Detailed Document

For Internal Use Only

New Features – 15.2

Detailed document

Last update: 29 November, 2001 Table of Contents

SERVER...... 5

New tables...... 5 tab_events...... 5 tab11_word...... 5 tab_tag_text...... 5 tab48...... 5 form_print_method...... 5 tab27...... 5

Other tables...... 6 pc_tab_col...... 6 tab_loan_bor_display.eng...... 6 Changes to tab37...... 6 tab15...... 7

License...... 7 Messaging mechanism...... 7

PRINTING...... 7 New file package UTIL - UTIL/I/6...... 7

BRIEF RECORDS...... 8 New (additional) "brief" format...... 8

AUTHORITY DATA IN BROWSE AND BRIEF RECORDS LIST...... 9 Authority integration in the Z0101 record:...... 9 Enrichment and display of fields from the authority database...... 10 Display of additional authority information:...... 10

DEPOSITORY (REMOTE STORAGE) FUNCTIONALITY...... 11 Request on depository item...... 11 Support for depository functions...... 11 Return of a depository item...... 12

LOGICAL BASES...... 12 Tab_base...... 12 WEB PAC and GUI SEARCH formatting pages...... 12 WEB OPAC/GUI Search...... 13 Filter of holdings (items) in WEB PAC and GUI SEARCH...... 13 List of items sort...... 13 GUI modules:...... 14

WEB OPAC...... 14 General...... 14 Brief display...... 14 Short format customization...... 14 History...... 14 "eShelf"...... 14 “Forget Password" mechanism...... 15

GUI...... 15

General...... 15 Batch services...... 15 Columns...... 16 Status bar info options...... 16 Default open tab...... 16 Fonts...... 16 Password...... 16 Support for Kerberos...... 17 GUI's long edit fields...... 17 Nav-map...... 17 Nav-map permissions...... 17

GUI Search...... 18 Normalization of headings...... 18 Correct z01 display text...... 18 Full display...... 18 Brief window...... 19 History of search strategies...... 19 Navigation map...... 19 New drag and drop in nav. map...... 19 Password check...... 19 Item list – OPAC...... 19

Circulation...... 20 Borrower card...... 20 User record...... 20 New fields...... 20 New display fields...... 20 Item Circulation Summary Window in ITEMS and CIRC...... 20 Item History in CIRC and ITEMS...... 20 Recalls...... 20 Deleting a hold request...... 21 Proxies...... 21 In-house usage...... 21

Cash...... 21 Borrower cash window...... 21 Partial payment...... 21 Accounts receivable...... 22 New fields in Z31 (cash) table...... 22 New Button in Circ cash window...... 22 Printing the details of a single cash transaction...... 22

Items...... 22 Item list...... 22 Depository function...... 23

Acquisitions...... 23 Budgets...... 23 Changes in handling User Permissions for budgets...... 23

© Ex Libris Ltd., 2001 Page 3 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 Transfer between budgets...... 24 Budgets...... 24 Expended/encumbered amounts...... 24 Budget hierarchy...... 24 Library note – arrival of material...... 25 Order log...... 25 ACQ index...... 25 New ACQ indexes...... 25 ACQ index – new columns...... 25 Invoices...... 25 Invoice payment status...... 25 New Invoice fields...... 26 Note fields...... 26 Multi-order process...... 26 Vendor records...... 26 Vendor reply...... 27 Vendor address...... 27 Changes in Z68 (order record) and the "Order form"...... 27 Order units...... 28 Order units – Vendors and budgets...... 28 Objects codes in budget handling...... 28 Object codes and invoices...... 28 Serials/Acquisitions log...... 29

Cataloging...... 30 Heading search in catalog (F3 or CTRL+F3) :...... 30 856 fields...... 30 Fix doc...... 30 Updating records...... 30 Optional scroll bar in catalog forms...... 30 Save/Push Sets from Search GUI to Catalog GUI...... 31

Serials...... 31 Check-in note...... 31 Undo arrive...... 31 Routing...... 32 Issue form...... 32

ILL...... 32 Incoming requests...... 32 Item arrival...... 32

Services...... 32 General...... 32 History...... 32 Advanced Retrieval – p-ret-01-a...... 33 Create items out of a bib record...... 33 Batch delete of records...... 33 Serial batch...... 33 Circ batch p_cir_23...... 33 Check for duplicate keys (file-09)...... 34 ALEPH sequential to MARC...... 34 Export process...... 34 Check input file against database...... 34 p_manage_105 for untraced references...... 34 Services to support Depository functionality...... 12

New tables tab_events New Table under ADM libraries called tab_events. The table lists all possible events. The table consists of 3 columns : 1. Event type (2 chars) 2. Activated (Y/N) - Should the event be written in the system. 3. Event description (100 chars) - for information only. tab11_word The word section from tab11 has been moved to a separate table: tab11_word.

In addition note: when filtering text using the 4th/5th columns, it is possible to use a "-" sign before the text to filter OUT lines in case of a match. tab_tag_text A fixed array of default tags is now replaced by a library sensitive table of default tags (tab_tag_text) for system generated records. tab48 This table defines statuses for invoice payment (Z77-P-STATUS.) form_print_method This table is used to determine the print method for each XML based printout. Currently all XML based printouts use InfoMaker but this table will support HTML printouts or third party tool printouts. The 3 options available are: - PB - InfoMaker (this is also the default). - HTML – an HTML template mechanism. - EXECUTE - Use alephcom.ini section:

[PrintExecute] EDIT=notepad.exe IE=C:\Program Files\Plus!\Microsoft Internet\Iexplore.exe

and execute external tool with xml file. tab27 This table is used for defining the "action type" when an item is loaned, based on the item sublibrary, item status, and pickup sublibrary, © Ex Libris Ltd., 2001 Page 5 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001

Other tables pc_tab_col Added support for the following columns in pc_tab_col.eng: PC_CIR_B_LOAN_LIST Z36-LETTER-NUMBER 17 Z36-NO-RENEWALS 18 PC_CIR_D_LOAN_LIST Z36-NO-RENEWALS 11 PC_CIR_ITEM_LIST Z30-PAGES 15

For the new brief display: PC_SEAR_HEADINGS L Doc. No. 01 020 01 C01 z0101-doc-number PC_SEAR_HEADINGS L Record 02 080 01 C01 z0101-display-text tab_loan_bor_display.eng Added following line in the setup of tab_loan_bor_display.eng USER-NAME L Patron:

This line is needed to display the patron's name if the library does not want to display the user’s address: ADDRESS L Address:

ONLY one of the aforementioned lines should be used in the setup. alephe_unicode filing tables - filing keys are now in utf_8 unicode standard, not in "double-byte" unicode standard as they were in 14.1 and 14.2. - the unicode_to_filing_nn table no longer must include all characters; it need only include characters for which conversion is necessary. - UTIL/P/3 for translating unicode_to_filing_nn_source to unicode_to_filing_nn has been removed, since it is no longer required. - headers for unicode_to_filing_01_source and unicode_to_filing_04_source renamed to unicode_to_filing_01 and unicode_to_filing_04, and updated according to the change (section on UTIL P and references to ..._source removed)

Changes to tab37 tab37 functionality has changed. It is now used only for defining a dropdown list of possible pickup sublibraries. - action type removed; functionality transferred to new tab27 - new column for item process status - only specific line matching sublibrary/item-status/item-process-status is taken for the dropdown list

© Ex Libris Ltd., 2001 Page 6 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 tab15 tab15.lng column 5 (Item Description) has been expanded from 15 to 30 characters. License When the license expiration date is less than 10 days away: - A message will appear in the GUI whenever connecting to a library. - An email will be sent once a day to [email protected].

