Java for Workflows Users

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Java for Workflows Users

• Slides are in order of Manual
• Link to manual
• Oct. 2006

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Login controls toolbar displayed.

• When a sub or student
• aide logs in, this is all
• they see.

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Section 3Getting Started in Workflows
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Each person can customize their screen

• Preference gt Desktop gt Desktop Setup.
• Choose a theme and check Multiple windows.

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Preference gt Desktop gt Font SettingsUse gadget
to select font.
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Click and drag to resize areas of screen.
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Common TasksNew Wizard Group
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Library Calendar

• Only LIB1 has access to this.
• NEVER change the Closed Days!!
• You MUST use the gadget to enter dates.

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Library Calendar Gadget

• Enter a beginning and ending date.
• Click Add.
• Click OK when done.

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• To edit a date, highlight it in the list.
  Click Current. Calendar will jump to that
  date. If you charge fines, be sure to close
  library so fines wont accumulate for that day.

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Section 4User Maintenance
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Display User

• Right click on Display User to set properties.
• Behavior tab
• defaults should
• suffice.

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Use Helpers tab to define search defaults.
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More fields display in result list.
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Keyword search brings up first and last name, any
part of homeroom.
Click on header to sort.
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Browse - only searches for last name. No
truncation character needed.
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• Program and Homeschool searches are now working.

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Copy User

• Does not copy birthdate, but will copy everything
  else including address.

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Modify User

• Basically
• the same.
• Make changes.
• Click Modify.

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Remove User

• Basically the same.
• Locate user.
• Click remove user.
• Cannot remove if user has transactions.

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Suspend User

• Basically the same.
• Select reason and time for suspension.
• Click Suspend User.

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Unsuspend User

• It works!
• Enter reason.
• Click Unsuspend User.

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Section 5Item Search / Item Status
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Item Search
Advanced Search helper toggles between
basic search and advanced search.
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Advanced Search Properties

• Properties can be set to customize advanced
  search types.

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Configure options for item search
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Empty search string

• Use search option helper to select field(s) you
  want to search.
• Leave search term blank.
• Search index should be General.
• Some uses
• all items from a specific year.
• all titles in a specific item group.
• all items with a specific funding source.

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Example - Item look up helper set for Funding
Source GIFT/DON
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Contents Notes and other fieldsMouse over will
display them.
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Show / Hide Search Pane
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Show/Hide Viewer
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Show/Hide Circulation and Extended
Information
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Previous / Next Search Results

• Click left or right arrows to display previous or
  next search results screens.

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Display Bibliographic Description wizard
changes view to descriptive
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Detailed Display Item History
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Item statusDisplays current status and name of
user instead of ID number.
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Section 6Circulation
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Circ note working now!

• Pops up at check out and checkin.

Kit contains 10 copies.
Companion CD at Circ Desk.
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Checkout Properties
Pops up when item is checked out.
Circ notes are entered on the item record.
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Receipt Printers

• Customize
• receipts here.

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Set properties for Helpers

• Libraries not using ID cards can set User Search
  properties to name, homeroom, etc.
• Check to start with search helper.

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Quick checkout if class comes by homeroom.

• Set properties to search by homeroom.
• Click on students name.
• Checkout items.
• Click Checkout to New User at bottom of Checkout
  screen.
• Youre returned to homeroom list to select next
  student.

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Checkout Helpers

• Lookup user
• Add user
• Register new user
• User lost card
• Renew privilege
• Confirm address
• Pay bills
• Add brief title
• Item lookup
• Change barcode
• Special Due Date

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Special Due Date

• Use the Special Due Date helper to set a due date
  for multiple people.
• Date will remain until you close the Checkout
  Wizard or click the Clear Date button.

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Quickie notice from Checkout

• File gt Print Screen

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Checkin properties
Pops up when item is checked in.
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Family Returns

• Allows you to accept payments without leaving
  Checkin.

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• Say Yes to accumulate fines. The box will pop up
  when you start checking in items.
• Select all or specific user. Remember you can
  sort checkins by ID number.
• Click Pay Bill Helper.

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• It will total bills for each user you selected.
• Take payment on one item or as many as you wish.
• Accepting a payment will return you to checkin
  list.

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Renew Single item

• Basically the same.
• Scan or locate item.
• Click Renew This Item.

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Renew User Checkouts

• Basically
• the same.
• Locate User.
• Choose All or Selected items to renew.
• Click Renew.

