Athenaeum Pro 2016 Manual

Transcription

Athenaeum Pro 2016
SumWare Consulting
© 2016
Athenaeum Pro 2016
Athenaeum Library Software
by SumWare Consulting
http://librarysoftware.nz/
Welcome to Athenaeum Pro.
Athenaeum has been designed with librarians from around the world to be easy to
start using and - when you are ready - have more features and configurability to do
the things you are likely to want to do.
There are a few, slightly abstract concepts to learn, however they are well worth
learning. For example:
• the reports chapter speaks of reporting on a “found set”, which is the result of
a find of some kind. This means that a single report can be used for many
different searches.
• become familiar with the different components of Athenaeum (e.g. borrowers,
catalogue, circulation (issues), history, admin and archive) and how they fit
with each other. This is described in the Athenaeum Structure
• learn the shortcuts for quickly moving around Athenaeum
• most importantly, become familiar with the security afforded with the different
levels of users described in the Logging In/Accounts chapter.
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Getting Started
Getting Started
Some quick notes on where to go to find what you need.
Don’t get overwhelmed
Athenaeum Pro is a powerful program with many options. Start with the simple
things and then build on them when you are ready.
Many Users
There are many kinds of users of Athenaeum Pro, such as community libraries,
school libraries, private libraries, etc., each of whom use Athenaeum differently. To
be flexible, Athenaeum has many preferences, some of which will have no relevence
to you at all.
Documentation & Resources
Ensure that you have at your disposal all available resources.
Documentation
This document in either pdf or on the Athenaeum web site
Athenaeum Downloads
The web page with links to useful files http://www.librarysoftware.co.nz/
downloadspro/
Athenaeum Newsletters
Short (usually 1 page) newsletters we put out about twice per year
http://www.librarysoftware.co.nz/newsletters/
Athenaeum YouTube Channel
Short videos, usually silent, showing how to achieve various tasks
https://www.youtube.com/user/athenaeumsoftware
E-mail
[email protected]
Support web site
The support page describing all other forms of support
http://www.librarysoftware.co.nz/support/
Getting Started
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Athenaeum Notes
A web-site containing topical notes (note… Athenaeum Notes is currently down
after a recent server change…watch this space)
Accounts
There are three main “account types” or users in Athenaeum:
• Administrators
• Issue
• “Guests” or OPAC
These are set when you are logging in to Athenaeum or when you “re-login”. Each
has a default password, which can be changed.
You can also create custom accounts or - if you are using FileMaker Server with
Athenaeum - authenticate against an Active Directory or Open Directory to use your
normal network account and password.
See the accounts chapter for more information.
Set-up
The set-up chapter contains all of the information you need to get going. Pay
particular attention to:
• network set up
• OPAC configuration (how the “guest” screens look)
• Catalogue configuration
Navigation
Familiarise yourself with the Athenaeum Structure which defines the modules of
Athenaeum which are the building blocks of storing, finding and reporting on
information; as well as how to quickly navigate around the program.
tip: learn a few of the keyboard shortcuts to very quickly move around
program. As you become comfortable, learn some more.
Getting Started
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Basic Set-up
Quick Set-up
Opener
Opening with FileMaker Pro
When running Athenaeum Pro on a single computer, simply double click the file
ap_athenaeumpro.fmp12
If you are connecting to a copy of Athenaeum hosted on a FileMaker Server, you will
likely be double clicking a Windows “shortcut”, a Mac “alias” or an “opener” file
downloaded from the Athenaeum web site.
Shortcut/Alias
You can create a shortcut for Windows or Mac that point to the main Athenaeum file
on your server. The shortcut has the format:
fmp://your-fmserver-ip-address/ap_AthenaeumPro.fmp12
where “your-fmserver-ip-address” is the IP address or the “DNS” name for your
FileMaker Server. FileMaker, when installed, instructs the operating system how to
open “fmp://” files.
This is the preferred way to set up openers, as it respects the operating system
privileges and, if you are using Active or Open Directory, will integrate best with
that.
Opener File
Alternatively, you can download the Athenaeum Pro opener file from the Athenaeum
web site:
http://www.sumware.net/athdownloads/pro/athenaeum_opener.zip
If that file does not automatically open Athenaeum (it looks through your whole
network and some networks block this), then quit double click the opener file with
the caps lock key locked down. You will be able to edit the location of the FileMaker
Server, replacing the “*” with the network address of that server.
Basic Set-up
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By default, this opener file will try to automatically connect to Athenaeum at the
lowest level account (guest) and show you the basic search screen. You can configure
the opener to open at a different level, if you like.
Opening with FileMaker Go
You can use the Shortcut/Alias method above to open files with FileMaker Go, or,
simply click the Hosts icon, select the host with Athenaeum Pro on it and then choose
the file ap_athenaeumPro.fmp12.
Opening in a web browser
Your computer support staff will supply you with a URL (a web address) - e.g.
http://library.organisation.com/ which will open the web page.
Log in with an Admin account
To change any admin settings, you will need to log in with an admin account (see
logging in for more info) and be viewing Main Menu.
At the main menu, either
• click the Admin button at the top of the screen
• or press the “a” keyboard shortcut to jump straight to admin
Network set up
Athenaeum talks to the internet for a number of services. Those services are at web
sites which must not be blocked. Currently, the list of web sites are sites these (and
their sub-domains):
•
•
•
•
•
•
•
•
•
•
http://sumware.net/
http://ararimu.com/
http://scis.curriculum.edu.au/ (if you use SCIS)
http://schoolscat.natlib.govt.nz/ (if you use National Library of NZ
SchoolsCat)
http://openlibrary.org/
http://covers.openlibrary.org/
http://api.qrserver.com/ (for QR codes)
http://www.wheelers.co.nz/
any web site that you set on the OPAC, if you use that option
any web site that you enter as a link to a catalogue item
Quick Set-up
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Some networks require the manual entry of “proxy” information to get out to the
internet. If you need to, store this in Athenaeum at Admin->Customisation->Proxy/
MARC/SMS tab.
SCIS/SchoolsCat
If you use either or both of these services for retrieving bibliographic information,
you will need to enter your library’s Account and Password for them.
From the main menu: - go to Admin (press the “a” key on your keyboard) - click the
Customisation tab - click the Proxy/MARC/SMS tab - then for either or both SCIS
and/or Schoolcat click the Account/Password button and enter your credentials as
prompted
Click the appropriate Account and Password
OPAC configuration (how the “guest” screens look)
You can configure the search screen on your OPAC (OPAC = library jargon for Open
Public Access Computer).
Navigate to the Admin->Customisation->Search/OPAC tab.
If you have FileMaker 14 or higher, your configuration screen looks like this:
Quick Set-up
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configuring OPAC (guest) search screen with FileMaker 14
otherwise, you are presented with the old screen with fewer options:
configuring OPAC (guest) search screens
Quick Set-up
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Titles or Copies?
Choose whether you want your guests to search titles or copies. Click the word
“Titles” or “copies” to toggle between values.
You might have multiple copies of a title.
For example, say you have 4 copies of Roald Dahl’s “Matilda”. There is 1 title
(Matilda) and four copies for issue. If OPAC results are “title” based, the guests will
see one entry in the results list. If it is “copy” based, they will see four.
The advantage of “title” based searches is that result lists tend to be shorter. The
advantage of “copies” based searches is that the status and location of each individual
copy is easily ascertained. With “titles”, users have to view details of a title to
ascertain exactly which copies (and where they are) are available, though they can
see the number available in list view.
As an administrator, you are always working with Copies.
Search window
Background
Set the backround by clicking the image and choosing an image from the resulting
list.
Quick Set-up
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OPAC background list
Either find the image you want and click “set background image” or click the “new
background” button and insert your own picture and set that.
Content
Choose from:
• simple search
• search window with your suggestions
• search window with an embedded web page
Simple Search
presents a “fast find” search field with the background you choose (if any).
Some embedded controls allow refining of searches to “title”, “author”, etc.
Quick Set-up
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Simple OPAC
Search with Suggestions
includes the “fast find” search field, an optional list of items you have marked as
“topical” or “highlighted” in the catalogue, an optional list of the top issues, and
an optional list of Hot Topics or search suggestions you have added.
OPAC with suggestions
Search with web page
includes the “fast find” search field and the web page you have specified. Note
that the URL for the web page must be enclosed with quotes and fully specify the
address (including the http:// prefix, for example).
Quick Set-up
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OPAC with web page
Catalogue configuration
In your quick set-up, choose some key options for your catalogue defaults. Navigate
to Admin->Customisation->Catalogue Defaults:
Catalogue configuration
Set your custom labels. The first four are the four custom fields for you to use as you
wish. The fifth is the label for the field with illustrator, other author detail.
The “Subjects are strict Authority” setting controls whether you allowed to enter free
form subject entries in addition to your strict subject authority listing or not.
This silent YouTube video on the Athenaeum Software library channel shows you:
http://youtu.be/dM6wX7mnzzs
Quick Set-up
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Flexispell allows you to add synonyms, homonyms, alternate phrases and missspellings for subject, title and notes entries. Your flexi-spell entries are behind the
scenes (that is, the guests don’t see your alternate terms).
The replacement formula is a calculation applied to determine the default
replacement charge for items. This formula usually involves the “paid” and “unpaid”
amounts (e.g. their sum, or the paid amount plus a fixed charged, etc.).
Web content
Some of the “static” content for the Athenaeum web templates for FileMaker Server
is pulled from your settings inside Athenaeum. Set this appropriately.
web content
Quick Set-up
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Logging In
Logging In
To start Athenaeum, you will need an account1 and password.
The 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 Pro:
Account
Initial
password
Library
lib
The standard library administrator password
Issue
i (that is
lower
case)
An account that allows issuing and searching the
catalogue, but no administration.
Purpose
Guest
Guest (searching) only. There is no password and this can
be disabled by defining a password
Web
Search only using a web browser. There is no password
and this can be disabled by defining a password
Passwords are case sensitive. Accounts are not.
You may change the default passwords at any time for all accounts in the Accounts
and Passwords tab of Admin.
Logging In
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accounts and passwords tab
Options Password
The options password allows you, as the administrator, to authorise overrides, for
example in the case where a borrower has exceeded his/her borrowing limits but
wants to borrow another item.
By default the options password is fred7
Custom Accounts/External Authentication
You may also create custom accounts for guests, issue and library by clicking the
manage borrower accounts button and setting up indivdual log-ins.
custom accounts
Logging In
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Active/Open Directory
When hosting Athenaeum Pro with FileMaker Server, you can configure FileMaker
Server to authenticate against an external LDAP server or Open directory. See the
FileMaker Server manual for details on this.
Then, you create appropriate groups and add users to those groups (don’t add groups
to groups). The groups that Athenaeum recognises are:
external groups
1. The Account tells Athenaeum what privileges you have. The password is your
secret access to that account. ↩
Logging In
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Athenaeum Structure
Athenaeum Structure
It is helpful to build a mental map of how the parts of Athenaeum fit together.
