athenaeum pro 2016 manual

Athenaeum Pro 2016

SumWare Consulting

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Athenaeum Pro 2016 Manual

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 tostart using and - when you are ready - have more features and configurability to dothe things you are likely to want to do.

There are a few, slightly abstract concepts to learn, however they are well worthlearning. For example:

• the reports chapter speaks of reporting on a “found set”, which is the result ofa find of some kind. This means that a single report can be used for manydifferent searches.

• become familiar with the different components of Athenaeum (e.g. borrowers,catalogue, circulation (issues), history, admin and archive) and how they fitwith 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.

Athenaeum Pro 2016

Athenaeum Pro 2016 Manual

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 simplethings 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. Tobe flexible, Athenaeum has many preferences, some of which will have no relevenceto you at all.

Documentation & Resources

Ensure that you have at your disposal all available resources.

DocumentationThis document in either pdf or on the Athenaeum web site

Athenaeum DownloadsThe web page with links to useful files http://www.librarysoftware.co.nz/downloadspro/

Athenaeum NewslettersShort (usually 1 page) newsletters we put out about twice per yearhttp://www.librarysoftware.co.nz/newsletters/

Athenaeum YouTube ChannelShort videos, usually silent, showing how to achieve various taskshttps://www.youtube.com/user/athenaeumsoftware

[email protected]

Support web siteThe support page describing all other forms of supporthttp://www.librarysoftware.co.nz/support/

Athenaeum Pro 2016

Getting Started

assets/img/http:/www.librarysoftware.co.nz/downloadspro/

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assets/img/http:/www.librarysoftware.co.nz/newsletters/

assets/img/https:/www.youtube.com/user/athenaeumsoftware

assets/img/http:/www.librarysoftware.co.nz/support/

Athenaeum NotesA web-site containing topical notes (note… Athenaeum Notes is currently downafter 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”. Eachhas a default password, which can be changed.

You can also create custom accounts or - if you are using FileMaker Server withAthenaeum - authenticate against an Active Directory or Open Directory to use yournormal 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. Payparticular 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 ofAthenaeum which are the building blocks of storing, finding and reporting oninformation; as well as how to quickly navigate around the program.

tip: learn a few of the keyboard shortcuts to very quickly move aroundprogram. As you become comfortable, learn some more.

Athenaeum Pro 2016

Getting Started

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 willlikely be double clicking a Windows “shortcut”, a Mac “alias” or an “opener” filedownloaded from the Athenaeum web site.

Shortcut/Alias

You can create a shortcut for Windows or Mac that point to the main Athenaeum fileon 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 yourFileMaker Server. FileMaker, when installed, instructs the operating system how toopen “fmp://” files.

This is the preferred way to set up openers, as it respects the operating systemprivileges and, if you are using Active or Open Directory, will integrate best withthat.

Opener File

Alternatively, you can download the Athenaeum Pro opener file from the Athenaeumweb site:

http://www.sumware.net/athdownloads/pro/athenaeum_opener.zip

If that file does not automatically open Athenaeum (it looks through your wholenetwork and some networks block this), then quit double click the opener file withthe caps lock key locked down. You will be able to edit the location of the FileMakerServer, replacing the “*” with the network address of that server.

Athenaeum Pro 2016

Basic Set-up

http://www.sumware.net/athdownloads/pro/athenaeum_opener.zip

By default, this opener file will try to automatically connect to Athenaeum at thelowest level account (guest) and show you the basic search screen. You can configurethe 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 choosethe 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 (seelogging 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 websites which must not be blocked. Currently, the list of web sites are sites these (andtheir 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

Athenaeum Pro 2016

Quick Set-up

Some networks require the manual entry of “proxy” information to get out to theinternet. 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 theCustomisation tab - click the Proxy/MARC/SMS tab - then for either or both SCISand/or Schoolcat click the Account/Password button and enter your credentials asprompted

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 OpenPublic Access Computer).

Navigate to the Admin->Customisation->Search/OPAC tab.

If you have FileMaker 14 or higher, your configuration screen looks like this:

Athenaeum Pro 2016

Quick Set-up

configuring OPAC (guest) search screen with FileMaker 14

otherwise, you are presented with the old screen with fewer options:

configuring OPAC (guest) search screens

Athenaeum Pro 2016

Quick Set-up

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 willsee 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. Theadvantage of “copies” based searches is that the status and location of each individualcopy is easily ascertained. With “titles”, users have to view details of a title toascertain exactly which copies (and where they are) are available, though they cansee 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 resultinglist.

Athenaeum Pro 2016

Quick Set-up

OPAC background list

Either find the image you want and click “set background image” or click the “newbackground” 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 Searchpresents a “fast find” search field with the background you choose (if any).Some embedded controls allow refining of searches to “title”, “author”, etc.

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Quick Set-up

Simple OPAC

Search with Suggestionsincludes 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, andan optional list of Hot Topics or search suggestions you have added.

OPAC with suggestions

Search with web pageincludes the “fast find” search field and the web page you have specified. Notethat the URL for the web page must be enclosed with quotes and fully specify theaddress (including the http:// prefix, for example).

Athenaeum Pro 2016

Quick Set-up

OPAC with web page

Catalogue configuration

In your quick set-up, choose some key options for your catalogue defaults. Navigateto Admin->Customisation->Catalogue Defaults:

Catalogue configuration

Set your custom labels. The first four are the four custom fields for you to use as youwish. 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 freeform 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

Athenaeum Pro 2016

Quick Set-up

http://youtu.be/dM6wX7mnzzs

Flexispell allows you to add synonyms, homonyms, alternate phrases and miss-spellings for subject, title and notes entries. Your flexi-spell entries are behind thescenes (that is, the guests don’t see your alternate terms).

The replacement formula is a calculation applied to determine the defaultreplacement 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 Serveris pulled from your settings inside Athenaeum. Set this appropriately.

web content

Athenaeum Pro 2016

Quick Set-up

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 anda password. The following accounts and their default passwords are available for usewith Athenaeum Pro:

AccountInitial

passwordPurpose

Library lib The standard library administrator password

Issuei (that islowercase)

An account that allows issuing and searching thecatalogue, but no administration.

GuestGuest (searching) only. There is no password and this canbe disabled by defining a password

WebSearch only using a web browser. There is no passwordand 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 Accountsand Passwords tab of Admin.

