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Koha 3.10

Koha 3.10 Manual (en)

Edition 1

Nicole C. Engard

ByWater Solutions/BibLibre

Legal Notice

This manual is licensed under the GNU General Public License, version 3 or later
Learn more about this license in the GPL3 Appendix
Published: 2012
1. Introduction
1.1. Basics
1.2. Recommendations
2. Administration
2.1. Global System Preferences
2.1.1. Acquisitions
2.1.2. Administration
2.1.3. Authorities
2.1.4. Cataloging
2.1.5. Circulation
2.1.6. Creators
2.1.7. Enhanced Content
2.1.8. I18N/L10N
2.1.9. Local Use
2.1.10. Logs
2.1.11. OPAC
2.1.12. Patrons
2.1.13. Searching
2.1.14. Serials
2.1.15. Staff Client
2.1.16. Web Services
2.2. Basic Parameters
2.2.1. Libraries & Groups
2.2.2. Item Types
2.2.3. Authorized Values
2.3. Patrons & Circulation
2.3.1. Patron Categories
2.3.2. Circulation and Fine Rules
2.3.3. Patron Attribute Types
2.3.4. Library Transfer Limits
2.3.5. Transport cost matrix
2.3.6. Item Circulation Alerts
2.3.7. Cities and Towns
2.3.8. Road Types
2.4. Catalog Administration
2.4.1. MARC Bibliographic Frameworks
2.4.2. Koha to MARC Mapping
2.4.3. Keywords to MARC Mapping
2.4.4. MARC Bibliographic Framework Test
2.4.5. Authority Types
2.4.6. Classification Sources
2.4.7. Record Matching Rules
2.4.8. OAI Sets Configuration
2.5. Acquisitions
2.5.1. Currencies and Exchange Rates
2.5.2. Budgets
2.5.3. Funds
2.6. Additional Parameters
2.6.1. Z39.50 Servers
2.6.2. Did you mean?
3. Tools
3.1. Patrons and Circulation
3.1.1. Comments
3.1.2. Patron Import
3.1.3. Notices & Slips
3.1.4. Overdue Notice/Status Triggers
3.1.5. Patron Card Creator
3.1.6. Patrons (anonymize, bulk-delete)
3.1.7. Batch patron modifiction
3.1.8. Tag Moderation
3.1.9. Upload Patron Images
3.2. Catalog
3.2.1. Batch item modification
3.2.2. Batch item deletion
3.2.3. Export Data (MARC & Authorities)
3.2.4. Inventory/Stocktaking
3.2.5. Label Creator
3.2.6. Quick Spine Label Creator
3.2.7. Stage MARC Records for Import
3.2.8. Staged MARC Record Management
3.2.9. Upload Local Cover Image
3.3. Additional Tools
3.3.1. Calendar
3.3.2. CSV Profiles
3.3.3. Log Viewer
3.3.4. News
3.3.5. Task Scheduler
3.3.6. Quote of the Day (QOTD) Editor
4. Patrons
4.1. Add a new patron
4.2. Add a Staff Patron
4.3. Add a Statistical Patron
4.4. Duplicate a Patron
4.5. Editing Patrons
4.6. Patron Permissions
4.6.1. Setting Patron Permissions
4.6.2. Patron Permissions Defined
4.7. Patron Information
4.7.1. Check Out
4.7.2. Details
4.7.3. Fines
4.7.4. Routing Lists
4.7.5. Circulation History
4.7.6. Modification Log
4.7.7. Notices
4.7.8. Statistics
4.7.9. Files
4.8. Patron Search
5. Circulation
5.1. Check Out (Issuing)
5.1.1. Checking Items Out
5.1.2. Check Out Messages
5.1.3. Check Out Warnings
5.2. Renewing
5.3. Check In (Returning)
5.3.1. Checking Items In
5.3.2. Check In Messages
5.4. Circulation Messages
5.4.1. Setting up Messages
5.4.2. Adding a Message
5.4.3. Viewing Messages
5.5. Holds
5.5.1. Placing Holds in Staff Client
5.5.2. Managing Holds
5.5.3. Receiving Holds
5.6. Transfers
5.7. Set Library
5.8. Fast Add Cataloging
5.9. Circulation Reports
5.9.1. Holds Queue
5.9.2. Holds to pull
5.9.3. Holds awaiting pickup
5.9.4. Hold ratios
5.9.5. Transfers to receive
5.9.6. Overdues
5.9.7. Overdues with fines
5.10. Tracking In house Use
5.11. In Processing / Book Cart Locations
5.12. Self Checkout
5.13. Offline Circulation Utility
5.13.1. Firefox Plugin
5.13.2. Offline Circ Tool for Windows
5.13.3. Upload Offline Circ File
6. Cataloging
6.1. Bibliographic Records
6.1.1. Adding Records
6.1.2. Adding Analytic Records
6.1.3. Editing Records
6.1.4. Duplicating Records
6.1.5. Merging Records
6.1.6. Deleting Records
6.2. Item Records
6.2.1. Adding Items
6.2.2. Editing Items
6.2.3. Item Information
6.2.4. Moving Items
6.2.5. Deleting Items
6.2.6. Item Specific Circulation History
6.3. Authorities
6.3.1. Adding Authorities
6.3.2. Searching Authorities
6.3.3. Editing Authorities
6.4. Cataloging Guides
6.4.1. Bibliographic Record Cataloging Cheat Sheet
6.4.2. Item/Holdings Record Cataloging Guide
6.4.3. Handling On Order Items and Holds
7. Serials
7.1. Add a subscription
7.2. Receive Issues
7.3. Create a Routing List
7.4. Subscriptions in Staff Client
7.5. Subscriptions in OPAC
7.6. Claim Late Serials
7.7. Check Serial Expiration
7.8. Renewing Serials
7.9. Searching Serials
8. Acquisitions
8.1. Setup
8.2. Vendors
8.2.1. Add a Vendor
8.2.2. View/Edit a Vendor
8.2.3. Vendor Contracts
8.3. Managing Suggestions
8.4. Placing Orders
8.4.1. Create a basket
8.4.2. Create a basket group
8.4.3. Printing baskets
8.5. Receiving Orders
8.6. Invoices
8.7. Claims & Late Orders
8.8. Acquisition Searches
8.9. Budget/Fund Tracking
9. Lists & Cart
9.1. Lists
9.1.1. Create a List
9.1.2. Add to a List
9.1.3. Viewing Lists
9.1.4. Merging Bibliographic Records Via Lists
9.2. Cart
10. Reports
10.1. Custom Reports
10.1.1. Add Custom Report
10.1.2. Edit Custom Reports
10.1.3. Running Custom Reports
10.2. Statistics Reports
10.2.1. Acquisitions Statistics
10.2.2. Patron Statistics
10.2.3. Catalog Statistics
10.2.4. Circulation Statistics
10.2.5. Serials Statistics
10.2.6. Holds Statistics
10.2.7. Patrons with the most checkouts
10.2.8. Most Circulated Items
10.2.9. Patrons with no checkouts
10.2.10. Items with no checkouts
10.2.11. Catalog by Item Type
10.2.12. Lost Items
10.2.13. Average Loan Time
10.3. Report Dictionary
11. OPAC
11.1. Search Results
11.1.1. Results Overview
11.1.2. Filters
11.1.3. Search RSS Feeds
11.2. Bibliographic Record
11.3. Lists & Cart
11.3.1. Lists
11.3.2. Cart
11.4. Placing Holds
11.5. Enhanced Content
11.5.1. Tagging
11.5.2. Comments
11.5.3. Zotero
11.5.4. Custom RSS Feeds
11.6. My Account
11.6.1. My Summary
11.6.2. Patron Flags
11.6.3. My Fines
11.6.4. My Details
11.6.5. My Tags
11.6.6. Change My Password
11.6.7. My Search History
11.6.8. My Reading History
11.6.9. My Privacy
11.6.10. My Purchase Suggestions
11.6.11. My Messaging
11.6.12. My Lists
11.7. Purchase Suggestions
11.8. Mobile OPAC
12. Searching
12.1. Advanced Search Prefixes
12.2. Guide to Searching
12.2.1. Indexing and Searching Description
12.2.2. Indexing Configuration
12.2.3. Basic Searching
12.2.4. Advanced Searching
12.2.5. Common Command Language Searching
12.3. Koha Search Indexes
13. About Koha
13.1. Server Information
13.2. Perl Modules
13.3. System Information
14. Implementation Checklist
14.1. Data Migration
14.2. Admin Configuration
14.3. Localization Configuration
14.4. Circulation Configuration
14.5. Patron Configuration
14.6. Cataloging Configuration
14.7. Authorities Configuration
14.8. Searching Configuration
14.9. OPAC Configuration
14.9.1. Editable OPAC Regions
14.10. Enhanced Content Configuration
14.11. Acquisitions Configuration
14.12. Serials Configuration
14.13. Planning for Go-Live
15. SOPAC2 Installation
15.1. Introduction
15.2. Installation of Locum and Insurge
15.2.1. Dependencies
15.2.2. Download
15.2.3. Creation of the Database
15.2.4. Sync DSN
15.2.5. Installation of Insurge
15.2.6. Installation of Locum
15.3. Installation of Koha Connector
15.4. Harvest Records
15.5. Installation of Sphinx
15.5.1. Dependencies
15.5.2. Download and Compile
15.5.3. Creation of User and Group
15.5.4. The Sphinx daemon
15.5.5. Configuration
15.5.6. Indexing documents
15.6. Installation of SOPAC2
15.6.1. Download
15.6.2. Installation
15.6.3. Configuration
16. Cron Jobs
16.1. Cron Jobs
16.1.1. Search
16.1.2. Circulation
16.1.3. Patrons
16.1.4. Notices
16.1.5. In Processing/Book Cart
16.1.6. Catalog
16.1.7. OPAC
16.1.8. System Administration
16.1.9. Acquisitions
16.1.10. Deprecated scripts
17. Web Services
17.1. OAI-PMH
17.1.1. Sample OAI Conf File
18. Using the SRU server
18.1. Using the SRU server
18.1.1. Explain
18.1.2. Search
18.1.3. Retrieve
A. System Preference Defaults
A.1. ISBD Defaults
A.1.1. MARC Default
A.1.2. UNIMARC Default
B. Configuring Receipt Printers
B.1. For Epson TM-T88III (3) & TM-T88IV (4) Printers
B.1.1. In the Print Driver
B.1.2. In Firefox
B.2. For Epson TM-T88II (2) Printers
B.2.1. In Firefox
B.3. For Star SP542 Printers
B.3.1. Installing the Printer
B.4. Configuring Firefox to Print to Receipt Printer
C. Example Notice
D. Sample Serials
D.1. Reader's Digest (0034-0375)
D.2. People Weekly (1076-0091)
D.3. Et-Mol
D.4. Backpacker (0277-867X)
D.5. Keats-Shelley Journal (0453-4387)
E. Using Koha as a Content Management System (CMS)
E.1. Setup
E.1.1. Troubleshooting
E.1.2. Bonus Points
E.2. Usage
E.2.1. Adding Pages
E.2.2. Viewing your page
E.2.3. Example
E.2.4. Live Examples
F. Resetting the Koha Database
F.1. Truncate Tables
F.2. Reset the Zebra Index
G. Important Links
G.1. Koha Related
G.2. Cataloging Related
G.3. Enhanced Content Related
G.4. Design Related
G.5. Reports Related
G.6. Installation Guides
G.7. Misc
H. Koha XSLT Item Types
I. MarcEdit
I.1. Adding a prefix to call numbers
I.2. Importing Excel data into Koha
I.2.1. Converting from Excel format into .mrk format
I.2.2. Convert .mrk file to .mrc
I.2.3. Import .mrc into Koha
J. Talking Tech
J.1. Installation and Setup Instructions
J.2. Sending Notices File
J.3. Receiving Results File
K. OCLC Connexion Gateway
K.1. Setting up OCLC service on Koha
K.2. Setting up your OCLC desktop client
L. FAQs
L.1. Display
L.1.1. Custom Item Type/Authorized Value Icons
L.1.2. Customizing Koha Images
L.1.3. OPAC Display Fields
L.1.4. Subtitle Display on Bib Records
L.1.5. Customize Logo on Staff Client
L.1.6. Show patrons the barcodes of items they have checked out
L.2. Circulation/Notices
L.2.1. Dropbox Date
L.2.2. Holds to Pull and Holds Queue
L.2.3. Duplicate Overdue Notices
L.2.4. Printing Overdue Notices
L.2.5. Unable to Renew Items
L.2.6. Unable to Place Holds
L.2.7. Keyboard Shortcuts
L.2.8. SMS Notices/Messages
L.3. Cataloging
L.3.1. Authority Fields
L.3.2. Koha to MARC Mapping
L.3.3. Number of Items Per Bib Record
L.3.4. Analytics
L.4. Acquisitions
L.4.1. Planning Categories
L.5. Serials
L.5.1. Advanced Patterns
L.6. Reports
L.6.1. Define Codes Stored in DB
L.6.2. Runtime Parameters
L.6.3. Results Limited
L.7. Searching
L.7.1. Advanced Search
L.7.2. Wildcard Searching
L.7.3. Title Searching
L.8. Enhanced Content
L.8.1. FRBRizing Content
L.8.2. Amazon
L.9. System Administration
L.9.1. Errors in Zebra Cron
L.9.2. Making Z39.50 Target Public
L.9.3. Shelving Location Authorized Values
L.9.4. Why do I need Authorized Values?
L.9.5. How do I clean up the sessions table?
L.10. Hardware
L.10.1. Barcode Scanners
L.10.2. Printers
M. Extending Koha
M.1. Amazon lookup script for Koha libraries
M.2. Keyword Clouds
M.3. Newest Titles Pulldown
M.4. Cataloging and Searching by Color
N. Koha and Your Website
N.1. Koha search on your site
O. GNU General Public License version 3

Chapter 1. Introduction

1.1. Basics

Koha is the first free and open source software library automation package (ILS). Development is sponsored by libraries of varying types and sizes, volunteers, and support companies from around the world.
Learn more about Koha by visiting the official Koha website: http://koha-community.org

1.2. Recommendations

Full system recommendations can be found on the official Koha wiki along with the developer documentation: http://wiki.koha-community.org
When working in the Koha staff client it is strongly recommended that you use the Firefox browser. Koha's staff client is not supported in Internet Explorer and has not yet been fully optimized for Google Chrome.

Chapter 2. Administration

2.1. Global System Preferences

Global system preferences control the way your Koha system works in general. Set these preferences before anything else in Koha.
  • Get there: More > Administration > Global System Preferences
System preferences can be searched (using any part of the preference name or description) using the search box on the 'Administration' page or the search box at the top of each system preferences page.
When editing preferences a '(modified)' tag will appear next to items you change until you click the 'Save All' button:
After saving your preferences you'll get a confirmation message telling you what preferences were saved:
Each section of preferences can be sorted alphabetically by clicking the small down arrow to the right of the word 'Preference' in the header column
If the preference refers to monetary values (like maxoutstanding) the currency displayed will be the default you set in your Currency and Exchange Rate administration area. In the examples to follow they will all read USD for U.S. Dollars.

2.1.1. Acquisitions

Get there: More > Administration > Global System Preferences > Acquisitions

2.1.1.1. Policy

2.1.1.1.1. AcqCreateItem
Default: placing an order
Asks: Create an item when ___.
Values:
  • cataloging a record
  • placing an order
  • receiving an order
Description:
  • This preference lets you decide when you'd like to create an item record in Koha. If you choose to add an item record when 'placing an order' then you will enter item information in as you place records in your basket. If you choose to add the item when 'receiving an order' you will be asked for item record information when you're receiving orders in acquisitions. If you choose to add the item when 'cataloging a record' then item records will not be created in acquisitions at all, you will need to go to the cataloging module to add the items.
2.1.1.1.2. AcqViewBaskets
Default: created by staff member
Asks: Show baskets ___
Values:
  • created by staff member
  • from staff member's branch
  • in system, regardless of owner
Description:
  • When in acquisitions this preference allows you to control whose baskets you can see when looking at a vendor. The default value of 'created by staff member' makes it so that you only see the baskets you created. Choosing to see baskets 'from staff member's branch' will show you the baskets created by anyone at the branch you're logged in at. Finally, you can choose to set this preference to show you all baskets regardless of who created it ('in system, regardless of owner). Regardless of which value you choose for this preference, superlibrarians can see all baskets created in the system.
2.1.1.1.3. BasketConfirmations
Default: always ask for confirmation
Asks: When closing or reopening a basket, ___.
Values:
  • always ask for confirmation
  • do not ask for confirmation
Descriptions:
  • This preference adds the option to skip confirmations on closing and reopening a basket. If you skip the confirmation, you do not create a new basket group.
2.1.1.1.4. CurrencyFormat
Default: 360,000.00 (US)
Asks: Display currencies using the following format ___
Values:
  • 360,000.00 (US)
  • 360 000,00 (FR)
2.1.1.1.5. gist
Default: 0
Asks: The default tax rate is ___
Description:
  • This preference will allow the library to define a default Goods and Services Tax rate. The default of value of 0 will disable this preference.

Note

Enter this value as a number (.06) versus a percent (6%).
2.1.1.1.6. UniqueItemFields
Default: barcode
Asks:___ (space-separated list of fields that should be unique for items, must be valid SQL fields of items table)
Description:
  • If this preference is left blank when adding items in acquisitions there will be no check for uniqueness. This means that a duplicate barcode can be created in acquisitions which will cause errors later when checking items in and out.

2.1.1.2. Printing

2.1.1.2.1. OrderPdfFormat
Default: pdfformat::layout2pages
Asks: Use ___ when printing basket groups.

2.1.2. Administration

These preferences are general settings for your system.
Get there: More > Administration > Global System Preferences > Administration

2.1.2.1. CAS Authentication

The Central Authentication Service (CAS) is a single sign-on protocol for the web. If you don't know what this is, leave these preferences set to their defaults.
2.1.2.1.1. AllowPKIAuth
Default: no
Asks: Use ___ field for SSL client certificate authentication
Values:
  • no
  • the common name
  • the email address
2.1.2.1.2. casAuthentication
Default: Don't use
Asks: ___ CAS for login authentication.
2.1.2.1.3. casLogout
Default: Don't logout
Asks: ___ of CAS when logging out of Koha.
2.1.2.1.4. casServerUrl
Asks: The CAS Authentication Server can be found at ___

2.1.2.2. Interface options

These preference are related to your Koha interface
2.1.2.2.1. DebugLevel
Default: lots of
Asks: Show ___ debugging information in the browser when an internal error occurs.
Values:
  • lots of - will show as much information as possible
  • no - will only show basic error messages
  • some - will show only some of the information available
Description:
  • This preference determines how much information will be sent to the user's screen when the system encounters an error. The most detail will be sent when the value level is set at 2, some detail will be sent when the value is set at 1, and only a basic error message will display when the value is set at 0. This setting is especially important when a system is new and the administration is interested in working out the bugs (errors or problems) quickly. Having detailed error messages makes quick fixes more likely in problem areas.
2.1.2.2.2. delimiter
Default: semicolons
Asks: Separate columns in an exported report file with ___ by default.
Values:
  • #'s
  • backslashes
  • commas
  • semicolons
  • slashes
  • tabs
Description:
  • This preference determines how reports exported from Koha will separate data. In many cases you will be able to change this option when exporting if you'd like.
2.1.2.2.3. KohaAdminEmailAddress
This is the default 'From' address for emails unless there is one for the particular branch, and is referred to when an internal error occurs.
Asks: Use ___ as the email address for the administrator of Koha.
Description:
  • This preference allows one email address to be used in warning messages set to the OPAC. If no email address is set for the branch this address will receive messages from patrons regarding modification requests, purchase suggestions, and questions or information regarding overdue notices. It is recommended that a email address that can be accessed by multiple staff members be used for this purpose so that if one librarian is out the others can address these requests. This email address can be changed when needed.
2.1.2.2.4. noItemTypeImages
Default: Show
Asks: ___ itemtype icons in the catalog.
Values:
  • Shows
  • Don't show
Description:
  • This preference allows the system administrator to determine if users will be able to set and see an item type icon the catalog on both the OPAC and the Staff Client. The images will display in both the OPAC and the Staff Client/Intranet. If images of item types are disabled, text labels for item types will still appear in the OPAC and Staff Client.
2.1.2.2.5. virtualshelves
Default: Allow
Asks: ___ staff and patrons to create and view saved lists of books.
Values:
  • Allow
  • Don't Allow
Description:
  • This preference controls whether the lists functionality will be available in the staff client and OPAC. If this is set to "Don't allow" then no one will be able to save items to public or private lists.

2.1.2.3. Login options

These preferences are related to logging into your Koha system
2.1.2.3.1. AutoLocation
Default: Don't require
Asks: ___ staff to log in from a computer in the IP address range specified by their library (if any).
  • Set IP address range in the library administration area
Values:
  • Don't require
  • Require
Description:
  • This preference protects the system by blocking unauthorized users from accessing the staff client program and settings. Authorized and unauthorized users are determined by their computer's IP addresses. When the preference is set to 'Require', IP authorization is in effect and unauthorized IP addresses will be blocked. This means that staff cannot work from home unless their IP address has been authorized. When set to 'Don't require', anyone with a staff client login will have access no matter which IP address they are using.
2.1.2.3.2. IndependantBranches
Default: Don't prevent
Asks: ___ staff (but not superlibrarians) from modifying objects (holds, items, patrons, etc.) belonging to other libraries.
Values:
  • Don't prevent
  • Prevent
Description:
  • This preference should only be used by library systems which are sharing a single Koha installation among multiple branches but are considered independent organizations, meaning they do not share material or patrons with other branches and do not plan to change that in the future. If set to 'Prevent' it increases the security between library branches by: prohibiting staff users from logging into another branch from within the staff client, filtering out patrons from patron searches who are not a part of the login branch conducting the search, limiting the location choices to the login branch when adding or modifying an item record, preventing users from other branch locations from placing holds or checking out materials from library branches other than their own, and preventing staff from editing item records which belong to other library branches. All of these security safeguards can be overridden only by the superlibrarian, the highest level of privileges.

Important

It is important that this value be set before going live and that it NOT be changed
2.1.2.3.3. insecure
Default: Don't allow
Asks: ___ staff to access the staff client without logging in.
Values:
  • Allow
  • Don't allow
Description:
  • This preference controls whether or not authentication (user login) will be required to gain access to the staff client. If set to 'Allow', all authentication is bypassed. If set to 'Don't allow' authentication (login) on the staff client is required.

Important

Setting this to 'Allow' is dangerous, and should not be done in production environments.
2.1.2.3.4. SessionStorage
Default: in the MySQL database
Asks: Store login session information ___
Values:
  • as temporary files
  • in the MySQL database
  • in the PostgreSQL database
    • Important

      PostgreSQL is not yet supported
Description:
  • This preference allows administrators to choose what format session data is stored in during web sessions.
2.1.2.3.5. timeout
Default: 12000000
Asks: Automatically log out users after ___ seconds of inactivity.
Description:
  • This preference sets the length of time the Staff Client or OPAC accounts can be left inactive before re-logging in is necessary. The value of this preference is in seconds. At this time, the amount of time before a session times out must be the same for both the Staff Client and the OPAC.

2.1.2.4. Search Engine

2.1.2.4.1. SearchEngine

Important

This preference is highly experimental and should not be changed from the default value in a production environment.
Default: Zebra
Asks: ___ is the search engine used.
Values:
  • Solr
  • Zebra
Description:
  • This preference will be used to control which search engine Koha uses for catalog searches in the OPAC and the staff client.

2.1.3. Authorities

Get there: More > Administration > Global System Preferences > Authorities

2.1.3.1. General

2.1.3.1.1. AuthDisplayHierarchy
Default: Don't display
Asks: ___ broader term/narrower term hierarchies when viewing authorities.
Values:
  • Display
  • Don't display
Description:
  • If your authority records includes 5xx fields with linked references to broader and/or narrower see also references this preference will turn on a display of those authorities at the top of the record.
2.1.3.1.2. AutoCreateAuthorities
Default: do not generate
Asks: When editing records, ___ authority records that are missing.
Values:
  • do not generate
  • generate

Important

BiblioAddsAuthorities must be set to "allow" for this to have any effect
Description:
  • When this and BiblioAddsAuthorities are both turned on, automatically create authority records for headings that don't have any authority link when cataloging. When BiblioAddsAuthorities is on and AutoCreateAuthorities is turned off, do not automatically generate authority records, but allow the user to enter headings that don't match an existing authority. When BiblioAddsAuthorities is off, this has no effect.
2.1.3.1.3. BiblioAddsAuthorities
Default: allow
Asks: When editing records, ___ them to automatically create new authority records if needed, rather than having to reference existing authorities.
Values:
  • allow
    • This setting allows you to type values in the fields controlled by authorities and then adds a new authority if one does not exist
  • don't allow
    • This setting will lock the authority controlled fields, forcing you to search for an authority versus allowing you to type the information in yourself.
2.1.3.1.4. dontmerge
Default: Don't
Asks: ___ automatically update attached biblios when changing an authority record.
Values:
  • Do
  • Don't
Description:
  • This preference tells Koha how to handle changes to your Authority records. If you edit an authority record and this preference is set to 'Do' Koha will update all of the bib records linked to the authority with the new authority record's data. If this is set to "Don't" then Koha won't edit bib records when changes are made to authorities.

Important

If this is set to merge you will need to ask your administrator to enable the merge_authorities.pl cronjob.
2.1.3.1.5. MARCAuthorityControlField008
Default: || aca||aabn | a|a d
Asks: Use the following text for the contents of MARC authority control field 008 position 06-39 (fixed length data elements).

Important

Do not include the date (position 00-05) in this preference, Koha will calculate automatically and put that in before the values in this preference.
Description:
  • This preference controls the default value in the 008 field on Authority records. It does not effect bibliographic records.
2.1.3.1.6. UseAuthoritiesForTracings
Default: Don't use
Asks: ___ authority record numbers instead of text strings for searches from subject tracings.
Values:
  • Don't use
    • Search links look for subject/author keywords (example: opac-search.pl?q=su:Business%20networks)
  • Use
    • Search links look for an authority record (example: opac-search.pl?q=an:354)
Description:
  • For libraries that have authority files, they may want to make it so that when a link to an authorized subject or author is clicked on the OPAC or staff client it takes the searcher only to a list of results with that authority record. Most libraries do not have complete authority files and so setting this preference to 'Don't use' will allow searchers to click on links to authors and subject headings and perform a keyword search against those fields, finding all possible relevant results instead.

2.1.3.2. Linker

These preference will control how Koha links bibliographic records to authority records. All bibliographic records added to Koha after these preferences are set will link automatically to authority records, for records added before these preferences are set there is a script (misc/link_bibs_to_authorities.pl) that your system administrator can run to link records together.
2.1.3.2.1. CatalogModuleRelink
Default: Do not
Asks: ___ automatically relink headings that have previously been linked when saving records in the cataloging module.
Values:
  • Do
  • Do not
Description:
  • Longtime users of Koha don't expect the authority and bib records to link consistently. This preference makes it possible to disable authority relinking in the cataloging module only (i.e. relinking is still possible if link_bibs_to_authorities.pl is run). Note that though the default behavior matches the previous behavior of Koha (retaining links to outdated authority records), it does not match the intended behavior (updating biblio/authority link after bibliographic record is edited). Libraries that want the intended behavior of authority control rather than the way Koha used to handle linking should set CatalogModuleRelink to 'Do'. Once setting this to 'Do' the following preferences can also be set.
2.1.3.2.2. LinkerKeepStale
Default: Do not
Asks: ___ keep existing links to authority records for headings where the linker is unable to find a match.
Values:
  • Do
  • Do not
Description:
  • When set to 'Do', the linker will never remove a link to an authority record, though, depending on the value of LinkerRelink, it may change the link.
2.1.3.2.3. LinkerModule
Default: Default
Asks: Use the ___ linker module for matching headings to authority records.
Values:
  • Default
    • Retains Koha's previous behavior of only creating links when there is an exact match to one and only one authority record; if the LinkerOptions preference is set to 'broader_headings', it will try to link headings to authority records for broader headings by removing subfields from the end of the heading
  • First match
    • Creates a link to the first authority record that matches a given heading, even if there is more than one authority record that matches
  • Last match
    • Creates a link to the last authority record that matches a given heading, even if there is more than one record that matches
Description:
  • This preference tells Koha which match to use when searching for authority matches when saving a record.
2.1.3.2.4. LinkerOptions
Asks: Set the following options for the authority linker ___

Important

This feature is experimental and shouldn't be used in a production environment until further expanded upon.
Description:
  • This is a pipe separated (|) list of options. At the moment, the only option available is "broader_headings." With this option set to "broader_headings", the linker will try to match the following heading as follows:
    =600 10$aCamins-Esakov, Jared$xCoin collections$vCatalogs$vEarly works to 1800.
    First: Camins-Esakov, Jared--Coin collections--Catalogs--Early works to 1800
    Next: Camins-Esakov, Jared--Coin collections--Catalogs
    Next: Camins-Esakov, Jared--Coin collections
    Next: Camins-Esakov, Jared (matches! if a previous attempt had matched, it would not have tried this)
2.1.3.2.5. LinkerRelink
Default: Do
Asks: ___ relink headings that have previously been linked to authority records.
Values:
  • Do
  • Do not
Description:
  • When set to 'Do', the linker will confirm the links for headings that have previously been linked to an authority record when it runs, correcting any incorrect links it may find. When set to 'Do not', any heading with an existing link will be ignored, even if the existing link is invalid or incorrect.

2.1.4. Cataloging

Get there: More > Administration > Global System Preferences > Cataloging

2.1.4.1. Display

2.1.4.1.1. authoritysep
Default: --
Asks: Separate multiple displayed authors, series or subjects with ___.
2.1.4.1.2. hide_marc
Default: Display
Asks: ___ MARC tag numbers, subfield codes and indicators in MARC views.
Values:
  • Display -- shows the tag numbers on the cataloging interface
  • Don't display -- shows just descriptive text when cataloging
2.1.4.1.3. IntranetBiblioDefaultView
Default: ISBD form
Asks: By default, display biblio records in ___
Values:
  • ISBD form -- displays records in the staff client in the old card catalog format
    • See ISBD preference for more information
  • Labelled MARC form -- displays records in the staff client in MARC with text labels to explain the different fields
  • MARC form -- displays records in the staff client in MARC
  • normal form -- visual display in the staff client (for the average person)
Description:
  • This setting determines the bibliographic record display when searching the catalog on the staff client. This setting does not affect the display in the OPAC which is changed using the BiblioDefaultView preference under the OPAC preference tab. This setting changes the look of the record when first displayed. The MARC and ISBD views can still be seen by clicking in the sidebar.
2.1.4.1.4. ISBD
Asks: Use the following as the ISBD template:
Description:
  • This determines how the ISBD information will display. Elements in the list can be reordered to produce a different ISBD view. ISBD, the International Standard Bibliographic Description, was first introduced by IFLA (International Federation of Library Associations) in 1969 in order to provide guidelines for descriptive cataloging. The purpose of ISBD is to aid the international exchange of bibliographic records for a variety of materials.
2.1.4.1.5. LabelMARCView
Default: Don't
Asks: ___ collapse repeated tags of the same type into one tag entry.
Values:
  • Do -- will combine all identical tag numbers under one heading in the MARC view in the OPAC and Staff Client
  • Don't -- will list all of the tags individually in the MARC view in the OPAC and Staff Client
2.1.4.1.6. OpacSuppression and OpacSuppressionByIPRange
OpacSuppression Default: Don't hide
Asks: ___ items marked as suppressed from OPAC search results. Restrict the suppression to IP adresses outside of the IP range ___
OpacSuppression Values:
  • Don't hide
    • Will show items in OPAC search results if they are marked suppressed
  • Hide
    • Will not show items in OPAC search results if they're marked as suppressed
Description:
  • These preferences control hiding of bib records from display in the OPAC. Each bib record you want to hide from the OPAC simply needs to have the 942$n field set to 1. The indexer then hides it from display in OPAC but will still display it in the Staff Client. If you want to further control suppression you can set an IP address range to still show suppressed items to. Define a range like 192.168.. If you don't want to limit suppression in this way, leave the IP field blank.

    Note

    An authorized value for 942$n field should be set to eliminate errors. One example would be to create an authorized value titled SUPPRESS with a value of 0 for don't suppress and 1 for suppress.

Important

If this preference is set to 'hide' and you have the 942n field set to 1, it will hide the entire bib record - not just an individual item.

Important

You must have the Suppress index set up in Zebra and at least one suppressed item, or your searches will be broken.
2.1.4.1.7. URLLinkText
Default: Online Resource
Asks: Show ___ as the text of links embedded in MARC records.
Description:
  • If the 856 field does not have a subfield 3 or y defined, the OPAC will say 'Click here to access online.' If you would like the field to say something else enter that in this field.
2.1.4.1.8. UseControlNumber
Default: Don't use
Asks: ___ record control number ($w subfields) and control number (001) for linking of bibliographic records.
Values:
  • Don't use
    • When clicking on links to titles that appear next to 'Continues' and 'Continued by' in the detail display Koha will perform a title search
  • Use
    • When clicking on links to titles that appear next to 'Continues' and 'Continued by' in the detail display Koha will perform a control number (MARC field 001) search

Important

Unless you are going in and manually changing 773$w to match your rigorously-defined bibliographic relationships, you should set this preference to "Don't use" and instead set EasyAnalyticalRecords to "Display"
Description:
  • If you have a serial called "Journal of Interesting Things" which has a separate record from when it was called "Transactions of the Interesting Stuff Society," you could add linking fields to indicate the relationship between the two records. UseControlNumber allows you to use your local accession numbers for those links. In MARC21, the relevant sections of the two records might look like this:
        =001    12345
        =110  2_$aInteresting Stuff Society.
        =245  10$aTransactions of the Interesting Stuff Society.
        =785  00$aInteresting Stuff Society$tJournal of Interesting Things.$w12346
         
        =001    12346
        =110  2_$aInteresting Stuff Society.
        =245  10$aJournal of Interesting Things.
        =780  00$aInteresting Stuff Society$tTransactions of the Interesting Stuff Society.$w12345
    With UseControlNumber set to 'Use', the 78x links will use the Control Numbers is subfield $w, instead of doing a title search on "Journal of Interesting Things" and "Transactions of the Interesting Stuff Society" respectively.

2.1.4.2. Interface

2.1.4.2.1. advancedMARCeditor
Default: Don't display
Asks: ___ descriptions of fields and subfields in the MARC editor.
Description:
  • This preference determines whether or not MARC field names will be present when editing or creating MARC records.
Values:
  • Display
  • Don't display
2.1.4.2.2. DefaultClassificationSource
Default: Dewey Decimal System
Asks: Use ___ as the default classification source.
Values:
  • ANSCR (Sound Recordings)
  • Dewey Decimal Classification
  • Library of Congress Classification
  • Other/Generic Classification Scheme
  • SuDoc Classification (U.S. GPO)
  • Universal Decimal Classification
2.1.4.2.3. EasyAnalyticalRecords

Linda Culberson

Ms. Dept. of Archives and History

Nicole C. Engard

Fixed typos, changed content where necessary and added new screenshots. 
October 2011
Default: Don't Display
Asks: ___ easy ways to create analytical record relationships
Values:
  • Display
  • Don't Display

Important

If you decide to use this feature you'll want to make sure that your UseControlNumber preference is set to "Don't use" or else the "Show analytics" links in the staff client and the OPAC will be broken.
Description:
  • An analytic entry in a catalog is one that describes a part of a larger work that is also described in the catalog. In bibliographic cataloging, analytic entries may be made for chapters in books or special issues of articles in periodicals. In archival cataloging, analytic entries may be made for series or items within a collection. This feature in Koha allows for an easy way of linking analytic entries to the host records, and this system preference adds several new menu options to the staff cataloging detail pages to allow that to happen.

2.1.4.3. Record Structure

2.1.4.3.1. AlternateHoldingsField & AlternateHoldingsSeparator
Asks: Display MARC subfield ___ as holdings information for records that do not have items, with the subfields separated by ___.
Description:
  • Sometimes libraries migrate to Koha with their holding info in the 852 field (OCLC holdings information field) and choose not to transfer that information into the 952 (Koha holdings information field) because they don't plan on circulating those items. For those libraries or other libraries that have data in the 852 fields of their records that they want to display, these preferences let you choose to display holdings info from a field other than the 952 field. The AlternateHoldingsField preference can contain multiple subfields to look in; for instance 852abhi would look in 852 subfields a, b, h, and i.
  • With AlternateHoldingsField set to 852abhi and AlternateHoldingsSeparator set to a space the holdings would look like the following:
2.1.4.3.2. autoBarcode
Default: generated in the form <branchcode>yymm0001
Asks: Barcodes are ___
Values:
  • generated in the form <branchcode>yymm0001
  • generated in the form <year>-0001, <year>-0002
  • generated in the form 1, 2, 3
  • incremental EAN-13 barcodes
  • not generated automatically
Description:
  • This setting is for libraries wishing to generate barcodes from within Koha (as opposed to scanning in pre-printed barcodes or manually assigning them). The default behavior makes it so that when you click in the barcode field (952$p in MARC21) it will populate with the automatic barcode you have chosen. If you would rather it only enter an automatic barcode when you click on the plugin (the ... to the right of the field) you can change the plugin used for that field in the framework. Set the plugin for 952$p (if using MARC21 or equivalent field mapped to items.barcode in your local MARC format) for your frameworks to barcode_manual.pl instead of barcode.pl. Learn more about editing frameworks under the MARC Bibliographic Frameworks section of this manual.
2.1.4.3.3. DefaultLanguageField008
Asks: Fill in the default language for field 008 Range 35-37 ___.
Description:
  • This preference will allow you to set the language for your 008 field by default. If this is left empty it will default to English (eng). See the MARC Code List for Languages for additional values for this preference.
2.1.4.3.4. item-level_itypes
Default: specific item
Asks: Use the item type of the ___ as the authoritative item type (for determining circulation and fines rules, etc).
Values:
  • biblio record
  • specific item
Description:
  • This preference determines whether the item type Koha uses for issuing rules will be an attribute of the bibliographic record or the item record. Most libraries refer to the item record for item types. It also determines if the item type icon appears on the OPAC search results. If you have the preference set to 'biblio record' then Koha displays the item type icon on the search results to the left of the result info.
2.1.4.3.5. itemcallnumber
Default: 082ab
Asks: Map the MARC subfield to an item's callnumber.

Note

This can contain multiple subfields to look in; for instance 082ab would look in 082 subfields a and b.
Description:
  • This setting determines which MARC field will be used to determine the call number that will be entered into item records automatically (952$o). The value is set by providing the MARC field code (050, 082, 090, 852 are all common) and the subfield codes without the delimiters ($a, $b would be ab).
Examples:
  • Dewey: 082ab or 092ab; LOC: 050ab or 090ab; from the item record: 852hi
2.1.4.3.6. marcflavour
Default: MARC21
Asks: Interpret and store MARC records in the ___ format.
Description:
  • This preference defines global MARC style (MARC21 or UNIMARC) used for encoding. MARC21 is the standard style for the US, Canada and Britain. UNIMARC is a variation of MARC21 that is used in France, Italy, Russia, and many other countries.
Values:
  • MARC21
  • UNIMARC
2.1.4.3.7. MARCOrgCode
Default: OSt
Asks: Fill in the MARC organization code ___ by default in new MARC records (leave blank to disable).
Description:
  • The MARC Organization Code is used to identify libraries with holdings of titles and more.
Learn more and find your library's code on the MARC Code list for Organizations or in Canada on the Canadian Symbols Directory.
2.1.4.3.8. NewItemsDefaultLocation
Asks: When items are created, give them the temporary location of ___ (should be a location code, or blank to disable).
2.1.4.3.9. PrefillItem
Default: the new item is not prefilled with last created item values.
Asks: When a new item is added ___
Values:
  • the new item is not prefilled with last created item values.
  • the new item is prefilled with last created item values.
Description:
  • This preference controls the behavior used when adding new items. Using the options here you can choose to have your next new item prefill with the values used in the last item was added to save time typing values or to have the item form appear completely blank. Using SubfieldsToUseWhenPrefill you can control specifically which fields are prefilled.
2.1.4.3.10. SubfieldsToUseWhenPrefill
Asks: Define a list of subfields to use when prefilling items ___

Important

Separate values with a space.
Description:
  • When the PrefillItem preference is set to prefill item values with those from the last added item, this preference can control which fields are prefilled (and which are not). Enter a space separated list of fields that you would like to prefill when adding a new item.
2.1.4.3.11. z3950NormalizeAuthor & z3950AuthorAuthFields
Defaults: Don't copy & 701,702,700
Asks: ___ authors from the UNIMARC ___ tags (separated by commas) to the correct author tags when importing a record using Z39.50.
Description for z3950NormalizeAuthor:
  • This preference allows for 'Personal Name Authorities' to replace authors as the bibliographic authority. This preference should only be considered by libraries using UNIMARC.
Values for z3950NormalizeAuthor:
  • Copy
  • Don't copy
Description for z3950AuthorAuthFields:
  • This preference defines which MARC fields will be used for 'Personal Name Authorities' to replace authors as the bibliographic authorities. This preference only applies to those using UNIMARC encoding. The MARC fields selected here will only be used if 'z3950NormalizeAuthor' is set to "Copy". The default field are 700, 701, and 702.

2.1.4.4. Spine Labels

2.1.4.4.1. SpineLabelAutoPrint
Default: don't
Asks: When using the quick spine label printer, ___ automatically pop up a print dialog.
Values:
  • do
  • don't
2.1.4.4.2. SpineLabelFormat
Default: <itemcallnumber><copynumber>
Asks: Include the following fields on a quick-printed spine label: (Enter in columns from the biblio, biblioitems or items tables, surrounded by < and >.)
2.1.4.4.3. SpineLabelShowPrintOnBibDetails
Default: Don't display
Asks: ___ buttons on the bib details page to print item spine labels.
Values:
  • Display
  • Don't display

2.1.5. Circulation

Get there: More > Administration > Global System Preferences > Circulation

2.1.5.1. Checkin Policy

2.1.5.1.1. BlockReturnOfWithdrawnItems
Default: Block
Asks: ___ returning of items that have been withdrawn.
Values:
  • Block
  • Don't block
Description:
  • This preference controls whether and item with a withdrawn status (952$0 in MARC21) can be checked in or not.

2.1.5.2. Checkout Policy

2.1.5.2.1. AgeRestrictionMarker
Asks: Restrict patrons with the following target audience values from checking out inappropriate materials: ___
Description:
  • This preference defines certain keywords that will trigger Koha to restrict checkout based on age. These restrictions can be overridden by the AgeRestrictionOverride preference. Enter in this field a series of keywords separated by bar (|) with no spaces. For example PG|R|E|EC|Age| will look for PG followed by an age number, R folllowed by an age number, Age followed by an age number, and so on. These values can appear in any MARC field, but Library of Congress recommends the 521$a (Target Audience Note). Whatever field you decide to use you must map the word agerestriction in the biblioitems table to that field in the Koha to MARC Mapping. When cataloging you can enter values like PG 13 or E 10 in the 521$a and Koha will then notify circulation librarians that the material may not be recommended for the patron based on their age.

    Important

    You must map the word agerestriction in the biblioitems table to the MARC field where this information will appear via the Koha to MARC Mapping administration area.
2.1.5.2.2. AgeRestrictionOverride
Default: Don't allow
Asks: ___ staff to check out an item with age restriction.
Values:
  • Allow
  • Don't allow
Description:
  • When the AgeRestrictionMarker preference is set, Koha will try to warn circulation librarians before checking out an item that might have an age restriction listed in the MARC record. This preference asks if you would like the staff to be able to still check out these items to patrons under the age limit.
2.1.5.2.3. AllFinesNeedOverride
Default: Require
Asks: ___ staff to manually override all fines, even fines less than noissuescharge.
Values:
  • Don't require
  • Require
Description:
  • This preference let's you decide if you want to always be warned that the patron has fines when checking out. If you have it set to 'Require' then no matter how much money the patron owes a message will pop up warning you that the patron owes money.
2.1.5.2.4. AllowFineOverride
Default: Don't allow
Asks: ___ staff to manually override and check out items to patrons who have more than noissuescharge in fines.
Values:
  • Allow
  • Don't allow
Description:
  • This preference lets you decide if you staff can check out to patrons who owe more money than you usually let them carry on their account. If set to 'Allow' staff will be warned that the patrons owes money, but it won't stop the staff from checking out to the patron.
2.1.5.2.5. AllowItemsOnHoldCheckout
Default: Don't allow
Asks: ___ checkouts of items reserved to someone else. If allowed do not generate RESERVE_WAITING and RESERVED warning. This allows self checkouts for those items.
Values:
  • Allow
  • Don't allow

Important

This system preference relates only to SIP based self checkout, not Koha's web based self checkout.
Description:
  • When this preference is set to 'Allow' patrons will be able to use your external self check machine to check out a book to themselves even if it's on hold for someone else. If you would like Koha to prevent people from checking out books that are on hold for someone else set this preference to "Don't allow."
2.1.5.2.6. AllowNotForLoanOverride
Default: Allow
Asks: ___ staff to override and check out items that are marked as not for loan.
Values:
  • Allow
  • Don't allow
Description:
  • This parameter is a binary setting which controls the ability of staff (patrons will always be prevented from checking these items out) to check out items that are marked as "not for loan". Setting it to "Allow" would allow such items to be checked out, setting it to "Don't allow" would prevent this. This setting determines whether items meant to stay in the library, such as reference materials, and other library resources can be checked out by patrons.
2.1.5.2.7. AllowRenewalLimitOverride
Default: Allow
Asks: ___ staff to manually override the renewal limit and renew a checkout when it would go over the renewal limit.
Values:
  • Allow
  • Don't allow
Description:
  • This preference is a binary setting which controls the ability of staff to override the limits placed on the number of times an item can be renewed. Setting it to "Allow" would allow such limits to be overridden, setting it to "Don't allow" would prevent this. This is a preference in which if it is set to "allow" it would allow the library staff to use their judgment for overriding the renew limit for special cases, setting it to "Don't allow" prevents an opportunity for abuse by the library staff.
2.1.5.2.8. AllowReturnToBranch
Default: to any library
Asks: Allow materials to be returned to ___
Values:
  • either the library the item is from or the library it was checked out from.
  • only the library the item is from.
  • only the library the item was checked out from.
  • to any library.
Description:
  • This preference lets the library system decide how they will accept returns. Some systems allow for items to be returned to any library in the system (the default value of this preference) others want to limit item returns to only specific branches. This preference will allow you to limit item returns (checkins) to the branch(es) set in the value.
2.1.5.2.9. AutomaticItemReturn
Default: Do
Asks: ___ automatically transfer items to their home branch when they are returned.
Values:
  • Do
  • Don't
Description:
  • This preference is a binary setting which determines whether an item is returned to its home branch automatically or not. If set to "Don't", the staff member checking an item in at a location other than the item's home branch will be asked whether the item will remain at the non-home branch (in which case the new location will be marked as a holding location) or returned. Setting it to "Do" will ensure that items checked in at a branch other than their home branch will be sent to that home branch.
2.1.5.2.10. CircControl
Default: the library the item is from
Asks: Use the checkout and fines rules of ___
Values:
2.1.5.2.11. HomeOrHoldingBranch
Default: the library the item was checked out from
Asks: Use the checkout and fines rules of ___
Values:
  • the library the item is from
  • the library the item was checked out from

Important

It is not recommend that this setting be changed after initial setup of Koha because it will change the behavior of items already checked out.
Description:
  • If IndependantBranches is set to 'Prevent' and CircControl is set to 'the library the item is from' this preference decides whether the library holding the item (holding library on the item record) may check the item out to its own patron or if it must immediately send the item back to the owning location (home library on the item record).

