From: Robert Soulliere <rsoulliere@libdog.mohawkcollege.ca> Date: Sun, 8 Aug 2010 16:08:46 +0000 (-0400) Subject: add offline section. X-Git-Url: https://old-git.evergreen-ils.org/?a=commitdiff_plain;h=2f58cc74501e67b8e12645fee56596a3407b48df;p=evergreen%2Fmasslnc.git add offline section. --- diff --git a/1.6/stafftasks/circulation.xml b/1.6/stafftasks/circulation.xml index 90b5d60908..e49242fbe4 100644 --- a/1.6/stafftasks/circulation.xml +++ b/1.6/stafftasks/circulation.xml @@ -812,4 +812,850 @@ </section> </section> </section> + <section xml:id="offlinetransactions"> + <title>Offline Transactions</title> + + <para>Evergreen's Standalone Interface/Offline Interface is designed to log transactions during + network outage, which can be uploaded and processed once network operations are + restored.</para> + + <para>The terms âOffline Interfaceâ and âStandalone Interfaceâ mean the same thing - a separate + program to handle simple circulation tasks while the network is down. </para> + + <informalfigure> + <para>To access Offline Interface, go to Staff Client login screen. Click + <guibutton>Standalone Interface</guibutton> button. </para> + <para> + <mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-1.png "/> + </imageobject> + </mediaobject> + </para> + </informalfigure> + <informalfigure> + <para>Evergreen Standalone Interface will open. </para> + <para> + <mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-2.png "/> + </imageobject> + </mediaobject> + </para> + </informalfigure> + + <section> + <info> + <title>Patron Registration</title> + </info> + <para>Patron registration on Evergreen Offline Interface records the minimum patron + information necessary to register a new patron.</para> + <tip> + <para>All fields, except Line 2 of Billing Address, on <guilabel>Patron + Registration</guilabel> screen are required. If your library does not record + information for any field, you need work out a standard fake value for it, e.g. + 1900-01-01 for Date of Birth.</para> + + <para>The account password will be automatically generated. Patrons can access their + account with the password after the offline transactions are uploaded and + processed.</para> + + </tip> + + <procedure> + <step> + <informalfigure> + <para>Click <guibutton>Register Patron</guibutton> on the top menu bar.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-24.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + + </step> + + <step> + <informalfigure> + <para><guilabel>Patron Registration</guilabel> screen is displayed.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-25.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + </step> + + + + <step> + <informalfigure> + <para>Fill in the form with patron information. Use the drop down list if available. + Click <guibutton>Save patron registration</guibutton> button. Click + <guibutton>OK</guibutton> on the confirmation pop-up window.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-26.png"/> + </imageobject> + </mediaobject></para> + + </informalfigure> + + </step> + + + + + + </procedure> + + </section> + + <section xml:id="offline-check-out"> + <info> + <title>Check Out</title> + </info> + + <procedure> + <step> + <informalfigure> + <para>Click <guibutton>Check Out</guibutton> button to access check out screen. </para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-3.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + </step> + + <step> + <informalfigure> + <para>The Standalone Check Out screen will open.</para> + <para> <mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-4.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + </step> + + <step> + <para>Make sure the date (on the left end of the menu bar) is correct.</para> + </step> + + <step> + <informalfigure> + <para>Scan the patron's library card barcode in <guilabel>Enter the patron's + barcode</guilabel> box. </para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-5.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + </step> + + + <step> + <informalfigure> + <para>Check that the due date is correct. You may delete then type in a due date in + <guilabel>Enter the item due date</guilabel> box. You may also click + <guimenu>choose one of these</guimenu> dropdown list to select a relative due + date based on the loan period. </para> + <para> <mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-6.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + </step> + + + <step> + <informalfigure> + <para>Scan the items' bacode in <guilabel>Enter the item barcode</guilabel> box. It + will appear on the right side of the screen. </para> + + + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-7.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + </step> + <step> + <informalfigure> + <para>For non-catalogued items, you may also click<guimenu> choose a non-barcode + option </guimenu> dropdown list to select a non-catalogued category.</para><para> <mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-8.png"/> + </imageobject> + </mediaobject> + </para> + </informalfigure> + + <informalfigure> + <para>Enter the number of items you want to check out, then click + <guibutton>OK</guibutton> on the prompt window.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-9.png"/> + </imageobject> + </mediaobject></para> + + </informalfigure> + </step> + + <step> + <para>Scan all items, changing the due date if necessary.</para> + </step> + + <step> + <informalfigure> + <para>If you want to print receipt, make sure <guilabel>Print receipt?</guilabel> + checkbox is selected.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-10.png"/> + </imageobject> + </mediaobject></para> + + </informalfigure> + </step> + + <step> + <informalfigure> + <para>Click <guibutton>Save these transactions</guibutton>.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-11.png"/> + </imageobject> + </mediaobject></para> + + + </informalfigure> + </step> + </procedure> + <tip> + <para>The default dates are based on your computer settings.</para> + <para>Pre-catalogued item circulation is not available on Offline Interface. If an existing pre-cat barcode + happens to be used, it will be checked out with the previous author and title. If a new pre-cat barcode is attempted, + an error of ASSET NOT FOUND (item not found) will be returned upon processing offline transactions.</para> + </tip> + </section> + + <section> + <info> + <title>Renew</title> + </info> + <para>To renew, you must know items barcode number. Patron's barcode is optional.</para> + <procedure> + + <step> + + <informalfigure> + <para>To access renew function, click <guibutton>Renew</guibutton> button on the top + menu bar.</para> + + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-12.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + + </step> + <step> + <informalfigure> + <para><guilabel>Renew</guilabel> screen looks very similar to <guilabel>Check + Out</guilabel> screen. The differences are patron's barcode is optional on + <guilabel>Renew</guilabel> screen, and non-barcoded option is not available as + non-barcoded items can not be renewed. </para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-13.png"/> + </imageobject> + </mediaobject></para> + + </informalfigure> + </step> + + <step> + <para>Follow the same procedure as checking out described above. Skip patron barcode if + you do not have it.</para> + </step> + + + </procedure> + </section> + <section> + <info> + <title>In House Use</title> + </info> + <para/> + <procedure> + <step> + <informalfigure> + <para>To access <guilabel>In House Use</guilabel>, click <guibutton>In House + Use</guibutton> button on the top menu bar.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-14.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + </step> + + <step> + <informalfigure> + <para>Make sure the date is correct.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-15.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + </step> + + <step> + <informalfigure> + <para>Type in the number in <guilabel>Enter the number of uses of the item</guilabel> + box.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-16.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + + </step> + + <step> + <informalfigure> + <para>Scan or type in the item barcode number in <guilabel>Enter the item + barcode</guilabel> box.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-17.png"/> + </imageobject> + </mediaobject></para> + + </informalfigure> + </step> + + <step> + <para>Repeat the above 2 steps until all items have been scanned.</para> + </step> + <step> + <informalfigure> + <para>Click <guibutton>Save these transactions</guibutton>. Make sure <guilabel>Print + receipt?</guilabel> checkbox is selected if you want to print a receipt.</para> + <para> <mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-18.png"/> + </imageobject> + </mediaobject></para> + + </informalfigure> + </step> + </procedure> + + </section> + <section> + <info> + <title>Check In</title> + </info> + + <procedure> + <step> + <informalfigure> + <para>Click <guibutton>Check In</guibutton> button on the top menu bar.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-19.png"/> + </imageobject> + </mediaobject></para> + + </informalfigure> + </step> + + <step> + <informalfigure> + <para><guilabel>Check In</guilabel> screen will open.