Athenaeum Light 2014 Copyright 1996-2014 SumWare Consulting Limited PO Box 480 Kumeu Auckland 0841 New Zealand ...
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! ! ! Athenaeum Light 2014 ! ! !! !! !! !! !! !! !! !! Copyright 1996-2014 • SumWare Consulting Limited • PO Box 480 Kumeu • Auckland 0841 • New Zealand http://www.librarysoftware.co.nz/ !
FileMaker 12 Requirements 6 Miscellaneous Settings 24 FileMaker 13 Requirements 6 Letters Tab 24 FileMaker Go 13 for iPad 6 Image Tab 25 Stand-alone 6 Security Tab 25 Connect to a host 7 Bar codes 25 FileMaker 12/13 Specific Functions 7 Log-in account passwords 26 Web Access using Web Direct 7 Maintenance 26 Standard Accounts 9 Export Tab 26 Re-login 9 Saving your work 28 Quick Log-Out 9 Catalogue Views 28 If You Get Lost 10 Adding a Catalogue Item Manually 29 Keyboard Shortcuts and Navigation 10 Minimum Required Catalog Fields 30 Modules 10 Field List 30 Views 11 Tab views 32 Found Set 11 Catalogue Commands 32 New Records 11 Catalogue Filter 33 Main Menu 12 All 33 Guest Log-In 13 Omitted 33 Issue Log-In 15 Constrain 33 Out 33 Administrative Log-in 15 Reserved 33 Logging in as Guest 16 No Issue 33 Logging in as Admin 19 Catalogue Reports 34 Organisation details 20 Print 34 Custom labels 20 Location 34 Type 34 Guest Home page URL 21 Publish 35 Borrower Name Display 21 Author 35 Suggested Search Subjects 21 Custom 1 35 Window Management 22 Custom 2 36 Application 22 Supplier 36 Origin 36 Main Menu custom buttons 23 CSV/Excel 36 Issue Behaviour 23 Stock-take 37 Printed Monday, 24 February 2014 page 2 "
Athenaeum Light 2014 Missing 37 Filter 47 Fast Find 38 All 47 Omitted 47 Detailed Find 38 Constrain 48 Boolean Find–“AND” search 39 Authorised 48 Status Area Search options 39 Boolean Find–“OR” search 39 Report 48 Boolean Easy Find–“NOT” search (omit) 40 Print 48 Borrower 1 48 Power Searches 40 Borrower 2 48 Omitting Individual Records from a Found Set 40 Letter 48 Further Narrowing Down a Found Set 40 3 Col BC 49 Extending your Found Set 41 2 Col BC 49 Unsuccessful searches 41 Photo BC 49 Photos 49 Working with a Found Set 41 Search for Borrowers 50 Find All 41 Quick Search for Borrowers 50 Finding all Out items 42 Detail Search for Borrowers 50 Finding Omitted Records 42 Creating a New Borrower 51 Constraining Found Set 42 Viewing a Borrower’s Current Issues 51 Finding Items marked “Not for Issue” 43 Viewing Issue History 52 Flags 43 Viewing a Borrower’s current Reserves 52 Flagging Items 43 Charting Issue History 53 Listing Highlighted Titles on the Guest Search Screen 43 Printing Borrower Bar Codes 53 Borrower Fields 45 Editing Borrower Bar codes 54 Command 46 Sending Letters to Borrowers 54 New Brwr 46 e-mail 46 Editing Letters 55 Edit Letter 47 Overriding the issue period 56 Edit 3BC 47 Issuing Items already Issued (Out) 57 Edit 2BC 47 Items not Found on Return 58 Edit PhotoBC 47 Edit Brwr QR 47 Who may reserve? 59 Create Brwr QR 47 Reserving an item 59 Next Bar Code 47 Listing All Reserves 60 Printed Monday, 24 February 2014 page 3 "
Athenaeum Light 2014 Issuing Reserves 60 Overdue 74 Print Recent Overdue Letters 61 Report Menu 74 Editing overdue and recall letters 61 Print Issues 75 Cat location 75 Marking Items as Not For Issue 62 Cat type 75 Making your Subject Headings Consistent 62 Brwr custom1 75 Set next bar code number 62 Brwr custom2 76 Reset next internal catalogue ID 63 Due date 76 Copy Financials 76 Global Replace 63 Tips 77 Cleaning Location / Publisher / Item Type Lists 65 Listing all items currently Out 77 Archiving An Item 66 Borrowers Currently with Items Out 77 Returning Items from the Archive 66 Custom Search 77 Omit Individual Records from a Found Set 67 Custom Search options 77 Customising Fields in the Catalog 67 Command 79 Naming Custom Fields 67 list in borrower 79 list in catalogue 79 Printing Labels 68 list in archive 79 Printing Catalog Bar codes 68 Sending Information as Excel Worksheet 69 Filter 79 All 79 Sending Information as a PDF 70 Omitted 79 Start your Stock take 71 Constrain 79 Continuing a Stock Take 72 This Week 80 Listing all Items Missing from Stock take 72 Last Week 80 Command Menu 73 This Month 80 List Borrowers 73 Last Month 80 List Items 73 This Year 80 Overdue Letters 73 Last Year 80 Overdue e-mails 74 Custom Date 80 Recall letters 74 Report 81 Recall e-mails 74 by borrower 81 Filter Menu 74 by “year” 81 All 74 by “room” 81 Omitted 74 by bar code 82 Constrain 74 by title 82 Printed Monday, 24 February 2014 page 4 "
Athenaeum Light 2014 by location 82 by author 82 by call 82 by dewey 82 Entering a new supplier 83 Connecting 84 Viewing/Searching 85 Printed Monday, 24 February 2014 page 5 "
Athenaeum Light 2014 System Requirements Version Requirements Athenaeum Light 2014 is a FileMaker 12/FileMaker 13 application. FileMaker Pro http://www.filemaker.com/products/filemaker-pro/pro-13- Therefore the system requirements are generally the same as those of specifications.html FileMaker Pro. You can network Athenaeum Light using either FileMaker FileMaker http://www.filemaker.com/products/filemaker-server/ Pro with FileMaker Server or, to a lesser extent, FileMaker Pro with server-13-specifications.html Server FileMaker Pro. note: some features, such as Web Direct access or optimised FileMaker Go handling require version 13 of FileMaker Server and/or FileMaker Go 13 for iPad FileMaker Pro acting as a host. Athenaeum Light 2014 has special handling when opened using an iPad. Primarily, it is designed for searching and issuing, though you can FileMaker 12 Requirements administer Athenaeum Light with the iPad. The system requirements for FileMaker Pro 12 and FileMaker Server 12 can iPad features include be found at the FileMaker product web pages: • larger controls in the guest views (touch friendly) ! • optional scanning of QR codes using the built-in camera during issuing, Version Requirements returning and stock take FileMaker Pro http://help.filemaker.com/app/answers/detail/a_id/10012 • use of slide controls on “guest” item detail screens (where appropriate) • pop-overs on catalogue images to preview a larger version without having FileMaker http://help.filemaker.com/app/answers/detail/a_id/10072/kw/ system%20requirements%20FileMaker%20Server%2012 to navigate to other screens Server • use of FileMaker Go 13’s support for object visibility and other FileMaker 13 Requirements Stand-alone The system requirements for FileMaker Pro 13 and FileMaker Server 13 can If you wish to run Athenaeum Light using FileMaker Go on an iPad, you be found at: must use FileMaker Go version 13 (currently a free download from the App ! Store). Simply load Athenaeum Light to your device and open the file. Printed Monday, 24 February 2014 page 6 "