Important

This preference does nothing unless the IndependantBranches preference is set to 'Prevent'.
2.1.5.2.12. HomeOrHoldingBranchReturn
Default: the library the item is from
Asks: On checkin route the returned item to ___
Values:
  • the library the item is from
  • the library item was checked out from
Description:
  • This preference will control where Koha prompts you to return the checked in item to. The value in this preference is overridden by any values you have related to item returns and floating collections in the Circulation and Fine Rules.
2.1.5.2.13. InProcessingToShelvingCart
Default: Don't move
Asks: ___ items that have the location PROC to the location CART when they are checked in.
Values:
  • Don't move
  • Move
2.1.5.2.14. IssuingInProcess
Default: Don't prevent
Asks: ___ patrons from checking out an item whose rental charge would take them over the limit.
Values:
  • Don't prevent
  • Prevent
Description:
  • This preference determines if a patron can check items out if there is an overdue fine on the account and any of the materials the patron wishes to check out will potentially tip the account balance over the maximum fines policy the library has in place.
Example: Your library has a $5 limit set for 'fines' (ie, after incurring $5 in fines, a patron can no longer check out items). A patron comes to the desk with 5 items to check out (4 books and a video) The patron has $4 in charges already on their account. One of the videos has a rental charge of $1, therefore making the total fines on the patron's account suddenly $5 (the limit).
2.1.5.2.15. IssueLostItem
Default: display a message
Asks: When issuing an item that has been marked as lost, ___.
Values:
  • display a message
  • do nothing
    • This option will just check the item out without notifying you that the item was marked lost.
  • require confirmation
Description:
  • This preference lets you define how library staff are notified that an item with a lost status is being checked out. This will help staff mark items as 'available' if you choose to 'display a message' or 'require confirmation.' If you choose to 'do nothing,' there will be no notification that the item being checked out is marked as 'lost.'
2.1.5.2.16. maxoutstanding
Default: 5
Asks: Prevent patrons from making holds on the OPAC if they owe more than ___ USD in fines.
2.1.5.2.17. noissuescharge
Default: 5
Asks: Prevent patrons from checking out books if they have more than ___ USD in fines.
Description:
  • This preference is the maximum amount of money owed to the library before the user is banned from borrowing more items. This also coincides with maxoutstanding that limits patrons from placing holds when the maximum amount is owed to the library.
2.1.5.2.18. OverduesBlockCirc
Default: Ask for confirmation
Asks: ___ when checking out to a borrower that has overdues outstanding
Values:
  • Ask for confirmation
    • Will not let you check an item out to patrons with overdues until a librarian confirms that it is okay
  • Block
    • Block all patrons with overdue items from being able to check out
  • Don't block
    • Allow all patrons with overdue items to continue to check out
2.1.5.2.19. OverdueNoticeBcc
Asks: Send all notices as a BCC to this email address ___
This preference makes it so that a librarian can get a copy of every notice sent out to patrons.

Note

If you'd like more than one person to receive the blind copy you can simply enter in multiple email addresses separated by commas.

Note

The name of this preference is misleading, it does not only send overdues, but all notices to the BCC address.
2.1.5.2.20. PrintNoticesMaxLines
Asks: Include up to ___ item lines in a printed overdue notice.

Note

If the number of items is greater than this number, the notice will end with a warning asking the borrower to check their online account for a full list of overdue items.

Note

Set to 0 to include all overdue items in the notice, no matter how many there are.

Important

This preference only refers to the print notices, not those sent via email.
2.1.5.2.21. RenewalPeriodBase
Default: the old due date of the checkout
Asks: When renewing checkouts, base the new due date on ___
Values:
  • the old due date of the checkout
  • the current date
2.1.5.2.22. ReturnBeforeExpiry
Default: Don't require
Asks: ___ patrons to return books before their accounts expire (by restricting due dates to before the patron's expiration date).
Values:
  • Don't require
  • Require
Description:
  • This is preference may prevent a patron from having items checked out after their library card has expired. If this is set to "Require", then a due date of any checked out item can not be set for a date which falls after the patron's card expiration. If the setting is left "Don't require" then item check out dates may exceed the expiration date for the patron's library card.
2.1.5.2.23. ReturnToShelvingCart
Default: Don't move
Asks: ___ all items to the location CART when they are checked in.
Values:
  • Don't move
  • Move
2.1.5.2.24. TransfersMaxDaysWarning
Default: 3
Asks: Show a warning on the "Transfers to Receive" screen if the transfer has not been received ___ days after it is sent.
Description:
  • The TransferMaxDaysWarning preference is set at a default number of days. This preference allows for a warning to appear after a set amount of time if an item being transferred between library branches has not been received. The warning will appear in the Transfers to Receive report.
2.1.5.2.25. UseBranchTransferLimits & BranchTransferLimitsType
Defaults: Don't enforce & collection code
Asks: ___ branch transfer limits based on ___
UseBranchTransferLimits Values:
  • Don't enforce
  • Enforce
BranchTransferLimitsType Values:
  • collection code
  • item type
BranchTransferLimitsType Description:
  • This parameter is a binary setting which determines whether items are transferred according to item type or collection code. This value determines how the library manager is able to restrict what items can be transferred between the branches.
2.1.5.2.26. useDaysMode
Default: Don't include
Asks: Calculate the due date using ___.
Values:
  • circulation rules only.
  • the calendar to push the due date to the next open day.
  • the calendar to skip all days the library is closed.
Description:
  • This preference controls how scheduled library closures affect the due date of a material. The 'the calendar to skip all days the library is closed' setting allows for a scheduled closure not to count as a day in the loan period, the 'circulation rules only' setting would not consider the scheduled closure at all, and 'the calendar to push the due date to the next open day' would only effect the due date if the day the item is due would fall specifically on the day of closure.
Example:
  • The library has put December 24th and 25th in as closures on the calendar. A book checked out by a patron has a due date of December 25th according to the circulation and fine rules. If this preference is set to 'circulation rules only' then the item will remain due on the 25th. If the preference is set to 'the calendar to push the due date to the next open day' then the due date will be December 26th. If the preference is set to 'the calendar to skip all days the library is closed' then the due date will be pushed to the 27th of December to accommodate for the two closed days.
The calendar is defined on a branch by branch basis. To learn more about the calendar, check out the 'Calendar & Holidays' section of this manual.
2.1.5.2.27. UseTransportCostMatrix
Default: Don't use
Asks: ___ Transport Cost Matrix for calculating optimal holds filling between branches.
Values:
  • Don't use
  • Use
Description:
  • If the system is configured to use the Transport cost matrix for filling holds, then when attempting to fill a hold, the system will search for the lowest cost branch, and attempt to fill the hold with an item from that branch first. Branches of equal cost will be selected from randomly. The branch or branches of the next highest cost shall be selected from only if all the branches in the previous group are unable to fill the hold.
    The system will use the item's current holding branch when determining whether the item can fulfill a hold using the Transport Cost Matrix. This behaviour will be overruled if the AutomaticItemReturn system preference is enabled.

2.1.5.3. Fines Policy

2.1.5.3.1. finesCalendar
Default: not including the days the library is closed
Asks: Calculate fines based on days overdue ___
Values:
  • directly
  • not including the days the library is closed
Description:
  • This preference will determine whether or not fines will be accrued during instances when the library is closed. Examples include holidays, library in-service days, etc. Choosing "not including the days the library is closed" setting will enable Koha to access its Calendar module and be considerate of dates when the library is closed. To make use of this setting the administrator must first access Koha's calendar and mark certain days as "holidays" ahead of time.
The calendar is defined on a branch by branch basis. To learn more about the calendar, check out the 'Calendar & Holidays' section of this manual.
2.1.5.3.2. finesMode
Default: Calculate (but only for mailing to the admin)
Asks: ___ fines
Values:
  • Calculate (but only for mailing to the admin)
  • Calculate and charge
  • Don't calculate

Important

Requires that you have the fines cron job running (misc/cronjobs/fines.pl)

2.1.5.4. Holds Policy

2.1.5.4.1. AllowHoldDateInFuture
Default: Allow
Asks: ___ hold requests to be placed that do not enter the waiting list until a certain future date.
Values:
  • Allow
  • Don't allow
2.1.5.4.2. AllowHoldsOnDamagedItems
Default: Allow
Asks: ___ hold requests to be placed on damaged items.
Values:
  • Allow
  • Don't allow
Description:
  • This parameter is a binary setting which controls whether or not hold requests can be placed on items that are marked as "damaged" (items are marked as damaged by editing subfield 4 on the item record). Setting this value to "Don't allow" will prevent anyone from placing a hold on such items, setting it to "Allow" will allow it. This preference is important because it determines whether or not a patron can place a request for an item that might be in the process of being repaired or not in good condition. The library may wish to set this to "Don't allow" if they were concerned about their patrons not receiving the item in a timely manner or at all (if it is determined that the item is beyond repair). Setting it to "Allow" would allow a patron to place a hold on an item and therefore receive it as soon as it becomes available.
2.1.5.4.3. AllowHoldPolicyOverride
Default: Allow
Asks: ___ staff to override hold policies when placing holds.
Values:
  • Allow
  • Don't allow
Description:
  • This preference is a binary setting which controls whether or not the library staff can override the circulation and fines rules as they pertain to the placement of holds. Setting this value to "Don't allow" will prevent anyone from overriding, setting it to "Allow" will allow it. This setting is important because it determines how strict the libraries rules for placing holds are. If this is set to "Allow", exceptions can be made for patrons who are otherwise normally in good standing with the library, but there is opportunity for the staff to abuse this function. If it is set to "Don't allow", no abuse of the system is possible, but it makes the system entirely inflexible in respect to holds.
2.1.5.4.4. AllowOnShelfHolds
Default: Allow
Asks: ___ hold requests to be placed on items that are not checked out.
Values:
  • Allow
  • Don't Allow
Description:
  • This preference is a binary setting which controls the ability of patrons to place holds on items that are not currently checked out. Setting it to "Don't allow" allows borrowers to place holds on items that are checked out but not on items that are on the shelf (or assumed available in the library), setting it to "Allow" allows borrowers to place holds on any item that is available for loan whether it is checked out or not. This setting might be set to "Allow" if the library system is a multi branch system and patrons used the hold system to request items from other libraries, or if the library wanted to allow users to place holds on items from home through the OPAC. Setting it to "Don't allow" would enforce a first come, first served standard.
2.1.5.4.5. AutoResumeSuspendedHolds
Default: Allow
Asks: ___ suspended holds to be automatically resumed by a set date.
Values:
  • Allow
  • Don't allow
Description:
  • If this preference is set to 'Allow' then all suspended holds will be able to have a date at after which they automatically become unsuspended. If you have this preference set to 'Allow' you will also need the Unsuspend Holds cron job running.

Important

The holds will become unsuspended the date after that entered by the patron.
2.1.5.4.6. canreservefromotherbranches
Default: Allow
Asks: ___ a user from one library to place a hold on an item from another library
Description:
  • This preference is a binary setting which determines whether patrons can place holds on items from other branches. If the preference is set to "Allow" patrons can place such holds, if it is set to "Don't allow" they cannot. This is an important setting because it determines if users can use Koha to request items from another branch. If the library is sharing an installation of Koha with other independent libraries which do not wish to allow interlibrary borrowing it is recommended that this parameter be set to "Don't allow".
Values:
2.1.5.4.7. decreaseLoanHighHolds, decreaseLoanHighHoldsDuration and decreaseLoanHighHoldsValue
Asks: ___ the reduction of loan period to ___ days for items with more than ___ holds.
decreaseLoanHighHolds default: Don't enable
decreaseLoanHighHolds values:
Don't enable
  • Enable
Description:
  • These preferences let you change the loan length for items that have many holds on them. This will not effect items that are already checked out, but items that are checked out after the decreaseLoanHighHoldsValue is met will only be checked out for the number of days entered in the decreaseLoanHighHoldsDuration preference.
2.1.5.4.8. DisplayMultiPlaceHold
Default: Don't enable
Asks: ___ the ability to place holds on multiple biblio from the search results
Values:
  • Don't enable
  • Enable
2.1.5.4.9. emailLibrarianWhenHoldIsPlaced
Default: Don't enable
Asks: ___ sending an email to the Koha administrator email address whenever a hold request is placed.
Values:
  • Don't enable
  • Enable
Description:
  • This preference enables Koha to email the library staff whenever a patron requests an item to be held. While this function will immediately alert the librarian to the patron's need, it is extremely impractical in most library settings. In most libraries the hold lists are monitored and maintained from a separate interface. That said, many libraries that allow on shelf holds prefer to have this preference turned on so that they are alerted to pull an item from the shelf.

Important

In order for this email to send you must have a notice template with the code of HOLDSPLACED

Important

This notice will only be sent if the process_message_queue.pl cronjob being run periodically to send the messages.
2.1.5.4.10. ExpireReservesMaxPickUpDelay
Default: Don't allow
Asks: ___ holds to expire automatically if they have not been picked by within the time period specified in ReservesMaxPickUpDelay
Values:
  • Allow
  • Don't allow
Description:
  • If set to 'allow' this will cancel holds that have been waiting for longer than the number of days specified in the ReservesMaxPickUpDelay system preference. Holds will only be cancelled if the Expire Holds cron job is runnning.
2.1.5.4.11. ExpireReservesMaxPickUpDelayCharge
Default: 0
Asks: If using ExpireReservesMaxPickUpDelay, charge a borrower who allows his or her waiting hold to expire a fee of ___ USD
Description:
  • If you are expiring holds that have been waiting too long you can use this preference to charge the patron for not picking up their hold. If you don't charge patrons for items that aren't picked up you can leave this set to the default which is 0. Holds will only be cancelled and charged if the Expire Holds cron job is running.
2.1.5.4.12. maxreserves
Default: 50
Asks: Patrons can only have ___ holds at once.
2.1.5.4.13. OPACAllowHoldDateInFuture
Default: Allow
Asks: ___ patrons to place holds that don't enter the waiting list until a certain future date.
Values:
2.1.5.4.14. OPACAllowUserToChooseBranch
Default: Allow
Asks: ___ a user to choose the branch to pick up a hold from.
Values:
  • Allow
  • Don't allow
Description:
  • Changing this preference will not prevent staff from being able to transfer titles from one branch to another to fill a hold, it will only prevent patrons from saying they plan on picking a book up at a branch other than their home branch.
2.1.5.4.15. ReservesControlBranch
Default: item's home library
Asks: Check the ___ to see if the patron can place a hold on the item.
Values:
  • item's home library.
  • patron's home library.
2.1.5.4.16. ReservesMaxPickUpDelay
Default: 7
Asks: Mark a hold as problematic if it has been waiting for more than ___ days.
Description:
  • This preference (based on calendar days, not the Koha holiday calendar) puts an expiration date on an item a patron has on hold. After this expiration date the staff will have the option to release the unclaimed hold which then may be returned to the library shelf or issued to the next patron on the item's hold list. Items that are 'expired' by this preference are moved to the 'Holds Over' tab on the 'Holds Awaiting Pickup' report.
2.1.5.4.17. ReservesNeedReturns
Default: Don't automatically
Asks: ___ mark holds as found and waiting when a hold is placed specifically on them and they are already checked in.
Values:
  • Automatically
  • Don't automatically
Description:
  • This preference refers to 'item specific' holds where the item is currently on the library shelf. This preference allows a library to decide whether an 'item specific' hold is marked as "Waiting" at the time the hold is placed or if the item will be marked as "Waiting" after the item is checked in. This preference will tell the patron that their item is 'Waiting' for them at their library and ready for check out.
2.1.5.4.18. StaticHoldsQueueWeight & RandomizeHoldsQueueWeight
StaticHoldsQueueWeight Default: 0
RandomizeHoldsQueueWeight Default: in that order
Asks: Satisfy holds from the libraries ___ (as branchcodes, separated by commas; if empty, uses all libraries) ___
RandomizeHoldsQueueWeight Values:
  • in random order
    • If StaticHoldsQueueWeight is left at the default Koha will randomize all libraries, otherwise it will randomize the libraries listed.
  • in that order
    • If StaticHoldsQueueWeight is left at the default then this will use all of your branches in alphabetical order, otherwise it will use the branches in the order that you entered them in the StaticHoldsQueueWeight preference.
Descriptions:
  • These preferences control how the Holds Queue report is generated using a cron job.
    If you do not want all of your libraries to participate in the on-shelf holds fulfillment process, you should list the the libraries that *do* participate in the process here by inputting all the participating library's branchcodes, separated by commas ( e.g. "MPL,CPL,SPL,BML" etc. ).
    By default, the holds queue will be generated such that the system will first attempt to hold fulfillment using items already at the pickup library if possible. If there are no items available at the pickup library to fill a hold, build_holds_queue.pl will then use the list of libraries defined in StaticHoldsQueueWeight. If RandomizeHoldsQueueWeight is disabled ( which it is by default ), the script will assign fulfillment requests in the order the branches are placed in the StaticHoldsQueueWeight system preference.
    For example, if your system has three libraries, of varying sizes ( small, medium and large ) and you want the burden of holds fulfillment to be on larger libraries before smaller libraries, you would want StaticHoldsQueueWeight to look something like "LRG,MED,SML".
    If you want the burden of holds fulfillment to be spread out equally throughout your library system, simply enable RandomizeHoldsQueueWeight. When this system preference is enabled, the order in which libraries will be requested to fulfill an on-shelf hold will be randomized each time the list is regenerated.
    Leaving StaticHoldsQueueWeight empty is contraindicated at this time. Doing so will cause the build_holds_queue script to ignore RandomizeHoldsQueueWeight, causing the script to request hold fulfillment not randomly, but by alphabetical order.

Important

The Transport Cost Matrix takes precedence in controlling where holds are filled from, if the matrix is not used then Koha checks the StaticHoldsQueueWeight. To use the Transport Cost Matrix simply set your UseTransportCostMatrix preference to 'Use'
2.1.5.4.19. SuspendHoldsIntranet
Default: Allow
Asks: ___ holds to be suspended from the intranet.
Values:
  • Allow
  • Don't allow
Description:
  • The holds suspension feature can be turned on and off in the staff client by altering this system preference. If this is set to 'allow' you will want to set the AutoResumeSuspendedHolds system preference.
2.1.5.4.20. SuspendHoldsOpac
Default: Allow
Asks: ___ holds to be suspended from the OPAC.
Values:
  • Allow
  • Don't allow
Description:
  • The holds suspension feature can be turned on and off in the OPAC by altering this system preference. If this is set to 'allow' you will want to set the AutoResumeSuspendedHolds system preference.

2.1.5.5. Interface

2.1.5.5.1. AllowAllMessageDeletion
Default: Don't allow
Asks: ___ staff to delete messages added from other libraries.
Values:
  • Allow
  • Don't allow
2.1.5.5.2. CircAutocompl
Default: Try
Asks: ___ to automatically fill in the member when entering a patron search on the circulation screen.
Description:
  • This preference is a binary setting which determines whether auto-completion of fields is enabled or disabled for the circulation input field. Setting it to "Try" would enable a staff member to begin typing a name or other value into the field and have a menu pop up with suggestions for completing it. Setting it to "Don't try" would disable this feature. This preference can make staff members' jobs easier or it could potentially slow down the page loading process.
Values:
  • Don't try
  • Try
2.1.5.5.3. CircAutoPrintQuickSlip
Default: open a print quick slip window
Asks: When an empty barcode field is submitted in circulation ___
Values:
  • clear the screen
  • open a print quick slip window
Description:
  • If this preference is set to open a quick slip for printing it will eliminate the need for the librarian to click the print button to generate a checkout receipt for the patron they're checking out to. If the preference is set to clear the screen then "checking out" an empty barcode will clear the screen of the patron you were last working with.
2.1.5.5.4. FilterBeforeOverdueReport
Default: Don't require
Asks: ___ staff to choose which checkouts to show before running the overdues report.
Description:
  • Koha's overdue report shows you all of the overdue items in your library system. If you have a large library system you'll want to set this preference to 'Require' to force those running the report to first limit the data generated to a branch, date range, patron category or other such filter. Requiring that the report be filtered before it's run prevents your staff from running a system heavy report and slowing down other operations in the system.
Values:
  • Don't require
  • Require
2.1.5.5.5. FineNotifyAtCheckin
Default: Don't notify
Asks: ___ librarians of overdue fines on the items they are checking in.
Values:
  • Don't notify
  • Notify
Description:
  • With this preference set to 'Notify' all books that have overdue fines owed on them will pop up a warning when checking them in. This warning will need to acknowledged before you can continue checking items in. With this preference set to 'Don't notify,' you will still see fines owed on the patron record, you just won't have an additional notification at check in.
2.1.5.5.6. DisplayClearScreenButton
Default: Show
Asks: ___ a button to clear the current patron from the screen on the circulation screen.
Values:
  • Don't show
  • Show
2.1.5.5.7. ExportRemoveFields
Asks: The following fields should be excluded from the patron checkout history CSV or iso2709 export ___
Description:
  • This space separated list of fields (e.g. 100a 245b) will automatically be excluded when exporting the patron's current checkout history.
2.1.5.5.8. ExportWithCsvProfile
Asks: Use the ___ CSV profile when exporting patron checkout history
Description:
  • Use this preference to define which CSV profile should be used when exporting patron's current checkout data. Enter the CSV Profile name as the value for this preference. If this preference is left blank you will not be able to export the patron's current checkout summary.
2.1.5.5.9. HoldsToPullStartDate
Default: 2
Asks: Set the default start date for the Holds to pull list to ___ day(s) ago.
Description:
  • The Holds to Pull report in circulation defaults to filtering holds placed 2 days ago. This preference allows you to set this default filter to any number of days.
2.1.5.5.10. itemBarcodeInputFilter
Default: Don't filter
Asks: ___ scanned item barcodes.
Values:
  • Convert from CueCat format
  • Convert from Libsuite8 form
  • Don't filter
  • EAN-13 or zero-padded UPC-A from
  • Remove spaces from
  • Remove the first number from T-prefix style
    • This format is common among those libraries migrating from Follett systems
2.1.5.5.11. NoticeCSS
Asks: Include the stylesheet at ___ on Notices.

Important

This should be a complete URL, starting with http://
Description:
  • If you would like to style your notices with a consistent set of fonts and colors you can use this preference to point Koha to a stylesheet specifically for your notices.
2.1.5.5.12. numReturnedItemsToShow
Default: 20
Asks : Show the ___ last returned items on the checkin screen.
2.1.5.5.13. previousIssuesDefaultSortOrder
Default: earliest to latest
Asks: Sort previous checkouts on the circulation page from ___ due date.
Values:
  • earliest to latest
  • latest to earliest
2.1.5.5.14. RecordLocalUseOnReturn
Default: Don't record
Asks: ___ local use when an unissued item is checked in.
Values:
  • Don't record
  • Record
Description:
  • When this preference is set to "Don't record" you can record local use of items by checking items out to the statistical patron. With this preference set to "Record" you can record local use by checking out to the statistical patron and/or by checking in a book that is not currently checked out.
2.1.5.5.15. soundon
Default: Don't enable
Asks: ___ circulation sounds during checkin and checkout in the staff interface.
Values:
  • Don't enable
  • Enable

Important

This feature is not supported by all browsers. Requires an HTML5 compliant browser.
2.1.5.5.16. SpecifyDueDate
Default: Allow
Asks: ___ staff to specify a due date for a checkout.
Due dates are calculated using your circulation and fines rules, but staff can override that if you allow them to specify a due date at checkout.
Description:
  • This preference allows for circulation staff to change a due date from the automatic due date to another calendar date. This option would be used for circumstances in which the due date may need to be decreased or extended in a specific circumstance. The "Allow" setting would allow for this option to be utilized by staff, the "Don't allow" setting would bar staff from changing the due date on materials.
Values:
  • Allow
  • Don't allow
2.1.5.5.17. todaysIssuesDefaultSortOrder
Default: latest to earliest
Asks: Sort today's checkouts on the circulation page from ___ due date.
Values:
  • earliest to latest
  • latest to earliest
2.1.5.5.18. UpdateTotalIssuesOnCirc
Default: Do not
Asks: ___ update a bibliographic record's total issues count whenever an item is issued
Values:
  • Do

    Important

    This increases server load significantly; if performance is a concern, use the cron job to update the total issues count instead.
  • Do not
Description:
  • Koha can track the number of times and item is checked out and store that on the item record in the database. This information is not stored by default. Setting this preference to 'Do' will tell Koha to track that info everytime the item is checked out in real time. Otherwise you could use the cron job to have Koha update that field nightly.
2.1.5.5.19. UseTablesortForCirc
Default: Don't enable
Asks: ___ the sorting of current patron checkouts on the circulation screen.
Values:
  • Don't enable
  • Enable

Important

Enabling this function may slow down circulation time for patrons with many checkouts.
2.1.5.5.20. WaitingNotifyAtCheckin
Default: Don't notify
Asks: ___ librarians of waiting holds for the patron whose items they are checking in.
Values:
  • Don't notify
  • Notify
Description:
  • When checking in books you can choose whether or not to have a notice pop up if the patron who returned the book has a hold waiting for pick up. If you choose 'Notify' for WaitingNotifyAtCheckin then every time a hold is found for the patron who had the book out last a message will appear on your check in screen.

2.1.5.6. Self Checkout

2.1.5.6.1. AllowSelfCheckReturns
Default: Don't allow
Asks: ___ patrons to return items through web-based self checkout system.
Values:
  • Allow
  • Don't allow
Description:
  • This preference is used to determine if you want patrons to be allowed to return items through your self check machines. By default Koha's self check interface is simply for checking items out.
2.1.5.6.2. AutoSelfCheckAllowed, AutoSelfCheckID & AutoSelfCheckPass

Important

Most libraries will want to leave this set to 'Don't allow.' This preference turns off the requirement to log into the self checkout machine with a staff username and password by storing the username and password for automatic login.
AutoSelfCheckAllowed Default: Don't allow
Asks: ___ the web-based self checkout system to automatically login with this staff login ___ and this password ___ .
AutoSelfCheckAllowed Values:
  • Allow
  • Don't allow
AutoSelfCheckID Value:
  • The username of a staff patron with 'circulate' permissions.
AutoSelfCheckPass Value:
  • The password of a staff patron with 'circulate' permissions.
2.1.5.6.3. SelfCheckHelpMessage
Asks: Include the following HTML in the Help page of the web-based self checkout system
Description:
  • Clicking the 'Help' link in the top right of the self checkout interface opens up a three step process for using the self check interface. Adding HTML to this system preference will print that additional help text above what's already included.
2.1.5.6.4. SelfCheckoutByLogin
Default: Barcode
Asks: Have patrons login into the web-based self checkout system with their ___
Values:
  • Barcode
  • Username and password
Description:
  • This preference lets you decide how your patrons will log in to the self checkout machine. Barcode is the patron's card number and their username and password is set using the opac/staff username and password fields on the patron record.
2.1.5.6.5. SelfCheckTimeout
Default: 120
Asks: Time out the current patron's web-based self checkout system login after ___ seconds.
Description:
  • After the machine is idle for the time entered in this preference the self check out system will log out the current patron and return to the starting screen.
2.1.5.6.6. ShowPatronImageInWebBasedSelfCheck
Default: Don't show
Asks: ___ the patron's picture (if one has been added) when they use the web-based self checkout.
Values:
  • Don't show
  • Show
2.1.5.6.7. WebBasedSelfCheck
Default: Don't enable
Asks: ___ the web-based self checkout system.
Values:
  • Don't enable
  • Enable
Enabling this preference will allow access to the self checkout module in Koha.

2.1.6. Creators

These preferences have to do with creating content.
Get there: More > Administration > Global System Preferences > Creators

2.1.6.1. Patron Cards

These preferences are in reference to the Patron Card Creator tool.
2.1.6.1.1. ImageLimit
Asks: Limit the number of creator images stored in the database to ___ images.

2.1.7. Enhanced Content

Get there: More > Administration > Global System Preferences > Enhanced Content

Important

Always read the terms of service associated with external data sources to be sure that you are using the products within the allowed limits.

Note

You cannot have more than one service for cover images (including local cover images) set up. If you set up more than one you will get multiple cover images. Instead choose only one source for cover images.

2.1.7.1. All

2.1.7.1.1. FRBRizeEditions
Default: Don't show
Asks: ___ other editions of an item on the staff client
Values:
  • Don't show
  • Show
Description:
  • Using the rules set forth in the Functional Requirements for Bibliographic records, this option, when enabled, pulls all editions of the same title available in your collection regardless of material type. Items will appear under an 'Editions' tab on the detail page for the title in question.. According to Libraries Unlimited's Online Dictionary for Library and Information Science (http://lu.com/odlis/), FRBRizing the catalog involves collating MARC records of similar materials. FRBRization brings together entities (sets of Works, Expressions, or Manifestations), rather than just sets of Items. It can aid patrons in selecting related items, expressions, and manifestations that will serve their needs. When it is set to "Show", the OPAC will query one or more ISBN web services for associated ISBNs and display an Editions tab on the details pages. Once this preference is enabled, the library must select one of the ISBN options (ThingISBN and/or XISBN). This option is only for the Staff Client; the OPACFRBRizeEditions option must be enabled to have the Editions tab appear on the OPAC.

Important

Requires that you turn on one or more of the ISBN services (ThingISBN and/or XISBN)
2.1.7.1.2. OPACFRBRizeEditions
Default: Don't show
Asks: ___ other editions of an item on the OPAC.
Description:
  • Using the rules set forth in the Functional Requirements for Bibliographic records, this option, when enabled, pulls all editions of the same title available in your collection regardless of material type. Items will appear under an 'Editions' tab on the detail page for the title in question.. According to Libraries Unlimited's Online Dictionary for Library and Information Science (http://lu.com/odlis/), FRBRizing the catalog involves collating MARC records of similar materials. FRBRization brings together entities (sets of Works, Expressions, or Manifestations), rather than just sets of Items. It can aid patrons in selecting related items, expressions, and manifestations that will serve their needs. When it is set to "Show", the OPAC will query one or more ISBN web services for associated ISBNs and display an Editions tab on the details pages. Once this preference is enabled, the library must select one of the ISBN options (ThingISBN and/or XISBN). This option is only for the OPAC; the FRBRizeEditions option must be turned "On" to have the Editions tab appear on the Staff Client.
Values:
  • Don't show
  • Show
This preference pulls all editions of the same title available in your collection regardless of material type. Items will appear under an 'Editions' tab on the detail page for the title in question.

Important

Requires that you turn on one or more of the ISBN services (ThingISBN and/or XISBN)

2.1.7.2. Amazon

2.1.7.2.1. AmazonAssocTag
Asks: Put the associate tag ___ on links to Amazon.

Note

This can net your library referral fees if a patron decides to buy an item after clicking through to Amazon from your site.
Description:
  • An Amazon Associates Tag allows a library to earn a percentage of all purchases made on Amazon when a patron accesses Amazon's site via links on the library's website. More information about the Amazon Associates program is available at Amazon's Affiliate Program's website, https://affiliate-program.amazon.com/. Before a tag can be obtained, however, the library must first apply for an Amazon Web Services (AWS) account. Applications are free of charge and can be made at http://aws.amazon.com. Once an AWS account has been established, the library can then obtain the Amazon Associates Tag.
2.1.7.2.2. AmazonCoverImages
Default: Don't show
Asks: ___ cover images from Amazon on search results and item detail pages on the staff interface.
Values:
  • Don't show
  • Show
Description:
  • This preference makes it possible to either allow or prevent Amazon cover images from being displayed in the Staff Client. Cover images are retrieved by Amazon, which pulls the content based on the first ISBN number in the item's MARC record. Amazon offers this service free of charge. If the value for this preference is set to "Show", the cover images will appear in the Staff Client, and if it is set to "Don't show", the images will not appear. Finally, if you're using Amazon cover images, all other cover image services must be disabled. If they are not disabled, they will prevent AmazonCoverImages from functioning properly.
2.1.7.2.3. AmazonLocale
Default: American
Asks: Use Amazon data from its ___ website.
Value:
  • American
  • British
  • Canadian
  • French
  • German
  • Japanese
2.1.7.2.4. OPACAmazonCoverImages
Default: Don't show
Asks: ___ cover images from Amazon on search results and item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • This preference makes it possible to either allow or prevent Amazon cover images from being displayed in the OPAC. Cover images are retrieved by Amazon, which pulls the content based on the first ISBN number in the item's MARC record. Amazon offers this service free of charge. If the value for this preference is set to "Show", the cover images will appear in the OPAC, and if it is set to "Don't show", the images will not appear. Finally, if you're using Amazon cover images, all other cover image services must be disabled. If they are not disabled, they will prevent AmazonCoverImages from functioning properly.

2.1.7.3. Babelthèque

2.1.7.3.1. Babeltheque
Default: Don't
Asks: ___ include information (such as reviews and citations) from Babelthèque in item detail pages on the OPAC.
Description:
  • This preference makes it possible to display a Babeltheque tab in the OPAC, allowing patrons to access tags, reviews, and additional title information provided by Babeltheque. The information which Babeltheque supplies is drawn from the French language-based Babelio.com, a French service similar to LibraryThing for Libraries. More information about Babeltheque is available through its website, http://www.babeltheque.com. Libraries that wish to allow access to this information must first register for the service at http://www.babeltheque.com. Please note that this information is only provided in French.
Values:
  • Do
  • Don't
2.1.7.3.2. Babeltheque_url_js
Asks: ___ Defined the url for the Babeltheque javascript file (eg. http://www.babeltheque.com/bw_XX.js)
2.1.7.3.3. Babeltheque_url_update
Asks: ___ Defined the url for the Babeltheque update periodically (eq. http://www.babeltheque.com/.../file.csv.bz2).

2.1.7.4. Baker & Taylor

Important

This is a pay service, you must contact Baker & Taylor to subscribe to this service before setting these options.
2.1.7.4.1. BakerTaylorEnabled
Default: Don't add
Asks: ___ Baker and Taylor links and cover images to the OPAC and staff client. This requires that you have entered in a username and password (which can be seen in image links).
Values:
  • Add
  • Don't add
Description:
  • This preference makes it possible to display Baker & Taylor content (book reviews, descriptions, cover images, etc.) in both the Staff Client and the OPAC. Libraries that wish to display Baker & Taylor content must first register and pay for this service with Baker & Taylor (http://www.btol.com). If Baker & Taylor content is enabled be sure to turn off other cover and review services to prevent interference.

Important

To use this you will need to also set the BakerTaylorUsername & BakerTaylorPassword system preferences
2.1.7.4.2. BakerTaylorBookstoreURL
Asks: Baker and Taylor "My Library Bookstore" links should be accessed at https:// ___ isbn
Description:
  • Some libraries generate additional funding for the library by selling books and other materials that are purchased from or have been previously leased from Baker & Taylor. These materials can be accessed via a link on the library's website. This service is often referred to as "My Library Bookstore." In order to participate in this program, the library must first register and pay for the service with Baker & Taylor. Additional information about this and other services provided by Baker & Taylor is available at the Baker & Taylor website, http://www.btol.com. The BakerTaylorBookstoreURL preference establishes the URL in order to link to the library's Baker & Taylor-backed online bookstore, if such a bookstore has been established. The default for this field is left blank; if no value is entered, the links to My Library Bookstore will remain inactive. If enabling this preference, enter the library's Hostname and Parent Number in the appropriate location within the URL. The "key" value (key=) should be appended to the URL, and https:// should be prepended.
This should be filled in with something like koha.mylibrarybookstore.com/MLB/actions/searchHandler.do?nextPage=bookDetails&parentNum=10923&key=

Note

Leave it blank to disable these links.

Important

Be sure to get this information from Baker & Taylor when subscribing.
2.1.7.4.3. BakerTaylorUsername & BakerTaylorPassword
Asks: Access Baker and Taylor using username ___ and password ___
Descriptions:
  • This setting in only applicable if the library has a paid subscription to the external Content Café service from Baker & Taylor. Use the box provided to enter in the library's Content Café username and password. Also, ensure that the BakerTaylorBookstoreURL and BakerTaylorEnabled settings are properly set. The Content Café service is a feed of enhanced content such as cover art, professional reviews, and summaries that is displayed along with Staff Client/OPAC search results. For more information on this service please see the Baker & Taylor website: http://www.btol.com

Important

Be sure to get this information from Baker & Taylor when subscribing.

2.1.7.5. Google

2.1.7.5.1. GoogleJackets
Default: Don't add
Asks: ___ cover images from Google Books to search results and item detail pages on the OPAC.
Values:
  • Add
  • Don't add
Description:
  • This setting controls the display of applicable cover art from the free Google Books database, via the Google Books API. Please note that to use this feature, all other cover services should be turned off.

2.1.7.6. LibraryThing

LibraryThing for Libraries is a pay service. You must first contact LibraryThing directly for pricing and subscription information. Learn more at http://www.librarything.com/forlibraries. Also, for further configuration instructions please see the LibraryThing Wiki: http://www.librarything.com/wiki/index.php/Koha
2.1.7.6.1. LibraryThingForLibrariesEnabled
Default: Don't show
Asks: ___ reviews, similar items, and tags from Library Thing for Libraries on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • This setting is only applicable if the library has a paid subscription to the external LibraryThing for Libraries service. This service can provide patrons with the display of expanded information on catalog items such as book recommendations. It also can offer advanced features like tagged browsing, patron written reviews, and a virtual library display accessed from the details tab.

Important

If this is set to 'show' you will need to enter a value in the 'LibraryThingForLibrariesID' system preference.
2.1.7.6.2. LibraryThingForLibrariesID
Asks: Access Library Thing for Libraries using the customer ID ___
Description:
  • This setting is only applicable if the library has a paid subscription to the external LibraryThing for Libraries service. Use the box provided to enter in the library's LibraryThing for Libraries ID as provided to the library by LibraryThing. The ID number is a series of numbers in the form ###-#########, and can be found on the library's account page at LibraryThing for Libraries. This service can provide patrons with the display of expanded information on catalog items such as book recommendations and cover art. It also can offer advanced features like tagged browsing, patron written reviews, and a virtual library display accessed from the details tab.
2.1.7.6.3. LibraryThingForLibrariesTabbedView
Default: in line with bibliographic information
Asks: Show Library Thing for Libraries content ___
Values:
  • in line with bibliographic information
  • in tabs
Description:
  • This setting is only applicable if the library has a paid subscription to the external LibraryThing for Libraries service. This service can provide patrons with the display of expanded information on catalog items such as book recommendations and cover art. It also can offer advanced features like tagged browsing, patron written reviews, and a virtual library display accessed from the details tab.
2.1.7.6.4. ThingISBN
Default: Don't use
Asks: ___ the ThingISBN service to show other editions of a title
Values:
  • Don't use
  • Use
Description:
  • Set to 'Use' to display an "Editions" tab on the item's detail page. Editions are listed, complete with cover art (if you have one of the cover services enabled) and bibliographic information. The feed comes from LibraryThing's ThingISBN web service. This is a free service to non-commercial sites with fewer than 1,000 requests per day.

Important

Requires FRBRizeEditions and/or OPACFRBRizeEditions set to 'show'

Important

This is separate from Library Thing for Libraries and does not have a cost associated with it.

2.1.7.7. Local Cover Images

2.1.7.7.1. AllowMultipleCovers
Default: Don't allow
Asks: ___ multiple images to be attached to each bibliographic record.
Values:
  • Allow
  • Don't allow
Description:
  • If this preference is set to 'Allow' then you can upload multiple images that will appear in the images tab on the bib record in the OPAC and the staff client. This preference requires that either one or both LocalCoverImages and OPACLocalCoverImages are set to 'Display.'
2.1.7.7.2. LocalCoverImages
Default: Don't display
Asks: ___ local cover images on intranet search and details pages.
Values:
  • Display
  • Don't display
Description:
  • Setting this preference to 'Display' allows you to upload your own cover images to bib records and display them on the detail page in the staff client. At this time the cover will only show under the 'Images' tab on the holdings table on the detail display, not next to the title at the top left or on the search results.
2.1.7.7.3. OPACLocalCoverImages
Default: Don't display
Asks: ___ local cover images on OPAC search and details pages.
Values:
  • Display
  • Don't display
Description:
  • Setting this preference to 'Display' allows you to upload your own cover images to bib records and display them on the detail page and search results in the OPAC.

2.1.7.8. Novelist Select

Novelist Select is not a free service. Contact your Ebsco representitive to get your log in information to embed this content in the OPAC.

Important

Novelist Select does not include cover images for the search results and bibliographic detail pages. You can choose any other cover image service for this content or you can contract with Ebsco to get access to the Baker & Taylor Content Cafe for an added fee.
2.1.7.8.1. NovelistSelectEnabled
Default: Don't add
Asks: ___ Novelist Select content to the OPAC.
Values:
  • Add
  • Don't add

Important

Enabling this requires that you have entered in a user profile and password in the NovelistSelectProfile & NovelistSelectPassword preferences
Description:
  • Novelist Select from Ebsco is a subscription service that can provide additional content in the OPAC.
2.1.7.8.2. NovelistSelectProfile & NovelistSelectPassword
Asks: Access Novelist Select using user profile ___ and password ___.

Important

This information will be visible if someone views the source code on your OPAC.
Description:
  • Novelist Select from Ebsco is a subscription service that can provide additional content in the OPAC.
2.1.7.8.3. NovelistSelectView
Default: in an OPAC tab
Asks: Display Novelist Select content ___
Description:
  • Novelist Select provides a lot of content, for that reason you have four choices of where to display this content. The default view is in a tab in the holdings table.
    The content is the same if you choose to show it above the holdings table or below it. If shown in the right column of the page it's the same content, but displays a bit differently since space is limited.
Values:
  • above the holdings table
  • below the holdings table
  • in an OPAC tab
  • under the Save Record dropdown on the right

2.1.7.9. OCLC

2.1.7.9.1. XISBN
Default: Don't use
Asks: ___ the OCLC xISBN service to show other editions of a title
Description:
  • Set to 'Use' to display an "Editions" tab on the item's detail page. Editions are listed, complete with cover art and bibliographic information. The feed comes from OCLC's xISBN web service. The feed limit for non-commercial sites is 1000 requests per day.
Values:
  • Don't use
  • Use

Important

Requires FRBRizeEditions and/or OPACFRBRizeEditions set to 'show'
2.1.7.9.2. OCLCAffiliateID
Asks: Use the OCLC affiliate ID ___ to access the xISBN service.
Description:
  • This setting is only applicable if the library has an OCLC Affiliate ID. This allows WorldCat searching in the OPAC via the XISBN programming interface. Simply enter the library's OCLC Affiliate ID in the box provided. Please note that using this data is only necessary if FRBRizeEditions and/or OPACFRBRizeEditions and XISBN settings are enabled. For more information on this service please visit the OCLC website: http://www.worldcat.org/affiliate/default.jsp.

Important

Unless you have signed up for an ID with OCLC, you are limited to 1000 requests per day. Available at: http://www.worldcat.org/affiliate/webservices/xisbn/app.jsp
2.1.7.9.3. XISBNDailyLimit
Default: 999
Asks: Only use the xISBN service ___ times a day.

Important

Unless you have signed up for an ID with OCLC, you are limited to 1000 requests per day. Available at: http://www.worldcat.org/affiliate/webservices/xisbn/app.jsp

2.1.7.10. Open Library

2.1.7.10.1. OpenLibraryCovers
Default: Don't add
Asks: ___ cover images from Open Library to search results and item detail pages on the OPAC.
Values:
  • Add
  • Don't add
Description:
  • This setting controls the display of applicable cover art from the free Open Library database, via the Open Library API. Please note that to use this feature, all other cover services should be turned off.

2.1.7.11. Syndetics

Syndetics is a pay service. You must first contact Syndetics directly for pricing and subscription information.
2.1.7.11.1. SyndeticsEnabled
Default: Don't use
Asks: ___ content from Syndetics.
Values:
  • Don't use
  • Use
Description:
  • When this option is enabled any of the Syndetics options can be used.

Important

Requires that you enter your SyndeticsClientCode before this content will appear.
2.1.7.11.2. SyndeticsClientCode
Asks: Use the client code ___ to access Syndetics.
Description:
  • Once the library signs up for Syndetics' services, Syndetics will provide the library with an access code. (Visit the Syndetics homepage at http://www.bowker.com/syndetics/ for more information.) This is the code that must be entered to access Syndetics' subscription services. Syndetics is a paid subscription service. This value must be entered before SyndeticsEditions can be enabled. If the code is lost, corrupted, or forgotten, a new one can be obtained from http://www.bowker.com/syndetics/.

