Training Manual
v5 Serials
www.softlinkint.com
Training Manual :
March 28, 2011
www.softlinkint.com
Table of Contents
Overview of Serials processes ... 1
Creating a catalogue record ... 2
Components setup ... 3
Issue and Group Templates... 4
Subscription setup ... 8
Check-in (receiving issues) ... 12
Claims ... 15
Viewing Serials in Cataloguing > Resources ... 16
Maintaining Serials groupings ... 17
v5 Serials Training Manual 1
Overview of Serials processes
Title, ISSN, EAN, URL, subjects, publisher.
Prediction pattern and display format of expected issues and groupings of received issues.
Subscription dates, distribution lists, copy allocation for each issue received.
Issues are selected from the list of predicted issues and catalogue records are created and added to the catalogue.
Creating a catalogue record
In Cataloguing > Resources, create a catalogue record for the serial title.
Select New from the Resources function menu or use keyboard short cut
Enter details of the serial, e.g. Publisher, Subjects, ISSN, URL then click the
Alternatively, you could use Management > Import to import the MARC record obtained from another library such as Library of Congress, Te Puna or National Library of Australia.
Creating a catalogue record
, create a catalogue record for the serial title.
rces function menu or use keyboard short cut ne
Select Serial as the cataloguing template
This will activate serial-specific options for the catalogue record, e.g. Serial component, Groupings, Serial Subscriptions and Claims.
Enter the Title then click the Add button.
Click the manually add a new
record link. You could also use
Z-Cataloguing if this is included in your registration.
Enter details of the serial, e.g. Publisher, Subjects, ISSN, URL then click the Save
vely, you could use Management > Import to import the MARC record obtained from another library such as Library of Congress, Te Puna or National Library of Australia.
as the cataloguing template
specific options for the Serial component, Groupings,
button.
manually add a new
You could also use Cataloguing if this is included in your registration.
Save button.
v5 Serials 3
Components setup
Serial components define a serial’s issue descriptions (e.g. January 2007 Vol 20 No 1) and prediction publishing frequency (e.g. Monthly, weekly, etc).
There are 2 types of components – simple and compound.
Simple components have a single component, e.g. monthly magazine.
Compound components have more than 1 component, e.g. Monthly journal and weekly newsletter.
Serial components are linked to catalogue record. Click the Add Serial Component link or type the keyboard shortcut do
Enter a Descriptionof the component, e.g. Monthly issue, Weekly newsletter, Daily newspaper,
Quarterly magazine.
Issue and Group Templates
Issue Templates define how the issue description is
e.g. January 2007 could be displayed in several different ways:
January 2007 or January 07 or Jan 2007
Once an issue template has been completed, starting and end values are defined (subscription start and end dates, volume and issue values)
predicted and a prediction list produced.
The Serials Check-in process uses this prediction list as a check they are “marked off” the list, and catalogue records cr
received.
Issue descriptions may comprise a combination of volume, issue, date, season and year information / variables. These can be selected by clicking the relevant buttons, e.g. Volume with display %V. Any extra wording or punctuation can also be entered manually.
Example: January 2007 Vol 20, No.1 This includes a Month and Year (i.e. a format
The Issue Template for this example would be %DMMMM yyyy%D V
Variables buttons (Volume, Date, etc) can be used to insert variables %V, %D Issue template or they can be typed.
Formatting dates
If %D is selected by itself, the date format is dd/MM/yyyy
However, if a date is to be formatted, it must
When formatting dates, there should be no spaces directly after the first %D and immediately before the last %D.
Date formatting is case-sensitive, e.g. Years must be formatted using yy or yyyy, Months must be formatted using M or MM or MMM or MMMM.
Help text located underneath the Issue Template field provides assistance in entering information.
emplates
define how the issue description is formatted and displayed, January 2007 could be displayed in several different ways:
Jan 2007 or Jan 07.
