"Save" your settings will be passed
on to the system configuration etc/alephino.cfg;
after restarting the Alephino server the changes are effective.
You have to be an Alephino user with the permission "Administrator" if you want to use the following functions. Please read the online help for User maintenance, too.
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.
Before performing a function within the Alephino Administration, please select a sublibrary from the menu, that should be valid for the following steps.
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:
- Job number
- Job designation
- User performing the job
- occurred erors (code number)
- Date and time of job start
- Date and time of job end
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.
Set the date and time when the Alephino server shall shut down. This setting is valid globally, not temporarily, for a particular server process. If you e.g. choose Monday and 18:00 o'clock it means that the server shuts down every Monday at this time.
Set date and time for server shutdown
Select the weekday where the server shall shut down from the
drop-down menue and enter the time in the free input field (HH:MI).
Then click the "Set" button.
With "No shutdown" the shutdown adjustment will be removed.
Only with finally clicking on disk symbol "Save" your settings will be passed
on to the system configuration etc/alephino.cfg;
after restarting the Alephino server the changes are effective.
Data backup
Define on which drive and in which directory the Alephino backup files
shall be written. As standard the directory ../backup is defined for this.
Parameters acquisition
Define your basic currency for the calculations in the acquisitions
module. Use the internally valid currency code. Define additionally
if you want to use the budget control in Alephino or not. When saving
an order you can choose if item records should automatically be
created or not. Set up the default here.
Parameters circulation
If your library is a closed stacks library, i.e. you loan from the closed
stacks, you define the collction code which identifies an item as closed
stack item. Make the decision if users should in general be able to place
hold requests via the Web OPAC for closed stacks items that are not on loan
or not ("Allow hold request on available item").
Navigation tree
Due to compatibility reasons there are two different methods with the
Alephino GUI for the transmission of tree-view information from server.
Unlike as for the common navigation tree the tree-view available with the
cataloging editor can only fetch 800 entries from server.
Depending on the hierarchical nesting of data this number might be too less
to display all subsequent link levels and records per level at once.
Limits
Maximum number of records for printing.
A reasonable limitation should be set to avoid deadlock situations whenever
OPAC users are allowed to provoke large print lists.
Maximum number of registered transactions with the Web service module.
If this number is exceeded the eldest log entry will be reused
(rotate log method).
The default number of log entries available via "Show log" is 100.
Maximum number of history loans per item.
If this number is exceeded the eldest data will be discarded.
Without this parameter only one - the most recent - history loan is stored.
Define the parameters desired and then choose "Set". If you want to undo changes of the parameters click "Reset".
Only with finally clicking on disk symbol
"Save" your settings will be passed on to the system configuration etc/alephino.cfg;
after restarting the Alephino server the changes are effective.
With this function you get a list of all Alephino users
that are currently defined.
The list contains the following information:
The following table shows you the codes for each module which are included in the user list: :
| Module | Code |
| GUI Search | SEA |
| Cataloguing | CAT |
| Items control | ITM |
| Circulation | CIR |
| Inter Library Loan | ILL |
| Acquisition | ACQ |
| Serials control | SER |
| Administration | ADM |
| Web OPAC | WWW |
| Task manager | JOB |
| Z39.50 | Z39 |
The following table shows you the codes for each function in the web service module:
| Administration | Code | Circulation | Codes | Acquisition | Code |
| Server Shutdown | DWN | Lists/Reports | CLI | Lists/Reports | ALI |
| Database handling | POL | Deletions | CDL | ||
| Deletions | ADL | ||||
| Saving | SAV | Claims | CRM | Claims | ARM |
| User administration | USR | Recalls | CRC | Orders | ORD |
| Assigning numbers | NUM | |
|
Budget management | BUD |
| Modify data | UPD | ||||
| Data export | EXP | ||||
| Data import | EXP | ||||
| User-defined lists | LST | ||||
| Statistics | STA |
This function enables you to define new users and their permissions, to modify the permissions of existing users or to delete users.
Create user
For the definition of a new user first enter a user name in the field "name". This name is considered as announcing name to all Alephino modules. The user is likewise assigned to a user group. The user group consists of two digits (00, 01, 02 etc..) and serves for the summary of that users, which should have different authorizations related to individual functions of a module in opposite to another user group. This refers to processes of modules, which are not offered over the web service module. If e.g. some users are allowed to create entries in authority files and others not, it's neccessary to classify users into different user groups. If that should not be the case, all users are assigned to the same group, which gets the code " 00 ".
