L4U Software Ltd. Title Page L4U USERS MANUAL. for Enterprise 3.1 & Elite 3.1

Transcription

1 L4U Software Ltd. Title Page L4U USERS MANUAL for Enterprise 3.1 & Elite 3.1

2 L4U Software Ltd. Copyright This manual and the software described herein are copyrighted with All Rights Reserved, Under the copyright laws, the text and illustrations in this guide, and the software included with L4U Library Software products may not, in whole or in part, be copied, photocopied, reproduced, translated or converted to any electronic or machine readable form without prior written consent of L4U Library Software, a division of SRB Education Solutions Inc. Copyright 2010 SRB Education Solutions Inc. All Rights Reserved Worldwide. Trademark 4D, 4D Server, 4D Runtime and 4th Dimension are trademarks of ACI US Inc. and ACI, Macintosh TM is a registered trademark of Apple Computer Inc. Windows 95, 98, 2000, NT, ME, XP, Vista & Windows 7 are registered trademarks of Microsoft. All other trade names are the registered trademark of their respective holder.

3 Introduction About this Manual Introduction Welcome to L4U Library Software - Library Management Made Easy! The staff at L4U Library Software would like to thank you for your purchase. We are confident that you will find our software to be a valuable tool in ensuring the efficiency of your library operations. This user guide provides detailed information on the Administration Utility for both L4U Enterprise and L4U Platinum Elite. The programs are similar and the documentation will note the differences when necessary. L4U Platinum 2.3 users should refer to the Platinum Users Manual 2.3. The L4U Web Manual covers the ipac & Freedom portion of L4U and is separate from this manual. L4U Freedom licensed users allows administrative access to the collection via the ipac. If there is only one chapter that you read in the L4U documentation, please make it this one. Step by step instructions are provided with any differences in operating systems noted in the text. Screen shots may appear in either Macintosh or Windows format throughout the manual. Before using this manual, you need to install the program using the installation instructions provided with your software package. L4U Enterprise Users would have this done for them by their Support group. A quick overview of the product and possible feature revisions are also available in the Quick Start Guide. We recommend you keep the installation instructions with the manual. If you must reinstall L4U, please refer back to the installation guide that you received with the software. Note: L4U documentation assumes you have a working knowledge of your operating system and its conventions, including how to use a mouse, standard menus and commands. You should also know how to open, save, print and close files. For more information on these techniques, consult the documentation that came with your computer. Notational Conventions Dialog box names, options, menu names, button names, and menu commands will appear in Italic type. Case sensitive characters, that are required to be typed as is, will appear in Bold. Shortcut options may be provided and will appear in square brackets (Example: [Ctrl 1]).

4 L4U Users Manual Keyboard Conventions Navigating through the menus will be represented with the > symbol. (Example: Choose File > Import File, means select the sub-menu Import File from the File main menu). Names of keys that you type will appear in SMALL CAPITALS (Example: TAB and SHIFT) While in the L4U Enterprise Admin Utility (not L4U Platinum Elite), the DOWN ARROW on the keyboard starts a Search or Query. For example, in Power Search, L4U will start the search once the DOWN ARROW is pressed. A drop down list may appear. To proceed, click on the desired item in the drop down list. This is not the case for L4U on the Web. A plus sign (+) between two key names means that you must press those keys at the same time (Example: Press ALT+TAB, means that you hold down ALT while you press TAB). You can choose menu commands by pressing the key combination listed next to the particular menu command. For example, in Windows CTRL+Y or in Macintosh +Y may be used to reach the circulation screen. These are referred to as shortcuts. Icons The following table describes the icons that are used throughout this manual. Icon Description Show Me is an audio visual feature that enhances your understanding of the L4U Elite program. Look for this icon in key areas of L4U. Notes contain explanations of possible results or alternative methods of performing a task. These notes may also suggest best practices. Contains warnings about possible loss or damage of data. General Tips & Tricks in L4U The following tips are considered good practice and will help you during your day to day activities.

5 Company Profile Introduction L4U will allow multiple windows to be opened at once to allow comparison between materials or other items in the collection. However, when finished with a window, close it. The keyboard shortcut for closing any window in L4U is the ESC key. Avoid minimizing or maximizing windows. When a window is maximized it often hides another window that could be awaiting a user action (i.e.: Save, click OK, etc.). This could result in what appears to be a frozen or hung L4U when, in fact, L4U is awaiting for the user action in a hidden (or minimized window). L4U has many keyboard shortcuts to allow the power user to make quick work of day to day activities. Pressing TAB will take the text insertion point to the next entry field while SHIFT + TAB takes the text insertion point to the previous field. L4U Library Software has been developing library automation software since 1985 and our Management Team has been working with the educational marketplace since The L4U product is the result of countless suggestions from users, prospects and librarians from all over the world. L4U Library Software offers a complete range of products and services designed to meet the needs of the K-12 school library marketplace. All items are available in either Windows or Macintosh configurations. L4U Enterprise - Our main product is L4U Enterprise. This is a platform independent school library management system designed for the K-12 marketplace. L4U Enterprise is a set of features designed for use in a centralized environment such as a school district. This solution consists of the L4U Enterprise Admin Utility software and L4U Freedom. L4U Platinum Elite - Platinum Elite is targeted for smaller installations and is ideally suited for this environment. L4U is sold in either Single User (Standalone) or Multi User (Network) configurations and supports Windows XP/Vista/7 or Macintosh OS 10.4.x (Intel Only) or greater operating systems. L4U Add-Ons - In addition to the L4U software, we offer additional products for use with L4U. Advanced Bookings is a more robust and feature intensive version of L4U designed to facilitate the needs of a District Resource Centre or any other site requiring long term reservations and shipping controls. L4U ipac & L4U Freedom enables a library to publish its collection as a web site, thus allowing unlimited remote access for student searches through a standard HTML browser. L4U Freedom offers web access to the L4U Administrative functions. WAS (Wide Area Search) permits access to additional library collections via the web. For example, a library licensed with L4U ipac and WAS can

6 L4U Users Manual simultaneously search its own collection and the collections of the other libraries licensed with L4U ipac and WAS. This scenario is ideal for districts that allow interlibrary loans. CheckMARC is a MARC record collection from which you can search and obtain MARC records. CheckMARC is used directly from the Acquisitions area within the L4U program and is purchased as an online subscription. Support Packages - L4U Software provides various support packages which include options such as , fax, phone and online technical support. Some support packages also contain product patches and upgrades. Training - Product Training is available in a variety of formats. Online training is available via a web connection as individual or packaged modules. Previously recorded training CD s are available on a variety of topics. Certified trainers are available for on-site training or in-house training (held at SRB Education Solutions Inc. Kelowna office). RECON - Retrospective Conversion Services are offered for customers that are not currently automated. This is a straightforward process where the library ships its traditional shelf list to our office and our staff converts this information to an electronic format known as MARC21. Once converted, these MARC records can be imported into any library management system including L4U. Conversions - Convert existing library management systems (MARC, MicroLIF, ASCII exports) to L4U format. L4U Library Software can convert most automation systems to L4U without rebarcoding or re-entering your collection. Process and pricing vary depending upon the format of your current data. Scanners, Printers and Consumables - Barcode Labels of various sizes and formats, Label Protectors, Client Cards, Barcode Readers and Printers, Portable Inventory Scanners and Slip Printers are also available from L4U Library Software.

7 L4U Resources Introduction There are several resources available to assist you with the L4U program. To completely understand and utilize all the functions and features available, we recommend you take advantage of these resources. Context Sensitive Help Context Sensitive Help is available throughout the ipac and L4U Freedom wherever these icons appear. Click this icon to display the relevant information in the L4U Manual. Show Me Show Me is an audio visual feature that enhances your understanding of the L4U Elite program. The pop up video explains what the program does and how to use it. Look for this icon in key areas of L4U. If you are interested in purchasing Show Me and would like information and pricing contact: Support Packages In a continuing effort to provide the best customer service possible, we offer a choice of support packages. They include options such as toll-free phone support, free upgrades, remote access for problem solving and access to tech notes. If you have purchased a support package, details are provided with your software package. If you are interested in purchasing support and would like information and pricing contact: Sales@L4U.com Web Site L4U users can keep up to date on the latest releases and news by visiting our web site. Useful Tech Notes and Frequently Asked Questions (FAQ s) can also be accessed from the web site. Visit us anytime: Client Corner Client Corner is a limited access area of the L4U Website ( Clients with valid Support Packages are issued user ID s and passwords to view these pages. Information such as current software releases, Quick Tip Archives, Tech Notes and account information are all accessible using your password. Through Client Corner, you can request support, report a program defect and enter a feature request. All requests are automatically logged in L4U Library Software s internal client management system and reviewed by Support and Development technicians.

8 L4U Users Manual Support is a wonderful tool for obtaining support for your L4U software. In addition to a quick response time, you also have the ability of attaching files such as screen shots and import files. The attached information helps the technician understand your particular concern much faster. To access our support department through , simply send an to: Support@L4U.com Listserver All current accounts are added to the L4U Listserver. Subscribers will receive weekly tips and announcements regarding program updates, product releases and sales specials throughout the months of September to June. This is an optional service and users can unsubscribe at the click of a mouse. Telephone Support Telephone support is included with most Support Packages. This service can be available via a toll free number, 24 hours a day, 7 days a week. Our technicians will be happy to answer any questions that you may have about your L4U software. In order to answer your call as quickly as possible, please have the following information available. Customer ID # Library name A telephone number where you can be reached Whether this is a new call, or a previous incident (If it is a previous incident, please have the incident number available) During the telephone support process you will be issued an incident number for your call. This incident number will remain with your support record indefinitely. If you are calling about an ongoing issue, simply provide the incident number to any technician and they will be presented with the complete call history. At times, you may be asked to perform some tasks on the computer. If your phone is not next to the computer, you may have to complete the call with the technician, work on the computer, and then have the technician contact you again. For this reason it is imperative to have a number at which we can reach you. If your site has automated voice mail, please ensure our technicians know how to reach you for after hours incidents. Real Time Support & Help via WebEx Using Cisco WebEx Support Center, L4U Support can deliver instant, personalized remote support to users regardless of location. Using WebEx, L4U Support can shorten call times, increase first call resolution, minimize onsite service visits, and

9 Introduction reduce overall support costs. WebEx services are available to all Support Packages that include call in support.

10 L4U Users Manual

11 Table of Contents Chapter 1 Chapter 2 Chapter 3 Chapter 4 Launching L4U Macintosh Platform Windows Platform L4U Enterprise First Time Log In Library Profile Passwords Customizing Passwords L4U Web Passwords Active Directory Integration ipac Login using Active Directory Preferences Setting Preferences Backup L4U ipac Administration Interface Options Keywords Circulation Settings Settings & Defaults Limited Circulation L4U Mobile MARC Advanced Settings Barcodes & Reports Advanced Bookings Client Entry Homerooms Modifying Homerooms Global Changes to Homerooms Clients Adding Pictures to Client Records Modifying Clients Client Cards

12 L4U Users Manual Chapter 5 Chapter 6 Chapter 7 Control Files Control Files Loan Types Locations ebooks Common Area Media Departments Vendors Publishers Viewing Order Info Modifying Control Files Data Entry Acquisitions File Creating Item Records Field Definitions Primary Information Main Screen Tab Subject Tab Description Tab Added Entries Tab Info Tab MARC Tab Resources Tab Import Tab Duplicate Serials Copy Cataloguing from the Library File Cataloging with CheckMARC Posting to the Library File Modifying the Library File Serials Serials Module Modifying Serials Posting Serials Routing Modifying Routing

13 Table of Contents Chapter 8 Chapter 9 Chapter 10 Authority Files Authorities Authority Types See/See Also s Subjects Data Management Working in List View Power Search Quick Sort Data Management Tools All Items Subset Mark Item Sorting Query Globals Delete Print Exit Maintaining Pop Up Lists MARC Record Snapshots Keywords Circulation Circulation Overview Checking an Item Out Checking an Item In Locating Clients and Items Modifying and Adding Clients Circulation Options Items Out for Client Renew Items Placing Reserves Fine Payments Circulation Statistics Circulation Alerts Circulation Period Hierarchy Circulation Management Temporary Barcodes

14 L4U Users Manual Lost Items Circulation Receipts Limited Circulation Chapter 11 Chapter 12 Chapter 13 Chapter 14 Reserves Placing Reserves Viewing and Modifying Reserves Reporting Reserves Overdues Overdue Reports Serials Overdue Overdue Letters Fines and Points Fines, Points & Other Charges Using Points Setting up Overdue Fines Other Charges Viewing Fines Payments Overpayments Applying Credits Waiving Fines and Other Charges Viewing Fines History Circulation Controls Fines Report Wizard Labels Label Creation Overview Easy Labels Label Editor Creating Labels Saving a Label Template Modifying Labels Deleting Labels Preformatted Labels Printing Labels

15 Table of Contents Chapter 15 Chapter 16 Chapter 17 Reports Reports in L4U and L4U Freedom Report Wizard Items Out Report Packs Custom Report Editor Creating a Custom Report Headers and Footers Specifying Attributes Setting Breaks Summary Calculations Printing a Custom Report Saving Report Templates Printing Saved Report Templates Modifying Report Templates Deleting Report Templates Statistics and Graphs Statistics Overview Circulation Statistics Statistical Graphs Histories Creating Customized Graphs Two-Dimensional Graph Types Creating a Graph Modifying a Graph Customizing the Axes Showing and Hiding Grid Lines Displaying Category Values Modifying Depth in a Two-dimensional Graph Customizing Picture Charts Customizing the Legend Printing Graphs Exporting Graphs L4U Word Processor Introduction Composing a Document Setting Word Processor Preferences Page Layout

16 L4U Users Manual Formatting Text Inserting Fields Saving a Document Modifying Documents Printing Documents Chapter 18 Chapter 19 Chapter 20 Chapter 21 Purchasing Orders Claims Elections and Voting Setting Up an Election Casting a Vote Election Results Inventory Inventory in Platinum Elite or Enterprise Best Practices Starting Inventory - Elite Inventory through Elite Circulation Inventory using a Portable Scanner - Elite Inventory on the Web Inventory Reports - Elite Turning Inventory Off - Elite Inventory in Enterprise Inventory through Enterprise Circulation Inventory Portable Scanner - Ent Admin Utility Inventory Reports - Enterprise Turning Inventory Off MARC Records What is MARC? MARC Records & L4U Records Full MARC Record Editor Global Changes Defined MARC Tags Master Import Template Exceptions MARC Record Maintenance

17 Table of Contents MARC Record Snapshots Working With The Description Field Chapter 22 Chapter 23 Chapter 24 Importing & Exporting Importing Importing Report Packs Import Client Data Diacritic Import Options Importing Client Pictures Client Import Scheduler Importing Homeroom Data Importing MARC Records Importing Library Data from Text Records Exporting Data Using the Custom Export Editor Import/Export of L4U Lists Backup / Restore General Overview Backup Information Tab Manual Backup Automated Backup Advanced Backup Settings Attached Files Backing up to FTP Restoring a Backup Advanced Maintenance About L4U Utilities Utilities Advanced Tab Utilities Special Tab Verifying the Data File Maintenance & Security Center Information Verify Backup Compact Restore Repair Data File

18 L4U Users Manual Chapter 25 Chapter 26 Chapter 27 Chapter 28 L4U Server General Overview Server Preferences Registering as a Service Slow Connection Aborting a User Quitting the Server CheckMARC General Overview CheckMARC Setup Cataloging with CheckMARC Advanced Bookings Advanced Bookings Module Setting Up Advanced Booking Preferences Advanced Bookings Location Settings Creating Advanced Bookings Advanced Bookings Reports Advanced Bookings and Standard Circulation Bookings through ipac L4U Mobile L4U Mobile Installing L4U Mobile Configuring L4U Mobile Circulation with L4U Mobile Uploading/Synchronizing L4U Mobile Logs and Details Viewing Old Transactions Failure and Warning Codes

19 C HAPTER 1 LAUNCHING L4U Launching L4U Platinum Elite on Macintosh Launching L4U Platinum Elite on Windows Launching L4U Enterprise Launching L4U for the first time Explanation of Library Profile 1

20 L4U Users Manual Macintosh Platform Single User Macintosh For L4U Platinum Elite Users 1. Double Click the L4U Platinum Elite Single User alias on the computer desktop. If the alias is not available proceed to Step 2 If the Password screen appears with a selection of user names, Continue on to Step 5 2. From the Finder, Go > Applications 3. Double Click the L4U Elite Single folder 4. Double Click the L4U Elite icon The User Identification screen appears If the Data File was not found, please refer to the Installation Directions that accompanied the software or they can be downloaded from L4U s Client Corner. 5. Click Administrator 6. In the field provided, Enter the password supplied with the L4U installation documentation This password is case sensitive 7. Click Connect 8. Various prompts may appear depending upon your configuration. Do one of the following: Click Continue Click Cancel 9. In the Login screen that appears, Enter your Client Code & PIN (Password) as supplied by the Library Administrator or in the L4U installation documentation For more information on the Login screen, please see First Time Log In on page Click Verify 2

21 Chapter 1 Launching L4U Note: It is only necessary to manually select the data file the first time the program is launched. Assuming that the data file is not moved from its original installation location or renamed, L4U will automatically select the data file upon subsequent launches of the program. Multi User Macintosh For L4U Platinum Elite Users In a multi user configuration, the server must be started first. The L4U Client computers are then connected to the server. Starting Server 1. Double Click the L4U Elite Server alias on the computer desktop Continue on to Step 5 If the alias is not available proceed to step From the Finder, Go > Applications 3. Double Click the L4U Elite Server folder 4. Double Click the L4U Elite Server icon The first time the program is launched, a screen appears asking which data file to open 5. Locate and Select the data file The suggested or default location for the datafile is Macintosh HD/ Applications/L4U Elite Server/Database, where Macintosh HD is the name of the startup drive. Macintosh datafiles usually have the suffix of.data. 6. Click Open Note: It is only necessary to manually select the data file the first time the program is launched. Assuming that the data file is not moved from its original installa- 3

22 L4U Users Manual tion location or renamed, L4U will automatically select the data file upon subsequent launches of the program. Starting the Admin Utility 1. Double Click the L4U Elite Admin Utility alias on the computer desktop The Password screen appears with a selection of user names, Continue on to Step 8 If the alias is not available proceed to step From the Finder, Go > Applications 3. Double Click the L4U Elite AU folder 4. Double Click the L4U Elite Admin Utility icon 5. In the Connection to 4D Server screen that appears, Click the L4U Platinum Elite file option on the Recent tab 6. If you do not see the server computer, Click the TCP/IP tab. Select L4U Platinum.4DC (the server computer name will appear to the right of this option) 7. Click OK A screen may appear stating, Duplicating Resources Locally 8. In the Users list, Click Administrator 9. In the field provided, Enter the password supplied with the L4U installation documentation This password is case sensitive 10. Click Connect 11. Various prompts may appear depending upon your configuration. Do one of the following: Click Continue Click Cancel 12. In the Login screen that appears, Enter your Client Code & PIN (Password) as supplied by the Library Administrator or in the L4U installation documentation For more information on the Login screen, please see First Time Log In on page Click Verify 4

23 Chapter 1 Launching L4U Windows Platform For L4U Platinum Elite Users Single User (WIN) 1. On the Windows desktop, Double Click the L4U Platinum Elite Single User Shortcut If the shortcut is unavailable, use the Windows start menu Start > All Programs > L4U Platinum Elite > Single User > L4U Platinum Elite Single User 2. The User Identification screen appears with a selection of user names The first time the program is started, the data file must be selected. Please refer to the Installation Directions that accompanied the software or they can be downloaded from L4U s Client Corner. 3. Click Administrator 4. In the field provided, Enter the password supplied with the L4U installation documentation This password is case sensitive 5. Click Connect 6. Various prompts may appear depending upon your configuration. Do one of the following: Click Continue Click Cancel 7. In the Login screen that appears, Enter the your Client Code & PIN (Password) as supplied by the Library Administrator or in the L4U installation documentation For more information on the Login screen, please see First Time Log In on page 11. Note: The Login screen may not appear if Automatic Login to L4U is enabled by the Library Administrator. Please refer to Active Directory Integration on page 54 for more information on Active Directory and L4U. 8. Click Verify 5

24 L4U Users Manual L4U Platinum Elite Multi User (Win) In a multi user configuration, the server must be started first and then the L4U Client computers are then connected to the server. Starting the Server 1. On the Windows desktop, Double Click the L4U Platinum Elite Server Shortcut A screen appears asking which database to open 2. If a desktop shortcut is not available, use the Windows start menu Start > Programs > L4U Platinum Elite > Server > L4U Platinum Elite Server 3. The first time the program is started, the data file must be selected. Please refer to the Installation Directions that accompanied the software or they can be downloaded from L4U s Client Corner. which data file to open. 4. The Main Server screen appears 6 Note: It is only necessary to manually select the data file the first time the program is launched. Assuming that the data file is not moved from its original installation location or renamed, L4U will automatically select the data file upon subsequent launches of the program. Starting the Admin Utility 1. On the Windows desktop, Double Click on the L4U Platinum Elite Admin Utility shortcut If the shortcut is unavailable, use the Windows start menu Start > Programs > L4U Platinum Elite > Admin Utility > L4U Platinum Elite AU

25 Chapter 1 Launching L4U 2. In the Connection to 4D Server screen that appears, Click the L4UPlatinum file option on the Recent tab. If you do not see the server computer, Click the TCP/IP tab. Select L4U Platinum Elite.4DC (the server computer name will appear to the right of this option). 3. Click OK A screen may appear stating, Duplicating Resources Locally 4. In the Users list, Click Administrator 5. In the field provided, Enter the password supplied with the L4U installation documentation This password is case sensitive 6. Click Connect 7. Various prompts may appear depending upon your configuration. Do one of the following: Click Continue Click Cancel 8. In the Login screen that appears, Enter your Client Code & PIN (Password) as supplied by the Library Administrator or in the L4U installation documentation For more information on the Login screen, please see First Time Log In on page 11. Note: The Login screen may not appear if Automatic Login to L4U is enabled by the Library Administrator. Please refer to Active Directory Integration on page 54 for more information on Active Directory and L4U. 9. Click Verify Warning: Never run both the Server software and the Client software on the same machine. Efficiency and data integrity will suffer substantially. 7

26 L4U Users Manual L4U Enterprise In L4U Enterprise, the server must be started first, and the users are then connected to the server. The Enterprise Server is usually administered by the IT Department at the District Office and is covered in more detail starting on page 2 in the Enterprise Administrator Manual. Users can access the Enterprise Server and their collection in two ways: Using L4U Software - the Enterprise Admin Utility, which is covered in more detail in this manual, the L4U Users Manual. L4U Freedom by using a Web Browser, such as Internet Explorer, Firefox, etc. This is covered in more detail in the L4U Web Manual. First time users of L4U should consult the appropriate Quick Start Guide that came with the software documentation. 1. On the Client computer, Double Click on the L4U Enterprise Admin Utility shortcut that was installed on the Desktop of the Client computer 2. Select Administrator from the displayed list 3. Type Items in the Password field, Click Connect This password is case sensitive and must be entered as shown above 4. After a few moments, you may be asked for the secondary login credentials that will have been provided to you by your L4U Application Specialist or District Librarian. Enter the credentials if any, and click Verify. If the previous steps did not automatically connect to Enterprise Server, follow the steps below or contact your District Librarian: Starting the L4U Enterprise Admin Utility in Windows 1. On the Windows desktop, Double Click on the L4U Enterprise Admin Utility shortcut If the shortcut is unavailable, use the Windows start menu Start > Programs > L4U Enterprise > Client > L4U Enterprise Admin Utility 8

27 Chapter 1 Launching L4U 2. In the Connection to 4D Server screen that appears, Click the Custom tab. The L4U needs to be told where the L4U Server is, this is done via an IP Address or Server Name. Your IT Department or District Librarian will provide these credentials. Ensure that the Force the Update and Display this dialog check-boxes are not selected 3. Click OK A screen may appear stating, Duplicating Resources Locally 4. In the Users list, Click Administrator 5. In the field provided, Enter the password supplied with the L4U installation documentation This password is case sensitive 6. Click Connect 7. Various prompts may appear depending upon your configuration. Do one of the following: Click Continue Click Cancel 8. In the Login screen that may appear, Enter your Client Code & PIN (Password) as supplied by the L4U Application Specialist or District Librarian 9. Click Verify Starting the L4U Enterprise Admin Utility in Macintosh 1. On one of the Client computers, Double Click on the L4U Enterprise Admin Utility alias that was installed on the Desktop of the Client computer Alternatively, you may Click the L4U Enterprise Admin Utility icon in the Macintosh Dock 2. Select Administrator from the displayed list 3. Type Items in the Password field, Click Connect This password is case sensitive and must be entered as shown above 9

28 L4U Users Manual 4. After a few moments, you may be asked for the secondary login credentials that will have been provided to you by your Library Administrator. Enter the credentials if any, and click Verify. If the previous steps did not automatically connect to Enterprise Server, follow the steps below or contact your District Librarian 1. Double Click the L4U Enterprise Admin Utility alias on the computer desktop The Password screen appears with a selection of user names, Continue on to Step 8 If the alias is not available proceed to step From the Finder, Go > Applications 3. Double Click the L4U Enterprise Admin Utility folder 4. Double Click the L4U Admin Utility icon 5. In the Connection to 4D Server screen that appears, Click the L4U Enterprise Server 3.0 option on the Recent or Available tab. The L4U needs to be told where the L4U Server is, this is done via an IP Address or Server Name. Your IT Department or District Librarian will provide these credentials. 6. Click OK A screen may appear stating, Duplicating Resources Locally 7. In the Users list, Click Administrator 8. In the field provided, Enter the password supplied with the L4U installation documentation This password is case sensitive 9. Click Connect 10. Various prompts may appear depending upon your configuration. Do one of the following: Click Continue Click Cancel 10

29 First Time Log In Chapter 1 Launching L4U 11. In the Login screen that appears, Enter your Client Code & PIN (Password) as supplied by the L4U Application Specialist or District Librarian This password is not case sensitive. 12. Click Verify For L4U Platinum Elite Users. L4U Enterprise Users should refer to page 8. L4U Enterprise Platinum 2.2 & higher requires all L4U Administrative Users to Log In when accessing the L4U Application. No Patrons or Homerooms exist if this is a Blank Datafile or a Conversion. Enter or import Clients and then revisit Homerooms to set the Access Level for the Homeroom(s) that needs Administration privileges. Information on these topics can be found here: Client Entry, Manually: Please see Clients on page 67 of the L4U Users Manual Client Entry, Importing Class Lists: Please see Import Client Data on page 332 of the L4U Users Manual Homerooms: Please refer to Homerooms on page 62 of the L4U Users Manual Access Levels: Please refer to Creating Access Levels on page 20 of the L4U Users Manual Decide who will need Administrative Access to L4U once Patrons are entered. This is usually the librarian. Create a Homeroom (e.g: LibAdmin or Admin, etc) and assign this Homeroom an Access Level Name that has the desired privileges. For example, 11

30 L4U Users Manual Library Profile All patrons that are added to this homeroom will have L4U privileges that are assigned in the items Access Level. In the Client File, assign a PIN to the librarian and ensure this user belongs to this new Homeroom. This user would use the combination of their Client Code and PIN to Log In with in the future, instead of the Superuser Account. The password is not case sensitive. Licensing and access to various features of L4U are controlled through the License Number also know as the Serial Number. This information is maintained in the Library Profile and are required when opening a new data file or upgrading from a previous version. It is recommended that the Library Profile be filled out completely. The information entered here will be used in other areas of the program. If not entered, some report fields will remain blank, and program functionality may be limited. The District Librarian will look after this in an Enterprise configuration. To enter the library specific data: 1. File > Library Profile 2. Enter the necessary Library Profile information. Please refer to the explanation of the various fields below: Click in each of the fields provided and enter the appropriate information or TAB between the fields, entering the appropriate information 3. Click Activate 4. Click OK when Activation is successful If Activation fails, please contact L4U Support for an Authentication code 12

31 Chapter 1 Launching L4U 5. Click Save Customer ID This is your L4U Library Software Customer ID and is found on the L4U License Number letter that came with the software package. You will need it when calling in for support or registering for webinars. Library Name Enter the name of the School or Library. This name will be displayed exactly as it is entered here on both the L4U ipac and in reports. Replace Library Name If the Location is different than the Library Name than the ipac will use the Location name. This is useful in L4U Enterprise datafiles where there are multiple locations in one collection. Address This field should contain the school or library mailing and/or street address, including City, Province/State, and Postal code/zip code. This field will accept carriage returns, so the address may be entered on multiple lines. Telephone Number Enter the telephone number where the library patrons can contact a librarian. 13

32 L4U Users Manual Report Comments This can be any alphanumeric message. This comment will be reflected on the printed reports, but is not critical to the operation of the program. Routing Comments This can be any alphanumeric message. This comment will appear on all printed routing lists, but is not critical to the operation of the program. Info The Current Datafile is licensed for a specific customer. The Info button reveals the particulars of this license. Authenticate This button should be only used at the direction of the L4U Library Software Support Department. It is used to manually register the License Number & Activation Code. License Number & Activation Code The License & Activation Code acts as your software license, and therefore controls the program configuration. This information is assigned at the time of purchase and is included with the software package on the L4U License Number letter. If a Conversion or Retrospective Conversion has been provided, the license number is entered in the data file and will be sent with the CD. If a the license number is not present, please contact L4U Library Software. L4U will not allow access to the program without a valid license number. 14

33 C HAPTER 2 PASSWORDS Two tiered security through passwords & login First level Password Screen Login Screen Customizing First level passwords Access Level Management - L4U Permissions Web Passwords - Web Privileges Active Directory Integration Single Sign On 15

34 L4U Users Manual Passwords The L4U program is protected by a two level password system. Access to various functions is determined by the passwords used at each level. The first password level controls specific privileges that a particular station or computer has and is entered when first launching the program. The second password screen, the Login screen, the patron enters their Patron information. This information determines which Homeroom they belong to and associated Access Level. The Access Level defines their L4U Privileges. The Homeroom also determines which locations they can view or have access to and what administrative functions they have in L4U on the Web. Please refer to Homerooms on page 62 for Homeroom concepts. First Level Password When launching the L4U program, a password screen will appear. This is the first level password, and it will determine the access allowed from this machine only. If this station is used for both administrative and patron tasks, it is recommended that the Administrator password be used. To enter the password: 1. From the User List, Click the level required 2. Do one of the following: Click in the Password field Press TAB 3. Enter the correct password The default can be found in the installation instructions. This password level is case sensitive, and therefore must be entered exactly as shown. 4. Click Connect 5. The steps continue on page 17 Administrator In the L4U Platinum Elite configuration, the Administrator password allows access to all areas of the L4U program. It is primarily used by the individual responsible for the set up and maintenance of the library and all its functions. If a station is initially logged on as an Administrator, all other levels can also be accessed by changing the Access Level password. If the Administrator User ID is selected, a Access Level password is required. Upgrades The Upgrades password is used to perform special functions that are occasionally required for data maintenance or correction. This password is only 16

35 Chapter 2 Passwords provided by the L4U Support Department and should only be used under their direction. Librarian The Librarian password is used to gain access to all areas of the program excluding Preferences (where program settings are entered and maintained). The program default sets both the Librarian and the Administrator to the same password, however, this can be modified. If the Librarian User ID is selected, a Access Level password is required. Library Patron & Patron These options are no longer supported in L4U Elite v3.1+ or L4U Enterprise v3.1+. Login Screen When the Administrator or the Librarian User ID is used at the First Level Password, both the ipac and the Administration level of the L4U program can be accessed. 6. Continued from previous page. The Login window appears The Login screen may not appear if Automatic Login to L4U is enabled in Preferences. Please refer to Active Directory Integration on page 54 for more information on Active Directory and L4U. 7. In the fields provided, Enter the Client Code and their PIN This code/password can be found in the documentation that came with the L4U Software package. Also, the Login credentials can be supplied by your L4U Application Specialist or District Librarian in an Enteprise environment. It is not case sensitive. 8. Click Verify When the correct credentials are entered, the user will access the Administration level. Otherwise, Click Re-Enter Password to try again or Click Start ipac to start the Internal ipac. Warning: First level passwords are stored within the structure file, therefore reinstalling the program will restore default passwords. The Access Level names are stored within the data file, and if forgotten cannot be restored to the default. Use Caution when Modifying L4U Privileges! 17

36 L4U Users Manual 18 Superuser Access Password The Superuser Login has total access to all of L4U functions. It is recommended not to use the Superuser Login on a daily basis due to security issues and statistics tracking. Please refer to the Platinum Quick Start Guide or Install Directions that came with your L4U Software or contact L4U Library Software Support Department for the User and Password names. Superuser Access can be disabled in Preferences (see page 53). Warning: Ensure library administrative staff have their PINS/PASSWORDS assigned first, if it is decided to disable Superuser access. Failure to do so will lock down L4U. Changing Password Levels If a station was initially logged on as an Administrator or Librarian, it is easy to change to another user. To change to another user: 1. File > Change Access Level 2. Enter a Patron Code and PIN 3. Click Verify For L4U Platinum Users It is possible to switch between Administration and the Internal ipac. This will change this L4U computer to a patron search station. To go from Administration to Internal ipac: 1. File > Change Access Level 2. Click Start the ipac To go from Internal ipac back to Administration: 1. Close the ipac window 2. File > Change Access Level 3. Enter a Patron Code and PIN 4. Click Verify Note: The Internal ipac is designed for just searching the collection and does not support My Profile or L4U Freedom functions. Customizing Passwords L4U comes with default passwords, but it may become necessary to modify or create passwords. Customizing the Login Screen password is done in the Client File for the desired patron.

37 Chapter 2 Passwords Modifying First Level Passwords Specific privileges have been assigned to the user list in the first password level. However, the passwords assigned to each of the users can be customized. First level passwords are case sensitive and must be entered exactly. To modify a first level password: 1. File > Preferences 2. Click Advanced 3. Click the Advanced tab 4. Click Modify Passwords 5. Click OK 6. From the User List, Select the User to change 7. In the field provided, Enter the current Password 8. Click Connect 9. Enter the new Password 10. Click OK 11. Confirm the new Password by entering it exactly the same as the first time 12. Click OK 13. Click Save 14. Restart L4U Warning: Reinstalling the L4U Software (eg: L4U Platinum Elite Client or L4U Enterprise Admin Utility) will reset these passwords to their default values. 19

38 L4U Users Manual Creating Access Levels The Library Administrator can create Access Levels with different options to specific L4U features depending on the Homeroom requirements. These features and functions are known as L4U Privileges. Access Levels can be assigned to a Homeroom so those Homeroom patrons can perform just these tasks. In other words, any Patron in that Homeroom will have the L4U Privileges as set in the Access Level. Access Levels only affect L4U Software Users (eg: L4U Platinum Elite Admin Utility or L4U Enterprise Admin Utility). Web Privileges are configured in Homerooms. Note: L4U Enterprise administrators have to login as a Superuser to configure or create Access Levels. To create Access Levels: 1. Functions > Access Management 2. Click Add 3. In the field provided, Enter the desired Access Level Name 4. Select the options for this Access Level Name For each option, Select either, F - Full Control, A - Add & Modify (Not Delete), M - Modification only (No Add), D - Display only or No Access to. Clicking the column header will activate all files for that level of access. 5. Click the Menu Access Tab 6. Select which menu options to allow access to By selecting the menu heading, all sub menu options are made accessible 7. Click Update 8. Close the L4U Access Level Settings window 20

39 Chapter 2 Passwords Warning: Menu access must be allowed for the corresponding file access. If conflicting information is entered, the Access Level created will not function. Limited Circulation Some libraries have aids or assistants whose main tasks are processing circulation and reserves of materials. This is called Limited Circulation. To limit access to only these necessary areas of the program, create a new Access Level for Limited Circulation. Then, choose this Access Level for the desired Homeroom and finally, assign Limited Circulation privileges in Preferences. To restrict an L4U work station to Limited Circulation, launch L4U, correctly pass through the First Level Password, then enter the appropriate Client Code and Password. This appropriate Patron would be in the Homeroom with the Limited Circulation Access Level assigned to it. The work station will circulate only (or place reserves) until the Access Level password is changed. To modify these Circulation Privileges, see Limited Circulation on page 49. More information on Access Levels for Homerooms is found in Homerooms on page 62. Limited Circulation is also available on the Web and is commonly called Basic Circulation. More information can be found on page 73 of the L4U Web Manual. To set up a Limited Circulation Access Level in L4U: 1. Create a new Access Level, see Creating Access Levels on page Select only the Limited Circulation option. 3. Click Update 4. Close Access Management 5. File > Preferences 6. Click Circulation 7. Click the Limited Circulation tab 8. Select the features the user of this Access Level is permitted to use. 9. Click Save Modifying Access Levels If a Homeroom and it's patrons needs access to additional areas of the program, the Homerooms L4U Privileges can be modified by selecting an Access Level with the 21

40 L4U Users Manual desired privileges. Access can also be restricted or increased by modifying an existing Access Level. To modify an existing Access Level: 1. Functions > Access Management 2. Click All 3. Double Click the appropriate Access Level Name 4. Make the necessary changes This can include the Access Level Name itself 5. Click Update The modification has been saved Warning: It is suggested to not modify the default Access Level. This is the first name in the list and is usually called Items. It is possible to lock yourself out of the L4U Program if the default Access Level is modified incorrectly. The data file must be sent to L4U Library Software to have the Password System reset. It is better to change the name only, and then add a new Access Level, assign the required options and use this new Access Level. Deleting Access Levels Access Levels no longer in use can be deleted; however, it is best to modify the existing Access Level Name itself rather than risk deleting a password in error. To delete an existing Access Level: 1. Functions > Access Management 2. Click All 3. Click the appropriate Access Level(s) 4. Click Subset 5. SHIFT + Click Delete 6. Click Yes, Delete Now Warning: First Level Passwords are stored in the software and can be reset to the default by reinstalling the program; however, Access Levels are stored in the data file and can only be reset by sending the data to L4U Support. Use caution when modifying and/or deleting Access Levels. 22

41 L4U Web Passwords Chapter 2 Passwords General use of the ipac can be conducted without logging in. However, if you use the Login function additional features become available. These features may include access to your locations materials only, Patron Managed Accounts, placing Reserves or Advance Bookings, Renewals and Freedom, which is administrative tasks on the web. Patrons login using their Client Code and a Personal Identification Number (PIN). Each PIN is unique to the client and can be entered manually in the Client file or randomly generated in Homeroom Management. Optionally, a Patron can use their Windows login credentials to log into the ipac if Windows Active Directory integration is enabled and configured. Please refer to Active Directory Integration on page 23. Creating Web Login PIN/Passwords While you can enter PINs for individual clients, to facilitate assigning PINs to large numbers of clients you can randomly generate client PIN/Passwords for all clients within a specific homeroom. Also, the patron can supply you with their desired password. Each homeroom can be set up to generate PINs based upon different criteria. This can be helpful when using PINs for a wide range of ages (Example: younger clients may find words easier to remember, whereas other clients can be assigned alphanumeric PINs). To generate or assign passwords for homerooms, see Setting Web Privileges on page 27 in the L4U Web Manual. To generate or assign passwords for a specific client, see Modifying a Single Patron s Privileges on page 31 in the L4U Web Manual. Globally changing a range of Patron s PINs is performed with a Global Change in the Client File. Active Directory Integration L4U users can login using their usual Client Code/ PIN combination, their Windows login credentials or both. Client Code/PIN is the default setting. To enable the use of Windows login credentials: 1. File > Preferences 2. Click Advanced 3. Click the Advanced tab 4. In the Active Directory section, Enter the Active Directory Domain Name in AD Domain Name field 5. Check Allow Login to L4U with Network Username Use Fully Qualified Domain Name or UNC format 6. Enter the L4U patron s Network Username in their Client Record. Please refer to Additional Info on page 69. Note: This is a Windows only feature 23

42 L4U Users Manual If Automatic Login to L4U is enabled, then Admin Utility users will never see the Login Screen when Launching L4U. This is part of Single Sign On, which is described below on page 24. Single Sign On Single Sign On allows for quick access to the L4U Admin Utility. The user will not see any login screens after launching L4U Admin Utility when this feature is enabled. L4U Freedom Users have something similar which is called Auto Login and is discussed below on page 24. To enable Single Sign On: 1. Configure Active Directory Integration as described on Active Directory Integration on page Relaunch the L4U Admin Utility 3. At the First Level Password, Click the level required, usually Administrator 4. Enter the correct Password 5. Click Remember Password to place a check in this checkbox This Password Screen will not appear at the next launch of the Admin Utility 6. Click Connect The L4U Admin Utility splash screen will appear indicating L4U has launched ipac Login using Active Directory Allow Network Username Login must be enabled to allow the use of Window login credentials in the ipac. To configure Global settings which apply to all Locations: 1. From the L4U Admin Utility, Preferences > L4U ipac 2. Click ipac Customization 3. Click Enable Allow Network Username Login 4. Click Save 5. Click Save to exit Preferences. ipac Auto Login Auto Login allows ipac Login with just one mouse click and speeds up access to L4U Freedom. This feature requires Internet Explorer 9 or later. Pass through authentication is still supported in other browsers. 24

43 Chapter 2 Passwords Auto Login requires these L4U settings: Enable Allow Network Username Login: as described above on page 24 in ipac Login using Active Directory Client File: The Network User Name (NetBIOS) must be stored in the Client s record in the Client File Allow Auto Login: Enable this setting in Preferences > L4U ipac Enable Auto Login in Homeroom Settings: This is found in the respective Homeroom at Homeroom Settings>Login Settings. Internet Explorer 9 is require and needs the following settings. Your L4U Application Specialist or IT Department may need to assist with this, depending on the network environment: In Internet Explorer 9, Right-Mouse click on the Menu Bar and select Main Bar from drop down list to enable the Main Bar Main Bar>Tools>Compatibility View: Set to Off Internet Options>Security: Select the appropriate zone where L4U server is located, usually Intranet Click Custom Level and set up the following parameters: Settings>ActiveX controls and plug-ins>download Signed ActiveX controls: Set to Enable Settings>ActiveX controls and plug-ins>download Unsigned ActiveX controls: Set to Enable Settings>ActiveX controls and plug-ins>run ActiveX controls and plugins: Set to Enable 25

44 L4U Users Manual Once these settings are configured, the following screen appears when the librarian or media specialist attempts to login to the ipac. No need to enter Client Code/PIN, just Click the Auto Login button to Login. 26

45 C HAPTER 3 PREFERENCES Setting Preferences Backup L4U ipac Entry defaults for Acquisitions and Client records Settings for Keyword creation Administration options and settings Circulation settings and sounds Holiday Management Limited circulation password set up Slip printer activation Advanced Settings: , Union & Active Directory MARC record control Barcode format and default settings 27

46 L4U Users Manual Setting Preferences The Preferences area controls default values, options for the patron screens, graphic and sound options, circulation configurations, and various other settings. Although the majority of Preferences are set once, some settings may be changed throughout the year. The Preferences area is only accessible by the Administrator level password. L4U Enterprise Considerations L4U Enterprise has special considerations because it is the combined holdings of two or more collections. This is also known as a Union Catalog. Typically, only the L4U Application Specialist or the District Librarian will have access to Preferences. For more information on Enterprise Specific Preferences, see Enterprise Global Preferences on page 28 in the Enterprise Administrator Manual. If desired, some local Preferences can be modified by the school librarian. These are known as the Location Specific Preferences and include Acquisition Default Entries and Barcodes. For more information on Location Specific Preferences, see Location Control File on page 17. To access Preferences: 1. Do one of the following: Select the Preferences icon from the Administration/MARC Tab of the Dashboard Click the Preferences icon on the toolbar File > Preferences 2. A variety of icons display across the top of the window. To view the options available to each area of Preferences, Click the specific icon. 28

47 Chapter 3 Preferences 3. To select a more specific area to work with, Click the tab. The individual tabs will display the various options associated with that area of the program. Backup The first icon displayed in Preferences is the Backup icon. These three tabs are reserved for the set-up, execution and tracking of data backups. Backup is crucial to the safe keeping of your data. It is highly recommended that the automated backup be the first thing that you set up. For more information on the backup and restoration of your data, see General Overview on page 354. L4U ipac Administration Note: L4U Enterprise Administrators will notice that the Backup button is missing in Preferences and is replaced with an L4U Logo. Backup functions have been moved to the L4U Enterprise Server software. This applies to L4U Enterprise installations only. Please refer to the Enterprise Administrator Manual for more information on this topic. The L4U ipac is the Public Access Catalog. This is where your patrons search and view the item records in your collection and more. The patron screens are identical whether patrons access your collection via the Internet or over a local network. This area of Preferences is where you can define certain aspects of how the ipac screen displays and how a patron searches by default. For information on setting up this area of Preferences or more information on Web Administration and L4U Freedom, see Configuring L4U ipac on page 2 in the L4U Web Manual. The Admin area of the L4U program is designed as a time-saving tool and, if used, will improve the efficiency of data entry. There are Entry Defaults for all mandatory fields within both the item and client records. If any of these fields are left blank when importing or entering new data, L4U will automatically reference the Entry Default settings and apply the appropriate value. For each field that requires a default, the librarian should choose the value that is most commonly used. L4U Enterprise Considerations Only the L4U Application Specialist or the District Librarian will have access to Preferences. If desired, some Preferences can be modified by the school librarian. These are known as the Location Specific Preferences and include Acquisition Entries and 29

48 L4U Users Manual Barcodes. For more information on Location Specific Preferences, see Locations on page 78. Acquisitions Defaults When entering a new library item into L4U, there are certain fields that must exist in each record. For more information on the individual fields, see Field Definitions on page 90. In order to speed up the entry process, default settings are assigned to these same fields. To enter the default values do the following: 1. File > Preferences 2. Click Admin 3. Select the Entry Defaults tab 4. Using the drop down menus, select the most commonly used value for Loan Type, Department, Media, Vendor and Location The options offered in the menu will only be the codes, with the full description appearing to the right. To create a new code, see Control Files on page By Clicking in the Status field, a list will appear from which the appropriate value may be chosen To make a selection from the list, simply Click on the preferred default value and then Click OK. To modify these lists, see Modifying Lists on page Click Save Last PO Number When manually entering a large book order, it may be beneficial to use the Last PO Number in Preferences. Any reference number entered here will automatically be added to each record that is manually entered into Acquisitions. Last PO Number can be found, File > Preferences > Admin > Entry Defaults. Status This value will be the status entered into all item records that are imported and/or created in the Acquisitions file. 30

49 Chapter 3 Preferences Year Start Date Year Start Date should be entered at the beginning of every fiscal year. This date is used by L4U to calculate statistics and budgetary figures such as dollars spent per department. Year Start Date can be found, File > Preferences > Admin > Entry Defaults. Automatic Local Call Numbers In the L4U program, Local Call Number is a required field. If left blank during record creation, L4U will automatically generate and assign a Local Call Number. This call number is generated using three other fields within the item record; Loan Type, Dewey and the Cutter. If Loan Type is not generally part of your library s Local Call Number, this field can be removed from the configuration. To remove the Loan Type from the Local Call Number: 1. File > Preferences 2. Click Admin 3. Select the Entry Defaults tab 4. For Include Loan Type in Call Number, Select No 5. Click Save Note: The automatic creation of the Local Call Number applies to an imported record as well. If the MARC record for import does not include a Local Call Number, the program will generate one using either the imported fields of Loan Type, Dewey and Cutter, or the default entry for each. Note: Loan Types Codes can be excluded or included in the automatically generated Call Number based on the specific Loan Type regardless of the global setting in Preferences. For more information on Loan Types, see Local Call Number Generation on page

50 L4U Users Manual Replacement Value L4U has designated fields for not only the Cost, but also the Replacement Value (RV) of all library items. Due to shipping expenses or time considerations, the Replacement Value usually exceeds the original cost of an item. L4U can automatically generate the replacement value based on the formula assigned in Preferences. To assign or adjust this formula: 1. File > Preferences 2. Click Admin 3. Select the Entry Defaults tab 4. In the field provided enter the designated value. This formula calculates a percentage of the Cost. Example: to have the RV equal the cost plus fifteen percent, enter To have the RV equal seventyfive percent of the original Cost, enter Click Save Note: The RV setting is not retroactive. Once this value is entered, it will only affect newly created records. Client Defaults In order to make client entry more efficient, L4U includes entry defaults for the creation of Client records. The defaults exist for mandatory fields within the Client File. The values may be set in Preferences once and will then automatically appear in any newly created Client records. To set these defaults: 1. File > Preferences > Admin > Entry Defaults 2. Using the drop down menu, select the Homeroom code most frequently used 3. Enter the desired value number in Max Items Out Max Items Out is the maximum number of items that a client may borrow at one time 4. Click in the Client Type field Select the appropriate value from the pop up list, Click OK. For information on how to customize this list, see Modifying Lists on page Click Save 32

51 Interface Options Chapter 3 Preferences Included in the Admin section of Preferences are options directly related to the Administration interface screens in the L4U program. You are given a number of options regarding the navigation of the Admin screens and the tools you can use therein. L4U Toolbar By default, L4U displays both the standard menus and toolbar on the main screen. The toolbar is an optional feature and can be turned off in Preferences. To modify the toolbar setting: 1. File > Preferences 2. Click Admin 3. Select the Keywords & Interface tab 4. For Hide L4U Toolbar, Select Yes or No 5. Click Save Admin Dashboard Along with the L4U Toolbar the option to use a Dashboard is still available. The dashboard can be oriented either horizontally or vertically and can be located in different areas of the screen. The settings in Preferences are defaults but the dashboard can be turned on/off at anytime. To modify the dashboard settings: 1. File > Preferences 2. Click Admin 3. Select the Keywords & Interface tab 4. For Admin Dashboard, Select Yes or No 5. For Dashboard Orientation, Select Vertical or Horizontal 6. For Location of Dashboard, Select one of the four corners If you are using the Vertical orientation, the dashboard can only appear in one of the two top corners. 7. Click Save Note: The Dashboard will appear in the selected default location upon first entering the administration level, however, it can be moved or closed at any time. 33

52 L4U Users Manual Spell Checking The L4U spell checker is optional, but when active affects the following fields; Title, Subtitle, Description and the L4U Word Processor. To enable spell checking, File > Preferences > Admin > Keywords & Interface tab, Click Yes for Enable Spell Checking. The options for the spell checker itself are accessible at the time of use. Admin Tips Admin Tips appear as small text boxes when the cursor is held over icons, tabs, and/or menus for a short period of time. They explain the function to be performed or define the item selected. Admin Tips can be turned on or off from File > Preferences > Admin > Keywords & Interface tab, by Clicking Show Admin Tips. Monthly Print Out Alerts L4U maintains a number of statistics within the program. These statistics include Circulation totals for Loan Types. Daily and Monthly Circulation statistics can be cleared once a month by printing a pre-formatted report. If a report is not generated, then the statistics continue to accumulate into the next month. Within Preferences, the option is given to have L4U display an alert message to remind the user to print the monthly statistics report. The user can specify whether or not they wish to use the alert and what day of the month that they would like it to be displayed. For more information about L4U Statistics, see Statistics and Graphs on page 247. To enable the Alerts: 1. File > Preferences 2. Click Admin 3. Select the Keywords & Interface tab 4. Click Monthly printout alerts? 5. In the Show alert on which day of each month? field, Enter the preferred day 6. Click Save 7. A confirmation screen will appear. Click OK Note: If any number greater than 28 is entered for Show alert on which day of each month?, a message will appears; Months with less than X days will show notices on the first of the next month. Clear this message by Clicking OK. Then a confirmation screen will appear with the next notice date. Click OK. 34

53 Chapter 3 Preferences Maximum Hits During the creation of an item record, any field with a corresponding authority file utilizes an autosearch feature. As you type data into these fields L4U automatically searches for matching entries and displays them in a drop down list. You can then select from this list or continue typing the unique entry. This feature is provided to improve data consistency and speed up the data entry process. In order for this feature to be used efficiently, authority files must be well maintained. However, if they are not and/or you wish to limit the number of possible matches this feature displays, you can adjust the Max. Hits during data entry for all Authority Files Preference setting. To adjust this setting: 1. File > Preferences 2. Click Admin 3. Select the Keywords & Interface tab 4. Enter the number to use for the Max. Hits during data entry for all Authority Files 5. Click Save Keywords Other Options The other option at the bottom of the Keywords & Interface is designed for L4U Union & WAS Users. The Slow Client-Server Connection will speed up certain L4U Queries over a slow Client Server connection. For more information on this feature, see Slow Connection on page 393. One of the advantages of an automated library system is the ability to do keyword searches. Every record has various access points by which it can be searched for and retrieved. By keywording a record, the number of access points and search possibili- 35

54 L4U Users Manual 36 ties increases substantially. Authority files are automatically keyworded as well as Title, Subtitle and Author of item records are automatically keyworded. Series, Subjects and Description within an individual record are optional and must be selected in Preferences. It is important to remember that the SoundsLike function works in conjunction with the Keywords and is used in the phonetic search option. L4U maintains a list of all unique keywords and the number of times they appear in the data file. The user has the ability to exclude specific words from being keyworded and turn keywords that already exist either off or on. Keyworded Fields The following fields are keyworded: Title, Sub Title, Series, Subjects, Description, Author 1, Author 2, Ed/Illustrator, Publisher, Level, Added Entries, User field 1, User field 2 & User field 3. Keyword Creation L4U generates keywords for each individual library item. Which fields these keywords are generated from can be controlled within Preferences. To set which fields in L4U will be Keyworded, do the following: 1. File > Preferences 2. Click Admin 3. Select the Keywords & Interface tab 4. Select the fields to be keyworded To deselect an option, just Click again 5. Click Save Note: When the Keyword and SoundsLike the entire Description Field option is selected, the 1st 255 chars option will also display as selected. Excluded Keywords When L4U initially generates the keywords for each record, it will reference a list that includes all of the words that do not require keywording. Words such as The, A, Is, To, etc. will not be added to the keywords. To modify or add to this list: 1. File > Preferences 2. Click Admin 3. Select the Keywords & Interface tab 4. Click Update Excluded Keywords (Words that are not keyworded)

55 Chapter 3 Preferences 5. A list containing all of the currently excluded words will appear. Make any necessary changes. For more information on modifying lists, see Modifying Lists on page Click Save Note: Changing the keyword settings will only affect records created after the change has been made. This will not update records retroactively. Keyword Maintenance All the keywords built from the authority files are maintained in the authority files and are handled separately from the library/acquisitions file item keywords. For more information regarding Authority Keywords, see Authority Keywords on page 126. All the keywords built from each library/acquisitions record are maintained in Preferences. This list of keywords can be searched, sorted and modified. Anytime keywords are rebuilt either manually or globally, this list of keywords will be regenerated based upon the data in the library/acquisitions file records. You may wish to exclude a specific or group of keywords from searching without removing the word from the item record. To ensure that a keyword is not searched: 1. File > Preferences 2. Click Admin 3. Select the Keywords & Interface tab 4. Click Keywords (icon at the bottom left of the window) 5. Locate the keyword to exclude This can be done by scrolling the list or via one of the query options. 6. Double Click the keyword 7. For Is Deleted?, Click Yes 8. Click Save 9. To return to Preferences, Close the window 10. Click Save 37

56 L4U Users Manual To modify a group of keywords so they are not searched: 1. File > Preferences 2. Click Admin 3. Select the Keywords & Interface tab 4. Click Keywords (icon at the bottom left of the window) 5. Click the keywords to adjust 6. Click Subset 7. Click Delete 8. A confirmation screen appears, Click OK The keywords selected will all be set to Yes under Is Deleted 9. Close the window to return to Preferences Inventory & Miscellaneous This tab contains a number of settings that are configured once when initially starting L4U and perhaps once a year, as in the case of inventory. 38 Inventory Use this option to start inventory. The Inventory Start Date is controlled by the computer s system clock. When inventory is activated, L4U automatically retrieves the date and uses it to control the inventory functions. For more information on inventory, see Inventory on page 295. To view the Inventory Start Date, File > Preferences > Admin > Select the Inventory & Misc. tab > Inventory Start Date. Copy Management If this option is checked, L4U will create an internal list of materials in the collection that have more than one copy. L4U will consider an item a copy of another if the following fields are identical: Title

57 Chapter 3 Preferences Subtitle Author 1 Author 2 Media Location Series Publisher Extra copies will not be shown in the ipac if this feature is used in conjunction with Copies View in ipac Preferences. For example, if the collection contains ten copies of an item, then one of those ten will be designated as a parent and the other nine will be children of that parent. For more information on how this feature enhances copy display in the ipac, see Copies View on page 13 in the L4U Web Manual. Hidden Departments In L4U, Departments are assigned a status of either Display in ipac or Hide in ipac. If the department is assigned Hide in ipac, then any item within that department will not be displayed in the Items Out & Inventory section of the program or appear in ipac search results. This is especially useful for textbooks and/or items that are not available to the regular patrons. This way Administrators are not presented with a list of textbooks, etc. every time they wish to view a list of currently circulating items. If a complete list is required, check the option, Show Hidden Departments Settings in Items Out Area and all items with a status of Out will be shown. To activate this feature, File > Preferences > Admin > Select the Inventory & Misc. tab > Show Hidden Departments Settings in Items Out Area. Automatic Reserve Periods Reserves will automatically be placed for the length of time designated by the items loan period. If it is more convenient to have the period of time assigned individually at the time of reserve, it is possible to disable this feature. To do so, File > Preferences > Admin > Select the Inventory & Misc. tab > Disable Automatic Reserve Periods. Item/Client Histories A circulation history can be maintained on all library items. This means that L4U will create and store a list of all circulations on a particular item. Using this feature and the client histories option, it is possible to create a list of all the items that a particular client has borrowed. To activate this option, File > Preferences > Admin > Select the Inventory & Misc. tab > Keep Item Histories and Maintain Client Histories. Note: Item Histories will only be stored after this feature is activated and therefore is not retroactive. Client information will not be recorded unless the Client Histories features is also enabled. 39

58 L4U Users Manual Warning: Due to privacy laws in different parts of the world, please check school district or local laws regarding the use of this feature. List Control Throughout the L4U program, lists are used to help maintain efficiency and consistency within the data file. When upgrading software, these lists can be exported and imported into the new version of the program, making it unnecessary to re-create them each time. For more information on using lists, see Using Pop Up Lists on page 146. For information on exporting/importing lists, see Import/Export of L4U Lists on page 351. Lists may be accessed under File > Preferences > Admin > Select the Inventory & Misc. tab > List Options. Inventory Scanner L4U Platinum Elite or Enterprise allows seamless integration of the CipherLAB CPT-711 Inventory Scanner to speed up the inventory process. For information on using the CPT-711 scanner during L4U Inventory, see Inventory using a Portable Scanner - Elite on page 298. Please refer to the Installation Directions provided with the scanner for more information on setting up and configuring it. Schools Interoperability Framework (SIF) SIF is a industry-supported technical scheme designed to enable K-12 schools running various software packages to interact and exchange data seamlessly. SIF is based upon Extensible Markup Language (XML) and is not specific to any one operating system or software program. For a demonstration of SIF functionality, contact L4U Software. 40

59 Circulation Settings Chapter 3 Preferences One of the primary functions in any library is the Circulation of materials to patrons. The selections made in the Circulation Settings area of Preferences will help to make this a dynamic and time-saving activity. These settings include the library calendar or schedule, Fine or Point calculations, sound notifications and others. It is recommended that these Circulation Settings be entered and saved before initiating circulation. Although some settings may be altered throughout the year, it is best for these to remain consistent. Setting the Library Schedule The library may be closed on certain days throughout the year, such as weekends, holidays, or for inventory purposes. Circulation and due dates must reflect these days when calculating loan periods. This is done by entering the weekly calendar, holidays and/or any other dates the library may be closed. To enter the library weekly calendar: 1. File > Preferences 2. Click Circulation 3. Select the Holidays & Sounds tab 4. Under Library is Closed On:, Select the days in which the library will be closed during the week 5. Click Save Note: L4U will now ensure that all due dates reflect the specified library closures. If the loan period ends on a closed day, L4U will automatically adjust the due date to be the next day that the library is open. 41

60 L4U Users Manual Holiday Management The Holiday Management feature records the days in the year that the library is closed for statutory or school holidays. L4U applies these days when calculating fines and due dates. It is best to set all holidays at the beginning of the year, before any circulation takes place. Additional holidays may be entered throughout the year; however, any items circulated before the holiday was entered will not take the new closure into account when formulating the due dates and fines. Entering Holidays Holiday Management is accessed from the Administration level of L4U. Upon entering Holiday Management for the first time, a calendar of the current month will be displayed. If any holidays have already been entered, they will be displayed. To access Holiday Management: 1. File > Preferences 2. Click Circulation 3. Select the Holidays & Sounds tab 4. Click Holiday Management 5. If previous Holidays have been entered, Click Add Holiday to activate the current month s calendar 6. Depending on the type of Holiday to be entered, follow the appropriate procedures 42

61 Chapter 3 Preferences Single Day Holidays When a single day Holiday has been entered, the calendar will display a diamond beside the name of the Holiday. To enter a Holiday that falls on a single day: 1. Click the current month and Select the correct month from the list 2. To select a different year, Click the year and Select the correct year from the list 3. Double Click the day of the Holiday 4. In the Note field, Enter the name of the Holiday 5. Confirm the Start Date and End Date of the Holiday If incorrect, these can be changed by using the drop down calendars 6. Click Save Multiple Day Holidays Holidays that span over several days are represented with a banner that begins on the first day and extends to the last day. To enter a holiday that takes place over several days: 1. Click the current month and Select the correct month from the drop down list 2. To select a different year, Click the year and Select the correct year from the list 3. Click the starting day of the Holiday 4. SHIFT + Click the last day of the Holiday 5. Double Click the last day in the selection 6. In the Notes field, Enter the name of the Holiday 7. Confirm the Start Date and End Date of the Holiday 8. If incorrect, this can be changed by using the drop down calendars 9. Click Save 10. Click OK 43

62 L4U Users Manual Modifying Holidays At some point it may become necessary to modify an existing Holiday. Holidays are static once they have been entered. This means that to make a change to a Holiday, it must be deleted and then recreated. It is important to remember that changes will not be retroactive. If a change is made to a Holiday and items were previously circulated, they will not reflect an updated due date. Deleting Holidays Once a Holiday has passed, it can be cleared from the program. To delete an existing Holiday: 1. File > Preferences 2. Click Circulation 3. Select the Holidays &Sounds tab 4. Click Holiday Management 5. Click All Items - this ensures that all holidays are displayed 6. Click the Holiday to be deleted 7. Click Delete 8. A confirmation screen will appear, Click OK Steps 6 through 8 can be repeated as many times as necessary 9. When all unnecessary Holidays have been removed, Click Exit 10. To exit Preferences, Click Save Note: Only one Holiday may be assigned to an individual day. If an attempt is made to create a new Holiday on the day of an existing Holiday, an Alert message will appear explaining that this is not possible. To clear the message, Click OK. Circulation Sounds L4U provides the option of using beeps or other sounds as notifications in the circulation screen. The sounds themselves can be selected by the user. By default L4U is set 44

63 Chapter 3 Preferences to use circulation beeps. These are a varying number of beeps depending on the action taking place. For Example: Single Beep for an item that is circulated in. To modify or preview a sound: 1. File > Preferences 2. Click Circulation 3. Select the Holidays &Sounds tab 4. Click Allow Circulation Sounds To customize the sounds, continue. Otherwise, Click Save. 5. Using the drop down menus, choose the sound for each sound occurrence 6. Click Save Note: To Preview a sound, Select from the drop down menu and Click the corresponding Music/Ear icon to the right of the menu. If simple beeps are preferred, select Circulation Beeps from all of the drop down menus. Settings & Defaults This area of Preferences covers a number of settings associated with the tracking, timing and calculation of material circulation. This is also where you configure the connection for a slip printer if one is being used. To access circulation settings and defaults, File > Preferences > Circulation > Select the Settings & Defaults tab. Global Due Date The Global Due Date (aka Global Return Date) is used to designate the final date that all items borrowed from the library must be returned. The date entered here overrides all other areas of L4U and can be used at different times throughout the year. The Global Due Date can be used if the library is closing for inventory or for the end of the year. It is recommended that the Global Due Date be entered at the beginning of the year and changed as necessary. It can be found: File > Preferences > Circulation > Select the Settings & Defaults tab. 45

64 L4U Users Manual 46 Note: Any items circulated prior to the Global Due Date being set, will not reflect this change. This feature, as are most Preference settings, is not retro-active. Circtime Override Options Every time the circulation of an item takes place, the due date is automatically generated based on the loan type assigned to it. The date assigned can be changed using the Circtime Override, see Circtime Override on page 165. The setting in Preferences determines whether the Return Date or the Number of Circulation Days should be used when Circtime Override is applied. Depending on the setting chosen, L4U will prompt for the due date or the number of days when applying the override. To make this selection: File > Preferences > Circulation > Select the Settings & Defaults tab. Auto Clear Circ Info The circulation screen displays the related client information during the circulation of an item. This information will remain on the screen until another circulation takes place, or the Auto Clear Circ Info time limit has been reached. The time for Auto Clear Circ Info is in seconds and may be adjusted: 1. File > Preferences 2. Click Circulation 3. Select the Settings & Defaults tab 4. Using the slider, adjust the value to reflect the preferred time A value of zero will leave the information on screen and will have to be manually cleared 5. Click Save Note: This setting does not apply to circulation on the web. If 0 (zero) is entered, the circulation screen will not automatically clear. Bonuses If a library chooses to award bonuses to patrons circulating a specified number of books, that value can be entered in Preferences. Once a patron reaches the designated number of circulations, L4U will display a message notifying the librarian using the circulation station that the bonus amount has been reached. The number of circulations required for a bonus is entered under: File > Preferences > Circulation > Select the Settings & Defaults tab > Bonus every X circs (X being the value entered).

