INFOLIB2015 USER INSTRUCTION GUIDE

Transcription

1 INFOLIB2015 USER INSTRUCTION GUIDE Welcome to Infolib2015. This is the step-by-step tutorial on how to use Infolib2015. To enter the program, Double click the Infolib Icon from the desktop. For the first time user, use the default login Username : admin Password : admin 1. The first module that I am going to show is the Maintenance module. In this module, I will setup the default parameters that will be used in the entire Infolib system. Basically, this is the job of system person in coordination with the librarian. But my objective here is to be able the librarians to do it by themselves. 2. The first parameter that needs to be setup is the System User. Similar to many systems, you need the username and password in order to get inside the system. a. To set this up, Click the System Users button b. To add user, click Add New i. Type in the Username and Password ii. You can set the user to open only certain or all modules of infolib by putting a checkbox beside the module. iii. Click Save c. To edit a user, Click the Edit button, beside the username in the list. i. Edit the password and the module to which the user is allowed to. ii. Click Save. iii. You can also delete the user. Click the Edit button, then Click the Delete button iv. The username will be deleted once you confirm the deletion. 3. Next is the Circulation User group or Patron Type. This parameter will determine the privileges of certain group when it comes to no. of days, no. of materials and if there will be fine when the material becomes overdue. a. To set this up, Click Circulation User Group button b. To add Group, Click Add new. Type In i. User Type ii. Fines if Overdue iii. No. of days allowed before the materials become due iv. No. of materials allowed a user can borrow at the same time c. Click Save d. To Edit, click the Edit button besides the User Type, edit the fields, then Click Save e. To delete, click the Edit button, then Click the Delete button. f. The User group will be deleted once you confirm the deletion. 4. Another parameter that needs to be setup is the materials location. Materials in the library can be grouped per location. Policies like In-house use only or for check-out, is defined in the Location setup. a. To setup the location, Click Location Setup button b. To add location, click Add New 1 P a g e

2 i. Type in: Location ii. If the materials in this location can be borrowed, put a check beside the Allow borrowing field. iii. Click Save c. To edit location, click the Edit button besides the Location, edit the fields, then Click Save d. To personalize the system, library name can be setup here. i. To Edit the Current Library Name and change with your Library name: ii. Type in the New Library Name iii. Select the Classification Scheme, DDC or LC iv. Click Save 5. Materials can also be classified according to type. It can be classified as book, maps, music and many others. a. To add Type of Material, Click Type of Material Setup button b. To add, Click Add New i. Type in: Type of Material, example, Computer files, Music, Maps, Visual Materials, etc. ii. Click Save c. To edit Type of Material, click the Edit button besides the Type of Material, edit the fields, then Click Save button. 6. Each material should have status, whether it is available, check-out, for binding, etc. a. To setup Materials Status, Click Materials Status Setup button b. To add, Click Add New i. Type in : Status ii. Click Save c. To edit Status, click the Edit button besides the Status, edit the fields, then Click Save 7. If the due date falls on the closed date, it will be adjusted to the next date when the library opens. This is important especially if there is an emergency that needs the library to close. Examples are typhoons and holidays. a. To add, Select the date b. Add Remarks c. Click Save. d. You can also use the button Closed All Saturdays and Closed All Sundays i. Type in the YEAR ex ii. Click Set All Saturdays Closed or Set All Sundays Closed 8. Library news is beneficial to users. News will be displayed in the OPAC. a. To add News, Click Add New button. Type In: i. News Title ii. Blurb or brief description iii. Content of the News iv. Last day that the news will be displayed in the OPAC b. To Edit, Click the Edit button beside the News Title from the list c. Click Save 2 P a g e

3 9. Infolib now comes with the Gate System to monitor the coming in of the users inside the library. a. You should setup the Gate Name of the library example, Gate1. b. To add, Click Add New. Type In: i. Gate Name, example Gate1 ii. Click Save c. To edit Gate Name, click the Edit button besides the Gate Name, edit the fields, then Click Save d. Usage of the Gate system can be viewed in the Reports module of infolib. 10. For the meantime, this Infolib can only import old Infolib database (gldb.mdb). You should do this once only. a. To Import, Click Import button b. Click Import Old Infolib button c. Locate the gldb.mdb file from your computer, normally it is in c:\glsystems folder d. Click Import All button e. A message will show that it will erase the content of the default database. Click Yes. 11. To make sure that you have complete backup of the database, use the DB Maintenance button a. Click Backup:Select Folder button. This will show you the folder where you will put-in the backup. You can create a folder in your computer, or use the existing folder b. Click Proceed Backup c. Message will appear, indicating the location of the current backup, if the backup is successful. d. In case of disaster, use the most recent backup. Rename it to gldb.accdb, and then copy it to the c:\infolib folder. 3 P a g e