Athenaeum Light 2014 Not all Athenaeum Light functions will work identically on an IPad as they do on a desktop, as there are some iOS only features (e.g. pop-overs, sliders, inner See the FileMaker Go chapter for more detail. Connect to a host If you wish to connect to Athenaeum Light running on FileMaker Server using FileMaker Go, your server licenses and versions must comply with the version of FileMaker Server and Go that you have. See the FileMaker web site for more information. FileMaker 12/13 Specific Functions Athenaeum Light 2014 takes advantage of external container storage, plugin management, enhanced interface interaction which were not available in earlier versions. Web Access using Web Direct To access Athenaeum Light using a web browser requires FileMaker Server 13 configured for access via Web Direct. Currently, only searching as a guest is available via web direct. Your FileMaker Server 13 licence determines the number of simultaneous Web Direct connections. See the chapter on Web Direct for more information.! Printed Monday, 24 February 2014 page 7 "
Athenaeum Light 2014 Support We have a variety of support options available. Your first point of contact are the in-built web pages, available from the Athenaeum Main Menu (provided you are logged in as an administrator). Our web-based support is available by clicking on the various tabs in the Main Menu: ! These are dynamic; in other words they update automatically as long as you are connected to the internet. Paid support is available and the options are described on the Athenaeum support web page: http://www.librarysoftware.co.nz/support/ Printed Monday, 24 February 2014 page 8 "
Athenaeum Light 2014 Enter the appropriate Account and Password, or click the “guest” button. ! Accounts and Passwords Quick Log-Out Standard Accounts If you are logged on as the administrator, but need to be away from the When starting Athenaeum or re-logging in, you will be prompted for an computer for a while, simply click on the padlock button at the top right of account and a password. The following accounts and their default the main menu. passwords are available for use with Athenaeum Light 8.0: Account Default purpose password ! Admin a The standard library administrator password This will log out of the administrator account and log back on as a Guest. Issue i An account that allows issuing and searching the catalogue, but no ! administration. Guest Guest only. There is no password and this can be disabled by defining a password Passwords are case sensitive. Accounts are not. ! You may change the default passwords at any time for all accounts. You may also create custom accounts for guests, issue and library. Re-login At any time, you can re-login to Athenaeum Light using a different account. You might do this if you are going to leave your computer for a while and re-logging in with the issue or the guest account will enhance security. ! Printed Monday, 24 February 2014 page 9 "
Athenaeum Light 2014 Ctrl-2 / Command-2 will take you to the Fast Find screen. Navigation Ctrl-3 / Command-3 takes you to the Issue screen. Ctrl-4 / Command-4 will take you to the Return screen. If You Get Lost ! To view all records in the file, click on the Filter button, then on the All button. At any time, if you get lost in the system, either: press Command-1 (the ‘apple’ key on the Macintosh) or Control-1 (on Windows) Navigate through the records by using the arrow buttons. Respectively: -or- Go to first record, go to previous record, go to next record, go to choose Main Menu from the Script menu at the top of the window last record. Single Key Shortcuts - if you are not typing data into a field, many screens allow quick navigation around Athenaeum, without holding down the Ctrl/Command keys. 1 Main Menu 2 Search ! 3 Issue 4 Return -or- A Admin/preferences screen B Borrower list click the Menu button at the top left of your current screen. C Catalogue list H Issue History I Issue List M Show Manage menu on main screen N Show Navigate menu on main screen ! R Circulation Archive Any of these commands will take you back to either the Main Menu and cancel the current action. Modules You can navigate through the Athenaeum Light modules using the Navigate button at the top of most screens. Keyboard Shortcuts and Navigation At almost any time, you can press Ctrl-1 to return to the main menu. Alternatively, click on the Menu button at the top left of ! many screens. Clicking that reveals a menu of buttons to all parts of the program. Printed Monday, 24 February 2014 page 10 "
Athenaeum Light 2014 Found Set ! The Found Set is an important and useful concept in Athenaeum. You can also see the export and re-login buttons in this selection. When performing a search, a subset of the records (those with the criteria you specified) will be displayed. This subset of records is known as the Found Set. ! Hovering the cursor over a button will show a tool tip appropriate to the button. ! Views The current record number the found count and - in parentheses - the total count of records in the current “table” are displayed near the top left. In the documentation we have used Macintosh screenshots throughout. The screens on Windows computers are virtually identical. The main Listing, sorting and printing will display only those records in the found set, difference lies in the order of buttons on dialogs. until you specifically request for all records to be once again displayed. Do this by clicking on the Filter, then the All button. The displayed screens can be large or small, various zoom percentages, filled to screen size (or application window size on Windows) and certain objects will scale as you increase your window size. New Records The main views in the system are Detail Views and List Views. To show Add further records either by clicking on the New Borrower or New Item List view, click on the List button shown at the top of Detail views or simply button from the list of command buttons on the appropriate screen. navigate to the module. ! Sort the records by clicking the headings above each column; the title of ! the column sorts ascending; the down-pointing arrow sorts descending. For example to add new Catalog Item, first navigate to the Catalog detail or ! list screens and then click the Command buttona and then the New Item button. To show the Detail View for a particular record in the list, click anywhere on the record in a list. Printed Monday, 24 February 2014 page 11 "
Athenaeum Light 2014 Main Menu Depending on whether you are logged in as an administrator or a guest, your main menu will be different. ! If you are logged in as an administrator, the main menu allows access to all parts of the programme: Various tabs provide links to the Athenaeum web pages. The search widget will search the catalogue for the terms you enter. ! Quick Statistics are displayed along the left (click them to see the data from which they are derived). The six main buttons are customisable and give you quick access to your most used functions. The messages pane will, if you have a live internet connection, display any messages that Athenaeum Light might find on the SumWare Consulting web site (you can click the title “Messages” to immediately retrieve any message. ! Click the Navigate or Manage buttons to see more options. The Navigate button to navigate to areas other than those listed on the Main Menu ! screen: The hide button will switch immediately to guest view, securing Athenaeum ! Light. Manage allows you to create overdue and recent overdue reports ! Printed Monday, 24 February 2014 page 12 "