Athenaeum modules
Modules
The map above has the main menu in the middle, with the catalogue modules above,
borrower modules lower left and issue (circulation) and issue history modules lower
right. The admin area is off to the left and is normally less used than other areas.
The modules are colour coded and reflect the colour themes you see when using
Athenaeum. Colours are used as a visual clue to where you are.
Module
Colour
Menu
blue
Athenaeum Structure
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Module
Colour
Admin
blue
Catalogue
bronze
Catalogue Archive magenta
Borrower
green
Issues
blue
History
blue
MARC
black
Knowing the modules and how they fit is important because - amongst other things reports are normally generated in the modules that contain their content. For example,
overdue reports and letters are generated in circulation. Historical issue analyses are
generated in the history module. Annual Summaries are generated in the catalogue
module.
Navigating
You can navigate around the Athenaeum modules using the buttons on the main
menu, or you can quickly navigate using keyboard shortcuts. In many instances you
can also navigate from one module to “related” data in other modules (e.g. while
viewing a borrower, you can see their historical issues in history with a click of a
button).
Take some time to learn the shortcuts for the main functions and modules and then
when you are comfortable with those, learn a few more.
Main Commands
Use the following keyboard shortcuts from virtually anywhere to:
Function
Windows Shortcut Mac Shortcut
Main Menu
CTRL 1
command 1
Search
CTRL 2
command 2
Issue
CTRL 3
command 3
Athenaeum Structure
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Function
Windows Shortcut Mac Shortcut
Return
CTRL 4
command 4
Extend
CTRL 5
command 5
Check
CTRL 6
command 6
Single Key Navigation
When you are not editing text in an Athenaeum field (that is, you are not typing
something), you can press the following keys to perform these functions.
Key
Function
1
Menu (go here if you are lost)
2
Search
3
Issue
4
Return
5
Extend
6
Check
a
Admin screen
b
Borrower list
c
Catalogue list
F
Fees list
h
Issue History
i
Circulation list
m
MARC
n
Show navigation menu (main menu only)
q
QuickMARC
r
Catalogue archive list
Athenaeum Structure
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Key
Function
t
Borrower types
u
Navigates to utility screens in some modules and the audit layouts when you
are in the admin module
w
Resets the Athenaeum windows according to your preferences and tries to
position them in line with the main window (this only works on the main
menu and admin)
Common Functions
At the top of most screens are common buttons that execute or reveal relevant
commands and functions for the current module:
common functions
Command
The command button reveals a sub-menu with buttons for Issuing, Returning,
Extending, Checking and then appropriate buttons for operating on the found set of
records in the module you are currently viewing.
Filter
The filter button reveals functions for modifying the current found set of records (i.e.
filtering them), or for finding records that meet a particular criteria.
Some filters modify an existing found set and some filters override the current found
set. That is, some filters discard previous found sets before performing their function.
Found Set
A fundamental concept in Athenaeum to reporting or manipulating large amounts of
data is that of the found set.
Athenaeum Structure
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The founds set is merely the set of results from a find action; show related action or
show all action. However, that result is then used to generate a report, print data,
export to a spreadsheet, replace in bulk, bulk dispose or stock take, etc.
By finding different sets of data, you can use the same report function to produce
different reports.
Most screens display details of the found set.
found set indicator
Those three numbers indicate, in turn:
• the number of the current record in the list
• the number of records in the found set - that is the number that are included in
the view
• in parentheses, the total number of records in the current list - or the number
shown plus the number omitted
So the graphic above shows that the current record is eight hundred and fifty fourth
record in the list of one thousand and seven records in the found set and that there are
eleven thousand one hundred and ninety records in total. (By deduction, that means
nine thousand six hundred and eighty three records are omitted from view.)
Any time you perform a find, for example, those numbers will likely change.
Athenaeum Structure
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Searching the Catalogue
Searching The Athenaeum Catalogue
Searching the catalogue can be achieved in a number of ways and the results are
presented according to the librarian’s preferences (stored in admin) and whether the
searcher is logged in to Athenaeum as an Administrator, a “guest” or “issue” user.1
Types of Searches
Users can search either by:
• Fast Find
• Easy Find
• Detail Find
Search Concept
In it’s simplest form, the search process is described by this diagram:
Search Concept - pick a search type and search, list the results, view detail if
necessary
The user performs a search and sees a list of results (the “found set” of results).
The user can refine that search or click on an item in the list to see detail for that
result.
The appearance of Fast Find
The administrator can configure, in Admin:
• the background graphic (if any)
Searching the Catalogue
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• whether the user searches Copies or Titles
• whether Athenaeum shows a button for showing “Recent” library acquisitions
(requires FileMaker Pro 14)
• a simple search screen with very few options (a single field on the
background) or
• whether a list of items marked “Topical” (or whatever term the administrator
defines) is included on the screen
• whether the search window includes administrator defined search suggestions
(such as topical subject headings, reading lists, etc.)
• whether the search window includes links to the top issued items
• OR Athenaeum shows a search window with links to a nominated web page
(choosing the “web page” option will turn off “show topical”, “show Top
Issues”, “show reading lists”)
If you have FileMaker 14 or higher, your configuration screen looks like this:
configuring OPAC (guest) search screen with FileMaker 14
otherwise, you are presented with the old screen with fewer options:
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configuring OPAC (guest) search screens
Fast Find
This is the simplest search and will be most familiar with anyone who has used a
search engine like Google 2
fast find screen - note that the look is customisable by the administrator
Remember that the background appearance will probably look different, depending
upon the configured background.
Enter a search term and press the return key (or click the search button with the
magnifying glass and “All”).
What Fast Find searches
Fast find searches these fields in the catalogue:
• title
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•
•
•
•
•
•
•
•
•
•
•
subjects
series
author
illustrator
itemNotes
custom1
custom2
barCode
callNumber
dewey and
ISBN
By default, items whose borrower privilege is set to “resource” are excluded from
Fast Find searches.
Constrain Fast Find
Refine the Fast Find search by performing the search again with more or different
terms or by constraining the search to the title, author (including other author/
illustrator), subject or dewey fields by clicking the appropriate button.
constraining the search
Literal Strings
Because Athenaeum is performing a multi-field search, if you were to search for New
Zealand War, Athenaeum might find records with war in the subject, but New
Zealand in custom2. So, if you wanted to find an item with “New Zealand War” in
the subject, that is, all of the words, then you need to check the “Literal String”
option before executing the search.
clicking literal string to exact match the entered search criteria
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Resources
By default, Fast Find excludes items whose borrower privilege is set to “resource”
like so:
an item with the borrower privilege of resource
To find such items, check the “Resource” check box on the search screen before
executing the search.
checking the “resource” box to include resources in the search
Easy Find
When more complex searches required, such as searches using boolean operators, try
an Easy Find by clicking the easy find button.
easy find button
Click on the Easy button on the search screen.
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This screen allows you to enter multiple criteria (AND searches) by entering
information in more than one field. It also allows you to do multiple searches (OR
searches) by entering multiple requests (New Request button). Lastly it will do an
Omit (NOT search) by clicking on the Omit button.
Boolean Easy Find “AND” search
Find all books with Maori in the subject AND written by R. Bacon:
• 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 BOTH criteria specified.
Boolean Easy Find “OR” search
Search for all books that have Maori in the Subject field OR are written by R. Bacon:
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 war in the Subject field:
• Enter ‘Maori’ in the Subject field.
• Next, click on the New Request button.
• Enter ‘war’ in the subject field.
• Press the Enter key or click on the OK button.
Boolean Easy Find “NOT” search (omit)
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.
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By combining the techniques demonstrated above you can build up very precise and
complex searches.
Detail Find
Click the Detail button at the top of the Fast Find or Easy Find screens.
This option is similar to the easy find, except that it allows you to search most fields
in the catalog.
The detail screen presented to the user depends upon their log in.
The administrator will see
Non-administrators will see this:
guest detail search screen
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By combining the techniques demonstrated above you can build up very precise and
complex searches.
Subject Search
The library administrator can enable simplified searching of subjects, either
• by enabling or careful subject keywording of items 3 or
• managing the list of suggested search terms.
Subject Keywording
The subjects for items become hyperlinks for further searches in the detail screen for
non-administrator users:
the first characters of each subject line becomes a clickable link
Search Window with Suggestions
When searches are configured to include suggestions:
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configuring search with suggestions using FileMaker Pro 14
or
configuring search with suggestions using FileMaker Pro 13
the default search screen includes extra information as assists for your library
patrons:
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search window with three groups of suggestions
1. Topical 4 items drawn from a randomised list of catalogue items who have the
“topical” flag set
2. Top Issues — Athenaeum periodically counts the top issued items over the
previous 60 days to generate this list
3. Hot topics 5 — a list of terms that, when clicked (or tapped), will search the
subjects field for the patron
Search Window with a web page
configuring the search window to include a web page
or
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configuring the search window to include a web page
When configured to include a web page, Athenaeum will show either:• the page linked to the URL you enter. Note: enter the full URL which includes
the “http://” or “https://” schemes
• or raw html that you paste into the field. The content might contain messages
to library patrons or lists of items, etc.
showing a topical web page on the search screen on the 100th anniversary of the
start of the first world war
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Popular Items
Click the Popular button at the top of the search window to see a list of all items that
the administrator has marked as “popular” or “topical” (or whatever term the
administrator has defined for popular).
The alternate guest search screen also lists the first dozen or so popular items in two
columns.
These can be added and deleted from this display easily, and if you would prefer, you
can even rename the listing itself from Popular to ‘Random’, ‘New’ or any other title
that makes sense to you.
Adding an item to the Popular List
Find the item, then click on the check box with your “popular” label in the Detail
screen.
highlighting an item
1. when logged in with a “guest” account or with an “issue” account, the search
process and the results presented are identical. ↩
2. It should be noted that Athenaeum was using single field searches years before
Google existed, and Athenaeum’s predecessor (“That Book is SumWare) used
it before AltaVista and Yahoo were launched! ↩
3. when NOT using strict authority, each subject should be entered on a new line
in the subjects field. Each line (or the first 27 characters) becomes a clickable
link on the detail screen. ↩
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4. The word “topical” will depend upon what you have entered in your catalogue
custom labels ↩
5. the expressions “hot topics” will depend upon what you have entered in the
label above the list of search topics ↩
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Adding Catalogue Items
Adding Items
Adding a Catalogue Item Manually
If you have configured your main menu to show the “New Item” button, click that.
Or, navigate to the catalogue and click on the New Item button at the top of the list
view or the detail screen:
new item button
At the new item dialog:
new item dialog
Type or scan in the ISBN code if there is one (omitting any hyphens and other
punctuation). If you don’t have an ISBN/ISSN, simply tab to the next field.
Next, enter the bar code you have assigned to the item and click OK. If there is no bar
code, you can just let Athenaeum auto generate a bar code.
