Table of Contents. Overview Log On Top Menu Bar Left column Accessing On-Line Help Administration...

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3 Table of Contents Overview... 2 Log On... 3 Top Menu Bar... 4 Left column... 4 Accessing On-Line Help... 4 Administration... 5 Library Administration... 6 Worker Records... 6 Worker Groups... 7 Workers Settings... 8 Library Settings... 9 User Defined Fields Machine Settings Worker Settings Worker Settings - Circulation Settings Worker Settings - Circulation Desk Settings Worker Settings - Item Settings Worker Settings - Report Settings Downloads Catalog Administration Item Classes Item Classes - Changing and/or Adding An Item Class Category Condition Study Programs Vendors Vendors - Adding A Vendor Vendors - Editing or Deleting A Vendor Catalog Settings Quick Cataloging (Z39.50) Settings Patron Administration Patron Circulation Class Patron Report Class Circulation Administration Circulation Rules... 39

4 Circulation Settings Circulation Settings - Receipt Settings Circulation Settings - Printed Circulation Transactions Circulation Settings - Self Check Settings Due Date Calendar - Setup Due Date Calendar - Default Closed Days OPAC Administration OPAC Settings Custom OPAC Links Library Information News And Messages SURFit Customizing Atriuum s OPAC Theme OPAC Theme Options Patrons Menu Add Patron Edit Patron Print Form Letters Print Patron Barcodes Reclassify Patron Catalog Menu Quick Cataloging Using ezcat with Atriuum Edit Item Importing MARC Records Print Item Barcodes Print Item Barcodes - Customizing Item Barcode Labels Print Item Barcodes - Queuing Barcodes Print Item Barcodes - Printing Queued Barcodes Print Item Barcodes - Aligning Your Printer Print Spine/Pockets Print Spine/Pockets - Customizing Spine and/or Pocket Labels Print Spine/Pockets - Queuing Spine and/or Pocket Labels Print Spine/Pockets - Printing Queued Spine and/or Pocket Labels Print Spine/Pockets - Aligning Your Printer Reclassify Items

5 Circulation Menu Circ Menu - Check Out Circ Menu - Check In Circ Menu - Renew Circ Menu - Reserve Circ Menu - Mark Lost Circulation Desk Circ Desk - Renew Circ Desk - Reserve Circ Desk - Mark Lost Self Check Module Self Check Out Self Check In Reports Menu Patrons With Items Holdings Summary Customize and Save Report Templates Access Saved Report Templates Menu Reports Other Reports Statistical Reports Filtering Reports Appendix Comments/Suggestions Computer Skills Creating a Shortcut to Atriuum Browser Configuration Media Icons Special Barcodes for Cordless Linear Imager Special Barcodes for Circulation Index

6 Overview Tips: Use this Guide as a refresher and as a Reference after your initial Atriuum training. Overview Welcome to Atriuum, Book Systems web-based integrated library automation solution. We believe that you will benefit by referring to this Guide as a refresher after your initial Atriuum training session. During your training session, please take notes and jot down specific questions to help you gain the most after the session is over. Your instructor will accept your written questions and respond to them during the last half of the session. An Index is provided at the end of this document. First, let s look at what these Instructions are intended to do. They are intended to: Reinforce your acquaintance with: º º Log On and Log Off º º Top Menu Bar and Left Column º º Accessing On-Line Help º º Administration º º Patron Entry º º Communicating Using Patron Form Letters º º Circulation (Check Out and Check In) º º Cataloging (Quick, Manual and Using ezcat) º º Reports Remind you of some general principles to facilitate navigation of Atriuum. Specific information referenced in these Instructions may vary because you are making changes to your database. You are utilizing your library database in your training session; therefore things you learn today that result in changes are being posted dynamically to your library database. Refresh your training in your Go Live encounter with Atriuum at your library. You will begin using Atriuum for real as you manage the transactions in your library. This document provides step-by-step instructions to specific functions that you will use regularly in the operation of your library. Second, let s look at what these Instructions are not intended to do. They are not intended to: Be equivalent to a full-scale training event. Provide a comprehensive look at all that Atriuum can do for you. Provide answers to all questions that you may have at this time. Following your initial training, you may want to repeat the procedures using your notes and these Instructions to pursue your own interests. Additionally, you may want to explore some options that are not addressed in this document nor were addressed completely in your training session. Let s access Atriuum via your browser address line as we did during your initial training. 2 (800)

7 Type the following text into the address line of your browser and press Enter. Example: A list of all libraries appears. To log on to your library, first go to the bottom of the list. To do so, press End (key) on the keyboard. Then click Librarian Log On (blue text) below the library names. Tips: Did you know? To go to the bottom of the list or page quickly Press Overview Finally, click Log On (blue text) next to your library name. (You may have to scroll to see it in the list.) The Log On dialog appears. Type your Username and Password in the respective fields. [For the training session, your Username was librarian and the Password was admin. It should be different after your training because you were instructed to edit it with your own Username and Password thus disabling librarian and admin during the training session.] Click Log On (button); OR press Enter. 3

8 Overview Tips: The Quick Cataloging field accepts 10- or 13-digit ISBNs. Scan the publisher printed barcode or type and click Add (button) to quick catalog an item. You can lookup items by Title using the Barcode field in the Item Lookup panel of the left column. Atriuum s On-Line Help is context sensitive and it is your best resource for information regarding Atriuum and its features. It is updated frequently and can provide you with vital information about new features. Atriuum s initial screen contains a Top Menu Bar which consists of six library task menus located between, OPAC Help. The left column displays the Worker Log On section and forms for Quick Cataloging, Item Lookup and Patron Lookup. Each panel can be collapsed or expanded by clicking on the up or down arrows in the top right corner. Notice: The name of the library that you logged into for this session is displayed in the Worker Log On section in the left column. Quick Cataloging is for expedited lookup and the cataloging of items by ISBN. Item Lookup is a quick item lookup by Keyword or Barcode. The Keyword field takes you from the results to the Bibliographic record in the cataloging screen. The Barcode field takes you to the Review Item screen to see the Item and Copy Status, in addition to whether it is on reserve or fines are owed on this material by a patron. Patron Lookup is a quick patron lookup by Name / Barcode. It takes you to a page that gives you a summary of that patron s information and links to other forms related to patron functions. Accessing On-Line Help Atriuum has context sensitive help topics. Access it by clicking Help on the Top Menu Bar. We encourage you to use the Help menu anytime to assist you in understanding Atriuum and its features. Additionally, we encourage you to communicate with your colleagues because they understand your library environment. In addition to the On-Line help, an electronic User s Guide is available in the Downloads area of Library Administration. PDF d documents are updated approximately two times a year. On-line Help is updated regularly and is your best resource for information on new features. 4 (800)

9 Administration

10 Library Admin Tips: Configure each area of Atriuum via the menu option under Administration on the Top Menu Bar. Administrative configuration helps ensure consistency in Atriuum. Administering Atriuum Atriuum is easy to administer. There are a variety of configuration options that are available for customizing how each worker interfaces with the program. The Administration menu consists of 5 different areas: Catalog, Circulation, Library, OPAC and Patrons. The options that you select initially in each Administration area will facilitate the management of your library. Making the initial selections may seem tedious while you are doing it; however, it allows you to configure Atriuum to match the operation of your library. Be patient, thorough and think through each option as you make your choices. Library Administration The Library option on the Administration menu takes you to the Library Administration area that contains links appropriate to important features, functions and settings. Decisions made in this area apply to the entire Atriuum application. Descriptions and illustrations follow to assist you in making the right decisions for your library environment. Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Library from the menu options. Worker Records Worker Records are configured and maintained by a library administrator. Library administrators can identify each worker and assign permissions of what the worker is allowed to do when logged into Atriuum. Worker Records are divided into two areas: List of Worker Groups and List of Workers. Note: A Username, Password and definitive permissions should be established for each library worker. For example, you can limit workers to only check in and check out or give them access to even more functions. Administrative privileges, such as overriding check out limits, configuring worker records, etc., can be restricted to the librarian and/or key library staff. Atriuum groups permissions according to type. You can enable Patron and/or Circulation Related Permissions, but restrict Administrative or Supervisor permissions. 6 (800)

11 Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Library from the menu options. Click Worker Records. Worker Groups Adding workers and defining their respective permissions individually can be time consuming, so Atriuum offers a way to create Worker Groups. If several workers have the same permissions, then creating a Worker Group with preset permissions will save you time in assigning worker privileges as you add new workers. In the List of Worker Groups area click the Add New Worker Group (button). Type Admin in the Group Name field. Click Select All (button) to give full permissions to this group. Click Add (button). Note: Create as many Worker Groups as you need, but remember that Worker Groups can t be deleted; they can only be edited (modified). Tips: Create Worker Groups when more than one worker has the same permissions for operating Atriuum. Use Worker Groups to quickly assign all workers with the same permissions to their respective group. Worker Records / Groups Workers Each library worker will need a Username, password, and permissions. Permissions define each worker s authority to access information and/or change database records. Most workers will be assigned specific permissions. Let s add a Worker. Creating A New Worker Note: Atriuum is delivered with several pre-configured Usernames, i.e., PatronWorker, bsi_install, conversions, librarian, patronimport, selfcheckin, selfcheckout, and trainer. Please don t disable any of these Usernames. Click Add New Worker (button). Type the Username of the new worker in the Username field. Press Tab. Type the Password of the new worker in the Password field. Press Tab. Retype the Password in the Verify field. 7

12 Settings Tips: Did you know? Atriuum can notfications (overdue, reserve notices, etc.) to patrons. All you have to do is fill in the Sender s Address. Press Tab. If applicable, select the appropriate Worker Group from the drop down list; otherwise, leave None selected and continue to the next step. Note: If you choose to select a Worker Group for the new worker, you don t need to specify the permissions because they are automatically assigned by the Worker Group; simply click Add after making the appropriate selection. Decide about this worker s permissions: º º To set this worker up with full permissions, click Select All (button). º º To limit this worker s permissions, click the desired checkbox(es) in the Enabled column in each section as it applies to this worker. Note: Should you choose to limit worker permissions, make sure that you enable Log On in the Special Permissions section. Click Add (button). Note: Workers can only be disabled, not deleted. When disabled, they will not appear in the List of Workers. If someone isn t employed and/or doesn t volunteer to work in the library anymore, simply click Disable in the Action column, of the List of Workers section, next to the appropriate Username to prevent them from logging into Atriuum. Settings Atriuum can overdue notices, reports, etc. Define the library s return address on form letters (such as overdue notices, reserve notices, etc.) and other information (such as overdue list, etc.) sent electronically to your patrons. Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Library from the menu options. Click Settings. Type the address of the person responsible for sending electronic library communication in the Sender Address field. Click Save Changes (button). 8 (800)

13 Library Settings Library Settings are global settings in Atriuum meaning that they apply to various parts of Atriuum, i.e., OPAC, reports, cataloging, etc. Additionally, links are provided for configuring the other 4 Settings of the Administration area: Catalog, Circulation, OPAC, & Patron. Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Library from the menu options. Click Library Settings. Read through the chart below. Select radio buttons or type entries as necessary. Click Save Changes (button). Successful change to settings will be indicated in green text, Settings Saved Successfully. Setting / Definition / Image Action Tips: Library Settings in Atriuum have a global effect in the OPAC, Reports, Catalog, etc. Refer to the definition and images for each setting and apply each setting to meet your library s needs. Library Settings Setting: Library Name Definition: The name entered will display at the top of the OPAC pages and in the Worker Log On panel. Type the name of your library. Screen Images: OPAC Example: Worker Log On Example: Note: If the name of your library changes, you can change it accordingly here. Setting: Max Report Results Per Page Definition: Everytime you create a report, this number of results will display on the page. Screen Image: Change the number if you do not want the default number of 60 results to display on a page. 9

14 Library Settings Tips: Did you know? Patron pictures can be imported into Atriuum. Additionally, you can add pictures to patron records manually. If you choose, Atriuum can supply the next available barcode number. Verify the number as you attach barcodes to the items. Setting: Display Links Instead Of Pictures Definition: With Atriuum, you can add pictures to patron records and select to view the picture, or to click a link that shows you the picture. Screen Images: With Picture Added: Setting: Default To Next Available Barcode Links Only: Definition: Choose this option to have Atriuum insert "next available" in the barcode field each time you add a patron or add holding(s) to an item. Screen Image: Default to Next Available Barcode: Click Yes, to display a link. Click No, to display a Patron picture. Click Yes, to use the default next available. Click No, if you prefer to type or scan your barcode into the field. Your Preferred Barcode: Setting: Translate Scanned Barcodes Definition: When scanning a barcode that has fewer digits than others that exist in your library database, Atriuum will convert it. For example, Atriuum will translate 1 to an 8-digit barcode, i.e., Click Yes, If you want Atriuum to translate scanned barcodes. Click No, to accept the barcode as it was scanned. Setting: Collect Log On History Definition: History reports track which workers log on and off over a designated period. Screen Image: Log On History: Click Yes, If you want Atriuum to collect log on history. Click No, to not keep track of log ons. 10 (800)

15 User Defined Fields Atriuum provides User Defined Fields so you can customize field label names in the cataloging and patron entry screens to better fit your library. Newly-defined names are global changes and are inserted automatically into Atriuum forms, report columns, and/or drop down lists on Filter dialogs. Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Library from the menu options. Click User Defined Fields. From the row of the User Defined Field you wish to change, click Edit in the Action column. Type the New Name in the New name for the one you re changing field. Click Save (button). Tips: User Defined Fields allows you to customize field label names on cataloging and patron entry screens to fit you library environment. User Defined Fields 11

16 Machine Settings Tips: Machine Settings are not global - they are specific to the computer on which they are set. Read the setting information and take the appropriate actions for your library. Machine Settings Machine Settings allow you to make changes that apply only to the current machine: º º enable the machine as a Self Check Station and choose its lookup mode º º change the appearance and specify the refresh time of your OPAC pages º º allow ComPeer on this machine º º change the font size for printing circulation receipts Other settings, in contrast, are global. For example, if you want to change the appearance of the OPAC pages for all your library s computers, you would change the settings under Administration OPAC OPAC Settings. Changes to local machine settings apply only to the computer you re working on and the browser you re using. The browser creates a file called a cookie, which remembers settings for a particular page you ve visited. If you make changes to your Machine Settings while using Microsoft Internet Explorer, they won t apply to Mozilla Firefox or Netscape Navigator. You ll need to change Machine Settings for the browsers that are used regularly on this machine. Note: The steps below change only the settings for the machine you re working on now. Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Library from the menu options. Click Machine Settings. Read through the chart below. Select radio buttons or type entries as necessary. Click Save Changes (button). Successful change to settings will be indicated in green text, Settings Saved Successfully. Setting Setting: Assign This Machine As A Self Check Station Action Click No if this machine will not be used as a self check station. Click Check Out Station if this machine will be used as a check out station; OR Click Check In Station if this machine will be used as a check in station. Note: if you select No, then you can do both on the same machine. 12 (800)

17 Setting: Self Check Out Patron Lookup Mode Image: Class Button: Barcode: Setting: OPAC Theme For This Machine OPAC Themes: Click Choose By Class if this machine will identify patrons by their Patron Report Class; OR Click Scan Barcode if this machine will accept barcodes (from a Scanner, Fingerprint Reader, or typed with a Keyboard or input via a Touch Screen monitor) for patron identification. By default, the Use Circulation Setting radio button is selected to use your preselected Self Check Station Setting. Note: If you select Choose By Class or Scan Barcode, it may override the Check Out Patron Lookup Mode: Circulation Setting. To use one method for all machines in your library, click Use Circulation Setting and then select a global default from Administration Circulation Circulation Settings. To change the default, click the drop down list (button) to view a list of theme choices. Click your choice to select it from the list. Tips: Did you know? You can enable Self Check Out and Self Check In on specific computers in your library. Select specific OPAC themes for various computers or select one of them for all computers. Machine Settings Setting: Max Wait On OPAC Pages Before Refresh Refresh Selection: Enter seconds (numeric value) that you want Atriuum to allow before refreshing the OPAC home page. After the specified period OPAC will refresh back to the home page. Without a value in this field, Atriuum s OPAC doesn t refresh. Setting: Allow ComPeer On This Machine ComPeer Selection: Click Yes, to simultaneously search another participating library s database on the OPAC of this computer. Click No, to use the default ComPeer Setup. Setting: Circulation Receipt Font Size Receipt Font Size Selection: Change the number if you don t want the default receipt font size of

18 Worker Settings Tips: Did you know? Each Worker can choose their own Worker Settings. Additionally, they can choose the text-based Circulation Menu or the graphical interface of the Circulation Desk. Worker Settings All workers can use this page to set their individual preferences for how they interface with Atriuum in the areas of Circulation (including the Circulation Desk), Cataloging and Reports. Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Library from the menu options. Click Worker Settings. Read through the chart below. Select radio buttons or type entries as necessary. Click Save Changes (button). Successful change to settings will be indicated in green text, Settings Saved Successfully. Note: These settings only apply to the worker currently logged on. Circulation Settings Setting / Definition / Image Setting: Use Circulation Desk Action Definition: The Circulation Desk provides a graphical interface for workers who prefer working with icons. The Circulation Menu interface is a text-based screen. Images: Circ Desk: Click Yes, to use the Circulation Desk form. Click No, if you prefer to use the text-based Circulation Menu. Circ Menu (Text-Based): 14 (800)

19 Setting: Use Batch Check Out Definition: Batch Check Out queues scanned barcodes for items being checked out. You must click the Check Out button or scan Check Out (special barcode) after you ve scanned all item barcodes to complete the transaction(s). Single Check Out completes each check out transaction upon scanning the barcode. Single Check Out doesn t queue items; each is processed individually. Image: Batch Check Out: Note: Both settings apply to the worker that uses the Circulation Menu interface, not the Circulation Desk. Click Yes, to use the Batch Check Out form. Click No, if you prefer to use the Single Check Out form. Tips: If you chose to use the Circulation Menu interface, you have a choice of Batch or Single Step Circulation processes. Barcode numbers are queued for Batch Check Out and Batch Check In. This method requires 2-steps. When Batch is used, you process the queue by clicking the Check Out or Check In button to complete the group of transactions. Single Check Out and Single Check In (non-batch), completes each transaction immediately. Worker Settings Setting: Use Batch Check In Definition: Batch Check In queues up scanned barcodes for items being checked in. You must click the Check In button or scan Check In (special barcode) after you ve scanned all item barcodes to complete the transaction(s). Single Check In completes each check in transaction upon scanning the barcode. Single Check In doesn t queue items; each is processed individually. Click Yes, to use the Batch Check In form. Click No, if you prefer to use the Single Check In form. Image: Batch Check In: Note: Both settings apply to the worker that uses the Circulation Menu interface, not the Circulation Desk. 15

