.. include:: images.rst
.. _serials-label:
Serials
===============================================================================
Serials actions can be accessed by going to the 'More' menu at the top of
your screen and choosing 'Serials' or by clicking 'Serials' on the main Koha
staff interface page. The serials module in Koha is used for keeping track
of journals, newspapers and other items that come on a regular schedule.
As with all modules, make sure you go through the related
:ref:`implementation checklist <serials-configuration-label>` and
:ref:`system preferences<serials-system-preferences-label>` before using the
serials module.
- *Get there:* More > Serials
.. _manage-serial-frequencies-label:
Managing serial frequencies
-------------------------------------------------------------------------------
.. Note::
Only staff with the
:ref:`serials permission <permission-serials-label>`
(or the :ref:`superlibrarian permission <permission-superlibrarian-label>`)
will be able manage frequencies.
Koha keeps a record of publication frequencies for easy management and
duplication.
- *Get there:* More > Serials > Manage frequencies
From this page you can view all of the existing frequencies in your system.
|frequencies|
You can edit, delete and create new ones.
.. _adding-serial-frequency-label:
Adding a frequency
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
To add a new frequency, click on the 'New frequency' button.
|newfrequency|
- Description: this is the name that will appear in the drop-down menu
when creating a new serial subscription; make sure it is descriptive
- Unit: this is the unit used for counting the cycle of publication. Choose
either none (for irregular frequencies), day, week, month, or year.
- Issues per unit: this is how many issues are published during the unit chosen
above (this will usually be 1).
- Units per issue: this is how many units must we count until the next issue
is published.
- Display order: this is the display order in the drop-down menu when
:ref:`creating a new subscription<add-a-subscription-label>` (you may want
to put the most used frequencies at the top and the less frequent at the
bottom; the top-most position is 0). Several frequencies can have the same
display order value. If this is the case, they will appear in the order they
were created.
.. Tip::
To understand 'issues per unit' versus 'units per issue' you can read it as
'<*issues* per unit> issue(s) every <*units* per issues> <unit>'. For example, a
biweekly frequency (every two weeks) would be '1 issue every 2 weeks'. So
'issues per unit' would be 1 and 'units per issue' would be 2. See below for
more examples.
**Examples**
Here are some examples for most common serial publication frequencies.
+------------------------------------------------+---------------+-----------------+-----------------+
| Frequency | Unit | Issues per unit | Units per issue |
+================================================+===============+=================+=================+
| Daily ("1 issue every 1 day") | Day | 1 | 1 |
+------------------------------------------------+---------------+-----------------+-----------------+
| Three times per week ("3 issues every 1 week") | Week | 3 | 1 |
+------------------------------------------------+---------------+-----------------+-----------------+
| Semiweekly ("2 issues every 1 week") | Week | 2 | 1 |
+------------------------------------------------+---------------+-----------------+-----------------+
| Weekly ("1 issue every 1 week") | Week | 1 | 1 |
+------------------------------------------------+---------------+-----------------+-----------------+
| Biweekly ("1 issue every 2 weeks") | Week | 1 | 2 |
+------------------------------------------------+---------------+-----------------+-----------------+
| Monthly ("1 issue every 1 month") | Month | 1 | 1 |
+------------------------------------------------+---------------+-----------------+-----------------+
| Bimonthly ("1 issue every 2 months") | Month | 1 | 2 |
+------------------------------------------------+---------------+-----------------+-----------------+
| Quarterly ("1 issue every 3 months") | Month | 1 | 3 |
+------------------------------------------------+---------------+-----------------+-----------------+
| Semiannual ("1 issue every 6 months") | Month | 1 | 6 |
+------------------------------------------------+---------------+-----------------+-----------------+
| Annual ("1 issue every 1 year") | Year | 1 | 1 |
+------------------------------------------------+---------------+-----------------+-----------------+
| Biennal ("1 issue every 2 years") | Year | 1 | 2 |
+------------------------------------------------+---------------+-----------------+-----------------+
.. _manage-serial-numbering-patterns-label:
Manage serial numbering patterns
-------------------------------------------------------------------------------
.. Note::
Only staff with the
:ref:`serials permission <permission-serials-label>` or any of the serials
sub-permissions (or the
:ref:`superlibrarian permission <permission-superlibrarian-label>`) will be
able to manage numbering patterns.
Every time you create a new numbering pattern in serials you can save it
for later use. These patterns are accessible via the 'Manage numbering
patterns' page.
