Administration

Basic parameters

Get there: More > Administration

Important

Configure all ‘parameters’ in the order they appear.

Libraries

When setting up your Koha system you will want to add information for every library that will be sharing your system. This data is used in several areas of Koha.

  • Get there: More > Administration > Basic Parameters > Libraries

When visiting this page you are presented with a list of the libraries that have already been added to the system.

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Adding a library

To add a new library:

  • Click ‘New library’

  • The top of the form asks for some basics about the library

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    • The library code should not contain any spaces and be 10 or fewer characters. This code will be used as a unique identifier in the database.

    • The name will be displayed on the OPAC wherever the library name displays to the public and should be a name that makes sense to your patrons.

  • Next you can enter basic contact info about the branch

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    • The address and contact fields can be used to make notices custom for each library

    • The email address field is not required, but it should be filled for every library in your system

      • Important

        Be sure to enter a library email address to make sure that notices are sent to and from the right address

    • If you’d like you can enter a different ‘Reply-To’ email address. This is the email address that all replies will go to.

      • Note

        If you do not fill in this value Koha will use the address in the ReplytoDefault preference

    • If you’d like you can also enter a different ‘Return-Path’ email address. This is the email address that all bounced messages will go to.

      • Note

        If you do not fill in this value Koha will use the address in the ReturnpathDefault preference

    • If the URL field is populated then the library name will be linked in the holdings table on the OPAC

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    • The OPAC info box is for you to put information about the library that will appear in the OPAC when the library name is moused over in the holdings table

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    • IP does not have be filled in unless you plan on limiting access to your staff client to a specific IP Address

      • Important

        An IP address is required if you have enabled AutoLocation

    • If this library has a specific MARC organization code [http://www.loc.gov/marc/organizations/orgshome.html], you can enter it here. If left blank, the code entered in the MARCOrgCode preference will be used for this library.

    • If you have any notes you can put them here. These will not show in the OPAC

    • Finally, you can choose whether the library will display as an available pickup location for holds

    Note

    Of the fields listed, only ‘Library code’ and ‘Name’ are required

Editing/deleting a library

You will be unable to delete any library that has patrons or items attached to it.

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Each library will have an ‘Edit’ link to the right of it. Click this link to edit/alter details associated with the library in question.

Important

You will be unable to edit the ‘Library code’

Library groups

Library groups are used in searches to limit the search to a group of libraries (for example in a neigbourhood).

  • Get there: More > Administration > Basic Parameters > Library groups

When visiting this page you are presented with a list of the groups that have already been added to the system.

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Adding a group

Click the ‘Add Group’ button at the top of the screen

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  • Give the group a title and a description. Only the title is mandatory as it will show up in the staff client and in the OPAC. The description is only used in this page to give an idea of what the group is used for.

  • You can limit staff from seeing other groups’ patrons by checking the box next to the ‘Limit patron data access by group’ option.

    Note

    This can be overriden with the user permission view_borrower_infos_ from_any_libraries.

  • If you would like the group to show up in the library pulldown menu at the top of the OPAC (with OpacAddMastheadLibraryPulldown set to ‘Add’) and on the advanced search page you can check the ‘Use for OPAC search groups’ box.

  • If you want the group to appear in the library pulldown in the staff client advanced search, check the ‘Use for staff search groups’ box.

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Adding a library to a group

Click on the ‘Add library’ button next to the group to add a library to this group. You will be presented with a list of the libraries that are not already in the group.

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Adding a sub-group

If your system is very large, you can create sub-groups. Click on the ‘Actions’ button next to the group and select the ‘Add a sub-group’ option. Fill in the title and the description (optional) of the sub-group. The features will be inherited from the parent group.

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Deleting a group

To delete a group, click on the ‘Actions’ button next to the group and select the ‘Delete’ option.

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Item types

Koha allows you to organize your collection by item types and collection codes.

  • Get there: More > Administration > Basic parameters > Item types

Item types typically refer to the material type (book, cd, dvd, etc), but can be used in any way that works for your library.

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Adding item types

To add a new item type, simply click the ‘New item type’ button at the top of the Item types page.

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  • In the ‘Item type’ field, enter a short code for your item type (maximum of 10 characters)

  • The description is the plain text definition of the item type (for those with multiple languages installed you can translate the item type description in to all of those languages using the ‘Translate in to other languages’ link)

  • Item types and can grouped together for searching at the same time. For example you can put DVDs and Bluray in to a group called Movie and then they can be searched together. These groups are defined in the ITEMTYPECAT authorized value category.

  • You can choose to have an image associated with your item type

    • You can choose from a series of image collections

    • You can link to a remote image

    • Or you can just have no image associated with the item type

    • Important

      To have your item type images appear in the OPAC you need to set noItemTypeImages to ‘Show’

      • Get there:More > Administration > Global system preferences > Administration

  • For items that you are suppressing from the OPAC you can hide their item type from being searched in the OPAC

    Note This will not prevent those items to appear in search results, it will simply remove the item type from the advanced search form.

    If you want to completely hide items from a certain item type, let’s say that you have a professional library with books reserved for staff and you don’t want those to appear in the OPAC, use the OpacHiddenItems system preference.

  • For items that do not circulate, check the ‘Not for loan’ options

    • Items marked ‘Not for loan’ will appear in the catalog, but cannot be checked out to patrons

  • For items that you charge a rental fee for, there are two ways that rental fees can be charged to a patron by item type. A flat rental charge (process fee) or a daily rental charge.

    • For items that a library would charge a flat rental charge (process fee) for, enter the total fee you charge in the ‘Rental charge’ field. This will charge the patron on checkout (and renewal).

    • For items that a rental charge will be charged by the number of days the item is checked out for, enter the daily fee in the ‘Daily Rental Charge’ . This will be charged to the patron upon checkout - the cost per day and how many days this item can be checked out to the patron. This daily rental charge will also be applied if/when a renewal occurs

  • Each amount will charge the patron on checkout.

    • Important

      Do not enter symbols in this field, only numbers and decimal points (ex. $5.00 should be entered as 5 or 5.00)

  • You can add a default replacement cost for this type of item. If left blank, the replacement price of the item itself will be charged to the user when the item is lost.

    • Important

      Do not enter symbols in this field, only numbers and decimal points (ex. $5.00 should be entered as 5 or 5.00)

  • You can also add a processing fee that will be added to the replacement cost.

    • Important

      Do not enter symbols in this field, only numbers and decimal points (ex. $5.00 should be entered as 5 or 5.00)

  • If you would like a message or alert to appear when items of this type are checked in you can enter that in the ‘Checkin message’ box

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    • The Checkin message type can be a Message or an Alert. The only difference between these two is the styling. By default a Message is blue

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      and an Alert is yellow.

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  • Some SIP devices need you to use a SIP-specific media type instead of Koha’s item type (usually lockers and sorters need this media type), if you use a device like this you’ll want to enter the SIP media type.

  • When finished, click ‘Save changes’

    • Note

      All fields, with the exception of the ‘Item type’ will be editable from the Item types list

  • Your new item type will now appear on the list

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Editing item types

Each item type has an Edit button beside it. To edit an item simply click the ‘Edit’ link.

Important

You will not be able to edit the code you assigned as the ‘Item type’ but you will be able to edit the description for the item.

Deleting item types

Each item has a Delete button beside it. To delete an item type, simply click the ‘Delete’ link.

Important

You will not be able to delete item types that are being used by items within your system.

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Authorized values

Authorized values can be used in several areas of Koha. One reason you would add an authorized value category would be to control the values that can be entered into MARC fields by catalogers.

  • Get there: More > Administration > Basic parameters > Authorized values

Existing values

Koha installs with pre-defined values that your library is likely to use, for instance ‘Lost’.

  • Asort1

    • Used for acquisitions statistical purposes

  • Asort2

    • Used for acquisitions statistical purposes

  • BOR_NOTES

    • Values for custom patron messages that appear on the circulation screen and the OPAC. The value in the Description field should be the message text and is limited to 200 characters.

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  • Bsort1

    • Values that can be entered to fill in the patron’s sort 1 field

  • Bsort2

    • Values that can be entered to fill in the patron’s sort 2 field

  • CCODE

    • Collection codes (appears when cataloging and working with items)

  • CONTROL_NUM_SEQUENCE

    • Used to generate control numbers in the advanced cataloguing editor. Enter a string ending with a number as the authorized value and use the description to describe the type of number. For example: ‘sprLib0001’ ‘Springfield library’. In the advanced editor this will activate a new widget that will allow you to choose the type of number and generate the next number in the sequence.

  • COUNTRY

    • Used in UNIMARC 102 $a

  • DAMAGED

    • Descriptions for items marked as damaged (appears when cataloging and working with items)

  • DEPARTMENT

    • Departments are required by and will be used in the Course Reserves module

  • ETAT

    • Used in French UNIMARC installations in field 995 $o to identify item status. Similar to NOT_LOAN

  • HINGS_AS

    • General holdings: acquisition status designator :: This data element specifies acquisition status for the unit at the time of the holdings report.

  • HINGS_C

    • General holdings: completeness designator

  • HINGS_PF

    • Physical form designators

  • HINGS_RD

    • General holdings: retention designator :: This data element specifies the retention policy for the unit at the time of the holdings report.

  • HINGS_UT

    • General holdings: type of unit designator

  • HSBND_FREQ

    • Frequencies used by the housebound module. They are displayed on the housebound tab in the patron account in staff.

  • ITEMTYPECAT

    • Allows multiple Item types to be searched in a category. Categories can be entered into the Authorized value ITEMTYPECAT. To combine Item types to this category, enter this Search category to any Item types.

      For example, an ITEMTYPECAT could be NEW, then in the Item type for NEW BOOKS NEW DVDS, etc the search category could be added NEW. This is helpful when a patron chooses the Search category of NEW, they could get Koha to search multiple Item types with a single search.

  • LANG

    • ISO 639-2 standard language codes

  • LOC

    Shelving location (usually appears when adding or editing an item). LOC maps to items.location in the Koha database.

    • CART

      Is the shelving cart location, used by InProcessingToShelvingCart and ReturnToShelvingCart

    • PROC

      The location to be used for NewItemsDefaultLocation (change description as desired), also the location expected by InProcessingToShelvingCart.

  • LOST

    • Descriptions for the items marked as lost (appears when adding or editing an item)

    • Important

      Values given to lost statuses should be numeric and not alphabetical in order for statuses to appear properly

  • MANUAL_INV

    • Values for manual invoicing types

    • Important

      The value set as the Authorized value for the MANUAL_INV authorized value category will appear as the Description and the Authorized value description will be used as the amount. Enter monetary amounts in the description without currency symbols.

  • OPAC_SUG

    • A list of reasons displayed in the suggestion form on the OPAC.

  • NOT_LOAN

    • Reasons why a title is not for loan

    • Important

      Values given to lost statuses should be numeric and not alphabetical in order for statuses to appear properly

    • Note

      Negative number values will still allow holds (use for on order statuses for example) where as positive numbers will not allow holds or checkouts. A value of 0 means ‘for loan’.

  • ORDER_CANCELLATION_REASON

    • Reasons why an order might have been cancelled

  • PAYMENT_TYPE

    • Populates a dropdown list of custom payment types when paying fines

  • qualif

    • Function codes (author, editor, collaborator, etc.) used in UNIMARC 7XX $4 (French)

  • RELTERMS

    • French terms of relations

  • REPORT_GROUP

    • A way to sort and filter your reports, the default values in this category include the Koha modules (Accounts, Acquitisions, Catalog, Circulation, Patrons)

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  • REPORT_SUBGROUP

    • Can be used to further sort and filter your reports. This category is empty by default. Values here need to include the authorized value code from REPORT_GROUP in the Description (OPAC) field to link the subgroup to the appropriate group.

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  • RESTRICTED

    • Restricted status of an item

  • ROADTYPE

    • Road types to be used in patron addresses

  • SIP_MEDIA_TYPE

    • Used when creating or editing an item type to assign a SIP specific media type for devices like lockers and sorters.

  • SUGGEST

    • List of patron suggestion reject or accept reasons (appears when managing suggestions)

  • SUGGEST_FORMAT

    • List of Item types to display in a drop down menu on the Purchase suggestion form on the OPAC. When creating the authorized values for SUGGEST_FORMAT, enter a description into this form so it is visible on the OPAC to patrons.

  • SUGGEST_STATUS

    • A list of additional custom status values for suggestions that can be used in addition to the default values.

  • STACK

    • Shelving control number

  • TERM

    • Terms to be used in Course Reserves module. Enter Terms that will show in the drop down menu when setting up a Course reserve. (For example: Spring, Summer, Winter, Fall).

  • WITHDRAWN

    • Description of a withdrawn item (appears when adding or editing an item)

  • YES_NO

    • A generic authorized value field that can be used anywhere you need a simple yes/no pull down menu.

Add new authorized value category

In addition to the existing categories that come by default with Koha, librarians can add their own authorized value categories to control data that is entered into the system. To add a new category:

  • Click ‘New category’

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  • Limit your Category to 10 characters (something short to make it clear what the category is for)

    • Important

      Category cannot have spaces or special characters other than underscores and hyphens in it.

  • When adding a new category you’re asked to create at least one authorized value

    • Enter a code for your Authorized value into the ‘Authorized value’ field

      • Important

        Authorized value is limited to 80 characters and cannot have spaces or special characters other than underscores and hyphens in it.

    • Use the Description field for the actual value that will be displayed. If you want something different to show in the OPAC, enter a ‘Description (OPAC)’

    • If you would like to limit this authorized value category to only specific libraries you can choose them from the ‘Branches limitation’ menu. To have it show for all libraries just choose ‘All branches’ at the top of the list.

    • If you have StaffAuthorisedValueImages and/or AuthorisedValueImages set to show images for authorized values you can choose the image under ‘Choose an icon’

  • Click ‘Save’

  • Your new category and value will appear on the list of Authorized values

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Add new authorized value

New authorized values can be added to any existing or new category. To add a value:

  • Click ‘New authorized value for …’

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  • Enter a code for your authorized value into the ‘Authorized value’ field

    • Important

      Authorized value is limited to 80 characters and cannot have spaces or special characters other than underscores and hyphens in it.

  • Use the Description field for the actual value that will be displayed. If you want something different to show in the OPAC, enter a ‘Description (OPAC)’

  • If you would like to limit this authorized value category to only specific libraries you can choose them from the ‘Branches limitation’ menu. To have it show for all libraries just choose ‘All branches’ at the top of the list.

  • If you have StaffAuthorisedValueImages and/or AuthorisedValueImages set to show images for authorized values you can choose the image under ‘Choose an icon’

  • Click ‘Save’

  • The new value will appear in the list along with existing values

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Patrons and circulation

Settings for controlling circulation and patron information.

Patron categories

Patron categories allow you to organize your patrons into different roles, age groups, and patron types.

  • Get there: More > Administration > Patrons and circulation > Patron categories

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Patrons are assigned to one of six main categories:

  • Adult

    • Most common patron type, usually used for a general ‘Patron’ category.

  • Child

    • Children patrons can have a guardian to be attached to them.

  • Staff

    • Librarians (and library workers) should be assigned the staff category so that you can set their permissions and give them access to the staff client.

  • Organizational

    • Organizational patrons are organizations. Organizations can be used as guarantors for Professional patrons.

  • Professional

    • Professional patrons can be linked to Organizational patrons

  • Statistical

    • This patron type is used strictly for statistical purposes, such as in house use of items.

Adding a patron category

To add a new patron category click ‘New category’ at the top of the page

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  • The ‘Category code’ is an identifier for your new code.

    • Important

      The category code is limited to 10 characters (numbers and letters) and must be unique.

    • Important

      This field is required in order to save your patron category. If left blank you will be presented with an error.

  • Enter a plain text version of the category in the ‘Description’ field.

    • Important

      This field is required in order to save your patron category. If left blank you will be presented with an error.

  • Enrollment period (in months) should be filled in if you have a limited enrollment period for your patrons (eg. Student cards expire after 9 months), otherwise, you can choose a date when the cards will expire (until date)

    • Important

      You cannot enter both a month limit and a date until. Choose to enter either one or the other.

    • Important

      This field is required in order to save your patron category. If left blank you will be presented with an error.

  • Some patron categories can have a minimum age (in years) requirement associated with them, enter this age in the ‘Age required’

  • Patron categories can also have a maximum age (in years) associated with them (such as children), enter this age in the ‘Upperage limit’

  • If you charge a membership fee for your patrons (such as those who live in another region) you can enter that in the ‘Enrollment fee’ field.

    • Important

      Only enter numbers and decimals in this field

    • Note

      Depending on your value for the FeeOnChangePatronCategory preference this fee will be charged on patron renewal as well as when they are first enrolled.

  • If you want your patron to receive overdue notices, set the ‘Overdue notice required’ to ‘Yes’. This will enable you to set the overdue notice triggers in the Tools module.

  • You can decide on a patron category basis if lost items are shown in the staff client by making a choice from the ‘Lost items in staff client’ pull down

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    • Important

      Note that this is only applicable in the staff client, so changing this value on patron categories who do not have access to the staff client won’t make any difference

  • If you charge patrons for placing holds on items, enter the fee amount in the ‘Hold fee’ field.

    • Important

      Only enter numbers and decimals in this field

  • In the ‘Category type’ field choose one of the six main parent categories

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    • Important

      This field is required in order to save your patron category. If left blank you will be presented with an error.

  • The Branch limitations let you limit this patron category to only some branches in your library system. Select ‘All branches’ if you would like any library to be able to use this category.

  • You can decide whether patrons of this category are allowed to reset their password through the OPAC’s ‘Forgotten password’ function. By default, it will follow the rule set in the OpacResetPassword system preference.

  • You can decide whether patrons of this category are allowed to change their password through the OPAC. By default, it will follow the rule set in the OpacPasswordChange system preference.

  • You can decide if this patron category is blocked from performing actions in the OPAC if their card is expired using the next option. By default it will follow the rule set in the BlockExpiredPatronOpacActions preference

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  • Next you can choose the default privacy settings for this patron category. This setting can be edited by the patron via the OPAC if you allow it with the OPACPrivacy system preference.

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  • You can set the preference for checking the patron’s circulation history when checking out an item. This option will only be available if the CheckPrevCheckout system preference is set to ‘Unless overridden by patron category, do’ or ‘Unless overridden by patron category, do not’. This setting can be overridden on a per-patron basis in their individual file.

  • Finally you can assign advanced messaging preferences by default to a patron category

    • Important

      Requires that you have EnhancedMessagingPreferences enabled

    • These defaults will be applied to new patrons that are added to the system. They will not edit the preferences of the existing patrons. Also, these can be changed for individual patrons, this setting is just a default to make it easier to set up messages for an entire category.

      • Note

        After setting the default for the patron category you can force those changes to all existing patrons by running the borrowers-force-messaging-defaults script found in the misc/maintenance folder. Ask your system administrator for assistance with this script.

Circulation and fines rules

These rules define how your items are circulated, how/when fines are calculated and how holds are handled.

  • Get there: More > Administration > Patrons and circulation > Circulation and fines rules

The rules are applied from most specific to less specific, using the first found in this order:

  • same library, same patron category, same item type

  • same library, same patron category, all item types

  • same library, all patron categories, same item type

  • same library, all patron categories, all item types

  • default (all libraries), same patron category, same item type

  • default (all libraries), same patron category, all item types

  • default (all libraries), all patron categories, same item type

  • default (all libraries), all patron categories, all item types

The CircControl and HomeOrHoldingBranch also come in to play when figuring out which circulation rule to follow.

  • If CircControl is set to “the library you are logged in at” circulation rules will be selected based on the library you are logged in at

  • If CircControl is set to “the library the patron is from” circulation rules will be selected based on the patron’s library

  • If CircControl is set to “the library the item is from” circulation rules will be selected based on the item’s library where HomeOrHoldingBranch chooses if item’s home library is used or holding library is used.

  • If IndependentBranches is set to ‘Prevent’ then the value of HomeOrHoldingBranch is used in figuring out if the item can be checked out. If the item’s home library does not match the logged in library, the item cannot be checked out unless you are a superlibrarian.

    Important

    At the very least you will need to set a default circulation rule. This rule should be set for all item types, all libraries and all patron categories. That will catch all instances that do not match a specific rule. When checking out if you do not have a rule for all libraries, all item types and all patron categories then you may see patrons getting blocked from placing holds.

Defining circulation rules

Using the issuing rules matrix you can define rules that depend on patron category/item type combos. To set your rules, choose a library from the pull down (or ‘Standard rules for all libraries’ if you want to apply these rules to all branches):

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From the matrix you can choose any combination of patron categories and item types to apply the rules to

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  • First choose which patron category you’d like the rule to be applied to. If you leave this to ‘All’ it will apply to all patron categories

  • Choose the item type you would like this rule to apply to. If you leave this to ‘All’ it will apply to all item types

  • Add notes about your circulation rule into the notes field. This can be helpful to remember why and when something was last changed.

  • Limit the number of items a patron can have checked out at the same time by entering a number in the ‘Current checkouts allowed’ field.

  • If you’re allowing OnSiteCheckouts then you may also want to set a limit on the number of items patron’s can have onsite.

  • Define the period of time an item can be checked out to a patron by entering the number of units (days or hours) in the ‘Loan period’ box.

  • Choose which unit of time, days or hours, that the loan period and fines will be calculated in in the ‘Unit’ column

  • You can also define a hard due date for a specific patron category and item type. The hard due date offers three options:

    • Exactly on: The due date of any item checked out with this rule will be set to the hard due date.

    • Before: Koha will calculate the normal loan period. If the calculated due date would be after or on the hard due date, the hard due date will be used instead.

    • After: Koha will calculate the normal loan period. If the calculated due date would be before the hard due date, the hard due date will be used instead.

  • ‘Fine amount’ should have the amount you would like to charge for overdue items.

    • Important

      Enter only numbers and decimal points (no currency symbols).

  • Enter the ‘Fine charging interval’ in the unit you set (ex. charge fines every 1 day, or every 2 hours). The finesCalendar system preference controls wether the days the library is closed will be taken into account or not.

  • ‘When to charge’ is most handy in libraries that have a fine charging interval of more than 1 day.

    • End of interval: Given a grace period of 2 days and a fine interval of 7 days, the first fine will appear 7 days after the due date, it will always take one fine interval (7 days), before the first fine is charged.

    • Start of interval: Given a grace period of 2 days and a fine interval of 7 days, the first fine will appear 2 days after the due date and the second fine 7 days after the due date.

  • The ‘Fine grace period’ is the period of time an item can be overdue before you start charging fines. The FinesIncludeGracePeriod system preference controls if the grace period will be included when calculating the fine or not.

    • Important

      This can only be set for the Day unit, not in Hours

  • The ‘Overdue fines cap’ is the maximum fine per item for this patron and item type combination.

    • Important

      If this field is left blank then Koha will not put a limit on the fines this item will accrue. A maximum fine amount can be set using the MaxFine system preference.

  • If you would like to prevent overcharging patrons for a lost items, you can check the box under ‘Cap fine at replacement price.’ This will prevent the patron’s fines from going above the replacement price on the item.

    • Note

      If the ‘Overdue fines cap’ is also set, the fine will be the lesser of the two, if both apply to the given overdue checkout.

  • If your library ‘fines’ patrons by suspending their account you can enter the number of days their fine should be suspended in the ‘Suspension in days’ field.

    • Important

      This can only be set for the Day unit, not in Hours-

  • You can also define the maximum number of days a patron will be suspended in the ‘Max suspension duration’ setting-

  • Next decide if the patron can renew this item type and if so, enter how many times they can renew it in the ‘Renewals allowed’ box.

  • If you’re allowing renewals you can control how long the renewal loan period will be (in the units you have chosen) in the ‘Renewal period’ box.

  • If you’re allowing renewals you can control how soon before the due date patrons can renew their materials with the ‘No renewals before’ box.

    • Items can be renewed at any time if this value is left blank. Otherwise items can only be renewed if the item is due after the number in units (days/hours) entered in this box.

    • To control this value on a more granular level please set the NoRenewalBeforePrecision preference.

  • You can enable automatic renewals for certain items/patrons if you’d like. This will renew automatically following your circulation rules unless there is a hold on the item.

    • Important

      You will need to enable the automatic renewal cron job for this to work.

    • Important

      This feature needs to have the “no renewal before” column filled in or it will auto renew everyday after the due date.

  • If you are using automatic renewals, you can use the ‘No automatic renewals after’ to limit the time a patron can have the item independent: Example: Don’t allow automatic renewals after a checkout period of 80 days.

  • Similar to the hard due date setting, you can also stop automatic renwals after a specific date using the ‘No automatic renwal after (hard limit)’ setting.

  • If the patron can place holds on this item type, enter the total numbers of items (of this type) that can be put on hold in the ‘Holds allowed’ field.

  • You can also set a daily limit on the number of holds a patron can place.

  • While the two settings before limit the holds that can be placed across various records, the next setting is used to limit the number of holds that can be placed on one record at the same time. Example: For fiction books you might want to allow only one item to be placed on hold at the same time by the same user. But for serials where items represent different issues more than one hold at the same time is fine.

  • Next you can decide how the availability of items influences the ability to place a hold. The ‘On shelf holds allowed’ option has three settings:

    • Yes: This will allow to place holds on items at all times. It doesn’t matter if they are available or checked out.

    • If any unavailable: This will allow to place a hold as soon as one or more items of the record are checked out. It doesn’t matter if there are still one or more items available on the shelf.

    • If all unavailable: This will allow to place a hold as soon as all items on the record are checked out that could fill the hold. This is especially useful for libraries that don’t offer the service of getting items placed on hold off the shelf for patrons.

  • You can also decide if patrons are allowed to place item specific holds on the item type in question. The options are:

    • Allow: Will allow patrons the option to choose next available or a specific item.

    • Don’t allow: Will only allow patrons to choose next available item.

    • Force: Will only allow patrons to choose a specific item.

  • If you want to allow patrons to be able to place article requests, you

    • Important

      If you want to use the article request functionality you need to enable it using the ArticleRequests system preference and configure the form using the other related preferences.

  • Finally, if you charge a rental fee for the item type and want to give a specific patron type a discount on that fee, enter the percentage discount (without the % symbol) in the ‘Rental discount’ field

When finished, click ‘Save’ to save your changes. To modify a rule, simply click the ‘Edit’ link at the beginning or at the end of the row and edit the values that appear filled in at the bottom of the form.

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If you would like to delete your rule, click the ‘Delete’ link at the beginning or at the end of the rule row.

To save time you can clone rules from one library to another by choosing the clone option above the rules matrix. Please note that this will overwrite all rules already configured for that library.

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After choosing to clone you will be presented with a confirmation message.

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Default checkout, hold, and return policy

You can set a default maximum number of checkouts, a default maximum number of holds and a hold policy that will be used if none is defined below for a particular item type or category. This is the fall back rule for defaults.

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From this menu you can set a default to apply to all item types and patrons in the library if no other option is set in the forms below.

  • In ‘Total current checkouts allowed’ enter the total number of items patrons can have checked out at one time

  • In ‘Total current on-site checkouts allowed’ enter the total number of items patrons can have checked out on site at a time (OnSiteCheckouts needs to be set to ‘Enable’)

  • In ‘Maximum total holds allowed (count)’ enter the total number of pending holds patrons can have at the same time.

  • Control where patrons can place holds from using the ‘Hold Policy’ menu

    • From Any Library: Patrons from any library may put this item on hold. (default if none is defined)

    • From Home Library: Only patrons from the item’s home library may put this book on hold.

    • No Holds Allowed: No patron may put this book on hold.

  • Control if there is a limit to filling a hold based on the item’s library

    • any library

    • item’s home library

    • item’s holding library

    • Note

      The patron’s home library should not affect whether a patron can place the hold, instead the hold will only be fillable when an item matching the pickup location becomes available.

  • Control where the item returns to once it is checked in

    • Item returns home

    • Item returns to issuing branch

    • Item floats

      • When an item floats it stays where it was checked in and does not ever return ‘home’

  • Once your policy is set, you can unset it by clicking the ‘Unset’ link to the right of the rule

Default checkout and hold policy by patron cateogry

For this library, you can specify the maximum number of checkouts, on-site checkouts and holds that a patron of a given category can have, regardless of the item type.

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Note

If the total amount of checkouts, on-site checkout and holds for a given patron category is left blank, no limit applies, except possibly for a limit you define in the circulation rules above.

