Version 12.3 - New Developments

January 9, 2000

Version 12.3 - New Developments

Version 12.3 incorporates many changes, across all modules. This document does not describe all the changes (for full details please refer to the WEB Staff “Release notes”); it focuses on the more significant changes and tries to highlight the changes in workflow that result from the changes.

Contents:

1. Holdings Record and Item Records 4

2. General 4

2.1 System Number 4

2.2 ADM System Number. 4

2.3 ALEPHADM 4

2.4 Staff Profile 5

3. WWW OPAC 5

3.1 New Design 5

3.2 Display of holdings 5

3.2.1 List of Items - Filter 5

3.2.2 Display of Holdings in FULL display of Bibliographic Record 6

3.2.2.1 LOC 6

3.2.2.2 ITM5 6

3.3 Brief Display of Record 7

Set-up 7

3.4 Personal Profile 7

3.5 Record Type 8

3.6 “Jump” Feature in Set 9

3.7 Full Record Display – Differentiation by Format 9

4. GUI Interface – General 9

4.1 Navigation Window "Tree View" of Linked Records in ALEPH 9

Set-up 9

4.2 Dynamic Columns and ToolTips 10

4.3 Mini-Search: Brief View 10

Set-up 10

5. GUI Search 11

5.1 Direct search – Default 11

5.2 Full Record Display – Differentiation by Format 11

6. Acquisitions 11

6.1 Collection 11

6.2 Order log 11

6.3 Claims for first Issue in Acquisitions (p_acq_19) 12

7. Serials 12

7.1 Issue Check-in from List of Items 12

7.2 New Uses of the Item Processing Status in Serials 13

7.2.1 Serials Check-in 13

7.2.2 Issue Not Published 13

Set-up 13

7.2.3. Export & Export 85x Records (b-serial-51 & b-serial-52) 13

8. Circulation 14

8.1 Override Return Date 14

8.2 Grace Period in Minutes 14

8.3 Recalls 15

8.4 Recall Fine Limit and Lost Letter Charge for Recalled Items 15

8.5 Proxy Users 16

8.6 Data Export Field 16

8.7 Reading Room 16

8.8 Loan and Return Options 17

8.9 List of Loans & Holds – Sort Routines 17

8.10 Magnetic Media 18

8.11 Audio Warnings 18

9. Course Reserves 18

9.1 Multiple Course Reserve Collections 18

9.2 New “Items” option 18

9.3 Selection of requests 18

9.4 Find Records 19

10. Cataloging 19

10.1 Search Headings Display – Bibliographic Library (F3) 19

Set-up 19

10.2 Search Headings Display – Authority Library (Ctrl+F3) 19

10.3 Spaces in Fixed Fields 19

Set-up 20

10.4 Field Level Authorization 20

Set-up 20

10.5 Locate Similar Record 20

10.6 Printing Catalog Records 21

10.7 OWNer Field 21

11. Items Control 21

11.1 Sort Order of Items 21

11.2 Validation of collection codes/Processing status 21

11.3 Binding 22

12. Authorities 22

12.1 Display of Authorities in WWW OPAC 22

12.1.1 Display of Link to Authority Record 22

12.1.2 Display of Authority Record 22

12.1.3 Suppression of Related Terms in the Authority Record 23

12.2 Multiple Authority Databases for the One Headings File (e.g. LC and NLC) 24

12.3 Update of Authority Database (p_manage_20) 24

12.4 Improvements to the “Global Update” Service (p-manage-21) 24

1. Holdings Record and Item Records

Perhaps the single most significant development is a change in the relationship between the Holding record (USMARC Holding format) and the item records. A separate document included as Appendix 1 outlines the main changes involved.

2. General

2.1 System Number

In 12.3 the system number has been enlarged from 7 to 9 digits.

2.2 ADM System Number.

In version 12.3 when the system assigns the ADMinistrative system number it will try to use the BIBliographic system number and only if this system number is in use will it use the UTIL G-2 “last doc number” counter. This counter therefore should be set to a very high number so that future bibliographic and administrative system numbers can be the same. For example, for a database of 1,000,000 set the counter to 10,000,000.

2.3 ALEPHADM

A new client – ALEPHADN – has been added. This client helps the installation to manage both client and server tables.

Use the Configuration and Language menu options to update client tables.

Use the Tables menu options to copy server tables to the client, where they can be updated and then copied back to the server. Use the “Get” option to copy over tables from the server. The table will be copied as a read-only file. Use the “Check-out” option to indicate that you want to edit the table. The table will then be locked and other users using ALEPHADM will not be able to work on the table (the file on the server will not be locked). Use the option “Check-in” to copy the table back to the server.

The default lock period is defined in pc_server_defaults. If you need more than this period of time you can right-click on the table and then click on “Refresh check-out”.

Setup:

The default lock period is defined in seconds in pc_server_defaults:

setenv file_lock_period 1200

In each library, in the tab directory there is a table - tab_alephadm.lng in which the list of tables that can be accessed via ALEPHADM and defines the description of the table. The tables of the aleph directory are defined in tab_alephadm.lng in $alephe_tab (UTIL Y-18).

2.4 Staff Profile

In 12.3 it is possible to define a profiles for staff members. The profile can be defined per staff username (Z66). At present the profile defines the default library that is selected when the WWW services are accessed (the system no longer displays the list of libraries to select from). In the future, the profile will also influence staff searches in the WWW OPAC.

Staff profiles can be defined from the WWW Staff homepage – Utilities – Staff Profile. The only active element is the “default services library”. Future development will include the possibility to define a list of databases that can be searched in multibase search option in the WWW and the display order of results from such a search will be implemented in the future.

Staff profiles are stored in a new Oracle table – Z59. The table is stored in the library that is defined at the “pw_library” in aleph_start_505.

