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Koha 3.18

Koha 3.18 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: 2014
1. Introduction
1.1. Koha Basics
1.2. Koha Recommendations
1.3. Using this Manual
1.4. Contributing to the Manual
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. Enhanced Content
2.1.7. I18N/L10N
2.1.8. Local Use
2.1.9. Logs
2.1.10. OPAC
2.1.11. Patrons
2.1.12. Searching
2.1.13. Serials
2.1.14. Staff Client
2.1.15. Tools
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
2.4. 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
2.4.9. Item search fields
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/SRU servers
2.6.2. Did you mean?
2.6.3. Column settings
3. Tools
3.1. Patrons and Circulation
3.1.1. Patron lists
3.1.2. Comments
3.1.3. Patron Import
3.1.4. Notices & Slips
3.1.5. Overdue Notice/Status Triggers
3.1.6. Patron Card Creator
3.1.7. Patrons (anonymize, bulk-delete)
3.1.8. Batch patron modification
3.1.9. Tag Moderation
3.1.10. Upload Patron Images
3.1.11. Rotating Collections
3.2. Catalog
3.2.1. Batch item modification
3.2.2. Batch item deletion
3.2.3. Batch record deletion
3.2.4. Export Data (MARC & Authorities)
3.2.5. Inventory/Stocktaking
3.2.6. Label Creator
3.2.7. Quick Spine Label Creator
3.2.8. MARC modification templates
3.2.9. Stage MARC Records for Import
3.2.10. Staged MARC Record Management
3.2.11. 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. Add Patron Images
4.6. Editing Patrons
4.7. Managing Patron Self Edits
4.8. Patron Permissions
4.8.1. Setting Patron Permissions
4.8.2. Patron Permissions Defined
4.9. Patron Information
4.9.1. Check Out
4.9.2. Details
4.9.3. Fines
4.9.4. Routing Lists
4.9.5. Circulation History
4.9.6. Modification Log
4.9.7. Notices
4.9.8. Statistics
4.9.9. Files
4.9.10. Purchase Suggestions
4.10. 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 Utilities
5.13.1. Offline Circulation in Koha
5.13.2. Firefox Plugin
5.13.3. Offline Circ Tool for Windows
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
6.3.4. Merging 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. Course Reserves
7.1. Course Reserves Setup
7.2. Adding Courses
7.3. Adding Reserve Materials
7.4. Course Reserves in the OPAC
8. Serials
8.1. Manage Serial Frequencies
8.2. Manage Serial Numbering Patterns
8.3. Add a subscription
8.4. Receive Issues
8.5. Create a Routing List
8.6. Subscriptions in Staff Client
8.7. Subscriptions in OPAC
8.8. Claim Late Serials
8.9. Check Serial Expiration
8.10. Renewing Serials
8.11. Searching Serials
9. Acquisitions
9.1. Setup
9.2. Vendors
9.2.1. Add a Vendor
9.2.2. View/Edit a Vendor
9.2.3. Vendor Contracts
9.3. Managing Suggestions
9.4. Placing Orders
9.4.1. Create a basket
9.4.2. Create a basket group
9.4.3. Printing baskets
9.5. Receiving Orders
9.6. Invoices
9.7. Claims & Late Orders
9.8. Acquisition Searches
9.9. Budget/Fund Tracking
10. Lists & Cart
10.1. Lists
10.1.1. Create a List
10.1.2. Add to a List
10.1.3. Viewing Lists
10.1.4. Merging Bibliographic Records Via Lists
10.2. Cart
11. Reports
11.1. Custom Reports
11.1.1. Add Custom Report
11.1.2. Edit Custom Reports
11.1.3. Running Custom Reports
11.2. Statistics Reports
11.2.1. Acquisitions Statistics
11.2.2. Patron Statistics
11.2.3. Catalog Statistics
11.2.4. Circulation Statistics
11.2.5. Serials Statistics
11.2.6. Holds Statistics
11.2.7. Patrons with the most checkouts
11.2.8. Most Circulated Items
11.2.9. Patrons with no checkouts
11.2.10. Items with no checkouts
11.2.11. Catalog by Item Type
11.2.12. Lost Items
11.2.13. Average Loan Time
11.3. Report Dictionary
12. OPAC
12.1. Search Results
12.1.1. Results Overview
12.1.2. Filters
12.1.3. Search RSS Feeds
12.2. Bibliographic Record
12.3. Lists & Cart
12.3.1. Lists
12.3.2. Cart
12.4. Placing Holds
12.5. Enhanced Content
12.5.1. Tagging
12.5.2. Comments
12.5.3. Zotero
12.5.4. Custom RSS Feeds
12.6. OPAC Self Registration
12.7. My Account
12.7.1. My Summary
12.7.2. Patron Flags
12.7.3. My Fines
12.7.4. My Details
12.7.5. My Tags
12.7.6. Change My Password
12.7.7. My Search History
12.7.8. My Reading History
12.7.9. My Privacy
12.7.10. My Purchase Suggestions
12.7.11. My Messaging
12.7.12. My Lists
12.8. Purchase Suggestions
13. Searching
13.1. Advanced Search Prefixes
13.2. Guide to Searching
13.2.1. Indexing and Searching Description
13.2.2. Indexing Configuration
13.2.3. Basic Searching
13.2.4. Advanced Searching
13.2.5. Item Searching
13.2.6. Common Command Language Searching
13.3. Koha Search Indexes
14. Plugin System
14.1. Set up
15. Search History
16. About Koha
16.1. Server Information
16.2. Perl Modules
16.3. System Information
17. Implementation Checklist
17.1. Data Migration
17.2. Admin Configuration
17.3. Localization Configuration
17.4. Circulation Configuration
17.5. Patron Configuration
17.6. Cataloging Configuration
17.7. Authorities Configuration
17.8. Searching Configuration
17.9. OPAC Configuration
17.9.1. Editable OPAC Regions
17.10. Enhanced Content Configuration
17.11. Acquisitions Configuration
17.12. Serials Configuration
17.13. Planning for Go-Live
18. SOPAC2 Installation
18.1. Introduction
18.2. Installation of Locum and Insurge
18.2.1. Dependencies
18.2.2. Download
18.2.3. Creation of the Database
18.2.4. Sync DSN
18.2.5. Installation of Insurge
18.2.6. Installation of Locum
18.3. Installation of Koha Connector
18.4. Harvest Records
18.5. Installation of Sphinx
18.5.1. Dependencies
18.5.2. Download and Compile
18.5.3. Creation of User and Group
18.5.4. The Sphinx daemon
18.5.5. Configuration
18.5.6. Indexing documents
18.6. Installation of SOPAC2
18.6.1. Download
18.6.2. Installation
18.6.3. Configuration
19. Cron Jobs
19.1. Cron Jobs
19.1.1. Search
19.1.2. Circulation
19.1.3. Patrons
19.1.4. Notices
19.1.5. In Processing/Book Cart
19.1.6. Catalog
19.1.7. OPAC
19.1.8. System Administration
19.1.9. Acquisitions
19.1.10. Deprecated scripts
20. Web Services
20.1. OAI-PMH
20.1.1. Sample OAI Conf File
20.2. REST services
21. Using the SRU server
21.1. Using the SRU server
21.1.1. Explain
21.1.2. Search
21.1.3. Retrieve
A. New titles slider for OPAC
B. System Preference Defaults
B.1. ISBD Defaults
B.1.1. MARC Default
B.1.2. UNIMARC Default
C. Configuring Receipt Printers
C.1. For Epson TM-T88III (3) & TM-T88IV (4) Printers
C.1.1. In the Print Driver
C.1.2. In Firefox
C.2. For Epson TM-T88II (2) Printers
C.2.1. In Firefox
C.3. For Star SP542 Printers
C.3.1. Installing the Printer
C.4. Configuring Firefox to Print to Receipt Printer
D. Notice & Slips Guides
D.1. Field Guide for Notices & Slips
E. Example Notice
F. Sample Serials
F.1. Reader's Digest (0034-0375)
F.2. People Weekly (1076-0091)
F.3. Et-Mol
F.4. Backpacker (0277-867X)
F.5. Keats-Shelley Journal (0453-4387)
F.6. Computers in Libraries (1041-7915)
G. Sample List & Cart Emails
G.1. Example Email from List
G.2. Example Email from Cart
H. Using Koha as a Content Management System (CMS)
H.1. Setup
H.1.1. Editing the pages template
H.1.2. Troubleshooting
H.1.3. Bonus Points
H.2. Usage
H.2.1. Adding Pages
H.2.2. Viewing your page
H.2.3. Example
H.2.4. Live Examples
I. Resetting the Koha Database
I.1. Delete sample data from Tables
I.2. Reset the Zebra Index
J. Important Links
J.1. Koha Related
J.2. Circulation Related
J.3. Cataloging Related
J.4. Enhanced Content Related
J.5. Design Related
J.6. Reports Related
J.7. Installation Guides
J.8. Misc
K. Koha XSLT Item Types
L. MarcEdit
L.1. Adding a prefix to call numbers
L.2. Importing Excel data into Koha
L.2.1. Converting from Excel format into .mrk format
L.2.2. Convert .mrk file to .mrc
L.2.3. Import .mrc into Koha
M. Talking Tech
M.1. Installation and Setup Instructions
M.2. Sending Notices File
M.3. Receiving Results File
N. OCLC Connexion Gateway
N.1. Setting up OCLC service on Koha
N.2. Setting up your OCLC desktop client
N.3. Using the OCLC Connexion Gateway
N.3.1. Exporting records one by one
N.3.2. Exporting records in a batch
N.3.3. Items in OCLC
O. FAQs
O.1. Display
O.1.1. Custom Item Type/Authorized Value Icons
O.1.2. Customizing Koha Images
O.1.3. OPAC Display Fields
O.1.4. Subtitle Display on Bib Records
O.1.5. Show patrons the barcodes of items they have checked out
O.2. Circulation/Notices
O.2.1. Book drop Date
O.2.2. Holds to Pull and Holds Queue
O.2.3. Duplicate Overdue Notices
O.2.4. Printing Overdue Notices
O.2.5. Unable to Renew Items
O.2.6. Unable to Place Holds
O.2.7. Keyboard Shortcuts
O.2.8. SMS Notices/Messages
O.3. Cataloging
O.3.1. Authority Fields
O.3.2. Koha to MARC Mapping
O.3.3. Number of Items Per Bib Record
O.3.4. Analytics
O.4. Acquisitions
O.4.1. Planning Categories
O.5. Serials
O.5.1. Advanced Patterns
O.6. Reports
O.6.1. Define Codes Stored in DB
O.6.2. Runtime Parameters
O.6.3. Results Limited
O.7. Searching
O.7.1. Advanced Search
O.7.2. Wildcard Searching
O.7.3. Title Searching
O.8. Enhanced Content
O.8.1. FRBRizing Content
O.8.2. Amazon
O.9. System Administration
O.9.1. Errors in Zebra Cron
O.9.2. Making Z39.50 Target Public
O.9.3. Shelving Location Authorized Values
O.9.4. Why do I need Authorized Values?
O.9.5. How do I clean up the sessions table?
O.10. Hardware
O.10.1. Barcode Scanners
O.10.2. Printers
P. Extending Koha
P.1. Amazon lookup script for Koha libraries
P.2. Keyword Clouds
P.3. Newest Titles Pulldown
P.4. Cataloging and Searching by Color
Q. Koha and Your Website
Q.1. Koha search on your site
R. GNU General Public License version 3

Chapter 1. Introduction

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
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.
This manual is always changing and suggestions for edits can be sent to the Documentation Manager via the DOCS mailing list. The manual is organized by Koha module. At the start of most sections (and throughout) you will find 'Get there' tips. These lines tell you how to get to the section in Koha.
For example: Get there: More > Administration > Global System Preferences
The instruction tells you where to find the necessary menu option at the top of the Koha staff client.
Links will be found throughout the manual to other sections in the manual and images will depict what should be seen on the screen.
The manual can be searched using the custom Google search on the Koha Documentation page.
This manual is an ever-changing document and edits to the manual are welcome at any time.
The Koha Manual is managed by the Documentation Manager, but that doesn't mean we can't all participate in making the best manual possible.
To edit the manual we recommend oXygen or other XML/DocBook editor. We ask that every chapter and section have an ID tag associated with it to enable permanent linking and searching.
Patches to the manual should be emailed to the DOCS mailing list and will be reviewed by the Documentation Manager before inclusion.

Chapter 2. Administration

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.

Important

For libraries systems with unique URLs for each site the system preference can be overridden by editing your koha-http.conf file this has to be done by a system administrator or someone with access to your system files. For example if all libraries but one want to have search terms highlighted in results you set the OpacHighlightedWords preference to 'Highlight' then edit the koha-http.conf for the library that wants this turned off by adding 'SetEnv OVERRIDE_SYSPREF_OpacHighlightedWords "0"'. After restarting the web server that one library will no longer see highlighted terms. Consult with your system administrator for more information.

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. AcqEnableFiles
Default: Don't
Asks: ___ enable the ability to upload and attach arbitrary files to invoices.
Values:
  • Do
  • Don't
Description:
  • This preference controls whether or not you allow the uploading of invoice files via the acquisitions module.
Asks: Upon cancelling a receipt, update the item's subfields if they were created when placing an order (e.g. o=5|a="bar foo""). ___
Description:
  • This preference is used in conjunction with the AcqItemSetSubfieldsWhenReceived preference. If you have the system set to enter default values when you receive you will want to have those values revert back if reeipt is cancelled. This preference allows you to do that.
Asks: Upon receiving items, update their subfields if they were created when placing an order (e.g. o=5|a="foo bar"). ___
Description:
  • This preference allows you to set default values for items that you receive via acquisitions. Enter the data as subfield=value and split your values with a bar ( | ). For example you can remove the Ordered status on the item automatically when you receive it just by entering 7=0 in this preference. That will set the Not for Loan status (subfield 7) to 0 which is available.
2.1.1.1.5. 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.
Default: Do not warn
Asks: ___ when the librarian tries to create an invoice with a duplicate number.
Values:
  • Do not warn
  • Warn
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.
2.1.1.1.8. CurrencyFormat
Default: 360,000.00 (US)
Asks: Display currencies using the following format ___
Values:
  • 360,000.00 (US)
  • 360 000,00 (FR)
2.1.1.1.9. 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%).
2.1.1.1.10. MarcFieldsToOrder
Asks: Set the mapping values for a new order line created from a MARC record in a staged file.
Description:
  • This preference includes MARC fields to check for order information to use when ordering from a staged file in acquisitions. You can use the following fields: price, quantity, budget_code, discount, sort1, sort2.
    For example:
    price: 947$a|947$c
    quantity: 969$h
    budget_code: 922$a
2.1.1.1.11. 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.
These preferences are general settings for your system.
Get there: More > Administration > Global System Preferences > Administration
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 ___
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.
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. ReplytoDefault
Asks: Use ___ as the email address that will be set as the replyto in emails
Description:
  • By default replies to notice emails will go to the library email address, if you would like to specify a default email address for all replies to notices you can do that here.
2.1.2.2.6. ReturnpathDefault
Asks: Use ___ as the email address set as the return path, if you leave this empty the KohaAdminEmailAddress will be used.
Description:
  • The return path is the email address that bounces will be delivered to. By default bounced notices will go to the library email address, if you would like to specify a default email address for bounces to go to then fill in this preference.
2.1.2.2.7. 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.
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. 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.
2.1.2.3.4. 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. Mozilla Persona

2.1.2.4.1. Persona
Default: Don't allow
Asks: ___ Mozilla persona for login.
Values:
  • Allow
  • Don't allow
Description:
  • Mozilla Persona is an OpenID-like service that lets you log in to multiple websites with your Mozilla credentials. If you allow Persona log in for Koha then your patrons can log in to the OPAC using their Mozilla Persona. Learn more about Persona on the official Mozilla site.