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Logging In

accounts and passwords tab

Options Password

The options password allows you, as the administrator, to authorise overrides, forexample in the case where a borrower has exceeded his/her borrowing limits butwants 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 themanage borrower accounts button and setting up indivdual log-ins.

custom accounts

Athenaeum Pro 2016

Logging In

Active/Open Directory

When hosting Athenaeum Pro with FileMaker Server, you can configure FileMakerServer to authenticate against an external LDAP server or Open directory. See theFileMaker Server manual for details on this.

Then, you create appropriate groups and add users to those groups (don’t add groupsto groups). The groups that Athenaeum recognises are:

external groups

1. The Account tells Athenaeum what privileges you have. The password is yoursecret access to that account. ↩

Athenaeum Pro 2016

Logging In

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 lowerright. 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 usingAthenaeum. Colours are used as a visual clue to where you are.

Module Colour

Menu blue

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Athenaeum Structure

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 aregenerated in the history module. Annual Summaries are generated in the cataloguemodule.

Navigating

You can navigate around the Athenaeum modules using the buttons on the mainmenu, or you can quickly navigate using keyboard shortcuts. In many instances youcan also navigate from one module to “related” data in other modules (e.g. whileviewing a borrower, you can see their historical issues in history with a click of abutton).

Take some time to learn the shortcuts for the main functions and modules and thenwhen 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 Pro 2016

Athenaeum Structure

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 typingsomething), 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 Pro 2016

Athenaeum Structure

Key Function

t Borrower types

uNavigates to utility screens in some modules and the audit layouts when youare in the admin module

wResets the Athenaeum windows according to your preferences and tries toposition them in line with the main window (this only works on the mainmenu and admin)

Common Functions

At the top of most screens are common buttons that execute or reveal relevantcommands 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 ofrecords 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 foundset. 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 ofdata is that of the found set.

Athenaeum Pro 2016

Athenaeum Structure

The founds set is merely the set of results from a find action; show related action orshow 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 producedifferent 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 fourthrecord in the list of one thousand and seven records in the found set and that there areeleven thousand one hundred and ninety records in total. (By deduction, that meansnine 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 Pro 2016

Athenaeum Structure

Searching the Catalogue

Searching The Athenaeum Catalogue

Searching the catalogue can be achieved in a number of ways and the results arepresented according to the librarian’s preferences (stored in admin) and whether thesearcher 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 ifnecessary

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 thatresult.

The appearance of Fast Find

The administrator can configure, in Admin:

• the background graphic (if any)

Athenaeum Pro 2016

Searching the Catalogue

• 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 TopIssues”, “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:

Athenaeum Pro 2016


configuring OPAC (guest) search screens

Fast Find

This is the simplest search and will be most familiar with anyone who has used asearch 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, dependingupon the configured background.

Enter a search term and press the return key (or click the search button with themagnifying glass and “All”).

What Fast Find searches

Fast find searches these fields in the catalogue:

• title

Athenaeum Pro 2016


• subjects• series• author• illustrator• itemNotes• custom1• custom2• barCode• callNumber• dewey and• ISBN

By default, items whose borrower privilege is set to “resource” are excluded fromFast Find searches.

Constrain Fast Find

Refine the Fast Find search by performing the search again with more or differentterms 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 NewZealand War, Athenaeum might find records with war in the subject, but NewZealand in custom2. So, if you wanted to find an item with “New Zealand War” inthe 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

Athenaeum Pro 2016


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 beforeexecuting 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, tryan Easy Find by clicking the easy find button.

easy find button

Click on the Easy button on the search screen.

Athenaeum Pro 2016


This screen allows you to enter multiple criteria (AND searches) by enteringinformation in more than one field. It also allows you to do multiple searches (ORsearches) by entering multiple requests (New Request button). Lastly it will do anOmit (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.

Athenaeum Pro 2016


By combining the techniques demonstrated above you can build up very precise andcomplex 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 fieldsin 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

Athenaeum Pro 2016


By combining the techniques demonstrated above you can build up very precise andcomplex 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 fornon-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 librarypatrons:

Athenaeum Pro 2016


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 theprevious 60 days to generate this list

3. Hot topics 5 — a list of terms that, when clicked (or tapped), will search thesubjects 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 includesthe “http://” or “https://” schemes

• or raw html that you paste into the field. The content might contain messagesto library patrons or lists of items, etc.

showing a topical web page on the search screen on the 100th anniversary of thestart 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 thatthe administrator has marked as “popular” or “topical” (or whatever term theadministrator has defined for popular).

The alternate guest search screen also lists the first dozen or so popular items in twocolumns.

These can be added and deleted from this display easily, and if you would prefer, youcan even rename the listing itself from Popular to ‘Random’, ‘New’ or any other titlethat 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 Detailscreen.

highlighting an item

1. when logged in with a “guest” account or with an “issue” account, the searchprocess and the results presented are identical. ↩

2. It should be noted that Athenaeum was using single field searches years beforeGoogle existed, and Athenaeum’s predecessor (“That Book is SumWare) usedit before AltaVista and Yahoo were launched! ↩

3. when NOT using strict authority, each subject should be entered on a new linein the subjects field. Each line (or the first 27 characters) becomes a clickablelink on the detail screen. ↩

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4. The word “topical” will depend upon what you have entered in your cataloguecustom labels ↩

5. the expressions “hot topics” will depend upon what you have entered in thelabel 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 listview 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 otherpunctuation). 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 barcode, 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 copiesof the same book in your library), a new record is automatically pre-entered with therelevant information such as title, author, etc; you will need to update informationsuch as the bar code, location, etc.

Athenaeum Pro 2016

Adding Catalogue Items

Now that you have entered these two vital pieces of information, you can startentering any further detail you wish for this book. You MUST set the borrowerprivilege1 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 orcustom fields).

Subjects may also be constrained to strict authority entries (click the authoritybutton). Subjects should be formal subject headings as provided by Library ofCongress or a simplified version thereof. These are visible as “hyperlinks” on OPACsearch screens.

Keywords can be entered into the custom fields and are designed to assist yoursearchers find items with less formal terms.

