you are starting a new collection be sure to purchase bibliographic information for your items in a computer readable format MARC or MicroLIF Either order your books with barcode labels attached or tell your supplier which numbers to assign in the MARC MicroLIF records Have the numbers assigned in call number order so it s easy for you to locate the item for each barcode label you have to apply Barcode Readers Your computer requires a special device designed to read a barcode number and enter the corre sponding value into the computer This device is called a barcode reader or scanner There are a number of different types of barcode readers available including light pen readers laser readers and portable readers The device you choose depends on your budget and the school s requirements Wand or pen type readers are the least expensive devices for reading barcodes CCD wedge or laser scanners are more expensive but do a better job reading the labels especially in those hard to reach item places Portable readers give you the freedom of going to your bookshe
216. r of the window a Email tab j IPLI IO Use the Email tab to determine whether Textbook Tracker should use a built in or external mail service Email s Rules 4 Enable Built in SMTP Services Test Lasttest This test was not successful Admin Email Enable Built in SMTP Services Check this box if you do not require an external SMTP server to be configured Checking this box will make the SMTP tab inaccessible Test Server Test the Textbook Tracker s SMTP settings by sending a test email Last Test This field displays the last date time that the test was performed and whether it was successful or not Administrator Address Provide the email address of your Central Administrator here Textbook Tracker Getting Started Guide 57 Email Preferences SMTP tab Use the SMTP tab to configure how Textbook Tracker handles your site s mail server The SMTP tab will only appear if you don t have the Enable Built in SMTP Services box checked in the Email tab The SMTP Server and SMTP Server 2 sections are used for out bound email The Test Server button will send a test email using your provided SMTP settings Please contact COMPanion s Technical Support if you have additional questions about setting up your mail server SMTP Server 1 and 2 This is the TCP IP or DNS address of your site s mail server Typically this will be mail followed by your domain name You mus
217. r the grayed out watermarked data entry fields in the window such as Title Author and so forth to add a new record To move to the next blank data entry field drop down menu or button press the lt tab gt key To move to the previous blank data entry field drop down menu or button press lt shift tab gt To edit information in a particular data entry field click in the corresponding field To change a selection in a drop down menu using only your keyboard use the lt up gt and lt down gt arrow keys when the drop down menu is outlined with a blue focus ring When a button is outlined and you wish to perform that action press the lt spacebar gt When you enter any type of specially formatted information such as dates phone numbers or social security numbers you can enter values in a wide range of formats For example you can enter the date of December 1 2010 as Dec 1 2010 or 12 1 10 or 12 1 10 or 12 1 10 If using the current year you can just enter 12 1 If the current month is December you can just enter 1 When you have entered all the information for this record click the Save button in the upper right hand side of the window The record has now been saved If you want to discard the information you have entered click the Revert button and the previous record information will be restored If you try to select another record or leave the window without saving your changes a warning me
218. r with browsers domain names IP addresses or other information mentioned above see your system administrator or other qualified individuals in your organization to help you get set up 30 Textbook Tracker Getting Started Guide Setting Up Hosted Service AT COMPanion Corporation offers a number of application services that are hosted directly at one of our private first class data network facilities These services are hosted on secure access restricted machines that are protected by battery backup housed in a climate controlled environment and connected to the internet via a 100MB minimum fiber optic connection All services are monitored electronically by certified professionals 24 7 so if a problem does occur it can be addressed quickly Equipment modification and upgrades are completed swiftly and scheduled during off hours and low use periods Hosted services that store customer data are maintained on hardware that is configured with hard disk drives in a RAID 5 array in the event of hard drive failure service will nor be interrupted All customer data is backed up daily and stored on COMPanion servers with an additional daily backup stored securely off site at a separate data network facility Daily backup data is kept for seven 7 days as part of the dedicated Hosting Service Agreement This data cannot be accessed outside of COMPanion s hosted services However for a nominal fee a DVD based hard copy of you
219. racker Hosted Service Communication Systems Textbook Tracker Workstations require TCP IP to communicate between hosted Data Stations and their clients iwaARNING A fixed TCP IP address for each hosted Textbook Tracker Data Station will be provided to you and cannot be changed or dynamically allocated When you subscribe to Textbook Tracker s hosted services you ll be provided with a completely comprehensive thost companioncorp com URL You won t need to worry about setting up the server IP address because during the installation process if you follow the steps correctly the client will connect to the hosted Data Station and aquire the appropriate IP DNS Your hosted IP DNS will appear in your Transaction log each time the Textbook Tracker Workstation is launched It is located approximately three or four lines down and will display TCP is Active IP Address is your IP address here Start Check In Out Finished checking support files Attempting to contact update server at updateserver companioncorp com Your Software Subscription expires on 01 01 2050 The update server reports your software is currently up to date Starting web service on port 80 TCP is Active IP Address is 123 456 78 910 he Web services activated on port 80 Updated server domain name http 23 456 78 910 80 30467 1234567 NOTE Make sure that Port 80 and Port 30467 is open on your firewall these ports are used for web access and client
220. racker will require a username and optional password every time that the program is launched also when this box is checked Textbook Tracker will force you to create an Administrator level operator that may be edited but never removed For new schools the default setting for the Require Operators to Login checkbox is off i e unchecked Use the Require Password When Quitting From the Login Window checkbox to force operators to provide an acceptable password when attempting to Quit from the Log In window To immediately activate the Textbook Tracker Log In security window or to access Textbook Tracker as a different operator choose Restart or Log Out from the File menu When the Textbook Tracker Log In or Permission Override window appears enter the appropriate Username and optional Password and click Log In or OK to access Textbook Tracker The username that you enter during log in will be recorded to the Transaction log as well as any failed login attempts Textbook Tracker Log In Password ___ Suit Goin Accessing Textbook Tracker as a Different Operator There are times when you will need to access Textbook Tracker as a operator other than the one who is currently logged into the program especially if you are required to perform a specific task that the current operator does not have the security permissions to accomplish For example on a Workstation that is currently being used by a Student Aide you may need to
221. rade Ramos Collins Joseph 4 1040 4th grade Day a Coots Marijane Lou 9 1036 Sth Grade Zeigler X Crowe Josh 4 1041 4th grade Dibb Oo ja o z Textbook Tracker Getting Started Guide 155 Introduction to Reports Saved Reports Saved Reports Textbook Tracker makes it very easy to create your own frequently used reports Please note that a saved report only saves the specifications that were used to create the report and do not save the results of a generated report However since all reports are standard word processing documents you can save the actual report like any other COMPedit document The Saved Reports tab performs slightly differently than other tabs in the Reports window it contains three subtabs Saved Favorite and Available e The Saved subtab contains a list of created or saved reports These can be Textbook Tracker system defaults or user created e The Favorite subtab contains a list of reports that have been favorited by an operator A particular report can be favorited by marking the Favorite checkbox in the Overview tab in each report s Edit window Once this box is checked the report will immediately appear in the Favorite subtab If the box is unchecked it will no longer appear in the Favorite subtab e The Available subtab contains a complete list of available report types saved or otherwise If you can t find the report template you are looking for chances are you will be able to find it
222. rcode to circumvent this conflict Make Item Patron Current Command X barcode Make a Patron or Item Current Use this command to make an item with patron barcode the current item patron For example x100 makes a patron with the barcode 100 the current patron and X110034 makes an item with barcode 110034 the current item If you enter an X without a barcode current item and patron are cleared and the main Circulation window is restored to Check In Out mode Textbook Tracker Getting Started Guide 169 Circulation Commands Circulation Command Basics Check Out Textbook Tracker makes it easy to check items in and out Textbook Tracker automatically determines whether a barcode you enter belongs to a patron or an item and whether that item is already checked out Because of this Textbook Tracker can usually determine the appropriate course of action In addition while you are performing transactions Textbook Tracker automatically computes due dates adjusts for closed dates verifies policies and collects statistics NOTE You can use the equal sign as a substitute for the barcode of the current item in any command For example if the current item is 3000 then H is the same command as H3000 Step by Step Checking Items Out Use the following steps to check an item out Step 1 Make sure the Mode is set to Check Out Step 2 Scan or type the barcode of the patron who is abou
223. rds ssion iiiaae aiaa ia iiaia iE 187 Items Management WiINndoOW ssssssssssisssssrrrssrrrrrrnrrrnntnsrirntnntnnnnnnrrnnnnne 188 The Items Management Window In More Detail 189 Item Records List and Associated Tools ceeeeeeeeeeeeeeeeeeeeeeeeetes 189 Current Item Record Pane c cccecceeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeeeeeaaad 190 Current Record Tabs and Subtabs ccceeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeaee 192 Adding Titles and CoOpies ceeescceeeeeeneeeeeeeeeeeeeeeeeeaeeeeeeenaeeeeesenaaees 193 Step Dy Slept aa nee cae i hee es Seas 194 Step by Stepi ssie e e a a ia anda 194 Duplicating Titles or Copies ssssssssssssnnrnrsesoerrrtnrnnnntnnnenenrrennnnnnnnn 195 Duplicate Copy risset det cteceeceeeh eevee acaudieneeav eyeigaeesel ne seteens 195 Duplicate Title 2s c fc ceces Qe et ecteca the dees Abate Aan Ordean K ain 195 Step by Stepi nonii idee cies ela a deena 196 Modifying Titles ANd Copies 0 ceeeceeeeesceeeeeeeeeeeeeeeeeaaeeeeeeenneeeeeeenaaees 197 Step by Step cite stain a ada anaa ie dei reid 198 Step by Stepieiie a A ae ee ae 198 Removing Titles and Copies 0 0 0 ceeceeceeeeeeeeeeeeeeeneeeeeeeeeaeeeeeeeeaeeeeeenas 199 Step BY Steps feiss tc shots caesar lea laccueseactceztgeat ect seedatsappetgieendabaseasntuces 200 Step by Stepi ccnt ane tape dees ee via 200 Title Author and Subject Eqitor ccccccccccceceeeeeeeeeeseseesaeseeeseeeeees 201 Patron Manage
