Athenaeum Pro 2017 Changes

Catalogue List

The catalogue has adopted the streamlined interface.

Menus drop down from the top when appropriate.

new drop down menus
new drop down menus

The detail find, find bar codes and find ISBNs are now combined into a single “find” drop-down menu at the top of the list.

combined find widget
combined find widget

The quick detail widget (the gear icon at the left of each item in the list view) shows more information about the selected item without bringing up the full detail screen.

quick detail widget
quick detail widget

The command menu now includes the Mark these and clear marks options that were previously on the utility screen.

mark and clearing marks for the found set
mark and clearing marks for the found set

You can see more information about an issued item in the catalogue list view (by clicking the issue widget next to the due date) including details of reservers. You can create reserve letters or you can extend or return an issue

issue detail widget
issue detail widget

Utilities

The utilities window is now a pop-over object on the catalogue list view, no need to go to a different screen.

utilities pop-over
utilities pop-over

The utilities have been re-organised to group more objects together, requiring less navigation.

  • bar code options have been grouped to make it more obvious when deaiing with the bar code utility and the old style “local” bar code labels.

  • new options for NZ schools for importing National Library loans and finding those in the catalogue (see external library loans)

  • the audit tab makes it easier to see the source of any particular catalogue record

Keyboard shortcut

While viewing the catalogue list or detail screens you can open the utility pop-over simply by pressing the “u” key on your keyboard (but not while you are typing into a field).

late august tweak: the “u” key will also close the utilities pop-over

Remove Subject from Bulk records

A new utility option to remove a subject from the found set of items has been added.

This works for both free-form and strict authority options and will remove either the subject line entered or the authority entry chosen.

removing a subject from bulk records
removing a subject from bulk records

For example, if you have the following subjects for some entries

France
French History
French Art
French Artists

and you choose to remove “French Art”, the third line is removed from the subjects leaving the last subject untouched.

Catalogue detail

The catalogue detail screen has been (slightly) re-organised and, where possible, controls are hidden if not required. You may use swipe gestures, if your device supports them, to move between the tabs.

Field labels are shown or hidden by default according to the settings in admin preferences “Show Field Labels”.

No field labels:

catalogue detail screen with field labels hidden
catalogue detail screen with field labels hidden

Same screen with field labels:

catalogue detail screen with field labels shown
catalogue detail screen with field labels shown

Field labels can be toggled on or off on the fly by clicking the “i” button at the top right of the window:

toggling field labels on the fly
toggling field labels on the fly

An example of controls being hidden is with the “URL” tab. If an item has no link in the URL field, the URL tab will not show. Compare the two screen snippets below:

URL tab is hidden because there is no URL to show
URL tab is hidden because there is no URL to show

The media tab controls are now in a vertical arrangement to the left of the media, allowing more vertical space for the images:

left hand controls for media tabs
left hand controls for media tabs

There is a new button for users running FileMaker Pro 16 or higher. If an item has an ISBN and you have FileMaker 16, then a new button at the lower right is displayed.

search open library for a cover
search open library for a cover

When clicked, Athenaeum will attempt to locate the Open Library book cover image for that ISBN and - if found - will store that cover. If there is an existing cover then the previous image is removed.

The reserve and review controls are now at the top of the detail screen.

new location for reserve and review controls
new location for reserve and review controls

Clicking the reserve button pops out a window with the reserve list and controls.

reserve controls now pop-out from the reserve button, showing a reserve button and a list of current reservers for that title (if there are any) and buttons for expiring reserves, listing reserves.
reserve controls now pop-out from the reserve button, showing a reserve button and a list of current reservers for that title (if there are any) and buttons for expiring reserves, listing reserves.

The review button pops out a window with review controls and a list of reviews, if any.

review control pops-out from review button
review control pops-out from review button

If a particular item is out of the library, then the Out indicator is shown at the top right of the screen.

Clicking on that icon shows information about the current issue (this used to be at the bottom left of the detail screen) including the issue and due dates, to whom it is issued, how many times that issue has been renewed (extended). You also have controls for extending, returning the issue and showing the borrower. If a fee has been levied against that issue, the details are shown.

If there are multiple copies of the title, you can also see the earliest any of the items are due, how many copies and how many available. Finally, you can click the show copies button to show all of the copies in the list view.

Various flags for a particular item have been grouped together in the flags pop-over to the right of the screen.

Late August change

A tweak to the administrator’s catalogue detail screen brings the issue information under the title. That is, if an item is issued, then the title and the bar code slide up slightly to make room for the current borrower information.

Clicking on that issue detail opens the “Out” pop-over showing more information as well as providing buttons to extend/return/show borrower/show issue directly.

The “Library” and the “highlighted” flags are also directly visible to the right of the title line.

Quick View

The quick view detail screen shows less information and only the following tab controls from the standard detail view:

  • quick
  • detail
  • copies
  • history

The font is larger and borrower labels are always shown. This is consistent with the target audience…less frequent users of Athenaeum.