Messaging mechanism There is a new message mechanism between the server and the client. The messages text exist in the file $alephe_error_eng/pc_messages: - When the item status is changed and there are hold requests on the item. - In Serials, when opening a publication schedule and one or more of the subscriptions are defined as direct delivery. - In Serials, when doing arrive and the subscription has a routing list attached. - During connect, when license is due to expire.

Printing A print request (batch or online) creates a data file in XML format. The file includes all the data fields of all the records that have been retrieved for the printed output. The file is stored in the library's /print directory. Each data field is identified by an XML tag.

The print templates are XSL style sheets. XSL is a language for expressing style sheets; an XSL style sheet is a file that describes how to display an XML document. The XSL templates are located in the library's /form_lng directory. The templates are packaged and transferred to the workstation, in a manner similar to the packaging and transfer of cataloging templates and tables.

The XSL style sheets generate HTML pages from the XML data. This occurs on the workstation, using Saxon XSL processor. The resulting HTML page is print output, for both online print from a GUI module, and printing through the JobMgr client.

New file package UTIL - UTIL/I/6. Running UTIL/I/6 repackages all *.html templates in USM01 form_ folders. These templates are used for printing.

When running ALEPH-GUI, these packaged files are imported and unpacked in the local folder. C:/ /alephcom/files//PrintTemplates/

Control of the import is through the variable: AlwaysImportFiles in alephcom.ini.

New (additional) "brief" format. The new format is especially useful for the sub-arrangement of records that are attached to prolific authors. The standard Brief (list) option continues to function as in previous versions.

The new brief can be better understood in cases were the record has added entries. For example MU (music) type of records in which there are various authors but only one author can be cataloged in the 100 field and the others are cataloged in the 700 field. For example:

1001 L $$aBach, Johann Sebastian,$$d1685-1750. 24010 L $$aHarpsichord music.$$kSelections,$$oarr. 24500 L $$aPartita no. 1, BWV 825; Nun Komm', Der Heiden Heiland. 260 L $$aHayes Middlesex, England :$$bEMI Records Ltd.,$$cp1986. 70012 L $$aBach, Johann Sebastian,$$d1685-1750.$$tPartitas 70012 L $$aScarlatti, Domenico,$$d1685-1757.$$tSonatas.

When browsing under Scarlatti, Domenico, and viewing the standard brief record, the system displays the following:

Author = Bach, Johann Sebastian Title = Partita no. 1, .... etc.

In other words the brief uses the 100 and 245 for display (as defined in pc_tab_short).

When selecting the Brief Recs button (new brief), the system displays all the titles under Scarlatti, Domenico:

Author: Scarlatti Titles: Sonatas And other titles related to Scarlatti from other records.

The heading selected from the browse list appears at the top of the new brief list.

To implement this new development, a new oracle table, Z0101, was added to the system. The specification for the creation of the new brief record is defined according to two new tables located in the library's tab directory: tab_z0101 and tab_z0101_text (defines the text codes that are used by the tab_z0101 table.)

The structure of the new brief record depends on the record's format, the headings index and the field of origin.

Additional functionality: - From the new Brief Records window it is possible to Jump to (jump to another Z0101). - The lines in the new brief list are unique and lead to the full display of the record. with the ability to scroll (previous, next) between all documents.

The new brief record is created by a new batch process, p_manage_35

Authority data in Browse and Brief Records List

Authority integration in the Z0101 record: If the selected heading is linked to an authority record, then the authority information related to the heading is displayed both in the Web and GUI OPAC - together with the heading - at the top of the list containing all the brief records (Z0101’s) attached to the heading.

For example, if you search for Proust, Marcel and open the list of brief records, at the top of the list the following information is displayed:

Proust, Marcel, 1871-1922 Sys. no. 000002059 Heading: Proust, Marcel, 1871-1922 Seen from: P'urusut'u, Marusel, 1871-1922 Seen from: Proust, Valentine Louis George Eugene Marcel, 1871-1922 etc.....

For editing purposes, the authority data displayed under the heading can be manipulated through the edit_field.lng table under X. Note that X is a new set code in the edit_field of the bibliographic database for authority data displayed in the bibliographic library.

Brief records can have references from the authority database. The fact that a brief list record has a matching authority heading (e.g. author + title), generates a display of references within the sub-arranged index.

For example, the following brief for Proust "A la recherche du temps perdu. Hebrew. 1981"

Has a matching authority record and because of this match, the list of brief records for Proust is enriched with:

"Be-iqvoth hazman ha-avud Search under: Proust, Marcel, 1871-1922. A la recherche du temp perdu. Hebrew".

Note that the enrichment, i.e. the addition of the 4XX fields to the brief records list, does not display the entire 4XX. The display is from $t onwards.

Note that the Search caption ("Search under") is defined through a new table, heading_aut_text, located in the /alephe/error_eng directory.

© Ex Libris Ltd., 2001 Page 9 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 Enrichment and display of fields from the authority database In MARC 21, sub-field $w, 4th position (i.e. $wxxx4) - of both the 4XX and 5XX - contains a code that enables the generation or suppression of a cross reference from 4XX or 5XX fields. If the fourth position of sub-field $w contains a blank or an 'n' (or the sub-field does not exit) then the cross reference is generated and the fields are shown in all relevant places: browse list, expanded authority record, under the heading in the new brief record, etc. If the fourth position of sub-field $w contains something different, then the cross reference is suppressed.

For example, the authority record for Proust, Marcel: 100 L $$aProust, Marcel,$$d1871-1922 400 L $$aPrust, Marsel,$$d1871-1922 400 L $$aProust, Valentin Louis Georges EugÃ¨ne Marcel,$$d1871-1922$$w aaa a 400 L $$aP'urusut'u, Marusel,$$d1871-1922$$waaan 400 L $$aP'u-lu-ssu-t'e,$$d1871-1922$$waaax

In the above record, the first 400 field does not have a $w, the second 400 field has a blank in the fourth position of sub-field $w, the third 400 field has an 'n' in the fourth position of the $w, and the last 400 field has an 'x' in the fourth position of the sub- field. This means that $$aP'u-lu-ssu-t'e, $$d1871-1922 should will not enrich the bibliographic library, will not be shown together with the other headings in the expanded authority record, will not be shown with the other fields in the upper window of the brief list, etc.

