ALEPH Cataloging – V.20

Offline Items Editing

Basic Information for using the Offline Items Editing via Interlibrary Loan

Offline Item Editing allows for items to be put into a private items set, which is saved per staff user. These item records are ‘locked’ until the staff user updates them, but the time period cannot exceed 100 minutes (after 100 minutes the items are automatically ‘unlocked’ by the system). This editing process allows for items to be edited and the changes downloaded to the server in a bulk action.

  1. Log in to the ALEPH Cataloging Module.
  1. Locate the items you wish to work with. This can be done via a binocular search for the record. Once the record is found, you can ‘push’ to the items view by clicking ‘Items’ on the right.

  1. Once in the item view, select the items you wish to add to the set by holding down the ctrl key and click on the item line. Once you’ve completed your selection, click ‘Add to Set’.

NOTE: After adding items to your set, you can select additional items to be added to the set by following the same process.

  1. To access the saved set for editing, on the menu bar select Items | Edit Items Set Offline.

  1. A dialog box is displayed with the items you’ve saved to the set.

NOTE: As you begin editing items in the lower pane, you will notice each time you move to a new item, the line corresponding to a changed item will change in color indicating the edits were saved offline (changed lines appear in gray). You are able to navigate through the list by using the mouse, enter key, or ‘Prev’ and ‘Next’ buttons. The ‘Reload’ button will discard your changes to a particular item record, and removes the color notation indicating a change was made.

  1. Once you’ve completed your changes, click ‘Save Set.’ This action sends all of your edits to the server. Once an edited item is saved, it is then removed from your set. IMPORTANT: If an item has not been altered, it will not be removed from your set via the ‘Save Set’ mechanism. If you do not wish to edit an item in your set, you can choose to either wait for the lock period of 100 minutes to expire, or you can remove the item from your set by clicking ‘Delete from Set.’ Delete from Set ONLY deletes the item from your set list; is does NOT delete the item from the database.

NOTE: ‘Cancel’ can be used to exit from the Edit screen and will NOT save any of the changes you’ve made. You will be prompted to verify your decision to exit the screen without saving changes. Alternatively, the red X in the upper right will also exit you from the Edit screen, but will not prompt you to verify your decision – any unsaved changes will be lost.

  1. If an error is encountered in the update process, you will receive an error message.

The error report tab is in the upper pane of the dialog box. Here errors can be printed (if desired) for further processing. To print, right-click anywhere in the upper pane, and select ‘Print’ from the menu.

NOTE: Items with errors will remain in the item set; all other items without errors are saved to the server as per usual, and removed from the item set.