Purchase details

There are three main things you will normally consider when it comes to value. Howmuch did you actually pay for the item; how much is it normally worth (these will bedifferent if you received a discount, for example); and the “replacement” cost that thelibrary patrons will see.

purchase details

Athenaeum Pro 2016

Adding Items

Field Description

Datepurchased

When the item was purchased. If you don’t know, it is usually worthmaking an educated guess

Supplier From whom the item was acquired

Suppliername

Name of the suppler

Suppliersbutton

This will open the list of suppliers. You can add new suppliers fromthe main menu->nav->supplier and then clicking new entry

AmountPaid

The amount actually paid for the item

Unpaidamountdescription

A description such as “discount”, “donation”, “book fair sale”, etc.,indicating why there is an unpaid component to the value of theitem

Unpaidamount

An unpaid component contributing to the total worth of the book,that was not actually paid

Depreciationrate

A percentage indicating how rapidly the item in question is to bedepreciated

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 arevisible in List views at the left side of the screen:

Athenaeum Pro 2016

Adding Items

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 theimage container to the right of the title and choose “Insert Picture” and select yourpicture.

inserting an image for a type

Note that your images should be very lightweight - that is, small images (64x64pixels is fine) and compressed. PNG and JPG are preferable to larger file formats likeTIFF.

Now, that image will be associated for every item with that type and willautomatically 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 fromFlat Icons.

If you don’t wish to show images for types, then do not add an image against thetype.

Athenaeum Pro 2016

Adding Items

http://www.flaticon.com

If you change an image for a type in one catalogue entry, then every catalogue entrywith 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 theseitems 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 typewill be set to ‘Other’. Make any changes necessary and repeat the process asrequired.

Adding Items with QuickMARC™

QuickMarc will attempt to retrieve information about items from either CurriculumCorporation’s SCIS service, the National Library of New Zealand’s SchoolsCatservice or the Open library.

The first two require log in accounts that must be pre-entered in Admin. The OpenLibrary does not.

Press the “q” key on the keyboard at the main menu.

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Adding Items

QuickMARC ISBN entry

Enter your ISBNs using your bar code scanner and then choose which service youwant to query.

Add SCIS

The Add SCIS button (deep red colour) will query SCIS, retrieve matching recordsand 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 MARCmodule. You can review the results and amend them if you wish before adding themto the catalogue.

Review SchoolsCat

The blue Review SchoolsCat will query SchoolsCat for your ISBNs and add theresults 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 ISBNsand retrieve the information that it can find, including images associated with theISBN. It will also include a URL associated with the item, if there is one or the URLfor the direct link to the details web page for the item at openlibrary.org.

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Adding Items

Review Library of Congress

Will check the Library of Congress (LoC - www.loc.gov) for matching ISBNs andretrieve 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 willnot delete that information until you instruct it to. We recommend that youperiodically clear out the MARC records and images by going to the list views (withthe 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 willcount it as the specified type and compare it to the number of that type that theborrower is allowed”. ↩

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Adding Items

Archiving Catalogue Items

Archiving

Libraries are dynamic entities. Parts of it come and go and inevitably items need to bewithdrawn either because they are damaged, are out of date or lost.

Such items are not deleted 1! They are an important part of annual summarycalculations, for one. Also, occasionally lost items miraculously re-appear – inAthenaeum 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

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Archiving Catalogue Items

Dispose will ask you for the reason for the disposal. Quick Dispose will let youchoose from 3 common disposal reasons

Archiving a Found Set

Find the items you wish to dispose in the catalogue. Verify the number of items withthe 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 disposebutton.

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 byfinding 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

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Archiving

restore from detail view

Logging Archive actions

As of Athenaeum Pro 2015, when you archive or restore an item, Athenaeum addsentries to the system log. Also, when you delete an archived item (permanentlyremoving 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 arecord of those items. In this case, you can permanently (with no undo) deletethe item from the catalogue utility screen or you can archive it and then deleteit permanently from the archive. You can view the catalogue archive bypressing the “r” keyboard shortcut at the main menu. ↩

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Archiving

Borrower Types

Types

Borrower types are sets of issuing privileges which are applied to (groups) ofborrowers. They determine how many items a borrower is allowed to have out at anyone time; whether the borrower is allowed to borrow items when they have overdueitems, etc..

For example, you may allow juniors to borrow up to 3 books at any one time, 2 ofwhich may be fiction, for a period of 7 days. Whereas a senior may be able to borrowup to 5 books, 4 of which fiction, for 14 days.

For added control, a catalogue item’s privileges can override the borrower’sprivileges. This means that a particularly popular book may have a maximum loanperiod of 7 days, which means that even if a senior borrows the book, its loanduration is 7 days, and not 14 days.

Or, you may choose not to exercise such levels of control, in which case you can setup 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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Borrower Types

name for new type

The name must be unique.

Enter the Maximum number of days and items for that type (you can change theselater, of course).

maximums for new type

Detail

Click on a type in the list if you are not viewing the type detail screen.

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Types

type detail

The maximums for the type are shown along with a list of borrowers assigned thattype.

The fields are:

field purpose

issue period default number of days for issue

priorityduration

borrower settings usually have priority over catalogue item2

issue ifoverdue

if borrower of this type has overdue items, controls whether theissue is authorised

itemsthe maximum number of items the borrower of this type is usuallyallowed

reserves the maximum number of reserves borrower of this type is allowed

Fictionthe number of items with the borrower privilege "fiction" borrowerof this type is allowed

Non-Fictionthe number of items with the borrower privilege "non-fiction"borrower of this type is allowed

SeniorFiction

the number of items with the borrower privilege "senior fiction"borrower of this type is allowed

Senior Non-Fiction

the number of items with the borrower privilege "senior non-fiction"borrower of this type is allowed

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Types

audio/visualthe number of items with the borrower privilege "audio/visual"borrower of this type is allowed

otherthe number of items with the borrower privilege "other" borrower ofthis type is allowed

resourcethe number of items with the borrower privilege "resource"borrower of this type is allowed

extensionsthe number of times a particular issue may be extended forborrowers of this type

1. If you have configured your main menu to include the Types button, then ofcourse you can click that button. ↩

2. catalogue items can also be marked as “priority”, in which case, the item“wins”. ↩

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Types

Borrowers

Borrowers

Borrowers can be any entity to whom you issue items, in accordance with yourlibrary 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 usethe Find button.

Borrower Detail

Click on any entry in the list to see the detail for that entry.

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Borrowers

borrower detail

Here, you see the borrower’s details, contact information, borrower type, photo andcurrent 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 thecirculation 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 correctlycalculate that borrower’s privileges during the issue process.

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Borrowers

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 forthe next item. Rinse and repeat.