- *Get there:* More > Serials > Manage numbering patterns
This page will list for you the numbering patterns you have saved in the
past as well as a few basic patterns.
|numpatterns|
.. Note::
If you have upgraded from an old version of Koha (before 3.14) you will see
'Backup patterns' listed for patterns. This is how Koha saved your old
numbering patterns. You can edit these to give them more meaningful names
from here.
.. _adding-serial-numbering-pattern-label:
Adding a numbering pattern
-------------------------------------------------------------------------------
To add new new pattern click the 'New numbering pattern' button.
|newnumpattern|
- Name: this is the name that will appear in the drop-down menu
when :ref:`creating a new serial subscription<add-a-subscription-label>`;
make sure it is descriptive.
- Description: this is to further describe the numbering pattern; this does
not appear when creating a new subscription, it only displays in the
:ref:`numbering patterns table (see above)<manage-serial-numbering-patterns-label>`.
- Numbering formula: this is what is used to create the number for each issue.
You can use placeholders for up to three variables {X}, {Y}, and {Z} (which
can be defined below), as well as predetermined variables:
- {Day} will be replaced by the date (two digits)
- {Month} will be replaced by the month number (two digits)
- {Year} will be replaced by the year (four digits)
- {DayName} will be replaced by the name of the day of the week
.. Warning::
Locale is ignored in the DayName variable. It will always be displayed
in English. Use one of the X, Y, or Z variables in the table with the
formatting 'Name of day' to have the day name in a language other than
English.
- {MonthName} will be replaced by the name of the month
.. Warning::
Locale is ignored in the MonthName variable. It will always be
displayed in English. Use one of the X, Y, or Z variables in the table
with the formatting 'Name of month' to have the month name in a
language other than English.
.. Admonition:: Version
The placeholders {Day}, {Month}, {Year}, {DayName}, and {MonthName}
were added to Koha in version 24.05.
Along with the variables, you can enter any text you want to have appear in
the issue number. You must also include any spaces you want to see in the
issue numbers. The text will stay the same for each issue and the variables
will vary.
.. Warning::
The variables X, Y and Z must be in capital letters and between curly
brackets.
**Examples**
- Vol. {X} No {Y}
- Issue {X} ({Year}-{Month}-{Day})
- {X} {Y}
- Display order: this is the display order in the drop-down menu when
:ref:`creating a new subscription<add-a-subscription-label>` (you may want
to put the most used frequencies at the top and the less frequent at the
bottom; the top-most position is 0). Several frequencies can have the same
display order value. If this is the case, they will appear in the order they
were created.
In the table, you need to enter the parameters for each variable.
- Label: this is simply a name for the variable, it is not
used anywhere else, but it helps identify what the variable is supposed
to be.
- Add: how many numbers or units are added to the variable.
- Each: the numbers or units added to the variable are added each how many
issues.
- Set back to: this is used for cyclic numbering; enter the starting number.
- When more than: this is used for cyclic numbering; enter the last number.
.. Tip::
When filling out these four parameter ('add', 'each', 'set back to' and 'when
more than'), work column by column and read it as a sentence: "Add 1 Every 1
issue, set back to 1 when greater than 10".
- Formatting: this is used if, instead of numbers, you want words to appear
in your issue number. You can choose
- Name of day (Monday, Tuesday, Wednesday, etc.)
- Name of day (abbreviated) (Mon, Tue, Wed, etc.)
- Name of month (January, February, March, etc.)
- Name of month (abbreviated) (Jan, Feb, Mar, etc.)
- Name of season (Spring, Summer, Fall, Winter)
- Name of season (abbreviated) (Spr, Sum, Fal, Win)
.. Warning::
When filling out the table, you must always use numbers, even to represent
names of days, months or seasons. Here are the equivalent for each
+-----------+----------------------+-------+
| Days | Sunday | 0 |
+ +----------------------+-------+
| | Monday | 1 |
+ +----------------------+-------+
| | Tuesday | 2 |
+ +----------------------+-------+
| | Wednesday | 3 |
+ +----------------------+-------+
| | Thursday | 4 |
+ +----------------------+-------+
| | Friday | 5 |
+ +----------------------+-------+
| | Saturday | 6 |
+-----------+----------------------+-------+
| Months | January | 0 |
+ +----------------------+-------+
| | February | 1 |
+ +----------------------+-------+
| | March | 2 |
+ +----------------------+-------+
| | April | 3 |
+ +----------------------+-------+
| | May | 4 |
+ +----------------------+-------+
| | June | 5 |
+ +----------------------+-------+
| | July | 6 |
+ +----------------------+-------+
| | August | 7 |
+ +----------------------+-------+
| | September | 8 |
+ +----------------------+-------+
| | October | 9 |
+ +----------------------+-------+
| | November | 10 |
+ +----------------------+-------+
| | December | 11 |
+-----------+----------------------+-------+
| Seasons | Spring | 0 |
+ +----------------------+-------+
| | Summer | 1 |
+ +----------------------+-------+
| | Fall | 2 |
+ +----------------------+-------+
| | Winter | 3 |
+-----------+----------------------+-------+
Before you save your numbering pattern, you can test it to make sure it
behaves as you intend.