224. references on page 125 Textbook Tracker Getting Started Guide 49 Setting System Preferences General System Preference Notes 50 Textbook Tracker Getting Started Guide Schedule Archives and Rebuilds Archiving Your Data Setting automatic Archives in Textbook Tracker v4 is a two fold process You must configure settings in both your Site Information System Preferences Scheduled Events tab and your Database Utilities YOO al Textbook Tracker has an archiving utility see Rebuild Utility on page 56 that can be configured to make complete regular copies of your valuable Textbook Tracker Data and store them in a folder on your hard disk The major difference between a backup and an archive is that backups are made on removable media that can be physically stored away from the site Archiving provides a quick and automatic method of saving your database before you perform large changes e g importing updates utilities or machine upgrades How Archiving Works If the Archives To Keep drop down menu in the Scheduled Events tab of the Site Information System Preferences window is set to anything below four including zero the Archive First in the Status tab of the Data Import window checkbox page 129 and the Archive Now button page 54 will keep five manual archives as though the Archives To Keep preference was set to 5 and when a sixth manual archive is requested Textbook Tracker will first creat
225. references work the same way for every computer connected to your Textbook Tracker system JP VIL e Machine Preferences apply to settings that may be local i e just on one computer not system but can t migrate with an operator from machine to machine For example one of several school computers can be set to have Spanish as the default language instead of English e User Preferences are a way of setting local preferences tied to a specific operator For instance if you want English to be the main language of choice for all Textbook Tracker connections it makes sense to set this once in System Preferences for all computers instead of having to go from computer to computer However if you wanted every computer that you or another operator log into to be set to a specific language e g Spanish then you must configure your User Preferences Then when your log in your User Preferences e g Spanish are applied Issel System Preferences determine how your patrons use the school how your items are managed and how your school operates they are used to customize Textbook Tracker s circulation settings default values for barcodes settings for cataloguing and restrictions for Workstations With System Preferences you can also configure your site policies i e the rules that dictate how your resources are used You can set policies that determine how each item in your collection circulates and how certain patron group
226. reminders on Workstations as well as provide private notes for operators and patrons When you ve created a note an icon will appear on the calendar day Alert notes are only active for the Standard calendar and are ignored on other calendars General Notes are available for all calendars L To add a new or delete an existing calendar Step 1 Click the New button a New Calendar window will appear __ NewCalendar Step 2 Enter the New Calendar name in the blank field Step 3 If this new calendar is to be a duplicate of the current calendar i e used as a template for a new one check the Duplicate Current Calendar box Step 4 Click on OK to save the new calendar and make it current alternately click Cancel to abort the process Step 5 Click Save to keep your changes or Revert to cancel them Step 6 To delete a calendar make it the current calendar and click the Remove button Any policies that were using the deleted calendar will be reassigned to the Standard cal endar You cannot delete the Standard calendar 74 Textbook Tracker Getting Started Guide Policy Preferences o BL Using the Policies System Preferences The Policies window is divided into two distinct sections that function independently of one another and allow you to create or customize the settings of a particular Patron or Item policy An operator can move through any of the tabs that l
227. rge number of clients you ll want to install your Data Station on a dedicated machine i e a machine that will only run the Data Station and will not typically be used by an operator In this configuration you ll be running Workstations on other machines Detailed below are the general steps required to install Textbook Tracker Individualized instructions depending on your operating system can be found throughout the remaining pages of this section Step 1 On the machine you are going to use for your Data Station visit COMPanion s website www textbooktracker com and download the latest Textbook Tracker Installer You can also insert the Textbook Tracker CD ROM and double click on the Textbook Tracker folder The Textbook Tracker Installer is located inside this folder Step 2 Once Textbook Tracker has been installed double click on the Textbook Tracker pro gram icon Enter your registration information If your system doesn t have the necessary resources to allow for client installation Textbook Tracker will attempt to download them from COMPanion s update server In this case installations may not be possible until the next time you launch Textbook Tracker Step 3 To install an Textbook Tracker Workstation client over the web you ll need to open an internet browser on the machine where you wish to install the client In the address bar of the browser window type in the IP address of your main Textbook Tracker Data Sta tion
228. rrent patron item from the main Circulation window Also Clear Transaction Log on Timeout This checkbox will appear grayed out unless you have Clear Current Patron Item on Timeout checked When this box is checked the Trans action Log will also be cleared when the current patron item are cleared Textbook Tracker Getting Started Guide 81 Rules Preferences User Interaction tab Check Out Options This drop down menu allows users to change the functionality of Text book Tracker s Check In Out mode When Allow check in with confirmation during check out is selected Textbook Tracker will not allow a book to be checked in during Check In Out mode without user confirmation When set to Don t allow check in during check out Text book Tracker won t allow any items to be checked in However this setting only applies when the current patron has already checked the item out and processing the same barcode would check it back in it does not apply when another patron has the item checked out Default is Allow check in during check out Allow check in during check out If Textbook Tracker is in Check Out mode this option allows items to be checked in or bookdropped using the Circulation window Allow check in with confirmation during check out If you try to check in an item or items while the Circulation window is in Check Out mode Textbook Tracker will require verification if you wish to check in or renew before checking in or ren
229. rtcut Keys Accelerator and Hotkey Commands Macintosh Circulation Shortcut Commands These shortcut commands allow you to quickly perform Circulation actions Start Bookdrop Make Charges Payments Show Patron Details Remove Patron Holds Remove Patron Reservations Show Item Details Adjust Item Holds Remove Copy Reservations 26 38 9 3 98 98 98 38 98 Dlo lalalal s wl rn Renew Patron Items 214 Textbook Tracker Getting Started Guide ONY anion COMPanion Corporation 1831 Fort Union Boulevard Salt Lake City Utah 84121 3041 USA www goalexandria com
230. s Step by Step To add a title record e Choose Items Cmnd Ctrl l from the Show drop down menu e Choose New Record Cmnd Ctrl N from the Actions menu e Make sure to provide the appropriate Title Call Number and Policy e Provide the necessary information in the Publication Subjects Categories Notes Summary and SP tabs e When all the appropriate fields have been filled in click the Save button Step by Step To add a copy e Locate the main title record for which a new copy should be added Press the Add Record button or select lt Cmnd Ctr1 N gt from the Actions menu Provide the necessary information in the Copy Info Copy Notes or Copy Status tabs by tabbing between fields e When all the appropriate fields have been filled in click Save in the upper right corner of the main Items management window to save the copy 194 Textbook Tracker Getting Started Guide Duplicating Titles or Copies Item Management Duplicating Titles or Copies Use the Duplicate Cmnd Ctrl D command or selection from the Actions menu to make copies of existing titles You can then modify information for the newly created title This saves valuable data entry time when you are adding new items that have similar information such as author publisher and series After choosing to Duplicate the selected title the Duplicate Title Copy window appears Duplicate Title Cancel Select whether you wan
231. s highlight and drag the field names Align the Textbook Tracker field names in the correct order for your imported data To skip a field double click on its line and the arrow will change to a big red x This means that the data for this field is ignored and will mot be imported Step 6 Match the fields with the information from your file Once the field order has been estab lished click the OK button to import the data Click Cancel to stop importing Use the Pause button to halt the patron import temporarily Use the Stop button to end the import completely During import a progress bar is shown in the Status tab of the Data Import window NOTE Special note should be made of the Full Name field during Patron data import If you have a patron with a combined first and last name one that has not been separated by tab delimination use this field to split the name into First and Last Name on import Textbook Tracker Getting Started Guide 135 Importing Patrons and Items Patron Fields by Field Number Patron Fields by Field Number Barcode 000 Community ID Code 001 Government ID Code 002 Password 003 Location 004 2nd Location 005 Last Name 006 First Name Middle Name Initial 007 Level 010 Address 011 City 012 State 013 Postal Code 014 Country 016 Phone Number 017 Fax 018 Email 019 Contact
232. s are allowed to use your school You can also configure policies that determine how long an item can be checked out period due dates fine amounts etc To set up or change Textbook Tracker preferences you must first open the System Preferences window using the Edit menu You may also use the Ctr1 Windows or Cmnd Macintosh shortcut command Textbook Tracker s System Preferences are grouped in an easy to use and easily identifiable layout divided into the following categories Management Circulation Network Services System Administration and Other Once the System Preferences window appears click on the corresponding icon s to view the available preference settings Please keep in mind that certain preferences may not be available for certain clients An Textbook Tracker Data Station may have more preferences than a Workstation or Web Workstation Some preferences will only become active after you have licensed them e g Z39 50 Services If you have not licensed a particular feature the corresponding icon will not appear in the System Preference window Textbook Tracker Getting Started Guide 47 Setting System Preferences Getting Started Configuring System Preferences Although this is not a complete and comprehensive list of every one of Textbook Tracker s System Preferences in their entirety the following provides a summary of the preferences that COMPanion recommends you initially set and the order in wh