Wish List

The administrator may review titles marked on borrower’s wish lists from the utilities->lists tab.

wish list button on utility pop-over
wish list button on utility pop-over

The wish list entries are displayed. As with other lists, you can sort, find and print.

wish list view - note the header looks slightly different to the catalogue list (deliberately)
wish list view - note the header looks slightly different to the catalogue list (deliberately)

The functions available across the top are:

catalogue list
returns to the catalogue list view
find
switches to find mode if currently in browse mode allowing you to enter find criteria (e.g. a borrower name, title name, date range) or if already in find mode, attempts to perform your find
print
prints the current found set of wish list entries as currently sorted
print by title
groups the current found set of wish list entries by title and previews/prints (each title shows the number of entries, too)
print by borrower
groups the current founds set of wish list entries by borrower and previews/prints
click a column heading
sorts the found set by the column you clicked

ISBN Collector

The formerly separate ISBN Collector - a utility for collection ISBNs and bar codes and loading these into the catalogue - is now integrated into the catalogue.

This utility was originally designed for librarians who were either performing an initial catalogue load or were re-cataloging moderate to large numbers of pre-bar coded items along with using a service such as SCIS to back fill bibliographic detail.

It is intended that the items already have bar codes applied.

ISBN Collection List

Open the ISBN collector from Catalogue->Utility->stock take, lists, utilities.

access the collector from the catalogue utilities
access the collector from the catalogue utilities

You will see a list view. If there are any previously collected ISBNs and bar codes, those may be visible.

ISBN Collector list view with previously processed data
ISBN Collector list view with previously processed data

The functions available across the top are:

Menu
returns to the Athenaeum Main Menu
catalogue list
returns to the catalogue list view
collect
starts the ISBN+bar code collection routine
find unsent
shows any items in the collector list that have not been sent to the catalogue

The list view shows bar codes that have been collected. Bar codes are collected and sent in “runs” (a.k.a. batches) and the date and time each bar code is scanned is recorded and displayed.

If an ISBN already exists in the catalogue (i.e. you have an extra copy of a title), then the gear widget appears and you can see the bar codes and locations for those other copies:

widget pop-over showing existing copies in the catalogue
widget pop-over showing existing copies in the catalogue

If a scanned bar code already exists then the alert icon shows. Clicking that will show the detail of the title already in the catalogue with that bar code:

widget pop-over showing details of duplicate bar code
widget pop-over showing details of duplicate bar code

Collecting bar codes

Click the “collect” button.

click collect to start the collection process
click collect to start the collection process

You are presented with a message reminding you to scan ISBN then the bar code and to keep the books in order.

advisory message
advisory message

Click OK to continue.

The screen shows just two fields: ISBN and bar code and the cursor is placed into the ISBN field ready for your entry.

ready for entry
ready for entry

Scan (or - if you must - type) the ISBN.

Then scan the bar code of the item.

both bar codes scanned
both bar codes scanned

if the ISBN does not have 10 or 13 characters, the text will turn red and the ISBN’s background yellow warning you that the value you entered is not a valid bar code. This might happen if you get your scanning out of order

After scanning each bar code pair, a temporary history is updated reminding you of where you are up to. Check this periodically to ensure you haven’t scanned out of order.

brief history of what you have scanned - helps you keep track of where you are up to
brief history of what you have scanned - helps you keep track of where you are up to

At a logical break, click the “ISBN collection list” button to view and process your scanning.

Process your bar codes

You can review bar code pairs that will be processed by clicking the “find unsent” button. Have a quick check that these look in order. Fix or remove records that are not correct.

find unsent - note the first entry is a duplicate bar code and this will not be processed - find out why and fix or delete that entry
find unsent - note the first entry is a duplicate bar code and this will not be processed - find out why and fix or delete that entry

this is part of the reason you were earlier instructed to keep your scanned books in order as it makes it easier to go back and find them and fix or re-do the entries

Then click send to catalogue & QuickMARC.

Athenaeum will loop through the bar code pairs and create new catalogue entries loading the ISBN and bar code as well as setting the purchase date to the current date and then will load the iSBNs into the QuickMARC module.

note: Athenaeum will skip any records where the bar code is not unique - you may not have duplicate bar codes in the catalogue

ISBNs pre-loaded into QuickMARC
ISBNs pre-loaded into QuickMARC

Not using QuickMARC

If you are not using QuickMARC then return to the main menu, press the letter “c” to jump to the catalogue module (or click the catalogue button) and then jump to the end of the list…here are your new items which you can then manually catalogue. The items will be in the order you scanned them (remember why you kept the items in order?)

new catalogue entries at the end of the list
new catalogue entries at the end of the list

Using QuickMARC

Click the process option to have Athenaeum search for information matching your ISBNs: e.g. use the Review SCIS to retrieve the information from SCIS.

When the matching items are processed, use the “Replace/Update in Catalogue” option to send the information to the catalogue to update the information you loaded earlier.

using the Replace/Update option to update details in the catalogue for the matched ISBNs
using the “Replace/Update” option to update details in the catalogue for the matched ISBNs

if you chose “add to catalogue” that will add new items to the catalogue rather than update your scanning

Bug fix

Fixed a bug where Athenaeum would allow you to restore an item from the archive when there was a duplicate bar code.