1 CATALOGING OVERVIEW

You can use the Cataloging tab of the Alephino Cataloging module to create, edit, and delete cataloging records. This overview includes the following sections:

1.1 THE CATALOGING GUI

The Cataloging GUI has been designed with an emphasis on usability and ease of access to cataloging functions.

Here is an example of a Cataloging GUI screen displaying the Catalog Editor:



The various screen elements are explained in the following sections.

1.1.1 Toolbars

Title bar
The title bar shows the name of the program. It also displays status messages relating to the program and to user commands.



Menu bar
The menu bar is laid out conventionally:



Place the cursor over the menu name (for example, Cataloging) to reveal the related menu commands.

Cataloging bar
The Cataloging bar contains brief information about the record being edited, such as record format, system number and title:



To retrieve a record from the database, enter the system number of the record in the field, and click , or press Enter.

Open Template



Click the Open Template icon from the Cataloging bar to select a predefined template for the creation of a new record.

Overview Tree



Click the Overview Tree icon to view the records in the system that are related to the cataloging record being edited. The information is displayed in tree structure.

Split Editor Mode



Click the Split Editor Mode icon to split the Catalog Editor into two sections for viewing and/or editing two cataloging records simultaneously.

Full screen



Click the Full Screen icon to display as much as possible of the cataloging record currently being edited on the screen. This option can also be used to display as much as possible of the lower pane.

Save on Server and Local Drive



Click the "Save on Server and Local Drive" icon to save on the server any changes you have made to the record displayed in the Catalog Editor. The record will also be saved on your local drive.

Check Record



Click the Check Record icon to check the current record.

Activate Keyboard



Click the Activate Keyboard icon to activate the Alephino keyboard that enables you to enter characters that are not integrated into your standard keyboard.

View in Search



Click the View in Search icon to transfer to the Search function to see the Full View of the record displayed in the Catalog Editor.

Open Acquisitions Record



The "Open Acquisitions Record" function enables you to see ordering information for the current bibliographic record. You will be transferred automatically to the Acquisitions/Serials module.

Close Record



Click the Close Record icon to close the record that is currently displayed.

Close All Records



Click the Close All Records icon to close all the records that are currently open.

Item Bar
The Item bar contains brief information about a selected item, such as title, author, and barcode number.



To display an Item record, enter the item barcode or call number in the field, and click , or press Enter. The Item bar contains one icon, the "Clear Item" icon.

Clear Item



Click on "Clear item" to remove the current item record from screen and tree view.

1.1.2 Panes

Navigation Pane
The navigation pane contains the following:

Main Tab
The main tab consists of a row of icons that correspond to the major activities in Cataloging.



Clicking an icon invokes the interface associated with that icon. For example, clicking the Items icon invokes an interface for conducting item-related activities.

Name Icon
Cataloging
Item
Search

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1.2 WORKING WITHOUT A MOUSE

You can advance from one pane to another by using the following shortcut keys:

Shortcut Keys
 Lets you do this
TAB
 move to the next control in the dialog box.
Shift+TAB
 move to the previous control in the dialog box.
Ctrl+TAB
 move from the first control in the top toolbar to the lower pane.
Ctrl+Alt+TAB
 move from the right lower pane to the first control in the top toolbar.
Ctrl+1
 move to the left pane
Ctrl+2
 move to the right upper pane or to the left editor window in multiple view in Cataloging, or to the right upper pane if there is a single editor window.
Ctrl+Shift+2
 move to the right editor window in multiple view in Cataloging.
Ctrl+3
 move to the right lower pane.
Ctrl+4
 move to the left lower pane.
Ctrl+5
 move to the first edit field in the top toolbar.
Ctrl+6
 move to the second edit field in the top toolbar.
Ctrl+7
 move to the third edit or combo field in the top toolbar.

Note that a frame appears around the active pane.

Shortcut Keys Available in the Cataloging GUI
The following table shows the default shortcut keys (Hotkeys. These Hotkeys can be customized.

Shortcut Key Function
 
Ctrl+K
 Select special character from virtual keyboard
 
Ctrl+W
 Check Field
 
Ctrl+U
 Check Record
 
Ctrl+C
 Kopieren
 
Ctrl+T
 Feld(er) kopieren
 
Ctrl+D
 Copy Record
 
Ctrl+S
 Copy Subfield(s)
 
Ctrl+X
 Cut
 
Ctrl+F5
 Delete Field(s)
 
Ctrl+R
 Delete Record
 
Ctrl+F7
 Delete Subfield(s)
 
Ctrl+N
 Duplicate Record
 
Ctrl+F12
 Enter Text Mode
 
F11
 Enter Unicode Value
 
Ctrl+E
 Expand from Template
 
F5
 New Field (Choose from List)
 
F6
 New Field (User-Defined)
 
F7  
New Subfield
 
Ctrl+F
 Open Form
 
Ctrl+A
 Open Template
 
Ctrl+V 
 Paste
 
Alt+T
 Paste Field(s)
 
Alt+D
 Paste Record
 
Alt+S
 Paste Subfield(s)
 
Ctrl+P
 Print
 
Ctrl+Y
 Redo
 
Ctrl+L
 Save on Server and Local Drive
 
F3
 Search Field Heading of Current Library
 
Ctrl+F3
 Search Field Heading of Other Library
 
F4
 Search Subfield Heading of Current Library
 
Ctrl+F4
 Search Subfield Heading of Other Library
 
Ctrl+F8
 Search Subfield Options
 
Ctrl+M 
 Sort Record
 
F8
 Switch to Item Tab
 
F2 
 Switch to Record Tab
 
F9
 Switch to Search Tab
 
Ctrl+Z
 Undo
 
Ctrl+O
 View in Web OPAC


The F1 shortcut key for Help is hard-coded and cannot be customized:

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1.3 CATALOGING PROCESS

You can catalog in Alephino either in free format or via pre-designed templates or forms. Because of the variable content of records and the need to provide for different types of materials, the system does not impose any restrictions and enables free cataloging. Therefore the cataloger may enter as little or as much information as he needs.

To facilitate the cataloging process, Alephino incorporates:

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1.4 TYPE OF RECORDS

The Cataloging module supports three types of records:

The first three types can be created, updated and deleted through the Cataloging module.

Bibliographic records:: A bibliographic record commonly includes titles, names, subjects, publication data, and information about the physical description of an item.

Authority records:: Authority records contain authoritative information concerning: the standard forms of names and subjects to be used as access points on bibliographic records.

HOL records and Items records: HOL records and Items records contain holding and call-number information for items.

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1.5 OFFLINE CATALOGING

The Offline Cataloging option enables you to work with the Cataloging tab without having a server connection. You can access functions such as Help field and Open Form that rely on data that has already been downloaded onto your local PC. Other functions that rely on the server, such as searching field headings, are unavailable until the server connection is restored.

Note that when working in offline cataloging mode, you must save the records on your local drive. When the server connection is restored, the cataloged records must be sent to the server for the database update.

You can switch manually to the offline cataloging mode by clicking the Offline Cataloging option on the Cataloging menu. To restore online cataloging, click again the Offline Cataloging option from the Cataloging menu.

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