65 Chapter 3 Preferences Fines and Points Fines or Points may be charged as a way to encourage timely returns or to help replace lost or damaged items. Fines or Points are accumulated based on overdues and are set up in the Preferences area of L4U. For more information on Fines & Points, see, see Fines and Points on page 193. Setting Fines In order for a library to charge for overdue items, fines must first be set up in the individual loan types and then Preferences. 1. File > Preferences 2. Click Circulation 3. Select the Settings & Defaults tab 4. Choose Keep a List of Client s Fines 5. Click in the field for Maximum Fine Allowed, and enter the appropriate value 6. Click Save Note: The actual Charges per Day is maintained in the Loan Type File. This allows the librarian to assign different monetary values for the various loan periods. If Keep a List of Client s Fines is selected but no fines have been accumulated, make certain that the Charges per Day is not zero. To enter the overdue fine amount, see Loan Types on page 74. Points Some libraries may decide to use points instead of fines. If this feature is activated, one point will be calculated per day overdue against the client who borrowed the item. For more information on setting up points, see Fines, Points & Other Charges on page

66 L4U Users Manual Note: If Use Points Instead of Fines is selected, a Minimum Warning Point Number will be required. When a client reaches the designated warning point number, an alert message will appear, notifying the librarian. Maximum Renewals Within circulation, a patron may renew an item for an additional loan period or until a specific date. To protect against the abuse of renewals, the librarian can mandate a maximum number of times an item can be renewed. This is done in the following manner: 1. File > Preferences 2. Click Circulation 3. Select the Settings & Defaults tab 4. In the field provided for Maximum Renewals, enter the preferred number If an unlimited number of renewals is preferred, Enter U 5. Click Save Circulation Control Defaults A number of Circulation settings are controlled from within Circulation and pertain to the current session only. Rather than change these settings each time a new circulation session begins, users can set the default in Preferences. To set the Circulation Control Defaults: 1. File > Preferences 2. Click Circulation 3. Select the Settings & Defaults tab 4. Click the desired options, see Circulation Controls on page Click Save Slip Printer A Slip Printer can be connected and set up for use with circulation. Various types of receipts can be issued at the time of circulation, see Circulation Receipts on page 168. This printer is optional and can be purchased from L4U Software. Contact the sales department at Sales@L4U.com for more details. To Connect and set up a Slip Printer: 48

67 Chapter 3 Preferences 1. Ensure the Computer is turned off 2. Connect the printer to the computer and power using the cables provided 3. Turn the Slip Printer on 4. Restart the Computer 5. File > Preferences 6. Click Circulation 7. Select the Settings & Defaults tab 8. Check the Slip Printer is Connected box 9. Select the correct Printer or Com Port for the slip printer On a PC, this needs to be a COM port. On a Mac, it will either be a Serial Port or Mac Printer Port 10. Click Save Limited Circulation System Options Once the slip printer has been connected, you can choose whether or not to allow slip printing from the Client file and from Circulation. Simply check the areas you wish to enable printing from. Some libraries have assistants whose main tasks are circulation and reserves of materials. This is called Limited Circulation. To limit access to only these necessary areas of the program, an Access Level is first created for Limited Circulation in Access Management. Then, choose this Access Level for the desired Homeroom and finally, assign circulation privileges in Preferences. 49

68 L4U Users Manual For more information on creating passwords, see Creating Access Levels on page 20. To select the Limited Circulation settings: 1. File > Preferences 2. Click Circulation 3. Select the Limited Circulation tab 4. From the Interface Control Limitations, choose those relevant to the individual using the password 5. If applicable, Enter a Max Out Override Code 6. Click Save Max Out Override Code Individual clients can be assigned a maximum number of items they can borrow at one time. If a client has reached their maximum, and an additional item needs to be circulated to them, entering the Max Out Override Code will allow the circulation. For more information on circulating materials, see Circulation on page 149. The Max Out Override Code field will accept a two character alphanumeric entry. Disable Client Display The circulation screen will maintain the client information including a client picture (if stored in the client record) until either a book is checked in, another client is entered, or the Auto Clear Circ Info time limit has been reached. Selecting Disable Client Display will display the client information but does not include the client picture. Disallow Students with Overdues to Circulate Books When this option is activated, those patrons with overdues will be unable to circulate any additional items. The circulation screen will display a notification that the patron has overdues. Circulate Books In/Out Only When selected, these options allows the Limited Circulation password user to only circulate items in or out to clients. This feature may be useful prior to a library closing (for holidays or the year) or if the password user is only responsible for the checking out or return of borrowed materials 50

69 L4U Mobile Chapter 3 Preferences L4U Mobile is a powerful tool designed to allow mobile collections (i.e. Bookmobiles etc.) to circulate Library Resources in and out of the collection via a remote computer. L4U Mobile is not connected to the main L4U Platinum Elite data except during synchronization (upload of the off site circulated items). L4U Mobile may be installed on most modern Windows or Macintosh laptop and workstation computers. For information on setting up and using L4U Mobile, see L4U Mobile on page 440. MARC Within the MARC section of Preferences, there are several options available to customize the data entry & import process. For more information on MARC records and L4U, see MARC Records & L4U Records on page 311 Modify MARC Tags L4U utilizes templates when importing and exporting MARC records. These templates determine where MARC data is stored in the L4U record and vice versa. To create new templates or modify existing ones, Select File > Preferences > MARC > CheckMARC & Tags. Click Modify MARC Tags. For more information, see Master Import Template on page 319. Defined MARC Tags L4U maintains a MARC tag guide or catalog. This information is used when cataloging or making changes to a record using the MARC Record Editor or adjusting the MARC import templates. The MARC tag catalog can be accessed and modified to keep it up to date with the current MARC standards. For more information, see Defined MARC Tags on page

70 L4U Users Manual Use MARC Tags for Added Entries/Subjects When an Added Entry is entered into a record, the MARC tag default will always be 700a. New subjects will always be entered as 650a. For more information on MARC tags, see What is MARC? on page 310. By setting the Use MARC Tags for Added Entries/Subjects option to Yes, users will be prompted to enter the MARC tag and subfield code(s) each time a subject and/or added entry is entered. With the option set to No, the defaults will automatically be applied. This option can be found at, File > Preferences > MARC > CheckMARC & Tags. Z39.50 Search Requests If you wish to allow other libraries the ability to search your collection via the z39.50 protocol, Select Allow z39.50 search requests. This feature must be licensed. For more information, contact Sales@L4U.com. L4U CheckMARC Settings These settings are only enabled in data files that have been licensed for use with L4U CheckMARC. For information on the setup and use of CheckMARC, see Check- MARC Setup on page 396. Advanced Settings The Advanced settings area of Preferences is where you input configuration, enter L4U Union information (For L4U Platinum Users and only enabled when licensed for this feature), and make system setting adjustments (only when directed by a L4U Support representative). The account information entered here is used when sending messages from various areas of the program. These fields must be entered completely for any of the options in L4U to function. These options include ing overdue notices or ipac bookbag, Backup failure notifications, etc. Contact your system network administrator for the correct information. 52

71 To enter the account information: Chapter 3 Preferences 1. File > Preferences 2. Click Advanced 3. Select the tab 4. Enter the information in the fields provided Address field should have an address entered. This will ensure the Sent From field in L4U generated s is populated. 5. To test the settings, Click Send Test 6. Enter a destination , Click Ok to Send, otherwise Cancel Be patient as the timeout error is 60 seconds. 7. Click Save Direct Update L4U Union is L4U s central cataloging or centralized storage of materials module for L4U Platinum Users (not Platinum Elite) and has been superseded by L4U Enterprise. For more information on Direct Update, please refer to Chapter 27, L4U Union in the L4U Platinum User Manual v2.3. Advanced System Settings The Advanced tab of Preferences stores a number of settings relevant to the system performance and log generation. Superuser Access Password The Superuser Login has total access to all of L4U functions. Disabling this will turn off the Superuser Login. For more information on this topic, please see Superuser Access Password on page 18. Warning: Ensure library administrative staff have their PINS/passwords assigned BEFORE if it is decided to disable Superuser access. Failure to do so will lockdown L4U. 53

72 L4U Users Manual Modify Passwords Passwords are a vital part of the L4U program as they control the level of access granted to each individual user. This button is used for changing the first level passwords. For more information on editing and adding passwords, see Passwords on page 15. O/S Scheduling Preferences If these settings were adjusted in error, reset them to default by: 1. File > Preferences 2. Click Advanced 3. Select the Advanced tab 4. Under O/S Scheduling Preferences, Click Defaults 5. Click Save Warning: Making adjustments to these settings without complete information and direction will adversely affect the performance of L4U. Please contact L4U Support Services before modifying these options. Active Directory Integration L4U users can login using their Client Code/PIN combination, their Windows login credentials or both. For more information, please see Active Directory Integration on page 23. Logs Log generation is currently used as a troubleshooting tool. Therefore, settings should only be adjusted if directed to do so by L4U Support Department Barcodes & Reports 54 L4U is compatible with any barcode that your scanner is capable of interpreting. However, L4U can only print Code 3 of 9 no Check Digit (or Code 39 no Check Digit) barcodes. In order to take advantage of all the features available in L4U, it is recommended that Code 3 of 9 be used on all barcode labels. The barcode field is an alphanumeric field. This means it will accept both numbers and letters (except spaces), up to a maximum of 14 digits. Patron barcodes can have a prefix to identify the barcode as a patron, but this is not necessary. It is very important to maintain consistency in the way that barcodes are assigned to both items and clients. To assist with this, L4U has Preference settings to format the barcodes used in the system. Enterprise Acquisitions/Library Barcodes L4U Enterprise has the option for location specific barcode formats. This includes barcode length, prefix and the option to allow the end user to produce a new accession number.

73 Chapter 3 Preferences It is recommended that the barcodes for the Acquisitions and the Library File maintain a consistent number of digits. This means that leading zeros are used as place holders, regardless of whether or not a specific leader is used. It is possible to have L4U assign the next available barcode when entering new materials or the end user can manually request the next number. L4U can check the length of manually entered barcodes to ensure consistency. To set the format required for the library s barcodes follow these steps. 1. File > Preferences 2. Click Barcodes & Reports 3. For Use Location Preferences for Accession # s: Select Either: Yes, if location specific barcode formatting is desired. The Barcode options are then configured in Locations, see page 17 in the Enterprise Administrator Manual. Then, Click Save. No, if district wide barcode formatting is required. Please proceed to the next step. 4. If No, Choose Yes or No to Display Accession Number Generator Yes is recommended as this will allow the end user to request the next accession number manually. 5. Enter the next available barcode number Enter the number only. Do not include leaders or leading zeros 6. Enter the preferred format 55

74 L4U Users Manual Include prefix and, using zeros, enter the exact number of digits. Example: BW Once the format has been entered along with the next available number, a preview of the next available barcode number will appear. This is an accurate representation of how the barcode number will be entered into the acquisition records. 7. Choose the desired setting for Maintain Accession # Length If Yes is chosen, a notification will appear in Acquisitions when a barcode number is entered using the incorrect format. 8. Click Save Accession Numbers as Integers The Integer option is applicable only when a conversion from another automation system has taken place, and the barcode numbers within the data do not accurately reflect the physical barcodes that exist on the library materials. Warning: This should only be used if directed by L4U Support staff. If used improperly, the barcodes stored in the data file will be altered. Please contact the Support Department at L4U Software before using this feature. Platinum Elite Acquisitions/Library Barcodes It is recommended that the barcodes for the Acquisitions and the Library File maintain a consistent number of digits. This means that leading zeros are used as place holders, regardless of whether or not a specific leader is used. It is possible to have L4U assign the next available barcode when entering new materials, and/or check the length of manually entered barcodes. To set the format required for the library s barcodes follow these steps. Note: The Barcode number in L4U is also the Accession number. This way there will always be a unique number representing each individual item. 1. File > Preferences 2. Click Barcodes & Reports 56

75 Chapter 3 Preferences 3. Platinum Elite users can ignore User Location Preferences for Accession # s: 4. Choose Yes or No to Display Accession Number Generator Yes is recommended if L4U will print the barcodes. This will allow the end user to request the next accession number manually. 5. Enter the next available barcode number Enter the number only. Do not include leaders or leading zeros 6. Enter the preferred format Include prefix and, using zeros, enter the exact number of digits. Example: BW Once the format has been entered along with the next available number, a preview of the next available barcode number will appear. This is an accurate representation of how the barcode number will be entered into the acquisition records. 7. Choose the desired setting for Maintain Accession # Length If Yes is chosen, a notification will appear in Acquisitions when a barcode number is entered using the incorrect format. 8. Click Save Accession Numbers as Integers The Integer option is applicable only when a conversion from another automation system has taken place, and the barcode numbers within the data do not accurately reflect the physical barcodes that exist on the library materials. Warning: This should only be used if directed by L4U Support staff. If used improperly, the barcodes stored in the data file will be altered. Please contact the Support Department at L4U Software before using this feature. Enterprise Client File Barcodes Each client is assigned a client code that can be printed as a barcode for quick and easy circulation. The client barcodes are distinguished from the library item barcodes by assigning a prefix to the client codes. L4U allows for two prefixes to be used as client designators. These prefixes can be alpha or numeric and are a single character. If your library doesn t support client prefixes, this feature can be disabled. If Client Code prefixes are required, please refer to the following section, Platinum Client File Barcodes. 57

76 L4U Users Manual If disabled, L4U will scan both the Library File and Client File for a match. L4U will prompt the user for clarification in case the code exists in both files. To access this feature: 1. File > Preferences 2. Click Barcodes & Reports 3. Click No, Client Prefix is mandatory: 4. Click Save Note: Most Enterprise installations use another system as the Client Code authority. In other words, the Student Information System generates the Client Code so the Client Prefix is Mandatory is disabled. Platinum Elite Client File Barcodes Each client is assigned a client code that can be printed as a barcode for quick and easy circulation. The client barcodes are distinguished from the library item barcodes by assigning a prefix to the client codes. L4U allows for two prefixes to be used as client designators. These prefixes can be alpha or numeric and are a single character. This is useful if a distinction between client types is necessary. During client entry, L4U will automatically assign the next available client code, based upon the format entered here. During the importing of client files, L4U will look for the first prefix assigned in Preferences. If the prefix does not exist in the code, L4U will add the prefix to the imported client codes. Note: L4U will always default to the first prefix assigned in Preferences. Ensure that the most commonly used prefix is entered in the first field 58

77 Chapter 3 Preferences. To set the Client Code format: 1. File > Preferences 2. Click Barcodes & Reports 3. Select the Barcodes & Report Delimiters tab 4. In the fields provided, enter the two prefixes for use in the client file. 5. Enter the appropriate information for formatting (excluding the prefix) 6. Click Save Note: If the client code prefix is changed without updating the existing client codes, L4U will no longer recognize the previous client codes. An error will display, explaining that this item does not exist in the data file. 59

78 L4U Users Manual Report Editor Default Delimiters The Report Editor has the option to print to a printer or Print to File.The Print to File option creates an ASCII text file by default. The user can specify how the fields and records are delimited. By default the end of field character is tab and the end of record character is carriage return. This is useful for those clients wishing to use information stored within the L4U program in a different program. The delimiters in the file can be adjusted to accommodate the requirements of the second program. To adjust the report editor delimiters: 1. File > Preferences 2. Click Barcodes & Reports 3. Select the Barcodes & Report Delimiters tab 4. Enter either the ASCII Code or the symbol into the End of Field and End of Record fields L4U automatically determines the correct ASCII code or symbol dependant upon which field the value was entered. 5. Click Save Advanced Bookings In addition to the L4U product, L4U Support offers the Advanced Bookings Module. L4U s Advanced Booking features are designed specifically for centralized Resource Centres, and like all L4U products, is available for either Windows or Macintosh. Shipping lists, copy management, visual calendars, pick lists, authority control and automatic shipping labels are just a few of the standard features found in this module. This option in Preferences will only display if the Advanced Bookings Module has been purchased. For information on Advanced Bookings, see Advanced Bookings Module on page 404. For Purchasing information on the Advanced Booking Module, consult a L4U Software Sales Representative. 60

79 C HAPTER 4 CLIENT ENTRY Creating Homerooms (Categories or groupings for individual Clients) Modifying Homerooms Global Changes to Homerooms Creating Client records Adding pictures to Client records Modifying Clients Client Cards 61

80 L4U Users Manual Homerooms Homerooms are any division or group of clients. This can mean homerooms in a school, schools within a district or even individual groups within an organization. Homerooms are used to track clients, for Overdue reporting and to determine L4U & Web Privileges for clients. Because each client must belong to a group, it is recommended that the homeroom codes be set up before entering individual clients. Homerooms in L4U Enterprise L4U Enterprise has special considerations because it is the combined holdings of two or more libraries or collections. This is also known as a Union Catalog. Homerooms take on more importance if L4U is licensed for L4U Enterprise. Please contact your L4U Administrator or refer to Homerooms in the Enterprise Environment on page 10 in the Enterprise Administrator Manual for more information on this subject. To create a Homeroom: Functions > Homerooms 2. Click Add Item 3. In the Main Information Tab, Enter the appropriate information Mandatory fields include Homeroom Code and Homeroom Name Optionally, Access Level or Select Locations may be editable. If so, make the appropriate selection from the drop down list as directed by the District Librarian. 4. Click Save To exit without saving, Click Cancel Homeroom Code The Homeroom Code can be a maximum of eight characters in length, and is used as a shorthand identifier for the homeroom. It is used in the Client file,

81 Chapter 4 Client Entry appears in several areas of the program and is a mandatory field when creating Homerooms and Clients. Homeroom Name Homeroom Name is a mandatory field and must be entered when creating Homerooms. The name can be the individual (Teacher) in charge of the group, the room name where the group meets or grade level. Example: Mr. Rowland or Room 205 or Grade 11. Number of Clients The Number of Clients field is automatically generated by L4U as the clients are assigned to the homeroom. Phone Number and Address The Phone Number and Address, although not mandatory fields, will be used as part of the header when printing Overdue reports by Homeroom. Address If the overdues for Homerooms feature is going to be used, this field is necessary. The server credentials in Preferences, see on page 52, must also be assigned. Access Level The Access Level determines the Homeroom members L4U Privileges. This option may be accessible only by the District Librarian. Please see Login Screen on page 17 for more information on configuring Access Levels. Select Locations Locations usually refer to any location where materials are housed. In L4U Enterprise, location refers to the school or campus and not to a sublocation in the collection. Please see Locations Allowed on page 13 of the Enterprise Administrator Manual for more information on Locations. For L4U Platinum Users: Please refer to Locations on page 78 of this manual. Active Clients The Active Clients Tab contains a list of all clients assigned to the homeroom. The list is automatically generated by L4U as the clients are entered. This client list can be printed by Clicking Print. To exit this screen after making changes on any screen, Click Save. To exit without saving changes, Click Cancel. 63

82 L4U Users Manual ipac Search Results Display Customization Libraries that are licensed for L4U Freedom have the ability to easily customize the way search results are displayed in the ipac and, if allowed, in Freedom as well. The search results display may be customized for individual homerooms, allowing you to present different types of information to different groups of clients. You have control over: Whether to use English, French or Spanish as the default language for the display Which fields appear on the search results display The labels used for the columns on the display. You may customize the labels in English, French and Spanish The width of each column of the display Search results display options, e.g.: Similar Searches, Display Search Suggestions, etc. To customize the ipac Results Display for a specific homeroom, see Creating a Customized Search Results Display for a Homeroom on page 30 in the L4U Web Manual. Freedom Customization is discussed in Freedom Customization on page 31 of the L4U Web Manual. Note: Which display is presented to the user is determined as follows: If the user is not logged in, the version of the display set in Preferences as the library s default will be used. If the user is logged in, the version of the display set in their Homeroom will be used. If no customization has been saved for their Homeroom, the version in Preferences will be used. Web Privileges Web Privileges are settings that control the feature set that clients within the selected homeroom have access to and must be set up before clients can login and access many of the features of L4U on the Web. Circulation, Renewals, Histories, Reserves/Bookings and Acquisitions options can be set up during the creation of a homeroom; however, Login/PIN Settings are best entered after the individual clients have been assigned to the homeroom. To set up Web Privileges, see Setting Web Privileges on page 27 in the L4U Web Manual. Modifying Homerooms Homeroom records can be modified at any time. L4U automatically generates client totals, but all other fields excluding Homeroom Code, can be changed. To modify a Homeroom: 1. Functions > Homerooms 2. Locate the Homeroom to be changed 64

83 Chapter 4 Client Entry This can be done by scrolling the list or through a Query 3. Double Click the record 4. Make the necessary changes Homeroom Code can not be edited 5. Click Save Global Changes to Homerooms Globals permits large scale changes to the Homerooms file. Globals may be used when modifying a specific field or fields in a large number of records. Warning: This is a very powerful and time saving feature. Use caution when making any type of Global Change. Global Changes cannot be undone. Although it is not required, we recommend that a Subset be created of the records to be changed before performing the Global Change. It is highly advised to ensure that you have a current backup of your data before performing Global Changes. To make a Global Change to a group of Homerooms: 1. Subset or Highlight the records to be changed 2. SHIFT + Click Globals 65

84 L4U Users Manual 3. If records were highlighted but not Subset, a confirmation screen appears. Select either Only the X highlighted records or the Current Selection of Y. 4. The Homeroom Global Changes screen is displayed. Changes to the phone number, address and address information may be made directly on this screen. Note: Only sites licensed for L4U Enterprise will have access to Locations. Superuser access is required to modify Access Level. 5. To change the ipac Search Results Display for the selected Homerooms, Click ipac Customization. See Creating a Customized Search Results Display for a Homeroom on page 30 in the L4U Web Manual for further information. When finished, Click Save to return to the Homerooms Global Changes screen. To return without saving your changes to the ipac Search Results Display, Click Cancel. 6. To change the Web Privilege settings for the selected Homerooms, Click Web Privileges. See Setting Web Privileges on page 27 in the L4U Web Manual. When finished, Click Save to return to the Homerooms Global Changes screen. To return without saving your changes to the Web Privileges, Click Cancel. 7. When all changes have been made, Click Proceed to continue. 8. The Confirmation of Homeroom Global Changes screen is displayed, showing all the changes that will be made to the selected Homerooms. In addition, you are 66

85 Chapter 4 Client Entry given the option to clear fields that have not been changed. Clearing a field will remove any information previously stored in that field. 9. Review the proposed changes carefully. If any of the changes are unwanted, Click on the box at the left of the change to remove the check mark from the box. 10. If you wish to clear any other fields or settings, Click the box at the left of the field or setting to place a check mark in the box 11. When you are satisfied that the confirmation screen displays only the changes that you want, Click Update Click Back to return to the Homeroom Global Changes screen to modify any of these changes. Clients Clients can be entered into the L4U program in one of three ways. The most efficient way to enter clients, is to import them from an ASCII text Tab delimited file. For instructions on this procedure, see Import Client Data on page 332. The second method is to manually enter each client individually either directly from the Client file or from Circulation ( Modifying and Adding Clients on page 154). Finally, Adding & Modifying Clients, Fines & Histories is also available in L4U Freedom. Please refer to Freedom Client Management on page 128 in the L4U Web Manual. L4U Enterprise Considerations If your privileges allow you to modify clients or items in more than one location, select the correct location from the drop down list before making any edits. If the drop down list isn t enabled, then your privileges allow access to just one location. 67

86 L4U Users Manual To create a Client in the Client file: 1. Functions > Clients 2. Click Add Client 3. In the fields provided, Enter the appropriate information. Mandatory fields include: Client Code, must be unique. To generate another L4U Client Code, click the icon beside the Client Code field. For L4U Platinum Users: The Client Code must start with the designated prefix Last Name Homeroom 4. Additional information may be added by selecting the various Tabs, which are described below 5. Click Save 6. Repeat step 2 through 5 until all clients have been entered Note: Client Entry defaults for Homeroom Code, Client Type and Max items out can be set in File > Preferences > Admin > Entry Defaults. Standard Info The Standard Info Tab contains basic client information. It includes several fields that are entered by the user and others that L4U generates automatically. Some of these fields are self-explanatory, where others require some explanation. They are: Maximum The Maximum field is for the maximum number of items that a client may borrow at one time. This value must be greater than zero in order for a client to circulate library items. Suspended This feature can be used to temporarily suspend Clients from circulating library items. If Yes is selected in the client file and the Client attempts to borrow an item, a warning message appears on the circulation station. Fines/Points The various fines/points fields are automatically generated by L4U and are non-editable fields. The Total Active Fines is the amount owing on items currently overdue and not yet returned. Whereas the Fines/Points Total is the 68

87 Chapter 4 Client Entry current balance owing on previously accumulated fines for items that have been returned. The information displayed here is derived from other areas in L4U, see Fines and Points on page 193. Other Charges The Other Charges Total is only displayed in this field. The itemized charges can be entered from circulation or in the Other Charges tab, see Other Charges on page 196. Type Type is a user defined field for identifying Client categories. This field utilizes a pop up list for entering the value. Example: Teacher vs. Student. When entering a number of clients at one time, this field will display the default values entered in Preferences. Circ. Override (days) A Client s Circulation Override value will take precedence over the Loan Type Code. This setting is useful for Patrons who require set circulation periods that usually exceed a normal Loan Type period. For Example: If a Client with a Circ Override of 10 days checks out a book with a Loan Type Code set to 7 days, the due date will be 10 days from the date taken out. Totals Total Out this Year and Total Items Out Now are L4U generated circulation counts that can be viewed only. Additional Info The Additional Info tab contains contact information for the client. As well, it is where the PIN (Personal Identification Number) is entered. A PIN has to entered if the patron wants to log into L4U. address is necessary to send Overdue Notices & Bookbag lists. Any information entered in the Message field will be displayed in circulation. The Network Username is only necessary when Active Directory integration is enabled in Preferences. For more information on Active Directory integration, see Active Directory Integration on page 54 in Preferences. 69

88 L4U Users Manual Items Out Now The Items Out Now tab is a list of all items the client is currently borrowing from the library. Items listed in red are overdue. Notes The Notes tab is a large text field that can be used to maintain any required information pertaining to the individual client. Other Charges Charges other than late fines can be entered in a client record. These charges can be entered from either the circulation screen or directly from the client record, see Other Charges on page 196. Fines The Fines tab contains details regarding all fines accrued. This includes the Title of the item that the fine was charged for, the amount paid on the fine and/or if the fine was waived. For more information on paying fines, see Payments on page 198. Fines History If Keep a List of Client's Fines is turned on in Preferences, see Setting Fines on page 47, the Fines History tab will be displayed. It contains details of all payments made on fines and other charges including partial payments and waived fines. 70

89 Chapter 4 Client Entry Histories The Histories tab is only available when histories have been enabled in Preferences, see Inventory & Miscellaneous on page 38. For more information on Histories such as Viewing, etc., please see Histories on page 254. Adding Pictures to Client Records Modifying Clients Client pictures can be imported into the client file in a single procedure, see Importing Client Pictures on page 335, or imported into the individual client records. If the picture exceeds the recommended size (100kb), L4U will automatically resize the graphic to a thumbnail (128x128 pixels). To add a picture to a client record: 1. Functions > Clients 2. Locate the appropriate Client record This can be done by scrolling the list or with a Query 3. Double Click the record 4. Right Click the picture field 5. Click Import 6. Locate the file to import 7. Click Open Client records can be modified in one of three ways. Clients with new or updated information can be imported and the old records overwritten, see Import Client Data on page 332, or the records can be manually updated from either the Client file or Circulation, see Modifying and Adding Clients on page 154. Finally, Adding & Modifying Clients, Fines & Histories is also available in L4U Freedom. Please refer to Freedom Client Management on page 128 in the L4U Web Manual. 71

90 L4U Users Manual Client Cards 72 To modify a client record from the Client file: 1. Functions > Clients 2. Locate the appropriate client record This can be done by scrolling the list or with a Query 3. Double Click the record 4. Make the necessary changes 5. Click Save To exit the record without saving, Click Cancel Warning: Although the Client Code is an editable field, it is not recommended that the code be changed once the client has borrowed library items. To make changes to several client records at the same time, see Globals on page 143. L4U has a built in template for printing your own client cards. This template can be printed on labels or the card stock of your choosing. For details on printing client cards, see page 225. L4U Software also provides a client card printing service that is initiated from within the L4U program. We will print your client cards on a PVC card including, barcode, client picture, background graphic (may include school logo) and client information. Contact the sales department for pricing. To access the client card order area of L4U: 1. Functions > Clients 2. Subset client record for which cards are required 3. SHIFT + Click Globals 4. Click Cards 5. The L4U Client Card - Wizard launches Contact L4U Software for more information on ordering Client Cards. Note: Client Card orders processed using the L4U Client Card - Wizard are sent directly to L4U Software. Please do not use this feature unless purchasing pre-printed client cards.

91 Chapter 4 Client Entry 73

92 C HAPTER 5 CONTROL FILES Creating loan types Adding graphics to loan types Defining circulation periods Local Call Number generation options Creating locations Creating media types Creating department types Creating vendor types Creating and Merging publishers Merging control files Viewing order information Modifying control files 73

93 L4U Users Manual Control Files The Control Files are a special area of L4U where financial, statistical and other important information about the collection is stored. Media types, Locations and Circulation Periods are all kept in the different Loan Types. Control Files in L4U Enterprise L4U Enterprise has special considerations because it is the combined holdings of two or more libraries or collections. This is also known as a Union Catalog. If your local collection is part of a Union Catalog, L4U needs to know if the Control File item belongs to all Locations or is in use in one Location only. This is important if site specific information such as statistics needs to be tracked or inventory by location needs to be performed. For more information on union catalog considerations, please contact your L4U Administrator or refer to Control Files in L4U Enterprise on page 15 of the Enterprise Administrator Manual. Loan Types Loan Types are the most important of the Control Files as they are responsible for the circulation periods of library items and the tracking of circulation statistics. Loan Types can also be used as a part of the Local Call Number (Spine Label). As Loan Type is a mandatory field within each library record, a default entry can be assigned within Preferences. To assign a Default Setting, see Acquisitions Defaults on page

94 Chapter 5 Control Files Creating Loan Types Loan Types have designated Codes that are used throughout the program. The definition and the details assigned to each Code are maintained in the Loan Type File. To Create a Loan Type: 1. Authority Files > Loan Types 2. Click Add 3. In the field provided, enter up to 8 characters (alpha or numeric) for the Loan Type Code 4. Enter the Loan Type Name This name is used in the MARC record. 5. Enter the Loan Period in Days or Minutes If using Minutes, select the Minutes option in Loan Period 6. If charging fines for Overdues, enter the Charges Per Day and Max Fine 7. Enter the Budget amount for the year 8. Select Yes or No for Override Client s Max Days Out By selecting Yes, the Loan Period entered here will override any Client whose Max Days Out exceeds this value 9. From the drop down list, select if this loan type is to be part of the Local Call Number 10. Click Save To exit without saving the record, Click Cancel Note: Any additional fields such as Budget information and Circulation Statistics will automatically be generated as library items are created and circulated. Adding a Graphic to Loan Types If a graphic is to be associated with a Loan Type, it can be added in the Loan Type File. To add a graphic to a Loan Type: 75

95 L4U Users Manual 1. Authority Files > Loan Types 2. Locate the appropriate loan type record This can be done by scrolling the list or with a Query. 3. Double Click the Loan Type 4. Click the Graphic field 5. Edit > Paste Or use the keyboard shortcut: CNTRL + V 6. Click Save Note: Select the new graphic from its original source and copy it to the computer s clipboard before opening Loan Types. Adding Location Maps to Loan Types Administrators or Librarians may find it useful to create a location map for a particular Loan Type. This is especially beneficial if resources are maintained in various areas throughout a building or various buildings throughout a campus. For collections housed in a single locale, a shelf location may also be helpful. The map assigned as part of a Loan Type can be viewed by the library administrator within the individual item records. To add a map to a Loan Type: 76 Note: Select the new graphic from its original source and copy it to the computer s clipboard before opening Loan Types. 1. Authority Files > Loan Types

96 Chapter 5 Control Files 2. Locate the appropriate record This can be done by scrolling the list or with a Query 3. Double Click the Loan Type 4. Click Map 5. An Alert will display, Click Create 6. Click the Map field 7. Edit > Paste The graphic will appear as a negative in the map field The same map can be added to another Loan Type by Selecting from the Link to drop down menu 8. Click Save Circulation Time With the exception of the Loan Type Code, it is possible to modify the individual Loan Type details. The field most likely to be changed is the Loan Period. This change can be made to an individual record or to a group of records at one time. To change the Loan Period of one or more Loan Types: 1. Authority Files > Loan Types 2. Subset the records to be changed 3. Click Circ. Time 4. Enter the new value 5. Click OK 6. Confirm the correct number of records are about to be changed. Click OK If the number of records to be changed is incorrect, Click Cancel and redo the subset Local Call Number Generation Loan Type Codes can be set to automatically be part of the Local Call Number of the Library Items that belong to that Loan Type. This feature allows specific Loan Types 77

97 L4U Users Manual to have their Codes be either included or excluded from automatically being included in the Local Call Number. Locations There are three settings that can be applied: Use Setting in Preferences This setting applies whatever the global setting in Preferences states. Add this Loan Type to Call Number This setting will cause this Loan Type Code to automatically be added to the Local Call Number regardless of the global setting in Preferences. Ignore this Loan Type in Call Number This setting will prevent this Loan Type Code from being added to the Local Call Number regardless of the global setting in Preferences. For more information on the Preference Setting, see Automatic Local Call Numbers on page 31. All materials in the collection belong to a location. Locations apply to any site where materials are housed. This could be as simple as a room with audio visual equipment or classrooms which store their own textbooks to individual schools or campuses within a school district or union. Locations have more importance if L4U is licensed for L4U Enterprise, such as location specific Preferences and Automatic Location Detection. Please refer to Location 78

98 Chapter 5 Control Files Control File on page 17 in Enterprise Administrator Manual for more information on L4U Enterprise considerations. As Location is a mandatory field within each library record, a default entry can be assigned within Preferences. In L4U Enterprise, the default location is set automatically to the correct location if you have access to only your current location.to assign a Default Setting, see Acquisitions Defaults on page 30. To create a new location: 1. Authority Files > Locations 2. Click Add 3. In the field provided, enter up to 8 characters (alpha or numeric) for the Location Code 4. Enter the Location Name This name is used in the MARC record. 5. Enter the Location Budget if required 6. Enter the Location s address & other particulars 7. Click Save To exit without saving the record, Click Cancel Note: Values in the Total Inventory & Spent Year to Date information will automatically be generated as library items are created or deleted. However, when reopening this location, Click in the Number of Items in Library or Acquisition File to update those totals. ebooks Common Area L4U Enterprise allows the District Librarian to create a Common Area for the repository of ebooks. A location of _EBOOKS is assigned to this Common Area and all materials assigned to this location will appear in all ipac searches regardless of their current location. Physical and electronic resources are easily integrated in the same collection. These resources show up in the ipac with a special icon. To configure the ebooks Common Area: 1. From the Admin Utility, Authority Files>Locations 2. Click Add 79

99 L4U Users Manual 3. Location Code must be _EBOOKS, but the Location Name can be anything descriptive 4. Click Save Create some Media Types that correspond to the format of the item, eg: epub, pdf, etc. 5. Catalog the desired materials and ensure the Location is _EBOOKS Note: The cataloger s Home Room must have access to the _EBOOKS location. 6. These materials will appear in ipac searches with the ebook graphic 7. The graphic only shows in the Item Detail or any Search Result Display other than List Media Media refers to the format of the Library Item, most commonly Paperback and Hardcover Books. Since library collections are comprised of many types of resources, the Media file tracks the various mediums and the budgets associated with each. Creating Media Types The Media or the GMD (General Material Designation) of an item is usually contained within the item s MARC record. However, a user may wish to customize the existing codes or create additional ones. To create a new Media: 80

100 Chapter 5 Control Files Departments 1. Authority Files > Media 2. Click Add 3. In the field provided, enter up to 8 Characters (alpha numeric) for Media Code 4. Enter the Media Name This name is used in the MARC record. 5. In the field provided, enter the Budget amount All additional budgetary figures, such as Dollars Left in Year, will automatically be generated by L4U 6. Click Save To exit without saving, Click Cancel L4U utilizes Departments as another means of tracking budgets and categorizing materials. Departments can be a used for curriculum information, or as a way of grouping subject matter. For example: All Math texts and associated materials could comprise the Mathematics Department. A special feature of Departments is to maintain textbooks or other items that do not need to be viewed or accessed via the ipac. This is known as a Hidden Department. Note: Departments can be used for sublocation within the collection at the campus or school in L4U Enterprise. Creating Departments Although Department is a mandatory field within individual library records, it can be used for any purpose. The option to hide a Department from ipac makes this an extremely valuable field. To create a new Department: 81

101 L4U Users Manual 1. Authority Files > Departments 2. Click Add 3. Enter up to 8 characters (alpha numeric) for the Department Code 4. Enter the Department Name This name is used in the MARC record. 5. In the field provided, enter the Budget amount for the year All other budgetary figures will automatically be calculated as items are created and deleted 6. Select Display in ipac or Hide in ipac This setting determines whether or not patrons will have access to records within this department while searching in the ipac 7. Click Save To exit without saving the record, Click Cancel Note: Departments can also be hidden from the Items Out & Inventory screen, where it may be preferable to hide items such as Textbooks. To set this option, see Hidden Departments on page 39. Hidden departments will display in red on the Departments list view. Vendors Library materials suppliers information is maintained within the L4U Vendor File. Information such as account numbers and money spent year-to-date can be found in the individual Vendor records. If the Vendor Files are kept complete and up to date, it is possible to generate orders directly from the L4U program, see Purchasing on 82

102 Chapter 5 Control Files page 283. Vendors is also a mandatory field within the individual library records. Once the individual Vendors are created, the default can be set in Preferences. Creating Vendors Vendors, like the other Control Files, use Codes to simplify data entry. Each Code must be unique within the Vendor File. Vendor accounts can be created to include information such as account numbers and the name of a sales representative. To create a Vendor: 1. Authority Files > Vendor 2. Click Add 3. Using up to 8 characters (alpha numeric), enter the Vendor Code 4. Enter the Vendor Name This name is used in the MARC record. 5. If applicable, enter the following fields Our Account # (Assigned by the Vendor for ordering purposes) Timing of Claims (Return policy for damaged materials) Rep Name (If the same sales representative is responsible for all orders) Rep Phone (May also be used for the order desk phone number) 83

103 L4U Users Manual Publishers 84 Address (The address that all orders are sent to) Cancellation Period (Restrictions on cancellations) 6. Enter the Budget for this Vendor All other budgetary figures and Inventory counts will automatically be created as library items are created and deleted 7. Click Save To exit without saving the record, Click Cancel Note: Certain features of the L4U program rely on complete data entry within the Vendor records. Although it is possible to use a Miscellaneous default, the ability to use the program to its full potential will become limited. L4U also maintains Publishers as Control Files. They contain specific information about the Publisher, such as location, budget and the number of associated library items. The Publisher File is also used as an Authority for maintaining data consistency. Creating Publishers Any time that a MARC record is imported into the data file or an original entry is made, L4U automatically creates a Publisher record. The information entered includes Publisher name, location and the number of associated library items. Although these records are automatically generated, it is possible to enter a Publisher manually. To create a Publisher record without a library record: 1. Authority Files > Publishers 2. Click Add 3. Enter the Publisher Name 4. Enter the Place of Publication most commonly associated with the Publisher Separate Publisher records can be created for alternate locations 5. In the field provided, enter the Budget L4U will automatically calculate all other fields as library items are created and deleted

104 Chapter 5 Control Files 6. Click Save To exit without saving the record, Click Cancel Merging Publishers Quite often libraries have several different sources for their MARC records, or have several different people entering data. Inevitably, the same information can be entered in different ways, creating inconsistencies within the data file. Publishers can be merged to maintain data consistency. This process combines multiple records that represent the same Publisher, but have separate entries. Example: Scholastic Book and Scholastic Book Services. To merge two or more Publishers: 1. Authority Files > Publishers 2. Locate the necessary records This can be done by selective Subset or through a Query. For details on working with records, see Working in List View on page Subset the records to be merged 4. Highlight the record that all other records should be changed to 5. SHIFT + Click Merge 6. A Confirmation screen will require verification for the number of records to be merged and the new Publisher name, Click OK The main list will reappear with the changes in effect Viewing Order Info Once an order has been placed, it is possible to view the dollar amount associated with a specific Loan Type, Media, Department, or Vendor. As well, an Alert message will state the amount remaining in the budget for that File. To view this information: 85

105 L4U Users Manual 1. Authority Files > Control File of choice 2. Locate the appropriate record This can be done by scrolling the list or with a Query 3. Double Click the individual record 4. Click Order Info 5. To exit, Click OK Note: Items will only be considered an outstanding order if the correct status has been assigned to them. For more information on orders, see page 284. Modifying Control Files With the exception of the designated Code, the details associated with a specific Control File can all be modified. This is done by accessing the appropriate record, selecting the information to be changed and making the necessary changes. For more information on locating and working with records, see Data Management on page 129. When the changes are complete, Click Save. If it becomes necessary to modify the Code, a new record must first be created, and a Global change performed to update all records containing the old code to the new code. The old code can then be deleted. For instruction on Global Changes and Deleting, see Data Management on page 129. Note: The fields within the control files that L4U automatically generates cannot be modified manually. This includes budget and/or inventory figures, and any circulation statistics. 86

106 C HAPTER 6 DATA ENTRY Entering library items (Original Entry Cataloging) Tips and tricks for data entry Primary & Secondary Information Tabs Duplicating Items Automatic Item/Record Entry Importing (Copy Cataloging) from Internet Sources Posting to the Library file ISBN Utility Modifying the Library File Items 87

107 L4U Users Manual Acquisitions File New Item records are created in the Acquisitions File, either through manual entry or importing. An Item record is any material or media type within the library collection. For information on importing, see Importing MARC Records on page 338 and Importing Library Data from Text Records on page 341. Items can be created in Freedom Acquisitions as well, see Freedom Acquisitions on page 80 of the L4U Web Manual. The Acquisition File acts as a holding tank for Items that are not yet ready for Circulation. The Acquisition File: is a place to store new items or items on order is a place to store items you hope to add to the collection permits access to the Serials Module does not make items available for circulation does not make items available for searching in the ipac L4U Enterprise Considerations L4U Enterprise has special considerations because it is the combined holdings of two or more libraries or collections. This is also known as a Union Catalog. If your Homeroom Privileges allow you to modify materials in more than one collection, Select the correct location from the drop down list before making any edits. If the drop down list isn t enabled, then your Homeroom Privileges allow access to just your materials. For more information on L4U Enterprise considerations, please contact your L4U Administrator or refer to L4U Enterprise on page 8 in the Enterprise Administrator Manual. Creating Item Records Anytime an Item record is added to the library collection, it should be entered into the Acquisitions File. This is the only area of the program in which an Item can exist without a unique Accession Number. This is how Items not currently circulating can be cataloged in advance. Certain fields within an Item record are mandatory, including Title, Status, Loan Type, Department, Media, Vendor, Publisher and Location. All of these fields excluding Title use the default settings established in Preferences, see Acquisitions Defaults on page 30. Tips and Tricks for Data Entry To move between fields, use the mouse or TAB. To reverse direction SHIFT + TAB 88

108 Chapter 6 Data Entry All fields with associated Authority Files or Control Files utilize drop down lists for easy entry. In the appropriate field, type in the first few characters and a list containing all matches will appear. Click the correct entry to select. If no match is found, simply continue typing. The Status and Condition fields employ pop up lists. Click the correct option and Click OK. If the necessary option does not exist, modify the list ( Modifying Lists on page 147) or Click Cancel and continue typing. When entering data into a Control File field (Loan Type, Department, etc.), a complete list of all available codes can be viewed by Cutter and Call # will be automatically generated upon saving a new record. The Cutter is taken from the first three letters of the Authors last name. If no Author is present, L4U will use the first three letters of the Title. The Call # is created using the Loan Type Code, the Dewey and the Cutter. By changing a setting in Preferences, the Call # will be generated from the Dewey and Cutter only, see Automatic Local Call Numbers on page 31. If a Title is entered starting with an article (The, An, A, etc.), L4U will automatically move it to the end of the Title when the record is saved. Summary of Creating An Item Record To catalog an Item in Acquisitions: 1. Functions > Acquisitions 2. Click Add Item The Accession # and various other fields will automatically be entered using the default settings in Preferences. To change the format of the Accession #, see Platinum Elite Acquisitions/Library Barcodes on page Tab or Click between fields to enter all relevant information 4. Select the various Tabs to enter additional information 89

109 L4U Users Manual Field Definitions See the Tab definitions for specific information on data entry 5. Click Save To exit without saving, Click Cancel Note: Data additions or modifications will only be saved once the Save button has been clicked. If the record has been exited without clicking Save, all data additions or modifications for this record will be lost. Field definitions are provided for those fields with special requirements and/or options. The L4U Acquisitions Control screen maintains the primary information at the top of the screen, while additional information is accessed through various Tabs. An explanation of the available fields within the L4U Acquisitions Control screen follows. Primary Information Accession # This field should contain a unique Accession # (also known as the barcode number). To enter the Accession # manually, scan it in from a pre-printed barcode label or type in the number using the keyboard. If you prefer, L4U can be configured to automatically generate the next successive Accession #. Alternatively, users can click the Generate Accession # icon to obtain the next Accession # in their series. These options are as determined by a setting in Preferences and is discussed on page 54. Note: The Accession Number of an item can only be modified or left blank while the item remains in the Acquisitions File. Once the record has been Posted to the Library File, the Accession # becomes fixed and cannot be edited. The Accession Number & Title are the two mandatory fields in a new item. Copy When items are duplicated using the Duplicate button, the program automatically increments the Accession # and the Copy Number by one for every addi- 90

110 Chapter 6 Data Entry tional copy of the item. This field represents the copy number of a specific record, not the total copies for that title. Status This is a required field that describes the availability of an Item. Although an Item may have any Status while in the Acquisition File, it must have a Status of Arrived before it can be posted to the Library File. Once in the Library File, a record must have a Status of In for it to be available for circulation. ISBN The International Standard Book Number assigned to each edition of a book as determined by designated agencies in each country participating in the ISBN program. Enter either 10 or 13 digit ISBN's as appropriate with or without hyphens and L4U will optionally calculate the other. CheckMARC searches use the ISBN field and not the ISBN2 to search on. Please see ISBN Utilities on page 108 for more information on ISBN options during a post. Title All Library Items must have a Title. To enter a Title, type in the first few characters, and a list containing all matches will appear. Click the correct entry to select. If no match is found, simply continue typing. Subtitle The Subtitle is used for the remainder of the Title. This may include a parallel Title or other Title information. Edition Information relating to the edition of a work as determined by applicable cataloging rules. Author, Author 2 These fields contain the names of the person, or persons, responsible for the creation of an item. Standard practice is to enter the Author s name in reverse order. For Example: Blume, Judy. This field may also contain the name of a corporate body or conference responsible for the creation of the item.to enter an Author or Author2, type in the first few characters and a list containing all matches will appear. Click the correct entry to select. If no match is found, simply continue typing. The new Author will automatically be added to the Authority File when the item record is saved. Publisher Publisher is a mandatory field for which an Authority File is maintained. To enter a Publisher, type in the first few characters and a list containing all matches will appear. Click the correct entry to select. If no match is found, 91

111 L4U Users Manual Main Screen Tab simply continue typing. The new Publisher will automatically be added to the Authority File when the item record is saved. Pl/Pub A Place of Publication can be entered with an associated Publisher in the Control File, see Creating Publishers on page 84. By doing so, the Place of Publication will automatically be entered when the Publisher is selected. If no associated Publisher has been assigned, simply Click in the Pl/Pub field and type in the appropriate information. Yr of Pub The copyright date or year of publication is entered in this field. Call # The Call # or the shelf location of an item is entered in this field. If left blank, upon saving the record L4U will automatically generate a Call # comprised of the Loan Type, Dewey and Cutter. To remove the Loan Type from the Call #, see Automatic Local Call Numbers on page 31. Dewey/LC This field contains either the Dewey classification or elements of the Library of Congress Call Number. Cutter If left blank, upon saving the record L4U will generate a Cutter consisting of the first three characters of the Author field. If the Author field is blank, L4U will use the first three characters of the Title as the Cutter. The Cutter also appears as the Call Letters, which follow the Dewey in the Call #. LCCN The Library of Congress Control Number (LCCN) is a unique number assigned to a USMARC record by the Library of Congress. The Main Screen Tab will always be the first Tab to display when opening or adding a record. 92