Display of additional authority information: It is possible to define that fields 260, 664, 666 and 680 from the AUT record will be expanded into or excluded from the browse list - both in the GUI Search and the WEB OPAC.

In the new brief records list (Z0101), if the heading is linked to an authority record where the 1XX field has sub-field $t, the following fields of the authority record will/will not be displayed if present: 260, 664, 665, 666, 680, 663, and 360

Search GUI: - in the scan request dialog there is now a checkbox to include or exclude this authority information. - The default value is taken from the file sear.ini under the parameter [Scan] IncludeAUTData=Y/N. - If browse list is displayed with AUT data, all continuation actions (such as jump, full, back to heading, etc.) will be with AUT data.

Catalog GUI: - All browse lists in Catalog will be determined by the parameter [Scan] IncludeAUTData=Y/N in the file catalog.ini. - Changing the default can only be through the .ini file.

ADM GUI application (Items, Circ, Serial..)

© Ex Libris Ltd., 2001 Page 10 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 - The option "Retrieve ADM Doc by Scan" now has a checkbox on the scan dialog. - The default value is taken from the file alephcom.ini from the parameter [Scan] IncludeAUTData=Y/N.

WEB OPAC : - To include or exclude the information is part of the profile definition - This means that there is a new field in the Z61 record (Z61-SCAN-INCLUDE- AUT), and also in the session record (Z63). - In the preferences window the user can change the definition for the session, and can also update the profile. - Also through the GUI ADMIN it is possible to update the definition as part of the profile.

Depository (remote storage) functionality

Depository function A new 5 character alphanumeric Z30 field, Z30_DEPOSITORY_ID, identifies the depository facility where the item is located. The field is used: - to indicate that the item is in transit when it is being returned to the depository - that the item "belongs" to the depository, regardless of sublibrary, collection and processing status fields in Z30.

Request on depository item A new feature in WEB OPAC informs user when to expect to receive an item requested from the DEPOSITORY. - tab_hold_request procedure "v": if the item belongs to a depository and it is available, the expected delivery time is calculated (using tab17+tab24). The message displays in INFO in place of the "Your place in queue" message (j). The text for the message is defined in the /alephe/error_/check_hold_request, line 6003. - tab24: defines the maximum amount of time from the current time that is required for delivery from the depository, and the set times that items sent from the Depository arrive at the library. - Expected delivery time from tab24 is checked against tab17, to determine that both the Depository and the sublibrary are open at the relevant time. If either is not open, the expected delivery time is set to next time and first tab24 available time. If end-of-day is reached, the next time is the first time in the next day. This new time is re-checked against tab17 etc.

Support for depository functions The following lines were added to support the new Depository Functionality - pc_tab_exp_field.eng: ITEM-PROCESS-STATUS L Depository DP ITEM-DEPOSITORY-ID L Depository DP P-RET-ADM-01 L Depository ID DEPOS © Ex Libris Ltd., 2001 Page 11 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 - added to tab15.eng: 15A ## DP L Depository Y Y C Y Y Y Y Y Y

- added to tab_events: 57 Y Depository Loan

- added to tab_item_display.eng: ITEM-DEPOSITORY-ID L Depository ID:

Return of a depository item When an item with Z30_DEPOSITORY_ID code is returned, if there are no waiting requests, the item is automatically loaned to a user-id that is the Z30_DEPOSITORY_ID code. This will appear in the OPAC and GUI modules as an "In transit" item.

Services to support Depository functionality - b_cir_18: an export file of requests to the depository. This service picks up the requests file that was created by ue_06, in order to ftp it to the depository. The ue_06 print format should be set to '00' in order that the file contain barcodes only. Closes the request file created by ue_06. A new request file will automatically be started. - b_cir_03: import from depository When an item arrives back at the Depository, the Depository writes the Z30_BARCODE in a file. The service accepts an input file of barcodes, and performs a return (check-in). The Z36 loan record (that was created when the item was returned is removed, thereby removing the item's "In Transit" status. The system checks for matching Z37 hold requests with status "W". If found, the Z37-STATUS is changed from "W" to "A", and the Z37- PRINT-STATUS is changed from "P" to blank. This is done in order so that the ue_06 requests daemon will pick up the request.

Logical bases

Tab_base Logical bases are defined in /alephe/tab/tab_base.. A base code (up to 20 characters) is assigned, together with the find command which will create the set of records that constitute the base. Note that columns 1, 7 and 9 of tab_base make up the basic definition. For example:

LIEDU Linc/Educ LIEDU USM01 N wsl=(ulinc or ueduc)

In the above example, the “LIEDUC” logical base includes all the records that have “wsl” (word from sublibrary) “ulinc” or “ueduc”.

© Ex Libris Ltd., 2001 Page 12 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 WEB PAC and GUI SEARCH formatting pages There are formatting features that can be set up for a logical base. This makes it possible to tailor the look of the interface for a particular logical base. In this way, the different logical bases can actually appear to be quite different one from the other.

Various formatting tables and interface definitions can be base-sensitive, by adding the base code as an extension to the name of the ALEPH table or html page that governs the formatting and interface. For example, the basic table for ‘Full and Link’ display is edit_doc_999.eng; if there is a table named edit_doc_999.eng.lieduc, it will be used for the ‘Full and Link’ display when the user has chosen the “LIEDUC” logical base.

This extension mechanism relates to all WEB OPAC html pages, and to the library’s edit_doc_999., edit_doc_999_aut_., and edit_doc. tables.

WEB OPAC/GUI Search The default setup of the Browse List in the WEB PAC and GUI SEARCH is two columns – the headings and the counter of the number of relevant records.

ALEPH offers another setup, in which you can set up a logical base that will include one or two “sub-bases”. The system will display the two (or three) counters for each heading – the counter of the logical base, and the counters of each of the sub-bases as well.

The /alephe/tab/tab_base_count table is used for defining the setup of principal and sub-bases. Using this table, up to three columns can be set, for three logical bases. Each column displays a counter of number of relevant records.

Filter of holdings (items) in WEB PAC and GUI SEARCH The list of libraries for items display can be filtered and ordered (sorted) per logical base. This affects the following display in WEB PAC: - ITM+, LOC+ or PSTS+ column in the Brief List in Table display - ITM3 links (library name in the Full and Link display) - drop-down list of libraries on the items display page

For GUI SEARCH this affects - ITM links (library name in the Full and Link display)

This is setup in two ALEPH tables, in /tab: tab_sub_lib_sort, and tab_item_list_order..

Only the libraries listed are displayed. If the user’s profile includes “preferred sublibrary”, and if the sublibrary is included in the list, the drop-down list will default to the preferred sublibrary. If, however, the preferred sublibrary is not in the list, the preference will be ignored.