3. WWW OPAC

3.1 New Design

In 12.3 the WWW OPAC interface has been re-designed. One of the main changes is that dynamic HTML is no longer used.

3.2 Display of holdings

The display of holding information has significantly changed in 12.3 both in the brief and full displays and in the list of items itself.

3.2.1 List of Items - Filter

In previous versions the system displayed the full list of items or a list of items filtered by sub-library. This was a problem, in particular for serial items. In 12.3 the list of items can be filtered by 3 parameters: year, volume and sub-library. The system displays a dynamically created list of the available years, volumes and sub-libraries in a pull-down menu.

The default sub-library filter depends on the type of link used in the full record display (edit_doc_999). If ITM3 or LOC (sub-library link) is used, the filter will be selected sub-library; if ITM5 is used the filter will be default sub-library as defined in the user’s profile. Refer to the next section for more information on the LOC and ITM5 type links that are new in 12.3.

Using the filter options the user can dynamically change the filter to display the desired items and or holding records.

3.2.2 Display of Holdings in FULL display of Bibliographic Record

Two new types of links to the list of items have been added to the full display.

3.2.2.1 LOC

It is possible to define a link to holdings that will combine the sub-library, collection and call number so this information will be available to the user at the highest level. The list of items that will display when this link is activated will be filtered by the sub-library.

For example:

Location General Collection USM50 : Reference LA 1234

Set-up:

At present this link works for the “LOC” expand only. In future it may work for the PSTS type expand as well. The following is necessary to work with this link in edit_doc_999:

## LOC## D LLocation Y L E

The type of link is “L”. The display of the line is defined by an “L” type line in edit_field (i.e. the edit_field line is NOT defined by col. 6 of edit_doc_999).

The following expands must be defined in tab_expand:

WEB-FULL expand_doc_bib_loc_usm

WEB-FULL expand_doc_bib_loc_disp

3.2.2.2 ITM5

The ITM5 type link will filter the list of items by the sub-library preferred by the user or the IP address of the station used.

If the user is signed-in, the system uses the default sublibrary from the personal user profile.

If a signed-in user does not have a profile, or the user is not signed- in, the

system uses the profile that matches the IP address of the station (if there

are user records with "IP" as the user-id, and user personal profiles have

been defined).

If no personal user profile can be matched, the personal user profile of

user-id ALEPH is used.

Refer to section 3.4 below on personal profiles.

3.3 Brief Display of Record

It is possible to define a column with a link to holdings that will combine the sub-library, collection and call number. Up to 3 different locations will display. If there are more, the system will display the message – “Multiple Locations” (message no. 9553).

Note that this type of link does not include information regarding the circulation status of the items, which has been added only to the ITM+ type link.

Set-up

At present this type of link works for the “LOC” expand only. Define the following line in www_tab_short.eng:

8 L Locations L ## LOC+

Define the following expands in tab_expand:

WEB-BRIEF expand_doc_bib_loc_usm

WEB-BRIEF expand_doc_bib_loc_disp

3.4 Personal Profile

The concept of “user profile” has been enhanced in 12.3. Previously, profiles were created in order to define “denied bases” – i.e. sections of the database that the certain users should not be able to access. The user profile was entered in the borrower record (Z303) and if not defined there, the system would use the default “ALEPH” profile.

In 12.3, a personal profile can be defined by the end-user from his borrower information (bor-info) display. Once the personal profile has been created., it can be updated via the “Preferences” option. The personal profile defines the following:

Default databases for multibase search

Number of records to display per page

Default brief record display

Number of hits for which set of records should display

Default sub-library for list of holdings – this is relevant only if the type of holdings link defined in edit_doc_999 is ITM5.

A profile can also be created for an IP address (the full address) – i.e. for a workstation. In order to do this a user record (z303) should be created with the IP number as the user ID and a personal profile created for the IP user. If the system cannot find a personal profile for a user that signed in, it will search for a profile matching the IP of the station used.

If there is no personal or IP profile, the system will use the default profile, ALEPH.

Note that when a personal or IP profile is created the system will copy over the denied bases that were defined for the profile entered in the borrower record or (if none) the default profile, ALEPH.

3.5 Record Type

There is a new program to generate a label for the bibliographic record type based on the LDR, 006, 007 and 008 fields. The following labels will be generated:

<Map>

<Score>

<Sound>

<Kit>

A table defining these labels can be found as an appendix to this document.

It is possible to display the bibliographic record type label in the full and brief displays. In the brief display, the record type can display after the title. The record type can also be sent to a word file and can be used to refine a search or create a predefined base in tab_base.

Set-up:

The record type is created by a new expand program, expand_doc_fmt_mgu. The tag created is TYP and the label is in $$a. For example:

TYP $$a<Serial>

The expand program must be added to the appropriate sections in tab_expand and to the display and/or indexing tables. In order to add the record type to the title column define the title column as follows in www_tab_short:

2 L Title 03---A01---A 00 00 0100 S BK 245## 240##

2 ## 245##

2 L Type S ## TYP##

3.6 “Jump” Feature in Set

It is possible to “jump” to a specified place (record number in the list) of a set.

3.7 Full Record Display – Differentiation by Format

It is possible to define different full record displays based on the record format (FMT). A new column has been added for the record format to edit_doc_999.eng (UTIL I-8).

4. GUI Interface – General

4.1 Navigation Window "Tree View" of Linked Records in ALEPH

In ALEPH500 release 505.12.3 the "Navigation Window" in the ALEPH clients has been changed. The previous display format has been replaced by a new display called the "tree view" of records that includes all records (BIB, ADM. HOL, orders, items, subscriptions and loan transactions). The “summary” option displays a brief overall view of the record similar to the one displayed in the navigation window in 12.2.