Athenaeum Light 2014 Manual

Transcription

!
!
!
Athenaeum Light 2014
!
Copyright 1996-2014 • SumWare Consulting Limited • PO Box 480 Kumeu • Auckland 0841 • New Zealand
http://www.librarysoftware.co.nz/
!
!
!!
!!
!!
!!
!!
!!
!!
!!
FileMaker 12 Requirements
FileMaker Go 13 for iPad
Stand-alone
Connect to a host
FileMaker 12/13 Specific Functions
6
6
6
6
7
7
Web Access using Web Direct
Standard Accounts
Re-login Quick Log-Out
If You Get Lost
Keyboard Shortcuts and Navigation
Modules
Views
Found Set
New Records
Main Menu
Guest Log-In
Issue Log-In
Administrative Log-in
Logging in as Guest
Logging in as Admin
Organisation details
Custom labels
Guest Home page URL
Borrower Name Display
Suggested Search Subjects
Window Management
Application
Main Menu custom buttons
Issue Behaviour
Printed Monday, 24 February 2014
7
9
9
9
10
10
10
11
11
11
12
Miscellaneous Settings
Letters Tab
Image Tab
Security Tab
Bar codes
Log-in account passwords
Maintenance
24
24
25
25
25
26
26
Export Tab
Saving your work
Catalogue Views Adding a Catalogue Item Manually
Minimum Required Catalog Fields Field List
Tab views
26
28
28
29
30
30
32
Catalogue Commands
Catalogue Filter
13
15
15
16
19
20
20
21
21
21
22
22
23
23
All
Omitted
Constrain
Out
Reserved
No Issue
32
33
33
33
33
33
33
33
Catalogue Reports
Print
Location
Type
Publish
Author
Custom 1
Custom 2
Supplier
Origin
CSV/Excel
Stock-take
34
34
34
34
35
35
35
36
36
36
36
37
page 2
"
Missing
Fast Find
Detailed Find
Boolean Find–“AND” search
Status Area Search options
Boolean Find–“OR” search
Boolean Easy Find–“NOT” search (omit)
38
38
39
39
39
40
Power Searches
Omitting Individual Records from a Found Set
Further Narrowing Down a Found Set
Extending your Found Set
Unsuccessful searches
Working with a Found Set
Find All
Finding all Out items
Finding Omitted Records
Constraining Found Set
Finding Items marked “Not for Issue”
Flags
Flagging Items
43
46
46
47
47
47
47
47
47
47
All
Omitted
Constrain
Authorised
47
47
47
48
48
Report
40
40
40
41
41
41
41
42
42
42
43
43
Listing Highlighted Titles on the Guest Search Screen
Borrower Fields
Command
New Brwr
e-mail
Edit Letter
Edit 3BC
Edit 2BC
Edit PhotoBC
Edit Brwr QR
Create Brwr QR
Next Bar Code
Filter
37
43
45
46
Print
Borrower 1
Borrower 2
Letter
3 Col BC
2 Col BC
Photo BC
Photos
48
48
48
48
48
49
49
49
49
Search for Borrowers
Quick Search for Borrowers
Detail Search for Borrowers
Creating a New Borrower
Viewing a Borrower’s Current Issues
Viewing Issue History
Viewing a Borrower’s current Reserves
Charting Issue History
Printing Borrower Bar Codes
Editing Borrower Bar codes
Sending Letters to Borrowers
Editing Letters
Overriding the issue period
Issuing Items already Issued (Out)
Items not Found on Return
Who may reserve?
Reserving an item
Listing All Reserves
50
50
50
51
51
52
52
53
53
54
54
55
56
57
58
59
59
60
page 3
"
Issuing Reserves
Print Recent Overdue Letters
Editing overdue and recall letters
Marking Items as Not For Issue
Making your Subject Headings Consistent
Set next bar code number
Reset next internal catalogue ID
Global Replace
Cleaning Location / Publisher / Item Type Lists
Archiving An Item
Returning Items from the Archive
Omit Individual Records from a Found Set
Customising Fields in the Catalog
Naming Custom Fields
60
61
61
62
62
62
63
63
65
66
66
67
67
67
Printing Labels
Printing Catalog Bar codes
68
68
Sending Information as Excel Worksheet
Sending Information as a PDF
69
70
Start your Stock take
Continuing a Stock Take Listing all Items Missing from Stock take
Command Menu
List Borrowers
List Items
Overdue Letters
Overdue e-mails
Recall letters
Recall e-mails
71
72
72
73
73
73
73
74
74
74
Filter Menu
All
Omitted
Constrain
74
Report Menu
Print Issues
Cat location
Cat type
Brwr custom1
Brwr custom2
Due date
Copy Financials
74
75
75
75
75
76
76
76
Tips
Listing all items currently Out
Borrowers Currently with Items Out
Custom Search
Custom Search options
77
77
77
77
77
Command
list in borrower
list in catalogue
list in archive
79
79
79
79
Filter
All
Omitted
Constrain
This Week
Last Week
This Month
Last Month
This Year
Last Year
Custom Date
79
79
79
79
80
80
80
80
80
80
80
Report
74
74
74
74
Overdue
by borrower
by “year”
by “room”
by bar code
by title
81
81
81
81
82
82
page 4
"
by location
by author
by call
by dewey
Entering a new supplier
Connecting
Viewing/Searching
82
82
82
82
83
84
85
page 5
"
System Requirements Athenaeum Light 2014 is a FileMaker 12/FileMaker 13 application.
Therefore the system requirements are generally the same as those of
FileMaker Pro. You can network Athenaeum Light using either FileMaker
Pro with FileMaker Server or, to a lesser extent, FileMaker Pro with
FileMaker Pro.
Version
Requirements
FileMaker Pro
http://www.filemaker.com/products/filemaker-pro/pro-13specifications.html
FileMaker
http://www.filemaker.com/products/filemaker-server/
server-13-specifications.html
Server
note: some features, such as Web Direct access or optimised
FileMaker Go handling require version 13 of FileMaker Server and/or
FileMaker Pro acting as a host.
The system requirements for FileMaker Pro 12 and FileMaker Server 12 can
be found at the FileMaker product web pages:
!
Version
Requirements
FileMaker Pro
http://help.filemaker.com/app/answers/detail/a_id/10012
FileMaker
http://help.filemaker.com/app/answers/detail/a_id/10072/kw/
system%20requirements%20FileMaker%20Server%2012
Server
FileMaker Go 13 for iPad
Athenaeum Light 2014 has special handling when opened using an iPad.
Primarily, it is designed for searching and issuing, though you can
administer Athenaeum Light with the iPad.
iPad features include
• larger controls in the guest views (touch friendly)
• optional scanning of QR codes using the built-in camera during issuing,
returning and stock take
• use of slide controls on “guest” item detail screens (where appropriate)
• pop-overs on catalogue images to preview a larger version without having
to navigate to other screens
• use of FileMaker Go 13’s support for object visibility and other
The system requirements for FileMaker Pro 13 and FileMaker Server 13 can
be found at:
!
Stand-alone
If you wish to run Athenaeum Light using FileMaker Go on an iPad, you
must use FileMaker Go version 13 (currently a free download from the App
Store). Simply load Athenaeum Light to your device and open the file.
page 6
"
Not all Athenaeum Light functions will work identically on an IPad as they
do on a desktop, as there are some iOS only features (e.g. pop-overs,
sliders, inner
See the FileMaker Go chapter for more detail.
Connect to a host
If you wish to connect to Athenaeum Light running on FileMaker Server
using FileMaker Go, your server licenses and versions must comply with
the version of FileMaker Server and Go that you have. See the FileMaker
web site for more information.
FileMaker 12/13 Specific Functions
Athenaeum Light 2014 takes advantage of external container storage,
plugin management, enhanced interface interaction which were not
available in earlier versions.
Web Access using Web Direct
To access Athenaeum Light using a web browser requires FileMaker Server
13 configured for access via Web Direct. Currently, only searching as a
guest is available via web direct.
Your FileMaker Server 13 licence determines the number of simultaneous
Web Direct connections.
See the chapter on Web Direct for more information.!
page 7
"
Support
We have a variety of support options available.
Your first point of contact are the in-built web pages, available from the
Athenaeum Main Menu (provided you are logged in as an administrator).
Our web-based support is available by clicking on the various tabs in the
Main Menu:
!
These are dynamic; in other words they update automatically as long as
you are connected to the internet.
Paid support is available and the options are described on the Athenaeum
support web page:
http://www.librarysoftware.co.nz/support/
page 8
"
Accounts and Passwords Quick Log-Out
Standard Accounts
When starting Athenaeum or re-logging in, you will be prompted for an
account and a password. The following accounts and their default
passwords are available for use with Athenaeum Light 8.0:
Account
Admin
Default
password
a
Issue
i
Guest
Enter the appropriate Account and Password, or click the “guest” button. !
If you are logged on as the administrator, but need to be away from the
computer for a while, simply click on the padlock button at the top right of
the main menu.
purpose
The standard library administrator
password
An account that allows issuing and
searching the catalogue, but no
administration.
Guest only. There is no password
and this can be disabled by defining
a password
!
This will log out of the administrator account and log back on as a Guest.
!
Passwords are case sensitive. Accounts are not. !
You may change the default passwords at any time for all accounts.
You may also create custom accounts for guests, issue and library.
Re-login At any time, you can re-login to Athenaeum Light using a different account.
You might do this if you are going to leave your computer for a while and
re-logging in with the issue or the guest account will enhance security. !
page 9
"
Ctrl-2 / Command-2 will take you to the Fast Find screen.
Navigation
If You Get Lost
!
Ctrl-3 / Command-3 takes you to the Issue screen.
Ctrl-4 / Command-4 will take you to the Return screen.
To view all records in the file, click on the Filter button, then on
the All button.
At any time, if you get lost in the system, either:
press Command-1 (the ‘apple’ key on the Macintosh) or Control-1 (on
Windows)
Navigate through the records by using the arrow buttons.
Respectively:
-orchoose Main Menu from the Script menu at the top of the window
!
-orclick the Menu button at the top left of your current screen.
!
Any of these commands will take you back to either the Main Menu and
cancel the current action.
Keyboard Shortcuts and Navigation
At almost any time, you can press Ctrl-1 to return to the main
menu. Alternatively, click on the Menu button at the top left of
many screens.
1
2
3
4
A
B
C
H
I
M
N
R
Go to first record, go to previous record, go to next record, go to
last record.
Single Key Shortcuts - if you are not typing data into a field, many
screens allow quick navigation around Athenaeum, without
holding down the Ctrl/Command keys.
Main Menu
Search
Issue
Return
Admin/preferences screen
Borrower list
Catalogue list
Issue History
Issue List
Show Manage menu on main screen
Show Navigate menu on main screen