© Ex Libris Ltd., 2001 Page 13 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 List of items sort The sort of the list of items can also be sensitive to the logical base, albeit in a different manner for WEB PAC and for GUI modules. The libraries included in the drop-down list of libraries on the Holdings and Items List display, and the order in which they are listed, is controlled by the above-mentioned tables, tab_sub_lib_sort and tab_item_list_order.. Note that when you chose “All” on the drop-down list, all the items of all the libraries are displayed, without any filter.

GUI modules: The order of the list of items is controlled by the /tab/tab_z30_sort table list for the GUI modules.

WEB OPAC

General The WEB OPAC is now ‘frameless’. To support this a number of tables have been renamed – e.g. www_f_heading and www_f_sort_heading.

Brief display New option "Jump-by-text" was added to the brief display. This option enables the user to jump to designated records (according to the parameter by which records were sorted.)

Short format customization The library can opt to offer its users customized brief views of records. Customization is executed for each bibliographic library individually, by defining a special format table - www_f_tab_short_999. Each line in the table starts with the format number, taken from the range of 951 - 998, and 27 positions to present the document's codes.

Format value "999" is a default format which is used each time a non-existing format has been defined. This format is mandatory!

When no table has been defined, all the document's data will be displayed (this feature is also implemented when using format 950 (full view)).

The selection of the format is activated through the preference screen.

History A registered user can save his search in the history buffer, (Z123 record). This buffer is permanent, which gives the user the ability to run "bookmarked" searches online.

The option is available from the list of sets (previous searches) screen.

"eShelf" A registered user can save selected documents in the eShelf buffer, (Z119 record.). The option is available from the full view of the record (in other words, only one record can be saved at a time). This buffer is permanent and gives the user the ability to build a private pool of documents stored in folders.

In order to ensure the accessibility of documents from various bases they will be saved in a database gbl01.

“Forget Password" mechanism This mechanism bypasses the use of ordinary "Sign-in" procedure, by offering the user a chance to identify himself via a "question-answer" authentication mechanism.

The user is requested to choose a question from a given storage, and to answer it. This dialog can be found when registering as a new user, or when an existing user updates his/her password details (via the user option). The question code and the answers are store in Z308, under key-type "77".

WEB OPAC/GUI Search

Synonym capability New option: Oracle table Z970. Synonyms are words that share the same bitmap value; in other words, they are equal. For example, if czar, tzar, tsar are set as synonyms, a FIND on any one of these words will retrieve the docs of all the other words.

A synonym group is identified by a common word (Z97-COMM-WORD); this word is set by the system (first word of the group in the Z970 table).

Adding, removing, deleting and viewing Z970 records is managed through the BIB library's UTIL B menu on the server, or the BIB library's Utilities menu in the WEB Utilities interface (accessed from WEB STAFF menu).

Set names All places where search terms are displayed are translated so that the "SET=nnnn" will never appear.

Length of search string The length of the search terms may be now be up to 2000 characters long.

General

Batch services All Items Batch services were transferred to xml. Now, they can be accessed via the GUI. The Help section is kept in a separated html file under the same directory: ./alephe/pc_b_eng

Columns Columns can now be ‘manually’ resized by dragging.

Right hand click on any headings column, lists the columns that can be displayed for that window. The user can then choose to select, or deselect column options, or to take the system default. The user setup is saved on the client in the new alephcom/tab/UserTabCol.ini file. pc_tab_col.lng provides the default setup and the caption text.

Status bar info options It is possible to have a fixed display of the User, Library and Server information in the lower status bar. This is controlled by the following:

In the application ini file:

[StatusBar] IndicatorServer=Y/N IndicatorLibraryInfo=Y/N IndicatorUserInfo=Y/N

In the alephcom.ini, the default size (in pixels) of the text controls is configured.

[StatusBar] IndicatorServerSize=300 IndicatorLibraryInfo= IndicatorUserInfo=

By default the size is 300 and the text controls DO NOT appear.

Default open tab An option has been added for setting a default open tab for TAB windows in a client. This is defined in the client's .ini file as FirstTab=n after the window name of the tab. e.g. in circ.ini: to display LOANS tab as default when user is called up, define: [UserInfo] © Ex Libris Ltd., 2001 Page 16 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 FirstTab=5

Fonts All "font" lines have been removed from the [TextListBox] and [TextListBoxCaption] sections of \alephcom\tab\alephcom.ini. The fonts are now controlled by the \alephcom\tab\font.ini file in the ListBoxCaption and ListBox## sections.

Password Alephcom.ini - [Main]SavePassword flag.

In previous versions only Y/N was allowed in the password dialog check box (i.e. "save password" or "do not save password").

Now value "X" has been added. In this option the checkbox is grayed out, and there is no way to save the password. This is used to disable all possibility of saving the GUI's password on the local drive.

Support for Kerberos In alephcom.ini , Encryption = 3 , will switch workflow into kerberos mode. This means that no login is required (if a ticket cache already exists) and the user name will be taken from the ticket cache. The password will not be sent to the server, but the protocol will be encrypted with the session key given by the KDC (the kerberos key distribution center).

Note - instead of the username/password being sent to the server in the ALEPH protocol, username/username will be sent instead.

In Kerberos mode, changing a password or a temporary change of login is not allowed. However, re-login as different user is allowed and will cause deletion of all tickets assigned to the previous login.

GUI's long edit fields. Long edit fields will now have a small button on their right that will open a multi-line edit field. This will avoid the need to scroll through long texts.

The minimum size that will trigger such a button is defined in alephcom.ini as:

[Edit] ExpandTextLength=100

Note that this applies for the potential text, e.g. if a field can contain 200 characters but contains in fact only 20 characters the button still exists.

Nav-map There is a new variable in each local .ini file under NavMap called ExpandTree. © Ex Libris Ltd., 2001 Page 17 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 If set to "Y", the Nav-map is opened with the tree (on the left-hand side) expanded.

Nav-map permissions New NAV-MAP permissions in ./alephe/tab/user_function.eng - GLOBAL - All sub-functions. - ADM - If the user is not allowed to view the ADM node in the tree, the ADM node will not be displayed (left-hand side of the nav-map). - ITEMS, COPIES, ORDERS, LOANS - Is the user allowed to expand the ITEMS (etc.) node on the left-hand side of the nav-map. - Z30, Z16, Z68, Z36 - Is the user allowed to view the Z30 (etc.) information on the right-hand side of the nav-map? These permissions can be sub-library dependent.

* A user is always allowed to view information and expand a BIB node. * If the user has no permission on a certain node, the icon of that node will show a red X. * If a user tries to perform an action which he is not allowed, a message box will appear.

GUI Search

Normalization of headings The ACC (Z01) has changed to support normalization of headings. This is done using a new field in the table, Z01-NORMALIZED-TEXT.

The filing key is built in 2 steps: - Z01-DISPLAY-TEXT to Z01-NORMALIZED-TEXT - Z01-NORMALIZED-TEXT to Z01-REC-KEY

Headings are considered the same when both Z01-NORMALIZED-TEXT and Z01- REC-KEY (excluding Z01-FILING-SEQUENCE) are the same.

In short the ACC file is best on the "first in" scheme, i.e. the first heading will determine the display text. ue_08 was changed so that if an entry matches the authority record (based on the normalized text), the authority's Z01-DISPLAY-TEXT/Z01-NON-FILING -CHAR will override the Bib's field.

Tab00 was changed. Column 4 (punctuation supression is now used for the normalizing routine that should be defined in tab_filing. Up until now if the filing routine was not defined, entry 99 in tab_filing was used as a default. Since it is likely that either the filing routine or the normalization routine will be blank, there is no default anymore.

Correct z01 display text In the Browse list there is a new option: "Correct display" button. The window shows the old display text, normalized text, and filing key. Fix the display text in the "New" © Ex Libris Ltd., 2001 Page 18 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 column and push correct. If the new normalized text and filing key equal the old, you will be able to update the database. Use [ ] to indicate non-filing indicators. The z01- non-filing-char will be updated automatically.

Full display Full display (format 999) now displays the items (fields ITM and ITMG in edit_doc_999) according to the position in the table. Previously, they were always displayed at the end of the document.

Brief window The window caption of "Brief list" now shows the sort order of the set. The text is taken from /usm01/tab/pc_tab_sear.lng (SO).

A new option "Jump-by-text" was added to the brief window. This allows searching a record by text, (according to the parameter by which the records were sorted.) if the list is not sorted the Jump is not active.

History of search strategies The find request edit box in all three finds dialog, now has an expand (drop down) button, which shows the history of previous find requests.

Requests sent from find, refine, locate and bookmarks are saved in the history and can be shown in the expand list.

Navigation map In Nav Map, the button "Delete Bib" is active. Use this button to delete bib records (+hol and adm) from the database. The button is active only when pointing to a bib record in the tree.

Clicking on "Delete bib" opens a warnings/errors window. Use the "override" button to override warnings (button is hidden if there are errors). Use "view related" to push related records to the nav map.

Checks for delete can be set in dt/check_doc under NAV-MAP-DELETE.

New drag and drop in nav. map It is now possible to move ADM record from one bib, to another ADM record in a different BIB. The function moves all items, subscriptions and orders. It also moves all HOL records which are connected to - Z30 (item - Z30-HOL-DOC-NUMBER) and - Z16 (subscription - Z16-HOL-DOC-NUMBER).

Password check A password check has been added for the correct headings service in the GUI OPAC.

© Ex Libris Ltd., 2001 Page 19 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 Item list – OPAC Possibility to see number of loans in the item list. This effects section PC_SEAR_ITEM_LIST - Z30-NO-LOANS.(pc_tab_col).

Circulation

Borrower card Possibility to print a borrower card label with related charges (transaction #17 in tab18) User record When creating a new user, the title is automatically copied into the address New fields New fields in Z303, Z304, Z305: Update date and name of the cataloger who updated delinquency fields. e.g. In Z303: Z303-DELINQ-1-UPDATE-DATE Z303-DELINQ-1-CAT-NAME

New fields in record Z30 (item) and Z36 (loan) : Z30-CATALOGER-LAST-RETURN - Cataloger (user name) active when item was returned. Z36-RETURN-CATALOGER-NAME - Cataloger (user name) active when the specific loan was returned. The fields also exist in the history records: Z30H, Z36H. New display fields New possible fields in the table "tab_item_display.eng" : ITEM-LAST-RETURN-DATE, ITEM-LAST-RETURN-HOUR, ITEM-LAST- RETURN-CATALOGER. The table is activated when pressing the button "View" in the item list on the Item GUI. Item Circulation Summary Window in ITEMS and CIRC This window has been changed. It now contains two tabs. The first one is as it used to be – consisting of current summary (e.g. current loan due- date and hour, no. of current hold requests etc...).

The Second tab is a counter of events, for statistical usage. the list of counters to display can be found in the table "tab_item_summary.eng" (COUNT-....)

Item History in CIRC and ITEMS. Item history in Circ. used to show only the loan (Z36H) and hold history (Z37H). Item History in Items showed only item history (Z30H). These are now combined in one window with 3 tabs:

Recalls Tab 10 , switch 62 TAB10-UPDATE-RECALL-DATE - YN his switch determines if, when an item is loaned, and there is a matching outstanding hold request, the loaned item should immediately be considered "recalled", or whether a loaned item becomes "recalled" only through the batch recall (cir-13) service.

Deleting a hold request When deleting hold request (or advanced booking request) a new dialog is displayed offering the option for a note for the user to be added to the standard letter. This dialog is optional, depending on a new parameter in circ.ini: WantDeleteLetterNote (Y/N).

The parameter exist in several sections : [HoldList] Hold requests list from items list [ItemSchedList] advanced booking request [HoldFilledList] hold filled utilities [ReturnHold] During return

Proxies A new tab in the User Information window in Circulation: Proxies/Sponsor List. The list shows all proxies of the user and its sponsor.

The first column, telling if the specific line ID is a sponsor or a proxy, is taken from the file $alephe_error_eng/pc_com_c0109, message no. 8000 and 8001.

The list identifier in the table pc_tab_col is: PC_USER_PROXY_LIST.

There is also a button next to the list, "Switch To". Selecting one of the IDs and clicking the button will change the window information to the selected user.

In-house usage A new utility (listed under the ‘Circulation’ sub-menu) allows for scanning barcodes for discharge of In house use. Discharge means creating a new event (Z35) with type '80'.

When returning an item which is not on loan, there is a message, and in addition the system will also write an event - no. 82.

Borrower cash window New table was added in bor-cash window. The table represents the balance sheet of the borrower for each sub library

Partial payment Partial payment for specific transactions. Until now there were only 2 ways to pay cash in circulation: 1. By selection of lines you may pay exact sum. 2. By sum which might cause a partial payment or a "Change" transaction depending if price is less/more than total owed.

Now there is a third method: If the selected lines sum up to debit sum (i.e. patron pays the library and not vice versa), you may choose to alter the price in the process.

This will cause a partial payment or a "Change" transaction, again depending if price is less/more than total owed for selected transactions.

Accounts receivable Support for transferring transactions to AR (Account receivable).

New fields in Z31 (cash) table 02 Z31-TRANSFER-DEPARTMENT PICTURE X(20). 02 Z31-TRANSFER-DATE PICTURE 9(8). 02 Z31-TRANSFER-NUMBER PICTURE X(20).

Both non-paid transactions and transferred transactions can now display in the list of transactions both in Circ GUI and Web OPAC. The 3 new fields will show when expanding a single transaction.

Note that: - A transferred transaction cannot be paid in the circ GUI. - A transferred transaction can be waived in circ GUI. In this special case a new transaction will be created in "Credit". This is different than waiving a normal transaction where Z31-STATUS is changed to "W". - In terms of circ checks etc... the sum owed by the user is the addition of both non paid sum and transferred sum.

New Button in Circ cash window Button "By Library." The button opens a window to display a summary of the patron’s debts by sub-libraries. Note: The cash list+sums in circ are filtered by tab_attr_sub_library section 6.