Parameters
Administrator Y/N
An administrator defined in Alephino receives automatically the permissions
for all executable functions. A user is defined as administrator, by click
into the input field. For a defined administrator it is not necessary to
enter the following authorizations for modules or functions.
Database
The module and function authorizations can be defined dependent on the
database (= data stock). If you use more databases than one in Alephino, you
can define different user authorizations for the one database and the further
databases. Either you select the database, to which the following
authorizations are to apply, over the function Select
database and create all users after this, or the one-letter external
database name is entered directly into the field. The database name for the
standard data database is pre-allocated.
Sublibrary
Determine the user sublibrary affiliation. If you don't work in sublibrary mode system you don't need to make an entry.
Authorizations for modules (global)
Choose the modules the user is authorized to use by activating the checkbox for the modules.
Authorizations for administration related functions
The listed authorizations refer to all functions of administration,
which are offered in the web service module.
The function authorizations for the administration must be selected
only if the user isn't defined as administrator (see above).
If the user should be able to execute special functions in the
administration however, e.g. data saving, define it by clicking in the
input fields.
Authorizations for circulation related functions
The listed authorizations refer to all functions of circulation
which are offered in the web service module.
These functions are not regulated over the general module
authorization for circulation. It's possible that a user
may execute all functions of the normal circulation workflow
like loans, returns, requests, but may not run the claim report.
Authorizations for acquisition related functions
The listed authorizations refer to all functions of acquisition
which are offered in the web service module.
These functions are not regulated over the general module
authorization for acquisition. It can be possible that a user
may execute all functions of the normal acquisitions workflow
like create orders and invoices, but may not run the claim report.
Modify user authorizations
For modifying the authorizations of a user enter the user name into the field 'name' and click the button 'get current values'. The current authorizations are displayed. Correct the authorizations and click the button 'update'.
Delete a user
Enter the name of the user, who should be deleted and click the button
'delete'.
For clients with multidatabase setup:
maybe the authorizations exist per database; delete the database name from
the input field before you click the button! If you want to delete the
authorization for one database only, enter the database name in the input
field; otherwise it will be a global deletion.
With this function you may copy the authorizations of an existing user and use them as a template for a new user.
Parameters:
Name (source)
Type in the name of the user which authorizations should be used as
a template for the new user.
Name (target)
Type in the name of the new user.
Database
In case of an Alephino multidatabase setup type in the name of the database
the authorizations should be valid for. If you only have one database
in Alephino type in "B".
You may use this function to define the form of automatically assigned field contents, that include an enumeration. It is reasonable to use this function for inventory number and/or location(s), order number etc. On this you previously need to determine the master file - and there again the categories - that the automatism shall effect. Each definition gets a logical number, that is designated group in the following parameter defintions. Several categories (fields) of one master file can be assigned to the same group.
Parameters
Master file:
Select the name of the master file, that the number pattern shall be
valid for.
Group:
Enter the number of the group.
| master file | Group | Field |
| Items | 001 | 1st location |
| Items | 002 | 2nd location |
| Items | 003 | Inventory no. |
| Items | 004 | Barcode |
| Orders | 004 | Order no. |
| Patrons | 004 | Barcode |
Name:
Enter the name of the number pattern, that will act henceforth as a key for
generating the field content automatically.
For locations and inventory numbers the name must not be longer than eight
characters, for the order no. maximum five.
The name is kept in capitals - please bear that in mind when depositing the
name of the number pattern in drop-down menues.
Pattern:
Here you compose the field content that you want to be created automatically.
You can use the following elements:
This function enables you to remove number patterns.
Parameters
Master file:
Select the name of the master file that
the number pattern shall be valid for.
Group:
Enter the name of the group.
Name:
Enter the name of the number pattern that you want to delete.
Using this function you may set a new value for the counter of a particular number pattern.
Parameters
Masterfile:
Select here the name of the master file that
the number pattern shall be valid for.
Group:
Enter here the name of the group.
Name:
Enter the name of the number pattern.
Counter:
Enter the desired value for the counter of the described pattern.
This function provides a list of number patterns, that are defined for a particular master file. The list is available via the protocol function.
Parameters
Master file:
Select here the name of the master file.
The tools described below for editing the essential circulation parameters have been developed to:
All these tools follow the same handling technique:
the current parameter line will be deleted.
disk symbol enables you to reconstruct that initial state a very simple
way - if you want to discard all your modifications made on current day.
In case that you haven't made any modifications today and therefore no
backup copy is present, you'll get the error message:
Please note that the changes are effective immediately!