Athenaeum Light 2014 -Either- Logging In to Athenaeum Guest Log-In The guest log in allows users to search and browse the catalog, but not issue, return or administer. ! Click on the guest button at the bottom of the dialog -or- enter guest as the account (but no password) ! Note that when logged on as a Guest, all keyboard shortcuts as well as the issue and return functions are disabled. To log in as a Guest, enter guest without a password (unless the administrator has set a password) and click OK. The guest screen now appears: Note that the account named “guest” is different to clicking the radio button labelled “Guest Account” (which actually has an account name of “[Guest]”. The [Guest] account is not available within Athenaeum. If already logged in as an “issuer” or “admin”, click on the relog-in button at the top of the main menu: Printed Monday, 24 February 2014 page 13 "
Athenaeum Light 2014 The web tab will display the web page set by the administrator, be it a topical page or your organisation’s web page. ! At the top right is a search widget. Enter a search word or two and click the ! Go button or press the return or enter keys. The web viewer on this tab can perform most web tasks, but do The left two-thirds of the suggested searches tab lists a pseudo-random note that it is not a complete web browser. selection of “highlighted” items (items in the catalog with the “highlighted” check box marked). Clicking any of these will show the detail of that item. Each time a record in the catalogue is edited by the administrator, ! the sort order changes slightly. To the right is the list of suggested search terms. Clicking one of these will immediately search the catalogue for the clicked term and list the results. The library administrator can add or remove search terms as well as control the order of terms in the displayed list. Printed Monday, 24 February 2014 page 14 "
Athenaeum Light 2014 Issue Log-In The issue log can do all that the guest log in allows and, as the name suggests, issuing and returning. Account is Issue The default password is i Administrative Log-in The admin log-on allows all of the functionality of the issue log-on as well as most administrative duties. ! The library adminstrator’s account is Admin The tabs across the top, Support/Athenaeum Notes/Athenaeum Forum/ Newsletters are shortcuts to key pages on SumWare Consulting’s web And the default password is sites. a The main screen looks different to guest and issue log-ins. ! The version check tab lists the version of Athenaeum you are running and will allow you to query the Athenaeum Light web site to find out if updates have been released. Printed Monday, 24 February 2014 page 15 "
Athenaeum Light 2014 Using FileMaker Go 131 (iPad) Athenaeum Light is optimised for use in landscape mode on an iPad, though it will work in portrait mode and on an iPhone. Logging in as Guest Select your Athenaeum Light database, either on your device or by connecting to FileMaker Server 13, enter “guest” as the account and no password (by default) and click Go. ! As with using Athenaeum Light with FileMaker Pro in “guest” mode, the “Menu” is one of the starting points for all searching. Enter your search criteria and tap the search button, or tap one of the highlighted lines or maybe one of the suggested search topics. The search results are presented: ! According to your preferences, one of the main search screens is presented: 1 FileMaker Go 13 is a free download from the App Store. Athenaeum Light no longer supports earlier versions of FileMaker Go. Printed Monday, 24 February 2014 page 16 "
Athenaeum Light 2014 • you may sort the list of items by tapping the column headings: “title”, “author”, “call”, “dewey”, “location” The Detail view shows more information about the selected item: ! Swipe upwards or downwards to scroll through the list or tap any entry to see more detail or enter new search criteria in the search box at the top and perform a new search. ! • If an item is issued, it’s appears in red. • If a field has no data stored, its label is shown in blue italics • If an item is marked “not for issue”, it’s bar code appears in red. • the words “Not for Issue” are displayed in large type at the top right if • If the librarian has highlighted an item, it’s title and author are displayed the librarian has marked the item not for issue in bold type. • if an item is issued, the due date is shown at the bottom right • the “current” item is highlighted by showing the field frames • if a picture, document, movie or sound is stored with an item a • the “” buttons at the top will page up and down through the list representation is shown at the top right. Tapping that will reveal a pop- • the “A” button at the top will increase or decrease the default font size over window with the object displayed at its full size or as large as through three values practical (see below). Printed Monday, 24 February 2014 page 17 "
Athenaeum Light 2014 ! ! ! • swipe the view to the left to return to the item detail • tapping the Open URL button above the view will open the web page full screen. ! • if a URL has been loaded by the librarian for an item, then tapping that ! URL will slide to a larger view Printed Monday, 24 February 2014 page 18 "
Athenaeum Light 2014 Logging in as Admin Note that while you can log in as an admin user on the iPad, the admin experience is optimised for FileMaker Pro, not FileMaker Go. This means that some buttons will be a bit small and some features, such as button hover feedback won’t be displayed. Select your Athenaeum Light database, either on your device or by connecting to FileMaker Server 13, enter “admin” as the account and the password and click Go. ! As with using Athenaeum Light with FileMaker Pro in “guest” mode, the “Menu” is one of the starting points for all searching. ! The screens used by “admin” users when using an iPad are the same screens that FileMaker Pro users see when settings are set to the “smaller” screens. Printed Monday, 24 February 2014 page 19 "
Athenaeum Light 2014 Configuring Athenaeum Light Organisation details Before using Athenaeum Light, you should configure the program for your environment. Click the Admin button on the navigation menu (or just press the “a” key at the main menu): ! ! The register organisation button allows you to register Athenaeum Light with the registration code you receive after payment for the program. Enter the library administrator’s contact name and title. You can also insert your organisation’s logo. Custom labels Custom labels define the text that appears next to certain catalogue and borrower fields. For example, a school might define the borrower custom labels as “Year” or “Form” and “Home Room”. ! A church might enter the normal church service that a borrower might attend, indicating when that borrower can be expected to visit the library. Printed Monday, 24 February 2014 page 20 "