    Important

    For Persona log in to work you will need you OPACBaseURL preference to be set correctly.
As an open source project Koha is used all over the world. These preference will help us keep more accurate statistics on where Koha is being used. If you choose to share your information, it will be published on the Hea Koha community website. You will need to enable the matching cron job to send this information at regular intervals to the community.
2.1.2.5.1. UsageStats
Default: Don't share
Asks: ___ anonymous Koha usage data with the Koha community.
Values:
  • Don't share
  • Share
Description:
2.1.2.5.2. UsageStatsCountry
Asks: The country where your library is located: ___
Description:

Important

This preference depends on the UsageStats preference. Set that to 'Share' to share your information.
Asks: The library name ___ will be shown on the Hea Koha community website.
Description:

Important

This preference depends on the UsageStats preference. Set that to 'Share' to share your information. If this field is empty data will be sent anonymously if you choose 'Share' for the UsageStats preference.
Default: public
Asks: The library type ___ will be shown on the Hea Koha community website.
Values:
  • academic
  • corporate
  • government
  • private
  • public
  • religious organization
  • research
  • school
  • society or association
  • subscription
Description:

Important

This preference depends on the UsageStats preference. Set that to 'Share' to share your information.
Asks: The library URL ___ will be shown on the Hea Koha community website.
Description:

Important

This preference depends on the UsageStats preference. Set that to 'Share' to share your information.

2.1.3. Authorities

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

2.1.3.1. General

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.
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.
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 immediately 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, rather, this is done later by the merge_authority.pl cronjob.

Important

If this is set to "Don't automatically update" you will need to ask your administrator to enable the merge_authority.pl cronjob.
Default: || aca||aabn | a|a d
Asks: Use the following text for the contents of MARC21 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.
Default: afrey50 ba0
Asks: Use the following text for the contents of UNIMARC authority field 100 position (fixed length data elements).

Important

Do not include the date (position 00-07) 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 100 field on Authority records cataloged in UNIMARC. It does not effect bibliographic records.
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 preferences 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.
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. AcquisitionDetails
Default: Display
Asks: ___ acquisition details on the biblio detail page.
Values:
  • Display
  • Don't display
Description:
  • This preference controls whether a tab will show on the detail page in the staff client that includes detailed acquisitions information for the title. This tab will include links to order information stored in the acquisitions module.
2.1.4.1.2. AuthoritySeparator
Default: --
Asks: Separate multiple displayed authors, series or subjects with ___.
2.1.4.1.3. 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
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.
2.1.4.1.5. 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.
2.1.4.1.6. 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
2.1.4.1.7. NotesBlacklist
Asks: Don't show these ___ note fields in title notes separator (OPAC record details) and in the description separator (Staff client record details).
Description:
  • This preference lets you define which of your note fields are hidden from the title notes (OPAC) and descriptions (Staff) tabs. Enter the values as a comma separated list. For example to hide the local note and the bibliography note in MARC21 enter 504, 590.
OpacSuppression Default: Don't hide
Asks: ___ items marked as suppressed from OPAC search results. Note that you must have the Suppress index set up in Zebra and at least one suppressed item, or your searches will be broken. Restrict the suppression to IP adresses outside of the IP range ___ (Leave blank if not used. Define a range like 192.168..) Redirect the opac detail page for suppressed records to ___ Display the following message on the redirect page for suppressed biblios ___.
OpacSuppression Values:
  • Don't hide
    • Will show records in OPAC search results if they are marked suppressed
  • Hide
    • Will not show records in OPAC search results if they're marked as suppressed
OpacSuppressionRedirect Values:
  • an explanatory page ('This record is blocked').
  • the 404 error page ('Not found').
Description:
  • These preferences control hiding of bibliographic records from display in the OPAC. Each bibliogrphic record you want to hide from the OPAC simply needs to have the value "1" in the field mapped with Suppress index (942$n field in MARC21, no official field in UNIMARC). 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. You can also decide what the patrons will see in the OPAC when a title is suppressed by setting the OpacSuppressionRedirect and OpacSuppressionMessage preferences. You can either show the patron a 404 page if they try to see a suppressed record or you can create a custom page by entering the HTML in the OpacSuppressionMessage part of this preference.

    Note

    An authorized value for the MARC21 942$n field (or the equivalent UNIMARC 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 record with the value "1" in the field mapped with this index, or your searches will be completely broken in OPAC (you won't get any results at all).
SeparateHoldings default: Don't separate
SeparateHoldingsBranch default: home library
Asks: ___ items display into two tabs, where the first tab contains items whose ___ is the logged in user's library. The second tab will contain all other items.
SeparateHoldings values:
  • Don't separate
  • Separate
SeparateHoldingsBranch values:
  • holding library
  • home library
Description:
  • This preference lets you decide if you would like to have the holding information on the bibliographic detail page in the staff client split in to multiple tabs. The default is to show all holdings on one tab.
2.1.4.1.10. 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.
2.1.4.1.11. 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. Importing

Default: don't
Asks: When matching on ISBN with the record import tool, ___ attempt to match aggressively by trying all variations of the ISBNs in the imported record as a phrase in the ISBN fields of already cataloged records.
Values:
  • do
  • don't
Description:
  • This preference allows you to choose to alter the ISBN matching rule used when staging records for import to be more aggressive. This means that all text will be stripped from the ISBN field so that a pure number match is possible. If this preference is set to "Don't" then Koha will find a match only if the ISBN fields are identical.

Important

Note that this preference has no effect if UseQueryParser is on.

2.1.4.3. Interface

2.1.4.3.1. 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
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

Linda Culberson

Ms. Dept. of Archives and History

Edited by

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.
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:
2.1.4.4.2. 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.
Default: Empty defaults to eng
Asks: Fill in the default language for field 008 Range 35-37 of MARC21 records ___.
Description:
  • This preference will allow you to set the language for your MARC21 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.

Note

This preference won't have any effect if your records are in UNIMARC.
2.1.4.4.4. 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.
2.1.4.4.5. 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$o). The value is set by providing the MARC field code (050, 082, 090, 852 are all common in MARC21) and the subfield codes without the delimiters ($a, $b would be ab).
Examples:
  • Dewey: 082ab or 092ab; LOC: 050ab or 090ab; from the item record: 852hi
2.1.4.4.6. marcflavour
Default: MARC21
Asks: Interpret and store MARC records in the ___ format.
Values:
  • MARC21
    • The standard style for the US, Canada, Australia, New Zealand, United Kingdom, Germany and other countries
  • UNIMARC
    • The standard style used in France, Italy, Portugal, Russia, and other countries
  • NORMARC
    • The standard style for Norway
Description:
  • This preference defines global MARC style (MARC21, UNIMARC or NORMARC) used for encoding.

Important

Changing the value of this preference will not convert your records from one MARC style to an other.
2.1.4.4.7. MARCOrgCode
Default: OSt
Asks: Fill in the MARC organization code ___ by default in new MARC21 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 MARC21 code on the MARC Code list for Organizations or in Canada on the Canadian Symbols Directory.

Note

This preference won't have any effect if your records are in UNIMARC.
Asks: When items are created, give them the temporary location of ___ (should be a location code, or blank to disable).
2.1.4.4.9. 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.
Asks: Define a list of subfields for which editing is authorized when items_batchmod_restricted permission is enabled, separated by spaces. ___
Examples:
  • UNIMARC: "995$f 995$h 995$j"
  • MARC21: "952$a 952$b 952$c"
Description:
  • This preference lets you define what fields can be edited via the batch item modification tool if the items_batchmod_restricted permission is enabled.

    Note

    The FA framework is excluded from the permission. If the pref is empty, no fields are restricted.
Asks: Define a list of subfields for which editing is authorized when edit_items_restricted permission is enabled, separated by spaces. ___
Examples:
  • UNIMARC: "995$f 995$h 995$j"
  • MARC21: "952$a 952$b 952$c"
Description:
  • This preference lets you define what fields can be edited via cataloging if the edit_items_restricted permission is enabled

    Note

    The Fast Add (FA) framework is excluded from the permission. If the pref is empty, no fields are restricted.
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.
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.

2.1.4.5. Spine Labels

Default: don't
Asks: When using the quick spine label printer, ___ automatically pop up a print dialog.
Values:
  • do
  • don't
2.1.4.5.2. 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 >.)
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

Default: Allow
Asks: ___ patrons to check out multiple items from the same record.
Values:
  • Allow
  • Don't allow
Description:
  • If this preference is set to 'Allow' then patrons will be able to check out multiple copies of the same title at the same time. If it's set to "Don't allow" then patrons will only be allowed to check out one item attached to a record at a time. Regardless of the option chosen in this preference records with subscriptions attached will allow multiple check outs.

    Important

    This will only effect records without a subscription attached.
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.
Default: Do
Asks: ___ calculate and update overdue charges when an item is returned.
Values:
  • Do
  • Don't
Description:
  • If this preference is set to "Do" and the fines cron job is off then Koha will calculate fines only when items are returned. If you have the fines cron job on and this preference set to "Do" then this preference will calculate fines based on the cron (usually run nightly) and then again when you check the item in. This option is best for those who are doing hourly loans. If this preference is set to "Don't" then fines will only be accrued if the fines cron job is running.

Important

If you are doing hourly loans then you should have this set to 'Do'.
Default: do not ask
Asks: When checking out an item with rental fees, ___ for confirmation.
Values:
  • ask
  • do not ask
Description:
  • If you are charging rental fees for items this preference will make it so that you can show (or not show) a confirmation before checking out an item that will incur a rental charge.
Asks: This is a list of value pairs. When an item is checked in, if the not for loan value on the left matches the items not for loan value it will be updated to the right-hand value. E.g. '-1: 0' will cause an item that was set to 'Ordered' to now be available for loan. Each pair of values should be on a separate line.

2.1.5.2. Checkout Policy

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.
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.
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.
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."
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.
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.
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.
Default: Allow
Asks: ___ staff to override and check out items when the patron has reached the maximum number of allowed checkouts.
Values:
  • Allow
  • Don't allow
Description:
  • If this preference is set to "Allow" then staff all will be presented with an option to checkout more items to a patron than are normally allowed in the Circulation and Fine Rules. If this preference is set to "Don't allow" then no staff member will be able to check out more than the circulation limit.
2.1.5.2.10. 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.
Default: Do not
Asks: ___ allow OVERDUES restrictions triggered by sent notices to be cleared automatically when all overdue items are returned by a patron.
Values:
  • Do
  • Do not
Description:
  • Using the Overdue Notice/Status Triggers you can restrict patrons after they receive an overdue notice. This preference lets you define whether Koha will automatically remove that restriction once the overdue items in question are returned or not.
2.1.5.2.12. CircControl
Default: the library the item is from
Asks: Use the checkout and fines rules of ___
Values:
Asks: Charge a lost item to the borrower's account when the LOST value of the item changes to ___
Description:
Asks: By default, set the LOST value of an item to ___ when the item has been overdue for more than ___ days.
Description:
  • These preferences are used when the longoverdue cron job is called without the --lost parameter. It allows users to set the values of the longoverdue cron without having to edit the crontab. Setting the values to 1 and 30 for example will mark the item with the LOST authorized value of 1 after the item is 30 days overdue.
Default: Don't include
Asks: ___ hold charges when summing up charges for noissuescharge.
Values:
  • Don't include
  • Include
2.1.5.2.16. 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
    • This is equivalent to 'home library'
  • the library the item was checked out from
    • This is equivalent to 'holding library'
Description:
  • This preference does several things.
    • If CircControl is set to 'the library the item is from' then the circulation and fines policies will be determined by the item's library where HomeOrHoldingBranch chooses if item's home library is used or holding library is used.
    • If IndependentBranches is set to 'Prevent' then the value of this preference is used in figuring out if the item can be checked out. If the item's home library does not match the logged in library, the item cannot be checked out unless you are a superlibrarian.

