1. Aleph Beginning Circulation

2. Overview
Section 1

3. Section 1 - Overview title bar menu bar patron bar item bar main tab
root
nodes
upper
pane
horizontal
split bar
navigation
pane
lower
pane
vertical
split bar
operations
bar

4. Section 1 - Overview
title bar
menu bar
patron bar
item bar

5. Section 1 - Overview
main tab
root
nodes

6. Section 1 - Overview Loan Tab Return Tab Patron Tab Item Tab Admin Tab
Search Tab

7. Section 1 - Overview
upper pane
lower pane

8. Section 1 - Overview Operations Bar Client/server connection
Application icons
Shortcut icons

9. Section 1 - Overview Customizing Colors
Colors can be defined for the various tabs of the navigation pane. To define different colors, go to the menu and select Aleph |
Options | Customize

10. Section 1 - Overview Customizing Colors
The Main Tab Configuration tab of the Customize window allows you to select different colors for the various tabs of the navigation pane.
To change the color of the tab, select the appropriate tab, and click on You can then select the color of your choice.

11. Searching the GUI
Section 2

12. Section 2 – Accessing Records
You are able to access bibliographic records in the client
using the search tab in the navigation pane. The search
tab is available in all Aleph modules except AlephADM.

13. Section 2 – Accessing Records
The find node enables you to retrieve records using keywords.
Select your base and index using the drop-down menus, enter
the keyword(s) and click

14. Section 2 – Accessing Records
In the results list, you
have options to print
or send the records,
remove the search
from the list, save the
results to the server,
download a saved set
from the server or
show a brief list of the
records.

15. Section 2 – Accessing Records
When you select
a list of brief
records is displayed in
the upper pane, and
the detail of the
highlighted record is
displayed in the lower
pane.

16. Section 2 – Accessing Records
The browse node within the Search tab enables you to scroll
through an alphabetical index and retrieve the records attached
to the desired entry from the list. Select the search base and
index (or headings list) from the drop-down menus, enter the
initial characters of your search string and click

17. Section 2 – Accessing Records
The results list always shows one heading just above the
requested one in the heading list. Select your heading and
press

18. Section 2 – Accessing Records
The same screen displays as when clicking show using the find
option.

19. Section 2 – Accessing Records
The brief list offers several options in working with our records.

20. Section 2 – Accessing Records
Brief list options:
- Sort: Sort records by two sort types (select from drop-down)
- Save as: select records from the list and save as a new set

21. Section 2 – Accessing Records
Brief list options (cont.):
- Print/Send: print, or save selected records

22. Section 2 – Accessing Records
Brief list options (cont.):
- My records: Saves selected records to My Records tab (tab2)

23. Section 2 – Accessing Records
The full view also offers several options in working with the
records. Note: which buttons are active depends on which
field is selected in the full view.

24. Section 2 – Accessing Records
Full view options:
- Locate: locate records which are similar to the current one
- Show Like: show records which have the same data as in the selected field
- Headings: display the browse list with the line chosen for the type of list and starting text
- External: for fields pointing to an external resource (such as 856) opens the relevant resource in a browser
- Link: display records which are linked to the current in a parallel, up or down relationship
- Item List: with items line highlighted, will display list of attached items
- Circulation: moves the record to the item node

25. Patrons
Section 3

26. Section 3 – Patrons
Each patron has one global record, and one or more local
records linking him/her to libraries. The patron record is broken
down into four parts:
Global Patron record: general patron information that is relevant to the entire library system, such as name, title and IDs
Local Patron records: information that is relevant to the local library only, such as circulation privileges
Address records: various addresses listed for a patron
Additional IDs: various IDs associated with a patron such as barcode, registration ID or EMPL ID

27. Section 3 – Patrons Patron’s Mailing Global Patron Address Record
Patron’s Campus
Address
Local Patron
Record in
Sublibrary A
Patron’s
Additional IDs
Local Patron
Record in
Sublibrary B

28. Section 3 – Patrons
Just as each patron record has four parts, there are four steps
in defining a new patron in a library:
Creating a global patron record
Creating a local patron record
Creating patron address record(s)
Adding additional IDs

29. Section 3 – Patrons To create a global patron you may:
- Click on the New Patron icon
- On the menu bar select Patrons | New Patron
- Ctrl + F7

30. Section 3 – Patrons
The global patron record form consists of two tabs.

31. Section 3 – Patrons
Fields in tab 1 of the global patron record include:
Open Date/Update Date: fields are populated by the system and indicate the date the record was created or updated respectively.
Patron ID/Pincode: fields are populated by the system with the patron’s Aleph ID information.
Barcode: enter the patron’s library barcode.
Barcode Verification: enter the patron’s last name. It is used in conjunction with the barcode to allow patrons to logon to the OPAC and Primo.
Name: enter the patron’s name in Last, First format.
Salutation: if a salutation is entered, it will be used on most of the correspondence with the patron.

32. Section 3 – Patrons
Fields in tab 1 of the global patron record (cont.):
Title: select the patron’s title from the drop-down menu if desired.
Date of Birth: enter the patron’s birthdate or use the pop-out calendar to select the date if desired.
Gender: enter the patron’s gender if desired
Place of Birth: enter the patron’s place of birth if desired
ILL Unit: select the ILL library from the drop-down menu when appropriate.
ILL Total Limit: enter the total number of ILL’s a patron may order in a given calendar year.
ILL Active Limit: enter the number of ILL’s a patron may request at one time.

33. Section 3 – Patrons
Fields in tab 1 of the global patron record (cont.):
Title Request Limit: not used.
Language: select the language from the drop-down menu
Budget: not used.
Profile: select a profile from the drop down that best corresponds with the patron you’re creating.
Home Library: select the home library from the drop-down menu.
Dispatch Library: not used.
Sponsor’s ID/Primary ID/Proxy Type: used in cases of proxy’s.

34. Section 3 – Patrons
Fields in tab 1 of the global patron record (cont.):
Mail Attachment: select from the drop-down menu how patron should receive s from the library (attachment, text body, both or HTML body)
Data Export Consent: check this box is patron data is to be shared with external groups.
Send all Letters to Patron: if checked, all letters to patron will be printed (including hold request letter and photo request letter)
Receive SMS: indicates if patron is able to receive text messages from the library (currently not implemented)

35. Section 3 – Patrons
Once tab 1 is completed, move on to tab 2.

36. Section 3 – Patrons
Fields in tab 2 of the global patron record include:
Block 1, 2 & 3: using the drop-down menu, enter any blocks associated with the patron. These blocks bar the patron from activity globally (in any library) but under some circumstances may be overridden.
Note 1, 2 & 3/ Additional Note 1 & 2: enter any notes associated with patron. These notes will be visible by staff in other libraries that can access the patron’s global record.
“Patron Loader” protected fields: if your library has patron records loaded automatically, check any fields that you don’t wish to be overwritten by the auto-process.
Click to add the record.

37. Section 3 – Patrons
Once you click update, the global record is added. You may
change any information and click update again to save it.
Additionally, you can send a letter to the patron, perform a
check of the local patron record or update the picture.

38. Section 3 – Patrons
The second step in creating a patron record is to create the
local patron record. To do so, with the global record on the
screen, select the local patron information node in the
navigation pane.

39. Section 3 – Patrons Select a sublibrary in the upper pane;
in almost all cases
use the XXX50
entry. With the
appropriate record
highlighted, fill out
the information in
the lower pane.

40. Section 3 – Patrons
For each library, there are defaults defined for each patron
status. After selecting the patron status, click Get Defaults to
apply those defaults based on the table setup in Tab31.

41. Section 3 – Patrons
Within the local patron record, specify the patron status using
the drop-down menu.

42. Section 3 – Patrons
Once you do so, click

43. Section 3 – Patrons
When you click Get Defaults, the system will populate fields
using information in tab31.

44. Section 3 – Patrons
Additionally, defaults from tab31 populate the local privileges
tab (tab 3).

45. Section 3 – Patrons
It is important to note that when you create the local patron
record, you can change any of the defaults within the
record.

46. Section 3 – Patrons
Local blocks and notes can be included in the second tab
of the local patron record. When you’ve completed all the
information in the record, click to save the local
record.

47. Section 3 – Patrons
After local information is added, it will appear in the upper
pane. Additionally, an ALEPH local patron record is created
automatically. This record is maintained in the background,
and allows for patron activity in the OPAC and Primo to take
place.

48. Section 3 – Patrons
The third step to creating a patron record is to add address
information for the patron. To do so, select the address
information node in the navigation pane.

49. Section 3 – Patrons Address type 01 is auto- matically present, with
limited data. To edit
this address, fill in the
appropriate fields in the
lower pane and click .

50. Section 3 – Patrons
To add a new address, click in the upper pane.

51. Section 3 – Patrons
Fill out the appropriate fields in the lower pane.

52. Section 3 – Patrons
Use the drop-down menu next to the address type field to
select which type of address you are adding.

53. Section 3 – Patrons
Use the valid from and to fields to determine which time period
the address should be used for. This is handy for temporary
locations such as on-campus addresses.

54. Section 3 – Patrons
After completing the address form, click The address
appears in the upper pane.

55. Section 3 – Patrons
The final step to creating a patron record is to add additional
IDs for the patron. To do so, select the Additional IDs node in
the navigation pane.

56. Section 3 – Patrons
You’ll notice that IDs already exist for the system number and
barcode created during the global patron process. To add
another ID, click in the upper pane.

57. Section 3 – Patrons
Fill out the fields as appropriate.

58. Section 3 – Patrons
Use the drop-down menu to select the key type (ID type) you
are entering. When the form is complete, click

59. Section 3 – Patrons
The patron record is complete. At any time, you can pull up
the patron record and make changes to it by clicking on the
patron registration links on the left.

60. Section 3 – Patrons
You may search for existing patrons by one of three methods:
Patron Barcode
Patron ID
Patron Name

61. Section 3 – Patrons
With the patron node highlighted in the navigation pane, you
can enter the patron barcode or any patron ID in the patron
bar.

62. Section 3 – Patrons
Alternatively, you can open the patron list and browse for
the patron by name.

63. Section 3 – Patrons
Once the patron list is invoked, you can sort by ID, name or
barcode. You can limit to patrons in your local database only.
You can also enter the first few letters of the patron’s name and
press enter to go to that point in the list. Once you’ve located
the patron you’re looking for, highlight it and click