The circulation control is based on the item status and the borrower status (except opening and closing days). Both status are two-digit numeric codes.
The item status is entered in the item form (see image 1).
The borrower status is the user group that is entered in the local user information (=register tab local information) in the input field "status" (see image below). The borrower status is also a two-digit code. If certain circulation parameters should be valid for several status resp. all, you may define defaults by replacing the two-digit status by "##".
Item status
Borrower status
Setup parameters are saved in a special record type in the Alephino database.
With the export and import functions you can write all parameter records in text format in an external file resp. load them from an external file.
If necessary you can edit the file before loading it either by using a regular text editor or by using the function "Send/Receive file" in the menue "Batch Services".
Example: If you want to take over the parameters from your current database into a second database, please proceed as follows:
Here you define opening and closing days of the library.
Opening days
Choose the weekly opening days of your library by marking the boxes.
Fixed closing days
Fixed closing days are valid for each year. To insert a fixed closing day
write into the input boxes the day and the month, in the first field the
month (MM), in the second field the day (DD). Then click the button
Variable closing days
Variable closing days refer to a particular year. Enter the new closing days
for the coming year in time so they can be included when calculating the due
dates in the circulation system. To insert a variable closing day write into
the input boxes the day, the month and the year, in the first field the month
(MM), in the second field the day (DD) and in the third field the year
(YYYY). Then click the button
With you may delete the current closing day.
If you want to discard all the modifications from today, simply use
(see also Adjust circulation parameters: introduction)
The circulation system needs a number of periods, these may be defined by item or by borrower, i.e. that they depend on the item and/or borrower status
Common periods
Here you find those period definitions that are assigned to a
combination of item and borrower status:
|
Item status Borrower status |
Due date or +Loan period |
Due date oder +Loan period while hold request |
Grace period for overdue fees |
Warranted loan period |
Maximum period in case of recall |
Period until renewal will be accepted |
Renewal period |
| To add a new combination of item and borrower status use the list boxes arranged below. In the existing lines of the table the values cannot be modified. | Specify a fixed due date as YYYYMMDD or a period as +DD (number of opening days). | Specify a fixed due date as YYYYMMDD or a period as +DD (number of opening days). | Specify a number of calendar days as latency period until late fees are charged. | Specify a number of calendar days that is warranted as minimum loan period also if a recall arrives. | Specify a number of calendar days as remaining loan period if an urgent recall arrives. | Specify a number of calendar days before the due date until a renewal is accepted. | Specify a number of calendar days for renewals via the Web OPAC and GUI. In the GUI, this date is a suggestion only and may be replaced by another date. |
Periods referring to items
Here you find those period definitions that depend solely on the item status:
| Item status | Period for hold on book shelf | Reservation period |
| To add a new item status use the list box arranged below. In the existing lines of the table the values cannot be modified. | Specify a number of calendar days where requested items are kept on the hold shelf. | Specify a number of calendar days where available items (not on loan) can be reserved. |
Periods referring to borrowers
Here you find those period definitions that depend solely on the borrower status:
| Borrower status | ID card validation period |
ID card renewal period |
| To add a new borrower status use the list box arranged below. In the existing lines of the table the values cannot be modified. | Specify a fixed expiration date as YYYYMMDD or a period as +DD (number of calendar days). | Specify a number of calendar days for renewing the borrower ID card. |
Use the empty defintion line at the end of the table to enter periods
for further item or borrower status.
If this code already exists in the corresponding table the assigned values
will be replaced.
With you may delete the current line in the table.
If you want to discard all the modifications from today, simply use
(see also Adjust circulation parameters: introduction)
Define here the claim levels of the circulation. The claim procedure can also be controlled by item or borrower status.
| Item status Borrower status |
Level | Period | Fee | Letter |
| To add a new combination of item and borrower status use the list boxes arranged below. In the existing lines of the table the values cannot be modified. | Specify here the number (the index) of the corresponding claim level. Please note that this numbering starts with 0. For each combination consisting of item and borrower status the numbers must be assigned consecutively without gap. | Specify here a period in opening days where the corresponding claim level is reached. This period counts - for claim level 0 - from the due date resp. from the date of the last claim onwards. | Specify the fees (in Euro) that are raised on reaching this claim level. | Mark the check box with a tick when on reaching this claim level a letter shall be generated . |
Use the empty defintion line at the end of the table to enter
further claim levels.
If the resulting code from item and borrower status and claim level already
exists in the table the assigned values will be replaced.
As soon as you confirm your entries with the sorting of the claim levels will be automatically corrected if required.