Important

You will need to get your client code directly from Syndetics.
2.1.7.11.3. SyndeticsCoverImages & SyndeticsCoverImageSize
SyndeticsCoverImages Default: Don't show
SyndeticsCoverImageSize Default: medium
Asks: ___ cover images from Syndetics on search results and item detail pages on the OPAC in a ___ size.
Descriptions:
  • When enabled, SyndeticsCoverImages, allows libraries to display Syndetics' collection of full-color cover images for books, videos, DVDs and CDs on their OPAC. For each book or item that comes up during a user search, the cover image for that title will be displayed. Since these cover images come in three sizes, the optimum size must be selected using the SyndeticsCoverImageSize preference after SyndeticsCoverImages are enabled. Syndetics cover images come in two sizes: mid-size (187 x 187 pixels), and large (400 x 400 pixels). Syndetics is a paid subscription service. The SyndeticsClientCode must be entered and the SyndeticsEnabled option must be activated before this service can be used. Other cover image preferences should also be disabled to avoid interference.
SyndeticsCoverImages Values:
  • Don't show
  • Show
SyndeticsCoverImageSize Values:
  • medium
  • large
2.1.7.11.4. SyndeticsAuthorNotes
Default: Don't show
Asks: ___ notes about the author of a title from Syndetics on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • When this option is set to "Show", Syndetics provides notes and short author biographies for more that 300,000 authors, in both fiction and nonfiction. With this option enabled the library can display Syndetics Author Notes on the OPAC. According to the Syndetics Solutions website (http://www.bowker.com/syndetics/), Author Notes include lists of contributors for many multi-author texts and compilations. The SyndeticsClientCode must be entered and the SyndeticsEnabled option must be activated before this service can be used.
2.1.7.11.5. SyndeticsAwards
Default: Don't show
Asks: ___ information from Syndetics about the awards a title has won on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • When this option is set to "Show", Syndetics provides its clients with a list of awards that any title has won. With this service enabled the library can display those awards for each book on its website. For each book or item that comes up during a user search, the list of awards for that title will be displayed. When a user clicks on a given award, information about that award is presented along with a list of the other titles that have won that award. If the user clicks on any title in the list, they will see holdings information about that title in their region. This option is a paid subscription service. The SyndeticsClientCode must be entered and the SyndeticsEnabled option must be activated before this service can be used.
2.1.7.11.6. SyndeticsEditions
Default: Don't show
Asks: ___ information about other editions of a title from Syndetics on item detail pages on the OPAC
Description:
  • When enabled this option shows information on other editions of a title from Syndetics on the item detail pages of the OPAC. Syndetics is a paid subscription service. The SyndeticsClientCode must be entered and the SyndeticsEnabled option must be activated before this service can be used.
Values:
  • Don't show
  • Show

Important

Requires OPACFRBRizeEditions set to 'show'
2.1.7.11.7. SyndeticsExcerpt
Default: Don't show
Asks: ___ excerpts from of a title from Syndetics on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • This preference allows Syndetics to display excerpts given to them from selected publishers. The excerpts are available from prominently reviewed new titles, both fiction and non-fiction. The excerpts include poems, essays, recipes, forwards and prefaces. Automatic links provided by the ISBNs within local MARC records are required to integrate Syndetics secured, high-speed Internet servers to the library OPACs. For more information see (http://www.bowker.com/syndetics/).
2.1.7.11.8. SyndeticsReviews
Default: Don't show
Asks: ___ reviews of a title from Syndetics on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • Syndetics Reviews is an accumulation of book reviews available from a variety of journals and serials. The reviews page displays colored images of reviewed books dust jackets, partnered with the names of the journal or serial providing the review. Clicking on an icon opens a window revealing the book title, author's name, book cover icon and the critic's opinion of the book. Automatic links provided by the ISBNs within local MARC records are required to integrate Syndetics secured, high-speed Internet servers to the library OPACs. For more information see (http://www.bowker.com/syndetics/).
2.1.7.11.9. SyndeticsSeries
Default: Don't show
Asks: ___ information on other books in a title's series from Syndetics on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • Each fiction title within a series is linked to the complete series record. The record displays each title in reading order and also displays the publication order, if different. Alternate series titles are also displayed. Automatic links provided by the ISBNs within local MARC records are required to integrate Syndetics secured, high- speed Internet servers to the library OPACs. For more information see (http://www.bowker.com/syndetics/).
2.1.7.11.10. SyndeticsSummary
Default: Don't show
Asks: ___ a summary of a title from Syndetics on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • Providing more than 5.6 million summaries and annotations derived from book jackets, edited publisher copy, or independently written annotations from Book News, Inc. Covering fiction and non-fiction, this summaries option provides annotations on both trade and scholarly titles. For more information see (http://www.bowker.com/syndetics/).
2.1.7.11.11. SyndeticsTOC
Default: Don't show
Asks: ___ the table of contents of a title from Syndetics on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • This preference allows staff and patrons to review the Table of Contents from a wide variety of publications from popular self-help books to conference proceedings. Specific Information access is the main purpose for this option, allowing patrons guidance to their preferred section of the book. Special arrangements with selected book services is used to obtain the table of contents for new publications each year. Automatic links provided by the ISBNs within local MARC records are required to integrate Syndetics secured, high-speed Internet servers to the library OPACs. For more information see (http://www.bowker.com/syndetics/).

2.1.7.12. Tagging

2.1.7.12.1. TagsEnabled
Default: Allow
Asks: ___ patrons and staff to put tags on items.
Values:
  • Allow
  • Don't allow
Description:
  • Set to 'Allow' enable tagging. A tag is metadata, a word added to identify an item. Tags allow patrons to classify materials on their own. TagsEnabled is the main switch that permits the tagging features. TagsEnable must be set to 'Allow' to allow for other tagging features.
2.1.7.12.2. TagsModeration
Default: Don't require
Asks: ___ that tags submitted by patrons be reviewed by a staff member before being shown.
Values:
  • Don't require
  • Require
Description:
  • When set to 'Require,' all tags to be first filtered by the tag moderator. Only approved tags will be visible to patrons. When set to 'Don't require' tags will bypass the tag moderator and patrons' tags to be immediately visible. When this preference is enabled the moderator, a staff member, would approve the tag in the Staff Client. The moderator will have the option to approve or reject each pending tag suggestion.
When moderation is required all tags go through the tag moderation tool before becoming visible.
  • Get there: More > Tools > Tags
2.1.7.12.3. TagsShowOnList
Default: 6
Asks: Show ___ tags on search results on the OPAC.

Note

Set the value to 0 (zero) to turn this feature off.
2.1.7.12.4. TagsInputOnList
Default: Allow
Asks: ___ patrons to input tags on search results on the OPAC.
Values:
  • Allow
  • Don't allow
2.1.7.12.5. TagsShowOnDetail
Default: 10
Asks: Show ___ tags on item detail pages on the OPAC.

Note

Set the value to 0 (zero) to turn this feature off.
2.1.7.12.6. TagsInputOnDetail
Default: Allow
Asks: ___ patrons to input tags on item detail pages on the OPAC.
Values:
  • Allow
  • Don't allow
2.1.7.12.7. TagsExternalDictionary
Asks: Allow tags in the dictionary of the ispell executable ___ on the server to be approved without moderation.
Description:
  • The dictionary includes a list of accepted and rejected tags. The accepted list includes all the tags that have been pre-allowed. The rejected list includes tags that are not allowed. This preference identifies the "accepted" dictionary used. Ispell is an open source dictionary which can be used as a list of accepted terms. Since the dictionary allows for accurately spelled obscenities, the libraries policy may dictate that modifications are made to the Ispell dictionary if this preference is use. For more information about Ispell http://www.gnu.org/software/ispell/ispell.html. Enter the path on your server to a local ispell executable, used to set $Lingua::Ispell::path.

2.1.8. I18N/L10N

These preferences control your Internationalization and Localization settings.
Get there: More > Administration > Global System Preferences > I18N/L10N

2.1.8.1. CalendarFirstDayOfWeek

Default: Sunday
Asks: Use ___ as the first day of week in the calendar.
Values:
  • Monday
  • Sunday
Description:
  • Using this preference you can control what day shows as the first day of the week in the calendar pop ups throughout Koha and on the Calendar tool. If you change this preference and don't see a change in your browser try clearing your cache since it makes changes to the Javascript on these pages.

2.1.8.2. dateformat

Default: mm/dd/yyyy
Asks: Format dates like ___
Values:
  • dd/mm/yyyy
  • mm/dd/yyyy
  • yyyy/mm/dd
Description:
  • This preference controls how the date is displayed. The options are the United States method, mm/dd/yyyy (04/24/2010), the metric method, dd/mm/yyyy (24/04/2010) or ISO, which is the International Standard of Organization, yyyy/mm/dd (2010/04/24). The International Standard of Organization would primarily be used by libraries with locations in multiple nations that may use different date formats, to have a single display type, or if the library would be in a region that does not use the United States or metric method. More information regarding the ISO date format can be found at http://www.iso.org/iso/iso_catalogue.htm.

2.1.8.3. language

Default: English
Asks: Enable the following languages on the staff interface
Values:
  • English
To install additional languages you need to run misc/translation/install-code.pl. For example, to install French you would run the following command install-code.pl fr-FR to make the templates, once they exist and are in the right place then they will show up as an option in this preference.

2.1.8.4. opaclanguages

Default: English
Asks: Enable the following languages on the OPAC
Values:
  • English
To install additional languages you need to run misc/translation/install-code.pl. For example, to install French you would run the following command install-code.pl fr-FR to make the templates, once they exist and are in the right place then they will show up as an option in this preference.

2.1.8.5. opaclanguagesdisplay

Default: Don't allow
Asks: ___ patrons to select their language on the OPAC.
Values:
  • Allow
  • Don't allow

2.1.9. Local Use

These preferences are defined locally.
Get there: More > Administration > Global System Preferences > Local Use

Note

Sometimes preferences which are either new or outdated will appear in this tab, if you didn't add any preferences to this tab then it's best to ignore preferences listed here.

2.1.10. Logs

Logs keep track of transaction on the system. You can decide which actions you want to log and which you don't using these preferences.
Get there: More > Administration > Global System Preferences > Logs

2.1.10.1. AuthoritiesLog

Default: Don't log
Asks: ___ changes to authority records.
Values:
  • Don't log
  • Log

2.1.10.2. BorrowersLog

Default: Log
Asks: ___ changes to patron records.
Values:
  • Don't log
  • Log

2.1.10.3. CataloguingLog

Default: Don't log
Asks: ___ any changes to bibliographic or item records.
Values:
  • Don't log
  • Log

Important

Since this occurs whenever a book is cataloged, edited, or checked in or out it can be very resource intensive - slowing down your system.

2.1.10.4. FinesLog

Default: Log
Asks: ___ when overdue fines are charged or automatically forgiven.
Values:
  • Don't log
  • Log

2.1.10.5. IssueLog

Default: Log
Asks: ___ when items are checked out.
Values:
  • Don't log
  • Log

2.1.10.6. LetterLog

Default: Log
Asks: ___ when an automatic claim notice is sent.
Values:
  • Don't log
  • Log

Note

This log tracks all notices that go to patrons including the overdue notices.

2.1.10.7. ReturnLog

Default: Log
Asks: ___ when items are returned.
Values:
  • Don't log
  • Log

2.1.10.8. SubscriptionLog

Default: Log
Asks: ___ when serials are added, deleted or changed.
Values:
  • Don't log
  • Log

2.1.11. OPAC

Get there: More > Administration > Global System Preferences > OPAC

2.1.11.1. Appearance

These preferences control how things appear in the OPAC.
2.1.11.1.1. AuthorisedValueImages
Default: Don't show
Asks: ___ images for authorized values (such as lost statuses and locations) in search results and item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Get there: More > Administration > Authorized Values
2.1.11.1.2. BiblioDefaultView
Default: in simple form
Asks: By default, show bib records ___
Values:
  • as specified in the ISBD template.
    • See ISBD preference for more information
  • in simple form.
  • in their MARC format.
Description:
  • This preference determines the level of bibliographic detail that the patron will see on the OPAC detail page. The simple form displays the graphical interface; MARC format displays the MARC21 cataloging view; ISBD displays the ISBD (International Standard Bibliographic Description, AACR2) view.
2.1.11.1.3. COinSinOPACResults
Default: Include
Asks: ___ COinS / OpenURL / Z39.88 in OPAC search results.
Values:
  • Don't include
    • If you choose not to include COinS on the search results, it will still be loaded on the individual bibliographic records.
  • Include
    • Enabling this feature will slow OPAC search response times.
Description:
  • COinS stands for ContextObjects in Spans. COinS is a method to embed bibliographic metadata in the HTML code of web pages. This allows bibliographic software to publish machine-readable bibliographic items and client reference management software (such as Zotero) to retrieve bibliographic metadata. The metadata can also be sent to an OpenURL resolver. This allows, for instance, searching for a copy of a book in one's own library.
2.1.11.1.4. DisplayOPACiconsXSLT
Default: Don't show
Asks: On pages displayed with XSLT stylesheets on the OPAC, ___ icons for itemtype and authorized values.

Important

OPACXSLTResultsDisplay and/or OPACXSLTDetailsDisplay must be set to use an XSLT stylesheet for this to show (default or custom)
Values:
  • Don't show
  • Show

Note

See the XSLT Icon Guide for more information on these icons.
2.1.11.1.5. hidelostitems
Default: Don't show
Asks: ___ lost items on search and detail pages.
Description:
  • Items that are marked lost by the library can either be shown or not shown on the OPAC. By setting the value to "Don't show," the lost item is not shown on the OPAC. By setting the value "Show," the lost item is shown on the OPAC for patrons to view with a status of 'lost.'
Values:
  • Don't show
  • Show
2.1.11.1.6. LibraryName
Asks: Show ___ as the name of the library on the OPAC.

Note

This value will appear in the title bar of the browser

Note

Edit 'opacheader' if you'd like to add a library name above your search box on the OPAC
2.1.11.1.7. OpacAddMastheadLibraryPulldown
Default: Don't add
Asks: ___ a library select pulldown menu on the OPAC masthead.
Values:
  • Add
  • Don't Add
2.1.11.1.8. OPACBaseURL
Asks: The OPAC is located at http:// ___
Description:
  • This preference is looking for the URL of your public catalog (OPAC). Once it is filled in Koha will use it to generate permanent links in your RSS feeds, for your social network share buttons and in your staff client when generating links to bib records in the OPAC.

Important

Do not include a trailing slash in the URL this will break links created using this URL. (example: www.google.com not www.google.com/)

Important

This must be filled in with the URL of your public catalog for RSS, unAPI, and search plugins to work.

Important

This must be filled in with the URL of your public catalog to show 'OPAC View' links from bib records in the staff client:
2.1.11.1.9. opaccolorstylesheet
Asks: Include the additional CSS stylesheet ___ to override specified settings from the default stylesheet.
Description:
  • The preference can look for stylesheets in the template directory for your OPAC language, for instance: /koha-tmpl/opac-tmpl/prog/en/css. If you upload a custom file, opac-mystyles.css to this directory, you can specify it by entering opac-mystyles.css in your opaccolorstylesheet system preference. This adds your custom stylesheet as a linked stylesheet alongside the OPAC's default CSS files. This method is preferable because linked stylesheets are cached by the user's browser, meaning upon repeat visits to your site the user's browser will not have to re-download the stylesheet, instead using the copy in the browser's cache.
  • If you would rather, you can upload your CSS to another server and enter the full URL pointing to it's location remember to begin the URL with http://

Note

Leave this field blank to disable it

Note

This file will add a linked CSS, not replace the existing default CSS.

Important

If using the CCSR theme, this preference must be set to color.css and any user generated CSS must be appended to the default color.css file.
2.1.11.1.10. opaccredits
Asks: Include the following HTML in the footer of all pages in the OPAC:

Note

Click the 'Click to edit; link to enter HTML to appear at the bottom of every page in the OPAC
Description:
  • This setting is for credits that will appear at the bottom of your OPAC pages. Credits traditionally encompass copyright information, last date updated, hyperlinks or other information represented in an HTML format. This is static information and any updates must be entered manually.
Learn more in the OPAC Editable Regions section.
2.1.11.1.11. OPACDisplay856uAsImage
Default: Neither details or results page
Asks: Display the URI in the 856u field as an image on: ___
Values:
  • Both results and details pages
    • Important

      Not implemented yet
  • Detail page only
  • Neither details or results page
  • Results page only
    • Important

      Not yet implemented
Description:
  • In addition to this option being set, the corresponding XSLT option must be turned on. Also, the corresponding 856q field must have a valid MIME image extension (e.g., "jpg") or MIME image type (i.e. starting with "image/"), or the generic indicator "img" entered in the field. When all of the requirements are met, an image file will be displayed instead of the standard link text. Clicking on the image will open it in the same way as clicking on the link text. When you click on the image it should open to full size, in the current window or in a new window depending on the value in the system pref OPACURLOpenInNewWindow.
2.1.11.1.12. OpacExportOptions
Default: bibtex|dc|marcxml|marc8|utf8|marcstd|mods|ris
Asks: List export options that should be available from OPAC detail page separated by |: ___
Description:
  • In the OPAC on the right of each bib record there is a menu that allows for saving the record in various formats. This patch will allow you to define which options are in the pull down menu. Available options are: BIBTEX (bibtex), Dublin Core (dc), MARCXML (marcxml), MARC-8 encoded MARC (marc8), Unicode/UTF-8 encoded MARC (utf8), Unicode/UTF-8 encoded MARC without local use -9xx, x9x, xx9- fields and subfields (marcstd), MODS (mods), and RIS (ris).
2.1.11.1.13. OpacFavicon
Asks: Use the image at ___ for the OPAC's favicon.

Important

This should be a complete URL, starting with http://

Note

Turn your logo into a favicon with the Favicon Generator.
Description:
  • The favicon is the little icon that appears next to the URL in the address bar in most browsers. The default value for this field (if left blank) is the small 'K' in the Koha logo.
2.1.11.1.14. opacheader
Asks: Include the following HTML in the header of all pages in the OPAC

Note

This value will appear above the main content of your page

Note

Edit 'LibraryName' if you'd like to edit the contents of the <title> tag
Learn more in the OPAC Editable Regions section.
2.1.11.1.15. OpacHighlightedWords
Default: Don't highlight
Asks: ___ words the patron searched for in their search results.
Values:
  • Don't highlight
  • Highlight
2.1.11.1.16. OpacKohaUrl
Default: Don't show
Values:
  • Don't show
  • Show
Description:
  • When this preference is set to 'Show' text will appear in the bottom right of the OPAC footer stating 'Powered by Koha' and linking to the official Koha website.
2.1.11.1.17. opaclayoutstylesheet
Default: opac.css
Asks: Use the CSS stylesheet /css/ ___ on all pages in the OPAC, instead of the default
Description:
  • This setting's function is to point to the *.css file used to define the OPAC layout. A *.css file is a cascading stylesheet which is used in conjunction with HTML to set how the HTML page is formatted and will look on the OPAC. There are two stylesheets that come with the system; opac.css and opac2.css. A custom stylesheet may also be used. The stylesheets listed in the opaclayoutstylesheet preference are held on the Koha server.

Note

Leave this field blank to disable it and let Koha use the default file instead

Important

Using a custom value in this preference causes Koha to completely ignore the default layout stylesheet.
2.1.11.1.18. OpacMaintenance
Default: Don't show
Asks: ___ a warning that the OPAC is under maintenance, instead of the OPAC itself.

Note

this shows the same warning as when the database needs to be upgraded, but unconditionally.
Description:
  • This preference allows the system administrator to turn off the OPAC during maintenance and display a message to users. When this preference is switched to "Show" the OPAC is not usable. The text of this message is not editable at this time.
Values:
  • Don't show
  • Show
    • When this preference is set to show the maintenance message the ability to search the OPAC is disabled and a message appears
2.1.11.1.19. OpacMainUserBlock
Default: Welcome to Koha... <hr>
Asks: Show the following HTML in its own column on the main page of the OPAC
Description:
  • HTML entered in this field will appear in the center of the main page of your OPAC
Learn more in the OPAC Editable Regions section.
2.1.11.1.20. OpacMainUserBlockMobile
Asks: Show the following HTML in its own column on the main page of the OPAC (mobile version)
Description:
  • This content will display below the search boxes when viewing the OPAC on a mobile device as long as the theme you're using has a mobile version.
2.1.11.1.21. OPACMobileUserCSS
Asks: Include the following CSS for the mobile view on all pages in the OPAC
Description:
  • This CSS will be used when your OPAC is viewed on a mobile device as long as the theme you're using has a mobile version.
2.1.11.1.22. OPACMySummaryHTML
Asks: Include a "Links" column on the "my summary" tab when a user is logged in to the OPAC, with the following HTML (leave blank to disable).
Description:
  • In this preference you can enter HTML that will appear on the 'Checked Out' tab on the 'My Summary' section when logged in to the OPAC. The placeholders {BIBLIONUMBER}, {TITLE}, {ISBN} and {AUTHOR} will be replaced with information from the displayed record. This can be used to enter in 'share' links for social networks or generate searches against other library catalogs.
Sample Data:
<p><a href="http://www.facebook.com/sharer.php?u=http://YOUROPAC.ORG/cgi-bin/koha/opac-detail.pl?biblionumber={BIBLIONUMBER}">Share on Facebook</a>
<br />TITLE: {TITLE}
<br />AUTHOR: {AUTHOR}
<br />ISBN: {ISBN}
<br />BIBLIONUMBER: {BIBLIONUMBER}</p>
2.1.11.1.23. OpacNav
Default: Important links here.
Asks: Show the following HTML on the left hand column of the main page and patron account on the OPAC (generally navigation links)
Learn more in the OPAC Editable Regions section.
2.1.11.1.24. OpacNavBottom
Asks: Show the following HTML on the left hand column of the main page and patron account on the OPAC, after OpacNav, and before patron account links if available:
Description: When a patron is logged in to their account they see a series of tabs to access their account information. OpacNav appears above this list of tabs and OpacNavBottom will appear below them. When not on the patron account pages the HTML in OpacNavBottom will just appear right below OpacNav.
2.1.11.1.25. OpacNavRight
Asks: Show the following HTML in the right hand column of the main page under the main login form.
Description: HTML entered in this preference will appear on the right hand side of the OPAC under the log in form. If the log in form is not visible this content will move up on the right column.
2.1.11.1.26. OPACNoResultsFound
No Default
Asks: Display this HTML when no results are found for a search in the OPAC
This HTML will display below the existing notice that no results were found for your search.
2.1.11.1.27. OpacPublic
Default: Enable
Asks: ___ Koha OPAC as public. Private OPAC requires authentication before accessing the OPAC.
Values:
  • Don't enable
  • Enable
Description:
  • This preference determines if your OPAC is accessible and searchable by anyone or only by members of the library. If set to 'Don't enable' only members who are logged into the OPAC can search. Most libraries will leave this setting at its default of 'Enable' to allow their OPAC to be searched by anyone and only require login for access to personalized content.
2.1.11.1.28. OPACResultsSidebar
Asks: Include the following HTML under the facets in OPAC search results
Description:
  • The HTML entered in this preference will appear on the search results pages below the list of facets on the left side of the screen.
2.1.11.1.29. OPACSearchForTitleIn
Default: <li><a href="http://worldcat.org/search?q={TITLE}" target="_blank">Other Libraries (WorldCat)</a></li> <li><a href="http://www.scholar.google.com/scholar?q={TITLE}" target="_blank">Other Databases (Google Scholar)</a></li> <li><a href="http://www.bookfinder.com/search/?author={AUTHOR}&title={TITLE}&st=xl&ac=qr" target="_blank">Online Stores (Bookfinder.com)</a></li>
Asks: Include a "More Searches" box on the detail pages of items on the OPAC, with the following HTML (leave blank to disable)

Note

The placeholders {BIBLIONUMBER}, {CONTROLNUMBER}, {TITLE}, {ISBN}, {ISSN} and {AUTHOR} will be replaced with information from the displayed record.

Note

You can use this field to add social networking share links by using code similar to this
</ul></div></div><div class="detailtagcell">
<script
src="http://connect.facebook.net/en_US/all.js#xfbml=1"></script><fb:like
href="http://opac.mylibrary.tld/bib/{BIBLIONUMBER}" show_faces="true"
width="450" font=""></fb:like>
<div><a href="http://twitter.com/share" class="twitter-share-button"
data-url="http://opac.mylibrary.tld/bib/{BIBLIONUMBER}" data-text="I'm reading
this" data-count="horizontal">Tweet</a><script type="text/javascript"
src="http://platform.twitter.com/widgets.js"></script></div></div><div><div><ul>
The starting </ul> is necessary to break out of the 'Search for this Title In' pull down menu
2.1.11.1.30. OPACShowBarcode
Default: Don't show
Asks: ___ the item's barcode on the holdings tab.
Values:
  • Don't show
  • Show
Description:
  • This preference allows you to control whether patrons can see items' barcodes in the OPAC.
2.1.11.1.31. OPACShowCheckoutName
Default: Don't show
Asks: ___ the name of the patron that has an item checked out on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • This preference allows all patrons to see who has the item checked out if it is checked out. In small corporate libraries (where the OPAC is behind a firewall and not publicly available) this can be helpful so coworkers can just contact the patron with the book themselves. In larger public and academic libraries setting this to 'Show' would pose serious privacy issues.
2.1.11.1.32. OpacShowFiltersPulldownMobile
Default: Show
Asks: ___ the search filters pulldown on the mobile version of the OPAC.
Values:
  • Don't show
  • Show
Description:
  • This preference controls whether patrons can choose a search type when viewing the OPAC on mobile devices. If this is set to 'Don't show' then all searches will be keyword searches. This preference assumes that you're using a theme with a mobile version.
2.1.11.1.33. OPACShowHoldQueueDetails
Default: Don't show any hold details
Asks: ___ to patrons in the OPAC.
Values:
  • Don't show any hold details
  • Show holds
  • Show holds and priority level
  • Show priority level
2.1.11.1.34. OpacShowLibrariesPulldownMobile
Default: Show
Asks: ___ the libraries pulldown on the mobile version of the OPAC.
Values:
  • Don't show
  • Show
Description:
  • This preference controls whether the library selector pull down shows when viewing the OPAC on a mobile device as long as the theme you're using has a mobile version.
2.1.11.1.35. OpacShowRecentComments
Default: Don't show
Asks: ___ a link to recent comments in the OPAC masthead.
Values:
  • Don't show
  • Show
Description:
  • If you have chosen to allow comments in your OPAC by setting reviewson to 'Allow' you can include a link to the recent comments under the search box at the top of your OPAC with this preference.
2.1.11.1.36. OPACShowUnusedAuthorities
Default: Show
Asks: ___ unused authorities in the OPAC authority browser.
Values:
  • Do not show
  • Show
Description:
  • When patrons search your authority file via the OPAC they will see all authorities in your system even if you don't have them linked to any bibliographic records. This preference lets you determine what the default behavior is when searching authorities via the OPAC. If you choose 'Do not show' it will only show patrons authority records that are linked to bib records in the search results. Otherwise the system will show all authority records even if they aren't linked to records.
2.1.11.1.37. opacsmallimage
Asks: Use the image at ___ in the OPAC header, instead of the Koha logo. If this image is a different size than the Koha logo, you will need to customize the CSS.
Description:
  • The opacsmallimage system pref is a little tricky to deal with because you really have to tweak some CSS at the same time. The default CSS defines a region just large enough to display the Koha logo, and if your logo doesn't match the Koha logo's dimensions (120 pixels wide by 38 pixels high), it won't display correctly.

Important

This should be a complete URL, starting with http://
2.1.11.1.38. OpacStarRatings
Default: no
Asks: Show star-ratings on ___ pages.
Values:
  • no
  • only details
  • results and details
Description:
  • Star ratings are a way for your patrons to leave ratings without having to leave a full review. Patrons who are not logged in will only be able to see the stars, once logged in patrons can click on the stars on the details page to leave their own rating. Clicking on the stars on the search results will not submit a rating.
2.1.11.1.39. opacthemes
Default: prog
Asks: Use the ___ theme on the OPAC.
Values:
  • ccsr
    This theme comes with a mobile version.
  • prog
    This is the original Koha 3.x theme and does not come with a mobile version.
2.1.11.1.40. OPACURLOpenInNewWindow
Default: don't
Asks: When patrons click on a link to another website from your OPAC (like Amazon or OCLC), ___ open the website in a new window.
Values:
  • do
  • don't
Description:
  • This preference determines if URLs in the OPAC will open in a new window or not. When clicking on a link in the OPAC, a patron does not need to worry about navigating away from their search results.
2.1.11.1.41. OPACUserCSS
Asks: Include the following CSS on all pages in the OPAC
Description:
  • OPACUserCSS allows the administrator to enter styles that will overwrite the OPAC's default CSS as defined in 'opaclayoutstylesheet' or 'opacstylesheet'. Styles may be entered for any of the selectors found in the default style sheet. The default stylesheet will likely be found at http://your_koha_address/opac-tmpl/prog/en/css/opac.css. Unlike opaccolorstylesheet and opaclayoutstylesheet this preference will embed the CSS directly on your OPAC pages.
2.1.11.1.42. opacuserjs
Asks: Include the following JavaScript on all pages in the OPAC
Description:
  • This preference allows the administrator to enter JavaScript or JQuery that will be embedded across all pages of the OPAC. Administrators may use this preference to customize some of the interactive sections of Koha, customizing the text for the login prompts, for example. Sample JQuery scripts used by Koha libraries can be found on the wiki: http://wiki.koha-community.org/wiki/JQuery_Library.
2.1.11.1.43. OPACXSLTDetailsDisplay
Default: default
Asks: Display OPAC details using XSLT stylesheet at ___
Values:
  • leave empty to not use the XSLT stylesheet
    • In previous versions of Koha this was the setting that read 'normally'
  • enter "default" for the default one
  • put a path to define a XSLT file
    • ex: /path/to/koha/and/your/stylesheet.xsl
    • If in a multi-language system you can enter {langcode} in the path to tell Koha to look in the right language folder
      • ex: /home/koha/src/koha-tmpl/opac/prog/{langcode}/xslt/OpacDetail.xsl
      • ex. http://mykohaopac.org/{langcode}/stylesheet.xsl
  • put an URL for an external specific stylesheet
    • ex: http://mykohaopac.org/stylesheet.xsl
Description:
  • XSLT stylesheets allow for the customization of the details shows on the screen when viewing a bib record. This preference will allow you either use the default look that comes with Koha or design your own stylesheet.
2.1.11.1.44. OPACXSLTResultsDisplay
Default: default
Asks: Display OPAC results using XSLT stylesheet at ___
Values:
  • leave empty to not use the XSLT stylesheet
    • In previous versions of Koha this was the setting that read 'normally'
  • enter "default" for the default one
  • put a path to define a XSLT file
    • ex: /path/to/koha/and/your/stylesheet.xsl
    • If in a multi-language system you can enter {langcode} in the path to tell Koha to look in the right language folder
      • ex: /home/koha/src/koha-tmpl/opac/prog/{langcode}/xslt/OpacDetail.xsl
      • ex. http://mykohaopac.org/{langcode}/stylesheet.xsl
  • put an URL for an external specific stylesheet
    • ex: http://mykohaopac.org/stylesheet.xsl
Description:
  • XSLT stylesheets allow for the customization of the details shows on the screen when viewing the search results. This preference will allow you either use the default look that comes with Koha or design your own stylesheet.

2.1.11.2. Features

2.1.11.2.1. numSearchRSSResults
Default: 50
Asks: Display ___ search results in the RSS feed.
Description:
  • By default the RSS feed that is automatically generated for every search results page will list 50 items. This can sometimes be too much for some RSS feed readers and for some people this isn't enough. This preference allows you to adjust this number to show the best number of results for your patrons.
2.1.11.2.2. OpacAuthorities
Default: Allow
Asks: ___ patrons to search your authority records.
Description:
  • This preference displays the link on the OPAC for the authority search (titled 'Browse by Subject'). By setting the preference to "Allow" patrons can use this search link of the OPAC.

Important

While labeled 'Browse' it is important to note that this is in fact an authority search, not an authority browse.
Values:
  • Allow
    • A link labeled 'Browse by Subject' will appear at the top of your OPAC under the search box
  • Don't allow
2.1.11.2.3. opacbookbag
Default: Allow
Asks: ___ patrons to store items in a temporary "Cart" on the OPAC.
Values:
  • Allow
  • Don't allow
Description:
  • This preference allows the user to temporarily save a list of items found on the catalog. By using the Book Bag, or Cart, the user can print out or email a list of items found. The user does not need to be logged in. This list is temporary and will be emptied, or cleared, at the end of the session.
2.1.11.2.4. OpacBrowser

Important

This preference only applies to French systems at this time.
Default: Don't allow
Asks: ___ patrons to browse subject authorities on OPAC
Values:
  • Allow
  • Don't allow

Important

run the Authorities Browser Cron Job to create the browser list
2.1.11.2.5. OpacBrowseResults
Default: enable
Asks: ___ browsing and paging search results from the OPAC detail page.
Values:
  • disable
  • enable
Description:
  • This preference will control the option to return to your results and/or browse them from the detail page in the OPAC.
2.1.11.2.6. OpacCloud

Important

This preference only applies to French systems at this time.
Default: Don't show
Asks: ___ a subject cloud on OPAC
Values:
  • Don't show
  • Show

Important

run the Authorities Browser Cron Job to create the browser list
2.1.11.2.7. OPACFinesTab
Default: Allow
Asks: ___ patrons to access the Fines tab on the My Account page on the OPAC.
Values:
2.1.11.2.8. OpacPasswordChange
Default: Allow
Asks: ___ patrons to change their own password on the OPAC.
Values:

Important

Enabling this will break LDAP authentication.
2.1.11.2.9. OPACPatronDetails
Default: Allow
Asks: ___ patrons to notify the library of changes to their contact information from the OPAC.
Values:
Description:
  • If patrons are allowed to notify the library of changes an email will be sent to the library administration email address with the changes. Lines that start with the field name in all caps are the lines that the patron made changes to.
2.1.11.2.10. OPACpatronimage
Default: Don't show
Asks: ___ patron images on the patron information page in the OPAC.
Values:
  • Don't show
  • Show
Description:
  • If patronimages is set to allow the upload of patron images via the staff client, then setting this preference to 'show' will show the patron what image you have on file for them when they view their personal information on their account in the OPAC.
2.1.11.2.11. OpacTopissue
Default: Don't allow
Asks: ___ patrons to access a list of the most checked out items on the OPAC.
Values:
  • Allow
    • A link to 'Most Popular' will appear at the top of your OPAC
  • Don't allow
Description:
  • This preference allows the administrator to choose to show the "Most Popular" link at the top of the OPAC under the search box. The "Most Popular" page shows the top circulated items in the library, as determined by the number of times a title has been circulated. This allows users to see what titles are popular in their community. It is recommended that you leave this preference set to 'Don't allow' until you have been live on Koha for a couple of months, otherwise the data that it shows will not be an accurate portrayal of what's popular in your library.
2.1.11.2.12. opacuserlogin
Default: Allow
Asks: ___ patrons to log in to their accounts on the OPAC.
Values:
  • Allow
  • Don't allow
    • The OPAC will still be searchable if patrons can't log in, this just disables the patron account access via the OPAC
2.1.11.2.13. QuoteOfTheDay
Default: Disable
Asks: ___ Quote of the Day display on OPAC home page
Values:
  • Disable
  • Enable
Description:
  • This feature will allow you to enter a series of quotes that will then show on the OPAC homepage in random order. To add/edit quotes, visit the Quote of the Day Editor under Tools.
2.1.11.2.14. RequestOnOpac
Default: Allow
Asks: ___ patrons to place holds on items from the OPAC.
Values:
2.1.11.2.15. reviewson
Default: Allow
Asks: ___ patrons to make comments on items on the OPAC.
Values:
  • Allow
    • Patrons comments/reviews all require moderation before they appear in the OPAC
    • opacuserlogin needs to be set to 'Allow'
  • Don't allow
Description:
  • This button allows the patrons to submit comments on books they have read via the OPAC. If this preference is set to "Allow" reviews are first sent to the staff client for staff approval before the review is displayed in the OPAC. The staff member who reviews and approves comments may find the pending comments on the Comments tool. The staff member can then choose to approve or delete the comments.
2.1.11.2.16. ShowReviewer
Default: full name
Asks: Show ___ of commenter with comments in OPAC.
Values:
  • first name
  • first name and last initial
  • full name
  • last name
  • no name
  • username
Description:
  • If you would like to protect your patron's privacy in the OPAC you can choose to hide their names or parts of their names from any of the comments they leave on bib records in your system. reviewson needs to be set to 'Allow' for this to preference to come in to play
2.1.11.2.17. ShowReviewerPhoto
Default: Show
Asks: ___ reviewer's photo beside comments in OPAC.
Values:
  • Hide
  • Show
    • reviewson needs to be set to 'Allow' and ShowReviewer needs to be set to 'Show' for this to preference to come in to play
Description:
  • This system preference allows libraries to show avatars next to patron's comments in the OPAC. These avatars are pulled from the Libravatar library, an open source powered product that allows Internet users to choose a small icon to display next to their name on various different websites. The library has no control over the images the patron chooses to display.
2.1.11.2.18. SocialNetworks
Default: Disable
Asks: ___ social network links in opac detail pages
Values:
  • Disable
  • Enable
Description:
  • This preference will enable a line of social network share buttons below the right hand column on the detail pages of records in the OPAC.

Important

In order for these share buttons to work when clicked you must have filled in your OPACBaseURL preference.
2.1.11.2.19. suggestion
Default: Allow
Asks: ___ patrons to make purchase suggestions on the OPAC.
Values:

2.1.11.3. Policy

2.1.11.3.1. AllowPurchaseSuggestionBranchChoice
Default: Don't allow
Asks: ___ patrons to select branch when making a purchase suggestion
Values:
  • Allow
  • Don't allow
Description:
  • If your library system lets patrons make purchase suggestions for a specific branch you can set this preference to 'Allow' to add a branch selection option to the purchase suggestion form.
2.1.11.3.2. OpacAllowPublicListCreation
Default: Allow
Asks: ___ opac users to create public lists
Values:
  • Allow
  • Don't allow
Description:
  • Public lists are visible to anyone who visits your OPAC. With this preference you can control whether or now patrons are allowed to create these public lists. If this is set to "Don't allow" then only staff will be able to create public lists.

Important

This preference will only be taken in to account if you have virtualshelves set to 'Allow'
2.1.11.3.3. OpacAllowSharingPrivateLists

Important

This feature is not active yet but will be released soon
Default: Don't allow
Asks: ___ opac users to share private lists with other patrons.
Values:
  • Allow
  • Don't allow
Description:
  • This feature will add the option for patrons to share their lists with other patrons.
2.1.11.3.4. OPACFineNoRenewals
Default: 99999
Asks: Only allow patrons to renew their own books on the OPAC if they have less than ___ USD in fines

Note

Leave this field blank to disable

Important

To allow renewals in the OPAC, opacuserlogin needs to be set to 'allow'
2.1.11.3.5. OpacHiddenItems
Asks: Allows to define custom rules for hiding specific items at opac.

Note

See docs/opac/OpacHiddenItems.txt in your Koha install directory for more information
Description:
  • In this field you can enter criteria for items you would like to hide from display in the OPAC. This field takes any combination of item fields (from the items table in the Koha database) for blocking. For example a value of:
    itype: [07, 10]
    location: [STAFF, ISO]
    Will block items with an itype code of 07 or 10 as well as items that have a shelving location of STAFF or ISO.
    In items my items.itype 07 is defined in Item Types Administration as Staff Assigned My items.itype 10 in Item Types is Archival Copy The locations STAFF and ISO are in Authorized Values for category=LOC STAFF means it's assigned to the staff reading room and ISO means it is in the isolation room.
2.1.11.3.6. OPACItemHolds
Default: Allow
Asks: ___ patrons to place holds on specific items in the OPAC.
Values:
  • Allow
    • Patrons can place holds on specific items as well as the next available item.
    • opacuserlogin needs to be set to 'allow'
  • Don't allow
    • If this is disabled, users can only put a hold on the next available item.
2.1.11.3.7. OpacRenewalAllowed
Default: Don't allow
Asks: ___ patrons to renew their own books on the OPAC.
Values:
  • Allow
  • Don't allow
    • Staff will still be able to renew items for patrons via the staff client
Description:
  • This preference allows the administration to choose if patrons can renew their checked out materials via their checked out history in the OPAC. It allows patrons to renew their materials without having to contact the library or having to return to the library.
2.1.11.3.8. OpacRenewalBranch
Default: the branch the item was checked out from
Asks: Use ___ as branchcode to store in the statistics table
Values:
  • NULL
  • 'OPACRenew'
  • the item's home branch
  • the patron's home branch
  • the branch the item was checked out from
Description:
  • This value is used in the statistics table to help with reporting. The statistics table in Koha keeps track of all checkouts and renewals, this preference defines which branch is entered in to the table when a patron renews an item for themselves via the OPAC.
2.1.11.3.9. OPACViewOthersSuggestions
Default: Don't show
Asks: ___ purchase suggestions from other patrons on the OPAC.
Values:
2.1.11.3.10. SearchMyLibraryFirst
Default: Don't limit
Asks: ___ patrons' searches to the library they are registered at.
Values:
  • Don't limit
    • Searching the OPAC will show results from all libraries
    • If you're a one branch system, choose 'Don't limit'
  • Limit
    • Patrons will still be able to search other libraries via the Advanced search page - but will be limited to searches for their library only from the basic search box
    • opacuserlogin needs to be set to 'allow'
2.1.11.3.11. singleBranchMode
Default: Don't allow
Asks: ___ patrons to select their branch on the OPAC.
Values:
Description:
  • This preference is for libraries that have branches but do not want to share their items among other branches within their system. If the preference is set to "Don't allow" then holdings will be shown for all branches within a system. On the "Home" screen of the OPAC users have the choice of narrowing down results by item location. Setting this preference to "Allow" will display only one branch's holdings.

2.1.11.4. Privacy

2.1.11.4.1. AnonSuggestions
Default: Don't allow
Asks: ___ patrons that aren't logged in to make purchase suggestions.

Important

If set to 'Allow', suggestions are connected to the AnonymousPatron
Values:
  • Allow
  • Don't allow
2.1.11.4.2. AnonymousPatron
Default: 0
Asks: Use borrowernumber ___ as the Anonymous Patron (for anonymous suggestions and reading history)

Note

Before setting this preference create a patron to be used for all anonymous suggestions and/or reading history items. This patron can be any type and should be named something to make it clear to you that they're anonymous (ex. Anonymous Patron).
2.1.11.4.3. EnableOpacSearchHistory
Default: Keep
Asks: ___ patron search history in the OPAC.
Values:
  • Don't keep
  • Keep
2.1.11.4.4. OPACPrivacy
Default: Don't allow
Asks: ___ patrons to choose their own privacy settings for their reading history.

Important

This requires opacreadinghistory set to 'Allow' and AnonymousPatron to be set to your anonymous patron's borrowernumber.
Values:
  • Allow
  • Don't allow
2.1.11.4.5. opacreadinghistory
Default: Allow
Asks: ___ patrons to see what books they have checked out in the past.

Important

Enabling this will make it so that patrons can view their circulation history in the OPAC unless you have OPACPrivacy set to 'Allow.'

Important

This data is stored in the system regardless of your choice, unless your patrons have chosen to never have their reading history kept.

2.1.11.5. Shelf Browser

2.1.11.5.1. OPACShelfBrowser
Default: Show
Asks: ___ a shelf browser on item details pages, allowing patrons to see what's near that item on the shelf.
Values:
  • Don't show
  • Show
Description:
  • This preference allows patrons to view what is located on the shelf near the item they looked up. The shelf browser option appears on the details page to the right of each items' call number. Clicking the 'Browse Shelf' link allows for a virtual shelf browsing experience via the OPAC and lets patrons see other books that may relate to their search and items that sit on the shelf near the item they are looking at.

Important

This uses up a fairly large amount of resources on your server, and should be avoided if your collection has a large number of items.
2.1.11.5.2. ShelfBrowserUsesCcode
Default: Don't use
Asks: ___ the item collection code when finding items for the shelf browser.
Values:
  • Don't use
  • Use
Description:
  • If your library uses collection codes then you might want the shelf browser to take into consideration what collection the books belong to when populating the virtual shelf browser.
2.1.11.5.3. ShelfBrowserUsesHomeBranch
Default: Use
Asks: ___ the item home branch when finding items for the shelf browser.
Values:
  • Don't use
  • Use
Description:
  • If you have a multiple branch system you may want to make sure that Koha takes into consideration what branch owns the books when populating the virtual shelf browser for accuracy.
2.1.11.5.4. ShelfBrowserUsesLocation
Default: Use
Asks: ___ the item location when finding items for the shelf browser.
Values:
  • Don't use
  • Use
Description:
  • If your library uses shelving locations then you might want the shelf browser to take into consideration what shelving location the books belong to when populating the virtual shelf browser.

2.1.12. Patrons

Get there: More > Administration > Global System Preferences > Patrons

2.1.12.1. AddPatronLists

Default: specific categories
Asks: List ___ under the new patron menu.
Values:
  • general patron types
  • specific categories

2.1.12.2. AutoEmailOpacUser

Default: Don't send
Asks: ___ an email to newly created patrons with their account details.
Description:
  • AutoEmailOpacUser allows library users to be notified by email of their account details when a new account is opened at the email address specified in the AutoEmailPrimaryAddress preference. The email contains the username and password given to or chosen by the patron when signing up for their account and can be customized by editing the ACCTDETAILS notice.
Values:
  • Don't send
  • Send

2.1.12.3. AutoEmailPrimaryAddress

Default: alternate
Asks: Use ___ patron email address for sending out emails.
Values:
  • alternate
  • first valid
  • home
  • work
Description:
  • If you choose 'first valid' as the value for AutoEmailPrimaryAddress the system will check the email fields in this order: home, work, then alternate. Otherwise the system will use the email address you specify.

2.1.12.4. autoMemberNum

Default: Do
Asks: ___ default the card number field on the patron addition screen to the next available card number
Values:
  • Do
    • If the largest currently used card number is 26345000012941, then this field will default to 26345000012942 for the next patron
  • Don't
Description:
  • This preference determines if the patron's barcode is automatically calculated. This prevents the person setting up the library card account from having to assign a number to the new card. If set to 'Do' the system will calculate a new patron barcode by adding 1 to the maximum barcode already present in the database.

2.1.12.5. BorrowerMandatoryField

Default: surname|cardnumber|barcode
Asks: The following database columns must be filled in on the patron entry screen: ___
Description:
  • This preference enables the system administrator to choose which fields your library would like required for patron accounts. Enter field names separated by | (bar). This ensures that basic information is included in each patron record. If a patron leaves one of the required fields blank an error message will issue and the account will not be created.

Important

Separate columns with |

Note

For help with field names, ask your system administrator or view the database structure associated with the borrowers table.