Once an issue template has been completed, starting and end values are defined (subscription start and end dates, volume and issue values). This allows for expected issue descriptions to be predicted and a prediction list produced.
in process uses this prediction list as a check-list, i.e. as issues are received, they are “marked off” the list, and catalogue records created to record that they have been
Issue descriptions may comprise a combination of volume, issue, date, season and year hese can be selected by clicking the relevant buttons, e.g.
extra wording or punctuation can also be entered manually.
Example: January 2007 Vol 20, No.1
This includes a Month and Year (i.e. a formatted date), Volume and Issue, along with extra text.
The Issue Template for this example would be %DMMMM yyyy%D Vol %V, No. %I
Variables buttons (Volume, Date, etc) can be used to insert variables %V, %D and %I Issue template or they can be typed.
If %D is selected by itself, the date format is dd/MM/yyyy
tted, it must start and end with %D, e.g. %DMMMM yyyy
When formatting dates, there should be no spaces directly after the first %D and immediately
sensitive, e.g. Years must be formatted using yy or yyyy, Months must be formatted using M or MM or MMM or MMMM.
Help text located underneath the Issue Template field provides assistance in entering Once an issue template has been completed, starting and end values are defined (subscription
. This allows for expected issue descriptions to be
list, i.e. as issues are received, eated to record that they have been
Issue descriptions may comprise a combination of volume, issue, date, season and year hese can be selected by clicking the relevant buttons, e.g. clicking
extra wording or punctuation can also be entered manually.
ted date), Volume and Issue, along with extra text.
ol %V, No. %I
and %I into the
MMMM yyyy%D
When formatting dates, there should be no spaces directly after the first %D and immediately
v5 Serials 5
Group Templates are used for grouping received issues together, e.g. in OPAC.
For example: to group all issues received in 2007, the Group template would be %Y, i.e. all issue descriptions that include the year 2007 would be grouped together.
Clicking the Year button will display %Y; alternatively this can be typed manually.
Sample Templates
Issue Description Issue Template
January 2006 %DMMMM yyyy%D
Jan 2006 %DMMM yyyy%D
Volume 17 No 3, March 2006 Volume %V No %I, %DMMMM yyyy%D
March 2006, Vol 17 No 3 %DMMMM yyyy%D Vol %V No %I
Subscription Description Group Template
Volume 17 Volume %V
Volume 17 2006 Volume %V %Y
Issues / Volume: For issue descriptions that include volume and issue information, e.g. Volume 20 No 2, enter the number of issues that arrive before the Volume changes.
For issue descriptions that do not include volume and issue information, enter a value of 0 (zero).
Continuous : For issue descriptions that include volume and issue information, where the volume number changes, but the issue numbers continue.
Sample Issue information is entered to allow previewing of issue descriptions, to check that the Issue Template has been set correctly.
If the issue description includes Volume and Issue information, enter values into the Volume and
First Issue fields; otherwise set these fields to 0 (zero).
If the issue description includes an issue number (but not Volume), enter a value into the Issue
Enter the Date
the (Calendar)
NOTE: Issue descriptions cannot be predicted prior to this sample date, even if the Subscription date is set to an earlier date. Theref
back issues, this date should be set to reflect the start of the subscription period.
Enter the number of issues per year then click the
estimate the prediction system (pattern) to be used for the component.
The estimated Prediction System is displayed, based on the Issues per year value. adjustments can be made if required.
Date of the first sample issue in the format dd/mm/yyyy or click
(Calendar) button to select a date using a calendar.
NOTE: Issue descriptions cannot be predicted prior to this sample date, even if the Subscription date is set to an earlier date. Theref
this date should be set to reflect the start of the subscription
Enter the number of issues per year then click the GO button. This information will be used to
estimate the prediction system (pattern) to be used for the component.
is displayed, based on the Issues per year value. adjustments can be made if required.
of the first sample issue in the format dd/mm/yyyy or click
calendar.