With you delete the current line in the table.
If you want to discard all the modifications from today, simply use
(see also Adjust circulation parameters: introduction)
Define here the limits for the circulation process. They can depend on a combination of item and borrower status or solely from the borrower status.
|
Item status Borrower status |
Loan limit |
Maximum number of hold requests (Borrower) |
Maximum number of renewals |
Limit for fees (Borrower) |
| To add a new combination of item and borrower status use the list boxes arranged below. In the existing lines of the table the values cannot be modified. | Specify here the maximum number of items that a borrower of the correponding status may borrow at the same time. This limit may be restricted once more to a particular media type (item status). | Specify here the maximum number of hold requests that a borrower may place at the same time. An additional restriction to media types (item status) is not possible here. | Specify how often a medium may be renewed depending on borrower and item status. | Define here - depending on the borrower status - a limit for fees that if reached results in an automatic barring of the user from loaning. Entering the item status as ##. |
Use the empty defintion line at the end of the table to enter
limits for further item and/or borrowr status.
If this code already exists in the corresponding table the assigned values
will be replaced.
With you delete the current line in the table.
If you want to discard all the modifications from today, simply use
(see also Adjust circulation parameters: introduction)
Define here the permissions for the circulation process. They can either depend on item or borrower status.
Item related permissions
| Item status | Loan | Hold request |
Multiple hold request |
Renew | Recall |
Hold request to available items |
Minimum age |
| To add a new item status use the list box arranged below. In the existing lines of the table the values cannot be modified. | Mark the check box with a tick if media with the corresponding status may be loaned. | Mark the check box with a tick if media with the corresponding status may be requested. | Mark the check box with a tick if an item with the corresponding status may be requested several times by the same borrower at the same time. | Mark the check box with a tick if the loan of a medium with the corresponding status may be renewed. | Mark the check box with a tick if recalls of a medium with the corresponding status are allowed. | Mark the check box with a tick if an (open stack) item with the corresponding status that is not on loan may still be requested. | If you want to define a minimum age for loaning a medium with the corresponding status, enter this here. |
Borrower related permissions
| Borrower status | Loan | Hold request |
Multiple Hold request |
Renew | Ignore late return |
| To add a new borrower status use the list box arranged below. In the existing lines of the table the values cannot be modified. | Mark the check box with a tick if borrowers with the corresponding status may borrow media. | Mark the check box with a tick if borrowers with the corresponding status may request media. | Mark the check box with a tick if borrowers with the corresponding status may request the same title or item several times. | Mark the check box with a tick if loans of borrowers with the corresponding status may be renewed. | Mark the check box with a tick if late fees shall not be calculated when borrowers with this status return an item too late. |
| Ignore circulation lockings |
Recall | Hold request to available items |
Renew while claimed |
SDI Profiles | Self- loan/ return WWW-OPAC |
Maximum age for borrower status |
| Mark the check box with a tick if ignoring the delinqencies of borrowers with this status shall be allowed. (in the circulation module a corresponding button will be activated.) | Mark the check box with a tick if borrowers with this status may trigger recalls. | Mark the check box with a tick if borrowers with this status may request (open stack) items that are not on loan. | Mark the check box with a tick if loan renewals for borrowers with this status shall be accepted without warning also for items that have already been claimed. | Mark the check box with a tick if users are allowed to create SDI Profiles. | Mark the check box with a tick if users are allowed to make a self loans / self returns over the WWW-OPAC module. | If you define here a maximum age for the affiliation to a particular borrower status (a particular borrower group) there will be a warning for each loan if that age limit is exceeded. The borrower should then be assigned to another borrower group. |
The parameters "Loan", "Hold request", "Renew", "Multiple hold request", "Hold request to available item", "Ignore late return", "Ignore circulation lockings", "Self loan/Self return" and "SDI Profiles" will be copied to the category "local information" when a new user record with the corresponding status is created. A differing entry for these parameters in the specific user record takes priority over the value in this table.
Use the empty defintion line at the end of the table to enter
permissions for further item and/or borrowr status.
If this code already exists in the corresponding table the assigned values
will be replaced.
With you delete the current line in the table.
If you want to discard all the modifications from today, simply use
(see also Adjust circulation parameters: introduction)
Define here the fines for the circulation process. They can either depend on a combination of item or borrower status or solely on the borrower status.