4 CATALOGING MODULE 1. Welcome to Infolib2015. This is the step-by-step tutorial on how to use Infolib2015. To enter the program, Double click the Infolib Icon from the desktop. For the first time user, use the default login a. Username : admin b. Password : admin 2. In this tutorial, I will show you how to use the Cataloging module. 3. Use the menu entries: Records, Edit and Export 4. To add records, Click Records, then New or use the shortcut Ctrl+N. Cataloging fields will be shown. a. First field is the type of Material. It is a dropdown options which will show you the type of materials that is setup in the Maintenance module. b. New Acquisition option is a checkbox that will put a tag on the record to determine if the record is classified as New Acquisition. It will be included in the rotating list of newly acquired materials in the OPAC. c. The rest of the fields denote the pre-defined and included fields in the Infolib Cataloging module. You will notice that there are field numbers beside the field name. It indicates the MARC tag field. i. To add records to the fields: ii. Place the cursor in the Data column of the field. Example, for Title field, type in the entry on the Data column. iii. If you are not familiar with the data to be encoded in the particular field, put the cursor in the Data column of the field, then press F1. 1. Help window will pop-up containing the description of the field and some entry examples. d. Infolib is using Authority control for Subjects and Authors. Authority control is used to establish a single preferred form of a heading, which can be used consistently and uniquely to refer to a single entity or concept. i. When you click the subject fields 600,610 and 650, Subject authority form will popup. 1. Type in the Subject in the search box. 2. As you type, subjects already included in your collection will be listed. 3. You can choose from among the list by clicking the Select button besides the subject 4. If the subject is new and not part of the list, click the Not in the list? Button to include it in the collection 5. To clear the subject entry in the cataloging template, click Clear Field Entry button ii. When you click the author fields 100, 110,700 and 710, Author authority form will popup. 1. Type in the Author in the search box. 4 P a g e

5 2. As you type, Authors already included in your collection will be listed. 3. You can choose from among the list by clicking the Select button besides the author 4. If the author is new and not part of the list, click the Not in the list? Button to include it in the collection 5. To clear the author entry in the cataloging template, click Clear Field Entry button e. Book jacket image can also be added to the record. To do this, make sure that the image is saved in the bookcover folder under Images folder inside the installation folder of infolib. Normally it is in C:\Infolib\Images\bookcover folder. i. Click the book jackets field ii. Select a File form will popup 1. Find JPG file from the folder 2. Select Open f. Full text in PDF format can also be added to the record. To do this, make sure that the PDF file is saved in the Fulltext folder inside the installation folder of infolib. Normally it is in C:\Infolib\FullText folder. i. Click the book Fulltext(PDF) field ii. Select a File form will popup 1. Find PDF file from the folder 2. Select Open g. URL can also be added to the record. Add the it to the Electronic Location and Access field. h. After filling up the fields, do not forget to save the record. Click Records menu, then Save or use the shortcut key F10. i. Please note that, before hitting the save button, put the cursor in the Notes section of the screen. This will refresh the entry fields in the bibliographic area. i. 5. Accession numbers can only be added if the bibliographic data has been saved. To add accession, Click Edit, then Add Accession or use the shortcut key F2. a. In Accession window, Click New for new accession. i. Fill up the required fields, Accession, Location, Date Acquired, Status. ii. Click Save b. To edit the Accession, Click the Select button besides the Accession Number i. Make necessary corrections in the entries ii. Click Save c. To delete the Accession, Click the Select button besides the Accession Number i. Type in the Remarks ii. Click Delete button iii. Confirmation window to proceed with the deletion will pop-out. 1. To delete press Yes. d. To create barcode labels, Click Select button from the list 5 P a g e

6 i. Click Save Barcode button. Confirmation window will pop-up containing the folder to which the barcode.jpg is saved. ii. Click OK. e. To Exit from Accession Window, Click Close button 6. To Edit the Cataloging records, Click Edit, then New Search or use Ctrl+F shortcut a. In the search window, select the format and the field to search to b. Type in the keyword to search c. Hit Enter or Click Search button d. Results list will be displayed e. Click Select button beside the Title f. Field entries will be displayed in the Cataloging data entry screen g. Edit the records, then Click Records and Save or press F10 7. To Export results to Excel a. In the search window, select the format and the field to search to b. Type in the keyword to search c. Hit Enter or Click Search button d. Results list will be displayed e. Click Export, then To Excel f. A Window will popup. It contains the filename and the folder where the result is exported. 8. To close Cataloging module, Click EXIT from the menu P a g e

7 CIRCULATION MODULE This step-by-step tutorial will show you how to use the Infolib Double click the Infolib Icon from the desktop. For the first time user, use the default login a. Username : admin b. Password : admin 2. In this tutorial, I will show you how to use the Circulation module. 3. To Borrow material Click Borrow button a. Type in the borrower ID Number or Name in the search box b. Hit Enter or Click Search Button c. If the Display Loan History Checkbox is checked, all the previous transactions of the borrower will also be displayed. The presence of Date Returned entry on the list shows that the material is already checked in. d. If the Expiry date of the borrower is past the current date, a window will pop up to confirm if you will allow the borrower to borrow materials e. The policies for the borrower can be defined at the Maintenance module->circulation User Group. You can setup the number of materials can be borrowed, number of days that the materials can be out as well as the fine if overdue. i. For example, the STUDENT user group have the policies of 5 books, 5 days and P5.00 per day if overdue ii. If you want to override the policy for this transaction you can put a check to the optional policies: 1. Material is per hour, then indicate the number of hours 2. Same day due date will make the due date as today 3. No. of Loan days, you can alter the loan days of the default policy, in this case the STUDENT, to whatever value you wanted. 4. Amount if overdue, will override the fine of the existing policy f. Enter the Accession or Title of the material in the search box (( In case you are using barcode reader, scan the barcode) i. Hit Enter or Click Search Material button g. If successful, a window will pop up with the successful check out message 4. To Edit the borrower profile on the spot, click Edit User Information button a. You can modify the Name, Patron Type, Expiry and Gender b. To save the entry, Click Save 5. To pay the Unpaid fine of the borrower a. Put the amount to be paid in the Amt to Pay box b. Type in the optional O.R. # c. Click Pay 7 P a g e

8 6. To add Notes to the borrower a. Type in the notes on the Remarks field b. Click Save Remarks 7. To Exit Borrow Window, Click Close 8. To Return a borrowed material, Click Return Button from the Circulation Menu a. Type in the Accession number in the box ( In case you are using barcode reader, scan the barcode) b. Hit Enter or Click Check Accession 9. To record materials that are not checked out but taken from the shelves use the Internal Use button a. Type in the Accession number in the box ( In case you are using barcode reader, scan the barcode) b. Hit Enter or Click Check Accession 10. To Add or Edit Users Click Users button a. To add User, Click Add New i. Type in the required fields Name, ID Number, Patron Type, Expiry ii. You can also add optional fields Gender, Dept, Phone, Address iii. To add a picture, copy the JPG file to the installation folder under Images\Patron with the format IDNumber.JPG. For Example, if the id number is 00002, the picture should be JPG. iv. Click Save b. To Edit Patron details, Enter the ID Number or Name in the Search box. Click Check Patron button i. Edit the details ii. Click Save c. To Import patron list from CSV file, Click Import i. Make sure that the format of the CSV file conforms with the Sample CSV format shown here ii. Click Open CSV file. Look for the file from the folders iii. Click Begin Import 11. To do Inventory, Click Inventory button a. Step 1. Clear the Previous Inventory. This will clear the table that contains the scanned records in the previous inventory b. Step 2. Scan Barcodes or if you do not have barcoded Accession numbers, you should type in the accession numbers. i. Every accession will be added in the tables In Collection and Not in Collection 1. In Collection means, the system was able to find it in your collection 2. Not in Collection means, it is not included yet in your database c. Step 3. Generate Missing Items i. All scanned accession numbers will be compared with the collection to generate the missing items ii. You can save the missing items in XLS format for other use. 8 P a g e