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-20.png"/> + </imageobject> + </mediaobject></para> + + </informalfigure> + </step> + + <step> + <informalfigure> + <para>Make sure the date is correct.</para> + <para> <mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-21.png"/> + </imageobject> + </mediaobject></para> + + </informalfigure> + </step> + + <step> + <informalfigure> + <para>Scan the items barcode in <guilabel>Enter item barcode</guilabel> box. The + number will be displayed on the right side fo the screen.</para> + <para><mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-22.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + </step> + + <step> + <para>Scan all items you want to check in.</para> + </step> + <step> + <informalfigure> + <para>Click <guibutton>Save these transactions</guibutton>. If you need to print a + receipt, make sure <guilabel>Print receipt?</guilabel> checkbox is selected before + you save the transactions.</para> + <para> <mediaobject> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-23.png"/> + </imageobject> + </mediaobject></para> + </informalfigure> + </step> + + </procedure> + <caution> + <para>Without access to Evergreen database, items on holds or with special status will not + be captured in offline mode. Sitka Support Team recommends libraries not use check in + function on Standalone Interface if possible.</para> + </caution> + </section> + + + <section> + <info> + <title>Uploading offline transactions</title> + </info> + + <para>Once you are able to connect to the server, you need to upload the offline transactions. + Â It is good practice to do this as soon as possible, but if the local system administrator + isnât on site for a day or two do not panic.</para> + + <para>The terms <guilabel>Offline Interface</guilabel> and <guilabel>Standalone + Interface</guilabel> mean the same thing - a separate program to handle simple + circulation tasks while the network is down. </para> + + <para>Once you can connect to the server, there are 3 steps to uploading offline + transactions:</para> + + <orderedlist inheritnum="ignore" continuation="restarts"> + <listitem> + <para><link xlink:href="#offline-create">Create a session: </link> to be done by local + system administrators at an administration workstation.</para> + </listitem> + <listitem> + <para><link xlink:href="#offline-upload">Upload transactions to a session: </link> to be + done by circulation staff at circulation workstations.</para> + </listitem> + <listitem> + <para><link xlink:href="#offline-process">Process the uploaded transactions: </link>to + be done by local system administrators at an administration workstation.</para> + </listitem> + </orderedlist> + + <para>Once the network has come back up, a local system administrator must first create a + session before uploading transactions. Then, staff can upload transactions from each of the + workstations used in offline circ to that session. Â Once all of the branch workstations + have uploaded their transactions to the session, the manager will process all the + transactions from all the workstations at once. </para> + + <note> + <para>Circulation Staff uploading transactions to the session does not put the transactions + into the <application>Evergreen</application> database. The transactions will not be + sent to the <application>Evergreen</application> database until the manager processes + the session.</para> + </note> + + <simplesect xml:id="offline-create"> + <info> + <title>Create a Session</title> + </info> + + <procedure> + <step> + <para>Log into Evergreen with a local system administrator username and + password.</para> + </step> + + <step> + <informalfigure> + <para>From the menu bar, select <menuchoice> + <guimenu>Admin (-)</guimenu> + <guimenuitem>Offline Transaction Management</guimenuitem> + </menuchoice>.</para> + <para> + <mediaobject> + <alt>screenshot of staff client</alt> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-27.png"/> + </imageobject> + + </mediaobject> + </para> + </informalfigure> + </step> + + + <step> + <para>The <guilabel>Offline Transactions</guilabel> screen will open. Previously + created sessions will be listed in the Offline Sessions section. Otherwise, the + Offline Sessions section will be blank. </para> + </step> + + <step> + <informalfigure> + <para>In the upper <guilabel>Offline Sessions</guilabel> section, click on the + <guibutton>Create</guibutton> button to create a new session.</para> + <para> + <mediaobject> + <alt>screenshot of staff client</alt> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-28.png"/> + </imageobject> + + </mediaobject> + </para> + </informalfigure> + </step> + + + <step> + <informalfigure> + <para>Enter a name for the session, like âInternet Down 2009-12-02â. Â Click + <guibutton>OK</guibutton>.