20 Worker Settings Tips: Did you know? You can configure Atriuum to anticipate the next patron after a successful Check Out. Additionally, you can configure Atriuum to display abbreviated or full patron data. Toggle using the More button on the Circulation Screen. Setting: Set Up The Next Patron After A Successful Check Out Definition: You can configure Atriuum to clear the form (screen) anticipating the next patron after a successful check out. Patron information is automatically cleared in the Circulation Desk after you complete the check out transaction(s). Also, ESC (key) may be pressed at any time to clear patron data. Using the Circulation Menu, the cursor automatically displays in the New Patron Name / Barcode field, ready for you to scan the next patron s barcode. Note: No is recommended for workers using the Circulation Menu interface. Setting: Display Less Circulation Info Definition: Configure Atriuum to display patron information in full or abbreviated form. Information is shown in abbreviated form unless you click the More button to see complete patron information. Click Yes, to instruct Atriuum to set up the Circ Desk for the next patron after a successful check out. Click No, if you prefer to click the Next Patron (button on the Circ Desk) or scan Next Patron (special barcode) for either circulation interface. Click Yes, to display brief patron information and additional circulation transaction(s). Images: Circ Menu button: Click No, to display full patron information. Circ Desk button: Setting: Open Circulation Links In A New Window Definition: Configure Atriuum to keep your original window open beneath the new window when you click a link related to Circulation, i.e., navigating to another topic or to change screens in the current window. Image: Link display (blue text): Click Yes, to open link in a new window. Click No, to open link in current window. 16 (800)

21 Circulation Desk Settings Note: These settings only apply to workers who are using the Circulation Desk interface. Setting / Definition / Image Setting: Automatically Close Check In/Check Out Pop Ups Definition: Configure Atriuum to automatically close Pop-up windows on the Circulation Desk after successful circulation transaction(s), i.e., checkin, checkout, etc. Image: Note: Error messages pop-up, awaiting worker decision, even when the Yes setting is chosen. Setting: Search By Patron Name After Barcode Action Click Yes, to automatically close successful Pop-up messages. Click No, to allow Pop-up messages, which the worker must close. Tips: Did you know? You can configure Atriuum to have a collapsed list of the most recently used menu options. Configure Atriuum to automatically close pop-up windows after successful transactions. Or, each worker may choose to close the pop-up manually. Worker Settings Definition: Scan a patron barcode into the Barcode field on the Circulation Desk. When valid for a patron the patron data will be displayed. When no match is found, a pop-up provides the worker with additional lookup options, i.e., Patron Name. Image: Click Yes, to enable the Search By Patron Name via a pop-up option. Click No, to prevent alternate search via a pop-up option. Note: This option works best when patron and item barcode ranges are unique. 17

22 Worker Settings Tips: Did you know? Atriuum can be configured to perform an alternate patron search by Name following an unsuccessful patron barcode lookup. Unique ranges of Patron and Item Barcodes provide the best results for this scenario. Setting: Quick Reload of Last Patron Definition: Configure Atriuum to pull up the last patron s record on the Circulation Desk. A Reload The Last Patron link displays next to the Patron Name field. Clicking this link reloads the previous patron s information. Image: Setting: Expand Searches After Not Found Definition: Scan an item barcode into the Barcode field on the Circulation Desk. When valid for a item the item data will be displayed. When no match is found, a pop-up provides the worker with additional lookup options, i.e., Title, Subject, Author s Name, or Call Number. Image: Click Yes, to reload the last patron for expedited checkouts to the same person. Click No, disable this option. Click Yes, to enable a pop-up with the additional search options. Click No, to prevent alternate search options via a pop-up. Note: This option works best when patron and item barcode ranges are unique. Setting: Clear Scanned Items After Reserve Definition: Configure Atriuum to keep item(s) in the Materials Entered queue on the Circulation Desk. Enabling this option makes for fast and easy reserves of the same item(s) to multiple patrons. Or, choose to have them removed (cleared from the screen) after reserving the item(s) to one patron. Click Yes, to remove scanned items from the Materials Entered queue after they are reserved to one patron. Click No, to hold the item(s) in the Materials Entered queue for reserving to multiple patrons. 18 (800)

23 Setting: Show Scanned Materials At Top Of List Tips: Definition: Configure Atriuum to position items at the top of the Materials Entered queue of the Circulation Desk instead of the bottom. This option prevents scrolling to see the last scanned item in the queue. Click Yes, to display the most recently scanned item at the top of the queue. Configure Atriuum to show the most recent transactions at the top of the Materials Entered queue on the Circulation Desk Interface. Image: Setting: Number Of Materials Out To Display Definition: Specify the number of circulated items that will be displayed for a patron on the Circulation Desk. The default is set to 4. The additional items (above the default number) are viewable by clicking the More button. Image: Click No, to display the item at the bottom. Change the number to display if you want a default other than 4. You can determine the number of items to display before scrolling occurs. Worker Settings Note: It is recommended to keep this number set low. Library Settings Setting: Display Most Recently Used Menu Selections Definition: Atriuum allows you to display only the most recently used menu options at the top of the menu bar options. Click the (chevron) at the bottom to display the entire menu. Image: Click Yes, to display only the recently used menu options. Click No, to display all menu options. Note: This feature is great for workers that are very familiar with all menu options. Not recommended for new workers. Item Settings Setting: Easy Cataloging Definition: Atriuum s Add Item: Bibliographic Record and Edit Item: Bibliographic Record forms have two types of entry forms: Full or Easy Entry. (See page 100 for screen shots.) Note: Easy Entry is best for manual cataloging Click Yes, to use the Easy Entry form. Click No, to use the Full Entry form.