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Pay Bills

• Basically the same.
• Choose to pay on total amount or for a specific
  obligation.

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Bill a User

• Basically the same.
• Select reason for bill and amount.
• If bill is related to a specific item, the ID can
  be entered.

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Fine Free Checkin
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Fine Free Checkin

• Any items checked in using this wizard will not
  be charged fines on these items.
• Use for snow days, operator errors, special event
  days, etc.

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Section 7Special Circulation Functions
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Checkin Bookdrop

• Basically the same.
• Use gadget to select checkin date.
• Date displays at top of screen and will remain
  active until
• you close the
• screen.

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User Claims Returned

• Basically the same.
• Use gadget to select date user claims to have
  returned item.
• Totals recorded on users record.

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User Lost Card

• Basically the same.
• Most schools wont use this since it changes the
  ID number.

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Modify Due Dates

• Basically the same.
• Use gadget to change due date after item has been
  checked out.

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Mark Item Used

• Basically the same.
• Counts and records when item is used, but doesnt
  check out to a user.
• Total displays on item record and in reports.

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Pending Transits

• Use helper to change libraries.
• Only shows items currently in transit.
• You dont need item in hand to receive it.

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Receive Items in Transit

• Scan items to remove from intransit status.

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Section 8Holds Maintenance
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Holds Properties

• Properties should suffice as is.

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Place a Hold
Be sure to enter an expiration date!
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Display User Holds

• Basically the same.

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Modify User Holds

• Basically the same.
• Modify all or selected holds for this user.

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Remove User Holds

• Basically the same.
• Check all or selected holds.
• Click Remove Holds.

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Display Item Holds

• Basically the same.
• Locate Item.
• Holds display.

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Display Title Holds

• Displays all items on a record that has a hold.

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Modify Item Holds

• Basically the same.
• Check all or selected items.
• Make changes.

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Remove Item Hold

• Basically the same.
• Check all or selected items.
• Click Remove Holds.

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Section 10Item Maintenance
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Add Item

• Properties can be
• modified if desired.

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Add Item
2

• 1. Highlight
• correct call number.
• 2. Enter item info and barcode.
• 3. Click Save.
• 4. Option to delete item from this screen in
  case of error!

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Add Item Remember

• Check to verify call number is what you want
  including building!
• Call number displays but cannot be modified here.

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Edit item

• Can only change item info here, not call number.
• Be sure you have the correct building!

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Show/hide circulation information helper
allows more titles to display.
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Change item ID

• 1. Locate item.
• 2. Click Change Item ID.
• 3. Scan in new barcode number.

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Mark Item Missing

• Highlight desired item.
• Item MUST be available to be considered missing.
• Click Mark Item Missing.

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Mark Item Lost

• Locate lost item.
• Adjust cost and fees if necessary.
• Select payment option.
• Item will be shadowed in CAT.

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Lost item payment options

• 1. Pay Now - User wants to pay the FULL lost
• item bill immediately.
• 2. Bill User User wants to make a partial
• payment or pay the bill later.
• 3. Pay Now gt Forgive Removes the item from
• the Users account and removes the bill.
  Item
• can be deleted from the database.
• 4. Cancel Lost Item Bill - Item will remain
• attached to the patrons record, but no
  fine/fee
• will be created. This is an inactive
  transaction,
• so item cannot be deleted!

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Section 11Cataloging Wizard Group
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Add Title - properties

• Format Select from drop down menu.
• Entries Template choose Brief or Template.
• Other fields can be modified as desired.

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Add Title - Formats

• Choose a Format that begins with MARC.
• This will fill in the leader for you
  appropriately.

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Add Title Entries Template Brief

• Brief good for cfly or nonpermanent records.
• ISBN
• Author
• Title
• Publication info
• Physical Description

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Add Title Entries Template Template

• This is for more detailed original cataloging.
  It contains all the fields in Brief template,
  plus
• Notes
• Reading Program
• Subjects
• Curriculum Alignment
• Others to be determined by cataloger.

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Cataloging Caution!

• Sirsi will accept just about anything!
• Care must be taken to enter information into
  fields correctly.
• Catalogers should continue to refer to manual
  (11.4) for guidance in subfields, punctuation,
  etc.

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Duplicate Title

• Properties can be set at beginning.

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Property Option

• On the Behavior tab, uncheck Auto-generate xx
  call number.
• Original call number carries over to items added
  to new record.