If there are no more items, simply press the enter key without entering an item barcode 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:

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Issuing Items

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.

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Issuing

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 storedand 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 nextitem.

Issue detail

The issue screen shows the borrower’s issues and reserves; the book cover of the lastitem - if there is one stored; and the list of previous transactions at the bottom isupdated.

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Issuing

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 whileconsidering the system “latest date”, the borrower privilege “latest date” or theborrower “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 ischecked before allowing the extension.

Returning Items

To return, simply start the return process and scan the items. The transaction historyis updated, book covers displayed, if available and other actions such as OverdueFees, reserve notifications processed.

Athenaeum Pro will also return an item if it is re-issued to another borrower withoutfirst being returned.

Overriding

When issues are declined, the reasons are displayed on a bright red screen (to attractyour attention).

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Issuing

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 simplyissue as instructed.

Invoke it by entering Go into the borrower bar code, entering the options passwordand 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 thecollection 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 ifyou 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 isconstantly recalculated. ↩

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Issuing

Returning Items

Returning

At any time to go to the Return screen, press Apple / Control - 4. Scan the bar code ofthe returned item and Athenaeum will process it. If your bar code scanner is notconfigured to press the “enter” or “return” key after a scan and doesn’t move onautomatically — 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 latereturns 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 orimage for the item returned is displayed on screen.

When you have finished returning items, leave the bar code blank and press the OKbutton, 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 maywell have been archived in the meantime.

If an item is returned which is not in the catalogue, Athenaeum will check the archiveto 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 Commandbutton and click the “Return these” button.

returing multiple items

The number of items to be returned is displayed. Take a moment to confirm thatbefore continuing. If any of the items to be processed are currently on reserve, youwill be asked to whether you wish to skip them, show them in a list or just returnthem.

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Returning Items

Choosing Show will stop the return process immediately.Athenaeum Pro 2016

Returning

Due Date Calculations

Due Dates

Calculation of the due date of an issued item is a surprisingly complex task. Onemight 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 isissued and calculated to be due after one of these dates, then the due date is “woundback” to that latest date.

Athenaeum Latest Date

Athenaeum will never automatically calculate a date past this date. Many libraries seta latest date of a few weeks before the end of year stock take, to allow time to arrangefor 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 dueimmediately.

Borrower Type Latest Date

Each borrower type can have their own latest date. For example, a high school mighthave a borrower type for year 11 students who leave the school earlier in the yearthan year 3 students. Simply set this date in the detail screen for that borrower type.

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Due Date Calculations

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 dueand that are beyond that due date. If it finds any, you are asked if you want to see theissues for the system/type/borrower or whether you immediately adjust the dates backto the new latest date.

Date Calculation Considerations

Starting with the issue date, the following tests are some of the factors that influencethe calculated number of days:

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Due Dates

• 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:

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Due Dates

confirm reset action

You will need to enter your Options Password (to prove you have authority).

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Due Dates

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 notcare if you collect money, just that you have indicated a fee is settled.

Some resourceful libraries have creative ways of ‘paying’ fees; for example byspending an hour or two covering books!

Fees can be ad-hoc; calculated according to a formula for late return, or areplacement 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 calculatedaccording to the fee calculation as at the date of the correspondence.

Fee Calculation

Go to Admin and click on the Issues tab.

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Fees

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) + replacement cost (if replacement cost added is “yes”)

Replacement Value

The replacement value for any item can be set for individual items in the CatalogueDetail screen.

By default, it will be calculated according to the values entered in the DefaultReplace formula field in the Customisation–>Catalogue defaults tab in the Adminsection.

Fee Account Code

Athenaeum will record an account code against fees, if you wish. This can be a singlecode used for all fees levied by your library or various codes depending upon the itemagainst which the fee is generated.

Fees can be exported into spreadsheets or accounting packages where the accountcode can be used for analysis.

Entering the default fee account code in Admin allows you to set the code once andforget it. You can also specify a fee account code against any item in the catalogue,which is used instead of the default fee.

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Fees

Each item can have their own account code

KAMAR users note: when specifying fee account codes, only valid codes acceptedby KAMAR will be from 0 to 50 inclusive. KAMAR modifies that code by adding itto 1201502. So a code of 0 (the default if you don't specify one) will become1201502; a code of 1 (or 01) will become 1201503; 2 becomes 1201504; etc. Notethat 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 clickFilter–>list owing

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Fees

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 notmodify:

Each fee has a date, a description, the fee amount, the amount that you have creditedagainst 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 thecriteria 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 pre-entered 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 acomment and the credit amount is set to the outstanding amount.

As you credit fees, the total amount outstanding is reduced accordingly. Total amountoutstanding is displayed at the bottom of the window.

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Fees

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 textbooks 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 youexpected? Click “Stop” if it is not.

Enter the fee amount (15) as a number (you do not need to enter currency northousands 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 alsoadded 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 forcollection of all school fees.

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Fees

Fees can be sent individually or in bulk.

Athenaeum can also query Kamar and request the status of fees–that is, it can find outwhether a fee has been paid or not.

Athenaeum can also request Kamar to adjust a fee that originated in Athenaeum up tothe amount that is owing.

Kamar Set up

Athenaeum must be running on the same server as Kamar, with the correct directorystructure in the Kamar hierarchy.

In the System–>SMS tab in Admin, set the Student Management System to Kamarand 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 willbe rejected. So, your library might have a fee account of 01, your resource room 02and your art department, 03, for example.

Sending a Fee to Kamar

When Kamar is configured as the student management system, fees listed on the feestab will include three new buttons under the fee: Click the Send button to send the feeto Kamar.1

The outstanding amount of the fee is sent to Kamar, with the reason for the fee usedas the fee descriptor, along with the current calendar year (fees in Kamar are groupedby calendar year), the borrower’s bar code (which must match the borrower’sidentifier 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, Athenaeumwill not send it again. If the fee is rejected by Kamar or some other network problemexists, then an error message is returned from Kamar and added to the top of the feenotes. If you have partially credited a fee before you send it to Kamar, only theamount outstanding will be sent.

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Fees

Checking the Status of a Kamar Fee

Use the Check button to check the status of the fee in Kamar. Kamar responds withthe status of the fee, which is added to the fee notes. If the fee has been paid to theKamar office and entered into the Kamar system, then Athenaeum will also adjust thecredit amount to reflect the payment and the amount owing, if any, will be updatedaccordingly. Above the fee notes field, the Query SMS button can be used to requestthe status of all library fees22 for the borrower in Kamar, and a shorthand list isdisplayed in the fee notes. Each line contains, respectively, the ID, fee title, feeamount, 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 willfirst check the fee in Kamar to ensure that they currently match.