© Ex Libris Ltd., 2001 Page 22 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 Printing the details of a single cash transaction It is possible now to print the details of a single cash transaction from the "Cash Transaction Information" window (by clicking on the new "Print” button.)

Items

Item list - New Button in Item List: "View". Does the same as "View" in item list of Item GUI – i.e. shows information of the selected item. - A loan counter (z30-no-loans) has been added as column 20 to the list of fields available for display in the item list in the items client.

Acquisitions

Budgets The encumbrance window (OrderBudgetList) has a new button - "Balance". Pushing this button opens the "Budget balance" window directly instead of having to open the expand edit budget code and then choosing the "Balance" button.

Changes in handling User Permissions for budgets. Two fields were removed from the Z76 budget table: Z76-ADMINISTRATOR-NAME Z76-ALLOWED-NAME (x10)

There is a new Oracle table Z62-BUDGET-PER Defines the relation between a user and his permitted actions on a budget. Every user can have many z62 records, (one for every budget that he has password authorization for.) Possible permissions are allocation, transfer, encumbrance and expenditure.

In the GUI Admin "Privileges window" there is a new button "Budgets". Clicking on that button opens a window of ADM libraries to choose from. After choosing a library a "Budgets permissions list" appears. It is possible to add, delete or modify permissions for each budget. * is a wild card. Therefore *-2001 means all 2001 budgets.;* means all budgets.

Z66-PASSWORD Instead of only one proxy field in Z66 (Z66-USER-PROXY), there are now fields for specific proxies. Z66-USER-PROXY has been changed to Z66-FUNCTION-PROXY. New proxy fields: Z66-CATALOG-PROXY Z66-BUDGET-PROXY Z66-ORDER-UNIT-PROXY

Budget Filters window New filter: "View only authorized budgets".

The default for this filter in the alephcom.ini file is "Y". If the "view authorized" checkbox is checked, the budgets list displays only budgets that the user has at least one kind of Z62 permission for. Filter when looking at the budget from within the order.

Transfer between budgets A new menu option in the ACQ GUI - See Acq|Menu|Administration|Transfer between budgets. This options opens a transfer from/to dialog that can be used to do repeatable transfers (i.e. does not close after each transfer but only clears the input fields for the next transfer).

Budgets For all forms that have a budget edit field: if you fill in a part of the budget code and click the arrow, the budget list will open at that start point.

Expended/encumbered amounts A new option in the budget allows the library to define whether the amount (or percentage) registered in the Z76-MAX-OVER-COMMITTED and in Z76-MAX- OVER-EXPENDITURE is amount OVER or amount UNDER. In other words, the librarian can be "stopped" from registering an order encumbrance or invoice amount when the budget is close to being fully used. Until now, the amount was considered OVER only.

This is set in the Z76-MAX-OVER-SIGN field, which is a check-box in the GUI. If it is checked, the Z76-MAX-OVER-SIGN=C, meaning that the amount registered in OVER-COMMITTED, OVER-EXPENDITURE is to be subtracted from the allocation

For example, if Budget A has $100 Max over expenditure is 20%. New checkbox is checked.

Instead of being able to spend $120 only $80 can be spent. 20% of the budget is kept in reserve.

© Ex Libris Ltd., 2001 Page 24 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 Budget hierarchy In the "Budget information" window there is a new filter called "by budget hierarchy". If you fill in the name of a parent budget and click on this option, the "Budget summary" window will show information for the whole tree of budgets.

Order log The window now has a filter option. You may select a list of types that should be displayed or "All". The list of types is derived from tab45.

Library note – arrival of material If an order has an attached library note, this displays when you material is registered as ‘arrived’

ACQ index The ACQ index has a new checkbox - Exact start point. This checkbox determines whether only entries that are exactly like the defined start point should be displayed.

Example: "V" as index type and "010" as the starting point. Only orders that have "010" as a vendor will be displayed.

New ACQ indexes - AVC - Z70-ADDITIONAL-VENDOR-CODE - I2 for invoices (as index "I") but the sort is by invoice number and vendor code and not as in the "I" index (vendor code and then invoice number).

ACQ index – new columns pc_tab_col: PC_ACQ_INDEX Col 10. Z68-ORDER-NUMBER-1. Col 11. Related title (By Z13-TITLE).

Invoices New option: update the invoice number of a general Invoice. This is activated via a new button in the general invoice window, "Change Invoice". This will open a dialog window in which the new number should be entered.

Invoice payment status There is a new table to allow for a more flexible way to define the payment status (Z77-P-STATUS) in relation to the invoice.

© Ex Libris Ltd., 2001 Page 25 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 Tab48 defines statuses for Z77-P-STATUS. (Up until now the options were hard coded (N,Y,R,P)). This table also defines - what the default status is when the general invoice is created. - what statuses ‘freezes’ the invoice (all operations except change in status are not allowed.) - which user_function routine should be used in addition to the standard checks for different statuses.

New Invoice fields Z77-APPROVAL-DEPARTMENT and Z77-APPROVAL-NUMBER are new fields in the invoice. - Z77-APPROVAL-DEPARTMENT Appear in General invoice/single line invoice. Values taken from ACQ_APPROVAL_DEPARTMENT in pc_tab_exp_field.eng. - Z77-APPROVAL-NUMBER Appear in General invoice (Read only). - Both also appear in data_tab/tab_invoice_display.eng in sections: - INVOICE-APPROVAL-DEPARTMENT L Approval department: - INVOICE-APPROVAL-NUMBER L Approval batch number:

Note fields Z68 notes are now all 200 characters long.

Multi-order process Process: - Load a file of new suggested orders in ALEPH sequential form using p_manage_18 (Catalog). Fill the field "Output set file". - Run p_acq_24 using the set file as input. Fill field "Order number 1" with the z68_order_number_1 that will group all the new orders together. - Open multi-order dialog. Acq->Orders->multi order. - Fill in search field with the order_number_1 and click "Search". A list of all orders with the same order_number_1 and status "NEW" shows. This is a multi-select list. You can choose any number of orders and click "Order" or click "Order all" to open the order form for these orders. - Fields vendor code,number of units and budget are mandatory. When OK is pressed, the system performs 6 checks and gives status messages. - checks - calculate total price of the whole order (all ordered items). A message with the price is issued and you can choose to stop or continue. - encumber budget - send order to vendor - update indices - if "create items" checkbox is checked - creates new items.

Vendor records Changes in Z70-VENDOR. Note, however, that switch 55 in tab10 -TAB10-TWO- LEVEL-VENDOR defines whether the system uses two or one level(s) of vendor.

Each vendor can now have two different types of Z70 records:

© Ex Libris Ltd., 2001 Page 26 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 - A default record with it's Z70-VENDOR-CODE and an empty Z70-SUB- LIBRARY field. - An ‘order unit’ specific record with the same Z70-VENDOR-CODE and a unique Z70-SUB-LIBRARY field.