Athenaeum Light 2014 Guest Home page URL ! One of the default home pages for ! guests displays the nominated web page. Enter the URL (uniform resource locator) for the home page with the http:// or https:// prefix. The box below will show that page so that you can check you have entered the URL correctly. Borrower Name Display Click the button to display borrower full names as last, first or first last. Suggested Search Subjects A list of search terms that the administrator can add to assist borrowers find topical items. The items are presented in the sort order specified. The sort number is a decimal number and you may re-order the list by changing the sort number. For example, to move item 6 above item 5 but after 4, change the value 6 to 4.5 (say). Printed Monday, 24 February 2014 page 21 "
Athenaeum Light 2014 You may not wish to have users export the contents of containers (e.g. Window Management book covers, pdfs) for copyright reasons. Turn that off here. ! You can configure Athenaeum so that it sizes windows, zoom and window maximisation for each level of log in. If you have a small screen, you should choolse “smaller” and 100% and possibly “maximise”. If you have a larger screen, experiment with the larger setting or try “smaller” with 150% zoom. You have quite a few options and should find one comfortable for your computer. There are many settings as there are many, many configurations, as highlighted in this Athenaeum Note: http://sumware.net/athenaeum/ athnotes/?p=206 Application Keyboard Navigation determines whether Athenaeum Light can be navigated with single key short cuts. Athenaeum Light will attempt to retrieve messages from the internet, unless you configure it otherwise. Printed Monday, 24 February 2014 page 22 "
Athenaeum Light 2014 Main Menu custom buttons Issue Behaviour This section affects operation of Athenaeum Light during the issue process. Ask duration on issue sets the default behaviour defining whether Athenaeum prompts you on every issue for a number of days to issue. Optional: press and hold the SHIFT key when commencing the issue process force ! Athenaeum Light to prompt for You can configure the six buttons that are displayed on the main menu the duration. here. Default Issue Duration specifies the To set a button, drag an option from the scrolling list on the right to one of number of days that Athenaeum the button positions. Light will normally issue an item for. Maximum # of issues defines the maximum number of items that a borrower may have at any time Skip Saturdays/Sundays will cause Athenaeum Light to recalculate a due date beyond Saturday/Sunday, should the due date fall on those days. Maximum number of reserves limits the number of reserves a borrower may make. Last Issue Date for Issues specifies the latest due date for issues (normally the end of the year or just before your stock take). ! Printed Monday, 24 February 2014 page 23 "
Athenaeum Light 2014 Miscellaneous Settings Borrower names last/first determines how borrower details are displayed in list views. Keyboard navigation controls the single key navigation feature on many screens of Athenaeum Light. ! Users may export catalogue containers - if you are storing pictures or documents with items, this setting controls whether users can export those objects out of Athenaeum Light. Allow Athenaeum Light to retrieve messages ! controls whether Athenaeum Light will periodically try to retrieve a message Four templates are included: web page from the SumWare Consulting home pages. If this setting is not compatible with your network, then you should turn this feature off. • Overdue letters - for letters past their due date • Recall letters - sent out when you wish to notify the borrower that an Letters Tab issued item is to be returned The letters tab contains the base content of various correspondence you create with Athenaeum Light. • Borrower letters The content is wrapped with leading and trailing information (e.g. Borrower • Reserve Returned letters for notification that a borrower’s reserve has details and item lists) at the time of generation. been returned Preferred page setup defines A4 or US Letter, controlling bar code labels and letter page layouts. Printed Monday, 24 February 2014 page 24 "
Athenaeum Light 2014 Image Tab You can specify an optional formula that will generate a URL to a web page, nominally to find an image related to a viewed item (such as a book cover). This is displayed in a live web viewer next to the container for the item. The example below shows how you might search for a book cover for an item based on the ISBN. ! ! Bar codes Security Tab The security tab contains controls for log-in accounts as well as the bar code font used for printing bar codes and maintenance buttons. ! Athenaeum Light can print bar code labels and requires the proprietary SumWare Consulting bar code font. This can be downloaded from within Printed Monday, 24 February 2014 page 25 "
Athenaeum Light 2014 Athenaeum Light and installed just like any other font on Windows or Maintenance Macintosh. Log-in account passwords ! It is possible that internal counters need to be reset or checked (for example, if you import data without “auto-entry” options enabled). These buttons perform those tasks and should be used in conjunction with advice from SumWare Consulting. Export Tab ! Each of the available log in accounts have default values when Athenaeum Light is first installed or upgraded. You reset the accounts using these buttons. Only the administrator may reset the passwords for issue/entry/guest. ! Printed Monday, 24 February 2014 page 26 "
Athenaeum Light 2014 The export tab contains the following buttons: The two sets of exports and imports allow you to extract just your raw data button function from Athenaeum Light and move it into a fresh copy. You can zip compress these exports, which can act as a good “cheat’s” backup. export merge exports the textual content in Athenaeum Light into FileMaker’s data “Merge” format. “Merge” is a comma-separated file with a Note: if you want the container data in its raw form and not stored in an header record readable by most programs. unlocked FileMaker document, then simply open the “Files” folder next to The data is exported to a folder on the current user’s desktop Athenaeum Light to see the hierarchy of external data. called “athenaeum light export”. If the folder already exists, the script will delete the contents and the folder and create the ! folder anew. import merge attempts to import automatically from the “athenaeum light data export” folder on the user’s desktop - used in conjunction with the export merge data. This does not first remove any data from Athenaeum Light import data will import data to each table in Athenaeum Light from the nominated location button function export container exports container data (images, photos, logos, etc.) to data unlocked FileMaker files, linking them with the ID of the appropriate record. The data is exported to a folder on the current user’s desktop called “athenaeum light containers”. import container is the reverse of the export process and marries up containers data with original records Printed Monday, 24 February 2014 page 27 "
Athenaeum Light 2014 Catalogue Catalogue Views To work with the catalogue, you must have logged on as an administrator. The Catalogue is the module where information about all items within the Other log-ons allow browsing of a (simplified) catalog screen and editing is library (resources, books, cd’s, videos, periodicals, topical web links, etc) is not available under these circumstances. stored. The ‘library’ might be one physical location, such as a room, or it may be a geographically diverse concept spanning many rooms, buildings On the Main Menu, click on the Catalogue button in the navigate menu, or maybe even towns. press the letter “c” or if you have configured the main menu so, click the big catalogue button. Current versions of Athenaeum have one entry for every item in the catalogue, even if items are duplicate copies of the same title. However, copies of the same item are ‘connected’ internally, which means that if you reserve or review an items, all copies of the item store the reserve information or display the reviews. Adding items to the Catalogue can be either done manually or by using a system such as SCIS. ! Saving your work You will see a list of items in your catalogue (in fact, the found set is displayed, which may comprise only a subset of items in your catalogue) Athenaeum automatically saves your information; you do not have to do this manually. Do, especially during data entry, back up frequently. Every hour during this intensive period is not unreasonable! To back up, quit Athenaeum and drag the entire Athenaeum folder over to a zip disk. Or, at least do the “cheat’s backup” which exports your data to the desktop (see the export tab in Admin for more detail). If you are using Athenaeum Light with FileMaker Pro Server, this can be automated. See your IT support person for more information. Printed Monday, 24 February 2014 page 28 "
Athenaeum Light 2014 As in the other modules in Athenaeum, the catalogue has a list view and a detail view. Adding a Catalogue Item Manually From the Options Main Menu, click on the Catalogue button. Click on the New Item button at the top of the list view or the detail screen. ! A new blank entry is created with the next bar code number automatically entered. Each field is labelled and hovering the cursor over those fields for a few seconds will reveal a tooltip briefly describing the field. ! Click on a record to view the details for an item. ! Printed Monday, 24 February 2014 page 29 "
Athenaeum Light 2014 Minimum Required Catalog Fields We recommend that as a minimum you enter bar code, title, author, subject, costs, purchase date and location. Subjects should be simply keywords, not stories. ! Keywords can be entered into the custom fields and are designed to Field purpose assist your searchers find items with less formal terms.! type the type of item, e.g. book, CD, magazine, URL ISBN the ISBN, ISSN or ISMN for the referenced item Field List dewey notionally, the dewey decimal number of the item, The following fields are available in the catalogue and their purpose though Athenaeum Light doesn’t care if you use a described below: different numbering system (just be consistent in all of your cataloguing) call notionally, the CALL number for the item (such as the ! first three letters of the main author’s surname) ed. the edition of the item (optional) Field purpose title The title of the item publisher the publish company for the item author the main author or authors of the item loc. the publish location other author/ others involved with the authoring or illustration year the publish year illustrators origin origin of the item - normally the country ! series if the item is part of a series, the name of the series bar code the unique alphanumeric code identifying the item - should not contain spaces location where in your library the item can be found ! Printed Monday, 24 February 2014 page 30 "
Athenaeum Light 2014 Field purpose Field purpose purchase date when you purchased the item Notes any notes relevant to the item. library patrons can see this field and it is searched, by default, in “fast finds”. $ paid the amount you actually paid for the item This field can hold a gigabyte of text (though this is not $ replace how much it woud cost to replace the item necessarily recommended) container containers hold objects such as .pdf, word or excel dep’n rate the notional depreciation rate for the item, per annum - documents, movies, images or sounds a decimal number between zero and one supplier the supplier from whom you purchased the item. Choose from previously entered suppliers by clicking the arrow. Click the ... button to edit the list of suppliers ! and add new suppliers condition optional field to record the condition of the item Field purpose URL The uniform resource locator (internet address) for the stock take time stamp of when you last took stock of the item item. The URL is used to display the appropriate web page on the URL tabs in the various detail views. The Open URL button will attempt to open the URL in your default web browser (e.g. Chrome, Safari or Internet Explorer) subjects the formal words and phrases describing the content of the URL. Enter subjects one on each line custom 1...4 custom fields used for any purpose you see fit. custom fields are not included in Fast Find searches ! ! ! Printed Monday, 24 February 2014 page 31 "
Athenaeum Light 2014 Field purpose Notes/Custom issue date if issued, the date the item was issued otherwise empty. A view showing larger views of the notes and custom fields If the item is overdue, the date appears in red. return date if issued, the date the item is due for return, otherwise Container empty. If the item is overdue, the date appears in red. On the left is a larger view of the container from the detail view. On the right borrower custom if issued, custom field 1 and 2 (with the labels as you is a web view showing the web resource visible from the URL derived from fields have defined them in admin) for the borrower. If the item the formula in the image field in the admin. The open viewer will attempt to is overdue, the fields appears in red. open that URL in your default web browser. The Grab button will attempt to borrower name the name of the borrower, if issued. If the item is copy the image viewed in the web viewer and store it in the container. The overdue, the name appears in red. web viewer must be a direct link to a .jpg or .png file. borrower e-mail if issued, the e-mail address for the borrower (in red if address overdue). Click the Show button to view the borrower’s URL record; click the send e-mail button to generate an e- The URL from the detail tab and a web viewer showing the content pointed mail in your mail client such as Outlook or Apple Mail. to. Click the return button to immediately return the item Audit A tab showing internal fields for the item. Do not change anything on this Tab views view unless advised. ! Detail Catalogue Commands The main information for the catalogue item. The tab where you will spend most of your time. New Item Reserves/History Adds a new item to the catalogue Lists of any reserves for the viewed item and the history of all issue/returns for the item. Bar Codes Shows a view of the current found set of catalogue items as bar codes, 10 rows, 3 columns Printed Monday, 24 February 2014 page 32 "