NOTE: Issue descriptions cannot be predicted prior to this sample date, even if the Subscription date is set to an earlier date. Therefore, if receiving
this date should be set to reflect the start of the subscription
button. This information will be used to
Check Components displays the predicted issue descriptions
used for checking the Issue Template and Prediction system.
Make as many adjustments as required to
Check Components is correct. It is important that the Component setup is as correct as possible
before entering Subscription information, so that predicted issue descriptions are accurate.
Contents Pages
You can also choose to attach contents pages to issues during the Check
that the contents page can be viewed via OPAC or through Cataloguing > Resources. Contents pages can also be sent to users via the serials email notification process
> Subscription area.
If you tick the Upload Contents Page option, you will be prompted to specify the filename of the contents page during the Check-on process. The file will then be copies on the library server automatically, this making it accessible for all users.
Contents pages may be in the format of a text (.txt) file, image file (.jpg, .bmp, etc) or document file (.pdf, .tif, .doc, etc).
Selecting Upload Contents Page is set on a title
select it for the titles that you wish to attach contents pages to.
If creating your own contents pages files, e.g. by using a scanner, please be copyright implications and ensure that the resultant file is not too large (a more storage space and take longer to load in OPAC).
Click the Save button once you have finished making changes to the Component information. displays the predicted issue descriptions, as of today’s date. These are only g the Issue Template and Prediction system.
Make as many adjustments as required to the Issue Template, Prediction System
is correct. It is important that the Component setup is as correct as possible before entering Subscription information, so that predicted issue descriptions are accurate.
so choose to attach contents pages to issues during the Check-in process. This means that the contents page can be viewed via OPAC or through Cataloguing > Resources. Contents pages can also be sent to users via the serials email notification process – this is set in the Serials
If you tick the Upload Contents Page option, you will be prompted to specify the filename of the on process. The file will then be copies on the library server ly, this making it accessible for all users.
Contents pages may be in the format of a text (.txt) file, image file (.jpg, .bmp, etc) or document file (.pdf, .tif, .doc, etc).
Selecting Upload Contents Page is set on a title-by-title basis. This means select it for the titles that you wish to attach contents pages to.
If creating your own contents pages files, e.g. by using a scanner, please be
copyright implications and ensure that the resultant file is not too large (as this will take more storage space and take longer to load in OPAC).
once you have finished making changes to the Component information. . These are only
Prediction System, etc until
is correct. It is important that the Component setup is as correct as possible before entering Subscription information, so that predicted issue descriptions are accurate.
in process. This means that the contents page can be viewed via OPAC or through Cataloguing > Resources. Contents
this is set in the Serials
If you tick the Upload Contents Page option, you will be prompted to specify the filename of the on process. The file will then be copies on the library server
Contents pages may be in the format of a text (.txt) file, image file (.jpg, .bmp, etc) or
that you only
If creating your own contents pages files, e.g. by using a scanner, please be mindful of any s this will take
Subscription setup
Subscription information includes the Start and End subscription date ( descriptions), claim schedules and distribution lists.
Click the Add Subscription link or type the keyboard short
Enter the Supplier, Receiving Branch Subscription.
Enter the Start Date and End Date
determines which issues will be displayed on the Check
Dates should be entered in the format dd/mm/yyyy or click the
button to select the dates from
Leaving the End Date blank means that the subscription does not cease, i.e. i being predicted and displayed on the Check
Subscription information includes the Start and End subscription date (used for predicting issue descriptions), claim schedules and distribution lists.
or type the keyboard shortcut as
Receiving Branch and Acquisition Method, e.g.
of the subscription. This determines which issues will be displayed on the Check-in screen.
Dates should be entered in the format dd/mm/yyyy or click the
button to select the dates from the Calendar.
blank means that the subscription does not cease, i.e. issues will keep being predicted and displayed on the Check-in screen.
used for predicting issue
Enter the Quantity, i.e. the number of copies of each issue
Select the Arrival Method, e.g. POST = har
Click (tick) the Scan Barcodes checkbox if physical barcodes will be attached to serials. ticked, a system-generated barcode will be created during the
If required, enter an Alert message
E.g. “Ensure contents page is scanned before checking in each issue”.