Circulation Archive
Modules
You can navigate through the Athenaeum Light modules using the Navigate
button at the top of most screens.
!
Clicking that reveals a menu of buttons to all parts of the program.
page 10
"
Found Set
!
The Found Set is an important and useful concept in Athenaeum.
You can also see the export and re-login buttons in this selection.
When performing a search, a subset of the records (those with the criteria
you specified) will be displayed. This subset of records is known as the
Found Set.
!
Hovering the cursor over a button will show a tool tip appropriate to the
button.
!
The current record number the found count and - in parentheses - the total
count of records in the current “table” are displayed near the top left.
Views
In the documentation we have used Macintosh screenshots throughout.
The screens on Windows computers are virtually identical. The main
difference lies in the order of buttons on dialogs.
The displayed screens can be large or small, various zoom percentages,
filled to screen size (or application window size on Windows) and certain
objects will scale as you increase your window size.
Listing, sorting and printing will display only those records in the found set,
until you specifically request for all records to be once again displayed. Do
this by clicking on the Filter, then the All button.
New Records
Add further records either by clicking on the New Borrower or New Item
button from the list of command buttons on the appropriate screen.
The main views in the system are Detail Views and List Views. To show
List view, click on the List button shown at the top of Detail views or simply
navigate to the module.
!
Sort the records by clicking the headings above each column; the title of
the column sorts ascending; the down-pointing arrow sorts descending.
!
To show the Detail View for a particular record in the list, click anywhere on
the record in a list.
!
For example to add new Catalog Item, first navigate to the Catalog detail or
list screens and then click the Command buttona and then the New Item
button.
page 11
"
Main Menu
Depending on whether you are logged in as an administrator or a guest,
your main menu will be different.
If you are logged in as an administrator, the main menu allows access to all
parts of the programme:
!
Various tabs provide links to the Athenaeum web pages.
The search widget will search the catalogue for the terms you enter.
!
Quick Statistics are displayed along the left (click them to see the data
from which they are derived).
The six main buttons are customisable and give you quick access to your
most used functions.
!
Click the Navigate or Manage buttons to see more options. The Navigate
button to navigate to areas other than those listed on the Main Menu
screen:
The messages pane will, if you have a live internet connection, display any
messages that Athenaeum Light might find on the SumWare Consulting
web site (you can click the title “Messages” to immediately retrieve any
message.
!
The hide button will switch immediately to guest view, securing Athenaeum
Light.
!
Manage allows you to create overdue and recent overdue reports
!
page 12
"
Logging In to Athenaeum
-Either-
Guest Log-In
The guest log in allows users to search and browse the catalog, but not
issue, return or administer.
!
Click on the guest button at the bottom of the dialog
-orenter guest as the account (but no password)
!
To log in as a Guest, enter guest without a password (unless the
administrator has set a password) and click OK.
Note that when logged on as a Guest, all keyboard shortcuts as well
as the issue and return functions are disabled.
The guest screen now appears:
Note that the account named “guest” is different to clicking the radio
button labelled “Guest Account” (which actually has an account
name of “[Guest]”. The [Guest] account is not available within
Athenaeum.
If already logged in as an “issuer” or “admin”, click on the relog-in button at
the top of the main menu:
page 13
"
The web tab will display the web page set by the administrator, be it a
topical page or your organisation’s web page.
!
At the top right is a search widget. Enter a search word or two and click the
Go button or press the return or enter keys.
The left two-thirds of the suggested searches tab lists a pseudo-random
selection of “highlighted” items (items in the catalog with the “highlighted”
check box marked). Clicking any of these will show the detail of that item.
Each time a record in the catalogue is edited by the administrator,
!
The web viewer on this tab can perform most web tasks, but do
note that it is not a complete web browser.
!
the sort order changes slightly.
To the right is the list of suggested search terms. Clicking one of these will
immediately search the catalogue for the clicked term and list the results.
The library administrator can add or remove search terms as well as
control the order of terms in the displayed list.
page 14
"
Issue Log-In
The issue log can do all that the guest log in allows and, as the name
suggests, issuing and returning.
Account is
Issue
The default password is
i
Administrative Log-in
The admin log-on allows all of the functionality of the issue log-on as well
as most administrative duties.
!
The library adminstrator’s account is
Admin
And the default password is
a
The tabs across the top, Support/Athenaeum Notes/Athenaeum Forum/
Newsletters are shortcuts to key pages on SumWare Consulting’s web
sites.
The main screen looks different to guest and issue log-ins.
!
The version check tab lists the version of Athenaeum you are running and
will allow you to query the Athenaeum Light web site to find out if updates
have been released.
page 15
"
Using FileMaker Go 131 (iPad)
Athenaeum Light is optimised for use in landscape mode on an iPad,
though it will work in portrait mode and on an iPhone.
Logging in as Guest
Select your Athenaeum Light database, either on your device or by
connecting to FileMaker Server 13, enter “guest” as the account and no
password (by default) and click Go.
!
As with using Athenaeum Light with FileMaker Pro in “guest” mode, the
“Menu” is one of the starting points for all searching.
Enter your search criteria and tap the search button, or tap one of the
highlighted lines or maybe one of the suggested search topics. The search
results are presented:
!
According to your preferences, one of the main search screens is
presented:
1
FileMaker Go 13 is a free download from the App Store. Athenaeum Light no longer supports earlier versions of FileMaker Go.
page 16
"
•
you may sort the list of items by tapping the column headings: “title”,
“author”, “call”, “dewey”, “location”
The Detail view shows more information about the selected item:
!
Swipe upwards or downwards to scroll through the list or tap any entry to
see more detail or enter new search criteria in the search box at the top
and perform a new search.
•
If an item is issued, it’s appears in red.
•
If an item is marked “not for issue”, it’s bar code appears in red.
•
If the librarian has highlighted an item, it’s title and author are displayed
in bold type.
!
•
If a field has no data stored, its label is shown in blue italics
•
the words “Not for Issue” are displayed in large type at the top right if
the librarian has marked the item not for issue
•
if an item is issued, the due date is shown at the bottom right
•
if a picture, document, movie or sound is stored with an item a
•
the “current” item is highlighted by showing the field frames
•
the “<“ and “>” buttons at the top will page up and down through the list
•
the “A” button at the top will increase or decrease the default font size
over window with the object displayed at its full size or as large as
through three values
practical (see below).
representation is shown at the top right. Tapping that will reveal a pop-
page 17
"
!
!
!
•
swipe the view to the left to return to the item detail
•
tapping the Open URL button above the view will open the web page full
screen.
!
•
if a URL has been loaded by the librarian for an item, then tapping that
URL will slide to a larger view
!
page 18
"
Logging in as Admin
Note that while you can log in as an admin user on the iPad, the
admin experience is optimised for FileMaker Pro, not FileMaker Go.
This means that some buttons will be a bit small and some features,
such as button hover feedback won’t be displayed.
Select your Athenaeum Light database, either on your device or by
connecting to FileMaker Server 13, enter “admin” as the account and the
password and click Go.
!
As with using Athenaeum Light with FileMaker Pro in “guest” mode, the
“Menu” is one of the starting points for all searching.
!
The screens used by “admin” users when using an iPad are the same
screens that FileMaker Pro users see when settings are set to the “smaller”
screens.
page 19
"
Configuring Athenaeum Light
Organisation details
Before using Athenaeum Light, you should configure the program for your
environment.
Click the Admin button on the navigation menu (or just press the “a” key at
the main menu):
!
!
The register organisation button allows you to register Athenaeum Light
with the registration code you receive after payment for the program.
Enter the library administrator’s contact name and title. You can also insert
your organisation’s logo.
Custom labels
Custom labels define the text that
appears next to certain catalogue
and borrower fields.
For example, a school might define
the borrower custom labels as
“Year” or “Form” and “Home Room”.
A church might enter the normal
church service that a borrower might
attend, indicating when that
borrower can be expected to visit
the library.
!
page 20
"
!
!
Guest Home page URL
One of the default home pages for
guests displays the nominated web
page.
Enter the URL (uniform resource
locator) for the home page with the
http:// or https:// prefix.
The box below will show that page
so that you can check you have
entered the URL correctly.
Borrower Name
Display
Click the
button to
display
borrower
full names
as last, first or first last.
Suggested Search Subjects
A list of search terms that the administrator can add to assist borrowers
find topical items.
The items are presented in the sort order specified. The sort number is a
decimal number and you may re-order the list by changing the sort number.
For example, to move item 6 above item 5 but after 4, change the value 6
to 4.5 (say).
page 21
"
Window Management
You may not wish to have users export the contents of containers (e.g.
book covers, pdfs) for copyright reasons. Turn that off here.
!
You can configure Athenaeum so that it sizes windows, zoom and window
maximisation for each level of log in. If you have a small screen, you should
choolse “smaller” and 100% and possibly “maximise”. If you have a larger
screen, experiment with the larger setting or try “smaller” with 150% zoom.
You have quite a few options and should find one comfortable for your
computer.
There are many settings as there are many, many configurations, as
highlighted in this Athenaeum Note: http://sumware.net/athenaeum/
athnotes/?p=206
Application
Keyboard Navigation determines whether Athenaeum Light can be
navigated with single key short cuts.
Athenaeum Light will attempt to retrieve messages from the internet, unless
you configure it otherwise.
page 22
"
Main Menu custom buttons
Issue Behaviour
This section affects operation of
Athenaeum Light during the issue
process.
Ask duration on issue sets the
default behaviour defining whether
Athenaeum prompts you on every
issue for a number of days to issue.
Optional: press and hold the
SHIFT key when commencing
the issue process force
!
You can configure the six buttons that are displayed on the main menu
here.
To set a button, drag an option from the scrolling list on the right to one of
the button positions.
Athenaeum Light to prompt for
the duration.
Default Issue Duration specifies the
number of days that Athenaeum
Light will normally issue an item for.
Maximum # of issues defines the maximum number of items that a
borrower may have at any time
Skip Saturdays/Sundays will cause Athenaeum Light to recalculate a due
date beyond Saturday/Sunday, should the due date fall on those days.
Maximum number of reserves limits the number of reserves a borrower may
make.
Last Issue Date for Issues specifies the latest due date for issues (normally
the end of the year or just before your stock take).
!
page 23
"
Miscellaneous Settings
Borrower names last/first determines how
borrower details are displayed in list views.
Keyboard navigation controls the single key
navigation feature on many screens of
Athenaeum Light.
!
Users may export catalogue containers - if you
are storing pictures or documents with items,
this setting controls whether users can export
those objects out of Athenaeum Light.
Allow Athenaeum Light to retrieve messages
controls whether Athenaeum Light will periodically try to retrieve a message
web page from the SumWare Consulting home pages. If this setting is not
compatible with your network, then you should turn this feature off.
Letters Tab
The letters tab contains the base content of various correspondence you
create with Athenaeum Light.
The content is wrapped with leading and trailing information (e.g. Borrower
details and item lists) at the time of generation.
!
Four templates are included:
•
Overdue letters - for letters past their due date
•
Recall letters - sent out when you wish to notify the borrower that an
issued item is to be returned
•
Borrower letters
•
Reserve Returned letters for notification that a borrower’s reserve has
been returned
Preferred page setup defines A4 or US Letter, controlling bar code labels
and letter page layouts.
page 24
"
Image Tab
You can specify an optional formula that will generate a URL to a web
page, nominally to find an image related to a viewed item (such as a book
cover). This is displayed in a live web viewer next to the container for the
item.
The example below shows how you might search for a book cover for an
item based on the ISBN.
!
!
Bar codes
Security Tab
The security tab contains controls for log-in accounts as well as the bar
code font used for printing bar codes and maintenance buttons.
!
Athenaeum Light can print bar code labels and requires the proprietary
SumWare Consulting bar code font. This can be downloaded from within
page 25
"
Maintenance
Athenaeum Light and installed just like any other font on Windows or
Macintosh.
Log-in account passwords
!
It is possible that internal counters need to be reset or checked (for
example, if you import data without “auto-entry” options enabled). These
buttons perform those tasks and should be used in conjunction with advice
from SumWare Consulting.
Export Tab
!
Each of the available log in accounts have default values when Athenaeum
Light is first installed or upgraded.
You reset the accounts using these buttons. Only the administrator may
reset the passwords for issue/entry/guest.
!
page 26
"
The export tab contains the following buttons:
button
function
export merge
data
exports the textual content in Athenaeum Light into FileMaker’s
“Merge” format. “Merge” is a comma-separated file with a
header record readable by most programs.
import merge
data
The data is exported to a folder on the current user’s desktop
called “athenaeum light export”. If the folder already exists, the
script will delete the contents and the folder and create the
folder anew.
attempts to import automatically from the “athenaeum light
export” folder on the user’s desktop - used in conjunction with
the export merge data.
import data
This does not first remove any data from Athenaeum Light
will import data to each table in Athenaeum Light from the
nominated location
button
function
The two sets of exports and imports allow you to extract just your raw data
from Athenaeum Light and move it into a fresh copy. You can zip compress
these exports, which can act as a good “cheat’s” backup.
Note: if you want the container data in its raw form and not stored in an
unlocked FileMaker document, then simply open the “Files” folder next to
Athenaeum Light to see the hierarchy of external data.
!
export container exports container data (images, photos, logos, etc.) to
data
unlocked FileMaker files, linking them with the ID of the
appropriate record.
The data is exported to a folder on the current user’s desktop
called “athenaeum light containers”.
import container is the reverse of the export process and marries up containers
data
with original records
page 27
"
Catalogue
The Catalogue is the module where information about all items within the
library (resources, books, cd’s, videos, periodicals, topical web links, etc) is
stored. The ‘library’ might be one physical location, such as a room, or it
may be a geographically diverse concept spanning many rooms, buildings
or maybe even towns.
Current versions of Athenaeum have one entry for every item in the
catalogue, even if items are duplicate copies of the same title. However,
copies of the same item are ‘connected’ internally, which means that if you
reserve or review an items, all copies of the item store the reserve
information or display the reviews.
Catalogue Views To work with the catalogue, you must have logged on as an administrator.
Other log-ons allow browsing of a (simplified) catalog screen and editing is
not available under these circumstances.
On the Main Menu, click on the Catalogue button in the navigate menu,
press the letter “c” or if you have configured the main menu so, click the big
catalogue button.
Adding items to the Catalogue can be either done manually or by using a
system such as SCIS.
!
Saving your work
Athenaeum automatically saves your information; you do not have to do
this manually.
You will see a list of items in your catalogue (in fact, the found set is
displayed, which may comprise only a subset of items in your catalogue)
Do, especially during data entry, back up frequently. Every hour during this
intensive period is not unreasonable! To back up, quit Athenaeum and drag
the entire Athenaeum folder over to a zip disk.
Or, at least do the “cheat’s backup” which exports your data to the desktop
(see the export tab in Admin for more detail).
If you are using Athenaeum Light with FileMaker Pro Server, this can be
automated. See your IT support person for more information.
page 28
"
As in the other modules in Athenaeum, the catalogue has a list view and a
detail view.
Adding a Catalogue Item Manually
From the Options Main Menu, click on the Catalogue button. Click on the
New Item button at the top of the list view or the detail screen.
!
A new blank entry is created with the next bar code number automatically
entered.
!
Each field is labelled and hovering the cursor over those fields for a few
seconds will reveal a tooltip briefly describing the field.
Click on a record to view the details for an item.
!
page 29
"
Minimum Required Catalog Fields We recommend that as a minimum you enter bar code, title, author,
subject, costs, purchase date and location.
Subjects should be simply keywords, not stories.
!
Keywords can be entered into the custom fields and are designed to
assist your searchers find items with less formal terms.!
Field List
type
The following fields are available in the catalogue and their purpose
Field
the ISBN, ISSN or ISMN for the referenced item
dewey
notionally, the dewey decimal number of the item,
though Athenaeum Light doesn’t care if you use a
different numbering system (just be consistent in all of
!
title
the type of item, e.g. book, CD, magazine, URL
ISBN
described below:
Field
purpose
The title of the item
purpose
call
your cataloguing)
notionally, the CALL number for the item (such as the
ed.
first three letters of the main author’s surname)
the edition of the item (optional)
publisher
the publish company for the item
author
the main author or authors of the item
loc.
the publish location
other author/
others involved with the authoring or illustration
year
the publish year
illustrators
origin
origin of the item - normally the country
!
series
if the item is part of a series, the name of the series
bar code
the unique alphanumeric code identifying the item -
location
should not contain spaces
where in your library the item can be found
!
page 30
"
Field
purpose
purchase date
when you purchased the item
$ paid
the amount you actually paid for the item
$ replace
how much it woud cost to replace the item
dep’n rate
the notional depreciation rate for the item, per annum -
supplier
a decimal number between zero and one
the supplier from whom you purchased the item.
Field
Notes
purpose
any notes relevant to the item. library patrons can see
this field and it is searched, by default, in “fast finds”.
This field can hold a gigabyte of text (though this is not
container
necessarily recommended)
containers hold objects such as .pdf, word or excel
documents, movies, images or sounds
Choose from previously entered suppliers by clicking
the arrow. Click the ... button to edit the list of suppliers
condition
and add new suppliers
optional field to record the condition of the item
stock take
time stamp of when you last took stock of the item
!
URL
Field
purpose
The uniform resource locator (internet address) for the
item. The URL is used to display the appropriate web
page on the URL tabs in the various detail views. The
Open URL button will attempt to open the URL in your
default web browser (e.g. Chrome, Safari or Internet
subjects
Explorer)
the formal words and phrases describing the content of
custom 1...4
the URL. Enter subjects one on each line
custom fields used for any purpose you see fit. custom
fields are not included in Fast Find searches
!
!
!
page 31
"
Field
purpose
Notes/Custom
issue date
if issued, the date the item was issued otherwise empty.
A view showing larger views of the notes and custom fields
return date
If the item is overdue, the date appears in red.
if issued, the date the item is due for return, otherwise
Container
empty. If the item is overdue, the date appears in red.
borrower custom if issued, custom field 1 and 2 (with the labels as you
On the left is a larger view of the container from the detail view. On the right
is a web view showing the web resource visible from the URL derived from
the formula in the image field in the admin. The open viewer will attempt to
open that URL in your default web browser. The Grab button will attempt to
copy the image viewed in the web viewer and store it in the container. The
web viewer must be a direct link to a .jpg or .png file.
fields
have defined them in admin) for the borrower. If the item
borrower name
is overdue, the fields appears in red.
the name of the borrower, if issued. If the item is
borrower e-mail
overdue, the name appears in red.
if issued, the e-mail address for the borrower (in red if
address
overdue). Click the Show button to view the borrower’s
URL
record; click the send e-mail button to generate an e-
The URL from the detail tab and a web viewer showing the content pointed
to.
mail in your mail client such as Outlook or Apple Mail.
Click the return button to immediately return the item
Tab views
Audit
A tab showing internal fields for the item. Do not change anything on this
view unless advised.
!
Detail
Catalogue Commands
The main information for the catalogue item. The tab where you will spend
most of your time.
Reserves/History
Lists of any reserves for the viewed item and the history of all issue/returns
for the item.
New Item
Adds a new item to the catalogue
Bar Codes
Shows a view of the current found set of catalogue items as bar codes, 10
rows, 3 columns
page 32
"
Edit BC
Catalogue Filter
Allows you to adjust the placement of bar codes in “layout” mode.
Next BC
Allows you to set the next bar code generated for the next new item. Bar
!
codes can contain letters and numbers and it is normally not a good idea
to include spaces or special characters.
Cat QRCodes
All
Sets the found set to all records (you lose the results of your last find)
Will print QR Codes for the found set of catalogue items (note, you must
Omitted
generate the bar codes first).
Shows the items that are currently omitted from view
Edit Cat QR
Constrain
Will switch to the QRCodes layout and allow you to edit with FileMaker Pro.
Code to suit your needs.
Allows you “constrain” new searches to just your found set...that is a
search within a search. To do this, click the Constrain button, enter your
find criteria and then click the Constrain button again.
Create Cat QR
Out
Will generate QR Codes for the found set of items. This can take a while,
Lists all catalogue items that are out of the library.
That is, you can change the width, height, content of each printed QR
depending upon your internet connection, with each code taking about a
second or so to be retrieved and stored.
Reserved
Lists all items that are reserved
No Issue
Lists all items that are marked as “not for issue"
page 33
"
Catalogue Reports
!
Print
Prints the current found set of items in the current sort order.
!
Location
Summarises the found set of catalogue records, grouped by Location.
!
Items that have no location wil be grouped together at the start showing a
Type
blank location.
Groups the found set of catalogue records by the item type.
page 34
"
Author
Groups the found set of items by Author:
!
Custom 1
Summarises the found set by the field named custom 1. You set your name
!
for custom 1 in the admin preferences.
Publish
Groups the found set of items by publisher. If you don’t have a publisher
specified for items, there will be a blank entry at the start summarising
those.
!
!
page 35
"
Custom 2
Summarises the found set by the field named custom 2. You set your name
for custom 2 in the admin preferences.
!
Origin
Summarises the founds set by the author origin (the field below the author
on the catalogue detail screen):
!
Supplier
Summarises the found set by supplier:
!
CSV/Excel
This will export the found set of catalogue records to either a a text file, an
excel workbook or copies the data to the clipboard.
page 36
"
!
!
This option includes the most information for every record.
!
Choosing Excel or clipboard, will export just the financials for each item.
Stock-take
This is where you start a new stock take (clearing all previous stock take
information) or continue the current stock take.
Missing
Will list all items in the catalogue that were not scanned in the current stock
take. That is, everything that does not have a stock take stamp.
!
The type pop-up menu allows you to specify the file type:
page 37
"
Searching
When you perform a search in Athenaeum, the result of the search is
known as the found set, which is in effect a subset of your catalogue.
Many actions, such as printing, exporting and archiving are only applied to
this found set.
Fast Find
The search widgets on the guest and administrator main screens performs
a fast find.
By default, Athenaeum Light performs “stemming” which means it will
search for words that “start” with each of the words you enter, unless you
add wild card symbols.
it
Search for
Italic, Italy, It
Will find these
*it
It, hit, wit
*it*
It, Italy, italic, itch, witch, hit, bit
Searching this way is case insensitive.
Detailed Find
!
Any terms entered into the fast find field automatically search the following
fields:
!
Bar code
Title
Clicking the Detailed Search button on the search screen switches to an
empty catalogue detail screen (either the administrator detail screen or the
guest detail screen depending upon the logged in account).
ISBN
Here, you may choose which field or fields to enter your search criteria.
Series
Subjects
Author
dewey
Entering more than one word will perform an “and” search for those words
across the listed fields.
page 38
"
!
You can add new requests, omit items or select operators from a list and
build flexible search requests.
!
By combining the techniques described above you can build up very
precise and complex searches.
!
Boolean Find–“AND” search
Find all books with Maori in the subject AND written by R. Bacon:
Boolean Find–“OR” search
•
Enter ‘Maori’ in the Subject field, enter ‘Bacon’ in the Author field.
•
Press the Enter key or click on the OK button. All books listed meet
Search for all books that have Maori in the Subject field OR are written by
R. Bacon:
BOTH criteria specified.
Status Area Search options
!
Clicking the Show status area icon at the bottom left of the window reveals
the status area containing more options for searches.
•
Enter ‘Maori’ in the Subject field.
•
Next, click on the New Request button.
•
Enter ‘Bacon’ in the author field.
•
Press the Enter key or click on the OK button. Note that the list obtained
here is longer than that using the above search.
Search for all books that have Maori OR moko in the Subject field:
page 39
"
•
Enter ‘Maori’ in the Subject field (without the quotes)
•
Next, click on the New Request button.
•
Enter ‘moko’ in the subject field (without the quotes)
•
Press the Enter key or click on the OK button.
Boolean Easy Find–“NOT” search (omit)
Omitting Individual Records from a Found
Set
You may have performed a search and ended up with a found set which is
almost correct. You can omit individual records from the Found Set as
follows:
Activate the record to be omitted ( a black vertical line will be visible on the
left of the record)
Search for all books that do NOT have Maori in the subject field:
•
Enter ‘Maori’ in the Subject field.
•
Next, click on the Omit button.
•
Press the Enter key or click on the OK button. Books in the list will be all
books that do NOT have Maori in the subject field.
!
Press Apple / Control – T. The current record is omitted
In list view, clicking on a record to activate it, will automatically take
you to the Detail View. Either use the Mark check box to activate a
By combining the techniques demonstrated above you can build up
record (but remember to turn it the check box off again), or use the
very precise and complex searches.
Control key plus the UP and DOWN arrows on your keyboard to
navigate through your records
Power Searches
As you become more familiar with Athenaeum, you will want to take your
searching skills further.
Most screens are searchable, simply by pressing Apple / Control – F. Your
screen goes into Find mode, where you can enter any combination of
criteria as described above. Press the Enter key on your keyboard to
display the results. It may be useful at this point to switch to List view to
view the found set more effectively.
From this point, you can refine your search even more:
Further Narrowing Down a Found Set
Once you have a found set, you can further narrow down this found set by
constraining the found set.
Perform your first search as per usual.
Then, press Apple / Control – F again and enter your second set of
criteria. DO NOT press the Enter key!! Instead, go to the Requests menu
at the top of the screen and choose Constrain Found Set from this menu
or click the filter button and then the constrain button
page 40
"
!
!
Your second criteria will now only apply to the records in the original found
set.
Extending your Found Set
!
Once you have a found set, you can add to this by extending the found
set.
Simply perform the search again and change or adjust your criteria.
First, perform your initial search.
Working with a Found Set