For example, if you have a rule in the matrix that says Board patrons are allowed 10 books and 5 DVDs but you want to make it so that Board patrons only have a total of 12 things checked out at once. If you enter 12 here and the patron has 10 books out already they will only be allowed 2 DVDs to equal the 12 total they’re allowed.

Default lost item fee refund on return policy

Here, you can specify the default policy for lost item fees on return. This policy will apply to this library. This rule is to be used with the RefundLostOnReturnControl system preference.

Default holds policy by item type

For this library, you can edit hold and return policies for a given item type, regardless of the patron’s category.

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The various hold policies have the following effects:

  • From any library: Patrons from any library may put this item on hold. (default if none is defined)

  • From home library: Only patrons from the item’s home library may put this book on hold.

  • No holds allowed: No patron may put this book on hold.

    Important

    Note that if the system preference AllowHoldPolicyOverride set to ‘allow’, these policies can be overridden by your circulation staff.

    Important

    These policies are based on the patron’s home branch, not the branch that the reserving staff member is from.

Control if there is a limit to filling a hold based on the item’s library

  • any library

  • item’s home library

  • item’s holding library

  • Note

    The patron’s home library should not affect whether a patron can place the hold, instead the hold will only be fillable when an item matching the pickup location becomes available.

The various return policies have the following effects:

  • Item returns home: The item will prompt the librarian to transfer the item to its home library

    • Important

      If the AutomaticItemReturn preference is set to automatically transfer the items home, then a prompt will not appear

  • Item returns to issuing branch: The item will prompt the librarian to transfer the item back to the library where it was checked out

    • Important

      If the AutomaticItemReturn preference is set to automatically transfer the items home, then a prompt will not appear

  • Item floats: The item will not be transferred from the branch it was checked in at, instead it will remain there until transferred manually or checked in at another branch

For example you might allow holds at your libraries but not what New items or DVDs to be placed on hold by other branches so you can set the ‘Hold policy’ to ‘From home library’ so that those items can only be placed on hold if the items’ owning library and the patron’s home library are the same. You can also block holds completely on specific item types from this form. This is also how you can set up floating item types and types that remain with their home library.

Patron attribute types

Patron attributes can be used to define custom fields to associate with your patron records. In order to enable the use of custom fields you need to set the ExtendedPatronAttributes system preference.

  • Get there: More > Administration > Patrons and circulation > Patron attribute types

A common use for this field would be for a student ID number or a Driver’s license number.

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Adding patron attributes

To add a new patron attribute type, click the ‘New patron attribute type’ button at the top of the page

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  • In the ‘Patron attribute type code’, enter a short code to identify this field

    • Important

      This field is limited to 10 characters (numbers and letters only)

    • Important

      This setting cannot be changed after an attribute is defined

  • In the ‘Description’ field, enter a longer (plain text) explanation of what this field will contain

  • Check the box next to ‘Repeatable’ to let a patron record have multiple values of this attribute.

    • Important

      This setting cannot be changed after an attribute is defined

  • If ‘Unique identifier’ is checked, the attribute will be a unique identifier which means, if a value is given to a patron record, the same value cannot be given to a different record.

    • Unique attributes can be used as match points on the patron import tool

    • Important

      This setting cannot be changed after an attribute is defined

  • Check ‘Allow password’ to make it possible to associate a password with this attribute.

  • Check ‘Display in OPAC’ to display this attribute on a patron’s details page in the OPAC.

  • Check ‘Searchable’ to make this attribute searchable in the staff patron search.

  • Check ‘Display in check-out’ to make this attribute visible in the patron’s short detail display on the left of the checkout screen and other patron pages

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  • Authorized value category; if one is selected, the patron record input page will only allow values to be chosen from the authorized value list.

    • You will first need to add an authorized value list for it to appear in this menu

    • Important

      an authorized value list is not enforced during batch patron import.

  • If you would like this attribute to only be used by specific branches you can choose those branches from the ‘Branches limitation’ list. Choose ‘All branches’ to show it for all libraries.

    • Important

      Note that items with locations already set on them will not be altered. The branch limitation only limits the choosing of an authorized value based on the home branch of the current staff login. All authorized values for item records (LOC, LOST, CCODE, etc) will show in the OPAC for all patrons.

  • If you’d like to only show this attribute on patrons of one type choose that patron type from the ‘Category’ pull down

  • If you have a lot of attributes it might be handy to group them so that you can easily find them for editing. If you create an Authorized value for PA_CLASS it will show in the ‘Class’ pull down and you can then change your attributes page to have sections of attributes

    image167

  • Click Save to save your new attribute

Once added your attribute will appear on the list of attributes and also on the patron record add/edit form

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If you have set up classes for organizing attributes they will appear that way on the add/edit patron form

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Editing/deleting patron attributes

Each patron attribute has an edit and a delete link beside it on the list of attributes.

Some fields in the attribute will not be editable once created:

  • Patron attribute type code

  • Repeatable

  • Unique identifier

You will be unable to delete an attribute if it’s in use.

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Library transfer limits

Limit the ability to transfer items between libraries based on the library sending, the library receiving, and the collection code involved.

  • Get there: More > Administration > Patrons and circulation > Library transfer limits

These rules only go into effect if the preference UseBranchTransferLimits is set to ‘enforce’.

Before you begin you will want to choose which library you are setting these limits for.

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Transfer limits are set based on the collections codes you have applied via the Authorized value administration area.

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Collection codes will appear as tabs above the checkboxes:

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Check the boxes for the libraries that you accept checkins from for the item type you have selected at the top (in the example below - FIC)

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In the above example, Centerville library will allow patrons to return items from all libraries except Liberty and Franklin to their branch.

Transport cost matrix

The transport cost matrix lets a library system define relative costs to transport books to one another. In order for the system to use this matrix you must first set the UseTransportCostMatrix preference to ‘Use’.

Important

The transport cost matrix takes precedence in controlling where holds are filled from, if the matrix is not used then Koha checks the StaticHoldsQueueWeight.

Costs are decimal values between some arbitrary maximum value (e.g. 1 or 100) and 0 which is the minimum (no) cost. For example, you could just use the distance between each library in miles as your ‘cost’, if that would accurately reflect the cost of transferring them. Perhaps post offices would be a better measure. Libraries sharing a post office would have a cost of 1, adjacent post offices would have a cost of 2, etc.

To enter transport costs simply click in the cell you would like to alter, uncheck the ‘Disable’ box and enter your ‘cost’

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After entering in your cost, hit ‘Enter’ on your keyboard or click the ‘Save’ button at the bottom of the matrix to save your changes.

Note

A NULL value will make no difference where the From and To libraries are the same library. However, as a best practice, you should put a 0 in there. For all other To/From combinations, a NULL value will cause that relationship to act as if it has been disabled. So, in summary, don’t leave any of the values empty. It’s best to always put a number in there ( even if you choose to disable that given To/From option ).

Item circulation alerts

Libraries can decide if they want to have patrons automatically notified of circulation events (check ins and check outs).

  • Get there: More > Administration > Patrons and circulation > Item circulation alerts

These preferences are set based on patron types and item types.

Important

These preference can be overridden by changes in the individual patron’s messaging preferences.

To set up circulation alerts:

  • Choose your library from the pull down at the top of the screen

    image176

    • To set preferences for all libraries, keep the menu set to ‘Default’

  • By default all item types and all patrons are notified of check ins and check outs. To change this, click on the item/patron type combo that you would like to stop notices for.

    image177

    • In the above example, Juveniles and Kids will not receive check out notices.

Cities and towns

To standardize patron input you can define cities or towns within your region so that when new patrons are added librarians simply have to select the town from a list instead of having to type the town and zip (or postal) code information.

  • Get there: More > Administration > Patrons and circulation > Cities and towns

Adding a city

To add a new city, click the ‘New city’ button at the top of the page and enter the city name, state, zip/postal code and country.

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One you click Submit, your city will be saved and will be listed on the Cities and towns page

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Cities can be edited or deleted at any time.

Viewing cities on patron add form

If you have defined local cities using the ‘New city’ form, then when adding or editing a patron record you will see those cities in a pull down menu to make city selection easy.

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This will allow for easy entry of local cities into the patron record without risking the potential for typos or mistaken zip/postal codes.

Catalog administration

Set these controls before you start cataloging on your Koha system.

  • Get there: More > Administration > Catalog

MARC bibliographic frameworks

Think of frameworks as templates for creating new bibliographic records. Koha comes with some predefined frameworks that can be edited or deleted, and librarians can create their own frameworks for content specific to their libraries.

  • Get there: More > Administration > Catalog > MARC bibliographic frameworks

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Important

Do not delete or edit the Default framework since this will cause problems with your cataloging records - always create a new template based on the Default framework, or alter the other frameworks.