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.
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.
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
Description:
  • This preference is used to manage automatically changing item locations from processing (PROC) to the book cart (CART). A cron job needs to be set to run 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.) More information can be found in the related chapter in this manual.
    • 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.
2.1.5.2.19. 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).
2.1.5.2.20. 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.'
Default: Include
Asks: ___ MANUAL_INV charges when summing up charges for noissuescharge.
Values:
  • Don't include
  • Include
Description:
  • This preference lets you decide if charges entered as manual invoices are included when calculating the noissuescharge. If this is set to include then Koha will include all manual invoices when deciding if the patron owes too much money to check anything else out of the library. If it's set to Don't include then Koha will ignore all manual invoice charges when figuring out if the patron owes too much money to checkout additional materials.
2.1.5.2.22. maxoutstanding
Default: 5
Asks: Prevent patrons from making holds on the OPAC if they owe more than ___ USD in fines.
2.1.5.2.23. 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. Using the ManInvInNoissuesCharge and RentalsInNoissuesCharge preferences you can control which types of charges are considered in this total. This also coincides with maxoutstanding that limits patrons from placing holds when the maximum amount is owed to the library.
2.1.5.2.24. OnSiteCheckouts
Default: Disable
Asks: ___ the on-site checkouts feature.
Values:
  • Disable
  • Enable
Description:
  • This preference lets you check out items that are 'not for loan' to patrons. A checkbox is added to the checkout screen when this preference is set to 'Enable' labeled 'On-site checkout'. This allows you to track who's using items that are normally not for loan or are in a closed stack setting.
Default: Disable
Asks: ___ the on-site for all cases (Even if a user is debarred, etc.).
Values:
  • Disable
  • Enable
Description:
  • This preference lets the staff override any restrictions a patron might have and check out items for use within the library. The OnSiteCheckouts preference must first be set to 'Enable' for this preference to be considered.
2.1.5.2.26. 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
2.1.5.2.27. 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.
Default: Ignore calendar
Asks: ___ when working out the period for overdue notices
Values:
  • Ignore calendar
    • Notices do not take holidays into account, so they will be sent even if holidays have meant the item is not actually overdue yet
  • Use calendar
    • Notices take holidays into account, so they will not be sent if holidays mean the item is not actually overdue yet
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.
2.1.5.2.30. 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
2.1.5.2.31. RenewalSendNotice
Default: Don't send
Asks: ____ a renewal notice according to patron checkout alert preferences.
Values:
  • Don't send
  • Send
Description:
  • If a patron has chosen to receive a check out notice in their messaging preferences and this preference is set to 'Send' then those patrons will also receive a notice when they renew materials. You will want to set up a new notice with the code of RENEWAL (if you don't already have it) with custom text for renewing items.

    Important

    This preference requires that you have EnhancedMessagingPreferences set to 'Allow'
Default: Include
Asks: ___ rental charges when summing up charges for noissuescharge.
Values:
  • Don't include
  • Include
Description:
  • This preference lets you decide if rental charges are included when calculating the noissuescharge. If this is set to include then Koha will include all rental charges when deciding if the patron owes too much money to check anything else out of the library. If it's set to Don't include then Koha will ignore all rental charges when figuring out if the patron owes too much money to checkout additional materials.
2.1.5.2.33. 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.
Default: Don't move
Asks: ___ all items to the location CART when they are checked in.
Values:
  • Don't move
  • Move
Description:
Default: the library the item is held by
Asks: For search results in the staff client, display the branch of ___
Values:
  • the library the item is from
  • the library the items is held by
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.
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.
2.1.5.2.38. 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.
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.

2.1.5.3. Course Reserves

2.1.5.3.1. UseCourseReserves
Default: Don't use
Asks: ___ course reserves
Values:
  • Don't use
  • Use
Description:
  • The Course Reserves module in Koha allows you to temporarily move items to 'reserve' and assign different circulation rules to these items while they are being used for a specific course.

2.1.5.4. Fines Policy

2.1.5.4.1. 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.
Default: Include
Asks: ___ the grace period when calculating the fine for an overdue item.
Values:
  • Don't include
  • Include
Description:
  • This preference lets you control how Koha calculates fines when there is a grace period. If you choose to include the grace period when calculating fines then Koha will charge for the days in the grace period should the item be overdue more than those days. If you choose not to include the grace period then Koha will only charge for the days overdue after the grace period.
2.1.5.4.3. 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)
Default: Refund
Asks: ___ lost item fees charged to a borrower when the lost item is returned.
Values:
  • Don't refund
  • Refund
Description:
  • When an item is marked lost in Koha the system charges the patron the replacement fee for the item. This preference lets you control how Koha handles returns of these items. By default when an item that was previously marked lost is checked in Koha refunds the patron the replacement fee. Change this preference to "Don't refund" if you would like Koha to not refund the replacement fee.
Default: Charge
Asks: ___ the replacement price when a patron loses an item.
Values:
  • Charge
  • Don't charge
Description:
  • This preference lets you tell Koha what to do with an item is marked lost. If you want Koha can 'Charge' the patron the replacement fee listed on the item they lost or it can do nothing in reference to the patron and just mark the item lost in the catalog.
Default: Don't forgive
Asks: ___ the fines on an item when it is lost.
Values:
  • Don't forgive
  • Forgive
Description:
  • This preference allows the library to decide if fines are charged in addition to the replacement fee when an item is marked as lost. If this preference is set to 'Forgive' then the patron won't be charged fines in addition to the replacement fee.

2.1.5.5. Holds Policy

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
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.
Default: Allow
Asks: ____ a patron to place a hold on a record where the patron already has one or more items attached to that record checked out.
Values:
  • Allow
  • Don't allow
Description:
  • By setting to "Don't allow," you can prevent patrons from placing holds on items they already have out, thus preventing them from blocking anyone else from getting an item.
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.
2.1.5.5.5. 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.

Important

An item's hold status doesn't not affect whether or not the item is 'available' until the item is in 'waiting' status. Items with on-shelf holds will show as available until a librarian has pulled them from the shelf and checked the item in make it show 'waiting'.
Default: Don't allow
Asks: ___ a patron to renew an item with unfilled holds if other available items can fill that hold.
Values:
  • Allow
  • Don't allow
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.
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:
2.1.5.5.9. ConfirmFutureHolds
Default: 0
Asks: Confirm future hold requests (starting no later than ___ days from now) at checkin time.
Description:
  • When confirming a hold at checkin time, the number of days in this preference is taken into account when deciding which holds to show alerts for. This preference does not interfere with renewing, checking out or transferring a book.

Note

This number of days will be used too in calculating the default end date for the Holds to pull-report. But it does not interfere with issuing, renewing or transferring books.

Important

This preference is only looked at if you're allowing hold dates in the future with AllowHoldDateInFuture or OPACAllowHoldDateInFuture
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.
Default: Don't enable
Asks: ___ the ability to place holds on multiple biblio from the search results
Values:
  • Don't enable
  • Enable
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 HOLDPLACED

Important

This notice will only be sent if the process_message_queue.pl cronjob being run periodically to send the messages.
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.
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.
Default: Allow
Asks: ___ expired holds to be cancelled on days the library is closed.
Values:
  • Allow
  • Don't allow
Asks: ___ priority for filling holds to patrons whose ___ matches the item's ___
LocalHoldsPriority Values:
  • Don't give
  • Give
LocalHoldsPriorityPatronControl Values:
  • home library
  • pickup library
LocalHoldsPriorityItemControl Values:
  • holding library
  • home library
Description:
  • This feature will allow libraries to specify that, when an item is returned, a local hold may be given priority for fulfillment even though it is of lower priority in the list of unfilled holds.
2.1.5.5.17. maxreserves
Default: 50
Asks: Patrons can only have ___ holds at once.
Default: Allow
Asks: ___ patrons to place holds that don't enter the waiting list until a certain future date.
Values:
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.
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.
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.
2.1.5.5.22. 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.
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'
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.
2.1.5.5.25. 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.
Default: Don't transfer
Asks: ___ items when cancelling all waiting holds.
Values:
  • Don't transfer
  • Transfer
Description:
  • When TransferWhenCancelAllWaitingHolds is set to "Don't transfer", no branch transfer records are created. Koha will not allow the holds to be transferred, because that would orphan the items at the library where the holds were awaiting pickup, without any further instruction to staff as to what items are at the library or where they need to go. When that system preference set to "Transfer", branch transfers are created, so the holds may be cancelled.

2.1.5.6. Interface

Default: Don't allow
Asks: ___ staff to delete messages added from other libraries.
Values:
  • Allow
  • Don't allow
Default: Do not enable
Asks: ___ offline circulation on regular circulation computers.
Values:
  • Do not enable
  • Enable
Description:
  • Setting this preference to 'Enable' allows you to use the Koha interface for offline circulation. This system preference does not affect the Firefox plugin or the desktop application, any of these three options can be used for offline circulation without effecting the other.
2.1.5.6.3. 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
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
  • open a print slip window
Description:
  • If this preference is set to open a quick slip (ISSUEQSLIP) or open a slip (ISSUESLIP) 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.
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
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.
Default: Show
Asks: ___ a button to clear the current patron from the screen on the circulation screen.
Values:
  • Don't show
  • Show
2.1.5.6.8. 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.
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.
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.
Default: Don't enable
Asks: ___ the automatic use of a keyword catalog search if the phrase entered as a barcode on the checkout page does not turn up any results during an item barcode search.
Values:
  • Don't enable
  • Enable
Description:
  • Sometimes libraries want to checkout using something other than the barcode. Enabling this preference will do a keyword search of Koha to find the item you're trying to check out. You can use the call number, barcode, part of the title or anything you'd enter in the keyword search when this preference is enabled and Koha will ask you which item you're trying to check out.

Important

While you're not searching by barcode a barcode is required on every title you check out. Only titles with barcodes will appear in the search results.
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
2.1.5.6.13. 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.
Default: 20
Asks : Show the ___ last returned items on the checkin screen.
Default: earliest to latest
Asks: Sort previous checkouts on the circulation page from ___ due date.
Values:
  • earliest to latest
  • latest to earliest
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.
2.1.5.6.17. 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.
2.1.5.6.18. 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
2.1.5.6.19. SpecifyReturnDate
Default: Don't allow
Asks: ___ staff to specify a return date for a check in.
Values:
  • Allow
  • Don't allow
Description:
  • This preference lets you decide if staff can specify an arbitrary return date when checking in items.
Default: latest to earliest
Asks: Sort today's checkouts on the circulation page from ___ due date.
Values:
  • earliest to latest
  • latest to earliest
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.
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.

2.1.5.7. Self Checkout

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.

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.
2.1.5.7.3. SCOUserCSS
Asks: Include the following CSS on all pages in the web-based self checkout
Description:
  • The CSS entered in this preference will be used on all of your Koha self checkout screens.
2.1.5.7.4. SCOUserJS
Asks: Include the following JavaScript on all pages in the web-based self checkout
Description:
  • The JavaScript entered in this preference will effect all of your Koha self checkout screens.
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.
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.
Default: Show
Asks: ___ the print receipt popup dialog when self checkout is finished.
Values:
  • Don't show
  • Show
Description:
  • This preference controls whether a prompt shows up on the web based self check out when the patron clicks the 'Finish' button.
2.1.5.7.8. 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.
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
2.1.5.7.10. 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.
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.

2.1.6.1. All

2.1.6.1.1. 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)
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)

2.1.6.2. Amazon

2.1.6.2.1. 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.
2.1.6.2.2. 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.
2.1.6.2.3. AmazonLocale
Default: American
Asks: Use Amazon data from its ___ website.
Value:
  • American
  • British
  • Canadian
  • French
  • German
  • Japanese
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.

2.1.6.3. Babelthèque

2.1.6.3.1. 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
2.1.6.3.2. Babeltheque_url_js
Asks: ___ Defined the url for the Babeltheque javascript file (eg. http://www.babeltheque.com/bw_XX.js)
Asks: ___ Defined the url for the Babeltheque update periodically (eq. http://www.babeltheque.com/.../file.csv.bz2).

2.1.6.4. Baker & Taylor

Important

This is a pay service, you must contact Baker & Taylor to subscribe to this service before setting these options.
2.1.6.4.1. 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
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.
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.

2.1.6.5. Google

2.1.6.5.1. 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.

2.1.6.6. HTML5 Media

2.1.6.6.1. HTML5MediaEnabled
Default: not at all
Asks: Show a tab with a HTML5 media player for files catalogued in field 856 ___
Values:
  • in OPAC and staff client
  • in the OPAC
  • in the staff client
  • not at all
Description:
  • If you have media elements in the 856 of your MARC record this preference can run/show those media files in a separate tab using HTML5.
Default: webm|ogg|ogv|oga|vtt
Asks: Media file extensions ___
Description:
  • Enter in file extensions separated with bar (|)

2.1.6.7. IDreamLibraries

IDreamBooks.com aggregates book reviews by critics to help you discover the very best of what's coming out each week. These preferences let you integrated content from IDreamBooks.com in to your Koha OPAC.

Note

This is a new website and has limited content, so you may only see these features on new popular titles until the database grows some more.
Default: Don't add
Asks: ___ a "Readometer" that summarizes the reviews gathered by IDreamBooks.com to the OPAC details page.
Values:
  • Add
  • Don't add
2.1.6.7.2. IDreamBooksResults
Default: Don't add
Asks: ___ the rating from IDreamBooks.com to OPAC search results.
Values:
  • Add
  • Don't add
2.1.6.7.3. IDreamBooksReviews
Default: Don't add
Asks: ___ a tab on the OPAC details with book reviews from critics aggregated by IDreamBooks.com.
Values:
  • Add
  • Don't add

2.1.6.8. 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
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.
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.
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.
2.1.6.8.4. 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.
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.'
2.1.6.9.2. 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.
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.

2.1.6.10. 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.
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.
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.
2.1.6.10.3. 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

2.1.6.11. OCLC

2.1.6.11.1. 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'
2.1.6.11.2. 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
2.1.6.11.3. 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

2.1.6.12. Open Library

2.1.6.12.1. 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.

2.1.6.13. Overdrive

OverDrive is an pay service. You must first contact OverDrive directly for pricing and subscription information. Enabling this service will integrate Overdrive results in to your OPAC searches. You will have to apply for these 3 pieces of information through an application as an API developer. Overdrive API applications are evaluated once a week so you may not be able to use this feature immediately after signing up. To learn more please contact your OverDrive representative.
Asks: Include OverDrive availability information with the client key __ and client secret ___
Description:
  • OverDrive customers can get this information by visiting the OverDrive Developer Portal and following the instructions found there to apply as an API developer. Once this data and the OverDriveLibraryID are populated you will see OverDrive results on your OPAC searches.
2.1.6.13.2. OverDriveLibraryID
Asks: Show items from the OverDrive catalog of library # ___
Description:

2.1.6.14. Plugins

2.1.6.14.1. UseKohaPlugins
Default: Don't enable
Asks: ___ the ability to use Koha Plugins.
Values:
  • Don't enable
  • Enable

Note

The plugin system must also be enabled in the Koha configuration file to be fully enabled. Learn more in the Plugins chapter.

2.1.6.15. Syndetics

Syndetics is a pay service. You must first contact Syndetics directly for pricing and subscription information.
2.1.6.15.1. 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.
2.1.6.15.2. 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.
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
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.
2.1.6.15.5. 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.
2.1.6.15.6. 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'
2.1.6.15.7. 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/).
2.1.6.15.8. 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/).
2.1.6.15.9. 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/).
2.1.6.15.10. 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/).
2.1.6.15.11. 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/).

2.1.6.16. Tagging

2.1.6.16.1. 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.
2.1.6.16.2. 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
2.1.6.16.3. TagsShowOnList
Default: 6
Asks: Show ___ tags on search results on the OPAC.