Then, press Apple / Control – F again and enter your second set of
criteria. DO NOT press the Enter key!! Instead, go to the Requests menu at
the top of the screen and choose Extend Found Set from this menu or
click the filter button and then the extend button
The Found Set refers to the subset of your data following a search. The
number in your found set is displayed to the right of the navigation buttons:
!
!
Your found set will have the results from the two searches added together.
Unsuccessful searches
In some cases a search comes up with no result, i.e. a found set of 0
items. A warning will appear with some possible explanations:
!
in the above example, there are a total of 3738 items in the catalog, and
the found set is comprised of 74 items.The found set can be manipulated
in various ways. Further searches (building on the found set) are possible,
as well as a number of functions such as printing reports, lists and bar
codes; reporting summaries, disposing, stocktaking, etc.
Find All
If you have been working with a subset of your data and wish to return to
working with all data,
-eitherpress Apple / Control – J
-or-
page 41
"
Click on the Filter button and choose All.
repeating this exercise will return you to the original found set, as
long as you don’t do any other searches inbetween.
!
the number for the found set now equals the number between the
parentheses.
Finding all Out items
Click on the Filter button at the top of the catalog detail or list screen:
Constraining Found Set
If you already have a found set and you wish to narrow down your selection
further, you can constrain your original found set by entering further criteria.
Click on the Filter button at the top of the catalog detail or list screen. the
filter submenu appears.
!
!
Then click on the Find button and enter your second criteria. Finally, click
on the Constrain button.
the filter submenu appears.
!
A list of all items currently out appears.
Finding Omitted Records
You may wish to view or work with all the items that are not currently in the
found set. To do this,
Click on the Filter button at the top of the catalog detail or list screen:
!
For example, you have a list of all items that are out. You now want to find
all those items by Dahl our of the items currently out.
Click on the Find button (if this is not already visible, click on the Filter
button first)
Click on the Find button and type in Dahl in the surname field.
Click on the Constrain button again.
!
!
the filter submenu appears. Click on the omitted button
you now have all items by Dahl that are currently out.
!
page 42
"
Finding Items marked “Not for Issue”
An item that should not be issued, is marked as such by checking
the Not for Issue check box in the catalog detail screen.
!
In Detail view, click the temp “mark” button.
!
Click on the Filter button at the top of the catalog detail or list screen. The
filter submenu appears.
!
To find items that have been marked, simply click the flag button in “find”
mode and press enter.
!
Then click on the no issue button.
!
Flags
Listing Highlighted Titles on the Guest
Search Screen
Items can be “Highlighted” in the catalogue by clicking the Highlighted
button:
Flagging Items
In some cases you may like to temporarily ‘flag’ certain items in the
catalogue so they can be tracked later (for example books that need their
condition checking at a later date). In list view, you can click the button to
the left of each row (the button will highlight when you hover above it) in
browse or find mode.
!
page 43
"
and will display in lists in bold text and be listed on the guest search screen
for easy access:
!
The items are presented in a pseudo random order. Each time you edit a
catalogue record, you slightly adjust the order.
page 44
"
Borrowers
Navigate to the borrower list from the main menu by pressing the letter “b”
or clicking the borrower button on the navigation menu.
Photos can be stored with each borrower if required. QR Codes can be
generated, stored and printed. If you are using FileMaker Go on an iOS
device, you can also use the QR Codes as identifiers during issuing and
checking.
Borrower Fields
Field
Bar code
!
Borrowers can be anything, in accordance with your library policy.
Students, teachers, visitors, rooms, other Libraries.
Description
Unique code assigned to each borrower - used
for issues and reserves
First name
Given or known as name for borrower
Familly name
Surname or family name of borrower
Authorised
Check box indicating whether borrower is
authorised for issues
“year”
For schools, usually the “year” or “form” level of
the borrower. For other organisations, this field
may be used to group “like” borrowers in some
reports
“room”
For schools, usually the “home room” of the
borrower. For other organisations, this field
may be used to group “like” borrowers in some
reports
"
To get your organisation data into Athenaeum, you can either type all of this
information manually, or import the data directly from other data sources
such as spreadsheets, databases like your school administration system.
Address fields
4 address fields plus a post (zip) code
page 45
"
Field
Phone
Description
Contact phone number or numbers for the
borrower
e-mail
e-mail address used when creating e-mail
correspondence - in the format name@domain
New Brwr
Switches to the detail view and creates a new empty record.
e-mail
A quick way to send e-mails to borrowers. Will give you the option of
(don’t enter “mailto:” nor quotes, spaces and
creating e-mails to the found set of borrowers. Either 1 e-mail to the found
extraneous punctuation around the e-mail
set of borrowers or to each borrower individually.
address
Letters
Printed letters to borrowers will pick up
address to
addressing information from the address fields,
custom 1 or custom 2 fields according to your
choice.
Photograph
insert button and select your image.
QR Code
!
Enter a borrower photograph here. Click the
You are then prompted for the subject and message.
Retrieve a QR Code from the internet. The QR
Code represents the bar code
“mark”
A flag for temporarily marking records for easy
retrieval later
Command
!
!
page 46
"
E-mails with your content will be generated in your standard mail program
Edit Brwr QR
(this does not work with web based e-mail programs such as gmail).
Allows you to edit the layout upon which QR codes with borrower photos
are printed.
Edit Letter
Create Brwr QR
Allows you to edit the layout of the selected borrower letter.
Generates QR Codes for the found set of borrowers. This requires an
internet connection. Each QR Code takes about a second or so to retrieve,
according to your internet connection speed and computer speed.
Next Bar Code
Allows you to set the next bar code generated for the next new borrower.
!
Bar codes can contain letters and numbers and it is normally not a good
Edit 3BC
idea to include spaces or special characters.
Allows you to edit the layout upon which 3 column bar codes are printed.
Filter
Edit 2BC
Allows you to edit the layout upon which 2 column bar codes are printed.
Edit PhotoBC
!
Allows you to edit the layout upon which 2 column bar codes with borrower
All
photos are printed.
Sets the found set to all records (you lose the results of your last find)
Omitted
Shows the items that are currently omitted from view
page 47
"
Constrain
Borrower 1
Allows you “constrain” new searches to just your found set...that is a
search within a search. To do this, click the Constrain button, enter your
find criteria and then click the Constrain button again.
Prints a list of the found set of borrowers grouped by borrower custom field
1, with a page break between each group.
Authorised
Lists all borrowers who are “authorised” for issue.
(tip: click this and then omitted to find all unauthorised borrowers)
!
Report
Borrower 2
Prints a list of the found set of records grouped by borrower custom field 2,
!
with a page break between each group.
Print
Prints the current found set of borrowers, with some brief statistics in the
current sort order.
!
Letter
Will generate a letter to the found set of borrowers using either the
borrower address or the borrower custom field 2
!
page 48
"
Photos
Switches to a list view with borrower bar code, name, photo and details of
the photo.
!
!
3 Col BC
Prints pages of bar codes for the found set of borrowers in 3 columns.
2 Col BC
Prints bar codes for the found set of borrowers in 2 columns.
!
If you click the All Photos button at the top of the window, Athenaeum will
only show borrowers who have borrowers (and then filter->omitted to see
the borrowers that don’t have photos).
Photo BC
Prints a bar codes with photos next to them.
page 49
"
Search for Borrowers
Quick Search for Borrowers
!
The fastest way to find a borrower is to simply click into the quick search
field at the top right of the borrower list and start typing.
Athenaeum Light will filter the borrower list as you type.
A quick video of this can be seen on youtube at this link:
http://youtu.be/FlXqd_iKzck?hd=1
Detail Search for Borrowers
Click on the Find button at the top of the screen.
!
Enter the criteria by which you wish to search, then press the Enter key on
the keyboard.
Showing the status area reveals additional options, such as multiple find
requests and “omit” requests option
!
Your screen goes into Find mode on a blank version of the detail screen.
!
Example: Search for all pupils in room 8.
•
Type 8 in the Room field and click on the OK button.
•
A list of pupils appears, this is your found set.
page 50
"
!
!
Note that this search found all borrowers in Rooms 8 and 8F; this is
as a result of different naming conventions used in schools. If you
only wanted to find those pupils in room 8 (and not 8F), enter the
criteria as ‘=8’ (without quotes).
!
if you click the issues button (the heading above the issues) at the top of
Creating a New Borrower
that list, it will list just this borrower’s issues in the circulation module
Click the Command button, then click on the New button.
"
"
A new, empty borrower record is created, ready for you to enter the
required details.
-or-
Viewing a Borrower’s Current Issues
You can also quickly generate a list of issued items (without finding that
borrower in the borrowers module, clicking their details and then the issues
tab) for any borrower by using the Check Borrower function on the manage
menu.
-eitherLocate the borrower record and display the Detail tab. At the bottom left is
