South Dakota Library Network Aleph Tables Training ~ Aleph Administration © South Dakota Library Network, 2008 ©Ex Libris (USA), 2004 Modified for SDLN Version 16 Last Update: March 2008 South Dakota Library Network 1200 University, Unit 9672 Spearfish, SD

2 Aleph Administration The ALEPH software can be adapted for many different needs. Most of these adaptations are made in ALEPH tables.

3 Aleph Administration The Aleph Administration module enables you to access all functions related to ALEPH tables through a Windows interface. You can open, view, edit, save and print ALEPH tables.

4 Handling tables Aleph Administration gives you access to one table per open window. Several tables can be displayed simultaneously. You can choose between read-only and write mode and different display modes.

5 Tables Navigator Open the menu Tables | Tables Navigator to choose the library you want to work in. The program then offers you a list of tables to choose from.

6 Tables Navigator The Tables Navigator has three sections: Libraries available for selection Tables available for selection Command buttons

7 Tables Navigator Select a library

8 Tables Navigator Select a table

9 Tables Navigator Command buttons

10 Tables Navigator This is what one line in the Table Selection window of the Tables Navigator looks like:

11 Tables Navigator One method of loading a table from the server is to click on. This will always give you the most up-to-date table version directly from the server.

12 Tables Navigator To get the latest version of the table from the server and to be able to make changes to it, click on instead of using.

13 Tables Navigator Check Out will “get” the table and lock it on the server for Just under 3 hours. Lock info will show from the time the table is checked out and therefore locked.

14 Tables Navigator As long as the table is checked out, it will be marked with a red checkmark. Checked out Not checked out

15 Tables Navigator After getting or checking out the table from the server, select to view it. This will open the table in a separate window. Edit will only be active if you have used the Get or Check Out command before.

16 Tables Navigator If you used the Get command before selecting, you will be asked if you wish to check out the file for Editing. If you want to edit and save changes, click the button. Click the button if you only wish to view the table.

17 Tables Navigator If you used the Check Out command before selecting, the table will immediately be displayed in edit-mode without any further prompts.

18 Tables Navigator A third way of loading a table from the server is to double-click on a table name in the Tables selection window that has not been checked out.

19 Tables Navigator If the table has been previously updated on the server, you will be asked if you wish to get the latest copy of the file (table).

20 Tables Navigator You will then be asked if you wish to check out the file. If you want to edit and save changes, click the button. Click the button if you only wish to view the file. The table will then open in a separate window.

21 Tables Navigator If the table has been checked out, it will be opened in editing mode. You can identify this mode by the green light in the lower left corner of the window.

22 Tables Navigator If the table has not been checked out, the table will be opened in read-only mode. You can identify this mode by the red light in the lower left corner of the window.

23 Tables Navigator Three minutes before the lock time runs out, the green light turns yellow.

24 Tables Navigator You can extend the time available by clicking on at any moment as long as the light is green or yellow. The time counter will start a new countdown.

25 Tables Navigator If you do not “check in” or “refresh” the table and the check out time runs out, the table status will revert to read-only mode. The light in the lower left corner will turn red. All changes will be lost!!

26 Tables Navigator Once you have finished your editing, you should send the table back to the server by clicking on. This will overwrite the old version of the table on the server.

27 Tables View There are two view modes to choose from when working with tables, Table mode and Form mode. You can toggle between these modes by clicking on their respective icons on the menu bar. Table modeForm mode

28 Tables View This is how the table appears in Table mode.

29 Tables View This is how the table appears in Form mode.

30 Tables View In both modes, you have this toolbar on the top of the window. The buttons are only active when you are in the edit mode. They are inactive when you are in the view mode.

31 Tables View Adds a new line at the end of the table. Inserts new line before the highlighted line. Deletes the highlighted line. Moves the highlighted line one up. Moves the highlighted line one down. Help for table.

32 Tables Help When working with tables, there are several different ways to obtain on-line help. General help Column heading Column specific help Table source information

33 Tables Help To obtain general help when viewing a specific table, click on located on the toolbar at the top of the window. A window will open containing information about the table you are working on.

34 Tables Help General help

35 Tables Help By hovering your mouse over a column heading, you can obtain limited information about a particular column within the table.

36 Tables Help Some columns offer expanded help. If a column has such help available, a window with additional information will appear when you right-click on the column heading.

37 Tables Help The final option for on-line help is through viewing the table’s source information. After you’ve opened a table select the option from the File menu.

38 Tables Help When using the View Source option, the table will open in a separate window using Notepad. Additional explanations will be given for the various fields of the table. This option is usually the most comprehensive source of on-line assistance.

39 Tables Help Source view Table view

40 Aleph Tables Some of the tables that affect several modules include: Tab100 Pc_tab_exp_field.eng Tab_check_circ

41 Aleph Tables Tab100 defines switch settings for different aspects of the system. Tab100 is unique in two significant ways: The table is built in a textual manner as opposed to the column breakdowns used in other tables. The table hierarchy is different: the client first reads the system tab100, then the ADM tab100, looking for lines that vary from the system table. This allows libraries to enter values in their table for functionality that is different than the system table.

42 Aleph Tables Table view of tab100

43 Aleph Tables pc_tab_exp_field.eng pc_tab_exp_field.eng defines the field values for the pull down menu options in the different GUI applications.

44 Aleph Tables pc_tab_exp_field.eng Table view of pc_tab_exp_field.eng:

45 Aleph Tables pc_tab_exp_field.eng Client view of the information contained in pc_tab_field.eng:

46 Aleph Tables Tab_check_circ Tab_check_circ defines the checks that will be made when an item is loaned or renewed. Some of the checks include: Patron blocks Patron loan/renew permission Item loan/renew permission

47 Aleph Tables Tab_check_circ Table view of tab_check_circ:

48 Tables Help In addition to the online help in the Aleph Administration module, information regarding tables can also be found in the Aleph Web guide. One section is devoted entirely to the ALEPHADM, while additional information pertaining to tables can be found in the System Librarian chapter of each section of the guide.

49 Tables Help The Aleph Web Guide can be accessed at the following url: You will be required to sign in using your Aleph ID and password.

50 Tables Help Sections of the Guide that pertain to specific Tables are: Tab40.eng Items | Systems Librarian Chapter | Section 8.2 Tab15.eng Circulation | Systems Librarian Chapter | Section 17.4 Tab31 Circulation | Systems Librarian Chapter | Section 17.5

51 Tables Help Tab25 Circulation | Systems Librarian Chapter | Section 17.2 Tab17 Circulation | Systems Librarian Chapter | Section 17.6, step 3 Tab16 Circulation | Systems Librarian Chapter | Section 17.6

52 Tables Help Tab100 Circulation | Systems Librarian Chapter | Section Cataloging | Systems Librarian Chapter | Section Tab_check_circ Circulation | Systems Librarian Chapter | Section 17.10

53 Tables Help Additional tables help is available on Ex Libris’ Document Center website located at: /logon.phphttp://docs.exlibrisgroup.com/docportal /logon.php username = 01sdln password = 7356 Under Aleph Documentation, select Tree Search, then select 16