WorldShare Management Services Release Notes Release Date: January 18, 2015 Contents Introduction... 3 Administrative Actions... 3 Follow-up Actions... 3 Browser Support... 4 Acquisitions... 5 New Features... 5 Order item details page... 5 Manage subscription periods... 6 Enhancements... 6 Support Russian enumeration captions... 6 Improve the process when creating a new order... 7 Bug Fixes... 8 Display appropriate issues when a user starts receiving a serial title... 8 Set the order price when 990 $b is empty in an imported invoice file... 8 Allow editing links and logins for a vendor... 8 Support upper-case file extensions when loading records... 8 Accommodate foreign currency in the encumbered budget amount... 8 Circulation... 9 New Features... 9 Prevent hold requests on items at shelving locations that cannot fulfill holds... 9 Alert when a patron record is close to expiration... 9 Edit a scheduled event for an item in the library s collection... 10 Delete patron... 11 Enhancements... 12
Modified January 12, 2015 Alert when a lost or missing item is checked in... 12 Display the patron type, last activity date and expiration date on the patron account screen... 12 Display public patron notes on the patron account screen... 13 Display patron notes in a pop-up window... 13 Improve visibility of recalled items on the checkout screen... 14 Persist cursor focus in the Enter barcode text box... 14 Set the hold shelf expiration date to the end of the day... 14 Add the patron s home branch to the SIP2 message... 14 Bug Fixes... 14 Honor the selected printer option... 14 Calculate due dates correctly when a library is open 24 hours... 14 Close the create hold dialog box when a hold request is successfully created... 14 Known Issues... 15 Overrides are allowed even when the hold fulfillment policy specifically disallows overrides... 15 Acquisitions must be open before using Add to Order in Collection Manager... 15 Important links... 16 2
Modified January 12, 2015 Introduction This release of WorldShare Management Services brings 16 new features and enhancements in addition to numerous bug fixes. Many of the enhancements are the direct result of user feedback. Recommended Actions For this release, we recommend that you review the following checklists and complete the relevant tasks so that you can adjust your policies and workflows and train your staff. These checklists identify updates that we have determined as significant for most institutions. We encourage you to review all of the items in the release notes to determine whether there are other items that might require additional action or follow up by your institution. Administrative Actions These items require immediate actions or decisions. Action Page Number Review patron expiration notice options and adjust the Display Patron Information policy in Circulation>Admin/General if desired. Review lost and missing alert options and adjust UI preferences in Circulation> Admin/General if desired. Review the public patron notes options and adjust the Display Patron Information policy in Circulation>Admin/General if desired. 9 12 13 Follow-up Actions In an effort to keep your staff informed of new features and changes, you may also want to consider these items. Action Page Number Review the period options for subscriptions, new order item detail and Russian enumeration enhancements with staff that work in the Acquisitions module. Review the improved order creation process with staff that perform this function. Review the improvements to the patron overview screen (last activity date, patron type) with staff that handle circulation transactions. Review the circulation enhancements with staff that handle frequent functions such as recall items and holds processing. 5-6 7 12 13-14 3
Browser Support Modified January 12, 2015 This release was tested with the following browsers: Google Chrome Version 39.X Internet Explorer 10 Mozilla Firefox Version 33.X Safari Version 7.X For more information on what browsers are supported, see the Browser compatibility chart. 4
Acquisitions Modified January 12, 2015 New Features Order item details page In order to support features that will be provided as part of forthcoming subscription renewal functionality, the order item details dialog has been changed so that: Order item details page now appears in its own tab, rather than in a dialog. User can open multiple order items simultaneously. Changes to order items are saved automatically when leaving the tab. To open the details page for an order item, select the title link on the order page or within the order item search results. Previously, users would click on the Details link to open the order item details page. After clicking on this link, the order item details page now opens in its own tab-strip in the left-hand navigation panel. This allows user to open multiple order items simultaneously, each in its own tab strip. 5