2.1.12.6. borrowerRelationship

Default: father|mother
Asks: Guarantors can be the following of those they guarantee ___
Description:
  • This preference enables the system administrator to define valid relationships between a guarantor (usually a parent) & a guarantee (usually a child). Defining values for this field does not make the guarantor field required when adding a guarantee type patron. This preference creates a drop down list identifying the relationship of the guarantor to the guarantee. To disable the ability to add children types in Koha you can leave this field blank.

Important

Input multiple choices separated by |

2.1.12.7. BorrowerRenewalPeriodBase

Default: current date
Asks: When renewing borrowers, base the new expiry date on ___
Values:
  • current date.
  • current membership expiry date.
Description:
  • This preference controls what the patron's new expiration date will be when you renew their card. Using the 'current date' will add the subscription period to today's date when calculating the new expiration date. Using 'current membership expiry date' will add the subscription period to the old expiration date for the patron when renewing their account.

2.1.12.8. BorrowersTitles

Default: Mr|Mrs|Miss|Ms
Asks: Borrowers can have the following titles ___
Description:
  • This preference allows the staff to choose the titles that can be assigned to patrons. The choices present as a drop down list when creating a patron record.

Important

Input multiple choices separated by |

2.1.12.9. BorrowerUnwantedField

Asks: The following database columns will not appear on the patron entry screen: ___
Description:
  • This preference enables the system administrator to choose which fields your library doesn't need to see on the patron entry form. Enter field names separated by | (bar).

Important

Separate columns with |

Note

For help with field names, ask your system administrator or view the database structure associated with the borrowers table.

2.1.12.10. checkdigit

Default: Don't
Asks: ___ check and construct borrower card numbers in the Katipo style.
Values:
  • Do
  • Don't

Important

This overrides autoMemberNum if on.

2.1.12.11. EnableBorrowerFiles

Default: Don't
Asks: ___ enable the ability to upload and attach arbitrary files to a borrower record.
Values:
  • Do
  • Don't
Description:
  • When enabled this will add a 'Files' tab to the left of the patron detail page where you can view and upload files to the patron record.

2.1.12.12. EnhancedMessagingPreferences

Default: Allow
Asks: ___ patrons to choose which notices they receive and when they receive them.
Values:
  • Allow
  • Don't allow

Important

This only applies to certain kinds of notices, overdue notices will be sent based on the library's rules, not the patron's choice.
Description:
  • These messages are in addition to the overdue notices that the library sends. The difference between these notices and overdues is that the patron can opt-in and out of these. Setting this preference to 'Allow' will allow patrons to choose to receive any one of the following messages:
    • Item Checkout : A notice that lists all the of the items the patron has just checked out, this is an electronic form of the checkout receipt
    • Item Due : A notice on the day and item is due back at the library
    • Hold Filled : A notice when you have confirmed the hold is waiting for the patron
    • Item Checkin : A notice that lists all the of the items the patron has just checked in
    • Advanced Notice : A notice in advance of the patron's items being due (The patron can choose the number of days in advance)

2.1.12.13. ExtendedPatronAttributes

Default: Enable
Asks: ___ searching, editing and display of custom attributes on patrons.
Values:
  • Don't enable
  • Enable
Description:
  • Patron attributes are library-defined custom fields that can be applied to patron records.

Note

Use custom attributes for fields that the default patron record does not support such as driver's license number or student ID number.

2.1.12.14. intranetreadinghistory

Default: Allow
Asks: ___ staff to access a patron's checkout history

Important

If you have the OPACPrivacy preference set to 'Allow' and the patron has decided to not have their history kept staff will only see currently checked out items.
Values:
  • Allow
  • Don't allow

Important

This data is stored in the system regardless of your choice.

2.1.12.15. MaxFine

Default: 9999
Asks: The late fine for all checkouts will only go up to ___ USD.
Description:
  • This preference controls the default cap on fines accrued by the patron. Leaving this preference blank means that there is no cap on the amount of fines a patron can accrue. If you'd like, single item caps can be specified in the circulation rules matrix.

2.1.12.16. memberofinstitution

Default: Don't
Asks: ___ allow patrons to be linked to institutions
Values:
  • Do
  • Don't

Important

In order to allow this, the library must have Institution patrons to link members to

2.1.12.17. minPasswordLength

Default: 3
Asks: Login passwords for staff and patrons must be at least ___ characters long.

Important

This applies to both the staff login and the patron OPAC login.

2.1.12.18. NotifyBorrowerDeparture

Default: 30
Asks: Show a notice that a patron is about to expire ___ days beforehand.
Description:
  • When the patron attempts to check out materials, a warning will appear in the check out window of the Staff Client telling the librarian that the patrons account is about to expire.

Important

This notice will appear on the patron's record in the staff client.

2.1.12.19. patronimages

Default: Allow
Asks: ___ images to be uploaded and shown for patrons on the staff client.
Values:
  • Allow
  • Don't allow

2.1.12.20. PatronsPerPage

Default: 20
Asks: By default, show ___ results per page in the staff client.
Description:
  • This preference will let you define how many patrons to show on patron search results pages.

2.1.12.21. SMSSendDriver

Asks: Use the SMS::Send:: ___ driver to send SMS messages.
Some examples of values are:
  • SMS::Send::Us::Ipipi
  • SMS::Send::US::TMobile
  • SMS::Send::US::Verizon

Important

Only drivers available as Perl modules will work in this preference, so make sure a Perl module is available before choosing an SMS service.
Once a driver is entered in the preference an option will appear in the staff client and the OPAC on the patron messaging form to choose to receive messages as SMS

Important

You must allow EnhancedMessagingPreferences for this to work.

2.1.12.22. StatisticsFields

Default: location|itype|ccode
Asks: Show the following fields from the items database table as columns on the statistics tab on the patron record: ___

Important

Enter the values separated by bars (|)
Description:
  • This preference lets you set which fields will show on the patron record on the Statistics tab.

2.1.12.23. TalkingTechItivaPhoneNotification

Default: Disable
Asks: ___ patron phone notifications using Talking Tech i-tiva (overdues, predues and holds notices currently supported).
Values:
  • Disable
  • Enable
Description:

Important

Requires that you have EnhancedMessagingPreferences set to Allow to use.

2.1.12.24. uppercasesurnames

Default: Don't
Asks: ___ store and display surnames (last names) in upper case.
Values:
  • Do
  • Don't

2.1.13. Searching

Get there: More > Administration > Global System Preferences > Searching

2.1.13.1. Features

2.1.13.1.1. IncludeSeeFromInSearches
Default: Don't include
Asks: ___ see from (non-preferred form) headings in bibliographic searches.
Values:
  • Don't include
  • Include
Description:
  • When this preference is set to include the search engine indexer will insert see from headings from authority records into bibliographic records when indexing, so that a search on an obsolete term will turn up relevant records. For example when you search for cookery (the old term) you get titles with the heading of cooking (the new term).

Important

You will need to reindex your bibliographic database when changing this preference.
2.1.13.1.2. OpacGroupResults
Default: Don't use
Asks: ___ PazPar2 to group similar results on the OPAC.
Values:
  • Don't use
  • Use

Important

This requires that PazPar2 is set up and running.
2.1.13.1.3. QueryAutoTruncate
Default: automatically
Asks: Perform wildcard searching (where, for example, Har would match Harry and harp) ___ (The * character would be used like so: Har* or *logging.)
Values:
  • automatically
  • only if * is added
Description:
  • This setting allows for searches to be automatically truncated or for additional characters to be added to the end of a search string. When set to "automatically" the search string automatically ends with a wildcard function. For example, a search for the word "invent" with auto truncation enabled will also retrieve results for inventor, invention, inventory, etc. If you don't want this to happen automatically you can still be perform wildcard searches manually by adding an asterisk (*). Typing "invent*" even with auto truncation disabled will retrieve the same inventor, invention, inventory results. Auto truncation bypasses the necessity to type long search strings in their entirety.
2.1.13.1.4. QueryFuzzy
Default: Try
Asks: ___ to match similarly spelled words in a search (for example, a search for flang would also match flange and fang)
Values:
  • Don't try
  • Try
Description:
  • This preference enables "fuzzy" searching, in which the search engine returns results that are similar to, but not exactly matching, the word or words entered by the user. This preference enables the search function to compensate for slightly misspelled names or phrases.

Important

Requires that UseICU set to 'Not using'
2.1.13.1.5. QueryStemming
Default: Try
Asks: ___ to match words of the same base in a search
Values:
  • Don't try
  • Try
    • A search for enabling would also match enable and enabled
Description:
  • This preference enables word stemming. Stemming allows the search function to return multiple versions of the same word, as well as related terms (i.e., both fish and fishing would be returned).
2.1.13.1.6. QueryWeightFields
Default: Enable
Asks: ___ ranking of search results by relevance
Values:
  • Disable
  • Enable
2.1.13.1.7. TraceCompleteSubfields
Default: Force
Asks: ___ subject tracings in the OPAC and Staff Client to search only for complete-subfield matches.
Values:
  • Don't force
    • Searches for subject keywords (example: opac-search.pl?q=su:World%20Wide%20Web)
  • Force
    • Searches for complete subject fields (example: opac-search.pl?q=su,complete-subfield:World%20Wide%20Web)
Description:
  • When TraceCompleteSubfields is set to "force," clicking on links in non-authority controlled subject tracings will only find other records where the entire subfields match. Leaving it at "don't force" does a keyword search of the subject indexes.

Important

This preference assumes that you're using XSLT stylesheets as set in the OPACXSLTDetailsDisplay preference.
2.1.13.1.8. TraceSubjectSubdivisions
Default: Include
Asks: ___ subdivisions for searches generated by clicking on subject tracings.
Values:
  • Don't include
    • Searches for subject keywords (example: opac-search.pl?q=su,complete-subfield:%22Web%20sites%22)
  • Include
    • Searches for complete subject fields (example: opac-search.pl?q=(su,complete-subfield:%22Web%20sites%22)%20and%20(su,complete-subfield:%22Design.%22))
Description:
  • When TraceSubjectSubdivisions is set to "Include," if you click on a subject with subdivisions (subfields other than 'a') they will be searched along with the subject heading (subfield 'a'). To have only the subject heading (subfield 'a') searched, set this preference to "Don't include."

Important

This preference assumes that you're using XSLT stylesheets as set in the OPACXSLTDetailsDisplay preference.
2.1.13.1.9. UseICU
Default: Not using
Asks: ___ ICU Zebra indexing.
Values:
  • Not using
  • Using
Description:
  • ICU is a set of code libraries providing Unicode and Globalization support for software applications. What this means is ICU Zebra indexing is only necessary if you use non-roman characters in your cataloging. If using ICU Zebra indexing you will want to not use QueryFuzzy.

Important

This setting will not affect Zebra indexing, it should only be used to tell Koha that you have activated ICU indexing if you have actually done so, since there is no way for Koha to figure this out on its own.

Important

Talk to your system administrator when changing this preference to make sure that your system is set up properly for this to work.

2.1.13.2. Results Display

2.1.13.2.1. defaultSortField & defaultSortOrder
defaultSortField Default: author
defaultSortOrder Default: ascending
Asks: By default, sort search results in the staff client by ___, ____
Description:
  • These preferences set the default sort field and sort order for searches on the staff side. Regardless of your choice, the other sort options are still available in the drop down list on the advanced search page.
defaultSortField Values:
  • author
  • call number
  • date added
  • date of publication
  • relevance
  • title
  • total number of checkouts
defaultSortOrder Values:
  • ascending
  • descending
  • from A to Z
  • from Z to A
2.1.13.2.2. displayFacetCount
Default: Don't show
Asks: ___ facet counts.
Description:
  • This preference lets you decide if you show how many times a facet is used in your search results in the OPAC and the staff client. The relevance of these numbers highly depends on the value of the maxRecordsForFacets preference. Showing these numbers can potentially effect the performance of your searching, so test your system with different values for this preference to see what works best.
Values:
  • Don't show
  • Show
2.1.13.2.3. FacetLabelTruncationLength
Default: 20
Asks: Truncate facets length to ___ characters, in OPAC/staff interface.
Description:
  • In the OPAC and the staff client your facets are cut off at 20 characters by default. Depending on your layout this may be too many or two few letters, this preference lets you decide what number is best for your library's design.
2.1.13.2.4. maxItemsInSearchResults
Default: 20
Asks: Show up to ___ items per biblio in the search results
Description:
  • This preference will let you set how many results display by default when a search is run on the Staff Client.
2.1.13.2.5. maxRecordsForFacets
Default: 20
Asks: Build facets based on ___ records from the search results.
Description:
  • By default Koha only bases facets on the first page of results (usually 20 results). This preference lets you tell Koha to based the facet descriptions and numbers on any number of search results returned. The higher this number the longer it will take for your search results to return, so test with various different values to find the best balance for your library.
2.1.13.2.6. numSearchResults
Default: 20
Asks: By default, show ___ results per page in the staff client.
2.1.13.2.7. OPACdefaultSortField & OPACdefaultSortOrder
OPACdefaultSortField Default: relevance
OPACdefaultSortOrder Default: ascending
Asks: By default, sort search results in the OPAC by ___, ___
Description:
  • These preferences set the default sort field and sort order for searches on the OPAC. Regardless of your choice, the other sort options are still available in the drop down list on the advanced search page.
OPACdefaultSortField Values:
  • author
  • call number
  • date added
  • date of publication
  • relevance
  • title
  • total number of checkouts
OPACdefaultSortOrder Values:
  • ascending
  • descending
  • from A to Z
  • from Z to A
2.1.13.2.8. OPACItemsResultsDisplay
Default: Don't show
Asks: ___ an item's branch, location and call number in OPAC search results.
Values:
  • Don't show
  • Show
Description:
  • This setting selects the information about an item that will display in the search results page of the OPAC. The results can display the status of an item and/or full details including branch, location, and call number. While the 'Show' option allows for more information to be displayed on the search results page, the information can be overwhelming for large collections with multiple branches.
2.1.13.2.9. OPACnumSearchResults
Default: 20
Asks: By default, show ___ results per page in the OPAC.

2.1.13.3. Search Form

2.1.13.3.1. AdvancedSearchTypes
Default: itemtype
Asks: Show tabs in OPAC and staff-side advanced search for limiting searches on the ___ fields (separate values with |).
Description:
  • On the advanced search page you can choose to allow filters on one or all of the following: Item types (itemtypes), Collection Codes (ccode) and Shelving Location (loc). If you would like to be able to limit searches on item type and shelving location for example you would enter itemtypes|loc in the preference input box. The order of these fields will determine the order of the tabs in the OPAC and staff client advanced search screens. Values within the search type are OR'ed together, while each different search type is AND'ed together in the query limits. The current stored values are supported without any required modification.Each set of advanced search fields are displayed in tabs in both the OPAC and staff client. The first value in the AdvancedSearchTypes syspref is the selected tab; if no values are present, "itemtypes" is used. For non-itemtype values, the value in AdvancedSearchTypes must match the Authorised Value name, and must be indexed with 'mc-' prefixing that name.
2.1.13.3.2. expandedSearchOption
Default: don't show
Asks: By default, ___ "More options" on the OPAC and staff advanced search pages.
Values:
  • don't show
  • show

2.1.14. Serials

Get there: More > Administration > Global System Preferences > Serials

2.1.14.1. opacSerialDefaultTab

Default: Subscriptions tab
Asks: Show ___ as default tab for serials in OPAC.
Values:
  • Holdings tab
  • Serial Collection tab

    Important

    Please note that the Serial Collection tab is currently available only for systems using the UNIMARC standard.
  • Subscriptions tab

2.1.14.2. OPACSerialIssueDisplayCount

Default: 3
Asks: Show the ___ previous issues of a serial on the OPAC.
Description:
  • This preference allows the administrator to select the number of recent issues for each serial which appear in the OPAC when the serial is accessed. This is just the default value, patrons can always click to see a full list of serials.

2.1.14.3. RenewSerialAddsSuggestion

Default: Don't add
Asks: ___ a suggestion for a biblio when its attached serial is renewed.
Values:
  • Add
  • Don't add
Description:
  • If set to "Add", this preference will automatically add a serial to the Acquisitions Purchase Suggestions menu when clicking the 'renew' option. If you don't use the Acquisitions module to manage serials purchases it's best to leave this set as 'Don't add.'

2.1.14.4. RoutingListAddReserves

Default: Place
Asks: ___ received serials on hold if they are on a routing list.
Values:
  • Place
  • Don't place

2.1.14.5. RoutingListNote

Asks: Include following note on all routing lists
Description:
  • Text entered in this box will appear below the routing list information.

2.1.14.6. RoutingSerials

Default: Don't add
Asks: ___ received serials to the routing list.
Description:
  • This preference determines if serials routing lists are enabled or disabled for the library. When set to "Add", serials routing is enabled and a serial can be directed through a list of people by identifying who should receive it next. The list of people can be established for each serial to be passed using the Serials module. This preference can be used to ensure each person who needs to see a serial when it arrives at the library will get it. Learn more in the routing list section of this manual.
Values:
  • Add
  • Don't add

2.1.14.7. StaffSerialIssueDisplayCount

Default: 3
Asks: Show the ___ previous issues of a serial on the staff client.
Description:
  • This preference allows the administrator to select the number of recent issues for each serial which appear in the Staff Client when the serial is accessed. This is just the default value, staff members can always click to see a full list of serials.

2.1.14.8. SubscriptionDuplicateDroppedInput

Asks: List of fields which must not be rewritten when a subscription is duplicated (Separated by pipe |) ___
Description:
  • When duplicating a subscription sometimes you don't want all of the fields duplicated, using this preference you can list the fields that you don't want to be duplicated. These field names come from the subscription table in the Koha database. Learn what fields are in that table on the Koha DB Schema site.

2.1.14.9. SubscriptionHistory

Default: full history
Asks: When showing the subscription information for a bibliographic record, preselect ___ view of serial issues.
Values:
  • brief history
  • full history
Description:
  • This preference determines what information appears in the OPAC when the user clicks the More Details option. The 'brief' option displays a one-line summary of the volume and issue numbers of all issues of that serial held by the library. The 'full' option displays a more detailed breakdown of issues per year, including information such as the issue date and the status of each issue.

2.1.15. Staff Client

Get there: More > Administration > Global System Preferences > Staff Client

2.1.15.1. Appearance

2.1.15.1.1. Display856uAsImage
Default: Neither details or results page
Asks: Display the URI in the 856u field as an image on: ___
Values:
  • Both results and details pages
    • Important

      Not implemented yet
  • Detail page only
  • Neither details or results page
  • Results page only
    • Important

      Not yet implemented
Description:
  • In addition to this option being set, the corresponding XSLT option must be turned on. Also, the corresponding 856q field must have a valid MIME image extension (e.g., "jpg") or MIME image type (i.e. starting with "image/"), or the generic indicator "img" entered in the field. When all of the requirements are met, an image file will be displayed instead of the standard link text. Clicking on the image will open it in the same way as clicking on the link text. When you click on the image it should open to full size, in the current window or in a new window depending on the value in the system pref OPACURLOpenInNewWindow.
2.1.15.1.2. intranet_includes
Default: includes
Asks: Use include files from the ___ directory in the template directory, instead of includes/. (Leave blank to disable)
2.1.15.1.3. intranetcolorstylesheet
Asks: Include the stylesheet /intranet-tmpl/prog/en/css/ ___ on all pages in the staff interface.
Description:
  • This preference is used to set the background color and style of the Staff Client. The value is a .css file. The system administrator should determine which file is appropriate.

Important

Leave this field blank to disable.
2.1.15.1.4. IntranetFavicon
Asks: Use the image at ___ for the Staff Client's favicon.

Important

This should be a complete URL, starting with http://

Note

Turn your logo into a favicon with the Favicon Generator.
Description:
  • The favicon is the little icon that appears next to the URL in the address bar in most browsers. The default value for this field (if left blank) is the small 'K' in the Koha logo.
2.1.15.1.5. IntranetmainUserblock
Asks: Show the following HTML in its own column on the main page of the staff client
2.1.15.1.6. IntranetNav
Asks: Show the following HTML in the More menu at the top of each page on the staff client (should be a list of links or blank)
2.1.15.1.7. IntranetSlipPrinterJS
Asks: Use the following JavaScript for printing slips.
Description:
2.1.15.1.8. intranetstylesheet
Asks: Include the stylesheet at ___ on all pages in the staff interface, instead of the default.
Description:
  • The Intranetstylesheet preference is a layout and design feature for the intranet or staff client. To change the stylesheet from the original, place in this preference the file path to the style sheet - include the entire url starting with http://. This preference allows a library to customize the appearance of the Staff Client.

Important

This should be a complete URL, starting with http://
2.1.15.1.9. IntranetUserCSS
Asks: Include the following CSS on all pages in the staff client
2.1.15.1.10. intranetuserjs
Asks: Include the following JavaScript on all pages in the staff interface
Description:
  • This preference allows the administrator to enter JavaScript or JQuery that will be embedded across all pages of the Staff Client. Administrators may use this preference to customize some of the interactive sections of Koha, customizing the text for the login prompts, for example. Sample JQuery scripts used by Koha libraries can be found on the wiki: http://wiki.koha-community.org/wiki/JQuery_Library.
2.1.15.1.11. SlipCSS
Asks: Include the stylesheet at ___ on Issue and Reserve Slips.

Important

This should be a complete URL, starting with http://
Description:
  • If you would like to style your receipts or slips with a consistent set of fonts and colors you can use this preference to point Koha to a stylesheet specifically for your slips.
2.1.15.1.12. StaffAuthorisedValueImages
Default: Show
Asks: ___ images for authorized values (such as lost statuses and locations) in search results.
Values:
  • Don't show
  • Show
2.1.15.1.13. staffClientBaseURL
Asks: The staff client is located at http:// ___
2.1.15.1.14. template
Default: prog
Asks: Use the ___ theme on the staff interface.
Values:
  • prog

Important

Do not include a trailing slash in the URL this will break links created using this URL. (example: www.google.com not www.google.com/)
2.1.15.1.15. XSLTDetailsDisplay
Default: default
Asks: Display details in the staff client using XSLT stylesheet at ___
Values:
  • leave empty to not use the XSLT stylesheet
    • In previous versions of Koha this was the setting that read 'normally'
  • enter "default" for the default one
  • put a path to define a XSLT file
    • ex: /path/to/koha/and/your/stylesheet.xsl
    • If in a multi-language system you can enter {langcode} in the path to tell Koha to look in the right language folder
      • ex: /home/koha/src/koha-tmpl/intranet-tmpl/prog/{langcode}/xslt/intranetDetail.xsl
      • ex. http://mykoha.org/{langcode}/stylesheet.xsl
  • put an URL for an external specific stylesheet
    • ex: http://mykoha.org/stylesheet.xsl
Description:
  • XSLT stylesheets allow for the customization of the details shows on the screen when viewing a bib record. This preference will allow you either use the default look that comes with Koha or design your own stylesheet.
2.1.15.1.16. XSLTResultsDisplay
Default: default
Asks: Display results in the staff client using XSLT stylesheet at ___
Values:
  • leave empty to not use the XSLT stylesheet
    • In previous versions of Koha this was the setting that read 'normally'
  • enter "default" for the default one
  • put a path to define a XSLT file
    • ex: /path/to/koha/and/your/stylesheet.xsl
    • If in a multi-language system you can enter {langcode} in the path to tell Koha to look in the right language folder
      • ex: /home/koha/src/koha-tmpl/intranet-tmpl/prog/{langcode}/xslt/intranetDetail.xsl
      • ex. http://mykoha.org/{langcode}/stylesheet.xsl
  • put an URL for an external specific stylesheet
    • ex: http://mykoha.org/stylesheet.xsl
Description:
  • XSLT stylesheets allow for the customization of the details shows on the screen when viewing the search results. This preference will allow you either use the default look that comes with Koha or design your own stylesheet.
2.1.15.1.17. yuipath
Default: included with Koha
Asks: Use the Yahoo UI libraries ___
Values:
  • from Yahoo's servers
    • With this option there is less demand on your servers, but if the Internet goes down there will be issues
  • included with Koha
    • With this option calls are made faster, and they will still work if the Internet goes down
Description:
  • The yuipath preference allows for the user to define a local path or web URL to the Yahoo User Interface Library (http://developer.yahoo.com/yui/2/). This library is a resource of developer tools including JavaScript and style sheets.

2.1.15.2. Options

2.1.15.2.1. HidePatronName
Default: Show
Asks: ___ the names of patrons that have items checked out or on hold on detail pages or the "Place Hold" screen.
Values:
  • Don't show
  • Show
2.1.15.2.2. intranetbookbag
Default: Show
Asks: ___ the cart option in the staff client.
Values:
  • Don't show
  • Show
2.1.15.2.3. viewISBD
Default: Allow
Asks: ___ staff to view records in ISBD form on the staff client.
Values:
  • Allow
  • Don't allow
2.1.15.2.4. viewLabeledMARC
Default: Allow
Asks: ___ staff to view records in labeled MARC form on the staff client.
Values:
  • Allow
  • Don't allow
2.1.15.2.5. viewMARC
Default: Allow
Asks: ___ staff to view records in plain MARC form on the staff client.
Values:
  • Allow
  • Don't allow

2.1.16. Web Services

Get there: More > Administration > Global System Preferences > Web Services

2.1.16.1. ILS-DI

2.1.16.1.1. ILS-DI
Default: Disable
Asks: ___ ILS-DI services for OPAC users
Values:
  • Disable
  • Enable
2.1.16.1.2. ILS-DI:AuthorizedIPs
Asks: ___ allowed IPs to use the ILS-DI services

2.1.16.2. OAI-PMH

2.1.16.2.1. OAI-PMH
Default: Disable
Asks: ___ Koha's OAI-PMH server.
Values:
  • Disable
  • Enable
Description:
  • For the Open Archives Initiative-Protocol for Metadata Harvesting (OAI-PMH) there are two groups of 'participants': Data Providers and Service Providers. Data Providers (open archives, repositories) provide free access to metadata, and may, but do not necessarily, offer free access to full texts or other resources. OAI-PMH provides an easy to implement, low barrier solution for Data Providers. Service Providers use the OAI interfaces of the Data Providers to harvest and store metadata. Note that this means that there are no live search requests to the Data Providers; rather, services are based on the harvested data via OAI-PMH. Koha at present can only act as a Data Provider. It can not harvest from other repositories. The biggest stumbling block to having Koha harvest from other repositories is that MARC is the only metadata format that Koha indexes natively. Visit http://www.oaforum.org/tutorial/english/page3.htm for diagrams of how OAI-PMH works.
Learn more about OAI-PMH at: http://www.openarchives.org/pmh/
2.1.16.2.2. OAI-PMH:archiveID
Default: KOHA-OAI-TEST
Asks: Identify records at this site with the prefix ___ :
2.1.16.2.3. OAI-PMH:AutoUpdateSets
Default: Disable
Asks: ___ automatic update of OAI-PMH sets when a bibliographic record is created or updated.
Values:
  • Disable
  • Enable
2.1.16.2.4. OAI-PMH:ConfFile
If this preference is left empty, Koha's OAI Server operates in normal mode, otherwise it operates in extended mode. In extended mode, it's possible to parameter other formats than marcxml or Dublin Core. OAI-PMH:ConfFile specify a YAML configuration file which list available metadata formats and XSL file used to create them from marcxml records.
For more information, see the sample conf file in the appendix.
2.1.16.2.5. OAI-PMH:MaxCount
Default: 50
Asks: Only return ___ records at a time in response to a ListRecords or ListIdentifiers query.
Description:
  • This is the maximum number of records that would be returned based on ListRecord or ListIdentifier queries from harvesters. ListRecords harvest the entire records while the ListIdentifier is an abbreviated form of ListRecords, retrieving only headers rather than records.

2.1.16.3. Reporting

2.1.16.3.1. SvcMaxReportRows
Default: 10
Asks: Only return ___ rows of a report requested via the reports web service.
Description:
  • This value will be used to limit the number of results returned by public reports.

2.2. Basic Parameters

Get there: More > Administration

Important

Configure all 'parameters' in the order they appear.

2.2.1. Libraries & Groups

When setting up your Koha system you will want to add information for every library that will be sharing your system. This data is used in several areas of Koha.
  • Get there: More > Administration > Basic Parameters > Libraries and Groups
When visiting this page you are presented with a list of the libraries and groups that have already been added to the system.

2.2.1.1. Adding a Library

To add a new library:
  • Click 'New Library'
  • The top of the form asks for some basics about the library
    • The library code should not contain any spaces and be 10 or fewer characters. This code will be used as a unique identifier in the database.
    • The name will be displayed on the OPAC wherever the library name displays to the public and should be a name that makes sense to your patrons.
    • If you have groups set up you can choose what group this library belongs to after entering in the code and name
  • Next you can enter basic contact info about the branch
    • The address and contact fields can be used to make notices custom for each library
    • The email address field is not required, but it should be filled for every library in your system
      • Important

        Be sure to enter a library email address to make sure that notices are sent to and from the right address
    • If the URL field is populated then the library name will be linked in the holdings table on the OPAC
    • The OPAC Info box is for you to put information about the library that will appear in the OPAC when the branch name is moused over in the holdings table
    • IP Address does not have be filled in unless you plan on limiting access to your staff client to a specific IP Address
      • Important

        An IP address is required if you have enabled AutoLocation
    • Finally, if you have any notes you can put them here. These will not show in the OPAC

Note

Of the fields listed, only 'Library code' and 'Name' are required

2.2.1.2. Editing/Deleting a Library

You will be unable to delete any library that has patrons or items attached to it.
Each library will have an 'Edit' link to the right of it. Click this link to edit/alter details associated with the library in question.

Important

You will be unable to edit the 'Library code'

2.2.1.3. Adding a group

To add a Search Domain or Library Property Group click the 'New Group' button at the top of the screen
Of the fields on the group form, 'Category code' and 'Name' are the only required fields
2.2.1.3.1. Search Domain Groups
Search Domain Groups allow you to search a group of libraries at the same time instead of searching just one library or all libraries.
To see Search Domain Groups in action visit the staff client advanced search page in your Koha system:
2.2.1.3.2. Library Property Groups
You can assign specific categories to your libraries by adding groups for them
Properties are then applied to libraries via the add or edit library form

2.2.2. Item Types

Koha allows you to organize your collection by item types and collection codes.
  • Get there: More > Administration > Basic Parameters > Item Types
Item types typically refer to the material type (book, cd, dvd, etc), but can be used in any way that works for your library.

2.2.2.1. Adding Item Types

To add a new item type, simply click the 'New Item Type' button at the top of the Item Types page.
  • In the 'Item Type' field, enter a short code for your item type
  • The description is the plain text definition of the item type
  • You can choose to have an image associated with your item type
    • You can choose from a series of image collections
    • You can link to a remote image
    • Or you can just have no image associated with the item type
    • Important

      To have your item type images appear in the OPAC you need to set noItemTypeImages to 'Show'
      • Get there: More > Administration > Global System Preferences > Admin
  • For items that do not circulate, check the 'Not for loan' options
    • Items marked 'Not for loan' will appear in the catalog, but cannot be checked out to patrons
  • For items that you charge a rental fee for, enter the total fee you charge in the 'Rental charge' field
    • Important

      Do not enter symbols in this field, only numbers and decimal points (ex. $5.00 should be entered as 5 or 5.00)
    • This will charge the patron on checkout
  • When finished, click 'Save Changes'
    • Note

      All fields, with the exception of the 'Item Type' will be editable from the Item Types list
  • Your new item type will now appear on the list

2.2.2.2. Editing Item Types

Each item type has an Edit button beside it. To edit an item simply click the 'Edit' link.

Important

You will not be able to edit the code you assigned as the 'Item Type' but you will be able to edit the description for the item.

2.2.2.3. Deleting Item Types

Each item has a Delete button beside it. To delete an item, simply click the 'Delete' link.

Important

You will not be able to delete item types that are being used by items within your system.

2.2.3. Authorized Values

Authorized values can be used in several areas of Koha. One reason you would add an authorized value category would be to control the values that can be entered into MARC fields by catalogers.
  • Get there: More > Administration > Basic Parameters > Authorized Values

2.2.3.1. Existing Values

Koha installs with pre-defined values that your library is likely to use, for instance 'Lost'.
  • Asort1
    • Used for acquisitions statistical purposes
  • Asort2
    • Used for acquisitions statistical purposes
  • BOR_NOTES
    • Values for custom patron messages that appear on the circulation screen and the OPAC. The value in the Description field should be the message text and is limited to 200 characters.
  • Bsort1
    • Values that can be entered to fill in the patron's sort 1 field
  • Bsort2
    • Values that can be entered to fill in the patron's sort 2 field
  • CART
  • CCODE
    • Collection codes (appears when cataloging and working with items)
  • DAMAGED
    • Descriptions for items marked as damaged (appears when cataloging and working with items)
  • HINGS_AS
    • General Holdings: Acquisition Status Designator :: This data element specifies acquisition status for the unit at the time of the holdings report.a
  • HINGS_C
    • General Holdings: Completeness Designator
  • HINGS_PF
    • Physical Form Designators
  • HINGS_RD
    • General Holdings: Retention Designator :: This data element specifies the retention policy for the unit at the time of the holdings report.
  • HINGS_UT
    • General Holdings: Type of Unit Designator
  • LOC
    • Shelving location (usually appears when adding or editing an item)
  • LOST
    • Descriptions for the items marked as lost (appears when adding or editing an item)
    • Important

      Values given to lost statuses should be numeric and not alphabetical in order for statuses to appear properly
  • MANUAL_INV
    • Values for manual invoicing types
    • Important

      The value set as the Authorized Value for the MANUAL_INV authorized value category will appear as the Description and the Authorized Value Description will be used as the amount. Enter monetary amounts in the description without currency symbols.
  • NOT_LOAN
    • Reasons why a title is not for loan
    • Important

      Values given to lost statuses should be numeric and not alphabetical in order for statuses to appear properly
    • Note

      Negative number values will still allow holds (use for on order statuses for example) where as positive numbers will not allow holds or checkouts
  • PROC
  • REPORT_GROUP
    • A way to sort and filter your reports, the default values in this category include the Koha modules (Accounts, Acquitisions, Catalog, Circulation, Patrons)
  • REPORT_SUBGROUP
    • Can be used to further sort and filter your reports. This category is empty by default. Values here need to include the authorized value code from REPORT_GROUP in the Description (OPAC) field to link the subgroup to the appropriate group.
  • RESTRICTED
    • Restricted status of an item
  • SUGGEST
    • List of patron suggestion reject or accept reasons (appears when managing suggestions)
  • WITHDRAWN
    • Description of a withdrawn item (appears when adding or editing an item)
  • YES_NO
    • A generic authorized value field that can be used anywhere you need a simple yes/no pull down menu.

2.2.3.2. Add new Authorized Value Category

In addition to the existing categories that come by default with Koha, librarians can add their own authorized value categories to control data that is entered into the system. To add a new category:
  • Click 'New Category'
  • Limit your Category to 10 characters (something short to make it clear what the category is for)
    • Important

      Category cannot have spaces or special characters other than underscores and hyphens in it.
  • When adding a new category you're asked to create at least one authorized value
    • Enter a code for your Authorized Value into the 'Authorized value' field
      • Important

        Authorized value is limited to 80 characters and cannot have spaces or special characters other than underscores and hyphens in it.
    • Use the Description field for the actual value that will be displayed. If you want something different to show in the OPAC, enter a 'Description (OPAC)'
    • If you have StaffAuthorisedValueImages and/or AuthorisedValueImages set to show images for authorized values you can choose the image under 'Choose an icon'
  • Click 'Save'
  • Your new category and value will appear on the list of Authorized Values

2.2.3.3. Add new Authorized Value

New authorized values can be added to any existing or new category. To add a value:
  • Click 'New authorized value for ...'
  • Enter a code for your Authorized Value into the 'Authorized value' field
    • Important

      Authorized value is limited to 80 characters and cannot have spaces or special characters other than underscores and hyphens in it.
  • Use the Description field for the actual value that will be displayed. If you want something different to show in the OPAC, enter a 'Description (OPAC)'
  • If you have StaffAuthorisedValueImages and/or AuthorisedValueImages set to show images for authorized values you can choose the image under 'Choose an icon'
  • Click 'Save'
  • The new value will appear in the list along with existing values

2.3. Patrons & Circulation

Settings for controlling circulation and patron information.

2.3.1. Patron Categories

Patron categories allow you to organize your patrons into different roles, age groups, and patron types.
  • Get there: More > Administration > Patrons & Circulation > Patron Categories
Patrons are assigned to one of six main categories:
  • Adult
    • Most common patron type, usually used for a general 'Patron' category.
  • Child
    • Children patrons can have a guardian to be attached to them.
  • Staff
    • Librarians (and library workers) should be assigned the staff category so that you can set their permissions and give them access to the staff client.
  • Organizational
    • Organizational patrons are organizations. Organizations can be used as guarantors for Professional patrons.
  • Professional
    • Professional patrons can be linked to Organizational patrons
  • Statistical
    • This patron type is used strictly for statistical purposes, such as in house use of items.

2.3.1.1. Adding a patron category

To add a new patron category click 'New Category' at the top of the page
  • The 'Category Code' is an identifier for your new code.
    • Important

      The category code is limited to 10 characters (numbers and letters)
    • Important

      This field is required in order to save your patron category. If left blank you will be presented with an error.
  • Enter a plain text version of the category in the 'Description' field.
    • Important

      This field is required in order to save your patron category. If left blank you will be presented with an error.
  • Enrollment period (in months) should be filled in if you have a limited enrollment period for your patrons (eg. Student cards expire after 9 months or until a specific date)
    • Important

      You cannot enter both a month limit and a date until. Choose to enter either one or the other.
    • Important

      This field is required in order to save your patron category. If left blank you will be presented with an error.
  • Some patron categories can have a minimum age (in years) requirement associated with them, enter this age in the 'Age required'
    • Important

      This value will only be checked if BorrowerMandatoryField defines the dateofbirth as a required field on the patron record
  • Patron categories can also have a maximum age (in years) associated with them (such as children), enter this age in the 'Upperage limit'
    • Important

      This value will only be checked if BorrowerMandatoryField defines the dateofbirth as a required field on the patron record
  • If you charge a membership fee for your patrons (such as those who live in another region) you can enter that in the 'Enrollment fee' field.
    • Important

      Only enter numbers and decimals in this field
  • If you want your patron to receive overdue notices, set the 'Overdue notice required' to 'Yes'
  • You can decide on a patron category basis if lost items are shown in the staff client by making a choice from the 'Lost items in staff client' pull down
    • Important

      Note that this is only applicable in the staff client, so changing this value on patron categories who do not have access to the staff client won't make any difference
  • If you charge patrons for placing holds on items, enter the fee amount in the 'Hold fee' field.
    • Important

      Only enter numbers and decimals in this field
  • In the 'Category type' field choose one of the six main parent categories
    • Important

      This field is required in order to save your patron category. If left blank you will be presented with an error.
  • Finally you can assign advanced messaging preferences by default to a patron category
    • Important

      Requires that you have EnhancedMessagingPreferences enabled
    • These defaults will be applied to new patrons that are added to the system. They will not edit the preferences of the existing patrons. Also, these can be changed for individual patrons, this setting is just a default to make it easier to set up messages for an entire category.
      • Note

        After setting the default for the patron category you can force those changes to all existing patrons by running the borrowers-force-messaging-defaults script found in the misc/maintenance folder. Ask your system administrator for assistance with this script.

2.3.2. Circulation and Fine Rules

These rules define how your items are circulated, how/when fines are calculated and how holds are handled.
  • Get there: More > Administration > Patrons & Circulation > Circulation and fines rules
The rules are applied from most specific to less specific, using the first found in this order:
  • same library, same patron type, same item type
  • same library, same patron type, all item type
  • same library, all patron types, same item type
  • same library, all patron types, all item types
  • all libraries, same patron type, same item type
  • all libraries, same patron type, all item types
  • all libraries, all patron types, same item type
  • all libraries, all patron types, all item types

Note

If you are a single library system choose your branch name before creating rules (sometimes having only rules for the 'all libraries' option can cause issues with holds)

Important

At the very least you will need to set a default circulation rule. This rule should be set for all item types, all libraries and all patron categories. That will catch all instances that do not match a specific rule. When checking out if you do not have a rule for all libraries, all item types and all patron types then you may see patrons getting blocked from placing holds. You will also want a rule for your specific library set for all item types and all patron types to avoid this holds issue. Koha needs to know what rule to fall back on.

2.3.2.1. Default Circulation Rules

Using the issuing rules matrix you can define rules that depend on patron/item type combos. To set your rules, choose a library from the pull down (or 'all libraries' if you want to apply these rules to all branches):
From the matrix you can choose any combination of patron categories and item types to apply the rules to
  • First choose which patron category you'd like the rule to be applied to. If you leave this to 'All' it will apply to all patron categories
  • Choose the 'Item Type' you would like this rule to apply to. If you leave this to 'All' it will apply to all item types
  • Limit the number of items a patron can have checked out at the same time by entering a number in the 'Current Checkouts Allowed' field
  • Define the period of time an item can be checked out to a patron by entering the number of units (days or hours) in the 'Loan Period' box.
  • Choose which unit of time, Days or Hours, that the loan period and fines will be calculate in
  • You can also define a hard due date for a specific patron category and item type. A hard due date ignores your usual circulation rules and makes it so that all items of the type defined are due on, before or after the date you specify.
  • 'Fine Amount' should have the amount you would like to charge for overdue items
    • Important

      Enter only numbers and decimal points (no currency symbols).
  • Enter the 'Fine Charging Interval' in the unit you set (ex. charge fines every 1 day, or every 2 hours)
  • The 'Fine Grace Period' is the period of time an item can be overdue before you start charging fines.
    • Important

      This can only be set for the Day unit, not in Hours
  • The 'Overdue Fines Cap' is the maximum fine for this patron and item combination
    • Important

      If this field is left blank then Koha will not put a limit on the fines this item will accrue. A maximum fine amount can be set using the MaxFine system preference.
  • If your library 'fines' patrons by suspending their account you can enter the number of days their fine should be suspended in the 'Suspension in Days' field
    • Important

      This can only be set for the Day unit, not in Hours
  • Next decide if the patron can renew this item type and if so, enter how many times they can renew it in the 'Renewals Allowed' box
  • If the patron can place holds on this item type, enter the total numbers of items (of this type) that can be put on hold in the 'Holds Allowed' field
  • Finally, if you charge a rental fee for the item type and want to give a specific patron type a discount on that fee, enter the percentage discount (without the % symbol) in the 'Rental Discount' field
When finished, click 'Add' to save your changes. To modify a rule, create a new one with the same patron type and item type. If you would like to delete your rule, simply click the 'Delete' link to the right of the rule.
To save time you can clone rules from one library to another by choosing the clone option above the rules matrix.
After choosing to clone you will be presented with a confirmation message.

2.3.2.2. Default Checkouts and Hold Policy

You can set a default maximum number of checkouts and hold policy that will be used if none is defined below for a particular item type or category.
From this menu you can set a default to apply to all item types and patrons in the library.
  • In 'Total Current Checkouts Allowed' enter the total number of items patrons can have checked out at one time
  • Control where patrons can place holds from using the 'Hold Policy' menu
    • From Any Library: Patrons from any library may put this item on hold. (default if none is defined)
    • From Home Library: Only patrons from the item's home library may put this book on hold.
    • No Holds Allowed: No patron may put this book on hold.
  • Control where the item returns to once it is checked in
    • Item returns home
    • Item returns to issuing branch
    • Item floats
      • When an item floats it stays where it was checked in and does not ever return 'home'
  • Once your policy is set, you can unset it by clicking the 'Unset' link to the right of the rule

2.3.2.3. Checkouts Per Patron

For this library, you can specify the maximum number of loans that a patron of a given category can make, regardless of the item type.

Note

If the total amount loanable for a given patron category is left blank, no limit applies, except possibly for a limit you define for a specific item type.

2.3.2.4. Item Hold Policies

For this library, you can edit rules for given itemtypes, regardless of the patron's category. Currently, this means hold policies.
The various Hold Policies have the following effects:
  • From Any Library: Patrons from any library may put this item on hold. (default if none is defined)
  • From Home Library: Only patrons from the item's home library may put this book on hold.
  • No Holds Allowed: No patron may put this book on hold.

Important

Note that if the system preference AllowHoldPolicyOverride set to 'allow', these policies can be overridden by your circulation staff.

Important

These policies are based on the patron's home branch, not the branch that the reserving staff member is from.
The various Return Policies have the following effects:
  • Item returns home: The item will prompt the librarian to transfer the item to its home library
    • Important

      If the AutomaticItemReturn preference is set to automatically transfer the items home, then a prompt will not appear
  • Item returns to issuing branch: The item will prompt the librarian to transfer the item back to the library where it was checked out
    • Important

      If the AutomaticItemReturn preference is set to automatically transfer the items home, then a prompt will not appear
  • Item floats: The item will not be transferred from the branch it was checked in at, instead it will remain there until transferred manually or checked in at another branch

2.3.3. Patron Attribute Types

Patron attributes can be used to define custom fields to associate with your patron records. In order to enable the use of custom fields you need to set the ExtendedPatronAttributes system preference.
  • Get there: More > Administration > Patrons & Circulation > Patron attribute types
A common use for this field would be for a student ID number or a Driver's license number.

2.3.3.1. Adding Patron Attributes

To add a new Patron Attribute Type, click the 'New Patron Attribute Type' button at the top of the page
  • In the 'Patron attribute type code', enter a short code to identify this field
    • Important

      This field is limited to 10 characters (numbers and letters only)
    • Important

      This setting cannot be changed after an attribute is defined
  • In the 'Description' field, enter a longer (plain text) explanation of what this field will contain
  • Check the box next to 'Repeatable' to let a patron record have multiple values of this attribute.
    • Important

      This setting cannot be changed after an attribute is defined
  • If 'Unique identifier' is checked, the attribute will be a unique identifier which means, if a value is given to a patron record, the same value cannot be given to a different record.
    • Important

      This setting cannot be changed after an attribute is defined
  • Check 'Allow password' to make it possible to associate a password with this attribute.
  • Check 'Display in OPAC' to display this attribute on a patron's details page in the OPAC.
  • Check 'Searchable' to make this attribute searchable in the staff patron search.
  • Check 'Display in check-out' to make this attribute visible in the patron's short detail display on the left of the checkout screen and other patron pages
  • Authorized value category; if one is selected, the patron record input page will only allow values to be chosen from the authorized value list.
    • You will first need to add an authorized value list for it to appear in this menu
    • Important

      an authorized value list is not enforced during batch patron import.
  • If you'd like to only show this attribute on patrons of one type choose that patron type from the 'Category' pull down
  • If you have a lot of attributes it might be handy to group them so that you can easily find them for editing. If you create an Authorized Value for PA_CLASS it will show in the 'Class' pull down and you can then change your attributes page to have sections of attributes
  • Click Save to save your new attribute
Once added your attribute will appear on the list of attributes and also on the patron record add/edit form
If you have set up classes for organizing attributes they will appear that way on the add/edit patron form

2.3.3.2. Editing/Deleting Patron Attributes

Each patron attribute has an edit and a delete link beside it on the list of attributes.
Some fields in the attribute will not be editable once created:
  • Patron attribute type code
  • Repeatable
  • Unique identifier
You will be unable to delete an attribute if it's in use.