Every time a vendor record is called up, the sub-library specific record will overlay the default record. In this way each sub-library can control some fields of the Z70- VENDOR (for example, different discount terms).

Fields: - New field Z70-CATALOGER. - Z70-VENDOR-CONTACT was changed to Z70-CONTACT (1-5 – i.e. up to 5 options for contact person). - Z70-REC-KEY changed. The field Z70-SUB-LIBRARY was added to the key. - New indexed key Z70-SUB-LIB-KEY. This field will always equal Z70-SUB- LIBRARY from the main key.

Tables: - dt/tab_vendor_sub_lib indicates which group fields are to be overlaid by the specific sub-library record fields ('Y' means that this group of fields should be read from the sub-library record)

Usage: In the Vendor list window (Acq, Admin), the "Modify" button opens a new window - Specific order unit list. This window displays all the sub-library records for the vendor. The first line is always the default vendor. - You can delete, modify or add new records. - "Modify" brings you to the old Vendor form. - "Add" opens a new window - Choose sub-library. If you check the checkbox "Add to permission list" in this window, the new sub-library will be added to the authorized sub-libraries to order from this vendor. - In the Vendor form of a sub-library, some fields are read-only and some can be changed. Use tab_vendor_sub_lib to set the groups of fields that should be read from the sub-library record. - "Delete" in the main Vendor list will delete the default vendor and all its sub- library records.

Vendor reply New drop-down list box, for the field Z501-VENDOR-REPLY which is the claim vendor reply in ACQ. The entry in the table pc_tab_exp_field is : "VENDOR-CLAIM-REPLY".

The change was also done in Serial, Claim Reply. They both use the same entry in pc_tab_exp_field.

Vendor address Z72-ADDRESS converted from 5 lines of 50 chars to 5 lines of 100

© Ex Libris Ltd., 2001 Page 27 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 Changes in Z68 (order record) and the "Order form". Two fields were added to Z68: Z68-VENDOR-CONTACT Z68-ORDERING-UNIT

There is a new expand edit field in the Order form - Vendor contact. You can choose a contact for the order from the list of the vendor's contacts (specific order unit z70- contacts).

Order units Ordering units are entities that describe an acquisition unit. The system can works in one of 2 ways (activated by switch 46 in tab10): - TAB10-USE-ORDER-UNIT = "N": Each sub-library is an ordering unit. - TAB10-USE-ORDER-UNIT = "Y": $alephe_tab/tab_sub_library defines ordering units using new type "5". A new field appears in the order form for order unit (Z68-ORDERING-UNIT).

Admin GUI permission list has a new button, "Order units" where you can setup the order units that the user is allowed to work in. For global permission select "USM50" as the ordering unit. Z66-ORDER-UNIT-PROXY redirects your ordering unit permission to another user.

Order units – Vendors and budgets The ordering unit concept is also available for the vendor and budget record. - The sub vendor record will be registered on the ordering unit depending on TAB10-USE-ORDER-UNIT. - The attached Z602 (Sub libraries) is now "Ordering unit". - Checks for vendor usage permission are done against the Z68-SUB-LIBRARY or Z68-ORDERING-UNIT depending on TAB10-USE-ORDER-UNIT setup.

Objects codes in budget handling Each budget can have a list of object codes (purposes) – e.g. books, videos, journals, maps.

If TAB10-USE-OBJECT-CODE (switch 47) is "Y", you must fill in a valid object code (i.e. it is in the list of codes of the budget) in each transaction / invoice payment. You can modify the list of object codes in pc_tab_exp_field table.

In the "Budget summary" window there is a new list (Division of expenditure) showing the sum of invoices paid/not paid for each object code. In the second tab of the "Budget information" window there is a list of object codes for the budget.

The budget information form (Printing from "Budget summary" window) has a new section showing the division of invoice payments between the different object codes.

© Ex Libris Ltd., 2001 Page 28 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 Object codes and invoices In the past, creating a new invoice also assigned default budgets from the encumbrance. From now on, pushing "OK" in the "Line item" window does not create z601 inv records. To create default budgets push "Budgets" and then push "Create" in the "Budget list" window. If the creation fails, a window with the list of errors opens up.

1. The budget has up to 20 allowed object codes. 2. Each invoice has one object code. 3. Budget creation from encumbrance uses the invoice object code. 4. Budget creation from encumbrance shows detailed errors 5. Budget creation from encumbrance can be reexecuted using the "Create" button from the invoice's budget list. 6. Object code subdivision shows in acq/budget summary (and printout). 7. The use of object codes is optional:

TAB10-USE-OBJECT-CODE = "N" - No checks done against budget and filling the invoice's object code is not mandatory. Object code may be used for reporting only.

TAB10-USE-OBJECT-CODE = "Y" - Object code must be filed within the invoice and must match the assigned budgets object codes.

Serials/Acquisitions log Four new automatic logs were added : - 32 Subscription created, the log message number is 1014 (in $alephe_error_eng/acq_logger). - 33 Change to Subscription, (log message 1015). - 34 Change to issue arrival date, (log message 1016. The log is activated when doing arrive or unarrive on an issue. - 35 Issue modified, (message 1017.)

New manual log - 95 - Subscription history note. No message in $alephe_error_eng/acq_logger, It can be 2000 characters of free text.

Previously the log (Z71 record) worked only on orders, and on subscriptions which connected to an order. The Z71 key has been changed, so that it can now contain an order-key or subscription-key depending on the field Z71-TYPE ("C" – Copy or "O" - order).

When viewing logs of an order (from Acq) you will see all logs of the order-key with type "O". When viewing Subscription logs : - If the subscription doesn’t connect to an order then you will see all logs with subscription-key type "C", © Ex Libris Ltd., 2001 Page 29 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 - If the subscription connects to an order then you will see both logs with the subscription-key type "C" and logs with the connected-order-key type "O".

When creating a new log in Serials: - If the subscription doesn’t connect to an order then the new log will be created with the subscription-key type "C", - If the subscription does connect to an order then the new log will be created with the connected-order-key type "O”. Cataloging

Heading search in catalog (F3 or CTRL+F3) : 1. Clicking jump from the heading list will copy the display text from the browse list into the jump window. 2. When jumping to a different heading, by typing the start text of the heading, it is also possible to type text that is included in the heading. This option is used only to jump between accesses which have the same filing key (meaning long heading). e.g. you reached a long list of accesses with the same filing key and you want to jump to a specific one, then select the first heading, click jump, the heading text will be copied to the jump window, add the include text which identify your heading, and OK.

856 fields It is now possible to browse the web (using mini browser) from the catalog draft. This works only on subfield 'u'. It is also possible to use the mini browser to update the draft after browsing the Web.

See Catalog|Menu|Search|Browse Url.

Fix doc A new fix_doc was created for z39.50 records that have no FMT tag. Updating records Error 14 (Record was updated by another user. Your changes will not be saved on the server) no longer exists.