If Athenaeum and Kamar do not match, Athenaeum will stop with a message statingsame. In this case, click the Check button to synchronise the fees (and add a record ofthat synchronisation).

After checking the two systems, Athenaeum then prompts you for the new chargeamount. This will instruct Kamar to change the fee, which it will attempt to do so ifthe new amount is less than the current outstanding amount stored in Kamar. Kamarwill 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 clickFees to see the list of fees (if any): All fees that have not been deleted, regardless ofowing 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 begreyed out ↩

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Fees

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 orcorrespondence 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

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Overdue Items

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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Overdues

filtering for overdues in circulation

“Recent” overdues

Athenaeum can also find “recent” overdues and “Less recent” overdues under thecirculation filter button:

recent and less recent filter buttons

“Recent overdues” are items that are overdue by no more than the value you enterhere in the preferences:

recent overdue preference

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Overdues

“Less recent overdues” are items that are overdue by more than the value you enterhere.

These options simplify the task of sending different overdue notices depending uponhow overdue items are.

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Overdues

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 notsaved. They have some customisability and are relatively easy to learn about.

Correspondence is communication generated to borrowers that is stored in a databaseand 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 otherreports as well.

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Quick Letters

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 usingan 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 youcan click the buttons attached to the letter to insert the appropriate code where thecursor is:

quick letters merge variables

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Quick Letters

Switches are also used to control the inclusion of some content, e.g. fees on overdueletters:

quick letter switches

Text Styling

When printing Quick Letters to paper or pdf, most text styling, such as bolding oritalics will be preserved. When sending Quick Letters by email, such formatting isignored.

To set text formatting, you may first have to click the Format Menu button to makethat menu available:

format menu

Creating Quick Letters

Quick letters are generated while browsing a found set of records. Which records areused 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 borrowermodule and select a set of borrowers by whatever means 1

Then click the Print->letters. You are prompted whether to address the letterunconditionally to the “home room” or to the address indicated in the borrower’spreferences (home address or home room) and you are then shown the first letter onscreen. You can then print. If you set the “Include option to print to PDF” in theadmin->quick letters preferences, then you are also given the option to print letters topdf documents.

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Quick Letters

You can also achieve the same effect by switching to the utility view, choosing quickletter. Here you may also edit the content of the letter and output to print, e-mail toaddress 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 e-mails 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 overdueletter 1 or 2, first find the issues you want. E.g. All overdues, recent overdues or lessrecent 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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Quick Letters

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 onthe 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 aborrower has more than 4 items listed, then the next section of the page is also forthat borrower.

As the pages are fixed sizes, they can be placed on a guillotine and cut in bulk.

Athenaeum Pro 2016

Quick Letters

fixed overdue slips

Compact

Compact overdue slips will include as many details per page, where each page issorted by “room”

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Quick Letters

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 toprint 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 haspreviously been reserved.

If an issued item is reserved, then when returning that item a message is displayedasking for confirmation to take action:

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Quick Letters

returned item is reserved

At this point, you can see the other reservers; Print the reserver notification; e-mailthe reserve notification or skip any notifications1.

1. e.g. in the borrower module, press the find button and enter your criteria; orpress the filter button and choose one of the options; or start in a differentmodule 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 theroom list (this is hidden away a bit: Borrower->utility->List Rooms) and thenselect a borrower as the Room Contact. This implies, of course, that thecontacts for each room must be included as a borrower and must have an e-mail address. ↩

3. Note that the e-mail options will not be available if the reserver does not havee-mail addresses stored. ↩

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Quick Letters

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 notsaved. They have some customisability.

Correspondence is communication generated to borrowers that is stored in a databaseand can be reviewed, adjusted or even discarded before transmission. They have a lotof 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 templatesincluded with Athenaeum) or create new templates.

One difference from Quick Letters is that Correspondence is generated from theBorrower module, rather than the module about which you are generatingcommunications.

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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Correspondence

• Tokens - the bits of information that are evaluated in real time and substitutedinto 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 - forexample:

• 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 willgenerate.

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Correspondence

Click on the name of the template you wish to use. The names should be reasonablyself explanatory. The letters are generated immediately and a list ofcorrespondence is displayed. You can scroll through this list, reviewing the variousletters.

scrolling list of generated correspondence in detail view

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Correspondence

If you make a mistake, then immediately go to the Records menu and choose “DeleteFound Records…” to remove the correspondence you just created. Click thecompact view button to go to a compressed list view.

compact list of generated correspondence in detail view

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Correspondence

The paragraph marks are removed in this compressed view, allowing you to skim thefirst few lines of correspondence in a small space. Click the expand view button toreturn to the standard correspondence list view.

Check and edit

Each individual correspondence is presented in a tab showing [formatted] Content orRaw [text]. The formatted content can not be directly edited, as it is modifiedaccording to your print/display settings (font, size, style). Click the Raw tab andyou 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 bediscarded.

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Correspondence

Output your Correspondence

Individually

output individual correspondence

You can print individual letters by clicking the print button. E-mail individualletters by clicking the e-mail button. If no e-mail address is associated with theborrower, a warning is displayed. Athenaeum will display a message if you stilltry 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 buttonsto send all found set of letters to e-mail addresses 1, 2 or print.

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Correspondence

Creating and Customising templates

Athenaeum Pro comes with 9 templates that cover common correspondencescenarios. You may - and are encouraged to - edit existing templates to createcorrespondence customised for your needs and you can duplicate and customiseexisting 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 tosee 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 englishname for the template. This name is displayed in the list of templates in the borrowerutility.

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Correspondence

The include/exclude flag determines whether the template is shown in the list oftemplates. Use this to hide templates that you don’t use and keep the list of templatesshort and manageable.

template content

The template contains the text and embedded tokens that are substituted at the timethe correspondence is generated.

Enter text here as you would in a plain text editor. Do not apply formatting such asfont faces, bold, italics, etc as formatting will be ignored.

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Correspondence

tokens for insertion

Tokens are the symbols that are replaced at the time of the correspondencegeneration. To use these, simply type your text into the template, and when you wishto insert a token, click, using the mouse, the token you want to insert and its symbolwill 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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Correspondence

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 lastname which inserts the current borrower’s last name). These should be inserted intothe middle of the text just like any other word.