If the ISBN you have entered is already in your catalog (i.e. there are multiple copies
of the same book in your library), a new record is automatically pre-entered with the
relevant information such as title, author, etc; you will need to update information
such as the bar code, location, etc.
Adding Catalogue Items
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Now that you have entered these two vital pieces of information, you can start
entering any further detail you wish for this book. You MUST set the borrower
privilege1 to one of the options in the pop-up list (fiction, senior fiction, non-fiction,
senior non-fiction, resource, audio visual, other).
Minimum Recommended Catalogue Fields
We recommend that as a minimum you enter:
•
•
•
•
•
•
•
title,
author,
subject,
purchase amounts,
purchase date,
location and
type of item.
Subjects should be simply keywords, not stories (save your stories for the notes or
custom fields).
Subjects may also be constrained to strict authority entries (click the authority
button). Subjects should be formal subject headings as provided by Library of
Congress or a simplified version thereof. These are visible as “hyperlinks” on OPAC
search screens.
Keywords can be entered into the custom fields and are designed to assist your
searchers find items with less formal terms.
Purchase details
There are three main things you will normally consider when it comes to value. How
much did you actually pay for the item; how much is it normally worth (these will be
different if you received a discount, for example); and the “replacement” cost that the
library patrons will see.
purchase details
Adding Items
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Field
Description
Date
purchased
When the item was purchased. If you don’t know, it is usually worth
making an educated guess
Supplier
From whom the item was acquired
Supplier
name
Name of the suppler
Suppliers
button
This will open the list of suppliers. You can add new suppliers from
the main menu->nav->supplier and then clicking new entry
Amount
Paid
The amount actually paid for the item
Unpaid
amount
description
A description such as “discount”, “donation”, “book fair sale”, etc.,
indicating why there is an unpaid component to the value of the
item
Unpaid
amount
An unpaid component contributing to the total worth of the book,
that was not actually paid
Depreciation A percentage indicating how rapidly the item in question is to be
rate
depreciated
Value at date The depreciated value of the item as at the current date
Total
Paid + unpaid amounts
Replace $
The amount to charge for a replacement
Images for Types
It is now easy to add an image or icon representing the “type” of item. These are
visible in List views at the left side of the screen:
Adding Items
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images for item types
Inserting an image is a similar process to adding a location image.
First, find the “type” for which you wish to associate an image. Then, right click the
image container to the right of the title and choose “Insert Picture” and select your
picture.
inserting an image for a type
Note that your images should be very lightweight - that is, small images (64x64
pixels is fine) and compressed. PNG and JPG are preferable to larger file formats like
TIFF.
Now, that image will be associated for every item with that type and will
automatically show in various catalogue lists.
There are plenty of royalty free icons that can be downloaded in numerous formats,
colours and sizes from the internet. The images in the above screen shots come from
Flat Icons.
If you don’t wish to show images for types, then do not add an image against the
type.
Adding Items
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If you change an image for a type in one catalogue entry, then every catalogue entry
with exactly the same type will reflect that change.
Duplicating an Item
On the detail screen for the item, click on the Duplicate button.
You are prompted for the number of duplicates (default is one) and whether these
items are copies of the same title or not, i.e. they share reserves, reviews, and so on.
duplicate dialog
All information except the item id and the purchase date is identical and the item type
will be set to ‘Other’. Make any changes necessary and repeat the process as
required.
Adding Items with QuickMARC™
QuickMarc will attempt to retrieve information about items from either Curriculum
Corporation’s SCIS service, the National Library of New Zealand’s SchoolsCat
service or the Open library.
The first two require log in accounts that must be pre-entered in Admin. The Open
Library does not.
Press the “q” key on the keyboard at the main menu.
Adding Items
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QuickMARC ISBN entry
Enter your ISBNs using your bar code scanner and then choose which service you
want to query.
Add SCIS
The Add SCIS button (deep red colour) will query SCIS, retrieve matching records
and book covers and immediately add them to the catalogue
Review SCIS
The blue Review SCIS button will query SCIS and leave the results in the MARC
module. You can review the results and amend them if you wish before adding them
to the catalogue.
Review SchoolsCat
The blue Review SchoolsCat will query SchoolsCat for your ISBNs and add the
results to the MARC module. SchoolsCat does not supply book cover images.
Review Open Library
The blue Review Open Library button will query openlibrary.org for matching ISBNs
and retrieve the information that it can find, including images associated with the
ISBN. It will also include a URL associated with the item, if there is one or the URL
for the direct link to the details web page for the item at openlibrary.org.
Adding Items
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Review Library of Congress
Will check the Library of Congress (LoC - www.loc.gov) for matching ISBNs and
retrieve what it can find.
Library of Congress Option
About items in the MARC module
The MARC module is a temporary holding place for information. Athenaeum will
not delete that information until you instruct it to. We recommend that you
periodically clear out the MARC records and images by going to the list views (with
the black background), clicking the “all” button and then the “delete” button.
deleting MARC records
1. The borrower privilege does not define the item as “fiction”, “non-fiction”,
etc. Rather it makes the statement: “when issuing this item, Athenaeum will
count it as the specified type and compare it to the number of that type that the
borrower is allowed”. ↩
Adding Items
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Archiving Catalogue Items
Archiving
Libraries are dynamic entities. Parts of it come and go and inevitably items need to be
withdrawn either because they are damaged, are out of date or lost.
Such items are not deleted 1! They are an important part of annual summary
calculations, for one. Also, occasionally lost items miraculously re-appear – in
Athenaeum you can return them to the catalog at a click of a button.
catalogue archive list
Of course, clicking an item in the list will show the detail for that list.
Archiving a Single Catalogue Entry
Find the item in the catalogue and show it’s detail screen.
Use the quick dispose or dispose buttons to send an item to the archive.
dispose buttons
Archiving Catalogue Items
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Dispose will ask you for the reason for the disposal. Quick Dispose will let you
choose from 3 common disposal reasons
Archiving a Found Set
Find the items you wish to dispose in the catalogue. Verify the number of items with
the found set numbers at the top left of the screen.
Click the Command button at the top of the list view and then click the bulk dispose
button.
Confirm the dispose action and enter the reason for the disposal when prompted.
Returning an item from the Archive
Navigate to the Archive and locate the item in question either by scrolling or by
finding in the normal manner.
Either:
In the List view, click the Restore button
restore from list view
or
In the Detail view for the item, click the restore button at the top right
Archiving
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restore from detail view
Logging Archive actions
As of Athenaeum Pro 2015, when you archive or restore an item, Athenaeum adds
entries to the system log. Also, when you delete an archived item (permanently
removing the record from Athenaeum), that action is also recorded in the log.
1. The exception is when items have been mis-catalogued. We don’t need a
record of those items. In this case, you can permanently (with no undo) delete
the item from the catalogue utility screen or you can archive it and then delete
it permanently from the archive. You can view the catalogue archive by
pressing the “r” keyboard shortcut at the main menu. ↩
Archiving
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Borrower Types
Types
Borrower types are sets of issuing privileges which are applied to (groups) of
borrowers. They determine how many items a borrower is allowed to have out at any
one time; whether the borrower is allowed to borrow items when they have overdue
items, etc..
For example, you may allow juniors to borrow up to 3 books at any one time, 2 of
which may be fiction, for a period of 7 days. Whereas a senior may be able to borrow
up to 5 books, 4 of which fiction, for 14 days.
For added control, a catalogue item’s privileges can override the borrower’s
privileges. This means that a particularly popular book may have a maximum loan
period of 7 days, which means that even if a senior borrows the book, its loan
duration is 7 days, and not 14 days.
Or, you may choose not to exercise such levels of control, in which case you can set
up simple privileges for borrower types.
List Types
Press the “t” keyboard shortcut at the main menu. 1
types list
Create New Types
You may have as many or as few types as you need.
Click Command->New to create a new type. Enter the Name as prompted.
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name for new type
The name must be unique.
Enter the Maximum number of days and items for that type (you can change these
later, of course).
maximums for new type
Detail
Click on a type in the list if you are not viewing the type detail screen.
Types
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type detail
The maximums for the type are shown along with a list of borrowers assigned that
type.
The fields are:
field
purpose
issue period
default number of days for issue
priority
duration
borrower settings usually have priority over catalogue item2
issue if
overdue
if borrower of this type has overdue items, controls whether the
issue is authorised
items
the maximum number of items the borrower of this type is usually
allowed
reserves
the maximum number of reserves borrower of this type is allowed
Fiction
the number of items with the borrower privilege "fiction" borrower
of this type is allowed
Non-Fiction
the number of items with the borrower privilege "non-fiction"
borrower of this type is allowed
Senior
Fiction
the number of items with the borrower privilege "senior fiction"
Senior NonFiction
the number of items with the borrower privilege "senior non-fiction"
Types
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audio/visual
the number of items with the borrower privilege "audio/visual"
other
the number of items with the borrower privilege "other" borrower of
this type is allowed
resource
the number of items with the borrower privilege "resource"
extensions
the number of times a particular issue may be extended for
borrowers of this type
1. If you have configured your main menu to include the Types button, then of
course you can click that button. ↩
2. catalogue items can also be marked as “priority”, in which case, the item
“wins”. ↩
Types
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Borrowers
Borrowers
Borrowers can be any entity to whom you issue items, in accordance with your
library policy. Students, Teachers, Rooms, Other Libraries.
Borrower List
Press the “b” keyboard shortcut at the main menu to go to the borrower list:
borrower list
You can use the search widget at the top to quickly search the list of borrowers or use
the Find button.
Borrower Detail
Click on any entry in the list to see the detail for that entry.
Borrowers
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borrower detail
Here, you see the borrower’s details, contact information, borrower type, photo and
current issues.
Click the Active buton to toggle the borrower’s “active” status.
Click “List these issues” to list the issues in the circulation module (that is, go to the
circulation module and make that borrower’s issues the found set).
Click “List issued items” to list the items issued to the borrower in the catalogue.
New Borrower
Click the “Command-New” button to create a new borrower.
Each borrower should have a unique bar code.
Each borrower will need a borrower type, otherwise the Athenaeum will not correctly
calculate that borrower’s privileges during the issue process.
Borrowers
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Issuing Items
Issuing
To issue items to borrowers, you must log in with either an “issue” account or a
“library” admin account.
The issue process is a simple nested loop.
issue process
Issue
You are first prompted for the borrower.
If the borrower is authorised, you are prompted for the item to issue.
If the item is authorised for issue, it is marked as so and you are then prompted for
the next item. Rinse and repeat.
If there are no more items, simply press the enter key without entering an item bar
code and you are prompted for the next borrower. And so it goes.
Specifying the borrower
There are a few ways to specify the borrower in the issue process:
Issuing Items
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asking for the borrower
At this screen, you may:
• type or scan the bar code for the borrower if you know it
• type the first few letters of the borrower’s family name - if the letters only
match on one borrower’s surname, Athenaeum assumes that borrower,
otherwise it brings up the search screen.