Modified January 12, 2015 On the order item details page, information about the order item is divided between the General and Pricing tabs. Changes to an order item are saved as soon as the user leaves or closes the page. Manage subscription periods Libraries can now manage the start and end dates for subscription periods within Acquisitions. This not only aids libraries in the management of subscription data but will also be a critical component of the forthcoming renewal functionality. To edit the start and end date of a subscription, access the order item details page as described above. From here, select the calendar icon next to the Start Date field to assign the date that the subscription begins. The end date is assigned by selecting a time period for the subscription from the Period dropdown menu. The system default for the time period is one year, but the user can also select six months, two years, or three years. Alternatively, the user may specify a custom time period by supplying the end date; the Period value will then reflect the number of days covered by the custom period. Enhancements Support Russian enumeration captions Libraries can now enter Russian captions for serial issues, allowing users to more accurately create serial issues for Russian language publications. 6
Modified January 12, 2015 These captions include: Выпуск (вып.) Номер (н.) Том (т.) Часть (ч.) When adding an issue, the user may select one of these captions from the dropdown menu: Improve the process when creating a new order When creating a new order from the Add Item to Order dialog, the system now provides a confirmation message that includes a link to the order. Additionally, the system automatically searches for the order upon creation, saving the user the step of searching for the order manually. 7
Modified January 12, 2015 Bug Fixes Display appropriate issues when a user starts receiving a serial title When a user clicks the Start Receiving button for a serial title, all appropriate issues (i.e., issues that have no copies expected and were published after the most recent issue received) may be selected. Previously, only issues that had not been received by any library could be selected. Set the order price when 990 $b is empty in an imported invoice file If the library imports a MARC file with shelf-ready/invoice data that does not include pricing data in the 990 $b, the price of the invoice item will use the price from the order. Previously, the price was set to 0.00. Allow editing links and logins for a vendor If a user modified the link or login of a vendor, an error would sometimes prevent changes from being saved. This error no longer occurs and changes will be saved. Support upper-case file extensions when loading records Users can now upload files of records with upper-case (e.g.,.mrc) as well as lower-case (e.g.,.mrc) file extensions. Accommodate foreign currency in the encumbered budget amount For orders that encumber funds in currencies other than the institution s default currency, the encumbered amount would sometimes display incorrectly based on the language settings in the browser. Such amounts now display correctly using all browser language settings. 8
Circulation Modified January 12, 2015 New Features Prevent hold requests on items at shelving locations that cannot fulfill holds Hold requests cannot be placed on items at shelving locations whose location policy states cannot be used to fulfill holds. Patrons will be prevented from placing a hold request if the only items that can fulfill the request reside at shelving locations that cannot fulfill holds. Staff will receive an override message stating that circulation policy does not allow hold requests for the item. If the staff acknowledges the message, the hold request will be placed, provided that the location policy also allows an override for this situation. Alert when a patron record is close to expiration Library staff can choose to display a warning message when a patron s account is approaching its circulation expiration date. This feature can be activated in Service Configuration in the WMS CIRC > Admin/General > Display Patron Information section. Options are Never or As a Blocking Popup. The library can specify the number of days/weeks/months prior to the patron record s expiration date that the message should appear. The default is to not display a warning message. This is a global setting for all of the institution s patron records regardless of patron type or home library. 9
Modified January 12, 2015 Edit a scheduled event for an item in the library s collection Library staff can now edit a scheduled event for an item in the library s collection. To edit a schedule, select the edit link. The Edit Schedule dialog box will display. The pickup location, date/time needed and note can be updated. 10
Delete patron Modified January 12, 2015 From the Admin module, library staff with the role of Circ Staff or Circ Admin can manually delete a patron account. This action should be performed with caution; it cannot be undone once the deletion is processed. After selecting Delete User Record, the staff member must confirm that the patron account should be deleted. The record will not be deleted if the patron has: 1. Outstanding checkouts 2. Outstanding bills 3. Been sent to a collection agency. If the patron account cannot be deleted, a message explaining the reasons appears so that the staff member can resolve the issues. If a patron account has been deleted, all outstanding hold requests or item schedules will be removed. In addition, any reference to the patron in item statistics will display as Unknown Patron. NOTE: This feature will be available following the install of OCLC Identity Management currently scheduled for early February. 11