Trying to save a record that was updated by another user now opens a warnings/errors dialog. You can now see who updated the record and when. If the record was updated by the system you can override (error 220). If the record was updated by another user, the error is red and you cannot override (error 221 in table check_doc_mandatory). Use the "view related" button in the messages window to open an updated copy of the record and make your change manually.

© Ex Libris Ltd., 2001 Page 30 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 Optional scroll bar in catalog forms. If a form is too long, you may add a scroll bar using the form definition in $data_root/pc_tab/catalog.

Example: 24(14)x40

24(14) indicates that the form length is 24 lines out of which 14 should be shown.

Save/Push Sets from Search GUI to Catalog GUI. In previous versions the following possibilities were available: - Save a set on the server in Search GUI. - Push a set from Search to Catalog (less than 20 records.) - Push a selection of records from Search's brief list to Catalog (less than 20 records.) - Push a single record from Search's full to Catalog.

New options: - Load a set file from the server in Search. This option will load a file in alephe_scratch to the set list. A set file can be created by any aleph tool such as p_ret_01 or by "Save set on the server" in the Search GUI etc. - Search Brief button "Save Set". This button will now create a set of the selected records only with the display in the set list. - Catalog GUI – Now has a floating brief window to allow for multi-editing of records. This window can show when: - Using " Load set file from server" on the File menu. - A set is pushed from Search GUI.

Work flow: - Push from full has not changed. - Push from brief can work in 2 ways: - The catalog Icon will push and open multi-records in Catalog (up to 20 records). - Use the "Save Set" on the brief to create a new sub-set and push it to Catalog as a set. - Push from Set window will open a brief display of all records in catalog which can then be chosen for editing.

Serials

Check-in note The check-in note in the subscription record (Z16) was expanded to 300 characters (from 100).

Undo arrive - New button on publication schedule window, 'Undo Arrive'. The button will undo arrive all the arrived items of the single selected schedule record. © Ex Libris Ltd., 2001 Page 31 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 - Undo arrive of issues will fail if the item is linked to a routing group. When doing "Undo Arrive" from the issue list window a message that the issues is on loan will pop-up, BUT when doing so from schedule window the message won’t display, (some of the items can be un-arrived and some not.)

Routing A warning message will be display whenever an issue that has a routing list is checked in. The message text can be change in the pc file: message.

Issue form There are additional fields in the issue form (Schedule Form window.) These include 85x type, linking number and item process status. In addition the chron m and supp index 0 have also been added. The window was split into 3 tabs to create a more balanced window ILL

Incoming requests The "Library Id" field can be filled in either manually, or by clicking the expand (arrow) button next to the edit box and selecting from the list. The latter option now offers one of two possibilities: - A list of libraries (ILL borrowers) as defined in the table usm50/tab/pc_tab_exp_field.eng Access to the borrower file (z303), in order to search and select a ‘patron’.

The option can be set .\Ill\Tab\Ill.ini :

[IncomingUsers] GetAllILLUsers=N

Where "N" will retrieve the list of libraries defined in /usm50/tab/pc_tab_exp_field.eng.

Item arrival The item status default is no longer 14. The item status that appears on the arrival form (and the one that is set if no status was entered) is taken from the first item status defined in pc_tab_exp_field (section ILL-ITEM-STATUS). Services

General All services are now part of the GUI clients.

History A new option “add to history” has been added to batch services. The check box is checked by default and will result the saving of the file name, date/time & parameters of each job run.

© Ex Libris Ltd., 2001 Page 32 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 The history option can be found under the Services menu. It is possible to run one of the services again (using the same parameters). When activating a service the routine with its parameters can be added to the history file by checking the 'Add to History' check box.

History files are saved under: pc file/alephcom/files/usmNN/services/history/ServicesHistory.xml

Advanced Retrieval – p-ret-01-a A new batch routine for retrieving doc-numbers from the database according to criteria groups. While each line inside a group defines a condition of extracting the doc-number (the condition is constructed from tag-name and occurrence, subfield and a range of valid data), the relationship between each condition in a group is a logical "OR" and the relationship between each group is logical "AND".

Create items out of a bib record. This routine, p_ret_01_b , is intended to read the output of p_ret_01_a (which are doc-numbers / library code). Much as p-manage-50 , this job builds the item from a given "main tag" according to a given parameter of tables (e.g. tab_hol_item_create/tab_hol_item_map). The table has the same structure as the p-manage-50. The main differences between this job and p-manage-50 are: - the item barcode (and checksum) is build according to a defined checksum method - An additional configuration table constructs a formatted output file. This table controls the fields that need to be extracted for each barcode and the size (in characters) of each field. One option for output format is XML , although the tabular option will be used to generate an output file to be sent to an external vendor who creates the actual barcode/spine labels.

Batch delete of records p_manage_33 - new batch - Delete total bib based on an alephe_scratch input file (Such as created by p_ret_01). This batch will delete all related records:

1. Bib itself. 2. Adm record + Items/Orders/Loans/Holds/Serial etc ... 3. Hol records.

The delete will only take place if the record passes the check_doc depending on the service argument "check doc type".

Serial batch New report p_serial_16, listing issues title (short doc) and number of arriving items in a given period of time, together with the sub-library.

© Ex Libris Ltd., 2001 Page 33 of 34 New Features in 15.2 Detailed Updated: 3 December, 2001 Circ batch p_cir_23. This service deletes patrons records and creates two output files of IDs: - usm50/scratch/delete_patron. A list of all IDs to delete (if update database was "N") or all deleted IDs (if update database was "Y"). If a debit/loan/hold was ignored, it is stated on the right hand side of the ID (for example: 0245 fines ,holds , loans) - usm50/scratch/reject_patron. A list of all IDs that where rejected for deletion because of debit/loan/hold. The reason of the rejection is stated here too.

Check for duplicate keys (file-09) Accessed from the GUI task manager -> services -> file-09. Fill in oracle table and oracle field to be checked. The service checks if there are duplicate entries of that field and gives a list of them in the log

ALEPH sequential to MARC A new process - p_file_12 - was added to the Staff Menu services. This process converts ALEPH sequential to MARC communication format.

Export process A new process called p_export_01 This is a bibliographic/holdings export process that was designed for a variety of purposes, especially in the area of exporting new acquisitions to external union catalogs and utilities, e.g. OCLC.

Check input file against database The batch job p-manage-36, takes an input file and splits it into three according to matching criteria: - records that don’t exist in the database - records with a unique match in the database - records with multiple matches (non-unique match).. The criteria for the matching are defined in a new table "tab_match". In addition there is another new table- match_doc_acc. This is a sample table that can be used as a parameter in the tab_match table together with the match_doc_acc program. The table is used to used to define the fields in the records that should be checked against the headings index when p-manage-36 is performed. p_manage_105 for untraced references Untraced references are records where the 008 field has ‘b’ in pos 9. These references cannot be expanded through ue_08 since they have no matching bib record. p_manage_105 imports these references to the Z01/Z0102 BIB table. This service should be executed whenever an untraced reference is added in the AUT library or on a weekly basis.