Note

Set the value to 0 (zero) to turn this feature off.
2.1.6.16.4. TagsInputOnList
Default: Allow
Asks: ___ patrons to input tags on search results on the OPAC.
Values:
  • Allow
  • Don't allow
2.1.6.16.5. 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.
2.1.6.16.6. TagsInputOnDetail
Default: Allow
Asks: ___ patrons to input tags on item detail pages on the OPAC.
Values:
  • Allow
  • Don't allow
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.

2.1.7. I18N/L10N

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

2.1.7.1. alphabet

Default: A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
Asks: Use the alphabet ___ for lists of browsable letters. This should be a space separated list of uppercase letters.
Description:
  • This preference allows you define your own alphabet for browsing patrons in Koha.
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.

2.1.7.3. 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.

2.1.7.4. language

Default: English
Asks: Enable the following languages on the staff interface
Values:
  • English

2.1.7.5. 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.
Default: Don't allow
Asks: ___ patrons to select their language on the OPAC.
Values:
  • Allow
    • Patrons can choose their language from a list at the bottom of the public catalog
  • Don't allow
    • The public catalog will not give an option to choose a language

2.1.7.7. TimeFormat

Default: 24 hour format
Asks: Format times in ___
Values:
  • 12 hour format (eg 02:18PM)
  • 24 hour format (eg 14:18)

2.1.8. 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.

2.1.9. 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. Logs can then be viewed in the Log Viewer under Tools.
Get there: More > Administration > Global System Preferences > Logs

2.1.9.1. AuthoritiesLog

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

2.1.9.2. BorrowersLog

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

2.1.9.3. 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.

2.1.9.4. FinesLog

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

2.1.9.5. IssueLog

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

2.1.9.6. 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.

2.1.9.7. ReturnLog

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

2.1.9.8. SubscriptionLog

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

2.1.10. OPAC

Get there: More > Administration > Global System Preferences > OPAC
Default: Select All
Asks: Show search options for the expanded view ___
Values:
  • [Select all]
  • Item types
  • Language
  • Location and availability
  • Publication date
  • Sorting
  • Subtypes
Description:
  • The settings in this preference will determine which search fields will show when the patron is using the 'More options' mode on the advanced search page.
Default: Item types, Language, Location and availability, Publication date, Sorting
Asks: Show search options ___
Values:
  • [Select all]
  • Item types
  • Language
  • Location and availability
  • Publication date
  • Sorting
  • Subtypes
Description:
  • The settings in this preference will determine which search fields will show when the patron is using the 'Fewer options' mode on the advanced search page.

2.1.10.2. Appearance

These preferences control how things appear in the OPAC.
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
2.1.10.2.2. 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.
2.1.10.2.3. 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.
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.
2.1.10.2.5. 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
HighlightOwnItemsOnOPAC Default: Don't emphasize
HighlightOwnItemsOnOPACWhich Default: patron's home library
Asks: ___ results from the ___ by moving the results to the front and increasing the size or highlighting the rows for those results.
HighlightOwnItemsOnOPAC Values:
  • Don't emphasize
  • Emphasize
HighlightOwnItemsOnOPACWhich Values:
  • OPAC's branch based via the URL
    • The library is chosen based on the Apache environment variable BRANCHCODE. For example, this could be added to the OPAC section of koha-httpd.conf: SetEnv BRANCHCODE "CPL"
  • patron's home library
    • The items emphasized will be those of the same library as the patron's library. If no one is logged into the OPAC, no items will be highlighted.

Important

This preference will only effect sites that are not using an XSLT stylesheet. XSLT stylesheets are defined in the OPACXSLTResultsDisplay and OPACXSLTDetailsDisplay preferences.
Default: Don't show
Asks: ___ GoogleIndicTransliteration on the OPAC.
Values:
  • Don't show
  • Show
2.1.10.2.8. 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
2.1.10.2.9. NoLoginInstructions
Asks: Show the following HTML on the OPAC login form when a patron is not logged in:
Description:
  • This preference allows you to override the default text seen on the log in page in the Koha OPAC. The default HTML is:
    <h5>Don't have a password yet?</h5>
    <p> If you don't have a password yet, stop by the circulation desk the next time you're in the library. We'll happily set one up for you.</p>
    <h5>Don't have a library card?</h5>
    <p> If you don't have a library card, stop by your local library to sign up.</p>
    Any HTML in this box will replace the above text below the log in box.
Default: Don't add
Asks: ___ a library select pulldown menu on the OPAC masthead.
Values:
  • Add
  • Don't Add
2.1.10.2.11. OPACBaseURL
Asks: The OPAC is located at http:// ___
Description:
  • This preference is looking for the URL of your public catalog (OPAC) without the http:// in front of it (enter www.mycatalog.com instead of http://www.mycatalog.com). 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:
2.1.10.2.12. 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.
2.1.10.2.13. 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.
2.1.10.2.14. OpacCustomSearch
Asks: Replace the search box at the top of OPAC pages with the following HTML
Description:
  • This preference allows you to replace the default search box at the top of the OPAC :
    with any HTML you would like :
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.
2.1.10.2.16. 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).
2.1.10.2.17. OPACFallback
Default: bootstrap
Asks: Use the ___ theme as the fallback theme on the OPAC.
Description:
  • This preference has no use right now, as Koha has only one theme, but if your library has a custom theme it will show here as an option. The purpose of this preference is to provide a way to choose to what theme to fallback on when you have a partial theme in place.
2.1.10.2.18. 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.
2.1.10.2.19. 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.
OpacHighlightedWords Default: Don't highlight
NotHighlightedWords Default: and|or|not
Asks: ___ words the patron searched for in their search results and detail pages; To prevent certain words from ever being highlighted, enter a list of stopwords here ___ (separate columns with |)
OpacHighlightedWords Values:
  • Don't highlight
  • Highlight
2.1.10.2.21. 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.
2.1.10.2.22. 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.
Default: holding library
Asks: Display the ___ for items on the OPAC record details page.
Values:
  • holding library
  • home and holding library
  • home library
Description:
  • Defines whether to display the holding library, the home library, or both for the opac details page.
Default: holding library
Asks: Display the shelving location under the ___ for items on the OPAC record details page.
Values:
  • holding library
  • home and holding library
  • home library
Description:
  • Defines where the shelving location should be displayed, under the home library, the holding library, or both.
2.1.10.2.25. 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
2.1.10.2.26. 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.
2.1.10.2.27. OpacMaxItemsToDisplay
Default: 50
Asks: Display up to ___ items on the biblio detail page
Description:
  • This preference will help with slow load times on the bibliographic detail pages by limiting the number of items to display by default. If the biblio has more items than this, a link is displayed instead that allows the user to choose to display all items.
2.1.10.2.28. 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>
2.1.10.2.29. OPACMySummaryNote
Asks: Note to display on the patron summary page.
Description:
  • This preference will display text above the patron's summary and below the welcome message when the patron logs in to the OPAC and view their 'my summary' tab.
2.1.10.2.30. 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.
2.1.10.2.31. 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.
2.1.10.2.32. 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.
2.1.10.2.33. 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.

Note

You can insert placeholders {QUERY_KW} that will be replaced with the keywords of the query.
2.1.10.2.34. 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.
2.1.10.2.35. 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.
2.1.10.2.36. 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.
OpacSeparateHoldings default: Don't separate
OpacSeparateHoldingsBranch default: home library
Asks: ___ items display into two tabs, where the first tab contains items whose ___ is the logged in user's library. The second tab will contain all other items.
OpacSeparateHoldings values:
  • Don't separate
  • Separate
OpacSeparateHoldingsBranch values:
  • holding library
  • home library
Description:
  • This preference lets you decide if you would like to have the holding information on the bibliographic detail page in the OPAC split in to multiple tabs. The default is to show all holdings on one tab.
2.1.10.2.38. 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.
2.1.10.2.39. 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.
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
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.
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.
2.1.10.2.43. 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.
Default: Show
Asks: ___ the name of the staff member who managed a suggestion in OPAC.
Values:
  • Don't show
  • Show
Description:
  • If you're allowing patrons to make purchase suggestions then they will see the 'my suggestions' tab when logged in. This tab shows the patron the librarian who approved or rejected the purchase suggestion. This preference controls if the patron sees the librarian's name or not.
2.1.10.2.45. opacthemes
Default: bootstrap
Asks: Use the ___ theme on the OPAC.
Values:
  • bootstrap
    This theme is completely responsive
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.
2.1.10.2.47. 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/bootstrap/css/opac.css. Unlike opaccolorstylesheet and opaclayoutstylesheet this preference will embed the CSS directly on your OPAC pages.
2.1.10.2.48. 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.
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-tmpl/bootstrap/{langcode}/xslt/MARC21slim2OPACDetail.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.
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-tmpl/bootstrap/{langcode}/xslt/MARC21slim2OPACResults.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.

2.1.10.3. Features

2.1.10.3.1. 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.
Default: Don't display
Asks: ___ the acquisition details on OPAC detail pages.
Values:
  • Display
  • Don't display
Description:
  • This preference shows the patrons how many items are on order in the Holdings tab if you have the AcqCreateItem set to 'cataloging the record'
2.1.10.3.3. OpacAuthorities
Default: Allow
Asks: ___ patrons to search your authority records.
Description:
  • This preference displays the link on the OPAC for the authority search. By setting the preference to "Allow" patrons can use this search link of the OPAC.
Values:
  • Allow
    • A link labeled 'Authority search' will appear at the top of your OPAC under the search box
  • Don't allow
2.1.10.3.4. 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.
2.1.10.3.5. 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
2.1.10.3.6. 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.
2.1.10.3.7. 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
2.1.10.3.8. OPACFinesTab
Default: Allow
Asks: ___ patrons to access the Fines tab on the My Account page on the OPAC.
Values:
2.1.10.3.9. OpacHoldNotes
Default: Do not allow
Asks: ___ users to add a note when placing a hold.
Values:
  • Allow
  • Do not allow
2.1.10.3.10. OpacItemLocation
Default: call number only
Asks: Show ____ for items on the OPAC search results.
Values:
  • call number only
  • collection code
  • location
Description:
  • This setting allows users of the OPAC results XSLT stylesheet to choose to display collection code or location in addition to call number.
2.1.10.3.11. OpacPasswordChange
Default: Allow
Asks: ___ patrons to change their own password on the OPAC.
Values:

Important

Enabling this will break LDAP authentication.
2.1.10.3.12. 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 to their account then staff will need to approve the changes via the staff client. Notification of patron account requests will appear on the dashaboard below the list of modules with other pending actions.
    Once you click the notification you will be presented with the changes the patron would like to make to their account and from there you can choose how to proceed.

    Note

    You can control what fields patrons see and can modify via the OPAC by setting the PatronSelfRegistrationBorrowerMandatoryField PatronSelfRegistrationBorrowerUnwantedField preferences.
2.1.10.3.13. 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.
Default: Don't display
Asks: ___ the list of authors/subjects in a popup for a combined search on OPAC detail pages.
Values:
  • Display
    • Important

      This will only display the pop up if you are not using an XSLT stylesheet. Review your OPACXSLTDetailsDisplay to find out what stylesheet you're using.
  • Don't display
    • Authors and subjects will display as search links instead of pop up menus.
Description:
  • If this preference is set to 'Display' then clicking a subject or author from the details page in the OPAC will present the searcher with a pop up box. From this box you can check off any of the subjects or authors listed and search them all at once by clicking 'Search' at the bottom of the pop up. The default behavior is for Koha to search just the clicked author or subject.
2.1.10.3.15. 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.
2.1.10.3.16. 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
2.1.10.3.17. 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.
2.1.10.3.18. RequestOnOpac
Default: Allow
Asks: ___ patrons to place holds on items from the OPAC.
Values:
2.1.10.3.19. 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.
2.1.10.3.20. 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
2.1.10.3.21. 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.
2.1.10.3.22. 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.
2.1.10.3.23. suggestion
Default: Allow
Asks: ___ patrons to make purchase suggestions on the OPAC.
Values:

2.1.10.4. Policy

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.
Default: Don't block
Asks: ___ expired patrons from OPAC actions such as placing a hold or renewing.
Values:
  • Block
  • Don't block
Description:
  • This preference lets you set a default value for how Koha handles permissions for patrons who are expired. This preference can be overwritten by the setting on individual patron categories.
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'
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. When this is set to 'Allow' patrons will see a share link at the top of their list. When they click that link it will ask for the email of the patron they would like to share with. Koha will then email the patron an invitation to see the list.
2.1.10.4.5. 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'
2.1.10.4.6. 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.
2.1.10.4.7. 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.
  • Force
    • This makes it so that patrons can only place holds on specific items and cannot place holds on the next available item.
2.1.10.4.8. 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.
2.1.10.4.9. 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.
Default: Don't show
Asks: ___ purchase suggestions from other patrons on the OPAC.
Values:
2.1.10.4.11. 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'
2.1.10.4.12. 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.

2.1.10.5. Privacy

2.1.10.5.1. 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
2.1.10.5.2. 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).

Important

Remember to use the borrowernumber note the patron's cardnumber for this value. The borrowernumber can be found on the patron record under 'Library use' on the right.
Default: Keep
Asks: ___ patron search history in the OPAC.
Values:
  • Don't keep
  • Keep
2.1.10.5.4. 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
Description:
  • The default privacy setting for each patron category can be set in the Patrons Categories area. If you set this preference to 'allow' then patrons can change that for themselves via the OPAC.
2.1.10.5.5. 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.
2.1.10.5.6. TrackClicks
Default: Don't track
Asks: ___ links that patrons click on.
Values:
  • Don't track
  • Track
  • Track anonymously
Description:
  • By setting this preference to one of the track options you will allow Koha to track every link clicked in Koha. This data will be stored in a database table so that you can run reports against that data. If you choose to 'Track' clicks then Koha will record both the link clicked and the logged in user who clicked the link. If you choose to 'Track anonymously' then the borrowernumber will not be recorded, but the rest of the data will.

    Note

    Remember to update your local privacy policies and link to them from the OPAC to notify your users that you are tracking their information.
Default: Don't allow
Asks: ___ library patrons to register an account via the OPAC.
Values:
  • Allow
  • Don't allow
Description:
  • Setting this preference to 'Allow' will provide a link on the OPAC to register for a new account. Using the other Self Registration system preferences you can control how this preference will function.

