Tools

Know patrons and circulation features.

Cindy Murdock Ames

Meadville Public Library | CCFLS

Edited by

Nicole C. Engard

2014

  • Get there: More > Tools > Catalog > Rotating Collections

Rotating Collections is a tool for managing collections of materials that frequently get shifted from library to library. It adds the ability to store not only an item's home library and current location but also information about where it is supposed to be transferred to next to ensure that all items in the collection are sent to the correct library. When an item in a rotating collection is checked in, library staff is notified that the item is part of a rotating collection and which branch it should be sent to if it is not at the correct one.

Important

The AutomaticItemReturn system preference must be set to "Don't automatically transfer items to their home library when they are returned" for Rotating Collections to function properly.

  • To create a new rotating collection, click the "New Collection" button, fill in the Title and Description, and click Submit. Once submitted you'll see "Collection Name added successfully"; click "Return to rotating collections home" to return to the main Rotating Collections management page (or click Rotating Collections in the sidebar).

  • To add items to a collection, click "Add or remove items" next to the collection's name in the list of collections. Under "Add or remove items" scan or type in the barcode of the item you wish to add to the collection, and hit Enter or click Submit if necessary.

  • To remove an item from a collection, either click Remove next to the item's barcode in the list of items within the collection or check the "Remove item from collection" box next to the Barcode text box under "Add or remove items, and scan or type in the barcode, clicking Submit or hitting Enter if necessary. Note: The "Remove item from collection" checkbox will remain checked as long as you are on the "Add or remove items" page, unless you uncheck it, to facilitate quickly removing a number of items at a time by scanning their barcodes.

Transferring a collection will:

  • Change the current location of the items in that collection to the library it is to be transferred to

  • Initiate a transfer from its original current location/holding library to the current location/holding library it is to be rotated to. When a library receives a collection they will need to check in the items to complete the transfer.

You can transfer a collection in one of two ways:

  • From the main Rotating Collections page, click on Transfer next to the title of the collection you wish to transfer; choose the library you wish to transfer the collection to and click "Transfer collection".

  • Or, from the "add or remove items" page for a collection, you can click the Transfer button, choose the library you wish to transfer the collection to and click "Transfer Collection".

Important

In order to complete the transfer process, the library receiving the rotating collection should check in all items from the collection as they receive them. This will clear the transfer so that the items are no longer shown as being "in transit".

If an item in a rotating collection is checked in at a library other than the one it is supposed to be transferred to, a notification will appear notifying library staff that the item is part of a rotating collection, also letting them know where the item needs to be sent.

rotatingcollectionnotice

"You are seeing this manual, thanks to Koha Community"

Tools

Know patrons and circulation features.

  • Get there: More > Tools > Patrons and Circulation > Upload Patron Images

Patron images can be uploaded in bulk if you are allowing patron images to be attached to patron records. These images can also be used when creating patron cards.

  • Create a txt file and title it "DATALINK.TXT" or "IDLINK.TXT"

  • On each line in the text file enter the patron's card number followed by comma (or tab) and then the image file name

    uploadphotosfile
    • Make sure that your TXT file is a plain text document, not RTF.

  • Zip up the text file and the image files

  • Go to the Upload Patron Images Tool

    uploadimagetool
  • For a single image, simply point to the image file and enter the patron card number

  • For multiple images, choose to upload a zip file

  • After uploading you will be presented with a confirmation

    imageuploadconfirm
Important

There is a limit of 100K on the size of the picture uploaded and it is recommended that the image be 200x300 pixels, but smaller images will work as well.

"You are seeing this manual, thanks to Koha Community"

Tools

Know patrons and circulation features.

  • Get there: More > Tools > Patrons and Circulation > Tags

Depending on your tagging system preferences, librarians may need to approve tags before they are published on the OPAC. This is done via the Tag Moderation Tool. If there are tags awaiting moderation they will be listed on the main staff dashboard under the module labels:

pendingtags

To moderate the tags visit the Tags tool. When first visiting the tool, you will be presented with a list of tags that are pending approval or rejection by a librarian

tagpending
    • To see all of the titles this tag was added to simply click on the term

      taggedtitles
      • From this list of titles you can remove a tag without outright rejecting it from being used in the future by clicking the 'Remove tag' button to the right of the title.

  • To approve a tag, you can either click the 'Approve' button in line with the term, or check all terms you want to approve and click 'Approve' below the table.

  • To reject a tag, you can either click the 'Reject' button in line with the term, or check all terms you want to approve and click 'Reject' below the table.

Once a tag has been approved or rejected it will be moved to the appropriate list of tags. A summary of all tags will appear on the right of the screen.

tagsummary

Even though a tag is approved or rejected, it can still be moved to another list. When viewing approved tags each tag has the option to reject:

tagapproved

To check terms against the approved and rejected lists (and possibly against the dictionary you have assigned for tag moderation) simply enter the term into the search box on the bottom right of the screen to see the status of the term

tagblacklisttest-neither

Finally you can find tags by using the filters on the left.

tagfilters

"You are seeing this manual, thanks to Koha Community"

 

Tools

Know patrons and circulation features.

  • Get there: More > Tools > Patrons and Circulation > Batch patron modification

With this tool you can make edits to a batch of patron records. Simply load in a file of cardnumbers (one per line), choose from a list of patrons or scan patron card numbers in to the box provided.

batchmodify

Once you have the file loaded or the barcodes scanned click 'Continue.' You will be presented with a list of the patrons and the changes you can make.

modifyform

To the left of each text box there is a checkbox. Clicking that checkbox will clear our the field values.

Important

If the field is mandatory you will not be able to clear the value in it.

If you have multiple patron attributes you can change them all by using the plus (+) sign to the right of the text box. This will allow you to add another attribute value.

attributes

Once you have made the changes you want, you can click 'Save' and Koha will present you with the changed patron records.

"You are seeing this manual, thanks to Koha Community"

 

Tools

Know patrons and circulation features.

  • Get there: More > Tools > Patrons and Circulation > Patrons (anonymize, bulk-delete)

This tool allows you to bulk anonymize circulation histories (this means that you keep records of how many times items were checked out - but not the patrons who checked the items out) or bulk delete patrons (remove them from the system completely).

Important

Patrons with outstanding fines or items checked out are not saved. They are not completely removed from the system (they are only moved to the delete_borrowers table), but this tool does not provide as many checks as one may desire.

Important

Before using this tool it is recommended that you backup your database. Changes made here are permanent.

Important

The anonymization will fail quietly if AnonymousPatron preference does not contain a valid value.

To either delete or anonymize patrons

  • Check the 'Verify' box on the task you would like to complete (Delete or Anonymize)

  • Enter a date before which you want to alter the data

  • If deleting patrons you can also choose to find patrons who

    • have not borrowed since a specific date

    • have accounts that will expire before a specific date

    • are in a specific patron category

    • are in a patron list

  • Click 'Next'

  • A confirmation will appear asking if you're sure this is what you want to happen

  • Clicking 'Finish' will delete or anonymize your data

"You are seeing this manual, thanks to Koha Community"

BestBook Buddies Technologies Private Limited

Corporate Office: H-17, LGF, Green Park Extension New Delhi 110016, India.
Phone: +91-11-49849620  /  +91-98-101-20815
Email: info@bestbookbuddies.com

 

Regd. Office : R-10, 3rd Floor, Khirki Extn. New Delhi 110017, India.
 CIN NO. U74999 DL2017 PTC316465.
GSTIN: 07AAHCB2030M1ZT