</para> + <para> + <mediaobject> + <alt>screenshot of staff client</alt> + <imageobject> + <imagedata scalefit="0" fileref="media/offline-29.png"/> + </imageobject> + + </mediaobject> + </para> + </informalfigure> + </step> + + + <step> + <informalfigure> + <para>In the <guilabel>Offline Sessions</guilabel> section, highlight the session + you just created. An <guilabel>Uploaded Transactions</guilabel> section will + appear in the bottom of the screen. Initially, this section will be empty. + Â </para> + <para> + <mediaobject> + <alt>screenshot of staff client</alt> + <imageobject> + <imagedata width="100%" scalefit="1" fileref="media/offline-30.png"/> + </imageobject> + + </mediaobject> + </para> + </informalfigure> + </step> + + + <step> + <para>Inform library staff that the session has been created and what the session + name is. </para> + </step> + </procedure> + + </simplesect> + <simplesect xml:id="offline-upload"> + <info> + <title>Upload Workstation Transactions to a Session</title> + </info> + + <para>Wait until the local system administrator has created a session and told you that + it's ready for your upload. There may be several sessions shown on the <guilabel>Offline + Transaction Management</guilabel> screen, so you will need the name of the correct + session from your local system administrator.</para> + + <procedure> + <step> + <para>Log into <application>Evergreen</application> with your regular username and + password.</para> + </step> + + + <step> + <para>From the menu bar, select <menuchoice> + <guimenu>Admin (-)</guimenu> + <guimenuitem>Offline Transaction Management</guimenuitem> + </menuchoice>.</para> + </step> + + + <step> + <para>The <guilabel>Offline Transactions</guilabel> screen will open. You should see + at least one session in the <guilabel>Offline Sessions</guilabel> section. You may + see old sessions listed there, as well. </para> + </step> + + <step> + <informalfigure> + <para>In the upper <guilabel>Offline Sessions</guilabel> section, highlight the + correct session, then click <guibutton>Upload</guibutton>. Â </para> + <para> + <mediaobject> + <alt>screenshot of staff client</alt> + <imageobject> + <imagedata width="100%" scalefit="1" fileref="media/offline-31.png"/> + </imageobject> + + + </mediaobject> + </para> + </informalfigure> + </step> + + + + + <step> + <informalfigure> + <para>When the uploading is finished,select the session in Offline Sessions + section. Now the value in the <guilabel>Upload Count</guilabel> column should + have been increased by 1. Your workstation should be listed in + <guilabel>Uploaded Transactions</guilabel> section now. </para> + <para> + <mediaobject> + <alt>screenshot of staff client</alt> + <imageobject> + <imagedata width="100%" scalefit="1" fileref="media/offline-32.png"/> + </imageobject> + + </mediaobject> + </para> + </informalfigure> + </step> + + + <step> + <para>Inform your local system administrator that your transaction has been uploaded + to the session.</para> + </step> + + </procedure> + + <note> + <para>You will need to do this for each workstation you have used for offline + circulation. Â If your library has more than one workstations that have been used for + offline transactions you will see the other workstation sessions that have already + been uploaded. Â </para> + </note> + + </simplesect> + <simplesect xml:id="offline-process"> + <info> + <title>Process the Transactions</title> + </info> + + <para>Wait until all the appropriate staff workstations have uploaded their transactions to + your session. You should see the workstations listed in the <guilabel>Uploaded + Transactions</guilabel> section. You'll need to be logged into + <application>Evergreen</application> as a local system administrator to do the + processing step.</para> + <procedure> + + <step> + <para>Log into <application>Evergreen</application> with a local system + administrator's username and password.</para> + </step> + + <step> + <para>From the menu bar, select <menuchoice> + <guimenu>Admin (-)</guimenu> + <guimenuitem>Offline Transaction Management</guimenuitem> + </menuchoice>.</para> + </step> + + + <step> + <informalfigure> + <para>Highlight the correct session and, if necessary, + <guibutton>Refresh</guibutton> to verify all the appropriate workstations + have uploaded their transactions to your session. </para> + <para> + <mediaobject> + <alt>screenshot of staff client</alt> + <imageobject> + <imagedata width="100%" scalefit="1" fileref="media/offline-33.png"/> + </imageobject> + + </mediaobject> + </para> + </informalfigure> + </step> + + + <step> + <informalfigure> + <para>Click on the <guibutton>Process</guibutton> button. </para> + <para> + <mediaobject> + <alt>screenshot of staff client</alt> + <imageobject> + <imagedata width="100%" scalefit="1" fileref="media/offline-34.png"/> + </imageobject> + + </mediaobject> + </para> + </informalfigure> + </step> + + + <step> + <informalfigure> + <para>The processing may take a while, depending on how many transactions you have + done. Click the <guibutton>Refresh</guibutton> button to check the status. The + processing is complete when the <guilabel>Processing?