Athenaeum Light 2014 Edit BC Catalogue Filter Allows you to adjust the placement of bar codes in “layout” mode. Next BC Allows you to set the next bar code generated for the next new item. Bar ! codes can contain letters and numbers and it is normally not a good idea to include spaces or special characters. All Sets the found set to all records (you lose the results of your last find) Cat QRCodes Will print QR Codes for the found set of catalogue items (note, you must Omitted generate the bar codes first). Shows the items that are currently omitted from view Edit Cat QR Constrain Will switch to the QRCodes layout and allow you to edit with FileMaker Pro. Allows you “constrain” new searches to just your found set...that is a That is, you can change the width, height, content of each printed QR search within a search. To do this, click the Constrain button, enter your Code to suit your needs. find criteria and then click the Constrain button again. Create Cat QR Out Will generate QR Codes for the found set of items. This can take a while, Lists all catalogue items that are out of the library. depending upon your internet connection, with each code taking about a second or so to be retrieved and stored. Reserved Lists all items that are reserved No Issue Lists all items that are marked as “not for issue" Printed Monday, 24 February 2014 page 33 "
Athenaeum Light 2014 Catalogue Reports ! Print Prints the current found set of items in the current sort order. ! Location ! Summarises the found set of catalogue records, grouped by Location. Items that have no location wil be grouped together at the start showing a Type blank location. Groups the found set of catalogue records by the item type. Printed Monday, 24 February 2014 page 34 "
Athenaeum Light 2014 Author Groups the found set of items by Author: ! Custom 1 ! Summarises the found set by the field named custom 1. You set your name for custom 1 in the admin preferences. Publish Groups the found set of items by publisher. If you don’t have a publisher specified for items, there will be a blank entry at the start summarising those. ! ! Printed Monday, 24 February 2014 page 35 "
Athenaeum Light 2014 Custom 2 Summarises the found set by the field named custom 2. You set your name for custom 2 in the admin preferences. ! Origin Summarises the founds set by the author origin (the field below the author on the catalogue detail screen): ! ! Supplier Summarises the found set by supplier: CSV/Excel This will export the found set of catalogue records to either a a text file, an excel workbook or copies the data to the clipboard. Printed Monday, 24 February 2014 page 36 "
Athenaeum Light 2014 ! ! This option includes the most information for every record. ! Choosing Excel or clipboard, will export just the financials for each item. Stock-take This is where you start a new stock take (clearing all previous stock take information) or continue the current stock take. Missing Will list all items in the catalogue that were not scanned in the current stock take. That is, everything that does not have a stock take stamp. ! The type pop-up menu allows you to specify the file type: Printed Monday, 24 February 2014 page 37 "
Athenaeum Light 2014 By default, Athenaeum Light performs “stemming” which means it will Searching search for words that “start” with each of the words you enter, unless you When you perform a search in Athenaeum, the result of the search is add wild card symbols. known as the found set, which is in effect a subset of your catalogue. Search for Will find these Many actions, such as printing, exporting and archiving are only applied to it Italic, Italy, It this found set. *it It, hit, wit Fast Find *it* It, Italy, italic, itch, witch, hit, bit The search widgets on the guest and administrator main screens performs Searching this way is case insensitive. a fast find. Detailed Find ! Any terms entered into the fast find field automatically search the following ! fields: Clicking the Detailed Search button on the search screen switches to an Bar code empty catalogue detail screen (either the administrator detail screen or the Title guest detail screen depending upon the logged in account). ISBN Here, you may choose which field or fields to enter your search criteria. Series Subjects Author dewey Entering more than one word will perform an “and” search for those words across the listed fields. Printed Monday, 24 February 2014 page 38 "
Athenaeum Light 2014 ! You can add new requests, omit items or select operators from a list and build flexible search requests. ! By combining the techniques described above you can build up very precise and complex searches. ! Boolean Find–“AND” search Find all books with Maori in the subject AND written by R. Bacon: Boolean Find–“OR” search Search for all books that have Maori in the Subject field OR are written by • Enter ‘Maori’ in the Subject field, enter ‘Bacon’ in the Author field. R. Bacon: • Press the Enter key or click on the OK button. All books listed meet BOTH criteria specified. • Enter ‘Maori’ in the Subject field. • Next, click on the New Request button. Status Area Search options • Enter ‘Bacon’ in the author field. • Press the Enter key or click on the OK button. Note that the list obtained ! here is longer than that using the above search. Clicking the Show status area icon at the bottom left of the window reveals Search for all books that have Maori OR moko in the Subject field: the status area containing more options for searches. Printed Monday, 24 February 2014 page 39 "