Add new framework

To add a new framework

  • Click ‘New framework’

    image183

    • Enter a code of 4 or fewer characters

    • Use the Description field to enter a more detailed definition of your framework

  • Click ‘Submit’

  • Once your framework is added click Actions then ‘MARC structure’ to the right of it on the list of frameworks

    image184

    • You will be asked to choose a framework to base your new framework on, this will make it easier than starting from scratch

  • Once your framework appears on the screen you can edit or delete each field by following the instructions for editing fields and subfields

Edit existing frameworks

Clicking Actions and then ‘Edit’ to the right of a framework will only allow you to edit the description for the framework:

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To make edits to the fields and subfields associated with the framework you must first click ‘MARC Structure’ and then follow the instructions for editing fields and subfields

Add fields to frameworks

If a framework doesn’t contain a field that you require you may need to add it. To add a field to a framework click the ‘New tag’ button at the top of the framework definition

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This will open up a blank form for entering MARC field data

image187

Enter the information about your new tag:

  • The ‘Tag’ is the MARC field number

  • The ‘Label for lib’ is the text that will appear in the staff client when in the cataloging module

  • The ‘Label for OPAC’ is the text that will appear in the OPAC when viewing the MARC version of the record

  • If this field can be repeated, check the ‘Repeatable’ box

  • If this field is mandatory, check the ‘Mandatory’ box

  • If you want this field to be a pull down with limited possible answers, choose which ‘Authorized value’ list you want to use

When you’re finished, click ‘Save changes’ and your new tag will be displayed in the framework field list

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To the right of the new field is a link to Actions and then ‘Subfields’, you will need to add subfields before this tag will appear in your MARC editor. The process of entering the settings for the new subfield is the same as those found in the editing fields and subfields in frameworks section of this manual

Edit framework fields and subfields

Frameworks are made up of MARC fields (tags) and subfields. To make edits to a MARC field click on Actions then ‘Edit’ to the right of the field

image189

  • Each field has a tag (which is the MARC tag) that is uneditable

    • The ‘Label for lib’ is what will show in the staff client if you have advancedMARCeditor set to display labels

    • The ‘Label for OPAC’ is what will show on the MARC view in the OPAC

    • If you check ‘Repeatable’ then the field will have an icon next to it allowing you to add multiples of that tag

    • If you check ‘Mandatory’ the record cannot be saved unless you have a value assigned to tag. A ‘Required’ flag will display as a prompt

    • If you add default values for indicators here these will be pre-filled to save time when cataloguing but can still be edited if required

    • ‘Authorized value’ is where you define an authorized value pull down list for your catalogers

To edit the subfields associated with the tag, click Actions then ‘Subfields’ to the right of the tag on the framework field list. Each subfield has its own tab which contains three sections - Basic constraints, Advanced constraints and Other options.

  • For each subfield you can set the following basic constraint values

    image190

    • Subfield code (this wouldn’t usually be changed)

      • The MARC subfield code

    • Text for librarian

      • what appears before the subfield in the librarian interface

    • Text for OPAC

      • what appears before the field in the OPAC

        • If left empty, the text for librarian is used instead

    • Repeatable

      • the field will have an icon next to it allowing you to add multiples of the subfield

    • Mandatory

      • the record cannot be saved unless you have a value assigned to this subfield. A ‘Required’ flag will display as a prompt

    • Managed in tab

      • defines the tab where the subfield is shown. All subfields of a given field must be in the same tab or ignored. Ignore means that the subfield is not managed.

  • For each subfield you can set the following advanced constraint values

    image191

    • Default value

      • defines what you want to appear in the field by default, this will be editable, but it saves time if you use the same note over and over or the same value in a field often.

      • Note

        If you would like a field to fill in with today’s date you can use the YYYY MM DD syntax in the ‘Default value’. For example: a default of “Year:YYYY Month:MM Day:DD” (without quotes) will print as “Year:2015 Month:11 Day:30”

    • Visibility

      • allows you to select from where this subfield is visible/hidden, simply check the boxes where you would like the field to show and uncheck the boxes where you would like it hidden.

      • Note

        The Editor tickbox controls whether this subfield will display within cataloguing editor for this framework. If you tick Collapsed the subfield will be hidden in the editor but will be displayed if the field label is clicked to expand all subfields

        image192

    • Is a URL

      • if checked, it means that the subfield is a URL and can be clicked

    • Link

      • If you enter a field/subfield here (200b), a link appears after the subfield in the MARC Detail view. This view is present only in the staff client, not the OPAC. If the librarian clicks on the link, a search is done on the database for the field/subfield with the same value. This can be used for 2 main topics :

        • on a field like author (200f in UNIMARC), put 200f here, you will be able to see all bib records with the same author.

        • on a field that is a link (4xx) to reach another bib record. For example, put 011a in 464$x, will find the serials that are with this ISSN.

      • Warning

        This value should not change after data has been added to your catalog. If you need to change this value you must ask your system administrator to run misc/batchRebuildBiblioTables.pl.

    • Koha link

      • Koha is multi-MARC compliant. So, it does not know what the 245$a means, neither what 200$f (those 2 fields being both the title in MARC21 and UNIMARC). So, in this list you can “map” a MARC subfield to its meaning. Koha constantly maintains consistency between a subfield and its meaning. When the user wants to search on “title”, this link is used to find what is searched (245 if you’re MARC21, 200 if you’re UNIMARC).

  • For each subfield you can set the following Other option values

    image193

    • Authorized value

      • means the value cannot by typed, but must be chosen from a pull down generated by the authorized value list

      • In the example above, the 504a field will show the MARC504 authorized values when cataloging

        image194

    • Thesaurus

      • means that the value is not free text, but must be searched in the authority/thesaurus of the selected category

    • Plugin

      • means the value is calculated or managed by a plugin. Plugins can do almost anything.

      • Examples:

        • For call numbers there is an option to add a call number browser next to the the call number subfield so that you can identify which call numbers are in use and which are not. Simply choose the cn_browser.pl plugin. Learn more in the cataloging section of this manual.

        • If you’d like to let file uploads via cataloging you can choose the upload.pl plugin and this will allow you to upload files to Koha to link to your records.

        • In UNIMARC there are plugins for every 1xx fields that are coded fields. The plugin is a huge help for cataloger! There are also two plugins (unimarc_plugin_210c and unimarc_plugin_225a that can “magically” find the editor from an ISBN, and the collection list for the editor)

  • To save your changes simply click the ‘Save changes’.

Import/export frameworks

Next to each framework is a link to either import or export the framework.

Export framework

To export a framework simply click the ‘Export’ link to the right of framework title.

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When you click ‘Export’ you will be prompted to choose what format to export the file in.

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A framework exported this way can be imported into any other Koha installation using the import framework option.

Import framework

An easy way to create a new framework is to import one created for your or another Koha installation. This framework would need to be exported from the other system using the instructions above to be available for import here.

To import a framework you first need to create a new framework. Once you have that framework, click Actions then ‘Import’ to the right of the new framework.

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You will be prompted to find a file on your computer to import into the framework.

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You will be asked to confirm your actions before the file is imported.

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As your file is uploaded you will see an image that will confirm that the system is working.

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Once your import is complete you will be brought to the framework edit tool where you can make any changes you need to the framework you imported.

Koha to MARC mapping

While Koha stores the entire MARC record, it also stores common fields for easy access in various tables in the database. Koha to MARC mapping is used to tell Koha where to find these values in the MARC record. In many cases you will not have to change the default values set by in this tool on installation, but it is important to know that the tool is here and can be used at any time.

  • Get there: More > Administration > Catalog > Koha to MARC mapping

The table shows all the database fields that can be mapped to MARC fields.

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To add a new mapping, click on the ‘Add’ button to the right of the appropriate field.

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Write in the MARC field and subfield you would like to map, separated by a comma, to this Koha field and click the ‘OK’ button.

Note

It is possible to link more than one MARC field to a database field. For example, you could link both 260$a and 264$a to the biblioitems.place field.

If you would like to clear the mapping for a database field, click the ‘Remove’ button.

Note

All changes are immediate.

MARC bibliographic framework test

Checks the MARC structure.

  • Get there: More > Administration > Catalog > MARC bibliographic framework test

If you change your MARC bibliographic framework it’s recommended that you run this tool to test for errors in your definition.

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Authority types

Authority types are basically MARC frameworks for authority records and because of that they follow the same editing rules found in the MARC bibliographic frameworks section of this manual. Koha comes with many of the necessary authority frameworks already installed. To learn how to add and edit authority types, simply review the MARC bibliographic frameworks section of this manual.

  • Get there: More > Administration > Catalog > Authority types

Classification sources

Source of classification or shelving scheme is an Authorized values category that is mapped to field 952$2 and 942$2 in Koha’s MARC bibliographic frameworks and stored in the items.cn_source field in the database.

  • Get there: More > Administration > Catalog > Classification sources

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Commonly used values of this field are:

  • ddc - Dewey Decimal Classification

  • lcc - Library of Congress Classification

If you chose to install classification sources during Koha’s installation, you would see other values too:

  • ANSCR (sound recordings)

  • SuDOC classification

  • Universal Decimal Classification

  • Other/Generic Classification

Adding/editing classification sources

You can add your own source of classification by using the ‘New classification source’ button. To edit use the ‘Edit’ button.

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When creating or editing:

  • You will need to enter a code and a description.

  • Check the ‘Source in use?’ checkbox if you want the value to appear in the drop down list for this category.

  • Select the appropriate filing rule from the drop down list.

Classification filing rules

Filing rules determine the order in which items are placed on shelves.

Values that are pre-configured in Koha are:

  • Dewey

  • LCC

  • Generic

Filing rules are mapped to Classification sources. You can setup new filing rules by using the ‘New filing rule’ button. To edit use the ‘Edit’ button.

When creating or editing:

  • Enter a code and a description

  • Choose an appropriate filing routine - dewey, generic or lcc

Record matching rules

Record matching rules are used when importing MARC records into Koha.

  • Get there: More > Administration > Catalog > Record matching rules

The rules that you set up here will be referenced with you Stage MARC records for import.

It is important to understand the difference between ‘Match points’ and ‘Match checks’ before adding new matching rules to Koha.

Match points are the criteria that you enter that must be met in order for an incoming record to match an existing MARC record in your catalog. You can have multiple match points on an import rule each with its own score. An incoming record will be compared against your existing records (‘one record at a time’) and given a score for each match point. When the total score of the match points matches or exceeds the threshold given for the matching rule, Koha assumes a good match and imports/overlays according your specifications in the import process. An area to watch out for here is the sum of the match points. Double check that the matches you want will add up to a successful match.

Example:

Threshold of 1000

Match point on 020$a 1000

Match point on 022$a 1000

Match point on 245$a 500

Match point on 100$a 100

In the example above, a match on either the 020$a or the 022$a will result in a successful match. A match on 245$a title and 100$a author (and not on 020$a or 022$a) will only add up to 600 and not be a match. And a match on 020$a and 245$a will result in 1500 and while this is a successful match, the extra 500 point for the 245$a title match are superfluous. The incoming record successfully matched on the 020$a without the need for the 245$a match. However, if you assigned a score of 500 to the 100$a Match Point, a match on 245$a title and 100$a author will be considered a successful match (total of 1000) even if the 020$a is not a match.

Match checks are not commonly used in import rules. However, they can serve a couple of purposes in matching records. First, match checks can be used as the matching criteria instead of the match points if your indexes are stale and out of date. The match checks go right for the data instead of relying on the data in the indexes. (If you fear your indexes are out of date, a rebuild of your indexes would be a great idea and solve that situation!) The other use for a match check is as a ‘double check’ or ‘veto’ of your matching rule. For example, if you have a matching rule as below:

Threshold of 1000

Match point on 020$a 1000

Match check on 245$a

Koha will first look at the 020$a tag/subfield to see if the incoming record matches an existing record. If it does, it will then move on to the Match Check and look directly at the 245$a value in the incoming data and compare it to the 245$a in the existing ‘matched’ record in your catalog. If the 245$a matches, Koha continues on as if a match was successful. If the 245$a does not match, then Koha concludes that the two records are not a match after all. The Match Checks can be a really useful tool in confirming true matches.

When looking to create matching rules for your authority records the following indexes will be of use:

Index name

Matches MARC tag

LC-cardnumber

010$a

Personal-name

100$a

Corporate-name-heading

110$a

Meeting-name

111$a

Title-uniform

130$a

Chronological-term

148$a

Subject-topical

150$a

Name-geographic

151$a

Term-genre-form

155$a

Table: Authority indexes

Adding matching rules

To create a new matching rule :

  • Click ‘New record matching rule’

    image209

    • Choose a unique name and enter it in the ‘Matching rule code’ field

    • ‘Description’ can be anything you want to make it clear to you what rule you’re picking

    • ‘Match threshold’ is the total number of ‘points’ a biblio must earn to be considered a ‘match’

    • ‘Record type’ is the type of import this rule will be used for - either authority or bibliographic

    • Match points are set up to determine what fields to match on

    • ‘Search index’ can be found by looking at the ccl.properties file on your system which tells the zebra indexing what data to search for in the MARC data”. Or you can review the index for standard index names used. Koha Search Indexes

    • ‘Score’ - The number of ‘points’ a match on this field is worth. If the sum of each score is greater than the match threshold, the incoming record is a match to the existing record

    • Enter the MARC tag you want to match on in the ‘Tag’ field

    • Enter the MARC tag subfield you want to match on in the ‘Subfields’ field

    • ‘Offset’ - For use with control fields, 001-009

    • ‘Length’ - For use with control fields, 001-009

    • Koha only has one ‘Normalization rule’ that removes extra characters such as commas and semicolons. The value you enter in this field is irrelevant to the normalization process.

    • ‘Required match checks’ - ??

Sample bibliographic record matching rule: Control number

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  • Match threshold: 100

  • Record type: Bibliographic

    • Note

      If you’d like a rule to match on the 001 in authority records you will need the repeat all of these values and change just the record type to ‘Authority record’

  • Matchpoints (just the one):

  • Search index: Control-number

  • Score: 101

  • Tag: 001

    • Note

      this field is for the control number assigned by the organization creating, using, or distributing the record

  • Subfields: a

  • Offset: 0

  • Length: 0

  • Normalization rule: Control-number

  • Required match checks: none (remove the blank one)

    image211

OAI sets configuration

On this page you can create, modify and delete OAI-PMH sets

Create a set

To create a set:

  • Click on the link ‘Add a new set’

  • Fill the mandatory fields ‘setSpec’ and ‘setName’

  • Then you can add descriptions for this set. To do this click on ‘Add description’ and fill the newly created text box. You can add as many descriptions as you want.

  • Click on ‘Save’ button’

Modify/delete a set

To modify a set, just click on the link ‘Modify’ on the same line of the set you want to modify. A form similar to set creation form will appear and allow you to modify the setSpec, setName and descriptions.

To delete a set, just click on the link ‘Delete’ on the same line of the set you want to delete.

Define mappings

Here you can define how a set will be build (what records will belong to this set) by defining mappings. Mappings are a list of conditions on record content. A record only need to match one condition to belong to the set.

  • Fill the fields ‘Field’, ‘Subfield’ and ‘Value’. For example if you want to include in this set all records that have a 999$9 equal to ‘XXX’. Fill ‘Field’ with 999, ‘Subfield’ with 9 and ‘Value’ with XXX.

  • If you want to add another condition, click on ‘OR’ button and repeat step 1.

  • Click on ‘Save’

To delete a condition, just leave at least one of ‘Field’, ‘Subfield’ or ‘Value’ empty and click on ‘Save’.

Note

Actually, a condition is true if value in the corresponding subfield is strictly equal to what is defined if ‘Value’. A record having 999$9 = ‘XXX YYY’ will not belong to a set where condition is 999$9 = ‘XXX’.

And it is case sensitive : a record having 999$9 = ‘xxx’ will not belong to a set where condition is 999$9 = ‘XXX’.

Build sets

Once you have configured all your sets, you have to build the sets. This is done by calling the script misc/migration_tools/build_oai_sets.pl.

Item search fields

From here you can add custom search fields to the item search option in the staff client.

image1205

To add a new search term simply click the ‘New search field’ button

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  • Name is a field for you to identify the search term

  • Label is what will appear on the item search page

  • MARC field allows you to pick which field you’d like to search in

  • MARC subfield is the subfield you’d like to search in

  • Authorised values category can be used to turn this search field in to a pull down instead of a free text field

Once your new field is added it will be visible at the top of this page and on the item search page

image1207

Acquisitions

The Koha Acquisitions module provides a way for the library to record orders placed with vendors and manage purchase budgets.

Before using the Acquisitions Module, you will want to make sure that you have completed all of the set up.

  • Get there: More > Administration > Acquisitions

Currencies and exchange rates

If you place orders from more than one country you will want to input currency exchange rates so that your acquisitions module will properly calculate totals.

  • Get there: More > Administration > Acquisitions > Currencies and exchange rates

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Note

This data is not automatically updated, so be sure to keep it up to date so that your accounting is kept correct.

The ISO code you enter will be used when importing MARC files via the staging tools, the tool will attempt to find and use the price of the currently active currency.

The active currency is the main currency you use in your library. Your active currency will have a check mark in the ‘Active’ column. If you don’t have an active currency you will see an error message telling you to choose an active currency.

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Budgets

Budgets are used for tracking accounting values related to acquisitions. For example you could create a budget for the current year (ex. 2015) and then break that into Funds for different areas of the library (ex. Books, Audio, etc).

  • Get there: More > Administration > Acquisitions > Budgets

When visiting the main budget administration you will see two tabs, one for active and one for inactive budgets.

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Adding budgets

Budgets can either be created from scratch, by duplicating the previous year’s budget or by closing a previous year’s budget.

Add a new budget

If you haven’t used Koha before for acquisitions then you’ll need to start fresh with a new budget. To add a new budget click the ‘New budget’ button.

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  • Choose the time period this budget is for, whether it’s an academic year, a fiscal year, a quarter, etc.

  • The description should be something that will help you identify the budget when ordering

  • In the amount box do not use any symbols, simply enter the amount of the budget with numbers and decimals.

  • Marking a budget active makes it usable when placing orders in the acquisitions module, even if the order is placed after the budget end date. This will allow you to record orders that were places in a previous budget period.

  • Locking a budget means that funds will not be able to be modified by librarians

Once you have made your edits, click the ‘Save changes’ button. You will be brought to a list of your existing budgets.

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Duplicate a budget

To duplicate a budget from a previous year, click on the link for the budget name from the list of budgets

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On the screen listing the budget breakdown click the ‘Edit’ button at the top and choose to ‘Duplicate budget’

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You can also click the ‘Actions’ button to the right of the budget and choose ‘Duplicate’.

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In both cases you will be presented with a form where you simply need to enter the new start and end date and save the budget.

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Check the box for ‘Mark the original budget as inactive’ if the original budget should no longer be used.

Check the box for ‘Set all funds to zero’ if you wish the new budget to contain all the same fund structures as the previous budget but no allocations until you manually enter an amount in the fund.

This will not only duplicate your budget, but all of the funds associated with that budget so that you can reuse budgets and funds from year to year and so that you can move unreceived orders and if desired unspent funds from a previous budget to the new budget.

Close a budget

Close a budget to move or roll over unreceived orders and if desired unspent funds from a previous budget to a new budget. Before closing your budget you might want to duplicate the previous year’s budget so that you have somewhere for the unreceived orders to roll to.

Find the previous budget with unreceived orders on the Active budgets or the Inactive budgets tab and select ‘Close’ under ‘Actions’.

image1209

Note

In order for the unreceived orders to be automatically moved to the new budget, the fund structures in the previous budget must exist in the new budget. Budgets without unreceived orders cannot be closed.

When you select ‘Close’ you will be presented with a form.

image1210

Use the ‘Select a budget’ drop down to choose the new budget for the unreceived orders.

Check the box for ‘Move remaining unspent funds’ to move the unspent amounts from the funds of the budget being closed to the selected budget.