Important

Patrons registering via the OPAC will not need to be approved by a librarian. For this reason it is recommended that you set up a provisional patron category with no circulation rights. That way patrons will have to come in to the library to verify their identity before given circulation rights at the library. Once the patron confirms their identiy the library staff can change the category to one with permissions to check items out and place holds.
Asks: Display the following additional instructions for patrons who self register via the OPAC ( HTML is allowed ):
Description:
  • This preference takes any HTML you'd like to display on the page the patron sees after successfully registering for their library card.
Default: surname|firstname
Asks: The following database columns must be filled in on the patron entry screen: ___
Description:
  • This preference allows you to define what fields patrons must fill in on their self regisration form. If any of the required fields are blank Koha will not let the patron register.

Important

Separate columns with |

Note

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

Note

If you're going to require that patrons verify their accounts via email with the PatronSelfRegistrationVerifyByEmail preference the email field will automatically be marked as required.
Asks: The following database columns will not appear on the patron entry screen: ___
Description:
  • Using this preference you can hide fields from the patron registraion and update form in the OPAC.

Important

Separate columns with |

Note

For help with field names, ask your system administrator or view the database structure associated with the borrowers table.
Asks: Use the patron category code ___ as the default patron category for patrons registered via the OPAC.
Description:
  • Enter in the patron category code for the category that all new patrons registered via the OPAC will be put in to.

Important

Patrons registering via the OPAC will not need to be approved by a librarian. For this reason it is recommended that you set up a provisional patron category with no circulation rights. That way patrons will have to come in to the library to verify their identity before given circulation rights at the library. Once the patron confirms their identiy the library staff can change the category to one with permissions to check items out and place holds.

Important

If you leave this blank or enter in an invalid code your patrons will still be able to register but will not be given a username. There will be no errors on the page to explain this, so be sure to enter a valid patron category code.
Default: 0
Asks: Delete patrons registered via the OPAC, but not yet verified after ___ days.
Description:
Default: Don't require
Asks: ___ that a self-registering patron verify his or herself via email.
Values:
  • Don't require
  • Require
Description:
  • If you require patrons to verify their accounts via email they will not be able to log in to the OPAC until they acknowledge the email sent by Koha. If you don't require this then patrons will be able to log in as soon as they fill in the registration form. You can set the PatronSelfRegistrationExpireTemporaryAccountsDelay preference to delete the un-verified self registrations after a certain number of days.

Note

If you're going to require that patrons verify their accounts via email then the email field will automatically be marked as required.

2.1.10.7. Shelf Browser

2.1.10.7.1. 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.
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.
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.
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.

2.1.11. Patrons

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

2.1.11.1. General

2.1.11.1.1. AddPatronLists
Default: specific categories
Asks: List ___ under the new patron menu.
Values:
  • general patron types
  • specific categories
2.1.11.1.2. 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
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.
2.1.11.1.4. 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.
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.
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 |
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.
2.1.11.1.8. 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 |
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.
2.1.11.1.10. CardnumberLength
Asks: Card numbers for patrons must be ___ characters long.
Description:
  • The length can be a single number to specify an exact length, a range separated by a comma (i.e., 'Min,Max'), or a maximum with no minimum (i.e., ',Max'). If 'cardnumber' is included in the BorrowerMandatoryField list, the minimum length, if not specified here, defaults to one.
2.1.11.1.11. 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.
2.1.11.1.12. 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.
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 and/or renewed, 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)
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.
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.
2.1.11.1.16. 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.
2.1.11.1.17. 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.
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.
2.1.11.1.19. patronimages
Default: Allow
Asks: ___ images to be uploaded and shown for patrons on the staff client.
Values:
  • Allow
  • Don't allow
Description:
  • If this preference is set to 'Allow' the staff will be able to upload images of patrons either one by one or in bulk. Patrons images will show on the detail page to the left of the patron information. They can also show in the OPAC if you set the OPACpatronimage preference or in the self check out module if you set the ShowPatronImageInWebBasedSelfCheck preference.
2.1.11.1.20. 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.
2.1.11.1.21. 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
  • SMS::Send::IN::Unicel

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.
2.1.11.1.22. 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.
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.
2.1.11.1.24. uppercasesurnames
Default: Don't
Asks: ___ store and display surnames (last names) in upper case.
Values:
  • Do
  • Don't
NorwegianPatronDBEnable Default: Disable
Asks: ___ the ability to communicate with the Norwegian national patron database via the ___ endpoint.
Values:
  • Disable
  • Enable
Default: Don't
Asks: ___ search the Norwegian national patron database after a local search result was found.
Values:
  • Do
  • Don't
Asks: Communicate with the Norwegian national patron database using the username ___ and the password ___.
Description:
  • You can get these from "Base Bibliotek", which is maintained by the Norwegian National Library.

2.1.12. Searching

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

2.1.12.1. Features

2.1.12.1.1. EnableSearchHistory
Default: Don't keep
Asks: ___ patron search history in the staff client.
Values:
  • Don't keep
  • Keep
Description:
  • This preference controls whether the staff client keeps search history for logged in users. Search history will be accessible under the link to your account in the top right of the staff client.
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.
2.1.12.1.3. 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.
2.1.12.1.4. 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.
2.1.12.1.5. 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'
2.1.12.1.6. 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).
2.1.12.1.7. QueryWeightFields
Default: Enable
Asks: ___ ranking of search results by relevance
Values:
  • Disable
  • Enable
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.
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.
2.1.12.1.10. 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.
2.1.12.1.11. UseQueryParser
Default: Do not try
Asks: ___ to use the QueryParser module for parsing queries.

Note

Enabling this will have no impact if you do not have QueryParser installed, and everything will continue to work as usual.
Values:
  • Do not try
  • Try
Description:
  • This preference enables an experimental new query parser which opens the door for a more expressive and more-effective search syntax.

2.1.12.2. Results Display

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
2.1.12.2.2. 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
Default: holding library
Asks: Show facets for ___
Values:
  • both home and holding library
  • holding library
  • home library
Description:
  • This preferenc controls the libraries facet that displays on search results in the staff and opac. The value selected here will determin which library(s) show in the facets when a search is run.
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.
2.1.12.2.5. FacetMaxCount
Default: 20
Asks: Show up ___ to facets for each category.
Description:
  • This preference allows you to control how many possible limits show under each heading (Author, Series, Topics, etc) on the facets in the OPAC.
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.
2.1.12.2.7. 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.
2.1.12.2.8. numSearchResults
Default: 20
Asks: By default, show ___ results per page in the staff client.
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
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.
2.1.12.2.11. OPACnumSearchResults
Default: 20
Asks: By default, show ___ results per page in the OPAC.

2.1.12.3. Search Form

Asks: Limit the languages listed in the advanced search drop-down to the ___ ISO 639-2 language codes (separate values with | or ,).
Description:
  • This preference will allow you to decide what languages show in the pull down menu on the advanced search page in the OPAC and the staff client. If this preference is left blank, all languages will show. To limit the languages that are shown enter their ISO 639-2 language codes separated by comma ( , ) or bar ( | ). For example to limit listing to French and Italian, enter ita|fre.
2.1.12.3.2. 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.
Default: don't show
Asks: By default, ___ "More options" on the OPAC and staff advanced search pages.
Values:
  • don't show
  • show
Default: don't use
Asks: By default, ___ the operator "phr" in the callnumber and standard number staff client searches
Values:
  • don't use
  • use
Description:
  • When searching by call number and standard number (biblionumber) in Koha Staff Client you can choose to force the search to be a phrase search by setting this preference to 'use.' This will allow for more accurate results over doing a general keyword field search.
Default: don't use
Asks: By default, ___ the operator "phr" in the callnumber and standard number OPAC searches
Values:
  • don't use
  • use
Description:
  • When searching by call number and standard number (biblionumber) in the Koha OPAC you can choose to force the search to be a phrase search by setting this preference to 'use.' This will allow for more accurate results over doing a general keyword field search.

2.1.13. Serials

Get there: More > Administration > Global System Preferences > Serials
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
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.
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.'
Default: Place
Asks: ___ received serials on hold if they are on a routing list.
Values:
  • Place
  • Don't place

2.1.13.5. RoutingListNote

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

2.1.13.6. 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
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.
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.
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.

2.1.14. Staff Client

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

2.1.14.1. Appearance

2.1.14.1.1. 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.
2.1.14.1.2. DisplayIconsXSLT
Default: Show
Asks: ___ the format, audience, and material type icons in XSLT MARC21 results and detail pages in the staff client.

Important

XSLTResultsDisplay and/or XSLTDetailsDisplay must be set to use an XSLT stylesheet (default or custom) for these icons to show.
Values:
  • Don't show
  • Show

Note

See the XSLT Icon Guide for more information on these icons.
2.1.14.1.3. intranet_includes
Default: includes
Asks: Use include files from the ___ directory in the template directory, instead of includes/. (Leave blank to disable)
Asks: Include the additional CSS stylesheet ___ to override specified settings from the default stylesheet
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. Enter just a filename, a full local path or a complete URL starting with http:// (if the file lives on a remote server). Please note that if you just enter a filename, the file should be in the css subdirectory for each active theme and language within the Koha templates directory. A full local path is expected to start from your HTTP document root.

Important

Leave this field blank to disable.
2.1.14.1.5. 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.
Asks: Show the following HTML in its own column on the main page of the staff client
2.1.14.1.7. 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)
Asks: Use the following JavaScript for printing slips.
Description:
2.1.14.1.9. intranetstylesheet
Asks: Use the CSS stylesheet ___ on all pages in the staff interface, instead of the default css (used when leaving this field blank).
Description:
  • The Intranetstylesheet preference is a layout and design feature for the intranet or staff client. This preference allows a library to customize the appearance of the Staff Client. Enter just a filename, a full local path or a complete URL starting with http:// (if the file lives on a remote server). Please note that if you just enter a filename, the file should be in the css subdirectory for each active theme and language within the Koha templates directory. A full local path is expected to start from your HTTP document root.
2.1.14.1.10. IntranetUserCSS
Asks: Include the following CSS on all pages in the staff client
2.1.14.1.11. 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.
2.1.14.1.12. 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.
Default: Show
Asks: ___ images for authorized values (such as lost statuses and locations) in search results.
Values:
  • Don't show
  • Show
2.1.14.1.14. staffClientBaseURL
Asks: The staff client is located at http:// ___
2.1.14.1.15. 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/)
2.1.14.1.16. 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.
2.1.14.1.17. 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.

2.1.14.2. Options

2.1.14.2.1. 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
2.1.14.2.2. intranetbookbag
Default: Show
Asks: ___ the cart option in the staff client.
Values:
  • Don't show
  • Show
Default: Enable
Asks: ___ item selection in record detail page.
Values:
  • Disable
  • Enable
Description:
  • This preference lets you choose to show (or not show) checkboxes to the left of every item in the holdings tab on the detail display of a record in the staff client. Showing these checkboxes allows the staff members to select multiple items to edit or delete at once.
2.1.14.2.4. viewISBD
Default: Allow
Asks: ___ staff to view records in ISBD form on the staff client.
Values:
  • Allow
  • Don't allow
2.1.14.2.5. viewLabeledMARC
Default: Allow
Asks: ___ staff to view records in labeled MARC form on the staff client.
Values:
  • Allow
  • Don't allow
2.1.14.2.6. viewMARC
Default: Allow
Asks: ___ staff to view records in plain MARC form on the staff client.
Values:
  • Allow
  • Don't allow

2.1.15. Tools

Get there: More > Administration > Global System Preferences > Tools
These preferences are in reference to the Batch Item Modification tool.
2.1.15.1.1. MaxItemsForBatch
Default: 1000
Asks: Process up to ___ items in a single modification or deletion batch.
Description:
  • In the batch item delete tool this will prevent the display of more than the items you entered in this preference, but you will be able to delete more than the number you enter here. In the batch item modification tool this preference will prevent the editing of more than the number entered here.

2.1.15.2. Patron Cards

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

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
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:
  • Once enabled you can visit http://YOURKOHACATALOG/cgi-bin/koha/oai.pl to see your file. 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 ___ :
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.
Get there: More > Administration

Important

Configure all 'parameters' in the order they appear.
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.
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 you'd like you can enter a different 'Reply-To' email address. This is the email address that all replies will go to.
      • Note

        If you do not fill in this value Koha will use the address in the ReplytoDefault preference
    • If you'd like you can also enter a different 'Return-Path' email address. This is the email address that all bounced messages will go to.
      • Note

        If you do not fill in this value Koha will use the address in the ReturnpathDefault preference
    • 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
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
Give the group a 'Category type; of 'searchdomain' and if you would like the group to show up in the library pull down at the top of the OPAC (with OpacAddMastheadLibraryPulldown set to 'Add') and on the advanced search page you can check the 'Show in search pulldown' box.
Of the fields on the group form, 'Category code', 'Name', and 'Category type' are the only required fields
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:
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.
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
  • If you would like a message or alert to appear when items of this type are checked in you can enter that in the 'Checkin message' box
    • The Checkin message type can be a Message or an Alert. The only difference between these two is the styling. By default a Message is blue
      and an Alert is yellow.
  • Some SIP devices need you to use a SIP-specific media type instead of Koha's item type (usually lockers and sorters need this media type), if you use a device like this you'll want to enter the SIP media type.
  • 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
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.
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.
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)
  • DEPARTMENT
    • Departments are required by and will be used in the Course Reserves module
  • HINGS_AS
    • General Holdings: Acquisition Status Designator :: This data element specifies acquisition status for the unit at the time of the holdings report.
  • 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
  • ROADTYPE
    • Road types to be used in patron addresses
  • SIP_MEDIA_TYPE
    • Used when creating or editing an item type to assign a SIP specific media type for devices like lockers and sorters.
  • 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.
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 would like to limit this authorized value category to only specific libraries you can choose them from the 'Branches limitation' menu. To have it show for all libraries just choose 'All branches' at the top of the list.
    • 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
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 would like to limit this authorized value category to only specific libraries you can choose them from the 'Branches limitation' menu. To have it show for all libraries just choose 'All branches' at the top of the list.
  • 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
Settings for controlling circulation and patron information.
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.
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.
  • The Branch Limitations let you limit this patron category to only some branches in your library system. Select 'All branches' if you would like any library to be able to use this category.
  • You can decide if this patron category is blocked from performing actions in the OPAC if their card is expired using the next option. By default it will follow the rule set in the BlockExpiredPatronOpacActions preference
  • Next you can choose the default privacy settings for this patron category. This setting can be edited by the patron via the OPAC if you allow it with the OPACPrivacy system preference.
  • 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.
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
  • default (all libraries), same patron type, same item type
  • default (all libraries), same patron type, all item types
  • default (all libraries), all patron types, same item type
  • default (all libraries), all patron types, all item types
The CircControl and HomeOrHoldingBranch also come in to play when figuring out which circulation rule to follow.
  • If CircControl is set to "the library you are logged in at" circ rules will be selected based on the library you are logged in at
  • If CircControl is set to "the library the patron is from" circ rules will be selected based on the patron's library
  • If CircControl is set to "the library the item is from" circ rules will be selected based on the item's library where HomeOrHoldingBranch chooses if item's home library is used or holding library is used.
  • If IndependentBranches is set to 'Prevent' then the value of HomeOrHoldingBranch is used in figuring out if the item can be checked out. If the item's home library does not match the logged in library, the item cannot be checked out unless you are a superlibrarian.