• type a question mark to search for a borrower
• enter “Go” (without the quotation marks) to switch to “Go Mode” (you will
need your “options” password)
• enter # to then specify a fixed number of days that you may issue (you will
need your “options” password)
Searching on the fly
issue borrower search
Entering the first few letters of a borrower’s name will show matching borrowers,
both by family name (left) and first name (right).
Click on the borrower to whom you wish to issue to continue the process.
By default, inactive borrowers are excluded from the search.
Issuing
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issue borrower search with inactive borrowers
Clicking the “show inactive” button will include inactive borrowers in red.
Specifying the item
If the borrower is authorised, their details are shown, along with their photo, if stored
and you are prompted for the bar code of the item.
Simply scan the bar code of the item.
If the issue is still authorised1 then it is committed and you are prompted for the next
item.
Issue detail
The issue screen shows the borrower’s issues and reserves; the book cover of the last
item - if there is one stored; and the list of previous transactions at the bottom is
updated.
Issuing
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Extending Issues
To extend an issue, either
• start the Extend process and scan the item or
• find the item in circulation and click the Extend this Item button
The new due date is the current date plus the calculated issue duration while
considering the system “latest date”, the borrower privilege “latest date” or the
borrower “latest date”.
If the item is reserved, the extension will not be allowed.
If there is a limit on the number of extensions for the borrower type, then that is
checked before allowing the extension.
Returning Items
To return, simply start the return process and scan the items. The transaction history
is updated, book covers displayed, if available and other actions such as Overdue
Fees, reserve notifications processed.
Athenaeum Pro will also return an item if it is re-issued to another borrower without
first being returned.
Overriding
When issues are declined, the reasons are displayed on a bright red screen (to attract
your attention).
Issuing
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issue declined
You can click the override button, enter the options password and then re-issue.
Go mode
Go mode is a mode of issue where Athenaeum ignores privileges and will simply
issue as instructed.
Invoke it by entering Go into the borrower bar code, entering the options password
and then Athenaeum will simply issue unconditionally.
Issuing Collections
You can create “collections” of items. Here 1 item is the “parent” of other items.
If you issue the “parent”, you are asked if you want to issue all available items in the
collection or just that item, either of which would happen in 1 step.
If you issue one of the items in the collection (not the parent), you are asked again if
you meant to issue the scanned item or the collection.
A similar process occurs when taking stock of a collection.
1. Authorisation can change at any stage during the issue process and is
constantly recalculated. ↩
Issuing
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Returning Items
Returning
At any time to go to the Return screen, press Apple / Control - 4. Scan the bar code of
the returned item and Athenaeum will process it. If your bar code scanner is not
configured to press the “enter” or “return” key after a scan and doesn’t move on
automatically — press the Enter key on the keyboard or click on OK.
Athenaeum will process the return, and take any action it is configured to take for late
returns and reserves, if those apply to the return in question.
The return is added to the last transactions list and, if available, the book cover or
image for the item returned is displayed on screen.
When you have finished returning items, leave the bar code blank and press the OK
button, or just click the Menu button to return to the main menu.
Items not Found on Return
It isn’t a rare occurrence where a long lost book suddenly reappears; the item may
well have been archived in the meantime.
If an item is returned which is not in the catalogue, Athenaeum will check the archive
to see if it can find the item there. If it does, you will be advised of this.
Returning Multiple items
To bulk return items, simply find those items in the issue list, click the Command
button and click the “Return these” button.
returing multiple items
The number of items to be returned is displayed. Take a moment to confirm that
before continuing. If any of the items to be processed are currently on reserve, you
will be asked to whether you wish to skip them, show them in a list or just return
them.
Returning Items
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Choosing Show will stop the return process immediately.
Returning
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Due Date Calculations
Due Dates
Calculation of the due date of an issued item is a surprisingly complex task. One
might think it is simply adding the number of days for issue to the issue date.
But one might be wrong!
Latest Dates
There are three “latest dates” in Athenaeum. By “latest”, we mean that if an item is
issued and calculated to be due after one of these dates, then the due date is “wound
back” to that latest date.
Athenaeum Latest Date
Athenaeum will never automatically calculate a date past this date. Many libraries set
a latest date of a few weeks before the end of year stock take, to allow time to arrange
for all items to be returned.
This date is set in Admin->Dates->Latest Dates and Recesses
latest due date
Don’t set the due date to be “today” as that means everything will be due
immediately.
Borrower Type Latest Date
Each borrower type can have their own latest date. For example, a high school might
have a borrower type for year 11 students who leave the school earlier in the year
than year 3 students. Simply set this date in the detail screen for that borrower type.
Due Date Calculations
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borrower type latest date
Borrower Latest Date
Individual borrowers can also have their own latest date, set on the detail screen.
Issues to that borrower will not be automatically calculated past that date.
borrower latest date
Adjusting Latest Dates
When you adjust a latest date, Athenaeum looks at any issues that are currently due
and that are beyond that due date. If it finds any, you are asked if you want to see the
issues for the system/type/borrower or whether you immediately adjust the dates back
to the new latest date.
Date Calculation Considerations
Starting with the issue date, the following tests are some of the factors that influence
the calculated number of days:
Due Dates
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•
•
•
•
•
•
•
•
•
•
•
•
is the issuer in override mode, having specified the number of days to issue?
the default number of days that the borrower is normally allowed
is the issuer in “go” mode, then many tests are ignored
the fixed number of days if the item has that specified
the maximum number of days if the item has that specified
if the due date is a Saturday, Athenaeum checks that Saturdays are valid due
days
if the due date is a Sunday, Athenaeum checks that Sundays are valid due days
if the due date is a public holiday, Athenaeum bumps the due date 1 day (and
checks again)
if the due date is during a recess, Athenaeum bumps the due date 1 day and
repeats the check
if the due date is after the borrower’s “latest date”, it is wound back
if the due date is after the borrower type’s “latest date”, it is wound back
if the due date is after the Athenaeum “latest date”, it is wound back
Manually adjusting a due date
Navigate to the issue module and find the issue you wish to adjust (e.g. main menu ->
circulation -> find).
If you are in list view, click on the issue to see the detail view.
Simply enter a new due date in the due date field.
Manually adjusting a found set of due dates
Find all of the issues whose due dates you wish to adjust and view them in list view.
Ensure that the found count matches the number of issues you wish to reset.
Press the Command button and then “Reset these due dates”
reset found set due dates
Confirm that you wish to reset the due dates:
Due Dates
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confirm reset action
You will need to enter your Options Password (to prove you have authority).
Due Dates
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Fees
Fees
You have the option for levying fees for overdue items. If fees work in your library,
then you may use this feature. How you settle fees, is up to you. Athenaeum does not
care if you collect money, just that you have indicated a fee is settled.
Some resourceful libraries have creative ways of ‘paying’ fees; for example by
spending an hour or two covering books!
Fees can be ad-hoc; calculated according to a formula for late return, or a
replacement cost.
Ad-hoc
Ad-hoc fees can be generated from:
•
•
•
•
the fees tab of the borrower detail screen or,
the borrower utilities screen, miscellaneous tab (bulk fee addition),
the detail screen of any circulation record,
the utilities list in the circulation module (bulk fee addition).
Late Return Fees
If an item is returned late, a fee might be levied according to your policy.
If overdue fees are included in certain correspondence, then the fee is calculated
according to the fee calculation as at the date of the correspondence.
Fee Calculation
Go to Admin and click on the Issues tab.
Fees
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Fees Configuration - Admin
Enter the criteria for calculation of a fee according to your library’s policy.
The formula for calculating fees for late return is:
(Base Fee) + (number of days overdue * fee per day) +
replacemen
Replacement Value
The replacement value for any item can be set for individual items in the Catalogue
Detail screen.
By default, it will be calculated according to the values entered in the Default
Replace formula field in the Customisation–>Catalogue defaults tab in the Admin
section.
Fee Account Code
Athenaeum will record an account code against fees, if you wish. This can be a single
code used for all fees levied by your library or various codes depending upon the item
against which the fee is generated.
Fees can be exported into spreadsheets or accounting packages where the account
code can be used for analysis.
Entering the default fee account code in Admin allows you to set the code once and
forget it. You can also specify a fee account code against any item in the catalogue,
which is used instead of the default fee.
Fees
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Each item can have their own account code
KAMAR users note: when specifying fee account codes, only valid codes accepted
by KAMAR will be from 0 to 50 inclusive. KAMAR modifies that code by adding it
to 1201502. So a code of 0 (the default if you don't specify one) will become
1201502; a code of 1 (or 01) will become 1201503; 2 becomes 1201504; etc. Note
that KAMAR must also be configured to map your codes to the General Ledger.
Turning Fees Off
On the Main Menu:
• click on the Admin button.
• click on the Issues tab.
• click the “Turn Fees Off” button
Fees Configuration - Admin
Find Owing Borrowers
To find all borrowers who owe a fee, navigate to the borrower module and click
Filter–>list owing
Fees
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The Fees Tab
Click any borrower to see their detail screen and then click the Address/Fees tab.
On the right is the history of fees for the borrower.
Below that is the total outstanding for the borrower:
The lower right of the tab lists fee notes added by Athenaeum, which you may not
modify:
Each fee has a date, a description, the fee amount, the amount that you have credited
against that fee and a resulting owing amount.
The amount owing is simply the fee amount less the credit amount.
If the amount owing is greater than zero, it is shown in red.
Crediting/Settling Fees
Athenaeum is not an accounting package. It merely calculates a fee based on the
criteria you set or the amount you specify for an ad-hoc fee.
Fees are recorded against the borrower until you remove them.
Find the borrower whose fee(s) you wish to settle and view the Fees tab.
Outstanding fees are shown in red:
To credit all or part of a fee, click the Credit button to the right of the fee:
• You are prompted for an amount to credit, with the amount outstanding preentered and a space to enter a note about the credit, if you like.
• Enter your amount and note and click Credit, or click the Settle button.
• Choosing the first option records the amount that you credited along with the
reason.
The outstanding amount can be settled separately, if you like.
Clicking the settle button will record the date the fee was settled, along with a
comment and the credit amount is set to the outstanding amount.
As you credit fees, the total amount outstanding is reduced accordingly. Total amount
outstanding is displayed at the bottom of the window.
Fees
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Adding a Fee to multiple Borrowers
You can bulk add fees to any found set of borrower’s from the utility layout,
miscellaneous tab.
• For example, imagine a room of school students are to borrow some text
books for the year which incurs a fee of $15.
• Find that room of students using your quick search or custom find.
• Click the “Add fee to these borrowers” button.
Note the number of borrowers to whom you are adding a fee. Is that the number you
expected? Click “Stop” if it is not.
Enter the fee amount (15) as a number (you do not need to enter currency nor
thousands separator) and a description of the fee.