Complex tokens

Complex tokens, such as “outstanding fees” which will substitute one or more linesof text, such as a list of fees outstanding with a date, reason, etc. Including the feestoken in a template like so:

Might result in output similar to this:

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Correspondence

fees token substituted with values

For borrowers where the tokens result in no value, then the same output might looklike this:

Customisable Tokens

These are complex tokens (possibly multiple line) where you can specify elements tobe included or not.

[[issued_items (barcode location author fee dateIssue dateDue)]]

When inserting such a token, you may choose to delete individual words frombetween the parentheses, and the corresponding information will be omitted from thecorrespondence.

For example, this template:

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Correspondence

Dear [[borrower_full_name]],

The following items are overdue. Please come to the library and either return the item or explain the circumstances of the lateness.

[[overdue_items (barcode location author fee dateIssue dateDue)]]

Thank you for your co-operation.

Claire FilesArarimu Library

might produce this correspondence:

Dear Darryl Krell,


Matting, mounting and framing art Max Hyder ; illustrated by Paul LaPlaca. - Hyder, Max. [07573]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



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):

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Correspondence

Dear [[borrower_full_name]],


[[overdue_items (barcode fee dateIssue)]]



Will result in a simplified output:

Dear Darryl Krell,


Matting, mounting and framing art Max Hyder ; illustrated by Paul LaPlaca. [07573]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



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Correspondence

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 anHTML 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 standardmethods:

• filtering• custom find

-or-

Start at a particular location and show the related information to that location. Forexample, you may wish to view the issue history for borrowers of a particularethnicity or gender. In that case, find the aforementioned borrowers and switch to theborrower list view and then click command->list history. The found set in the issuehistory 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 windowand choose from one of the reports.

Each module in Athenaeum has a print button, however the options for each modulewill be different.

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Reports

Each print option should be obvious, where it’s name indicates how the found set ofdata will be grouped. For example, the first print option will generally print the listmore or less as it is displayed on screen. Some reports, such as the plain catalogueprint report or the “by item/title” history report behave slightly differently if you holdthe shift key when you trigger the report.

Reports normally preview to screen before printing - allowing you to review thecontent of the report before taking further action. After the preview, you are promptedwith 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 calendaryear.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 countedand 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 intothe catalogue and archive. Correct purchase dates and costs entered for each amountare vital for accurate reports. Also, if you permanently delete entries in the catalogueor archive, you may cause differences with previous year’s results. Create it fromthe catalogue utilities window.

annual summary button on catalogue utilities

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Reports

Before generating the report, Athenaeum will check purchase and archive dates. Ifdates 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 thanno date.

Enter the year for analysis and select whether you wish to analyse just those itemsmarked “library” or all items in your catalogue.

library check box allows you to designate two parts to the library in the onecatalogue

After a few moments the report is generated ready to print out.

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Reports

annual financial summary

Use this report with the other financial summaries that Athenaeum can generate foryou.

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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Reports

For each year, Athenaeum looks in the catalogue and the archive counting the numberof items “purchased” in those years and sums the amount paid, the unpaid componentand the payment “value” (paid +unpaid).

If Athenaeum finds items in either the catalogue or the archive that do not havepurchase 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 annualactual spend (total of amount paid for each year). Subsequent pages show the table ofnumbers.

To include all years in the report - not just the last 10, hold the shift key for a fewmoments 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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Reports

In the purchase date field, enter the desired year as a four digit number. Athenaeumwill know that you want any date in that year and will deal with it appropriately. Asan aside, you could also enter a date range with a start and finish date separated bythree dots. E.g. 1/1/2013…31/12/2013 - or on computers configured to use US dateformat, 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 theReports button to choose a report.

note that this does not include purchases for that year that have been archived. Youcan 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 choosingthose options from the filter menu.

this year/last year options in history filter

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Reports

Other years

To find issues for other years, the process is almost identical to that described forfinding 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 notincluded 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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Reports

missing report dialog

When the search is complete, you have a found set of items that you may then base anumber of reports upon. For example, you might print out the list grouped bylocation. Or you may create an Excel spreadsheet or financial breakdown for youraccountant.

Most popular reports

Overdue

The quickest way to generate overdue lists is to start with the overdue buttons at thetop 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, ifyou like:

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Reports

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 isoverdue before it becomes “less recent”

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Reports

setting “recent” overdue definition

Once you have your list of overdue items, you can generate any of the standardreports:

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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Reports

recent top titles

note: if you are using FileMaker Server with Athenaeum and have the Athenaeumschedule 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 Updatebutton 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 issuesover 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 yourset of data.

Choose Print->by item/title

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Reports

report title history

By default, the report is generated by “item”. If you press the shift key on thekeyboard 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 thenumber of issues.

sort by name or # of issues

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Reports

assets/img/http:/youtu.be/tpSsByS9wmw

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 yourchoice 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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Reports

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 havevalues in catalogue items for the items that you are summarising, then a blank entryappears at the start:

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Reports

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, oryou might find a cohort of borrowers in the borrowr module and then clickcommand->List History to list the history for that cohort in the issue historymodule ↩

3. the depreciation is calculated by subtracting the purchase date from thedepreciation date to calculate an age and then applying the annual depreciationrate over that age to the purchase price. It is not compulsory to calculatethis. ↩

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Reports

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 personand optionally send a notification to the (first) reserver of the item via e-mail or print-out.

Reserves are shared between copies of titles. If all copies of a title are issued andthere are reserves for that title, then the first copy returned will be offered to the firstreserver in the queue.

Who can reserve

The library administrator can allocate reserves on behalf of borrowers or borrowerswho are logged in may reserve items if the administrator allows this. Control this inAdmin:

admin: allow borrowers to reserve

Whether a borrower is allowed to reserve items depends on whether their borrowerprivilege 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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Reserves

maximum number of reserves for borrowers of the type

Reserving an item

Administrators can reserve items by finding the item and clicking the reserve buttonat 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.

Athenaeum Pro 2016

Reserves

OPAC reserve button

Returning a reserved item

When returning an item that is reserved, you are notified of the fact. You have theoption of emailing2 or printing a notification to the reserver or skipping thenotification.