112 Chapter 6 Data Entry Loan Type Loan Type is a mandatory field. The code entered here determines the circulation period of the item. To Enter a Loan Type, type in the first character and a list containing all matches will appear. Click the correct entry to select. For more information on creating new Loan Types, see Creating Loan Types on page 75. Media Media is a mandatory field. The code entered here is the General Material Designation. To enter the Media, type in the first character and a list containing all matches will appear. Click the correct entry to select. For more information on creating new Media types, see Creating Media Types on page 80. Department Department is a mandatory field and is entered in the same manner as the Media and Loan Type. To enter the Department, type in the first character and a list containing all matches will appear. Click the correct entry to select. If it is necessary to hide an item from the ipac, it is done so through the use of Departments. For more information on the uses for Departments, see Departments on page 81. Vendor Vendor is a mandatory field and is entered in the same manner as Loan Type. To enter the Vendor, type in the first character and a list containing all matches will appear. Click the correct entry to select. The Vendor code entered here is used to identify the source of the material being cataloged. For more information on creating new Vendors, see Creating Vendors on page 83. Location Location is a mandatory field and is entered in the same manner as the other Control Files. To enter the Location, type in the first character and a list containing all matches will appear. Click the correct entry to select. The Location field can be used to identify the institute in which the item is housed. This is especially useful for Union Catalogs or campuses that maintain items in various locations. For more information please refer to Locations on page 78. Editor/Illustrator This field contains the Editor or Illustrator information. To enter an Editor/ Illustrator, type in the first few characters and a list containing all matches will appear. Click the correct entry to select. If no match is found, simply continue typing. The new Editor/Illustrator will automatically be added to the Authority File when the record is saved. This information can also be copied and pasted from the Added Entries Tab. 93

113 L4U Users Manual Series Series is a collective title used for a group of items that also possess individual titles. To enter the Series, type in the first few characters and a list containing all matches will appear. Click the correct entry to select. If no match is found, simply continue typing. The new Series will automatically be added to the Authority File when the record is saved. Condition The Condition field allows users to identify and track the state an item is in. The Condition field also utilizes a pop up list. When this field is selected, a list appears with several options to choose from. This list can be modified if necessary. Level This field is used for information that identifies the specific audience or intellectual level for which the content of the described item is considered appropriate. The designation can be either reading, interest or age Level. Cost The Cost is the original price of the item at the time of purchase. This field is necessary in order for other features such as Purchasing, Orders, Claims and Serials to work effectively. RV The Replacement Value (RV) of an item, the expense incurred by the library to replace the item if it were to be damaged or lost, is designated by the user. RV can be assigned automatically using a formula based on the Cost. This formula is entered in Preferences, see Replacement Value on page 32. ISSN The International Standard Serial Number (ISSN) is assigned to a serial publication by a national center under the auspices of the International Serials Data System. Volume/Issue L4U will automatically populate this field when generating multiple Issues for a Serial. This field can also be used to track the Volume designation of the individual item within a Series. Pages This field is reserved for the physical description of the item being cataloged. More specifically, the extent information should be entered here. 94

114 Subject Tab Chapter 6 Data Entry Entry/Issue The date the item is originally entered into the data file is automatically entered here. This field can be modified when the item is posted to the Library File, or when the Status is changed. User Field 1-3 These fields are provided to the user for additional administrative information. They are locally defined and can be searched and viewed only in the Administration level. Note: User Fields cannot be renamed but can be exported as part of the MARC record. All Subjects are added to an individual Item record from the Subjects Tab. Subjects can be used from the existing Subject File and new Subjects can be created. Adding a Subject 1. While in an Item record, Click Subjects Tab 2. From the drop down menu, Select one of the following: Starts With - will search for Subjects that Starts With the characters entered Contains - will search for Subjects that Contain the sequence of characters entered 3. In the field provided, Enter a portion of, or a complete Subject A list of Subjects appear that meet the search criteria 4. Click the appropriate Subject in the list 5. Click Add Entry or Double Click the required Subject The Subject is now added to the Subjects for this record list To remove an unwanted Subject from the Subjects for this record list, Click the Subject and Click Delete Entry 6. If the record is now complete, Click Save If more information needs to be added, continue cataloging 95

115 L4U Users Manual Description Tab Creating a New Subject 1. While in an Item record, Click Subjects 2. From the drop down menu, Select either Starts With or Contains 3. In the field provided, Enter a portion of, or a complete Subject 4. If the required Subject is not displayed in the list, type out the complete Subject 5. Click Add Entry A confirmation appears asking, Are you sure you want to create this subject? 6. Click OK 7. If set in Preferences, a message appears, Please enter a MARC tag for this subject, Enter the appropriate tag and subfield code and Click OK 8. If the record is now complete, Click Save If more information needs to be added, continue cataloging The Description field can be comprised of various types of information such as Summary, Bibliography, Statement of Responsibility, etc. If these data types must be assigned to their individual MARC tags, editing of the description must take place in the MARC Record. For information on how to use the MARC Record Editor, see Editing Individual Tags/Subtags on page 313. If specific MARC tags are not necessary or the Description field is greyed out and uneditable, the Description can be Merged. Please refer to Working With The Description Field on page 327. Keywords Keywords are terms that the Patron can use to search for an item. They add more access points to a record than the standard card kit. L4U also uses this list of Keywords to create its SoundsLike file. Anytime a Patron uses the Phonetic search option, they are searching a modified Keywords list. Keywords are automatically generated when a record is Posted. These Keywords are derived from various fields within the record. Keywords are automatically generated when a record is saved. Users have control over which fields are keyworded by modifying Preference settings, see Keywords on page

116 Chapter 6 Data Entry L4U Enterprise users can rebuild the items keywords by clicking the Rebuild Keywords button from the items Library File record, see Keywords on page 147. For L4U Platinum Users only: Deleting Keywords For L4U Platinum Users If unnecessary Keywords have automatically been created, they can be removed from the list. To delete a Keyword: 1. Functions > Acquisitions 2. Locate the record 3. Double Click the record 4. Click the Description tab 5. In the Keywords list, Click the Keyword to be deleted 6. Click Delete Entry 7. Click OK at the confirmation screen Added Entries Tab The Added Entries tab stores names, titles and/or terms that provide access to a record that is not given through the main fields. This field is used for entries such as additional persons responsible for the creation of an item (translators, photographers, etc.), additional titles, and/or translations of a title. To create an Added Entry: 1. While in an Item record, Click Added Entries 2. Click Add Entry 3. Enter the information in the request box If a relator term is being used, delimit the subfields with two dashes 4. Click Add this Entry 5. Enter the Tag and subfield code information. Example: 700ae The option to enter tag information can be deactivated in Preferences, see Use MARC Tags for Added Entries/Subjects on page Click Add this entry 97

117 L4U Users Manual 7. If the record is now complete, Click Save If more information needs to be added, continue cataloging Deleting Added Entries Users can delete Added Entries either before or after saving the Item record. If the record has not yet been saved, start at step 5. To delete an Added Entry: 1. Functions > Acquisitions 2. Locate the record 3. Double Click the record 4. Click Added Entries 5. Click the Added Entry to be deleted 6. Click Delete Entry 7. A Confirmation screen appears, Click OK To exit without deleting the entry, Click Cancel Modifying Added Entries Modifying Added Entries takes place in one of two ways. The modification method depends on the data entered. If an Added Entry contains more than one subfield code (Example: 700ae), L4U will require the modifications to take place in the Full MARC Record Tag Editor. For information on this feature, see Editing Individual Tags/Subtags on page 313. Added Entries that only have one subfield code can be modified in the following way: 1. Functions > Acquisitions 2. Locate the record 3. Double Click the record 4. Click Added Entries 5. Double Click the entry to be modified 6. A Request screen appears, Enter the new Added Entry in the Current Information field 7. Click OK Info Tab The Info tab contains fields such as Donated By. Although these fields are not mandatory, PO# and Entry/Issue are useful when using the Claims feature of L4U. 98

118 MARC Tab Chapter 6 Data Entry Donated By If applicable, enter the name of the individual or organization that funded or donated the item. This field may also be used to track the budget source. Imported Via This field tracks the origins of imported records, and is entered automatically. When records are imported from a vendor disk for example, the source (Filename) of the record will appear in this field. Duration Enter the playing time of videos or filmstrips, etc. The standard format for entry is hhmmss. Bibliographic Note Sometimes it is desirable to record information about an item when that item is being circulated. This is useful for Temporary Barcodes (see page 167). Also, use it to record extra information about an item, such as kit contents or items that have to be returned with the item. If the Department Code is VF, then the Bibliographic Note will appear when the item is circulated In or Out. PO# The Purchase Order Number can be manually entered or assigned by default. If a large number of materials are being cataloged from one purchase, set the PO # as a default in Preferences, (see Last PO Number on page 30) and the purchase order number will automatically be generated and entered in this field. Model # Model # s can be entered to help identify pieces of equipment within the library collection. For Example: VCRs, projectors, etc. Serial # Libraries often maintain multiples of the same equipment. For Example: VCRs, televisions, computers, etc. Individual Serial # s can be entered to differentiate between similar items. This tab shows the MARC record in tagged display and allows for the modification of data via the tab display or by using the MARC Record Editor. When conducting orig- 99

119 L4U Users Manual inal cataloging, these fields will be automatically created by L4U. For more information on editing the MARC Record, see page 311. Resources Tab Note: If a MARC21 record is imported, the 007 field will be displayed here. Modifications can be made by Clicking in the data field or by Clicking Edit MARC and typing the necessary changes. Warning: Do not modify Fixed Fields unless you are very familiar with MARC21 formats. URLs (Universal Resource Locators), or Web site addresses associated with the Item can be entered in this tab. These links and /or their friendly name are displayed when the record is viewed from the ipac. The URLs, or links, can be accessed directly from the library record. This feature can also be used to link files to a record. The process for Adding files is similar to that of a URL. 100

120 Chapter 6 Data Entry Adding URLs Often it is helpful to include related website addresses to items within your collection. These links can be accessed by the patron as they view the item record online. To add a URL to an item record: 1. While in an item record, Click the Resources tab 2. Click Add URL 3. On the Resource Information screen, Enter the Display Name (the name as it is to appear on the patron screens) 4. Click into or Tab to Resource Path 5. Enter the complete URL Enter and www if applicable. (This ensures that the URL works properly, even in older Internet browsers) 6. The Mime Type, if known, will automatically be entered by L4U. Otherwise, the correct type can be selected from the drop down list 7. Click Save To exit without saving, Click Cancel Adding Resources In addition to the URLs, you can add files to an item record. For example, you can attach a school policy PDF to a book about bullying. While viewing the item detail, a patron can click on the link and view the document. To add a resource to an item record: 1. While in an item record, Click the Resources tab 2. Click Add URL 3. On the Resource Information screen, Enter the Display Name (the name to appear in the patron screens) 4. Click Add File 5. Browse to and select the file to use Files can be documents, pictures, etc. 6. The Mime Type, if known, will automatically be entered by L4U. Otherwise, the correct type can be selected from the drop down list 7. Click Save To exit without saving, Click Cancel 101

121 L4U Users Manual Verifying Resources Prior to verifying a URL or a resource, be sure to save the item record. Once saved the item record can be reopened and the resources can be confirmed. To verify a resource: 1. While in an item record, Click the Resources tab 2. In the list, Click the resource to be verified 3. Click Verify If the resource was entered incorrectly or incompletely, an error will appear; The page can not be displayed Warning: To correct a resource that has been entered incorrectly, the original entry must be deleted and a new entry created. Modifying an existing entry may cause inconsistent results. Launching URLs A URL can be launched from either the Administration level or the ipac. To launch a URL from the ipac, See Related Searches on page 50 of the L4U Web Manual. To use a link from within an item record, Select the Resources Tab in a record, Click the desired address and Click Verify. Deleting URLs 1. While in the appropriate record, Click the Resources Tab 2. Click the URL to be deleted 3. Click Delete Saving Book Covers While cataloging an item you have the option to search for and add a book cover. This book cover, if saved, will appear to the patron on the ipac item details page. To add a book cover to an item: 1. While in an item record, Click the Resources tab 2. Click on the icon to the right to add a book cover If you have a valid Internet connection, L4U will automatically search the web (using the cataloging information already entered) the web for a matching book cover If you are adding a book cover from an internal source (i.e. your hard drive), Click Add File, browse to and select the appropriate file, and Click Open 3. Click Save Note: If a book cover already exists in a record and needs to be updated as per new data in the record, Click the book cover, Click Search the Web and then Save. 102

122 Import Tab Chapter 6 Data Entry L4U can download MARC records from the Internet directly into the Acquisitions file. The following example outlines the procedure for downloading records from the Library of Congress. However, you can download records from other MARC record providers by using the alternate option in Step 4. The procedure is similar for any other acceptable on-line catalog. Internet Download 1. Functions > Acquisitions 2. Click Add Item 3. Click Import Tab 4. Click Go to the Library of Congress If you do not wish to use the Library of Congress as your source, then Enter the address of your preferred MARC record provider in the browser (creating a bookmark/favorite will simplify this step) 5. Search for the required MARC record This procedure will vary depending upon the MARC record provider 6. View the record in Tagged display 7. From the main menu in the browser, Select Edit > Select All 8. From the main menu in the browser, Select Edit > Copy 9. Return to the Acquisition Management window of L4U 10. Using the drop down menu, Select which MARC template to use 11. Click Import Verify that the imported information is correct 12. Click Save Note: This feature requires a valid Internet connection. 103

123 L4U Users Manual Duplicate Once an item is entered in the Acquisitions File, it can be duplicated or copied as many times as required. This saves having to re-enter the same information for multiple copies of the same item. This feature is especially useful for item records such as Textbooks or Encyclopedias. To create multiple copies: 1. Create a new item record If the Item already exists, Locate the item and Double Click the record 2. Click Duplicate 3. In the request screen that appears, Enter the number of additional copies required 4. Click OK An alert may appear whether Accession Numbers should be generated (L4U will print the barcodes) or Leave Blank (user supplied pre-printed barcodes) 5. An Alert appears, Click OK Note: The Copy number is automatically incremented by one for each duplicate made. The Accession numbers used are based on the next available number in the Preference settings. Serials The Serials button is only accessible after the Serials module has been activated. Entire subscriptions of Periodicals can be generated in a few easy steps. For information on Serials, see Serials on page 111. Copy Cataloguing from the Library File New copies of items that already exist in the collection and are currently in the Library File can be generated quickly and easily by entering either the ISBN or the Title. 104

124 Chapter 6 Data Entry Note: L4U Enterprise Users: The DOWN ARROW on the keyboard starts a Search or Query. To use automatic record entry: 1. Functions > Acquisitions 2. Click Add Item 3. Click into the Title or ISBN field If Title field is used, a drop down list of matching titles appear as the data is entered. Select the correct title from the list If the ISBN field is used, only a match after 9 characters will prompt the drop down list. Select the correct ISBN from the list. 4. At the Enter Cataloging Information from Library File? prompt, Click OK All information that was associated with the existing copy is entered automatically The Accession Number and Copy number are unique to the newly created record If changes to the record are required, make them now 5. Click I ll Enter my Own to enter completely new information 6. Click Save Note: This method of cataloging will not function if the item only exists in the Acquisitions file. If the item resides in the Acquisitions file, not the Library file, use the Duplicate feature. Cataloging with CheckMARC CheckMARC is an online cataloging tool used in conjunction with the L4U program. Those that have purchased a CheckMARC subscription can download MARC records directly into the Acquisitions File. The sources of the MARC records are the L4U Software CheckMARC database, the Library of Congress and Amazon.com. The CheckMARC icon is only activated in data files that have been 105

125 L4U Users Manual licensed for use of CheckMARC. For more information on using this feature, see Cataloging with CheckMARC on page 398. Posting to the Library File When an item has been fully cataloged and is ready to be put into circulation, it must be posted to the Library File. To qualify for posting, an item must have a Status of Arrived and a unique Accession #. Also, it is now possible to post a subset of qualified items by selecting before posting them. Once the item is in the Library File, it can be searched and displayed in the ipac. During the posting procedure, there are options available to assist with the continued maintenance of the records. Note: A maximum of 2000 records can be posted at one time. If the current selection exceeds 2000, L4U will automatically subset a group of 2000 and post only those records. It is possible to Post Subsets. Highlight the desired items and click Subset. Posting will then post only qualified items. To Post records from Acquisitions: 106

126 Chapter 6 Data Entry 1. Functions > Acquisitions 2. Confirm that only the Items to be posted have a Status of Arrived and a Unique Accession # 3. If desired, Subset a range of qualified items. This allows you to post just the necessary items. 4. Click Post 5. Under Advanced Features, Select the applicable options 6. Confirm that the number of records in the message box is correct 7. Click Post To exit without posting, Click Exit 8. A Confirmation Screen appears, Click Post Records Change Entry Date to Today s Date The Entry/Issue field will be updated with the current date for all posted records. X the Records being Posted This option Marks with an X all records in the Library File that have just been posted. This is a quick method of locating these new records in the Library File. The marks can be removed once they are no longer needed, see UnMark Items on page 134. Delete All of the Posted Acquisition Records When selected, L4U will delete all Acquisition records that have been successfully posted to the Library File. This option is recommended unless records are frequently reused. Delete Only Duplicate or Bad Accession Records When chosen, this option deletes from Acquisitions only those records with a bad or missing Accession number. 107

127 L4U Users Manual ISBN Utilities L4U supports ISBN 10 or 13 formats for data entry and ISBN 10 or 13 values can be entered in either the ISBN1 or ISBN2 fields. The ISBN Utilities allows librarians more control over what has been entered or to maintain local cataloging guidelines during the Posting process. This utility can create ISBN 13 from ISBN 10 if that information is missing or move ISBN data around so ISNB 10 or 13 is always in one field or the other. Modifying the Library File ISBN1 field (Conversion) or ISBN2 field (Conversion) L4U will take the ISBN 10 or ISBN 13 data in the ISBN field and create the ISBN 13 or ISBN 10 equivalent in the ISBN2 field. Carry additional suffix information to converted ISBNs This will ensure the various suffixes such as (pbk. : alk. paper) or (pbk) are retained during the conversion. This is enabled by default. Overwrite existing information in target ISBN field. Turn this option off if the existing ISBN is desired. This is enabled by default. Change ISBN Order Select the appropriate option if it is desired to have ISBN 10 or 13 in the ISBN1 field. L4U will not swap the data if the data is already in the correct fields. The Library File is a list of all items in the library collection that are currently available for circulation or have been at one time. While the Acquisitions and Library file appear very similar, there are important differences. The Library File: Is a place to store items that are viewed in the ipac and can be circulated If enabled, permits access to the History of an item Allows records to be modified, excluding the Accession # 108

128 Chapter 6 Data Entry Allows users to copy records back to the Acquisitions File for duplication Modifying Item Records Item Records can be modified in both the Acquisitions File and the Library File. To modify an Item Record (this example uses a record in the Library File): 1. Functions > Library File 2. Locate the item to be changed 3. Double Click the record 4. Make the necessary changes 5. Click OK To exit the record without saving the changes, Click Cancel Note: The Accession # cannot be changed in the Library File. The record must be copied back to Acquisitions, changed and re-posted. The old record should then be deleted. Viewing Item Histories The Histories feature tracks the circulation of a specific item. If enabled, L4U will keep a list of all clients who have borrowed that item, when it was taken and when it was returned. The History button within each record will only be active if Histories has been enabled in Preferences. To view an item history, Double Click into the record and Click History. For more information on Histories and other Statistics, see Statistics and Graphs on page

129 L4U Users Manual Copy This button will place a copy of the record from the Library File into the Acquisition File. This feature is useful when an additional copy of an item that already exists in the Library File is acquired. The copy number for duplicated records will automatically be incremented based upon the Title Authority file count for that title. The data entry for the item is minimal if the record is first copied to Acquisitions. To copy an item record to Acquisitions: 1. Functions > Library File 2. Locate the appropriate item 3. Double Click the record 4. Click Copy The display automatically returns to the Library Management screen 5. Functions > Acquisitions 6. Locate the newly created duplicate (Double Click the record to make changes) 7. If the Status is anything other than Arrived, change it to Arrived 8. Make any other changes as required 9. Click Save The record is now ready to be posted 110

130 C HAPTER 7 SERIALS Creating serials / periodicals Modifying / deleting serials Receiving serials Adding new copies to an existing subscription Adding, deleting & modifying routing 111

131 L4U Users Manual Serials Module The Serials module of L4U can be used to track any material that is ordered once, and received on a regular basis. This module is most commonly used to track magazine and newspaper subscriptions. L4U maintains a subscription as a single record that contains all of the individual volumes and issues. This substantially minimizes the number of records that must be maintained in the Acquisitions file. Note: L4U Enterprise Users: Serials are not currently Location Managed. This will be addressed in a future version of L4U Enterprise. Creating Serials One record is created for a Serial. The individual volumes and issues are then generated from the information provided. Serials are entered in Acquisitions, therefore the Serials module can only be accessed from the Administration level of the program. 112 Note: When entering a Serial, only include the information that must appear on all copies and issues of the serial. Include fields such as Title, Loan Type, Subjects and/or a general description. To enter a subscription: 1. Functions > Acquisitions 2. Click Add Item 3. Type SER in the Accession # field Moving the cursor to another field will activate the Serials icon at the bottom of the record 4. Enter the necessary information If assigning cost to individual magazines, Enter the price of the subscription in the Cost field

132 Chapter 7 Serials 5. Click Serials 6. A confirmation screen appears, Click OK to generate the issues 7. Enter the Starting Date, Starting Volume Number and Starting Issue Number If the Serial does not use volume and issue, Enter the year for the volume, and the month for the issue 8. Enter Next Volume Date 9. To have L4U automatically assign Accession numbers, Select Auto Accession # s At the prompt, Enter the starting accession number and Click OK 10. Enter the number of copies to be received This refers to the number of copies per issue 11. Select the frequency of the subscription in How Often? 12. Enter the duration of the subscription in How Long? Enter the value and then the time frame 13. Select Auto issue pricing Using the total cost of the subscription from the main screen, price per issue will be automatically calculated. This feature will only work if the total cost of the subscription was entered on the main screen. 14. Enter a value for Grace Days The number of days a Serial can be late in arriving from a Vendor before it is considered Overdue 15. If required, Click Add Routing. For details regarding routing, see page Click Generate Serials If routing is necessary and was forgotten, Click Enter Routing now To continue without adding Routing, Click Continue with No Routing 17. A list of all generated issues will display 18. To leave the Pending Serials display, Close the window 113

133 L4U Users Manual Modifying Serials Previously entered Serials can easily be modified. These changes may include publication information, adding bonus editions or deleting excess copies. All modifications take place in the Acquisitions file. All the main records for Serials use the Accession # SER in the Acquisitions file. Adding Issues Records for publications that are released at irregular times or print bonus issues may require issues to be added. Example: A Serial with 13 issues in a year. Create the initial Serial record as a monthly subscription, then add a new issue. To add an issue: 1. Functions > Acquisition 2. Locate the Serial to be changed 3. Double Click the record 4. Click Serials 5. Click Add Issue 6. In the fields provided, Enter the necessary information Routing can also be added at this time. See Adding a Client to Routing on page Click OK Note: Remember to add an additional issue to an existing serial, rather than creating a whole new serial. 114

134 Posting Serials Chapter 7 Serials Deleting Serials If an extra issue was created in error, the record can easily be deleted. An entire subscription can be deleted by following standard deletion instructions ( Delete on page 145), but to delete only a specific issue that has not yet been posted: 1. Functions > Acquisitions 2. Locate the Item record This can be done by scrolling the list or through a Query 3. Double Click the Item 4. Click Serials 5. Subset the Issue(s) to Delete 6. SHIFT + Click Delete Verify the number of records to be deleted on the confirmation screen 7. Click Yes, Delete Now Serials can be made available for Circulation by posting the Issues to the Library File. As with Posting any other items from Acquisitions, only Serials with a Status of Arrived, and a unique Accession Number will Post. By default, all Serials are entered with a status of Pending. To change the Status and Post the Issues: 1. Functions > Acquisitions 2. Locate the Item record 3. Double Click the Item 4. Click Serials 5. Highlight the Issue(s) to Post 6. Click. Status 7. Using the drop down menu, Select Arrived 8. Click Save 9. Click Post 10. Make the appropriate selections Change Entry date to today s date? - Entry date field will be updated with current date as per computer system settings Put an X in the Library Mark field? - Marks items for easy searching Add routing list to messages and Reserves - Enters message in individual client records and creates Reserves on the item Send routing to printer - Prints routing list Send financial accounting to the Library - Enters cost in related budget fields Send Routing to Slip Printer - Prints routing list on slip printer (only if slip printer is connected) 11. Click Post 115

135 L4U Users Manual Routing When a Serial is created, the librarian can add routing to the record to automatically reserve issues for clients. As soon as a Serial has arrived and is posted to the Library File, a message will be attached to the client s record. To Add Routing to a Serial: 1. Complete steps 1 through 14 for Creating Serials 2. Click Add Routing 3. Enter the Client Code 4. If the Code is not known, Enter the first few letters of the first or last name The more letters entered, the more limited the drop down list will become 5. Select the appropriate name from the drop down list 6. Repeat this process until all names have been added to the list 7. Click OK The Serials screen reappears Modifying Routing Note: To remove a Client who has been added in error, Click Delete before saving the list. Enter the Client Code and Click OK. After all issues of a serial have been generated, modifications to the routing list can still be made. The changes are made within an individual issue and then updated to reflect the change in all issues. These changes can include adding a Client, deleting a Client or adjusting the order in which the Clients receive the issue. Adding a Client to Routing After a Serial has been created, additional Clients can still be added to the Routing List. To add a Client: 116

136 1. Functions > Acquisitions 2. Locate the Item record 3. Double Click the Item 4. Click Serials 5. Double Click an Issue 6. Click Add Item 7. Enter the Client Code 8. If the Code is not known, Enter the Client prefix and first few letters of the first or last name, Press TAB 9. Select the appropriate name from the list that appears, Click OK 10. Repeat this process until all names have been added to the list 11. Click OK 12. To make this change in all issues of this serial, Click Change 13. A Confirmation screen appears, Click OK Chapter 7 Serials Deleting Routing A Client can be removed from a Routing list at the time it is created or at a later date. To delete a Client from the Routing list: 1. Functions > Acquisitions 2. Locate the Item record 3. Double Click the Item 4. Click Serials 5. Double Click an Issue 6. Click Delete Routing 7. Enter the Client Code 8. Click OK The Client is now removed from the list 9. To make this change in all issues of this serial, Click Change 10. A Confirmation screen appears, Click OK 117

137 L4U Users Manual Changing Routing Order The Routing order of one or more issues can be modified by: 1. Functions > Acquisitions 2. Locate the Item record 3. Double Click the Item 4. Click Serials 5. Double Click the appropriate Issue 6. Double Click into the Position (Pos.) Field 7. Enter the new value 8. Repeat this process for all Clients that require reordering 9. To make this change to all Issues of this Serial, Click Change A Confirmation screen appears, Click OK 10. To save the changes and exit the screen, Click OK Note: If the order modification is only necessary for the one Issue, do not use the Change option, simply Click OK. 118

138 C HAPTER 8 AUTHORITY FILES Definition of Authority files Types of Authority files Viewing, adding, and modifying Authorities Merging and deleting Authorities Adding See s and See Also s (Cross references) Authority Keywords Adding Subjects 119

139 L4U Users Manual Authorities Authority Types 120 When MARC records are imported or original entries are created, L4U automatically creates Authority Files for Authors, Editors/Illustrators, Series, Titles and Subjects. These are local Authority lists that are compiled from unique occurrences of data within each of the fields. Authorities are used to ensure quick and easy entry, and to maintain consistency of data between records. Anytime a change is made within an Authority File, the individual Item records containing the Authority will automatically be updated. Authorities are accessed through the Authority Files menu, the Authority Files Tab on the Dashboard or the appropriate icon on the toolbar. The Authority screens display the Authority and the Total Items in the Library File that contain the Authority. As well, L4U displays the number of ipac Items. This refers to how many associated Items can be accessed from the ipac. Any Items with Hidden Departments are not included in this total. Libraries often employ several different sources for their MARC records, or use several different people for data entry. Inevitably, the same information can be entered in different ways, creating inconsistencies within the data. Authorities aid in consistent data entry. L4U calls upon the Authority Files for the drop down lists during data entry. Each of these fields has its own traits. Authors The Author Authority File is generated from two fields within the Item records; Main Entry Author and the Secondary Author. For consistency purposes, Authors should be entered in inverted order and end with a period. Example: Clancey, Tom. Editors/Illustrators Editors and Illustrators are Added Entries, but L4U provides a separate field on the main screen. The use of this field is optional, but was created for easy reference. Names entered here should be in inverted order. If a relator term is required to identify their responsibility, it should be entered with a comma and two dashes following the name. Example: Rey, Margret, --ill.

140 Chapter 8 Authority Files Series As well as maintaining consistency, Series Authorities are useful for identifying library Items belonging to the same or similar Series. See Also s can be created to link one series to another. Example: Nancy Drew Mysteries and Nancy Drew Casefiles. Titles Title Authorities are an excellent source of multiple copy information. The Title Authority File is a list of each unique Title found within the library collection, and the number of copies associated with each. When viewing the Title detailed record, the Author and the Accession number of each copy will be displayed (For additional information, such as Call Number, Click Locations). L4U will automatically apply or create non-filing characters and move articles to the end of the Title. Example: Mystery of the missing red mitten, The. Subjects Although Subjects are considered an Authority File, they differ in their format and creation. For more information on Subjects, see Subjects on page 127. Viewing Authorities Authority Files are automatically generated when an item record is imported or created. The number of associated library items is calculated and displayed once the item record has been posted to the Library File. To view an Authority record and the list of items containing the Authority (This Example uses Authors. However, this same process is used for Series, Editors/Illustrators, Titles and Subjects): 1. Authority Files > Authors 2. Locate the appropriate Authority This can be done by scrolling the list or through a Query To have L4U Enterprise start the search, press the DOWN ARROW on the computer keyboard after typing the desired search character 3. Double Click the appropriate Authority record Both the Author and a list of item records containing that Author will be displayed 121

141 L4U Users Manual To exit, Click Save or Cancel Note: Items that exist in the Acquisitions File will not be listed as associated Titles. Although the Authority exists, the associated Item will not be added until the Item is posted to the Library File. Creating Authorities Although L4U automatically generates the Authority Files, it may become necessary to create an original entry. For Example: The need for an Author s pseudonym. To create an Authority record (This Example uses Editors/Illustrators. However, this same process is used for Authors, Series and Titles): 1. Authority Files > Editors - Illus. 2. Click Add Item 3. In the field provided, Enter the new Authority Proper name should always be entered in inverted order If a relator term (ed. or ill.) is required, separate the name and the term with a comma and two dashes 4. Click Save To Exit without saving, Click Cancel Note: Although the new Authority now exists, Total Items and ipac Items will have a count of 0 until actual Item records contain the Authority. Modifying Authorities Changes to Authorities can only be made from within the Authority File. Changes in an individual Item record will generate a new Authority, perhaps unnecessarily, therefore it is considered a best practice to make any changes to the Authority in the Authority File. To modify an existing Authority (This Example uses Series. However, this same process is used for Authors, Editors/Illustrators and Titles): 1. Authority Files > Series 2. Locate the appropriate Authority This can be done by scrolling the list or through a Query To have L4U Enterprise start the search, press the DOWN ARROW on the computer keyboard after typing the desired search character 3. Double Click the record 4. In the Editing field, make the necessary changes 5. Click Save

142 Chapter 8 Authority Files To exit without saving the changes, Click Cancel 6. A progress screen may appear while the individual Item records are updating 123

143 L4U Users Manual Merging Authorities As the Authority lists grow, there are often entries that are essentially the same but due to misspellings, capitalization and/or punctuation, multiple entries exist. These entries can be merged so that the individual Item records automatically update. To merge Authorities (This Example uses Subjects. However, this same process is used for Authors, Editors/Illustrators, Series and Titles): Warning: If Authorities are merged in error, they cannot be restored except from a backup copy of the data file or by restoring the MARC record. Ensure you have a current backup of your data file before doing any merges. 1. Authority Files > Subjects 2. Locate the necessary records This can be done by selective Subset or with a Query. For details on working with records, see Data Management on page Subset the records to be merged 4. Click the record that all other records should be changed to 5. SHIFT + Click Merge 6. A Confirmation screen will require verification for the number of records and the new Subject, Click OK The main list will reappear with the changes in effect 124

144 Chapter 8 Authority Files See/See Also s Adding a See Authorities that are commonly searched, but do not have associated library items can be assigned a See. The See will direct the user to another Authority that has associated library items. A See will direct users one way to the related Authority. For Example: Author Geisel, Theodor, may not exist in an individual Library Record but the Author Dr. Seuss does. Assign a See to Geisel, Theodor, 1904-, and clients will be directed to Dr. Seuss which does have associated items. To Add a See (This Example uses Titles. However, this same process is used for Authors, Editors/Illustrators, Series and Subjects): 1. Authority Files > Titles 2. Locate the Title to which the See is to be added This can be done by selective Subset or with a Query. 3. Double Click the Title 4. Click See Also 5. In the Search on field, Enter the first few character of the Title to be used for the See 6. Hit TAB 7. From the Matches list, Select the Title to use 8. Click Add to See s 9. A confirmation screen appears, Click OK 10. Click Update Record 11. To update and exit the Authority record, Click Save 125

145 L4U Users Manual Adding a See Also If an Authority has associated items, but a similar or related Authority contains additional items, a See Also can be assigned. A See Also will direct the user from one Authority to another and back. To Add a See Also (This Example uses Titles. However, the same process is used for Authors, Editors/Illustrators, Series and Subjects): 1. Authority Files > Titles 2. Locate the Title to which the See Also is to be added 3. Double Click the Title 4. Click See Also 5. In the Search on field, Enter the first few characters of the Title to be used 6. Hit TAB 7. From the Matches list, Select the Title to use and Click Add to See Also. Repeat as many times as necessary. Each Title will appear in the Add To See Also List 8. Once the list is complete, Click Update Record 9. To update and exit the Authority record, Click Save Viewing See/See Also s See/See Also s can be viewed from the ipac and in the Administration level of the program. Records containing See s and See Also s are identified by an asterisk. To view a See/See Also in the Administration level of L4U (This Example uses Series. However, this same process is used for Authors, Editors/Illustrators, Titles and Subjects): 1. Authority Files > Series 2. Locate the Series of interest This can be done by selective Subset or with a Query 3. Click the appropriate Series 4. Click See Also A list of associated Series will appear 126

146 Chapter 8 Authority Files 5. To exit, Click Return For Titles, Authors, Series, Editor/Illustrator, Click Exit; For Subject, Click OK. Deleting See/See Also s While maintaining the Authority Files, it may become necessary to Delete a See or an individual record from a See Also. This must be done from the record that contains the See or See Also. To Delete a See/See Also (This Example uses Titles. However, this same process is used for Authors, Editors/Illustrators, Series and Subjects): 1. Authority File > Titles 2. Locate the Title of interest This can be done by selective Subset or by a Query 3. Double Click the individual Title 4. Click See Also 5. From the Matches list, Select the Title to delete The Title will appear in the Titles to Add/Delete As See OR See Also field 6. Click Delete 7. A Confirmation screen will appear, Click OK Repeat steps 5 through 7 as many times as necessary 8. To exit, Click Update Record 9. Click Save Authority Keywords L4U maintains keywords for both Authority files and individual records. Authority keywords are automatically generated but can also be rebuilt individually. Keyword lists for Authorities can be viewed and modified from within the individual Authority record. To delete a keyword from an Authority (This Example uses Authors. However, this same process is used for Editors/Illustrators, Series, Titles and Subjects): 1. Authority Files > Authors 2. Locate the Author to be edited 3. Double Click the individual Author 4. Click Keywords 5. Click the keyword to be deleted 6. Click Delete Entry 7. A Confirmation screen appears, Click Yes To stop the deletion, Click No 8. To exit the record, Click Return and Save or just Save 127

147 L4U Users Manual Subjects Rebuilding Keywords It may become necessary to rebuild the keywords after editing an Authority. This can be done for the individual Authority rather than rebuilding the entire file. To rebuild the keywords for an individual Authority (This Example uses Authors. However, this same process is used for Editors/Illustrators, Series, Titles and Subjects): 1. Authority Files > Authors 2. Locate the Author to be edited 3. Double Click the individual Author 4. Click Keywords 5. Click Rebuild Now 6. A Confirmation screen appears, Click Yes To exit without rebuilding the keywords, Click No 7. To exit the record, Click Return and Save or just Save Note: Keywords are generated from the full Authority and do not take into account any previous deletions. Therefore, all manual deletions will be lost when the keywords are rebuilt. The Subject File is a list of all Subject Headings and Subheadings that exist within the Library Items. Subject Authorities are a quick way to view which Items are cataloged with a specific Subject. This file also contains the MARC tag information that is used when the individual MARC records are generated. To view Subject Authorities, go to Authority Files > Subjects. 128

148 Creating a new Subject Chapter 8 Authority Files To create a Subject that does not currently exist in an individual Library item: 1. Authority Files > Subjects 2. Click Add Item 3. In the Subject field, Enter the new Subject If subheadings are required, delimit the subheadings with Hit TAB The Tag field will automatically populate with the default 650a tag (subheadings will use the subfield code x). 5. If a different tag is required, type in the appropriate tag and subfield code(s) Do not put spaces or dashes between the subfield codes 6. Click Save The main Subject screen will display with only the new Subject listed Note: When entering the Tag information for Subjects with multiple Subheadings, be sure to include a Subfield Code for each. Example: United States--Boundaries--Canada s. Tag entry would be 651axzy. For more information on MARC Tags, see MARC Records on page

149 C HAPTER 9 DATA MANAGEMENT Working in list view Power Search Subset or grouping records Marking items in a list Sorting items in a list Searches / Queries using various techniques Saving, modifying and deleting Queries Global Changes Printing from a list Working with and modifying pop up lists Undo in Library File records 129

150 L4U Users Manual Working in List View Power Search Each of the files in L4U (e.g.: Library File, Loan Type, etc.), are displayed in a list view. Individual records may be located and modified. In various files, data management tasks such as maintaining and merging Authorities, updating the Loan Period for one or more Loan Types and renewing groups of items are facilitated. Data Management is the daily task of keeping the library information up to date. Updating acquisitions as orders come in and subsetting items that require labels and/or a report to be generated, are additional examples of data management. L4U Enterprise Considerations L4U Enterprise has special considerations because it is the combined holdings of two or more libraries or collections. This is also known as a Union Catalog. If your Homeroom Privileges allow you to modify materials in more than one collection, Select the correct location from the drop down list before making any edits. If the drop down list isn t enabled, then your Homeroom Privileges allow access to just your materials. For more information on L4U Enterprise considerations, please contact your L4U Administrator or refer to L4U Enterprise on page 8 in the Enterprise Administrator Manual. Power Search is the fastest and most convenient method of searching in L4U Platinum Elite. Smart type is utilized, allowing L4U Platinum Elite to search as the information is entered. The more characters that are typed, the more refined the search. Not only can you search on the default field for the file (such as Title for the Library file or Last Name for the Client file), you can also search on any field in the file. This allows you to quickly locate a record or group of records in a file. Note: L4U Enterprise Admin Utility users need to press the DOWN ARROW on the keyboard to start a Search or Query. For example, in Power Search, L4U will start the search once the DOWN ARROW is pressed. This is not the case for L4U on the Web or L4U Platinum Elite. 130

151 To use Power Search: Chapter 9 Data Management 1. The search area displays in grey the field that is the default field to be searched. To start searching on this field, simply Click into the search area and begin typing To change the field to search, Click the magnifying glass and select the field from the drop down list. Fields that appear in bold are indexed fields and will produce results very quickly. Fields that appear in a lighter type are not indexed and may take longer to produce results 2. As you type, matching records appear in the list below. L4U will begin searching after the first two characters are entered 3. The number of records matching the search criteria is displayed as records selected. The number of items displayed will decrease as more characters are typed and the search becomes more refined. Note: Use symbol to execute a contains search. will find Kites and Fun in the Kitchen. It may take longer for matches to display when using a Contains search. To have L4U search on only one character, press the down arrow on the computer keyboard after typing the desired search character. 131

152 L4U Users Manual Quick Sort Another method of quickly finding records in a file is through the use of the column sort feature. When in the list display of any file in L4U, you can temporarily sort the information displayed by using either of the following shortcuts. To perform an ascending sort on a single column, Click the column heading To use the keyboard shortcut: (MAC) - + the column number OR (WIN) - CTRL + the column number. Columns are numbered from left to right. Example: In the Library File, Title is column number 3, so to sort by Title type [CTRL + 3]. The file is sorted and displayed by the information in the column selected. You can use this feature after doing a Power Search or other Query, presenting the records matching your criteria in the order of your choice. Data Management Tools Although the majority of data management will take place in the Library and Client files, the following actions or commands are common to most files in L4U. All Items The first time any file is entered in the L4U program, the screen appears with the complete list of records displayed. At any time while working with different subsets, the complete list can be restored by Clicking All Items. The list can then be viewed using the scroll bar or arrows to the right of the list. 132

153 Chapter 9 Data Management Subset When working with a list of records it is often beneficial to reduce the number of records being dealt with at any given time. Specific groups of records can be selected using the Subset button. Any records subset in this way then become the Current Selection, making them easier to view and work with. It is also necessary to subset records when creating labels, reports and/or graphs. Mark Item Selecting a Group of Consecutive Records 1. Click on the first record The record will show as highlighted 2. SHIFT + Click the last record in the consecutive list of records This will highlight all of the records in between. The use of the scroll bar to look at other items will not interfere with the items already highlighted. 3. Click Subset Note: L4U always displays the File, Current Selection highlighted in the Subset, and Total Number of Records for every open window. This information is located at the top of the window. Example: Library File Management 6 of 20 records selected, 5,782 in table. Selecting a Group of Non-Consecutive Records 1. Click on the first record The record will show as highlighted 2. Do one of the following: Macintosh - + Click on the individual records Windows - CTRL + Click on the individual records 3. Click Subset Note: Ensure that the or the CTRL key is constantly held down. If the key is released and another selection is made, all previously highlighted items will be lost. Marking is used for quick reference, printing select Overdues, subsetting dissimilar records and/or easy location of a group of records. Mark Items is used for a variety of functions throughout the program, and is a feature that all users should be familiar with. To Mark an item(s): 1. Subset the item or the range of items to be Marked 2. Do one of the following: Edit > Select All (MAC) - [ + A] (WIN) - [CTRL + A] 133

154 L4U Users Manual 3. Click Mark Item 4. If an X is an acceptable Mark character, Click OK If another character is preferable, Enter the Mark (up to two characters in length) in the field provided and Click OK UnMark Items 1. Subset the appropriate records either through a Query, or a non-consecutive record selection 2. Do one of the following: Edit > Select All (MAC) - [ + A] (WIN) - [CTRL + A] 3. Click Mark Item Any records that were previously Marked are now unmarked 134

155 Chapter 9 Data Management Sorting In addition to the single level sort described under Quick Sort, you also have the ability to do ascending and descending sorts and the ability to do multi-level sorts. Sorting can be done to all the records in the file or to a Subset that you have created. For the flexible and powerful sort options: 1. Click Sort 2. Do one of the following: Double Click the required field in the Available Fields list Click the field and Click the green arrow 3. Multi-level sorts are created by adding additional fields to the Sorted Values list To remove a field from the Sorted Values list, Click and Click the red arrow 4. Change the sort direction by Double Clicking on the item in the Sorted Values (ascending and descending) list 5. Click Sort Query Query gives access to the various search options contained within the Administration level of L4U. These search methods include: Power Search, L4U starts searching automatically as you type (see Power Search on page 130) Quick Search, Searches on the most common fields in L4U and allows for Between searching Multi Seek, Searches using multiple criteria and boolean operators Advanced, searches using a wide range of criteria and boolean operators. Advanced searches can be saved and loaded for later use List Search, Scan multiple accession numbers and instantly display as a subset Note: The keyboard shortcut to execute Searches is the Enter key on the Numeric Keypad of the keyboard. This works in QuickSearch, Multi Seek & List Search. 135

156 L4U Users Manual QuickSearch The QuickSearch enables the user to search very specific fields within the records. The Between option can also be used to search for records contained within a specified range. To perform a search using QuickSearch: 1. While in any L4U Functions or Control Files, Click Query 2. Click QuickSearch Tab 3. Select the field to search 4. In the field provided, Enter the search criteria All search criteria will automatically be keyworded. To search for the criteria exactly as typed, type a. after the entry. Example: cats. 5. Click Query To exit QuickSearch without performing the search, Click Exit Between Searching 1. While in any L4U Functions or Control Files, Click Query 2. Click QuickSearch Tab 3. Select the field to search 4. Click Enable Between Searching 5. In the first field provided, Enter the starting value 6. In the second field provided, Enter the ending value Example: Accession Number Between and Click Query To exit QuickSearch without performing the search, Click Exit 136

157 Chapter 9 Data Management Note: The fields available for searching depend on the current file. Example: The screen shot to the right displays the available fields when searching the Client file. The procedure for conducting the search remains the same. Multi Seek The Multi Seek option provides the user with the ability to search on multiple topics at one time. As well, the use of Boolean operators can be included to make the search even more specific. To use the Multi Seek: 1. While in the Library file, Click Query 2. Click Multi Seek Tab 3. Using the drop down menu, Select the field upon which to search 4. In the first field provided, Enter the search criteria 5. Using the drop down menu on the right, Select the Boolean operator to use 6. Repeat this process as many times as necessary to complete the required search Example: Subject Owl Or Keyword Pet And Author Mowat 7. Select whether to search the entire collection or, if a previous result list exists, search only the current list displayed 8. Click Query To return to the current file list without performing a search, Click Exit 137

158 L4U Users Manual Clear Entries Clicking Clear Entries will delete all search criteria entries from the screen and reset all of the Field options and Boolean Operators to their default values. Advanced The Advanced Query command is the most flexible searching tool in L4U. Custom searches can be created and saved, making complex searches efficient and easy to use. Searches are built in the Custom Search Editor using available fields and comparison statements. These searches can then be saved to the data file for easy access and regular use. Saved searches are required if you wish to use the Picture Search feature in L4U ipac, see Creating Picture Searches on page 15 of the L4U Web Manual. Search Format Area: This area is located on the top half of the Search editor. This area contains a list of criteria that compose a Query. File Fields List: The scrollable list in the left center of the Search editor contains a list of fields in the current file. Search Comparisons: The scrollable list is located in the right center of the Search Editor screen and contains all of the comparison statements. Entry Field: This is where the search value is entered. Boolean Operators: These three options (And, Or and Not) are located underneath the Search Value field and are used to invoke Boolean logic between the search criteria. Change, Del Line, Add Line: These buttons allow you to make changes to the various lines of the advanced search Wildcard All Queries: When selected, L4U will automatically add the wildcard character to all of the Search Criteria. Search Current Selection: L4U will search the subset items only and not the entire file. In essence, a search within a search. Building and Saving Searches Saved searches are only available from the file that they were created in. For example, if a search was created and saved in the Library file, it will not display in the Advanced search area of the Acquisitions file. As well, the fields available for query are specific to the file in which you are working. To create and save a Custom Query: 1. While in any L4U Functions or Control Files, Click Query 2. Click Advanced Tab 3. Click Add 138

159 Chapter 9 Data Management 4. In the Fields List, Click on the field of choice 5. Click the Comparison that is needed 6. Click in the entry field and type in the search value 7. If additional criteria are needed, Click Add Line 8. Click on the boolean operator of choice (And, Or or Not) 9. Repeat steps 4 to 7 until the complete Query is built 10. Select Wildcard All Queries and/or Search Current Selection if applicable 11. Click Query 12. Click one of the following: Save Now and continue to step 12 Run the Query Without Saving and the query will be executed but not saved 13. If Save Now was selected, Enter the Short Title and a brief Description 14. Click Save To exit without saving, Click Cancel Stored Queries Once a query has been saved, it is available from the Stored Queries drop down list. This drop down is accessible from the list view for each table. Only the queries created in a specific table are available for use in that table. Stored Queries are used by 139

160 L4U Users Manual selecting the appropriate queries from the drop down list located at the top right of all list view screens. The query is automatically executed and the results are displayed. Using a Saved Search Once a search has been saved, it displays in the Advanced query tab and can be used at any time. To run a saved search from the Advanced Query tab: 1. While in the appropriate file, Click Query 2. Click Advanced Tab A list of all searches saved for the current file will display 3. Click the required search The brief description appears for each search 4. Click Query Note: Search descriptions appear only if they were entered when the search was saved. Modifying searches Existing searches can be modified after they have been saved. To modify an existing search: 140

161 1. While in the appropriate file, Click Query 2. Click Advanced Tab 3. In the list, Double Click the name of the Search to be modified 4. Make the necessary changes, see options below. 5. Click Save 6. In the Save Custom Query box, Click Save 7. An Alert appears, Click Replace Existing Query 8. A Confirmation appears, Click OK Chapter 9 Data Management Change Values entered in a specific criteria can be changed. Load the search, Click the appropriate line in the Search Format. The cursor moves to the value field. Click Change and Enter the new value and/or comparisons. Click Save. Del Line If an entire line in a multi level search needs to be removed, Click the line and Click Del Line. Deleting Saved Searches If at any point a Query is no longer necessary, it can be completely deleted. To Delete a search: 1. While in the appropriate file, Click Query 2. Click Advanced Tab A list of all Queries saved for the current file will display 3. Click the unnecessary search The brief description appears for each search 4. SHIFT + Click Delete L4U Custom Search Editor Tips The Custom Search Editor allows you to perform very complex searches. Multi-Level Searches may be executed at one time, however, the search will become slower as more criteria are added. The fastest searches are, is equal to and is not equal to, and the slowest are Contains and Does not Contain. 141

162 L4U Users Manual Searches are usually quicker if you use Power Search or one of the ipac style searches first to reduce the number of records. When using this technique, remember to Click the Search Current Selection check box (in the Advanced Custom Search Editor) before starting your search, otherwise every record within the current file is searched. This is also know as nested searching or searching a subset. List Searches Use List Searches to produce subset lists of items by scanning in their barcodes. This is especially useful for creating a subset of disparate materials for exporting or deleting. Note: List Searches are a handy way to weed materials that are no longer needed. If you end up with a box full of items, List Search is much faster than deleting them one at a time. To Use List Searches: 1. While in the appropriate file, Click Query 2. Click List Search tab 3. Scan the barcodes of the items to be subset Barcodes may also be entered manually. Use a TAB between entries. 4. Click Display to display a Subset of all items scanned. Click Exit to exit without displaying the subset. Importing a List Search If using a portable scanner device such as the L4U Palm Scanner, barcode lists can be imported directly into the List Search screen. This can be useful for scanning items that are not in the same location as each other or as the library administration computer. For example: A selection of reference materials is being sent to another library and you want to include the MARC records. The reference materials have been boxed and are in the office awaiting shipment. Take the scanner to the office and scan each item. Come back to the library, download the scanner file to the computer hard drive (See the individual scanner manual for details on how to download files). Import the scanner list and a subset is automatically created and is ready for export. The List Search option is available in the Client File, Acquisitions File and Library File. 142

163 Chapter 9 Data Management To import a List Search: 1. While in the appropriate file, Click Query 2. Click the List Search tab 3. Click Import 4. Locate and Select the file to import, Click Open 5. Click Display to run the Query and display the subset of records Globals Globals permits large scale changes to the current file. Globals should be used when modifying a specific field in a large number of records. The field will be updated in all the currently selected records, or only the records currently highlighted. This may mean adding a subject to 5 items, or adding a new URL to 500 items. Warning: This is a very powerful and time saving feature. Use caution when making any type of Global Change. Global Changes cannot be undone. Although it is not required, we recommend that a Subset be created of the records to be changed before performing the Global Change. It is highly advised to ensure that you have a current backup of your data before performing Global Changes. 143

164 L4U Users Manual Performing a Global Change 1. Subset or Highlight the records to be changed 2. SHIFT + Click Globals 3. If records were highlighted but not Subset, a confirmation screen appears. Select either Only the X highlighted records or the Current Selection of X 4. Select the field to be changed 5. In the New Contents field, Enter the new value If Status is selected, a pop up list appears. Click the value to use and Click OK. If Add New Resource is selected, the Resources screen appears. For information on adding resources, see Adding URLs on page Click Update To return to the current file without making any changes, Click Exit Any changes made to the Loan Type or Dewey will prompt the request to update the Call Number. By clicking OK, L4U will reconstruct the Call Number using the Loan Type, Dewey and Cutter. If any of these fields are blank or incorrectly entered, the Call numbers will not update properly. Use this feature only if the individual records are complete and correct, otherwise, Click No. 7. A Confirmation screen appears. Double Check the number of records being changed and Click OK. If the record total is incorrect, Click No 8. An additional Request screen may appear depending on the field being changed Do you wish Entry Date updated to Today s Date?, Click OK to make the change or No to leave the Entry Date as is. Warning: Using the option to automatically update local call number is a very useful tool; however, if used when data fields are incomplete or contain conflicting data, local call numbers will be lost. 144

165 Chapter 9 Data Management Global MARC This feature is designed primarily to apply changes to MARC fields or sub-fields not normally changed when modifications are made to the Library File or Acquisitions File fields. For information, see Global Changes on page 316. Warning: Global MARC Changes should only be attempted by someone who has experience using the L4U program and is familiar with MARC standards. Global changes are irreversible and should be conducted with the utmost caution. Delete When Clients, Authorities, Control records and/or materials are no longer needed in the L4U data file, their records can be deleted. To Delete records: 1. While in the appropriate file, Subset the records that need to be deleted 2. SHIFT + Click Delete If no Subset was made and the records are only highlighted, a Confirmation screen appears. Click either Only the X Highlighted records or Current Selection of X 3. A Confirmation screen appears. Double check the number of records to be Deleted and Click Yes, Delete now or if the number of records is incorrect, Click Do Not Delete. Note: L4U limits the number of records that can be deleted at one time to 2,000 or less. If the maximum is exceeded, the selection is automatically reduced and displayed as a new subset. 145

166 L4U Users Manual Print Exit Use the Print button to create or print previously saved reports, labels, letters or even graphs from the library data. The Print button will print the current selection of records in the active window. To print records: 1. While in the appropriate file, Subset the records to work with 2. Click Print 3. Select either Reports, Labels, Graphs or Word Processor depending on the task at hand To print a Report, see Printing a Custom Report on page 243. To print Labels, see Printing Labels on page 226. To print a Graph, see Printing Graphs on page 271. To print a Document, see Printing Documents on page 281. To close the current window, Click the close box available on the title bar; Macintosh (upper left corner) and WIN (upper right corner). Current windows can also be closed by using the ESC key. Windows without close boxes will have an Exit button. Although multiple windows can be open concurrently, it is best to close any unnecessary windows as memory is affected when many windows are open at one time. Maintaining Pop Up Lists Throughout L4U, pop up lists are utilized to assist with data entry. Fields such as Location, Status, Condition, etc. all use pop up lists. These lists come with default entries, but can be added to and modified to best suit the library s needs. Using Pop Up Lists Any time a field that uses a pop up list is clicked on or tabbed into, the list will automatically appear. To make a selection using a pop up list: 1. Click on or Tab into the field and the List automatically appears 2. Click the required value The scroll bar can be used to view additional options in longer lists. 3. Click OK The selected value will be entered into the field Note: If the preferred value is not present and it is not necessary to modify the list to include the new value, Click Cancel and manually enter the data in the current field. 146

167 Chapter 9 Data Management Modifying Lists 1. Click on or Tab into the field and the List automatically appears 2. Click Modify 3. To add a new entry, Click Insert and Enter the new value 4. To delete an entry, Click the value and Click Delete 5. To sort the new list in ascending order, Click Order By 6. Click OK To exit without saving the changes, Click Cancel MARC Record Snapshots MARC Record Snapshot is found in the MARC tab of an items Library File record and allows for an undo function in the Library File. L4U has the ability to store three copies of an item s MARC record. These copies are called Snapshots. For more information, please see MARC Record Snapshots on page 326. Keywords Keywords are terms that the Patron can use to search for an item. They add more access points to a record than the standard card kit. L4U also uses this list of Keywords to create its SoundsLike file. Anytime a Patron uses the Phonetic search option, they are searching a modified Keywords list. Keywords are automatically generated when a record is Posted. These Keywords are derived from various fields within the record. Users have control over which fields are keyworded by modifying Preference settings, see Keywords on page

168 L4U Users Manual L4U Enterprise users can rebuild the items keywords by clicking the Rebuild Keywords button from the items Library File record. 148

169 C HAPTER 10 CIRCULATION Circulation Overview Checking an Item Out Checking an Item In Locating Clients and Items Modifying and Adding Clients Circulation Options Viewing Client Details Renewing Items Placing Reserves Fine Payments Circulation Statistics Circulation Alerts Circulation Period Hierarchy Circulation Management Temporary Barcodes Lost Items Circulation Receipts Limited Circulation 149

170 L4U Users Manual Circulation Overview Most of a library s daily activities take place within Circulation. This screen is used to enter library transactions such as checking Items in and out, placing Reserves and holds, Renewing items currently circulating and processing fine payments. Special functions such as Inventory and client modification can also be accessed from the Circulation screen. The primary function within any library is the actual circulation of Items to Clients. In L4U, both outgoing and incoming items are processed on the same screen, making it unnecessary to switch back and forth. L4U automatically updates the status of both the client file and the library file every time a circulation takes place. Circulation can be performed on the web if licensed for L4U Freedom. Please see Basic Circulation on the Web on page 73 in the L4U Web Manual for more information on Basic (Limited) Circulation. Please see L4U Freedom Circulation on page 136 in the L4U Web Manual for more information on Freedom Circulation. L4U Enterprise Considerations L4U Enterprise has special considerations because it is the combined holdings of two or more libraries or collections. This is also known as a Union Catalog. If your Homeroom Privileges allow you to circulate materials in more than one collection, Select the correct location from the drop down list before circulating items. If the drop down list isn t enabled, then your Homeroom Privileges allow access to just your collection. For more information on L4U Enterprise considerations, please contact your L4U Administrator or refer to L4U Enterprise on page 8 in the Enterprise Administrator Manual. Checking an Item Out When an Item is checked Out from the Library, the Due Date is automatically calculated based on the Loan Period for the item s Loan Type, see Loan Types on page 74. If the resulting Due Date would fall on a day the Library is closed, the Due Date is adjusted to fall on the next day the Library is open. Note: L4U Enterprise Users please note: While in the L4U Enterprise Admin Utility (not L4U Platinum Elite), the DOWN ARROW on the keyboard starts a Search or Query. In Circulation for example, L4U will start the search once the DOWN ARROW is pressed. To proceed, click on the desired item in the drop down list. 150