- Frequency: choose a frequency that fits with your numbering pattern.
- First issue publication date: choose a date where your test will start.
- Subscription length: enter a number of issues, weeks or months to test
your numbering pattern; if the numbering pattern is cyclic, it is
recommended to try at least two cycles to see the change in cycles and
make sure it behaves correctly.
- Locale: if using names of days, months or season, you can choose the
language in which these names will be displayed.
.. Note::
Locale doesn't currently work well with season names.
Next enter the parameters for your variables.
- Begins with: enter the first value for each variable, these should be the
values of the issue entered in 'First issue publication date' above.
- Inner counter: enter how many issues have already passed in the cycle, so
that Koha can calculate when to cycle back.
Click 'Test pattern' to see the results. If the result is what you expected,
you can save your numbering pattern. If the results does not match your
expectations, go back and tweak the parameters and test again.
**Examples**
Month and year for monthly serials
Numbering formula: {X} {Y}
+----------------+---------------+---------------+---------------+
| | X | Y | Z |
+----------------+---------------+---------------+---------------+
| Label | Month | Year | |
+----------------+---------------+---------------+---------------+
| Add | 1 | 1 | |
+----------------+---------------+---------------+---------------+
| Every | 1 | 12 | |
+----------------+---------------+---------------+---------------+
| Set back to | 0 | 0 | |
+----------------+---------------+---------------+---------------+
| When more than | 11 | 99999 | |
+----------------+---------------+---------------+---------------+
| Formatting | Name of month | | |
+----------------+---------------+---------------+---------------+
Volume and number for monthly serials
Numbering formula: Vol.{X} No.{Y}
+----------------+---------------+---------------+---------------+
| | X | Y | Z |
+----------------+---------------+---------------+---------------+
| Label | Volume | Number | |
+----------------+---------------+---------------+---------------+
| Add | 1 | 1 | |
+----------------+---------------+---------------+---------------+
| Every | 12 | 1 | |
+----------------+---------------+---------------+---------------+
| Set back to | 0 | 1 | |
+----------------+---------------+---------------+---------------+
| When more than | 99999 | 12 | |
+----------------+---------------+---------------+---------------+
| Formatting | | | |
+----------------+---------------+---------------+---------------+
Season and year for quarterly serials
Numbering formula: {X} {Y}
+----------------+----------------+---------------+---------------+
| | X | Y | Z |
+----------------+----------------+---------------+---------------+
| Label | Season | Year | |
+----------------+----------------+---------------+---------------+
| Add | 1 | 1 | |
+----------------+----------------+---------------+---------------+
| Every | 1 | 4 | |
+----------------+----------------+---------------+---------------+
| Set back to | 0 | 0 | |
+----------------+----------------+---------------+---------------+
| When more than | 3 | 99999 | |
+----------------+----------------+---------------+---------------+
| Formatting | Name of season | | |
+----------------+----------------+---------------+---------------+
Volume and number for weekly serials
Numbering formula: Vol.{X} No.{Y}
+----------------+---------------+---------------+---------------+
| | X | Y | Z |
+----------------+---------------+---------------+---------------+
| Label | Volume | Number | |
+----------------+---------------+---------------+---------------+
| Add | 1 | 1 | |
+----------------+---------------+---------------+---------------+
| Every | 52 | 1 | |
+----------------+---------------+---------------+---------------+
| Set back to | 0 | 1 | |
+----------------+---------------+---------------+---------------+
| When more than | 99999 | 52 | |
+----------------+---------------+---------------+---------------+
| Formatting | | | |
+----------------+---------------+---------------+---------------+
.. Note::
`Find more numbering patterns on Koha's wiki <https://wiki.koha-community.org/wiki/Serial_Pattern_Library>`__.
.. _add-a-subscription-label:
Adding a subscription
-------------------------------------------------------------------------------
.. Note::
Only staff with the
:ref:`create\_subscription permission <permission-create-subscription-label>`
(or the :ref:`superlibrarian permission <permission-superlibrarian-label>`)
will be able to add serial subscriptions.
Subscriptions can be added by clicking the 'New' button on any bibliographic
record and choosing 'New subscription'
|newsubfromrecord|
Or click the 'New subscription' button in the serials module
|serialsmodule|
If you are entering a new subscription from the Serials module you will
be presented with a blank form (if creating new from a bibliographic
record the form will include the record number info).
|addsub|
- Vendor: can be found by either searching vendors entered via the
:ref:`Acquisitions module <acquisitions-label>` or manually entering
the vendor ID number
- Vendor information is not required
- In order to claim missing and late issues you need to enter vendor
information
|vendorwarning|
- Record: the biblionumber of the MARC record you'd like to link this
subscription to
- If you created a new subscription from a bibliographic record, the
biblionumber and the title will already be filled in
- You can search for an existing record by clicking on the 'Search for
record' link below the boxes
- If there is no existing bibliographic record for this subscription, you
can create one by clicking on the 'Create record' link below the boxes
- You can also manually enter the biblionumber for a record in the first
box
- Next you can choose whether a new item is created when receiving an
issue
.. Note::
If you add barcodes to issues or if your circulate them, choose to create
an item upon reception
- When there is an irregular issue: choose how to handle irregularities in
your subscription, by either skipping the issue number or keeping the issue
number
.. Note::
If the numbers are always sequential, choose 'Keep issue number'
- Manual history: if checked, you will be able to enter serials
outside the prediction pattern once the subscription is saved. For example,
'The library has issues from June 1974 to December 1996'. To do so, go to
the 'Planning' tab on the subscription detail page once the subscription is
saved and click 'Edit history'.
|subscriptionplanning|
- Call number: your item's call number or call number prefix, this will be
copied to items if they are created upon receiving.
- Library: the branch that owns this subscription.
- If more than one library subscribes to this serial you will need
to create a subscription for each library
- This can be done easily by using the 'Edit as new (duplicate)'
option found on the subscription information page and changing
only the 'Library' field
|newasduplicate|
- Public note: any notes you would like to appear in the OPAC for the patrons
- Nonpublic note: should be used for notes that are only visible to staff
members via the staff interface
- Patron notification: you can pick a notice to send to patrons who subscribe
to updates on this serial via the OPAC.
- For this option to appear you need to make sure that you have a
'Serials (new issue)'-type notice set up in the
:ref:`'Notices and slips' tool <notices-and-slips-label>`
- Location: the shelving location, this will be copied to items if they are
created upon receiving.
- Item type: if creating items upon reception, choose the item type of the
items created.
- Item type for older issues: if creating items upon reception, choose the
item type that will be assigned to previous issues when receiving new issues.
This will only appear only if the :ref:`makePreviousSerialAvailable <makePreviousSerialAvailable-label>` is
enabled.
- Grace period: the number of days before an issue is automatically moved
from 'Expected' status to 'Late'. This mechanism requires that the
:ref:`SerialsUpdate.pl cron job <cron-serials-update-label>` is set up to
run regularly.
- Number of issues to display to staff: this allows you to control how many
issues appear by default in the staff interface catalog, in the
'Subscriptions' tab of the bibliographic record.
- If this is left empty, the value of the :ref:`StaffSerialIssueDisplayCount <StaffSerialIssueDisplayCount-label>`
system preference will be used.
.. Note::
This does not affect the number of items shown in the 'Holdings' tab if
you create items for issues. It only affects the number of issues
displayed in the 'Subscriptions' tab.
- Number of issues to display to the public: this allows you to control how many
issues appear by default in the OPAC, in the 'Subscriptions' tab in
bibliographic records
- If this is left empty, the value of the :ref:`OPACSerialIssueDisplayCount <OPACSerialIssueDisplayCount-label>`
system preference will be used.
.. Note::
This does not affect the number of items shown in the 'Holdings' tab if
you create items for issues. It only affects the number of issues
displayed in the 'Subscriptions' tab.
Once that data is filled in you can click 'Next' to enter the prediction
pattern information.
|addsub2|
- First issue publication date: enter the date of the issue you have in your
hand, the date from which the prediction pattern will start
- Frequency: choose the frequency of your serial. There are several
predefined options all of which are visible alongside your own custom
frequencies in ':ref:`manage frequencies <manage-serial-frequencies-label>`'.
If the frequency you are looking for is not there, you can
:ref:`add a custom frequency<adding-serial-frequency-label>`.
- Subscription length: enter the number of issues, weeks, or months in the
subscription. This is also used for setting up renewal alerts.
- Subscription start date: this is the date at which the subscription
begins. This is used for setting up renewal alerts.
- Subscription end date: this should only be entered for subscriptions that
have ended (if you're entering in a backlog of serials).
- Numbering pattern: choose how issues are numbered. The options here are
the ones in the :ref:`manage numbering patterns <manage-serial-numbering-patterns-label>`
section.
- If the numbering pattern you need has not been created yet, you can
create a new one by clicking on 'Show advanced pattern' and then 'Modify
pattern'. This is be the same as
:ref:`adding a numbering pattern<adding-serial-numbering-pattern-label>`
(see section above).
|advancedpattern|
- Publication date template: this is the template that will be used for the
'Published on (text)' field. You can use Template Toolkit to create your
template. For example, :code:`[% serialseq %] [% publisheddate %]` will fill
the 'Published on (text)' field with the serial number and date.
.. Note::
You can use the following subscription fields in the template:
- serialseq
- serialseq_x
- serialseq_y
- serialseq_z
- subscriptionid
- biblionumber
- status
- planneddate
- publisheddate
- publisheddatetext
- notes
- routingnotes
.. Admonition:: Version
This field was added in Koha version 23.11.
- Locale: if using names of days, months or season, you can choose the
language in which these names will be displayed.
.. Note::
Locale doesn't currently work well with season names.
- Once a 'Numbering pattern' is chosen the numbering table will appear.
|numberonly|
- Begins with: enter the first value for each variable, these should be the
values of the issue entered in 'First issue publication date' above.
- Inner counter: enter how many issues have already passed in the cycle, so
that Koha can calculate when to cycle back.
- For example: If the first issue to receive is "vol. 4, no. 1,
iss. 796", you need to set up "inner counter = 0" But if it's
"vol. 4, no. 2, iss. 797", the inner counter should be "1".
- After filling in this data click the 'Test prediction pattern'
button to see what issues the system will generate, if there are
irregularities you can choose which issues don't exist from the
list presented.
|predictionpattern|
- If you have added :ref:`custom fields <additional-fields-label>`, they
will be editable above the buttons at the bottom of the screen
Click 'Save subscription' to save the information you have entered.
.. Note::
`Find sample serial examples in the serial pattern library on the wiki <https://wiki.koha-community.org/wiki/Serial_Pattern_Library>`__.
.. _edit-subscription-label:
Editing a subscription
-------------------------------------------------------------------------------
.. Note::
Only staff with the
:ref:`edit\_subscription permission <permission-edit-subscription-label>`
(or the :ref:`superlibrarian permission <permission-superlibrarian-label>`)
will be able to edit existing serial subscriptions.
To edit a subscription, click on 'Edit' and 'Edit subscription' from the
subscription page. This will take you back to the same form as the one
used when :ref:`creating a new subscription <add-a-subscription-label>`.
|editsubscription|
You can also batch edit subscriptions. To do so, search for the subscriptions
you want to change. In the results, check the boxes next to the subscriptions
to edit. The link 'Edit selected serials' will appear.
|serialsearchresults|
From there, you can change:
- the vendor
- the shelving location
- the library
- the item type
- the public note
- the nonpublic note
- whether or not to create an item when receiving an issue
- the expiration date
- any :ref:`custom fields <additional-fields-label>`
|editbatch|
.. Note::
Leave the field unchanged to keep the original values.
.. _receive-issues-label:
Receiving issues
-------------------------------------------------------------------------------
.. Note::
Only staff with the
:ref:`receive\_serials permission <permission-receive-serials-label>`
(or the :ref:`superlibrarian permission <permission-superlibrarian-label>`)
will be able to receive issues of existing serial subscriptions.
Issues can be marked as received from several locations. To find a
subscription, use the search box at the top of the Serials page to
search for the serial you'd like to receive issues for:
|subsearch|
From the search results you can click the 'Serial receive' button or you
can click on the subscription title and then click the 'Receive' button.
|subscriptiondetails|
The final way to receive serials is from the 'Serial collection' page.
To the left of the Subscription summary page there is a menu with a link
to 'Serial collection'
From the page that opens up, check the issue(s) you want to receive (the
expected ones should be checked by default) and click 'Edit serials'.
|serialcollection|
All three of these options will open up the issue receive form:
|receiveissue|
- Choose 'Arrived' from the status drop-down menu to mark an issue as
received.
- If you have decided to have an item record created for each issue an
:ref:`item add form <adding-items-label>` will appear after choosing 'Arrived'.
You can add multiple copies using the 'Number of copies to be made of this item'
option at the bottom of the form.
|serialitem|
- If your issue has a supplemental issue with it, fill in the
Supplemental issue information.
- Key the entire numbering in the box after "Supplemental issue" no
numbering will be inherited/auto-filled from the main issue, and
exactly what you key in the box after "Supplemental issue" will be
auto-filled in the item record's Serial enumeration/chronology
[MARC21 952$h] (if you create item records).
- E.g., key this in its entirety if it's what you would like
displayed: "v.69 no.3 (Mar. 2015) suppl."
- If you have decided to have an item record created for each issue an
:ref:`item add form <adding-items-label>` will appear for your supplement and
for the issue itself
- Once you have entered your info you can click 'Save'
.. _serial-collection-label:
Serial collection
-------------------------------------------------------------------------------
Each subscription has a Serial collection page available from the main Serials
menu.
|subscriptiondetails|
From this page you can manage additional tasks related to subscription
issues such as receiving multiple issues and editing.
|serialcollection|
Clicking the Generate next button will generate the next issue for you and
mark the previously expected issue as ‘Late’ automatically.
Check the box in the Edit column for one or more previous issues and
then click the Edit serials button. This will bring you to the same screen as
when you are :ref:`receiving issues<receive-issues-label>`. From there, you can
edit the numbering, dates, status, and add notes.
.. _create-a-routing-list-label:
Creating a routing list
-------------------------------------------------------------------------------
.. Note::
Only staff with the
:ref:`routing permission <permission-routing-label>`
(or the :ref:`superlibrarian permission <permission-superlibrarian-label>`)
will be able to manage routing lists.
A routing list is a list of people who receive the serial before it goes
to the shelf. To enable routing lists, set your :ref:`RoutingSerials <RoutingSerials-label>` preference
to 'Use'.
When on the subscription page you will see a link to the left that reads
'Create routing list' or 'Edit routing list'
|subscriptiondetails|
Clicking that link will bring you to the form to add a new routing list.
|createroutinglist|
From here, click 'Add recipients' to add users to the routing list. In the menu
that appears you can filter patrons by part of their name, their library,
or their patron category.
|patronsearchpopup-addrecipient|
Click 'Add' to the right of each name to add them to the routing
list. When you have chosen all of the people for the list, click the
'Close' button to be redirected to the routing list.
|editroutinglist|
From this form, you can play with the order of the users and add notes.
If you always add the same note, you can enter it in the
:ref:`RoutingListNote <RoutingListNote-label>` system preference.
If the list looks the way you expect it to, click 'Save'.
Next, you will be brought to a preview of the routing list. To print the list
click 'Save and preview routing slip.' This will open a printable
version of the list.
|previewroutinglist|
If :ref:`RoutingListAddReserves <RoutingListAddReserves-label>` is enabled, patrons listed in the routing list
will automatically be added to the holds list for the issue.
To see a list of all of the routing lists for a specific patron is visit
the :ref:`routing lists tab <routing-lists-label>` on their patron record.
Patrons are able to see a list of their own routing lists when logged
into the OPAC in the :ref:`your routing lists <your-routing-lists-label>` tab.
.. _subscriptions-in-staff-client-label:
Subscriptions in the staff interface
-------------------------------------------------------------------------------
Subscription information will appear on bibliographic records under the
'Subscriptions' tab
|subinfoonbib|
Clicking the 'Subscription details' link will take you to the
Subscription summary page in the staff interface.
|subscriptiondetails|
If you are using the :ref:`acquisitions <acquisitions-label>` module to keep
track of :ref:`serial subscriptions <order-from-a-serial-subscription-label>` you
will see an extra 'Acquisition details' tab in your subscription details.
|subdetails|
.. Note::
You can customize the columns of this table in the
:ref:`'Table settings'<column-settings-label>` section of the
Administration module (table id: orders).
.. _subscriptions-in-opac-label:
Subscriptions in the OPAC
-------------------------------------------------------------------------------
When viewing the subscription in the OPAC there will be several options. You
can choose which tab appears by default with the :ref:`opacSerialDefaultTab <opacSerialDefaultTab-label>`
system preference.
Like in the staff interface, there will be a Subscriptions tab on the
bibliographic record.
|subopac|
Under this tab will appear the number of issues you chose when
:ref:`setting up the subscription <add-a-subscription-label>` or in your
:ref:`OPACSerialIssueDisplayCount <OPACSerialIssueDisplayCount-label>` system preference. Clicking the 'More
details' link will provide you with additional information about the serial
history. You can set the default view of the serial history in the OPAC with
the :ref:`SubscriptionHistory <SubscriptionHistory-label>` system preference.
There are two views, brief and full. The brief serial subscription history
will show basic information regarding the subscription.
|SubscriptionHistory-brief|
From this brief display patrons can subscribe to be notified of new
issues as they are released by clicking the 'Subscribe to email
notifications of new issues' button. This link will only appear if you have
chosen to notify patrons when
:ref:`creating the subscription <add-a-subscription-label>`.
You can see those who subscribe to new issue alerts by going to the
subscription page in the staff client and looking on the right of the
'Information' tab.
|subscriptiondetails|
Whereas the full view shows extensive details, broken out by year,
regarding the subscription
|SubscriptionHistory-full|
.. _claim-late-serials-label:
Claiming late issues
-------------------------------------------------------------------------------
.. Note::
Only staff with the
:ref:`claim\_serials permission <permission-claim-serials-label>`
(or the :ref:`superlibrarian permission <permission-superlibrarian-label>`)
will have access to this tool to claim late serial issues.
Koha can send email messages to your serial vendors if you have late
issues. To the left of the main serials page there is a link to 'Claims'.
|serialsmodule|
The links to claims also appears to the left of the subscription detail
page
|subscriptiondetails|
If you don't have a claim notice defined yet you will see a warning
message that you need to first define a notice in the
:ref:`Notices and slips tool<notices-and-slips-label>`.
|noclaimnotice|
Clicking 'Claims' will open a report that will ask you to choose from
your various serial vendors to generate claims for late issues.
|serialclaims|
From the list of late issues you can choose which ones you want to send
a claim email to by clicking the checkbox to the left of late issue,
choosing the notice template to use and clicking the 'Send notification'
button.
You can also export the results to a CSV file by choosing a
:ref:`CSV profile <csv-profiles-label>` and clicking 'Download selected
claims'.
.. _check-serial-expiration-label:
Checking serial expiration
-------------------------------------------------------------------------------
.. Note::
Only staff with the
:ref:`check\_expiration permission <permission-check-expiration-label>`
(or the :ref:`superlibrarian permission <permission-superlibrarian-label>`)
will have access to this tool to check serial subscription expiration dates.
When adding serials you enter a subscription length, using the check
expiration tool you can see when your subscriptions are about to expire.
To use the tool, click the link to 'Check expiration' on the serials
menu.
|subexpiresearch|
In the form that appears you need to enter at least a date to search by.
You can also search by title, ISBN or library.
In your results you will see all subscriptions that will expire before
the date you entered. From there you can choose to view the subscription
further or renew it in one click.
|subscriptionexpiration|
If there is more than one subscription, you can check the boxes and
click on 'Renew selected subscriptions' to renew all the serials.
The serials will be renewed for the same amount of time as their previous
subscription (i.e. if the last subscription for that serial lasted one
year, the serial will be renewed for one year; if the last subscription
was for 16 issues, it will be renewed for another 16 issues).
|batchrenew|
.. _renewing-serials-label:
Renewing subscriptions
-------------------------------------------------------------------------------
.. Note::
Only staff with the
:ref:`renew\_subscription permission <permission-renew-subscription-label>`
(or the :ref:`superlibrarian permission <permission-superlibrarian-label>`)
will be able to renew existing serial subscriptions.
If your serial subscription has expired you won't be able to receive
issues. To renew your subscription you can click the 'Renew' button at
the top of your subscription detail page.
|subscriptiondetails|
Once you click the 'Renew' button you will be presented with
renewal options.
|subscriptionrenewal|
- Start date: enter the date your subscription period starts.
- Subscription length: enter the number of issues, weeks or months your
subscription lasts
- Library: enter the library for which this subscription is, this will only
appear if :ref:`RenewSerialAddsSuggestion <RenewSerialAddsSuggestion-label>` is set to 'Add'
- Note for the librarian that will manage your renewal request: enter any
notes you might have about this renewal. This will only appear if
:ref:`RenewSerialAddsSuggestion <RenewSerialAddsSuggestion-label>` is set to 'Add'
Click 'Submit'.
If your :ref:`RenewSerialAddsSuggestion <RenewSerialAddsSuggestion-label>` system preference is enabled, renewing
a subscription will create a purchase suggestion in the
:ref:`acquisitions module<acquisitions-label>` so that your acquisitions staff
can manage it.
.. _searching-serials-label:
Searching serials
-------------------------------------------------------------------------------
Once in the Serials module there is basic search box at the top that you
can use to find subscriptions using any part of the ISSN and/or title, as well
as a search form in the middle of the page.
|serialsmodule|
|subsearch|
You can also click the 'More options' icon in the search box at the top of the
page and click the 'Advanced search' link to do a more thorough search of your
serials.
|advancedserialsearch|
.. Note::
If you have :ref:`additional fields<additional-fields-label>` that are
searchable, they will appear in this advanced search form.
From your results you can filter by using the search boxes at the bottom
of each column and adjust the number of results using the toolbar at the
top of the results set.
|serialsearchresults|
.. Note::
If you have a lot of subscriptions and loading results takes a lot of time or
resources, you can use the
:ref:`SerialsSearchResultsLimit <serialssearchresultslimit-label>` system
preference to limit the number of results per page.
.. _serial-statuses-label:
Serial statuses
-------------------------------------------------------------------------------
When :ref:`receiving an issue <receive-issues-label>`, you change the status of
the issue to 'Arrived'. There are more statuses that can be used to describe
serial issues.
.. Note::
See also: :ref:`Serials table in the FAQ section <faq-serial-table-label>`.
- Expected: this is the status that is automatically assigned to a new issue
when it is created. It means the issue hasn't arrived, but it is not late
yet.
- Arrived: this is the status used when
:ref:`receiving an issue <receive-issues-label>`. It means the issue has
been received by the library.
- Circulating: this status means the issue is circulating through a printed
:ref:`routing list <create-a-routing-list-label>`. It is not assigned
automatically, but you can use it to indicate to patrons that it is not
currently available.
.. Note::
This status is only available when the current status is not 'Expected'.
- Out for binding: use this status if you send issues to be bound in volumes.
If you create items for each serial issue, you can also use the
:ref:`preservation module <preservation-label>` to track items sent out to
be bound. If you don't create items, you can use this status to track which
issue was sent out.
.. Note::
This status is only available when the current status is not 'Expected'.
- Bound: use this status to indicate that this issue is bound in a volume.
.. Note::
This status is only available when the current status is not 'Expected'.
- Late: this status means the issue still has not arrived and the date you
expected it to arrive has passed. The late date is determined by the
publication date and the grace period entered in the
:ref:`subscription <add-a-subscription-label>`. This status is automatically
assigned to 'Expected' issues if a new one is created by clicking 'Generate
next' in the :ref:`Serial collection <serial-collection-label>` section.
It can also be applied automatically using the
:ref:`SerialsUpdate.pl cron job <cron-serials-update-label>`. If you manually
set an issue to 'Late', the next one will automatically be generated.
- Missing: you can assign this status to issues that are missing. If you don't
create an item for each serial issue, this can be used to indicate which
issue is missing (if an item is created, you can use the item's
:ref:`lost status <9521-lost-status-label>` instead of or in addition to the
issue's status). More specific missing statuses are also available.
- Missing (never received): use this status to indicate that the issue was
never received from the vendor.
- Missing (sold out): use this status to indicate that the issue is no
longer available to purchase.
- Missing (damaged): use this status to indicate that the issue was damaged
and is no longer available.
- Missing (lost): use this status to indicate that the issue has been lost.
- Claimed: this status means that the issue still has not arrived, but a
:ref:`claim was sent to the vendor <claim-late-serials-label>`. It is
automatically assigned through the claim process, but can be assigned
manually if you don't send the claims through Koha.
- Not available: you can assign this status to issues that are not available,
for any reason.
- Delete: if you choose this status and save, the issue will be deleted, and
the next one will be created.