233. s command to examine add modify or remove title or copy records from your collection Run Alexandria If an Alexandria Data Station is installed on the same computer Textbook Tracker is able to quickly launch it if you select Run Alexandria from the Show menu In order to use this feature you must first provide the correct directory path information in the Alexan dria Application Location field located in the Alexandria tab of the System Preferences see Alexandria Preferences on page 91 42 Textbook Tracker Getting Started Guide Tools Menu Textbook Tracker Basics Tools Menu ae r 7 E Export Opens the Export utility allowing you to export items patrons or other miscellaneous cane data from the Textbook Tracker database Reports Utilities Import Opens the standard operating system explorer window used to locate files Import files Report Queue Quick Reports can also be dropped onto the Circulation window m 4 SIF Management Inventory Helper Opens the Inventory Helper window allowing you inventory modify and print reports on all the items in your collection for more information please review the Inventory Helper section of the Textbook Tracker Online Wiki Reports Opens the Reports window allowing you to find add duplicate remove or view a report category such as Patron Reports Item Reports or Circulation Reports see Introduc tion to Reports on page 153 Util
234. s for a header that contains a file designation of PT01 to specify patron information PTO1 fieldcode fieldcode lt return gt e During import Textbook Tracker attempts to locate an existing record that matches the newly imported record If an existing Textbook Tracker record is located and the Allow Patron Updates box is checked in the Patron Settings tab of the Data Import window the existing record is updated with the imported information If Allow Patron Updates is unchecked the matching import records are ignored If no records in the system match a new record is created e In looking for matching records Textbook Tracker first checks the patron barcode then the community ID then the government ID If no matches exist the import record is considered a new record New records are assigned barcodes and policies based on the settings you ve selected in the Data Import window e Textbook Tracker v4 supports Textbook Tracker v3 patron headers for compatibility with older data transfer systems 1 The file designator consists of two letters followed by two numbers The letter will never be an O so you can be sure that 0 means zero 132 Textbook Tracker Getting Started Guide Importing Patron Information Importing Patrons and Items Getting Started Importing Patron Records To import patron records Exports Import Pegs Report Step 1 Select Tools from the Textbook Tracker s
235. s menu and choose the Reservations subtab Using the Edit Selection options for the Reservations report you can specify which reservations to print NOTE Reservations are against specific copies for specific days Only the patron who placed the reservation can check out that copy during the time of the reservation Step by Step To create a forward reservation Step 1 First scan or type the patron s barcode to make them the current patron Step 2 Next type G and type or scan the barcode of the copy on which to place the reserva tion Step 3 Select highlight on the dates for the patron s reservation of that copy Step 4 Click Save when finished Textbook Tracker Getting Started Guide 177 Circulation Commands Additional Circulation Commands Renewing An Item R QE or RA Command QE Renewing an Item Displays a list of all the books checked out to the current patron allowing you to choose which books to renew or declare lost both are also menu options File Edit Show Tools Window Help Barcode Due Date Renewed Declare Lost RenewAll Renew SetDue Date NOTE Although you can use the QE command it s functionality has been usurped by the Renewals subtab of the main Circulation window this is discussed in more depth on the Circulation tabs section of the Textbook Tracker Online Wiki The Renew All button will fail
236. s radio button will allow the operator to enter the otherwise locked Textbook Tracker function for one time only The moment that the operator exits the win dow the function will be re locked and the lock icon will reappear the next time the current operator attempts to access this feature For example if you allow your operator to access Text book Tracker Charges using the This Time Only option then they won t be able to open the Charges tab again after it has been closed This Login Only Checking this radio button will temporarily unlock the specified Textbook Tracker function for the current operator s entire session The selected window will remain unlocked until the next time Textbook Tracker is restarted For example if you allow your opera tor to access Textbook Tracker Utilities using the This Login Only option then operators will be able to access the Charges tab even after this tab has been closed for the duration of the current operator s login After you have input your username optional password and specified a duration click OK to access Textbook Tracker The username that was used to override the permission will be recorded to the Transaction log 164 Textbook Tracker Getting Started Guide Special System Patrons Circulation Window Special System Patrons There are several special patrons that Textbook Tracker uses to track items with a special status such as lost discarded or on order For example t
237. s still in the report adjusting column width will expose more data This is a very useful feature for viewing tabular type reports e Supports internal hot links for URL COMPedit links and multi media display Ctrl Cmnd click on a URL in COMPedit to open the link in your selected browser This capability is currently only available for documents created by Textbook Tracker e You can move your COMPedit documents to other word processing programs using the Save As Text option However you ll lose all document formatting Inversely you can move other word processing documents into COMPedit using their Save As Text option COMPedit can open all standard TXT documents However you ll lose all document formatting Textbook Tracker Getting Started Guide 45 Textbook Tracker Basics Performing Textbook Tracker Software Updates NOTE Make sure to read the Read Me file thoroughly for important information regarding the update Performing Textbook Tracker Software Updates There are several ways you can perform software updates from within Textbook Tracker If you have an internet connection you can check for Textbook Tracker updates using COMPanion s Update Server If you perform the Check for Updates utility and an update is available a description of the update is shown under the Get Read Me selection From there you can choose to update your Textbook Tracker Data Station or wait for a future date If you are sure you wan
238. scan the barcode of the copy press lt enter gt Ifyou do not know the copy s barcode number locate it using the Lookup T command see page 174 to review e To activate Reservation mode type G and press lt enter gt A reservation for the current patron is placed on every copy whose barcode you type or scan while in this mode To exit Reservation mode enter a new patron barcode number or use the X or command e When you enter the G command Textbook Tracker opens a calendar for you to mark the days you want reservations placed on for the current patron The calendar will show the current month Textbook Tracker User s Manual File Edit Show Tools Window Help l Come D Copy Barcode Library Copy Shelving Call Number COMP Copy Location Volume Copy Site COMP You cannot make reservations on days marked with the lock icon 176 Textbook Tracker Getting Started Guide Additional Circulation Commands Circulation Commands Here s how the reservation calendar will mark days e Days that the school is closed show the word Closed in red The example on the previous page shows the school is closed on Saturdays and Sundays e Days that have existing reservations are marked with a locked book icon The barcode number NOTE Make sure the reservation or name of the patron who has an copy reserved for that day that will be shown in red Copies that are checked out or have in
239. scarded UNK Unknown The condition ofthis book is unknown v Default Condition Unknown v Edit Condition Codes Removes adds edits reverts and saves textbook Condition Codes These codes most often describe textbooks in best to worst condition You can apply a Condition Code to a textbook under the Copy Information section of the Item Management window Condition Codes can only be four characters long The Edit Condition button that appears in this window allows users to apply condition codes to particular copies Default Condition This drop down menu allows the user to set default Copy Condition Code s and descriptions Users may choose from these default conditions New Book Used Book in Excellent Condition Used Book in Satisfactory Condition Used Book in Poor Condition Replace this item not usable Scheduled to be discarded and Unknown These default conditions with the exception of the Unknown copy condition can be removed or renamed If a copy condition code that has been previously applied to an item is later deleted those item s condition codes will default to the Unknown condition Those items whose condi tion code has been renamed will retain the same copy condition code information and accommo date the new name 88 Textbook Tracker Getting Started Guide Damage Codes tab Rules Preferences Damage Codes tab This tab allows operators to add edit or remove a list of user defined damage codes
240. security level has been deleted it can not be restored Textbook Tracker security permissions are categorized and compartmentalized into groups of similar permissions e g Preferences Data Circulation Utilities etc You may toggle between these categories of permissions using the Section 1 3 tabs provided in the Security window Each tab refers to a particular set of permissions For example the Section 1 tab contains security permissions that pertain to items item copies and patrons By using the drop down menus contained within these tabs you can enable or disable specific security permissions for the existing security level For example if you are creating a custom security level that would enable operators to import orders then select Import Export and Utilities from the Circulation drop down menu in the Section 2 tab When you have finished editing all of your security permissions click Save to keep your changes or Revert to discard them You will be required to Save or Revert before toggling between any other security levels or leaving the Security window 1 In technical terms toggle means to alternate between two or more electronic mechanical or computer related options usually by the operation of a single switch drop down menu or keystroke e g toggled back and forth between two windows on the screen 118 Textbook Tracker Getting Started Guide Address Book Preferences AT NOTE Both Textboo
241. selected book Click Yes if you are sure and No if you are uncertain Once you have finished press Save to keep the changes or click Revert to undo them Duplicating an Address Select highlight with a click an address from the Addresses field by clicking on it once After an address has been selected highlighted select Duplicate from the Actions menu located near the bottom of the Addresses field A Duplicate Site Address window will appear Specify a name for your duplicate address and click OK The new address will appear at the bottom of the Addresses field Editing an Address Edit an address from the Addresses field by double clicking on it you may also edit an address by selecting highlighting one from the Addresses field and selecting Edit from the Actions menu located near the bottom of the Addresses tab An Edit Address window will appear Make the changes you desire then click OK to keep the changes or press Cancel to restore them to their previous settings Removing an Address To remove a specific address select highlight the corresponding address book from the Address Books field by clicking on it once You may then select highlight with a click the address you want removed from the Addresses field and click the Remove Address the symbol button located on the bottom right hand side of the Address field Press Save to keep the changes or click Revert to restore the deleted address 124 Textbook Tracker
