SWAN Website Manual. Members. support.swanlibraries.net

Transcription

1 SWAN Website Manual Members support.swanlibraries.net 1

2 Table of Contents Contents SWAN vs. RAILS... 3 L2 Library Learning Accounts... 4 Website Login... 5 Search Box... 6 Critical Announcements... 7 Help Desk... 8 Site Map Live Help Chat Training Tutorials Documentation Web Forms Locked Records Broken Holds Days Closed Annual Survey Statistics View SWAN Lists Downloads Directors SWAN Board Page Navigation

3 SWAN vs. RAILS Welcome to the new SWAN website! As you peruse our new site, you may notice some areas pertaining to RAILS are missing, and L2 Library Learning areas are different. As SWAN is now an intergovernmental agency, we will no longer be sharing a website with RAILS. Library System information will be found on the RAILS website The old shared MLS/SWAN website will no longer be available. Below is a diagram illustrating what SWAN does, what RAILS does, and what we both share in common. If you are uncertain whether an area is SWAN or RAILS related, please consult with your supervisor, or contact SWAN via at help@swanlibraries.net, open a help desk ticket or by phone SWAN Members info Delivery info SWAN L2 events RAILS Intranet SWAN SWAN Tech SWAN Documents SWAN Announcements SWAN News SWAN Help WebPac/Catalog access L2 logins SWAN Staff directory SWAN LLSAP info L2 Library Learning administration RAILS member info RAILS Consulting ILLINET Resource Sharing info RAILS Versatile info Job postings SWAN Statistics RAILS staff 3

4 L2 Library Learning Accounts In order for your library staff to access Members Only areas of the SWAN website, they will need an L2 Library Learning account. SWAN member library Directors are able to manage their staff logins in L2. You can find instructions on how to manage your logins in our Help Desk area of the website, or, by following this link provided L2 Library Learning is primarily administered by RAILS. If you need assistance, please contact Brian Smith of RAILS or, Kate Boyle of SWAN L2 Library Learning help 4

5 Website Login By logging into the SWAN website, Member Libraries can gain access to Member Only documents, and important information. An L2 Library Learning username and password will be needed in order to log in. Refer to the previous page of this document regarding L2 Library Learning accounts. Click the link for access to member content, or, click Login in the upper right corner Use your L2 address and password to login 5

6 Search Box The SWAN website features a Search Box for your convenience. Simply type a search phrase or word in the box, then click the search button to see results. Located in the upper right of the webpage Search results page 6

7 Critical Announcements Critical Announcements from SWAN will be posted on our home page, and appear at the top of all pages on the SWAN website. Please be sure to check the SWAN website for any system wide announcements. 7

8 Help Desk The Help Desk page provides information and links regarding SWAN service hours, contact lists, L2 accounts, and our Help Desk ticket system. Access the Help Desk page by clicking here or by clicking the Help Desk link button 8

9 (Help Desk continued) Link to the OTRS Members login page Find Help/Support Staff hours and the Help Desk phone number here A second link to the OTRS Members login page L2 login instructions Staff Contact Lists Members can click here, when instructed, for SWAN Remote Help Additional relevant links are found at the bottom of the page 9

10 Site Map Along the right-hand column of the Help Desk page is a site map. This provides another option for exploring the site. It also allows the users to orient themselves within the site s navigational structure. Find pertinent links listed by section 10

11 Live Help Chat The SWAN website offers a Live Help chat feature for your convenience. This chat can be used to talk to SWAN Staff as an alternative to phone or . Click Live Help in the upper right side of the home page Fill in your information in the window that pops up. You may need your browser s pop up blocker disabled to use the chat Click Start Chat after filling in your information 11

12 Live Help Chat (continued) You will be connected with an available SWAN employee and a chat window will appear Type your text in the box provided at the bottom of the chat window. Click the Send button, or, hit the enter key on your keyboard to send your message. Click End in the upper right corner to end the chat. 12

13 Live Help Chat (continued) After clicking End, a dialog box will prompt you to end your session. If you would like an of your chat conversation, enter your address and click Send. If not, just close the window. 13