Deleting Fees
Click the delete button to the right of a fee to remove that fee.
Confirm that this is the fee that you wish to delete.
A record of the fee is added to the fee notes for the borrower (a new entry is also
added to the log file) and the entry removed from the list.
You may also delete fees in bulk from the list of fees.
Listing All fees
At the main menu, click the Navigation button at the top of the screen.
Then click Fees to see the list of fees (if any):
All fees that have not been deleted, regardless of owing amount will be displayed.
List owing will list all fees where the outstanding amount is greater than zero.
Click the “more” button to see the fee listed in the fees tab of the borrower.
Kamar Fees Integration
Athenaeum can send fees to the fees module of Kamar, providing a central point for
collection of all school fees.
Fees
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Fees can be sent individually or in bulk.
Athenaeum can also query Kamar and request the status of fees–that is, it can find out
whether a fee has been paid or not.
Athenaeum can also request Kamar to adjust a fee that originated in Athenaeum up to
the amount that is owing.
Kamar Set up
Athenaeum must be running on the same server as Kamar, with the correct directory
structure in the Kamar hierarchy.
In the System–>SMS tab in Admin, set the Student Management System to Kamar
and then click the SMS account and Password button.
KAMAR fee account code
You can use an account code from 00 to 50 for KAMAR. All other account codes will
be rejected. So, your library might have a fee account of 01, your resource room 02
and your art department, 03, for example.
Sending a Fee to Kamar
When Kamar is configured as the student management system, fees listed on the fees
tab will include three new buttons under the fee: Click the Send button to send the fee
to Kamar.1
The outstanding amount of the fee is sent to Kamar, with the reason for the fee used
as the fee descriptor, along with the current calendar year (fees in Kamar are grouped
by calendar year), the borrower’s bar code (which must match the borrower’s
identifier in Kamar).
If Kamar successfully adds the fee, it returns to Athenaeum a unique fee identifier,
which Athenaeum lists along with a “sent” tag: When a fee has been sent, Athenaeum
will not send it again. If the fee is rejected by Kamar or some other network problem
exists, then an error message is returned from Kamar and added to the top of the fee
notes. If you have partially credited a fee before you send it to Kamar, only the
amount outstanding will be sent.
Fees
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Checking the Status of a Kamar Fee
Use the Check button to check the status of the fee in Kamar. Kamar responds with
the status of the fee, which is added to the fee notes. If the fee has been paid to the
Kamar office and entered into the Kamar system, then Athenaeum will also adjust the
credit amount to reflect the payment and the amount owing, if any, will be updated
accordingly. Above the fee notes field, the Query SMS button can be used to request
the status of all library fees22 for the borrower in Kamar, and a shorthand list is
displayed in the fee notes. Each line contains, respectively, the ID, fee title, fee
amount, credit amount, owing amount and fee date.
Adjusting an Already Sent Fee
If you wish to adjust a fee after it has been sent to Kamar, e.g. for an item that was
“lost” that has been subsequently returned, use the Change button. Athenaeum will
first check the fee in Kamar to ensure that they currently match.
If Athenaeum and Kamar do not match, Athenaeum will stop with a message stating
same. In this case, click the Check button to synchronise the fees (and add a record of
that synchronisation).
After checking the two systems, Athenaeum then prompts you for the new charge
amount. This will instruct Kamar to change the fee, which it will attempt to do so if
the new amount is less than the current outstanding amount stored in Kamar. Kamar
will not allow you to decrease a fee by more than is owing.
Sending Multiple Fees to Kamar
At the main menu, click the Navigation button at the top of the screen. Then click
Fees to see the list of fees (if any): All fees that have not been deleted, regardless of
owing amount will be displayed. Click the Command button to see two new buttons:
These will, respectively,
• send the found set of fees to Kamar
• check the found set of fees in Kamar, adjusting them if necessary.
1. If the Student Management System is not specified, then these buttons will be
greyed out ↩
Fees
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Overdue Items
Overdues
Overdue items are those that have been issued and are due before the current date.
When you find your overdues, you can generate a variety of reports, quick letters or
correspondence from those found records.
Find all Overdues
There are multiple methods to find overdue items
From the Main Menu
Click Reports->Overdue button at the top
main menu reports overdue button
Or, if you have configured your Main Menu buttons to include an “Overdue” button,
then click that
Overdue Items
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configuring the main menu with an overdue button
main menu configured with overdue button
Circulation
Click Filter->Overdue at the top of the circulation list
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filtering for overdues in circulation
“Recent” overdues
Athenaeum can also find “recent” overdues and “Less recent” overdues under the
circulation filter button:
recent and less recent filter buttons
“Recent overdues” are items that are overdue by no more than the value you enter
here in the preferences:
recent overdue preference
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“Less recent overdues” are items that are overdue by more than the value you enter
here.
These options simplify the task of sending different overdue notices depending upon
how overdue items are.
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Quick Letters
Quick Letters
There are two main types of communication in Athenaeum:
• Quick Letters
• Correspondence
Quick Letters are ad-hoc communications in printed or e-mail form that are not
saved. They have some customisability and are relatively easy to learn about.
Correspondence is communication generated to borrowers that is stored in a database
and have a lot of flexibility.
This chapter is about the former - Quick Letters.
Set-up
The Quick Letters tab contains all options, preferences and default content
quick letters set up
Some of these preferences such as A4 or Letter format for printing are used in other
reports as well.
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E-mail settings determine whether Athenaeum tries to use your desktop e-mail client
(such as Microsoft Outlook or Apple Mail) or whether to send e-mail directly using
an SMTP server. Speak to your IT advisor for details.
The next tabs indicates the base content of the quick letters.
quick letters content
Some of the letters offer the inclusion of “merge” values, such as <>, <> where you
can click the buttons attached to the letter to insert the appropriate code where the
cursor is:
quick letters merge variables
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Switches are also used to control the inclusion of some content, e.g. fees on overdue
letters:
quick letter switches
Text Styling
When printing Quick Letters to paper or pdf, most text styling, such as bolding or
italics will be preserved. When sending Quick Letters by email, such formatting is
ignored.
To set text formatting, you may first have to click the Format Menu button to make
that menu available:
format menu
Creating Quick Letters
Quick letters are generated while browsing a found set of records. Which records are
used depends upon the Quick Letter being generated.
Borrower Quick Letter
This is a template letter to the found set of borrowers. That is, go to the borrower
module and select a set of borrowers by whatever means 1
Then click the Print->letters. You are prompted whether to address the letter
unconditionally to the “home room” or to the address indicated in the borrower’s
preferences (home address or home room) and you are then shown the first letter on
screen. You can then print. If you set the “Include option to print to PDF” in the
admin->quick letters preferences, then you are also given the option to print letters to
pdf documents.
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You can also achieve the same effect by switching to the utility view, choosing quick
letter. Here you may also edit the content of the letter and output to print, e-mail to
address 1 or e-mail to address 2.
quick letters to borrower found set from utility layout
Room Issues
This quick letter operates on the found set of issues (circulation) and generates emails to the person associated with each “room”2.
That is, go to the issues module, find the issues according to your criteria (say,
overdues or due today) and then print->e-mail rooms.
Overdue Letters 1 and 2
These quick letters operate on the found set of issues. Before generating overdue
letter 1 or 2, first find the issues you want. E.g. All overdues, recent overdues or less
recent overdues. You can further restrict this by finding only for a particular “room”
for example.
Then either:
• choose Print->overdue letters and choose the appropriate letter.
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confirm overdue letter choice
• choose Print->e-mail borrowers and choose the appropriate option.
Overdue Slips
These quick letters are nominally listings of overdue items and therefore are based on
the found set of issues and can be accessed by print->overdue slips.
The format of the letters are either Fixed or Compact.
Fixed
Fixed overdue slips will print 5 borrowers per page with 4 lines per borrower. If a
borrower has more than 4 items listed, then the next section of the page is also for
that borrower.
As the pages are fixed sizes, they can be placed on a guillotine and cut in bulk.
Quick Letters
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fixed overdue slips
Compact
Compact overdue slips will include as many details per page, where each page is
sorted by “room”
Quick Letters
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compact overdue slips
Recall Letters
Recall quick letters are for any issued items (again as determined by the found set)
and are therefore based in the Issues module.
Find the issues you wish to recall, then print->recall letters and specify whether to
print to the “home room” or the destination specified in the borrower’s preference.
Reserve Quick Letter
The reserve letter is optionally generated upon return of an issued item that has
previously been reserved.
If an issued item is reserved, then when returning that item a message is displayed
asking for confirmation to take action:
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returned item is reserved
At this point, you can see the other reservers; Print the reserver notification; e-mail
the reserve notification or skip any notifications1.
1. e.g. in the borrower module, press the find button and enter your criteria; or
press the filter button and choose one of the options; or start in a different
module such as circulation and then command->List in borrower. ↩
2. Note that you must have set up the contact for each room by navigating to the
room list (this is hidden away a bit: Borrower->utility->List Rooms) and then
select a borrower as the Room Contact. This implies, of course, that the
contacts for each room must be included as a borrower and must have an email address. ↩
3. Note that the e-mail options will not be available if the reserver does not have
e-mail addresses stored. ↩
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Correspondence
Correspondence
There are two main types of communication in Athenaeum:
• Quick Letters
• Correspondence
Quick Letters are ad-hoc communications in printed or e-mail form that are not
saved. They have some customisability.
Correspondence is communication generated to borrowers that is stored in a database
and can be reviewed, adjusted or even discarded before transmission. They have a lot
of flexibility and consequently, are a bit more involved than Quick Letters.
This chapter is about the latter - Correspondence.
Introduction
The Correspondence module creates borrower communications that can include:
•
•
•
•
details about the borrower
details of all issues currently out to the borrower
details of all current overdues for the borrower
details of outstanding fees for the borrower.
Library administrators can customise the existing templates (there are 9 templates
included with Athenaeum) or create new templates.
One difference from Quick Letters is that Correspondence is generated from the
Borrower module, rather than the module about which you are generating
communications.
Correspondence always starts with a found set of Borrowers.
Components
The Correspondence module consists of
• Correspondence - the letters generated and printed or emailed to the borrower
• Templates - the structure of each letter
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• Tokens - the bits of information that are evaluated in real time and substituted
into the templates to build the correspondence
You only need to know about tokens when you want to adjust or create templates.
Creating Correspondence
The procedure to create Correspondence is:
•
•
•
•
find your borrowers & go to utility
choose a template
check and possibly edit the generated correspondence
output it to printer, pdf or e-mail
Find your Borrowers
Find the borrowers you wish to communicate in one of the standard ways - for
example:
• ad hoc find
• find a class/room or group
• find a set of issues and then “list borrowers” for those issues
Choose a template
Navigate to the Utility layout (when in the borrower module, just press the “u” key).
correspondence options in utility - note the found set
Take note of the number of borrowers (circled). This is the number of letters you will
generate.