242. server communications i e communications between the Data Station and Workstations If you don t have the proper authorization or are not familiar with ports and firewalls please contact your system administrator or other qualified individuals in your organization to help you get set up If you have questions or problems during installation contact COMPanion s 24 hour Technical Support Service Textbook Tracker Getting Started Guide 33 Setting Up Hosted Service Setting Up Textbook Tracker s Hosted Service Setting Up Textbook Tracker s Hosted Service Make sure that the machine on which you will be downloading and running Textbook Tracker meets the minimum recommendations for both hardware and operating system software All of your information data will be stored at one of COMPanion s secure data network facilities After licensing use of Textbook Tracker s hosted service you can download Textbook Tracker s Workstation clients on other computers over the world wide web To download clients over the world wide web make sure you have the Login User Name and Password provided to you in your registration letter these will later be available to edit or change in the Operators system preferences of your hosted Data Station Detailed below are the general steps required to setup Textbook Tracker s hosted service Step 1 Since COMPanion hosts your main Textbook Tracker Data Station it will already be up and running a
243. should backup your data e To minimize data loss due to faulty backup devices such as a portable hard drive avoid using the same USB Flash portable hard drive or CD DVD RW for consecutive backups e Make more than one backup copy of data and keep copies off location This protects your data in case of fire or theft in the library Some institutions will choose to take backup copies off location each week others daily and others monthly Remember the more recent the backup the less information that will need to be re entered e Test your backup strategy and recovery procedures to make sure they work and that you know how to recover data Do this before you have a problem so you ll know that you can recover data in an emergency Backup Hardware Although you can use any computer mass storage device for backups the most reliable and cost effective choice is cloud storage e g Dropbox CrashPlan Mozy etc and removable media USB Flash CD DVD R CD DVD RW etc COMPanion recommends that you DO NOT backup on any hard disks connected to your computer For reliability s sake backup media should be stored away from your computer in case of theft fire or other physical loss If you have a large amount of data cloud storage backup is the most reliable cost effective and efficient method With cloud storage you can set backup procedures to run at a predetermined day and time without operator interaction Currently most cloud stora
244. ssage will appear asking if you d like to Discard or Cancel If you click on Cancel you ll return to the previous window with your newly entered information still intact Click the Discard button if you want to disregard the data you just entered Otherwise click the Save button to save your input The minimum of required fields for new titles are Title Indicator 2 Medium and Policy Of these fields all but Title are defaulted Titles may be added with or without copies The only required field for new copies i e a copy added to a title is Barcode All defaults will be supplied by Textbook Tracker These defaults may be changed Use the Add Copy Cmnd Ctrl Y command to open a fresh Copy Information tab in order to add new copies to the current title Remember copies are part of the title record and cannot be added until the main title record is saved When you have added all the necessary information for this copy click the Save button in the upper right corner of the window Add any additional copies you desire and then click the Save button Ifyou want to discard the information you have entered click the Revert button See the Textbook Tracker Online Wiki for more information on Copy Information tabs 1 When you enter a two digit date values between 0 30 are assumed to be 2000 2030 and values between 31 99 are assumed to be 2031 2099 Textbook Tracker Getting Started Guide 193 Item Management Adding Titles and Copie
245. steps and referenced pages to prepare your collection for automation with Textbook IPLI yOouy Tracker Step 1 Develop strategies for both secure backup and item patron importation see page 6 Step 2 Barcode your collection see page 10 lt Step 3 Install Textbook Tracker see page 15 2 Step 4 Set Scheduled Events Archive amp Rebuild see page 51 A Step 5 Set what COMPanion considers to be your essential System Preferences see pages 47 through 119 Step 6 Add your item and patron information see page 129 Step 7 Develop an Textbook Tracker machine maintenance strategy see page 14 Step 8 Evaluate the security of your Data Station see page 14 Textbook Tracker Getting Started Guide 5 Preparing for Textbook Tracker Develop a Secure Backup Strategy NOTE Textbook Tracker s Archive Utilities do not substitute for a proper backup Develop a Secure Backup Strategy Backups are duplicated computer files that should be saved to an external source You should have a backup strategy in place to ensure that you always have a current backup of your Textbook Tracker data files Daily backups of your Textbook Tracker data are highly recommended NOTE Backing up your data isn t necessary for hosted customers and is therefore not an option Backing Up Your Data What to Backup Your data files change every time you use the Textbook Tracker system For example each time you update an ite
246. stock holds placed on them are also shown in red New j ill be sh bl dates are correct before you reservations will be shown as blue sav They cannot be e You may select different months or days or select another copy of the title if available from changed later To change the drop down menu in the upper left hand side of the calendar dates you must delete the incorrect reservation and e If the copy you are trying to place a reservation on is currently overdue it will be shown as red place a correct one in the middle of the calendar day and prefaced with an asterisk Only days after a copy is due back will be marked as overdue To make a reservation for the current patron click on the day or click and drag across multiple days for which you d like to reserve the copy Days you select will be marked with the patron s barcode number or name in blue To omit a day you have mistakenly selected click on it again You can select any available days as long as you don t exceed the number of days allowed in your policies for patron and item If preferences allow you can select closed days to start and end reservations on When you have selected your reservation days click Save You can make more than one reservation on the calendar for single or multiple copies Use the Cancel button if you want to exit the window without placing a reservation To print reports for copies with reservations select the Circulation tab from the Report
247. system e An integrated web server provides many researcher options via standard web browsers across all platforms that support web protocols e A powerful database engine optimized for storing and accessing collection information Saved data is encrypted for added data security The database is very high performance on an older G4 processor with a standard disk drive it can fully catalog up to 15 35 MARC records per second e A powerful incorporated word processor that uses its own virtual memory manager to support very large documents within a small amount of physical memory Documents can be freely moved between supported platforms e A class library for developing cross platform human interfaces e A proprietary toolbox of code used by all subsystems e A fully distributed transaction based client server architecture The server Data Station processes requests from all clients Only information necessary for processing is moved between clients and the Data Station This places very low demands on overloaded wide area networks Textbook Tracker Getting Started Guide 3 Welcome to Textbook Tracker Communication Ports amp Protocols Communication Ports amp Protocols There are a number of ports that are required to be open in order to successfully use Textbook Tracker Client machines e g Workstations contact the Textbook Tracker Data Station sometimes referred to as the server through Port 30467 Your Textbook Trac
248. t or click the Remove button Step 5 Patrons can not be removed if they have items checked out Step 6 Ifa patron owes any fines or charges you can still remove them but their fines will be cleared from the system Textbook Tracker Getting Started Guide 209 Patron Management Removing Patrons Patron Management Notes 210 Textbook Tracker Getting Started Guide Shortcut Keys Accelerator and Hotkey Commands Hotkeys Hotkeys are the underlined characters in a menu item or dialogue box that allow users to access the item or control by pressing that character s key on the keyboard In the case of dialogue controls the user may have to hold down the lt alt gt key before pressing the hotkey Hotkeys are sometimes referred to as shortcut keys access keys or mnemonic keys YOO al Windows Shortcut Keys Ctrl Shift N New Document B Ctrl 0 Open S ee Ctrl W Close Window A D Ctrl Alt W Close All E Ctrl sS Save E Ctrl Shift S Save As Text Ctrl P Print Ctrl Shift E Restart Ctrl Shift E Log Out Ctrl Q Exit Textbook Tracker Ctrl zZ Undo Ctrl Shift zZ Redo Ctrl X Cut Ctr1 c Copy Ctrl v Paste Ctrl A Select All Ctrl F Find Ctrl G Find Again Ctrlt System Preferences Ctrl Alt User Preferences Ctrl T Circulation Ctrl I Items Ctr1 L Patrons Textbook Tracker Getting Started Guide 211 Shortcut Keys
249. t conceivable failure Your backup procedure for Textbook Tracker should copy the entirety of the Data folder Some automation systems only backup your transactions on a daily basis Although this technique results in a fast backup it s not complete and recovery can take much longer than a full backup If you make a backup copy of the Data folder at the end of each day you ll be able to recover all the changes you ve made through the end of that day you can then recover the data quickly and easily should it be required Although Textbook Tracker has a built in Archive function that saves a copy of your data in an Archive folder this is only useful unless the hard disk where the data is stored is damaged Therefore we suggest frequent data backup and taking copies of your data to a safe site away from your library Over the past few years new and inexpensive cloud storage services have made off site backup easier and in many cases cheaper One such service is called Dropbox www dropbox com where an initial 2GB account for backup is free with other paid options available at very reasonable prices Whatever you put into your Dropbox folder is automatically saved onto their remote servers and can be recovered quickly in case of disaster Dropbox isn t just used for backup however it s also a great tool for collaboration as saved files can be synced with other machines even between Macintosh and Windows Better yet Dropbox kee
250. t enter a valid SMTP Server address to use email services Port Supply the port number that your email server uses Use SSL Check this box to use Secure Sockets Layer security protocols Use Authentication Check this box to use authentication with this SMTP server Checking this box will make the Log In and Password fields editable Log In Enter the login user identification for the email server Password Enter the password for the email server Test Server Test the SMTP Server settings by sending a test email Last Test This field displays the last date time that the server test was performed and whether the test was successful or not Administrator Address Provide the email address of your Central Administrator here 58 Textbook Tracker Getting Started Guide SIP2 Preferences AT NOTE SIP2 and Checkpoint ILS are an optional feature of Textbook Tracker You must have purchased a subscription license to use these features When you have licensed use of these features a SIP2 icon will become available in the Circulation section of your System Preferences SIP2 allows you to utilize SIP2 hardware e g Checkpoint 3M etc by supporting the SIP2 protocol making your site more efficient with enhanced inventory and security features Empower your students with self service check in and out modes allowing you more time to focus on patron information needs y UOISIOA IPLI IOA Getting St