Copy Assignment information is information that will be assigned to each issue as
during the Check-in process.
Enter the Quantity (number of copies)
Loan Category), Collection and Classification
The List field defines which copies (if any) users could be assigned to Distribution lists. If set to
None, the copy cannot be used for distribution (routing) lists. If set to OPAC, OPAC users can
subscribe to distribution lists.
Click the Add button before continuing.
If a mistake is made with the then click the Delete button.
number of copies of each issue.
, e.g. POST = hardcopy.
checkbox if physical barcodes will be attached to serials. generated barcode will be created during the Check-in process.
Alert message. This will be displayed during the Check-in process.
E.g. “Ensure contents page is scanned before checking in each issue”.
information is information that will be assigned to each issue as
(number of copies) that will be assigned the selected Branch, RLC
Classification (call number) information.
field defines which copies (if any) users could be assigned to Distribution lists. If set to be used for distribution (routing) lists. If set to OPAC, OPAC users can
button before continuing.
If a mistake is made with the Copy Assignment information, highlight the incorrect entry The copy assignment information may then be re
Distribution Lists define which Borrower Loan Categories (BLCs) are permitted t subscribe to circulation lists, contents page or email notifications, via OPAC.
Highlight the BLCs that are permitted to subscribe.
These settings are only applicable if set to OPAC
Assignment
checkbox if physical barcodes will be attached to serials. If left
un-process. As an
information is information that will be assigned to each issue as they received
RLC (Resource
field defines which copies (if any) users could be assigned to Distribution lists. If set to be used for distribution (routing) lists. If set to OPAC, OPAC users can
information, highlight the incorrect entry The copy assignment information may then be re-entered.
which Borrower are permitted to subscribe to circulation lists, contents page or email notifications, via OPAC.
that are permitted to
These settings are only applicable if List is
OPAC in the Copy
Late Processing (Claims) settings
These settings will be used when running the
If Supplier Settings is selected (ticked),
information stored against the Supplier record are used.
If Claims is selected (enabled), the serial will be included in the claims processing.
Enter the Lead Time, Grace Period
these fields if Claims is disabled for the serial.
Click the Save button once all information has been entered.
To renew a subscription, simply edit the
Payment details for subscriptions
the screen, after saving the subscription details.
Late Processing (Claims) settings
These settings will be used when running the Serials > Claims.
is selected (ticked), Lead Time, Grace Period and Claim Schedule information stored against the Supplier record are used.
is selected (enabled), the serial will be included in the claims processing.
Grace Period and Claim Schedule. There is no need to enter values in
these fields if Claims is disabled for the serial.
button once all information has been entered.
To renew a subscription, simply edit the End Date.
Payment details for subscriptions can be entered by clicking the Add Order the screen, after saving the subscription details.
Claim Schedule
is selected (enabled), the serial will be included in the claims processing.
here is no need to enter values in
v5 Serials 12
Check-in (receiving issues)
Check-in allows for issues of serials to be received, adding the information to the catalogue.
Check-in can be accessed from the Subscription record by clicking the Check-in link or by typing the keyboard shortcut ck
If Check-in is accessed via the Subscriptions tab page, the serial title is automatically selected.
Alternatively, Check-in can selected from the Serials menu or by typing the keyboard shortcut ch However, if Check-in is accessed this way, the Serial title must be specified before continuing,
Type in the first few letters of the serial title and a list of matching titles will be displayed. Click on the required title.
A list of predicted issues, based on the Component setup, is displayed.
Adding unexpected issues (e.g. supplements)
If an unexpected issue arrives (e.g. supplement or combined issue), click the Add link.
v5 Serials 13
Enter the Volume and Issue information (if applicable).