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.
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 calculated in in the 'Unit' column
  • 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
  • You can also define the maximum number of days a patron will be suspended in the 'Max suspension duration' setting
  • 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 you're allowing renewals you can control how long the renewal loan period will be (in the units you have chosen) in the 'Renewal period' box
  • If you're allowing renewals you can control how soon before the due date patrons can renew their materials with the 'No renewals before' box.
    • Items can be renewed at any time if this value is left blank. Otherwise items can only be renewed if the item is due after the number in units (days/hours) entered in this box.
  • You can enable automatic renewals for certain items/patrons if you'd like. This will renew automatically following your circulation rules unless there is a hold on the item
    • Important

      You will need to enable the automatic renewal cron job for this to work.
    • Important

      This feature needs to have the "no renewal before" column filled in or it will auto renew everyday after the due date
  • 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, simply click the 'Edit' link to the right of the fule and edit the values that appear filled in at the bottom of the form.
If you would like to delete your rule, 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.
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. This is the fall back rule for defaults.
From this menu you can set a default to apply to all item types and patrons in the library if no other option is set in the forms below.
  • 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
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.
For example, if you have a rule in the matrix that says Board patrons are allowed 10 books and 5 DVDs but you want to make it so that Board patrons only have a total of 12 things checked out at once. If you enter 12 here and the patron has 10 books out already they will only be allowed 2 DVDs to equal the 12 total they're allowed.
For this library, you can edit hold and return policies for a given item type, regardless of the patron's category.
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
For example you might allow holds at your libraries but not what New items or DVDs to be placed on hold by other branches so you can set the 'Hold policy' to 'From home library' so that those items can only be placed on hold if the items' owning library and the patron's home library are the same. You can also block holds completely on specific item types from this form. This is also how you can set up floating item types and types that remain with their home library.
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.
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.
    • Unique attributes can be used as match points on the patron import tool
    • 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 would like this attribute to only be used by specific branches you can choose those branches from the 'Branches limitation' list. Choose 'All branches' to show it for all libraries.
    • Important

      Note that items with locations already set on them will not be altered. The branch limitation only limits the choosing of an authorized value based on the home branch of the current staff login. All authorized values for item records (LOC, LOST, CCODE, etc) will show in the OPAC for all patrons.
  • 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
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.
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.
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.

Note

A NULL value will make no difference where the From and To libraries are the same library. However, as a best practice, you should put a 0 in there. For all other To/From combinations, a NULL value will cause that relationship to act as if it has been disabled. So, in summary, don't leave any of the values empty. It's best to always put a number in there ( even if you choose to disable that given To/From option ).
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.
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.
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.
Set these controls before you start cataloging on your Koha system.
  • Get there: More > Administration > Catalog
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.
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
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
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.
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) that is uneditable
    • 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 Basic constraint 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.
  • For each subfield you can set the following Advanced constraint values
    • 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.
    • Visibility
      • allows you to select from where this subfield is visible/hidden, simply check the boxes where you would like the field to show and uncheck the boxes where you would like it hidden.
    • 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. If you need to change this value you must ask your system administrator to run misc/batchRebuildBiblioTables.pl.
    • 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).
  • For each subfield you can set the following Other option values
    • 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
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 one created for your or another Koha installation. This framework would need to be exported from the other system using the instructions above to be available for import here.
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.
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.
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.
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.
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

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 and 942$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
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.
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

Joy Nelson

ByWater Solutions

Edited by

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.
When looking to create matching rules for your authority records the following indexes will be of use:

Table 2.1. Authority Indexes

Index name Matches Marc Tag
LC-cardnumber 010$a
Personal-name 100$a
Corporate-name-heading 110$a
Meeting-name 111$a
Title-uniform 130$a
Chronological-term 148$a
Subject-topical 150$a
Name-geographic 151$a
Term-genre-form 155$a

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' is the total number of 'points' a biblio must earn to be considered a 'match'
    • 'Record type' is the type of import this rule will be used for - either authority or bibliographic
    • 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' - ??
  • Match threshold: 100
  • Record type: Bibliographic
    • Note

      If you'd like a rule to match on the 001 in authority records you will need the repeat all of these values and change just the record type to 'Authority record'
  • 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)
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'
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.
From here you can add custom search fields to the item search option in the staff client.
To add a new search term simply fill in the 'Add a new field' area:
  • Name is a field for you to identify the search term
  • Label is what will appear on the item search page
  • MARC field allows you to pick which field you'd like to search in
  • MARC subfield is the subfield you'd like to search in
  • Authorised values category can be used to turn this search field in to a pull down instead of a free text field
Once your new field is added it will be visible at the top of this page and on the item search page
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
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 ISO code you enter will be used when importing MARC files via the staging tools, the tool will attempt to find and use the price of the currently active currency.
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. 2015) 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. Adding budgets

2.5.2.1.1. Add a new budget
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.
2.5.2.1.2. Duplicate a 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 can also click the 'Actions' button to the right of the budget and choose 'Duplicate'.
In both cases you will be presented with a form where you simply need to enter the new start and end date and save the budget.
Check the box for 'Mark the original budget as inactive' if the original budget should no longer be used.
Check the box for 'Set all funds to zero' if you wish the new budget to contain all the same fund structures as the previous budget but no allocations until you manually enter an amount in the fund.
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 and so that you can move unreceived orders and if desired unspent funds from a previous budget to the new budget.
2.5.2.1.3. Close a budget

Denise Hannibal

Washington University in St. Louis

Edited by

Nicole C. Engard

2014
Close a budget to move or roll over unreceived orders and if desired unspent funds from a previous budget to a new budget. Before closing your budget you might want to duplicate the previous year's budget so that you have somewhere for the unreceived orders to roll to.
Find the previous budget with unreceived orders on the Active budgets or the Inactive budgets tab and select 'Close' under 'Actions'.

Note

In order for the unreceived orders to be automatically moved to the new budget, the fund structures in the previous budget must exist in the new budget. Budgets without unreceived orders cannot be closed.
When you select 'Close' you will be presented with a form.
Use the 'Select a budget' drop down to choose the new budget for the unreceived orders.
Check the box for 'Move remaining unspent funds' to move the unspent amounts from the funds of the budget being closed to the selected budget.
Once you have made your choices, click the 'Move unreceived orders' button. You will be presented with a dialog box that says 'You have chosen to move all unreceived orders from 'Budget X' to 'Budget Y'. This action cannot be reversed. Do you wish to continue?' Budget X is the budget to be closed and Budget Y is the selected budget.
If everything seems correct click 'OK' and the unreceived orders and, if selected, unspent funds will be moved.
Wait until the 'Report after moving unreceived orders from budget X to Y' displays. This will list the order numbers which have been impacted (grouped by fund) and detail if the unreceived order was moved or if there was a problem. For example, if the new budget does not contain a fund with the same name as the previous budget, the order will not be moved.

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 want 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
  • Warning at (%) or Warning at (amount) can be filled in to make Koha warn you before you spend a certain percentage or amount of your budget. This will prevent you from overspending.
  • 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', 'owner and users' or 'owner, users and library' from the 'Restrict access to' menu
    • Important

      Without an owner, the access restriction will be ignored, be sure to enter an owner as well as choose a restriction
  • 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.
The monetary columns in the fund table break down as follows:
  1. Base-level allocated is the "Amount" value you defined when creating the fund
  2. Base-level ordered is the ordered amount for this fund (without child funds)
  3. Total ordered is the base-level ordered for this fund and all its child funds
  4. Base-level spent is the spent amount for this fund (without child funds)
  5. Total spent is the base-level spent for this fund and all its child funds
  6. Base-level available is 1 - 2
  7. Total available is 1 - 3
To the right of each fund you will find the 'Actions' button under which 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.
  • Get there: More > Administration > Additional Parameters
Z39.50 is a client–server protocol for searching and retrieving information from remote computer databases, in short it's a tool used for copy cataloging.
SRU- Search/Retrieve via URL - is a standard XML-based protocol for search queries, utilizing CQL - Contextual Query Language - a standard syntax for representing queries.
Using Koha you can connect to any Z39.50 or SRU target that is publicly available or that you have the log in information to and copy both bibliographic and/or authority records from that source.
  • Get there: More > Administration > Additional Parameters > Z39.50/SRU Servers
Koha comes with a default list of Z39.50/SRU targets set up that you can add to, edit or delete
To find additional Z39.50 targets you use IndexData's IRSpy: http://irspy.indexdata.com or the Library of Congress's List of Targets http://www.loc.gov/z3950/
  • From the main Z39.50 page, click 'New Z39.50 Server'
    • 'Z39.50 server' should be populated with a name that will help you identify the source (such as the library name).
    • 'Hostname' will be the address to the Z39.50 target.
    • 'Port' tells Koha what port to listen on to get results from this target.
    • 'Userid' and 'Password' are only required for servers that are password protected.
    • Check the 'Preselected' box if you want this target to always be selected by default.
    • 'Rank' lets you enter where in the list you'd like this target to appear.
      • If this is left blank the targets will be in alphabetical order.
    • 'Syntax' is the MARC flavor you use.
    • 'Encoding' tells the system how to read special characters.
    • 'Timeout' is helpful for targets that take a long while. You can set the timeout so that it doesn't keep trying the target if results aren't found in a reasonable amount of time.
    • 'Record type' lets you define if this is a bibliographic or an authority target.
    • 'XSLT file(s)' lets enter one or more (comma-separated) XSLT file names that you want to apply on the search results.
      • When retrieving records from external targets you may wish to automate some changes to those records. XSLT's allow you to do this. Koha ships with some sample XSLT files in the /koha-tmpl/intranet-tmpl/prog/en/xslt/ directory ready for use:
        • Del952.xsl: Remove items (MARC21/NORMARC)
        • Del995.xsl: Remove items (UNIMARC)
        • Del9LinksExcept952.xsl: Remove $9 links. Skip item fields (MARC21/NORMARC)
        • Del9LinksExcept995.xsl: Remove $9 links. Skip item fields (UNIMARC)
Koha libraries with open Z39.50 targets can share and find connection information on the Koha wiki: http://wiki.koha-community.org/wiki/Koha_Open_Z39.50_Sources. You can also find open Z39.50 targets by visiting IRSpy: http://irspy.indexdata.com.
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
The following targets have been used successfully by other Koha libraries (in the Americas):
  • LIBRARIESAUSTRALIA AUTHORITIES z3950-test.librariesaustralia.nla.gov.au:210 AuthTraining Userid: ANLEZ / Password: z39.50
  • LIBRARY OF CONGRESS NAME AUTHORITIES lx2.loc.gov:210 NAF
  • LIBRARY OF CONGRESS SUBJECT AUTHORITIES lx2.loc.gov:210 SAF
  • From the main Z39.50/SRU page, click 'New SRU Server'
    • 'Server name' should be populated with a name that will help you identify the source (such as the library name).
    • 'Hostname' will be the address to the Z39.50 target.
    • 'Port' tells Koha what port to listen on to get results from this target.
    • 'Userid' and 'Password' are only required for servers that are password protected.
    • Check the 'Preselected' box if you want this target to always be selected by default.
    • 'Rank' lets you enter where in the list you'd like this target to appear.
      • If this is left blank the targets will be in alphabetical order.
    • 'Syntax' is the MARC flavor you use.
    • 'Encoding' tells the system how to read special characters.
    • 'Timeout' is helpful for targets that take a long while. You can set the timeout so that it doesn't keep trying the target if results aren't found in a reasonable amount of time.
    • 'Additional SRU options' is where you can enter additional options of the external server here, like sru_version=1.1 or schema=marc21, etc. Note that these options are server dependent.
    • 'SRU Search field mapping' lets you add or update the mapping from the available fields on the Koha search form to the specific server dependent index names.
      • To further refine your searches, you could add the following index names to the SRU search field mappings. To do this, edit the server and click the Modify button next to this field.

        Table 2.2. SRU Mapping

        Title dc.title
        ISBN bath.isbn
        Any cql.anywhere
        Author dc.author
        ISSN bath.issn
        Subject dc.subject
        Standard ID bath.standardIdentifier

    • 'XSLT file(s)' lets enter one or more (comma-separated) XSLT file names that you want to apply on the search results.
      • When retrieving records from external targets you may wish to automate some changes to those records. XSLT's allow you to do this. Koha ships with some sample XSLT files in the /koha-tmpl/intranet-tmpl/prog/en/xslt/ directory ready for use:
        • Del952.xsl: Remove items (MARC21/NORMARC)
        • Del995.xsl: Remove items (UNIMARC)
        • Del9LinksExcept952.xsl: Remove $9 links. Skip item fields (MARC21/NORMARC)
        • Del9LinksExcept995.xsl: Remove $9 links. Skip item fields (UNIMARC)
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.
This administration area will help you hide or display columns on fixed tables throughout the staff client. Right now there is only one table, the currencies table, you can control with this, but more will come.
  • Get there: Administration > Additional Parameters > Column settings
Clicking on the module you'd like to edit tables for will show you the options available to you. Right now only 'Administration' has any options.
This area lets you control the columns that show in the Currency admin area. If nothing is hidden you will see no check marks.
And will see all of the columns when viewing the table.
If columns are hidden they will be checked off
And hidden when you view the table.
You can also toggle columns using the 'Show/Hide Columns button in the top right of the page

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

3.1.1. Patron lists

  • Get there: More > Tools > Patrons and Circulation > Patron lists
Patron lists are a way to store a group of patrons for easy modification via the batch patron modification tool or reporting.
To create a new list of patrons click the 'New patron list' button
Enter a list name and save the list.
To add patrons to the list click the 'Add patrons' button to the right of the list name.
Enter the patron's name or cardnumber in the search box and click on the right result to add the patron.
Once you have all of the patrons you would like to add you can click the 'Update' button to save them to the list.