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Click on the name of the template you wish to use. The names should be reasonably
self explanatory. The letters are generated immediately and a list of
correspondence is displayed. You can scroll through this list, reviewing the various
letters.
scrolling list of generated correspondence in detail view
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If you make a mistake, then immediately go to the Records menu and choose “Delete
Found Records…” to remove the correspondence you just created. Click the
compact view button to go to a compressed list view.
compact list of generated correspondence in detail view
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The paragraph marks are removed in this compressed view, allowing you to skim the
first few lines of correspondence in a small space. Click the expand view button to
return to the standard correspondence list view.
Check and edit
Each individual correspondence is presented in a tab showing [formatted] Content or
Raw [text]. The formatted content can not be directly edited, as it is modified
according to your print/display settings (font, size, style). Click the Raw tab and
you can edit the text as you would any other text.
editing individual letters
Do not apply any text formatting such as bold, italic of font styles, as this will be
discarded.
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Output your Correspondence
Individually
output individual correspondence
You can print individual letters by clicking the print button. E-mail individual
letters by clicking the e-mail button. If no e-mail address is associated with the
borrower, a warning is displayed. Athenaeum will display a message if you still
try to generate the e-mail address. When correspondence is printed, the word
“printed” appears next to the print button. When correspondence is emailed,
“emailed” appears next to the e-mail button.
In Bulk
Of course, you may output bulk correspondence in one step.
output bulk correspondence
At the top of the list, you may use the send e-mails and print correspondence buttons
to send all found set of letters to e-mail addresses 1, 2 or print.
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Creating and Customising templates
Athenaeum Pro comes with 9 templates that cover common correspondence
scenarios. You may - and are encouraged to - edit existing templates to create
correspondence customised for your needs and you can duplicate and customise
existing templates or create new templates from scratch.
Correspondence is generated from Templates, which combine plain text and “tokens”.
Click the List Templates button at the right side of the Borrower Utility screen to
see a scrollable list of the current templates.

Template Parts
Templates consist of the following components:
•
•
•
•
Context,
Name,
Include
The template content
template list with components
The first field is the context and is either Borrower, Issues or Catalogue. For now,
only Borrower is available for use. The template name is the unique, plain english
name for the template. This name is displayed in the list of templates in the borrower
utility.
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The include/exclude flag determines whether the template is shown in the list of
templates. Use this to hide templates that you don’t use and keep the list of templates
short and manageable.
template content
The template contains the text and embedded tokens that are substituted at the time
the correspondence is generated.
Enter text here as you would in a plain text editor. Do not apply formatting such as
font faces, bold, italics, etc as formatting will be ignored.
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tokens for insertion
Tokens are the symbols that are replaced at the time of the correspondence
generation. To use these, simply type your text into the template, and when you wish
to insert a token, click, using the mouse, the token you want to insert and its symbol
will be inserted.
For example, if you would like correspondence to William Smith read:
Dear William,
Please ...etc...
You would type into a new template:
Dear
then you would click on the borrower first name button on the right.
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Athenaeum inserts the token for Borrower first name (which happens to be
[[borrower_given_name]]
Then continue to type the rest of your correspondence.
Tokens
There are three types of tokens.
Simple Tokens
Simple tokens which substitute a single value into correspondence (e.g. borrower last
name which inserts the current borrower’s last name). These should be inserted into
the middle of the text just like any other word.
Complex tokens
Complex tokens, such as “outstanding fees” which will substitute one or more lines
of text, such as a list of fees outstanding with a date, reason, etc. Including the fees
token in a template like so:
Might result in output similar to this:
Correspondence
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fees token substituted with values
For borrowers where the tokens result in no value, then the same output might look
like this:
Customisable Tokens
These are complex tokens (possibly multiple line) where you can specify elements to
be included or not.
[[issued_items (barcode location author fee dateIssue dateDue)]]
When inserting such a token, you may choose to delete individual words from
between the parentheses, and the corresponding information will be omitted from the
correspondence.
For example, this template:
Correspondence
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Dear [[borrower_full_name]],
The following items are overdue. Please come to the library and e
[[overdue_items (barcode location author fee dateIssue dateDue)]]
Thank you for your co-operation.
Claire Files
Ararimu Library
might produce this correspondence:
Dear Darryl Krell,
Matting, mounting and framing art Max Hyder ; illustrated by Paul
replace fee: $54.95 issued: 10/02/2013 due: 31/03/2013
Ptolemy's gate Jonathan Stroud. - Stroud, Jonathan. [55409]
replace fee: $29.95 issued: 23/04/2013 due: 26/04/2013
Biker - Masters, Anthony [60136]
issued: 29/04/2013 due: 23/07/2014
Claire Files
Ararimu Library
You can see that two entries were inserted into the letter and the replacement fee,
issue & due dates, bar code, title are all included.
However, editing the template like so (removing the due date, author and location):

Correspondence
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Dear [[borrower_full_name]],
[[overdue_items (barcode fee dateIssue)]]
Claire Files
Ararimu Library
Will result in a simplified output:
Dear Darryl Krell,
Matting, mounting and framing art Max Hyder ; illustrated by Paul
replace fee: $54.95 issued: 10/02/2013
Ptolemy's gate Jonathan Stroud. [55409]
replace fee: $29.95 issued: 23/04/2013
Biker [60136]
issued: 29/04/2013
Claire Files
Ararimu Library
Correspondence
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Reports
Reports
How reports work
Reporting is conceptually simple. Normally, it involved:
• finding a set of data
• summarising that data in an appropriate way
It may also involve exporting data to a .csv file, an Excel spreadsheet, or even an
HTML table.
Finding data
To find data, go to the Athenaeum module that contains the data you are looking for
(e.g. Catalogue, or Issue History) and perform your find using one of the standard
methods:
• filtering
• custom find
-orStart at a particular location and show the related information to that location. For
example, you may wish to view the issue history for borrowers of a particular
ethnicity or gender. In that case, find the aforementioned borrowers and switch to the
borrower list view and then click command->list history. The found set in the issue
history is now the set of data for the report.
Choose and generate the report
While viewing your found set of data, click the print button at the top of the window
and choose from one of the reports.
Each module in Athenaeum has a print button, however the options for each module
will be different.
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Each print option should be obvious, where it’s name indicates how the found set of
data will be grouped. For example, the first print option will generally print the list
more or less as it is displayed on screen. Some reports, such as the plain catalogue
print report or the “by item/title” history report behave slightly differently if you hold
the shift key when you trigger the report.
Reports normally preview to screen before printing - allowing you to review the
content of the report before taking further action. After the preview, you are prompted
with the standard print dialog box where you can print or cancel the print.
Annual Reports
The following are reports that many organisations find useful at the end of a calendar
year.1
Annual Summary
The annual summary calculates catalogue activity for the specified year:
• New books and items returned from the archive during the year are counted
and their purchase costs totaled,
• Depreciations are calculated
• Items archived during the year are summarised
• an overview of the number (and the type) of items, age and value of the entire
catalogue is generated.
The accuracy of the figures in this report are dependent on information entered into
the catalogue and archive. Correct purchase dates and costs entered for each amount
are vital for accurate reports. Also, if you permanently delete entries in the catalogue
or archive, you may cause differences with previous year’s results. Create it from
the catalogue utilities window.
annual summary button on catalogue utilities
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Before generating the report, Athenaeum will check purchase and archive dates. If
dates are missing, a warning is displayed before the report is generated.
These dates must be fixed if you want accurate data. An educated guess is better than
no date.
Enter the year for analysis and select whether you wish to analyse just those items
marked “library” or all items in your catalogue.
library check box allows you to designate two parts to the library in the one
catalogue
After a few moments the report is generated ready to print out.
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annual financial summary
Use this report with the other financial summaries that Athenaeum can generate for
you.
Yearly Spend
The yearly spend report lists the recorded purchases for each of the last 10 years.
yearly spend button on catalogue utilities window
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For each year, Athenaeum looks in the catalogue and the archive counting the number
of items “purchased” in those years and sums the amount paid, the unpaid component
and the payment “value” (paid +unpaid).
If Athenaeum finds items in either the catalogue or the archive that do not have
purchase dates recorded, a warning message is displayed at the bottom of the report.
yearly spend report - page 1
The first page shows simple charts of the annual counts of purchases and the annual
actual spend (total of amount paid for each year). Subsequent pages show the table of
numbers.
To include all years in the report - not just the last 10, hold the shift key for a few
moments while you click the Yearly Spend button.
Purchases in a calendar year
Navigate to the catalog and click the Find button at the top left to start a custom find.
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In the purchase date field, enter the desired year as a four digit number. Athenaeum
will know that you want any date in that year and will deal with it appropriately. As
an aside, you could also enter a date range with a start and finish date separated by
three dots. E.g. 1/1/2013…31/12/2013 - or on computers configured to use US date
format, you would enter 1/1/2013…12/31/2014
finding purchases for a calendar year
Press the enter key and the list of purchases for that year is presented. Use the
Reports button to choose a report.
note that this does not include purchases for that year that have been archived. You
can find those by repeating the process in Archive.
Issues in a particular year
This year or last year
Historical issues can be found in the History module (“H” from the main menu).
You may easily find issues for the current and previous years simply by choosing
those options from the filter menu.
this year/last year options in history filter
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Other years
To find issues for other years, the process is almost identical to that described for
finding purchases in a particular year.
Navigate to the history and click the Find button at the top left to start a custom find.
In the issue date field, enter the desired year as a four digit number.
finding all issues for 2013
Press the enter key and the list of issues for that year is presented.
Use the Reports button to choose a report.
Stock Take Missing
Once you have finished your stock take, the easiest way to find items that were not
included in that stock take is start with the Missing Report button:
catalogue->utilities->stock take->missing report
You are then prompted to refine the missing report by specifying the stock take run
(usually the year number), whether you wish to include only items from the library,
“resource” or whole library and whether to exclude issued or reference items.
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missing report dialog
When the search is complete, you have a found set of items that you may then base a
number of reports upon. For example, you might print out the list grouped by
location. Or you may create an Excel spreadsheet or financial breakdown for your
accountant.
Most popular reports
Overdue
The quickest way to generate overdue lists is to start with the overdue buttons at the
top of the main Athenaeum screen:
overdue buttons at main menu->reports
You may also define one of the buttons on the main menu to list the Overdue items, if
you like:
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overdue button added to main menu
These quickly generate lists in circulation of overdue items.
note that “recent” is defined in Admin->Issues and is the number of days an issue is
overdue before it becomes “less recent”
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setting “recent” overdue definition
Once you have your list of overdue items, you can generate any of the standard
reports:
circulation print reports
“Top Titles”
You can quickly see the list of top titles in the Quick Stats tab of the main menu:
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recent top titles
note: if you are using FileMaker Server with Athenaeum and have the Athenaeum
schedule configured, this will be generated each night. It is also generated when you
“re-login” to Athenaeum. You can generate it at any time by clicking the Update
button in the Quick Stats tab.