Modified January 12, 2015 Enhancements Alert when a lost or missing item is checked in Library staff can choose to display a warning message when items that were marked as Lost, Missing, Claimed Never Had or Claimed Returned are checked in. This feature can be activated in Service Configuration in the WMS CIRC > Admin/General > UI Preferences section. The default is to display a message when Lost or Missing items are checked in. Display the patron type, last activity date and expiration date on the patron account screen To assist library staff more effectively, the patron type, circulation expiration date, and last activity date have been added to the Account Overview section of the checkout screen. Actions that update the last activity date are: Check out Check in Renew Create hold request Pickup hold Create item schedule/booking Pay bill SIP2 authentication (e.g., a successful query from a third-party computer reservation system) 12
Modified January 12, 2015 Display public patron notes on the patron account screen Public patron notes can now display in the Account Overview section of the checkout screen in addition to staff patron notes. This feature can be activated in Service Configuration in the WMS CIRC > Admin/General > Display Patron Information section. The options are Staff Notes Only or Both Public and Staff Notes. The default is to display staff patron notes only. Display patron notes in a pop-up window Library staff can now designate certain patron notes to display in a pop-up box by including an exclamation mark (!) at the beginning of the note. Pop-up notes will display when the patron account is initially accessed (e.g., the patron barcode is scanned on the checkout screen). 13
Improve visibility of recalled items on the checkout screen Modified January 12, 2015 To assist library staff working with patrons, the display of the recalled note on the checkout screen has been changed to red to make it more visible. Persist cursor focus in the Enter barcode text box The cursor focus returns to the Enter barcode text box after pop-up notes are acknowledged or cancelled so that checkouts can be easily continued. Set the hold shelf expiration date to the end of the day The hold shelf expiration date is set to the end of the day regardless of the time of day the hold is originally triggered. For example: a hold triggered at 09:00:00 on Monday that has a three day hold expiration period will have the hold expiration time set to 23:59:59 on Thursday. Previously, the time would have been set to 09:00:00 on Thursday. Add the patron s home branch to the SIP2 message The home branch of the patron has been added to the SIP2 patron information response message in a new field (OA) so that third-party software needing this information can use it. Bug Fixes Honor the selected printer option The printing option in the Checkin tab defaults to Choose printer. The system will remember and honor any choice selected from the menu. This is a correction of a known issue from the November 2014 release. Calculate due dates correctly when a library is open 24 hours Due dates are now calculated correctly when libraries adjust due dates based on closing hours in the loan policy and have selected Open 24 hours in WorldCat Registry. This is a correction of a known issue from the November 2014 release. Close the create hold dialog box when a hold request is successfully created The Create Hold dialog box now closes when the hold request is successfully created. This is a correction of a known issue from the November 2014 release. 14
Known Issues Modified January 12, 2015 Overrides are allowed even when the hold fulfillment policy specifically disallows overrides Library staff can override a hold request for an item at a shelving location that cannot fulfill holds despite the location policy being marked Cannot Override. Library staff should be instructed not to select the override button in this specific situation. This issue will be addressed in a future release. Acquisitions must be open before using Add to Order in Collection Manager The Add to Order feature within Collection Manager (under the Metadata link) cannot be used until Acquisitions has been accessed during the session. Library staff should first open Acquisitions whenever attempting to add items to an order. This issue will be addressed in a future release. 15
Important links Modified January 12, 2015 Post release session Date: Monday, 26 January at 11:00-12:30 EST Link to register: https://oclc.webex.com/oclc/k2/j.php?mtid=ta4697d3ca6709ae47144013d17832dc5 Support Web site(s) Support information for this product and related products can be found at: User Support Center Browser compatibility chart Feature roadmap An updated feature roadmap can be found at: https://www.oclc.org/support/worldshare-management-services/documentation/wms/wmsroadmap OCLC project staff regularly reviews this list and updates the features and timing information. Next release Scheduled for 01 March 2015 Features targeted for this release include: o Refund paid bills o Prefer my institution s patron for hold fulfillment o Establish minimum guaranteed loan period o Support printed notification Notices 2015 OCLC Online Computer Library Center, Inc. All rights reserved. The following OCLC product and service names are trademarks or service marks of OCLC Online Computer Library Center, Inc.: WorldShare Management Services and The world s libraries. Connected. The OCLC, WorldCat and WorldShare symbols are service marks of OCLC. Third-party product service names are trademarks or service marks of their respective companies. OCLC grants permission to photocopy this publication as needed. 16