171 Chapter 10 Circulation 1. Functions > Circulation 2. Do one of the following: Scan or manually enter the client barcode in the Enter Barcode Here field Type the first few letters of the client s first or last name in the respective fields, and select the correct client from the drop down list 3. Do one of the following: Scan or manually enter the item barcode in the Enter Barcode Here field Type the first few letters of the Item s title into the Title field (do not use articles), and select the correct Title from the drop down list 4. The Item Status box will display Outgoing The item has now been checked Out Note: If one client is circulating multiple items, it is not necessary to re-scan the client code each time. Simply continue scanning or entering the item barcodes or titles. Those items will continue to be checked out to the same client until a new client barcode number or name is entered. 151

172 L4U Users Manual Checking an Item In Those Items with a status of Out can be circulated into the library without entering a Client Code. If currently in Circulation start from step Functions > Circulation 2. Do one of the following: Scan or manually enter the item barcode in the Enter Barcode Here field Type the first few letters of the item s title into the Title field (do not use articles) and select the correct title from the drop down list 3. The client that last borrowed the item will appear, and the Item Status box will display Incoming The item is now checked In Locating Clients and Items L4U offers several means of locating clients and items while in Circulation. The most efficient method is the use of barcodes. Enter the barcode by either manually typing it in, or by using a scanner, and L4U will display either the client information or the item information. Occasionally barcodes can become damaged and unreadable. In this situation alternative ways of locating clients or items can be used. Patron Search using Prefix For L4U Platinum Users only While in Circulation, clients can be located using the client code prefix (see Enterprise Client File Barcodes on page 57) and the first few letters of their first or last name. To perform this type of search: 1. In the Enter Barcode Here field, type the client code prefix and the first few letters of their first or last name (Example: Cmes) 2. Press TAB A list of possible matches appears If only one match is made, the client information will automatically appear in the Circulation screen 3. From the list, Select the appropriate client 152

173 Chapter 10 Circulation 4. Click OK The Circulation screen reappears with the client information displayed Drop Down Lists for Clients If you don t have the client s barcode number, it is easy to find the client using the client s first or last name. When you enter the first few characters of the name into the appropriate field on the Circulation screen, a drop down list of matching clients will appear to choose from. L4U Enterprise Users must press the DOWN ARROW on the keyboard to start the search. To use a drop down list to locate a client: 1. Click in the Name field The first bar is for the first name and the second bar is for the last name 2. Enter the first few letters of the first or last name The more letters entered the more specific the drop down list will become 3. From the drop down list, Click on the correct name 4. The information for the selected client will appear Drop Down Lists for Items You can also easily find items using the drop down list for the title. Enter the first few letters of the title into the Title field, and a list of titles to choose from will appear. Click the correct title to circulate the item Out or In. Multiple copies of an item appear separately. The accession number can be used to differentiate between copies. 153

174 L4U Users Manual Modifying and Adding Clients Users can modify or add Client information directly from the Circulation screen. To add a Client, Click Clients and then Click Add New Client. A blank Client information screen appears. Enter the necessary information. If there is no client loaded, L4U will create a blank Client record, ready for editing. For information on creating and modifying Clients, see Client Entry on page 61. To modify an existing Client from Circulation: 1. Enter the client in the main Circulation screen 2. Click Clients 3. Click Modify X X being the current client s code 4. Make the necessary changes 5. Click Save to return to Circulation 154

175 Circulation Options Chapter 10 Circulation Within the Circulation screen, there are various control functions that can be easily accessed. Many of these functions are also controlled in Preferences. For more information on the Circulation Settings in Preferences, see Circulation Settings on page 41. The Preference settings control the defaults, whereas the Options for Circulation control the activity taking place for that current session. These special functions include activities such as Circulation Modes, Status Checks on library items and Fine notifications. Normal Circulation versus Status Check By default, L4U automatically circulates items both in and out. This is called Normal Circulation. The Status of an item can be verified without actually circulating the item out or in. To check the Status of an item: 1. Functions > Circulation 2. Click Norm. Circ The button will change to Status Chk 3. Scan or manually enter the item to be checked The item information will appear and the Status will display in the Item Status field These steps can be repeated as many times as necessary 4. To return to Normal Circulation, Click Status Chk The button will change to Norm. Circ and normal Circulation will resume 155

176 L4U Users Manual Circulation Modes L4U defaults to Auto Circulation. This means that items can be checked In and Out at any time. During the course of library operation, it may become necessary to do a large number of returns or circulations. By Clicking Auto, the circulation mode changes to In Only. Items can now only be checked In. This is helpful for catching items that have been placed in the return bin without ever having been checked out. By Clicking In Only, the Circulation mode changes to Out Only. L4U will now allow only items with a status of In to be checked Out to a client. This can be helpful for processing large groups of Clients. To return to Auto Circulation, Click Out Only. Circulation Controls In addition to the default settings that exist in Preferences, a number of the Circulation options can be changed directly from the Circulation screen. To modify these settings: 1. Functions > Circulation 2. Click Controls 3. Select the preferred options See definitions below 4. Click Done Circtime Override By selecting Circtime Override, an alternate circulation period can be designated when checking an item Out. Each time an item is circulated, a prompt will appear requesting the new value. The value entered will override all other loan periods excluding the Global Due Date. A setting within Preferences will determine whether L4U requests a specific due date or the number of circulation days. To change this setting, see Circtime Override Options on page 46. The Circtime Override needs only to be set once in Circulation. All subsequent sessions will use this setting. Final Due Date In order to apply the Global Due Date to circulating items, Final Due Date must be activated in Circulation Controls. When applied, the Global Due Date will override all other loan periods. This means that no circulating item will have a due date later than the Global Due Date regardless of all other settings. To set the Global Due Date, see Global Due Date on page

177 Chapter 10 Circulation Incoming Grace Day When Incoming Grace Day is activated, L4U allows an item to be one day overdue without accruing fines. This feature is useful for libraries that have night drop boxes for returned items, or only check items In on specific days. Fine Warning On When selected, Fine Warning On alerts the librarian to existing Fines conditions or outstanding Fines. The operator can then allow or disallow additional circulations. For more information on Fines and Fine Payment, see Fines and Points on page 193. Disable Fines When selected, fines that would ordinarily be charged for items returned will not be charged to the client. Fines will not be charged as long as Disable Fines is selected. Display Client Picture When the Display Client Picture option is selected, Circulation will display the Client photo every time the Client Code has been entered, and any time an item is returned by that Client. The Client picture must exist in the Client File for this feature to function. Show Pay Fines If this option is selected, L4U will automatically display a payment prompt for any item that is checked in and has accrued a fine. Otherwise, fine payments must be processed by clicking the Fines tab. For more information on Fines and Fine Payment, see Payments on page 198 Note: Circulation Sounds must be turned On in Preferences before Audible Warning will be enabled. As well, users can specify what sound is used, see Circulation Sounds on page 44. Inventory The Inventory button is used when conducting a partial or complete inventory of the Library Collection while concurrently conducting regular Circulation. This feature will only be active if Inventory has been turned on in Preferences. For information on the use of the Inventory Option for Circulation, see Inventory through Elite Circulation on page

178 L4U Users Manual Items Out for Client L4U provides a list of Out items in both a quick, at-a-glance format, and a more detailed format. Anytime a Client is entered in Circulation, a list of Current Items Out is displayed on the main Circulation screen. These items are color coded for convenience. Items listed in Black are items that are currently checked Out to the client. Items listed in Red are Overdue Items currently Out to the client. The item that is currently being circulated, will be displayed in Blue. For more detailed information on items out for a Client: 1. Locate the client by doing one of the following: Enter the Client barcode Select the Client from the drop down list Using Find, select the appropriate Client 2. Select the Items Out tab 3. To Sort the list displayed, Click the Column Headings 4. To Print the list exactly as seen on the screen, Click Print 5. To return to the main Circulation screen, Close the window 158

179 Renew Items Chapter 10 Circulation Items that are currently circulated Out to a client can be renewed for either an additional loan period, or until a specified date. Renewals are accomplished by either checking the item In and back Out again, or by using the Renew feature. Renew an Individual Item 1. From the Circulation screen, enter the client 2. Select the Renew tab 3. Select the item to be renewed by clicking on it 4. Click Subset 5. Click Renew 6. Select Renew Overdue Items, if necessary 7. Select either Use Loan Type for Return Dates or Use a specific Return Date If Use a specific Return Date was selected, a prompt will ask for the due date to be used. Enter the date and Click OK 8. Click Allow 9. To return to circulation, Close the renewals screen Note: If the date used to renew an item is greater than the Global Due Date, the date will default to the Global Due Date set in Preferences. Renew Multiple Items 1. From the Circulation screen, enter the client 2. Click the Renew tab 3. Do one of the following: If all items need to be renewed, Click All Items If only some of the items need to be renewed, Subset those records. See Subset on page Click Renew 5. Select Renew Overdue Items, if necessary 6. Select either Use Loan Type for Return Dates or Use a specific Return Date If Change Return Date is selected, a prompt will ask for the due date to be used. Enter the date and Click OK 7. Click Allow 8. To return to circulation, Close the renewals screen Note: The renewal of multiple items can also be done in the Circulation Management screen, see Circulation Management on page

180 L4U Users Manual Placing Reserves Reserves can be placed directly from the Circulation screen. A Reserve can be placed on an item that is currently Out of the library, or an Advanced Booking may be placed for an item that is currently In but is required for a future date. After entering a client on the main circulation screen, Select the Reserves tab. For more information on placing Reserves and Advanced Bookings, see Placing Reserves on page 172. Current Reserves Reserves can be viewed from within Circulation or from the Reserves area of the program. This chapter focuses on viewing Reserves from within Circulation. To read more about viewing, placing and modifying Reserves, see Reserves on page 171. Current Reserves can be viewed for either a client or an individual item. The Reserves list includes items that are currently Out and are Reserved for the next available time, and those items that have an Advanced Booking for a specific time period. Viewing Reserves by Client 1. From the Circulation screen, enter the client 2. Select the Active Bookings tab 3. Click Print List if hard copy is desired 4. To return to the main Circulation Screen, Click OK Viewing Reserves by Item 1. Click Norm.Cir. to change to the Status Chk mode 2. Enter the Item barcode 3. Click Active Bookings 4. Click Print List if hard copy is desired 5. To return to the main Circulation Screen, Click OK 160

181 Chapter 10 Circulation Fine Payments Outstanding client fines, other charges, active fines and fines history can be viewed from Circulation. Fines and other charges can be partially or fully paid at any time. Entering the client on the main circulation screen and Selecting the Fines tab accesses this feature. For more information on Fines and how payments are applied, see Payments on page 198. Circulation Statistics Circulation statistics are generated by loan type. Statistics are maintained by loan type for all circulations that take place on a daily, monthly and annual basis. These statistics are useful when allocating funds to specific resource materials, or when weeding the library collection of items that no longer circulate. To access the Circulation Statistics: 1. Functions > Circulation 2. Select the Statistics tab The circulation statistics screen is displayed. This list defaults to the order in which the Loan Type File is maintained. 3. To Print the list exactly as seen on the screen, Click Print 4. To exit the Statistics screen, Close the window Note: For more information on circulation statistics and other statistics maintained by L4U, see Statistics and Graphs on page

182 L4U Users Manual Circulation Alerts Throughout Circulation, L4U uses various alerts or messages to notify the user of special circumstances. These can include clients with overdues and/or fines, reserved items ready to be picked up or maximum number of borrowed items reached. When these messages appear, steps must be taken to either clear the message or provide L4U with the requested information. Following are examples of messages a user may encounter. Client with Overdues Overdue notices will appear when a client with Overdues is entered in Circulation. To view the Overdues, Click Yes and the Items Overdue will be displayed. To clear the message, Click No. Note: While logged in under the Limited Circulation password, it is possible to disallow all clients with overdues to circulate items. If this Preference setting is activated, additional circulations are denied until the Overdues have been returned, See Disallow Students with Overdues to Circulate Books on page 50. Maximum Reached If a Client attempts to Circulate an additional item after his/her maximum number allowed is reached, a list of items currently on loan will appear. The option to allow or disallow the additional circulation is given. To allow the circulation, Click Allow Circulation. To disallow, Click Don t Allow. Note: The option to allow additional circulations while using the Limited Circulation password is controlled in Preferences. For added security, a password can be assigned to this override. To set up the Limited Circulation password, see Limited Circulation on page

183 Chapter 10 Circulation Maximum Renewal or Fine/Points Maximums can also be reached for number of renewals on a single item, or on the amount in Fines/Points. Alert messages will appear notifying the user in each scenario. To clear the messages, Click OK. Returned Item has Accrued Fines When an Overdue Item is checked back In, a message appears providing the user with the fine information and the opportunity to pay. This message only appears if Fines are being used, and the Show Pay Fines option has been activated. If Show Pay Fines has not been activated, an alternate message will appear stating only the amount of the fine. Posting Reserve Messages When a reserved item is returned, the user is given the opportunity to post a message to the client that placed the reserve. Upon the return of the item, a screen will appear, noting the client that has the item reserved. At this point, the reserve can be deleted, printed and/or the user can continue by Clicking Exit. An Arrival message can then be entered for the client with the reserve by Clicking OK when the prompt appears. When multiple reserves exist for a single item, the arrival message will be posted to the first person on the reserves list who has no arrival message for this item yet. 163

184 L4U Users Manual Reserve Arrival Messages If a client is entered in Circulation and the item they have reserved is available, a notification message will appear. If the client has been made aware of the reserve, and the user wishes to clear the message permanently, Click Delete. To save the message for retrieval at a later date, Click Continue. The message will appear each time the client is entered, until the message is deleted or the item is circulated to the client. Prior Reserves Occasionally clients attempt to borrow items that have been reserved for someone else. When the circulation attempt is made, a message will appear stating that a prior reserve exists. The user can then view the Prior Reserves, and choose to either Allow the circulation or disallow the circulation by Clicking Cancel. Suspended Client If a Client currently has a status of suspended, they are not permitted to borrow materials from the library. When a suspended Client is entered in Circulation, an Alert will display. To clear the Alert, Click OK. For additional information on suspended Clients, see Suspended on page 68. Account Expired If a Client currently has a Card Expiry Date that has passed, they are not permitted to borrow or renew materials from the Library. When a Client with an expired account is entered in Circulation, an Alert will display. To clear the Alert, Click OK. 164

185 Chapter 10 Circulation Bonus Reached If a library chooses to award bonuses to patrons circulating a specified number of books, that value can be entered in Preferences. Once a patron reaches the designated number of circulations, L4U will display a message notifying the user that the bonus amount has been reached. Circulation Period Hierarchy When an Item is checked Out from the Library, the length of time the Item will circulate for is determined by several settings (Example: Loan Type, Client File, Circulation, etc.). Circ Time can be controlled on several levels, therefore a hierarchy must exist with specific settings always taking precedence over others. The hierarchy is listed below from lowest priority to highest. Loan Type Code Each item in the library collection has a mandatory Loan Type Code. Loan Type Codes are assigned a circulation period. When an item is circulated, its due date is based on the number of days in its designated loan type circulation period. Note: The Loan Type Code can be configured to Override Client s Max Days Out. To use this feature, see Creating Loan Types on page 75. Client Circulation Override A Client s Circulation Override value will take precedence over the Loan Type Code circulation period. This setting is useful for patrons who require set circulation periods that usually exceed a normal Loan Type period. For Example: If a Client with a Circ Override of 10 days checks Out a book with a Loan Type Code set to 7 days, the due date will be 10 days from the current date. Circtime Override By selecting Circtime Override within Circulation, an alternative circulation period can be entered when checking an item Out. Each time an item is circulated, a prompt will appear requesting the new circulation period value. The value entered will override all other loan periods, excluding the Global Due Date. A setting within Preferences will determine whether L4U requests a due date or the number of circulation days. To change this setting, see Circtime Override Options on page

186 L4U Users Manual Global Due Date This is the highest level in the circulation hierarchy. This date is set in Preferences and is the last possible date due. This date will override all other circulation periods. Global Due Date can be used for collecting materials before an inventory or library closure. This date must be entered in the correct format for proper program functionality (MM/DD/YYYY). Circulation Management For a complete list of all items currently circulating, go to Reports > Items Out & Inventory. Overdue items will be marked with a Red O. This list can be used to modify date dues, generate reports and identify the client currently borrowing an item. For more information on working with records in this type of list, see Working in List View on page 130. To view a specific record, Double Click the appropriate Title. Renewals Renewal of multiple items can also be done in the Circulation Management screen. 1. Reports > Items Out & Inventory 2. Subset the items to adjust, see Subset on page SHIFT + Click Global 4. Enter the new Date Due in the field provided, Click OK 5. A Confirmation appears with total number of items to be changed, Click OK 6. Overdues can then be marked Overdue by Clicking No or Not Overdue by Clicking Yes Note: Changes made to Date Dues using the Global feature do not check for Reserves, Suspended Clients, Expired Clients or maximum renewals of an item. 166

187 Temporary Barcodes Lost Items Chapter 10 Circulation Occasionally a library collection contains items that are disposable or new items that have not yet been cataloged but are available for circulation. Users may wish to utilize a temporary barcode to track the circulation of these types of items. A generic record must be created and posted to the Library File, see Creating Item Records on page 88 for each temporary barcode number. Generic records must have a Department of VF (Vertical File). Records assigned the Vertical File Department are designed to be defined at the time of circulation. To circulate an item as a temporary barcode: 1. In Circulation, Enter a client 2. Manually enter the Barcode or Title of the generic item 3. The Bibiliographic Note field displays, Enter the item description 4. Click OK This item has now been circulated Out To circulate the item back In: 1. In Circulation, manually enter the Barcode or Title of the generic item 2. The Bibliographic Note field displays with the description of the item entered at the time of circulation 3. Click OK The item has now been circulated In Note: If the library does not contain Vertical Files but does use the temporary barcode system, the VF department definition can be modified to read Temporary Barcode rather than Vertical File. Items that are not located during an inventory or are known to be missing should be marked with a status of Lost. If a client has misplaced an item you will need to adjust the status of the item and make it unavailable for future circulation. To change the status of an item to lost: 1. Functions > Library File 2. Locate the item and Double Click to view the details 3. Click into the Status Field 4. Select Lost from the pop up list 5. Click OK 6. If the item was currently checked out to a client, the messages to the right appear. Click Yes and OK to record charges in Client file. 7. Click OK to save the Item record. 167

188 L4U Users Manual Circulation Receipts L4U can be set up to print out circulation and fine receipts. This is an excellent method to provide a hard copy of items a patron has just circulated or has circulating, fines that have been paid or are owing, etc. If a slip printer has been connected and set up on the Circulation Station, Circulation Transaction Receipts (slips) may be printed at the time of circulation. For information on connecting a slip printer please refer to the manufacturer s instructions. Instructions for activating the slip printer can be found in Preferences, see Slip Printer on page 48. These slips can contain the following information: Date of circulation Patron Name and Code School Name Item Title, Call Number, Accession Number and Due Date Amount owing Amount paid To print Circulation Transaction Receipts: 1. Functions > Circulation 2. Enter a Client 3. Click the Slip Printer icon If a slip printer is not connected, this icon will not be available 4. Perform circulations as normal (by Accession Number, Call Number or by Title) 5. When complete, Click the Slip Printer icon again to cut the receipt This type of receipt contains the client code, the accession number(s), title(s), and due date(s). To print items overdue: 1. Functions > Circulation 2. Enter a Client 3. A message stating the client has items overdue. Display?, Click Yes 4. Click Slip A list of items currently overdue with the accession number, title and due date is printed 168

189 Chapter 10 Circulation To print out a list of items that the patron currently has circulating: 1. Functions > Circulation 2. Enter a Client 3. If the client has overdues, a message appears. Display?, Click No 4. Click Items Out for Client tab 5. Click Slip A list of items currently circulating with the accession number, title and due date is printed To print fine receipts at the point of item return: 1. Functions > Circulation 2. Scan or manually enter the overdue item barcode in the Enter Barcode Here field 3. If the client has fines owing, a message appears The fines owing screen will only appear if the Show Pay Fines is selected in Options for Circulation under Controls. 4. Enter the amount paid, Click Pay 5. A Confirmation screen appears, Click Yes to print a receipt To print a receipt for a payment: 1. Functions > Circulation 2. Enter a Client 3. If the client has overdues, a message appears. Display?, Click No 4. Click Fines tab 5. Click Payment 6. A Confirmation screen appears, Click Print Receipt 7. Enter the amount paid 8. Click OK 9. To exit the Fine Payments screen, Close the window 169

190 L4U Users Manual Limited Circulation Some libraries have aids or assistants whose main tasks are circulation and reserves of materials. To limit access to only these areas of the program, L4U has a built-in password for Limited Circulation. The password is created and the access privileges assigned in Preferences, see Limited Circulation on page 49. To restrict a work station to Limited Circulation, either launch L4U and enter the Limited Circulation password as the Access Level password or go to File > Change Access Level and enter the Limited Circulation password. The work station will be limited in access until the Access Level password is changed The Circulation screen for Limited Circulation looks the same as full function Circulation. Which buttons and tabs are available to the user will depend on the settings in Preferences. See the individual sections of this Chapter for instructions on using the permitted functions.. 170

191 C HAPTER 11 RESERVES Placing Reserves Placing Reserves from the Web Viewing and Modifying Reserves Reporting Reserves 171

192 L4U Users Manual Placing Reserves With L4U, it is possible to place a Reserve from the Administration level of L4U, directly from the Circulation screen or from the ipac. Reserves can be entered & modified via the ipac in My Profile or from Freedom Circulation in L4U Freedom if licensed for L4U Freedom. Please refer to Reserves on page 70 or Placing Reserves in Freedom Circulation on page 146 in the L4U Web Manual for more information on My Profile Reserves or Freedom Circulation Reserves respectively. A Reserve can be placed on an item that is currently out of the library, or an Advanced Booking may be placed on an item that is currently in the library, but is required for a future date. L4U Enterprise Considerations L4U Enterprise has special considerations because it is the combined holdings of two or more libraries or collections. This is also known as a Union Catalog. If your Homeroom Privileges allow you to reserve materials in more than one collection, Select the correct location from the drop down list before reserving items. If the drop down list isn t enabled, then your Homeroom Privileges allow access to just your collection. For more information on L4U Enterprise considerations, please contact your L4U Administrator or refer to L4U Enterprise on page 8 in the Enterprise Administrator Manual. 172 To place a Reserve 1. Do one of the following: From the Circulation main screen, Click the Reserves Tab From Administrative L4U, Functions > Reserves - Bookings, Click Add 2. Do one of the following to select a client: Enter the client barcode in the Enter Barcode Here field, Press TAB

193 Chapter 11 Reserves In the First Name field, begin typing the client s first name. Select the correct client from the drop down list. In the Last Name field, begin typing the client s last name. Select the correct client from the drop down list. 3. Do one of the following to enter an item: Enter the item barcode in the Enter Barcode Here field, Press TAB In the Title field provided, begin typing the title. Select the correct title from the drop down list. 4. If the item currently has a status of In, or the item has another copy that is In, a notification will appear. If the item currently has a status of In or a copy with a status of In, Click OK. Either enter a Reserve date as per step 5, or Close the window and circulate the item. 5. To create the Reserve, enter the For Date using the format mm/dd/yyyy. Press TAB. The Until Date will automatically be entered based on the loan period of the item If no For Date is entered, the Reserve will be placed for the next available date (the day that the book is checked In) 6. Click Place Reserve 7. A Confirmation screen appears, Click OK 8. Repeat steps 2 through 6 until all Reserves have been entered. 9. Close the Reserves Management window. Note: When multiple copies of an item exist, all copies will be Reserved. The circulation of any of the copies to the client will satisfy the Reserve. Prior Reserves While in the Reserves Management screen, it is possible to view any prior Reserves that a client may have. Enter the client code in Enter Barcode Here and Click Prior Reserves. Click either Print List or OK to exit. 173

194 L4U Users Manual Find For L4U Platinum Users Only Another option for locating clients and items in the Reserves Management screen is Find. By clicking Find, you are given the option of searching by Client or searching by Item. To find a Client: 1. Click Find from the Reserves Management screen 2. Click Search for Clients 3. Enter all or part of the client s first or last name and Click Ok 4. A list of all matches will be displayed 5. Select the client you want from the list by clicking on it 6. Click Ok to return to Reserves Management. The selected client will be loaded into the Reserves Management screen. 174

195 Chapter 11 Reserves To find an Item: 1. Click Find from the Reserves Management screen 2. Click Search for Items 3. Use the Expert or Multiseek buttons to perform a search, see Query on page A list of all matches will be displayed 5. To view additional information about an item, Double Click on it. To return to the Circulation Query screen, Click Done 6. Select the item you want from the list by clicking on it 7. Click Done to return to Reserves Management. The selected item will be loaded into the Reserves Management screen Viewing and Modifying Reserves Existing Reserves can be viewed and/or modified from the Administration level of L4U or individuals may view and modify their own reserves from their My Profile in the ipac (see My Profile on page 65 in the L4U Web Manual). From the Reserves 175

196 L4U Users Manual screen, administrators have the ability to add, delete or modify existing Reserves. To view all existing Reserves: 1. Functions > Reserves - Bookings 2. Using the Power Search feature or Query, specific Reserves can be located. See Power Search on page To view the details of a specific Reserve, Double Click the record 4. Dates can be changed as necessary by Clicking in the appropriate field and Entering the new information 5. To Exit the record, Click Save To Exit without saving changes, Click Cancel 6. From the list view, Reserves can be sorted, queried, printed and/or deleted. For more information on these functions, See Data Management on page To return to the main screen, Close the Reserve/Hold Management screen. Reporting Reserves A variety of reports are available for reserves. You can generate reports or lists of all Reserved items, or those Reserved items specified by a particular criteria. 176

197 Creating a Reserves Report Chapter 11 Reserves 1. Reports > On Reserve 2. Choose one of the following by clicking in the radio button All Reserved items, Print all Items Items with a current status of In, Print Arrived Items Only Items that are currently outstanding from the library, with a status of Out, Print Outstanding Items Only Items that currently have a non-active status (status other than In or Out), Print Non-Active Items Only 3. From the Homeroom options, Click one of the following: All Homerooms will print all Reserves on individual Homeroom lists Single Homeroom will print only the Reserves for the Homeroom that is selected. A prompt will appear and the homeroom can be chosen from the drop down list. Click OK. Marked Homerooms will print only those Homerooms that have previously been marked in the Homeroom file. For instruction on how to Mark records, See Mark Item on page 133. Advanced will launch the query editor. This can be used if a more specific search criteria is necessary. 4. One or more reports will print based on the criteria entered Arrived Item Labels If shipping labels are required for the Reserved materials, it is possible to print these at the same time the report is being generated. Select Print Labels for Arrived Items, and L4U will launch the Label Editor directly after printing the requested report. For more information on using the Label Editor, See Labels on page

198 L4U Users Manual 178

199 C HAPTER 12 OVERDUES Create overdue reports Overdue Serial subscriptions Generate overdue letters Send overdue notices 179

200 L4U Users Manual Overdue Reports With L4U, various types of overdue reports can be created, including complete lists of all outstanding items by Homeroom, specialized reports for specific clients and/or overdue notices to suppliers providing serials. The overdue report process has been made simple through the employment of a report wizard and pre-formatted reports. However, if the pre-formatted reports do not contain the information that you require, you still have complete content control via the Report Editor (page 233) Similar overdue reports are available in L4U Freedom. Reports by homeroom or by client are easily produced. Please refer to Item Reports on page 170 in the L4U Web Manual for more information. Overdue Report from Overdue Wizard (left) & from L4U Freedom (right) 180

201 Chapter 12 Overdues Overdues using the Report Wizard Various overdue reports can be generated quickly and easily using the report wizard. There are five basic steps for each type of report. Only the options available for each type of report are different. L4U Enterprise Considerations L4U Enterprise has special considerations because it is the combined holdings of two or more libraries or collections. This is also known as a Union Catalog. If your Homeroom Privileges allow you access to homerooms or clients in more than one location, Select the correct location from the drop down list in the Overdue Report Wizard. If the drop down list isn t enabled, then your Homeroom Privileges allow access to just your location. 181

202 L4U Users Manual Overdues by Homeroom Overdues can be grouped by Homeroom. This report can be generated for all Homerooms or selected Homerooms. A separate report will be printed for each Homeroom, with Overdues listed in the selected order. To print an Overdue report by Homeroom: 1. Reports > Items & Serials Overdue 2. Select Homerooms 3. Click Next 4. Select the Homeroom option to use: All Homerooms - will print all overdues that exist in all homerooms Marked Homerooms - will print overdues for only those homerooms that are marked. Either leave the default of Any Mark or select a specific mark from the drop down list. Single Homeroom - will print the overdues for only the homeroom selected. Using the drop down list, select the homeroom to use. 5. If printing overdues for multiple homerooms, Select the Print each homeroom on a separate page option or leave blank for a summary report containing all homerooms on a single print out. 6. Set the Starting Date and Ending Date 7. Click Next 8. Choose the report style to use If the pre-formatted reports do not suit your needs, Click Custom Report. Custom Reports can also be used to save reports as files instead of printed reports. For more information on Custom Reports, please refer to Custom Report Editor on page Click Next 10. Select the appropriate report options Preview the report before printing- will display the report prior to printing on Windows operating systems. Macintosh operating systems require that the preview be selected in the print dialog. Increment Client Notification Count - if selected, L4U will track how many times the client has been made aware of their overdues. 11. Select My Printer 12. Click Next 13. Review the information on the Confirmation Screen and if correct, Click Process 182

203 Chapter 12 Overdues Note: The Marked Homerooms drop down list is populated by each unique instance of a mark that appears in the homeroom table. Marks must be entered into the Homerooms table prior to using this feature. Overdues by Client Pre formatted overdue reports for a single Client are automatically generated within L4U. To create a Overdue report by a specific Client: 1. Reports > Items & Serials Overdue 2. Select Clients 3. Click Next 4. Choose which Client selection to use: All Clients with Overdues - will print a list including all clients with overdues Marked clients with overdue items - will print overdues for only those clients that are marked. Either leave the default of Any Mark or select a specific mark from the drop down list. 5. If printing overdues for multiple clients, Select the Print each client on a separate page option or leave blank for a summary report containing all clients on a single print out. 6. Set the Starting Date and Ending Date 7. Click Next 8. Choose the report style to use If the pre-formatted reports do not suit your needs, Click Custom Report. Custom Reports can also be used to save reports as files instead of printed reports. For more information on Custom Reports, please refer to Custom Report Editor on page Click Next 10. Select the appropriate report options Preview the report before printing- will display the report prior to printing on Windows operating systems. Macintosh operating systems require that the preview be selected in the print dialog. Increment Client Notification Count - if selected, L4U will track how many times the client has been made aware of their overdues. 11. Select My Printer 12. Click Next 13. Review the information on the confirmation screen and if correct, Click Process 183

204 L4U Users Manual Note: The Marked Clients with Overdue Items drop down list is populated by each unique instance of a mark that appears in the Client table. Marks must be entered into the Clients table prior to using this feature. 184

205 Serials Overdue Chapter 12 Overdues L4U generates overdue reports for all serials that are currently overdue from a Supplier/Vendor. L4U references the Issue Date for each serial in the acquisition file, and verifies that it has been received by the expected date. Reports can be created By Issue Date, By Order Title, or By Supplier. Note: It is important to note that these reports refer only to the serials in the Acquisitions file which have not yet been received. It does not refer to serials which are Circulating to a client and are overdue in the Library file. By Supplier Overdue Report by Supplier lists all Serials that have not been received from the Supplier, and are currently Overdue. L4U calculates Overdues for Serials by printing the Overdue Report. Therefore, this report must be created before attempting to print reports by Title or Issue Date. To print a Serials Overdue report: 1. Reports > Items & Serials Overdue 2. Select Serials 3. Click Next 4. Select By supplier 5. Click Next 6. The Message, You will now be taken directly to step #5 to print your report selection, Click OK 7. Review the confirmation screen and Click Process 8. A message appears regarding printing options, Choose either: Print All Pages Print each on a Separate Page 9. The Print dialog appears, Continue as per normal printing By Issue Date Following the previous steps, but selecting By issue date will generate a single report listed in the order of the date expected. By Order Title Following the previous steps, but selecting By order title will generate a single report listed in order of the serials titles. 185

206 L4U Users Manual Overdue Letters Overdue letters can be generated using both the features of the built-in L4U word processor and overdue reports through a print merge. A letter template is created in the word processor, inserting fields that represent the Overdue information. This template will then be used for each client with Overdues. Note: L4U Enterprise Users: Your District Librarian may have limited your access to this area. For more information on what options that may be available, please see Overdue Letter Management on page 24 in the Enterprise Administrator Manual. Printing Overdue Letters If Overdue Letters have previously been created and saved, simply select the letter template and print. One letter will be generated for each Client, as per the criteria selected. To print Overdue letters: 1. Reports > Items & Serials Overdue 2. Select Clients 3. Click Next 4. Choose which Client selection to use: All Clients with Overdues - will print a list including all clients with overdues Marked clients with overdue items - will print overdues for only those clients that are marked. Either leave the default of All Marks or select a specific mark from the drop down list. 5. Set the Starting Date and Ending Date 186

207 Chapter 12 Overdues 6. Click Next 7. Select No Report, Process Overdue Letters 8. Click Next 9. Click Process 10. If more than one client is in the selection, a request to sort will appear. If Yes is chosen, the sort options are displayed. Select the required sort order and Click Sort. Sorting by Client Last Name is recommended. 11. Click a letter template If no templates exists, Click Add Item. See page 187 for more information on creating Overdue letter templates. 12. Click Print Creating Overdue Letters Letters can be customized to incorporate various fields from the Client and Overdue files. For detailed instruction on using the L4U word processor, see L4U Word Processor on page 273. To create an Overdue Letter: 1. Complete Steps 1 through 10 as described in Printing Overdue Letters (See previous page) 2. Click Add Item 3. In the Word Processor menu, View > References 187

208 L4U Users Manual 188 Ensure this option is unchecked so the letter will show the patron's name & related information and not the actual L4U field names. 4. In the field Description for Recalling Letter, Enter the name to save this letter as 5. In the Word Processor menu, Insert > Date and Time 6. Select Automatic Update, and the preferred Date and Time format 7. Click OK 8. Press RETURN twice 9. From the list of available fields on the left, Double Click Address 10. Press RETURN twice 11. Type the Salutation 12. Continue typing the body of the letter. To include elements for merge, Double Click on the appropriate field from the list at the left. To include the Overdue details (Item Title, Return Date (Due Date), RV, Price, etc.), Double Click an option from the Available Functions. 13. Once the letter is complete, Click Save Note: Inserted fields will appear as the data from the first Client record available. Modifying Overdue Letters Once an Overdue letter has been created, it can be modified by accessing the existing letter, and making the changes in the L4U word processor. To modify an Overdue Letter: 1. Complete Steps 1 through 10 as described in Printing Overdue Letters 2. From the Available Letters list, Click the Letter to be changed 3. Click Edit or Double Click the item 4. Make the necessary changes to the letter template For more information regarding available options and the use of the L4U word processor, see L4U Word Processor on page Click Save Deleting Overdue Letters 1. Complete Steps 1 through 10 as described in Printing Overdue Letters 2. From the Available Letters list, Click the letter for deletion 3. SHIFT + Click Delete

209 Chapter 12 Overdues 4. A confirmation will appear, Click Yes To Cancel the deletion, Click No L4U allows overdue notices or reminders to be ed to Clients or Homerooms. For this feature to operate properly, valid information must be entered in Preferences (see on page 52), individual client files (see Additional Info on page 69) and the homeroom files (see Homerooms on page 62). The notice contains the selected details of the overdue items. The message is pre-formatted, and appears similar to the Example below. The details of those overdue items are listed below: Client Code: C00124 Client Name: Mace MacDonald Accession #: Item Title: Giver, The (Novel Study) Return Date: Apr 12, 2002 Call Number: TR LOW Fine accrued: $5.00 # Notifications: 1 Overdue Client s Within Overdues, Overdue notices can be ed directly to clients. The library must have a valid connection to an server, and the client file must contain the proper address. To Overdue notices to Clients: 1. Reports > Items & Serials Overdue 2. Select Clients 3. Click Next 4. Choose which Client selection to use: All Clients with Overdues - will all clients with overdues Marked clients with overdue items - will overdue notices to only those clients that are marked. Either leave the default of All Marks or select a specific mark from the drop down list. 5. Set the Starting Date and Ending Date 6. Click Next 7. Choose the contents of the 189

210 L4U Users Manual 8. Click Next 9. Select Increment Client Notification Count - if selected, L4U will track how many times the client has been made aware of their overdues. 10. Select 11. Click Next 12. Review the information on the confirmation screen and if correct, Click Process 13. A confirmation will appear providing a summary of successful s, Click OK Note: notifications will be not function correctly unless the configurations have been entered in Preferences and the individual client records. Overdue Homeroom s If individual Homerooms (Divisions, Schools, etc.) have addresses, a complete list of Overdues can be directed to the Homerooms. This can be done for all or just specific Homerooms. To send Overdue notices to Homerooms via 1. Reports > Items & Serials Overdue 2. Select Homerooms 3. Click Next 4. Select the Homeroom option to use: All Homerooms - will all homerooms with overdues Marked Homerooms - will overdue notices to only those homerooms that are marked. Either leave the default of All Marks or select a specific mark from the drop down list. Single Homeroom - will an overdue notice to only the homeroom selected. Using the drop down list, select the homeroom to use. 5. Set the Starting Date and Ending Date 6. Click Next 7. Choose Report Style 8. Click Next 9. Select Increment Client Notification Count - if selected, L4U will track how many times the client has been made aware of their overdues. 10. Select 11. Click Next 12. Review the information on the confirmation screen and if correct, Click Process 13. A confirmation will appear providing a summary of successful s, Click OK 190

211 Chapter 12 Overdues Note: A single will be sent to each homeroom address. The will contain a complete list of overdues for all individuals in the specified homeroom. Customized Overdue Reports Overdue reports can also be customized using the report editor from the Items Out & Inventory table. The circulation management screen is accessed via Reports > Items Out & Inventory. Once in this table, reports can be created for overdue items. see Creating a Custom Report on page 233 for more information on using the Report Editor. 191

212 L4U Users Manual 192

213 C HAPTER 13 FINES AND POINTS Fines & Points in L4U and ipac Using Points Setting up Overdue Fines Adding Other Charges Viewing Fines Making Payments Overpayments Applying Credits Waiving Fines and Other Charges Viewing Fines History Circulation Controls Fines Report Wizard 193

214 L4U Users Manual Fines, Points & Other Charges Using Points L4U can charge and track monies for outstanding or returned items as well as other charges as the librarian deems appropriate. Fines & Other Charges can be managed from with the L4U Program itself or from the web via L4U Freedom. Please see Fine Payments on page 148 of the L4U Web Manual. Although some libraries choose not to charge clients for Overdue Items, it still may be beneficial to track Overdues. L4U includes an option to use Points instead of Fines. Once enabled, L4U will automatically charge a single point for every day that an item is overdue. These points will be recorded in the Client s file. Set Up for Points Points are activated in the Preferences area of L4U and can only be accessed from the Administration level of the program. To set up Points: 1. File > Preferences 2. Click Circulation 3. Select the Settings & Defaults tab 4. Select Use Points instead of Fines 5. Enter the number of Points a client is allowed to accumulate before a warning is issued 6. Click OK 7. Select Keep a list of Client s Fines If selected, L4U will keep a list of Overdues that accumulate Points 8. Click Save 194

215 Chapter 13 Fines and Points Note: When a client who has reached the maximum number of points is entered into Circulation, a warning message will display. The librarian can then decide whether or not to allow an additional item to circulate. Setting up Overdue Fines Libraries may opt to charge fines for Overdues to encourage the timely return of borrowed items. With L4U, you can customize the charges per Loan Type, choose whether or not to allow grace days and assign the maximum Fine allowed per item. L4U then provides the librarian with the ability to view Fines and apply payments from different areas of the program. Fine Set Up Fines are set up in two areas of the program. Both areas can only be accessed from the Administrator level. Once the Fines settings have been properly established, L4U automatically charges clients with Overdues at the established rate-per-day fee. Setting up Fines is a two step process: Step 1 1. Authority Files > Loan Types 2. Click All Items 3. Double Click a Loan Type for which Overdue charges will apply 4. In Charges Per Day, enter the amount to be charged for each day an Item is Overdue 5. Values entered in the Max Fine field will override the Maximum set in Preferences for this Loan type only 6. Click Save 7. Repeat steps 3 through 5 for all necessary Loan Types Note: If Charges Per Day is modified, only Fines incurred after the change will reflect the new value. Step 2 1. File > Preferences 2. Click Circulation 3. Select the Settings & Defaults tab 195

216 L4U Users Manual Other Charges 4. Select Keep a list of Client s Fines When selected, this option will keep a list of Overdues that accumulate Fines 5. In the field provided, enter the Maximum Fine Allowed 6. Click Save Fines or charges may be incurred for reasons other than Overdues, such as lost items, photocopying, damaged materials, etc. These charges are tracked and can be viewed in the Client File. 196 Adding Charges Adding charges to a Client s record can either be done in the Client File or from the Circulation screen, either from L4U or from L4U Freedom. To Add a charge through L4U Freedom, see Add a Charge on page 151 in the L4U Web Manual. To add charges to a Client: 1. Do one of the following: Functions > Clients Locate the Client Double Click the record OR Functions > Circulation Enter the Client Click Clients and then Click Modify x (x being the current client code) 2. Click Other Charges

217 Chapter 13 Fines and Points Viewing Fines 3. Click Add Item 4. Enter the Charge Description. Click OK 5. Enter the Charge Amount. Click OK. To exit without applying charges, Click Cancel 6. Click Save As well as tracking the amount a Client owes, L4U can also record which Items have incurred Fines. If Keep a List of Clients s Fines is activated in Preferences, the Fines List option is accessed within the Client records or in Circulation - either via Administration or via L4U Freedom. See My Profile on page 65 in the L4U Web Manual for more information on Viewing Fines via My Profile. To view this list: 1. Do one of the following: Functions > Clients Locate the Client Double Click the record OR Functions > Circulation Enter the client 2. Click the Fines tab A list of all returned items for which a fine was charged will appear 3. To exit, Click Cancel or Close the window Note: Other Charges can be viewed by Clicking the Other Charges Tab. 197

218 L4U Users Manual Payments Active Fines vs. Fines Total Active Fines represents fines that are currently being accrued, whereas, Fines Total represents the fines outstanding for returned items. L4U makes this distinction because active fines will continue to increase the longer an item is overdue, but a fines total is a definite amount that is owing. Fines and Other Charges are considered two separate accounts. Fines can be paid through Circulation, from within the Client record or through L4U Freedom. Other Charges can be paid through Circulation or through L4U Freedom. Payments made through Administrative L4U are made against the entire balance and are applied to oldest Fine or Other Charge first. Payments can be applied to specific Fines and/or Other Charges in L4U Freedom, see Fine Payments on page 148 in the L4U Web Manual. Fine Payments 1. Do one of the following: Functions > Clients Locate the Client Double Click the record OR Functions > Circulation Enter the client 198

219 Chapter 13 Fines and Points 2. Click the Fines tab To enter the payment: 1. Click Payment 2. Enter the amount to pay. Click OK Click Cancel to abort the transaction The payment is applied to any outstanding fines starting at the top of the fine list and working down to the bottom 3. If the payment amount exceeds the total amount of fines, a confirmation screen appears with the excess amount. Click Generate Credit to create a Credit which can be applied to Other Charges or future fines. An alert message will appear, Click OK to continue. 199

220 L4U Users Manual Click Return Change if you do not wish to create a credit. Paying Fines upon Return If an Overdue Item has accumulated late charges, a Payment screen will appear when the Item is returned. This gives the librarian the opportunity to notify the client that Fines have been charged and to request payment. Note: Show Pay Fines must be selected in Options for Circulation under Controls. Full or partial amounts can be applied using this method. To accept payment upon return of an Overdue Item: 1. From the Circulation screen, circulate the overdue item In 2. Enter the amount to be paid against the item in the Amount being Paid field 3. Click Pay Click Don t Pay to cancel the payment transaction Payments to Other Charges Payments to Other Charges may be made from Circulation. 1. Functions > Circulation 2. Enter the client 3. Click Fines tab 200

221 Chapter 13 Fines and Points 4. Click Other Charges tab 5. Click Payment 6. Enter the amount and Click OK 7. A confirmation message appears. Click Yes to apply the payment. Click No to return to the Other Charges screen 8. Close the screen to return to Circulation Note: An overpayment in either Fines or Other Charges will result in a credit to the Other Charges account. Overpayments Applying Credits If funds are applied to fines or other charges that exceed the total amount owed, L4U will display the difference and provide the option to return change or to apply a credit. If Generate Account Credit is chosen, the credit is recorded and can be later applied to new fines or other charges. Applying Credits to Other Charges Credits may be applied to Other Charges from the Client record or from Circulation. 1. Do one of the following: Functions > Clients Locate the Client Double Click the record 201

222 L4U Users Manual OR Functions > Circulation Enter the client Click the Fines tab 2. Click the Other Charges tab 3. The amount of the credit available to apply is displayed 4. Click Credits 5. A confirmation screen appears. To apply the credit, Click Yes To return to Other Charges without applying the credit, Click No Applying Credits to Outstanding Fines Accumulated Credits may be applied to outstanding fines from Circulation. 202

223 Chapter 13 Fines and Points To apply a Credit to fines: 1. Functions > Circulation 2. Enter the client 3. Click Fines tab 4. Click Credits 5. Click OK The credits will be applied to outstanding fines starting at the top of the list and working to the bottom until all credits are exhausted. Waiving Fines and Other Charges Fines and Other Charges can be waived once they have been accumulated or charged to the Client. To waive a Fine or Other Charge: 1. Do one of the following: Functions > Clients Locate the Client Double Click the record Click the Fines or Other Charges tab OR Functions > Circulation Enter the client Click the Fines tab Click the Fines or Other Charges tab 2. Double Click on the Fine or Other Charge to Waive 3. Click Yes to confirm waiving the fine or other charge Click No to cancel the procedure 203

224 L4U Users Manual Viewing Fines History If Maintain Client Histories is turned on in Preferences, the Fines History tab will be displayed. All fines and other charges that have been paid or waived may be reviewed by selecting the Fines History tab in either the Client record or the Fines Management screen in Circulation. Information displayed includes the description of the fine or other charge, the date charged and paid/waived, the amount of the fine/ charge and the amounts paid or waived. The Fines History is also available in L4U ipac or Freedom, see My Profile on page 65 or Client Fine History on page 151 respectively in the L4U Web Manual. Circulation Controls Circulation screen settings can affect the way that Fines are calculated and paid. For more information on modifying these settings, see Circulation Controls on page 156. These settings should be verified before returning any library materials. 204

225 Chapter 13 Fines and Points Incoming Grace Day When Incoming Grace Day is activated, L4U allows an item to be one day overdue before accruing fines (Example: If a book is due Monday and the book is returned Tuesday, no fine will be charged; however, if the book is returned Wednesday, two days of fines will be owing). This option is useful for libraries that have night drop boxes for returned items, or for libraries that only check items back in on specific days. Show Pay Fines When selected, Show Pay Fines will alert the librarian when a returned Item has accumulated Fines. A screen appears providing the option to pay a portion of or the total fines accrued. Fine Warning On If a Client with Overdues has exceeded Maximum Fines and attempts to Circulate an additional Item, a confirmation screen will appear. This screen notifies the librarian of the fines and provides the option to disallow Circulation. Disable Fines If this option is selected before an Overdue Item is returned, an Overdue Fine will not be charged to the Client. 205

226 L4U Users Manual Fines Report Wizard Various fines reports can be generated quickly and easily using the report wizard in L4U or from Reports in L4U Freedom. Please Patron Fines & Other Charges Report on page 179 of the L4U Web Manual for more information. The steps to create each type of report are similar. Only the options available for each type of report are different. Fines Report Creation in the Admin Utility vs L4U Freedom L4U Enterprise Considerations L4U Enterprise has special considerations because it is the combined holdings of two or more libraries or collections. This is also known as a Union Catalog. If your Homeroom Privileges allow you access to more than one location, Select the correct location from the drop down list in the Overdue Report Wizard. If the drop down list isn t enabled, then your Homeroom Privileges allow access to just your location. To access the Fines Report Wizard: 1. Reports > Items & Serials Overdue 2. Click Fines 3. A confirmation screen appears. Click Proceed to continue To exit the Report Wizard, Click Cancel 4. Step #1 of the Report Wizard is displayed 5. Click Next to proceed 206

227 Chapter 13 Fines and Points 6. Step # 2 - Select Records is displayed 7. Click the checkbox beside Include Other Charges if you wish to show other charges as well as fines on the report 8. Click Limit data to clients that have a Min Total Fine amount and enter an amount in the Min: field if you wish to restrict the report to clients that have fines other than this amount 9. Adjust the Starting Date and Ending Date for the report if required. The report will only show those fines and other charges that fall between these dates. 10. Click Next 11. Step #3 - Choose Style is displayed. Choose to report fines by either Homeroom or Client by Clicking in the appropriate checkbox 12. Click Next 13. Step #4 - Select Options is displayed. To preview the report before printing it, select the checkbox beside Preview the report before printing. Select either My Printer or . For to work properly, valid addresses must be entered in the individual client files and the homeroom files. Also, the settings in Preferences must be configured. For more information on Settings in Preferences, see on page Click Next 15. Step #5 - Print Report is displayed. This screen shows all the options that have been selected for this report. 16. Click Proceed to send the report to the printer or to

228 L4U Users Manual To modify any of the options selected, Click Previous To leave the Fines Wizard without printing, Click the Close button Note: At any point, you may return to a previous step by Clicking Previous 208

229 C HAPTER 14 LABELS Creating labels using Easy Labels or the Label Editor Selecting and formatting fields Creating and orienting objects Adding graphics Saving and modifying label templates Using preformatted labels Printing saved and newly created labels Exchanging Label Templates via Report Packs 209

230 L4U Users Manual Label Creation Overview Easy Labels There are two methods to create labels in L4U. First, Easy Labels allows for quick printing of Barcode or Spine labels in a variety of built-in templates. Just select the desired template and click print. Changing the look and format of the label is accomplished via drop down menu s and other easy on screen controls. Contact L4U Software if your school districts label stock is not in drop down list.we will endeavour to include that template in a future release of L4U Software. The label stock will have to mailed to L4U Support for review. Easy Labels produces simple, not complex multipart labels. The other method is to use the L4U Label Editor. Use the Label Editor if a desired label layout isn t available in Easy Label. The Label Editor is a full featured label creation program and allows maximum flexibility in creating any necessary label. Easy Labels allows for fast printing of Barcode or Spine Labels from Acquisitions or Library file using a variety of supplied templates. To Access Easy Labels 1. Functions > Acquisitions This step varies depending on the source of the data. Example: Functions > Library File to print labels using Library File data. 2. Use either Query or Subset to locate the records to be used for labels. 3. Click Print. 4. Select the Labels Tab. 5. Click Easy Labels. 6. The Easy Labels main window will open in your default internet browser. 210

231 Chapter 14 Labels Supported browsers are Internet Explorer 7 or later in Windows or Safari 2 in Macintosh Print Barcode or Spine Labels 1. Go to Easy Labels, see To Access Easy Labels on page Click Barcode or Spine Label as needed. 3. Select the desired template from the File drop down list. 4. Click Print. 5. Click Current Page & print onto plain paper. 6. Compare the print job with your label stock. If it is close enough, Click Print All Pages after loading label stock into the printer. 7. Please refer to Modifying Easy Labels below if some adjustment is required. Note: Sometimes it is desired to print to a partially used sheet of labels. To do so, enter the starting label position in Starting from Label before printing the Current Page or Print All Labels is selected. 211

232 L4U Users Manual Modifying Easy Labels Some attributes of the label can be changed via simple drop down lists. Up to five fields of the material s record can be placed on the label. The font & alignment can be changed as well. To modify an Easy Label 1. From the Easy Labels main window (see To Access Easy Labels on page 210), select Barcode or Spine. 2. Select the desired template from the drop down list. 3. Click Advanced. 4. Make the required changes from the Edit Template Settings window. For more control over the template, please see Adjust Label Layout on page Then Click one of the buttons Save to save your changes to this template. Save New is only applicable in Adjust Template Settings Save as Default to save your changes and make this the default Barcode/ Spine label as applicable. Reset to discard the edits and return the template to it s last saved state. Print to take you to the Print Options page. 6. Click Home to return to the Easy Labels home screen. 212

233 Chapter 14 Labels Adjust Label Layout Easy Labels can allow for some minor changes to margins and other label dimensions to fine tune the printing. For example, teacher resource materials need the call number to break on the decimal or a field is not needed. To Adjust a Label Template 1. From the Easy Labels main window ( To Access Easy Labels on page 210), select the desired template from the drop down list. 2. Click Adjust 3. Print the Test Print 4. Compare the Test Print with your label stock. If some adjustments are necessary, Click Close to return to the Template Settings. 5. Click Advanced. 6. Make the desired changes to the margins and/or height of the label. The label fields can be adjusted here as well. 7. Then Click one of the buttons. Save to save your changes to this template. Save New: First type in a new File Name for the new template and then click Save New to save the changes. Save as Default to save your changes and make this the default Barcode/ Spine label as applicable. Reset to discard the edits and return the template to it s last saved state. Print to take you to the Print Options page. 8. Click Test Print 9. Compare the Template Preview with your label stock. If the template is close enough, then print the labels If not, repeat Steps 6 to 8 until the template is correct. Note: If the desired template is not in the list or the adjustments do not produce the desired results, then proceed to the Label Editor to create the label. 213

234 L4U Users Manual Label Editor Creating Labels The L4U Label Editor is a convenient way to design and create custom labels. The features within the Editor can help customize the label size and orientation, how the data is printed and in what format. Once created, these label templates can be saved and accessed whenever necessary. Labels can be created using the data from various files within L4U, such as Library, Client and Acquisitions Files. Only the available fields for use with the label changes from file to file. Labels are created through a two step process. The Layout is the size of the label and the number of labels per sheet, and must be set up before designing the actual label appearance. The Label itself is then designed using available data fields, graphic and drawing tools. To access the Label Editor: 1. Functions > Library File This step varies depending on the source on the data. Example: Functions > Client File to print labels using Client data. 2. Use either Query or Subset to locate the records to be used for labels. 3. Click Print. 4. Select the Labels Tab. If previous label templates have been saved or a Report Pack has been imported, a list of available templates appears. 5. Click Custom. The Label Editor displays. 6. Create the label using the following guidelines. Layout Tab The Layout tab contains all of the settings for the size, orientation and total number of labels. Because a printer default can interfere with the orientation options, the Print Setup should be checked first before beginning a new label template. To Check the Print Setup: 1. While in the Label Editor, Select the Layout Tab. 2. Click Print Setup. Verify the page orientation Verify printer 3. Click OK. 214

235 To set the label Layout: Chapter 14 Labels 1. From the Unit drop down menu, Select the unit of measurement 2. Select the page Orientation to use (be sure that it does not conflict with the printer settings) 3. Select the Label Order to use Labels will be printed in the order in which the data exists in the file. However, the order can run across the page or down 4. In the Labels across field, use one of the following methods to Enter the number of labels across the page Type the number in the field Use the arrows to select the number of labels 5. In the Labels down field, use one of the previous methods to Enter the number of labels that run down the page The Labels Preview area will adjust to display the number of labels per sheet 6. Select Label Size 7. In the available fields, Enter the value for the Top Margin and the Left Margin 8. Click Automatic Resizing This automatically generates the Label Width and Label Height fields 9. In the Horizontal Gap field, Enter the space between each column of labels 10. In the Vertical Gap field, Enter the space between each row of labels 11. From the Labels per Record drop down list, Select the number of copies required for each label 12. Disregard Standard Code as it is currently inactive 13. From the Method to Apply drop down list, Select one of the following: L4U Labels must be used when printing barcodes L4U Labels LCN Break on Period when printing Spine Labels that utilize the decimal as the break character. L4U Labels Period and Space when printing Spine Labels that utilize the decimal as well as the space as the break character No Method is used for all other types of labels 14. From the Apply Once options, Click per Record If multiples of a single record are being printed, Select per Label Note: To enter measurements for the page size, Select the Page Size radio button and the Right Margin and Bottom Margin fields appear. 215