Once you have made your choices, click the ‘Move unreceived orders’ button. You will be presented with a dialog box that says ‘You have chosen to move all unreceived orders from ‘Budget X’ to ‘Budget Y’. This action cannot be reversed. Do you wish to continue?’ Budget X is the budget to be closed and Budget Y is the selected budget.

image1211

If everything seems correct click ‘OK’ and the unreceived orders and, if selected, unspent funds will be moved.

Wait until the ‘Report after moving unreceived orders from budget X to Y’ displays. This will list the order numbers which have been impacted (grouped by fund) and detail if the unreceived order was moved or if there was a problem. For example, if the new budget does not contain a fund with the same name as the previous budget, the order will not be moved.

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Funds

  • Get there: More > Administration > Acquisitions > Funds

Add a Fund

A fund is added to a budget.

Important

A budget must be defined before a fund can be created.

To add a new fund click the ‘New’ button and then choose which budget you would like to add the fund to.

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In the form that appears you want to enter the basics about your fund.

image222

The three first fields are required, the rest are optional

  • Fund code is a unique identifier for your fund

  • The fund name should be something that librarians will understand

  • Amount should be entered with only numbers and decimals, no other characters

  • Warning at (%) or Warning at (amount) can be filled in to make Koha warn you before you spend a certain percentage or amount of your budget. This will prevent you from overspending.

  • You can choose to assign this fund to a librarian. Doing so will make it so that only that librarian can make changes to the fund

  • Choose which library will be using this fund

  • You can restrict who can order from this fund by choosing either the ‘owner’, ‘owner and users’ or ‘owner, users and library’ from the ‘Restrict access to’ menu

    image223

    • Important

      Without an owner, the access restriction will be ignored, be sure to enter an owner as well as choose a restriction

  • Notes are simply for any descriptive notes you might want to add so that librarians know when to use this fund

  • Planning categories are used for statistical purposes. If you will be using the Asort1 and/or Asort2 authorised values lists to track your orders you need to select them when setting up the fund. Select the Asort1/Asort2 option from the dropdown lists for the Statiscal 1 done on: and Statistical 2 done on: fields.

  • To learn more about planning categories, check out the Planning category FAQ.

When complete, click ‘Submit’ and you will be brought to a list of all of the funds for the budget.

image224

The monetary columns in the fund table break down as follows:

  1. Base-level allocated is the ‘Amount’ value you defined when creating the fund

  2. Base-level ordered is the ordered amount for this fund (without child funds)

  3. Total ordered is the base-level ordered for this fund and all its child funds

  4. Base-level spent is the spent amount for this fund (without child funds)

  5. Total spent is the base-level spent for this fund and all its child funds

  6. Base-level available is 1 - 2

  7. Total available is 1 - 3

To the right of each fund you will find the ‘Actions’ button under which you will find the ‘Edit,’ ‘Delete,’ and ‘Add child fund’ options.

image225

A child fund simply a sub-fund of the fund listed. An example would be to have a fund for ‘Fiction’ and under that have a fund for ‘New releases’ and a fund for ‘Science Fiction.’ It is an optional way to further organize your finances.

Funds with children will show with a small arrow to the left. Clicking that will show you the children funds.

image226

Budget planning

When viewing the list of funds click the ‘Planning’ button and choose how you would like to plan to spend your budget.

image227

If you choose ‘Plan by MONTHS’ you will see the budgeted amount broken down by months:

image228

To hide some of the columns you can click the ‘hide’ link to the right (or below as in the screenshot above) the dates. To add more columns you can click the ‘Show a column’ link found below the ‘Fund remaining’ heading.

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From here you can plan your budget spending by manually entering values or by clicking the ‘Auto-fill row’ button. If you choose to auto-fill the form the system will try to divide the amount accordingly, you may have to make some edits to split things more accurately.

image230

Once your changes are made, click the ‘Save’ button. If you would like to export your data as a CSV file you can do so by entering a file name in the ‘Output to a file named’ field and clicking the ‘Output’ button.

image231

EDI accounts

From here you can set up the information needed to connect to your acquisitions vendors.

Note

Before you begin you will need at least one Vendor set up in Acquisitions.

To add account information click the ‘New account’ button.

image1212

In the form that appears you will want to enter your vendor information.

New account information

Each vendor will have one account.

Library EANs

A library EAN is the identifier the vendor gives the library to send back to them so they know which account to use when billing. One EDI account can have multiple EANs.

To add an EAN click the ‘New EAN’ button.

New EAN

In the form that appears enter the information provided by your vendor.

New EAN form

Additional parameters

  • Get there: More > Administration > Additional parameters

Z39.50/SRU servers

Z39.50 is a client/server protocol for searching and retrieving information from remote computer databases, in short it’s a tool used for copy cataloging.

SRU- Search/Retrieve via URL - is a standard XML-based protocol for search queries, utilizing CQL - Contextual Query Language - a standard syntax for representing queries.

Using Koha you can connect to any Z39.50 or SRU target that is publicly available or that you have the log in information to and copy both bibliographic and/or authority records from that source.

  • Get there: More > Administration > Additional parameters > Z39.50/SRU servers

Koha comes with a default list of Z39.50/SRU targets set up that you can add to, edit or delete

image232

To find additional Z39.50 targets you use IndexData’s IRSpy: http://irspy.indexdata.com [http://irspy.indexdata.com/] or the Library of Congress’s list of targets http://www.loc.gov/z3950/

Add a Z39.50 target

  • From the main Z39.50 page, click ‘New Z39.50 server’

    image233

    • ‘Z39.50 server’ should be populated with a name that will help you identify the source (such as the library name).

    • ‘Hostname’ will be the address to the Z39.50 target.

    • ‘Port’ tells Koha what port to listen on to get results from this target.

    • ‘Userid’ and ‘Password’ are only required for servers that are password protected.

    • Check the ‘Preselected’ box if you want this target to always be selected by default.

    • ‘Rank’ lets you enter where in the list you’d like this target to appear.

      • If this is left blank the targets will be in alphabetical order.

    • ‘Syntax’ is the MARC flavor you use.

    • ‘Encoding’ tells the system how to read special characters.

    • ‘Timeout’ is helpful for targets that take a long while. You can set the timeout so that it doesn’t keep trying the target if results aren’t found in a reasonable amount of time.

    • ‘Record type’ lets you define if this is a bibliographic or an authority target.

    • ‘XSLT file(s)’ lets enter one or more (comma-separated) XSLT file names that you want to apply on the search results.

      • When retrieving records from external targets you may wish to automate some changes to those records. XSLT’s allow you to do this. Koha ships with some sample XSLT files in the /koha-tmpl/intranet-tmpl/prog/en/xslt/ directory ready for use:

        • Del952.xsl: Remove items (MARC21/NORMARC)

        • Del995.xsl: Remove items (UNIMARC)

        • Del9LinksExcept952.xsl: Remove $9 links. Skip item fields (MARC21/NORMARC)

        • Del9LinksExcept995.xsl: Remove $9 links. Skip item fields (UNIMARC)

Suggested bibliographic Z39.50 targets

Koha libraries with open Z39.50 targets can share and find connection information on the Koha wiki: http://wiki.koha-community.org/wiki/Koha_Open_Z39.50_Sources. You can also find open Z39.50 targets by visiting IRSpy: http://irspy.indexdata.com.

The following targets have been used successfully by other Koha libraries (in the Americas):

  • ACCESS PENNSYLVANIA 205.247.101.11:210 INNOPAC

  • CUYAHOGA COUNTY PUBLIC webcat.cuyahoga.lib.oh.us:210 INNOPAC

  • GREATER SUDBURY PUBLIC 216.223.90.51:210 INNOPAC

  • HALIFAX PUBLIC catalogue.halifaxpubliclibraries.ca:210 horizon

  • HALTON HILLS PUBLIC cat.hhpl.on.ca:210 halton_hills

  • LIBRARY OF CONGRESS lx2.loc.gov: 210 LCDB

  • LONDON PUBLIC LIBRARY catalogue.londonpubliclibrary.ca:210 INNOPAC

  • MANITOBA PUBLIC library.gov.mb.ca:210 horizon

  • MILTON PL cat.mpl.on.ca:210 horizon

  • NATIONAL LIBRARY OF WALES cat.llgc.org.uk:210 default

  • NHUPAC 199.192.6.130:211 nh_nhupac

  • OCEAN STATE LIBRARIES (RI) catalog.oslri.net:210 INNOPAC

  • OHIOLINK olc1.ohiolink.edu:210 INNOPAC

  • PUBCAT prod890.dol.state.vt.us:2300 unicorn

  • SAN JOAQUIN VALLEY PUBLIC LIBRARY SYSTEM (CA) hip1.sjvls.org:210 ZSERVER

  • SEATTLE PUBLIC LIBRARY ZSERVER.SPL.ORG:210 HORIZON

  • TORONTO PUBLIC symphony.torontopubliclibrary.ca:2200 unicorn

  • TRI-UNI 129.97.129.194:7090 voyager

  • VANCOUVER PUBLIC LIBRARY z3950.vpl.ca:210 Horizon

Suggested Authority Z39.50 Targets

The following targets have been used successfully by other Koha libraries (in the Americas):

  • LIBRARIESAUSTRALIA AUTHORITIES z3950-test.librariesaustralia.nla.gov.au:210 AuthTraining Userid: ANLEZ / Password: z39.50

  • LIBRARY OF CONGRESS NAME AUTHORITIES lx2.loc.gov:210 NAF

  • LIBRARY OF CONGRESS SUBJECT AUTHORITIES lx2.loc.gov:210 SAF

Add a SRU target

  • From the main Z39.50/SRU page, click ‘New SRU server’

    image234

    • ‘Server name’ should be populated with a name that will help you identify the source (such as the library name).

