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Koha 3.6

Koha 3.6 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
2011
1. Administration
1.1. Global System Preferences
1.1.1. Acquisitions
1.1.2. Administration
1.1.3. Authorities
1.1.4. Cataloging
1.1.5. Circulation
1.1.6. Creators
1.1.7. Enhanced Content
1.1.8. I18N/L10N
1.1.9. Local Use
1.1.10. Logs
1.1.11. OPAC
1.1.12. Patrons
1.1.13. Searching
1.1.14. Serials
1.1.15. Staff Client
1.1.16. Web Services
1.2. Basic Parameters
1.2.1. Libraries & Groups
1.2.2. Item Types
1.2.3. Authorized Values
1.3. Patrons & Circulation
1.3.1. Patron Categories
1.3.2. Cities and Towns
1.3.3. Road Types
1.3.4. Patron Attribute Types
1.3.5. Circulation and Fine Rules
1.3.6. Library Transfer Limits
1.3.7. Item Circulation Alerts
1.4. Catalog Administration
1.4.1. MARC Bibliographic Frameworks
1.4.2. Koha to MARC Mapping
1.4.3. Keywords to MARC Mapping
1.4.4. MARC Bibliographic Framework Test
1.4.5. Authority Types
1.4.6. Classification Sources
1.4.7. Record Matching Rules
1.5. Acquisitions
1.5.1. Currencies and Exchange Rates
1.5.2. Budgets
1.5.3. Funds
1.6. Additional Parameters
1.6.1. Stop Words
1.6.2. Z39.50 Servers
2. Tools
2.1. News
2.2. Label Creator
2.2.1. Templates
2.2.2. Profiles
2.2.3. Layouts
2.2.4. Batches
2.3. Quick Spine Label Creator
2.4. Patron Card Creator
2.4.1. Templates
2.4.2. Profiles
2.4.3. Layouts
2.4.4. Batches
2.4.5. Manage Images
2.5. Calendar & Holidays
2.5.1. Adding Events
2.5.2. Editing Events
2.5.3. Additional Help
2.6. Comments/Reviews
2.7. Tag Moderation
2.8. CSV Profiles
2.8.1. Add CSV Profiles
2.8.2. Modify CSV Profiles
2.8.3. Using CSV Profiles
2.9. Stage MARC Records for Import
2.10. Staged MARC Record Management
2.11. Export Bibliographic and Holdings Data (MARC Export)
2.12. Patron Import
2.12.1. Creating Patron File
2.12.2. Importing Patrons
2.13. Patrons (anonymize, bulk-delete)
2.14. Upload Patron Images
2.15. Task Scheduler
2.15.1. Troubleshooting
2.16. Notices
2.16.1. Adding Notices
2.16.2. Existing Notices
2.17. Overdue Notice/Status Triggers
2.18. Log Viewer
2.19. Inventory/Stocktaking
2.20. Batch item modification
2.21. Batch item deletion
3. Patrons
3.1. Add a new patron
3.2. Add a Staff Patron
3.3. Add a Statistical Patron
3.4. Duplicate a Patron
3.5. Editing Patrons
3.6. Patron Permissions
3.6.1. Setting Patron Permissions
3.6.2. Patron Permissions Defined
3.7. Patron Information
3.7.1. Check Out
3.7.2. Details
3.7.3. Fines
3.7.4. Circulation History
3.7.5. Modification Log
3.7.6. Notices
3.8. Patron Search
4. Circulation
4.1. Check Out (Issuing)
4.1.1. Checking Items Out
4.1.2. Check Out Messages
4.1.3. Check Out Warnings
4.2. Renewing
4.3. Check In (Returning)
4.3.1. Checking Items In
4.3.2. Check In Messages
4.4. Circulation Messages
4.4.1. Setting up Messages
4.4.2. Adding a Message
4.4.3. Viewing Messages
4.5. Holds
4.5.1. Placing Holds in Staff Client
4.5.2. Managing Holds
4.5.3. Receiving Holds
4.6. Transfers
4.7. Set Library
4.8. Fast Add Cataloging
4.9. Circulation Reports
4.9.1. Holds Queue
4.9.2. Holds to pull
4.9.3. Holds awaiting pickup
4.9.4. Hold ratios
4.9.5. Transfers to receive
4.9.6. Overdues
4.9.7. Overdues with fines
4.10. Tracking Inhouse Use
4.11. In Processing / Book Cart Locations
4.12. Self Checkout
4.13. Offline Circulation Utility
4.13.1. Firefox Plugin
4.13.2. Offline Circ Tool for Windows
4.13.3. Upload Offline Circ File
5. Cataloging
5.1. Bibliographic Records
5.1.1. Adding Records
5.1.2. Adding Analytic Records
5.1.3. Editing Records
5.1.4. Duplicating Records
5.1.5. Merging Records
5.2. Item Records
5.2.1. Adding Items
5.2.2. Editing Items
5.2.3. Moving Items
5.2.4. Deleting Items
5.2.5. Item Specific Circulation History
5.3. Authorities
5.3.1. Adding Authorities
5.3.2. Searching Authorities