251. t patron barcodes For example this mode provides a quick way to check in the large number of books returned at the end of the day week month or year While in Bookdrop mode Textbook Tracker assumes you are only checking items in If you type or scan a barcode for an item that is not checked out an error message will appear in the transaction log If you enter a patron barcode Textbook Tracker switches to Check Out mode and makes this patron the current patron Step by Step To check in a single item Step 1 To check in one item type B in the command line followed by the copy barcode num ber and press lt enter gt To check in multiple items Step 1 Enter Bookdrop mode by typing B and pressing lt enter gt or choosing Start Book drop Ctrl Cmnd 1 from the Actions menu You can also select Bookdrop B from the Actions menu next to the left of the command line Step 2 If different than today s date set an override date for the date the copies were returned Step 3 Scan or type the barcodes of the copies to check in Step 4 Respond to any circulation alert messages that appear Step 5 When finished using the bookdrop or override date modes clear them by typing and pressing lt enter gt Textbook Tracker Getting Started Guide 173 Circulation Commands Additional Circulation Commands Additional Circulation Commands Use these commands to locate patrons and items for which you don t know t
252. t tab gt control character and the end of the record contains the lt return gt control character John lt tab gt Smith lt return gt Bill lt tab gt Jones lt return gt My First Name lt tab gt My Last Name lt return gt Using tab delimited patron import files you can transfer information about patrons stored in other computer systems For example a school can use this capability to transfer student information from the school administration computer system into Textbook Tracker or transfer site information back to the administration system Textbook Tracker s Tab Delimited Import File Format In Textbook Tracker we ve enhanced the tab delimited format by adding special information on the first line of the file used to interpret the data in the file This first line is called a header because it s at the head or beginning of the file The header allows programs to figure out where the data in the file belongs Textbook Tracker headers look like this FileCode FieldCode FieldCode FieldCode lt return gt The doesn t mean anything but is a rather unusual character combination unlikely to be found at the beginning of most files If Textbook Tracker discovers at the beginning of a file it assumes that the file is in a familiar format NOTE The Field Code numbers shown above don t have any special meaning other than acting as unique identifiers for each of the fields that can be imported o
253. t to add a Duplicate Title or Duplicate Copy Duplicate Copy Textbook Tracker automatically defaults the Beginning barcode number based on the value you entered in the Next Barcode field of the Items System Preference window Choosing Duplicate Copy changes the Number of volumes field to Number of copies Enter the num ber of additional copies you need for this title You can type over this value to change it After you enter the Number of Copies you would like duplicated click OK A progress window appears to show the record is being duplicated If you chose to duplicate a copy the Items management window appears with your newly dupli cated copy added Replace necessary information in the duplicated fields of the Copy Informa tion tabs to modify your new copy Duplicate Title Type over the value in the Number of volumes field if the title you are duplicating has more than one volume Each new title will be assigned a new volume number that will display on the screen Type over the values that differ to create your new title After you enter the Number of Copies you would like duplicated click OK A progress window appears to show the record is being duplicated If you chose to duplicate the title the Items management window appears with your newly duplicated title Replace necessary information in the duplicated fields of the Title Information tabs to modify your new title Be sure to provide all your duplicated fields with the corre
254. t to check an item out This makes the patron current If you do not know the patron s barcode use the lookup command to find the patron and their barcode see page 174 Step 3 Respond to any circulation alert messages that appear Step 4 Textbook Tracker calculates the item due date based on your Policies To enter a different due date use the Set Override Date command see page 172 Step 5 Scan or type the barcode s of the copy s you want to check out to the current patron As you check items out they become current and appear on the Circulation window a line will be added to the transaction log to show what items have been checked out 170 Textbook Tracker Getting Started Guide Circulation Command Basics Circulation Commands Special Conditions When Checking Out Items What the Check Out mode does depends on two things the Check Out Options preference which allows you to change the behavior of Check Out mode see page 81 and the status of the patron and the item If the item is available it will be checked out to the current patron when scanned If the item is already checked out to the current patron it will be checked in when scanned If the item is currently checked out to a different patron a message will appear allowing the operator to either check it in from the other patron and out to the current patron or leave it checked out to the other patron As you are checking items out Textbook Tracker will alert you
255. t to update to the newest version of Textbook Tracker an easier method is to use the Check for Program Updates Now button located in your Updates System Preferences You can also select Check For Updates from the main system Help menu You can also download the newest COMPanion and Textbook Tracker software updates from the official website www companioncorp com Just follow the Products and Software Updates hyperlinks You must enter your Textbook Tracker registration name email address school company and serial code in order to proceed with the download these can be found on the registration letter you received when you purchased Textbook Tracker or when you renewed your support contract If you have accidentally misplaced your registration letter COMPanion s 24 hour Technical Support team will be able to assist you For convenience larger organizations may license the use of an Textbook Tracker Update Server contact your sales representative at 800 347 6439 for information and pricing If you don t have a reliable internet connection or are unable to download the newest updates you can contact COMPanion via email or Tech Support at 800 347 4942 and request that an Textbook Tracker Update CD ROM be sent to your location 46 Textbook Tracker Getting Started Guide Setting System Preferences o Textbook Tracker has a variety of preferences that can be adjusted to make changes to the system and its behavior e System P
256. tching Library Code When checked copy data is ignored where the 852_a library code doesn t match the current site identification code specified on the Site Information System Preferences window When there is no 852_a information it is assumed to be the local collection code When unchecked all copies are imported no matter what the 852_a tag contains Require Matching Location When this box is checked only copy information with your data station s location code or no location code is imported All other site codes are ignored Use Policy Mapping When checked any call numbers within the call number range specified in your System Policies System Preferences window will be assigned to that particular item policy See your Policies and Call Number Mapping System Preferences for more information on Policy Mapping 142 Textbook Tracker Getting Started Guide Importing Item Information Importing Patrons and Items Step 6 Click the Start button to begin the item import If the item import file is recognized Textbook Tracker will automatically sort and organize the information into the correct specified fields Step 7 Ifthe item import file is not recognized Textbook Tracker will ask you to specify the type of data getting imported Choose Item The Field Mapping window will then appear so that you may match data in the item import file to specific Textbook Tracker fields Field Mapping Field Order amp Selection
257. ted Circulation Group code and description Edit Circulation Groups Opens the Edit Circulation Group window allowing you to edit a selected highlighted Circulation Group code and description Clear All Circulation Groups Removes all Circulation Group codes and descriptions from the Circulation Group list Force active Circulation Group during Checkout If this preference is selected you will not be able to check out an item without a set Circulation Group and a message will be delivered to the Transaction Log stating the reason Textbook Tracker Getting Started Guide 127 Circulation Groups Preferences 128 Textbook Tracker Getting Started Guide Importing Patrons and Items a AT After successfully installing Textbook Tracker v4 and setting your initial system preferences your next step is to import your patrons and items There are times when you ll want to add information into Textbook Tracker from outside sources such as MARC records book vendors or patron information from a central database The process of adding information into Textbook Tracker from outside sources is called importing Textbook Tracker supports the importation of patron item and transaction command information Once an older Textbook Tracker version data file has been imported or rebuilt into v4 it can not be downgraded Therefore it is essential to archive and backup your data prior to installing the v4 upgrade Computer
258. tem categories allow you to keep track of items that may eventually return to your school see Special System Patrons on page 165 COMPanion recommends that you only remove those items that may never return to your collection Use the Remove Title button or command lt Cmnd Ctrl Shift R gt to permanently remove the selected current title and all its copies The Remove Copy command is only available when there are copies belonging to the main title record Selecting this option will remove the currently selected copy whether it is lost or available When a title is removed all associated information is also removed A title that has a copy checked out to a patron can not be removed However copies that are checked out to the Lost Discarded On Repair On Order Archived or Unknown patrons can be removed The Remove Copy command only removes the selected copy record i WARNING Removing items is permanent and cannot be undone If you remove an item in error you will have to re enter the information or recover it from a backup copy of your data If you need to report on items that are lost or discarded for the year you should check those items out to the corresponding special patron Run all necessary reports such as Super Summary before removing these items Once they are removed they are unavailable for any future reports Textbook Tracker Getting Started Guide 199 Item Management Removing Tit