3.1.2. 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 page of the staff client below the module list:
and next to the Comments tool on the Tools Module
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
  • 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.
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:
cardnumber, surname, firstname, title, othernames, initials, streetnumber, streettype, address, address2, city, state, zipcode, country, email, phone, mobile, fax, emailpro, phonepro, B_streetnumber, B_streettype, B_address, B_address2, B_city, B_state, B_zipcode, B_country, B_email, B_phone, dateofbirth, branchcode, categorycode, dateenrolled, dateexpiry, gonenoaddress, lost, debarred, debarredcomment, contactname, contactfirstname, contacttitle, guarantorid, borrowernotes, relationship, ethnicity, ethnotes, sex, password, flags, userid, opacnote, contactnote, sort1, sort2, altcontactfirstname, altcontactsurname, altcontactaddress1, altcontactaddress2, altcontactaddress3, altcontactstate, altcontactzipcode, altcontactcountry, altcontactphone, smsalertnumber, privacy, patron_attributes

Important

The 'password' should be stored in plaintext, and will be converted to a Bcrypt hash.
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', 'categorycode' and all fields you have defined in the BorrowerMandatoryField preference 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,BASEBALL:Cubs"
    • This field must be wrapped in quotes if multiple values are defined.
    • Since values can contain spaces, additional doubled-quotes may be required:
      • "INSTID:12345,BASEBALL:Cubs,""BASEBALL:White Sox"""
    • When replacing a patron record, any attributes specified in the input file replace all of the attribute values of any type that were previously assigned to the patron record.
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.
  • 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.
You will also want to review the Notices & Slips Field Guide for more information on formatting these notices.
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.
  • Next you can customize the notice for every possible delivery method
    • Every notice should have an Email template set for it
    • If you're using the TalkingTechItivaPhoneNotification service you can set up a Phone notification
    • If you plan on printing this notice you can set the Print template next
    • If you have enabled SMS notices with the SMSSendDriver preference you can set the text for your SMS notices next
  • Each notice offers you the same options
    • 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.
      • Note

        Review the Notices & Slip Field Guide for info on what fields can be used here.
      • 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
      • Note

        If you don't want to print the patron's full name on your slips or notice you can enter data in the Other name or Initials field for each patron and use that value instead.
When creating your overdue notices there are two tags in addition to the various database fields that you can use in your notices. You will also want to review the Notices & Slips Field Guide for information on formatting item information in these notices.

Important

These new tags only work on the overdue notices, not other circulation related notices at this time.
These tags are <item> and </item> which should enclose all fields from the biblio, biblioitems, and items tables.
An example of using these 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: <<items.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
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. You will also want to review the Notices & Slips Field Guide for information on formatting item information in these notices. 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
  • CHECKIN
    • This notice is sent as the 'Check in' notice for all items that are checked in
    • 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
  • CHECKOUT
    • This notice is sent as the 'Check out' notice for all items that are checked out
    • 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
  • DUE
    • This notice is sent as the 'Item due' for an item is due
    • 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
  • DUEDGST
    • This notice is sent as the 'Item due' for all items that are due
    • 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 as a digest
        • Get there: OPAC > Login > my messaging
        • Get there: Staff Client > Patron Record > Notices
  • 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.
  • ODUE (Overdue Notice)
  • PREDUE
    • This notice is sent as the 'Advanced notice' for an item is due
    • 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
  • PREDUEDGST
    • This notice is sent as the 'Advanced notice' for all items that are due
    • 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 as a digest
        • Get there: OPAC > Login > my messaging
        • Get there: Staff Client > Patron Record > Notices
  • RENEWAL
    • This notice is sent as the 'Check out' notice for all items that are renewed
    • This notice is used if three criteria are met:
      1. The EnhancedMessagingPreferences is set to 'Allow'
      2. The RenewalSendNotice preference is set to 'Send'
      3. The patron has requested to receive the checkout notice
        • Get there: OPAC > Login > my messaging
        • Get there: Staff Client > Patron Record > Notices
  • 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
  • SHARE_ACCEPT
  • SHARE_INVITE
    • Used to notify a patron that another patron would like to share a list with them.
    • Requires that you set OpacAllowSharingPrivateLists to 'Allow'
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
  • 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.

Important

Depending on the value of your OverdueNoticeCalendar preference the delay may or may not include days the library is closed based on the holiday calendar.
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.
    • If you choose to restrict a patron in this way you can also have Koha automatically remove that restriction with the AutoRemoveOverduesRestrictions preference.
  • Next you can choose the delivery method for the overdue notice. You can choose from Email, Phone (if you are using the iTiva Talking Tech service), Print and SMS (if you have set your SMSSendDriver).
    • Note

      The Feed option is not yet a feature in Koha, it is there for future development.
  • Get there: More > Tools > Patron Card Creator
The Patron Card Creator allow you to use layouts and templates which you design to print your custom patron cards on your printer. Here are some of the features of the Patron Card Creator module:
  • Customize patron card layouts with text retrieved from the Koha patron data
  • Design custom card templates for printed patron cards (to match the label sheets)
  • Build and manage batches of patron cards to print
  • Export (as PDF) single or multiple batches to print
  • Export (as PDF) single or multiple patron cards from within a batch
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 at the top left 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. Finally, you can find more detailed information on each section of the Patron Card Creator by clicking the 'Help' link at the upper right-hand corner of every page.

3.1.6.1. Layouts

  • Get there: More > Tools > Patron Card Creator > Manage layouts
A layout defines the text and images that will be printed on to the card and where it will appear.

Note

Up to three lines of text, the patron's number in barcode representation and up to two images can be printed on to the card.
3.1.6.1.1. Add a Layout
If you have no layouts defined, you will add a new layout by clicking the 'New layout' button at the top of your screen.
You may also choose to press 'Manage layout' on the left side. Here you are offered a list of available layouts you can select for editing. But at the top of the page there is still the 'New layout' button.
  • 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.
    • Note

      A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch is 25.4 SI Millimeters
  • Next note if this layout is for the front or the back of the patron card
    • Note

      You will need a layout for both the front and back of your card if you have 2-sided library cards, this option doesn't allow you to print two sided cards, just lets you track which side of the card you're designing.
  • 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.

Important

It is the designers responsibility to define textlines, barcode and images such that overlap is avoided.
After saving, your layouts will appear on the 'Manage layouts' page.

3.1.6.2. Templates

  • Get there: More > Tools > Patron Card Creator > Manage templates
A template describes the arrangement of labels on the label sheet/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. All of the information you will need for setting up a template may be on the packaging, and if not it can usually be found on the vendor's website or can be measured from a sample sheet.
3.1.6.2.1. Add a Template
To add a new template click on the 'New template' button at the top of your page which brings you to the Edit template form immediately. You may also choose to press 'Manage templates' on the left side. Here you are offered a list of available templates you can select for editing. But in the top of the page there is still the 'New template' button.
Using the form that appears after pressing either 'Edit' or 'New template'you can define the template for your sheet of labels or cards.
  • Template ID is simply a system generated unique id
  • Template Code should be the name of this template to identify it 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.
    • Note

      A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch is 25.4 SI Millimeters
  • The measurements (page height, page width, card width, card height) may be on the packaging, and if not it can usually be found on the vendor's website or can be measured from a sample sheet.
  • 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 defining a profile try printing some sample cards so that you can take measurements to define a profile to perform the right adjustments for your printer/template combination.
    • After finding and documenting any anomalies in the printed document, then you can create a profile and assign it to the template.
    • Important

      Do not specify a profile unless needed, i.e. do not click to define a printer profile. It is not possible to remove a profile from a template but you can switch to another profile.
    • Note

      If you are using different printers you may be required to define several templates that are identical only different profiles are specified.
After saving, your templates will appear on the 'Manage templates' page.

3.1.6.3. Profiles

  • Get there: More > Tools > Patron Card Creator > Manage 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. 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 (or even different tray selections on the same 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.
3.1.6.3.1. 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'
To add a new profile, you want to click on the 'New profile' button at the top of your page. Using the form that appears you can define the values to correct the card misalignments on your label sheet. You may also choose 'Manage profiles' on the left side and select one of the currently available profiles for editing.
  • 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.
    • Note

      For example: if you want to use the Printer model number in printer name you can, 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.
    • Note

      A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch is 25.4 SI Millimeters
  • Offset should be used when the entire image is off center either vertically or horizontally. Creep describes a condition where the distance between the labels changes across the page or up and down the page
    • For offset and creep values, negative numbers move the printed information up and to the left on the printed sheet and positive numbers move down and to the right
    • Example: the text is printed 0 .25" from the left edge of the first label, 0 .28" from the left edge of the second label and 0 .31" from the left edge of the third label. This means the horizontal creep should be set to (minus) -0.03 " 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.

3.1.6.4. Batches

  • Get there: More > Tools > Patron Card Creator > Manage batches
A batch is a collection of patrons for whom you want to generate cards.
3.1.6.4.1. Add a Batch
To add a new batch, you want to click on the 'New batches' button at the top of your page. Choosing the menu item 'Manage batches' on the left a list of already defined batches is displayed. In this display you can either select a batch for editing or add a new batch.
For a new batch a message pops up and directs you to select patrons to be processed in this batch.
After choosing the 'Add item(s)' button the Patron Search window pops up.
From here you can search for patrons to add to your batch by any part of their name, their category and/or library. Entering * in the search box will display all the patrons.
From the results you can add patrons to the batch by clicking the 'Add' button. After adding patrons from the results you can start over and perform another search or click 'Close' at the bottom of the screen to indicate that you are done. You will then be presented with your batch.
If you are satisfied with your batch you can proceed to export. If you want to correct or even delete that batch the buttons to do so can be found at the top of your screen. You can always come back here through the 'Manage batches' menu item.
If you would like to export all patron cards you can click 'Export batch' otherwise you can choose specific patrons to print cards for by checking the box to the right of their names and then choose 'Export item(s)' at the top.
The export menu will ask you to choose a template, a layout and starting position (where on the sheet should printing begin).

Note

For the starting position if the first 6 labels have already been used on your sheet you can start printing on label in position 7 on the sheet. The labels are numbered left to right from top to bottom.
Once you click 'Export' you will be presented with a PDF of your labels for printing
When you open the PDF you will see the cards for printing
The above image shows a layout that is made up of two textlines. The first one is just plain text, the second one is composed of the <firstname> <surname> fields. A patron image is printed (if available) and the barcode of patrons number is displayed in code 39. All this is printed on a template with three columns and 8 rows using position 1-3 here. When printing this PDF please take care that your printer doesn't rescale the PDF (e.g do not fit to paper size) otherwise the printer will not be able to print to the right place per your templates.

3.1.6.5. 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.
  • 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

Before using this tool it is recommended that you backup your database. Changes made here are permanent.

Important

The anonymization will fail quietly if AnonymousPatron preference does not contain a valid value.
To either delete or anonymize patrons
  • Check the 'Verify' box on the task you would like to complete (Delete or Anonymize)
  • Enter a date before which you want to alter the data
  • If deleting patrons you can also choose to find patrons with a specific expiration date or category
  • 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
  • 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), choose from a list of patrons 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.
  • 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
    • From this list of titles you can remove a tag without outright rejecting it from being used in the future by clicking the 'Remove tag' button to the right of the title.
  • 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
Finally you can find tags by using the filters on the left.
  • 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 100K on the size of the picture uploaded and it is recommended that the image be 200x300 pixels, but smaller images will work as well.

Cindy Murdock Ames

Meadville Public Library | CCFLS

Edited by

Nicole C. Engard

2014
  • Get there: More > Tools > Catalog > Rotating Collections
Rotating Collections is a tool for managing collections of materials that frequently get shifted from library to library. It adds the ability to store not only an item's home library and current location but also information about where it is supposed to be transferred to next to ensure that all items in the collection are sent to the correct library. When an item in a rotating collection is checked in, library staff is notified that the item is part of a rotating collection and which branch it should be sent to if it is not at the correct one.

Important

The AutomaticItemReturn system preference must be set to "Don't automatically transfer items to their home library when they are returned" for Rotating Collections to function properly.
  • To create a new rotating collection, click the "New Collection" button, fill in the Title and Description, and click Submit. Once submitted you'll see "Collection Name added successfully"; click "Return to rotating collections home" to return to the main Rotating Collections management page (or click Rotating Collections in the sidebar).
  • To add items to a collection, click "Add or remove items" next to the collection's name in the list of collections. Under "Add or remove items" scan or type in the barcode of the item you wish to add to the collection, and hit Enter or click Submit if necessary.
  • To remove an item from a collection, either click Remove next to the item's barcode in the list of items within the collection or check the "Remove item from collection" box next to the Barcode text box under "Add or remove items, and scan or type in the barcode, clicking Submit or hitting Enter if necessary. Note: The "Remove item from collection" checkbox will remain checked as long as you are on the "Add or remove items" page, unless you uncheck it, to facilitate quickly removing a number of items at a time by scanning their barcodes.
Transferring a collection will:
  • Change the current location of the items in that collection to the library it is to be transferred to
  • Initiate a transfer from its original current location/holding library to the current location/holding library it is to be rotated to. When a library receives a collection they will need to check in the items to complete the transfer.
You can transfer a collection in one of two ways:
  • From the main Rotating Collections page, click on Transfer next to the title of the collection you wish to transfer; choose the library you wish to transfer the collection to and click "Transfer collection".
  • Or, from the "add or remove items" page for a collection, you can click the Transfer button, choose the library you wish to transfer the collection to and click "Transfer Collection".

Important

In order to complete the transfer process, the library receiving the rotating collection should check in all items from the collection as they receive them. This will clear the transfer so that the items are no longer shown as being "in transit".
If an item in a rotating collection is checked in at a library other than the one it is supposed to be transferred to, a notification will appear notifying library staff that the item is part of a rotating collection, also letting them know where the item needs to be sent.

3.2. Catalog

  • 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. You can also decide the items edited should be populated with the default values you have defined in your default framework.
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.