236 L4U Users Manual Label Tab The Label Tab contains the tools for designing the appearance of the individual labels. Labels are created by dragging field names from the List of fields onto the Label Preview area, adding static text, drawing graphic objects, and pasting graphics from the clipboard. Labels can be edited by distributing, moving, resizing, layering, and aligning objects. The Object Look and Text areas control the font attributes, foreground and background colors, fill patterns, and borders of individual objects. Selecting Fields The List of Fields available will vary depending on the current file. To add a field from a related table, expand the hierarchical list by Clicking the Arrows (MAC) or Plus Signs (WIN) to the left of the field name. To select fields: 1. From the List of Fields, Click and Drag the suitable field to the Label Preview area 2. Repeat step 1 until all necessary fields have been added 3. Click the field(s) to select Handles will appear around the selected field(s) To Select multiple fields, SHIFT + Click 4. Reposition fields by centering the cursor over the highlighted field until the cursor changes into a hand. Then Click and Drag the field(s) to the appropriate position. Fields can also be repositioned by selecting the field and using the arrow keys on the keyboard. This option is good for moving by one pixel increments. To move an object ten pixels at a time, Select the object then + Arrow key (MAC) or CTRL + Arrow key (WIN). Note: To concatenate or join two fields together, Drag and drop the first field, then drag and drop the second field on top of the first field. The two fields appear as one joined by a + symbol. 216

237 Chapter 14 Labels Static Text Static text is text that appears on all labels and does not change regardless of which record is being printed. Example: School Name. To add static text to a label: 1. Click in the Static Text box 2. Enter the text 3. Click the arrow to the right The static text object is added to the Label Preview area 4. Reposition the static text by clicking on the field and dragging it into position Formatting Fields The Text and Style areas are used to customize the look of the label. The size, font and style of each field can be customized individually. To change the format of a field: 1. Select the field to be modified by Clicking on it 2. From the Font drop down list, Select the Font for the field 3. From the Font Size drop down list, Select the point size for the field 4. In the Style area, Click on the Style to be applied More than one selection can be made 5. From the Alignment drop down list, Select Left, Center or Right This option justifies the data within the field, not on the label itself Note: To change more than one field at a time, SHIFT + Click the fields until all the necessary fields are selected. Then make the preferred format changes. Barcodes L4U prints barcodes in Code 39 (Code 3 of 9) symbology. Barcodes are created by applying the L4U Font to a specific field, such as Accession Number or Client Code. To create a barcode: 1. Select the field to be modified 2. From the Font drop down list, Select L4U Font 3. From the Font Size drop down list, Select a size no smaller than 18 points The field will appear as a series of lines Barcodes must have a style of Plain Note: The Method to Apply field on the Layout Tab must be set to L4U Labels. If this option is not applied, the labels will not scan correctly. Creating an Object Various shapes and lines can also be added to a label. These shapes can be used as frames around text, as dividers between data or simply as a decorative addition. To create an Object: 217

238 L4U Users Manual Selection Tool: Select this tool, place the pointer over the object or text to be selected and Click. Handles will appear to show the selection. Rectangle: Select the Rectangle tool and Click and drag diagonally over the area in which the rectangle should appear. SHIFT + Click and drag to draw a square. Rounded Rectangle: Select the rounded Rectangle tool and Click and drag diagonally over the area in which the rounded rectangle should appear. Oval: Select the Oval tool and Click and drag diagonally over the area in which the Oval should appear. SHIFT + Click and drag to draw a circle. Line: Select the Line tool and Click at the starting point and drag. Release the mouse to end the line. Aligning Objects Fields and objects can be aligned with each other by using the alignment tools. The arrangement of lines represents the function of each tool. For example, the Align Right icon shows the lines aligned vertically on the right side of the box. The Align Center Vertical icon shows the lines aligned vertically in the middle. To align a set of objects: 1. Select the objects to align SHIFT + Click to select several objects 2. Click the alignment tool that corresponds to the alignment required Align Right will align the fields and/or objects to the right most field in the grouping Align Left will align the fields and/or objects to the left most field in the grouping Align on bottom line will align the fields and/or objects to the bottom most field in the grouping Align on top line will align the fields and/or objects to the top field in the grouping Align on centered line will align the fields and/or objects horizontally to the right most field in the grouping Align centered will align the fields and/or objects vertically to the right most field in the grouping Note: Consider the field or object placement before using an alignment tool. Example: A list of fields appearing one after the other in a vertical list, would not be aligned on the top line. Choosing the top aligned tool would result in all fields stacking one on top of the other. 218

239 Chapter 14 Labels Distributing Objects Objects and/or fields can be distributed evenly using the distribution tools in the toolbar. Items can be centered vertically or horizontally. To distribute three or more objects and/or fields, SHIFT + Click the objects to be distributed, then Click the appropriate tool. Additional key sequences can be used when clicking the tool to define where the objects are distributed from. Click will distribute objects from their adjacent sides SHIFT + Click will distribute the objects from their left sides (horizontal) or tops (vertical) ALT + Click will distribute the objects from their right sides (horizontal) or bottoms (vertical) SHIFT + ALT + Click will distribute the objects from their center lines Layering Objects In the Label Editor, objects can be set in different layers. Example: To place a shaded rectangle behind the fields on a label, the Label Editor provides the Move to Back tool and Move to Front tool that layer objects. Clicking the Move to Front or Move to Back tools moves the selected objects to the top or bottom layer. Move to Front will move the selected object in front of all other objects. SHIFT + Click will move the object only one layer closer to the front. Move to Back will move the selected object behind all other objects. SHIFT + Click will move the object only one layer closer to the back. Note: When an object is moved to the back, it may become hidden by objects in front of it. To see the object, select the object in front and send it to the back. Duplicating Objects Objects in the label preview area can be duplicated. Copies of active objects retain all the properties of the original, including foreground and background colors and fill patterns, text attributes, and display format. To duplicate an object, Select one or more objects and Click the Duplicate tool. Resizing Objects Any object or field can be resized by selecting it and dragging a selection handle; one of the small black squares that appears when a field or object is selected. To Resize an object by dragging: 1. Select the object to resize 219

240 L4U Users Manual 2. Move the pointer over one of the four handles The pointer changes into a multi-directional arrow and the handles disappear 3. Drag the handle toward the center of the object to shrink it OR drag the handle away from the object s center to enlarge it Deleting Fields or Objects An object or a field can be deleted from the label template at any time. To Delete an object or field: 1. In the Label Preview area, Select the field to be deleted 2. Press DELETE If the field is in a row of linked fields, pressing DELETE or BACKSPACE removes only the last field in the row. Continue pressing DELETE or BACK- SPACE to remove more fields from the row. Adding a Border around a Field Borders can be added around a field. The border can range anywhere from one to nine pixels in size around the field. To Add a Border: 1. Select the field 2. + any number 1 to 9 (MAC) OR CTRL + any number 1 to 9 (WIN) The number selected controls the distance from the object (in pixels) Note: The border and the field exist as two separate objects, and can be treated as such when moving, formatting and deleting. 220

241 Chapter 14 Labels Adding Foreground or Background The Label Editor allows color to be added to objects for display on color monitors or for color printing. By combining selected colors with fill patterns, thousands of different color shadings can be created. Different colors can be specified for foreground pixels and background pixels. If the object is a field or static text, the Foreground color controls the color of the text and the Background color controls the color of the object s rectangle. Foreground and background colors are set using the Background and Foreground picture menus in the Object Look area of the Label Editor. Select the object or field, and from the Object Look area assign the suitable formatting. Setting Fill and Border Patterns A fill pattern can be applied to any two-dimensional graphic object in the label, such as an oval, a rectangle, a line, the enclosed area of a field or static text object, or the border of a two-dimensional object. To set the fill pattern of an object: 1. Click the object(s) to be filled 2. View the fill patterns by clicking on Fill or Border found in the Object Look area The Fill picture menu controls the fill pattern for the selected object The Border picture menu controls the fill pattern for the border 3. Select a fill pattern from the displayed menu by clicking on it Setting Line Width The Line Width pop-up menu in the Object Look controls the width of a line, or the width of the border of a two-dimensional object. To set a line width: 1. Select the object(s) to modify 2. Select a line width from the Line Width drop-down menu 221

242 L4U Users Manual Adding a Graphic to the Label In addition to the drawing tools in the toolbar, a graphic can be added to a label. A graphic is similar to static text in that it will print on all labels, regardless of the changing data in the individual records. To insert a graphic in a label: Note: Select the graphic from its original source and copy it to the computer s clipboard before opening the L4U Label Editor. 1. While in the Label Editor, do one of the following: [ + V] (MAC) [CTRL + V] (WIN) 2. The graphic appears in the Label Preview area already selected. Reposition as necessary. Restoring the Default Look When an object is added to the label, it takes on the Object Look attributes of the most recently created object. To assign the default Object Look attributes to the last added object (or any object), select the object and click Default Look. The foreground and background colors, fill patterns, and border width are reset to the default settings. Saving a Label Template With L4U, label templates can be saved in the data file, but the template must first be saved to the hard disk. Once saved on the current machine s hard disk, the templates can be saved directly into the data file and will then be accessible from any client machine with Administration access. As a result, the templates are backed up whenever the data file is backed up. To save a label template: 222

243 Modifying Labels Chapter 14 Labels 1. After the label template is created, Click Save 2. The save dialog appears. Choose a location to save to, and Enter the template name 3. Click Save 4. When the Label Editor is exited, or after the labels have been printed, a confirmation screen appears Click Yes, Save the label and continue to step 6 Click No, thanks if you do not want to save the label to the data file 5. The current label will display automatically in Step #1 If the label listed is incorrect, Click Select Label File and locate the correct label on the local hard drive If steps 1 and 2 have not been completed, Click Return to Label and start at step 1 6. Enter the name of the label as it will appear in the data file in the Please name this label field 7. In the Step #3 text box, Enter a brief description of the label 8. Click Save A confirmation will appear, Click OK Note: When viewing saved templates, only those created in the current file will be available for use. Once a label is created and saved, it can be used to generate other similar templates. Simply modify an existing template to accommodate the requirements of the new label. To modify an existing label: 1. Functions > Library File This step varies depending on the source of the data. Example: Functions > Client File to print labels using Client data. 2. Use either Query or Subset to locate the records to be used for labels 3. Click Print 4. Select the Labels Tab 5. Click Custom 6. Click Load 7. Locate the template on the local hard drive 8. Click Open 9. Make the necessary changes The new label template can now be printed and/or saved Note: Label templates that exist on the local hard drive can be modified and saved as new templates. To save a template from the Data file to the hard drive, Double Click the template in the Printing Options screen and a Save dialog opens. 223

244 L4U Users Manual Deleting Labels Once a template is no longer necessary, it should be removed from the data file. To delete a label: 1. While in the appropriate file, Click Print 2. Select the Labels tab 3. Click the template to be deleted 4. SHIFT + Click Delete 5. A Confirmation screen appears, Click Yes Click No to exit without Deleting the label Preformatted Labels Report Packs Report Packs are groupings of Report templates, Label templates, and Queries that can be both exported and imported. To import or export a Report Pack, see Creating Report Packs on page 344. The label templates are saved in the data file, and are accessible when printing. The process for using a label template is the same as that of printing a saved label, see Printing Saved Labels on page 226. Shelf List Cards L4U has a preformatted label template for printing Shelf List cards. This template can only be accessed while in either the Acquisitions file or the Library file. 224

245 To print Shelf List Cards: 1. Functions > Library File OR Acquisitions 2. Use either Query or Subset to locate the records to be used for labels 3. Click Print 4. Select the Labels Tab 5. Click Custom 6. Select the Layout Tab 7. With Automatic resizing enabled, Enter Labels Across as 2 and Labels Down as 2 8. For Method to apply, Select L4U Labels from the drop down list 9. Select the Label Tab 10. From the Form to use drop down menu, Select L4U Shelf List Cards 11. Click Print Chapter 14 Labels Client Cards L4U contains a preformatted label template that is only accessible from the Client file for printing Client Cards. The template includes the client picture, and can be used if client pictures have been imported or copied into the data file. If client pictures do not exist within the individual client records, this template creates a label with a blank space where the picture would appear. To print Client Cards: 1. Functions > Clients 2. Use either Query or Subset to locate the records to be used for labels 3. Click Print 4. Select the Labels Tab 5. Click Custom 6. Select the Layout Tab 7. With Automatic resizing enabled, Enter Labels Across as 2 and Labels Down as 6 or 7 (depending on the printer) 8. For Method to apply, Select L4U Labels from the drop down list 9. Select the Label Tab 10. From the Form to use drop down menu, Select L4U Labels Client Cards 11. Click Print 225

246 L4U Users Manual Printing Labels Both newly created labels, and those saved as templates can be printed. It is recommended that frequently used labels be saved to the data file for easy retrieval and printing. Printing newly created labels 1. Create the label to use 2. While still in the Label Editor, Click Print 3. The Print dialog appears The appearance of this screen differs depending on the operating system 4. Click Print 5. A Confirmation screen appears asking if the label template should be saved Click Yes, Save the label, see Saving a Label Template on page 222. Click No thanks and the Label Editor closes and the label is not saved to the data file Printing Saved Labels 1. Functions > Library File This step varies depending on the source of the data. Example: Functions > Client File to print labels using Client data. 2. Use either Query or Subset to locate the records to be used for labels 3. Click Print 4. Select the Labels Tab If previous labels have been saved or a Report Pack has been imported, a list of available templates is displayed. 5. Click the template to use 6. Click Print 7. The Print dialog appears Confirm the print settings 8. Click Print 9. An Alert appears, Click OK 226

247 Chapter 14 Labels Exchanging Label Templates Sometimes it may be desirable to share label templates with other L4U users. The other user may use the same printer and label stock and have a template you can use. Exchanging or sharing label templates is easy via Report Packs. The L4U user with the template creates a Report Pack which can then be ed to the other user who then imports the Report Pack. Please refer to Creating Report Packs on page 344 for more information on creating Report Packs and Importing Report Packs on page 331 for more information on Creating Report Packs. 227

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249 C HAPTER 15 REPORTS Creating reports in the Report Wizard or the Web Items Out List & Reports Creating a custom reports using the Report Editor Entering headers and footers Adding breaks and summary calculations Print custom reports Saving report templates Modifying and deleting saved templates Exchanging Report Templates via Report Packs 229

250 L4U Users Manual Reports in L4U and L4U Freedom Report Wizard L4U has a number of options for the creation and printing of reports. Reports can be quickly and easily generated using the Report Wizard, customized in the Report Editor and saved and shared in Report Packs. L4U Freedom licensed users have similar options for quick & easy report creation. Please refer to Online Reports in L4U Freedom on page 170 in the L4U Web Manual for more information on this subject. Reports are made easy in L4U with the Report Wizard. The Wizard is a quick way to create reports for Authors, Titles, Subjects, Orders, Clients, Shelf Lists and Overdues. The format of these Wizard reports are built-in to L4U and derive the header from the library information stored in Library Profile, see Library Profile on page 12. Wizard reports can be created using data from a portion of, or the entire contents of a table. The Wizard is a five step process that is the same for all report topics. Only the options for each topic will change. To use the Report Wizard (this example uses the topic of subjects; however, the steps are the same for Author, Title, Subject, Orders, Clients and Shelf List reports): 1. Reports > By Subject 2. The Report Wizard displays, Click Next 3. Choose the selection of records to use To pre-select records for reporting see page 232. see Query on page 135 for instructions on using a Query to create a selection 4. Click Next 5. Choose the report style to use The first option is an Authority style report listing each unique Subject and the number of Library items associated with that Subject. Also noted are the total number of items searchable via the Public Access Catalog. The second option will list each unique Subject with the specific Titles that are associated with the Subject. This report format also includes the Local Call Number and Status of the individual Titles. 6. Click Next 230

251 Chapter 15 Reports 7. Select the option to use for this report: Use a Report Header - if selected the report will print using the library information stored in the Library Profile. Preview the report before printing - if selected the report will display on the screen prior to being sent to the printer. Note: Limit the report to only the selected Library File records - by selecting this option, the report generated will only include the record selection in the Library file and the subjects which they contain. If not selected the report will include all records that use the subjects within the Library file record selection. This option is only available for the Subject Report Wizard. 8. Select a sort order Choose from the option(s) provided automatically Create a custom sort order (not available for all wizard reports), see Sorting on page 135 for instructions on using the Sort Options. 9. Click Next 10. To ensure the correct options have been selected, review the confirmation message that appears. If the Creation Details are correct, Click Process. Use the Previous button to make any necessary changes to the format and/or record selection. 11. The Print dialog will appear. Proceed through the screen(s). WIN - If a print preview was previously selected, the report will display on screen. Click the printer button to print from the preview screen. MAC - On the print dialog screen, Select either Print Preview or Click Print to send the print job to the printer without viewing. Note: If using a Windows operating system and print preview is selected, the print button must be clicked for each preview page. 231

252 L4U Users Manual Items Out Pre-Selecting Records Prior to launching the Report Wizard records can be selected within a specific table. For example: To run a report on subjects, you would use the following steps. 1. Authority Files > Subjects 2. Query or Subset the items to use in the report see page 133 and page 135 for instruction on using queries and subsetting. 3. With the current window still open, Launch the Report Wizard Step 2 in the Wizard displays the subset total as an option. Items Out will list all the items currently circulating for all patrons and is accessed via Reports > Items Out & Inventory. From this screen, various reports can be created depending on the librarians needs. Items Out by Homeroom, both overdue, not overdue or both are possible. Due dates for a range of materials can be Globally Changed from this screen. Items Out Reports are also available on the Web via L4U Freedom. Please refer to Item Reports on page 170 in the L4U Web Manual for more information Report Packs Report Packs are groupings of Report templates, Label templates, and Queries that can be both exported and imported. For more information regarding the creation of a Report Pack, see Creating Report Packs on page 344. After import, the templates 232

253 Chapter 15 Reports are accessible from the print options screen when the Reports tab is selected. The process for using a report template is identical to printing a saved report, on page 243. Custom Report Editor One of the most powerful tools in L4U is the Report Editor. The included features allow users to fully customize which data is included, and how the report is formatted. With the Custom Report editor, reports can include graphics, breaks, summary calculations, sort orders, special fonts and styles, and customized headers and footers. The report editor is accessed through the print option, therefore reports can be generated from any printable file. Creating a Custom Report The procedure for creating a report is the same, regardless of which file it is being printed from. The only variance will be the fields that are available for use in the Report Editor. The following steps will use the Library file as an example. To create a custom report: 1. Functions > Library File This step varies depending on the source on the data. Example: Functions > Client File to print a report using Client data. 2. Use either Query or Subset to locate the records to be used in the report 3. Click Print 4. Select the Reports tab If previous reports have been saved or a Report Pak has been imported, a list of available templates appears. 5. Click Custom 233

254 L4U Users Manual The Custom Report Editor appears Adding Fields Create columns by either dragging field names from the Select the fields list to the Custom Report area, or by Double Clicking the field name. The available fields listed will change depending on the file that the report is being generated from. To add a field from a related table, scroll to the last entries in the list (names of related tables, e.g. [Titles]) and expand the hierarchal list by Clicking the Arrows (MAC) or Plus Signs (WIN) to the left of the field name. Moving Columns Once all the fields have been added to the report area, the columns can be reordered by moving them right or left (this tool bar option is only available if multiple columns have been added to the report area). 1. Click the column to be moved 2. Do one of the following: Click the appropriate move icon to move it to the right or left On the Custom Report Editor menu, Select Columns > Move Right or Move Left 234

255 Chapter 15 Reports Deleting Columns As fields are selected in the Custom report, some may need to be removed or placed elsewhere in the report. To delete a column: 1. Click a column 2. Do one of the following: On the Custom Report Editor menu, Select, Columns > Delete Click and hold (MAC) OR Right Click (WIN) and choose Delete from the drop down menu Sizing Columns By default, the Custom Report Editor sizes columns automatically. Each column width is based on the maximum length of data displayed in the column. When a column width is set manually, text in the column will automatically wrap to the next line if the data is longer than the column width. To set a column width manually: 1. Click the appropriate column 2. Do one of the following: Click the column and Click the Automatic Width icon in the tool bar Click and hold (MAC) OR Right Click (WIN) and Deselect Automatic Width On the Custom Report Editor menu, Deselect Columns > Automatic Width 3. Move the cursor over the appropriate column divider in the report area until the pointer changes to the column width cursor 4. Click and Drag the column divider to the left or right to resize the column 235

256 L4U Users Manual Sorting Columns An essential feature of the Custom Report Editor is the ability to sort records within a report. This feature allows the viewing of records in a particular order, so breaks can be created, and summary calculations can be generated for groups of like records. To Sort a column: 1. Do one of the following: Drag the appropriate field from the Select the fields list to the Sort order list Click the field under the Select the fields list and Click the green arrow 2. The field name appears in the Sort Order list and a break appears in the report area. Specifying Ascending or Descending Sort Order The names of all sorted fields are displayed in the Sort Order list. To the left of the name is an arrow pointing upward, indicating an ascending sort order. By default, all sorts are performed in ascending order. Click on the arrow to the left of the column name to change sort from ascending to descending. Specifying Multiple Sort Levels Multiple level sorts can be done by adding additional fields to the Sort Order list. To change the sort order hierarchy, Click and Drag the field name in the Sort Order list to the desired level. Deleting a Field from the Sort Order List Click the field in the Sort Order list and Click the red arrow. 236

257 Headers and Footers Chapter 15 Reports Custom Headers and Footers can be added to reports. Fonts, size, style and location can all be designated. Drop down menu options are available to insert date, time and/ or page numbers To create Headers and/or Footers: 1. File > Headers & Footers Or Click the Header & Footer icon in the task bar 2. From the Header/Footer drop down menu, Select Header 3. Using the Left, Center, Right text boxes, Enter the information to appear in each location To insert a page number, time or date of printing, use the appropriate icons 4. Enter the necessary Height or margin for the complete Header To change the measurement of the Height, use the drop down menu provided 5. A graphic can be added by highlighting the field provided and Selecting Edit > Paste, then select the graphic alignment and Click Apply 6. In the Text Settings section, Choose the preferred options Font Attributes can only be applied to all text in the Header or Footer. Left, Center and Right aligned text can not be changed individually 7. From the Header/Footer drop down menu, Select Footer 8. Repeat steps 3 through 5 9. Click OK Assigning Column Headers Although L4U will automatically set the column header to the field name, they can be entered as something other than the default field names. The font, size, style and alignment can also be specified. To enter a column header: 1. In the Header row and under the appropriate column, Double Click into the individual cell 2. Enter the text to appear as the column header 3. Repeat steps 1 and 2 until all necessary headers have been entered 237

258 L4U Users Manual Repeated Values By default, any time a value is repeated in a column the report will print the value for each occurrence. In some cases the user may wish to only print the first occurrence of each value. To hide repeated values: 1. Do one of the following: Click the necessary column and Click the Repeated Values icon Click the column header and Click and hold (MAC) OR Right Click (WIN) and Select Repeated Values from the drop down menu On the Custom Report Editor menu, Deselect Columns > Repeated Values Specifying Attributes Specific attributes can be assigned to the various parts of a report, including column headers, details, and breaks. Attributes such as font, style, size and format can all be customized. This can be done through either the main menu options or through the convenient drop down menus. Setting Font Attributes 1. To assign specific attributes to a particular portion of the report, Click the appropriate row label 2. Do one of the following: Click and hold (MAC) OR Right Click (WIN) and choose the various attributes from the drop down menu Using the main menu option Style, Select the required options Note: If specifications are assigned to the Detail row of the report, the results will not be seen until the report is previewed or printed. Setting Display Formats Display formats for columns that contain numeric or alphanumeric data can be specified. For example, a numeric format is available to display data as a monetary value, or an alpha format is available for telephone numbers. The formats are available in the drop down menus and are accessed in the same way as other font attributes. Whether Alpha or Numeric formats are available depends on which field is entered in the column. 238

259 Chapter 15 Reports Numeric The formats available here include values with dollar signs, as well as various place holders which can be displayed with zeros or without. Alpha Formats The user can use Alpha format for fields that contain string information. For example, Social Security number or telephone number fields can be formatted with Alpha format. Note: If summary calculations have also been requested for that column, the format specified in the Detail cell will automatically be applied to the summary calculation. The only exception is the Count calculation. Regardless of the display format, the count is always displayed as an integer without formatting. Setting Borders The borders of the report can be customized to the desired appearance. To access the border controls, either use the contextual menu for a specific cell or Select Styles > Borders. Use the arrows or shortcut buttons to select which border lines to display. Line thickness and color can also be defined. Note: The preview area of the Borders dialog adjusts to the type of cell (or row or column) that was selected when the dialog was invoked. The outer lines represent the outer borders. 239

260 L4U Users Manual Presentation Style Pre-formatted presentation styles are available for quick and easy formatting of your report. To access the predefined styles, on the Report Editor menu, Select Style > Presentation. Select the presentation style to use from the list and Click Apply. Setting Breaks Breaks are used in reports to separate groupings of data, or to add summary calculations of the data within each grouping. These groupings are created according to values in one or more sorted fields. For example, if a loan type column is sorted and a break row is created, each group of records that have the same loan type will be separated by a break. After a break row is added, summary calculations can be requested for each break. For example, the Count calculation can be inserted in a break row to display total number of items in that loan type. To add a break: 1. Sort the necessary column A break row automatically appears in the report area named [Table]Field changed 2. Click and hold (MAC) OR Right Click (WIN) and Select Totals Spacing from the contextual menu 3. Set the type of break to use 4. Click OK Note: Columns must be sorted before breaks appear. There should be at least as many sort levels as break levels. 240

261 Chapter 15 Reports Labeling Breaks The appearance and simplicity of the report can be improved by labeling each Break row using the value of the break field. By using the # symbol, the name of the Break value can be inserted into a label. Example: Enter the text Total Number of Items for the Loan Type #. When the report is printed, the # will be replaced by the loan type name represented in the break. Text such as Total may also be used to identify the value represented in the break. To label a break: 1. In the Break row under any one of the columns, Double Click the individual cell 2. Enter the text that is to appear as the label Use the # to include the value of the break 3. On the Break row, Click and hold (MAC) OR Right Click (WIN) and choose Alignment, Right from the drop down menu Note: The # does not need to be placed in the same column as the Break field. It will display the value of the Break field in any cell in the break row. Summary Calculations Summary calculations can be added to breaks to apply formulas to groups of records, or they can be entered in the Total row for applying formulas to all records in the report. Below are the various calculations that can be applied to the report data. Sum - totals the values in the report or break Average - calculates the average of the values in the report or break Minimum - displays the lowest value in the report or break Maximum - displays the highest value in the report or break Count - calculates the number of records in the report or break When you place a summary calculation in the Totals row, the calculation is done for all records in the report. If you place the summary calculation in a subtotal row, separate calculations are done for the records in each break. 241

262 L4U Users Manual To include a calculation in a report: 1. Click a cell in either the Break or Total row 2. Do one of the following: Click the necessary calculation under on the task bar On the individual cell, Click and hold (MAC) OR Right Click (WIN) and choose the appropriate calculation from the contextual menu 3. To add additional calculations, Repeat step two Hiding Details When a report is to only include summary calculations, it may be useful to hide rows. For example, the data is necessary to produce a calculation total, but the individual record information does not need to be displayed. To hide detail: 1. Click the Details row, and do one of the following: Columns > Hide Click and Hold (MAC) OR Right Click (WIN) and choose Hide from the drop down menu Note: Entire columns can also be hidden. Simply Click the appropriate column and Choose Columns > Hide. Showing a Hidden Row or Column When a row or column is hidden, the Hide option is checked in the main menu and the contextual menu. To display hidden details, follow the steps above, only Deselect Hide. 242

263 Printing a Custom Report Chapter 15 Reports After the report design is complete, the Report can be printed to a variety of output devices, including a standard printer, to disk (saves the report as a file) or, to a graph. To simply print the report choose File > Generate. To save to disk, choose File > Destination > Disk File, then select File > Generate and the Save dialog appears. Enter the location and the name, and Click Save. To print a custom report as a graph, choose File > Destination > Graph. Then select File > Generate and the L4U chart wizard is launched. For more information on the Chart Wizard, see Graphs Using Chart Wizard on page 259. Saving Report Templates Report templates can be saved to the local computer hard drive and/or into the data file. It is only the template that is saved, not the selected records. This is especially useful for reports that are printed on a regular basis using ever-changing data. To Save a report to the data file: 1. While in the Report Editor, Enter a Report Name 2. Enter a Description 3. Click Save 4. The report will now display in the Report tab of the Printing Options The description of the report will only display if the report name is highlighted in the Printing Options window Note: Report templates will only be available from the table in which it was created. For Example: If you create a report in the Client file, the template will not be available when accessing the Printing Options for the Library file. Printing Saved Report Templates Once a report has been saved to the data file, it can be accessed as many times as necessary, using any selection of records. To print a previously saved report: 1. While in the file that the template was designed for (Library File, Client File, etc.), Subset the records for the report 2. Click Print 3. Click Reports This Tab should already be displayed 4. Click the required template The description will appear as each report is selected 5. Click Print 6. Confirm the printer settings, Click Print 7. An Alert appears, Click OK 243

264 L4U Users Manual Modifying Report Templates Once a report template has been saved to the data file it can be opened and modified from within the Printing Options. Any changes made to a report template (including the name) will overwrite the existing template. To modify an existing report template: 1. Functions > Library File This step varies depending on the source of the data. Example: Functions > Client File to print a report using Client data. 2. Use either Query or Subset to locate the records to be used for labels 3. Click Print 4. Select the Reports Tab 5. Double Click the report that requires modification 6. Make the necessary changes 7. Click Save Note: Once a report template is created and saved it can be used to generate other similar templates. To modify an existing template without overwriting the original, select the template and then Click Copy. Then simply modify the new template to accommodate the requirements of the new report. Save the new report template with a new name or the suggested name. Deleting Report Templates Once a template is no longer necessary, it should be removed from the data file. To Delete a report template: 1. While in the appropriate file, Click Print 2. Select the Reports Tab 3. Click the template to be deleted 4. SHIFT + Click Delete 5. A Confirmation screen appears, Click Yes Click No to exit without Deleting the report 244

265 Chapter 15 Reports Exchanging Report Templates Sometimes it may be desirable to share report templates with other L4U users. Exchanging or sharing report templates is easy via Report Packs. The L4U user with the template creates a Report Pack which can then be ed to the other user who then imports the Report Pack. Please refer to Creating Report Packs on page 344 for more information on creating Report Packs and Importing Report Packs on page 331 for more information on Creating Report Packs. 245

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267 C HAPTER 16 STATISTICS AND GRAPHS Accessing circulation statistics Month End Reports Printing statistics reports and graphs Displaying client and item histories Creating customized graphs Using the Chart Wizard Printing and exporting graphs 247

268 L4U Users Manual Statistics Overview Although L4U is not a professional accounting program, there are some basic circulation and historical statistics that can be managed from within the program. These statistics can be viewed and reported on for the purpose of tracking the usage of specific library materials. Circulation Statistics Circulation statistics are generated by Loan Type. Statistics are maintained for all circulations that take place, per loan type on a daily, monthly and annual basis. These statistics are useful when allocating funds to specific resource materials, or when weeding the library collection of items that no longer circulate. To access the circulation statistics: 1. Functions > Circulation 2. Select the Statistics tab The Circulation Statistics screen is displayed. This list will default to the order in which the Loan Type File is maintained. The L4U Circulation screen will list the total circulations to date, including all that have taken place that day. Daily totals will automatically zero as the system date changes from one day to the next. Monthly statistics are maintained until a report is printed and the totals are cleared. 248

269 Chapter 16 Statistics and Graphs Printing Circulation Statistics If preferred, Circulation statistics can be printed without clearing the accrued totals. This is achieved by printing directly from the statistics screen. 1. Functions > Circulation 2. Select the Statistics tab 3. Click Print 4. A message appears, Do you want to sort these records?, Click Yes or No 5. If Yes, Select the field(s) to sort by from Available Fields, for more information on using the sort editor, see Sorting on page Click Sort The operating system s print screen will now appear 7. Click OK 8. Click Print Steps 6 and 7 may vary slightly depending on the operating system being used Circulation Statistics Reports Many libraries find it beneficial to print a monthly statistics report. Not only will this create a record of the month s circulations by loan type, but it will also reset the monthly statistics and restart the tally for the next month. L4U will generate a pre-formatted circulation report by following the steps outlined below: 1. Reports > Statistics 2. Select Loan Type File 3. Click Process A confirmation screen will appear stating, All monthly statistics will be zeroed 4. Click Continue At this point the user may Stop the report function and monthly statistics will not be affected. 5. Click OK 6. Click Print Steps 5 and 6 may vary slightly depending on the operating system being used Note: More than one file may be selected at one time. 249

270 L4U Users Manual Statistical Graphs Monthly Printout Alerts If a monthly report is not generated, the Monthly Circulation statistics will continue to accumulate into the next month. A reminder to print the monthly statistics report can be set up within Preferences. The user can specify whether or not they wish to use this alert and what day of the month it is to be displayed. For more information about activating Monthly Printout Alerts see Monthly Print Out Alerts on page 34. Note: The only way to zero the Annual Circulation Statistics is to run a Utilities with the Reset Circulation Statistics option selected. This option also zeros the Daily and Monthly as well. Please refer to Running a Year End on page 377. L4U can create quick Statistical Graphs designed to illustrate various Library Circulation, Search and Activity information. These graphs can be printed directly from the L4U program or copied to the clipboard for use in other documents. These graphs include: Hot Items The most frequently circulated items in the Library during a specified time frame. Cold Items The least circulated items in the Library during a specified time frame. Hot Searches The topic/criteria most frequently searched for in the Library during a specified time frame. Busy Library Times Produces a graph illustrating the peak busy times for the Library over a specified time frame. Client Activity Produces a graph of the most active Clients over a specified time frame. 250

271 Chapter 16 Statistics and Graphs Creating Statistical Graphs in L4U To access Statistical Graphs: 1. Reports > Statistics 2. Click Show Graphs The Statistics window appears with six tabs for choosing different graphs Hot Items 1. Reports > Statistics 2. Click Show Graphs The Statistics window appears with six tabs for choosing different graphs 3. Select the Hot Items tab 4. Enter the number of items to be displayed in the graph 5. From the drop-down Time Period list, Select the appropriate time period 6. From the drop-down Graph Type list, choose a graph type 7. Click Create Graph. Cold Items 1. Reports > Statistics 2. Click Show Graphs The Statistics window appears with six tabs for choosing different graphs 3. Select the Cold Items tab 4. From the drop-down Time Period list, select either This Month or This Year 5. Click Get Items 251

272 L4U Users Manual Hot Searches 1. Reports > Statistics 2. Click Show Graphs The Statistics window appears with six tabs for choosing different graphs 3. Select the Hot Searches tab 4. Enter the number of items to be displayed in the graph 5. From the drop-down Time Period list, Select the appropriate time period 6. From the drop-down Graph Type list, choose a graph type 7. Click Create Graph Hot Search Types 1. Reports > Statistics 2. Click Show Graphs The Statistics window appears with six tabs for choosing different graphs 3. Select the Hot Search Types tab 4. Enter the number of items to be displayed in the graph 5. From the drop-down Time Period list, Select the appropriate time period 6. From the drop-down Graph Type list, choose a graph type 7. Click Create Graph 252

273 Chapter 16 Statistics and Graphs Busy Library Times 1. Reports > Statistics 2. Click Show Graphs The Statistics window appears with six tabs for choosing different graphs 3. Select the Busy Library Times tab 4. From the drop-down Activity Type list, select either By Circulation or By OPAC Searches 5. From the drop-down Time Period list, select the appropriate time period 6. From the drop-down Graph Type list, choose a graph type 7. Click Create Graph Client Activity 1. Reports > Statistics 2. Click Show Graphs The Statistics window appears with six tabs for choosing different graphs 3. Select the Client Activity tab 4. Enter the number of items to be displayed in the graph 5. From the drop-down Activity Type list, select either By Circulation or By OPAC Searches 6. From the drop-down Time Period list, Select the appropriate time period 7. From the drop-down Graph Type list, choose a graph type 8. Click Create Graph If the message appears, No statistics are available for your graph (Circulation data requires Histories t be enabled in preferences), see Item/Client Histories on page 39 for enabling histories. Statistical Graphs Extra Features L4U Statistical Graphs offer various options designed to manipulate the graphed data. These features are: Print Graph Prints the displayed graph to the local computer s default printer. Show Items/Clients Displays a subset list of all Items or Clients that are contained within the graph. Useful for creating Custom Reports or Labels based on the Statistical information provided by the graphs. Copy Graph to Clipboard Copies the displayed graph to the system clipboard. Once copied to the clipboard, the graph can be pasted into other Word Processing, Spreadsheet, or Graphic programs. 253

274 L4U Users Manual Histories A circulation history can be maintained on all library items. L4U will create and store a list of all circulations on a particular item. Using this feature and the Client Histories option, one can create a list of all the Items that an individual Client has borrowed. To enable this feature, see Item/Client Histories on page 39 and see Client Defaults on page 32. To view existing histories: Item Histories 1. Functions > Library File 2. Locate the specific record 3. Double Click the record 4. On the Main Screen tab, Click History The history for that particular item is displayed. This includes the Accession Number, Client Code and Name, Date/Time Taken and Date/Time Returned. From this screen the data can be sorted, printed or reports can be generated 5. Click Exit Note: Histories (both Items and Clients) will not be maintained unless previously activated in Preferences. Client Histories 1. Functions > Clients 2. Locate the specific Client 3. Double Click the Client Record 4. Click the Histories tab A list containing the Accession Numbers and Titles of all items circulated by the Client will display For a printed list containing Accession Number, Item Title, Date Taken and Date Returned, Click Print 254

275 Deleting Histories Chapter 16 Statistics and Graphs If Item/Client Histories are no longer necessary, it is possible to delete them from the Data File. If hard drive space is at a premium, removing unnecessary Histories may free up space. 1. File > Utilities 2. Select Delete all Client/Item Histories 3. A confirmation screen appears, Click OK 4. Click Run Utilities Note: Client Histories can also be printed from L4U Freedom. Please refer to Patron Histories Report on page 178 in the L4U Web Manual for more information. Creating Customized Graphs L4U can create a wide variety of graphs without having to export the data to a graphing package. Because graphing capability is fully integrated into L4U, data can be graphed and updated directly from the Library collection. These graphs can be printed, saved and/or copied for use in another application. Graphing allows the user to organize and visually present data and statistics that might otherwise be difficult to understand. Two-Dimensional Graph Types Two-dimensional graphs combine an X (horizontal) and Z (vertical) axis, and are commonly used to illustrate a value per category. The X axis is used for individual categories and the Z axis is used to display the values calculated for each category. 255

276 L4U Users Manual Example: A graph displaying the number of Items per Loan Type would have the Loan Type as the X axis, and the number on the Z axis. Area Graphs Area graphs are commonly used to show the magnitude of values over time, but can show values over any continuous category. The categories on the X-axis should be continuous, such as times or temperatures. Column Graphs Column and bar graphs are the most frequently used in L4U. They are most commonly used to compare one item to another, or one or more items over a period of time. Line and/or Scatter Graphs Line graphs are often used to show the rate that values change over time. Scatter graphs can show relationships and trends in your data. Such graphs are most often used when there are a large number of different values of the X-axis field, as in a scientific study. Pie Charts Pie charts display data as a percentage of a whole. Your data does not need to be expressed as percentages, but can only have one series of values. L4U automatically converts the data into percentages when it creates the pie chart. Categories are displayed in the legend. 256

277 Chapter 16 Statistics and Graphs Picture Graphs Picture graphs are most commonly used to compare one item to another, or one or more items over a period of time. They are similar to column graphs, except that you can substitute a picture for each column. Note: Although additional chart styles are available, they are not suited for use with L4U data. 257

278 L4U Users Manual Creating a Graph L4U offers two methods of preparing data for use in a graph. The data can be organized in the Report Editor and saved to a graph, or the entire process can be completed in the Chart Wizard. Graphs Using the Report Editor L4U uses information that is selected and organized in the Report Editor to generate graphs. The categories and values for the X and Z axis are derived from information or formulas entered in the report breaks. For the most effective graphs, reports should include: The field to be used as a category (X axis) must be sorted, and must be the first column in a non-numeric format The report should contain two or more rows of data Use one type of summary calculation per numeric field When comparing values, two or more summary calculations must be present Reports and graphs can be generated from several fields within the L4U program, but the following example will use the Loan Type File. To create a graph from the Report Editor: 1. Authority Files > Loan Types 2. Query for or Subset the required records 3. Click Print 4. Select Reports 5. Click Custom 6. Create a report with the Loan Type Name, Budget, and Spent Yr to Date. For information on how to select and organize data in the Report Editor, see Custom Report Editor on page 233. Sort the Type Name column Add a break with a label in Loan Type Name, and Sum calculations in the Budget and Spent Yr to Date columns 7. File > Destination > Graph 8. File > Generate 9. The new graph appears To make changes to the appearance of the graph, see page From the graph window menu, select File > Print 258

279 Chapter 16 Statistics and Graphs Note: If a graph is generated in the Report Editor, it will be saved as a report, but the print destination will be saved as a graph. It is recommended that the report be named with an indication of the graph format. Example: LT Budget Graph. Graphs Using Chart Wizard Graphs can be created using only the Chart Wizard. The Chart Wizard allows users to select the specific data that they wish to use in the graph. Although this example uses data from the Loan Type file, graphs can be generated from several other files within L4U. To generate a graph using the Chart Wizard: 1. Authority Files > Loan Types 2. Subset the required records 3. Click Print 4. Select Graphs 5. Click Custom 6. Select the preferred Chart Type For this example, Click 2D Pie 7. Select the preferred Chart Style Depending on the chart type selected, different orientation options appear. Make the selection by clicking the appropriate option 8. Click Next 9. Click the Source Table drop down list Available fields appear 10. From the list of fields, drag the appropriate field to Category (X Axis) For this example use Type Name 11. From the list of fields, drag the appropriate field to Values (Z Axis) For this example use Total Items Graphs can include more than one Value 12. Click OK 13. On the Chart Wizard menu, File > Print 259

280 L4U Users Manual Modifying a Graph Once a graph has been generated, modifications ranging from the type of chart to the formatting of the field labels can be made. Legends can also be moved and customized. All modifications can be implemented by accessing the Chart Wizard menu. The Menu and Tool Bar are within the Chart Wizard window. The L4U program options are accessed through the main menus. 260 Changing the Graph Type To change the graph type: 1. Select the graph by clicking anywhere on it Handles appear around the graph 2. Do one of the following: Click the chart icon in the toolbar and select the new Chart Type Chart > Chart Type. Select the chart type to use and Click OK Note: Certain Chart types require a minimum amount of data. If the minimum is not present, a message appears stating that the chart style is not possible.

281 Customizing the Axes Chapter 16 Statistics and Graphs The X and Z axis can be customized in a variety of ways. For example: Customizing the Axis Labels Customizing the Tick Marks Changing the scale of the Values Axis Reversing the order of Data Points on an axis Positioning the origin Adding axis titles Modifying the Axis Labels The Chart Wizard automatically labels the axes when generating a graph. The position, orientation, and format of the labels can be altered to best suit the data displayed. To modify the axes labels: 1. Chart > Axis > Category (X) OR Values (Z) 2. Using the drop down menus, select the appropriate options 3. Click OK To exit without making changes, Click Cancel Position Position determines the location of the labels in relation to the grid. The labels can be displayed at the Top or Bottom. If None is selected, the labels will not be displayed. When adjusting Z axis Labels, options will be Left, Right or None. Format Format is used to define the way in which a Numeric Label is displayed. Date, Time and Monetary values can be formatted. General should be selected any time the category is in text. Tick Marks Tick Marks are small lines that indicate graph increments and can be set up either Inside, Outside or across (Cross) the grid. If None is selected, no tick marks will be displayed. 261

282 L4U Users Manual Orientation Orientation refers to the way in which the label is displayed. It can be Normal, Vertical, Rotated Left, Rotated Right, Staggered, or Wrapped. This feature becomes useful when labels are long, or when many labels are needed. Reverse Order When selected, the order that the categories are displayed is reversed. This option will only work for two-dimensional graphs. Show one label out of If it is not necessary to display all category labels, some labels can be hidden. In the field provided, enter the appropriate value. Example: Show one label out of 3, will display only every third label. When Auto is selected, L4U will automatically display the most Category Labels possible, while maintaining even spacing. If all labels are the same, enter the total number of categories and the label will display only once. To modify the label itself, enter the new label in the field below Orientation. Note: To access these Label options for the Z axis, use the drop down menus located in the Labels section of the screen. 262

283 Chapter 16 Statistics and Graphs Changing the Values Axis Scale L4U will automatically generate the scale for the Value axis (Z). The scale is based on the range of values present in the data. The user can specify what increments the scale should use. This is done by entering the Minimum and Maximum as well as the Major Unit and Minor Unit. To enter the specifics for the Z axis scale: 1. Chart > Axis > Values (Z) 2. Using the fields provided in the Scale section of the screen, Enter the appropriate values 3. Click OK To exit without making any changes, Click Cancel Note: If Logarithmic is selected, the values on the Z axis will be increased by the exponent ten. Modifying Value Axis Tick Marks In addition to the Scale and Labels on the Value Axis, Tick Marks can be modified by using the drop down menus in the Tick Marks area. The available options include showing the Tick Marks Inside, Outside, Crossing the Axis or not displaying them at all. Tick Marks can be used for both the Major increments and the Minor increments. Modifying the Origin The origin of the Z-axis is the value at which the Category (X) axis crosses the Z-axis. The origin of the X-axis is the category at which the Values axis crosses the X-axis. Usually, the origin is the minimum value on the graph or zero and to the left of the first category. To modify the origin of an axis: 1. Chart > Axis > Category (X) OR Value (Z) 2. Enter the appropriate number in one of the following or both: To change the origin of the X Axis, Enter the Z Axis crosses at category To change the origin of the Z Axis, Enter the Cross Axis At 3. Click OK Note: The number entered to change the origin of the X axis, is the number of the category at which the origin should cross. The categories are numbered from left to right or from bottom to top in a horizontal chart. The Z axis crosses to the left of the specified category. 263

284 L4U Users Manual Adding Axis Titles Titles can be added to each axis, usually describing the data graphed on the axis. To add a Title to an axis: 1. Choose the appropriate axis from Chart > Titles 2. Enter the Title in the available field 3. Choose a position for the title from the Position drop-down list The default position is None, which does not display a Title 4. Using the drop down list, choose an Orientation 5. Click OK. Showing and Hiding Grid Lines Grid lines can be displayed for the major and minor increments of each axis. The use of Grid lines can make a graph easier to read. Graphs can also be displayed with no grid lines by deselecting all grid options. To set Grid Lines: 1. Chart > Grid Lines > Category (X) OR Value (Z) 2. Click the increment(s) for which the Grid Lines should show 3. Click OK To exit without making any changes, Click Cancel Note: Line or Scatter graphs are best viewed with Major increments selected for both the X and the Z axes. 264

285 Displaying Category Values Chapter 16 Statistics and Graphs With L4U, the exact value can be inserted within each Category. The format of this display is determined by various settings in the Values menu. To insert Category Values: Category Value 1. Chart > Values 2. Using the Position drop down menu, select where the Value should appear 3. Using the Display drop down menu, select the type of information to use Values: the exact value of each category Percentage: the percentage of the category compared to all categories Category: the actual Category Label Combinations of the above 4. Using the Format drop down menu, select the way in which the numeric value is to be displayed 5. Choose an Orientation from the drop down menu 6. Click OK Note: If all Categories are to be labeled the same, enter the data in the blank field. 265

286 L4U Users Manual Modifying Depth in a Two-dimensional Graph A three-dimensional graph plots three fields or variables in three dimensions. Adding depth to a two-dimensional graph can create the appearance of a third dimension. By default, L4U adds the illusion of depth to two-dimensional graphs. The depth can be removed or modified by: 1. Chart > View 2. Modify the Horizontal and Vertical depth by typing values in the appropriate text boxes Offset is measured in points 3. To remove the depth illusion, enter zeros in both fields 4. Click OK Modifying Options Depending on the type of chart chosen, options are available for customizing the chart s appearance, such as rotating Pie Charts, adjusting overlap between columns, and using lines versus points. To access the Options Menu: 1. Chart > Options Depending on the type of chart chosen, a different screen appears 2. Make the necessary changes 3. Click OK To exit without making any changes, Click Cancel 266

287 Chapter 16 Statistics and Graphs Customizing Picture Charts When a picture chart is chosen, the columns are filled with a default picture. This picture can be changed and additional pictures can be added for each individual category. Pictures are added from the computer Clipboard or Scrapbook. To add a picture to a Picture Chart: Note: Ensure that the picture to be used for the column is on the Clipboard or in the Scrapbook. 1. While the picture chart is displayed, do one of the following: For MAC, + Click on the current picture For WIN, CTRL+ Click on the current picture 2. With the picture selected, Edit > Paste Be sure to use the Edit Menu within the Chart Wizard window Adjusting the Pictures Within the Columns The pictures within the columns can be adjusted. To modify the picture in a Picture Chart: 1. Double-Click the graph to display the Options dialog box for picture graphs 2. The Options are: Alignment: Specifies the horizontal alignment of the picture (Center, Left, or Right) Vertical: Specifies how the picture uses the vertical space of the column (Clipped, Stretched, and Stacked) Horizontal: Specifies how the picture uses the horizontal space of the column (Clipped, Stretched, and Stacked) 3. Choose the preferred options from the drop-down lists 4. Click OK 267

288 L4U Users Manual Customizing the Legend L4U automatically creates a legend when generating a graph. The legend is the key to the graph and its data. The legend s location, order, and text can all be customized. Legends are especially useful when using a Pie Chart, or when displaying multiple values per category. Legends can include both color and pattern as a means of distinguishing between categories. To display or hide the legend: 1. Chart > Legend 2. Click Display Legend To deselect Display Legend, Click the option again 3. Click OK Positioning the Legend The legend is part of the chart object and can be positioned using the eight built-in legend locations, or by using the mouse. With the mouse, the legend can be moved anywhere in the document, including placing it inside the graph itself. In addition, the legend can be displayed vertically or horizontally, allowing the categories in the legend to be placed left-to-right or top-to-bottom. To position the legend using the builtin locations: 1. Chart > Legend 2. Select a legend position by clicking one of the model legends in the Location area 3. Click OK Positioning the Legend with the Mouse: 1. Hold down the CTRL (WIN) or (MAC) and Click the Legend 2. While continuing to hold down the CTRL or key, Click and drag the legend to the desired location 3. Release the mouse button and the CTRL or key Note: When using the Legend dialog box, Click the User Specified button to save the legend location. If you select one of the built-in locations, the User Specified option is automatically deselected. 268

289 Object and Text Attributes Chapter 16 Statistics and Graphs This section describes how to select individual chart objects (axis lines, grid lines, series elements, etc.) and change their graphic attributes, such as Color, Pattern, and Line Width. The font attributes of chart text objects (such as Axis Labels and Titles) can also be modified. Text attributes apply only to Axis Labels, Axis Titles, Legend text, and Category Values. Each of the following object and text attributes can be changed in the Object menu: Fill Pattern: The pattern displayed inside the border of an object. All objects except lines have fill patterns. Fill Color: The color displayed inside the border of an object. Line Pattern: The pattern of a line or border. The default line pattern is solid. Line Color: The color of a line or border. The default line color is black. Line Width: The width of a line or border measured in points. The default line width is 0.25 points (also called a hairline). Arrowhead: If the selected object is a line, the Arrowhead menu item is enabled. Arrowheads can be added to either or both ends of the line. Round Corners: If the selected object is a rectangle created with the rectangle tool, the Round Corners menu item is enabled. Font: The typeface of the text. Size: Font size is measured in points. Style: Styles include plain, bold, and italic. The default style is plain. Color: The default color is black. 269

290 L4U Users Manual Adding Objects and Text With L4U, a variety of objects can be added to a graph, including lines, rectangles, ovals, polygons, and text. This is accomplished by using the standard graphic tools available on the Chart Wizard Tool bar Selection Tool: Select this tool, place the pointer over the object or text to be selected and Click. Handles will appear to show the selection. 2. Text Line: Select the Text Line tool, and Click where the text is to be inserted and begin typing. 3. Line: Select the Line tool, and Click at the starting point and drag. Release the mouse to end the line. 4. Rectangle: Select the Rectangle tool, and Click and drag diagonally over the area in which the rectangle should appear. SHIFT + Click and drag to draw a square. 5. Rounded Rectangle: Select the rounded Rectangle tool, and Click and drag diagonally over the area in which the rounded rectangle should appear. 6. Oval: Select the Oval tool, and Click and drag diagonally over the area in which the Oval should appear. SHIFT + Click and drag to draw a circle. 7. Polygon: Select the Polygon tool, and Click at each vertex in turn. SHIFT + Click to draw a horizontal, vertical or 45 degree angle segment. Modifying Object and Text Attributes To modify an individual object or text attribute: 1. Do one of the following so handles appear around the selection: + Click on the object or text (MAC) CTRL + Click on the object or text (WIN) 2. Using the Chart Wizard menu options, make the appropriate changes Note: Objects will be selected as groups. Example: All Category labels or all Columns. 270

291 Chapter 16 Statistics and Graphs Exploding Wedges from a Pie Chart To emphasize a specific Category in a Pie Chart, wedges can be pulled away or exploded from the pie. To explode a wedge from a Pie Chart: 1. Do one of the following so handles appear around the selection: + Click on the wedge (MAC) Ctrl + Click on the wedge (WIN) 2. While holding down CTRL or Printing Graphs Exporting Graphs, Click and drag the wedge away from the center of the pie 3. When the wedge is in position, release the mouse button and the CTRL or. Once generated, Graphs or Charts can be printed using the Chart Wizard menu. To print a graph: 1. File > Page Setup 2. Click Landscape This may not be necessary, but most graphs print best on a landscape layout 3. Adjust the percentage if necessary 4. Click OK 5. File > Print Any Graph or Chart created using L4U can be exported as a separate document for use in another application. To export an L4U Chart: 1. File > Export as 2. Select the location 3. Enter the filename 4. Click Save L4U exports the chart in PICT format with the filename as entered Note: Remember to use the menu in the Chart Wizard. 271

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293 C HAPTER 17 L4U WORD PROCESSOR Accessing the L4U Word Processor Setting preferences Creating and formatting a document Saving, modifying and deleting documents Printing documents 273

294 L4U Users Manual Introduction L4U contains a built in Word Processor that can be used to print Overdue letters, mail merges and other documents such as memos. The L4U Word Processor has standard word processing features with the added capability of merging information from the data file. Documents can include information from the various files within the program such as the Client file or Circulation file. Accessing the Word Processor The Word Processor is located with the other Printing options and is available from almost all L4U files. As with the access to the individual files, the Word Processor can only be accessed within the Administration level of L4U. Click the Print icon in any of the L4U files, then Click the Word Processor tab. If any previously created documents have been saved in the data file, a list appears. To compose a new document, Click Custom. Warning: The fields available for merging into a document will change depending on which files the processor has been opened from. For the best results when printing a merge document, insert only the fields directly related to the current file. Composing a Document 1. Functions > Library File This step varies depending on the source of the data. Example: Functions > Client File to create a document using Client data. 2. Use either Query or Subset to locate the records to be used in the document 3. Click Print 4. Select the Word Processor Tab If previous documents have been saved, a list of available templates appears 5. Click Custom The Word Processor appears 6. Create the required document. 274

295 Setting Word Processor Preferences Chapter 17 L4U Word Processor L4U Word Processor includes a number of Preference settings that allow the user to specify the ruler units and the document display mode. The document display mode determines the document s appearance, including whether headers and footers are displayed and whether a frame appears around the document s text area on screen. To set preferences for a document 1. In the Word Processor menu, Select File > Preferences 2. Using the drop down menus and check boxes, Select the preferred options Units: Choose the units that will be displayed in the document s ruler. Headers and footers Different on first page: Allows different headers and footers for the first page and for the remainder of the document. Headers and footers Different on left and right page: Allows for different header and footers for the left and right pages. First page is: Select the side of the first page, Right or Left First page Number: This box allows you to set the page number of the first page. Binding: Set the value of the space for the binding of your document Opposite pages: When this option is checked, the space allocated to the binding is set to manage double-sided pages Paragraph Default Tab Spacing: This value is the distance between tab stops Paragraph Widow and Orphan control: Checking this box will prevent the first line of a paragraph from being left at the end of, or the beginning of a page 3. Click OK To exit without saving the changes, Click Cancel 275

296 L4U Users Manual Page Layout The L4U Word Processor can customize the page layout, including margins, orientation, and tabs. It is recommended that the page configuration be established before composing the actual contents of the document. All customizing is conducted using the Word Processor menus and toolbars. Orientation From the Word Processor menu, Choose File > Page Set Up. Within this screen, the Printer Paper size, Orientation and Scale can all be entered. Margins Margins are set using the ruler. Click and Drag the margin and indent indicators to the appropriate location on the ruler. Setting Tabs 1. To set a Tab, do one of the following: Double Click the ruler Format > Tabs 2. Click Add 3. In the field provided, enter the Position 4. Select the necessary Alignment and Leading options 5. Click Set 6. Repeat steps 2 through 4 to add additional tabs 7. Click OK To exit without saving, Click Cancel The ruler now shows the settings for the paragraph currently being worked on. The Left and Right Margin markers show the margin settings. The Tab Stop marker and the First Line Indent marker indicate the location of the tab and the first line indentation. When Return or Enter is pressed, L4U creates a new paragraph with the same ruler settings as the previous one. The ruler can be used to change the settings for the paragraph being typed. When one or more paragraphs are selected, the settings are changed for all paragraphs at once. 276