</guilabel> column shows + <guilabel>Completed</guilabel>.</para> + <para> + <mediaobject> + <alt>screenshot of staff client</alt> + <imageobject> + <imagedata width="100%" scalefit="1" fileref="media/offline-35.png"/> + </imageobject> + + </mediaobject> + </para> + </informalfigure> + </step> + </procedure> + + <note> + <para>The number in the <guilabel>Transactions Processed</guilabel> column is equal to + the number of items checked out or checked in. Â For example, if there are 5 + transactions processed this could be 5 items checked out, or 3 items checked in and 2 + items checked out, or 5 items checked in. Â </para> + </note> + </simplesect> + <simplesect> + <info> + <title>Exceptions</title> + </info> + + <para>Exceptions are problems that were encountered during processing. Â For example, a + mis-scanned patron barcode, an open circulation, or an item that wasnât checked in + before it was checked out to another patron, would be listed as an exception. Those + transactions causing exceptions may not be loaded into Evergreen database. Staff should + examine the exceptions and take necessary action.</para> + + <informalfigure> + <para>The example below shows several exceptions:</para> + + <para> + <mediaobject> + <alt>screenshot of staff client</alt> + <imageobject> + <imagedata width="100%" scalefit="1" fileref="media/offline-36.png"/> + </imageobject> + + </mediaobject> + </para> + </informalfigure> + + <para>These are a few notes about possible exceptions. It is not an all-inclusive + list.</para> + + <orderedlist inheritnum="ignore" continuation="restarts"> + <listitem> + <para>Checking out a DVD with the wrong date (leaving due date set at +2 weeks + instead of +1 week) doesn't cause an exception.</para> + </listitem> + <listitem> + <para>Overdue books are not flagged as exceptions.</para> + </listitem> + <listitem> + <para>Checking out a reference book doesn't cause an exception.</para> + </listitem> + <listitem> + <para>Checking out an item belonging to another library doesn't cause an + exception.</para> + </listitem> + <listitem> + <para>The <guilabel>Standalone Interface</guilabel> doesn't recognize books on hold, + no exceptions will be generated for that.</para> + </listitem> + <listitem> + <para>The <guilabel>Standalone Interface</guilabel> will recognize blocked, barred, + and expired patrons as well as lost cards, IF you have recently done an <menuchoice> + <guimenu>Admin (-)</guimenu> + <guimenuitem>Download Offline Patron List</guimenuitem> + </menuchoice> on the workstation on which you're using the <guilabel>Standalone + Interface</guilabel>. You will get an error message indicating the patron + status from within the <guilabel>Standalone Interface</guilabel> at check-out + time.</para> + </listitem> + <listitem> + <formalpara> + <title>ROUTE-ITEM</title> + <para>Indicates the book should be routed to another branch or library system. + You'll need to find the book and re-check it in (online) to get the + <guilabel>Transit Slip</guilabel> to print.</para> + </formalpara> + </listitem> + <listitem> + <formalpara> + <title>COPY_STATUS_LOST</title> + <para>Indicates a book previously marked as lost was found and checked in.</para> + </formalpara> + </listitem> + <listitem> + <formalpara> + <title>CIRC_CLAIMS_RETURNED</title> + <para>Indicates a book previously marked as claimed-returned was found and checked + in.</para> + </formalpara> + </listitem> + <listitem> + <formalpara> + <title>ASSET_COPY_NOT_FOUND</title> + <para>Indicates the item barcode was mis-scanned/mis-typed.</para> + </formalpara> + </listitem> + <listitem> + <formalpara> + <title>ACTOR_CARD_NOT_FOUND</title> + <para>Indicates the patron's library barcode was mis-scanned/ mis-typed.</para> + </formalpara> + </listitem> + <listitem> + <formalpara> + <title>OPEN_CIRCULATION_EXISTS</title> + <para>Indicates a book was checked out that had never been checked in.</para> + </formalpara> + </listitem> + <listitem> + <formalpara> + <title>MAX_RENEWALS_REACHED</title> + <para>Indicates the item has already been renewed the maximum times allowed (or + itâs a video/DVD).</para> + </formalpara> + </listitem> + </orderedlist> + </simplesect> + </section> +</section> </chapter>