Enter the Publication Date in the formation dd/mm/yyyy
This information is used when grouping issues together in OPAC and Cataloguing > Resources.
Enter the Override (Issue Description).
NOTE: If Override is left blank, the issue description will be formatted using the Issue Template as set up in Serials > Component.
Click the Save button.
The unexpected issue is added to the list of issues that can be received.
To receive an issue, click in the Receive box next to the issue.
Click OK to continue.
If Upload Contents Page was selected in Serial > Component, you will be prompted to locate the appropriate filename of contents page.
Click the Browse button to locate the file.
Click the Apply button once you have selected the file.
The number of copies received is displayed in the
Repeat this process for any issues being received then been clicked, the Check In screen is re
If there are distribution lists to print, click the circulation lists report, serial e
controlled circulation lists.
If Save is selected instead of
retrospectively produce the required reservations / email and reports fo
lected in Serial > Component, you will be prompted to locate the appropriate filename of contents page.
button to locate the file.
button once you have selected the file.
Type or scan the barcode(s) to assign to th serial issue.
If an incorrect barcode is entered, highlight it then click the Remove button.
Click the Apply button.
The number of copies received is displayed in the Receive column.
Repeat this process for any issues being received then click the Save (or Save & Print screen is re-displayed, prompting for the next Serial title.
If there are distribution lists to print, click the Save & Print button. This will create any circulation lists report, serial email notifications and automatic reservations and loans for
is selected instead of Save & Print, the next time Save & Print is selected it will retrospectively produce the required reservations / email and reports for past issues.
lected in Serial > Component, you will be prompted to locate the
to assign to the
If an incorrect barcode is entered, highlight it
Save & Print) button has
displayed, prompting for the next Serial title.
This will create any mail notifications and automatic reservations and loans for
v5 Serials 15
A message indicating how circulation lists have been processed is displayed.
Click the Return button to return to the Check-in screen.
Claims
Claims are accessed through Serials > Claims
Select Claims from the Serials menu or type the keyboard shortcut cL
Select Run from the Claims function menu or type the keyboard shortcut ru
Click the Select box(es) to indicate which serials claims should be produced.
Click the Print or
Email / Print
button.
v5 Serials 16
Viewing Serials in Cataloguing > Resources
In Cataloguing > Resources, received issues are displayed in groups. This is based on the
Group template set up in Serials > Components.
Clicking on the Volume 57 2008 link will display all issues in that group.
The group template was Volume %V %Y where %V is the volume and %Y is the Year.
Maintaining Serials groupings
Sometimes it may be necessary to change the grouping for issues that have been received. This
can be done by clicking the Groupings
Groups are displayed across the top of the screen. A list of all received issues is displayed on the
left side of the screen. are displayed to indicate which group each issue is grouped under.
New groups can be created by clicking the screen.
If an issue needs to be moved to a different group, click the
To change a grouping, click in the required group box button once all changes have been completed.
Serials groupings
Sometimes it may be necessary to change the grouping for issues that have been received. This
Groupings button.
Groups are displayed across the top of the screen. A list of all received issues is displayed on the are displayed to indicate which group each issue is grouped under.
can be created by clicking the Add button located in the top right corner of the
If an issue needs to be moved to a different group, click the Edit button at the top of the screen.
lick in the required group box and the tick will be moved. Click the button once all changes have been completed.
Sometimes it may be necessary to change the grouping for issues that have been received. This
Groups are displayed across the top of the screen. A list of all received issues is displayed on the are displayed to indicate which group each issue is grouped under.
button located in the top right corner of the
button at the top of the screen.
v5 Serials 18
Viewing Serials in OPAC
When viewing Serial titles in OPAC, issues can be displayed via their groupings.
Click the Title link (in this example, click “Management Today”.
Click the View Serial Groups link.
Click on the grouping you require, e.g. 2011
Click on the specific issue to display availability information.