297 Chapter 17 L4U Word Processor Formatting Text Text Attributes Applying specific attributes can emphasize text or enhance the appearance of a document. Once one or more text attributes have been changed, the new settings are applied automatically as text is typed. To apply text attributes: 1. Highlight the text to be customized 2. Do one of the following: Use the drop down menus and buttons in the tool bar to select Font, Size, and Style Choose the Style menu to assign specific style attributes or Format > Character for all other options Justification The justification or alignment of a single paragraph or an entire document can be assigned using either the menu or the justification options on the toolbar. Highlight the selection to be changed and Click the preferred option on the toolbar or Choose Format > Paragraph. Left Justified Center Justified Right Justified Full Justified 277

298 L4U Users Manual Line Spacing The line spacing of a single paragraph or an entire document can be assigned using either the menu or the spacing options on the toolbar. Highlight the selection to be changed and Click the preferred option on the toolbar or Choose Format > Paragraph. Choosing the menu option allows for very specific measurements, whereas the toolbar provides only three options. 1 or single spacing 1.5 or one and a half spacing 2 or double spacing Bullet Points Bullet points can be added to a document. For a standard bullet point, Highlight the paragraph to be changed and Click the Bullet Point option on the tool bar. If a symbol other than the basic bullet is required, Choose Format > Paragraph. From the Bullet drop down menu, Select the preferred symbol. Inserting Fields 278 Letters can be personalized and mail merges can be created by referencing fields and information from the database into the document. The field information is dynamic therefore, when the information is changed in the current record, the document is automatically updated. A print-merge can be done on a selection of records using this feature. Before inserting fields, Choose View > References. This allows the inserted reference points to be displayed in the document. To insert a field: 1. In the Word Processor, Click in the location to insert the field 2. Insert > 4D Expression 3. In the Field list, Click the required field If the field selected is numeric, a Format can also be selected by highlighting the appropriate options 4. Click OK To exit without adding a reference, Click Cancel 5. The inserted or referenced fields will appear in the document. Example: <<Client Code>>

299 Chapter 17 L4U Word Processor Date and Time The date and time can be inserted into a document. This can be the current date and time, or a reference that automatically updates the entry. To insert date and time: 1. In the Word Processor, Click in the location to insert the date and/or time 2. Insert > Date and Time 3. Click the formats to use Select <no date> or <no time> if one or the other is not necessary 4. Select Automatic update to have the document date reflect the current date and time of printing 5. Click OK To exit without entering the date and/or time, Click Cancel Note: Page numbers can also be inserted by selecting Page number from the Insert menu. Format options are provided. Saving a Document Any document created with the Word Processor can be saved on the computer hard disk or can be saved and stored directly into the data file. To save a document into the data file: 1. In the Document Title field provided at the bottom of the Word Processor screen, Enter the document name 2. Enter a brief description in Document Description 3. Click Save To save a document on the computer hard drive (ie: externally save the document): 1. From the Word Processor menu, choose File > Save As A Save dialog box appears 2. Enter the location and a unique filename for the document 3. Click Save Note: Documents must be saved within the data file before they can be saved to the computer hard drive. Deleting Saved Documents Any document that has been saved into the L4U data file appears in the Word Processor tab. If a document is no longer necessary, it can be deleted. To delete a document: 279

300 L4U Users Manual 1. Open the file in which the document was created 2. Click Print 3. Select the Word Processor Tab 4. Click the saved document to be deleted A Brief description appears as the document is highlighted 5. Click Delete 6. A confirmation screen appears, Click Yes To return to the Word Processor Tab without deleting the document, Click No 7. Click Exit Note: Only those documents that were created in the current file will be displayed. For example: To access a document that was created in the Client File, Choose Functions > Clients. Modifying Documents Once a document has been saved to the data file, it can be modified at any time. To modify an existing document: 1. Open the file in which the document was created 2. Click Print 3. Select the Word Processor Tab 4. Double Click the document to be modified 5. Make the necessary changes 6. Click Save To exit without saving the changes, Click Cancel Find and Replace One feature that can be useful when modifying documents is Find and Replace. If only a specific word or phrase needs to be changed in a form letter or document, Replace can be used. 280

301 Chapter 17 L4U Word Processor To perform a Find and Replace: 1. While in the document, Choose Edit > Replace 2. In the Replace field, enter the word or phrase to be replaced 3. In the With field, enter the word or phrase to replace it with Case sensitivity and specific font attributes can be taken into account 4. Do one of the following: Click Replace to replace only the first incidence of the value Click Replace all to replace all incidences of the value 5. If Replace all was selected, an alert appears stating the number of replacements made. Click OK If Replace was selected, Click Close to exit Printing Documents Any L4U Word Processor document can be printed. A form letter that includes fields from your database can be print merged to provide a personalized letter for each individual in a group, or a single letter can be printed for a specific person. 281

302 L4U Users Manual To print a document: 1. Functions > Library File This step varies depending on the source of the data. Example: Functions > Client File to create a document using Client data 2. Use either Query or Subset to locate the records to be used in the document 3. Sort the records into the order in which they should be printed 4. Click Print 5. Select the Word Processor Tab If previous documents have been saved, a list of available templates appears 6. Click the document to be used 7. Click Print 8. A Confirmation screen appears, Click one of the following: 1 Document for each of my X records, should be used for printing merge documents from the current selection A Single Copy, should be used for non-print merge documents Note: A document can be printed without saving it first. While in the Word Processor, Choose File > Print or Print Merge. If Print Merge was selected the records to use must be located and sorted. Then Click Print. 282

303 C HAPTER 18 PURCHASING Generating purchase orders Printing claims for damaged materials 283

304 L4U Users Manual Orders Books and other library materials can be entered into the L4U program for the purpose of tracking and placing orders. By using specialized statuses and complete vendor information, L4U can generate purchase orders and claims. Note: For the best results when using Orders and Claims, ensure that Vendor files contain complete information. Entering Orders The L4U program allows the user to generate purchase orders to be sent to vendors. To create a purchase order, the individual item or items must first be entered into Acquisitions. This data entry is essentially the same as regular cataloging with some exceptions. 1. Functions > Acquisitions 2. Click Add Item 3. The record can be created with as much information as available, or with only the minimum requirements ISBN Title Author (if available) Vendor Cost 4. Enter a Status of $ 5. Select Info tab 6. Enter the PO# 7. Click Save Continue data entry until a separate record exists for all items. Include an individual record for each copy of an item. To create multiple copies, see Copy on page 110. Note: Globals may be used to enter the Vendor, Status and PO# for the complete Vendor order. Using Global changes will take less time than entering the information for each individual record. Warning: The item status must be $ in order for the Orders and the Claims portion of the program to function. 284

305 Chapter 18 Purchasing Printing Order Reports Once all of the items for purchase have been entered in Acquisitions, a purchase order can be generated. Purchase orders can be printed for a single vendor, or for all vendors, but L4U will default to all items with a status of $. To print a purchase order: 1. Reports > Orders 2. The Report Wizard is activated, Click Next 3. Do one of the following: Select Use the X records in the Acquisitions file with a Status of $. A purchase order will print for each vendor that exists in the Acquisitions records. Use the Query option to select specific items or vendors for printing 4. Click Next 5. Select the report style to use: Standard Purchase Order Report (Sorted by Vendor) - This report is a summary of all outstanding purchases grouped by Vendor on a single print out. Each Vendor on a Separate Page - This format can be used to print the purchase orders to be faxed or mailed to individual vendors. 6. Click Next 7. Select the preferred report options and sort order 8. Click Next 9. Review the confirmation information. If everything is correct, Click Process. Note: It is important to include the proper Vendor in each item. If a Vendor is not entered, all records will be assigned the default Vendor Code and only one purchase order will be printed. 285

306 L4U Users Manual Claims Occasionally an order will arrive with damaged or missing items. If this occurs, a claim can be generated and printed directly from the L4U program. In order for a claim to be entered, a record must first exist in the data file. The record can be in the Acquisitions file or the Library file. Note: The Claims feature of L4U can only be accessed through the Dashboard. If the Dashboard is not currently active, it must be enabled in order to access Claim Management. Entering Claims 1. Administration/MARC Dashboard, Click Claims 2. Click Add Item 3. Select the file where the claim item is currently located 4. Select the proper field from the drop down list and then enter the search criteria in the field adjacent. 5. Select the specific item from the list that appears 6. Click Create 7. Enter any additional information required 8. Click Save Note: If there is no match to the search criteria when entered, an alert message will appear stating, No such item found in the file selected. Click OK and check that the file selected is correct. Once you have verified that the file is correct, try the search again. 286

307 Chapter 18 Purchasing Viewing Existing Claims Existing claims can be viewed in the Claims Management screen. To access Claims Management: 1. Administration/MARC Dashboard, Click Claims 2. The resulting list may be queried, sorted, edited and/or printed 3. To return to the main L4U screen, close the Claims window Printing Claims Vendor Claims can be printed once they have been entered into the data file. These claims can then be sent to the vendor for reimbursement. To print a claim: 1. Reports > Print Claims 2. Select All Claims or Only Checked Claims All Claims will print one Claim report for each Vendor that appears in the Claims file Only Checked Claims will print only the claims that have been previously Marked in the Claims file. For information on how to Mark items, see Mark Item on page Click OK Based on the criteria entered, one or more reports will print 287

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309 C HAPTER 19 ELECTIONS AND VOTING Setting up an election Modifying existing elections Casting a ballot / vote Definition of free and restricted voting Election results 289

310 L4U Users Manual Setting Up an Election The L4U voting function can be used to conduct any sort of election or voting process such as class president, or book of the month. The election set up takes place in the Administration level of the program. The user must have access to Preferences in order to enter new elections. To set up an election: 1. File > Preferences 2. Click L4U ipac 3. On the Configuration & Startup tab, Click Update Voting 4. Click Add 5. In the fields provided, Enter the election details 6. Click the Candidates tab 7. Click Add 8. Type in the candidate name 9. Click OK If an entry is made in error, Click the name in the list and Click Delete 10. Click the Voter Restrictions tab 11. If this is an election open to anyone, leave This election is restricted to clients in this database only set to No If Yes is selected, clients will be required to enter their client code and PIN 12. If the election is restricted to specific homerooms, Click the Homeroom and Click the green arrow 13. Click Save 290

311 Chapter 19 Elections and Voting Display Results The results of the elections can be displayed in the ipac either Never, During the Election or At Election End. If Never is selected, the election results will not be published on the ipac and will only be available to the Administrator. The option to display results During the Election displays the ongoing tallies after each vote is cast in the ipac. You may also choose to only display the election results at the end of the election. Complete election results are accessed via the ipac, using the Election Results link. Keep Results In the At end keep results for field, enter the number of days you wish the results to be available from the ipac. The election results are not automatically deleted but no longer display in the ipac. Restricted Voting Elections can be limited to the clients of specific homerooms or to only the clients entered in the data file. When a patron attempts to cast a vote from the ipac, they are presented with a log in screen which requires their client code and PIN number. Once the client has registered their vote, they can not place another. This can be especially useful when holding elections that are limited to specific grades, such as class president. To restrict an election: 1. File > Preferences 2. Click L4U ipac 3. On the Configuration & Startup tab, Click Update Voting 4. Open an existing election or create a new one 5. Select the Voter Restrictions tab 6. Click Yes for This election is restricted to clients in this database only 7. Click the homerooms to add to the voters list If no homerooms are added, all clients in the database will be eligible 8. Click the green arrow Repeat until all essential homerooms have been added If a homeroom was added in error, Click it in the Permitted Homerooms list and Click the red arrow 9. Click Save Note: Clients must be assigned a PIN in order for them to participate in a restricted election. See page 69 for entering a PIN number into a client record. 291

312 L4U Users Manual Casting a Vote Modifying an Election Modifications can be made at any time before starting an election. Once an election start date/time has passed no modification can be made. To modify an election: 1. File > Preferences 2. Click L4U ipac 3. On the Configuration & Startup tab, Click Update Voting 4. Double Click the election to be changed 5. Make the necessary adjustments 6. Click Save 7. To Exit, Close the window Note: Elections can be set up well in advance of the date required, but they will not display to clients or become active until the start date has passed. Deleting an Election 1. File > Preferences 2. Click L4U ipac 3. On the Configuration & Startup tab, Click Update Voting 4. Click the election to Delete 5. Click Subset 6. SHIFT + Click Delete 7. A confirmation screen appears, Click Yes, Delete Now 8. To Exit, Close the window Voting takes place on the web client (ipac). Depending on whether it is an free or restricted vote, all or only specific clients will be able to cast a vote. 292

313 Chapter 19 Elections and Voting To cast a vote: Election Results 1. On the ipac Home page, Click Vote Now 2. From the drop down list, Select the desired choice If more than one election is active, each election will display on a separate line with a drop down list of candidates 3. Click Vote! A confirmation screen appears. If the results are set to display During the Election, a to date tally of votes will be listed 4. If the vote is restricted, registration is required. Enter the client code and password (PIN) 5. Click Login A confirmation screen appears. If the results are set to display During the Election, a to date tally of votes will be listed. 6. To continue with searching, Click Home Note: If concurrent elections are both free and restricted votes, each election will have a separate Vote button. However, if all elections are either free or restricted, the patron can make a selection for all elections and Click vote once. Once all votes have been cast and the election is complete, the results can be viewed and printed from the ipac screen by Clicking the Election Results link on the home page. 293

314 L4U Users Manual The election results can also be printed from an administration station with access to Preferences. The report is generated from the Election Management screen. 1. File > Preferences 2. Click L4U ipac 3. On the Configuration & Startup tab, Click Update Voting 4. Click the election to report 5. Click Subset 6. Click Print 7. On the Reports tab, Click Custom 8. Use the Report Editor to create a report with the required information See Custom Report Editor on page 233 for more information on using the Report Editor 294

315 C HAPTER 20 INVENTORY Best Practices Inventory in Elite or Enterprise Activating Inventory Counting Inventory through Circulation Inventory using a Portable Scanner Inventory on the Web Generating Reports Processing Inventory Counts Turning Inventory Off 295

316 L4U Users Manual Inventory in Platinum Elite or Enterprise Best Practices 296 Inventory can be accomplished using two different methods, depending on which version of L4U currently in use. Platinum Elite users generally use the Elite Single User or Elite Admin Utility to perform Inventory. Enterprise users generally use Freedom to perform counting and reporting and only use the Admin Utility to turn Inventory On and finish the Inventory procedure. Platinum Elite users will find Freedom Inventory easier and quicker to perform the actual counting as any computer equipped with a web browser and scanner can be used for inventory purposes. This chapter is divided into two sections depending on which L4U program is in use. Platinum Elite directions start below. Enterprise users will refer to Inventory in Enterprise on page 305. Before starting Inventory, make sure to set a schedule, and stick to it. Place a reminder somewhere near the Inventory station to shut off Inventory on a specific date. If performing Inventory with a portable Inventory scanner, unpack the scanner about a month before the Inventory is scheduled, and test to ensure that the scanner is working properly. All items currently out of the library are ignored during Inventory. It is assumed that if an item is out, its location is known, and therefore does not need to be inventoried. If time is a factor, Inventory can be processed one Loan Type at a time. If Inventory only needs to be processed for a few Loan Types, use this option for Inventory. Don't restart Inventory to count one or two Items that were missed during Inventory. Deal with the missed items on an individual basis though Library File. Don't change the Status of Library Items to Lost while Inventory is Active. Leave the item uncounted and L4U will automatically change the Status when the counts for that loan type are processed. Avoid adding or deleting items in the collection during Inventory. Changes to the data file should be done after Inventory is complete. If performing Inventory through Circulation, the library does not need to close. Normal Circulation can continue while conducting Inventory. For example: If an Item with a Status of In is scanned into a Circulation screen, it is circulated Out and counted towards Inventory. If an Item with a Status of Out is scanned into a Circulation screen, it is circulated In and counted towards Inventory. It's status will then be In Inventory. If an Item with a Status of In is scanned into an Inventory screen, it is counted towards Inventory. It doesn t matter if you scan it multiple times.

317 Starting Inventory - Elite Chapter 20 Inventory If an Item with a Status of Out is scanned into an Inventory screen, it is circulated back In and counted towards Inventory. It's status will then be In Inventory. If an Item with a Status of anything other than In or Out (eg: Missing, Lost, etc) is scanned into an Inventory screen, it is not counted towards Inventory and the Status remains as it was. Correct the status of the item in the Library File and then scan the item into an Inventory screen to count it towards Inventory. Inventory must be enabled, or turned on before any Inventory tasks can proceed. To turn Inventory on, follow the steps below: 1. File > Preferences 2. Click Admin 3. Select the Inventory & Misc. tab 4. Select the Check Box next to Inventory On/Off 5. A confirmation screen appears, Click Yes The Inventory Start Date will automatically be entered using the computer system date 6. Click Save Note: Write a reminder to shut off Inventory on a specific date, and place it near the computer or add it to a day timer. Shutting off Inventory is a necessary step to completing an Inventory successfully. Inventory through Elite Circulation It is possible to conduct Inventory without interrupting the daily activities of the library. Once Inventory has been activated in Preferences, the counting can begin in the Circulation screen. It is important to remember that the user must still toggle between Inventory and regular Circulation while in the Circulation screen. Counting Inventory can also be performed on the Web via Freedom Inventory. Please see Inventory on the Web on page 162 in the L4U Web Manual. To count Inventory in L4U Elite: 1. Functions > Circulation 2. Click Inventory The Inventory Control screen will appear 3. Click Activate Inventory An Alert screen appears, You can now take Inventory. Turn this off when you re ready to restore normal circulation 297

318 L4U Users Manual 4. Click OK Inventory is now ready to proceed through Circulation. Scan each item to be inventoried into the Circulation window. The message Added to Inventory will appear in the Item Status box for each item entered. Performing Circulation during Inventory If the library remains open during the Inventory process, Circulation can proceed normally. In order to circulate an item during Inventory, the Circulation window must first be returned to normal Circulation. While in the Circulation screen: 1. Click Inventory An Alert will appear stating Returning to normal Circulation 2. Click OK Normal Circulation can now resume 3. To continue with Inventory, repeat steps 2 through 4 under Inventory through Circulation above Note: Items checked In during Inventory will be assigned a status of In Inventory. This status change does not inhibit circulation and can be globally changed back to In after the Inventory process is complete. Inventory using a Portable Scanner - Elite A portable scanner may be used in addition to or as an alternative to Inventory through Circulation. Portable scanners allow multiple persons to conduct the Inventory at one time. Please consult the appropriate manual or documentation for instructions on connecting the portable scanner to the computer and importing scanned barcodes. 298

319 Chapter 20 Inventory CipherLAB CPT-711 Inventory Scanner This inventory scanner is the preferred choice for performing Inventory in L4U. The rechargable batteries run for 100 hours and the scanner can hold more than 50,000 barcodes. It also easy to hold and scan. Conducting Inventory using the CPT-711 is an easy two step procedure. The first step is to scan the individual items within the library collection and the second step is to transfer the scanned barcodes into L4U. Please refer to the installation and setup directions that were provided with the CPT-711 before conducting Inventory. To import the scanned barcodes: 1. Place the CPT-711 Inventory Scanner in the Desk Cradle. 2. File > Import File 3. Select Inventory from the list 4. Click Next 5. Click CPT-711 Inventory Scanner 6. Click Next 7. Make the appropriate selections from Import Settings It is recommended to clear the records from the previous import(s) It is recommended to save the scanned barcodes to your computer for backup purposes 8. Click Next. 9. At Import Data Wizard Step 5, follow the onscreen directions and L4U will start the import from the scanner. 10. A confirmation message will appear, with the total number of records imported from the file. Click OK. 299

320 L4U Users Manual 11. The resulting list will display all records processed during the import and any previously uncleared items. This list or a portion of this list may be printed by Clicking Print 12. Click Exit Note: Some of the imported items may have status which is anything other than In or Out. i.e.: Lost, Missing, etc. These items can be ignored or saved as a list for a later review in the Library File. Videx Timewand I/II / Durawand / DuraTrax / Palm Scanner Conducting Inventory using any of these portable scanners is a three step procedure. The first step is to scan the individual items within the library collection. The second step is to download these barcodes into the download station (or directly to the computer desktop, depending upon the scanner used). This step will typically be repeated several times depending on the memory capacity of the portable scanner being used. The last step is to transfer the barcode scans into L4U. Please refer to the Videx Timewand Inventory Tech Note for more information. Note: As each file is transferred to the Inventory computer, be sure to change the file name to reflect the batch of items scanned. Example: FIC0630.txt. Renaming the files as they are transferred prevents existing files from being overwritten. 300

321 Chapter 20 Inventory Using the instructions under Starting Inventory, ensure that Inventory has been activated. To import a Videx Timewand I/II / Durawand / DuraTrax / Palm Scanner scanner file: 1. File > Import File 2. Select Inventory from the list 3. Click Next 4. If your regular circulation scanner is programmed to drop the checkdigit and L4U stores barcodes without checkdigits, be sure to select the option provided 5. Click Other Inventory Imports 6. Click the brand of Inventory scanner being used 7. A screen appears, giving you the option to delete previous imports before importing the next batch. Click the preferred option. No - Maintains a listing of the previous import (barcode, title, local call number and comments) and appends the new import to the end. Yes, Recommended - Clears the records from the previous import(s) and displays only the records processed in the current import. 8. Select the scanner file to import 9. Click Open 10. A confirmation message will appear, with the total number of records imported from the file. Click OK 11. The resulting list will display all records processed during the import and any previously uncleared items. This list or a portion of this list may be printed by Clicking Print 12. Click Exit Note: Repeat steps 1 through 11 until all files have been imported into Inventory 301

322 L4U Users Manual Inventory on the Web Installations that are licensed for L4U Freedom may perform Inventory counts via the web. This is done by connecting to the ipac using a client login that has been assigned the appropriate ipac privileges. Please refer to Inventory on the Web on page 162 in the L4U Web Manual. Inventory Reports - Elite Once a partial or complete Inventory has been conducted, it is possible to view or print a report of progress to date. As long as Inventory is active, it is possible to view records both inventoried and not inventoried. These reports are generated under the Reports menu. 1. Reports > Items Out & Inventory 2. Click Inventory 3. Do one of the following: When processing One Loan Type Only, Select the Loan Type from the drop down menu and Click Process Records (This will show the items that remain to be counted) When conducting a complete Inventory of All Loan Types, Click either Currently Inventoried or Not Inventoried Not Inventoried will ask if you want to see Items with any status (eg: Lost, Missing, etc) or Items with In Status Only (ie: only items eligible for Inventory) 4. The Circulation screen will display the records matching the criteria chosen. To print a report, continue to step 6. Otherwise, Exit Circulation Management. 5. Click Print 6. Either select a saved report template or Click Custom and create one. For information on creating reports templates, see Reports on page Click Print 8. If all reports have been printed, Exit Circulation Management. 302

323 Turning Inventory Off - Elite Chapter 20 Inventory Inventory must be turned off in Preferences in order to complete the Inventory procedure. By doing so, all items that have not been inventoried will be identified and marked as such. Warning: If Inventory was activated in error, or if Inventory must be turned off prior to completion, see Cancelling Inventory - Elite on page 304. Turning Inventory off as per the following procedures can potentially mark the entire collection as Lost. To complete Inventory, turn off Inventory by following these steps: 1. File > Preferences 2. Click Admin 3. Select the Inventory & Misc. tab 4. Click the Inventory On/Off check box 5. Proceed as per the steps below for Inventory for: One Loan Type Only or All Loan Types or Location Specific Inventory Inventory for One Loan Type Only If inventory was conducted on one Loan Type only or a few loan types, the inventory function must be turned off for each Loan Type separately. To complete inventory for one Loan Type: 1. Cont d from Step 5 above 2. From the Loan Type drop down menu in One Loan Type Only, Select the appropriate Loan Type 3. Click Reset Records 4. Designate a status for lost items 5. Click OK If Inventory is only being performed on one loan type, Select Yes- turn off If Inventory is being performed on more than one loan type, Select No 6. If No was selected, repeat steps 1 through 4 until Inventory is complete 303

324 L4U Users Manual Inventory for All Loan Types When a complete Inventory of all the library holdings has been conducted, it is suggested that All Loan Types are processed together. To complete inventory for All Loan Types: 1. Cont d from Step 5 in Turning Inventory Off - Elite on page Click Reset All Records 3. Click OK 4. Designate a status for lost items. 5. Click OK L4U will update all non-inventoried items with the new status Note: It is recommended that the status for the lost items include the year during which the items were lost. Example: Lost/07 or Lost/08. By assigning the year, it will be easy to identify the missing items for any specific year. Cancelling Inventory - Elite If Inventory was activated in error or must be cancelled prior to completion, use the following steps: 1. Create a new Loan Type, see Creating Loan Types on page 75 Make note of the name used (Example: INV = Inventory) 2. File > Preferences 3. Click Admin 4. Select the Inventory & Misc. tab 5. Select the Inventory On/Off check box The Inventory Control dialog appears 6. Under One Loan Type Only, in the Reset Records for drop down, Select the Loan Type from step 1 7. Click Reset Records 8. An Alert appears stating, All items for this selection have been previously inventoried, Click OK 9. An Alert appears asking, Do you wish Inventory to be turned off now? Click Yes, turn off Note: If a Loan Type with zero items associated already exists in the data file, step 1 can be skipped and this Loan Type can be used for step

325 Inventory in Enterprise Chapter 20 Inventory Inventory can be performed at any location at any time. Counting Inventory or Inventory Reports can be performed in the Admin Utility or Freedom. The following pages address Inventory in the L4U Admin Utility. Please refer to Inventory on the Web on page 162 in the L4U Web Manual for more information on L4U Freedom Inventory. L4U Enterprise Considerations L4U Enterprise has special considerations because it is the combined holdings of two or more collections. This is also known as a Union Catalog. If your Homeroom Privileges allow you to process inventory for more than one collection, select the correct location from the drop down list before doing so. If the drop down list isn t enabled, then your Homeroom Privileges allow access to just your collection. For more information on L4U Enterprise considerations, please contact your L4U Administrator or refer to L4U Enterprise on page 8 in the Enterprise Administrator Manual. Enable Inventory Inventory must be enabled or turned on in Location Preferences before actual counting of materials takes place. This is done in the Administrative Utility (Admin Utility or AU). To turn Inventory on by Location: 1. From the Admin Utility, Authority Files>Locations 2. Open the desired Location 3. Click Preferences 4. Place a Check in the Inventory checkbox 5. Click Yes to confirm 6. Click Save to Exit Location Preferences 7. Click Save to return to the Locations window Inventory through Enterprise Circulation It is possible to conduct Inventory without interrupting the daily activities of the library. Once Inventory has been enabled, the counting can begin in the Circulation screen. It is important to remember that the user must still toggle between Inventory and Circulation modes while in the Circulation screen. To count Inventory in the Circulation window: 1. Functions > Circulation 2. Click Inventory 305

326 L4U Users Manual Inventory is now ready to proceed through Circulation. The background colour will change to orange and the window name changes to Inventory. Counting Inventory Counting items can be accomplished in two ways: Scanning or manually entering barcodes into Inventory Importing barcodes from an Inventory Scanner 1. From the Inventory window, Scan or manually enter the item s Accession Number (barcode) into the Enter Item Barcode: field If the barcode was manually entered, Click Proceed OR Press ENTER/ RETURN on the keyboard 2. L4U will beep and Item Status will indicate that the item is In (ie: counted towards Inventory) 3. Repeat step 1 and 2 until all Items have been counted Performing Circulation during Inventory If the library remains open during Inventory, Circulation can proceed normally. In order to circulate an item during Inventory, the Inventory control must first be returned to normal Circulation. While in the L4U Elite Inventory screen: 1. Click Return to Circulation Normal Circulation can now resume Note: Items checked In during Inventory will be assigned a status of In Inventory. This status change does not inhibit circulation and can be globally changed back to In after Inventory is complete. Inventory using a Portable Scanner - Enterprise Admin Utility 306 Portable Inventory Scanners can be used to scan materials to be inventoried. The steps are the same as for Platinum Elite. Please refer to Inventory using a Portable Scanner - Elite on page 298 for more information on how to use a variety of scanners with L4U Enterprise.

327 Inventory Reports - Enterprise Chapter 20 Inventory Once a partial or complete Inventory has been conducted, it is possible to view or print a report of progress to date. As long as Inventory is active, it is possible to view records both inventoried and not inventoried. These reports are generated under the Reports menu. 1. Reports > Items Out & Inventory 2. Click Inventory 3. Do one of the following: When processing One Loan Type Only, Select the desired Loan Type from the drop down menu When conducting a complete Inventory leave the drop down as is, ie: ALL Loan Types 4. Click either Currently Inventoried or Not Inventoried Not Inventoried will ask if you want to see Items with any status (eg: Lost, Missing, etc) or Items with In Status Only (ie: only items eligible for Inventory) 5. The Circulation screen will display the records matching the criteria chosen. To print a report, continue to step 6. Otherwise, Exit Circulation Management. 6. Click Print 7. Either select a saved report template or Click Custom and create one. For information on creating, saving and printing reports templates, see Reports on page Click Print 9. If all reports have been printed, Exit Circulation Management. Turning Inventory Off Inventory should be turned off after all required reports have been printed and missing materials have been accounted for. First, process the materials that were inventoried. This will change the status of the items that were not counted to Lost. Finally, turn Inventory Off. These two steps are usually performed one after the other, although it is not necessary to do so. It is best to turn Inventory Off at the end of the day or when there isn t any circulation taking place. 307

328 L4U Users Manual To Process Inventory 1. From the Admin Utility, Authority Files>Locations 2. Open the desired Location 3. Click Preferences 4. Click the Inventory check box The Inventory Closure Control window appears 5. Choose the Loan Type from the Process Items for: drop down 6. Select All if the entire collection was inventoried or a specific Loan Type if a partial inventory was performed. 7. Click Process Items 8. Enter the desired Status to materials not counted Note: The default entry Lost/YEAR (where YEAR is the current year from the computer system clock) is preferred. This will help identify materials that were deemed lost during inventory. Materials that are lost during the school year usually have a Status of Lost. Also, a Status of Missing is preferred for materials that are discovered to be missing since the last inventory. 9. Click OK when the Status change is complete 10. L4U will indicate if all items have been counted 11. Repeat Steps 4 to 10 for each Loan Type that was inventoried Turn Inventory Off To turn Inventory Off completely or if Inventory was started in Error and has to be Cancelled: 1. From the Location Preferences window, click the Inventory check box The Inventory Closure Control window appears 2. Click Turn Inventory Off 3. Click Turn Inventory Off to confirm when prompted. Note: This last step does not change the Status of any Item 308

329 C HAPTER 21 MARC RECORDS What is a MARC record Using the MARC Record Editor Making global changes to MARC records Searching the MARC Record directly Creating defined MARC tags Master Import Template Working with MARC templates MARC Record Maintenance MARC Record Snapshots Working with the Description Field 309

330 L4U Users Manual What is MARC? MARC (MAchine-Readable Cataloging) records were created for computers as a means of interpreting the information found on a cataloging card. Bibliographic information cannot simply be typed into a computer. The computer needs a method to understand the data and its purpose. MARC was created as a standard for computers to communicate bibliographic information to both the library automation software, and to other computers. The MARC record is composed of several parts. Each bibliographic record is divided into fields including Author, Title, Subjects, etc. Each of these fields is then divided further into sub fields. Rather than include all the field names within each MARC record, these fields are assigned a three digit code called a Tag. The subfield is then assigned a Subfield Code. The majority of these are standardized codes that are consistent in all MARC records. When viewing MARC records in L4U, they are either in tagged display (on the MARC record tab) or the L4U display. Essentially, L4U maintains two copies of each record. Initially, records are imported and saved in their original state. L4U then copies the data that is relevant to the available L4U fields, and displays the data in the L4U screens. See MARC Records & L4U Records on page 311 for more information on this topic. L4U accepts MicroLIF, CANMARC, USMARC and MARC21 records. An Import template is stored in Preferences where each field in L4U has been assigned a Tag and Subfield Code. This template is designed to accept MARC records from the majority of vendors. Since different vendors may use different Holdings fields, users are given the ability to modify and create Import templates to accommodate for these variances. Holdings Fields In addition to the data elements that are applicable to the material being cataloged, information specific to the institute housing the material can be included. This information is located in the Holdings fields. These Tags most often vary from vendor to vendor. However, most vendors will provide their customers the opportunity to request specific Tags. L4U maintains holding information in the 852 fields. Holdings fields include information such as: Copy-specific information for the Item Information that is specific to the holding organization Information that is necessary for the location and processing of an Item Note: L4U can import the older format of MicroLIF, but settings must be adjusted to accommodate this record format. For more information on importing MARC or MicroLIF records, see Importing MARC Records on page

331 MARC Records & L4U Records Chapter 21 MARC Records Once a MARC record has been imported or initially created through manual entry, the MARC Record is now synchronized with the L4U Record via the Master Import Template. This means that any changes that are made to the MARC record or the L4U record will be reflected and saved in the other as well. For example: If a change to the Publisher is made in the L4U record, the change will also be updated in the MARC record data. L4U will consider the MARC record as the authority if there is a conflict when synchronizing. The Master Import Template determines what information in the MARC record ends up in the L4U record. The library patron views and searches the L4U record, not the MARC record. See Master Import Template on page 319 for more information on Import Templates. Full MARC Record Editor L4U stores a complete copy of the MARC record and displays it in tagged format. This display also includes content data that is not mapped to a specific L4U field. Records can be viewed and edited in this display. To view and edit a record in MARC record format: 1. Functions > Library File OR Acquisitions File 2. Double Click a record 3. Select the MARC tab 4. Click the Edit in the Library file or Edit MARC in the Acquisitions file The four fundamental components of the MARC record are displayed in the columns, with the leader being displayed just above the tag contents. 311

332 L4U Users Manual Note: Changes to individual tags can also be accomplished by Double Clicking the tag data as it is displayed on the MARC tab. Editing the Leader 1. While in the MARC Record Editor, Double-Click on the leader contents Use the drop down menus to edit each of the positionally defined elements in the leader. 2. Click Done Fixed Tags The L4U MARC Record Editor allows the user to easily modify the contents of the fixed fields. To change a Fixed Tag: 1. Double Click on any of the fixed tags (001 through 009) 2. The Fixed Field Editor is displayed Note: The 005 is not user-editable and is drawn from the system time and date. If the value in the 005 is wrong, check the system dates on the computer. 312

333 Chapter 21 MARC Records Changing 001 and 003 Tags Values for the 001 and 003 tags are not monitored by L4U and can be directly entered by clicking into the data field and typing values. Changing 006, 007, and 008 Tags To add 006 and 007 tags, Click the appropriate Add Button. To access the 008 data, Double Click the 008 field. The appropriate modify screen will appear depending on which element was selected. If an incorrect 008 tag configuration is displayed, ensure that the correct Type of Record was selected in the Leader.To modify the data, select the appropriate option from each of the drop down lists. To save the changes, Click Save. Editing Individual Tags/Subtags If you wish to add or delete an entire tag, do so in the Full MARC Record Editor, see page 311. However, the data within the tags and subfields can be edited from the MARC tab. You can edit the data within the MARC record in one of two ways. Edits can be made to the MARC data directly in the data Contents column displayed on the MARC tab. Simply double click on the data Contents that requires changing. Enter the changes and Click Save. Alternatively, if you Double Click the data field, the Full MARC Record Tag Editor will appear. To edit MARC data using the Full MARC Record Tag Editor: 1. Open the record to be changed (in either the Acquisitions of Library file) 2. Select the MARC tab 3. Double Click the data under Contents The Full MARC Record Tag Editor appears with the data selected displayed in the Currently Editing field All related subfield data is displayed below 313

334 L4U Users Manual Subfields will be maintained in the order in which they were entered/ imported 4. To change the order of the subtags, Click the appropriate subtag and use the arrows (to the left of the field) to move them into the correct order. 5. Double Click on any of the subtags to make changes to the contents 6. To apply the changes to the individual tag, Edit the data in the Subtag Data field and Click Add 7. To update the record, Click Save Note: Entering symbol in any of the Tag, Indicator or Subtag fields will display a list of all available entries (as per MARC standard). Adding Subfields Subfields can be added to existing Tags and reordered by Highlighting the subfield and using the arrows on the left of the screen. To add a new subtag to the current tag: 1. Ensure the Subtag and Subtag Data fields are empty To clear the subtag currently being edited, Click Add 2. Enter the new Subtag letter in the Subtag field 3. Enter the appropriate data in the Subtag Data field 4. Click Add 5. Click Save 314

335 Chapter 21 MARC Records Deleting Subtags To Delete a Subtag from the MARC Record: 1. While in the Full MARC Record Tag Editor, Click Add to remove any data from the Currently Editing field 2. Click the Subtag to delete 3. Click Delete 4. A Confirmation screen appears, Click Yes Modifying Indicators Each tag in a MARC record contains two indicator positions. Each position defines a different aspect of the tag data or it may be undefined. These indicators can be edited in the Full MARC Record Tag Editor. To Modify Indicators (Indicator 1 or Indicator 2): 1. While in the Full MARC Record Tag Editor, Click into the Indicator field to modify 2. Enter the appropriate data If the possible values for each indicator position are unknown, type in the indicator field. A list of valid entry options are displayed, Click the appropriate value and Click Select. 3. Click Add 4. Click Save Adding a New Tag To enter a tag not already present in the MARC record you should add it as a new entry not by editing an existing tag. This is done in the Full MARC Record Editor. 1. From within an item record, Click the MARC tab 2. Click Edit or Edit MARC 3. Click New Tag 4. A blank MARC TAG detail screen is displayed. Enter all information following the appropriate steps from Editing Individual Tags/Subtags above 5. Click Add 6. Click Save 315

336 L4U Users Manual Note: Pop up lists for tag, subtag and indicator suggestions can be limited by typing a prefix to the wildcard symbol. Example: 2@ will display all tags between 200 and 299 in the popup window. Save the MARC Record After the edits are performed in the Full MARC Record Editor: 1. Select the correct MARC Template, if necessary The Master Template is the default choice and is recommended 2. Click Save to exit the MARC Record Editor 3. Click Save to save the item s record Global Changes This feature is designed to primarily affect changes to MARC fields or sub-fields not normally changed when modifications are made to the Library File or Acquisitions File fields. An example of such a change would be the addition of a 541a tag describing the source of acquisition. In this case, the 541a is not normally edited through the Library File as changing these features of the MARC record would be too tedious item by item for large numbers of records. When making Global Changes to MARC records, the following points are taken into consideration. The MARC template the user has chosen for each individual MARC record. Repeatability of MARC fields. Repeatability of MARC sub-fields. L4U only Adds or Replaces Field/Sub-Field contents. If sub-fields are repeatable, the new sub-field and corresponding contents are added to each occurrence of a matching MARC tag (if the tag itself is repeatable, or just the first occurrence if not repeatable). If sub-fields are not repeatable, the contents of any occurrences of a matching field and sub-field are replaced with the values the user has entered in the MARC tag editor. If a field or sub-field does not exist for the required change, the preferred element will be created as a unique entity and the contents of the Global Change will be entered into the MARC record. Indicators are matched with the parent field (they do not override existing indicators). 316

337 Chapter 21 MARC Records Warning: It is vital that the user be familiar with MARC Record Standards as it is possible for MARC fields to be created with an inappropriate ordering of subfields and/or with an inappropriate quantity/compliment of MARC sub-fields. To conduct a global change in the MARC record: 1. In either the Library File or the Acquisitions File, Subset the records to be modified. SHIFT + CLICK Globals 2. Click MARC 3. Modify or add the necessary information see Editing Individual Tags/Subtags on page Click Add 5. Click Save 6. A Confirmation appears, Click Yes, cannot be undone To exit without applying the change, Click No 7. If the change is taking place in Acquisitions, a second confirmation screen appears, Click OK. Note: If a tag that is not mapped in the Master MARC template is added, an Alert will appear after step 5. Click Continue and redo the above steps with the exception of using SHIFT + Click Save for step 5. Defined MARC Tags Librarians may choose to add custom fields to an item record. In order to add these custom fields in an item record or apply them to the import template, the Tag must first be created in the Defined MARC Tags. Once it has been added to Preferences it is then available for use in cataloging. 317

338 L4U Users Manual 318 Note: By default all the tags entered in the L4U MARC guide will display. To show only the tags that the user has created Click Custom Tags. To add a Custom Tag: 1. File > Preferences 2. Click MARC 3. Click Defined MARC Tags 4. Click New Tag 5. Enter the Tag number and Description If the Tag is repeatable, check Repeatable 6. Indicate how L4U will handle this tag during MARC Rebuild Keep as is is the default option. L4U will leave this tag unmodified. Remove all but one tag group will delete extra data in this tag group that is not associated with the L4U record. 7. Click the Indicator 1 tab 8. Enter all possible options for the first indicator position Do so by entering the information and Clicking Add Indicator 9. Click the Indicator 2 tab 10. Enter all possible options for the second indicator position Do so by entering the information and Clicking Add Indicator 11. Click the Subtags tab 12. Enter all Subtags and their Descriptions Do so by entering the information and Clicking Add Subtag By sure to indicate whether or not each Subtag is repeatable 13. Click Finish 14. If all Tag entry is complete, Click Exit 15. Click Save Deleting Custom MARC Tags 1. File > Preferences 2. Click MARC 3. Click Defined MARC Tags

339 Chapter 21 MARC Records 4. Subset the Tag to be deleted 5. Click SHIFT + Delete 6. A confirmation screen appears, Click Yes, Delete To cancel the procedure without deleting the Tag, Click No, don t do it 7. Click Exit 8. Click Save Master Import Template L4U stores MARC import templates within the data file. When a blank data file is installed, a master import template is included. If a Conversion from a previous automation system has been performed, a second template may exist. If installing a blank data file, the master import template will include the following Tags: Tag L4U Field Tag L4U Field 010a LCCN 591a User1 User Defined Field #1 020a ISBN 591b User2 User Defined Field #2 020c Cost 591c User3 User Defined Field #3 022a ISSN 600a Subject 1 - Personal Name 037b Vendor 610a Subject 2 - Corporate Name 082a Dewey Designation 611a Subject 3 - Meeting Name 100a Author - Personal 630a Subject 4 - Uniform Title 110a Author 2 650a Subject 5 - Topical Term 245a Title 651a Subject 6 - Geographic Name 245b Sub Title 655a Bibliographic Note 245c Note 8 - Statement of Responsibility 690a Subject 7 - Local 245h Media 700a Added Entry 1 - Personal Name 250a Edition 700e Designator 1 - Relator Term 260a Place of Publication 710a Added Entry 2 - Corporate Name 260b Publisher 710e Designator 2 - Relator Term 260c Year of Publication 711a Added Entry 3 - Meeting Name 300a Pages 711e Designator 3 - Relator Term 300b Note 9 - Physical Details 720a Editor 300c Note 10 - Physical Dimensions 730a Added Entry 4 - Uniform Title 300e Note 18 Accompanying Material 730e Designator 4 - Relator Term 306a Duration 740a Added Entry 5 - Analytical Title 440a Series 740n Designator 5 -Relator Term 440v Volume 800a Added Entry 6 - Series Personal Name 500a Note 1 - General Note 800e Designator 6 - Relator Term 501a Note 2 - With Note 830a Added Entry7 - Series Uniform Title 319

340 L4U Users Manual Tag L4U Field Tag L4U Field 502a Note 3 - Dissertation Note 830v Designator 7 - Series Volume/Sequent. 504a Note 4 - Bibliography 852b Location (School Name) 505a Note 5 - Contents 852c Department 505r Note 20 Formatted Contents SoR 852h Local Call Number 505t Note 21 Formatted Contents Title 852i Cutter 510a Note 6 - Citation/Reference Note 852k Loan Type 520a Note 7 - Summary 852p Accession Number 521a Level 852q Condition 526a Note 11 Study Program Name 852t Copy 526b Note 12 Study Program Interest 852x Entry Date 526c Note 13 Study Program Reading 852z Status 526d Note 14 Study Program Point Value 8529 Replacement Value (RV) 526i Note 15 Study Program Display Text 856n URL Name 526x Note 16 Study Program Non Public 856u URL 526z Note 17 Study Program Public Note 900a Model Number 536a Donated By/Funding 900b Serial Number 541e PO Number Note: The Admin Utility allows the librarian to select a different MARC Template when cataloging. Freedom Acquisitions uses the top MARC Tag Template, usually the Master Template. Another good reason not to edit the Master Template unless necessary. Creating MARC Templates For libraries employing multiple Vendors for MARC records, or requiring unique tagging for specific materials, customized MARC templates can be created. L4U is designed to save multiple import templates and provides the user with a choice of which template to use at the time of import. The best method to create a template is to 320

341 Chapter 21 MARC Records duplicate an existing template and then edit the copy. See Duplicate on page 322. To create a new template: 1. File > Preferences 2. Click MARC 3. Click Modify MARC Tags 4. Click Add Item 5. Enter the Template Name 6. To enter the Tag, double Click the Corresponding L4U Field 7. Enter the Tag number in the field provided 8. Press TAB 9. Enter the Subtag Code If the tag does not exist in Defined MARC Tags a message displaying no match found will display. 10. Click Save 11. Repeat steps 7 through 11 until all necessary Tags have been assigned 12. Click Save 13. Click Exit Note: Do not assign a Tag or a Subfield Code to an unnecessary field. Simply leave it blank. 321

342 L4U Users Manual Settings Within each template there are specific import settings. These are the same settings that appear in Step 3 of the Import Data Wizard. If these options are consistent when using a specific template, time is saved by entering the information here. L4U will automatically apply these settings when importing using this template. These are accessed by Clicking Settings within the specific MARC template. For more information on Import Settings, see Import Settings on page 339. Duplicate If a new template is required and it only has a few changes from an existing template, a duplicate template can be used as the starting point to a new template. To duplicate an existing template for modification: 1. File > Preferences 2. Click MARC 3. Click Modify MARC Tags 4. Double Click the template to use 5. Click Duplicate 6. A Request asks if you wish to save the existing template first, do one of the following: If changes were made to this template that must be saved, Click Yes If no changes were made, Click No 7. The new template appears with the Name defaulted to the original template name with 2 appended. Enter the new name if this is not appropriate. 8. Make the necessary changes to the individual tags 9. Click Save 10. Click Exit Modifying Templates If a MARC record vendor uses different tags for field information, it may be necessary to modify an existing template. L4U users can customize the existing master template to match the vendor records. This is recommended if all of the library s MARC records come from the same source. To modify an existing template: 322

343 Chapter 21 MARC Records Warning: It is highly recommended not to modify the Master Template. Duplicate the Master first, then modify the copy. 1. File > Preferences 2. Click MARC 3. Click Modify MARC Tags 4. Double Click the template to be modified 5. By scrolling the list, locate the fields to be changed 6. Double Click the Tags to be changed 7. In the fields provided, make the necessary changes 8. Click Save If the field needs to be removed completely, Click Delete 9. Continue making changes until the template is completely updated 10. Click Save 11. Click Exit Importing & Exporting Templates L4U users can import and/or export MARC Record templates. This feature can save time for the librarian who shares a common vendor or want to help other L4U users. This process is similar to Importing & Exporting other templates in L4U. To Import a template: 1. File > Preferences 2. Click MARC 3. Click Modify MARC Tags 4. Click Import 5. Navigate to and Click the saved template 6. Click Open Make any necessary changes to the individual tags 7. Enter a Template Name 8. Click Save 9. Click Exit 323

344 L4U Users Manual Exceptions To Export a template: 1. File > Preferences 2. Click MARC 3. Click Modify MARC Tags 4. Double Click the template to be exported 5. Click Export 6. In the Save as dialog box, Assign the Location to save to and the Filename 7. Click Save 8. Click Save 9. Click Exit Deleting Templates If a template is no longer necessary, it should be deleted. To delete templates: 1. File > Preferences 2. Click MARC 3. Click Modify MARC Tags 4. Click the template for deletion 5. Click Shift + Click Delete If items in the library file are currently using this template, you will need to select an alternative from the drop down list and Click OK 6. A confirmation screen appears, Click OK To stop the deletion, Click Cancel 7. To exit the MARC Tag Templates screen, Click Exit In general, L4U is designed to accept one Tag and one subfield code for each field. While this is true in most cases, there are a number of fields that require the information provided in various subfield codes. L4U is programmed to automatically import 324

345 Chapter 21 MARC Records these, although only the first subfield code is assigned in the import template. The fields that automatically import multiple subfield codes are, Subjects (6XX s). MARC Record Maintenance MARC records can be rebuilt on an individual basis. Throughout the lifetime of a data file it is possible for some of its MARC records to become corrupted. Additionally, MARC records from a specific source may include unwanted data that must be purged from the record. For these reasons, MARC records can be rebuilt on an individual basis using only the L4U data or the L4U data plus unmapped MARC tags. It is recommended to create a MARC Record Snapshot of the item before proceeding with a rebuild. To rebuild a MARC record: 1. Functions > Library File 2. Open the record that requires correction 3. Click MARC 4. Click SHIFT + Click Edit 5. A message appears, Do you want to maintain existing MARC tags that are not mapped to L4U? No, Completely rebuild - the new MARC record will be created using only the fields in the L4U record and any unmapped tags will be discarded. Yes - L4U will attempt to maintain the unmapped tags from the original MARC record and merge them with the fields in the L4U record. 6. The Full MARC Record Editor appears, Click Save 7. Click OK 325

346 L4U Users Manual Note: Corrupted MARC records may appear incomplete or with duplicates of the same tag. For example, L4U will prompt the librarian if L4U encounters corrupted Added Entries during a rebuild. MARC Record Snapshots L4U has the ability to store three copies of an item s MARC record. These copies are called Snapshots. This feature allows the librarian to keep a backup of the MARC record for future reference or other needs as appropriate. Snapshots are created manually or automatically by L4U. A Snapshot is automatically created during a post, a global change, when an authority is changed that affects the item, a MARC rebuild or whenever the item s data is modified. Automatically created Snapshots will replace the previous Automatic Snapshot. The Snapshots can be viewed and, if necessary, can be used to replace the items current MARC Record. To manually create a Snapshot: 1. Open the desired item in Acquisition or Library File 2. Click the MARC tab 3. Click Snapshot 4. Click Take Snapshot 5. Click Close 6. Click OK to save the item s changes or Cancel to discard the changes 326

347 Chapter 21 MARC Records To Restore a Snapshot: 1. Open the desired item in Acquisition or Library File 2. Click the MARC tab 3. Click Snapshot 4. Click Restore on the desired MARC Snapshot 5. Review the MARC record in the Full MARC Record View & Click Restore 6. Click Continue 7. Click OK Working With The Description Field The Description field can display all 50 L4U Note fields. In other words, it can display and save up to 50 different tags. This information can all be saved as individual tags or merged into one MARC tag. The Description field will be grey and uneditable if multiple tags are assigned to Descriptions. The Merge button will save all data located in the description field to the MARC tag assigned to Note1 in the Master Import template (default is set to 500a). Edits to this data can then be made directly in the description field of the L4U record after Merging. Please note that information related to these tags is not deleted, but the tags associated with the data are removed. 327

348 L4U Users Manual Alternatively, the MARC tab or the MARC Record Editor can be used to modify the Description if desired. To Merge the Description: 1. Functions > Library File OR Acquisitions File 2. Double Click the desired record 3. Click Description 4. Click Merge 5. A message appears, Are you sure to Merge Description? This will delete x related MARC Notes tags OK - L4U will move all the Current MARC data mapped to the Note 2 to Note 50 fields and merge them with the data in the Note 1 field (all description data maps to 500a by default) Cancel - The message disappears and the Description screen is displayed. 6. Click Save or OK as applicable 328

349 C HAPTER 22 IMPORTING & EXPORTING Importing L4U generated records Importing Report Packs Importing Client data Importing Homeroom data Importing MARC records & MARC Templates Importing Text records Exporting L4U generated records Creating Report Packs Exporting client data Exporting MARC records & MARC Templates Custom Export Editor Import/Export of Lists 329

350 L4U Users Manual Importing 330 Although the process of importing records is used most frequently for library materials, it can also be used to share files such as Homerooms, Loan Types, and Subjects. Importing records saves time by executing mass data entry in a short period of time. Some data such as Clients and Item records can originate from outside sources, and others such as Departments and Holidays must originate from another L4U program. L4U Enterprise Considerations L4U Enterprise has special considerations because it is the combined holdings of two or more libraries or collections. This is also known as a Union Catalog. If your Homeroom Privileges allow you access to more than one location, Select the correct location from the drop down list. If the drop down list isn t enabled, then your Homeroom Privileges allow access to just your location. For more information on union catalog considerations, please contact your District Librarian or refer to L4U Enterprise on page 8 in the Enterprise Administrator Manual. L4U Originated Files A number of files within L4U can be imported from another L4U program. This may be beneficial if a standard is being implemented throughout a particular district or region. One library can create the files and export the records to be shared with other libraries. These files are: Claims, Department File, Holiday File, Homerooms, Loan Type File, Media File, Publisher File, Vendor File, Author, Editors/Illustrators, Series, Subjects, and Titles. Warning: The Circulation, Help and Reserves files should only be used if instructed to do so by the L4U Support Department. Ensure the source & destination L4U Programs are the same version. It is important to remember that only data created by L4U will import properly into these files. To import an L4U originated file into another L4U program:

351 Chapter 22 Importing & Exporting 1. File > Import File 2. From the scrollable list, Select the type of file to import, Click Next 3. Click Open File, Browse to the appropriate file and Click Open The complete path to the file will display in the Wizard 4. Click Next 5. An Alert screen appears, Click OK As these types of files are L4U generated, no additional settings are required for import; therefore, steps 3 and 4 are skipped in the Wizard. 6. Click Process 7. An Alert appears confirming the total records imported, Click OK Importing Report Packs Report Packs are a combination of report, label and query templates within a data file. These Report Packs can only be generated from another L4U program, allowing L4U users to share templates. The Import process allows the user to pick and choose which templates they wish to import. To Import a Report Pack: 1. File > Import File 2. From the scrollable list, Select ReportPacks, Click Next 3. An Alert appears, Click OK 4. In the open dialog, Locate and Click the appropriate file. 5. Click Open 6. By clicking the options in the Available Imports list, a description will display The description details whether it is a report, label or query template and the definition that the template was originally saved with will display 331

352 L4U Users Manual Import Client Data 7. While the selection is highlighted, Click the green arrow The template will now be added to the Files to be Imported list 8. Once all required templates have been selected, Click Load Reportpack To return to the main screen without completing the import, Click Exit 9. An Alert will notify the user that the import is complete. Click OK Note: Report Packs created in L4U Platinum v2.3 and earlier cannot be used in L4U Platinum Elite or L4U Enterprise. L4U can import client data from any source that is capable of exporting a text file. Fields within the source data can be in any order and should be delimited (separated) by either a tab or a comma. Individual records can be delimited by either a carriage return or a carriage return and line feed. To import client data: 1. File > Import File 2. Step #1: Import Data Wizard: From the scrollable list, Select Client File, Click Next 3. Step #2: Import Data Wizard: Several options are available at the Select File to Import screen. They are: Import Client Data: Check this option if a class/client list is to be imported Import Client Pictures: Check this option if Client Pictures are to be imported. Please refer to page 335 for more information Only Import Pictures...: A Client Picture Import option. Ignored if Import Client Pictures is not checked 4. Click the Select File icon to Import Client Data 332

353 Chapter 22 Importing & Exporting 5. In the open dialog, Locate and Click the appropriate file, Click Open The complete path to the file will display in the Wizard 6. If diacritics are present in the source data, select the appropriate format from the drop down list. Please refer to Diacritic Import Options on page Click Next 8. Step #3: Import Data Wizard: Select the appropriate Record and Field Delimiters, Click Next These are the characters that separate the individual records and the individual fields within the records 9. Step #4: Import Data Wizard: Assign the appropriate L4U Field to each of the fields of Data Being Imported This is achieved by Double Clicking on the L4U Field to the right of the Data field to be mapped. On the screen that appears, use the drop down list to assign the L4U field and Click Import. To skip a field during import, leave the drop down list set to Do Not Import and Click Import. 10. Leave Save as default Map checked This is required if the Client Import Scheduler is used Note: By clicking Next Record in Step #9, L4U will display the next record from the import file. L4U is not importing the records yet, only displaying the data. 11. Once all necessary field assignments are complete, Click Next 12. Step #5: Import Data Wizard: Select any additional Client Import options. For more information on these options, see page Click Process 333

354 L4U Users Manual A screen appears confirming the number of records imported, Click OK Client Import Options Remove Quotes on Field Data - Some text files use quotes as text qualifiers. These can be removed during import by selecting this option Skip First Record - This option should be selected when the source file contains a header record Remove Extra Spaces at end of Data - Use this option to clean up poorly formatted data Assign Client Codes - Use this option when importing new clients or reassigning client codes. L4U will use the first Prefix and the next available number as defined in Preferences. Not recommended for Enterprise customers as the Client Code is usually generated by the district s SIS. To adjust these settings, see Enterprise Client File Barcodes on page 57. Update Existing Client Data - Use this option when some or all clients already exist in the data file, and you are importing a file with corresponding client codes and new data (Example: Student has moved and/or graduated to next grade level). L4U uses the client code to match the import data to the client pre-existing in the L4U data file. If no matching client code is found a new record is generated. Generate New Client Code on empty field - If this option is deselected and Update Existing Client Data is enabled and L4U does not find a match for the Client Code when importing, L4U will skip that client. If it desired to have L4U import all clients during an import, enable this option. L4U will use the Client Code counter in Global Preferences (see Enterprise Client File Barcodes on page 57) Warning: When using the Update Existing Client Data option, fields will be overwritten with the data in the imported file. In other words, Import does not append to a field -- it overwrites the contents of that field. 334