259. the original record Replace any information in the Patrons management window with information that is specific to the new patron Step by Step To duplicate a patron record Step 1 From the main Show Cmnd Ctrl L drop down menu choose Patrons Step 2 From the Actions menu choose Duplicate Record Cmnd Ctrl D Step 3 Tab from field to field as you enter the information about this patron Step 4 Use the drop down menus to indicate policy status and gender for the patron Step 5 Click on the Notes tab to add any patron alert notes Step 6 Click the Save button Textbook Tracker Getting Started Guide 207 Patron Management Modifying Patrons Modifying Patrons You can edit information directly in the Patrons management window or in any of the tabs contained in the window You can edit information in these windows the same as you would elsewhere in Textbook Tracker For example you can place your cursor in a field with an existing value and type additional values or you can highlight a value in a field and type over it Before records can be changed they must be unlocked by clicking on the Lock icon or by using the Unlock Cmnd Ctrl U command Step by Step To modify a patron record Step 1 From the Show drop down menu choose Patrons Cmnd Ctrl L Step 2 From the Edit drop down menu choose Find Cmnd Ctrl F Step 3 Using the Patron Selection window type in the patron s name and press lt enter gt Step 4 Unl
260. the collection that are not circulated but have not yet been permanently removed check them out to this patron To return a discarded item back to in stock simply check it in To permanently remove discarded items use the corresponding Item Utility For more information on checking items out to the Discarded Item special patron please review page 183 of this guide For Library Use barcode 3 To keep items available for use only within the school check the items out to this patron For example you may want to keep holiday books available in the school and not allow them to be checked out during the holiday season Check these items out or place a reservation on them using the For Library Use patron Textbook Tracker Getting Started Guide 165 Circulation Window Special System Patrons On Repair barcode 4 To keep track of items sent for repair and not available to patrons check them out to this patron When the item has been repaired and returned check them in to make them available again On Order barcode 5 To keep track of items on order add them to your collection immedi ately after you place your order and then issue them to this patron Enter an override date that matches the scheduled delivery date for these items When you receive these items check them in to make them available Archived Copies barcode 6 To archive certain items and make them unavailable to patrons check them out to this special pa
261. the item e Instead of using the On Order patron create a special patron for each vendor from whom you order items When you order items from that vendor check them out to that vendor and enter an override date that matches the scheduled delivery date 166 Textbook Tracker Getting Started Guide Offline Mode Circulation Window Offline Mode Textbook Tracker v4 contains an Offline Mode for Workstations Textbook Tracker s Offline Mode offers additional peace of mind for administrators when things go wrong such as a network failure especially in systems where longer network distances make failure more feasible When the Workstation notices that it has lost communication with the Data Station for any reason a pop up window appears informing the user that its connection has been terminated this can occur during launch or during regular operation This window will allow the user to either Quit so that they may try again later when communications are re established or Work Offline If the user chooses to enter Offline Mode the Workstation will transform itself into an entirely different application The Workstation will remain in this mode a greatly simplified version of the main Circulation window until communications are re established The Offline Window allows the user to perform just a few safe procedures Check in Checkout and Inventory Menu commands are disabled to block any external access outside of the Offl
262. the record you re importing isn t specified this location value will be placed into the 852_1 tag under a specially formatted subfield Item Policy If the record you re importing doesn t have an item policy defined this policy you select from this drop down menu will be used Default is Standard Item Textbook Tracker Getting Started Guide 141 Importing Patrons and Items Importing Item Information v Always Add Copies Never Add Copies Add Found Copies Copies Specifies how copies are managed on import Default is Always Add Copies Always Add Copies When importing any copies that exist in the import file are imported to either Add New Copies or Update Existing Copies If the title record being imported doesn t contain any copies then a new default copy is added to the imported title record even if Text book Tracker already has a matching title that has a copy Never Add Copies Copies from imported records are essentially ignored Only the title infor mation is imported Add Found Copies If you re updating titles and a match is made add or update the copy as appropriate If you re not updating titles simply add a new title for every record imported and add all copies that are included in the import record there is no matching any barcodes that are duplicates of barcodes that already exist within your Textbook Tracker database will be reas signed Use Existing Barcodes When this option is selected
263. tion Librarian Full access to every control and setting within Textbook Tracker except the ability to examine registered operators and Address Books Library Staff Access to all system functions and reports except System Preferences Import and Utilities Library Aide Access to Textbook Tracker Workstation capabilities and standard circulation commands with the authority to allow restricted actions For example if a patron has too many books issued a warning message appears when the patron tries to check out another book With this security level the library aide can override the message and allow the patron to check out another book Student Aide Access to Textbook Tracker Workstation capabilities and standard circulation commands but no authority to allow restricted actions See the description of Library Aide listed above for an example of a restricted action Self Service Supports the Check In Check Out Details and Renew capabilities A simpli fied version of the Circulation window is opened when Self Service mode is activated At this security level overdue fines are automatically recorded with no opportunity to accept payment or forgive adjust fines Fines are still displayed in the transaction log Textbook Tracker Getting Started Guide 115 Security Preferences Security tab s Security tab s The options contained in the tabs of the Security preference window allow an administrator to modify existing
264. tles Copies Patrons Circulation etc Clicking on one of these main tabs displays a subsidiary row of subtabs further narrowing the focus of the report For instance clicking on the Circulation tab will display the Charges and Payments Holds and Reservations subtabs among others Saved Reports Titles Copies Patrons Circulation Authority Control Statistics Special General Listings Notices Charges and Payments Holds Reservations In Transit Special Items List Charges and Overdue Fines Charges and Fines Summary Favorite No z Scheduled Never Type Charges and Overdue Fines Standard Repeat Never Selected By All Transactions Sorted by Patron Homeroom Name Edit Below the layer of subtabs is a large white field that may contain several system default and or user created reports Every report listed in this field will contain a brief summary including the report type and the reports default Select and Sort By selections Also included will be an informational synopsis of how often the report is scheduled to run repeat etc The ability to modify the name selections sites schedule and locations of each report even system defaults is granted by clicking the Edit link in the lower right corner of each report summary or by selecting Edit from the Actions menu Double clicking on a selected highlighted report from the list will immediately run the report 1 Textbook Tracker s integrated word processor
265. to exit the installer Continue Quit Step 8 If you installed using a CD ROM eject the CD by dragging its icon to the Trash Can located on the desktop or the Eject icon in your OSX Dock Store the CD ROM in a safe place for future use Step 9 Note This Getting Started Guide is included on the Textbook Tracker CD ROM in pdf format but is not installed with the application You can double click on the doc umentation icon on the CD ROM to open it directly or you can copy it to your hard drive and open it there If you don t have Adobe s Acrobat Reader installed on your machine an installer is included in the Utilities folder of your COMPanion CD ROM or from Adobe s web site http www adobe com Step 10 Locate the newly installed Textbook Tracker v4 folder on your hard drive If you see fit you may now move the Textbook Tracker v4 folder to an alternate location on your hard drive Inside the folder double click the Textbook Tracker icon to start the pro gram i WARNING If you have PPP installed but not running the Textbook Tracker Data Station may try to connect through PPP If the connection window appears click Stop to keep the Data Station from connecting through PPP Step 11 When you start Textbook Tracker the following window appears If you have not yet reg istered Textbook Tracker the Setup Manager window appears described in Step 12 Textbook Veter Version 4 Leo anion
266. to renew items that have holds placed on them if your policy preferences indicate that renewing items with holds is disallowed If you want the override this and renew them all anyway highlight all of the items by clicking on the first item in the list while holding down the lt shift gt key and then proceed to click on the last item in the list Then click the Renew button The renew option will generate any override dialogues as appropriate and allow authorized users to override them as desired Renew All Renews all of the current patron s items Declare Lost The selected highlighted items will be assigned to the Lost Copies System Patron All items you have selected will be then registered as lost Renew Renews one item at a time also renews a range of selected highlighted items 178 Textbook Tracker Getting Started Guide Additional Circulation Commands Circulation Commands Renewing an Item Command R item barcode Renewing an Item Use this command to renew an item or activate Renew mode You can specify the number of times an item can be renewed in your Policies see Policy Preferences on page 75 To renew an item e If the item is present type R and scan or type the barcode number for the copy and press lt enter gt If your Policies allow this item is renewed to the patron who has it checked out That patron also becomes the current patron e If you do not know the item barcode or the it
267. to special conditions that may affect circulation For example if you enter a barcode for a book that is already checked out a warning message will appear You can choose to check this book in or cancel the request to check it out If checking an item out to a patron violates a set policy Textbook Tracker will alert you For example if a patron exceeds the number of items they can check out or exceeds the overdue limit a warning message will appear If more than one policy setting is violated the messages will appear in a single window If you have the authority to override policies the window will include the Override option You can allow the patron to check the item out even though it exceeds the specified limit or cancel their request to check it out If you don t have the authority to override policies a warning message will appear and you are left without the ability to override or check out the item to the patron If you decide to check the item in instead of overriding the policy problem the item will still be checked in If the item barcode you enter is not assigned to an existing item and is not in the temporary barcode range defined in your system preferences the Unknown Barcode window appears You can choose Ignore Barcode if you entered it incorrectly or you can add the item on the fly If a copy is designated as an in stock hold for another patron an error message will appear If you have the authority Ca
