Before performing a function within the Alephino Administration, please select a database from the menu, that should be valid for the following steps. The currently selected database is shown above the menu on the left hand side of the screen.
The log contains a summary of all performed jobs within the administration. Always the last hundred jobs are listed. On calling up this function the newest entry - i.e. the last performed job - appears at the top of the list.
The list contains the following information:
For viewing a detailed protocol per job memorize the job number and follow the instructions for the function Show protocol.
For the newest 100 performed jobs within the administration one temporary
protocol file per job exists. On entering the job number and clicking
the button "Start" the contents of the protocol file are shown.
You can retrieve the job number via the function Show
log. The preset number always relates to the last performed job.
With this function you generate a list of the subscriptions that you manage in Alephino. The general list contains the following information:
Parameters:
Filter by
You have various options to choose from for filtering the list.
You may choose as many as you like. In the free input fields you
enter the filter text, e.g. Valid from 20030101.
Sort by
You may define by which fields the list shall be sorted.
After clicking the arrow icon the drop-down menu opens.
Header
Optional. Choose the desired header for the list.
Output format:
Enter the desired format for the generated summaries.
Two different formats are available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
After creating a list as html table for viewing in a
browser and performing the task, click on to show the report.
You use this function to generate a list of subscriptions that
have to be renewed. For the renewal date (s. order record) you
have to enter a period, an entry like "from 20021201 to 20030201"
results in a list that contains all subscriptions whose renewal date
lies within the entered period, i.e. subscriptions that have
to be renewed in December, January or February.
The list contains the following information:
Sort by
You may define, by which of the offered fields the list shall be sorted.
After clicking the arrow icon the drop-down menu opens.
Output format:
Enter the desired format for the generated summaries.
Two different formats are available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
After creating a list as html table for viewing in a
browser and performing the task, click on to show the report.
This function is used to generate claim letters to vendors if copies of issues have not arrived on the expected date.
The batch claiming includes items of those subscriptions where "Send claims" is marked in the record. Furthermore, in the subscription record there are four claim periods entered in days that apply to all items of this subscription.
The item records that are generated for the subscriptions contain due to the defined publication pattern an "Expected arrival"-date. This date together with the first claim form the base for calculating the first claim date. If the item has not arrived by the claim date (arrival date is still 00.00.0000), it will be included in the batch claiming if the claim period in days has been reached or exceeded. If the item is claimed for the first time the next claim date will be calculated based on the period that was entered for the 2nd claim in the subscription record etc.
For each automatic claim up to two files ../print are created on the Alephino server. One of them contains postal letters, the other one emails:
| claimser.<Jobno.>L | claim file for letters |
| claimser.<Jobno.>M | claim file for emails |
Both files are part of the file list, which can be accessed
via the Alephino Task Manager. Here the file name, the task date
and the task time are displayed. You may rename, print or mail
the files. It is possible to transfer the files from the server
to your local drive to process them there.
You do not have to delete the files prior to the next
automatic claims, since these claims will have another task number.
The current date is the default claim date; if required, you may overwrite this. Furthermore various aspects for filtering are available; you may create subsets of all orders, e.g. by entering a vendor code. Hereby you are able to view just the claims for a particular vendor. Filter by order number, if you want to see claims for a particular subscriptions only.
The message "task performed" show, that the automatic claims were finished successfully. Afterwards have a look at the log file. There you can view the number of letters and emails generated (for each vendor one letter/email is generated).
With this function you generate a list of the routing groups of serial issues that you manage in Alephino. The list contains the following information:
The report may be narrowed downb by various filters, e.g. the group leader. To this end, the ID of the user who was entered as group leader is written in the free input field - the result is a list of all routing groups where the user is entered as group leader. In addition, you may filter by the status of the routing group (s.a.) or select if you want a report of controlled (=with serial loan) or uncontrolled (=without serial loan) routings.
Sort by
You may define, by which of the offered fields the list shall be sorted.
After clicking the arrow icon the drop-down menu opens.
Header
Optional. Choose the desired header for the list.
Output format
Enter the desired format for the generated summaries.
Two different formats are available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
After creating a list as html table for viewing in a
browser and performing the task, click on to show the report.
Using this function you generate a list of items that are currently in routing. Both uncontrolled and controlled routings are included. The contains the following information:
Sort by
You may define by which fields the list shall be sorted.
After clicking the arrow icon the drop-down menu opens.
Header
Optional. Choose the desired header for the list.
Output format:
Enter the desired format for the generated summaries.
Two different formats are available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
After creating a list as html table for viewing in a
browser and performing the task, click on to show the report.
With this function you generate a list of routing groups where a particular user is entered as member. This user is filled in the first free input field (beforehand, choose if you fill in the user name, the user ID or the barcode of the user).
Sort by
You may define by which fields the list shall be sorted.
After clicking the arrow icon the drop-down menu opens.
Header
Optional. Choose the desired header for the list.
Output format:
Enter the desired format for the generated summaries.
Two different formats are available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
After creating a list as html table for viewing in a
browser and performing the task, click on to show the report.
With this function you replace one routing group member by another if the other one resigns as user/employee. To do so enter the routing group member that you want to replace in the field "Routing group member (old)" and the new routing group member in the field "Routing group member (new)". Beforehand, choose if you fill in the user name, the user ID or the barcode of the user.
This feature allows you to create lists of journals that are ready for binding.
A separate report is created per journal title. The header covers data such as title, year,
ISSN...
followed by a table of ready-to-bind items, grouped by year or volume.
Ready-to-bind serial items are selected by criteria as follows:
Parameter:
Filter by
Filter criteria can be used to limit the report to the specified Sub-library and/or
Year.
Output format:
Enter the desired format for the generated summaries.
Two different formats are available:
)
,
then click with the right mouse button on the HTML-list which is
currently displayed and choose the desired option from context menu.)
After creating a list as html table for viewing in a
browser and performing the task, click on to show the report.