    • ‘Hostname’ will be the address to the Z39.50 target.

    • ‘Port’ tells Koha what port to listen on to get results from this target.

    • ‘Userid’ and ‘Password’ are only required for servers that are password protected.

    • Check the ‘Preselected’ box if you want this target to always be selected by default.

    • ‘Rank’ lets you enter where in the list you’d like this target to appear.

      • If this is left blank the targets will be in alphabetical order.

    • ‘Syntax’ is the MARC flavor you use.

    • ‘Encoding’ tells the system how to read special characters.

    • ‘Timeout’ is helpful for targets that take a long while. You can set the timeout so that it doesn’t keep trying the target if results aren’t found in a reasonable amount of time.

    • ‘Additional SRU options’ is where you can enter additional options of the external server here, like sru_version=1.1 or schema=marc21, etc. Note that these options are server dependent.

    • ‘SRU Search field mapping’ lets you add or update the mapping from the available fields on the Koha search form to the specific server dependent index names.

      • To further refine your searches, you could add the following index names to the SRU search field mappings. To do this, edit the server and click the Modify button next to this field.

        Title

        dc.title

        ISBN

        bath.isbn

        Any

        cql.anywhere

        Author

        dc.author

        ISSN

        bath.issn

        Subject

        dc.subject

        Standard ID

        bath.standardIdentifier

        Table: SRU mapping

    • ‘XSLT file(s)’ lets enter one or more (comma-separated) XSLT file names that you want to apply on the search results.

      • When retrieving records from external targets you may wish to automate some changes to those records. XSLT’s allow you to do this. Koha ships with some sample XSLT files in the /koha-tmpl/intranet-tmpl/prog/en/xslt/ directory ready for use:

        • Del952.xsl: Remove items (MARC21/NORMARC)

        • Del995.xsl: Remove items (UNIMARC)

        • Del9LinksExcept952.xsl: Remove $9 links. Skip item fields (MARC21/NORMARC)

        • Del9LinksExcept995.xsl: Remove $9 links. Skip item fields (UNIMARC)

Did you mean?

Get there: More > Administration > Additional parameters > Did you mean?

Koha can offer ‘Did you mean?’ options on searches based on values in your authorities.

Important

Did you mean? only works in the OPAC at this time. The intranet options are here for future development.

Using this page you can control which options Koha gives patrons on their search results.

image235

To turn on the ‘Did you mean?’ bar on your search results you need to check the box next to each plugin you would like to use. The two plugins you have to choose from are:

  • The ExplodedTerms plugin suggests that the user try searching for broader/narrower/related terms for a given search (e.g. a user searching for “New York (State)” would click the link for narrower terms if they’re also interested in “New York (City)”). This is only relevant for libraries with highly hierarchical authority data.

  • The AuthorityFile plugin searches the authority file and suggests the user might be interested in bibs linked to the top 5 authorities

If you want one plugin to take priority over another you simply drag it above the other.

image236

If you choose both plugins you will see several options at the top of your search results

image237

If you choose just the AuthorityFile you’ll see just authorities.

image238

Column settings

This administration area will help you hide or display columns on fixed tables throughout the staff client and OPAC.

  • Get there: Administration > Additional parameters > Column settings

image239

Clicking on the module you’d like to edit tables for will show you the options available to you.

This area lets you control the columns that show in the table in question. If nothing is hidden you will see no check marks in the ‘is hidden by default’ column.

image240

And will see all of the columns when viewing the table on its regular page.

image241

If columns are hidden they will have checks in the ‘is hidden by default’ column.

image242

And hidden when you view the table.

image243

You can also toggle columns using the ‘Show/hide columns’ button in the top right of the page

image244

Module

Tables

Acquisitions

  • Late orders

  • Order search results

  • Basket summary

Administration

  • Currencies

  • Patron categories

  • Libraries

Catalog

  • Acquisition details

  • Checkout history

Cataloging

  • Item table above edit item form

Circulation

  • Checkins

  • Checkouts

  • Holds to pull

  • Holds queue

  • Hold ratios

  • Patron search results

Course reserves

  • Courses

  • Reserves

Interlibrary loans

  • Requests

Patrons

  • Holds history

  • Details > Checkouts

  • Accounting > Transactions

  • Accounting > Make a payment

  • Patron search results

  • Patron lists

Tools

  • Notices and slips

  • Stock rotation rotas

  • Stock rotation items

OPAC

  • Holdings/items

  • Serials issues on subscription tab

Reports

  • Items lost

  • Saved SQL reports

Serials

  • Acquisition details

Note

Patrons in the OPAC can’t change the column visibility. For OPAC tables this feature only allows to control the visibility of columns.

Note

Any tables with columns listed here also have the option to export to Excel, export to CSV, copy, or print within the table header.

Audio alerts

If you have your AudioAlerts preference set to ‘Enable’ you will be able to control the various alert sounds that Koha uses from this area.

  • Get there: More > Administration > Additional parameters > Audio alerts

Each dialog box in Koha has a CSS class assigned to it that can be used as a selector for a sound.

image1213

You can edit the defaults by clicking the ‘Edit’ button to the right of each alert.

image1214

You can assign alerts to other CSS classes in Koha by entering that information in the selector box. For example if you enter

body:contains('Check in message')

Then when you visit the checkin page you will hear an alert.

Every page in Koha has a unique ID in the body tag which can be used to limit a sound to a specific page

Any ID selector (where HTML contains id=”name_of_id” ) and can also be a trigger as: #name_of_selector

SMS cellular providers

Important

This option will only appear if the SMSSendDriver preference is set to ‘Email’

From here you can enter as many cellular providers as you need to send SMS notices to your patrons using the email protocol.

image1215

Some examples in the US are:

Mobile Carrier

SMS Gateway Domain

Alltel

sms.alltelwireless.com

AT&T

txt.att.net

Boost Mobile

sms.myboostmobile.com

Project Fi

msg.fi.google.com

Republic Wireless

text.republicwireless.com

Sprint

messaging.sprintpcs.com

T-Mobile

tmomail.net

U.S. Cellular

email.uscc.net

Verizon Wireless

vtext.com

Virgin Mobile

vmobl.com

Table: SMS provider examples

To add new providers enter the details in the form and click ‘Add new’ to save.

image1216

These options will appear in the OPAC for patrons to choose from on the messaging tab if you have EnhancedMessagingPreferences enabled.

image1217

Share content with Mana KB

Mana KB is a worldwide knowledge base used to share content specific to libraries. Koha is currently connected to Mana Kb in order to share serial subscription models and reports. This section is used to configure your connexion with Mana KB.

Get there: More > Administration > Additional parameters > Share content with Mana KB

image1426

In the form, choose whether you want to use Mana KB to share content or not. The default is “No, let me think about it”. If you do want to use Mana KB, change the option to “Yes”. If you do not want to share with Mana KB, choose “No”, this will remove the blue rectangle from the Administration home page.

The rest of this section assumes you chose “Yes”.

Choose whether you want to share your subscription models automatically. This means that every time you create a subscription in the serials module, it will be automatically shared with Mana KB and other libraries will be able to copy it.

In order to configure Mana KB, you must get a Mana KB token to authenticate your Koha installation on the Mana KB server.

Enter your name or your organization’s name in the “Your name” field.

Enter your email in the “Email” field. Make sure you have access to this email inbox since you will receive further information by email.

Once you send your information to Mana KB, you will get a Mana KB token.

image1427

In the email your receive, click on the confirmation link and confirm you are not a robot to finish the Mana KB setup.

Additional fields

This section is used to add custom fields to serial subscriptions or order baskets.

To add a new field, first choose which table you want to add it to.

  • Order baskets (aqbasket): a field added to aqbasket will appear upon the creation of a new order basket or the modification of an existing order basket in the acquisitions module

    image1424

  • Subscriptions (subscription): a field added to subscription will appear when creating a new subscription or editing an existing subscription in the serials module

    image1425

Click on “Create field”

Fill out the form

image1272

  • Name: this is the name of the field as you want it to appear

  • Authorized value category: if you want to add a drop-down menu to the field choose an authorized value category here (you can also create a new authorized value category if you need to)

  • MARC field: for additional subscription fields, it is possible to link the field to a MARC field. The additional field will be automatically populated with the corresponding record’s value for this MARC field.

    Note

    You can only choose one of the two options (authorized value OR MARC field)

    Important

    If you choose the MARC field, make sure you enter it in this format: field$subfield

    For example: 590$a

  • Searchable: check this box if you want to be able to search baskets or subscriptions based on this field

Examples of additional fields

Example 1: Additional subscription field using authorized values

You might want to track which department you’re ordering this serial for

  • In the ‘Name’ field, enter ‘Department’

  • In the ‘Authorized value category’ field, choose DEPARTMENT

  • Check the ‘Searchable’ box

image1273

When you are adding a subscription, the field will be in the ‘Additional fields’ section with its authorized values drop-down menu.

image1274

When you view the subscription, the field will appear under ‘Additional fields’.

image1275

Because we made the field searchable, it will also be in the serials subscription search.

image1276

Example 2: Additional field using MARC field

This is particularly useful if you want to view bibliographic information in the subscription detail page. In this example, we will add the 521$a field, which is, in MARC21, the target audience note.

  • In the ‘Name’ field, enter ‘Target audience’

  • In the ‘MARC field’ field, enter ‘521$a’

image1379

Note

You will not be able to edit this field from the subscription form. If you need to add or change the value in this field, you must go through the cataloging module.

When you view the subscription, the field and the information from the bibliographic record will appear under ‘Additional fields’.

image1380