Athenaeum Light 2014 • Enter ‘Maori’ in the Subject field (without the quotes) Omitting Individual Records from a Found • Next, click on the New Request button. Set • Enter ‘moko’ in the subject field (without the quotes) You may have performed a search and ended up with a found set which is almost correct. You can omit individual records from the Found Set as • Press the Enter key or click on the OK button. follows: Activate the record to be omitted ( a black vertical line will be visible on the Boolean Easy Find–“NOT” search (omit) left of the record) Search for all books that do NOT have Maori in the subject field: • Enter ‘Maori’ in the Subject field. ! • Next, click on the Omit button. Press Apple / Control – T. The current record is omitted • Press the Enter key or click on the OK button. Books in the list will be all In list view, clicking on a record to activate it, will automatically take books that do NOT have Maori in the subject field. you to the Detail View. Either use the Mark check box to activate a By combining the techniques demonstrated above you can build up record (but remember to turn it the check box off again), or use the very precise and complex searches. Control key plus the UP and DOWN arrows on your keyboard to navigate through your records Power Searches As you become more familiar with Athenaeum, you will want to take your Further Narrowing Down a Found Set searching skills further. Once you have a found set, you can further narrow down this found set by Most screens are searchable, simply by pressing Apple / Control – F. Your constraining the found set. screen goes into Find mode, where you can enter any combination of Perform your first search as per usual. criteria as described above. Press the Enter key on your keyboard to Then, press Apple / Control – F again and enter your second set of display the results. It may be useful at this point to switch to List view to criteria. DO NOT press the Enter key!! Instead, go to the Requests menu view the found set more effectively. at the top of the screen and choose Constrain Found Set from this menu From this point, you can refine your search even more: or click the filter button and then the constrain button Printed Monday, 24 February 2014 page 40 "
Athenaeum Light 2014 ! ! Your second criteria will now only apply to the records in the original found set. Extending your Found Set ! Once you have a found set, you can add to this by extending the found Simply perform the search again and change or adjust your criteria. set. First, perform your initial search. Working with a Found Set Then, press Apple / Control – F again and enter your second set of The Found Set refers to the subset of your data following a search. The criteria. DO NOT press the Enter key!! Instead, go to the Requests menu at number in your found set is displayed to the right of the navigation buttons: the top of the screen and choose Extend Found Set from this menu or click the filter button and then the extend button ! in the above example, there are a total of 3738 items in the catalog, and ! ! the found set is comprised of 74 items.The found set can be manipulated Your found set will have the results from the two searches added together. in various ways. Further searches (building on the found set) are possible, as well as a number of functions such as printing reports, lists and bar codes; reporting summaries, disposing, stocktaking, etc. Unsuccessful searches In some cases a search comes up with no result, i.e. a found set of 0 items. A warning will appear with some possible explanations: Find All If you have been working with a subset of your data and wish to return to working with all data, -either- press Apple / Control – J -or- Printed Monday, 24 February 2014 page 41 "
Athenaeum Light 2014 Click on the Filter button and choose All. repeating this exercise will return you to the original found set, as long as you don’t do any other searches inbetween. ! the number for the found set now equals the number between the Constraining Found Set parentheses. If you already have a found set and you wish to narrow down your selection further, you can constrain your original found set by entering further criteria. Finding all Out items Click on the Filter button at the top of the catalog detail or list screen. the filter submenu appears. Click on the Filter button at the top of the catalog detail or list screen: ! ! Then click on the Find button and enter your second criteria. Finally, click the filter submenu appears. on the Constrain button. ! ! A list of all items currently out appears. For example, you have a list of all items that are out. You now want to find all those items by Dahl our of the items currently out. Finding Omitted Records Click on the Find button (if this is not already visible, click on the Filter You may wish to view or work with all the items that are not currently in the button first) found set. To do this, Click on the Find button and type in Dahl in the surname field. Click on the Filter button at the top of the catalog detail or list screen: Click on the Constrain button again. ! ! the filter submenu appears. Click on the omitted button you now have all items by Dahl that are currently out. ! Printed Monday, 24 February 2014 page 42 "
Athenaeum Light 2014 Finding Items marked “Not for Issue” An item that should not be issued, is marked as such by checking the Not for Issue check box in the catalog detail screen. ! In Detail view, click the temp “mark” button. ! Click on the Filter button at the top of the catalog detail or list screen. The filter submenu appears. ! To find items that have been marked, simply click the flag button in “find” ! mode and press enter. Then click on the no issue button. Listing Highlighted Titles on the Guest ! Search Screen Items can be “Highlighted” in the catalogue by clicking the Highlighted Flags button: Flagging Items In some cases you may like to temporarily ‘flag’ certain items in the catalogue so they can be tracked later (for example books that need their condition checking at a later date). In list view, you can click the button to the left of each row (the button will highlight when you hover above it) in browse or find mode. ! Printed Monday, 24 February 2014 page 43 "
Athenaeum Light 2014 and will display in lists in bold text and be listed on the guest search screen for easy access: ! The items are presented in a pseudo random order. Each time you edit a catalogue record, you slightly adjust the order. Printed Monday, 24 February 2014 page 44 "
Athenaeum Light 2014 Photos can be stored with each borrower if required. QR Codes can be Borrowers generated, stored and printed. If you are using FileMaker Go on an iOS Navigate to the borrower list from the main menu by pressing the letter “b” device, you can also use the QR Codes as identifiers during issuing and or clicking the borrower button on the navigation menu. checking. Borrower Fields Field Description ! Bar code Unique code assigned to each borrower - used for issues and reserves Borrowers can be anything, in accordance with your library policy. Students, teachers, visitors, rooms, other Libraries. First name Given or known as name for borrower Familly name Surname or family name of borrower Authorised Check box indicating whether borrower is authorised for issues “year” For schools, usually the “year” or “form” level of the borrower. For other organisations, this field may be used to group “like” borrowers in some reports “room” For schools, usually the “home room” of the borrower. For other organisations, this field may be used to group “like” borrowers in some " reports To get your organisation data into Athenaeum, you can either type all of this Address fields 4 address fields plus a post (zip) code information manually, or import the data directly from other data sources such as spreadsheets, databases like your school administration system. Printed Monday, 24 February 2014 page 45 "