14 Live Help Chat (continued) If SWAN Staff is not available for Live Help Chat, an Offline status will appear. To open a Help Desk Ticket, click the Live Help icon OTRS Help Desk Ticket System page Log into the OTRS Help Desk Ticket System using your credentials 14

15 Training Tutorials SWAN offers training tutorial videos for library staff and patrons. Videos for library staff include Web Forms and SWAN information, while patron videos include how to navigate the WebPAC and use their account online. Select Training Tutorials from the Documentation drop down menu. 15

16 Documentation The Documentation area of the website gives Member Libraries access to important documents pertaining to areas such as training, forms, instruction manuals, and information about SWAN services. You will need to Login in order to access this area. Use the drop down menu to access the Documentation page and sub categories 16

17 Web Forms Web Forms includes three different forms Member Libraries can access. These forms are Broken Holds, Locked Records, and Days Closed. There are two different ways to access the Web Forms: The drop-down menu on the home page, or, use the Forms link button. You must Login to use this feature. If you would like to bookmark this area of the website, use this URL Web Forms drop-down menu Web Forms link button 17

18 Web Forms Locked Records Report To report Locked Records, follow the instructions below. Select the library reporting the record from the drop down menu Select the record type from the drop down menu, then add the record number in the space provided Add Another if you have more than one record to report OPTIONAL: Add a message if there are any special instructions or comments. Send when finished. This will generate an OTRS Help Desk Ticket 18

19 Web Forms Broken Holds Report To Report Broken Holds, follow the instructions below. Report a Broken Hold Select the library reporting the record from the drop down menu Provide the Item, Bib, and Patron record in the spaces provided. The Item record is required, while the others are optional. OPTIONAL: Add a message if there are any special instructions or comments Send when finished. This will generate an OTRS Help Desk Ticket 19

20 Web Forms Days Closed Annual Survey Days Closed Annual Survey is the form Member Libraries will fill out when submitting their days closed. Select reporting library from the drop-down menu Provide your contact phone number Check this box if you are closed on all the major holidays listed above Check the boxes you are closed every week (if applicable) 20

21 Web Forms: Days Closed (Annual Survey continued) Add any additional dates your library will be closed. Follow the format example provided. Click Add another item to add another date(s). Click Remove to delete your entry if needed. Check this box if your library hours have changed since last year Save when finished. You can Preview your form before Saving if you like 21

22 Statistics The Statistics area provides Member Libraries with a listing of monthly and annual statistics, current and past. View Click the Statistics tab on the website Select the Year & Month from the drop-down menus. Click Apply Selection. Reset clears the selection(s) Statistic types Click a file icon to open. Both PDF and Excel files contain the same information for each statistic type Navigate through pages at the bottom of the screen to view additional months 22

23 SWAN Lists Subscribe to SWANCom and SWANCirc lists through the SWAN website. You can follow the links to fill out the online forms, or you have the option to subscribe via for both SWANCom and SWANCirc. Lists is in the drop-down menu under the Members tab. Here, you ll find information on how to subscribe to SWANcom and SWANCirc 23

24 Downloads SWAN s software downloads can be found either through the Services menu, or, the Downloads button. Here you will find relevant software information and download links for Member libraries. Software downloads is in the drop-down menu under the Services tab. Downloads link button. The Software Downloads page provides instructions and software download links for Member libraries. 24

25 Directors Information for Library Directors is provided under the Members drop down menu. Quarterly passwords can be found under Directors Area Users, Logins, while information on SWAN memberships, governance, pricing and much more can be found under Info for Directors. Only Library Directors will have access to the quarterly passwords. Info for Directors and Directors Area Users, Logins 25

26 SWAN Board Page Navigation The SWAN Board page contains a list of all Board Members, Committees, governing and legal documents. Click the Governance link as shown below. Also, there are links (shown below) that will take you to a calendar of meetings, and Board Agendas, Official Minutes, and other documents. Information on the SWAN Board, including calendar of events and documents, can be found by clicking on the main page link here entitled Governance. Meeting Schedules 26