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Modify Title

• Library staff must have a guide to enter info
  correctly.
• (Manual 11.4)

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Call number and Item Maintenance
Click on call number to edit call number.
Click on item number to edit item.
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Call numbers

• To add a call number, select the title.
• Click Add Call Number.
• Enter library.
• An item screen will
• display. Complete
• it and then adjust
• call number if
• needed.

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• To edit a call number, select the correct call
  number including building.
• Be aware, this will affect all the items attached
  to it!
• Click Save or changes will be lost.

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• To add an item, select the appropriate call
  number including building!
• Click Add Item.
• Complete item information and scan barcode.
• Click Save.

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You have the option to delete an item on the same
screen.
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• To edit item information select the item.
• Make changes as needed.
• Be sure to click Save or changes will be lost.

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Global Item Modify

• New layout but functions the same.

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Transfer title, call numbers, or items

• The screen has 3 parts
• 1. Search pane
• 2. Transfer tree
• 3. Records (search results)

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1. 1. Search and select the record you wish to
   transfer (poor record).
2. 2. Click Add to Tree.
3. It will move up to the transfer tree pane.
4. 3. Open the record (click ) and highlight items
   or call numbers you wish to transfer.
5. 4. Click Retain for Transfer.

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1. 1. Your poor record will display in bold
   italics.
2. 2. Locate the destination record (good record).
3. Highlight it in the record pane.
4. 3. Click Add to Tree.
5. 4. It will move to the transfer tree pane.

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• 1. Highlight the call number you want to
  transfer to. Or highlight the title if moving a
  volume and all its copies.
• 2. Click the Transfer button.
• 3. An operation results message will appear.
• 4. Click OK.

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Quick summary of Transfer

• Locate poor record.
• Click Add to Tree.
• Highlight and Click Retain for Transfer.
• Locate good record.
• Click Add to Tree.
• Highlight destination.
• Click Transfer.

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Remove item

• Highlight desired item.
• Check box by items to be deleted.
• Title will remove all volumes and copies.
• Call number will remove all attached copies.
• If all items are removed, message will display
  that bib record will be deleted.

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Section 12SmartPort
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SmartPORT Properties

• Right click on SmartPORT Wizard to set properties
  as below.
• This only needs to be done once.

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SmartPORT

• Check databases to search.
• Click Connect. It will connect to all of them at
  once.

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SmartPORT Helpers

• Highlight a title in one of the database result
  lists. Arrows will take you back and forth
  through that list.

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• Show / Hide Search Pane
• Toggles search boxes on and off.

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Change Search Pane View

• Toggles between brief and advanced search screens.

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Add / Remove Destinations

• Returns you to Connect to Databases screen.
• Handy for Library of Congress just connect when
  you need it.

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Search Screen

• Enter Search term(s).
• Click Search.

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Highlight a title and click Display.

• Use arrows to move back and forth through the
  list.
• Records are labeled and numbered at the top of
  the screen.
• Check box to view Formatted or Unformatted.

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• Click Capture when you have located desired
  record.

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Property screen will display.

• Verify or correct.
• Click OK.

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• Your record will display in Marc format.
• Click Save.
• When Save grays out, click Close.
• HINT Just leave the SmartPORT screen alone at
  this point.

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Complete Cataloging the Item

• Under Cataloging, click on the Call Number / Item
  Maintenance Wizard.
• Your title
• should be
• current.
• Click on
• Title.

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• Click Add Item.
• Dont change the XX call number yet!

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• The item information screen will display.
• Complete as desired.
• Click Save.

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• Your item number now displays on left side of
  screen.
• Highlight the XX call number.
• Now you can change XX to the correct call number
  on the right side of screen.
• Click Save.

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• Your completed item will display on the left.
• Use action buttons to add additional copies or
  call numbers for other buildings.

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Section 15Reports and Notices
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Report Properties
Uncheck
Check display format page.
Be sure to change top margin to zero. The
default is 3.
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Schedule New Reports

• All tabs can be seen at once.
• Templates from C Client are still there.
• Reports can be sorted by clicking on headers.

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More tabs, but fewer options on each of them.
You dont need to answer a question on every tab!
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Helpers have new look
Refresh
LIB1s can change ownership
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Click Change Format to modify page length and
width.
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Section 16Offline Workflows
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Circulation when internet is down

• Check out
• Check in
• Renew

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Select Offline Toolbar
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Set session settings
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Checkout screen
Scan here
Click to change user.
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Checkin
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When internet is restored, contact your ITC.
They will upload the data for you.