a scrollable area listing the current issues for the borrower (overdue issues
show the due date in red).
!
page 51
"
Enter the borrower’s bar code
Viewing Issue History
For each borrower, current and past issues are stored. This gives library
administrators a very useful point of reference. To view the borrower’s
history, click on the borrower’s record to display the Detail View, and then
click on the Issue History tab.
!
The list of historical issues and the average duration is displayed.
!
Click OK. A list of all items that the borrower currently has out appears on
the screen together with due dates.
!
!
Viewing a Borrower’s current Reserves
Locate the borrower record and display the Detail tab. The reserves are
displayed in a scrollable portal at the bottom right.
page 52
"
http://www.youtube.com/watch?v=ovShKq3feMI
Printing Borrower Bar Codes
Bar codes are printed for the Found Set of borrowers. For example you
may wish to print bar codes for just one room; in which case you would do
a search for just that room.
!
Charting Issue History
Click on the Report button and the choose either 3 Col BC, 2 Col BC or
Photo BC.
Athenaeum Light 2014 will create some simple representations of the
borrower’s issue history in a weekly or daily chart.
!
The three print options are below. Note that the 2 column bar codes will
sort the borrowers by custom field 2, name display.
!
!
Enter start and end dates with the date picker fields and click weekly/daily
to toggle the chart frequency and then click “Chart Issued”.
The charts show the number of items out at any particular interval.
Charting is also shown on the Athenaeum Youtube channel:
page 53
"
Before you attempt this, it is useful to know a little about FileMaker
layouts and how they are affected by editing.
Click the Command tab and then the appropriate Edit button.
!
Adjust the label size as required in layout mode. The technique is similar to
that used when editing catalogue bar codes.
!
!
Sending Letters to Borrowers
To send overdue or recall letters to borrowers, see Overdue Letters.
!
!
Editing Borrower Bar codes
If the layout of the labels does not suit you, you are able to adjust the
layout as long as you have FileMaker Pro 12 or 13.
Bar Codes are printed for the Found Set. If you are not familiar with this
concept, seeFound Set. For example you may wish to print letters for just
one year; in which case you would do a search for just that year. From the
Main Menu, click on the Borrowers button.
Search for the required borrowers as described on page 68.
Click on the Utility button.
page 54
"
!
Editing Letters
The letter can be directly entered into the letter field:
!
The content of this letter can be anything you like (e.g. advice of new library
opening times, policy changes, etc).
The formatting in letters is preserved. This means that if you italicise
or bold text, the printed version will reflect this.
This also means, however, that if you copy and paste text from, e.g.
Word, into this letter field, the formatting in the Word document will
prevail, sometimes looking less than optimal. You can
!
page 55
"
Issuing
or you keep borrower’s bar codes in a folder at the issuing desk, simply
scan in the bar code.
As the most basic functions of any library system, issuing and returning
items need to be quick and accessible. At almost any time while working
with Athenaeum, you can issue or return an item.
Press Apple / Control - 3 to begin issuing.
-or-
type in the borrower’s unique bar code using the keyboard.
Once the borrower is identified, enter (by scanning or typing) the item bar
code.
If the issue behaviour is configured to ask duration on issue, then you will
also be prompted for the number of days for the issue.
!
!
if you hold the shift key on your keyboard when commence the issue
process, Athenaeum Light will prompt you for the number of days
issue duration.
Athenaeum lists the 5 most recent transactions to help you keep track of
where you are at.
There are several ways of entering the borrower id:
If authorised, the issue is added to the recent transactions list and the item
bar code entry field is cleared, ready for the next item.
Continue with the next book for this borrower. When there are no more
books for this borrower, leave the item id field blank and click on OK (or
press the enter key on the keyboard).
You can now scan or enter the next borrower’s id — or leave the borrower
field blank and click on OK if you want to leave the Issue screen.
-eitherIf the borrower carries an ID card with a matching bar code, scan the bar
code
Overriding the issue period
If the “ask duration on issue” is set to “no”, the default issue period is used.
-or-
page 56
"
However, when starting the issue process (that is, choosing “Issue” from
the Athenaeum menu or clicking the Issue button under the Manage
button), holding the SHIFT key on the keyboard will cause Athenaeum Light
to ask for the issue period for each item.
!
Issuing Items already Issued (Out)
An item is marked as ‘out’ if it has not yet been returned. However in some
cases a borrower may return the item incorrectly; i.e. placing it back on the
shelf. In this case another borrower may pick the item up and issue it.
Athenaeum simply handles this by first returning the item before issuing it
as per normal.
page 57
"
Returning
At any time to go to the Return screen, press Apple / Control - 4.
Athenaeum will show the return dialog box:
!
!
!
Enter the bar code and —if your bar code scanner doesn’t move on
automatically — press the Enter key on the keyboard or click on OK.
When you have finished returning items, leave the bar code blank and
press the OK button or press the enter key.
Items not Found on Return
It isn’t a rare occurrence where a long lost book suddenly reappears in the
returns box - the item may well have been archived in the meantime.
If an item is returned which is not in the catalogue or you enter an incorrect
bar code, Athenaeum Light will ignore the action, beep and display a short
message in the transaction listing:
page 58
"
Reserves
Who may reserve?
To reserve an item, borrowers must be authorised for issue (i.e. The
authorised check box must be checked)
!
and the borrower must less than the number of reserves permitted in the
preferences.
!
!
!
Reserving an item
Find the item in Detail view, and click on the Reserve button:
!
Enter the borrower’s bar code. You are returned to the catalog detail
screen. Click on the Reserves/History tab to view the list of reserves for an
item.
page 59
"
Listing All Reserves
Click on the Navigate button to view the navigation submenu. Click on the
Reserves button; a list of all current reserves appears:
!
!
An item can only be issued to the person at the top of the list. If you
wish to issue to a person lower on the list, you will need to remove
!
the person(s) at the top first
Issuing Reserves
!
When an item is returned which was reserved, a message will appear
advising you:
!
!
You can generate an email, print a letter or simply click the OK button and
put the item to one side and deal with it later.
To issue the item to the first reserver, locate the item in the catalog and view
the Reserves/History tab. Then click on the first person in the list and click
on the Issue button.
page 60
"
Overdue Items
Overdue lists may be printed from the circulation list.
Click “Filter” then “Overdue”
!
As with any other list of items, you may choose any of the print options
under the Report menu or create Overdue and recall letters and emails
from the Command menu.
Print Recent Overdue Letters
After isolating your overdues, you can choose to create letters or e-mails
from the command menu.
!
You can use the Previous and Next buttons to view different pages.
If you are using Athenaeum Light with FileMaker Pro 12 or 13, you can
output the document as a .pdf.
When you are satisfied the letters are ready to print, click the Continue
button at the top right of the window (or press the Enter key):
!
!
Note that you can generate overdue letters to ANY found set of
The print dialog is then displayed in the normal manner.
circulation items - not just the overdue letters. For example, you
might choose to send letters only to borrowers whose issues are
more than 7 days overdue (search for due date < the current date
less 7 days)
Letters are first previewed to screen for checking:
Editing overdue and recall letters
The content of the overdue and recall letters is defined in the Letters tab of
the admin section.
See “Letters Tab” for examples.
page 61
"
Miscellaneous Tips
Marking Items as Not For Issue
In the Catalogue Detail screen, click the Not For Issue button so that it
flagged.
!
!
Scroll down or type in the first letter(s) of the entry, then use the Paste
button to add the subject to the current field.
Set next bar code number
!
Note that the bar code appears in red, as a visual clue. Also the Issue
process will stop the issuing of this book.
Athenaeum automatically assigns the next bar code number when you add
or duplicate an item. If you wish to change the number that Athenaeum
automatically suggests, then:
Making your Subject Headings Consistent
Choose Next BC from the Command menu:
If you are manually cataloguing items, and wish to match up the subject
keywords up exactly with what you have used in the past, simply place
your cursor in the Subjects field and press Command/Control-I. This
brings up the index for the Subject field which is a list of all the entries in
this dialog box used in the past.
!
Enter the next bar code number that you like at the prompt:
page 62
"
!
Click the “reset next” button
!
The bar code must not have already been used.
Reset next internal catalogue ID
Every item has its own special internal ID tracked by Athenaeum. You
normally do not do anything with that ID. Under some circumstances, such
as importing data, the ID may not have been set.
Navigate to the admin area and click the security tab and then the
[deliberately] small “audit” button:
!
The Check and renumber empty buttons will check all existing entries and
set the IDs for any missed records.
Global Replace
Also known as changing a whole lot of records at once! A wonderful,
powerful feature that will turn a novice into a Power User. However, used
incorrectly will turn that same user into the Grim Reaper!
!
Audit views are spreadsheet like views of your raw data...the normal
data entry rules are overridden here, so take care
Click the catalogue button:
This function acts on the Found Set – this is an important concept that you
must be completely familiar with before attempting any Global Replaces.
If in doubt, back up your Athenaeum files first before doing a global
replace. If all goes to custard, you can go back to your back up files
and no harm will be done.
page 63
"
First, determine your found set. This constitutes the records (e.g. catalog
items or circulation records or borrower) for which you want to change a
particular field entry. You can check at the top of your list view:
!
In the above example your global replace acts on 12 items. For more
information on the Found Set, see Found Set.
Go to the detail screen of any of the records, and edit the field which needs
to be adjusted for each of the item in the Found Set. In this example we will
enter the ‘amount paid’ for each of the items in the found set to $15.
!
!
In the following dialog box, read the text carefully! This action is Permanent;
this means there is no Undo!
Make sure your cursor is still in the field that you wish to change globally. If
not, click back into the field. It doesn’t matter if a pop-up list appears (for
some fields), however, if that annoys you, press the ESC key on the
keyboard.
From the Records menu, choose replace field contents…
!
Check that you are changing the correct field with the correct new entry
and the Found Set is the number you expect. Only then, click on the
Replace button.
All records in your found set are now changed.
page 64
"
This is a very straightforward form of replace; with practice and
!
some knowledge, you are able to perform extremely sophisticated
Change the entry of one of the records (doesn’t matter which one) to the
correct entry.
global replaces.
Cleaning Location / Publisher / Item Type
Lists
Click back on the Publisher field – the pop-up list will appear, which is fine.
If you want to get rid of that, click in the field again OR press the ESC key
on the keyboard.
The above are ‘self-defining pop-up lists’. What that means is that if there is
a record with a particular location (or publisher or Type of Item), that
location will automatically be added to the pop-up list.
Choose Records – Replace Field Contents…
The reverse is also true; if that location is removed from the records, the
pop-up entry is automatically removed also.
To fix this, you can use the Global Replace function as described above;
below is an example using the Publisher field. The same technique can be
used with Location and Item Type. In the below example, there are two
different entries for A & C Black. We want to amalgamate those into just
one entry on the pop-up list into one: A & C Black (without the Ltd)
!
If you are happy with the dialog box, click on the Replace button.
Your records have been updated and at the same time your Publisher popup list has been cleared of the incorrect entry:
!
!
Find all records which are incorrect by going to the Find Mode and
choosing the ‘wrong’ entry. Click on OK. You will now have a list of records
with the wrong Publisher Name
Sometimes you need to be able to be very specific about your
Check the found set:
and fiction shelves, but also pick up non-fiction and senior fiction
search terms when doing a replace. For example, if you were to
search for fiction in the Location field, the search would find fiction
page 65
"
!
shelves. To search for fiction only, do a literal search: type == in front
of your search term:
The item is sent to the archive.
!
This will find only those items that have fiction and nothing else in
the field.
"
Archiving An Item
Libraries are living, breathing entities – and inevitably items need to be
withdrawn either because they are damaged, are out of date or lost.
Such items are not deleted! This is important. Also, occasionally lost items
miraculously re-appear – in Athenaeum you can return them to the catalog
at a click of a button.
Find the item in question and click the Archive button near the top right:
!
Quick Dispose will let you choose from 3 common disposal reasons
!
You will be asked to confirm the archival:
!
Returning Items from the Archive
Navigate to the Archive.
Locate the item to be returned.
!
page 66
"
In the Detail Screen view for the item, click on the Restore to Catalogue
button.
!
Omit Individual Records from a Found Set
Libraries use these in all sorts of different ways. Some examples are
reading level, accession number (as opposed to Dewey or Call number),
language, etc.
Note that Custom Fields 1 and 2 are included in any Fast Searches;
custom fields 3 and 4 are not. You would therefore use the former for
information pertinent to borrowers, while the latter would store information
useful to the librarian.
Omitting is not the same as deleting; it simply refers to taking a
Naming Custom Fields
particular record out of the found set (hiding it from view).
From the Main Menu, click on the Admin button and click on the
Customisation tab.
-EitherClick on the record to be omitted and click on the omit… button
For just one record to be omitted, leave the number as 1:
!
and click on Omit. Note that the found set becomes smaller by 1.
-or
press Apple / Control – T.
!
Enter the labels you wish to assign to each custom field. The catalog
screens will automatically assume these headings.
Customising Fields in the Catalog
Invariably, different libraries have different requirements. To accommodate a
certain amount of customisation, we have provided four customisable
fields.
page 67
"
Bar codes will be generated for the found set (i.e. the items currently
displayed)
!
!
Printing Labels
If no bar codes are displayed, but instead numbers between two asterisks,
then the bar code font has not been installed on your computer.
Printing Catalog Bar codes
The bar codes are printed 10 x 3. If you wish to adjust the size of the bar
codes, you will need FileMaker Pro 12 or 13 and a little bit of knowledge on
how to adjust layouts. Click on the Edit BC button.
Many libraries choose to purchase purpose-made bar code labels, simply
because they tend to wear better. However, if you wish to print your own
bar code labels, you can do so from within Athenaeum. Just be aware that
in some cases, the ink or paper in your printer might be light-sensitive and
may fade after periods of exposure to light.
Perform a a search to isolate the items; for example you could find all items
that were catalogued (date purchased) today.
Next, in the Catalog List view, click on the Command button to show the
available commands.
Click on the Bar Codes option.
!
note: you must have FileMaker Pro 12 or higher for this
!
The barcode labels are set up for particular label sizes (Avery L7158
for A4 or Avery 05810 for US Letter paper) - these may not be the
exact fit of the labels you have. This process, while not hard, can be
a little fiddly. It may pay to practise this on a copy of Athenaeum Light
first.
!
page 68
"
Print a sheet of labels onto plain paper and then hold that sheet of
paper behind a sheet of bar code labels (plain paper is much
Records are incrementally further up or down in relation to the
labels
cheaper than label paper).
Move the body part up or down a mm at a time (these are incremental and
a tiny adjustment can make a big difference!)
Enter Layout Mode and zoom in 400% to make your job easier.
If the labels move further up relative to label as you go down the page,
increase the size of the body by dragging the body part down a mm or so.
Records are consistently too far up or down
If the labels move further down relative to label as you go down the page,
decrease the size of the body by dragging the body part up a mm or so.
Drag the header part up or down
When you have made an adjustment, go to Preview Mode (Command/
Control-U) and print a single page. We suggest you print the labels on
normal paper, then hold them up against the sheet of labels to compare to
save costs while you are adjusting the labels).
Sending Information as Excel Worksheet
You can create Excel worksheets directly within Athenaeum and output
them to disk, with the options to send as an e-mail attachment.
Either find the records you want in which ever module you choose and
choose Excel from one of the report options if there,
!
!
If the labels are too far up, increase the size of the header by dragging it
down a few mm towards the bottom of the layout.
or and then select Save/Send records as Excel from the File Menu:
If the labels are too far down, decrease the size of the header by dragging it
up a few mm towards the top of the layout.
page 69
"
Sending Information as a PDF!
If you run Athenaeum under FileMaker Pro 12 or 13, you can create PDF’s
directly from Athenaeum.
On any previewed report, click the “Save as PDF” button in the toolbar and
select a destination:
!
Select a destination and optionally create a new email with an attachment.
"
!
An email is created, ready to send
!
page 70
"
Stock-take
!
Athenaeum makes the process of taking stock very easy. You may start
and stop a stock-take at any time and you can perform a partial or a full
stock take.
Specify whether you are starting a stock take from scratch or whether you
are continuing a stock take you started earlier.
There are a number of ways of performing the stock-take and these might
depend upon the equipment you might have at hand:
•
use a wireless scanner (e.g. with Bluetooth) which talks directly to
Athenaeum as you scan items. You have to consider the physical
distance between the scanner and the computer.
•
•
!
If you choose New, you will ask to confirm.
use a data collector (which doesn’t talk to Athenaeum ‘live’ but allows
you to dump the bar codes into a holder in Athenaeum.
Choosing New removes any previous stock take information -
use a standard scanner connected to a laptop with Athenaeum on it,
permanently!
and wheel it around on a trolley
•
Next, get scanning!
Bring all your items to be stock taken to the computer and scan them in
piles.
We recommend that you return all issued items and close the library for
issues and returns.
Next, back up!
Closing the library is not a necessity, it just makes it easier to stock
take and not miss items.
Start your Stock take!
!
On the catalogue list, click the report button and then choose Stock Take
from the sub menu:
page 71
"
As you scan items, the stock-take dialog is updated, reminding you of
where you were up to:
A list of items not scanned during your stock take appears, taking into
account the selections from the above dialog boxes.
