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This enables you to add create and amend the names of libraries within offices. You can also specify sublocations within libraries: these are used for specific locations or categories in the library, such as "Bookshelf", "Journals", "Reference Section", etc.

This page describes:


To access Library Maintenance, select System Management > Infrastructure Maintenance.

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Which
Which
New Library or New SubLocation?

When creating a new location, you need to decide whether it should be a library or a sublocation. There are a number of factors to consider:

If the answer to any of the following is Yes, the location needs to be created as a Library. Otherwise, it can probably be created as a Sublocation of an existing Library. If you would like to talk this through before making changes, please contact Soutron.

Adding a new library

There are two ways to create a new library definition: both end up at the same definition screen.

  1. Click on the Office to select it, then click Edit in the Actions menu, then click Create Library
  2. Click on the "Libraries" radio button above the list, then click on the Office to select it, then click Add new Library in the Actions menu

Either way, you will then see the following form:

 

 

Enter information into the following fields (required fields have an asterisk next to the label):

Office:This is already filled in
Short Code: *Unique short code
Library Name: *Unique library name - this must be unique within the application as a whole. The maximum number of characters is 150.
Short Name:Optional short name for the library
Location:Location of the Library
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Email
Email
Email:
Email address of the Library
Default Requesting User:This is no longer used in the application and can be ignored
Request collecting allowed:For Requests, whether the user is to collect the item when it becomes available
Request sending allowed:

For Requests, whether the Library sends the item to the user when it becomes available

Info

In order for requesting to work, you must select one of these two options.

Request inter-collecting allowed:For Requests between libraries, whether the requesting Library is to collect the item when it becomes available
Request inter-sending allowed:For Requests between libraries, whether the Library sends the item to the requesting Library when it becomes available
Use custom Copy status for Reference copies:

Alternative text can be defined for the Copy Status of Reference copies, instead of "In", eg "Reference" - this is defined per Library.

Tick the box then click Customise.

The following pop-up window appears:

Click Add in the Actions menu and then select the language that you want to enter a Copy Status for.

Enter the alternative text and click Save in the Actions menu.

You can also edit and delete entries.

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DefaultLoanPeriod
DefaultLoanPeriod
Default Loan Period:

Select the default loan period from the drop-down list - these are defined in Loan Period Maintenance

Info

Note that if you change the default loan period, it only applies to copies created from this point onwards, not to existing copies - to change the default loan period for existing copies, please contact Soutron

Public:Ticking the box makes the library public
Default for Office:Ticking the box makes the library the default library for this office
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GenerateShelfRef
GenerateShelfRef
Generate Shelf Reference:
If ticked, when any copies are created, the shelf reference in the catalogue record is automatically assigned to all the copies. If the Shelf Reference field is set as a globalisation field, the shelf reference that is assigned to the copies, is the relevant one for the appropriate office, office group or country.
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AutoUpdateShelfRef
AutoUpdateShelfRef
Auto Update Shelf Reference:
If ticked, if the shelf reference is changed in the catalogue, it automatically updates the shelf reference in all the copy records as well.
Static Shelf Reference:This allows you to define a shelf reference that will be applied to all copies from this library - this may be useful if you have a mini-library where the shelf reference is used to identify only that the items are from that mini-library. Enter the Shelf Reference that is to be applied to all copies.
Description:Optional description for the library

 

When you have finished, click Save in the Actions menu.

This returns you to the list of countries, offices and libraries, with the new library added to the list.

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Creating a Sub Location

Sub Locations are used for specific locations or categories in the library, such as "Bookshelf", "Journals", "Reference Section", etc.

To create a new Sub Location:

  1. Click on the Library to select it
  2. Click Add new Sub Location in the Actions menu.
  3. A new line appears under the Library heading:

  4. Enter the Sub Location name and a unique short code (optional)
  5. Click Save in the Actions menu.

This returns you to the list of countries, offices and libraries, with the new sub location added to the list.

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Editing a Library or Sub Location

To edit a Library or Sub Location definition:

  1. Click on the Library or Sub Location to select it
  2. Click Edit in the Actions menu. The same form opens up as for adding a new Library or Sub Location.
  3. Make the required changes
  4. Click Save in the Actions menu.

Deleting a Library or Sub Location

To delete a Library or Sub Location definition:

  1. Click on the Library or Sub Location to select it
  2. Click Delete in the Actions menu

This returns you to the list of countries, offices and libraries, with the deleted Library or Sub Location removed from the list.

Warning

Caution! There is no warning message before the Library or Sub Location is deleted

 

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