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 theissue process may proceed (barring any other authorisation checks failing)

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Reserves

• If the number of reserves is greater than or equal to the number of availablecopies, then Athenaeum checks to see if the borrower is in the reserve queueAND is sufficiently high in the queue to be authorised for the issue. Forexample, if there are 5 available copies of an item and 10 reservers, then theborrower will have to be in the first 5 reservers (by reserve date) to beauthorised.

1. when authorised ↩

2. if e-mail address(es) are not stored for the reserver, then the options to e-mailare not presented ↩

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Reserves

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 (ornot) and then authorise and filter any reviews written.

Enabling/Disabling Reviews

As the administrator, you can enable or disable reviews, by going to the Adminsection and then Customisation->Search/OPAC and then toggling OPAC can writereviews.

enabling borrowers to write reviews in the OPAC

Identifying Reviewers

If you create unique accounts for each borrower OR your server is configured toaccess a centralised LDAP or Open Directory, and a borrower logs into Athenaeumwith 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 withtheir own bar code.

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Reviews

The latter method means that it is easy for one person to impersonate another, so thethe former methods are preferable.

Writing Reviews

Reviews may be written by any user listed in the borrowers, however reviews will notbe visible to the other users until authorised by the administrator. See AuthorisingReviews for more information.

Find the item for which you wish to write a review and click the Write Reviewbutton:

write review button

If Athenaeum does not know who is using it at that moment, then they are promptedto 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 ownaccount and password or to use credentials provided by a central log-in method (suchas LDAP)–in these cases, users will not be prompted for their details.

Confirm that you are the correct person:

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Reviews

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 thegeneral 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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Reviews

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 thepending 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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Reviews

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 useinappropriate 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 isdisplayed 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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Reviews

permanently delete a review with the delete button

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Reviews

Taking Stock

Taking Stock

Athenaeum makes the process of taking stock very easy. You may start and stop astock-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 dependupon the equipment you might have at hand:

• use a wireless scanner (e.g. with Bluetooth) which talks either directly toAthenaeum as you scan items. You have to consider the physical distancebetween the scanner and the computer.

• use a cordless bar code scanner in data collection mode, which youperiodically connect back to Athenaeum and “dump” the bar codes.

• A combination of the first two methods (some scanners will automaticallyswitch 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 andconnected 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 andreturns, but this is not necessary.

Next, back up!

Closing the library is not a necessity, it just makes it easier to stock take and not miss items.

Before you start

When you start a new stock take, Athenaeum increments the number stored in thecustomisation tab of admin.

The number in that box is not really important, though it is helpful if it reflectssomething 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 inthe admin preferences is 2013, so when you start the new stock take, it is changed to2013.

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Taking Stock

Return first, during or later?

It is up to you whether you recall issued items before the stock take or not. Themissing report has the option of excluding issued items.

Note that if - during the stock take - you scan an item that is issued, then Athenaeum will return it, assuming that because you have the item in your hand, it is no longer in the hands of the issued person or entity. If that return triggers late return fees, then those fees will be added.

Also note that if you return an item in the normal way - that is, using the return function - then the item is NOT included in the stock take. This is because there is no global "stock take" mode in Athenaeum as stock take can be isolated to individual computers.

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->Stocktake & Reserve tab. Click on the Stock Take button.

Specify whether you are starting a stock take from scratch or whether you arecontinuing 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 thatnew run number against scanned items and in the stock take log.

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Taking Stock

Next, get scanning.

As you scan items, the stock-take dialog is updated, reminding you of where youwere 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 allowsyou to collect a number of bar codes first and then stock take them in bulk withinAthenaeum.

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 amanageable section of the library (say 40 to 100 items at a time) and then dump thecodes into Athenaeum, or even a text editing program. We suggest you scanmanageable chunks, because as you “dump” the codes, then if problems arise such asitems reported as in the archive, you can more quickly retrace your steps to find theoffending item. Return to the Stock take, reserves, Misc tab and click the “dump”bar codes button.

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Taking Stock

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 aspart of the current stock take run.

1. Bar codes for items which which were still on issue are listed in the first resultcolumn. Athenaeum automatically returns into the catalogue as part of theprocess.

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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Taking Stock

click on any of those items to list them in the archive and make a decisionabout 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 aclass set or an encyclopaedia) and you do not have to individually scan these during astock take:

Perform a Search so that the Found Set encompasses all items to be marked as takenstock.

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 aremarking a large found set.

Continuing a Stock Take

Resuming a stock take just involves clicking on the Continue stock take button on theCatalogue Utilities screen.

Athenaeum Pro 2016

Taking Stock

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 aremissing from the catalogue. In the Catalogue screen click on the Utility button andclick 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 fromthe report.

The current stock take run is specified. Note that you can list missing from priorstock 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 cataloguewill include both.

Athenaeum Pro 2016

Taking Stock

You can choose to omit items which are currently out of the library and thereforewere not scanned during your stock take.

As ‘not for issue’ items such as the Reference section are often not included in astock 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 theabove dialog boxes.

You can further refine this list by using the Constrain filter options and subsequentsearches.

You can now Print this list by location and check each item individually, orsummarise with one of the financial options.

print options

Any item in the list can be archived if required (see Archiving for more informationon 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 stocktake field.

To find items not taken stoke in a particular location, enter a custom find, enter thelocation into the location field and then add a new request omitting the stock take runnumber.

“Handled” report

The manual stock take procedure requires the user to scan or enter the code for everyitem in the catalogue.

However, you may wish to chose to perform a very quick stock take on items notrecently handled.

Athenaeum Pro 2016

Taking Stock

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 potentiallymissing from the library.

To use this feature, simply click on the ‘Handled’ Report button in the CatalogUtilities 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 itemsnot handled over the period specified appears. You can now print this list and checkthese 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

Athenaeum Pro 2016

Taking Stock

• 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 findbutton and entering a date expression in the last handled date at the bottom of of theissue history->this copy tab.

Closing your stock-take

You don’t.

Simply generate the reports you want. When you start the next stock take, Athenaeumwill increment the stock take number and you are away.

Athenaeum Pro 2016

Taking Stock

TeamViewer

TeamViewer Quick support

When we provide remote support, we frequently use TeamViewer to connect to yourcomputer. This is pretty quick to set up and use.

Firstly download TeamViewer QuickSupport from our web site using this one ofthese 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 ofyour 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. ThatID is how we find you.

You should see a green dot with "ready to connect".

