Archive for the ‘Staff Client’ Category

Tip #111: The fastest way to replace a barcode

A barcode can be replaced in multiple ways on multiple screens, but here is by far the fastest method:

  1. Click “Cataloging” on the main toolbar
  2. From the pull-down menu, select “Replace Barcode”
  3. In the little window that appears, scan the barcode that needs to be replaced.
  4. In the next window that appears, scan the new barcode

That’s all there is to it. You don’t have to get into any particular screen start the process. If you want to check your work, scan the new barcode into the Item Status screen.
Originally published on November 25, 2011.


Tip #110: A Z39.50 Reminder

It’s a good idea to always have the Local Catalog selected when searching for records to import via Z39.50. Even though you have already searched the Evergreen database for your item, it’s a great way to double check for a match before importing.

To add Evergreen Indiana to the services searched, click the box next to Local Catalog. It’s the first one on the list of Service and Credentials on the Z39.50 import screen. To save the change, click the Save as Default button below the list.

If you see “native-evergreen-catalog” among the results of a Z39.50 search, look at the MARC record to see if it is indeed a match. An easy way to do this is to highlight the result line and click on “MARC View” next to the Overlay and Import buttons. To return to the previous display, click “Results View”.

Don’t forget that the columns displayed on the Z39.50 screen can be customized. Use the column picker to select the information you find helpful, then resize and drag the columns around until they’re in the order you want them displayed. When you get the screen arranged the way you want, click the List Actions button at the far left and select “Save List Configuration” from the pull-down menu.

See Chapter 12 of the Evergreen Indiana Cataloging Training Manual for more information about importing records via Z39.50. Guidelines for searching the EI Catalog can be found in Chapter 2, and using the Column Picker is explained in Chapter 4.

Originally published on November 18, 2011.


Tip #106: Retrieving records by TCN and record ID

Here’s an often overlooked shortcut for bringing up records by TCN (title control number): Rather than using the Quick Search pull-down on the Advanced Search screen, simply press the Shift and F3 keys at the same time and a small dialog box appears. Type or paste in the TCN, click OK and your record appears.

This function works no matter what screen you are currently viewing. If you prefer to use a pull-down menu rather than the Shift-F3 method, Click ‘Cataloging’ on the toolbar and select ‘Retrieve record by TCN’.

Look for the TCN for a record at the top center of the Holdings Maintenance and MARC Edit screens. Click on it once to highlight, then press Ctrl-c to copy. Use Ctrl-v to paste the number in the search screen.

Below the TCN is the record ID. This can be copied and pasted in the same way. To search for a record by record ID, click ‘Cataloging’ on the toolbar and select “Retrieve record by Record ID” from the pull-down menu. Paste or type the ID in the little dialog box and click OK.
Originally published on October 21, 2011.


Tip #105: Call number searches in Evergreen

A Call number search is a handy tool for Evergreen catalogers. Without leaving our desks, we can browse a selected shelf to help us choose the appropriate location in our particular library for a resource.

What makes the call number search special is that you can limit the results to just your library system.
The call number search tool is located on the left side of the advanced search screen. It is one of the pull-down menu items below ISBN. The call number search is the only quick search item that can be filtered to display only your library system’s holdings.

Limit the search to your library the same way you do title and keyword searches, by changing the search library from ‘Everywhere’ to ‘Local library system’ before clicking ‘submit’.
Originally published on October 14, 2011.


Tip #98: Column Picker

Most Evergreen screens used by catalogers can be customized by using the column picker. The column picker allows us to chose from a list of options 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 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, we often discover new ways to do things 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, View Holds, and Z39.50 screens, click on the “List Actions” button at the bottom left of the screen and chose to save the configuration.

Instructions on how to use the column picker can be found in Chapter 4 of the Evergreen Indiana Cataloging Training Manual.
Originally published on August 28, 2011.


Tip #90: Importing records containing diacritics

Since the 2.0 upgrade, catalogers have not been able to import records that contain diacritics.

If you encounter an Unhandled Error message ( the skull and crossbones) while attempting to import a record and can’t figure out why, check the record for diacritics. Diacritics are the accent marks and squiggles added to letters, such as ẽ ự ύ and á. Chinese, Japanese, and Russian characters may also prevent a record from being imported.

Until this glitch gets fixed, catalogers can work around the problem by cutting the passage in the record containing diacritics, importing the record, then pasting the passage back in. Another option is to simply delete the problem text, import the record, then copy and paste from the original. Consider using the new Flat Text Editor, especially if there are multiple fields or subfields involved.
Originally published on June 23, 2011.


Tip #89: Fast Item Add and the In Process status

The 2.0 update made the Fast Item Add feature available on all MARC edit screens, not just when importing a record via Z39.50 as previously the case.