2.3.4. Library Transfer Limits

Limit the ability to transfer items between libraries based on the library sending, the library receiving, and the collection code involved.
  • Get there: More > Administration > Patrons & Circulation > Library Transfer Limits
These rules only go into effect if the preference UseBranchTransferLimits is set to 'enforce'.
Before you begin you will want to choose which library you are setting these limits for.
Transfer limits are set based on the collections codes you have applied via the Authorized Value administration area.
Collection codes will appear as tabs above the checkboxes:
Check the boxes for the libraries that you accept checkins from for the item type you have selected at the top (in the example below - FIC)
In the above example, Centerville library will allow patrons to return items from all libraries except Liberty and Franklin to their branch.

2.3.5. Transport cost matrix

The Transport cost matrix lets a library system define relative costs to transport books to one another. In order for the system to use this matrix you must first set the UseTransportCostMatrix preference to 'Use'.

Important

The Transport cost matrix takes precedence in controlling where holds are filled from, if the matrix is not used then Koha checks the StaticHoldsQueueWeight.
Costs are decimal values between some arbitrary maximum value (e.g. 1 or 100) and 0 which is the minimum (no) cost. For example, you could just use the distance between each library in miles as your 'cost', if that would accurately reflect the cost of transferring them. Perhaps post offices would be a better measure. Libraries sharing a post office would have a cost of 1, adjacent post offices would have a cost of 2, etc.
To enter transport costs simply click in the cell you would like to alter, uncheck the 'Disable' box and enter your 'cost'
After entering in your cost, hit 'Enter' on your keyboard or click the 'Save' button at the bottom of the matrix to save your changes.

2.3.6. Item Circulation Alerts

Libraries can decide if they want to have patrons automatically notified of circulation events (check ins and check outs).
  • Get there: More > Administration > Patrons & Circulation > Item Circulation Alerts
These preferences are set based on patron types and item types.

Important

These preference can be overridden by changes in the individual patron's messaging preferences.
To set up circulation alerts:
  • Choose your library from the pull down at the top of the screen
    • To set preferences for all libraries, keep the menu set to 'Default'
  • By default all item types and all patrons are notified of check ins and check outs. To change this, click on the item/patron type combo that you would like to stop notices for.
    • In the above example, Juveniles and Kids will not receive check out notices.

2.3.7. Cities and Towns

To standardize patron input you can define cities or towns within your region so that when new patrons are added librarians simply have to select the town from a list instead of having to type the town and zip (or postal) code information.
  • Get there: More > Administration > Patrons & Circulation > Cities and Towns

2.3.7.1. Adding a City

To add a new city, click the 'New City' button at the top of the page and enter the city name, state, zip/postal code and country.
One you click Submit, your city will be saved and will be listed on the Cities and Towns page
Cities can be edited or deleted at any time.

2.3.7.2. Viewing Cities on Patron Add Form

If you have defined local cities using the New city form, then when adding or editing a patron record you will see those cities in a pull down menu to make city selection easy.
This will allow for easy entry of local cities into the patron record without risking the potential for typos or mistaken zip/postal codes.

2.3.8. Road Types

To standardize patron input you can define road types within your region so that when new patrons are added librarians simply have to select the road from a list instead of having to type it in.

Note

If you want your patrons to have their road types abbreviated all of the time then you can enter the appropriate abbreviations here, if you'd like the road types to always be spelled out you can do that here as well.

2.3.8.1. Adding Road Types

To add a road type, click 'New Road Type' and then enter the road type the way you'd like it displayed.
Once you submit the form, your new road type will be listed on the Road Types page

2.3.8.2. Viewing Road Types on Patron Add form

When adding or editing a patron, if you have road types defined, there will be a pull down to choose the road type from.

2.4. Catalog Administration

Set these controls before you start cataloging on your Koha system.
  • Get there: More > Administration > Catalog

2.4.1. MARC Bibliographic Frameworks

Think of Frameworks as templates for creating new bibliographic records. Koha comes with some predefined frameworks that can be edited or deleted, and librarians can create their own frameworks for content specific to their libraries.
  • Get there: More > Administration > Catalog > MARC Bibliographic Frameworks

Important

Do not delete or edit the Default Framework since this will cause problems with your cataloging records - always create a new template based on the Default Framework, or alter the other Frameworks.
After clicking the 'MARC structure' link to the right of each framework you can decide how many fields you want to see on one screen by using the pagination options at the top of the table.

2.4.1.1. Add New Framework

To add a new framework
  • Click 'New Framework'
    • Enter a code of 4 or fewer characters
    • Use the Description field to enter a more detailed definition of your framework
  • Click 'Submit'
  • Once your Framework is added click 'MARC structure' to the right of it on the list of Frameworks
    • You will be asked to choose a Framework to base your new Framework off of, this will make it easier than starting from scratch
  • Once your Framework appears on the screen you can edit or delete each field by following the instructions for editing subfields

2.4.1.2. Edit Existing Frameworks

Clicking 'Edit' to the right of a Framework will only allow you to edit the Description for the Framework:
To make edits to the fields associated with the Framework you must first click 'MARC Structure' and then follow the instructions for editing subfields

2.4.1.3. Add subfields to Frameworks

To add a field to a Framework click the 'New Tag' button at the top of the Framework definition
This will open up a blank form for entering MARC field data
Enter the information about your new tag:
  • The 'Tag' is the MARC field number
  • The 'Label for lib' is the text that will appear in the staff client when in the cataloging module
  • The 'Label for OPAC' is the text that will appear in the OPAC when viewing the MARC version of the record
  • If this field can be repeated, check the 'Repeatable' box
  • If this field is mandatory, check the 'Mandatory' box
  • If you want this field to be a pull down with limited possible answers, choose which 'Authorized value' list you want to use
When you're finished, click 'Save Changes' and you will be presented with your new field
To the right of the new field is a link to 'Subfields,' you will need to add subfields before this tag will appear in your MARC editor. The process of entering the settings for the new subfield is the same as those found in the editing subfields in frameworks section of this manual.

2.4.1.4. Edit Framework Subfields

Frameworks are made up of MARC fields and subfields. To make edits to most Frameworks you must edit the fields and subfields. Clicking 'Edit' to the right of each subfield will allow you to make changes to the text associated with the field
  • Each field has a tag (which is the MARC tag)
    • The 'Label for lib' is what will show in the staff client if you have advancedMARCeditor set to display labels
    • The 'Label for OPAC' is what will show on the MARC view in the OPAC
    • If you check 'Repeatable' then the field will have a plus sign next to it allowing you to add multiples of that tag
    • If you check 'Mandatory' the record will not be allowed to save unless you have a value assigned to this tag
    • 'Authorized value' is where you define an authorized value that your catalogers can choose from a pull down to fill this field in
To edit the subfields associated with the tag, click 'Subfields' to the right of the tag on the 'MARC Structure' listing
  • From the list of subfields you can click 'Delete' to the right of each to delete the subfields
  • To edit the subfields click 'Edit Subfields'
  • For each subfield you can set the following values
    • Text for librarian
      • what appears before the subfield in the librarian interface
    • Text for OPAC
      • what appears before the field in the OPAC.
        • If left empty, the text for librarian is used instead
    • Repeatable
      • the field will have a plus sign next to it allowing you to add multiples of that tag
    • Mandatory
      • the record will not be allowed to save unless you have a value assigned to this tag
    • Managed in tab
      • defines the tab where the subfield is shown. All subfields of a given field must be in the same tab or ignored. Ignore means that the subfield is not managed.
    • Default value
      • defines what you want to appear in the field by default, this will be editable, but it saves time if you use the same note over and over or the same value in a field often.
    • hidden
      • allows you to select from 19 possible visibility conditions, 17 of which are implemented. They are the following:
        • -9 => Future use
        • -8 => Flag
        • -7 => OPAC !Intranet !Editor Collapsed
        • -6 => OPAC Intranet !Editor !Collapsed
        • -5 => OPAC Intranet !Editor Collapsed
        • -4 => OPAC !Intranet !Editor !Collapsed
        • -3 => OPAC !Intranet Editor Collapsed
        • -2 => OPAC !Intranet Editor !Collapsed
        • -1 => OPAC Intranet Editor Collapsed
        • 0 => OPAC Intranet Editor !Collapsed
        • 1 => !OPAC Intranet Editor Collapsed
        • 2 => !OPAC !Intranet Editor !Collapsed
        • 3 => !OPAC !Intranet Editor Collapsed
        • 4 => !OPAC Intranet Editor !Collapsed
        • 5 => !OPAC !Intranet !Editor Collapsed
        • 6 => !OPAC Intranet !Editor !Collapsed
        • 7 => !OPAC Intranet !Editor Collapsed
        • 8 => !OPAC !Intranet !Editor !Collapsed
        • 9 => Future use
      • ( ! means 'not visible' or in the case of Collapsed 'not Collapsed')
    • Is a URL
      • if checked, it means that the subfield is a URL and can be clicked
    • Link
      • If you enter a field/subfield here (200b), a link appears after the subfield in the MARC Detail view. This view is present only in the staff client, not the OPAC. If the librarian clicks on the link, a search is done on the database for the field/subfield with the same value. This can be used for 2 main topics :
        • on a field like author (200f in UNIMARC), put 200f here, you will be able to see all bib records with the same author.
        • on a field that is a link (4xx) to reach another bib record. For example, put 011a in 464$x, will find the serials that are with this ISSN.
      • Warning

        This value should not change after data has been added to your catalog
    • Koha link
      • Koha is multi-MARC compliant. So, it does not know what the 245$a means, neither what 200$f (those 2 fields being both the title in MARC21 and UNIMARC). So, in this list you can "map" a MARC subfield to its meaning. Koha constantly maintains consistency between a subfield and its meaning. When the user want to search on "title", this link is used to find what is searched (245 if you're MARC21, 200 if you're UNIMARC).
    • Authorized value
      • means the value cannot by typed by the librarian, but must be chosen from a pull down generated by the authorized value list
      • In the example above, the 504a field will show the MARC504 Authorized Values when cataloging
    • Thesaurus
      • means that the value is not free text, but must be searched in the authority/thesaurus of the selected category
    • Plugin
      • means the value is calculated or managed by a plugin. Plugins can do almost anything.
      • For example, in UNIMARC there are plugins for every 1xx fields that are coded fields. The plugin is a huge help for cataloger ! There are also two plugins (unimarc_plugin_210c and unimarc_plugin_225a that can "magically" find the editor from an ISBN, and the collection list for the editor)
  • To save your changes simply click the 'Save Changes' button at the top of the screen

2.4.1.5. Import/Export Frameworks

Next to each framework is a link to either import or export the framework.
2.4.1.5.1. Export Framework
To export a framework simply click the 'Export' link to the right of framework title.
When you click 'Export' you will be prompted to choose what format to export the file in.
A framework exported this way can be imported into any other Koha installation using the import framework option.
2.4.1.5.2. Import Framework
An easy way to create a new framework is to import it from another Koha database. To import a framework you first need to create a new framework. Once you have that framework, click 'Import' to the right of the new framework.
You will be prompted to find a file on your computer to import into the framework.
You will be asked to confirm your actions before the file is imported.
As your file is uploaded you will see an image that will confirm that the system is working.
Once your import is complete you will be brought to the framework edit tool where you can make any changes you need to the framework you imported.

2.4.2. Koha to MARC Mapping

While Koha stores the entire MARC record, it also stores common fields for easy access in various tables in the database. Koha to MARC Mapping is used to tell Koha where to find these values in the MARC record. In many cases you will not have to change the default values set by in this tool on installation, but it is important to know that the tool is here and can be used at any time.
  • Get there: More > Administration > Catalog > Koha to MARC Mapping
The Koha to MARC Mapping page offers you the option of choosing from one of three tables in the database to assign values to.
After choosing the table you would like to view, click 'OK.' To edit any mapping click on the 'Koha Filed' or the 'Edit' link.
Choose which MARC field you would like to map to this Koha Field and click the 'OK' button. If you would like to clear all mappings, click the 'Click to "Unmap"' button.

Important

At this time you can map only 1 MARC field to 1 Koha field. This means that you won't be able to map both the 100a and the 700a to the author field, you need to choose one or the other.

2.4.3. Keywords to MARC Mapping

This tool will allow you to map MARC fields to a set of predefined keywords.
  • Get there: More > Administration > Catalog > Keywords to MARC Mapping

Important

This tool only effects sites that are not using the XSLT Stylesheets.
At this time the only keyword in use is 'subtitle.'
Using this tool you can define what MARC field prints to the detail screen of the bibliographic record using keywords. The following example will use the subtitle field.
Using the Framework pull down menu, choose the Framework you would like to apply this rule to. For example, the subtitle for books can be found in the 245$b field.
However the subtitle for DVDs appears in 245$p
Using this tool you can tell Koha to print the right field as the subtitle when viewing the bibliographic record in the OPAC.
This tool can be used to chain together pieces of the record as well. If you want the series number to show in the title on your search results you simply have to map 490 $v to 'subtitle' along with the 245 $b.

Note

Chain together the fields you want to show after the item title in the order in which you want them to appear.
Future developments will include additional keyword assigned fields.

2.4.4. MARC Bibliographic Framework Test

Checks the MARC structure.
  • Get there: More > Administration > Catalog > MARC Bibliographic Framework Test
If you change your MARC Bibliographic framework it's recommended that you run this tool to test for errors in your definition.

2.4.5. Authority Types

Authority Types are basically MARC Frameworks for Authority records and because of that they follow the same editing rules found in the MARC Bibliographic Frameworks section of this manual. Koha comes with many of the necessary Authority frameworks already installed. To learn how to add and edit Authority Types, simply review the MARC Bibliographic Frameworks section of this manual.
  • Get there: More > Administration > Catalog > Authority Types

2.4.6. Classification Sources

Savitra Sirohi

Nucsoft OSS Labs

Edited by

Nicole C. Engard

Fixed typos, changed content where necessary and added new screenshots. 
2010
Source of classification or shelving scheme is an Authorized Values category that is mapped to field 952$2 in Koha's MARC Bibliographic frameworks and stored in the items.cn_source field in the database.
  • Get there: More > Administration > Catalog > Classification sources
Commonly used values of this field are:
  • ddc - Dewey Decimal Classification
  • lcc - Library of Congress Classification
If you chose to install classification sources during Koha's installation, you would see other values too:
  • ANSCR (sound recordings)
  • SuDOC classification
  • Universal Decimal Classification
  • Other/Generic Classification

2.4.6.1. Adding/Editing Classification Sources

You can add your own source of classification by using the New Classification Source button. To edit use the Edit link.
When creating or editing:
  • You will need to enter a code and a description.
  • Check the 'Source in use?' checkbox if you want the value to appear in the drop down list for this category.
  • Select the appropriate filing rule from the drop down list.

2.4.6.2. Classification Filing Rules

Filing rules determine the order in which items are placed on shelves.
Values that are pre-configured in Koha are:
  • Dewey
  • LCC
  • Generic
Filing rules are mapped to Classification sources. You can setup new filing rules by using the New Filing Rule button. To edit use the Edit link.
When creating or editing:
  • Enter a code and a description
  • Choose an appropriate filing routine - dewey, generic or lcc

2.4.7. Record Matching Rules

Joy Nelson

Nicole C. Engard

Changed/edited content where necessary. 
2013
Record matching rules are used when importing MARC records into Koha.
  • Get there: More > Administration > Catalog > Record Matching Rules
The rules that you set up here will be referenced with you Stage MARC Records for Import.
It is important to understand the difference between Match Points and Match Checks before adding new matching rules to Koha.
Match Points are the criteria that you enter that must be met in order for an incoming record to match an existing MARC record in your catalog. You can have multiple match points on an import rule each with its own score. An incoming record will be compared against your existing records (‘one record at a time’) and given a score for each match point. When the total score of the matchpoints matches or exceeds the threshold given for the matching rule, Koha assumes a good match and imports/overlays according your specifications in the import process. An area to watch out for here is the sum of the match points. Doublecheck that the matches you want will add up to a successful match.
Example:
Threshold of 1000
Match Point on 020$a 1000
Match Point on 022$a 1000
Match Point on 245$a 500
Match Point on 100$a 100
In the example above, a match on either the 020$a or the 022$a will result in a successful match. A match on 245$a title and 100$a author (and not on 020$a or 022$a) will only add up to 600 and not be a match. And a match on 020$a and 245$a will result in 1500 and while this is a successful match, the extra 500 point for the 245$a title match are superfluous. The incoming record successfully matched on the 020$a without the need for the 245$a match. However, if you assigned a score of 500 to the 100$a Match Point, a match on 245$a title and 100$a author will be considered a successful match (total of 1000) even if the 020$a is not a match.
Match Checks are not commonly used in import rules. However, they can serve a couple of purposes in matching records. First, match checks can be used as the matching criteria instead of the match points if your indexes are stale and out of date. The match checks go right for the data instead of relying on the data in the indexes. (If you fear your indexes are out of date, a rebuild of your indexes would be a great idea and solve that situation!) The other use for a Match Check is as a “double check” or “veto” of your matching rule. For example, if you have a matching rule as below:
Threshold of 1000
Match Point on 020$a 1000
Match Check on 245$a
Koha will first look at the 020$a tag/subfield to see if the incoming record matches an existing record. If it does, it will then move on to the Match Check and look directly at the 245$a value in the incoming data and compare it to the 245$a in the existing ‘matched’ record in your catalog. If the 245$a matches, Koha continues on as if a match was successful. If the 245$a does not match, then Koha concludes that the two records are not a match after all. The Match Checks can be a really useful tool in confirming true matches.
Match Points and Match Checks are powerful tools in the import process. Harness the power of these two matching criteria and make your data behave for you!

2.4.7.1. Adding Matching Rules

To create a new matching rule :
  • Click 'New Record Matching Rule'
    • Choose a unique name and enter it in the 'Matching rule code' field
    • 'Description' can be anything you want to make it clear to you what rule you're picking
    • 'Match threshold' - The total number of 'points' a biblio must earn to be considered a 'match'
    • Match points are set up to determine what fields to match on
    • 'Search index' can be found by looking at the ccl.properties file on your system which tells the zebra indexing what data to search for in the MARC data".
    • 'Score' - The number of 'points' a match on this field is worth. If the sum of each score is greater than the match threshold, the incoming record is a match to the existing record
    • Enter the MARC tag you want to match on in the 'Tag' field
    • Enter the MARC tag subfield you want to match on in the 'Subfields' field
    • 'Offset' - For use with control fields, 001-009
    • 'Length' - For use with control fields, 001-009
    • Koha only has one 'Normalization rule' that removes extra characters such as commas and semicolons. The value you enter in this field is irrelevant to the normalization process.
    • 'Required match checks' - ??

2.4.7.2. Sample Record Matching Rule: Control Number

  • Match threshold: 100
  • Matchpoints (just the one):
  • Search index: Control-number
  • Score: 101
  • Tag: 001
    • Note

      this field is for the control number assigned by the organization creating, using, or distributing the record
  • Subfields: a
  • Offset: 0
  • Length: 0
  • Normalization rule: Control-number
  • Required Match checks: none (remove the blank one)

2.4.8. OAI Sets Configuration

On this page you can create, modify and delete OAI-PMH sets

2.4.8.1. Create a set

To create a set:
  • Click on the link 'Add a new set'
  • Fill the mandatory fields 'setSpec' and 'setName'
  • Then you can add descriptions for this set. To do this click on 'Add description' and fill the newly created text box. You can add as many descriptions as you want.
  • Click on 'Save' button'

2.4.8.2. Modify/Delete a set

To modify a set, just click on the link 'Modify' on the same line of the set you want to modify. A form similar to set creation form will appear and allow you to modify the setSpec, setName and descriptions.
To delete a set, just click on the link 'Delete' on the same line of the set you want to delete.

2.4.8.3. Define mappings

Here you can define how a set will be build (what records will belong to this set) by defining mappings. Mappings are a list of conditions on record content. A record only need to match one condition to belong to the set.
  • Fill the fields 'Field', 'Subfield' and 'Value'. For example if you want to include in this set all records that have a 999$9 equal to 'XXX'. Fill 'Field' with 999, 'Subfield' with 9 and 'Value' with XXX.
  • If you want to add another condition, click on 'OR' button and repeat step 1.
  • Click on 'Save'
To delete a condition, just leave at least one of 'Field', 'Subfield' or 'Value' empty and click on 'Save'.

Note

Actually, a condition is true if value in the corresponding subfield is strictly equal to what is defined if 'Value'. A record having 999$9 = 'XXX YYY' will not belong to a set where condition is 999$9 = 'XXX'.
And it is case sensitive : a record having 999$9 = 'xxx' will not belong to a set where condition is 999$9 = 'XXX'.

2.4.8.4. Build sets

Once you have configured all your sets, you have to build the sets. This is done by calling the script misc/migration_tools/build_oai_sets.pl.

2.5. Acquisitions

The Koha Acquisitions module provides a way for the library to record orders placed with vendors and manage purchase budgets.
Before using the Acquisitions Module, you will want to make sure that you have completed all of the set up.
  • Get there: More > Administration > Acquisitions

2.5.1. Currencies and Exchange Rates

If you place orders from more than one country you will want to input currency exchange rates so that your acquisitions module will properly calculate totals.
  • Get there: More > Administration > Acquisitions > Currencies and Exchange Rates

Note

This data is not automatically updated, so be sure to keep it up to date so that your accounting is kept correct.
The active currency is the main currency you use in your library. Your active currency will have a check mark in the 'Active' column. If you don't have an active currency you will see an error message telling you to choose an active currency.

2.5.2. Budgets

Budgets are used for tracking accounting values related to acquisitions. For example you could create a Budget for the current year (ex. 2012) and then break that into Funds for different areas of the library (ex. Books, Audio, etc).
  • Get there: More > Administration > Acquisitions > Budgets
When visiting the main budget administration you will see two tabs, one for active and one for inactive budgets.

2.5.2.1. Add a budget

Budgets can either be created from scratch or by duplicating the previous year's budget.
To duplicate a budget from a previous year, click on the link for the budget name from the list of budgets
On the screen listing the budget breakdown click the Edit button at the top and choose to Duplicate budget
You will be presented with a form where you simply need to enter the new start and end date and save the budget.
This will not only duplicate your budget, but all of the funds associated with that budget so that you can reuse budgets and funds from year to year.
If you haven't used Koha before for acquisitions then you'll need to start fresh with a new budget. To add a new budget click the 'New Budget' button.
  • Choose the time period this budget is for, whether it's an academic year, a fiscal year, a quarter, etc.
  • The Description should be something that will help you identify the budget when ordering
  • In the amount box do not use any symbols, simply enter the amount of the budget with numbers and decimals.
  • Marking a budget active makes it usable when placing orders in the acquisitions module, even if the order is placed after the budget end date. This will allow you to record orders that were places in a previous budget period.
  • Locking a budget means that Funds will not be able to be modified by librarians
Once you have made your edits, click the 'Save Changes' button. You will be brought to a list of your existing budgets.

2.5.3. Funds

  • Get there: More > Administration > Acquisitions > Funds

2.5.3.1. Add a Fund

A fund is added to a budget.

Important

A budget must be defined before a fund can be created.
To add a new fund click the New button and then choose which Budget you would like to add the fund to.
In the form that appears you wan to enter the basics about your fund.
The three first fields are required, the rest are optional
  • Fund Code is a unique identifier for your fund
  • The Fund Name should be something that librarians will understand
  • Amount should be entered with only numbers and decimals, no other characters
  • You can choose to assign this fund to a librarian. Doing so will make it so that only that librarian can make changes to the Fund
  • Choose which library will be using this fund
  • You can restrict who can order from this fund by choosing either the owner or the library from the 'Restrict access to' menu
  • Notes are simply for any descriptive notes you might want to add so that librarians know when to use this fund
  • Planning categories are used for statistical purposes. To learn more about planning categories, check out the Planning Category FAQ.
When complete, click 'Submit' and you will be brought to a list of all of the funds for the budget.
To the right of each fund you will find the 'Edit,' 'Delete,' and 'Add Child Fund' options.
A child fund simply a sub-fund of the fund listed. An example would be to have a fund for 'Fiction' and under that have a fund for 'New Releases' and a fund for 'Science Fiction.' It is an optional way to further organize your finances.
Funds with children will show with a small arrow to the left. Clicking that will show you the children funds.

2.5.3.2. Budget Planning

When viewing the list of funds click the 'Planning' button and choose how you would like to plan to spend your budget.
If you choose 'Plan by MONTHS' you will see the budgeted amount broken down by months:
To hide some of the columns you can click the 'hide' link to the right (or below as in the screenshot above) the dates. To add more columns you can click the 'Show a column' link found below the 'Fund Remaining' heading.
From here you can plan your budget spending by manually entering values or by clicking the 'Auto-fill row' button. If you choose to auto-fill the form the system will try to divide the amount accordingly, you may have to make some edits to split things more accurately.
Once your changes are made, click the 'Save' button. If you would like to export your data as a CSV file you can do so by entering a file name in the 'Output to a file named' field and clicking the 'Output' button.

2.6. Additional Parameters

  • Get there: More > Administration > Additional Parameters

2.6.1. Z39.50 Servers

Koha has a powerful copy cataloging tool. Using Koha you can connect to any Z39.50 target that is publicly available or that you have the log in information to.
  • Get there: More > Administration > Additional Parameters > Z39.50 Servers
Koha comes with a default list of Z39.50 targets set up that you can add to, edit or delete
To find additional targets you use IndexData's IRSpy: http://irspy.indexdata.com

2.6.1.1. Add a Z39.50 Target

  • From the main Z39.50 page, click 'New Z39.50 Server'
    • Userid and Password are only required for servers that are password protected

2.6.1.2. Suggested Z39.50 Targets

The following targets have been used successfully by other Koha libraries (in the Americas):
  • ACCESS PENNSYLVANIA 205.247.101.11:210 INNOPAC
  • CUYAHOGA COUNTY PUBLIC webcat.cuyahoga.lib.oh.us:210 INNOPAC
  • GREATER SUDBURY PUBLIC 216.223.90.51:210 INNOPAC
  • HALIFAX PUBLIC catalogue.halifaxpubliclibraries.ca:210 horizon
  • HALTON HILLS PUBLIC cat.hhpl.on.ca:210 halton_hills
  • LIBRARY OF CONGRESS lx2.loc.gov: 210 LCDB
  • LONDON PUBLIC LIBRARY catalogue.londonpubliclibrary.ca:210 INNOPAC
  • MANITOBA PUBLIC library.gov.mb.ca:210 horizon
  • MILTON PL cat.mpl.on.ca:210 horizon
  • NATIONAL LIBRARY OF WALES cat.llgc.org.uk:210 default
  • NHUPAC 199.192.6.130:211 nh_nhupac
  • OCEAN STATE LIBRARIES (RI) catalog.oslri.net:210 INNOPAC
  • OHIOLINK olc1.ohiolink.edu:210 INNOPAC
  • PUBCAT prod890.dol.state.vt.us:2300 unicorn
  • SAN JOAQUIN VALLEY PUBLIC LIBRARY SYSTEM (CA) hip1.sjvls.org:210 ZSERVER
  • SEATTLE PUBLIC LIBRARY ZSERVER.SPL.ORG:210 HORIZON
  • TORONTO PUBLIC symphony.torontopubliclibrary.ca:2200 unicorn
  • TRI-UNI 129.97.129.194:7090 voyager
  • VANCOUVER PUBLIC LIBRARY z3950.vpl.ca:210 Horizon

2.6.2. Did you mean?

Get there: More > Administration > Additional Parameters > Did you mean?
Koha can offer 'Did you mean?' options on searches based on values in your authorities.

Important

Did you mean? only works in the OPAC at this time. The Intranet options are here for future development.
Using this page you can control which options Koha gives patrons on their search results.
To turn on the 'Did you mean?' bar on your search results you need to check the box next to each plugin you would like to use. The two plugins you have to choose from are:
  • The ExplodedTerms plugin suggests that the user try searching for broader/narrower/related terms for a given search (e.g. a user searching for "New York (State)" would click the link for narrower terms if they're also interested in "New York (City)"). This is only relevant for libraries with highly hierarchical authority data.
  • The AuthorityFile plugin searches the authority file and suggests the user might be interested in bibs linked to the top 5 authorities
If you want one plugin to take priority over another you simply drag it above the other.
If you choose both plugins you will see several options at the top of your search results
If you choose just the AuthorityFile you'll see just authorities.

Chapter 3. Tools

Tools in Koha all perform some sort of action. Often many of the items listed under Tools in Koha are referred to as 'Reports' in other library management systems.
  • Get there: More > Tools

3.1. Patrons and Circulation

3.1.1. Comments

  • Get there: More > Tools > Patrons and Circulation > Comments
All comments added by patrons via the OPAC to bibliographic records require moderation by the librarians. If there are comments awaiting moderation they will be listed on the main staff dashboard under the Tools label:
To moderate comments click on the notification on the main dashboard or go directly to the Comments Tool and click 'Approve' or 'Delete' to the right of the comments awaiting moderation.
If there are no comments to moderate you will see a message saying just that
You can also review and unapprove comments you have approved in the past by choosing the 'Approved comments' tab

3.1.2. Patron Import

  • Get there: More > Tools > Patrons and Circulation > Import Patrons
The patron import tool can be used at any time to add patrons in bulk. It is commonly used in universities and schools when a new batch of students registers.

3.1.2.1. Creating Patron File

Your Koha installation comes with a blank CSV file that you can use as a template for your patron records. If you would like to create the file yourself, make sure that your file has the following fields in this order as the header row:
borrowernumber, cardnumber, surname, firstname, title, othernames, initials, streetnumber, streettype, address, address2, city, zipcode, country, email, phone, mobile, fax, emailpro, phonepro, B_streetnumber, B_streettype, B_address, B_address2, B_city, B_zipcode, B_country, B_email, B_phone, dateofbirth, branchcode, categorycode, dateenrolled, dateexpiry, gonenoaddress, lost, debarred, contactname, contactfirstname, contacttitle, guarantorid, borrowernotes, relationship, ethnicity, ethnotes, sex, password, flags, userid, opacnote, contactnote, sort1, sort2, altcontactfirstname, altcontactsurname, altcontactaddress1, altcontactaddress2, altcontactaddress3, altcontactzipcode, altcontactcountry, altcontactphone, smsalertnumber, patron_attributes

Important

The 'password' value should be stored in plain text, and will be converted to a md5 hash (which is an encrypted version of the password).
  • If your passwords are already encrypted, talk to your systems administrator about options

Important

Date formats should match your system preference, and must be zero-padded, e.g. '01/02/2008'.

Important

The fields 'branchcode' and 'categorycode' are required and must match valid entries in your database.

Note

If loading patron attributes, the 'patron_attributes' field should contain a comma-separated list of attribute types and values.
  • The attribute type code and a colon should precede each value.
    • For example: INSTID:12345,LANG:fr or STARTDATE:January 1 2010,TRACK:Day
    • If an input record has more than one attribute, the fields should either be entered as an unquoted string (previous examples), or with each field wrapped in separate double quotes and delimited by a comma:
      • "STARTDATE:January 1, 2010","TRACK:Day"
      • This syntax would be required if the data might have a comma in it, like a date string.

3.1.2.2. Importing Patrons

Once you have created your file, you can use the Patron Import Tool to bring the data into Koha.
  • Choose your CSV file and choose to match on 'Cardnumber' to prevent adding of duplicate card numbers to the system
  • Next you can choose default values to apply to all patrons you are importing
    • ex. If you're importing patrons specific to one branch you can use the field on the Import form to apply the branch code to all those you are importing.
  • Finally you need to decide on what data you want to replace if there are duplicates.
    • A matching record is found using the field you chose for matching criteria to prevent duplication
    • If you included patron attributes in your file you can decide whether to add your values to existing values or erase existing values and enter only your new values.

3.1.3. Notices & Slips

  • Get there: More > Tools > Patrons and Circulation > Notices & Slips
All notices and circulation receipts (or slips) generated by Koha can be customized using the Notices & Slips Tool. The system comes with several predefined templates that will appear when you first visit this tool.
Each notice can be edited, but only a few can be deleted, this is to prevent system errors should a message try to send without a template. Each notice and slip can be edited on a per library basis, by default you will see the notices for all libraries.
If you have a style you'd like applied to all slips you can point the SlipCSS preference to a stylesheet. The same is true for notices, using the NoticeCSS preference to define a stylesheet.

3.1.3.1. Adding Notices & Slips

To add a new notice or slip
  • Click 'New Notice'
  • Choose which library this notice or slip is for
  • Choose the module this notice is related to
  • The Code is limited to 20 characters
    • Important

      When working with the overdue notices you want each notice at each branch to have a unique code. Think about using the branch code in front of the notice code for each branch.
  • Use the name field to expand on your Code
    • Note

      With overdue notices, be sure to put your branch name in the description as well so that it will be visible when setting up your triggers.
  • If you plan on writing the notice or slip in HTML check the 'HTML Message' box, otherwise the content will be generated as plain text
  • Message Subject is what will appear in the subject line of the email
  • In the message body feel free to type whatever message you feel is best, use the fields on the left hand side to enter individualized data from the from database.
    • Important

      Overdue notices can use <<items.content>> tags by themselves, or use <item></item> to span all of the tags. Learn more about the Overdue Notice Markup
      • On overdue notices make sure to use <<items.content>> tags to print out the data related to all items that are overdue.
      • The other option, only for overdue notices, is to use the <item></item> tags to span the line so that it will print out multiple lines One example for the <item></item> tag option is:
        <item>"<<biblio.title>>" by <<biblio.author>>, <<items.itemcallnumber>>, Barcode: <<items.barcode>> , Checkout date: <<issues.issuedate>>, Due date: <<issues.date_due>> Fine: <<items.fine>> Due date: <<issues.date_due>> </item>
    • Important

      Only the overdue notices take advantage of the <item></item> tags, all other notices referencing items need to use <<items.content>>
    • Note

      To add today's date you can use the <<today>> syntax
3.1.3.1.1. Overdue Notice Markup
When creating your overdue notices there are two tags in addition to the various database fields that you can use in your notices.

Important

These new tags only work on the overdue notices, not other circulation related notices at this time.
  • <item></item> which should enclose all fields from the biblio, biblioitems, and items tables.
  • <fine></fine> which should be enclosed by the item tag and should enclose a currency identifier per ISO 4217. If this tag is present with a proper identifier, the fine for that item will be displayed in the proper currency format.
    • Note: ISO 4217 changes from time to time therefore all currencies may not be supported. If you find one that is not supported, please file a bug with the Locale::Currency::Format author Tan D Nguyen <tnguyen at cpan doe org>.
An example of using these two tags in a notice template might be like:
   The following item(s) is/are currently overdue:

   <item>"<<biblio.title>>" by <<biblio.author>>, <<items.itemcallnumber>>, Barcode: <<items.barcode>> Fine: <fine>GBP</fine></item>
Which, assuming two items were overdue, would result in a notice like:
   The following item(s) is/are currently overdue:

   "A Short History of Western Civilization" by Harrison, John B, 909.09821 H2451, Barcode: 08030003 Fine: £3.50
   "History of Western Civilization" by Hayes, Carlton Joseph Huntley, 909.09821 H3261 v.1, Barcode: 08030004 Fine: £3.50

3.1.3.2. Existing Notices & Slips

Among the default notices are notices for several common actions within Koha. All of these notices can be customized by altering their text via the Notices & Slips tool and their style using the NoticeCSS preference to define a stylesheet. Here are some of what those notices do
  • ACCTDETAILS
    • Sent to patrons when their account is set up if the AutoEmailOPACUser preference is set to 'Send'
  • ACQCLAIM (Acquisition Claim)
    • Used in the claim acquisition module
    • Get there: More > Acquisitions > Late issues
  • HOLD (Hold Available for Pickup)
    • This notice is used if two criteria are met:
      1. The EnhancedMessagingPreferences is set to 'Allow'
      2. The patron has requested to receive this notice
        • Get there: OPAC > Login > my messaging
        • Get there: Staff Client > Patron Record > Notices
    • When this notice references the branches table it is referring to the pickup branch information.
  • HOLDPLACED (a notice to the library staff that a hold has been placed)
    • This notice requires the emailLibrarianWhenHoldIsPlaced system preference to be set to 'Enable'
    • When this notice references the branches table it is referring to the pickup branch information.
  • HOLD_PRINT (Printed notice when hold available for pickup)
    • This notice is used for hold confirmation notices that are sent out in print format. This will not effect what the email notice looks like.
    • When this notice references the branches table it is referring to the pickup branch information.
  • ODUE (Overdue Notice)
  • RLIST (Routing List)
    • Used in the serials module to notify patrons/staff of new issues of a serial
    • You have the option to select the 'Routing List' notice when creating a new subscription (Choose from the 'Patron notification' drop down).
    • Note

      Notice also that if you'd like to notify patrons of new serial issues, you can click on 'define a notice' which will take you to the 'Notices' tool
There are also a set of predefined slips (or receipts) listed on this page. All of these slips can be customized by altering their text via the Notices & Slips tool and their style using the SlipCSS preference to define a stylesheet. Here is what those slips are used for:
  • ISSUEQSLIP
    • Used to print the quick slip in circulation
    • The quick slip only includes items that were checked out today
  • ISSUESLIP
    • Used to print a full slip in circulation
    • The slip or receipt will show items checked out today as well as items that are still checked out
  • RESERVESLIP
    • Used to print a holds slip
    • The holds slip is generated when a hold is confirmed
  • TRANSFERSLIP
    • Used to print a transfer slip
    • The transfer slip is printed when you confirm a transfer from one branch to another in your system

3.1.4. Overdue Notice/Status Triggers

  • Get there: More > Tools > Patrons and Circulation > Overdue Notice/Status Triggers
In order to send the overdue notices that you defined using the Notices tool, you need to first set the triggers to have these messages.

Important

In order to have overdue notices sent to your patrons, you need to set that patron category to require overdue notices.
The Overdue Notice/Status Triggers tool gives the librarian the power to send up to three notices to each patron type notifying them of overdue items
  • Delay is the number of days after an issue is due before an action is triggered.
    • Important

      If you want Koha to trigger an action (send a letter or restrict member), a delay value is required.
  • To send additional notices, click on the tabs for 'Second' and 'Third' notice
  • If you would like to prevent a patron from checking items out because of their overdue items, check the 'Restrict' box, this will put a notice on the patron's record at checkout informing the librarian that the patron cannot check out due to overdue items.

3.1.5. Patron Card Creator

  • Get there: More > Tools > Patrons and Circulation > Patron Card Creator
The Patron Card Creator allow you to use layouts and templates which you design to print a nearly unlimited variety of patron cards including barcodes. Here are some of the features of the Patron Card Creator module:
  • Customize patron card layouts
  • Design custom card templates for printed patron cards
  • Build and manage batches of patron cards
  • Export single or multiple batches
  • Export single or multiple patron cards from within a batch
  • Export card data as a PDF readable by any standard PDF reader, making patron cards printable directly on a printer
At the top of each screen within the Patron Card Creator, you will see a toolbar allowing quick access to relevant functions. The menu to the left of each screen also allows easy access to the different sections of the Patron Card Creator. The bread crumb trail near the top of each screen will give specific indication as to where you are within the Patron Card Creator module and allow quick navigation to previously traversed sections. And finally, you can find more detailed information on each section of the Patron Card Creator by clicking the online help link at the upper left-hand corner of every page.

3.1.5.1. Templates

  • Get there: More > Tools > Patron Card Creator > Templates
A template is the label/card stock you are using. This might be Avery 5160 for address labels, Gaylord 47-284 for spine labels or Avery 28371 for your patron cards, just to give a couple of examples. These labels will include all of the information you will need for setting up a Koha, this information may be on the packaging, and if not it can usually be found on the vendor's website.
3.1.5.1.1. Add a Template
To add a new template, you want to click on the 'Templates' button at the top of your page and choose 'New Template'
Using the form that appears you can define the template for your sheet of labels or cards.
  • Template ID will be automatically generated after saving your template, this is simply a system generated unique id
  • Template Code should be something you can use to identify your template on a list of templates
  • You can use the Template Description to add additional information about the template
  • The Units pull down is used to define what measurement scale you're going to be using for the template. This should probably match the unit of measurement used on the template description provided by the product vendor.
  • The measurements can be found on the vendor product packaging or website.
  • A profile is a set of "adjustments" applied to a given template just prior to printing which compensates for anomalies unique and peculiar to a given printer (to which the profile is assigned).
    • Before picking a profile try printing some sample cards so that you can easily define a profile that is right for your printer/template combination.
    • After finding any anomalies in the printed document, create a profile and assign it to the template.
After saving, your templates will appear on the 'Manage Templates' page.

3.1.5.2. Profiles

  • Get there: More > Tools > Patron Card Creator > Profiles
A profile is a set of "adjustments" applied to a given template just prior to printing which compensates for anomalies unique and peculiar to a given printer (to which the profile is assigned). This means if you set a template up and then print a sample set of data and find that the items are not all aligned the same on each card, you need to set up a profile for each printer to make up for the differences in printing styles, such as the shifting of text to the left, right, top or bottom.
If your cards are printing just the way you want, you will not need a profile.
3.1.5.2.1. Add a Profile
To add a new profile, you want to click on the 'Profiles' button at the top of your page and choose 'New Profile'
Using the form that appears you can create a profile to fix any problems with your template.
  • The Printer Name and Paper Bin do not have to match your printer exactly, they are for your reference so you can remember what printer you have set the profile for. So if you want to use the Printer model number in printer name or you can call it 'the printer on my desk'
  • Template will be filled in once you have chosen which template to apply the profile to on the template edit form
  • The Units pull down is used to define what measurement scale you're going to be using for your profile.
  • Offset describes what happens when the entire image is off center either vertically or horizontally and creep describes a condition where the distance between the labels changes across the page or up and down the page
    • For these values, negative numbers move the error up and to the left and positive numbers move the error down and to the right
    • Example: the text is .25" from the left edge of the first label, .28" from the left edge of the second label and .31" from the left edge of the third label. This means the horizontal creep should be set to .03" to make up for this difference.
After saving, your profiles will appear on the 'Manage Profiles' page.
Once you have saved your new profile, you can return to the list of templates and choose to edit the template that this profile is for.

3.1.5.3. Layouts

  • Get there: More > Tools > Patron Card Creator > Layouts
A layout defines the text and images that will be printed on to the card and where it will appear.
3.1.5.3.1. Add a Layout
To add a new layout, you want to click on the 'Layouts' button at the top of your page and choose 'New Layout'
Using the form that appears you can create a profile to fix any problems with your template.
  • The name you assign to the layout is for your benefit, name it something that will be easy to identify at a later date
  • The Units pull down is used to define what measurement scale you're going to be using for your layout.
  • Next note if this layout is for the front or the back of the patron card
    • You will need a layout for both the front and back of your card if you have 2-sided library cards
  • You have the option of adding up to 3 lines of text to your card. Your text can be static text of your choosing and/or fields from the patron record. If you want to print fields from the patron record you want to put the field names in brackets like so - <firstname>
  • For each line of text, you can choose your font, font size and the location of the text on the card using the lower X and Y coordinates
  • In order to show the barcode and the patron card number you will need to check the 'Print Card Number as Barcode' option. This will turn the patron card number into a barcode. If you want the number to print in human readable format you will need to check the 'Print Card Number as Text Under Barcode' option.
  • Finally you can choose up to two images to print on the card.
    • One can be the patron image which you can resize to meet your needs.
    • The other image can be something like a library logo or symbol that you uploaded using the 'Manage Images' module of the Patron Card Creator Tool.
After saving, your layouts will appear on the 'Manage Layouts' page.

3.1.5.4. Batches

  • Get there: More > Tools > Patron Card Creator > Batches
A batch is a collection of patrons for whom you want to generate cards.
3.1.5.4.1. Add a Batch
To add a new batch, you want to click on the 'Batches' button at the top of your page and choose 'New Batch'

3.1.5.5. Manage Images

  • Get there: More > Tools > Patron Card Creator > Manage Images
Images uploaded using this tool will appear on the menu when creating patron card layouts. You are limited in how many images you can upload (not counting patron images) by the ImageLimit system preference.

Important

Images must be under 500k in size.

Note

Pictures uploaded with this tool should be at least 300dpi which is the minimum quality for a printable image.
In the center of the screen is a simple upload form, simply browse for the file on your computer and give it a name you'll recognize later.
Once the file is uploaded you will be presented with a confirmation message.
And the image will be listed with all of your others on the right hand side of the page.
To delete one or multiple of these images, click the checkbox to the right of each image you want to delete and click the 'Delete' button.

3.1.6. Patrons (anonymize, bulk-delete)

  • Get there: More > Tools > Patrons and Circulation > Patrons (anonymize, bulk-delete)
This tool allows you to bulk anonymize circulation histories (this means that you keep records of how many times items were checked out - but not the patrons who checked the items out) or bulk delete patrons (remove them from the system completely).

Important

Patrons with outstanding fines or items checked out are not saved. They are not completely removed from the system (they are only moved to the delete_borrowers table), but this tool does not provide as many checks as one may desire.