Athenaeum Pro 2016

TeamViewer

http://www.sumware.net/resources/TeamViewerQS.exe

http://www.sumware.net/resources/TeamViewerQS.zip

assets/img/http:/teamviewer.com

assets/img/http:/teamviewer.com

TeamViewer window

Tell us the ID and then we can connect. If you are using the SumWare Consultingversion of TeamViewer, then the password should be four stars. If you have apassword, please tell us what that password is. If you are using QuickSupport fromsomeone 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 proxyinformation, which your IT staff can tell you.

Athenaeum Pro 2016


setting proxy for TeamViewer

Athenaeum Pro 2016


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 specificcatalogue fields.

Constraining search terms to specified fields

These options have always been there, but were less obvious. Entering a search termand pressing the Enter key on the keyboard (or clicking All) will search the cataloguefor the search term in a range of fields. The other options will constrain the searchterm 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.

Athenaeum Pro 2016

recent_changes

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 listthem.

• if there are fewer than 10 items returned, then the process is repeated for itemsadded to the last 60 days

Athenaeum Pro 2016

Recent Changes

• if that fails to return more than 10 items, then Athenaeum searches for itemsadded in the last 90 days

• finally, if that fails to return more than 10 items, then Athenaeum searches foritems added in the last 180 days

If you have not recently added items to the catalogue, then we recommended that youdo not show this button.

Topical/Top Issues/Reading Lists

Selecting any of these three buttons will cause the corresponding lists to be displayedon 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 bedisplayed.

note: selecting this option will turn off the Topical, Top Issues and reading listoptions.

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 theprevious versions of Athenaeum)

• you may enter raw HTML, which allows quite a lot of flexibility. Anupcoming YouTube Athenaeum Channel video will show some of the optionswhich might give you some ideas.

Suggestion Lists

You can now specify lists for your search suggestions. That is, for each searchsuggestion, you can specify which list it belongs to.

Athenaeum Pro 2016

Recent Changes

specifying lists for search suggestions

If you have specified lists for your search terms, then a menu of lists will bedisplayed above the suggestion list on the search screen (if you have this optionselected):

choosing a list on the search screen

Selecting an option will list only the suggestions matching that list. A “match” is anyitem 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 inthe catalogue.

Athenaeum Pro 2016

Recent Changes

add subject button

First find the items you wish to add the subject to and click the button on catalogueutility->Utility tab.

add subject dialog

Either enter the subject term(s) and click the Add button or click the “ChooseAuthority” button to select from your list of authority terms.

note: you can use authority lists whether or not you have the "strict" authority option selected in your admin options.

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 tableincludes 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 numberof items that are in circulation for each day in approximately the last year.

Athenaeum Pro 2016

Recent Changes

Daily “out” or “in circulation” button

This button does two things. Firstly, it produces a chart showing the patterns of thetotal 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’sclipboard. You can then paste that into a spreadsheet, for example, to create differentcharts.

Updating the raw data

Athenaeum needs to run through each day for the last year to draw that chart. If youhaven’t run this before, you should first manually load the data using the button inAdmin->Utility->maintenance:

Athenaeum Pro 2016

Recent Changes

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. Thename 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 ofAthenaeum updates the plug-in to version 2.6.4 and adds the 64 bit version forWindows.

Dates and recesses

When importing dates and recesses or starting Athenaeum as an administrator, anyrecesses or public holidays that are before the current date are removed.

Import eTap

The borrower utilities now include the Import eTab button for updating borrowersexported from the eTap student management system.

Bulk stock take Log

when clicking the bulk stock take button, the action is logged recording which loggedin user clicked the button as well as how many items were included in the bulk stocktake.

Athenaeum Pro 2016

Recent Changes

Correspondence Additional Fields

You can now include the location, dewey and call number of issued and overdueitems to correspondence.

Athenaeum Pro 2015 Changes

Library of Congress

New QuickMARC option for checking the Library of Congress (LoC). If your normalsource of bibliographic information turns up no results, then try the Library ofCongress.

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 bythe item’s account code.

KAMAR users note: when specifying fee account codes, only valid codes acceptedby KAMAR will be from 0 to 50 inclusive. KAMAR modifies that code by adding itto 1201502. So a code of 0 (the default if you don't specify one) will become1201502; a code of 1 (or 01) will become 1201503; 2 becomes 1201504; etc. Notethat KAMAR must also be configured to map your codes to the General Ledger.

Athenaeum Pro 2016

Recent Changes

Images for Types

It is now easy to add an image or icon representing the “type” of item. These arevisible 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 theimage container to the right of the title and choose “Insert Picture” and select yourpicture.

inserting an image for a type

Note that your images should be very lightweight - that is, small images (64x64pixels is fine) and compressed. PNG and JPG are preferable to larger file formats likeTIFF.

Now, that image will be associated for every item with that type and willautomatically show in various catalogue lists.

Athenaeum Pro 2016

Recent Changes

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 fromFlat Icons.

List Printing with Cover Image

Added an option for printing the catalogue list with the shift key down to include thecover 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 ofdefault values.

Athenaeum Pro 2016

Recent Changes

http://www.flaticon.com

entry of an item’s genre

A number of requests were received to expand on this list, so now the genre list is atable of data that can be expanded and edited directly.

Athenaeum Pro 2016

Recent Changes

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 forcorrespondence tokens.

64 bit plug-in

For users moving to 64 bit versions of Windows 7, 8.1 or Windows 10 ANDinstalling the 64 bit version of FileMaker Pro 14 for Windows, you must now installthe 64 bit version of Windows IDMA plug-in. Updated “install” plug-in step tohandle 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 anissue is not authorised) shows extra information about the issue, such as dewey, calland replacement info plus extra tool-tips.

Athenaeum Pro 2016

Recent Changes

Finer control of Archive and Catalogue record deletion

Restriction and finer control of deletion of archive records, along with more detailedlogging.

Normally, you do not delete archive records because the historical information isconsidered in some reports. However, you do wish to remove incorrectly catalogueditems (e.g. accidental duplicate entries). Such actions are recorded in detail in the logand 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, 337and 338 start being used by your MARC suppliers, they will automatically behandled 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) tosimplify bulk replace option.

check boxes are back (but with a “tick” instead of a cross

Our power users really missed these.

Athenaeum Pro 2016

Recent Changes

Web template updates

See the web templates page

Athenaeum Pro 2016

Recent Changes

web_templates.html

athenaeum pro 2016 manual

Documents