However, as some catalogers have already discovered, the default status when the Fast Item Add feature is used is no longer ‘in process’. Instead, the default status is ‘available’. This means that as soon as the holding is added, patrons see the item in the OPAC as being on the shelf, ready for checkout.

Not only can this cause confusion for patrons and staff who may be checking the shelf for an item still being processed, this is a big problem for items being held in Tech Services for street dates. Books and other items with specific release dates set by the publisher cannot be shown as available or checked out in the Evergreen OPAC before the specified date.

How to fix this? One solution, of course, is to click ‘edit item attributes’ after the item is cataloged and change the status to ‘in process’. However, this requires an extra cataloging step. A better method is to set your copy editor template so that the status is ‘in process’ rather than the default. (We never had to bother to do this previously, since the default was always ‘in process’.)

Here’s how to change the copy editor template so holdings added via Fast Item Add will have the status of ‘in process’:

  1. Open the copy editor screen. Do this by right clicking on any item (a line with a barcode) in the holdings maintenance or item status screens and selecting ‘Edit Item Attributes’.
  2. Apply the desired template.
  3. Click on the ‘status’ box (below the word “Identification”) and select ‘in process’ from the pull-down menu.
  4. Click ‘Apply’ (directly below the status box).
  5. Click the ‘Save’ button at the top of the screen to save the template.
  6. In the box that appears, type the name of the template. Unless you want to create a new template, type the exact name of the template you are modifying.
  7. Click OK.
  8. Repeat steps 2 through 7 for each template you want to change.
  9. Use the ‘Close’ button to close the copy editor screen.

Once you make this change to a copy editor template, anytime you use that template the status of the item added will be ‘in process’, regardless of whether you access the copy editor screen via the Fast Item Add feature or the holdings maintenance screen.

See chapter 6 of the EI Cataloging Training Manual for information about copy editor templates. See Tip of the Week #27 (March 2010) for information about cataloging street date material.
Originally published on June 17, 2011.


Tip #86: Uses for the Flat Text Editor

Have you tried out the Flat Text Editor? This great new feature allows you to cut and paste multiple fields at once from one Evergreen record to another.

To use it, click on the checkbox at the top of the MARC Editor screen next to “Flat Text Editor” The display will change so that all the MARC record is displayed as text.

This feature has many uses-

  • It’s really handy when you want to create a new record that is similar to an existing record:
    1. Start a new record and open the Flat Text Editor, then copy the information from an existing record also opened to the Flat Text Editor.
    2. Paste it into your new record.
    3. Uncheck the Flat Text Editor box to return to the normal MARC Editor view and make any edits you wish.
  • You can copy multiple subject headings from one record to another.
  • When you can’t find an exact match for your item to import, but you’ve found a close match via Z39.50 you can start the import process, use the Flat Text Editor to copy the record into a new one, then cancel the Z39.50 import, and make the changes to your new record so that it matches your item.
  • This feature also makes it possible to add and delete 008, 007, and 006 fields.

Just be careful to retain the formatting used in the Flat Text Editor Screen. If you try to copy and paste from non-Evergreen MARC records, you will probably have to do clean up because the formatting won’t match. You can see if you have formatting problems by switching back to the normal MARC Editor view.
Originally published on May 27, 2011.


Tip #19: Quick Search

When doing a catalog Quick Search, the system searches all of Evergreen by default. You can’t limit the search to your library for any of the Quick Search options EXCEPT for the Call Number search.
To browse call numbers just for your library:

1. Access the Catalog Search screen – quick key F3.
2. Select ‘This Branch’ or ‘Local Library System’ from the Search Library pull-down menu.
3. Type the call number into the Quick Search box (left side of the screen) and select ‘Call Number’ from the pull-down menu.
4. Click the Submit button located in the Quick Search box – not the one under Select Library.

This allows you to browse just your collection, which is useful when assigning call numbers.
Originally published on January 15, 2010.


Tip #3: Using the Column Picker to Customize the Staff Client

Remember, we can customize our Evergreen screens by using the Column Picker. The column picker allows us to chose from a list of options what information is displayed on each screen. Once the columns are selected, we can resize and rearrange the columns to best suit a cataloger’s needs.

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.

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.

Rearrange the columns by clicking on them one at a time and dragging to the desired location.

After customizing the screen, don’t forget to save the columns so they will appear that way each time you log on. Look for “Save Columns” under the “Actions for Selected Rows” or “Actions for Selected Items” pull-downs. When customizing the Buckets screen, there is a separate Save Columns button.

Instructions (with screen shots!) on how to use the column picker can be found in Chapter 4 of the Evergreen Indiana Cataloging Training Manual.

Originally published on September 11, 2009.



See Also

Categories



MARC Fields