Important

The anonymization will fail quietly if AnonymousPatron preference does not contain a valid value.
To either delete or anonymize patrons
  • Check the task you would like to perform (Delete or Anonymize)
  • Enter a date before which you want to alter the data
  • Click 'Next'
  • A confirmation will appear asking if you're sure this is what you want to happen
  • Clicking 'Finish' will delete or anonymize your data

3.1.7. Batch patron modifiction

  • Get there: More > Tools > Patrons and Circulation > Batch patron modification
With this tool you can make edits to a batch of patron records. Simply load in a file of cardnumbers (one per line) or scan patron card numbers in to the box provided.
Once you have the file loaded or the barcodes scanned click 'Continue.' You will be presented with a list of the patrons and the changes you can make.
To the left of each text box there is a checkbox. Clicking that checkbox will clear our the field values.

Important

If the field is mandatory you will not be able to clear the value in it.
If you have multiple patron attributes you can change them all by using the plus (+) sign to the right of the text box. This will allow you to add another attribute value.
Once you have made the changes you want, you can click 'Save' and Koha will present you with the changed patron records.

3.1.8. Tag Moderation

  • Get there: More > Tools > Patrons and Circulation > Tags
Depending on your tagging system preferences, librarians may need to approve tags before they are published on the OPAC. This is done via the Tag Moderation Tool. If there are tags awaiting moderation they will be listed on the main staff dashboard under the module labels:
To moderate the tags visit the Tags tool. When first visiting the tool, you will be presented with a list of tags that are pending approval or rejection by a librarian
  • To see all of the titles this tag was added to simply click on the term
  • To approve a tag, you can either click the 'Approve' button in line with the term, or check all terms you want to approve and click 'Approve' below the table.
  • To reject a tag, you can either click the 'Reject' button in line with the term, or check all terms you want to approve and click 'Reject' below the table.
Once a tag has been approved or rejected it will be moved to the appropriate list of tags. A summary of all tags will appear on the right of the screen.
Even though a tag is approved or rejected, it can still be moved to another list. When viewing approved tags each tag has the option to reject:
To check terms against the approved and rejected lists (and possibly against the dictionary you have assigned for tag moderation) simply enter the term into the search box on the bottom right of the screen to see the status of the term

3.1.9. Upload Patron Images

  • Get there: More > Tools > Patrons and Circulation > Upload Patron Images
Patron images can be uploaded in bulk if you are allowing patron images to be attached to patron records. These images can also be used when creating patron cards.
  • Create a txt file and title it "DATALINK.TXT" or "IDLINK.TXT"
  • On each line in the text file enter the patron's card number followed by comma (or tab) and then the image file name
    • Make sure that your TXT file is a plain text document, not RTF.
  • Zip up the text file and the image files
  • Go to the Upload Patron Images Tool
  • For a single image, simply point to the image file and enter the patron card number
  • For multiple images, choose to upload a zip file
  • After uploading you will be presented with a confirmation

Important

There is a limit of 520K on the size of the picture uploaded and it is recommended that the image be 200x300 pixels, but smaller images will work as well.

3.2. Catalog

3.2.1. Batch item modification

  • Get there: More > Tools > Catalog > Batch item modification
This tool will allow you to modify a batch of item records in Koha.
From the tool you can choose to upload a file of barcodes or item ids, or you can scan items one by one into the box below the upload tool. Once you have your file uploaded or the barcodes listed you can click 'Continue.'
You will be presented with a summary of the items you want to modify. From here you can uncheck the items you don't want to modify before making changes in the form below. You can also hide columns you don't need to see to prevent having to scroll from left to right to see the entire item form.
Using the edit form you can choose which fields to make edits to. By checking the checkbox to the right of each field you can clear the values in that field for the records you are modifying.
Once you have made you changes you will be presented with the resulting items.

Note

You can also edit items on one bib record in a batch by going to the bib record and clicking Edit > Edit items in batch

3.2.2. Batch item deletion

  • Get there: More > Tools > Catalog > Batch item deletion
This tool will allow you to delete a batch of item records from Koha.
From the tool you can choose to upload a file of barcodes or item ids, or you can scan items one by one into the box below the upload tool.
Once you have your file uploaded or the barcodes scanned you can click 'Continue.'
You will be presented with a confirmation screen. From here you can uncheck the items you don't want to delete and decide if Koha should delete the bib record if the last item is being deleted before clicking 'Delete selected items.'
If your file (or list of scanned barcodes) has more than 1000 barcodes, Koha will be unable to present you with a list of the items. You will still be able to delete them, but not able to choose which items specifically to delete or delete the biblio records.
If the items are checked out you will be presented with an error after clicking 'Delete selected items' and the items will not be deleted.
If the items can be deleted they will be and you will be presented with a confirmation of your deletion.

3.2.3. Export Data (MARC & Authorities)

  • Get there: More > Tools > Catalog > Export Data
Koha comes with a tool that will allow you to export your bibliographic, holdings and/or authority data in bulk. This can be used to send your records to fellow libraries, organizations or services; or simply for backup purposes.

3.2.3.1. Export Bibliographic Records

At the top of the screen you need to pick what data you're exporting. If you're exporting bibliographic records with or without the holdings information you want to click the 'Export bibliographic records' tab.
  • Fill in the form in order to limit your export to a specific range (all fields are optional)
    • Choose to limit your export by any one or more of the following options
      • Limit to a bib number range
      • Limit to a specific item type
      • Limit to a specific library
      • Limit to a call number range
      • Limit to an acquisition date range
    • Next choose what to skip when exporting
      • By default items will be exported, if you would like to only export bibliographic data, check the 'Don't export items' box
      • To limit your export only to items from the library you're logged in as (if you leave the 'Library' field set to 'All') or to the library you selected above check the 'Remove non-local items' box
      • You can also choose what fields you don't want to export. This can be handy if you're sharing your data, you can remove all local fields before sending your data to another library
    • Finally choose the file type and file name
      • Choose to export your data in marc or marcxml format
      • Choose the name you want your file to save as
    • Click 'Export bibliographic records'

3.2.3.2. Export Authority Records

At the top of the screen you need to pick what data you're exporting. If you're exporting authority records you want to click the 'Export authority records' tab.
  • Fill in the form in order to limit your export to a specific range or type of authority record (all fields are optional)
  • Next choose fields that you would like to exclude from the export separated by a space (no commas)
    • If you'd like to exclude all subfields of the 200 for example just enter 200
    • If you'd like to exclude a specific subfield enter it beside the field value 100a will exclude just the subfield 'a' of the 100
  • Finally choose the file type and file name
    • Choose to export your data in marc or marcxml format
    • Choose the name you want your file to save as
  • Click 'Export authority records'

3.2.4. Inventory/Stocktaking

  • Get there: More > Tools > Catalog > Inventory/Stocktaking
Koha's Inventory Tool can be used in one of two ways, the first is by printing out a shelf list that you can then mark items off on, or by uploading a text files of barcodes gathered by a portable scanner.
If you do not have the ability to use your barcode scanner on the floor of the library, the first option available to you is to generate a shelf list based on criteria you enter.
Choose which library, shelving location, call number range, item status and when the item was last seen to generate a shelf list that you can then print to use while walking around the library checking your collection
Alternatively you can export the list to a CSV file for altering in an application on your desktop. Simply check the box next to 'Export to csv file' to generate this file.
Once you have found the items on your shelves you can return to this list and check off the items you found to have the system update the last seen date to today.
If you have a portable scanner (or a laptop and USB scanner) you can walk through the library with the scanner in hand and scan barcodes as you come across them. Once finished you can then upload the text file generated by the scanner to Koha
Choose the text file and the date you want to mark all items as seen and click 'Submit.'

3.2.5. Label Creator

  • Get there: More > Tools > Catalog > Label Creator
The Label Creator allow you to use layouts and templates which you design to print a nearly unlimited variety of labels including barcodes. Here are some of the features of the Label Creator module:
  • Customize label layouts
  • Design custom label templates for printed labels
  • Build and manage batches of labels
  • Export single or multiple batches
  • Export single or multiple labels from within a batch
  • Export label data in one of three formats:
    • PDF - Readable by any standard PDF reader, making labels printable directly on a printer
    • CSV - Export label data after your chosen layout is applied allowing labels to be imported in to a variety of applications
    • XML - Included as an alternate export format
At the top of each screen within the Label Creator, you will see a toolbar allowing quick access to relevant functions. The menu to the left of each screen also allows easy access to the different sections of the Label Creator. The bread crumb trail near the top of each screen will give specific indication as to where you are within the Label Creator module and allow quick navigation to previously traversed sections. And finally, you can find more detailed information on each section of the Label Creator by clicking the online help link at the upper left-hand corner of every page.

3.2.5.1. Templates

  • Get there: More > Tools > Label Creator > Templates
A template is based on the label/card stock you are using. This might be Avery 5160 for address labels, Gaylord 47-284 for spine labels or Avery 28371 for your patron cards, just to give a couple of examples. These labels will include all of the information you will need for setting up a Koha, this information may be on the packaging, and if not it can usually be found on the vendor's website.
3.2.5.1.1. Add a Template
To add a new template, you want to click on the 'Templates' button at the top of your page and choose 'New Template'
Using the form that appears you can define the template for your sheet of labels or cards.
  • Template ID will be automatically generated after saving your template, this is simply a system generated unique id
  • Template Code should be something you can use to identify your template on a list of templates
  • You can use the Template Description to add additional information about the template
  • The Units pull down is used to define what measurement scale you're going to be using for the template. This should probably match the unit of measurement used on the template description provided by the product vendor.
  • The measurements, number of columns and number of rows can be found on the vendor product packaging or website.
    • Important

      If you do not supply a left text margin in the template, a 3/16" (13.5 point) left text margin will apply by default.
  • A profile is a set of "adjustments" applied to a given template just prior to printing which compensates for anomalies unique and peculiar to a given printer (to which the profile is assigned).
    • Before picking a profile try printing some sample labels so that you can easily define a profile that is right for your printer/template combination.
    • After finding any anomalies in the printed document, create a profile and assign it to the template.
After saving, your templates will appear on the 'Manage Templates' page.

3.2.5.2. Profiles

  • Get there: More > Tools > Label Creator > Profiles
A profile is a set of "adjustments" applied to a given template just prior to printing which compensates for anomalies unique and peculiar to a given printer (to which the profile is assigned). This means if you set a template up and then print a sample set of data and find that the items are not all aligned the same on each label, you need to set up a profile for each printer to make up for the differences in printing styles, such as the shifting of text to the left, right, top or bottom.
If your labels are printing just the way you want, you will not need a profile.
3.2.5.2.1. Add a Profile
To add a new profile, you want to click on the 'Profiles' button at the top of your page and choose 'New Profile'
Using the form that appears you can create a profile to fix any problems with your template.
  • The Printer Name and Paper Bin do not have to match your printer exactly, they are for your reference so you can remember what printer you have set the profile for. So if you want to use the Printer model number in printer name or you can call it 'the printer on my desk'
  • Template will be filled in once you have chosen which template to apply the profile to on the template edit form
  • The Units pull down is used to define what measurement scale you're going to be using for your profile.
  • Offset describes what happens when the entire image is off center either vertically or horizontally and creep describes a condition where the distance between the labels changes across the page or up and down the page
    • For these values, negative numbers move the error up and to the left and positive numbers move the error down and to the right
    • Example: the text is .25" from the left edge of the first label, .28" from the left edge of the second label and .31" from the left edge of the third label. This means the horizontal creep should be set to .03" to make up for this difference.
After saving, your profiles will appear on the 'Manage Profiles' page.
Once you have saved your new profile, you can return to the list of templates and choose to edit the template that this profile is for.

3.2.5.3. Layouts

  • Get there: More > Tools > Label Creator > Layouts
A layout is used to define the fields you want to appear on your labels.
3.2.5.3.1. Add a Layout
To add a new layout, you want to click on the 'Layouts' button at the top of your page and choose 'New Layout'
Using the form that appears you can create a profile to fix any problems with your template.
  • The name of your layout can be anything you'd like to help you identify it later.
  • If this is a barcode label you'll want to choose the encoding (Code 39 is the most common)
  • The layout type can be any combination of bibliographic information and/or barcode. For example a spine label would just be Biblio whereas a label for your circulation staff to use to checkout the book would probably be Biblio/Barcode.
  • The Bibliographic Data to Print includes any of the data fields that may be mapped to your MARC frameworks. You can choose from the preset list of fields or you can click on 'List Fields' and enter your own data. In 'List Fields', you can specify MARC subfields as a 4-character tag-subfield string: (ie. 254a for the title field), You can also enclose a whitespace-separated list of fields to concatenate on one line in double quotes. (ie. "099a 099b" or "itemcallnumber barcode"). The fields available are from the database tables list below. Finally you could add in static text strings in single-quote (ie. 'Some static text here.')
    • You can use the schema viewer (http://schema.koha-community.org) with the following tables to find field names to use:
      • Currently all fields in the following tables are used: items, biblioitems, biblio, branches
  • Choose if the label maker should print out the guidelines around each label
  • Choose if you'd like Koha to try to split your call numbers (usually used on Spine Labels)
  • Finally choose your text settings such as alignment, font type and size.
After saving, your layouts will appear on the 'Manage Layouts' page.

3.2.5.4. Batches

  • Get there: More > Tools > Label Creator > Batches
Batches are made up of the barcodes you would like to print. Once in this tool you can search for the item records you would like to print out labels for.
3.2.5.4.1. Add a Batch
Batches can be created in one of two ways. The first is to click the 'Create Label Batch' link on the 'Staged MARC Management' page:
The other is to choose to create a new batch from the label creator tool
You will be brought to an empty batch with an 'Add item(s)' button at the top of the page and a box to scan barcodes in to.
You can either scan barcodes in to the box provided and click the 'Add item(s)' button or you can click the 'Add item(s)' button with the barcodes box empty. Clicking 'Add item(s)' with nothing in the barcodes box will open a search window for you to find the items you want to add to the batch.
From the search results, click the check box next to the items you want to add to the batch and click the 'Add checked' button. You can also add items one by one by clicking the 'Add' link to the left of each item.
Once you have added all of the items click the 'Done' button. The resulting page will list the items you have selected.
To print your labels, click the 'Export Batch' button. To print only some of the labels, click the 'Export Item(s)' button. Either way you will be presented with a confirmation screen where you can choose your template and layout.
You will then be presented with three download options: PDF, Excel, and CSV.
After saving your file, simply print to the blank labels you have in your library.

3.2.6. Quick Spine Label Creator

  • Get there: More > Tools > Catalog > Quick Spine Label Creator

Note

This tool does not use the label layouts or templates, it simply prints a spine label in the first spot on the label sheet.
  • Define the fields you want to print on the spine label in the SpineLabelFormat system preference
  • Format your label printing by editing spinelabel.css found in koha-tmpl/intranet-tmpl/prog/en/css/
To use this tool you simply need the barcode for the book you'd like to print the spine label for.

3.2.7. Stage MARC Records for Import

  • Get there: More > Tools > Catalog > Stage MARC records for import
This tool can be used to import both bibliographic and authority records that are saved in MARC format. Importing records into Koha includes two steps. The first is to stage records for import.
  • First find the MARC file on your computer
  • Next you will be presented with options for record matching and item imports
    • Enter 'Comments about this file' to identify your upload when going to the 'Manage Staged MARC Records' tool
    • Tell Koha which type of file this is, bibliographic or authority
    • Choose the character encoding
    • Choose whether or not you want to look for matching records
    • Next choose what to do with matching records if they are found
    • Finally choose what to do with records that are unique
    • Next you can choose whether or not to import the item data found in the MARC records (if the file you're loading is a bibliographic file)
  • Click 'Stage for import'
  • You will be presented with a confirmation of your MARC import
  • To complete the process continue to the Managed Staged MARC Records Tool

3.2.8. Staged MARC Record Management

  • Get there: More > Tools > Catalog > Staged MARC Record Management
Once you have staged your records for import you can complete the import using this tool.
  • From the list of staged records, click on the file name that you want to finish importing
    • You will note that records that have already been imported will say so under 'Status'
  • A summary of your import will appear along with the option to change your matching rules
  • Below the summary is the option to import the batch of bib records using a specific framework
    • Choosing a framework other than 'Default' isn't necessary, but it's helpful for running reports and having the right bib level item type selected on import.
  • Below the framework selection there will be a list of the records that will be imported
    • Review your summary before completing your import to make sure that your matching rule worked and that the records appear as you expect them to
  • Click 'Import into catalog' to complete the import
  • Once your import is complete a link to the new bib records will appear to the right of each title that was imported
  • You can also undo your import by clicking the 'Undo import into catalog' button
Records imported using this tool remain in the 'reservoir' until they are cleaned. These items will appear when searching the catalog from the Cataloging tool:
To clean items out of the 'reservoir':
  • Visit the main screen of the Manage Staged MARC Records tool
  • To clean a batch, click the 'Clean' button to the right
  • You will be presented with a confirmation message
    • Accept the deletion and the records will be removed from the reservoir and the status will be changed to 'cleaned'

3.2.9. Upload Local Cover Image

  • Get there: More > Tools > Catalog > Upload Local Cover Image
This tool will allow you to upload cover images for the materials in your catalog. To access this tool, staff will need the upload_local_cover_images permission. In order for images to show in the staff client and/or OPAC you will need to set your LocalCoverImages and/or OPACLocalCoverImages preferences to 'Display.' Images can be uploaded in batches or one by one.

Note

Koha does not have a maximum file size limit for this tool, but Apache may limit the maximum size of uploads (talk to your sys admin).
If uploading a single image:
  • Visit the tool and click the 'Browse' button to browse to the image on your local machine.
  • Click 'Upload file'
  • Choose 'Image file' under the 'File type' section
  • Enter the biblionumber for the record you're attaching this image to. This is not the same as the barcode, this is the system generated number assigned by Koha.
    • Find the biblionumber by looking at the end of the URL in the address bar when on the detail page
    • or by clicking on the MARC tab on the detail page in the staff client
  • If you would like to replace any other cover images you may have uploaded in the past, check the 'Replace existing covers' box under the 'Options' section
  • Click 'Process images'
  • You will be presented with a summary of the upload and a link to the record you have just added the image to
If uploading a batch of images at once you will need to prepare a ZIP file first.
  • Enter in to the ZIP file all the images you are uploading
  • Also include a text file (*.TXT) named either datalink.txt or idlink.txt listing the biblionumber followed by the image name for each image one per line
    • ex. 4091,image4091.jpg
  • Browse your local computer to the ZIP file
  • Click 'Upload file'
  • Choose 'Zip file' under the 'File type' section
  • If you would like to replace any other cover images you may have uploaded in the past, check the 'Replace existing covers' box under the 'Options' section
  • Click 'Process images'
  • You will be presented with a summary of the upload

Important

The source image is used to generate a 140 x 200 px thumbnail image and a 600 x 800 px full-size image. The original sized image uploaded will not be stored by Koha
You will be able to see your cover images in the staff client on the detail page under the 'Image' tab in the holdings table at the bottom
In the OPAC the cover images will also appear in the images tab, as well as next to the title and on the search results.

3.3. Additional Tools

3.3.1. Calendar

  • Get there: More > Tools > Additional Tools > Calendar
Libraries can define library closings and holidays to be used when calculating due dates. You can make use of the Calendar by turning on the proper system preferences:
  • Get there: More > Administration > Global System Preferences > Circulation > useDaysMode
    • Choose the method for calculating due date - either include days the library is closed in the calculation or don't include them.
  • Get there: More > Administration > Global System Preferences > Circulation > finescalendar
    • This will check the holiday calendar before charging fines

3.3.1.1. Adding Events

Before adding events, choose the library you would like to apply the closings to. When adding events you will be asked if you would like to apply the event to one branch or all branches. To add events, simply
  • Click on the date on the calendar that you would like to apply the closing to
  • In the form that appears above the calendar, enter the closing information (for more info on each option click the question mark [?] to the right of the option)
    • Library will be filled in automatically based on the library you chose from the pull down at the top of the page
    • The day information will also be filled in automatically based on the date you clicked on the calendar
    • In the description enter the reason the library is closed
    • Next you can choose if this event is a one time event or if it is repeatable.
      • If this is a one day holiday choose 'Holiday only on this day'
      • If this is a weekly closing (like a weekend day) then you can choose 'Holiday repeated every same day of the week'
      • If this is an annual holiday closing choose 'Holiday repeated yearly on the same date'
      • If the library is going to be closed for the week or a range of time choose 'Holiday on a range' and enter a 'To Date' at the top
      • If the library is going to be closed for a range of time each year (such as summer holidays for schools) choose 'Holiday repeated yearly on a range' and enter a 'To Date' at the top
    • Finally decide if this event should be applied to all libraries or just the one you have originally selected
      • If you'd rather enter all the holidays and then copy them all to another branch all at once you can use the copy menu below the calendar
  • After saving you will see the event listed in the summary to the right the calendar

3.3.1.2. Editing Events

To edit events
  • Click on the event on the calendar that you want to change (do this by clicking on the date on the calendar, not the event listed in the summary)
  • From this form you can make edits to the holiday or delete the holiday completely.
    • All actions require that you click 'Save' before the change will be made.
  • Clicking on repeatable events will offer slightly different options
    • In the form above you will note that there is now an option to 'Generate an exception for this repeated holiday,' choosing this option will allow you to make it so that this date is not closed even though the library is usually closed on this date.
      • All actions require that you click 'Save' before the change will be made.

3.3.1.3. Additional Help

When adding or editing events you can get additional help by clicking on the question mark next to various different options on the form

3.3.2. CSV Profiles

  • Get there: More > Tools > Additional Tools > CSV Profiles
CSV Profiles are created to define how you would like your cart or list to export.

3.3.2.1. Add CSV Profiles

To add a CSV Profile
  • Click 'CSV Profiles' from the Tools menu
    • The 'Profile name' will appear on the export pull down list when choosing 'Download' from your cart or list
    • The 'Profile description' is for your own benefit, but will also appear in the OPAC when patrons download content, so make sure it's clear to your patrons as well
    • The 'CSV separator' is the character used to separate values and value groups

      Note

      The most common option here is comma because most spreadsheet applications know how to open files split by commas.
    • The 'Field separator' is the character used to separate duplicate fields
      • Example: You may have multiple 650 fields and this is the character that will appear in between each one in the column
    • The 'Subfield separator' is the character used to separate duplicate subfields
      • Example: You may have multiple $a subfields in a field
    • The 'Encoding' field lets you define the encoding used when saving the file
    • Finally format your CSV file using the 'Profile MARC fields' fields
      • Define which fields or subfields you want to export, separated by pipes. Example : 200|210$a|301
      • Note

        You can also use your own headers (instead of the ones from Koha) by prefixing the field number with an header, followed by the equal sign. Example : Personal name=100|title=245$a|300
    When you have entered in all of the information for you profile, simply click 'Submit' and you will be presented with a confirmation that your profile has been saved.

3.3.2.2. Modify CSV Profiles

Once you have created at least one CSV Profile an 'Edit profile' tab will appear next to the 'New profile' button.
  • Choose the profile you would like to edit and alter the necessary fields.
  • After submitting your changes you will be presented with a confirmation message at the top of the screen
  • To delete a profile, check the 'Delete selected profile' option before clicking 'Submit Query'

3.3.2.3. Using CSV Profiles

Your CSV Profiles will appear on the export list or cart menu under the 'Download' button in both the staff client and the OPAC

3.3.3. Log Viewer

  • Get there: More > Tools > Additional Tools > Log Viewer
Actions within the Koha system are tracked in log files. Your system preferences can be changed to prevent the logging of different actions. These logs can be viewed using the Log Viewer Tool.
Choosing different combinations of menu options will produce the log file for that query.
You will note that real names do not appear on the log, only identifying numbers. You need to use the identifying numbers when searching the logs as well.

3.3.4. News

  • Get there: More > Tools > Additional Tools > News
Koha's news module allows librarians to post news to the OPAC, staff interface and circulation receipts.
To add news to either the OPAC, the Staff Client or a Circulation receipt:
  • Click 'New Entry'
    • Under 'Display Location' choose whether to put the news on the OPAC, Slip (circulation receipt) or the Librarian (Staff) Interface.
    • Choose a title for your entry
    • Using the publication and expiration date fields you can control how long your item appears
    • 'Appear in position' lets you decide what order your news items appear in
    • The 'News' box allows for the use of HTML for formatting of your news item
  • After filling in all of the fields, click 'Submit'
  • News in the OPAC will appear above the OpacMainUserBlock
  • News in the Staff Client will appear on the far left of the screen
  • News on the circulation receipts will appear below the items that are checked out

3.3.5. Task Scheduler

  • Get there: More > Tools > Additional Tools > Task Scheduler
The task scheduler is a way to schedule reports to run whenever you want.
To schedule a task, visit the Task Scheduler and fill in the form
  • Current Server Time shows the time on your server (schedule all of your reports to run based on that time - not on your local time)
  • Time should be entered as hh:mm (2 digit hour, 2 digit minute)
  • Date should be entered using the calendar pop up
  • From Report choose the report you want to schedule
  • Choose whether to receive the text of or a link to the results
  • In the Email filed enter the email of the person you want to receive your report
Below the task scheduler form, there is a list of scheduled reports
You can also schedule reports directly from the list of saved reports by clicking the 'Schedule' link

3.3.5.1. Troubleshooting

Task scheduler will not work if the user the web server runs as doesn't have the permission to use it. To find out if the right user has the permissions necessary, check /etc/at.allow to see what users are in it. If you don't have that file, check etc/at.deny. If at.deny exists but is blank, then every user can use it. Talk to your system admin about adding the user to the right place to make the task scheduler work.

3.3.6. Quote of the Day (QOTD) Editor

  • Get there: More > Tools > Additional Tools > Edit quotes for QOTD feature
This tool will allow you to add and edit quotes to show on the OPAC if you're using the Quote of the Day (QOTD) feature.
To turn this feature on set the QuoteOfTheDay preference to 'Enable and add at least one quote via the Quote of the Day Editor. Once these steps are complete you will see your quotes above the OpacMainUserBlock in the OPAC:

3.3.6.1. Add a Quote

To add a quote:
  • Click the 'Add quote' button in the toolbar and an empty quote entry will be added to the end of the current quote list.
    • Important

      Both the 'Source' and the 'Text' fields must be filled in in order to save the new quote.
  • When finished filling in both fields, press the <Enter> key on your keyboard to save the new quote.
  • The list will update and the new quote should now be visible in the list.

Note

You may cancel the addition of a new quote any time prior to saving it simply by pressing the <Esc> key on your keyboard.

3.3.6.2. Edit/Delete a Quote

Once the current quote pool has been loaded into the editing table, you may edit the quote source and text.
  • Edit either the 'Source' or 'Text' fields by clicking on the desired field.
  • When you are finished editing a field, press the <Enter> key on your keyboard to save the changes.
The list will be updated, the edits saved, and visible.
If you'd like you can also delete quote(s).
  • Select the quote(s) you desire to delete by clicking on the corresponding quote id.
  • Once quote selection is finished, simply click the 'Delete quote(s)' button.
  • You will be prompted to confirm the deletion.
  • After confirming the deletion, the list will update and the quote(s) will no longer appear.

3.3.6.3. Import Quotes

If you'd like you can import a batch of quotes as a CSV file. Your file must contain two columns in the form: "source","text" with no header row.

Note

You will be prompted to confirm upload of files larger than 512KB.
  • To start the import process click the 'Import quotes' button at the top of the screen
  • Once on the import quotes screen you can browse your computer for the file you would like to import
  • After selecting the CSV file, click the 'Open' button and the file will be uploaded into a temporary editing table.
  • From the listing you can edit either the 'Source' or 'Text' fields by clicking on the desired field. When you are finished editing a field, press the <Enter> key on your keyboard to save the changes.
  • You can also delete quotes from this listing before completing the import.
    • Select the quote(s) you desire to delete by clicking on the corresponding quote id.
    • Once quote selection is finished, simply click the 'Delete quote(s)' key.
    • You will be prompted to confirm the deletion.
    • After confirming the deletion, the list will update and the quote(s) will no longer appear.
  • Once you are satisfied with the quotes, click the 'Save quotes' button in the toolbar at the top and the quotes will be saved.

Chapter 4. Patrons

Before importing and/or adding patrons be sure to set up your patron categories.

4.1. Add a new patron

Patrons are added by going to the 'Patrons' module.
  • Get there: Patrons
Once there you can add a new patron.
  • Click 'New patron'
  • The fields that appear on the patron add form can be controlled by editing the BorrowerUnwantedField system preference.
  • First enter the identifying information regarding your patron
  • Next enter the contact information
    • For contact information, note that the primary phone and email addresses are the ones that appear on notices and slips printed during circulation (receipts, transfer slips and hold slips). The primary email is also the one that overdue notices and other messages go to.
  • If this patron is a child, you will be asked to attach the child patron to an adult patron
    • Click 'Set to Patron' to search your system for an existing patron
    • If the Guarantor is not in the system, you can enter the first and last name in the fields available
    • The relationships are set using the borrowerRelationship system preference
  • If this patron is a professional, you will be asked to attach the patron to an organizational patron
    • Click 'Set to Patron to search your system for an existing patron
  • Each patron can have an alternate contact
    • An alternate contact could be a parent or guardian. It can also be used in academic settings to store the patron's home address.
  • The library management section includes values that are used within the library
    • The card number field is automatically calculated if you have the autoMemberNum system preference set that way
      • Note

        For a newly installed system this preference will start at 1 and increment by 1 each time after. To have it start with the starting number of your barcodes, enter the first barcode by hand in the patron record and save the patron. After that the field will increment that number by 1.
    • If you accidentally chose the wrong patron category at the beginning you can fix that here
    • Sort 1 and 2 are used for statistical purposes within your library
  • Next, the Library Setup section includes additional library settings
    • The registration date will automatically be filled in with today's date
    • If your patron cards expire (based on your patron category settings) the Expiry date will automatically be calculated
    • The OPAC Note is a note for the patron - it will appear in the OPAC on the patron's record
    • The Circulation Note is meant solely for your library staff and will appear when the circulation staff goes to check an item out to the patron
    • The Staff/OPAC asks for the username and password to be used by the patron (and/or staff member) to log into their account in the OPAC and for staff to log in to the staff client.
      • Staff will only be able to use this log in info to log in to the staff client if they have the necessary permissions.
  • If you have set additional patron attributes up, these will appear next
  • Finally, if you have EnhancedMessagingPreferences set to 'allow,' you can choose the messaging preferences for this patron.
    • These notices are:
      • Advanced Notice : A notice in advance of the patron's items being due (The patron can choose the number of days in advance)
      • Item Checkout : A notice that lists all the of the items the patron has just checked out and/or renewed, this is an electronic form of the checkout receipt
      • Hold Filled : A notice when you have confirmed the hold is waiting for the patron
      • Item Due : A notice on the day and item is due back at the library
      • Item Checkin : A notice that lists all the of the items the patron has just checked in
    • Important

      These preferences will override any you set via the patron categories
    • Important

      These preference can be altered by the patron via the OPAC
  • Once finished, click 'Save'
If the system suspects this patron is a duplicate of another it will warn you.
If you have set a minimum or upper age limit on the patron category and are requiring that the birth date be filled in, Koha will warn you if the patron you're adding is too old or young for the patron category you have selected:

4.2. Add a Staff Patron

All staff members must be entered into Koha as patrons of the 'Staff' type. Follow the steps in Add a Patron to add a staff member. To give the staff member permissions to access the staff client, follow the steps in Patron Permissions

Important

Remember to assign your staff secure usernames and passwords since these will be used to log into the staff client.

4.3. Add a Statistical Patron

One way to track use of in house items is to "check out" the materials to a statistical patron. The "check out" process doesn's check the book out, but instead tracks an in house use of the item. To use this method for tracking in house use you first will need a patron category set up for your Statistical patron.
Next, you will need to create a new patron of the statistical type
Next, follow the steps put forth in the 'Add a new Patron' section of this manual. Since this patron is not a real person, simply fill in the required fields, the correct library and nothing else.
To learn about other methods of tracking in house use visit the Tracking inhouse use section of this manual.

4.4. Duplicate a Patron

Sometimes when you're adding a new family to your system you don't want to type the contact information over and over. Koha allows for you to duplicate a patron and change only the parts you want to (or need to) change.
  • Open the patron you want to use as your base (the patron you want to duplicate information from)
  • Click the 'Duplicate' button at the top of their record
  • All of the fields with the exception of first name, card number, username and password have been duplicated. Fill in the missing pieces and click 'Save'
    • Note

      Clicking in a field that is already populated with data will clear that field of all information (making it easier for you to type in something different)
  • You will be brought to your new patron

4.5. Editing Patrons

Patrons in Koha can be edited using one of many edit buttons.
  • To edit the entire patron record simply click the 'Edit' button at the top of the patron record.
  • Patron passwords are not recoverable. The stars show on the patron detail next to the Password label are always there even if a password isn't set. If a patron forgets their password the only option is to reset their password. To change the patron's password, click the 'Change Password' button
    • Koha cannot display existing passwords. Leave the field blank to leave password unchanged.
    • This form can automatically generate a random password if you click the link labeled "Click to fill with a randomly generated suggestion. Passwords will be displayed as text."
  • To edit a specific section of the patron record (for example the Library Use section) click the 'Edit' link below the section
  • A patron image can be added by browsing for the image on your machine from the 'Manage Patron Image' section
    • This form will not appear if you have the patronimages system preference to not allow patron images
    • To add patron images in bulk, use the Upload Patron Images Tool
  • Patrons can also be blocked from checking items out by setting Patron Flags
    • If you would like your circulation staff to confirm a patron's address before checking items out to the patron, you can see the 'Gone no Address' flag
    • If you would like to bar a patron from the library you can set the 'Restricted' flag
    • If you enter in a date and/or note related to the restriction you will see that in the restricted message as well
    • If the patron reports that they have lost their card you can set the 'Lost Card' flag to prevent someone else from using that card to check items out
  • Children patrons do not become adults automatically in Koha. To upgrade a child patron to and adult patron category click on the 'More' menu and choose 'Update Child to Adult Patron'
    • You will then be presented with a pop up window asking which one of your adult patron categories this Child should be updated to

4.6. Patron Permissions

Patron Permissions are used to allow staff members access to the staff client.

Important

In order for a staff member to log into the staff interface they must have (at the very least) 'catalogue' permissions which allow them to view the staff interface.

4.6.1. Setting Patron Permissions

To set patron permissions, you must first have a patron of the 'Staff' type open
  • On the patron record click More and choose Set Permissions to alter patron permissions
  • You will be presented with a list of preferences, some of which can be expanded by clicking the plus sign to the left of the section title.

4.6.2. Patron Permissions Defined

  • superlibrarian
    • Access to all librarian functions
      • Note

        With this selected there is no need to choose any other permissions
  • circulate
    • Check out and check in items
    • This section can be expanded (Learn more)
  • catalogue
    • Required for staff login. Staff access, allows viewing the catalogue in staff client
      • Important

        Must be given to all staff members to allow them to login to the staff client
  • parameters
    • Manage Koha system systems (Administration panel)
    • This secton can be expanded (Learn more)
  • borrowers
    • Add or modify patrons
  • permissions
    • Set user permissions
  • reserveforothers
    • Place and modify holds for patrons
    • This section can be expanded (Learn more)
  • borrow
    • Borrow books
  • editcatalogue
    • Edit Catalog (Modify bibliographic/hodings data)
    • This section can be expanded (Learn more)
  • updatecharges
    • Manage patrons fines and fees
  • acquisition
    • Acquisition and/or suggestion management
    • This section can be expanded (Learn more)
  • management
    • Set library management paraments (deprecated)
      • Important

        This permission level no longer controls anything.
  • tools
    • Use all tools
    • This section can be expanded (Learn more)
  • editauthorities
    • Edit Authorities
  • serials
    • Manage serial subscriptions
    • This section can be expanded (Learn more)
  • reports
    • Allow access to the reports module
    • Reports found on the Circulation page are not controlled by this permission
    • This section can be expanded (Learn more)
  • staffaccess
    • Allow staff members to modify permissions for other staff members
    • Important

      Requires the borrowers permission above

4.6.2.1. Granular Circulate Permissions

If the staff member has 'circulate' permissions they have the ability to perform all of these actions. If you would like to control circulation permissions on a more granular level choose from these options:
  • circulate_remaining_permissions
    • Remaining circulation permissions
    • All circulation rights except the ability to override renewals
  • override_renewals
    • Override blocked renewals
    • Requires that the staff member also has circulate_remaining_permissions

4.6.2.2. Granular Parameters Permissions

If the staff member has 'parameters' permissions they have the ability to perform all of these actions. If you would like to control parameter permissions on a more granular level choose from these options:
  • manage_circ_rules
  • parameters_remaining_permissions
    • Remaining system parameters permissions
    • The ability to access all areas in Administration (other than the Circulation and fine rules)

4.6.2.3. Granular Holds Permissions

If the staff member has 'reserveforothers' permissions they have the ability to perform all of these actions. If you would like to control holds permissions on a more granular level choose from these options:
  • modify_holds_priority
    • Modify holds priority
    • Allow staff members to alter the holds priority (moving patrons up and down the queue)
  • place_holds
    • Place holds for patrons

4.6.2.4. Granular Cataloging Permissions

If the staff member has 'editcatalogue' permissions they have the ability to perform all of these actions. If you would like to control cataloging permissions on a more granular level choose from these options:
  • edit_catalogue
    • Edit catalog (Modify bibliographic/holdings data)
    • Ability to access all cataloging functions via the Cataloging page
  • edit_items
  • fast_cataloging

4.6.2.5. Granular Acquisitions Permissions

If the staff member has 'acquisition' permissions they have the ability to perform all of these actions. If you would like to control acquisitions permissions on a more granular level choose from these options:
  • budget_add_del
    • Add and delete budgets (but can't modify them)
  • budget_manage
    • Manage budgets
  • budget_manage_all
    • Manage all budgets
    budget_modify
    • Modify budget (can't create lines, but can modify existing ones)
  • contracts_manage
    • Manage contracts
  • group_manage
    • Manage orders and basket groups
  • order_manage
    • Manage orders and baskets
  • order_receive
    • Manage orders and baskets
  • period_manage
    • Manage periods
  • planning_manage
    • Manage budget planning
  • vendors_manage
    • Manage vendors

4.6.2.6. Granular Serials Permissions

If the staff member has 'serials' permissions they have the ability to perform all of these actions. If you would like to control serials permissions on a more granular level choose from these options:
  • check_expiration
  • claim_serials
  • create_subscription
  • delete_subscription
    • Delete an existing subscription
  • edit_subscription
    • Edit an existing subscription
    • This permission does not include the ability to delete or create a subscription
  • receive_serials
    • Serials receiving
    • Receive serials on existing subscriptions
  • renew_subscription
    • Renew a subscription
  • routing

4.6.2.7. Granular Tools Permissions

If the staff member has 'tools' permissions they have the ability to access and use all items under the Tools menu. If you would like to control which tools staff members have access to on a more granular level choose from these options:

4.6.2.8. Granular Reports Permissions

If the staff member has 'reports' permissions they have the ability to perform all of these actions. If you would like to control reports permissions on a more granular level choose from these options:
  • create_reports
    • Create SQL Reports
    • The ability to create and edit but not run SQL reports
  • execute_reports
    • Execure SQL Reports
    • The ability to run but not create or edit SQL reports
      • Note

        This include Circulation reports such as Overdues

4.7. Patron Information

When viewing a patron record you have the option to view information from one of many tabs found on the left hand side of the record.
  • Get there: Patrons > Browse or search for patron > Click patron name

4.7.1. Check Out

For instruction on checking items out, view the Checking Out section of this manual.

4.7.2. Details

All patron information will appear on the Details tab. This includes all the contact information, notes, custom patron attributes, messaging preferences, etc entered when adding the patron.
In the case of patrons who are marked as 'Child' or 'Professional' and their Guarantors additional information will appear on their record.
  • A child patron will list their Guarantor
  • On the Guarantor's record, all children and/or professionals will be listed

4.7.2.1. Circulation Summary

Below the patron's information on the details screen is a tabbed display of the items they have checked out, overdue, and on hold.
If they have family at the library staff can see what the other family members have checked out.

4.7.3. Fines

The patron's complete accounting history will appear on the Fines tab. Contrary to its name, the Fines tab does not just show fine data, it also shows membership fees, rental fees, reserve fees and any other charge you may have for patrons.
The table will show you the following columns:
  • Date: the date the charge/payment was posted
    • In the case of fines this will be the last day that the fine was accrued
  • Description: a description of the charges including the due date for overdue items and a link to the item record where one is available
  • Note: any notes about this charge/payment
  • Amount: the total amount of the payment or charge
  • Outstanding: the amount still due on charge

4.7.3.1. Charging Fines/Fees

Most fees and fines will be charged automatically if the fines cron job is running:
  • Fines will be charged based on your Circulation & Fines Rules
  • Hold fees will be charged based on the rules you set in the Patron Types & Categories administration area
  • Rental fees will be charged based on the settings in your Item Types administration area
  • Marking an item 'Lost' via the cataloging module will automatically charge the patron the replacement cost for that item

4.7.3.2. Pay/Reverse Fines

Each line item can be paid in full (or written off) using the 'Pay Fines' tab.
  • Each line item can be paid in full, partially paid, or written off.
  • Pay a fine in full
    • Click "Pay" next to the fine you want to pay in full
    • The full amount of the fine will be populated for you in the "Collect From Patron" box
    • Click "Confirm"
    • The fine will be removed from outstanding fines, and displayed as fully paid.
  • Pay a partial fine
    • Click "Pay" next to the fine you want to partially pay
    • Enter the amount you are collecting from the patron in the "Collect From Patron" box
    • Click "Confirm"
    • The fine will be updated to show the original Amount, and the current Amount Outstanding
  • Pay an amount towards all fines
    • Click the "Pay Amount" button
    • Enter the amount you are collecting from the patron in "Collect from Patron." The sum of all fines is shown in "Total Amount Outstanding"
    • Click "Confirm"
    • The fine totals will be updated with the payment applied to oldest fines first.
  • Pay Selected fines
    • Check the selection boxes next to the fines you wish to pay, click "Pay Selected"
    • Enter an amount to pay towards the fines.
    • Click "Confirm"
    • The fine totals will be updated with the payment applied to the oldest selected fines first.
  • Writeoff a single fine
    • Click "Writeoff" next to the fine you wish to writeoff.
    • The fine will be removed from outstanding fines, and displayed as written off.
  • Writeoff All fines
    • Click the "Writeoff All" button
    • All fines will be removed from outstanding fines, and displayed as written off.
  • If you accidentally mark and item as paid, you can reverse that line item by clicking 'Reverse' to the right of the line
    • Once clicked a new line item will be added to the account, showing the payment as reversed

4.7.3.3. Creating Manual Invoices

For fees that are not automatically charged, librarians can create a manual invoice
  • First choose the type of invoice you would like to create
    • To add additional values to the manual invoice type pull down menu, add them to the MANUAL_INV Authorized Value
    • Important

      The value set as the Authorized Value for the MANUAL_INV authorized value category will appear as the Description and the Authorized Value Description will be used as the amount.
  • If the fee is associated with an item you can enter its barcode so that the line item shows a link to that item
  • The description field is where you will enter the description of the charge
  • In the amount field, do not enter currency symbols, only numbers and decimals

4.7.3.4. Creating Manual Credits

Manual credits can be used to pay off parts of fines, or to forgive a fine amount.
  • First choose the type of credit you'd like to apply
  • If this credit is associated with an item you can enter that item's barcode so that the line item links to the right item
  • The description field is where you will enter the description of the credit
  • In the amount field, do not enter currency symbols, only numbers and decimals

4.7.3.5. Printing Invoices

To the right of each account line there is a print link. Clicking that link will print an invoice for the line item that includes the date and description of the line item along with the total outstanding on the account.

4.7.4. Routing Lists

A list of all of the serial routing lists the patron belongs to will be accessible via the 'Routing Lists' tab on the patron record.
On this tab you will be able to see and edit all of the routing lists that this patron is on.

4.7.5. Circulation History

The circulation history tab will appear if you have set the intranetreadinghistory preference to allow it to appear. If you have the OPACPrivacy system preference set to 'Allow' and the patron has decided that the library cannot keep this information this tab will only show currently checked out items.
If you would like to export a list of barcodes for the items checked in today you can find that option under the More menu on the top right of the page.
This will generate a text file with one barcode per line.

4.7.6. Modification Log

If you have set your BorrowersLog to track changes to patron records, then this tab will appear. The Modification Log will show when changes were made to the patron record. If you also have turned on the IssueLog and ReturnLog you will see checkins and outs on this screen as well.
  • The Librarian field shows the patron number for the librarian who made the changes
  • The module lists 'MEMBERS' for the patron module
  • The action will tell you what action was being logged
  • The Object field lists the borrowernumber that is being modified (in the example above, it was my changing my own record)

4.7.7. Notices

The patron's messaging preferences are set when adding or editing the patron. This tab will show the messages that have been sent and those that are queued to be sent:
Clicking on the message title will expand the view to show you the full text of the message that was sent.

4.7.8. Statistics

Depending on what you set for the values of your StatisticsFields system preference, you can see statistics for one patron's circulation actions.

4.7.9. Files

If you set the EnableBorrowerFiles preference to 'Do' the Files tab will be visible on the patron information page.
From here you can upload files to attach to the patron record.
All files that are uploaded will appear above a form where additional files can be uploaded from.

4.8. Patron Search

Clicking on the link to the Patron module will bring you to a search/browse screen for patrons. From here you can search for a patron by any part of their name or their card number.
If you want to filter your results to a specific branch or category, you can click the plus sign [+] to the right of the search box.
Depending on what you have chosen for the 'Search fields' you can search for patrons in various different ways.
  • Standard:
    • Enter any part of their name, username, email address or barcode
  • Email:
    • Enter any part of their email address using % as a wildcard
  • Borrower number:
    • Enter the Koha borrower number
  • Phone number:
    • Enter the phone number exactly as it is in the system or by using spaces between each batch of numbers.
    • Example: To find (212) 555-1212 you can search for it exactly as it was entered or by searching for 212 555 1212
  • Street address:
    • Enter any part of the patron's address (includes all address fields) using % as a wildcard
    • Example: To find Portland, ME you can search for %Port% and it will find the string "Port" anywhere in the address fields
You can also choose how your results will be sorted by using the 'Order by' pull down menu at the end of the form.
You can also browse through the patron records by clicking on the linked letters across the top.

Chapter 5. Circulation

Circulation functions can be accessed in several different ways. On the main page of the staff client there are some quick links in the center of the page to check items out, in or transfer them. For a complete listing of Circulation functions you can visit the Circulation page which is linked from the top left of every page or from the center of the main page.
Before circulating your collection you will want to set your Global System Preferences, Basic Parameters and Patrons & Circulation Rules.
While in Circulation you can jump between the tabs on the quick search box at the top of the screen by using the following hot keys:
  • jump to the catalog search with Alt+Q
  • jump to the checkout with Alt+U
    • this will not work for Mac users
  • jump to the checkin with Alt+R

Note

Mac users use the OPTION button in place of ALT

5.1. Check Out (Issuing)

To begin the checkout process you must enter the patron barcode or part of their name. The checkout option appears in three main places:
  • Check out option on the top of the main staff client
  • Check out option on the patron record
  • Check out option on the quick search bar on the circulation page

5.1.1. Checking Items Out

To check an item out to a patron, first search for that patron using one of the many options listed above.
At the top of the Check Out screen is a box for you to type or scan the item's barcode into.
  • Important

    Many modern barcode scanners will send a 'return' to the browser, making it so that the 'Check Out' button is automatically clicked
  • If the barcode is not found you will be prompted to use fast cataloging to add the item. Learn more about fast cataloging later in this manual.
Below the box for the barcode there may be options for you to override the default due date for the item.
  • This option will only appear if you have set the SpecifyDueDate system preference to allow staff to override the due date
At the bottom of the page there is a summary of the patron's current checked out items along with the due date (and time if the item is an hourly loan), items checked out today will appear at the top.

Note

If the checked out time is listed as 00:00 then the item is a daily loan item. The due time for daily checkouts will show 23:59 which is the last minute of the day.
If you have set your ExportWithCsvProfile preference, you will also see the option to export the patron's current checkout information using a CSV Profile or ISO2709 (MARC21) format.
Also at the bottom of the page is the list of items the patron has on hold
From the holds list you can suspend or resume patrons holds using the options at the bottom of the list if you have the SuspendHoldsIntranet preference set to 'allow.'

Note

If you have your AutoResumeSuspendedHolds preference set to "Don't allow" then you will not have the option to put an end date on the hold suspension
If there are notes on the patron record these will appear to the right of the checkout box
If the patron has a hold waiting at the library that too will appear to the right of the check out box making it easy for the circulation librarian to see that there is another item to give the patron

5.1.1.1. Printing Receipts

Once you have checked out all of the items for the patron you can print them a receipt by choosing one of two methods.
If you have the CircAutoPrintQuickSlip preference set to 'open a print quick slip window' you can simply hit enter on your keyboard or scan a blank piece of paper with your barcode scanner. The idea being that you're "checking out" a blank barcode which triggers Koha to print the 'Quick slip.'
You can also click the Print button at the top of the screen and choose 'Print slip' or 'Print quick slip'.
If you choose 'Print slip' it will print all of the items the patron has checked out, including those they checked out at an earlier date. Choosing 'Print quick slip' will print only the items that were checked out today.
What prints on the slips can be customized by altering the slip templates under the Notices & Slips tool.

5.1.1.2. Clear Patron Information

When you're done checking an item out if you have the DisplayClearScreenButton preference set to 'Show' you can clear the current patron by clicking the X in the top right of the patron's info to remove the current patron from the screen and start over.
If you have the CircAutoPrintQuickSlip preference set to 'clear the screen' then you simply need to hit enter or scan a blank barcode and the screen will be cleared of the current patron.

5.1.2. Check Out Messages

If you check out an item that has multiple pieces and you have cataloged that information in subfield 3 of the item record (in MARC21) a message will pop up when you check out that item telling you how many pieces should be there.
There are times when Koha will prevent the librarian from being able to check out items to a patron. When this happens a warning will appear notifying the librarian of why the patron cannot check items out.
  • Patron owes too much in fines
    • You can set the amount at which patron checkouts are blocked with the noissuescharge system preference
  • Patron has been barred from the library
  • Patron needs to confirm their address
    • This can be set by the librarian editing a patron record and adding a flag
  • Patrons has lost their library card
    • This can be set by the librarian editing a patron record and adding a flag

5.1.3. Check Out Warnings

Sometimes checkouts will trigger warning messages that will appear in a yellow box above the check out field. These warnings need to be acknowledged before you will be able to continue checking items out.
  • Patron has outstanding fines
  • Item on hold for someone else
  • Item should be on the hold shelf waiting for someone else
  • Item already checked out to this patron
  • Item checked out to another patron
  • Item not for loan
  • Patron has too many things checked out
  • Item cannot be renewed
  • Barcode not found
  • Item being checked out is marked as 'lost'
    • Depending on the value in your IssueLostItem preference, you may just see a warning
      or a confirmation box
  • Item being checked out is not recommended for a patron of this age
  • Item being checked out meets the decreaseLoanHighHolds system preference criteria

5.2. Renewing

Checked out items can be renewed (checked out for another period of time) based on your circulation rules and renewal preferences. If you allow it, patrons can renew their own items via the OPAC, but sometimes you'll need to help them by renewing their items via the staff client. To renew items checked out to a patron, visit their details page or checkout page and review their checkout summary at the bottom.
In the Renew column you will see how many times each item has been renewed and a checkbox to renew the item for the patron. Check the boxed of the items you would like to renew and click the 'Renew or Return checked items' button, or to renew all items checked out to the patron simply click the 'Renew all' button.
Sometimes renewals will be blocked based on your circulation rules, to override this block you must have your AllowRenewalLimitOverride preference set to 'Allow'. If you allow renewal limit overrides, you will see a checkbox at the bottom left of the circulation summary. Check that box and then choose the items you would like to renew.
Checking that box will add checkboxes in the renew column above where before the item was not renewable.

5.3. Check In (Returning)

Checking in items can be performed from various different locations
  • The check in box on the top of the main staff client
  • The check in option on the quick search bar on the Circulation page
  • The check in link on the patron's checkout summary (and on the checkout summary page)
  • The Check in page under the Circulation menu

5.3.1. Checking Items In

To check an item in scan the barcode for the item into the box provided. A summary of all items checked in will appear below the checkin box
If you are checking items in that were put in the dropbox while the library was closed you can check the 'Dropbox mode' box before scanning items. This will effectively roll back the returned date to the last date the library was open.
You can also choose to forgive all overdue charges for items you are checking in by checking the 'Forgive overdue charges' box before scanning items.

5.3.2. Check In Messages

There are several messages that can appear when checking items in:
  • If you are checking an item in at a library other than the home branch, a message will appear asking you to transfer the book to the home library
    • After this item is checked in the status of the item will be changed in the catalog to 'in transit'
    • To mark an item as back at the home branch, check the item in at the home branch
      • A message will appear tell you that the item is not checked out, but the status will now say available in the catalog. This step is necessary to mark items as received by the home branch.
  • If you are checking in an item that should have multiple parts or pieces a message will appear warning you about the number of pieces you should have in your hand
  • If you're checking an item in that has a hold on it, you will be prompted to confirm the hold
    • Clicking the Confirm hold button will mark the item as waiting for pickup from the library
    • Clicking the Print Slip and Confirm button will mark the item as waiting for pickup at the library and present the library with a receipt to print and place on the book with the patron's information
    • Ignoring the hold will leave the item on hold, but leave its status as Available (it will not cancel the hold)
  • If you're checking in an item that has a hold on it at another branch you will be prompted to confirm and transfer the item
    • Clicking the Confirm hold and Transfer button will mark the item as in transit to the library where the hold was placed
    • Clicking the Print Slip, Transfer and Confirm button will mark the item as in transit to the library where the hold was placed and present the library with a receipt to print and place on the book with the patron's information
    • Ignoring the hold will leave the item on hold, but leave its status as Available (it will not cancel the hold)
  • If you have the system showing you fines at the time of checkin (FineNotifyAtCheckin) you will see a message telling you about the fine and providing you a link to the payment page for that patron

5.4. Circulation Messages

Circulation messages are short messages that librarians can leave for their patrons or their colleagues that will appear at the time of circulation.

5.4.1. Setting up Messages

Circulation messages are set up as Authorized Values. To add or edit Circulation Messages you want to work with the BOR_NOTES value.
The 'Description' field can hold a canned message that you would like to appear on the patron's record.

Important

The 'Description' field is limited to 80 characters, but the patron message field can hold more than that. Enter 80 characters in the 'Description' field and then type the rest on the patron record.

5.4.2. Adding a Message

When on the patron's check out tab you will see a link to 'Add a new message' to the right of the check out box.
When you click 'Add a new message' you will be asked to choose if the message is for the librarians or the patron and the message you would like to leave.

Note

A message for the patron will also show to the library staff.

5.4.3. Viewing Messages

Circulation messages meant for the staff and/or the patron will appear on the patron's checkout screen to the right of the checkout box. Messages in bold and red are meant for the library staff only, whereas messages in regular italics font are meant for the patron and the librarian.
Circulation messages meant for the patron will also appear when they log into the OPAC.

5.5. Holds

Koha allows patrons to put things on hold. A 'Hold' is a way to reserve an item. Depending on your circulation and fine rules and hold preference settings patrons will be able to place items on hold for pickup at the library at a later date/time.

5.5.1. Placing Holds in Staff Client

There are several ways to place holds from the staff client. The most obvious is using the 'Place Hold' button at the top of any bibliographic record.
You can also click the smaller 'Place Hold' link found at the top of your catalog search results, or the 'Holds' link found below each result.
You will be asked to search for a patron by barcode or any part of their name to start the hold process.
If you'd like to search for the patron first and then the bib record for the hold, you can open the patron record and click on the 'Search to Hold' button at the top of the patron record.
After clicking the button you will be brought to the catalog search page where you can find the book(s) you want to place a hold on. Under each title on the results you'll see an option to 'Hold for Patron Name.'
If you want to place a hold on multiple items, simply check the boxes to the left of them and click the arrow to the right of the 'Place Hold' button.
Depending on how many items you choose to place a hold on at once you will see a different place hold form. If you are placing a hold on one bibliographic record you will see a list of all of the items you can place a hold on.
  • Enter any notes that might apply to this hold
  • Choose the library where the patron will pick up the item
  • If the patron wants the hold to start on a date other than today, enter that in the 'Hold starts on date' field
  • If the patron has specified that they don't want the item after a certain date, or if you have limits on hold lengths, you can enter an expiration date for the hold in the 'Hold expires on date'
    • To have expired holds canceled automatically you will need to have the Expired Holds cron job set to run on a regular basis.
  • Next choose if you want to place a hold on the next available item or a specific item by clicking the radio button next to an individual item.
If you're placing a hold on multiple items you will be presented with the next available option for all titles. If no items are available for hold it will say so on the confirmation screen.
Once your hold is placed, if you'd like to have Koha forget that you used the 'Search to Hold' function, you can choose to have Koha 'forget' the patron's name by clicking the arrow to the right of the 'Place Hold' button on the search results and choosing the 'Forget' option.

5.5.2. Managing Holds

Holds can be altered and canceled from the Holds tab found on the left of the bibliographic record.
From the list of holds you can change the order of the holds, the pickup location, suspend and/or cancel the hold.

Note

If you have your AutoResumeSuspendedHolds preference set to "Don't allow" then you will not have the option to put an end date on the hold suspension

Note

Depending on how you have your HidePatronName system preference set the list may show card numbers instead of names in the Patron column like in the image above.
To rearrange or delete holds, simply make a selection from the 'Priority' pull down or click the arrows to the right of the priority pull down.
If you use the priority pull down to rearrange or delete holds you will need to click the 'Update hold(s)' button to save your changes.
Clicking the down arrow to the right of the hold will stick the hold at the bottom of the list even if more requests are made.
For example, your library has home-bound patrons that are allowed to keep books out for months at a time. It would not be fair to other patrons if a home-bound patron were able to check out a brand new book and keep it for months. For this reason, the home-bound patron's hold request would stay at the bottom of the queue until everyone else who wanted to read that book has already done so.
If a patron asks to have their hold suspended and you have the SuspendHoldsIntranet system preference set to 'allow' you can do so by clicking the Suspend button to far right. If the patron gives you a date for the items to become unsuspended you can enter that in the date box and click the 'Update hold(s)' button to save your changes.
To delete or cancel a hold click the red 'X' to the right of the hold line. To delete/cancel a bunch of holds you can choose 'del' from pull down to the left of each line and then click 'Update hold(s)' at the bottom of the list.

5.5.3. Receiving Holds

When items that are on hold are checked in or out the system will remind the circulation librarian that the item is on hold and offer them options for managing the hold.
When you check in an item that has a hold on it the system will ask you to either confirm and transfer the item
or just confirm the hold
Clicking the Confirm button will mark the item as on hold for the patron. If the item needs to be transferred the item will also be marked as in transit to the proper branch. Clicking 'Ignore' will retain the hold, but allow you to check the item out to another patron. Choosing to confirm and print will present you with a printable page that you can slip inside the book with the necessary hold and/or transfer information.
Once confirmed the hold will show on the patron record and on the checkout screen under the 'Hold' tab.
The item record will also show that the item is on hold.
In some cases a patron may come in to pick up a hold for their partner (or someone else in their household). In this case you want to make sure that the hold is cancelled when you check the item out to someone else. When trying to check out an item that is already waiting for someone else you will be presented with a warning message.
From here you can check the item out to the patron at the desk and cancel the hold for the patron.

5.6. Transfers

If you work in a multi-branch system you can transfer items from one library to another by using the Transfer tool.
  • Get there: Circulation > Transfer
To transfer an item
  • Click 'Transfer' on the Circulation page
    • Enter the library you would like to transfer the item to
    • Scan or type the barcode on the item you would like to transfer
  • Click 'Submit'
  • The item will now say that it is in transit
  • When the item arrives at the other branch the librarian must check the item in to acknowledge that it is no longer in transit
  • The item will not be permanently moved to the new library
    • The item shows the same 'Home Library' but has updated the 'Current Location' to note where it resides at this time

5.7. Set Library

By default you will enter the staff client as if you are at your home library. This library will appear in the top right of the Staff Client.
This is the library that all circulation transactions will take place at. If you are at another library (or on a bookmobile) you will want to set your library before you start circulating items. To do this you can click 'Set' at the top right or on the Circulation page.
Once you have saved your changes you new library will appear in the top right.

5.8. Fast Add Cataloging

Sometimes circulation librarians need to quickly add a record to the system for an item they are about to check out. This is called 'Fast Add.' To allow circulation librarians access to the Fast Add Cataloging tool, simply make sure they have the fast_cataloging permissions. There are two ways to add titles via fast add. If you know that you're about to check out an item that isn't in you catalog you can go to the Circulation module and click 'Fast cataloging.'
The cataloging interface will open up with the short cataloging record:
After adding your cataloging data you will be asked to enter item data. Enter the items barcode, collection code, etc and save the item before checking it out.
The other way to fast catalog is from the checkout screen. When you enter a barcode at checkout that Koha can't find, it will prompt you to use fast cataloging to add the item to Koha and check it out.
Clicking 'Fast cataloging' will bring you to the fast cataloging form where you can enter the title information
After clicking 'Save' you will be brought to the item record where the barcode will already be filled in with the barcode you're trying to check out.
After clicking the 'Add item' button the item will automatically be checked out the patron you were trying to check the book out to originally.

5.9. Circulation Reports

Most reports can be found vai the Reports module, but some of the more common circulation reports are available right from the Circulation module.
  • Get there: Circulation > Circulation reports

5.9.1. Holds Queue

This report will show you all of the holds at your library.
To generate this report, you must have the Build Holds Queue cron job running. This cron job is a script that should be run periodically if your library system allows borrowers to place on-shelf holds. This script decides which library should be responsible for fulfilling a given hold request.
It's behavior is controlled by the system preferences StaticHoldsQueueWeight and RandomizeHoldsQueueWeight.
If you do not want all of your libraries to participate in the on-shelf holds fulfillment process, you should list the the libraries that *do* participate in the process here by inputting all the participating library's branchcodes, separated by commas ( e.g. "MPL,CPL,SPL,BML" etc. ).
By default, the holds queue will be generated such that the system will first attempt to hold fulfillment using items already at the pickup library if possible. If there are no items available at the pickup library to fill a hold, build_holds_queue.pl will then use the list of libraries defined in StaticHoldsQueueWeight. If RandomizeHoldsQueueWeight is disabled ( which it is by default ), the script will assign fulfillment requests in the order the branches are placed in the StaticHoldsQueueWeight system preference.
For example, if your system has three libraries, of varying sizes ( small, medium and large ) and you want the burden of holds fulfillment to be on larger libraries before smaller libraries, you would want StaticHoldsQueueWeight to look something like "LRG,MED,SML".
If you want the burden of holds fulfillment to be spread out equally throughout your library system, simply enable RandomizeHoldsQueueWeight. When this system preference is enabled, the order in which libraries will be requested to fulfill an on-shelf hold will be randomized each time the list is regenerated.
Leaving StaticHoldsQueueWeight empty is contraindicated at this time. Doing so will cause the build_holds_queue script to ignore RandomizeHoldsQueueWeight, causing the script to request hold fulfillment not randomly, but by alphabetical order.

5.9.2. Holds to pull

This report will show you all of the items that have holds on them that are available at the library for pulling. If the items are available at multiple branches then all branches with that item available will see the hold to pull until one library triggers the hold.
You can limit the results you see by using the Refine box on the left side of the page:

5.9.3. Holds awaiting pickup

This report will show all of the holds that are waiting for patrons to pick them up.
Items that have been on the hold shelf longer than you normally allow (based on the ReservesMaxPickUpDelay preference value) will appear on the 'Holds Over' tab, they will not automatically be cancelled unless you have set the cron job to do that for you, but you can cancel all holds using the button at the top of the list.

5.9.4. Hold ratios

Hold ratios help with collection development. Using this report you will be able to see how many of your patrons have holds on items and whether you should buy more. By default it will be set to the library needing 3 items per hold that has been placed. The report will tell you how many additional items need to be purchased to meet this quota.

5.9.5. Transfers to receive

This report will list all of the items that Koha thinks are in transit to your library.
If your transfers are late in arriving at your library you will see a message stating how late your items are.

Important

An item is considered late based on the number of days you have entered in the TransfersMaxDaysWarning system preference.

5.9.6. Overdues

Important

For libraries with a large patron base, this report may take a significant amount of time to run.

Note

Large libraries can choose to filter the report before it runs by setting the FilterBeforeOverdueReport system preference to 'Require'.
This report will list all items that are overdue at your library.
The report can be filtered using the menu options found on the left of the report.

Note

The 'Show any items currently checked out' checkbox basically switches this from a report of overdues to a report of checkouts. It will show all titles checked out regardless of due date.

5.9.7. Overdues with fines

This report will show you any overdues at your library that have accrued fines on them.
If you would like to limit the report you can use the pull down menu at the top to limit to a specific shelving location at your branch. To see overdues with fines at other branches you will have to change your branch or log in at that branch.

Important

If you do not charge fines and/or don't have the fines cron job running you will see no data on this report.

5.10. Tracking In house Use

Many libraries track the use of items within the library. This can be done in Koha one of two ways. The first is to create one or more Statistical Patrons. When collecting items that have been used within the library, you will want to check them out to your statistical patron:
Instead of marking the item as 'checked out' the system will record that the item was used in house:
Repeat these steps for all items that have been used within the library to keep accurate statistics for item use.
The other way to record local use of items is to set your RecordLocalUseOnReturn preference to 'Record.' Then whenever you check an item in that is not checked out and not on hold a local use will be recorded.

Note

If you have RecordLocalUseOnReturn set to 'Record' you can still use your statistical patrons to record local use as well.

5.11. In Processing / Book Cart Locations

Koha allows for handling temporary locations like the processing center and/or book carts throughout the library. For this feature to work you must first make sure you have authorized values set in the LOC category for PROC (Processing Center) and CART (Book Cart).
Next you need to set the NewItemsDefaultLocation system preference to PROC. This will set the new items to the Processing Center as their default location.
Create items with their desired final shelving location.
  • These newly cataloged items will be temporarily set to the PROC location and will display with whatever description PROC has. The original location code entered at item creation is stored in the new items column 'permanent_location', for future use. Items will stay in the PROC location until they are checked in. To have those items then move to the shelving cart:
    1. Turn on the InProcessingToShelvingCart system preference
    2. Check in those newly-created items and they will be moved to the location code of CART and display with whatever description CART has.
    3. A cron job runs at specified intervals to age items from CART to the permanent shelving location. (For example, an hourly cron entry of cart_to_shelf.pl --hours 3 where --hours is the amount of time an item should spend on the cart before aging to its permanent location.)
      • Note

        If the ReturnToShelvingCart system preference is turned on, any newly checked-in item is also automatically put into the shelving cart, to be covered by the same script run.
      • Important

        Checkins with confirmed holds will not go into the shelving cart. If items on the shelving cart are checked out, the cart location will be cleared.

5.12. Self Checkout

Koha comes with a very basic self checkout module. To enable this module you need to set the WebBasedSelfCheck preference to 'Enable.' To use this module you have to log in as a staff member with circulation permissions.

Note

Create a staff patron specifically for this action so that you don't leave a real staff client logged into a computer all day
There is no link to the Self Checkout module, but a simple addition to the intranetuserjs system preference can add one.
$(document).ready(function(){ $("#login
      #submit").parent().after("<p><a
      href=\"http://YOUR_KOHA_OPAC_URL/cgi-bin/koha/sco/sco-main.pl\"
      target=\"_blank\">Self-Checkout</a></p>"); });

Important

The code above has line breaks added to make it more readable, please be sure to enter the above as one line in when putting it in the system preference.
The link will then appear at the bottom of the log in page:
You can also access this module by going to : http://YOUR_KOHA_OPAC_URL/cgi-bin/koha/sco/sco-main.pl
When on the self checkout page depending on your value in the SelfCheckoutByLogin preference you will be asked to enter you cardnumber
or your username and password:
Once you're logged in to the self check module you will be asked to scan the items you are checking out
As you scan items they will appear below the barcode box
When you are finished scanning items it is important to click the 'Click here if done' button to log the patron out and prepare for the next patron.
When attempting to check items out there are some instances where error messages will appear and the patron will be directed to the librarian. This will happen even if you are allowing overrides on circulation functions. Only a librarian can override a circulation block and so patrons must go to the librarian for help in these situations.

5.13. Offline Circulation Utility

5.13.1. Firefox Plugin

Franois Charbonnier

Nicole C. Engard

Changed content where necessary. 
2012
There is an offline circulation tool that you can add to your Firefox browser as a plugin/addon. To do so, just go to https://addons.mozilla.org/en/firefox/addon/koct/ page and click on the "install now" button. You may have to confirm the installation, just click on "install now" and then restart Firefox to complete the installation.
Once you have installed the plugin and restarted Firefox, you will see the Koha logo in the add-on bar at the bottom right of Firefox.
A click on the logo will open the tool in its own window.
The plugin consists of four tabs:
  • The Check Out tab is where you check out items
  • The Check In tab is where you check in items
  • The Log tab keeps track of every transaction done while in offline mode
    • The log will keep information until you empty it. Each time you open the plugin and it contains data in the log it will warn you
      If you'd like to clear the log, check the 'I want to delete rows' box before hitting the 'OK' button. Otherwise clicking 'OK' will keep the items in the log and let you continue working with the tool.
  • The Param tab is to set up the plugin
The first thing you want to do then is to set up the plugin. Go to the Param tab to set up the plugin
Answer the 4 questions presented:
  • Server = the URL of the librarian interface
  • Branch Code = the code for the branch where you are located
  • Username = your staff account login
  • Password = your staff account password

Important

To save the settings, you will have to close the plugin window and re-open it by clicking again on the Koha logo in the add-on bar.

Note

You can create a staff account dedicated to the offline circulation. So that, no matter who is at the circulation desk, they can all use the same login. Along those lines, you can use a group login that you already have in place for circulation as well.
Once you have everything set up you can start checking items in and out.
Checking out:
  • Go to the Check Out tab
  • Scan the patron barcode
  • Scan the item barcode
  • Click 'Save'
Checking in:
  • Go to the Check In tab
  • Scan the item barcode
  • Click Save
Each time, you check out or check in an item, a new transaction is recorded in the local plugin database and you will see, at the bottom of the plugin how many transactions has been made during the offline circulation. For example, "10 Row(s) Added" means you did 10 transactions.
Then, if you want an overview of every transaction, go to the Log tab. This tab will show you the transactions in the plugin database

Note

The status will be "Local." as long as you are offline and don't process the transactions into Koha.
When your Internet connection comes back up you will want to get these transactions in to Koha. Before processing these transactions you should be aware of a few issues.
Because you are not connected to your Koha database when using this plugin holds will need additional processing. If an item you check in while offline has a hold, the hold is kept on the item. Since, you can't confirm holds found during the processing of every check in, the holds stay on the item and will need to be managed later. If you only checked in a few items you can just keep a record of them all. If you checked in a lot of items you can use the Holds Queue once it rebuilds to see what holds made it to the shelf erroneously.
Similarly, if an patron card was expired, the offline circulation tool won't know about it, so the checkout will be recorded regardless of the patron's account being blocked normally.
You have two options for adding this data to Koha
  • Commit to Koha
    • If you checked in/out on more than one computer at the same time, what you want is to process every transaction consistently. Let's say for instance that one patron checked a book out on one computer and then checked the same book in on another computer. To be consistent, you need to record the check out first and then the check in. Not the opposite! To do so, you need to group every transaction in one place, sort them all and then, process everything. So, you need to use the "Commit to Koha" option from every plugin/computer you worked with. This way, the log will go to Koha and be accessible from the Offline Circulation page.
    • Get there: Circulation > Offline Circulation (Firefox add-on)
    • Once all of the logs from all of the circulation computers are loaded you will be able to check them all or select just those you want to process into Koha.
    • Click on the Process button and Koha will record every stored transaction one by one. For each transaction, the status will change to:
      • "Success." if the transaction was processed correctly
      • "Borrower not found." if the borrower card number is incorrect
      • "Item not found." if the item barcode is wrong
      • "Item not issued." if you checked in an available item
    • Once finished you will have a summary of all of your transactions
  • Apply directly
    • If you performed all of the circulation actions on one computer then everything is sorted already so you can choose to "Apply directly"
    • The status column will be updated to let you know if the transactions were applied
      • "Success." if the transaction was processed correctly
      • "Borrower not found." if the borrower card number is incorrect
      • "Item not found." if the item barcode is wrong
      • "Item not issued." if you checked in an available item
    • Once you're finished you can review all of the items right in the Log tab
Once you are done you can clear the log by clicking Clear. If you don't you will be warned the next time you open the Offline Circulation tool.

5.13.2. Offline Circ Tool for Windows

The Offline Circulation Utility can be downloaded at: http://kylehall.info/index.php/projects/koha/koha-offline-circulation/
To generate a borrowers.db file for loading in to the Windows tool you will need to run the file generator via a cron job.

5.13.3. Upload Offline Circ File

The offline circulation tool for Windows will generate a KOC file that you can upload into Koha once your system comes back up.
On the Circulation menu click 'Offline Circulation File (.koc) Uploader'
Browse your computer for the *.koc file
Once the file is uploaded, click the process the file
When this is complete you'll see the summary of actions from when you were offline (including any errors).

Chapter 6. Cataloging

Before you start cataloging in Koha you're going to want to do some basic setup. Refer to the Implementation Checklist for a full list of these things. Most importantly you're going to want to make sure that your Frameworks are all defined the way you want. Once in the cataloging module you will not be able to add or remove fields and subfields so your frameworks must be ready before you start cataloging.
You can also use OCLC Connexion to send records directly in to Koha. For more information on that please review the OCLC Connexion Setup appendix.
  • Get there: More > Cataloging

6.1. Bibliographic Records

In Koha the bibliographic record contains the main information related to the material. This includes things like the title, author, ISBN, etc. This information is stored in Koha in Marc (different flavors of Marc are supported in Koha). Once this information is saved, items or holdings can be attached.

6.1.1. Adding Records

Records can be added to Koha via original or copy cataloging. If you would like to catalog a record using a blank template
  • Click 'New Record'
    • Choose the framework you would like to base your record off of
If you want to catalog a record based on an existing record at another library
  • Click 'Z39.50 Search'
    • Search for the item you would like to catalog
      • Note

        If no results are found, try searching for fewer fields, not all Z39.50 targets can search all of the fields above.
    • Search targets can be altered by using the Z39.50 Admin area.
    • From the results you can view the MARC or Card view for the records or choose to Import them into Koha
      • In addition to the Import link to the right of each title, you can click on the title you're interested in and a menu will pop up with links to preview the record and import it
      • If you don't find the title you need in your Z39.50 search results you can click the 'Try Another Search' button at the bottom left of your results
Once you've opened a blank framework or imported a record via Z39.50 you will be presented with the form to continue cataloging
  • To expand a collapsed tag click on the tag description
  • To get help from the Library of Congress on a Marc tag click the question mark (?) to the right of each field number
    • If you feel that this clutters the screen you can hide the question marks by unchecking the box next to the 'Show MARC tag documentation links' note at the top right of the editor
  • Sometimes fields may not be editable due to the value in your BiblioAddsAuthorities system preference. If you have this preference set to not allow catalogers to type in fields controlled by authorities you may see a lock symbol to the left of the field.
    • If this icon appears you must click the icon to the right of the field to search for an existing authority.
    • From the results list click 'Choose authority' to bring that into your catalog record
  • To duplicate a field click on the 'repeat this tag' icon to the right of the tag
    • To move subfields in to the right order, click the up arrow to the left of the field
    • To duplicate a subfield click on the clone icon (to remove a copied field, click the delete clone icon) to the right of the field
    • To remove a subfield (if there is more than one of the same type), click the - (minus sign) to the right of the field
  • To use a plugin click on the icon to the right of the filed
    • Some fixed fields have editors that will change based on the material type you're cataloging (for example the 006 and the 008 fields)
  • Once you've finished, click the 'Save' button at the top and choose whether you want to save and view the bib record you have created or continue on to add/edit items attached to the record
    • If you are about to add a duplicate record to the system you will be warned before saving

6.1.2. Adding Analytic Records

Libraries sometimes make journal articles and articles within monographs and serials accessible to library patrons through analytics cataloging. Analytics cataloging creates separate bibliographic records for these articles, chapters, sections, etc. found within a larger resource such as a book, an article within a journal, newspaper or serial. In analytics cataloging, although a separate bib record is created for the title, it is not physically separated from the host item.  Learn more about Analytics in Chapter 13 of AACR2.
If you would like to catalog analytic records there are two options. One is to use the Easy Analytics funtion; the other is the Analytics Enhanced Workflow.

6.1.2.1. Easy Analytics

The Easy Analytics feature makes linking analytic records together easier. The first thing you need to do is set the EasyAnalyticalRecords preference to 'Display' and the UseControlNumber preference to 'Don't use.'
After cataloging your analytic record (see Adding Records for more on creating records) click 'Edit' from the normal view and choose to 'Link to Host Item'
This will prompt you to enter the barcode for the item this record should be linked to.
After entering the item's barcode and clicking 'Select' you will receive a confirmation message.
The record will now have the 773 field filled in properly to complete the link.
To view all of the items tied to the host record, do a search for the record, click the Analytics tab on the left and the analytics tied to each barcode will be shown under the "Used in" column.

Note

It is also possible to create analytic records from this screen by clicking on "Create Analytics"
You can also see the analytics attached to this record by clicking the 'Show Analytic' link towards the top of the record in the normal view.
When looking at the anaytic record you will also see a link to the host item under the 'Host records' column in the holdings table when viewing the 'Analtyics' tab.

6.1.2.2. Analytics Enhanced Workflow

To use the Enhanced Workflow method of adding analytics, the first thing you need to do is set the EasyAnalyticalRecords preference to 'Don't display' and the UseControlNumber preference to 'Use.'
After cataloging your original record (see Adding Records for more on creating records) click 'New' from the normal view and choose to 'New child record.'
This will open a new blank record for cataloging. The blank record will only have the 773 field filled in properly to complete the link once the record is saved.
To view all of the items tied to the host record, do a search for the record, click the Analytics tab on the left and the analytics tied to each barcode will be shown under the "Used in" column.
You can also see the analytics attached to this record by clicking the 'Show Analytic' link towards the top of the record in the normal view.
When looking at the anaytic record you will also see a link to the host item under the 'Host records' column in the holdings table when viewing the 'Analtyics' tab.

6.1.2.3. Editing Analytics

If you have linked an analytic record incorrectly you can remove that link by editing the item on the analytic record (not the host record). To do this, go to the analytic record and click the 'Edit' button and choose to 'Edit items'. To the left of each item you will see two options.
  • Clicking 'Edit in Host' will allow you to edit the item on the host record.
  • Clicking 'Delink' will remove the 773 field and the link between the analytic and the host.

6.1.3. Editing Records

To edit a record you can click 'Edit Biblio' from the search results on the cataloging page
or by clicking the Edit button on the Bibliographic Record and choosing 'Edit Record'
The record will open in the MARC editor
The alternative is to search via Z39.50 to overlay your record with a fuller record found at another library. You can do this by choosing 'Replace Record via Z39.50' from the Edit menu.
Once you choose that you will be brought to a Z39.50 search window to search other libraries for the record in question.
Once you have made your edits (via either method) you can click 'Save' at the top left of the editor.
You can also use the edit menu to add your own custom cover image if you have either OPACLocalCoverImages and/or LocalCoverImages set to 'Display' by choosing 'Upload Image' from the menu.
Choosing to 'Upload Image' will take you to the Upload Local Cover Image Tool.

6.1.4. Duplicating Records

Sometimes a copy of the record you need to catalog can't be found via Z39.50. In these cases you can create a duplicate of similar record and edit the necessary pieces to create a new record. To duplicate an existing record click 'Edit as New (Duplicate)' from the Edit menu on the Bibliographic Record
This will open a new MARC record with the fields filled in with the values from the original Bibliographic Record.

6.1.5. Merging Records

If you would like to merge together multiple records you can do that via the Lists tool. Learn more here.

6.1.6. Deleting Records

To delete a bibliographic record simply choose the 'Edit' button and select 'Delete record'
Bibliographic records can only be deleted one all items have been deleted. If you try to delete a bibliographic record with items still attached you will see that the delete option is grayed out.

6.2. Item Records

In Koha each bibliographic record can have one or more items attached. These items are sometimes referred to as holdings. Each item includes information to the physical copy the library has.

6.2.1. Adding Items

After saving a new bibliographic record, you will be redirected to a blank item record so that you can attach an item to the bibliographic record. You can also click 'Add/Edit Items' from the cataloging search results
or you can add new item at any time by clicking 'New' on the bibliographic record and choosing 'New Item'
The item edit form will appear:
At the very least, if you plan on circulating the item, the following fields should be entered for new items:
  • 2 - Source of classification
  • a - Permanent location
  • b - Current location
  • o - Full call number
  • p - Barcode
  • v - Cost, replacement price
    • This value will be charged to patrons when you mark an item they have checked out as 'Lost'
  • y - Koha item type
To make sure that these values are filled in you can mark them as mandatory in the framework you're using and then they will appear in red with a 'required' label. The item will not save until the required fields are filled in.
  • Note

    To make item subfields required in a framework you'll want to edit the 952 field in the framework editor.
Below the add form there are 3 buttons for adding the item
  • Add Item will add just the one item
  • Add & Duplicate will add the item and fill in a new form with the same values for your to alter
  • Add Multiple Copies will ask how many copies and will then add that number of copies adding +1 to the barcode so each barcode is unique
Your added items will appear above the add form once submitted
Your items will also appear below the bibliographic details on the bib record display.
If you have SpineLabelShowPrintOnBibDetails set to 'Display' then there will also be a link to print a quick spine label next to each item.

6.2.2. Editing Items

Items can be edited in several ways.
  • Clicking 'Edit' and 'Edit Items' from the bibliographic record
    Which will open up a list of items where you can click 'Edit' to the left of the specific item you would like to edit.
  • Clicking 'Edit Items' beside the item on the 'Items' tab
    Which will open up a list of items where you can click 'Edit' to the left of the specific item you would like to edit.
  • Clicking 'Edit' and then 'Edit items in batch'
    This will open up the batch item modification tool where you can edit all of the items on this record as a batch.

6.2.2.1. Quick Item Status Updates

Often circulation staff need to change the status of an item to Lost or Damaged. This doesn't require you to edit the entire item record. Instead clicking on the item barcode on the checkout summary or checkin history will bring you to an item summary. You can also get to the item summary by clicking on the Items tab to the left of the bib detail page.
From this view you can mark an item lost by choosing a lost status from the pull down and clicking the 'Set Status' button.
You can also mark an item as damaged by choosing a damaged status from the pull down and clicking the 'Set Status' button.

6.2.3. Item Information

To the left of every bibliographic record there is a tab to view the items.
Clicking that tab will give you basic information about the items. If you ordered the item via the acquisitions module then the History section will include information about the order.
If the Order or Accession date is linked, clicking it will bring you to the acquisitions information for that item.

6.2.4. Moving Items

Items can be moved from one bibliographic record to another using the Attach Item option
Visit the bibliographic record you want to attach the item to and choose 'Attach Item' from the 'Edit' menu.
Simply enter the barcode for the item you want to move and click 'Select'
If you want to move all items to a new record creating only one bibliographic record you can use the Merge Records tool instead.

6.2.5. Deleting Items

There are many ways to delete item records. If you only need to delete one item you can do this by opening up the detail page for the bib record and clicking the 'Edit' button at the top. From there you can choose to 'Edit items'.
You will be presented with a list of items and next to each one will be a link labeled 'Delete'. Click that link and if the item is not checked out it will delete that item.
If you know that all of the items attached to your record are not currently checked out you can use the 'Delete all items' option under the 'Edit menu' and it will remove all items from the record.
Finally you can use the batch delete tool to delete a batch of items.

6.2.6. Item Specific Circulation History

Each bibliographic record keeps a circulation history (with or without the patron information depending on your settings), but each item also has its own circulation history page. To see this, click on the 'Items' tab to the left of the record you are viewing.
Below the 'History' heading is a link to 'View item's checkout history,' clicking that will open up the item's history which will look slightly different from the bibliographic record's history page.

6.3. Authorities

Authority records are a way of controlling fields in your MARC records. Using authority records will provide you with control over subject headings, personal names and places.

6.3.1. Adding Authorities

To add a new authority record, choose the authority type from the 'New Authority' button.
The form that appears will allow you to enter all of the necessary details regarding your authority record.
To expand collapsed values simply click on the title and the subfields will appear. To duplicate a field or subfield just click the plus sign (+) to the right of the label. To use field helper plugins simply click the ellipsis (...) to the right of the field.
When linking authorities to other headings, you can use the authority finder plugin by clicking the ellipsis (...) to the right of the field.
From there you can search your authority file for the authority to link. If you can't find the authority to link, you can click the 'Create new' button and add the necessary authority for the link. This plugin also allows for you to choose the link relationship between the authorities.

6.3.2. Searching Authorities

From the authorities page you can search for existing terms and the bibliographic records they are attached to.
From the results you will see the authority record, how many bibliographic records it is attached to, and a delete link (if there are no bibliographic records attached).
Clicking on the Details link to the right of the authority record summary will open the full record and the option to edit the record.
If the authority has See Alsos in it you will see those broken out on the search results, clicking the linked headings will run a search for that heading instead.

6.3.3. Editing Authorities

Authorities can be edited by clicking on the authority summary from the search results and then clicking the 'Edit' button above the record.
Once you've made the necessary edits, simply click 'Save' and if you have the dontmerge system preference set to 'Do' the next time the merge_authorities.pl cronjob runs it will update all of the bib records that use that authority.
To delete an authority record you first must make sure it's not linked to any bibliographic records. If it is not used by any bibliographic records a 'Delete' link will appear to the right of the record on the search results and as a button that appears after clicking on the summary of the authority record.

6.4. Cataloging Guides

6.4.1. Bibliographic Record Cataloging Cheat Sheet

Jared Camins-Esakov

Nicole C. Engard

Changed content where necessary. 
2010

Table 6.1. Cataloging Guide

Tag
Label
Description
Instructions
000
LEADER
Describes the record(i.e. surrogate) -- is it a record for a monograph? A serial?
Click in this field to fill it in. Then set "Bibliographic level" to 'a' for articles or 's' for serials. Otherwise, leave everything as is.
001
CONTROL NUMBER
Accession number.
Enter the accession number written inside the item here. For articles and items which do not have accession numbers, leave blank.
003
CONTROL NUMBER IDENTIFIER
Your MARC Organizational Code
Click in this field to fill it in (will auto fill if you have your MARCOrgCode preference set).
005
D & T LATEST TRANSACTION
Current date and time.
Click in this field to fill it in.
008
FIXED-LENGTH DATA ELEMENTS
Field containing computer-readable representations of a number of things.
Generally you will only use 's' (single) or 'm' (multiple) options for position 06- use the former when the item was published in a single year, the latter when it was published over the course of several. If there is a single date, only enter a date in the first date field (positions 07-10). Enter the three-digit country code in positions 15-17, being sure to add spaces if the country code is fewer than three characters long. If there is an index, note that fact in position 31. Enter the three-letter language code in positions 35-37.
010
LCCN
A number assigned by the Library of Congress to uniquely identify the work.
Check on the copyright page of the book (if it was published in the US) or the LC catalog for this number. If you can't find it, don't worry about it.
020
ISBN
Unique number used by publishers to identify books.
If this number isn't listed on the book, there probably isn't one.
022
ISSN
Unique number used by publishers to identify serials.
If this number isn't listed on the book, there probably isn't one.
033
DATE/TIME OF EVENT
Used for auction dates. Required for auction catalogs.
For auctions that took place on only one day, enter the date of the auction in the format YYYYMMDD in the subfield 'a' and a '0' in the first indicator. For auctions that took place over two consecutive days or any number of non-consecutive days, create a subfield 'a' for each day with the date in the format YYYYMMDD, and put a '1' in the first indicator. For auctions that took place over more than two consecutive days, create a subfield 'a' (in format YYYYMMDD) for the first day and a subfield 'a' (also in format YYYYMMDD) for the last day, and put a '2' in the first indicator.
040
CATALOGING SOURCE
Identifies which libraries created and modified the record.
For imported records, add a subfield 'd' with your OCLC code as the value. For new records, make sure that the subfield 'c' with your OCLC code as the value.
041
LANGUAGE CODE
Identifies all the languages used in an item, when two or more languages are present.
For significant portions of a text in a given language, there should be a subfield 'a' with that language code. If there are only summaries or abstracts in a specific language, create a subfield 'b' with that language code.
100
MAIN ENTRY--PERSONAL
Authorized form of the main author's name
See Authorized headings sheet and AACR2. The first indicator should generally be a '1', to indicate that the entry is surname first. If the name consists only of a forename, however, the first indicator should be '0'.
110
MAIN ENTRY--CORPORATE
Authorized form of the name of the main corporate author. Required for auction catalogs.
Auction catalogs should use a 110 field rather than a 100 field. See Authorized headings sheet and AACR2. Set the first indicator to '2'.
111
MAIN ENTRY--MEETING
Authorized form of the name of a meeting which acted as a main offer (e.g. conference proceedings)
See Authorized headings sheet and AACR2. Set the first indicator to '2'.
245
TITLE STATEMENT
Transcription of the title statement from the title page (or chief source of information)
Enter the title in subfield 'a', the subtitle in subfield 'b', and the statement of responsibility in subfield 'c'. If you are creating a record for a single volume or part of a multi-part item, you should put the part number in subfield 'n' and the part title in subfield 'p.' For auction catalogs, the date (in 'MM/DD/YYYY' format) should be listed in square brackets in subfield 'f'. See ISBD punctuation sheet. Set the first indicator to '0' if there is no author, otherwise set it to '1'. Set the second indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space... for "The " set the second indicator to '4').
246
VARYING FORM OF TITLE
Alternate form of title for searching and filing purposes
If the patron might look for the work under a different title, enter it here. Do not include initial articles. The first indicator should be '3', unless the title is merely a variant spelling, in which case the first indicator should be '1'.
250
EDITION STATEMENT
Transcription of the edition statement from the title page (or chief source of information)
Transcribe the edition statement exactly as it appears on the title-page. You may abbreviate if the edition statement is very long.
260
PUBLICATION (IMPRINT)
Publication information.
Put the location of publication in subfield 'a', the publisher in subfield 'b', and the year (or probable year) in subfield 'c'. See ISBD punctuation sheet.
300
PHYSICAL DESCRIPTION
Physical description
Enter the pagination statement in subfield 'a', a brief description of "special" contents such as illustrations or maps in subfield 'b' (see AACR2), and the size of the item in subfield 'c'. See ISBD punctuation sheet.
490
SERIES STATEMENT
Shows the series statement exactly as it appears on the item.
Transcribe the series statement into subfield 'a' with the volume number in subfield 'v'. See ISBD punctuation sheet. Set the first indicator to '1' if you are using an 830. As a general rule, you should do so.
500
GENERAL NOTE
Notes that don't fit anywhere else.
Enter notes as full sentences, with a separate 500 field for each distinct topic.
501
WITH NOTE
Notes whether the work is bound with the works described by other records.
Put description of relationship in subfield 'a'.
504
BIBLIOGRAPHY, ETC. NOTE
Indicates whether the work includes a bibliography.
If the work includes a bibliography and index, put the text "Includes bibliographical references (p. XXX-XXX) and index." in subfield 'a'. If the work does not include an index, remove that part of the sentence. If the references are scattered throughout the work and not gathered into a distinct sentence, remove the parenthetical statement.
505
FORMATTED CONTENTS
List of contents in a standard format. Unformatted contents can be listed in a 500 (General Note) field.
See ISBD punctuation sheet. Set the first indicator to '0'. If you are separately coding authors and titles, set the second indicator to '0'. Otherwise, leave the second indicator blank.
518
DATE/TIME OF EVENT NOTE
Used for auction dates.
For auction catalogs, enter the date of the auction in the format 'January 2, 1984' in the subfield 'a'
520
SUMMARY, ETC.
A brief summary or abstract of the book or article.
In general you do not need to write a summary. A summary might be called for, however, with items that cannot be easily reviewed by a patron, such as books with highly acidic paper or CD-ROMs.
546
LANGUAGE NOTE
Note describing the languages used in the work
Only needed for works in multiple languages. See ISBD punctuation sheet.
561
PROVENANCE INFORMATION
Describes the previous ownership of the item.
Used only for rare books.
563
BINDING INFORMATION
Describes the binding of the item.
Used only for rare books.
590
LOCAL NOTE
Local notes. Required for auction catalogs.
Used for auction catalogs to indicate what types of coins are sold in the auction- Roman, Greek, etc.
600
SUBJECT ADDED--PERSONAL
Authorized form of personal names for people discussed in the work
See Authorized headings sheet and AACR2. The first indicator should generally be a '1', to indicate that the entry is surname first. If the name consists only of a forename, however, the first indicator should be '0'. If you found the name in the LC authority file, set the second indicator to '0'. Otherwise set the second indicator to '4'.
610
SUBJECT ADDED--CORPORATE
Authorized form of corporate names for organizations discussed in the work
See Authorized headings sheet and AACR2. Set the first indicator to '2'. If you found the name in the LC authority file, set the second indicator to '0'. Otherwise set the second indicator to '4'.
611
SUBJECT ADDED--MEETING
Authorized form of meeting names for meetings discussed in the work
See Authorized headings sheet and AACR2. Set the first indicator to '2'. If you found the name in the LC authority file, set the second indicator to '0'. Otherwise set the second indicator to '4'.
630
SUBJECT ADDED--UNIFORM TITLE
Authorized form of titles for other works discussed in the work
See Authorized headings sheet and AACR2. Set the first indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space... for "The " set the first indicator to '4'). If you found the name in the LC authority file, set the second indicator to '0'. Otherwise set the second indicator to '4'.
650
SUBJECT ADDED--TOPICAL
Library of Congress Subject Heading terms describing the subject of the work
See Authorized headings sheet and AACR2. If you found the name in the LC authority file, set the second indicator to '0'. Otherwise set the second indicator to '4'.
651
SUBJECT ADDED--GEOGRAPHICAL
Library of Congress Subject Heading geographical terms describing the subject of the work
See Authorized headings sheet and AACR2. If you found the name in the LC authority file, set the second indicator to '0'. Otherwise set the second indicator to '4'.
655
INDEX TERM--GENRE/FORM
Describes what an item is as opposed to what the item is about.
Generally used only for auction catalogs, which should have the genre heading "Auction catalogs." (make sure to find the authorized heading!) If you found the name in the LC authority file, set the second indicator to '0'. If you are using a term from a specific thesaurus, set the second indicator to '7' and put the code for the thesaurus in subfield '2'. Otherwise set the second indicator to '4'.
690
LOCAL SUBJECT ADDED--TOPICAL
Used for headings from any custom subject authority file.
If there is no appropriate LCSH term, you can use a 690 with subject headings you find on other items in the catalog.
691
LOCAL SUBJECT ADDED--GEOGRAPHICAL
Used for headings from any custom subject authority file.
If there is no appropriate LCSH term, you can use a 691 with subject headings you find on other items in the catalog.
700
ADDED ENTRY--PERSONAL
Used for second authors and other persons related to the production of the work.
See Authorized headings sheet and AACR2. The first indicator should generally be a '1', to indicate that the entry is surname first. If the name consists only of a forename, however, the first indicator should be '0'.
710
ADDED ENTRY--CORPORATE
Used for corporate bodies related to the production of the work (e.g. publishers).
See Authorized headings sheet and AACR2. Set the first indicator to '2'.
711
ADDED ENTRY--MEETING
Used for meetings related to the production of the work (e.g. symposia that contributed to the work).
See Authorized headings sheet and AACR2. Set the first indicator to '2'.
730
ADDED ENTRY--UNIFORM TITLE
Used for uniform titles related to the production of the work (e.g. a work that inspired the present work)
See Authorized headings sheet and AACR2. Set the first indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space... for "The " set the first indicator to '4').
773
HOST ITEM ENTRY
Describes the larger bibliographic unit that contains the work (e.g. book or journal containing the article being described in the current record)
If the host publication is author main entry, enter the authorized form of the author's name in subfield 'a'. Put the title in subfield 't'. If the host publication is an independent work, put publication information in subfield 'd'. When available, ISSN and ISBN should always be used in, in subfields 'x' and 'z' respectively. Relationship information (e.g. volume number, page number, etc.) goes in subfield 'g'. Subfield 'q' contains an encoded representation of the location of the item: volume, issue, and section numbers are separated by colons, and the first page is entered following a '<' at the end of the subfield. See ISBD punctuation sheet. Set the first indicator to '0'. If you want the label "In:" to be generated, leave the second indicator blank. If you want something else displayed before the 773 text, set the second indicator to '8' and add a subfield 'i' with the label you want at the beginning of the field (e.g. "$iOffprint from:").
830
SERIES ENTRY--UNIFORM TITLE
Authorized form of the series name transcribed in the 490 field. Often this will just be the same as the 490.
See Authorized headings sheet and AACR2. Set the second indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space... for "The " set the second indicator to '4').
852
LOCATION/CALL NUMBER
Provides the section name for pre-barcode books, pamphlets, and some articles and serials.
Do not put anything in this field if you are cataloging a volume which gets only one record and a barcode. If the item does not get a barcode, or you are currently creating a record for an article in a volume, put the section in subfield 'a' (see ANS cataloging documentation), and the call number in subfield 'i'. Set the first indicator to '8'.
856
ELECTRONIC ACCESS
Links to material available online.
Put the URL of any electronic copies or summaries, etc. in subfield 'u' and a link title in subfield 'y'. Set the first indicator to '4'.
942
ADDED ENTRY ELEMENTS (KOHA)
Used for Koha-specific data.
Set the subfield 'c' to the appropriate item type.