Note

To uncheck all items thar are currently checked out you can click the 'Clear on loan' link at the top of the 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
  • 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 you'd like you can delete the bibliogrphic record if you're deleting the last item by clicking the checkbox next to 'Delete records if no items remain'.
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.
This tool will take a batch of record numbers for either bibliographic records or authority records and allow you to delete all those records and any items attached to them in a batch.
First you need to tell the tool if you're deleting bibliographic or authority records. Next you can load a file with biblionumbers or authids or enter a list of those numbers in the box provided. Once you submit the form you will be presented with a summary of the records you are trying to delete.
If a record you want to delete can't be deleted it will be highlighted.
Check the records you want to delete and click the 'Delete selected records' button to finish the process.
  • 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.
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
        • Important

          This limit will use the type you have defined in the item-level_itypes preference. If you have the item-level_itypes preference set to 'specific item' and you have no items attached to a bib record it will not be exported. To get all bib records of a specific type you will need your item-level_itypes preference set to 'biblio record'.
      • Limit to a specific library
      • Limit to a call number range
      • Limit to an acquisition date range
    • If you'd like you can load a file of biblionumbers for the records you would like to export
    • 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'
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'
  • 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 then scroll to the very bottom and click 'Submit.'
  • 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.

3.2.6.1. 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.
3.2.6.1.1. Add a Template
To add a new template, you want to click on the 'New template' button at the top of the Label Creator.
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.

3.2.6.2. 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.
3.2.6.2.1. Add a Profile
To add a new profile, you want to click on the 'New profile' button at the top of the Label Creator tool.
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.

3.2.6.3. Layouts

  • Get there: More > Tools > Label Creator > Layouts
A layout is used to define the fields you want to appear on your labels.
3.2.6.3.1. Add a Layout
To add a new layout, you want to click on the 'New layout' button at the top of the Label Creator tool.
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.

3.2.6.4. 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.
3.2.6.4.1. 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.
  • 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.
The MARC Modification Templates system gives Koha users the power to make alterations to MARC records automatically while staging MARC records for import.
This tool is useful for altering MARC records from various venders/sources work with your MARC framework. The system essentially allows one to create a basic script using actions to Copy, Move, Add, Update and Delete fields.
Start by adding a new template (a template can be made up of one or more actions) by entering a name and clicking 'Create template'.
Next you can add actions to the template by filling in the Action box. For example if you're loading in a batch of files from your EBook vendor you might want to add the biblio item type of EBOOK to the 942$c.
  • Choose 'Add/Update'
  • Enter the field 942 and subfield c
  • Enter the value of 'EBOOK' (or whatever your ebook item type code is)
  • Provide a description so you can identify this action later
  • Click 'Add action'
Each action can also have an optional condition to check the value or existance of another field. For example you might want to add the call number to the item record if it's not already there.
  • Choose 'Copy'
  • Decide if you want to copy the first occurance or all occurances of the field
  • Enter the field 090 (or other biblio call number field) and subfield a to copy
  • Enter the 952 field and o subfield to copy to
  • Choose 'if'
  • Enter the 952 field and o subfield
  • Choose "doesn't exist"
  • Provide a description so you can identify this action later
  • Click 'Add action'
The Copy & Move actions also support Regular Expressions, which can be used to automatically modify field values during the copy/move. An example would be to strip out the '$' character in field 020$c.
  • Choose 'Copy'
  • Decide if you want to copy the first occurance or all occurances of the field
  • Enter the field 020 and subfield c to copy
  • Enter the 020 field and c subfield to copy to
  • Check the 'RegEx' box and enter your regular expression (in this case s/\$// )
  • Choose 'if'
  • Enter the 020 field and c subfield
  • Choose "matches"
  • Check the 'RegEx' box and enter your regular expression (in this case m/^\$/ )
  • Provide a description so you can identify this action later
  • Click 'Add action'

Note

The value for an update can include variables that change each time the template is used. Currently, the system supports two variables, __BRANCHCODE__ which is replaced with the branchcode of the library currently using the template, and __CURRENTDATE__ which is replaced with the current date in ISO format ( YYYY-MM-DD ).
You could also use regular expressions to add your library's proxy URL in front of links in your MARC record.
  • Choose 'Copy'
  • Decide if you want to copy the first occurance or all occurances of the field
  • Enter the field 856 and subfield u to copy
  • Enter the 856 field and u subfield to copy to
  • Check the 'RegEx' box and enter your regular expression (in this case s/^/PROXY_URL/ )
  • Provide a description so you can identify this action later
  • Click 'Add action'
Once your actions are saved you can view them at the top of the screen. Actions can be moved around using the arrows to the left of them.
Depending on your actions the order may be very important. For example you don't want to delete a field before you copy it to another field.
To add another template you can either start fresh or click the 'Duplicate current template' checkbox to create a copy of an existing template to start with.
Once your template is saved you will be able to pick it when using the Stage MARC Records for Import tool.
  • 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 if you would like to use a MARC Modification Template to alter the data you're about to import
    • Choose whether or not you want to look for matching records
      • You can set up record matching rules through the administration area
        • When using the ISBN matching rule Koha will find only exact matches. If you find that the ISBN match is not working to your satisfaction you can change the AggressiveMatchOnISBN preference to 'Do' and then run your import again.
    • 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)
      • From here you can choose to always add items regardless of matching status, add them only if a matching bib was found, add items only if there was no matching bib record, replace items if a matching bib was found (The match will look at the itemnumbers and barcodes to match on for items. Itemnumbers take precendence over barcodes), or Ignore items and not add them.
  • 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
  • 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
    • Matches will appear with info under the 'Match details column'
      and when clicking the 'View' link under 'Diff' you can see the difference between versions.
  • 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'
  • 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).

Note

When you want to upload multiple images onto a bib record, they will display left to right (then top to bottom, depending on screen real estate) in order of uploading, and the one on the left (the first one uploaded) will be the one used as a thumbnail cover in search results and on the detail page. There is no way to reorder cover images uploaded in this way, so be sure to upload them in the order you'd like them to appear.
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.
If you would like to remove a cover image you can click 'Delete image' below the image if you have the upload_local_cover_images permission.

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.
To add a CSV Profile
  • Click 'CSV Profiles' from the Tools menu
  • The 'Profile type' determines what type of fields you plan to use (MARC or SQL) to define your profile
    • If you choose MARC then you will need to enter MARC fields
    • If you choose SQL then you will need to enter SQL database fields
    • 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 $a subfields in a field
    • The 'Encoding' field lets you define the encoding used when saving the file
    • Finally format your CSV file using the 'Profile MARC' or 'Profile SQL' field
      • Define which fields or subfields you want to export, separated by pipes. Example : 200|210$a|301 for MARC and biblio.title|biblio.author for SQL
      • 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.
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'
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.

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 the library this news item will show for
    • Choose a title for your entry
    • Using the publication and expiration date fields you can control from which date and for how long your news item appears
      • Examples: (these assume today's date as 07-May-2015)
        • Publish on current date: set publication date as 07-May-2015
        • Schedule for publishing in future: set date later than 07-May-2015
        • Backdate the news item: set date earlier than 07-May-2015
    • '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
  • 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.
  • 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.
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.
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
    • Required fields are defined in the BorrowerMandatoryField system preference
    • Salutation is populated by the BorrowersTitles system preference
    • Note

      If you'd like to prevent full names from printing on slips and you're not using the Initials or Other name fields for anything else, you can use them for shortened versions of the name to then be printed on the slip.
      For example:
      Firstname: Nicole C.
      Surname: Engard
      Initials: NCE
      Then on the slip you can have it print the <<borrowers.initials>> instead of the full name (NCE).
      Or you could do something like this:
      Firstname: Nicole
      Surname: Engard
      Initials: E
      Then on the slip you can have it print the <<borrowers.initials>>, <<borrowers.firstname>> instead of the full name (E, Nicole).
  • 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 check-in : A notice that lists all the of the items the patron has just checked in
    • Patrons can choose to receive their notices as a digest by checking the 'Digest only?' box along with the delivery method. A digest is a combination of all the messages of that type (so all items due in 3 days in one email) in to one email instead of multiple emails for each alert.
    • 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.

Note

A duplicate patron is detected if first and last names match and there is no date of birth populated or if first name, last name and date of birth fields are all populated. If two patrons have matching names, but one has a date of birth and the other does not they will not match as duplicates.
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:
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.
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.
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
If you would like you can add patron images to help identify patrons. To enable this feature you must first set the patronimages preference to 'Allow'.
If the preference is set to 'Allow' you will see a placeholder image under the patron's name and box to upload a patron image below the basic contact information.
In the 'Upload Patron Image' box click 'Browse' to find the image on your computer and 'Upload' to load the image on to the patron record.

Important

There is a limit of 100K on the size of the picture uploaded and it is recommended that the image be 200x300 pixels, but smaller images will work as well.
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 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
    • If you would like to bar a patron from the library you can add a manual restriction
    • If you enter in a date and/or note related to the restriction you will see that in the restricted message as well
  • Children patrons do not become adults automatically in Koha unless you have Juvenile to Adult cron job running. To upgrade a child patron to and adult patron category manually go to 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
If you are allowing patrons to edit their accounts via the OPAC with the OPACPatronDetails preference then you will need to approve all changes via the staff client before they're applied. If there are patron edits awaiting action they will appear on the staff client dashboard below the modules list (along with other items awaiting action).
When you click the 'Patrons requesting modifications' link you will be brought to a list of patrons with requested changes.
From here you can 'Approve' and apply the changes to the patron record, 'Delete' and remove the changes or 'Ignore' and keep the changes pending to review later.
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.
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.
  • 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 section 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
    • This section can be expanded (Learn more)
  • 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
  • plugins
    • Koha plugins
    • This section can be expanded (Learn more)
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 those covered by permissions listed below
  • force_checkout
    • Force checkout if a limitation exists
    • With this permission a librarian will be allowed to override a check out restriction in the following cases:
      • age restriction
      • the item is issued to another patron
      • the item is not for loan
      • the patron has overdue items
      • the item is lost
      • the item is a high demand item
      • the item is on hold
  • manage_restrictions
    • Manage restrictions for accounts
    • Grants permission to the staff member to lift a restriction that might be on the patron's record
  • overdues_report
    • Execute overdue items report
    • The permission to run the overdues reports found under Circulation
  • override_renewals
    • Override blocked renewals
    • Requires that the staff member also has circulate_remaining_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)
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
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:
  • delete_all_items
    • Delete all items at once
    • Ability to use the 'Delete all items' option found under the 'Edit' menu in cataloging
  • edit_catalogue
    • Edit catalog (Modify bibliographic/holdings data)
    • Ability to access all cataloging functions via the Cataloging page
  • edit_items
  • edit_items_restricted
  • fast_cataloging
If a staff member has 'updatecharges' permission they have the ability to perform all of these actions. If you would like to control fines and charges permissions on a more granular level choose from these options:
  • remaining_permissions
    • Remaining permissions for managing fines and fees other than the ability to write off charges
  • writeoff
    • Write off fines and fees
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 budgets)
  • 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_manage_all
    • Manage all orders and baskets, regardless of restrictions on them
  • order_receive
    • Manage orders and baskets
  • period_manage
    • Manage periods
  • planning_manage
    • Manage budget planning
  • vendors_manage
    • Manage vendors
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
  • superserials
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:
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
    • Execute SQL Reports
    • The ability to run but not create or edit SQL reports
If the staff member has 'plugins' 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:
  • configure
    • Configure plugins
    • The ability to run the 'configure' section of a plugin if it has one
  • manage
    • Manage plugins
    • The ability to install or uninstall plugins
  • report
    • Use report plugins
    • The ability to use report plugins
  • tool
    • Use tool plugins
    • The ability to use tool plugins
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

4.9.1. Check Out

For instruction on checking items out, view the Checking Out section of this manual.
Staff members can access their own check out screen by clicking their username in the top right of the staff client and choosing 'My checkouts'

4.9.2. Details

Staff members can access their own account details by clicking their username in the top right of the staff client and choosing 'My account'
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
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.
The Restrictions tab will show for all patrons. If the patron has no restrictions you will see that on the tab.
If the patron has restrictions on their account the tab will show the number and the description.
Using the 'Add manual restriction' button you can add a restriction to the patron record from here.

4.9.3. 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
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
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
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
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
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.
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.
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.
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)

4.9.7. 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.

4.9.8. Statistics

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

4.9.9. 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.
If the patron has made any purchase suggestions you will see a purchase suggestions tab on the patron record.
From here you can see all suggestions made by the patron and their status, you can also create a purchase suggestion on the patron's behalf by clicking the 'New purchase suggestion' button at the top.
Learn more about Purchase suggestions in the Acquisitions chapter of this manual.
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.
Clicking the small plus sign [+] to the right of the search box will open up an advanced patron search with more filters including the ability to limit to a specific category and/or library.
You can also filter your patron results using the search options on the left hand side of the page.
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 and choose 'Contains' instead of 'Starts with'
  • 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) and choose 'Contains' instead of 'Starts with' to find the string anywhere in the address
  • Date of birth
    • Birthdates should be entered using the format set forth in the dateformat preference.
  • Sort field 1
    • This is a custom field that libraries can use for any type of data about the patron.
  • Sort field 2
    • This is a custom field that libraries can use for any type of data about the patron.
You can also choose to either search for fields that start with the string you entered or contain the string. Choosing 'Contains' will work like a wildcard search.
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
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
To check an item out to a patron, first search for that patron using one of the many options listed above. You will then be presented with the checkout screen.
If you have chosen to 'Always show checkouts immediately' then you will see the list of checkouts below the check out box.
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.
  • If you have itemBarcodeFallbackSearch set to 'Enable' then you can enter a keyword search in this box instead of just a barcode (this will make it possible to check out using title and/or call number).
Below the box for the barcode you will see a checkbox for 'Automatic renewal'. This will allow this item to automatically renew if the appropriate cron job is running and there are no holds on the item.
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
If you're allowing the checkout of items on site to patrons (these are usually items that are not for loan that you would like to check for in library use) then you will see the 'On-site checkout' checkbox.
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

Items that are hourly loan items will include the time with the due date.
If you checked out an item for on site use you will see that highlighted in red in the checkout summary.
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
The details of the checkouts will appear on the bib detail page in the staff client as well.
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.
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.
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 a restriction on their account
    • This can be set by the librarian editing a patron record and adding a restriction or by the Overdue/Notice Status Triggers
    • If the staff member has the right permission they can override the restriction temporarily
  • 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
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 and AllowTooManyOverride is set to 'Allow'
  • Patron has too many things checked out and AllowTooManyOverride is set to "Don't allow"
  • 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, you can do one of two things.
The first is to 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.
The second option is to visit the 'Renew' page found under the Circulation menu.
And scan the barcodes of the items you would like to renew.
If the item is renewed you will receive a confirmation message.
If the barcode is not found you will be presented with an error.
If the item is not actually checked out you will also receive an error.
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
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 book drop while the library was closed you can check the 'Book drop 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.
If you have the SpecifyReturnDate preference set to 'Allow' you will be able to arbitrarily set the return date from below the check in box.