268. tron For example issue items to this patron if they are kept in a special room and not generally available for circulation In Processing Patron barcode 7 To keep track of items you ve received but are not ready for circulation e g they are still processing into the system Unknown Patron barcode 8 Used for items with special circumstances or whose status you do not know e g items on display set aside or temporarily misplaced that you know aren t per manently missing In Transit barcode 9 To keep track of items that are in transit assign them to this patron When you receive these items check them in to make them available Reasons For Creating Your Own Special System Patrons You can create and remove your own special patrons to track items with a unique status as needed for your school Use barcodes 30 50 for special patrons barcodes 20 and under are exclusively reserved for COMPanion use These patrons are assigned the System policy which does not restrict the number of items they can check out The following are examples of uses for special patrons you create e Instead of using the For Library Use patron to reserve holiday books create a Interlibrary Loan patron and check out seasonal books to this patron e Instead of using the On Repair patron create a special patron for each vendor that repairs your items When you send an item to that vendor check it out to them for the period of time they will have
269. tus window will appear afterward allowing you to abort the utility by click ing Cancel Note the Cancel button will only stop the utility in its tracks any records that were modified before you stop the utility will remain modified While some utilities are processing you may perform other tasks within Textbook Tracker For example you may circulate items or prepare a report Some utility operations execute at lower priorities than other Textbook Tracker processes Thus if you run a Report the utility will rest while the report is processing However under no circumstances should you ever do anything during the Rebuild utility If the Utilities window becomes hidden behind other windows select it from the main Windows menu to bring it to the forefront When the utility is complete the Status window automatically closes and a utility com plete entry is placed in the Transaction log Most of Textbook Tracker s utilities create entries in the log so you can view which records have been modified Before you use any Utility you need to Archive your data Thus if you discover that you ve performed an operation that has damaged your data you can recover from a previous archive i WARNING 1 Since Textbook Tracker allows you to customize certain terms for Patrons and Items the term names you use may not be reflected in this guide For purposes of illustration the sample library we ve used in this guide is a Schoo
270. ully created your exceptions click the Save button NOTE Changing a policy will not affect past transactions The only two ways to change the fine rate on a book that is currently checked out is to check in the book forgive the fine and check out the book to the same patron for the old due date using a manual override date or to use the Utilities Circulation Update utility Textbook Tracker Getting Started Guide 79 Policy Preferences Using the Policies System Preferences Policy Notes 80 Textbook Tracker Getting Started Guide Rules Preferences Getting Started Step 1 Select System Preferences Cmnd Ctrl L from the main Edit menu bar Step 2 Click on the Rules icon in the Circulation section of the System Preferences window POAT Step 3 Click on the User Interaction tab Step 4 The most important preference on this tab is the Check Out Options COMPanion sug gests that this be set to Allow check in with confirmation during checkout User Interaction tab sel X S Clear Current Patron Item on Timeout When this box is checked it will clear the current patron item from the main Circulation window depending on what you have set in the Minutes Before Timeout field Minutes Before Timeout This field will appear grayed out unless you have Clear Current Patron Item on Timeout checked Provide the amount of time in minutes to wait before Text book Tracker clears the cu
271. users to renew books that have hold requests pending Default is unchecked Show Patron Name in Reservations Window When unchecked patron barcodes are dis played in the reservations window When checked the patron s last name is shown in the reserva tions window Default is checked Allow Reservations to Begin on Closed Dates When checked this option allows users to place reservations that begin on closed school dates Default is unchecked Allow Reservations to End on Closed Dates When checked this option allows users to place reservations that end on closed school dates Default is unchecked Don t Show Overdue Notice When In Bookdrop Mode When checked a patron will be automatically fined when an overdue book is dropped Textbook Tracker Getting Started Guide 83 Rules Preferences Rules tab Email Librarian on In Stock Hold When checked Textbook Tracker will email operator s when an item status changes to In Stock Hold Days to Look Ahead When Checking Out Reservations This sets the number of calendar days that Textbook Tracker looks ahead for reservations when items are checked in During check in if a reservation is detected within this specified time period Textbook Tracker displays a notice for the user The GG and GPP circulation commands also take this date into account before checking reservation items out to patrons Default is set to 5 days Enable Automatic Email Notifications
272. using the indicated HTTP addresses Alternately you can click on the addresses themselves they act as hyperlinks taking you immediately to the indicated address using your system s default web browser To access Web Workstation Click on this quick link to launch the Web Workstation client in your default web browser for more information please review the Web Workstation section of the Textbook Tracker Online Wiki To install a client via the web Click on this quick link to launch the Textbook Tracker Web Installer in your default web browser see page 28 for more information The provided HTTP address is what you should use on all of the machines for which you would like to install an Text book Tracker Workstation Textbook Tracker Getting Started Guide 71 Site Information Preferences Services tab Windows only Services tab Windows only Run Textbook Tracker as a Service This option automatically launches Textbook Tracker and runs it in the background every time your computer is started Users will be unable to access program menus or make changes to patrons or items while Textbook Tracker is running as a service You will need to deactivate the service and then re launch Textbook Tracker in order to access your school data Running Textbook Tracker as a service does not take effect until you restart your computer Unless you are absolutely sure you want Textbook Tracker to run as a service do not s
273. while still meeting your needs Textbook Tracker Getting Started Guide 11 Preparing for Textbook Tracker Barcode Your Collection Classes of Barcode Labels There are two classes of barcode label Photocomposed labels are made using a photographic process to create high quality long lasting labels Rather than printing ink on paper the photocomposed process makes the barcode image an integral part of the label These labels usually come with high quality lamination and adhesives that make them durable and easy to attach You should use photocomposed labels on all permanent items e Printed labels are made using a printing process that places the ink on top of the label These labels require protection of some kind to keep the ink from rubbing off An extra protection label of transparent Mylar can be placed on these to extend their lives Although the cost of these labels is less than photocomposed labels the protection and labor they require can cause them in some cases to cost more Printed labels without extra protection are most cost effective when printed by you in your school and used for temporary items such as magazines and newspapers One and Two Part Labels You can purchase either one or two part barcode labels depending on how you plan to use them One part labels include the site name barcode and written number COMPanion Library 206212345 If you want to place a barcode label in two different locations on an
274. xandria Preferences Alexandria tab 92 Textbook Tracker Getting Started Guide Items Preferences eee AT Getting Started Not all of the preferences in the Management tab need to be configured when performing your initial setup of Textbook Tracker Listed below are those that COMPanion suggest that you set immediately Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Items icon in the Management section of the System Preferences win dow Step 3 Enter the Next Item Barcode to be used during cataloging or importing Please note that this must be set individually for each school library site Step 4 If there is a MARC tag and subfield where the Local Call Number Tag is to be stored provide it in this field If the Local Call Number Tag is used for an identifier in a Central Union environment do not enter one y UOISIOA ISLI yOouy Step 5 Ifyou wish to use your existing call numbers instead of pulling from the call number tags included in imported MARC records check the Preserve Existing Call Numbers box Step 6 Configure any other preferences on the Management tab by checking the appropriate box making a selection from the drop down menu s or providing information in blank fields Textbook Tracker Getting Started Guide 93 Items Preferences Management tab Management tab Management lt E Barcode Settings Next Barcode
275. xt you enter in this field will be displayed when you click on the Site Information link in your Workstation If you decide to leave this field blank the text Site Notes Not Specified will appear in the Site Information section Information Section Site ID Code This is the site location identification code This is a short code that is used for the MARC location code at 852_a in the Copy Collection field The default is the first four characters of your site name If you change this value all matching copy records are automatically updated to the new value This preference is absolutely critical to Central Union circulation therefore the Institution Site fields in the Personal Info tab of the Patrons management win dow and the Copy Info subtab of the Copy Information tab of the Items management win dow must exactly match or there may be problems Library This is the name that appears at the bottom of form letters Enter your head operator s name here Librarian Title The administrator s title For example Librarian Director of Media or Library Specialist this title can also be included on form letters Default is Librarian Library Email Address This is the school s email address which is used as the return mail address for overdue notices and other email messages sent by Textbook Tracker To guarantee that your email notifications are being sent please check the list of requirements located under your E