Fees referring to items and borrowers
|
Item status Borrower status |
Loan | Renew | Hold request |
Overdue per day |
| To add a new combination of item and borrower status use the list boxes arranged below. In the existing lines of the table the values cannot be modified. | Specify here the loan fee (in Euro). | Specify here the fee (in Euro) that is raised on renewing a loan. | Specify here the fee (in Euro) that is raised on putting a requested item on the hold shelf. | Specify here the fee that is raised on returning an item late for each ovrdue day. This fee is charged independantly from the claim procedure! |
Borrower related fees
| Borrower status | ID card | Annual fee | Postage | |
| To add a new borrower status use the list box arranged below. In the existing lines of the table the values cannot be modified. | Specify here the fee (in Euro) that is raised on issuing an ID card. | Specify here the fee (in Euro) that is raised on renewing the validity of an ID card (per year). | Specify here the postage fee (in Euro) that is raised on sending letters by post to a borrower with the corresponding status. | Specify here the fee (in Euro) that is raised on sending letters by e-mail to a borrower with the corresponding status. |
Use the empty definition line at the end of the table to enter
fines for further item and/or borrowr status.
If this code already exists in the corresponding table the assigned
values will be replaced.
With you delete the current line in the table.
If you want to discard all the modifications from today, simply use
(see also Adjust circulation parameters: introduction)
Alephino may be arranged to support sub-libraries. The first step is to determine their names using the table below.
| short name | naming (english) | naming (german) |
| Enter here the short name (access key) of the sub-library. (Up to 5 characters - use only uppercase characters) | Name your sublibrary in English - this will appear in the English interface of Alephino. | Name your sublibrary in German - this will appear in the German interface of Alephino. |
Use the empty line at the end of the table to add a sub-library.
With you delete the current
line in the table.
An Alephino-sublibrary may have up to 5 different addresses - which are used in different print outs/e-mails.
If you want to discard all the modifications of the address table from
today, simply use
(see also Adjust circulation parameters: introduction)
In Alephino there are 2 types of standardised data which appear in the Alephino windows modules mainly in drop-down lists 
next to input fields in forms like the item form, the order form or the patron form.
These tables consist of the following elements:
Please note that some input fields in forms have a limited length only, INFO must not be longer than that length!
In most cases, the visible short code and the internally used key are identical.
There are some tables, e.g. the order status in Acquisitions, which have a specific functionality in the program and therefore should not be changed. These tables are part of the Alephino standard version and are maintained by ExLibris .
But most tables, e.g. the item status and the borrower status in Circulation, are user-defined and can be edited by the customer via the Setup Services. This table customisation should be done before the library starts working with Alephino!
User-defined tables are saved in a special record type in the Alephino database. With the export and import functions you can write all tables in text format in an external file resp. load them from an external file.
If necessary you can edit the file before loading it either by using a regular text editor or by using the function "Send/Receive file" in the menue "Batch Services".
Example: If you want to take over the tables from your current database into a second database, please proceed as follows:
To setup user-defined tables please use the function "Edittables". This tool -like the tool for setting up the circulation parameters- was developped to:
How to use the tool:
| Symbolic name | Used for field | Master file |
| ITEM-COLLECTION | Collection | Items |
| ITEM-DESCRIPTION | Description | Items |
| ITEM-MATERIAL | Material type | Items |
| ITEM-STATUS | Item status | Items |
| ITEM-LOCATION | Location | Items |
| INVENTORY-NUMBER | Inventory number | Items |
| ITEM-STATISTIC | Statistic | Items |
| VENDOR-DELIVERY-TYPE | Delivery 1-5 | Vendors |
| DEPARTMENT-NAME | Department | Budgets |
| BUDGET-GROUP | Budget group | Budgets |
| ACQ-ORDER-GROUP | Order group | Orders |
| ACQ-APPROVAL-DEPARTMENT | Approval department | Invoice headers |
| USER-TITLE | Title | Patron Global Information |
| USER-DELINQ | Global block 1-3 | Patron Global Information | FIELD | Global note 1-3 | Patron Global Information |
| BOR-STATUS | Patron status | Patron Local Information | BOR-TYPE | Patron type | Patron Local Information |
| BOR-DELINQ | Local block 1-3 | Patron Local Information |
| USER-ADDRESS-TYPE | Address type | Patron Address Information | HOLD-PRIORITY | Priority | Hold Requests |
| Z31-TYPE | Type | Cash Transactions |
the current table line will be deleted.
As soon as the first change has been made in the table ,the system creates a backup copy of the initial state on that day.
If you want to discard all your modifications made on the current day, simply click on the disk symbol to reconstruct the initial state.
In case that you haven't made any modifications today and therefore no backup copy is present, you'll get the error message:
Please note necessarily: