Archive for the ‘Staff Client’ Category

Tip #180: Customize your screens with the column picker

Most Evergreen screens used by catalogers can be customized by using the column picker. The column picker allows us to choose what information is displayed on each screen. The list varies depending on the function of the screen. Once the columns are selected, we can resize and rearrange the columns to best suit our needs. Then the settings can be saved.

Even seasoned Evergreen catalogers may benefit from periodically evaluating screen settings and making some changes. As we become more experienced in Evergreen, new approaches to everyday tasks are developed which may lead to wanting different information displayed. Even if you’re happy with the type of information displayed, think about the current location of that information and whether it could save you time (and prevent errors) if the columns were moved around.

Many catalogers, for example, use the Item Status (F5) screen to check their work. Do you check shelving locations to make sure they match the call numbers? If so, move those columns next to each other. Have a habit of forgetting to put in the price? Make sure that column is displayed so you’ll be sure to catch the mistake.

To use the column picker:

  1. Look for the little column picker icon to the right of the column headings. Click on it to display the available columns. Click on an entry in the pull-down list to add or remove it from the screen.
  2. To resize columns, move the cursor over the line between the column headings until it turns into a double pointed arrow. Then click and drag the column boundaries around to resize.
  3. Rearrange the columns by clicking on them one at a time and dragging to the desired location.
  4. After customizing the screen, don’t forget to save the columns so they will appear that way each time you log on to that computer. On the Item Status screen, look for the ‘Save Columns’ option under both the “Actions for Catalogers” and the “Actions for Selected Items” pull-down menus. ‘Save Columns’ is found under “Actions for Selected Rows” on the Holdings Maintenance screen. When customizing the Bucket and Z39.50
    screens, click on the “List Actions” button at the bottom left of the screen and chose to save the list or column configuration. On the View Holds screen, use the “Actions for Selected Holds” pull-down menu.

Originally published on May 17, 2013.

Tip #166: Missing 008 Fields

A missing 008 field in a bibliographic record causes problems for catalogers trying to update the fixed field grid. Changes made in the fixed field via the grid cannot be saved if there is no 008.

Here’s why: The fixed field grid is really just an easy way to enter data into the 008 field. So if the record is corrupted and there is no 008 field to change, then the fixed field grid cannot function properly.

To solve the problem of a missing 008, you can either overlay the record with a ‘healthy’ one OR add an 008 field to fix the record already in Evergreen.

The only way to add an 008 to a record is with the Flat Text Editor:

  1. Open both the ‘problem’ record and a good similar record (a book record if you’re cataloging a book, a DVD record if you’re cataloging a DVD, etc.) in different tabs
  2. Select “Flat-Text editor” for both records (in MARC edit screen)
  3. Copy the 008 from the good record and paste it into your corrupted record
  4. Deselect the flat text editor, and make the appropriate changes to the fixed field grid to match your item.

Originally published on February 8, 2013.

Tip #164: Evergreen Shortcuts

A few Evergreen shortcuts you may not know about

  1. Double clicking on the Holdings Maintenance Screen: Double click on your holding (the line containing the barcode) to bring up the copy editor. No need to right click and select from a pull-down – just double click!
  2. Use the column headings to sort scanned items. Just click on the heading you wish to sort by. This works in any screen with column headings – Item Status, Check-In, Copy Buckets, and Record Buckets.
  3. Just need to swap a barcode? Click on “Edit” at the top of any screen and select “Replace Barcode”. In the little window, scan the old barcode and then the new one.
  4. Find a great record you want to keep as an example for training or future reference? Use the “Actions for this Record” button to switch to the MARC View. Then click the Print Page button above the variable fields. All variable fields print, but you lose the fixed field grid.

Originally published on January 25, 2013.

Tip #161: Exporting Copy Editor Templates

If changes at your library require new or modified copy editor templates, save time and insure consistency by using the import/export function. One cataloger can change or add new templates and then ‘share’ them with other catalogers instead of requiring each cataloger to do their own.

This is a great tool to use when setting up the login for a new cataloger, or to transfer the templates from your CAT-2 login to your CAT-1.

Here’s how to import/export templates:

  1. Open the copy editor screen under your log-in (the log-in with the existing templates).
  2. Click on the ‘export’ button located on the template toolbar.
  3. A “Save Templates File As” window appears, in which you select the location to save the file and name the file. Name the file something like “Cataloging Templates” and save it to the desktop.
  4. Log out of Evergreen and log back in under the new cataloging log-in or the log-in for the cataloger with whom you wish to share your templates.
  5. Open the copy editor screen and click on the ‘import’ button located on the template toolbar.
  6. In the “Import Template File” window, select ‘Desktop’ from the pull-down menu and highlight the Cataloging Templates file you created. Click ‘open’.
  7. A “Final Warning” screen appears. Click ‘yes’ to save the templates under the new log-in.
  8. If you are importing templates to replace ones already in use, you’ll get a window asking if you want to replace each template. Click “yes” for each template you wish to replace.

Information about creating templates can be found in chapter 6 of the Evergreen Indiana Cataloging Training Manual.
Originally published on January 4, 2013.

Tip #155: Using the ‘g’ audience code for books

Although a valid code, most Evergreen catalogers do not use the ‘g’ (general) audience code when cataloging printed material.

Rather than coding the target audience fixed field ‘g’ when cataloging books and magazines, consider using a more specific code, such as ‘e’ for adult or ‘j’ for juvenile.

Here’s why: The audience code, located in the Fixed Fields grid, controls the audience advanced search filter in the OPAC. If a patron limits a search to ‘adult’, ‘juvenile’, or any audience other than ‘general’, then none of the titles with a ‘g’ audience code will be included in the results. So if a title’s target audience is, for example, adults, then it would better serve our patrons to select the ‘e’ (adult) audience code rather than the ‘g’ (general) code.

OCLA maintains a complete list of codes for the target audience fixed field (Audn).

Note that the ‘g’ audience code should be continue to be used in Evergreen for audiovisual materials with an adult target audience unless rated R (DVDs) or contains an adult advisory (music CDs).
Originally published on November 2, 2012.

Tip #150: The new “Delete Volume and Items” button in 2.2

Whenever the last item in a volume is removed, it’s very important that the volume is also deleted. The presence of a volume on a record, even if it is empty, will prevent the record from being automatically removed from the database when all the holdings are gone. This will result in the creation of another one of those dreaded empty records.

A new tool for catalogers who need to delete both an item and its volume is the “Delete Volume and Items” button. The button is available in both the Holdings Maintenance and the Item Status screen. The Item Status screen is handy if you are deleting multiple items. However, because the “Delete Volume and Items” button will delete ALL the items in the volume, only use the Item Status screen if you are absolutely sure the item(s) you want deleted do not share a volume with items you want to keep.

How to use the button in the Holdings Maintenance screen:

  1. View the holding you wish to delete in the Holdings Maintenance screen.
  2. Check the volume for the item you wish to delete to make sure there are no items in that volume that you do NOT want to delete.
  3. Highlight the volume.
  4. Right click and select “Delete Volumes”.
  5. Click “Delete” in the ‘are you sure?’ window.
  6. In the next popup window, click the “Delete Volume and Items” button.
  7. No confirmation window appears, but the Holdings Maintenance screen will refresh to show that both the item and volume have been deleted.

How to use the button in the Item Status screen:

  1. Scan in all the items you wish to delete.
  2. Highlight all items.
  3. Click on “Actions for Catalogers” and select “Delete Volumes”.
  4. Click “Delete” in the ‘are you sure?’ window.
  5. In the next popup window, click the “Delete Volume and Items” button.
  6. No confirmation window appears. (You can try to scan items into Evergreen if you want to confirm they have been deleted.)

Be CAREFUL using the Item Status Screen. There is NO popup warning you if there are other items in the volume. All items in the volume will be deleted, even if they were not scanned into the Item Status screen. If you are not sure if there are other items in the volume, either use the old method (select “Delete Items”, then “Delete Volumes”) or use the Holdings Maintenance Screen.
Originally published on September 28, 2012.

Tip #142: Changing an item’s status while being repaired

When damaged and worn materials are sent to your Tech Services for repair or evaluation, it’s a good idea to change the item status so that the material no longer appears as available in the Evergreen database.

There are several status options to choose from:

  • If the item status is changed to ‘Temporarily Unavailable’, ‘Damaged’, or ‘Discard/Weed’, the material becomes invisible in the OPAC but your staff can still ‘see’ the item and its status on the Holdings Maintenance screen. Patrons and staff cannot place holds on items with these statuses.
  • If the item status is changed to ‘Mending’, the material is still visible in the OPAC. Both patrons and staff can see that the status of the item is ‘Mending’ and holds can be placed on the material. If the decision is made to withdraw the item, this can be done without changing the status.

If the material is returned to circulation, the status can be changed either in the copy editor screen on by checking the item in:

  • If using the check-in method, just click ‘yes’ when asked to ‘Force this action?’
  • You can change the status of several items at once by scanning them into the Item Status screen, highlighting all items and then selecting ‘Edit Item Attributes’ from either the Action for Catalogers pull-down menu or right clicking on the highlighted items.
  • If your material’s status was ‘mending’, be sure to also check the item in if the status was changed in the copy editor screen. Otherwise, any holds placed while the item was being repaired will not be trapped.

Originally published on July 20, 2012.

Tip #136: Working with Multiple Branches in the Holdings Maintenance Screen

Evergreen libraries with more than one location can add, edit, and delete holdings for multiple branches at the same time.

For example, say your library purchases three copies of Alexander McCall Smith’s new book, A Conspiracy of Friends, and you need to add one copy each to your main library, the East Side Branch, and your bookmobile. You can do this with the correct settings in the Holdings Maintenance Screen.

First, the library name displayed on that screen must be the system level name and not one of the branches. If, for example, if you are cataloging for the Lincoln Heritage Library, “LHPL Lincoln Heritage Public Library” must be selected from the library pull-down menu rather than one of the branches, “LHPLC Lincoln Heritage Public Library – Chrisney” or “LHPLD Lincoln Heritage Public Library – Dale”.

Second, “This Specialized Library” must appear in the “limit” box to the right of the library name.
If the settings in the Holdings Maintenance Screen are correct, all your library’s branches will be displayed. By highlighting multiple locations at the same time (do this by holding down the Shift key while highlighting each library name), you can add volumes and items to all branches simultaneously.

Use the same technique to edit or delete multiple volumes and items.
Originally published on June 8, 2012.

Tip #129: Deleting holdings in the Item Status screen

An easy way to remove several items at one time from the Evergreen catalog is to use the Item Status Screen. Rather than go into the Holdings Maintenance screen for each holding you wish to withdraw from your collection, just scan each one into the Item Status Screen (F5), then delete all the items and volumes in three easy steps:

  1. Highlight all the items you wish to delete (Click on the first, then last barcode while holding down the Shift key).
  2. From the Action for Catalogers pull-down menu, select Delete Items.
    1. Click OK when the ‘are you sure’ window pops up.
    2. Click OK again when the ‘items deleted’ window appears.
  3. From the Action for Catalogers pull-down menu, select Delete Volumes (the items should already be highlighted from the Delete Items process).
    1. Click “delete” when the ‘are you sure’ window appears.
    2. Click OK when the ‘volumes deleted’ window pops up.

IMPORTANT: If, instead of the ‘volumes deleted’ window, you get a message advising you must delete all items before deleting a volume, that means that one or more of the items in your list was attached to a volume that still isn’t empty. You cannot (and don’t want to) delete a volume that is not empty. Unfortunately, Evergreen doesn’t clue you in on which title in your list is associated with a not-empty volume, so if you don’t know, you’ll have to highlight the list a section at a time and delete the volumes in groups until you have the non-empty volume isolated.

If you are deleting several items, it will take a while before the ‘are you sure’ window appears. It’s probably a good idea to not delete more than about 50 items at a time.

Note that there is no ‘right click’ option. You must use the Action for Catalogers pull-down menu to delete items and volumes.

It’s very important that you delete all empty volumes as well as the items.

Any empty volume left on a record will prevent the record from automatically being removed when the last holding is withdrawn. This is different than deleting items in the Holdings Maintenance screen, where volumes automatically disappear when the last item is removed.
Originally published on April 13, 2012.

Tip #114: Cataloging issues since the 2.1 upgrade

Here is a list of issues you may be encountering since the upgrade to 2.1, with some workaround suggestions and solutions.

You may have noticed that in some cases you can’t save changes to the fixed fields. This is due to a new “feature” that requires that all possible spaces in the fixed fields be filled. So any fields that allow multiple characters, such as ill. and cont. require you to fill in the extra spaces by typing spaces with the space bar.

People have encountered problems with the batch loader. It seems that there are problems with the import queue. If you check the “Import Non-Matching Records” box, your records will be loaded directly to the catalog. This is a workaround until the import queue problems are resolved.

You may have found that the search filters based on fixed fields are not working. If you limit your search with these, it will just stall out and deliver no results. In the meantime, you can still limit based on shelving location. We’ll let you know when this is fixed.

You may encounter some records that cannot be edited which give a long system error that cannot be closed. If you have a Windows computer, you should be able to use control+alt+delete to close Evergreen. We’ll keep you updated on this issue as well.

The Z39.50 screen now displays images. You can click on the tiny arrow or drag those closed if you prefer more display area for your record. You need to do this every time you start a new session. Be aware that if you unclick the “Marc Editor” box on this screen, your records will import, but they will not open in a new tab.

Please let the Cataloging Committee know if you encounter other problems.
Originally published on December 16, 2011.

See Also


MARC Fields