This quick report lists the top 45 issues over the last 60 days.
Most Issued
The most issued report is different from the top titles in that:
• it is based on the found set of issue history, meaning you can compare issues
over different periods of time or different groupings of borrowers, for example
• it can be generated for titles or items
Because this is an issue history report, navigate to the history module and find your
set of data.
Choose Print->by item/title
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report title history
By default, the report is generated by “item”. If you press the shift key on the
keyboard while clicking that button, then the report is generated by “title”.
Next, choose Summary or Detail to see the appropriate level of detail on your report.
You can see an old youtube clip with this report on the Athenaeum YouTube channel:
most issued report video
Top Borrowers
This is an issue history report and is based on the found set of history items.2
Generate this report with Print->by borrower
list top borrower button found set of history
Choose Summary or detail.
You are then asked if you want to sort that list by the borrower name or by the
number of issues.
sort by name or # of issues
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Number of issues will rank the borrowers from most issues to least.
Display name will order the borrower resuts in alphabetical order.
The detail and summary reports are compared side by side below:
detail (left) summary (right) by name
Catalogue Statistics
You can generate statistics for any found set of items in the catalog, grouped by your
choice of fields.
Find the items you wish to summarise.
Choose print->Statistics
catalogue statistics button
Next, select how you would like to group the report:
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statistics grouping
You can also specify a date to which the items are depreciated:3
choose depreciation date
The report is summarised according to your criteria. Note that if you don’t have
values in catalogue items for the items that you are summarising, then a blank entry
appears at the start:
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catalogue statistics by item type
1. These reports can be re-genenerated for prior years if necessary. ↩
2. e.g. you might find issue history for a period of time in the history module, or
you might find a cohort of borrowers in the borrowr module and then click
command->List History to list the history for that cohort in the issue history
module ↩
3. the depreciation is calculated by subtracting the purchase date from the
depreciation date to calculate an age and then applying the annual depreciation
rate over that age to the purchase price. It is not compulsory to calculate
this. ↩
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Reserves
Reserves
Athenaeum Pro has a system that allows borrowers to reserve currently issued items1.
When those issued items are reserved, Athenaeum will notify the returning person
and optionally send a notification to the (first) reserver of the item via e-mail or printout.
Reserves are shared between copies of titles. If all copies of a title are issued and
there are reserves for that title, then the first copy returned will be offered to the first
reserver in the queue.
Who can reserve
The library administrator can allocate reserves on behalf of borrowers or borrowers
who are logged in may reserve items if the administrator allows this. Control this in
Admin:
admin: allow borrowers to reserve
Whether a borrower is allowed to reserve items depends on whether their borrower
privilege is set to allow reserves and how many reserves that borrower already has.
Set the maximum number of reserves in the Types detail screen.
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maximum number of reserves for borrowers of the type
Reserving an item
Administrators can reserve items by finding the item and clicking the reserve button
at the top of the screen:
reserve button on catalogue detail window
Start typing the borrower’s surname
borrower search on reserve
and then click on the selected reserver. If authorised, the reserver is added to the list.
If authorised, borrower’s can reserve items by clicking the reserve button.
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OPAC reserve button
Returning a reserved item
When returning an item that is reserved, you are notified of the fact. You have the
option of emailing2 or printing a notification to the reserver or skipping the
notification.
notification that the returned item is reserved
Issuing a reserved title
During the issue process, Athenaeum counts the number of copies of a title available
(i.e. not issued) and the number of reserves for that title.
• If the number of reserves is less than the number of available copies, then the
issue process may proceed (barring any other authorisation checks failing)
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• If the number of reserves is greater than or equal to the number of available
copies, then Athenaeum checks to see if the borrower is in the reserve queue
AND is sufficiently high in the queue to be authorised for the issue. For
example, if there are 5 available copies of an item and 10 reservers, then the
borrower will have to be in the first 5 reservers (by reserve date) to be
authorised.
1. when authorised ↩
2. if e-mail address(es) are not stored for the reserver, then the options to e-mail
are not presented ↩
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Reviews
Reviews
Reviews by borrowers are an optional feature, as not all libraries encourage their use
(usually depending upon the nature of some the borrowers).
Athenaeum allows the administrator to first decide to allow the writing of reviews (or
not) and then authorise and filter any reviews written.
Enabling/Disabling Reviews
As the administrator, you can enable or disable reviews, by going to the Admin
section and then Customisation->Search/OPAC and then toggling OPAC can write
reviews.
enabling borrowers to write reviews in the OPAC
Identifying Reviewers
If you create unique accounts for each borrower OR your server is configured to
access a centralised LDAP or Open Directory, and a borrower logs into Athenaeum
with such an account, then Reviewers will already be identified by Athenaeum.
Otherwise, the reviews will need to identify themselves at the time of the review with
their own bar code.
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The latter method means that it is easy for one person to impersonate another, so the
the former methods are preferable.
Writing Reviews
Reviews may be written by any user listed in the borrowers, however reviews will not
be visible to the other users until authorised by the administrator. See Authorising
Reviews for more information.
Find the item for which you wish to write a review and click the Write Review
button:
write review button
If Athenaeum does not know who is using it at that moment, then they are prompted
to enter their borrower code:
enter the bar code for the borrower writing the review
note: Athenaeum Pro can be configured to allow each user to log in with their own
account and password or to use credentials provided by a central log-in method (such
as LDAP)–in these cases, users will not be prompted for their details.
Confirm that you are the correct person:
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confirming the reviewer
Write the review and rate the item, 1 to 5 stars:
writing the review
Check spelling if required by clicking on the Spelling button. Next, click OK.
Viewing/Authorising Reviews
As the administrator, you must ‘allow’ reviews before they are displayed to the
general public. To do this, click on the nav button on the Main Menu.
The Navigation submenu appears. Click on the Review button.

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A list of all reviews appears.
Any unauthorised reviews are displayed with red text for easy identification.
reviews list - reduced zoom to show more
To filter out just the pending reviews, click on the Filter button and choose the
pending option from the Filter submenu.
filtering pending reviews
Click on the Authorise checkbox to allow the review to be read by all borrowers.
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authorise review check box
Unclick to remove from general viewing (that is, make the text go red again).
Filtering Reviews
Teenagers (and some younger kids, too!) may at times be tempted to use
inappropriate words. You can filter for such words by clicking on the Filter flag.
filtering the words in a review
This will cause Athenaeum to substitute pre-defined words or simply remove them.
Both the original and filtered versions are stored, however only the filtered version is
displayed to other users of the system
Removing a Review
Click on the delete button to the right of the review to permanently delete the review.
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permanently delete a review with the delete button
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Taking Stock
Taking Stock
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.
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 either directly to
Athenaeum as you scan items. You have to consider the physical distance
between the scanner and the computer.
• use a cordless bar code scanner in data collection mode, which you
periodically connect back to Athenaeum and “dump” the bar codes.
• A combination of the first two methods (some scanners will automatically
switch to data collection mode if they go out of range of the base station).
• use a standard scanner connected to a laptop with Athenaeum loaded and
connected wirelessly to the server, and wheel it around on a trolley
• 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, but this is not necessary.
Next, back up!
Closing the library is not a necessity, it just makes it easier t
Before you start
When you start a new stock take, Athenaeum increments the number stored in the
customisation tab of admin.
The number in that box is not really important, though it is helpful if it reflects
something identifiable, such as the year of the stock take.
If you are about to start your 2014 stock take, then you might ensure the number in
the admin preferences is 2013, so when you start the new stock take, it is changed to
2013.
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Return first, during or later?
It is up to you whether you recall issued items before the stock take or not. The
missing report has the option of excluding issued items.
Note that if - during the stock take - you scan an item that is i
Also note that if you return an item in the normal way - that is,
Method 1—Direct Stock take
Methods 1 and 4 (and possibly 5) above take stock as you scan the items directly.
To start a direct stock take, from the Main Menu, click Catalogue->Utility->Stock
take & Reserve tab. Click on the Stock Take button.
Specify whether you are starting a stock take from scratch or whether you are
continuing a stock take you started earlier.
confirm new or continue stock take
If you choose New, you will be asked to confirm.
Choosing New simply increments the current stock take run number and records that
new run number against scanned items and in the stock take log.
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Next, get scanning.

As you scan items, the stock-take dialog is updated, reminding you of where you
were up to:

Once you are ready for a break, simply leave the the field empty and click on OK.
Athenaeum will stop the stock take progress.
The next time, simply continue the stock take as described above.
Method 2—Indirect Stock take
Methods 2, 3 and optionally method 4 might use the ‘dump data’ feature. This allows
you to collect a number of bar codes first and then stock take them in bulk within
Athenaeum.
A laptop, bar code scanner and wireless network is brilliant in this scenario.
Set the scanner to data collection mode and start scanning. Scan all of the items in a
manageable section of the library (say 40 to 100 items at a time) and then dump the
codes into Athenaeum, or even a text editing program. We suggest you scan
manageable chunks, because as you “dump” the codes, then if problems arise such as
items reported as in the archive, you can more quickly retrace your steps to find the
offending item. Return to the Stock take, reserves, Misc tab and click the “dump”
bar codes button.
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Scan, or paste (dump) your bar codes into the field where the cursor is flashing:
Then click the Process button. Each bar code is processed in turn, and marked as
part of the current stock take run.

1. Bar codes for items which which were still on issue are listed in the first result
column. Athenaeum automatically returns into the catalogue as part of the
process.
2. Any bar codes which Athenaeum does not recognise are listed.
3. Bar codes that were not found in the catalogue, but were found in the archive
are listed in the last column, along with the title and last location. You can
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click on any of those items to list them in the archive and make a decision
about returning them to the catalogue.
Method 3—Mark Found Set as Taken Stock
In some cases you may have a set of books which are all accounted for (for example a
class set or an encyclopaedia) and you do not have to individually scan these during a
stock take:
Perform a Search so that the Found Set encompasses all items to be marked as taken
stock.
On the List View, click on the Command->bulk stock-take button.
bulk stock take button
You are asked to confirm this action.
confirm bulk stock take
Click on the OK button to proceed. This action can take a little while if you are
marking a large found set.
Continuing a Stock Take
Resuming a stock take just involves clicking on the Continue stock take button on the
Catalogue Utilities screen.
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The Stock Take screen reappears and you simply pick up where you left off.
List Missing items 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

You are presented with a number of options as to what is to be in- or excluded from
the report.

The current stock take run is specified. Note that you can list missing from prior
stock take runs, as well.
“Library” specifies to only search items with the “library” flag checked. Specifying
“Resource” means items that are NOT checked with the library flag. Entire catalogue
will include both.
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You can choose to omit items which are currently out of the library and therefore
were not scanned during your stock take.
As ‘not for issue’ items such as the Reference section are often not included in a
stock take anyway, you can choose to omit those items from your list.
A list of items not taken stock appears, taking into account the selections from the
above dialog boxes.