355 Diacritic Import Options Chapter 22 Importing & Exporting Many languages have accented characters. These are called diacritics. L4U offers different methods of handling diacritics. Select No Processing if you do not use diacritics. If you are importing MARC records from a book vendor, contact the vendor for the correct character encoding to use. Many MARC vendors still use an older method so select ISO and DOS postprocessing. More information on diacritics and character encoding can be found on the web. Wikipedia.org has many detailed and useful pages, eg: search for Diacritics, ISO_Latin-1, UTF-8 or Unicode. Importing Client Pictures No Processing (UTF-8): No characters are replaced and the imported data is assumed to encoded as UTF-8 Regular ISO : It is assumed the file has ISO-8859 encoding and provides basic support for diacritics, e.g.: French without any special characters ISO and DOS postprocessing: Basic encoding with support for older DOS character set, e.g: Amicus specific import The other processing options are included for support of older encoding options and used under the direction of L4U Support Services Client pictures can be imported into L4U. L4U accepts picture files in.bmp,.jpg,.gif, or Pict format. Each picture should be named using the client code (with or without the client code prefix). Example: jpg or C bmp. First the client records must be created and each client must have a valid client code. Then the pictures can be imported and L4U will match them to the correct client record based upon the client code. The ideal picture size for import into L4U is 128 X 128 pixels (no greater than 100kb). If the picture being imported exceeds this size, L4U will resize it upon import. To import client pictures: 1. File > Import File 2. From the scrollable list, Select Client File, Click Next 335

356 L4U Users Manual From the Select File to Import screen, Select Import Client Pictures 4. Click the Select File icon to Import Client Pictures 5. In the open dialog, Locate and Click the appropriate folder, Click OK 6. Click Next 7. An Alert appears, Click OK As no additional settings are required, Steps 3 and 4 of the Import Wizard are skipped 8. Click Process A screen appears confirming the number of Pictures imported, Click OK Warning: If the client picture folder selected for import contains a file/picture that does not correspond with an existing client code, the file/picture will not be imported. Client Import Scheduler It is possible to schedule and automate the Client Import process so there is very little intervention on the IT Department. All that is required is the desired class list import be at the location specified in the import process. To configure the Client Import Scheduler: 1. Perform Steps 1 thru 11 in Import Client Data (page 332) 2. At Step 12, check Scheduled (Batch) Import 3. Select the Frequency 4. Enter the Start time in the format described (HH:MM:SS) 5. Click Save 6. Click OK at the Server Restart dialog 7. Click Process to finish the setup 8. Restart the Enterprise Server Importing Homeroom Data L4U can import homeroom data from any source that is capable of exporting a text file. Fields within the source data can be in any order and should be delimited by either a tab or a comma. Individual records can be delimited by either a carriage return or a carriage return and line feed. To import homeroom data: 1. File > Import File 2. From the scrollable list, Select Homeroom File, Click Next

357 Chapter 22 Importing & Exporting 3. A Confirmation screen appears, Click Delimited Text File 4. Click Open File 5. In the open dialog, Locate and Click the appropriate file, Click Open The complete path to the file will display in the Wizard 6. If diacritics are present in the source data, Select the appropriate format from the drop down list. Please refer to Diacritic Import Options on page Click Next 8. Select the appropriate Record and Field Delimiters, Click Next These are the characters that separate the individual records and the individual fields within the records 9. Assign the appropriate L4U Field to each of the fields of Data Being Imported Double Click on the L4U Field to the right of the Data field to be mapped. On the screen that appears, use the drop down list to assign the L4U field and Click Import. To skip a field during import, leave the drop down list set to Do Not Import and Click Import. 10. Once all necessary field assignments are complete, Click Next 11. Select the additional options to use. For more information on these options, see below. 12. Click Process A screen appears confirming the number of records imported, Click OK Homeroom Import Options Remove Quotes on Field Data - Some text files use quotes as text qualifiers. These can be removed during import by selecting this option. Skip First Record - This option should be selected when the source file contains a header record Remove Extra Spaces at end of Data - Use this option to clean up poorly formatted data Homeroom Codes Source data must contain unique Homeroom Codes for the homerooms to be imported. The Homeroom Code is alphanumeric and is a maximum of 8 characters. 337

358 L4U Users Manual Importing MARC Records Importing MARC records is the most efficient means of creating a complete library collection. Although MARC records can be downloaded or entered manually, importing MARC record files from vendors or other cataloging sources can save valuable time. When importing MARC Records, it is helpful to know the holdings fields that are used within the records, see Holdings Fields on page 310. If this information is not provided by the supplier, there is an opportunity during the import process to verify the necessary information. To Import MARC records: 1. File > Import File 2. From the scrollable list, Select Acquisitions File, Click Next 3. A Confirmation screen appears, Click MARC/ MicroLIF 4. Click Open File 5. In the open dialog, Locate and Click the appropriate file, Click Open The complete path to the file will display in the Wizard 6. If diacritics are present in the source data, Select the appropriate format from the drop down list. Please refer to Diacritic Import Options on page 335 for more information. 7. From the MARC Template to use drop down menu, Select the appropriate template For information on creating and modifying templates, see page 320 Note: In L4U Enterprise and if you can select a location, Select the Location that these materials will reside. Location in the MARC data will be ignored. 8. Click Next 9. Choose the necessary options. See Import Settings on page 339 for more information on these options. 10. Click Next 338

359 Chapter 22 Importing & Exporting 11. The screen that appears displays the first MARC record in the import file. Use the scrollable list to confirm that the Data is assigned to the appropriate L4U Fields and that no data is being missed. Click Next Record to view subsequent records in the import file At this point you may wish to Click Previous to adjust the MARC import template or the various settings that have been used. If adjustments to the MARC template are required, Close the window to exit the Import Data Wizard. Make the necessary changes in the MARC template (see Creating MARC Templates on page 320) and begin the import process again. 12. If the mapping appears correct, Click Next 13. Click Process An Alert appears indicating the total number of records imported, Click OK Import Settings Accession (Barcode) Numbers If pre-printed barcodes are being used, then select Leave Accession Numbers Blank. These numbers can then be assigned manually in the Acquisitions File prior to posting. Let L4U Assign Next Accession Number will automatically generate numbers based on the Preference Settings. A confirmation screen appears to verify next available number. Use Accession Number from the MARC Record should be used only if the records contain Accession Numbers and the Import template is set up to accept them. 339

360 L4U Users Manual Select Fields to Import The options in this section enable the user to import specific fields. These fields must exist in the MARC record, and the tags must be assigned in the import template. If the data does not exist or the tags are incorrect, the fields will be left empty. When the data does not exist in the MARC record, do not select the option to import and L4U will generate the field using Entry Defaults. Advanced Features Attach Imported Cutter to Imported Call Number is used if the call number has been broken into two separate Tags. Cutter and Local Call Number must be selected in Select Fields to Import before this option is enabled. Take Dewey from Imported Local Call Number creates a separate Dewey field using the first component of the Local Call Number. This option does not recognize alpha designations (Example: FIC). Import files as MicroLIF (1987) protocol must be selected when importing MicroLIF records. 340

361 Chapter 22 Importing & Exporting Detect and Mark Duplicate Items is used for matching entries that already exist in the Library File. MicroLIF Records MicroLIF records are imported using the same procedure as the MARC records, see Importing MARC Records on page 338, with one exception. When selecting from Advanced Features in step 9, (page 338) ensure that the Import files as MicroLIF (1987) protocol option has been selected. Note: L4U uses the Import Template when importing MicroLIF records and will default to the one selected. Users who need to import MicroLIF records on a regular basis may wish to create a special MicroLIF Import Template to use in place of the standard MARC import template provided with L4U. Importing MARC Record Import Templates L4U uses MARC Import Templates to assign incoming or outgoing MARC Data to fields in the L4U Record. Multiple Import Templates can be created and shared with other L4U Users. For more information on MARC Templates, see Importing & Exporting Templates on page 323. Importing Library Data from Text Records The Import Data Wizard makes it possible to import item records from a text format into the Acquisitions File. Source file must be tab or comma delimited and records must be separated via a carriage return or a carriage return and line feed. To import text records into the Acquisitions file: 1. File > Import File 2. From the scrollable list, Select Acquisitions File, Click Next 3. A Confirmation screen appears, Click Text 341

362 L4U Users Manual 4. Click Open File 5. In the open dialog, Locate and Click the appropriate file, Click Open The complete path to the file will display in the Wizard 6. If diacritics are present in the source data, Select the appropriate format from the drop down list. Please refer to Diacritic Import Options on page 335 for more information. Note: In L4U Enterprise, Select the Location that these materials will reside. Location in the text file will be ignored 7. Click Next 8. Select the appropriate Record and Field Delimiters, Click Next These are the characters that separate the individual records and the individual fields within the records 9. Assign the appropriate L4U Field to each of the fields of Data Being Imported This is achieved by Double clicking on the L4U Field to the right of the Data field to be mapped. On the screen that appears, use the drop down list to assign the L4U field and Click Import. To skip a field during import, leave the drop down list set to Do Not Import and Click Import. 10. Once all necessary field assignments are complete, Click Next 11. Select the additional options to use. For more information on these options, see Text File Import Options. 12. Click Process A screen appears confirming the number of records imported, Click OK Text File Import Options Remove Quotes on Field Data - Some text files use quotes as text qualifiers. These can be removed during import by selecting this option. Skip First Record - This option should be selected when the source file contains a header record Remove Extra Spaces at end of Data - Use this option to clean up poorly formatted data Assign Accession Numbers - When selected L4U will use the next available accession number from Preferences to assign barcodes to all imported records. Move Articles to the End of Titles - Any title beginning with an article (The, A, An, Le, La, etc.) will be adjusted to reflect the proper number of nonfiling characters. 342

363 Chapter 22 Importing & Exporting Exporting Data Export Wizard Export Wizard procedures in L4U are similar for all file areas. There is a basic procedure to follow for all exports, with some minor exceptions depending upon the type of information being exported. It is important to remember that exported records are not deleted from the data file, only copied to a new file. Note: Exporting Records works on the current subset of data within the active file or on the subset created by a query performed within the report wizard. To save time, subset the records to be exported prior to launching the report wizard. L4U Originated Data Several L4U files can be exported. This may be beneficial if a standard is being implemented throughout a district or region. One library can create the files and export the records. This file can then be shared with other libraries. These files include; Circulation, Claims, Department File, Help File, Holiday File, Homerooms, Loan Type File, Media File, Publisher File, Reserve File, Vendor File, Author, Editors/Illustrators, Series, Subjects, and Titles. It is important to remember that the files exported by L4U, excluding ASCII text and MARC21 format, will only work with other L4U programs. To Export an L4U originated file: 1. File > Export File If you have previously subset the records to export, leave that window open prior to this step. 2. Click Next 3. Select the file to export from 4. Click Next 5. Choose either the previously subset group of records, the entire file or to search for records Click Query To search for the appropriate records, Create an advanced query. For more information on how to use the Query Editor, see page Select the format to use L4U Platinum Format can only be imported into other L4U installations Custom Export Editor will create a text export and is explained on page Click Next 8. A Confirmation will appear, Click Yes 9. In the Save as dialog, Enter the name of the file and the location you wish to save to 343

364 L4U Users Manual 10. Click Save Creating Report Packs Report Packs can be used to export Queries, Reports, and Label templates. This file can then be imported into another L4U data file. To Create a Report Pack: 1. File > Export File 2. Click Next 3. Scroll down and Highlight ReportPacks and Click Next 4. Click ReportPack and Click Next 5. In the Available Exports list, expand the Query, Report and/or Label templates 6. Expand the list or the appropriate file templates will only work in the file they were created in. 7. Click the required template to export 8. Click the green arrow to add the template to the File Structure window Repeat steps 4 and 5 until all desired templates have been added To remove a template from the list, Click the Template and Click the red arrow 9. Click Write Reportpack 10. In the Save as dialog box, Assign the Location to save to and the Filename 11. Click Save 12. An Alert appears confirming the completion of the ReportPack. Click OK Note: Report Packs created in L4U Platinum Elite or L4U Enterprise cannot be used in L4U Platinum v2.3. Exporting Client Data Client information can be exported from the L4U data file. This is especially useful when clients move to another library. For example: An Elementary school student graduates to Junior High. If both schools are using L4U, the client data can be transferred to the new library. An L4U Client export is ideal in this scenario as you are able to transfer all client data including fines, charges and histories. Client data can also be exported for use in another program such as the school s administration system. If you are using the data in another L4U installation, select the L4U Platinum Format. If the data is for use in an unrelated program, use the Custom Export Editor. To export Client data: 344

365 Chapter 22 Importing & Exporting 1. Functions > Clients 2. Use either Query or Subset to locate the records to be exported 3. With the first file still open, File > Export File 4. Select Client File 5. Click Next 6. Select the records to export. Choose either the selected records or all client records You may also search for specific clients by clicking Query 7. Click Next 8. Choose the file type to export, either L4U Platinum Format or Custom Export Editor If Custom Export Editor was selected, see page 347 for further instruction 9. A Confirmation dialog box appears, Select Yes to continue or No to cancel the export. 10. Click Next 11. In the Save as dialog box, Assign the Location to save to and the Filename 12. Click Save A progress bar may display (depending on the size of the export) Exporting MARC Import Templates L4U uses MARC Import Templates to assign incoming or outgoing MARC Data to fields in the L4U Record. Multiple Import Templates can be created and shared with other L4U Users. For more information on MARC Templates, see Importing & Exporting Templates on page 323. Exporting Library Records Cataloging records can be shared between libraries by exporting them from the data file. L4U provides two options for exporting, The existing MARC records can be exported or a text file can be created using the Custom Export Editor. MARC record format is the standard for exchanging cataloged materials between automation systems; however, you may find the text export option useful for sharing material lists with other non-library related programs. To export records: 1. Functions > Library File 2. Use either Query or Subset to locate the records to be used in the report 3. With the first file still open, File > Export File 4. Click Next 5. Select Library File 6. Click Next 345

366 L4U Users Manual 7. Select the records to export. Choose either the selected records or all Library file records 8. Click Next 9. Choose the file type to export MARC Records will export the current MARC record stored in the Library File (all tags including those not mapped to an L4U field) Custom Export Editor will generate a text file, see Using the Custom Export Editor on page 347 for details 10. Click Next 11. An Alert appears, Click OK 12. In the Save as dialog box, Assign the Location to save to and the Filename 13. Click Save 14. A progress bar may display (depending on the size of the exported data). Note: Records may also be exported from the Acquisitions file; however for more complete local holdings information it is best to export from Library file. 346

367 Chapter 22 Importing & Exporting Using the Custom Export Editor The Custom Export Editor can be used to export data from any of the tables in L4U. The data can be exported to various formats; however, the default is Tab delimited ASCII text. The fields available for export will depend on the table selected and can be exported in any order. Note: The instructions for exporting data employing the Custom Export Editor uses the Library file as the example, but can be used for any L4U table. To select a different type of data for export, simply choose the desired table in steps 1 and 5. To use the Custom Export Editor to export L4U data: 1. Open an L4U table to export data from 2. Use either Query or Subset to locate the records to export 3. With the first file still open, File > Export File 4. Click Next 5. Select the File from Step 1 6. Click Next 7. Select the records to export. Choose either the selected records or all records 8. Click Next 9. Choose Custom Export Editor, Click Next The Custom Export Editor will open 10. On the Fields tab, Double Click the fields to export They will appear in the Export Detail area of the Editor Clicking the Double Blue arrows will add all fields 11. Click the Browse button 12. In the Save as dialog box, Assign the Location to save to and the Filename 13. Click Save 14. Click Export Note: To remove a field added in error, Click the Column Header and Click the red arrow. To remove all fields, Click the double red arrow. 347

368 L4U Users Manual Switching Record Selection Once the Custom Export Editor is open you can switch from a selected group of records to all records in the table. Selecting Export all Records from the Records area of the Editor will export all records in the specified table. The Export Selection option will export only the group of records previously subset in their table. File Formats By default, L4U will export files generated in the Custom Export Editor as Tabdelimited ASCII text. This format can be changed by selecting the required format from the drop down list in the Format area of the Editor. Additionally, either Macintosh or Windows file compatibility should be selected from the drop down list provided. Depending on the file type selected additional settings must be reviewed. For Example; if using a Fixed Field Length format, you must enter the maximum number of characters for each field. Text file format Text file delimiters can be defined by the user at the time of export. Files exported in the text format will default to the delimiters shown in the graphic to the right. However, these may be changed by selecting another option from the drop down lists. If the option you require does not exist, Select Other and enter the ASCII value of the character in the field provided. End of Field - Delimits the end of the field within a single record End of Record - Delimits the end of a specific record within an export file End of File - Designates the last of all records within a single file Note: If you do not know the ASCII value of the character you require as a delimiter, use the drop down list at the top of the tab and Select Character. Type in the character you wish to use. You may also select Hexadecimal. For example the Decimal (ASCII value) of a comma is 44, the Character is, and the Hexadecimal value is 2C. To reset all default delimiters, Click Default. 348

369 Chapter 22 Importing & Exporting Field Formats Fields within the L4U database are stored as a specific type (alpha, numeric, boolean, etc.).when the data is exported you can apply further formatting. For Example; dates can be exported as MM/DD/YYYY or as an Abbreviation of the Month Day, Year (Apr. 10, 1986). To format a specific field of data, Click the column header and Select the Format tab. Only the type of data selected will be available for formatting. Use the drop down list to select the required format. Note: This type of formatting can also be accomplished by Right Clicking on the column header and selecting the format from the pop-up list. File Header Headers can be added to the export file for both the file itself and the individual columns of data. To enter a header for the export file, Select the Header tab and enter the appropriate data. Title - Header for the exported file. Select the Title checkbox and type in the header in the space provided. Column Title - Selecting this checkbox will add a header row to the export file; defining the field export order. Line Numbering - Selecting this checkbox will add numbering to the rows (records) in the export file. 349

370 L4U Users Manual Saving an Export Template Once an export template has been created, you may wish to save it for future use. Export templates are saved externally to L4U; therefore you should designate a folder to store the templates. To save an export template: 1. File > Export File 2. Click Next 3. Select the table to use 4. Click Next 5. Select the subset of records to use 6. Click Next 7. Select the Custom Export Editor 8. Create the template format 9. Click the Save icon 10. In the Save as dialog box, Assign the Location to save to and the Filename 11. Click Save Note: Templates will only work for the table they were created for. Additionally, templates do not store the subset of records selected, so be sure to double check the record selection before completing the export. Using a Saved Export Template Once an export template has been created and saved, it can be reloaded and used at any time. Saved export templates can only be used when exporting data from the same table that the template was created for. Be sure to subset the group of records you wish to use prior to loading the template as the saved export template does not maintain which group of records to use. To load and use a saved export template: 1. File > Export File 2. Click Next 3. Select the table to use 4. Click Next 5. Select the subset of records to use 6. Click Next 7. Select the Custom Export Editor 8. Click the Load icon 9. Navigate to and Click the saved template 10. Click Open 11. Continue from step 11 on page

371 Import/Export of L4U Lists Chapter 22 Importing & Exporting Throughout the L4U program, lists are used to help maintain efficiency and consistency within the data file. Lists are utilized during data entry for fields such as Location, Condition and Status and various MARC components. When upgrading software, these lists can be exported and imported into the new version of the program, making it is unnecessary to recreate them each time. To export all L4U lists: 1. File > Preferences 2. Click Admin 3. Select the Inventory & Misc. tab 4. Under List Control:, Click Export Lists 5. A Confirmation screen appears, Click Yes 6. You are asked to name the export file, Click Proceed 7. Enter the file name and the location to save to 8. Click Save 9. A Confirmation that all lists have exported appears, Click OK 10. Click Save to Exit Preferences To Import the lists: 1. File > Preferences 2. Click Admin 3. Select the Inventory & Misc. tab 4. Under List Control:, Click Import Lists 5. A Confirmation screen appears, Click OK 6. You are asked to select the export file, Click Proceed 7. Locate the file and Click 351

372 L4U Users Manual 8. Click Open A scrolling screen will display the files as they are imported 9. A Confirmation that all lists have imported appears, Click OK 10. Click Save to Exit Preferences 352

373 C HAPTER 23 BACKUP / RESTORE Importance of a valid Back Up Backup information tab Manual backup Notifications Automated/Scheduled backup Advanced backup options Attached files Copy to FTP Restoring a Back Up in Single User Restoring a Back Up in Multi User 353

374 L4U Users Manual General Overview It is essential that the library data file be backed up on a regular basis to ensure that the electronic collection is intact. It is recommended that a Backup of the data file be performed at the end of every working day. A Backup should also be performed before any major operation in L4U Tools, or before major procedures such as running Utilities or monthly reports. Ideally, a copy of the Backup should be taken off site on a regular basis to protect against loss of data due to theft of equipment or other unforeseen circumstances. The user logged in to the L4U computer must have permissions sufficient to write to the destination volume for a successful backup, and the destination volume will need to be mapped on the L4U computer. USB Flash Drives (eg: Thumb Drives) have to be mounted before L4U is launched. L4U Platinum Elite must be running for the Backup to succeed. L4U Platinum Elite Backup in a Multi User Configuration Unlike previous versions of L4U Platinum, configuring Backup in a Multi User Configuration is performed at the L4U Server computer and not from the L4U Client computer. Please refer to Multi User Backup on page 359 for more information. Note: This chapter is for L4U Platinum Elite Users only. L4U Enterprise Backup procedures and related tasks are handled by your IT Department. For information on configuring Enterprise Backup, please refer to General Overview on page 44 of the Enterprise Administrator Manual. Backup Information Tab Performing manual backups and scheduling automated backups for Platinum Elite Single User takes place in the preferences area of L4U. The Information tab in backup provides a quick, at a glance way of reviewing backup settings and locations. This tab tells the users what data file is being backed up, where the last backup is, where the next backup will save to, and more. To access the backup information tab: 354

375 Chapter 23 Backup / Restore 1. File > Preferences 2. Click Backup 3. Select the Information tab This should be the default tab that backup displays 4. Review the information provided 5. To exit, Click Cancel Manual Backup Backup is the most important thing you can do for your library. Protecting your data should be a top priority. This is not just in the case of computer failure or theft. Data should be backed up before any major changes to the data take place. This can include a year end roll over, inventory, a large scale global change or major deletions. The manual backup has been designed to be extremely simple to encourage users to perform backups on a regular basis. Even if you choose not to schedule an automated backup, you can use this feature to protect your data. Manual Backup of Single User 1. File > Preferences 2. Click Backup 355

376 L4U Users Manual 3. Select the Basic tab 4. Click Backup Now 5. A progress bar displays as the backup takes place and disappears once the backup is complete A backup file has been created and saved to the Backup Path selected. If no path has been selected, L4U will save the file to the Database folder in the L4U program folder. Note: Although it is not absolutely necessary to assign a path for the backup location, leaving it set to the default will cause L4U to display warning messages. These will appear each time the program is launched and each time you access preferences. Manual Backup of Multi User The manual backup has been designed to be extremely simple to implement as it may be desired to backup the datafile outside the specified automatic times. To perform a manual backup: 1. At the L4U Platinum Elite Server computer, Click the Maintenance tab in the Server Administration window 2. Click Start Backup 3. A progress bar displays as the backup takes place and disappears once the backup is complete 4. The Backup information is updated in the Maintenance tab. If no path has been selected, L4U will save the file to the Server Database folder in the L4U program folder. Automated Backup L4U can be configured to perform a backup automatically. The backup can be set to occur based upon an hourly or daily schedule. It is recommended that you take advantage of this particular feature as it is essentially a set it and forget it design. Assum- 356

377 Chapter 23 Backup / Restore ing you have set up the notification option you will simply receive confirmation s and only need to adjust the backup settings if an error occurs. Single User Backup The backup settings for single user L4U is maintained in the preferences area of L4U. To set up Single User Backup: 1. File > Preferences 2. Click Backup 3. Select the Basic tab 4. Click Browse to set the Backup Path WIN: If you are using a network drive, it must be mapped to your computer prior to setting up backup. Contact your network administrator to assist you with this process. Mac: Ensure the desired network share is configured to open as a startup item for the librarian s login. 5. Browse to the preferred backup location and Click the appropriate folder 6. Click OK 7. Enter the Number of backup sets in the field provided This is the number of unique copies of the backup that will be saved before they are overwritten. When selecting this value be sure to take into consideration the available space on the destination volume and that the data file will grow over time. Set this value to 5 if you have the available space. 357

378 L4U Users Manual 8. Under Delete Oldest Set, use the drop down list to select Before or After Once the number of backup sets has been reached, L4U will overwrite the oldest backup file. You can set whether this should occur before or after the latest backup has been completed. Again, this will depend upon the available space on the destination volume. 9. Under Backup Schedule, use the drop down list to select the frequency of backup Manual - No automated backup will occur Daily - You will need to select a Start Time from the drop down list that appears. The options are based upon a 24 hour clock Hourly - You will need to select the Hour and Minutes from the drop down list that appears. Additionally, you will need to enter the frequency in the Every X Hours field. 10. Click Save Single User Backup Tips USB Flash Drives can be used a convenient backup destination if your computer technician isn t available to setup your backup. Ensure the Flash Drive is inserted into the computer and the computer recognizes it before you launch L4U. If you want to use two Flash Drives and rotate your backup sets, ensure they have the same volume name. It s a good idea to label them with a Sharpie or Dymolabeler so you can identify which one is which! Warning: If you set the backup path to the local hard drive, a warning message appears when preferences is saved. In the event of hard drive failure, you may lose both your data and the backup. Another location should be chosen. 358

379 Chapter 23 Backup / Restore Multi User Backup Performing manual backups and scheduling automated backups all take place at the L4U Elite Server computer. Automated backup can be set to occur based upon an hourly or daily schedule. All that is needed is a destination volume with enough free capacity, a start time and on which day(s) to perform the backup. The Maintenance tab provides a quick review of current backup settings. To configure backup: 1. From the Maintenance tab in the Server Administration window, Click Preferences 2. Click Backup > Scheduler from the sidebar, if it is not displayed 3. Specify the Frequency of the Backup. The options are based upon a 24 hour clock. Hourly: Enter the frequency in the Every Hours field. Additionally, select a suitable start time from the drop down list under starting at or manually enter the Hour and Minutes. Day: Enter the frequency in the day(s) field and select a Start Time from the drop down list that appears. 359

380 L4U Users Manual Week: Backup certain days of the week or certain days of the week every so many weeks and then select a suitable start time from the drop down list under starting at or manually enter the Hour and Minutes. Month: Backup certain days of the month and various combinations thereof. 4. Click Configuration from the sidebar. This is the Where and What of the Backup Process. 5. Ensure the Data File option is checked. It is not necessary to include the Structure File. 6. Click... (Browse) icon to set the Backup File Destination Folder 7. Browse to the preferred backup location and Click the appropriate folder Log File Management is not supported in L4U Elite Server 8. Add any Attachments, if desired. See page Click Backup from the sidebar Enter the number of last copies in the field provided, if desired. This is the number of unique copies of the backup that will be saved before they are overwritten. When selecting this value be sure to take into consideration the available space on the destination volume and that the data file will grow over time. 11. Check Backup only if the data file has been modified to save on disk space 12. Under Delete Oldest backup file, use the drop down list to select Before or After

381 Chapter 23 Backup / Restore Once the number of backup sets has been reached, L4U will overwrite the oldest backup file. You can set whether this should occur before or after the latest backup has been completed. Again, this will depend upon the available space on the destination volume. 13. If backup fails: - Check and Enter the number of times you wish the backup to retry after a failure or to wait till the next scheduled backup. Optionally, you can specify the number of times to try before giving up. This may become relevant if network traffic or computer restarts are affecting the backup. 14. Under Archive, several options are available to assist with backup times and archiving the datafile: Segment Size (Mb): optionally specify the largest segments for the backed up file. Compression Rate: compressing the datafile can save on disk space, fast is recommended. Interlacing & Redundancy Rate: Not applicable. 15. Click OK Advanced Backup Settings L4U includes a number of advanced options for conducting backup. These include, saving to ftp, compressing the data file during backup, retry on failed backups, including other L4U or nonl4u files with the backup and more. These options are accessed on the Advanced tab of the backup area in Preferences. Settings One of the features of L4U backup is the confirmation function. L4U can be set up to automatically notify a specified individual if a backup fails and/or send a confirmation of a successful backup. This feature requires complete and accurate entry of the information in both the advanced and backup areas of preferences. To enter the information necessary: 361

382 L4U Users Manual 1. File > Preferences 2. Click Advanced 3. Select the tab 4. Enter the appropriate information for your configuration Contact your local network administrator for complete information 5. Click Backup 6. Select the Basic tab 7. Enter the appropriate addresses in the Settings area These can be different addresses for different types of messages. For Example: you may only wish to send error messages to the library technician. 8. Check the Send Confirmation / Error Message option 9. Click Save Warning: The fields must be complete and contain valid information. If this information is incorrect the messages will not be received, potentially affecting the safety of your data. Note: The settings in the Advanced area of L4U are accessed by the program when performing various other tasks, such as sending overdue notices. Not only is it important for backup that these settings be accurate, but for other features as well. 362

383 Chapter 23 Backup / Restore Additional Backup Settings The additional backup settings can be accessed from the administration level of L4U. Go to File > Preferences > click Backup > Select the Advanced tab. Be sure to Click Save after making changes to these settings. Attached Files Compression - Using the drop down list, Select the level of compression for the backup file. None, Fast (some compression with minimal impact on speed) or Compact (maximum compression, but may cause backup to be slower) Backup L4U Program - Not necessary. If Backup fails, retry X times - Check and Enter the number of times you wish the backup to retry after a failure. This may become relevant if network traffic or computer restarts are affecting the backup. Wait for the end of Transactions - In the event that there is still activity taking place within the data file, L4U will wait until these have ended prior to backing up. If this is not selected, any transactions that may be occurring at the time of backup will be aborted and the transaction will not be save. Abort after waiting for X minutes - If the above option has not been selected, you can specific a time limit for the transactions to cease prior to L4U aborting any operations. This option will only appear on screen if the Wait for the end of Transactions option is not selected. This feature allows users to add either L4U related or unrelated files to the backup procedure. By entering the path to specific documents, templates, graphics, etc. into the Attached Files area of backup, L4U will automatically include these items when backing up the L4U data file. This is useful to ensure the integrity of all resources that you may use with the L4U program and for the daily operation of your library. The 363

384 L4U Users Manual process is slightly different in a Multi User setup. Please refer to Multi User Backup on page 359. To attach files to a Single User backup: 1. File > Preferences 2. Click Backup This should be the default page that preferences displays 3. Select the Advanced tab 4. Under Attached Files, Click Add Files 5. Browse to and Select the file to attach, Click Open The path to the file appears in the Attached Files view 6. Click Save Backing up to FTP Note: If a file was added to Attached Files in error or is no longer necessary, it can be deleted. Click the path to the document in the Attached Files list and Click Delete Files. As an added level of security to your backups, you can save them off site to an FTP server. When Copy to FTP Server is selected, L4U will conduct backup as per your backup settings and then copy the backup files to the ftp site you have entered. This is true for both a manual and a scheduled backup. 364

385 Chapter 23 Backup / Restore To set up copy to ftp: 1. File > Preferences 2. Click Backup This should be the default page that preferences displays 3. Select the Advanced tab 4. Click the checkbox for Copy to FTP 5. Enter the FTP address in the FTP Site field 6. Enter the FTP Username in the field provided 7. Enter the FTP Password in the field provided 8. If applicable, Enter the FTP Directory in the field provided 9. Click Validate If the data is incomplete or incorrect, an Alert will appear. FTP connection failed. Click OK to clear the message. If the data is accurate a message will appear, FTP Connection is Valid. Click OK to clear the message 10. From the drop down list, Choose the Segment Size to use when transferring the backup file to FTP Since you are transferring data over the internet you need to consider connection stability and timeouts. To ensure the integrity of your data, you may wish send the data in segments. The larger your data file the more important it is to use the segment option. 11. Click Save Note: Anytime a backup takes place, either a manual or a scheduled backup, L4U will display a progress bar. This initial progress bar indicates the progression of the creation of the backup file. A second progress bar will appear. This indicates the ongoing transfer of the backup file to the FTP Site. 365

386 L4U Users Manual Restoring a Backup Restore can take place from within L4U Single User via Preferences. This will provide a quick restore method if an undesirable action was performed on the collection such as a large deletion or authority merge. If the current data file is damaged, it may become necessary to restore the most recent Backup via a restore process as L4U may not open a damaged datafile. Please see L4U Platinum Elite Restore on page 369 for more information on how to restore an L4U datafile. It is advised to occasionally restore Backups to ensure that they are working properly. All Backup and restore options take place on the server computer for Multi User configurations and on the Single User computer for the Single User configuration. Single User Restoring a backed up data file is a two step process. First, restore from the backup file and then relaunch L4U after moving the restored files to the correct location. However, it can only be used if a valid backup exists. Be sure you know the location of your latest backup and the location of the Current Data File (see Verifying the Data File on page 383). To restore a backup file: 1. File > Preferences 2. Click Backup This should be the default page that preferences displays 3. Select the Basic tab 4. Click Restore 5. An open dialog appears, browse to and Click the backup file Look for the file that is formatted as follows: DataFile- Name[0001].4BK. The number in brackets represents which backup set this file is. For Example: if you have Number of Backup sets set to 3, the most files you will have at one time will be three, but the numbers may be [0006], [0007] and [0008]. The most recent backup should have the largest number. 6. Click Open 7. The Restoration of Data screen appears displaying the default path to which the restored data will be saved. To change the location of the restored files, Click the (File Redirection) Button 366

387 Chapter 23 Backup / Restore It is suggested to save to the Desktop to assist in locating the restored files. 8. Click Restore Warning: This will overwrite any files at this location with the same name without confirmation. 9. Once complete a confirmation appears stating that the restore was completed successfully, Click OK 10. A window may appear, displaying the restored data file and the path to where it is located. If necessary, take note of the location and close the window. 11. Click Save to exit Preferences. 12. File > Quit 13. Move the restored data file to the Current Datafile location, replacing the old copy. Note: The.4DR file is no longer necessary in L4U Platinum Elite Relaunch L4U 15. Verify the correct Data File has been restored. Multi User Restore The restore procedure takes place on the server computer. However, it can only be used if a valid backup exists. Be sure you know the location of your latest backup and the location of the Current Data File (see Verifying the Data File on page 383). To do so: 1. Launch L4U Platinum Elite Server and immediately press and hold the ALT/OPTION key 2. Check Restore a backup file at the Select the operation you want to do dialog box 3. Click Continue 4. An open dialog appears, Browse to and Click the backup file Look for the file that is formatted as follows, DataFileName[0001].4BK. The number in brackets represents which backup set this file is. For Example: if you have Number of Backup sets set to 3, the most files you will have at one time will be three, but the numbers may be [0006], [0007] and [0008]. The most recent backup should have the largest number. 5. Click Open 367

388 L4U Users Manual 6. The Restoration of Data screen appears displaying the default path to which the restored data will be saved. To change the location of the restored files, Click the (File Redirection) Button Note: It is suggested to save to the Desktop 7. Click Restore after the destination has been chosen 8. Click OK after the Restore has completed 9. Click OK to Confirm Quit 10. If the Restored Datafile was saved to the Desktop, copy it to the Current Datafile location, replacing the damaged one. 11. Delete the.4dindx associated with the Current Datafile For example, if the Current Datafile is called EliteTrialDB.4DD, delete the EliteTrialDB.4DIndx file. L4U will rebuild it when the.4dd file is opened. 12. Relaunch L4U Elite Server 13. Connect to the L4U Server with the L4U Elite Client 14. Verify the correct Data File has been restored. 368

389 Chapter 23 Backup / Restore L4U Platinum Elite Restore Unfortunately there are times when a data file is so severely damaged you are unable to launch L4U Single User. This makes it impossible to access the Restore option within the L4U program. For these cases you will need to restore using the built-in restore process in Platinum Elite. The process is different between Single User and Multi User. The Multi User process is covered in Multi User Restore on page 367. Single User Restore: 1. Launch L4U Platinum Elite and immediately press and hold the ALT/OPTION key 2. Check Restore a backup file at the Select the operation you want to do dialog box 3. Click Continue 4. An open dialog appears, browse to and Click the backup file Look for the file that is formatted as follows: DataFileName[0001].4BK. The number in brackets represents which backup set this file is. For Example: if you have Keep only the last x backup files set to 5, the most files you will have at one time will be five, but the numbers may be [0006], [0007] and [0008]. The most recent backup should have the largest number. 5. Click Open 6. The Restoration of Data screen appears displaying the default path to which the restored data will be saved. To change the location of the restored files, Click the (File Redirection) Button Note: It is suggested to save to the Desktop 7. Click Restore after the destination has been chosen 8. Click OK after the Restore has completed 9. Click OK to Confirm Quit 10. If the Restored Datafile was saved to the Desktop, copy it to the Current Datafile location, replacing the damaged one. 11. Delete the.4dindx associated with the Current Datafile For example, if the Current Datafile is called EliteTrialDB.4DD, delete the EliteTrialDB.4DIndx file. L4U will rebuild it when the.4dd file is opened. 369

390 L4U Users Manual 12. Launch L4U Platinum Elite Single User 13. Login as usual L4U will rebuild the indexes 14. Verify the correct Data File has been restored 370

391 C HAPTER 24 ADVANCED MAINTENANCE About L4U and access to database information What are Utilities and why use them Year End and Utilities options defined Rebuilding Keywords Running a Utilities with No Options Verifying the data file (Current Data File) Maintenance & Security Center (MSC) Verify Performing a Compact Repair Data File 371

392 L4U Users Manual About L4U The About L4U feature provides a quick and easy method of obtaining important information regarding the L4U program, data file and the computer they are residing on. The L4U Software Support Department will frequently request this information in order to help troubleshoot effectively and efficiently. It is recommended that this information be close at hand when calling the L4U Support Department. About L4U is located in the L4U Admin Utility. Note: This Chapter is for L4U Platinum Elite Users Only. To access About L4U: 1. Do one of the following: Application menu (L4U Platinum Elite) > About L4U (MAC O/S X) Help > About L4U (WIN) 2. To view the information on each tab, click the tab heading User Information The various tabs in About L4U provide important data file and computer information plus quick access to a variety of information resources. Buttons common to all tabs give quick access to the L4U Help files & the Support tab (see page 375). L4U Information The L4U Information tab provides L4U program license information, including the version of L4U currently installed, how many users are permitted access at one time and the platform that the program is installed on. This configuration information is useful for maintenance and troubleshooting proce- 372

393 Chapter 24 Advanced Maintenance dures. Use Test of Connection to L4U Server only at the direction of the L4U Library Software Support Department. Computer Information The Computer Information tab provides pertinent information about the computer system that the L4U program is currently running on. L4U requires minimum hardware specifications in order to run effectively. If the computer is running below these minimum standards, there could be some adverse effects in the overall performance of the program. This tab displays the O/S, memory information, currently logged in client and other hardware specific information. 373

394 L4U Users Manual Data File Information The Data File Information tab includes the current data file name and its location on the hard drive. This tab is also used to ensure that the correct application is being used, and that the correct structure file is open. It is important to verify this information prior to conducting any maintenance or back up procedures. If accessing About L4U from a client station in a multi user configuration, the Location of the Structure and Data file will be referenced to the Server computer. Please refer to Verifying the Data File on page 383. List All Tables This tab details all of the table information in the current data file, including the number of records associated with each table. By comparing the data displayed, Support Representatives are provided with troubleshooting information pertaining to any Circulation and/ or Library File discrepancies. If any discrepancies between the Library File and Circulation exist, a Warning message will appear and the Status will be listed as Attention. 374

395 Chapter 24 Advanced Maintenance Support This tab provides quick access to a variety of resources. By clicking on the appropriate Go button, you can access the resource directly. Sending System Information to L4U Support System and data file information are easily accessed and can be sent to the L4U Support Services Department simply by clicking a button. This information is quite often necessary to resolve a support issue. Complete system and data file statistics can either be printed or ed directly to L4U Library Software. To print system and data file statistics: 1. Do one of the following: Application menu (L4U Platinum Elite) > About L4U (MAC O/S X) Help > About L4U (WIN) 2. Select the Support tab or click Support 3. Click Go beside Send System Information to L4U Support 4. A Confirmation screen appears, Do you want to send Support Information to L4U Library Software, click Yes 5. A second Confirmation screen appears, Please select how you would like to send this information to L4U Library Software, click Printed The resulting document can be faxed to L4U Software at or the fax line provided with your Support package To system and data file statistics: 1. Do one of the following: Application menu (L4U Platinum Elite) > About L4U (MAC O/S X) 375

396 L4U Users Manual Help > About L4U (WIN) 2. Select the Support tab or click Support 3. Click Go beside Send System Information to L4U Support 4. A Confirmation screen appears, Do you want to send Support Information to L4U Library Software, click Yes 5. A second Confirmation screen appears, Please select how you would like to send this information to L4U Library Software, click 6. A Request appears, either leave the default address or enter the appropriate address 7. Click OK An containing all system and data file information will automatically be sent to Support@L4U.com Note: The local computer must have a valid Internet connection for the option to function properly. 376

397 Chapter 24 Advanced Maintenance Utilities The Utilities features can be broken down into two specific purposes; data file maintenance, and concluding a fiscal year (Year End). Basic data file maintenance functions are reset and optimize indexes, check and create log and check and fix indexes. These functions are necessary to keep the data file running efficiently. Before any Utilities can be run, the data file must be backed up and verified. Warning: All Utilities procedures are performed by the L4U Application Specialist or the District Librarian in an Enterprise environment. Do not proceed unless the appropriate people have been consulted. Warning: In a multi user environment, all Utility procedures should be run without any users connected to the network (excluding the station that initiated the process). Ensure that a viable back up exists before conducting any Utility procedure. Running a Year End If a year end procedure is planned, ensure that all of the necessary reports have been printed, as the data will be deleted. Year Ends are generally conducted at the end of a fiscal year, as it is at this time that all budget figures and all other statistics can be purged from the system. To run a Year End: 1. Select File > Utilities 2. Select as many or as few options as required As each option is selected, a Confirmation screen appears. click OK to accept or Cancel if the option is not needed 377

398 L4U Users Manual 3. Click Run Utilities 4. The last Confirmation screen appears. click Yes To exit without running a Year End, click No 5. When the procedure is complete, an Alert message appears. Click OK A compact is recommended after any Utilities procedure Year End Options Zero Client Books Out Changes the total number of items that each client has circulated this year to zero. Delete All Client/Item Histories Deletes all item and client histories. Both Item and Client histories will be deleted together, as Client history can not exist without item history. Reset Circulation Statistics Use this option to reset all ongoing circulation statistics to zero. Be sure to generate all necessary reports prior to running the reset option. Clear Paid Fine/Charge History This option will clear all information stored regarding paid fines and other charges. You may wish to maintain this information as long as the patron is active; however, if fines are cleared yearly, select this option. Delete All Total Circs Sets the total number of circulations for each item in the Library File to zero. These statistics are accessed through statistical graphs as the Hot and Cold Items. Delete All Days Out Sets the value for Total Days Out for each item in the Library File to zero. Zero Budget Figures Changes the Year Spent to Date value in Loan Types, Departments, Media, Vendor and Publisher files to zero. Reset Year End Date Sets the Year End Date to the current day s date. The values for Year Spent to Date and Deletions to Date will reflect the current year s entries and deletions. Clear all Client Pictures Deletes all pictures/graphics associated with the individual client records. 378

399 Chapter 24 Advanced Maintenance Clear All Saved ipac Sessions Clears all regular ipac Saved sessions. Also, SHIFT + Click this checkbox will instantly clear all Patron's saved ipac Sessions without the need to run a full Utilities. Temporary ipac sessions are cleared each time Utilities is run. Rebuilding Keywords L4U maintains keywords for use in searching. Occasionally, search results may not display new or existing items that should be included in response to a patron query. This is usually a result of Keywords becoming out of sync with the records. Depending on the size of the data file and the speed of the computer running L4U, rebuilding Keywords may take some time. To rebuild keywords: 1. File > Utilities 2. Select Rebuild Keywords and/or Rebuild Authority Keywords As each option is selected, a Confirmation screen appears. Click OK to accept or Cancel if the option is not needed 3. Click Run Utilities 4. A Confirmation screen appears, click Yes To exit without starting the Utilities process, click No 5. When the procedure is complete, an Alert message appears. Click OK Utilities Options Utilities options can be used without running all other year end functions. Simply click the function required, and follow the prompts displayed. Delete Reserves Deletes all reserves from the Reserves file. This does not apply to the bookings created in the Advanced Bookings module. Clear ipac Log This button deletes the data that is used to create all statistical graphs excluding the Hot and Cold Items. Reset and Optimize Indexes (Platinum Elite Only) This option will delete and rebuild the indexes for four key fields within the L4U data file. This option must be selected as part of the full Utility function. Checking and Fixing Indexes (Platinum Elite Only) L4U maintains over one hundred indexes for various fields. Indexes are used whenever data is referenced or manipulated, such as searching and sorting. Anytime that indexes become damaged, functions within L4U become slower and less efficient. Check and Fix should be run after symptoms of damage appear. Using this procedure 379

400 L4U Users Manual would be recommended if an error message has appeared stating that an index has been damaged. Check and Create Log If damaged is suspected, it can be checked by running this option. L4U will generate a Journal file describing any damage that is found. This option will not fix any damage within the database, merely diagnose any existing problems. To run a Check and Log: 1. File > Utilities 2. Click Check and Log 3. A confirmation screen appears, click Yes 4. Once the check is complete, the message that appears will state either: No Errors were found OR Errors were found and were noted in the journal file. The file will be located in the current L4U program folder. 5. Click OK Check and Fix The Check and Fix option is essentially the same function as above; however, L4U will automatically fix any damage found in the data. Although similar to the Quick Repair option in L4U Tools, this option can be run without shutting down L4U. To run a Check and Fix: 1. File > Utilities 2. Click Check and Fix 3. A confirmation screen appears, click Yes 4. Once the check and fix is complete, the message that appears will state either: No Errors were found OR Errors were found OR Errors were found but could not be fixed 5. Click OK 6. If L4U Utilities was unable to fix existing problem, proceed to a Repair Data File (page 388). 380

401 Chapter 24 Advanced Maintenance Running Utilities with No Options Selected Utilities can be run as a preventative measure or maintenance routine. Running Utilities is recommended anytime that minor problems or incorrect totals appear. Without selecting any options, L4U still conducts a number of processes. These include: Ensures the number of records in the Library and Circulation files match Recalculates all budgetary figures Cross checks the Client records with the Homerooms Recalculates the number of items belonging to each department, loan type, media type, and vendor type. Rebuilds Authority files Creates any missing Keywords for newly entered items Temporary ipac Sessions are cleared each time Utilities is run. Minor inconsistencies caused by daily use can appear in a data file. Symptoms that maintenance is needed are as follows: Circulation is unable to locate items that exist in the Library File An Error or interruption has occurred while posting Acquisitions A considerable number of items have been weeded from the collection and deleted from the data file New items have been added and budget figures are no longer correct Authority files have incorrect record totals To run a Utilities with no options selected: 1. File > Utilities 2. With no options selected, click Run Utilities 3. A Confirmation screen appears, click Yes To exit without running a Utilities, click No 4. When the procedure is complete, an Alert message appears. Click OK A compact is recommended after any Utilities procedure Utilities Advanced Tab This area of Utilities contains advanced check and fixes for key areas of L4U. Most of the options here allow the Library Administrator to check key fields in L4U. Please contact L4U Library Software Support before any of these checks are run. 381

402 L4U Users Manual Utilities Special Tab This area of Utilities allows the library administrator to import the Pre-Defined Topic Search package and to install the District/ Location Logo s to the L4U Web Folder. Import Topic Searches With Enterprise 3.1, L4U provides approximately 100 pre-defined Topic Searches that the library administrator can import at any time. Importing the Topic Search pack will not overwrite any Topic Searches or Queries. These searches are defined by Dewey Divisions. For more information on Topic Searches, please see Query In Library File on page 116 in the L4U Web Manual. 382 Save All Logos to the Web Folder The School Logo, or Logo for short, is the icon on all ipac/freedom web pages. The end user selected Logo is stored in the L4U Datafile and in the L4U Web Folder so the proper Logo is displayed in the L4U Web Pages. After a reinstall of the L4U Server, the Logo s are not part of a fresh install of the L4U Server and need to be exported to the L4U Web Folder. This button will export all location (if any) and district wide logo s from the L4U Datafile to the correct location. The Logo s are stored and exported in either the converted or unconverted format, depending on what option was selected when the Logo was first uploaded to the L4U Datafile. For more infor-

403 Chapter 24 Advanced Maintenance mation on Location Logos, please refer to Location/School Logo on page 21 in the Enterprise Administrator Manual. District Wide Logos is found in District Logo on page 8 in the L4U Web Manual. Verifying the Data File Sometimes you will need to know the name and location of your Current Data File. Multi user configurations and Single user configurations maintain this information in different places. To identify the name and location of the Single User Current Data File: 1. With L4U running, Do one of the following: Application menu (L4U Platinum Elite) > About L4U (MAC OS X) Help > About L4U (WIN) 2. Click Data File Information 3. The Path to Data File field will display the data file name and its location 4. To exit, click Done To identify the name and location of a Multi User Current Data File: 1. With the L4U Elite Server program running, select Help > Maintenance & Security Center 2. Click the Datafile name in the Data File: to access the path drop down menu. 383

404 L4U Users Manual Note: The default location for the L4U data files can be found in Launching L4U on page

405 Maintenance & Security Center Chapter 24 Advanced Maintenance L4U Tools is now built into the L4U software and is called the Maintenance and Security Center (MSC). It s primary function is to maintain the efficiency of the library database, including the analysis and repair of any damage. For example, databases can become damaged when a power failure occurs at the moment L4U is writing to the cache, or when the disk containing the database becomes damaged. The data file can develop file fragmentation (unused space) over time. Fragmentation develops as records are deleted or changes are made to the data file. Although L4U attempts to reuse unused space, this is not always possible. The MSC offers a full set of Maintenance and Repair tools for the L4U datafile. MSC also supplies general information about the collection such as the location of the datafile and whether the datafile needs to be compacted. More control of the Backup and Restore process is available here as well. It is possible to Verify just the records or indexes or both. Warning: Before attempting any procedure with the MSC, be sure that a current backup of the data file exists, see Manual Backup on page 355. As well, be certain that there is enough hard drive space available to duplicate the data file and all users have disconnected from the L4U software. Note: This chapter is for L4U Platinum Elite Users only. L4U Enterprise users have maintenance and related tasks handled by their IT Department. Launching the Maintenance & Security Center Launching MSC is easy but differs between Single User and Multi User. Single User 1. Quit L4U Platinum Elite Single User if it is running 385

406 L4U Users Manual Information 2. Launch L4U Platinum Elite Single User and immediately press and hold the ALT/ OPTION key 3. Check Open the Maintenance & Security Center at the Select the operation you want to do dialog box 4. Click Continue Multi User 1. From within the L4U Platinum Elite Server, Select Help > Maintenance & Security Center This is the first option in the sidebar and is the default screen in the MSC. The various tabs are: Program: Version numbers of the L4U software are stored here as well as the location of the data file. Tables: The number of records in the various tables or files within the current Enterprise datafile. Data: Statistics and a graphs of the size and free space on the datafile. Structure: This information is not relevant and can be ignored. Verify This option is used for diagnostic purposes. If damage is suspected and a L4U Support representative has indicated possible data corruption, Verify Records and Indexes can be used to confirm, and if necessary identify the damage. To run a Verify Records and Indexes: 1. Click Verify from the sidebar 2. Click Verify the records and the indexes This process can take some time depending on the size and speed of the computer. A progress thermometer will indicate what table is currently being verified. 3. At the end of the process, the Verification will either Pass or Fail. Click Open Log File to view more information on what was checked and if any errors occurred. If the process Passed, then nothing else needs to be done. If the process Fails, review the nature of the problem. To repair the datafile, Repair Data File on page

407 Chapter 24 Advanced Maintenance Backup It is essential that the library data file be backed up on a regular basis to ensure that the electronic collection is intact. For more information on Backup, please refer to General Overview on page 354. Compact Over time the data file can develop unused or empty spaces that occur when records are modified or deleted. Compacting compresses the data file, removing any unused space and creates an entirely new data file. The effect is a more stable data file that runs more efficiently. Compacts should be performed a minimum of once a year. As a Compact duplicates the current data file, ensure that there is enough hard disk space prior to performing this procedure. It is recommended to Compact the datafile during low usage times. It is recommended to Compact the datafile during low usage times as the Elite Server software will restart in Maintenance mode and disconnect any current users. To Compact the datafile: 1. From the Maintenance & Security Center, Click Compact from the sidebar 2. Click Compact Records and Indexes button Warning: Do not Compact the Structure. 3. MSC will create a copy of the current datafile, compact the datafile and automatically reselect the compacted datafile as the current datafile. 4. Quit the MSC by closing it s window 5. Relaunch L4U as normal 387

408 L4U Users Manual Advanced Compact Options The Datafile that needs compacting as well as the destination for the copy of the Datafile can be specified in these options. The options don t need to be changed in a typical configuration. Restore Please refer to Restoring a Backup on page 366 for more information on Restoring an L4U Datafile. Repair Data File Sometimes the Verify process fails due to a datafile that is too damaged. The Verify process will direct the end user to run a Repair in the MSC. To Repair a Data File: 1. From within the Maintenance & Security Center, Click Repair from the sidebar 2. Click the Repair button Warning: Do not Repair the Structure. 3. MSC will create a copy of the current datafile, compact the datafile and automatically reselect the compacted datafile as the current datafile. 4. Quit the MSC by closing it s window when MSC indicates the Repair has finished 5. Relaunch L4U as normal 6. Allow L4U to rebuild the indexes on launch. 388

409 Chapter 24 Advanced Maintenance Note: After creating a new data file with the Maintenance & Security Center, remove the old data file from the L4U folder and create a separate folder for old data files. Once the new data file has been checked and is functioning correctly, the old data file can be archived or deleted. 389

410 L4U Users Manual 390

411 C HAPTER 25 L4U SERVER Definition of Client/Server architecture Server preferences Registering as a service Slow Client - Server connections Aborting a user Quitting the Server 391

412 L4U Users Manual General Overview Warning: Do not configure L4U Enterprise Server using this chapter! This chapter is for L4U Platinum Elite sites only. Please refer see General Overview on page 32.in the Enterprise Administrator Manual for more information on L4U Enterprise Server. The multi user configuration of L4U is a combination of a Server computer and a number of client computers (depending upon the number of licensed users). This configuration is ideal for installations that require two or more concurrent sessions using the L4U Admin Utility. Using client/server architecture, L4U Server not only stores and manages the database, it also provides services to the client machines. These services are managed over a network through a system of requests and responses. The server computer should be a dedicated machine with only the L4U Platinum Elite Server software installed. To search for a set of records, for instance, a client machine sends a search request to the server. Upon receiving the request, the server executes the search operation locally on the server computer, and when the search is completed, returns the results to the client machine. This system of requests and responses requires a computer network. In L4U, this network must be based on TCP/IP (Transmission Control Protocol / Internet Protocol). For more information on setting up a network, contact the system administrator. Server Preferences Changes to the Database Preferences should only be attempted by experienced L4U users under the direction of the L4U Support department. The various settings within this section directly control the way that L4U Server operates. Warning: These settings directly affect the functionality and performance of the L4U Platinum Elite Server. Changes should only be made by experienced users and under the direction of the L4U Support department. Advanced Preferences In addition to the preferences found directly in the L4U Platinum Elite Server program, there are preferences accessed from the Administration level of L4U. These preferences are used to adjust client/server request and response timing. Changes should only be made by experienced users and under the direction of the L4U Support department. To reset the defaults, see Advanced System Settings on page 53. Registering as a Service In the Windows 2000, Windows versions of L4U Server, there is an option available to Register L4U Server as a Service. If a program is running as a service, the 392

413 Slow Connection Chapter 25 L4U Server machine does not need to be logged into a user account in order to run the L4U Server application and the application will start automatically when the computer starts. To register the L4U Server as a service, on the Server go to File > Register Current Database as a Service > Quit L4U Server > Restart the computer. In Windows, the service must be configured to start automatically. Throughout L4U the program will conduct automatic searches based upon what is typed into a value field. These searches will be more and more defined as additional characters are typed in the fields. For Example: Power Search, Automatic record entry, Drop down authority lists, etc. If you are on a network with a slow connection, these types of searches can be slow as a request is sent to the server with the entry of each and every character. To ensure that these features do not decrease productivity, you can switch on the Slow Connection Preference setting. Once turned on, all automatic searching within L4U will only occur after the down arrow key on the keyboard is pressed or after the entry of a fifth character. For Example: to conduct a power search, you will have to type the search criteria (only as much data as desired, cat vs. caterpillar) and then press the down arrow key. To turn on the Slow Connection setting: 1. From an L4U Elite client computer, File > Preferences 2. Click Admin 3. Select the Keywords & Interface tab 4. Click the checkbox for Slow Client-Server connection 5. Click Save All automatic searches will now be initiated with the use of the down arrow key on the keyboard 393