Athenaeum Light 2014 Field Description New Brwr Switches to the detail view and creates a new empty record. Phone Contact phone number or numbers for the borrower e-mail e-mail e-mail address used when creating e-mail A quick way to send e-mails to borrowers. Will give you the option of correspondence - in the format name@domain (don’t enter “mailto:” nor quotes, spaces and creating e-mails to the found set of borrowers. Either 1 e-mail to the found extraneous punctuation around the e-mail set of borrowers or to each borrower individually. address Letters Printed letters to borrowers will pick up address to addressing information from the address fields, custom 1 or custom 2 fields according to your choice. Photograph Enter a borrower photograph here. Click the ! insert button and select your image. You are then prompted for the subject and message. QR Code Retrieve a QR Code from the internet. The QR Code represents the bar code “mark” A flag for temporarily marking records for easy retrieval later Command ! ! Printed Monday, 24 February 2014 page 46 "
Athenaeum Light 2014 E-mails with your content will be generated in your standard mail program Edit Brwr QR (this does not work with web based e-mail programs such as gmail). Allows you to edit the layout upon which QR codes with borrower photos are printed. Edit Letter Allows you to edit the layout of the selected borrower letter. Create Brwr QR Generates QR Codes for the found set of borrowers. This requires an internet connection. Each QR Code takes about a second or so to retrieve, according to your internet connection speed and computer speed. Next Bar Code ! Allows you to set the next bar code generated for the next new borrower. Bar codes can contain letters and numbers and it is normally not a good Edit 3BC idea to include spaces or special characters. Allows you to edit the layout upon which 3 column bar codes are printed. Filter Edit 2BC Allows you to edit the layout upon which 2 column bar codes are printed. ! Edit PhotoBC Allows you to edit the layout upon which 2 column bar codes with borrower All photos are printed. Sets the found set to all records (you lose the results of your last find) Omitted Shows the items that are currently omitted from view Printed Monday, 24 February 2014 page 47 "
Athenaeum Light 2014 Constrain Borrower 1 Allows you “constrain” new searches to just your found set...that is a Prints a list of the found set of borrowers grouped by borrower custom field search within a search. To do this, click the Constrain button, enter your 1, with a page break between each group. find criteria and then click the Constrain button again. Authorised Lists all borrowers who are “authorised” for issue. (tip: click this and then omitted to find all unauthorised borrowers) ! Report Borrower 2 Prints a list of the found set of records grouped by borrower custom field 2, ! with a page break between each group. Print Prints the current found set of borrowers, with some brief statistics in the current sort order. ! Letter Will generate a letter to the found set of borrowers using either the borrower address or the borrower custom field 2 ! Printed Monday, 24 February 2014 page 48 "
Athenaeum Light 2014 Photos Switches to a list view with borrower bar code, name, photo and details of the photo. ! ! 3 Col BC ! Prints pages of bar codes for the found set of borrowers in 3 columns. If you click the All Photos button at the top of the window, Athenaeum will only show borrowers who have borrowers (and then filter->omitted to see 2 Col BC the borrowers that don’t have photos). Prints bar codes for the found set of borrowers in 2 columns. Photo BC Prints a bar codes with photos next to them. Printed Monday, 24 February 2014 page 49 "
Athenaeum Light 2014 Search for Borrowers Quick Search for Borrowers ! The fastest way to find a borrower is to simply click into the quick search field at the top right of the borrower list and start typing. Athenaeum Light will filter the borrower list as you type. A quick video of this can be seen on youtube at this link: ! http://youtu.be/FlXqd_iKzck?hd=1 Enter the criteria by which you wish to search, then press the Enter key on the keyboard. Detail Search for Borrowers Showing the status area reveals additional options, such as multiple find Click on the Find button at the top of the screen. requests and “omit” requests option ! ! Your screen goes into Find mode on a blank version of the detail screen. Example: Search for all pupils in room 8. • Type 8 in the Room field and click on the OK button. • A list of pupils appears, this is your found set. Printed Monday, 24 February 2014 page 50 "
Athenaeum Light 2014 ! ! Note that this search found all borrowers in Rooms 8 and 8F; this is as a result of different naming conventions used in schools. If you only wanted to find those pupils in room 8 (and not 8F), enter the criteria as ‘=8’ (without quotes). ! if you click the issues button (the heading above the issues) at the top of Creating a New Borrower that list, it will list just this borrower’s issues in the circulation module Click the Command button, then click on the New button. " " A new, empty borrower record is created, ready for you to enter the -or- required details. You can also quickly generate a list of issued items (without finding that borrower in the borrowers module, clicking their details and then the issues Viewing a Borrower’s Current Issues tab) for any borrower by using the Check Borrower function on the manage -either- menu. Locate the borrower record and display the Detail tab. At the bottom left is a scrollable area listing the current issues for the borrower (overdue issues show the due date in red). ! Printed Monday, 24 February 2014 page 51 "
Athenaeum Light 2014 Enter the borrower’s bar code Viewing Issue History For each borrower, current and past issues are stored. This gives library administrators a very useful point of reference. To view the borrower’s history, click on the borrower’s record to display the Detail View, and then click on the Issue History tab. ! The list of historical issues and the average duration is displayed. ! Click OK. A list of all items that the borrower currently has out appears on the screen together with due dates. ! ! Viewing a Borrower’s current Reserves Locate the borrower record and display the Detail tab. The reserves are displayed in a scrollable portal at the bottom right. Printed Monday, 24 February 2014 page 52 "
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