You can further refine this list by using the Constrain filter options and subsequent
searches.
You can now Print this list by location and check each item individually, or
summarise with one of the financial options.
print options
Any item in the list can be archived if required (see Archiving for more information
on disposing and archiving items).
List Missing Items 1 Location Only
One way to find items taken stock in a particular location is to perform a custom find,
enter the location into the location field and the stock take run number into the stock
take field.
To find items not taken stoke in a particular location, enter a custom find, enter the
location into the location field and then add a new request omitting the stock take run
number.
“Handled” report
The manual stock take procedure requires the user to scan or enter the code for every
item in the catalogue.
However, you may wish to chose to perform a very quick stock take on items not
recently handled.
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This procedure makes it easy to find all items in the library that have not been
‘handled’ for a specified time. Items that have not been ‘handled’ are potentially
missing from the library.
To use this feature, simply click on the ‘Handled’ Report button in the Catalog
Utilities Screen.
handled dialog - specifying the number of days not handled
Specify the period (in days) during which items were not handled. A list of all items
not handled over the period specified appears. You can now print this list and check
these books individually and make decisions based on your findings.
You can further refine this list by using the Constrain filter options.
Handled
The following actions mark an item as handled:• issuing it successfully
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•
•
•
•
attempting to issue it unsuccessfully
returning an item
extending a loan
manual stock take
Manually checking handled date
You can manually find the on the date an item was handled by clicking the find
button and entering a date expression in the last handled date at the bottom of of the
issue history->this copy tab.
Closing your stock-take
You don’t.
Simply generate the reports you want. When you start the next stock take, Athenaeum
will increment the stock take number and you are away.
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TeamViewer
TeamViewer Quick support
When we provide remote support, we frequently use TeamViewer to connect to your
computer. This is pretty quick to set up and use.
Firstly download TeamViewer QuickSupport from our web site using this one of
these links:
• Windows Version
• Mac Version
• you can also download the full version of TeamViewer from the TeamViewer
web site
• In Athenaeum Pro 2014, you can download from the link on the main menu
under the support button
and save it to your desktop or your documents folder. Note that if you simply "run" it,
instead of saving it, then your computer will delete teamviewer when you log out of
your computer.
teamviewer icon for windows
Double click the icon that appears on your desktop (or whereever you saved it)
TeamViewer opens and connects to a secure server to pick up a 9 or 10 digit ID. That
ID is how we find you.
You should see a green dot with "ready to connect".
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TeamViewer window
Tell us the ID and then we can connect. If you are using the SumWare Consulting
version of TeamViewer, then the password should be four stars. If you have a
password, please tell us what that password is. If you are using QuickSupport from
someone else, please tell us who so we can have them connect us to you.
If your network is locked down in particular ways, you may need to enter your proxy
information, which your IT staff can tell you.
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setting proxy for TeamViewer
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recent_changes
Recent Changes
A quick list of recent changes with Athenaeum Pro (in no particular order):
Changes to Search Screen
If you are using FileMaker Pro 14 or higher, you are presented with a re-worked
“OPAC” search screen.
If you are using FileMaker Pro 12 or 13, you are presented with the old screens.
Constraining searches
It is now more obvious that you can constrain your search terms quickly to specific
catalogue fields.
Constraining search terms to specified fields
These options have always been there, but were less obvious. Entering a search term
and pressing the Enter key on the keyboard (or clicking All) will search the catalogue
for the search term in a range of fields. The other options will constrain the search
term to just the specified field.
Configure
If you are using FileMaker Pro 14 or higher, you are presented with a re-worked
“OPAC” configuration screen.
If you are using FileMaker Pro 12 or 13, you are presented with the old screens.
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new OPAC configuration options
There are new configuration option in Admin->Customisation->Search/OPAC
Include Recent Button
Checking this will include a find Recent button at the top right of the search screen.
recent button
When clicking this button, Athenaeum will perform the following tasks:
• look for items added (purchased) to the catalogue in the last 30 days and list
them.
• if there are fewer than 10 items returned, then the process is repeated for items
added to the last 60 days
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• if that fails to return more than 10 items, then Athenaeum searches for items
added in the last 90 days
• finally, if that fails to return more than 10 items, then Athenaeum searches for
items added in the last 180 days
If you have not recently added items to the catalogue, then we recommended that you
do not show this button.
Topical/Top Issues/Reading Lists
Selecting any of these three buttons will cause the corresponding lists to be displayed
on the search screen.
Note that selecting any of these three will turn off the web page option.
Show Web page
Selecting this option will cause the web page specified in the field to the right to be
displayed.
note: selecting this option will turn off the Topical, Top Issues and reading list
options.
About the URL
The behaviour of web address has been modified to allow a URL or raw HTML.
• enter a URL without the surrounding quote marks (this is a change from the
previous versions of Athenaeum)
• you may enter raw HTML, which allows quite a lot of flexibility. An
upcoming YouTube Athenaeum Channel video will show some of the options
which might give you some ideas.
Suggestion Lists
You can now specify lists for your search suggestions. That is, for each search
suggestion, you can specify which list it belongs to.
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specifying lists for search suggestions
If you have specified lists for your search terms, then a menu of lists will be
displayed above the suggestion list on the search screen (if you have this option
selected):
choosing a list on the search screen
Selecting an option will list only the suggestions matching that list. A “match” is any
item in the catalogue with the clicked term in the subjects field.
Cataloguing: Bulk Add Subjects
It is now quicker and easiear to add any subject to any arbitrary found set of items in
the catalogue.
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add subject button
First find the items you wish to add the subject to and click the button on catalogue
utility->Utility tab.
add subject dialog
Either enter the subject term(s) and click the Add button or click the “Choose
Authority” button to select from your list of authority terms.
note: you can use authority lists whether or not you have the "st
Catalogue: Output to HTML
Under the Print menu is a new option “HTML”.
This will output an HTML table of the found set of catalogue items. The table
includes the title, author, dewey, call, publish year, location and graphic (if any).
Statistics: Daily “Out”
The Quick Stats tab now includes a button to show an indicative chart of the number
of items that are in circulation for each day in approximately the last year.
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Daily “out” or “in circulation” button
This button does two things. Firstly, it produces a chart showing the patterns of the
total number of items that are issued at the end of each day in the period:
Daily issues chart
Secondly, the raw data from which the chart is drawn is copied to your computer’s
clipboard. You can then paste that into a spreadsheet, for example, to create different
charts.
Updating the raw data
Athenaeum needs to run through each day for the last year to draw that chart. If you
haven’t run this before, you should first manually load the data using the button in
Admin->Utility->maintenance:
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Update Issue Counts
Updating raw data on server
If you are running FileMaker Server, then you can schedule a script every evening
(note: before midnight) that will ensure the counts are up to date for the last year. The
name of this script is:
Athenaeum Server - Update Dashboard Counts per day
IDMA plug-in updated
Athenaeum uses the IDMA plug-in to perform a variety of tasks. This version of
Athenaeum updates the plug-in to version 2.6.4 and adds the 64 bit version for
Windows.
Dates and recesses
When importing dates and recesses or starting Athenaeum as an administrator, any
recesses or public holidays that are before the current date are removed.
Import eTap
The borrower utilities now include the Import eTab button for updating borrowers
exported from the eTap student management system.
Bulk stock take Log
when clicking the bulk stock take button, the action is logged recording which logged
in user clicked the button as well as how many items were included in the bulk stock
take.
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Correspondence Additional Fields
You can now include the location, dewey and call number of issued and overdue
items to correspondence.
Athenaeum Pro 2015 Changes
Library of Congress
New QuickMARC option for checking the Library of Congress (LoC). If your normal
source of bibliographic information turns up no results, then try the Library of
Congress.
Library of Congress Option
Fee Account Code
Rework of specifying Fee Account Code for fees.
If an item has its own account code, then the default fee account code is overriden by
the item’s account code.
KAMAR users note: when specifying fee account codes, only valid codes accepted
by KAMAR will be from 0 to 50 inclusive. KAMAR modifies that code by adding it
to 1201502. So a code of 0 (the default if you don't specify one) will become
1201502; a code of 1 (or 01) will become 1201503; 2 becomes 1201504; etc. Note
that KAMAR must also be configured to map your codes to the General Ledger.
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Images for Types
It is now easy to add an image or icon representing the “type” of item. These are
visible in List views at the left side of the screen:
images for item types
Inserting an image is a similar process to adding a location image.
First, find the “type” for which you wish to associate an image. Then, right click the
image container to the right of the title and choose “Insert Picture” and select your
picture.
inserting an image for a type
Note that your images should be very lightweight - that is, small images (64x64
pixels is fine) and compressed. PNG and JPG are preferable to larger file formats like
TIFF.
Now, that image will be associated for every item with that type and will
automatically show in various catalogue lists.
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There are plenty of royalty free icons that can be downloaded in numerous formats,
colours and sizes from the internet. The images in the above screen shots come from
Flat Icons.
List Printing with Cover Image
Added an option for printing the catalogue list with the shift key down to include the
cover image (if there is one) and the “type” image, if there is one.
option for printing the catalogue list with images
Genre List Customisation
Athenaeum Pro 2014 introduced the explicitly named genre field with its list of
default values.
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entry of an item’s genre
A number of requests were received to expand on this list, so now the genre list is a
table of data that can be expanded and edited directly.
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editable list of genres
You can access the genre list amongst the “audit” layouts.
Correspondence
Added location, dewey, call number to issued items and overdue items as options for
correspondence tokens.
64 bit plug-in
For users moving to 64 bit versions of Windows 7, 8.1 or Windows 10 AND
installing the 64 bit version of FileMaker Pro 14 for Windows, you must now install
the 64 bit version of Windows IDMA plug-in. Updated “install” plug-in step to
handle FileMaker 14 + Windows 64bit.
(The Mac version of Athenaeum & plug-in have been 64 bit for quite a few years)
Red screen Updated
Per a user group request earlier this year, the issue red screen (displayed when an
issue is not authorised) shows extra information about the issue, such as dewey, call
and replacement info plus extra tool-tips.
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Finer control of Archive and Catalogue record deletion
Restriction and finer control of deletion of archive records, along with more detailed
logging.
Normally, you do not delete archive records because the historical information is
considered in some reports. However, you do wish to remove incorrectly catalogued
items (e.g. accidental duplicate entries). Such actions are recorded in detail in the log
and can be referenced, if need be, at a later date.
Additional default MARC tags
Additional default MARC tags available as an option (for RDA). As tags 336, 337
and 338 start being used by your MARC suppliers, they will automatically be
handled by Athenaeum and added to their respective default fields in the catalogue.
You can, of course, customise the destination fields for the data.
Old Style Check boxes are back
Restored the old style check box rather than “flags” (however, using “tick” mark) to
simplify bulk replace option.
check boxes are back (but with a “tick” instead of a cross
Our power users really missed these.
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Web template updates
See the web templates page
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