414 L4U Users Manual Aborting a User The username of all clients connected to the server display in the Users window. Clients can be forcefully disconnected from the server by Highlighting a specific user and click Drop user. This automatically disconnects the user from the server, aborting all processes belonging to the user and removing them from the list. This process should be avoided (unless the client computer has stopped responding) because data loss can result when the client is connected as Administrator. Quitting the Server 1. Do one of the following: L4U Elite > Quit L4U Elite (MAC OS X) File > Quit (All other operating systems) 2. Do one of the following: In the field provided, Enter the number of minutes before the server is to shut down. The server will warn all connected client stations that it will be shutting down in X minutes. After this message has been relayed to the system, no new client workstations can connect. Select Wait for all Users to disconnect. When the last user has disconnected, L4U Server will shut down. 3. Click OK To exit the screen without quitting, Click Cancel 394

415 C HAPTER 26 CHECKMARC What is CheckMARC Configuring CheckMARC in Preferences Amazon Import Options Cataloging with CheckMARC Selecting records Viewing record details Saving a CheckMARC record 395

416 L4U Users Manual General Overview CheckMARC is a cataloging tool built in to L4U and L4U Freedom. This service is included and is annually renewed as a subscription. Installations that are licensed to include CheckMARC have the ability to search multiple MARC record providers simultaneously. Currently, those locations include Library of Congress (LOC), Amazon.com and CheckMARC (CheckMARC is the MARC record database maintained by L4U Software). CheckMARC is first configured in the Preferences area of L4U and then is used within the Acquisitions file. CheckMARC increases cataloging efficiency by searching for and importing MARC records directly from the cataloging screen. Catalogers simply enter as little or as much information as desired (For Example: ISBN and Title) and then Click the CheckMARC icon. L4U automatically searches the activated MARC sites and displays all matching results. Catalogers can then review the various matching records and select the one they wish to use. The record is imported into L4U with the click of a button and then any necessary changes and/or additions can be made to the record. This process can increase cataloging speed by up to eighty percent. CheckMARC Setup CheckMARC must be enabled in your License Number before the CheckMARC preferences become available. If you open Preferences and the CheckMARC options are inaccessible, your license may not be entered correctly. Contact L4U Software for information on purchasing CheckMARC or obtaining the correct license number. 396 To set up CheckMARC in Preferences: 1. File > Preferences 2. Click MARC 3. Click Use CheckMARC This will automatically enter the CheckMARC IP Address as checkmarc.l4u.com and the IP Port as 80

417 Chapter 26 CheckMARC 4. Under CheckMARC Searches to Use, Select the locations you wish to access while cataloging At some point you may wish to turn off a location if you have a poor or slow connection. 5. Under Import Templates to Use, use the drop down lists to Select the required template for each search location You may find that the MARC records provided from each location include different tags and therefore require different MARC import templates. For more information on creating templates, see Creating MARC Templates on page Click Save Note: If you are experiencing internet connectivity issues, you can temporarily uncheck all three Search Locations to Use options. L4U won t check licensing and will eliminate time out delays. Amazon Import Options It may be desirable to control or filter records downloaded from Amazon. Certain subjects can be filtered out similar to Excluded Keywords or not to use Amazon subjects at all. To modify Amazon Options: 1. File > Preferences 2. Click MARC 3. Ensure Search Amazon is checked 4. Click Amazon Options 5. This button will open a new sub screen with the following options: 397

418 L4U Users Manual Do Not Import Subjects from Amazon: No subjects would be imported from Amazon. If this option is selected, the other options will have no effect. Do Not Import Single Word Subjects from Amazon: e.g.: Nature or History would not import if this option is enabled. 6. Click Add to add other Subjects that you want ignored. Use the wildcard to widen your search. 7. Click Save to save your edits 8. Click Done to exit the Amazon Options 9. Click Save to exit Preferences In addition to these options to deal with Amazon subjects, L4U will perform the following steps: Import Dewey information when it is available. Pages are currently numbers only. L4U will add <sp>p. after the number. For example, 234 p. instead of just 234. L4U will now just take the 1st 4 digits of the Year of Publication instead of the entire date. For example, 2004 instead of When there is No Place of Publication correct MARC would be to add [S.l.] : to the field. L4U will do this now when appropriate. If no series is in 440a field, the series can appear in the title within brackets at end of title. For example, How the Rhinoceros Got His Skin (Rudyard Kipling's Just So Stories). L4U will do this now when appropriate. Correct MARC is to add a comma to the end of Publisher. L4U will do this now when appropriate. If Creator Role has Illustrator then L4U will add ill. to 300b. Cataloging with CheckMARC Once the preferences have been set for CheckMARC you are ready to start cataloging. As with normal item record entry, this takes place in the Acquisitions file. To catalog with CheckMARC: 398

419 Chapter 26 CheckMARC 1. Functions > Acquisitions 2. Click Add Item 3. Enter as much or as little data as preferred The more information provided, the more accurate the search Ideally, the ISBN or LCCN and Title are used 4. Click CheckMARC If an ISBN is entered, Click Yes (preferred) or No if L4U asks to enter a Converted ISBN. Alternatively, L4U Enterprise Users can Click the Green Icon missing ISBN. to create a Note: CheckMARC searches use the ISBN field and not the ISBN2 to search. Also, many new materials have a UPC barcode on the back jacket which is the ISBN-13. Look at the number under the barcode. If it starts with 978, Scan this barcode into the ISBN field and then click CheckMARC. This is a useful time saving tip. 5. Steps are continued on page 401 Selecting a Record The search is conducted first using the ISBN or LCCN and then if no match is found, L4U will continue searching using the fields of data entered. For Example: If you enter a record with the ISBN, Title and Author, Series or Publisher, L4U will try searching by the ISBN. If no match is found, L4U will search using the Title. If still no match is found, L4U will use the author and so on through all the available data. L4U will automatically display the best match as the default in the Online Search Results screen.the best match being first from the LOC, then CheckMARC and then Amazon. While viewing the different record options you can return to the default at anytime by clicking Default. The lower left corner of the screen is a counter. This 399

420 L4U Users Manual counter lists the number of matches obtained from each of the locations and the icon represents the location that the currently displayed record is from. Record Matches by Location If the counter indicates that matching records have been obtained from the various locations, these results lists can be viewed by Clicking on the appropriate tab. To view the details of a specific record in the list, simply Double Click the record. To exit the record details, simply Select another tab or Click Return to return to previous page or to cancel, Click Cancel. 400

421 Chapter 26 CheckMARC Viewing Record Detail Individual record detail is viewed by Double Clicking the record in the list view. The selected record is displayed on the L4U Selected Record tab. This view shows the record in tagged display and includes the L4U Field that each tag and subfield is mapped to. View the complete record by using the scroll bar to the right of the record data. If the data and the L4U fields do not appear to match correctly, you can try a different MARC Template. This is done by selecting a new template from the drop down list. A warning will appears after your selection is made. Click OK to clear this message. Saving a Record Once you have located a record that you wish to use, you will need to save it in the Acquisitions file. 6. These steps are continued from page The Online Search Results screen appears with the default record displayed If no records are found, a message appears. Click OK to clear it. 8. View the alternate records to ensure this is the record you wish to use 9. Confirm that L4U Fields match correctly Use the drop down list to select a different MARC Template if necessary 10. If you wish to save the book cover, Ensure the Save Book Cover option is checked. If not, deselect the book cover by Clicking the checkbox. 11. Click Import If no record is appropriate, Click Cancel and redefine your search or catalog the item manually 401

422 L4U Users Manual 12. The Acquisitions cataloging screen appears with all the data automatically entered 13. Review the record and make any additional cataloging changes required 14. Click Save 402

423 C HAPTER 27 ADVANCED BOOKINGS Advanced Bookings Preferences Location Settings Shipping and Scheduling Creating Bookings Global Circulation Advanced Bookings Labels and Reports Statistics Wizard Circulation by Call Number Bookings via the Web 403

424 L4U Users Manual Advanced Bookings Module In addition to the L4U product, L4U Software offers the Advanced Bookings Module (AB). L4U s Advanced Booking features are designed specifically for centralized Resource Centers, and like all L4U products it is available for either Windows or Macintosh. Shipping lists, copy management, visual calendars, pick lists, authority control and automatic shipping labels are just a few of the standard features found in this module. Advanced Bookings is enabled in Preferences and is only available when licensed. Before using Advanced Bookings, ensure that all of the appropriate Preference settings have been configured. Note: This chapter is for L4U Platinum (not Platinum Elite nor L4U Enterprise Users only. Advanced Bookings does not need L4UEnterprise to operate and is a stand alone product. Entering the Advanced Bookings Serial Number To enter the Advanced Bookings serial number: 1. File > Library Profile 2. In the Serial Number field, Enter the serial number provided with the L4U software. 3. Click Save A confirmation screen appears detailing the product number, client codes and all licensed features of L4U 4. Click Done Setting Up Advanced Booking Preferences Before using Advanced Bookings, the Advanced Booking Preferences must be set and understood. The following will help define the features and settings in the Advanced Bookings section of Preferences. To access the Advanced Bookings Preferences section, Click File > Preferences > Advanced Bookings. Enable DRC Booking Module To enable the Advanced Booking Features of L4U, go to File > Preferences > Advanced Bookings. On the Shipping tab, Select Enable DRC Booking Module. Click Save to exit Preferences. Then, run a Utilities with no options selected (see Utilities on page 377). Running Utilities generates the DRC Duplicates table. Items are considered a duplicate when the following fields are the same: local call number, title, subtitle, author, publisher name, series and media code. This table facilitates the handling of bookings for item copies to different clients during the same time period. Once these features have been activated, they cannot be disabled. 404

425 Chapter 27 Advanced Bookings Warning: Once Advanced Bookings functionality is enabled, users cannot return to standard L4U Reserves. For this reason, we recommend confirming that a viable backup of the data file exists prior to enabling Advanced Bookings. Shipping Preferences The Shipping tab in the Advanced Bookings area of Preferences is used to set the shipping schedule for the Resource Center and identify the type of schedule used by the individual locations. Shipping Available on the Following Days Establishes the days that the Resource Center will ship items. Place a check mark on any day that the Resource Center ships or receives resources. Classic Shipping Day Determination Each Location/Homeroom can have it's own specific Ship Days. By selecting Classic Shipping Day Determination in Preferences, you will be presented with a Sunday to Saturday calendar in the individual locations set up. For information on setting the Site Specific Ship Days, see page 408. Odd/Even Ship Days This setting is Location/Homeroom specific, and allows for every other day shipping schedules to be set for each location. For information on setting the start day for the Locations every other day cycle, see step 7 on page 417. Number of Padding Nights Padding nights add handling time between booking dates. This time allows for the physical processing of the materials back into the Resource Center. Padding nights are added to the END of each booking period but do not affect the length of the booking. The padding nights affect when the specific item is available to be booked again. For example: If a resource is booked for a period (including ship days) that extends from Monday to the following Wednesday with one (1) padding night set in Preferences, the resource is still due back on the Wednesday as booked. One night of processing time is added as padding before the resource becomes available again on Thursday. 405

426 L4U Users Manual Use Absolute Date on Specific Date Item Renewal AB can be set to ignore all other date settings when an item is renewed with a specific due date. Dates ignored include days open, shipping days, holidays and padding nights. Use this setting only if it is absolutely necessary to have a renewed item returned on a specific day. Rebuild DRC Item List Occasionally items that have been catalogued recently may not appear when you are trying to place a booking. If this should occur, the recommended procedure is to rebuild the DRC Item List. This button has been added to Preferences to make this procedure more convenient. Please contact L4U Support Department for more information. Note: These settings are not retroactive. If they are changed after bookings have been made, prior bookings will not be affected or altered. Scheduling Preferences The Scheduling tab in the Advanced Bookings area of Preferences is used to set up the batch printing of reports, labels, etc. and to set a few miscellaneous options. Persistent Client in Bookings This setting disables the automatic clearing of Client Information from the Advanced Bookings Screen after each booking is placed. If the check box is selected, the client information does not have to be re-entered each time when multiple items for the same client are booked. Treat One Day in Reports as Up to and Including Today When generating AB reports and labels, this feature will ensure reports include information regarding all bookings placed up to and including the date entered. If this feature is not activated, reports and labels will only be processed for the bookings placed for the specific date entered. 406

427 Chapter 27 Advanced Bookings Send Booking Confirmation s to Clients When this option is selected, L4U will automatically send an to a client whose client code was used to place a booking. This will confirm the bookings made and the dates for which they were placed. This feature will only function correctly if the client has a valid address associated with their account and if the main L4U application has been configured to communicate correctly with an server, see on page 52. The client Address is entered in the client record under the Additional Information tab. Final Booking Date This date must be entered for Advanced Bookings to function. The Final Booking date is the last date that an item can be shipped out of the Resource Center. Items cannot be booked to leave the Resource Center after this date. To allow for the return of items booked close to or on the final booking date, the Global Return Date should be a date after the value entered here, see Global Due Date on page 45. Note: This setting is not retroactive. If this date is changed after bookings have been made, prior bookings will not be affected or altered as a result of the new date. Reserve Checking On or Off If enabled, Reserve Checking will disallow the manual circulation of items with bookings. If Reserve Checking is set to Off, Circulation via the standard Circulation Screen will take place without checking for bookings with conflicting dates. Scheduled Batch Printing L4U Advanced Bookings module can be configured to automatically perform global circulations, report generation and label printing. These options are selected in the Preferences area of L4U and are set for a specific number of days in advance of the booking/shipping date. For example, if Preferences is set to 2 shippings day(s) before ship date, on Monday L4U will perform a global circulation of all bookings made for Wednesday. Additionally, you can have L4U automatically print your packing lists, check lists and labels for shipping. Packing lists will be printed in location order. The labels and check list will print in either the order they were circulated or grouped by media type (if this option is selected). L4U will take into account all holidays and ship day settings to ensure that circulation/printing does not occur on a non-work day. 407

428 L4U Users Manual To schedule batch printing: 1. File > Preferences 2. Click Advanced Bookings 3. Select the Scheduling tab 4. Click Enable Scheduled Batch Printing This option must be checked before the options in step 5 become accessible 5. In the field provided, Enter the preferred number of shipping day(s) before ship date 6. Select which reports or labels you wish to print 7. If the labels and reports should be grouped by Media, select the corresponding check box By default, Packing lists will print in location order. The Check lists and Labels will print in the order they were circulated. 8. Click Save Note: Scheduled Batch Printing will only take place on a local printer that is connected to the Server as the default printer. All scheduled printing takes place at 2:00 am. Advanced Bookings Location Settings Advanced Booking Clients are grouped into specific Locations. These locations are defined in the homerooms table. A homeroom is usually the school(s) where the individual requesting the resource is located. Each Location/Homeroom can have its own schedule. This schedule includes the location s shipping and receiving days and holidays or other dates that the location is closed. Additionally, each location can specify how the resource materials are shipped. For example, one location may use a courier where another uses the district s internal mail system. This is particularly useful if the locations receive deliveries on different days and require additional days depending on their mode of shipping. To access the AB Specific area of Homeroom Settings: 1. Functions > Homerooms 2. Click All Items 3. Double Click the Homeroom record that requires editing 4. Holiday/Ship Days, AB Shipping Settings and AB Media Restrictions tabs are accessible 408

429 Chapter 27 Advanced Bookings Holiday/Ship Days Not all locations the Resource Center ships to will have the same holiday and shipping schedule. To accommodate these variations, shipping schedules are assigned in the individual homeroom records. A holiday and shipping schedule must be entered for each location. By default, the homeroom ship/receive schedule will be the same as the Resource Center (entered in Preferences, see Shipping Preferences on page 405) and no holidays will be assigned. Note: The Holiday/Ship Days tab will default to the shipping options preselected in the Advanced Bookings Shipping Preference Settings. Homeroom Padding Nights This setting represents the number of handling nights items require when they arrive at the individual locations. Although an item may arrive at a location on a specific day, the patron may not receive it until the next day. This setting adjusts the booking period accordingly. Same Day Availability Delay This value represents the number of days a booking should be adjusted forward when a request is placed for the current day. For example, if this value is 1, then items for this location cannot be booked for the current date when the first available ship day is today (whatever the current date is). If this value is 2, then items for this location cannot be booked for a date that would cause them to be shipped from the Resource Center today or tomorrow. The number entered in the Adjust availability by X days for bookings requested with current-date shipping setting is only applied to Resource Center Open days. This means that if the Resource Center is closed on weekends, today is Friday and the Availability Delay is set to 2, the item cannot be booked and shipped out today (the current Friday) or on Monday. This availability delay is automatically applied in both administrative and online bookings. When placing the booking through the Administrator mode, the user has the option to overriding this setting if required. 409

430 L4U Users Manual To set up an individual location s holiday/ship days: 1. Functions > Homerooms 2. Click All Items 3. Double Click the Homeroom record that requires editing 4. Click the Holiday/Ship Days tab 5. Enter the appropriate number of Homeroom Padding Nights 6. For the Adjust availability by X days for bookings requested with current-date shipping, Enter the desired value 7. In the Checkboxes provided, Click the days the Homeroom Is Closed On 8. In the Checkboxes provided, Click the Homeroom Ship/Receive Days If the Advanced Bookings Shipping Preference is set to Odd/Even Ship Days, an option to select Odd or Even will appear in place of the Homeroom Ship/ Receive Days calendar. Select the appropriate Shipping Days: 9. Click Holidays 10. Enter the holidays for this specific location see Holiday Management on page 42 for more information about adding holidays Click Import DRC Holidays if this location s holidays are the same as the Resource Center 11. Once all holidays have been entered, Click Exit 12. Click Save Additional modifications can be made to this record prior to saving Warning: If you are using the DRC Holidays as a starting point for entering your holidays, be sure to Click Import DRC Holidays before manually entering any additional holidays. When importing DRC Holidays, all manually entered holidays will be overwritten. Itinerant Teachers Manage Itinerant Teachers by creating a separate client entry for each location that the teacher receives materials. The patron will then have to identify which location they are requesting the item for. 410

431 Chapter 27 Advanced Bookings AB Shipping Settings AB Shipping Settings is where the method of shipping is entered for the individual locations. From this tab, you can enter all shipping possibilities and assign a default shipper for the individual location. Creating a Shipper Before a method of shipping can be assigned to a specific location, the shipper must be created in the database. To create a shipper: 1. Functions > Homerooms 2. Double Click any homeroom record If no homerooms are displayed, Click All Items 3. Select the AB Shipping Settings tab 4. Under the Shippers in the database: area, Click Add 5. On the screen that appears, Enter the appropriate information. Include the days the shipper picks-up and delivers 6. Click Save Modifying a Shipper 1. Functions > Homerooms 2. Double Click any homeroom record If no homerooms are displayed, Click All Items 3. Select the AB Shipping Settings tab 4. Under the Shippers in the database: area, Click the Shipper Name that requires modification and Click Modify 5. On the screen that appears, Modify the necessary information 6. Click Save Note: Shipper Names are deleted by highlighting the Shipper Name in the list and SHIFT + Click Delete. You will be unable to delete shippers that are currently in use by a homeroom. 411

432 L4U Users Manual Assigning a Shipper to a Homeroom Once a shipper has been entered into L4U, you can assign it to a specific homeroom. Multiple shippers can be assigned to a single homeroom, but you must indicate which shipper is considered the default shipper. To assign shippers to a specific homeroom: 1. Functions > Homerooms 2. Double Click the Homeroom name 3. Click the AB Shipping Settings tab 4. In the Shipper Name list, Click the appropriate shipper 5. Click the green arrow The shipper name will now appear in the Shippers for this Homeroom list 6. Double Click the number in the Ship Delay column 7. Enter the number of days this shipper requires to process a shipment 8. Click OK 9. By Default, No Ship Delay is the primary shipper. This can be changed. In the Default column, Double Click No and it will change to Yes, making the new selection the default shipper 10. Click Save Pick Up and Drop Off If individuals belonging to a location prefer to pick up and drop off their materials, select the All Items are for Pick Up and Drop Off option and leave the shipper as No Ship Delay. No additional shipping days will be added to their bookings. 412

433 Chapter 27 Advanced Bookings AB Media Restrictions Patrons can be prohibited from booking specific media types dependant upon their homeroom assignment. Patrons are still able to search on all media types; however, they are prohibited from placing a booking on the restricted item(s). If the booking is attempted from the administrative booking screen, then the option is given to override the restriction. To Place Media Restrictions on a Homeroom: 1. Functions > Homerooms 2. Double Click the Homeroom name 3. Click the AB Media Restrictions tab 4. To select the media types to restrict, use one of the following methods: In the List of all Media in the database, Click the Media to be restricted and Click the single blue arrow Media selections can also be made by Double Clicking the media name in the complete list Click and Drag the selected media types to the Prohibited list Click the double blue arrow to move ALL media types to the restricted pane 5. The selected media types will be listed in the Prohibited List. Repeat for as many media types as necessary. 6. Click Save Note: To delete a specific media type from the prohibited list, simply Click the media name and Click the red arrow. To remove all media types from the Prohibited List, Click the double red arrow. 413

434 L4U Users Manual Web Privileges The level of access a patron has to various features of L4U is controlled through a number of settings. The options that are relevant to the Advanced Bookings module are found in the Homeroom settings under Web Privileges. These include the ability to Login to the ipac, place bookings and adjust the booking period. To enable clients within a specific homeroom to place bookings, two areas of L4U must be checked. The first is a setting in Preferences and the second is in the Web Privileges. Please refer to the relevant chapters of the L4U Web Manual for more information on the L4U ipac. To set up L4U to accept patron bookings: 1. File > Preferences 2. Click L4U ipac 3. Select the Search Options tab 4. Ensure that Allow Reserves/Bookings from ipac is set to Yes 5. Click Save 6. Functions > Homerooms 7. Double Click the Homeroom name 8. Click Web Privileges 9. Check Clients can perform Reserves/Bookings and any other desired options (see below) 10. Click Save to save the Web Privileges 11. Click Save to save the Homeroom edits Clients can Perform Reserves/Bookings This option determines if Clients that belong to this Location (Homeroom) are allowed to place Bookings via the ipac. If this option is not selected, patrons will still be able to search and view the catalog but will not be able to place a booking. Allow Bookings for any specific period If the Resource Center allows Advanced Bookings to be placed from the ipac, this setting specifies whether the client can designate their own due date, or whether the item s loan type and shipping details dictate the due date. If selected, clients can set their own due dates. 414

435 Creating Advanced Bookings Chapter 27 Advanced Bookings Clients can send s Click Clients can send s to allow patrons to the bookbag contents. For more information on this feature, please see see Send Bookbag by on page 71 in the L4U Web Manual. When the Advanced Bookings module is enabled, the reserves area of L4U is used for placing bookings on materials. A booking is created by entering the client information and the item information. The dates requested are then entered and L4U checks the availability of both the item and the client for any conflicts with other bookings. When a booking is placed, various settings are taken into consideration. These include, availability of the item, loan type of the item, shipping schedules for the resource center and location, and any days that either location may be closed. Due to these various considerations, the dates requested may not be identical to the dates the booking is eventually made for. The dates will be adjusted to ensure the client receives the item for the ideal length of time while taking into account, all shipping and handling considerations. If enabled, Bookings can be placed via the Web. Please see Web Privileges on page 414 to Enable Web Bookings. Please see Bookings through ipac on page 433 for more information on placing Bookings via the Web. To place a booking: 1. Functions > Reserves - Bookings 2. Click Add Item 3. Type in a Client Code, or client first or last name (if using names, select the appropriate client from the drop down list displayed) 4. Type in a Title or Call Number Details regarding the availability of both the client and the item will display in red at the bottom of the screen. 5. Select the appropriate title from the drop down list that appears If an exact match occurred on the typed data, no list will be provided 415

436 L4U Users Manual 6. Once the appropriate client and item are displayed, Click Next 7. The calendar displays the next available dates for a booking. Details such as when the item is in transit and the time a client is in possession of the item are indicated by the various colored banners. The length of the booking defaults to the item s loan type. To change the booking date from the default, Click the requested start date on the calendar. By default, L4U will adjust the booking to the requested start date and the automatic end date, taking into account the shipping and handling and the loan type of the item. 416

437 Chapter 27 Advanced Bookings 8. To change the Item Until Date (due date), SHIFT + Click the last day of the booking on the calendar. Note: Booking dates can also be adjusted by entering the dates directly within the Client Item For and Client Item Until fields provided. This is done either by Double Clicking the field and typing in the new data or by using the drop down calendar. 9. Select the appropriate Shipping Method from the drop down list 10. Make any other necessary changes to the booking. Keep in mind that making changes such as number of copies requested and For Pick Up or Drop Off will change the availability of the item. 11. Once the booking is satisfactory, Click Book It 12. A confirmation screen appears with the details of the booking, Click OK The Client/Item Info screen reappears ready for the next booking Viewing the DRC Calendar During the booking process it may be useful to view the booking from the point of view of the district resource center. From this perspective, the end user will see when the items are physically out of the District Resource Center (DRC). To change the calendar view, Click the drop down menu under 417

438 L4U Users Manual Calendar Info and select either client or DRC dates. Below is an example of the same booking displayed using the two different calendars. VS. Client Dates DRC Dates Calendar Legend The calendar displays using a color legend to identify the various parts of a booking. To define the meaning of a particular color, hold the mouse over the colored squares and a pop up message will provide the definition. Brown - Book available from DRC, Green - Available for client (considering default shipping methods), Black - Shipping and handling (Item in Transit), Blue - Booking to be made, Turquoise - Old booking during modification, Grey - Shipping and handling for booking to be made, Gold - After final booking date, and Red - After global return date. Display Booking Details The Display Booking Details checkbox controls the display of the text description of the steps taken to place the booking and can be on or off. Patron Summary At anytime during the booking process, you can view the Patron s booking information by Clicking the Patron Summary tab. The summary includes the client, client code, items currently out and the client s current bookings. This list can be printed by Clicking Print. 418

439 Modify a Booking by Title To modify a booking by title: Chapter 27 Advanced Bookings 1. Functions > Reserves - Bookings 2. Double Click on the Item record to be modified 3. Click the individual Booking to be modified 4. Click Modify The item booking screen appears, displaying the old booking as a turquoise colored banner 5. If the booking is for multiple copies a message will appear. Click the appropriate option. Modify just 1 highlighted copy - the changes will apply to only the one copy and all other copies will maintain the original dates Modify All X copies - X representing the total number of copies booked 6. Modify the Item For Date and/or the Item Until Date as required Use the booking calendar or manually enter the date in the field provided or use the drop down calendar to select the date. 7. Click Modify It 8. A confirmation screen displays with modified date(s), Click OK Click Cancel to discard changes 9. Click Done Note: Multiple copies of an item can be booked as one request. When modifying this type of booking, the user must identify whether they wish to modify the booking for a single copy or for all copies. Modifying a Booking by Client Bookings can also be located and modified by the client placing the booking. To modify a booking by the client: 1. Functions > Circulation 2. Enter the client barcode or type the client name 3. Click Active Bookings 4. Double Click the Title of the item to be modified 5. Continue with step 3 above. 419

440 L4U Users Manual Delete a Booking 1. Functions > Reserves - Bookings 2. Double Click on the Item to delete the booking from 3. Click All Items 4. To delete a single booking on the item, Click the entry to delete 5. SHIFT + Click Delete To delete all entries, skip step 4 and Shift + Click Delete All 6. Click Delete to confirm the deletion Click No - Don t Delete to cancel the deletion 7. A confirmation screen appears, Click OK 8. Click Done Deleting Bookings in a Specific Date Range Occasionally, you will need to delete all bookings within a specific date range. Perhaps there are a number of failed bookings from last year that need to be removed from the system. To delete all bookings in a specific date range: 1. Functions > Reserves - Bookings 2. Subset the titles to work with or Click All Items to purge all records of a specific date range. 3. SHIFT + Click Delete 4. A confirmation screen appears, Click Proceed 5. Enter the starting value for the date range and Click OK 6. Enter the ending value for the date range and Click OK 7. A confirmation screen appears, Click OK Note: Only dates in the past can be used for the Date Range Deletion. Bookings for the future must be deleted individually. 420

441 Chapter 27 Advanced Bookings Global Circulations Global Circulation is the batch processing of all items with the status of In and that are booked for a specified date. To perform a Global Circulation: 1. Reports > On Reserve 2. Click Global Circ 3. Enter the Ship Date for circulation 4. If only one media type should be circulated for the selected date, Use the Media drop down list and select the appropriate media name. By default, L4U will circulate all media types for the selected date 5. Select whether or not to assign barcodes If Assign Barcodes as Items are Processed is selected, L4U will automatically assign the first available barcode to items with multiple copies. If this option is unchecked, you must scan each individual item after it is pulled from the shelf. This option is useful if you are circulating a single item that has a large number of copies. 6. Click OK All items with a status of IN and are scheduled to ship on the specified date will circulate If a future date is selected for the ship date, all bookings prior to that date will be skipped and only bookings that have a status of In and are for the date specified will be processed If a past date is selected for the ship date, the items, if available, will circulate out, but will still be due back on the original Until Date. If the Until Date has past, the items will not circulate. 7. A confirmation screen appears, Click OK 8. The Global Circulation Results screen will confirm all of the circulations that took place Note: From the Global Circulation Results screen you can view any failed circulations, print Pick Cards, Check Lists and Packing Lists as well as Custom Quick Reports for all Media Types or by a single Media Type. 421

442 L4U Users Manual Assign Barcodes If you chose to assign barcodes during global circulation, the Global Circulation Results screen will list all items barcodes as TBD (to be determined). Circulation must be completed by scanning each of the items into L4U. On the Global Circulation Results screen, Click Assign Barcodes. As each item is scanned, the item s booking information is displayed. Once all items have been entered, Click OK. The results screen will appear with the items listed with their barcodes. Failed Circs It is possible for a booking to fail. The most common reason being that the item is overdue and has not yet been returned by the previous borrower. Bookings will fail if the item has a status other than In. A failed circ may also occur if the barcode was not scanned during the Assign Barcode process. To view failed circs, Click the Failed Circs icon on the Global Circulation Results screen. This list can be printed from this screen by Clicking Print. Viewing Previous Global Circulations After Items have been Globally Circulated, they can be viewed for up to seven calendar days from their date of circulation. This includes both successful and failed Circs. and any Global Circulations that were done for future dates. To view previous Global Circulations: 1. Reports > On Reserve 2. Click Previous Circs 3. The Global Circulation Management screen will display 4. Click the Date Filter drop down list and select the start date from which to view Previous Global Circulations. 422

443 Advanced Bookings Reports Resource Center staff are responsible for organizing and shipping materials to various individuals at various locations. This process can be made easier by utilizing the L4U Advanced Bookings reports, labels and lists functions. Most often these documents are printed immediately after a global circulation. However, they can be printed prior to circulation, but will not include complete information (example: uncirculated items will be listed without their barcode). To print a report/list/label prior to circulation go to Reports > On Reserve. On the criteria screen, select the appropriate date, client and schools settings. Then Click the button representing the document you wish to produce. Chapter 27 Advanced Bookings Check Lists Check lists are a listing of all materials to be shipped for a specific day. This list is used to pull the materials from the shelf. The list prints with a checkbox for each item, encouraging you to check off each item as it is gathered for processing. Information printed on a Check list includes: Call Number Accession Number (only if previously assigned) Title Client Name School Date Leaves DRC Ships Via To Print a Check List: 1. Conduct a Global Circulation (see Global Circulations on page 421) 2. On the Global Circulation Results screen, Click Checklist 3. A confirmation screen appears, if the items should be sorted Click Yes 4. Using the Order By editor, enter the field(s) to sort the list by, Click Order by 5. On the Print Setup screen, make any necessary modifications, Click OK this screen varies depending upon the printer selected 6. Click OK 423

444 L4U Users Manual By default, print preview is selected in the print dialogue. If this has not been changed, Click the print icon to complete printing Packing List A Packing List is a complete list of all items being shipped to a specific location. This document includes, Client Name, Item Title, Return Date (Due Date), Return Via (Shipper Name), Packed by (space for writing in name) and Received by (space for writing in name). Each location will have its own Packing List printed. To print Packing Lists: 1. Conduct a Global Circulation (see Global Circulations on page 421) 2. On the Global Circulation Results screen, Click Packing List 3. On the Print Setup screen, make any necessary modifications, Click OK This screen varies depending upon the printer selected 4. Click OK By default, print preview is selected in the print dialogue. If this has not been changed, Click the print icon to complete printing. Repeat steps 3 and 4 for each location Pick Lists A Pick List is a label or slip attached to the individual items being shipped. It generally includes, who the item is for and the date the item is due back. Pick Lists utilize the standard L4U Label Editor and therefore, are completely customizable. To save time, create a label template with the desired information and save it to the data file (for more information on using the label editor, see page 210). To print a Pick List: 1. Conduct a Global Circulation (see Global Circulations on page 421) 2. On the Global Circulation Results screen, Click Print 3. Click the Labels tab 4. Click the label template to use If the list is blank, a template must be created (see page 210). 5. Click Print 6. On the Print Setup screen, make any necessary modifications, Click OK This screen varies depending upon the printer selected 7. Click OK 424

445 Chapter 27 Advanced Bookings By default, print preview is selected in the print dialogue. If this has not been changed, Click the print icon to complete printing. 425

446 L4U Users Manual 426 Custom Reports Custom AB Reports can be printed directly from the Global Circulation Results screen. To print a Custom Report: 1. Conduct a Global Circulation (see Global Circulations on page 421) 2. On the Global Circulation Results screen, Click Print 3. Click the Reports tab 4. Click the report template to use If the list is blank, a template must be created, Click Custom and create a report (see Custom Report Editor on page 233). 5. Click Print 6. On the Print Setup screen, make any necessary modifications, Click OK This screen varies depending upon the printer selected 7. Click OK By default, print preview is selected in the print dialogue. If this has not been changed, Click the print icon to complete printing. Resource Center Catalog Resource Centers often publish catalogs of their holdings and make them available to the various locations that they service. A complete catalog can quickly be printed from L4U using the L4U Catalog Wizard. To print a catalog: 1. Reports > On Reserve Previous records can be cleared or maintained 2. Click Catalog 3. The Catalog Wizard displays to walk you through the process, Click Next 4. Select the records to use in the catalog, Click Next 5. From the drop down list, Select the number of columns to use on each page. Check whether or not to use a line separator between records and Click Next 6. Enter the report options you wish to use, Click Next 7. A confirmation screen appears, Click Process 8. Click Print Note: You can print the entire collection as a catalog or select specific media types and print separately.

447 Chapter 27 Advanced Bookings AB Statistics Report Wizard The AB Statistic Wizard can be used to quickly and easily create a variety of statistical reports. Similar to report wizards found elsewhere in L4U, generating a report is accomplished through a guided step by step process. To use the AB Statistic Wizard: 1. Reports > Statistics 2. Click AB Statistics Wizard 3. Click Next 4. Select the Statistic Type 5. Select a Starting Date for the report Default is the Year Start Date as set in Preferences 6. Select an Ending Date for the report Default is the current date 7. Select whether the Statistics are to relate to the ipac (web), DRC or ALL 8. Click Next 9. Select the required General Statistic Details 10. Click Next 11. Select whether to display a Chart (Graph) or Text File format report If the format is Chart, select the desired Chart Type from the drop down list. 12. If applicable, use the drop down list to select the Display all items that were booked X times 13. Enter the Number of Items to be displayed on the report 14. Click Next 15. Print or Copy the report as required 16. To exit, Click Done Note: Reports can be copied and pasted into any application that will accept pasted information. Charts are copied as graphics. 427

448 L4U Users Manual Advanced Bookings and Standard Circulation The standard circulation screen is used for processing circulation for walk-in traffic to the resource center and for circulating items back into the Library. When circulating items via the standard circulation, L4U will check for any booking conflicts on items being circulated in this manner. If conflicts exist, the user is given the opportunity to over-ride the booking. If the booking is not over-ridden, then the circulation is cancelled. For more information on standard circulation, see Circulation on page 149. Circulating Items by Call Numbers The AB Module allows for circulation by Call Number in addition to Accession Number or Title. To Circulate by Call Number: 1. Functions > Circulation 2. Do one of the following: Scan or manually enter the client barcode in the Enter Barcode Here field Type the first few letters of the client s first or last name in the respective fields, and select the correct client from the drop down list 3. Click Circulation by Call Number icon 4. Type the first few letters of the required Call Number in the Enter Call Number Here field 5. From the list, Select the correct title 6. A circulation confirmation with accession number displays, Click OK If the due dates require adjustment due to other bookings an Alert will display, Click OK 7. Click Exit Note: The item is automatically circulated when selected in the list screen. 428

449 Chapter 27 Advanced Bookings Conflicts with Existing Bookings If circulation is attempted for an item with a future booking that results in the item not being available for the whole Loan Period, the following screen is displayed. You can then use the Circtime Override function to specify a shorter Loan Period which does not conflict with the future booking, see Circulation Period Override on page 430 for more information. Shipping from Circulation Although circulation out (as opposed to global circulation) is most often performed for walk-in traffic, it is possible to use standard circulation and still take into account shipping schedules. Shipping settings are used to extend a loan period to account for delays due to shipping and handling. For a more in depth explanation of shipping schedules, see page 405 and page 411. This functionality might be useful in the following situation. A patron walks into the resource center and wishes to borrow an item. The item, however, will be returned via the standard courier service. In this scenario, the administrator would perform a standard circulation with the Ship In mode selected. The ship method is selected prior to circulating the item and is set by Clicking the Shipping icon until the correct ship mode displays. No Ship When this mode is selected, Circulation will take place with no consideration for shipping schedules. The presumption is that the Item has been picked up and will be dropped off when due. Ship Both When Ship Both is selected, circulation will take place with consideration for the DRC settings (current date must be a ship day or the circulation will fail) and Default Shipper settings for the Client's Homeroom including Ship Delay and Homeroom Padding settings. Use this mode for items that will be shipped to the Client and will be shipped in return. 429

450 L4U Users Manual Ship Out When the Ship Out mode is selected, circulation will take place while taking into consideration the DRC settings (current date must be a ship day or the circulation will fail) and Default Shipper settings for the beginning of the loan period only. Use this mode for Items that will be shipped to the Client but will be dropped off directly to the Resource Center when due. Ship In When the Ship In mode is selected, circulation will take place while taking into account the Default Shipper settings for the end of the loan period only. Use this mode when the Item will be picked up by the Client but will be shipped back to the Resource Center when due. Slip Printer Functions from Circulation If a Slip Printer has been connected and set up on the Circulation Station, Circulation Transaction Receipts (slips) may be printed at the time of circulation. These slips will contain the following information: Date of circulation Patron name and code School name and code Item title, call number, accession number and due date Client for and return dates To print Circulation Transaction Receipts: 1. Functions > Circulation 2. Do one of the following: Scan or manually enter the client barcode in the Enter Barcode Here field Type the first few letters of the client s first or last name in the respective fields, and select the correct client from the drop down list 3. Click the Slip Printer icon 4. Perform circulations as normal (by Accession Number, Call Number or by Title) 5. When complete, Click the Slip Printer icon again to cut the receipt Note: Steps 3 to 5 must be repeated for each client requiring a receipt. 430

451 Chapter 27 Advanced Bookings Circulation Period Override Automatic Circulation periods may be over-ridden at the time of circulation. L4U will automatically check these overrides for booking collisions and allow the user to take appropriate action if a booking collision is detected. To enable Circtime Override: 1. Functions > Circulation 2. Do one of the following: Scan or manually enter the client barcode in the Enter Barcode Here field Type the first few letters of the client s first or last name in the respective fields, and select the correct client from the drop down list 3. Click Controls 4. Select Circtime Override 5. Click Done The Circtime Override will remain in effect until it is turned off. To turn the Circtime Override off, follow Steps 1-5 and deselect Circtime Override in Step

452 L4U Users Manual Client Return Date versus DRC Return Date Once Circtime Override is enabled, when an item is circulated out, the following screen appears: If Client Return Date is selected, then the date specified is the date when the Client would return the material to the DRC or (if Ship Both or Ship In is selected) the date when the material would leave the Client s location to be shipped back to the DRC. If DRC Return Date is selected, then the date specified is the date when the material must be back at the DRC. You can enter a specific date in the Date field or Click the Use Loan Type for Client Dates button to use the Loan Type s Loan Period. In either case, the Client Return Date is displayed as well as the DRC Return Date. 432

453 Chapter 27 Advanced Bookings Renew Item from Circulation Items that specific clients have out may be renewed directly from the circulation screen. L4U will automatically check these renewals for booking collisions and allow the user to take appropriate action if a booking collision is detected. For further information on renewals from circulation, see Renew Items on page 159. Viewing Current Bookings from Circulation Clients current bookings may be viewed from the Circulation Screen. To view a client s current bookings: 1. Functions > Circulation 2. Do one of the following: Scan or manually enter the client barcode in the Enter Barcode Here field Type the first few letters of the clients first or last name in the respective fields, and select the correct client from the drop down list 3. Select the Active Bookings Tab The Current Advanced Bookings by Title screen displays only the bookings made by the selected client Returning Items to the Library When an item is physically returned, it has to be circulated back into the Library. This is done via the standard Circulation Screen. To Circulate an item back into the Library: 1. Functions > Circulation 2. In the Enter Barcode Here field, scan or type the item s Accession Number The item has been circulated back into the Library 3. Repeat this for all items that need to be returned Immediate Ship Notifications Often items are returned late and a subsequent booking can not be fulfilled as a result. When an item with a missed booking date is returned, L4U notifies the user performing the Circulation and an Immediate Ship Notification is added to the Advanced Bookings Reports for the item. If the center has a slip printer connected to the circulation station, then an additional option of printing an Immediate Ship Notification Slip is offered. 433

454 L4U Users Manual Bookings through ipac L4U installations that are licensed for L4U Freedom can be configured to allow bookings over the Internet. The administrator can activate certain preference settings that include the ability to renew items, modify and place bookings. To enable this functionality, clients must be assigned valid PIN numbers and have the appropriate privileges set in their accounts. Placing an ipac Booking In order to place a booking via the web, Preferences must be set up to allow bookings via the web (see Web Privileges on page 414) and the Web privileges must be set to allow client reserves/bookings (see page 27 in the L4U Web Manual). Clients can place bookings on a single item or multiple items at one time. To place a booking on a single item via the web: 1. On the ipac home page, Click Log In 2. Enter the client barcode and the PIN/Password 3. Click Login 4. My Profile screen will appear, Click Home or a specific search type. 5. Enter the search criteria and execute the search (see page 37 of the L4U Web Manual for more information on conducting ipac searches) 6. From the Hits list, Select the desired item 7. On the item detail page, Click Place a Booking 8. Step 1 - Choose Date and Settings appears. In the field provided or using the pop up calendar, Enter the Date Required 9. Click Submit 434

455 Chapter 27 Advanced Bookings 10. If the requested date is unavailable, Step 2 - Date Adjustments appears with any date adjustment and the reason it occurred. Select the next best booking period and Click Submit 11. Step 3 - Confirmation appears. Click Confirm Alternatively, Click Go Back and enter an new date 12. Step 4 - Booking Details appears. Click either Home or Return to Search to continue 435

456 L4U Users Manual Placing Multiple Bookings from a Bookbag Most patrons placing advanced bookings are doing so for more than one item. Using the bookbag feature of L4U ipac, users can place a booking on multiple items at one time. However, items must be grouped by date required, as all items in the bookbag are booked at the same time, for the same dates. 1. On the ipac home page, Click Log In 2. Enter the client barcode and the PIN/ Password 3. Click Login 4. My Profile screen will appear, Click Home or a specific search type. 5. Enter the search criteria and execute the search (see page 37 of the L4U Web Manual for more information on conducting ipac searches) 6. From the Hits list, Select the desired item(s) by Clicking the checkbox to the left of the Title 7. Click Add to Bookbag 8. Once all items have been added to the bookbag, Click Display Bookbag 9. Click Place a Booking on Current Bookbag If you have not previously logged in, Enter the client code and PIN, then Click Login In Client For Date, Enter the date for which the booking is required Alternatively, Click the calendar to the right of the field and select the date from the pop-up calendar. 11. If the items are required for a time period other than the loan period and if this feature is enabled in the Web Privileges for the client s Homeroom, Enter the Client For Date Alternatively, Click the calendar to the right of the field and select the date from the pop-up calendar. 12. If additional copies are required, Enter the number in the field(s) provided

457 Chapter 27 Advanced Bookings 13. Click Check Availability 14. A list appears outlining which items can be booked for the requested time period and those that cannot. 15. To place the booking on the available items, Click Confirm A screen appears listing the items booked and the due date for each. 16. If some or all bookings failed due to unavailability, a second attempt can be made by Clicking the browser s Back button and entering a new date Modifying a Booking Once a booking has been placed it is possible to view it online and make modification to the dates. To modify a web booking: 1. On the ipac home page, Click Log In 2. Enter the client barcode and the PIN/Password 3. Click Login 4. My Profile screen will appear, Click Advanced Bookings 5. From the list that displays, Select the bookings to be modified and Click Modify Selected Bookings 437

458 L4U Users Manual 6. Enter the new date(s) 7. Click Check Availability 8. A list appears showing which bookings may be modified and which can not. Click Confirm To continue making modifications, Click Go Back. 9. A screen appears listing the items booked and the modified due date for each Deleting Bookings through ipac Once a booking is placed it can be viewed and deleted online. To delete an existing booking: 1. On the ipac home page, Click Log In 2. Enter the client barcode and the PIN/Password 3. Click Login 4. My Profile screen will appear, Click Advanced Bookings 5. From the list that displays, Select the booking(s) to be deleted 6. Click Delete Selected Bookings 7. A confirmation screen displays, Click Confirm To return to the Advanced Bookings screen without deleting the bookings, Click Go Back. 438

459 C HAPTER 28 L4U MOBILE L4U Mobile Installing L4U Mobile Configuring L4U Mobile Circulation with L4U Mobile Uploading/Synchronizing Logs and Details Viewing Old Transactions Failure and Warning Codes 439

460 L4U Users Manual L4U Mobile L4U Mobile is a powerful tool designed to allow mobile collections (i.e. Bookmobiles etc.) to circulate Library Resources in and out of the collection via a remote computer. L4U Mobile is not connected to the main L4U Platinum data except during synchronization (upload of the off site circulated items). L4U Mobile may be installed on most modern Windows or Macintosh laptop and workstation computers. To avoid confusion in this chapter, the L4U Mobile computer shall refer to the remote computer that is used to gather the circulation data. It must have the L4U Mobile application installed on it. The L4U Platinum computer shall refer to the computer that contains the library s collection. It will be the L4U Platinum Single User computer or the L4U Platinum Client computer. Installing L4U Mobile L4U Mobile may be installed on either Windows or Macintosh computers. L4U Mobile must be installed on the computer that will be traveling with the mobile collection or on site with the remote collection. L4U Mobile does not need to be installed on the same computer as L4U Platinum although you may do so to test or train with L4U Mobile. Windows To install L4U Mobile on a Windows computer: 1. Insert the L4U Mobile CD in the computer s CD/DVD ROM Drive. 2. The installer should launch automatically. If it does not, open the contents of the CD/DVD Drive and Double Click on the LM10W.exe file. 3. Click Install L4U Mobile 4. Follow the on screen instructions to complete the L4U Mobile installation. 5. Once installation is complete, Click Exit. The L4U Mobile CD may be removed from the computer. Macintosh To install L4U Mobile on a Macintosh computer: 1. Insert the L4U Mobile CD in the computer s CD/DVD ROM Drive. 2. Double Click on the L4U Mobile CD icon on the desktop 3. Double Click on the LM10M.app file. 4. Click Install L4U Mobile 5. Follow the on screen instructions to complete the L4U Mobile installation. 6. Once installation is complete, Click Exit. The L4U Mobile CD may be removed from the computer. 440

461 Configuring L4U Mobile Chapter 28 L4U Mobile Once the L4U Mobile application has been installed, it must be configured to operate with the main L4U Platinum collection. Both the L4U Mobile application and L4U Platinum application must be configured to work together before any mobile or remote circulation is started. L4U Mobile Settings On the L4U Mobile computer: 1. Double Click on the L4U Mobile icon on the computer s desktop. Note: The first time L4U Mobile is launched, the installation will require a unique name. Unique naming is required in the event that there are multiple mobile or remote collections that connect to the same host L4U Platinum installation. 2. After the unique name is applied, the L4U Mobile application will automatically initialize itself (no internet connection is required at this point). Once initialized, the L4U Mobile Circulation screen will automatically display. 441

462 L4U Users Manual 3. Click Settings 4. Ensure that Client Prefix 1 and Client Prefix 2 match the Client Code prefix used in L4U Platinum (see Enterprise Client File Barcodes on page 57). 5. In Full Web Address of L4U Main enter either the IP Address or fully qualified Domain Name of the L4U Platinum computer (in a Multi User installation, this will be the Server computer). If no Port Number is specified, port 80 will be used as the default port. For Macintosh computers, this most likely should be set to 8080 (e.g :8080). If a different port is being used, it must be specified. 6. Optionally a password may be entered in the Web Connection Password field that will allow this L4U Mobile computer to connect to the L4U Platinum computer (see see L4U Platinum Settings on page 443) 7. Put a tick in the Wait for Circulation Report check box if circulation confirmation reports are to be viewed after each successful upload connection. 8. If direct connection uploads are not going to be used, or are not possible, the remote circulation data may be transferred via a standalone file and then copied to a floppy disk, CD or USB key drive. If this process is to be used, under Folder of Exported Files, Click Specify Folder and navigate to the folder to be used. 9. Click Return 442

463 Chapter 28 L4U Mobile L4U Platinum Settings Before data from L4U Mobile can be integrated with L4U Platinum, the L4U Platinum settings in Preferences must be configured on the main computer (either the L4U Platinum Single User computer or the L4U Platinum Client computer). To set the L4U Platinum Preferences: 1. File > Preferences 2. Click Circulation 3. Click the L4U Mobile tab 4. Place a tick in Accept Incoming Web Connections check box 5. Optionally, place a tick in Password Required check box and enter the password. If this field is used, the EXACT password must be entered in the L4U Mobile application Settings screen. 6. L4U Platinum will keep an ongoing set of Logs for L4U Mobile transactions. Click Browse to select a location to store these logs. 7. Make the appropriate selections from General, see below 8. Click Save Ignore Transactions Older than X Days With this setting enabled, L4U Platinum will ignore any L4U Mobile transactions that were created X days before today. By default, this value is set to 14. Thus, any L4U Mobile Transactions that are attempted to be uploaded that are older (in this example) than 14 days would be ignored and discarded. 443

464 L4U Users Manual Circulation with L4U Mobile Ignore Transaction if Newer Circulation Exists If this setting is selected, it will prevent older L4U Mobile transactions from affecting a newer Circulation on the same Item. For example: Susan borrowed the Book Cats two weeks ago from the Bookmobile and L4U Mobile was used to record the transaction. That Bookmobile s L4U Mobile application has not been uploaded/synchronized with the main L4U Platinum collection until today. One week ago, Susan returned Cats to the main L4U Platinum Library. It was noted that L4U Platinum did not have a record of her having it out but all was forgiven and the book was shelved. A day later, Tom borrowed the same book Cats from the main L4U Platinum Library for a period of two weeks (he still has it out). As stated previously, the Bookmobile collection where the book originally came from has not had it s L4U Mobile Data uploaded/synchronized until today. As long as the Ignore Transaction if Newer Circulation Exists setting is selected, there will be nothing to worry about. If it was not selected, then the book Tom has out would be automatically circulated back in and then circulated out to Susan which would be the cause of incorrect circulation information being tracked in L4U Platinum. Please bear this example in mind when selecting this setting. Create Integration Response File When L4U Mobile Uploads/Synchronizes with L4U Platinum an Integration Response report is automatically sent back to the L4U Mobile application. If Synchronization is being accomplished with the stand alone file that can be generated by L4U Mobile, this setting can be used to generate an Integration Response File which can then be returned to the L4U Mobile application. This feature is optional. Circulating Items Out 1. Ensure Circ Out is enabled. If not, Click the button to toggle to Circ Out. 2. Scan or enter a client code into the Enter Barcode Here field 3. Scan or enter an Accession number (item barcode) into the Enter Barcode Here field 4. Continue scanning or entering items for the active client Note: There is no need to scan the client code before each item. You only need to scan the client code when changing clients 444

465 Circulating Items In Chapter 28 L4U Mobile 1. If necessary, change the Circ In/Out button to Circ In by clicking on it 2. Scan or enter the Accession number (item barcode) into the Enter Barcode Here field 3. Repeat step 2 for all items being returned. Note: There is no need to scan the client code when returning items Making Corrections Occasionally, an Item may be Circulated Out instead of In or vice versa. With L4U Mobile you can easily correct this type of mistake. Once the Item has been Circulated, simply click on the drop down arrow in the Status column beside the incorrectly circulated Item and change Status from In to Out or vice versa Uploading/Synchronizing L4U Mobile Once remote circulation has been accomplished, the L4U Mobile Circulation data needs to be uploaded to the L4U Platinum computer. This can be done in two ways, either via a network/internet connection or by having L4U Mobile create a standalone file that can be ed or copied to an external diskette/usb Drive. 445

466 L4U Users Manual Via Network/Internet To upload via a Network or Internet connection: 1. Click Upload. 2. A message displays that a Web Connection is being attempted. Click OK 3. A screen displays inquiring whether to continue displaying the successful circulations. Click No, leave it on the screen 4. Review the transaction details 5. Click Return 6. The L4U Mobile Circulation data has now been uploaded and synchronized with the L4U Platinum application. Note: In order for this feature to function correctly, the L4U Mobile application Settings must be configured correctly, see L4U Mobile Settings on page 441. Also, some form of internet or network connection must exist between the L4U Mobile application and the L4U Platinum Server or Single User application. 446

467 Chapter 28 L4U Mobile Via External File This feature allows the L4U Mobile Circulation data to be synchronized with the L4U Platinum application via an external file stored on a floppy disk, USB thumb drive or other removable media. To Synchronize via an external file: 1. In L4U Mobile, Click File Export. The information will be exported to the location specified under Settings. 2. A screen displays inquiring whether to continue displaying the successful circulations. Click No, leave it on the screen or Hide as required 3. Move the exported file to either the L4U Platinum Single User computer or a computer running L4U Platinum Client. Note: The naming convention for the file is Bookmobile_4NX_YYMMDD.L4M with Bookmobile representing the name of the mobile collection and YYMMDD representing the date the file was created. 4. In L4U Platinum, Functions > Circulation 5. Click the L4U Mobile tab 6. Click Import Data 7. Review the messages as they are displayed, if it is not required to review the messages, Click Do Not Show 8. Click OK Note: In order for this feature to function, the L4U Mobile application Settings must be configured correctly, see L4U Mobile Settings on page 441. Reintegrating the L4U Mobile Response File When the Synchronization of the L4U Mobile Circulation data is done via a network or internet connection, the Integration Notes are available on the L4U Mobile computer immediately. When the Synchronization is done via an external file, you may generate a response file to send back to the L4U Mobile computer via , removable disc such as a CD or USB thumb drive. This is an optional feature. If you wish to use this feature, ensure that Create Integration Response File has been selected in L4U Platinum Preferences, see L4U Platinum Settings on page 443. After Circulation Data has been synchronized, an L4U Mobile Response File will have been created in the location specified in Preferences. Note: The naming convention for the file is as follows: RSP_Bookmobile_4SI_YYMMDD.L4M with Bookmobile representing the name of the mobile collection and YYMMDD representing the date the file was created. 447

468 L4U Users Manual Logs and Details To reintegrate this file with the mobile computer: 1. Move this file to the computer L4U Mobile is running on 2. Launch the L4U Mobile application 3. Close the L4U Mobile Circulation screen if it is open 4. File > Integrate Response 5. Click OK 6. Select the L4U Mobile Response file moved to this computer in Step Click OK 8. Review the Integration Notes 9. Click Return All L4U Mobile circulations, either successful or otherwise, are tracked and stored in L4U Platinum. All of this information can be Queried and Reported on using the standard L4U Platinum Query and Report Editors. L4U Platinum tracks these events as three distinct areas. Mobile Connection Details Mobile Connection Details can be viewed from Circulation in L4U Platinum. This information details exactly what transpired during each Upload or Synchronization from any L4U Mobile installation to the main L4U Platinum application. To view this information: 1. Functions > Circulation 2. Click the L4U Mobile tab 3. Double Click on the connection to view specific detail 4. The detail information may be copied to the computer's clipboard for use in other applications ( , spreadsheets etc.). Use the Copy to Clipboard button to do this. 5. Click Done to return to the L4U Mobile Connections Management screen 448

469 Chapter 28 L4U Mobile Databases Databases refer to specific installations of L4U Mobile. Many users will only have one remote or mobile collection so there will only be one Database recorded here. If there is more than one installation of L4U Mobile (i.e. multiple Bookmobiles etc.) then those installations will be detailed here. To access this information: 1. Functions > Circulation 2. Click the L4U Mobile tab 3. Click Databases 4. Double Click on the Database to view its specific information 5. Click Done 6. Click Connections to return to the L4U Mobile Connections Management screen Log The Log details specific information about each L4U Mobile Circulation transaction, both successful and otherwise. To view specific information about individual transactions: 1. Functions > Circulation 2. Click the L4U Mobile tab 3. Click Log 4. Double Click on the required transaction to view its specific information 5. To view only Circulated transactions, Click Circulated 6. To view only transactions with Warnings, Click Warnings 7. To view only transactions that Failed, Click Failed 8. To return to the L4U Mobile Connections Management screen, Click Connections 449