9 ARTICLE INDEX MODULE This step-by-step tutorial will show you how to use the Infolib Double click the Infolib Icon from the desktop. For the first time user, use the default login a. Username : admin b. Password : admin 2. In this tutorial, I will show you how to use the Article Index module. 3. Use the menu entries: Records, Edit and Export 4. To add records, Click Records, then New or use the shortcut Ctrl+N. Index fields will be shown. a. Mandatory fields that should be filled up before the record can be saved are: Title, Publication and Year. b. If the Publication is not included, click the (+) beside the dropdown. i. To add publication Click Add New button 1. Fill up PubCode, it should be unique code 2. Fill up Pub Name 3. Click Save ii. To Edit Publication 1. Click View button 2. Click Edit button beside Publication name to be edited 3. Edit the fields PubCode and PubName 4. Click Save iii. To Delete Publication 1. Click Edit button beside Publication name to be edited 2. Click Delete button 3. Confirmation window will pop up to delete the publication c. Infolib is using Authority control for Subjects and Authors. Authority control is used to establish a single preferred form of a heading, which can be used consistently and uniquely to refer to a single entity or concept. i. When you click the subject field, Subject authority form will popup. 1. Type in the Subject in the search box. 2. As you type, subjects already included in your collection will be listed. 3. You can choose from among the list by clicking the Select button besides the subject 4. If the subject is new and not part of the list, click the Not in the list? Button to include it in the collection 5. To clear the subject entry in the cataloging template, click Clear Field Entry button ii. When you click the author, Author authority form will popup. 9 P a g e

10 1. Type in the Author in the search box. 2. As you type, Authors already included in your collection will be listed. 3. You can choose from among the list by clicking the Select button besides the author 4. If the author is new and not part of the list, click the Not in the list? Button to include it in the collection 5. To clear the author entry in the cataloging template, click Clear Field Entry button d. Full text in PDF format can also be added to the record. To do this, make sure that the PDF file is saved in the FulltextArticle folder inside the installation folder of infolib. Normally it is in C:\Infolib\FullText folder. i. Click the ( ) button beside Fulltext(PDF) field ii. Select a File form will popup 1. Find PDF file from the folder 2. Select Open e. Click Record then Save or use the F10 short cut to save the record. 5. To edit records, Click Edit then New Search from the menu or use the short cut Ctrl+F a. Select to search from Title, Author,Subject field b. Type in the keyword to search c. Hit Enter or Click Search button d. Results list will be displayed e. Click Select button beside the Title f. Field entries will be displayed in the Article Index data entry screen g. Edit the records h. Click Record then Save or use the F10 short cut to save the record. 10 P a g e

11 OPAC MODULE This step-by-step tutorial will show you how to use the Infolib Double click the Infolib Icon from the desktop. For the first time user, use the default login a. Username : admin b. Password : admin c. Note: You must create a user, in the Maintenance module, that is allowed to only open the OPAC module, to prevent the user from editing the records. 2. In this tutorial, I will show you how to use the OPAC module. 3. Select to search from Title, Author,Subject, Call Number, Notes, New Acquisitions field a. Type in the keyword to search b. Hit Enter or Click Search button c. Results list will be displayed d. To display the complete bibliographic entry and the holdings of the record, click on any part of the record line. e. Authors and Subjects have links, you can use it to navigate to the linked record f. If the full text is available, click the link to the full text to view the record. 4. If there is a record tagged as new acquisition, it will be displayed on the left side of the screen. a. To view the record, click View button underneath the book jacket image. 5. If there is a News set in the Maintenance module, it will be displayed on the left side of the screen. GATE MODULE This step-by-step tutorial will show you how to use the Infolib Double click the Infolib Icon from the desktop. For the first time user, use the default login a. Username : admin b. Password : admin c. Note: You must create a user, in the Maintenance module, that is allowed to only open the GATE module, to prevent the user from editing the records. 2. In this tutorial, I will show you how to use the Gate module. 3. Make sure that the Gate Name is configured in the Maintenance Module, Gate Setup 4. Select the GATE from the dropdown list to which the system is positioned. 5. Put the cursor in the Scan Here box. 6. The users will encode their ID Number or Scan the barcoded ID upon entering the gate 7. Report of Gate Entrance can be generated in the Reports Module. 11 P a g e

12 8. To Exit, you will be prompted to enter the password of the user with privileges to open the Gate module. REPORTS MODULE This step-by-step tutorial will show you how to use the Infolib Double click the Infolib Icon from the desktop. For the first time user, use the default login a. Username : admin b. Password : admin 2. In this tutorial, I will show you how to use the Reports module. 3. There are 17 predefined reports included in this release of infolib 4. To generate a report a. Click Select button beside the Report Title b. Select date ranges for selected reports c. Click Generate button d. When the list is displayed, report can be printed or Export to PDF, Excel or Word 12 P a g e