276. xtbook Tracker Basics To create a new COMPedit document select New COMPedit Document from the File menu You ll see a window similar to this one Untitled VWP DER Fie Edit Show Tools Links Window Help Page 1 of 1 Since most people are familiar with word processors COMPedit s basic operations will not be documented However here s a quick overview of some of the special features available with COMPedit e Use the icon above the vertical scroll bars to hide show the word processor tools or show hide the graphical ruler Click on the lock icon to lock or unlock the document Locked documents can not be modified e Use the other icon controls to find text save a document print your document set a page break insert the date insert the time insert the current page number etc e Indents margins left right center and decimal tabs are supported e Left Center and Right aligned paragraphs are supported e Font Size and Style controls are available for any character Style includes colored text e Paragraph keep together controls are supported e Supports headers and footers To create a header or footer drag the controls above and below the vertical scroll bars to create a header or footer area e Supports restricted column viewing for tabbed columns When this is turned on text that might overflow into another column is visibly truncated so that printed columns look nice Since the data i
277. y Exceptions can be made to every policy combination via the fields drop down menus and checkboxes contained in the Policies tabs For example if you usually allow your 4th Grade patrons to check out five items at a time but you only want them to be able to check out three music CDs select the 4th Grade Patron pol icy on the left and the Music CDs Item policy on the right click the Exceptions button it should turn red and then change the Max items of THIS TYPE checked out to the number 3 Any Policies tab that contains an exception will display an Alert icon to the left of the tab name This indicates that an exception is present on that tab for the selected Patron Item policy combi nation If you click on this tab you ll notice that the Exceptions button has turned yellow indi cating that an exception is present While in Exceptions Mode a red focus box will appear around any field drop down menu or checkbox in the Policies tabs Patron or Item that contains an exception making it clear that the data shown in the field is an exception to the default setting To remove a particular Exception select highlight the field drop down menu or checkbox that contains the exception and select Remove Selected Exception from the relevant Actions menu You may also select Remove All Exceptions from either Actions menu to remove all of the exceptions from both the selected patron and item policy 76 Textbook Tracker Getting St
278. y Control This makes Authority Control active and mandatory when you add new patrons or change fields that are authority controlled School Homeroom and Grade are all authority controlled Textbook Tracker Getting Started Guide 105 Patrons Preferences Grade Table tab Grade Table tab Most grading and attendance software is capable of exporting Grade Level Those who are unable to import using the Grade Level terminology can still assign grades by graduation date using the Replace Information Utility Preschool Junior Kindergarten Kindergarten 1st Grade 2nd Grade 3rd Grade 4th Grade 5th Grade 6th Grade 7th Grade 8th Grade 9th Grade 10th Grade 11th Grade 12th Grade The Grade field is a simple list where the user can enter each grade level for their school in the order they should be sorted and incremented This field is also drag and drop enabled so that users can change the grade level order as necessary when new grades are added or existing grades are eliminated The top selection in the Grade field will be the first grade level the second will be the next grade level etc The terms in the Grade table are fully customizable allowing administrators to use whatever import terms they desire Last Advanced Date When the last advance operation was performed date is updated when the advance process has completed 106 Textbook Tracker Getting Started Guide Grade Table tab Patrons Preferenc
279. y ID Code A Central Union Data Station houses multiple collections under one static IP address Those who are licensed users of Textbook Tracker s Central Union can use the Library ID Code field to specify a single searchable collection within that database This is only available in Alexandria and Textbook Tracker Data Station address types For example let s say that there are ten different collections all stored on one Central Union Data Station If you would like to create an individual address for each of these ten collections you will need some way to distinguish one from another Because these collections all use the same IP address you will need to supply each address that you create with a specific Library ID Code When you choose to search an address that has a specified Library ID Code then only that library will be searched instead of every collection contained on the Central Union Data Sta tion This is only available in Alexandria and Textbook Tracker Data Station address types Authentication An Authentication Code is an optional added level of security for Textbook Tracker users If you only want specific pre determined Data Station s connecting to your Data Station s collection you can require them to have an Authentication Code that you create and enter into this field This code may be changed at any time and must match the Data Station s Authentication Code in order for outside systems to search the indicated Data
280. you input your Login User Name and Password Your user name and password are the same found on the Administration preferences window of your Textbook Tracker Data Station Step 5 From the provided links select the appropriate Workstation to install Windows Workstation or OSX Workstation Step 6 The client installer will be downloaded to your machine After it has finished download ing an Textbook Tracker folder will appear on your operating system desktop with the appropriate installation files inside this folder can be moved anywhere on your machine it s only installed on the desktop to make it easier to find Step 7 Double click on the Textbook Tracker installer icon to begin installation Textbook Tracker Getting Started Guide 29 Installing Textbook Tracker Configuring Textbook Tracker Web Workstation Client Installer Resources If you have a persistent internet connection i e you don t have to dial up to establish a connection Textbook Tracker will automatically verify that you have the necessary client Installer Resources If any are missing they will be automatically downloaded from our COMPanion server or created by the Data Station However if this process fails you ll have to manually place these resources into your Textbook Tracker Support folder If this is necessary please contact our Technical Support team and follow their guided step by step instructions Installer Resource files can be found on COMPani
281. you use Restore From Defaults while in Exceptions Mode it will create exceptions for any value that has been modified Restoring defaults will revert the policy fields drop down menus or checkboxes to the values that were provided when the policy was initially created Textbook Tracker Getting Started Guide 77 Policy Preferences Using the Policies System Preferences Getting Started Creating New Item Policies Now following these steps create your new Item policies Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Select System Preferences Cmnd Ctrl L from the main Edit menu bar Click on the Policies icon in the Circulation section of the System Preferences win dow Click the Add button in the lower left hand side of the Item policy section Add Item Policy Policy Short Code Stat Group lt CURRENT POLICY Defaults from Standard Item Cancel Enter the new Item Policy Name and Item Policy Short Code and optional Stat Group in the fields provided Make a selection from the Defaults from drop down menu and then press lt enter gt or click OK the new policy will take its defaults from whatever is selected from this drop down menu Next tab through the various Policies Check Out Overdue Hold Reservation and Other providing appropriate values to the fields drop down menus and checkboxes in order to create your policy
282. you want click the Save button in the upper right corner of the window The record is now saved If you want to ignore the information you have entered click Revert to discard your changes If you try to select another record or leave the Items management window without saving your changes the following warning message appears The current record has not been saved Do you wish to A save it before viewing another record or window Discard _ Sae Click the Cancel button to return to the Items management window with your changes still intact Click the Discard button if you want to ignore all of the information you ve entered Click the Save button or lt enter gt to save your changes Textbook Tracker Getting Started Guide 197 Item Management Modifying Titles and Copies Step by Step To modify title information e Choose Items Cmnd Ctrl l from the main Show drop down menu e Select Find Cmnd Ctrl F from the Edit drop down menu and locate the title using the Item Selection window e Click on the Title Information tab e Unlock the record if necessary by clicking on the Lock icon or choosing Unlock Cmnd Ctrl U from the Actions menu e Make any desired changes to the fields in the record moving between Publication Subjects Categories Notes Summary and SP tabs e When all the appropriate fields have been modified click Save in the upper right corner of the main Items management window to save the title
283. ystem Preferences 04 Site Information Found in the System Administration section use this preference to configure general information about your site and to set pre determined scheduled events throughout the week see Site Information Preferences on page 69 05 Calendar Found in the Circulation section set up calendars for use in your school calen ders are used to schedule open days closed days period due dates and notes see Calendar Prefer ences on page 73 06 Policies Found in the Circulation section set guidelines for site operations see Policy Preferences on page 75 07 Rules Found in the Circulation section use this preference to configure information about temporary barcodes and determine how often the transaction log is saved Create text for inclusion in the body of patron notices see Rules Preferences on page 81 08 Alexandria Found in the System Administration section use this preference to configure if you re licensed to use Textbook Tracker see Alexandria Preferences on page 91 09 Items Found in the Management section use this preference to configure information about items such as barcode ranges barcode leaders default policies terminology and catalogue settings see Items Preferences on page 93 10 Barcodes Found in the System Administration section use this preference to configure how Textbook Tracker should increment new patron and item barcod
284. zy The following is a sample strategy for using routine cloud storage backup during normal operations Step 1 First choose a cloud storage service There are many factors to consider including the ser vice level agreement speed cost etc Step 2 Next install the cloud storage client software of your choice Step 3 During setup select the files and or folders you want to back up immediately for exam ple the entirety of Textbook Tracker s Data folder Step 4 Be sure to set up automatic backups to run at times of the day when your network isn t being flooded with other traffic e g 4 00am This guarantees faster upload and reduces the possibility of failure due to network traffic Step 5 Some services allow you to add specific days e g next Friday or perform manual back ups of files and folders this usually works in tandem with the automatic backup schedule you configured in the step above and comes in handy before performing an inventory or using Utilities to update your records at year end things that generally make large sweeping changes to your library data Step 6 Most cloud storage services will usually flag files that have already been backed up There fore if files have not changed in any way they will not be backed up again after the initial backup is complete This speeds up the process remarkably as only new files are backed up each time and duplicate files are not Step 7 As with any backup strate

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