24 Worker Settings Tips: Easy entry is great for manual (keyboard) input of catalog data! Easy Filtering simplifies the creation of reports; especially helpful for persons unfamiliar with Boolean search operators. Setting: Mark Imported MARC Records For Review Definition: Configure Atriuum to allow you to review imported records before adding them to your database. After review, you must click Add Imported Holdings. (The Add Imported Records To Database form appears.) Then you must click Accept All Imported Items. (See pages for screen shots.) Note: If you opt to have Atriuum automatically add your holdings during the import process, you can still generate a report of those imported items. Setting: Use Title Sort Ranking Definition: Configure the librarian side of Atriuum to sort search results based on the title and its relevance to the search term. Search results are displayed in this order: Titles that are an exact match Titles that begin with the search term Titles that have all term(s) together Remaining results sorted by title. Click Yes, to review imported records before adding holdings to the database. Click No, to import and have Atriuum automatically add holdings. Click Yes, to do title sort ranking based on relevance to the search term. Click No, to not sort. Report Settings Setting: Default Filtering Level Definition: Easy Filtering simplifies the step of creating a report filter and is especially useful for workers that aren t familiar with using Boolean operators. Advanced Filtering allows you to use Boolean operators to connect multiple report filter criteria. Image: Easy Filtering: Advanced Filtering: Click Easy, to set Easy Filtering as your default. Click Advanced, to set Advanced Filtering as your default. 20 (800)

25 Setting: Printable Reports Font Size Definition: Atriuum allows you to choose the font size for printable reports. The default font size is 8. Setting: Display Borders For Printable Reports Definition: Each report in Atriuum has a Printable Version link. Configure Atriuum to add lines between each row of the Printable Version report for easier viewing. Image: Change the number if you don t want the default report font size of 8. Note: for best results, keep the font size to 12 or less. Click Yes, to add these borders to printable reports. Click No, to print without lines between each row. Tips: Did you know? The Offline Circulation Tool is useful for capturing Circulation transactions when the Network and/or Internet is down. Upload the transactions when it is back up. Click Administration on the Top Menu Bar. Click Library from the menu options. Click Downloads. Download both the PDF and the ZIP file for the Offline Circulation Tool NOW! Downloads Section Downloads All workers can access this page for Atriuum Reference Materials, i.e., User s Guide, etc. Other items available for use by a library administrator or network technician are Drivers for Receipt Printers and other utilities. Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Library from the menu options. Click Downloads. Following is a list of all the items that are available for download: The SpecialBarcodes.Pdf is included in the appendix of this Manual. The QuickMenuReference.pdf is also known as the Flow Chart. 21

26 Catalog Admin Tips: Catalog Administration is important because it assists with consistent cataloging input. The decisions you make apply to all cataloging screens. Catalog Administration The Catalog option on the Administration menu takes you to the Catalog Administration area which contains links appropriate to important features, functions and settings. Decisions made in this area apply to the cataloging screens in Atriuum. Descriptions and illustrations follow to assist you in making the right decisions for your library environment. Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Catalog from the menu options. Item Classes Atriuum has Item Classes that appear as drop down lists on the Bibliographic and Holdings screens in the Cataloging area of Atriuum. Item Classes allow you to categorize your items systematically; consequently reports of almost any conceivable type can be generated dynamically with speed and accuracy. Item Class Categories include: Item Circulation Class (Loan Period), Item Report Class (Classification/Category), Physical Location (Where Items are Shelved or Stored), Age Groups (Target Audience) and Material Types (Item Format). Note: There is no limit to the number of Item Classes that can be created in Atriuum. The default settings for each Item Class are: Item Class Category Age Group Default Students (School Libraries) Adult (Public Libraries) Item Circulation Class Circulation Item Report Class Undefined Note: It is highly recommended that you leave this as the default of this Item Class Category. Items in Undefined can easily be retrieved for editing (correction or completion) and reclassifed when they are edited. Material Type Book Physical Location Main Library 22 (800)

27 Changing and/or Adding An Item Class Category Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Catalog from the menu options. Click the Item Class you want to modify. Choose one of Atriuum s Item Classes: º º Item Report Class º º Item Circulation Class º º Physical Location º º Material Types º º Age Groups Note: The following instructions can be used with any of the Item Classes listed above. To change the Default of an Item Class Click the drop down list button next to the Default field. Highlight (select) your preferred Default from the list of options. Click on the new Default to select it. Tips: Selecting an appropriate default option in each Item Class expedites the cataloging process. The decisions you make apply to all cataloging screens. It is highly recommended that Undefined be the default Item Report Class. Add / Edit Item Classes Click Save (button). In the example above, Professional will become the default Item Circulation Class. To change the Name and/or Description of an Item Class Click Edit in the Action column Change the text to your preferred Name in the Name field Press Tab. Change the text to your preferred Description in the Description field. Change the text to your preferred maximum number of reserves in the Max Reserves field. Change the text to your preferred maximum number of OPAC reserves in the Max OPAC Reserves field. Click Save (button). 23