6.4.2. Item/Holdings Record Cataloging Guide

This table represents the default embedded holdings data in Koha. This information can be used for migration or importing data purposes

Table 6.2. Koha Embedded Holdings Data

MARC21 Tag/subfield
Data Element
Description
Notes
952$0
Withdrawn status
Default values:
  • 0 = Not withdrawn
  • 1 = Withdrawn
Coded value, matching Authorized Value category ('WITHDRAWN' in default installation)
952$1
Lost status
Default values:
  • 0 = Available
  • 1 = Lost
  • 2 = Long Overdue (Lost)
  • 3 = Lost and Paid For
  • 4 = Missing in Inventory
  • 5 = Missing in Hold Queue
It's possible to configure OPAC so that lost items don't display with the hidelostitems system preference.
Coded value, matching Authorized Value category ('LOST' in default installation)
952$2
Classification
Classification scheme that defines filing rules used for sorting call numbers.
A choice of classification sources as they are defined in administration. If no classification scheme is entered, the system will use the value entered in the DefaultClassificationSource preference.
952$3
Materials specified
Specific issues of serials or multi-part items.
Displayed when items are checked out and in to tell the staff how many pieces the item has. Copy/volume data is stored in 952$h and $t for display in Normal views.
952$4
Damaged status
Default values:
  • 0 = Not damaged
  • 1 = Damaged
Coded value, matching Authorized Value category ('DAMAGE' in default installation)
952$5
Use restrictions
Default values:
  • 0 = No use restrictions
  • 1 = Restricted Access
Coded value, matching Authorized Value category ('RESTRICT' in default installation). This value has no effect on circulation.
952$7
Not for loan
Default values:
  • -1 = Ordered
  • 0 = Available for loans
  • 1 = Not for Loan
  • 2 = Staff Collection
Coded value, matching Authorized Value category ('NOT_LOAN' in default installation). Negative number values can still be placed on hold.
952$8
Collection code
Coded value
Coded value, matching Authorized Value category ('CCODE' in default installation)
952$9
Item number
System-generated item number.
Does not display in the item record.
952$a
Owning Library **
Branch code
Required. Code must be defined in Libraries, Branches and Groups
952$b
Holding library ** (usually the same as 952$a )
Branch code
Required. Code must be defined in Libraries, Branches and Groups
952$c
Shelving location code
Coded value, matching Authorized Value category ('LOC' in default installation)
952$d
Date acquired
YYYY-MM-DD
Date formats in the 952 subfields are required to be in the system internal format for data loading and subsequent item editing: YYYY-MM-DD
952$e
Source of acquisition
Coded value or vendor string
Filled in automatically with the Koha assigned vendor id by Acquisitions when an item is received.
952$g
Purchase price
Decimal number, no currency symbol (ex. 10.00)
Filled in automatically by Acquisitions when an item is received.
952$h
Serial enumeration
Filled in automatically by Serials if the issue is received there.
952$o
Koha full call number
Can be filled in automatically based on the itemcallnumber system preference.
952$p
Barcode *
Max 20 characters
952$t
Copy number
Max 32 characters
952$u
Uniform Resource Identifier
Item specific URL
Full URL starting with http:// Only needed if your item has its own URL, not necessary if the bib record has a 856$u that applies to all items on the record.
952$v
Replacement price
Decimal number, no currency symbol (ex. 10.00)
Filled in automatically by Acquisitions when an item is received.
952$w
Price effective from
YYYY-MM-DD
Date formats in the 952 subfields are required to be in the system internal format for data loading and subsequent item editing: YYYY-MM-DD. Filled in automatically by Acquisitions when an item is received.
952$x
Nonpublic note
This is a note field for notes that will not appear in the OPAC. Right now this note does not appear anywhere but in the item edit screen in the staff client.
952$y
Koha item type **
Coded value, required field for circulation
Required. Coded value, must be defined in Item types
952$z
Public note

* - required for circulation
** - required by Koha

6.4.3. Handling On Order Items and Holds

VOKAL

2010
If you tend to import your MARC records when you have ordered the book (as opposed to when you receive the books), and allow patrons to place holds on those books, you may need to add item records to the *.mrc file before importing.
The easiest way to import your latest order is to first run your records through MARCEdit. Download your MARC records, saving them to your desktop or some other location you use/will remember. If you have MARCEdit already installed you should simply have to double click on your MARC records, and they will automatically open in MARCEdit.

Important

This tutorial was written with MARCEdit version 5.2.3769.41641 on Windows XP, instructions may be different if your version or operating system is different.
  • Your original file will automatically be in the input; ensure MarcBreaker is chosen, and then click "Execute"
  • You will be presented with a summary of the records processed at the bottom of the screen
  • Click 'Edit Records' to continue on to adding item records
  • Your screen will be replaced with a larger screen containing the MARC records
  • Click on Tools > Add/Edit Field
  • Enter in the Koha specific item info
    • In the Field box, type 942
    • In the Field Data box, type \\$c and the item type code (\\$cBOOK in this example)
    • Check the 'Insert last' option
    • Click 'Add Field'
  • Enter in the item record data
    • In the Field box, type 952
    • In the Field Data box, type $7ORDERED_STATUS$aPERM_LOC$bCURR_LOC$cSHELVING_LOCATION$eSOURCE_OF_ACQ$yITEM_TYPE
      • ex. $7-1$aCPL$bCPL$cNEW$eBrodart$yBOOK
        • In a default install of Koha -1 is the value for the Ordered status
      • You may want to look at other subfields you would like data in -- for example, changing the collection code to put all the items in the same collection (8), automatically fill in the acquisition date (d), or put in a public note (z).
      • Be sure you use the $ to separate subfields; adding each subfield on a separate line will cause that many items to be imported with your MARC record (in the example above, four items, each with one of those subfields corrected)
      • Make sure you look at the Administration > Authorized Values in Koha to put the correct code into the field
    • Check the 'Insert last' option
    • Click 'Add Field'
  • Close the field editor window
  • Click on File > Compile into MARC
  • Choose where to save your file
Now you want to go into your Koha system and follow the instructions for importing MARC records.
Once the item has come in, you will need to go to the item record and individually change the item to have the correct barcode, and manually change the status from Ordered to the blank line in the Not for Loan field.

Note

If you purchase your cataloged item records, you may want to request your vendor put in the information you need into the MARC records for you; that way, you could import the edited-by-the-vendor file, overwriting the current record, automatically replacing the data with what you need.

Chapter 7. Serials

Serials actions can be accessed by going to the More menu at the top of your screen and choosing Serials or by clicking Serials on the main Koha staff client page. The Serials module in Koha is used for keeping track of journals, newspapers and other items that come on a regular schedule. As with all modules, make sure you go through the related Implementation Checklist before using the Serials module.
  • Get there: More > Serials

7.1. Add a subscription

Subscriptions can be added by clicking the 'New' button on any bibliographic record
Or by visiting the Serials module and clicking 'New Subscription'
If you are entering a new subscription from the Serials module you will be presented with a blank form (if creating new from a bibliographic record the form will include the bib info).
  • 'Librarian' field will show the logged in librarian's username
  • 'Vendor' can be found by either searching vendors entered via the Acquisitions module or entering the vendor ID number
    • Vendor information is not required
    • In order to claim missing and late issues you need to enter vendor information
  • 'Biblio' is the MARC record you'd like to link this subscription to
    • This can be done by searching for an existing record by clicking on the 'Search for Biblio' link below the boxes or by entering the bib number for a record in the first box. Only if you search with the field between the parenthesis.
  • Next you can choose whether a new item is created when receiving an issue
  • 'Location' is for the shelving location
  • 'Call Number' is for your item's call number prefix
  • 'Library' is the branch that owns this subscription.
    • If more than one library subscribes to this serial you will need to create a subscription for each library
    • This can be done easily by using the 'Edit as New (Duplicate)' option found on the subscription information page and changing only the 'Library' field
  • The 'Grace Period' is the number of days before an issue is automatically moved from 'expected' status to 'waiting' and how many days before an issue is automatically moved from 'waiting' status to 'late'
  • Use the 'Public Note' for any notes you would like to appear in the OPAC for the patrons
  • 'Nonpublic Note' should be used for notes that are only visible to the librarians via the staff client
  • To set up a routing list for serials, choose 'Routing List' from the 'Patron notification' field.
    • For this option to appear you need to make sure that you have a Routing List notice set up in the Notices Tool
    • Learn more about Routing Lists later in this manual
  • The Staff and OPAC Display options allow you to control how many issues appear by default on bibliographic records in the Staff Client and the OPAC
  • In 'First issue publication date' you want to enter the date of the issue you have in your hand, the date from which the prediction pattern will start
  • There are several pre-defined options for the 'Frequency' of publication
    • Without periodicy: some very specific (usually high level science journals) don't have a true periodicity. When you subscribe to the title, you subscribe for 6 issues, which can arrive in 1 year... or 2... There is no regularity or known schedule.
    • Unknown select this if none of the other choices are relevant
    • Irregular: The journal is not "regular" but has a periodicity. You know that it comes out on January, then in October and December, it is irregular, but you know when it's going to arrive.
    • 2/day: Twice daily
    • 1/day: Daily
    • 3/week: Three times a week
    • 1/week: Weekly
    • 1/ 2 weeks: Twice monthly (fortnightly)
    • 1/ 3 weeks: Tri-weekly
    • 1/month: Monthly
    • 1/ 2 months (6/year): Bi-monthly
    • 1/ 3 months (1/quarter): Quarterly
    • 1/quarter (seasonal) : Quarterly related to seasons (ie. Summer, Autumn, Winter, Spring)
    • 2/year: Half yearly
    • 1/year: Annual
    • 1/ 2 years: Bi-annual
  • Checking the 'Manual history' box will allow you to enter serials outside the prediction pattern.
  • 'Numbering pattern' will help you determine how the numbers are printed for each issue
    • Start with the numbering on the issue you have in hand, the numbering that matches the date you entered in the 'First issue publication' field
    • If you have chosen any 'Numbering Format' other than 'Number' in the 'Rollover at' field, enter the last issue number before the volume number changes
      • If you chose the 'Number' Numbering Format you will see 'issues expected' in which you will enter the total number of issues you expect to receive.
    • You can choose to create your own numbering pattern by choosing 'None of the above' and clicking the 'Show/Hide Advanced Pattern' button at the bottom of the form
  • 'Subscription start date' is the date at which the subscription begins. This is used for setting up renewal alerts
  • 'Subscription length' is the number of issues or months in the subscription. This is also used for setting up renewal alerts
  • 'Subscription end date' should only be entered for subscriptions that have ended (if you're entering in a backlog of serials)
  • The 'Numbering formula' is editable to match the way you'd like your numbering to print on the item record and subscription information pages
Click 'Save Subscription' to save the information you have entered. Find sample serial examples in the appendix.

7.2. Receive Issues

Issues can be marked as received from several locations. To find a subscription, use the search box at the top of the Serials page to search for the serial you'd like to receive issues for:
From the search results you can click the 'Serial Receive' link or you can click on the subscription title and then click the 'Receive' button.
The final way to receive serials is from the 'Serial Collection' page. To the left of the Subscription summary page there is a menu with a link to 'Serial Collection'
From the page that opens up you can click 'Edit Serial' with the issue you want to receive checked.
All three of these options will open up the issue receive form:
  • Choose 'Arrived' from the status pull down to mark a serial as received.
  • If you have decided to have an item record created for each issue an item add form will appear after choosing 'Arrived'
  • If your issue has a supplemental issue with it, fill in the Supplemental Issue information.
  • If you have decided to have an item record created for each issue an item add form will appear for your supplement and for the issue itself
  • Once you have entered your info you can click 'Save'
If you are receiving multiple issues at once, or have marked an issue as 'Late' or 'Missing' there you can click the 'Generate Next' button below the list of issues.
Clicking this button will generate the next issue for you and mark the previously expected issue as 'Late' automatically. You can then check the 'Edit' box to the right of each issue and edit the status on multiple issues at once.

7.3. Create a Routing List

A routing list is a list of people who receive the serial before it goes to the shelf. When setting up your serial subscription you want to be sure to pick 'Routing List' from the 'Patron Notification' pull down.
When on the subscription page you will see a link to the left that reads 'Create Routing List' or 'Edit Routing List'
Clicking that link will bring you to the menu to add a new routing list.
From here you want to click 'Add recipients' in order to add people to the routing list. In the menu that appears you can filter patrons by part of their name, their library and/or patron category.
Clicking 'Add' to the right of each name will add them to the routing list. When you have chosen all of the people for the list, click the 'Close' link to be redirected to the routing list.
If the list looks the way you expect it to, then click 'Save'. Next you will be brought to a preview of the routing list. To print the list click 'Save and preview routing slip.' This will open a printable version of the list.
If RoutingListAddReserves is set to on then patrons listed in the routing list will automatically be added to the holds list for the issue.
To see a list of all of the routing lists a specific patron is on visit the Routing Lists tab on their patron record.

7.4. Subscriptions in Staff Client

Subscription information will appear on bibliographic records under the 'Subscriptions' tab
Clicking the 'Subscription Details' link will take you to the Subscription summary page in the staff client.

7.5. Subscriptions in OPAC

When viewing the subscription in the OPAC there will be several options.
Like in the staff client, there will be a Subscriptions tab on the bibliographic record.
Under this tab will appear the number of issues you chose when setting up the subscription or in your OPACSerialIssueDisplayCount system preference. Clicking the 'More details' link will provide you with additional information about the serial history. You can set the default view of a serial in the OPAC with the SubscriptionHistory system preference.
There are two views, compact and full. The compact serial subscription will show basic information regarding the subscription
From this compact display patrons can subscribe to routing lists by clicking the subscribe link that appears below subscriptions that offer a routing list.
Whereas the full view shows extensive details, broken out by year, regarding the subscription

7.6. Claim Late Serials

Koha can send email messages to your serial vendors if you have late issues. To the left of the main serials page there is a link to 'Claims'
The links to claims also appears to the left of the subscription detail page
If you don't have a claim notice defined yet you will see a warning message that you need to first define a notice.
Clicking 'Claims' will open a report that will ask you to choose from your various serial vendors to generate claims for late issues.
From the list of late issues you can choose which ones you want to send a claim email to by clicking the checkbox to the left of late issue, choosing the notice template to use and clicking the 'Send notification' button.

7.7. Check Serial Expiration

When adding serials you enter a subscription length, using the check expiration tool you can see when your subscriptions are about to expire. To use the tool click the link to 'Check expiration' on the serials menu.
In the form that appears you need to enter at least a date to search by.
In your results you will see all subscriptions that will expire before the date you entered. From there you can choose to view the subscription further or renew it in one click.

7.8. Renewing Serials

If your serial subscription has expired you won't be able to receive issues. To renew your subscription you can click the 'Renew' button at the top of your subscription detail page.
Another option is to click the 'Renew' link to the right of the subscription on the Serial Collection page.
Once you click the 'Renew' link or button you will be presenting with renewal options.
  • The start date should be the date your subscription period starts.
  • For the subscription length you'll want to fill in one of the three fields presented: Number of num (issues), Number of months or Number of weeks.
  • Finally enter any notes you might have about this renewal.

7.9. Searching Serials

Once in the Serials module there is basic search box at the top that you can use to find subscriptions using any part of the ISSN and/or title.
You can also click the 'Advanced Search' link to the right of the 'Submit' button to do a more thorough search of your serials.
From your results you can filter by using the search boxes at the bottom of each column and adjust the number of resutls using the toolbar at the top of the results set.

Chapter 8. Acquisitions

The Koha Acquisitions module provides a way for the library to record orders placed with vendors and manage purchase budgets.
  • Get there: More > Acquisitions

8.1. Setup

Before using the Acquisitions Module you will want to make sure that you have completed all of the set up.
First, set your Acquisitions System Preferences and Acquisitions Administration to match your library's workflow.
On the main acquisitions page you will see your library's funds listed.

Note

If the total line is confusing for the funds you have set up you can hide it by adding
#funds_total {display:none;}
to the IntranetUserCSS preference.
To see all active funds you can click the checkbox next to 'Show all' below the funds table.
To see a history of all orders in a fund you can click on the linked amount and it will run a search for you.
Learn more in the Budget/Fund Tracking section of this manual.

8.2. Vendors

Before any orders can be places you must first enter at least one vendor.

8.2.1. Add a Vendor

To add a vendor click the 'New Vendor' button on the Acquisitions page
The vendor add form is broken into three pieces
  • The first section is for basic information about the Vendor
    • Of these fields, only the Vendor name is required, the rest of the information should be added to help with generating claim letters and invoices
  • The second section is for information regarding your contact at the Vendor's office
    • None of these fields are required, they should only be entered if you want to keep track of your contact's information within Koha
  • The final section is for billing information
    • To be able to order from a vendor you must make them 'Active'
    • For List Prices and Invoice Prices choose the currency
    • If your library is charged tax mark your Tax Number as registered
    • Note if you list prices and/or invoice prices include tax
    • If the vendor offers a consistent blank discount, enter that in the 'Discount' field
      • You can enter item specific discounts when placing an order
    • Enter your tax rate if your library is charged taxes on orders
    • If you know about how long it usually takes orders to arrive from this vendor you can enter a delivery time. This will allow Koha to estimate when orders will arrive at your library on the late orders report.
    • Notes are for internal use

8.2.2. View/Edit a Vendor

To view a vendor's information page you must search for the vendor from the Acquisitions home page. Your search can be for any part of the Vendor's name:
From the results, click on the name of the vendor you want to view or edit
To make changes to the vendor, simply click the 'Edit' button.
If the vendor has no baskets attached to it then a 'Delete' button will also be visible and the vendor can be deleted.

8.2.3. Vendor Contracts

You can define contracts (with a start and end date) and attach them to a vendor. This is used so that at the end of the year you can see how much you spent on a specific contract with a vendor. In some places, contracts are set up with a minimum and maximum yearly amount.

8.2.3.1. Add a Contract

At the top of a Vendor Information Page, you will see a 'New Contract' button.
The contract form will ask for some very basic information about the contract

Important

You cannot enter a contract retrospectively. The end date must not be before today's date.
Once the contract is saved it will appear below the vendor information.
It will also be an option when creating a basket

8.3. Managing Suggestions

Depending on your settings in the suggestion system preference, patrons may be able to make purchase suggestions via the OPAC. When a suggestion is waiting for library review, it will appear on the Acquisitions home page under the vendor search.
It will also appear on the main staff dashboard under the module labels:
Clicking 'Manage suggestions' will take you to the suggestion management tool. If there are no pending suggestions you can access the suggestion management tool by clicking the 'Manage suggestions' link on the menu on the left of the Acquisitions page.
Your suggestions will be sorted into several tabs: Accepted, Pending, Checked, Ordered and/or Rejected. Each accepted or rejected suggestion will show the name of the librarian who managed the suggestion and the reason they gave for accepting or rejecting it (found under 'Status').
An 'Accepted' suggestion is one that you have marked as 'Accepted' using the form below the suggestions. A 'Pending' suggestion is one that is awaiting action from the library. A 'Checked' suggestion is one that has been marked as 'Checked' using the form before the suggestions. An 'Ordered' suggestion is on that has been ordered using the 'From a purchase suggestion' link in your basket. A 'Rejected' suggestion is one that you have marked at 'Rejected' using the form below the list of suggestions.
For libraries with lots of suggestions, there are filters on the left hand side of the Manage Suggestions page to assist in limiting the number of titles displayed on the screen.
Clicking on the blue headings will expand the filtering options and clicking '[clear]' will clear all filters and show all suggestions.

Note

The suggestions page will automatically be limited to suggestions for your library. To see information for all (or any other) libraries click on the 'Acquisition information' filter and change the library.
When reviewing 'Pending' suggestions you can choose to check the box next to the item(s) you want to approve/reject and then choose the status and reason for your selection. You can also choose to completely delete the suggestion by checking the 'Delete selected' box.
Another option for libraries with long lists of suggestions is to approve or reject suggestions one by one by clicking on the title of the suggestion to open a summary of the suggestion, including information if the item was purchased.
Clicking 'edit' to the right of the suggested title will open a suggestion editing page.
From this form you can make edits to the suggestion (adding more details or updating incorrect information provided by the patron). You can also choose to accept or reject the suggestion on an individual basis.
  • Choosing to mark a request as 'Pending' will move the request back to the 'Pending' tab.
Reasons for accepting and rejecting suggestions are defined by the SUGGEST authorized value.
If you choose 'Others...' as your reason you will be prompted to enter your reason in a text box. Clicking 'Cancel' to the right of the box will bring back the pull down menu with authorized reasons.
Once you have clicked 'Submit' the suggestion will be moved to the matching tab. The status will also be updated on the patron's account in the OPAC and an email notice will be sent to the patron using the template that matches the status you have chosen.

8.4. Placing Orders

To place an order you must first search for the vendor or bookseller you want to send the order to.

8.4.1. Create a basket

To create a basket you must first search for the vendor you're ordering from:
Next to the vendor name you will see a 'New Basket' button
  • When adding a basket you want to give it a name that will help you identify it later
  • Enter in the Billing Place and Delivery Place (this will default the library you're logged in at)
  • If you would like to change the vendor you're ordering from you can use the Vendor pull down menu
  • The notes fields are optional and can contain any type of information
If you have added contracts to the vendor you're ordering from, you will also have an option to choose which contract you're ordering these items under.
When finished, click 'Save'
Once your basket is created you are presented with several options for adding items to the order.
  • If you are ordering another copy of an existing item, you can simply search for the record in your system.
    • From the results, simply click 'Order' to be brought to the order form.
      • All of the details associated with the item will already be listed under 'Catalog details.'
  • If you allow patrons to make purchase suggestions (learn more in the Managing Suggestions section of this manual), then you can place orders from those suggestions. In order to keep track of suggestions that have been ordered and received you must place the order using this link.
    • From the results, click 'Order' next to the item you want to order and you will be presented with the order form including a link to the suggestion
      • From this form you can make changes to the Catalog Details if necessary.
      • When the item appears in your basket it will include a link to the suggestion.
    • Orders added to the basket in this way will notify the patron via email that their suggestion has been ordered and will update the patron's 'My purchase suggestions' page in the OPAC.
  • To order from a record that can't be found anywhere else, choose the 'From a new (empty) record.'
    • You will be presented with an empty form to fill in all of the necessary details about the item you are ordering.
  • If you want to search other libraries for an item to purchase, you can use the 'From an external source' option that will allow you to order from a MARC record found via a Z39.50 search.
    • From the results, click the Order link next to the item you want to purchase.
    • If the item you're ordering from an external source looks like it might be a duplicate, Koha will warn you and give you options on how to proceed.
      • From the warning, you can choose to order another copy on the existing bib record, create a new bib record, or cancel your order of this item.
    • In the order form that pops up, you will not be able to edit the catalog details.
  • The final option for ordering is to order from a staged record (learn more about staging records).
    • From the list of files you are presented with, choose the 'Add orders' link.
      • From the list of records, click 'Add order' next to the item that you want to add to your order.
        • From the order form, you will not be able to edit the catalog details.
      • The other option is to import all records from the staged file by scrolling below the list of records in the staged file and filling in the item information.
        • If you choose this option the Koha will look in the 020$c and grab the pricing information from that field and put that on each order line.
After bringing in the bib information, if your AcqCreateItem system preference is set to add an item when ordering you will enter the item info next. You need to fill out at least one item record and then click the 'Add' button at the bottom left of the item form.
After clicking the 'Add item' button below the item record the item will appear above the form and then you can enter your next item the same way (if ordering more than one item).
Once you have entered the info about the item, you need to enter the Accounting information.
  • Quantity is populated by the number of items you've added to the order above.
    • Important

      You cannot edit the quantity manually, you must click 'Add' below the item form to add as many items as you're ordering.
  • The list of funds is populated by the funds you have assigned in the Acquisitions Administration area.
  • The currency pull down will have the currencies you set up in the Acquisitions Administration area.
  • The vendor price is the price before any taxes or discounts are applied.
  • If the price is uncertain, check the uncertain price box.
    • A basket with at least one uncertain price can't be closed.
  • If you are charged sales tax, choose that from the gstrate field
  • Enter the percentage discount you're receiving on this order, once you enter this, hit tab and Koha will populate the rest of the cost fields below.
  • If you added Planning Values when creating the Fund, those values will appear in the two Planning Value fields.
Once an item is added to the basket you will be presented with a basket summary.
If you would like to see more details you can check the 'Show all details' checkbox
From here, you can edit or remove the items that you have added.
  • Choosing to 'Delete the order' will delete the order line but leave the record in the catalog.
  • Choosing to 'Delete order and catalog record' removes both the order line and the record in the catalog.
    • The catalog record cannot always be deleted. You might see notes explaining why.
On the summary page, you also have the option to edit the information that you entered about the basket by clicking the 'Edit basket header information' button, to delete the basket altogether by clicking the 'Delete this basket' button, or to export your basket as a CSV file by clicking the 'Export this basket as CSV' button.
Once you're sure your basket is complete, you can click 'Close this basket' button to indicate that this basket is complete and has been sent to the vendor. If you have your BasketConfirmations preference set to show a confirmation, you will be asked if you are sure about closing the basket.
When closing the basket you can choose to add the basket to a group for easy printing and retrieval. If you check the box to 'Attach this basket to a new basket group' you will be brought to the group list where you can print a PDF of the order.

Important

A basket with at least one item marked as 'uncertain price' will not be able to be closed.
Clicking the 'Uncertain Prices' button will call up a list of items with uncertain prices to quick editing. From that list, you can quickly edit the items by entering new prices and quantities.

Important

The Uncertain Prices page is independent of the basket. It is linked to the vendor so you will see all items on order with uncertain prices for that vendor.

8.4.2. Create a basket group

A basket group is simply a group of baskets. In some libraries, you have several staff members that create baskets, and, at the end of a period of time, someone then groups them together to send to the vendor in bulk. That said, it is possible to have one basket in a basket group if that's the workflow used in your library.

8.4.3. Printing baskets

When you are finished adding items to your basket, click 'Close this Basket.'
You will be asked if you want to create a purchase order at this time.
Your completed order will be listed on the Basket Grouping page for printing or further modification.
Clicking 'Print' below your order will generate a PDF for printing, which will have all of your library information followed by the items in your order.

8.5. Receiving Orders

Orders can be received from the vendor information page
or the vendor search results page
After clicking 'Receive shipment' you will be asked to enter a vendor invoice number, a shipment received date, a shipping cost and a budget to subtract that shipping amount from.
The receive page will list all items still on order with the vendor regardless of the basket the item is from.
To receive a specific item, click the 'Receive' link to the right of the item.
From this form you can alter the cost information. You can also choose to mark only part of the order as received if the vendor didn't send your entire order by checking only the boxes next to the items on the left that you want to receive. The values you enter in the 'Replacement cost' and 'Actual cost' will automatically populate the item record by filling in subfield v (Cost, replacement price) and subfield g (Cost, normal purchase price) on the item record after saving.
You can also make edits to the item record from this form by clicking the 'Edit' link next to each item. This will allow you to enter in accurate call numbers and barcodes if you'd like to do that at the point of receipt. Once you have made any changes necessary (to the order and/or items, click 'Save' to mark the item(s) as received.
When you're finished receiving items you can navigate away from this page or click the 'Finish receiving' button at the bottom of the screen.
You will also see that the item is received and/or cancelled if you view the basket.

8.6. Invoices

When orders are received invoices are generated. Invoices can be searched by clicking on 'Invoices' in the left of the Acquisitions page.
After searching, your results will appear to the right of the search options.
From the results you can click the 'Details' link to see the full invoice or 'Close' to note that the invoice is closed/paid for.

8.7. Claims & Late Orders

If you have entered in an email address for the vendors in your system you can send them claim emails when an order is late. Before you can send claims you will need to set up an acquisitions claim notice.
Upon clicking on the link to 'Late Orders' from the Acquisitions page you will be presented with a series of filter options on the left hand side. These filters will be applied only closed baskets.

Note

The vendor pull down only shows vendors with closed baskets that are late.
Once you filter your orders to show you the things you consider to be late you will be presented with a list of these items.
To the right of each late title you will be see a checkbox. Check off the ones you want a claim letter sent to and click 'Claim Order' at the bottom right of the list. This will automatically send an email to the vendor at the email address you have on file.

Note

The Estimated Delivery Date is based on the Delivery time value entered on the vendor record.
If you would rather use a different acquisition claim letter (other than the default) you can create that in the notices module and choose it from the menu above the list of late items.

8.8. Acquisition Searches

At the top of the various Acquisition pages there is a quick search box where you can perform either a Vendor Search or an Order Search.
In the Vendor Search you can enter any part of the vendor name to get results.
Using the Orders Search you can search for items that have been ordered with or without the vendor.
You can enter info in one or both fields and you can enter any part of the title and/or vendor name.
Clicking the plus sign to the right of the Vendor search box will expand the search and allow you to search for additional fields.
Clicking Advanced Search to the right of the search button will give you all of the order search options available.

8.9. Budget/Fund Tracking

On the main acquisitions page there will be a table on the right showing you all of your active funds and a breakdown of what has been ordered or spent against them.
Clicking on the linked amounts under spent or ordered will show you a summary of the titles ordered on that budget.

Chapter 9. Lists & Cart

Lists are a way to save a collection of content on a specific topic or for a specific purpose. The Cart is a session specific storage space.
  • Get there: More > Lists

9.1. Lists

9.1.1. Create a List

A list can be created by visiting the Lists page and clicking 'New List'
The new list form offers several options for creating your list:
  • The name is what will appear on the list of Lists
  • You can also choose how to sort the list
  • Next decide if your list is going to be private or public
    • A Private List is managed by you and can be seen only by you (depending on your permissions settings below)
    • A Public List can be seen by everybody, but managed only by you (depending on your permissions settings below)
  • Finally decide what your permissions will be on the list. You can all or disallow:
    • anyone else to add entries
    • anyone to remove his own contributed entries
      • Note

        The owner of a list is always allowed to add entries, but needs permission to remove.
    • anyone to remove other contributed entries    
A list can also be created from the catalog search results
  • Check the box to the left of the titles you want to add to the new list
  • Choose [New List] from the 'Add to:' pull down menu
    • Name the list and choose what type of list this is
      • A Private List is managed by you and can be seen only by you
      • A Public List can be seen by everybody, but managed only by you
Once the list is saved it will accessible from the Lists page and from the 'Add to' menu at the top of the search results.

9.1.2. Add to a List

To add titles to an existing list click on the list name from the page of lists
From the List page you can add titles by scanning barcodes into the box at the bottom of the page
A title can also be added to a list by selecting titles on the search results page and choosing the list from the 'Add to' menu

9.1.3. Viewing Lists

To see the contents of a list, visit the Lists page on the staff client
Clicking on the 'List Name' will show the contents of the list

9.1.4. Merging Bibliographic Records Via Lists

The easiest way to merge together duplicate bibliographic records is to add them to a list and use the Merge Tool from there.
From the list, check the two items you want to merge. If you choose more than or fewer than 2, you will be presented with an error:
Once you have selected the records you want to merge, click the 'Merge selected items' button. You will be asked which of the two records you would like to keep as your primary record and which will be deleted after the merge. If the records were created using different frameworks, Koha will also ask you what Framework you would like the newly merged record to use.
You will be presented with the MARC for both of the records (each accessible by tabs labeled with the bib numbers for those records). By default the entire first record will be selected, uncheck the fields you don't want in the final (destination) record and then move on to the second tab to choose which fields should be in the final (destination) record.
Should you try to add a field that is not repeatable two times (like choosing the 245 field from both record #1 and #2) you will be presented with an error
Once you have completed your selections click the 'merge' button. The primary record will now CONTAIN the data you chose for it as well as all of the items/holdings from both bib records, and the second record will be deleted.

Important

It is important to rebuild your zebra index immediately after merging records. If a search is performed for a record which has been deleted Koha will present the patrons with an error in the OPAC.

9.2. Cart

The cart is a temporary holding place for items in the OPAC and/or staff client. The cart will be emptied once the session is ended (by closing the browser or logging out). The cart is best used for performing batch operations (holds, printing, emailing) or for getting a list of items to be printed or emailed to yourself or a patron.
If you would like to enable the cart in the staff client, you need to set the intranetbookbag system preference to 'Show.' To add things to the cart, search the catalog and select the items you would like added to your cart and choose 'Cart' from the 'Add to' menu
A confirmation will appear below the cart button at the top of the staff client
Clicking on the Cart icon will provide you with the contents of the cart
  • From this list of items you can perform several actions
  • 'Send' will send the list to the email address you enter
  • 'Download' will allow you to download the cart using one of 3 default formats or your CSV Profiles
  • 'Print' will present you with a printable version of the cart
  • 'Empty and Close' will empty the list and close the window
  • 'Hide Window' will close the window

Chapter 10. Reports

Reports in Koha are a way to gather data. Reports are used to generate statistics, member lists, shelving lists, or any list of data in your database.
  • Get there: More > Reports

10.1. Custom Reports

Koha's data is stored in a MySQL database which means that librarians can generate nearly any report they would like by either using the Guided Reports Wizard or writing their own SQL query.

10.1.1. Add Custom Report

10.1.1.1. Guided Report Wizard

The guided report wizard will walk you through a six step process to generate a report.
Step 1: Choose the module you want to report on. This will determine what tables and fields are available for you to query.
'Report is public' should be left to the default of 'No' in most cases. A report can be made public if you intend to allow access to it through the JSON webservice interface. This is a system that can be used by developers to make custom presentations of the data from the report, for example displaying it using a graphing API. To learn more speak to your local developer.
  • A public report is accessible via a URL that looks like this: http://MYOPAC/cgi-bin/koha/svc/report?id=REPORTID
Step 2: Choose a report type. For now, Tabular is the only option available.
Step 3: Choose the fields you want in your report. You can select multiple fields and add them all at once by using CTRL+Click on each item you want to add before clicking the Add button.
Step 4: Choose any limits you might want to apply to your report (such as item types or branches). If you don't want to apply any limits, simply click Next instead of making an option.
Step 5: Perform math functions. If you don't want to do any calculations, simply click Next instead of making an option.
Step 6: Choose data order. If you want the data to print out in the order it's found in the database, simply click Finish.
When you are finished you will be presented with the SQL generated by the report wizard. From here you can choose to save the report by clicking 'Save' or copy the SQL and make edits to it by hand.
If you choose to save the report you will be asked to name your report and enter any notes regarding it.
Once your report is saved it will appear on the 'Use Saved' page with all other saved reports.
From here you can make edits, run the report, or schedule a time to have the report run. To find the report you created you can sort by any of the columns by clicking the on the column header (creation date is the best bet for finding the report you just added). You can also filter your results using the filter menu on the left.

10.1.1.2. Report from SQL

In addition to the report wizard, you have the option to write your own queries using SQL. To find reports written by other Koha users, visit the Koha Wiki: http://wiki.koha-community.org/wiki/SQL_Reports_Library. You can also find your database structure in /installer/data/mysql/kohastructure.sql or online at: http://schema.koha-community.org.
To add your query, click the link to 'Create from SQL' on the main reports module or the New button at the top of the Saved Reports page.
Fill in the form presented
  • The 'Name' is what will appear on the Saved Reports page to help you identify the report later. It will also be searchable using the filters found the left of the Saved Reports page.
  • You can use the 'Report group' to organize your reports so that you can easily filter reports by groups. Report groups are set in the REPORT_GROUP authorized value category.
  • You can use 'Report subgroup' to further organize your reports so that you can easily filter reports by groups and subgroups. Report subgroups are set in the REPORT_SUBGROUP authorized value category.
  • 'Report is public' should be left to the default of 'No' in most cases. A report can be made public if you intend to allow access to it through the JSON webservice interface. This is a system that can be used by developers to make custom presentations of the data from the report, for example displaying it using a graphing API. To learn more speak to your local developer.
    • A public report is accessible via a URL that looks like this: http://MYOPAC/cgi-bin/koha/svc/report?id=REPORTID
  • 'Notes' will also appear on the Saved Reports page, this can be used to provide more details about the report or tips on how to enter values when it runs
  • The type should always be 'Tabular' at this time since the other formats have not been implemented
  • In the 'SQL' box you will type or paste the SQL for the report
  • If you feel that your report might be too resource intensive you might want to consider using runtime parameters to your query. Runtime parameters basically make a filter appear before the report is run to save your system resources.
    There is a specific syntax that Koha will understand as 'ask for values when running the report'. The syntax is <<Question to ask|authorized_value>>.
    • The << and >> are just delimiters. You must put << at the beginning and >> at the end of your parameter
    • The 'Question to ask' will be displayed on the left of the string to enter.
    • The authorized_value can be omitted if not applicable. If it contains an authorized value category, or branches or itemtype or categorycode, a list with the Koha authorized values will be displayed instead of a free field Note that you can have more than one parameter in a given SQL Note that entering nothing at run time won't probably work as you expect. It will be considered as "value empty" not as "ignore this parameter". For example entering nothing for : "title=<<Enter title>>" will display results with title='' (no title). If you want to have to have something not mandatory, use "title like <<Enter title>>" and enter a % at run time instead of nothing
    Examples:
    • SELECT surname,firstname FROM borrowers WHERE branchcode=<<Enter patrons library|branches>> AND surname like <<Enter filter for patron surname (% if none)>>
    • SELECT * FROM items WHERE homebranch = <<Pick your branch|branches>> and barcode like <<Partial barcode value here>>

    Note

    To generate a date picker calendar to the right of the field when running a report you can use the 'date' keyword like this: <<Enter Date|date>>

    Note

    You have to put "%" in a text box to 'leave it blank'. Otherwise, it literally looks for "" (empty string) as the value for the field.

    Important

    In addition to using any authorized value code to generate a dropdown, you can use the following values as well: Branches (branches), Item Types (itemtypes) and Patron Categories (categorycode). For example a branch pull down would be generated like this <<Branch|branches>>

Note

There is a limit of 10,000 records put on SQL statements entered in Koha. To get around this you want to add 'LIMIT 100000' to the end of your SQL statement (or any other number above 10,000.
Once everything is entered click the 'Save Report' button and you'll be presented with options to run it. Once a report is saved you do not have to recreate it you can simply find it on the Saved Reports page and run or edit it.

10.1.2. Edit Custom Reports

Every report can be edited from the reports lists. To see the list of reports already stored in Koha, click 'Use Saved.'
To find the report you'd like to edit you can sort by any of the columns by clicking the on the column header. You can also filter your results using the filter menu on the left.
From this list you can edit any custom report by clicking 'Edit SQL'

10.1.3. Running Custom Reports

Once custom reports are saved to Koha, you can run them by going to the Saved Reports page and clicking the Run link to the right of the report.
When you report runs you will either be asked for some values
or you will see the results right away
From the results you can choose to rerun the report by clicking 'Run report' at the top, edit the report by clicking the 'Edit' button or starting over and creating a new report by using the 'New' button. You can also download your results by choosing a file type at the bottom of the results next to the 'Download the report' label and clicking 'Download.'

Note

A Comma Separated Text file is a CSV file and it can be opened by any spreadsheet application.

10.2. Statistics Reports

Statistic reports will show you counts and sums. These reports are all about numbers and statistics, for reports that return more detailed data, use the Guided Report Wizard. These reports are limited in what data they can look at, so it's often recommended to use custom reports for official end of the year statistics.

10.2.1. Acquisitions Statistics

Note

These reports are limited in what data they can look at, so it's often recommended to use custom reports for official end of the year statistics.
Using the form provided, choose which value you would like to appear in the Column and which will appear in the Row.
If you choose to output to the browser your results will print to the screen.
You can also choose to export to a file that you can manipulate to your needs.
When generating your report, note that you get to choose between counting or summing the values.
Choosing amount will change your results to appear as the sum of the amounts spent.

10.2.2. Patron Statistics

Note

These reports are limited in what data they can look at, so it's often recommended to use custom reports for official end of the year statistics.
Using the form provided, choose which value you would like to appear in the Column and which will appear in the Row.
If you choose to output to the browser your results will print to the screen.
Based on your selections, you may see some query information above your results table. You can also choose to export to a file that you can manipulate to your needs.

10.2.3. Catalog Statistics

Note

These reports are limited in what data they can look at, so it's often recommended to use custom reports for official end of the year statistics.
Using the form provided, choose which value you would like to appear in the Column and which will appear in the Row.
If you choose to output to the browser your results will print to the screen.
You can also choose to export to a file that you can manipulate to your needs.

10.2.4. Circulation Statistics

Note

These reports are limited in what data they can look at, so it's often recommended to use custom reports for official end of the year statistics.
Using the form provided, choose which value you would like to appear in the Column and which will appear in the Row.
If you choose to output to the browser your results will print to the screen.
You can also choose to export to a file that you can manipulate to your needs.

Note

To get a complete picture of your monthly or daily circulation, you can run the report twice, once for 'Type' of 'Checkout' and again for 'Renewal.'
This report uses 'Period,' or date, filtering that allows you to limit to a month by simply selecting the first day of the first month through the first day of the next month. For example, 10/1 to 11/1 to find statistics for the month of October.
  • To find daily statistics, set your date range.</br> Example: "I want circulation data starting with date XXX up to, but not including, date XXX."
  • For a whole month, an example range would be: 11/01/2009 to 12/01/2009
  • For a whole year, an example range would be: 01/01/2009 to 01/0