You can further refine this list by using the Constrain filter options.!
You can now Print this list (click on the Print button, choose Print Options
and print by location) and check each item individually. Any item in the list
can be archived if required (see Archiving for more information on disposing
and archiving items). !
!
Once you are ready for a break, simply leave the the field empty and click
on OK.
The next time, simply continue the stock take as described above.
Items that are supposed to be on issue, but are scanned during the stock
take are automatically returned (and a message stating the same is
displayed).!
Continuing a Stock Take !
Resuming a stock take just involves clicking on the Continue stock take
button rather than new stock take.!
The Stock Take screen reappears.!
Listing all Items Missing from Stock take!
After completing the stock take, you will be interested to find which books
are missing from the catalogue. In the Catalogue screen click on the
Utility button and click on the Stock take/Reserve tab. Next, click on
the Missing Report button
!
!
page 72
"
Circulation
The circulation holds all items that are currently issued (‘out’).
Navigate to the circulation by clicking the circulation button on the main
menu or pressing the “c” key on the keyboard.
List Borrowers
Lists the borrowers, in the borrower module for the found set of circulation
items.
List Items
Lists the items in the catalogue module for the found set of circulation
items.
Overdue Letters
Generates overdue letters for items in the found set of circulation items,
merging the listing of catalogue items with the body text stored in
!
The list of items in circulation shows item details with book cover (if any)
Preferences->Letter-> Overdue.
and the borrower details with photo (if loaded).
!
Use the search widget at the top of the window to search for the borrower
details (bar code, name, custom 1, custom 2), item details (bar code, title,
author) or date due.
Command Menu
!
!
page 73
"
Overdue e-mails
Filter Menu
Generates overdue e-mails in your mail client, merging the listing of
catalogue items with the body text stored in Preferences->Letter->
Overdue.
If any of the borrowers in the found set of issues do not have e-mail
!
All
addresses then a message is displayed.
Shows all items in the list
Omitted
Hides the current found set of items and shows the currently hidden items
Constrain
!
Starts a search, using the current found set of items as the search target.
Recall letters
Click the constrain button again after entering your criteria to constrain the
As for overdue letters, generates “recall” letters for items in the found set of
search.
circulation items, merging the listing of catalogue items with the body text
Overdue
stored in Preferences->Letter-> Recall.
Finds all items in circulation that are overdue
Recall e-mails
Report Menu
As for overdue e-mails, generates “recall”e-mails for items in the found set
of circulation items, merging the listing of catalogue items with the body
text stored in Preferences->Letter-> Recall.
!
page 74
"
Print Issues
Prints the current found set of circulation items, in the current sort order.
!
!
Cat location
Prints the found set of issues, grouped by catalogue location. You have the
Cat type
option of page breaks between each group, or a compact list.
Groups found set of issues by type, also with the option of page breaks.
!
!
!
Brwr custom1
Groups the found set of issues by the borrower custom 1 field.
page 75
"
Brwr custom2
Groups the found set of issues by the borrower custom 2 field.
Due date
Prints the found set of issues, grouped by Due date.
•
•
•
•
•
•
•
!
catalogue type
catalogue cover type
catalogue amount purchase
catalogue amount replace
depreciation rate
date purchased
supplier code
!
!
Copy Financials
!
Copies the details of the current issues to the clipboard so you can paste it
into a spreadsheet or other program.
The fields copied are
•
•
•
•
borrower name
borrower custom 1
borrower custom 2
catalogue location
page 76
"
Tips
Listing all items currently Out
Click Filter->All in the circulation
!
Borrowers Currently with Items Out
Show all items in the Circulation List and then Command -> List Borrowers
!
"
Custom Search
As it is with searching the catalogue or the borrowers, you can search the
Circulation file and work just with a subset (the found set) of the circulation.
Click on the Find button at the top of the circulation screen.
!
enter your criteria and click on the Find button or press Enter.
Custom Search options
Athenaeum (via FileMaker) has many powerful search features. Reveal
some of these by clicking the icon to show the toolbar
!
An empty screen is displayed. If you were in list view, that view is used:
!
!
If you were in detail view, that is used:
From the tool bar, you may add new requests, choose to Omit records
instead of including or use a number of operators.
page 77
"
•
you can enter a day of the week (e.g. Tue, Fri) and you will search only
dates matching that day of the week.
!
!
For date fields, a number of rules are in effect:
•
if you don’t specify the year (e.g. just add the date as dd/mm or mm/dd
according to your date format), the current year is entere
•
if you enter the year, by itself, that searches the whole year
•
if you enter a month number, that will search for every date matching
that month
page 78
"
list in catalogue
Issue History
Lists the catalogue items for the found set of history records in the
This file contains the history for all of the issues and returns (excluding
items currently issued). There are various reports available, most based on
a Found Set (i.e. perform a Find and report on the subset).
catalogue module. Items in the history view that are not in the catalogue
(i.e. items in the archive) are ignored.
list in archive
Lists the items for the found set of history records in the archive module (if
any). Items in the history view that are not in the archive (i.e. items that are
in the catalogue) are ignored.
Filter
!
Command
!
All
Sets the found set of items in the history to all records.
!
list in borrower
Omitted
Will list the borrowers for the found set of history records, in the borrower
Shows history records that are currently omitted from view and omits the
view.
items that were currently viewed.
Constrain
Use constrain to perform a search within the found set of items. Click
“constrain”, enter your search criteria and then click “constrain” again.
page 79
"
This Week
Show items returned to the catalogue in the current calendar week.
Last Week
Show items returned to the catalogue in the previous calendar week.
This Month
List items in returned to the catalogue in the current calendar month.
!
You can use any of the date operators in the operators to build complex
Last Month
expressions.
Sets the found set of history items to the items returned in the previous
calendar month.
This Year
Finds all items returned in the current year.
Last Year
Finds all items returned in the previous calendar year.
Custom Date
Allows you to easily specify a custom date expression for the return date.
Enter an expression in the dialog that is displayed or use on of the buttons
to build a formula:
!
page 80
"
You can also exploit FileMaker’s date entry functions to enter shorthand
calculations, such as naming a day of the week (e.g. Tue, Thu, Fri), a month
number (1, 2,...12) or a year (2013).
The following would find all items returned to the library in any Friday in
2009:
!
!
Report
!
The history reports group the found set of history records by field described
presenting either a detailed report or a summary report.
!
by borrower
Groups the found set of history items by borrower
by “year”
Groups the found set of history records by the borrower “custom 1” field
by “room”
Summarises the found set of history entries by by the borrower “custom 2”
field
page 81
"
by bar code
Groups the found set of history records by item bar code
by title
Summarises the history found set by item Title
by location
Reports the history found set by item location
by author
Groups the found set of history records by the item’s author
by call
Groups the found set of history entries by the “call number” for each item
by dewey
Reports the history found set by each item’s “dewey” number
!
page 82
"
Suppliers
Keeping track of your suppliers allows you to use the Suppliers reports as
an analysis and maybe even a bargaining tool in future.
Navigate to the supplier list either by choosing “Suppliers” from the
Navigate menu:
Supplier Names should be unique, otherwise pop-up lists will only
reference the first incidence of a supplier.
The “list these books” button next to each supplier name will list the items
in the catalogue marked as supplied by that supplier (if any).
Entering a new supplier
Click the New button at the top of the supplier list
!
or click the edit supplier button to the right of a supplier name in the
catalogue detail view:
!
and enter a short unique code or ID for the supplier and then the supplier
details.
!
As with other lists, a found set of suppliers is displayed. You can use the
search widget or any of the standard search techniques.
!
page 83
"
Web Direct
When hosting Athenaeum Light on FileMaker Server 13, you can enable
web based access to Athenaeum Light using FileMaker’s WebDirect
technology:
http://www.filemaker.com/products/overview.html#innovative
The number of simultaneous web connections is determined by your
FileMaker Server licence.
Connecting
Open your web browser and enter the address of your web direct server:
!
<http://<your_server>/fmi/webd/>
substituting <your_server> with the server’s address.
!
!
Click the Athenaeum Light link and log in as guest (by default there is no
password, but you can change this).
page 84
"
Viewing/Searching
When you log in, you will be see the list of catalogue items:
!
or enter your search criteria in the search field at the top and click search:
!
Either click on an item to see details:
!
page 85
"

Athenaeum Light 2014 Manual

Transcription

Similar documents

We encourage you to register early to enjoy the new year special

Hotmail/Live/ MSN/Outlook.com

Good Design 2011 Press Release

Time Sheet Reminder

Disney Princess Magic Wand Laptop

Connecting Windows 8 to the Switch to the desktop - Crye

Blaze Rush – Medium VR intensity - Targem

parents! - First In Math

S5100/ S5500 - Fujifilm USA

acklandsgrainger.com

Athenaeum Pro 2016 Manual