28 Tips: To Add a New Item Class Click Add New Item Class (button). Describe, in meaningful terms, each Item Class option. The description assists you and subsequent workers to know your intentions when each option was established. Type the New Name in the Name field. Condition Press Tab. Type the Description for the New Item Class in the Description field. Describe in the Description field a meaningful statement, even if you feel it is self-explanatory, concerning the name that you put in the Name field. Type the maximum number of reserves patrons in this class can request. Type the maximum number of OPAC reserves patrons in this class can request. Click Save (button). Condition Condition defines the level of use or wear of items in your collection. Periodically, such as when you inventory your library s holdings, you may want to log the Condition of some of the items on your shelves. There are several pre-configured conditions, i.e., New, Like New, Poor, etc. The default condition is New. Note: The way that you modify or add a Condition is similar to the instruction in the Changing and/or Adding An Item Class Category section of this Manual. 24 (800)

29 Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Catalog from the menu options. Click Condition. Study Programs Many schools and libraries use reading incentive programs, i.e., Accelerated Reader, Reading Counts!, etc. to encourage and promote reading. Most programs assign point values for the materials and reward the students reading comprehension. According to the MARC 21 format, this information is technically referred to as Study Programs. Atriuum comes pre-configured with two study programs, i.e., Accelerated Reader and Reading Counts. Note: If you only use one Study Program, simply delete the one you don t use from this list by clicking Delete in the Action column. By deleting the unused Study Program, Atriuum s OPAC will pull up the search screen accordingly for that Study Program. Additionally, when importing MARC records, it will omit the other Study Program information from being imported into your database. Tips: Did you know? Reading Incentive Programs, such as Accelerated Reader and Reading Counts!, can be configured via the Study Programs dialog screens. Delete any unused Study Program for immediate search access in OPAC for the remaining program. Study Program information is stored in the 526 tag of the MARC record. If you receive MARC records with your book order and they have the 526 tag with the appropriate study program info, they will import directly into Atriuumm. Setup Study Programs Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Catalog from the menu options. Click Study Programs. Click Edit in the Action column to change the existing Study Program name to your preferred Study Program name. Click Delete in the Action column to delete the Study Program from Atriuum. Click Edit Interest Levels to review, add, edit, or delete. 25

30 Setup Vendors Tips: Did you know? You can keep track of all your Vendors and their contact information in Atriuum. This elimates having to keep numerous business cards for future reference. Select the appropriate Default Vendor prior to imprting your MARC records to assign the vendor to all imported MARC records. Vendors Identifying and keeping track of the Vendors that you purchase library materials from is easy to do in Atriuum. In this Administrative area, you can enter specific information about each of your vendors, i.e., Vendor Name, Contact Person, Address, Phone Number(s), etc. When you add holdings to an item s record, you can select the appropriate vendor. Adding A Vendor Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Catalog from the menu options. Click Vendors. Click Add New Vendor (button). Vendor Code insert an abbreviation or acronym of the vendor s company name. For example, B&T for Baker & Taylor, BTSB for Bound To Stay Bound, PB for Perma-Bound. OR enter the code used to identify the company on your Purchase Orders. Press Tab. Contact Person insert the sales or customer service person s name with whom you have dealings. Press Tab. Company Name insert the vendor s company name. Press Tab. Address insert the street address of the vendor. Press Tab. City insert the city in which the vendor is located in. Press Tab. Select the appropriate State from the drop down list. 26 (800)

31 Press Tab. ZIP Code insert the zip code for the vendor s address. Press Tab. Phone insert the vendor s phone number. Press Tab. FAX Phone insert the vendor s fax number. Press Tab. insert the address of the company, sales person, or customer service person with whom you have dealings. Press Tab. Comments insert any notes or statements that are beneficial to you about the vender, i.e., conversations, compliments, etc. Press Tab. Web Site insert the vendor s web site address. Press Tab. Account Number insert your account number with the vendor. Press Tab. Claim Code (Days) this feature only applies to the Acquisitions Module of Atriuum. This is the number of days that will trigger a claim notice for unfulfilled orders. Press Tab. Discount (%) insert the discount rate that you generally receive by purchasing from this vendor. Press Tab. Tax Rate (%) If applicable, enter the tax rate that you pay to this vendor. Click Save (button). Editing or Deleting A Vendor Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Catalog from the menu options. Click Vendors. Tips: Edit or delete Vendor records as necessary to maintain accurate contact information. The Comments field can be used to record barcode range information that you provide to your book vendor. Setup Vendors 27

32 Setup Vendors Tips: Did you know? You can edit company information, account information, etc. pertaining to Vendor records that you maintain in Atriuum. To change a vendor s company info, your account info, etc... Click Edit in the Action column next to the vendor that you want to modify their company info, your account info, etc. Make your changes accordingly. Click Save (button) when you are finished. Click Go Back (button). To delete a vendor... Click Delete in the Action column next to the vendor that you want to remove. Click OK (button). 28 (800)

33 Catalog Settings Catalog Settings apply to the bibliographic and holdings screens in the cataloging area of Atriuum. Display in the OPAC may be affected by choices that you make. These settings don t apply to Circulation, Patrons, etc. Make your selections based on your library s specific cataloging needs. Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Catalog from the menu options. Click Catalog Settings. Read through the chart below. Select radio buttons or type entries as necessary. Click Save Changes (button). Successful change to settings will be indicated in green text, Settings Saved Successfully. Setting / Definition / Image Action Tips: Did you know? Atriuum will insert the Call Number and Cutter during Quick Cataloging when available. Atriuum can be configured to automatically uppercase Call Numbers, for your cataloging convenience. Catalog Settings Setting: Enable Call Number Generation Definition: Configure Atriuum to generate Call Numbers for electronically cataloged records. Author names or title information will be used to create the cutter for Classification (Dewey or LC) information from the electronic input. Click Yes, (recommended) to enable automatic insertion of the classification number and/or cutter for records added to Atriuum electronically via Quick Cataloging, ezcat, etc. Click No, to disable. Setting: Default Uppercase On Call Number Generation Definition: Configure Atriuum to capitalize any letters in an Atriuum-generated Call Number. Click Yes, if you prefer uppercased Call Numbers. Click No, to use Call Numbers as is, i.e., Gri, DeR, etc. 29

34 Catalog Settings Tips: Configure within Atriuum: º º Call Number Cutter length º º Classification Scheme (Dewey or LC) º º To display Holdings above the Bibliographic field data Setting: Use First Specify A Number Characters Of Author's Last Name In Call Number Generation Definition: Each time you catalog an item, this is how many characters of the author's last name or title will be used for creating the Call Number s cutter. Setting: Use Library Of Congress Call Numbers Definition: Configure Atriuum to use Library of Congress Classification for Call Number generation during MARC import. Change the number if you don t want Atriuum to use the first 3 letters for the Call Number s Cutter. Note: to use the author s entire last name, enter a zero. Click Yes, to use Library of Congress Classification. Click No, to use Dewey Classification. Setting: Display Holdings Before Bibliographic Definition: Holdings information can be displayed above or below the Bibliographic record in the cataloging screen of Atriuum. Image: Click Yes, to view the library holdings above the bibliographic record (near the top of the screen). Click No, to display holdings below the bibliographic record (at the bottom of the screen). Setting: Display Physical Location Where Applicable Definition: Atriuum shows you exactly where an item is, the physical storage or shelving location in your library, i.e., Main Library, Office, Workroom, etc. or the branch (Centralized Atriuum only) location. Image: Click Yes, to view physical locations. Click No, to disable. 30 (800)

35 Setting: Check Items Order During Inventory Definition: Configure Atriuum, for inventory purposes, to warn (notify) you about items that are scanned out of order. If disabled, the warning won t display. Neither will the link to the Show Out Of Order Inventory Items appear in the Inventory Reports section. Click Yes, to view items out of order without a warning. Click No, to disable order checking. Note: if your library isn t shelved based on strict classification rules, i.e., Call Number, Author s Name, and Title, click No. For example, Study Program items are shelved based on Reading Level or Point Value. Tips: Did you know? Atriuum can provide a list of items scanned out of order during inventory. It is not recommended, unless you take inventory in strict shelf order. Catalog Settings 31

36 Quick Cataloging Settings Tips: Did you know? Quick Cataloging lets you catalog gifts and/or items for which you don t have electronic MARC records to import. ezcat can take your cataloging to the next level. Search and review record(s) and instantly add the record of choice to your catalog. Additionally, you can search by Title, Author, Series Title, LCCN, and several other ways. Quick Cataloging (Z39.50) Settings Atriuum allows you to catalog library materials in a flash using its built in Quick Cataloging feature. As part of the conversion process, we have already pre-configured your Atriuum to include six (6) Z39.50 sites. The pre-configured libraries and the order in which they are searched by Atriuum are as follows: Setting Up Additional Z39.50 Server Addresses Ohio Link Access Pennsylvania Metro Boston Library Network Library of Congress North of Boston Library Exchange Auburn University Click Administration on the Top Menu Bar. The Administration menu options are extended below the Top Menu Bar. Click Catalog from the menu options. Click Quick Cataloging (Z39.50) Settings from the Catalog Administration options. Your cursor will be in the Name field on the Quick Cataloging (Z39.50) Settings form. Type in the name of the library that you have a Z39.50 server address for that you want to be able to search in the Name field. Type in the IP Address for that library s Z39.50 server in the IP Address field. Type in the Port for that library s Z39.50 server in the Port field. Type in the Database Name for that library s Z39.50 server in the Database Name field. Click Add (button) after filling in all 4 fields. 32 (800)