5.3.3. Editing Authorities
5.4. Cataloging Guides
5.4.1. Bibliographic Record Cataloging Cheat Sheet
5.4.2. Item/Holdings Record Cataloging Guide
5.4.3. Handling On Order Items and Holds
6. Serials
6.1. Add a subscription
6.2. Receive Issues
6.3. Create a Routing List
6.4. Subscriptions in Staff Client
6.5. Subscriptions in OPAC
6.6. Claim Late Serials
6.7. Check Serial Expiration
6.8. Renewing Serials
7. Acquisitions
7.1. Setup
7.2. Vendors
7.2.1. Add a Vendor
7.2.2. View/Edit a Vendor
7.2.3. Vendor Contracts
7.3. Managing Suggestions
7.4. Placing Orders
7.4.1. Create a basket
7.4.2. Create a basket group
7.4.3. Printing baskets
7.5. Receiving Orders
7.6. Claims & Late Orders
7.7. Acquisition Searches
7.8. Budget/Fund Tracking
8. Lists & Cart
8.1. Lists
8.1.1. Create a List
8.1.2. Add to a List
8.1.3. Viewing Lists
8.1.4. Merging Bibliographic Records Via Lists
8.2. Cart
9. Reports
9.1. Custom Reports
9.1.1. Add Custom Report
9.1.2. Edit Custom Reports
9.2. Statistics Reports
9.2.1. Acquisitions Statistics
9.2.2. Patron Statistics
9.2.3. Catalog Statistics
9.2.4. Circulation Statistics
9.2.5. Serials Statistics
9.2.6. Patrons with the most checkouts
9.2.7. Most Circulated Items
9.2.8. Patrons with no checkouts
9.2.9. Items with no checkouts
9.2.10. Catalog by Item Type
9.2.11. Lost Items
9.2.12. Average Loan Time
9.3. Report Dictionary
10. OPAC
10.1. Search Results
10.1.1. Results Overview
10.1.2. Filters
10.1.3. Search RSS Feeds
10.2. Bibliographic Record
10.3. Lists & Cart
10.3.1. Lists
10.3.2. Cart
10.4. Placing Holds
10.5. Enhanced Content
10.5.1. Tagging
10.5.2. Comments
10.5.3. Zotero
10.5.4. Custom RSS Feeds
10.6. My Account
10.6.1. My Summary
10.6.2. Patron Flags
10.6.3. My Fines
10.6.4. My Details
10.6.5. My Tags
10.6.6. Change My Password
10.6.7. My Search History
10.6.8. My Reading History
10.6.9. My Privacy
10.6.10. My Purchase Suggestions
10.6.11. My Messaging
10.6.12. My Lists
10.7. Purchase Suggestions
11. Searching
11.1. Advanced Search Prefixes
11.2. Guide to Searching
11.2.1. Indexing and Searching Description
11.2.2. Indexing Configuration
11.2.3. Basic Searching
11.2.4. Advanced Searching
11.2.5. Common Command Language Searching
11.3. Koha Search Indexes
12. About Koha
12.1. Server Information
12.2. Perl Modules
13. Implementation Checklist
13.1. Data Migration
13.2. Admin Configuration
13.3. Localization Configuration
13.4. Circulation Configuration
13.5. Patron Configuration
13.6. Cataloging Configuration
13.7. Authorities Configuration
13.8. Searching Configuration
13.9. OPAC Configuration
13.9.1. Editable OPAC Regions
13.10. Enhanced Content Configuration
13.11. Acquisitions Configuration
13.12. Serials Configuration
13.13. Planning for Go-Live
14. SOPAC2 Installation
14.1. SOPAC2 Introduction
14.2. Introduction
14.3. Installation of Locum and Insurge
14.3.1. Dependencies
14.3.2. Download
14.3.3. Creation of the Database
14.3.4. Sync DSN
14.3.5. Installation of Insurge
14.3.6. Installation of Locum
14.4. Installation of Koha Connector
14.5. Harvest Records
14.6. Installation of Sphinx
14.6.1. Dependencies
14.6.2. Download and Compile
14.6.3. Creation of User and Group
14.6.4. The demon Sphinx
14.6.5. Configuration
14.6.6. Indexing documents
14.7. Installation of SOPAC2
14.7.1. Download
14.7.2. Installation
14.7.3. Configuration
15. Cron Jobs
15.1. Cron Jobs
15.1.1. Search
15.1.2. Circulation
15.1.3. Notices
15.1.4. In Processing/Book Cart
15.1.5. Catalog
15.1.6. OPAC
15.1.7. System Administration
15.1.8. Acquisitions
15.1.9. Deprecated scripts
16. Web Services
16.1. OAI-PMH
16.1.1. Sample OAI Conf File
17. Using the SRU server
17.1. Using the SRU server
17.1.1. Explain
17.1.2. Search
17.1.3. Retrieve
A. System Preference Defaults
A.1. ISBD Defaults
A.1.1. MARC Default
A.1.2. UNIMARC Default
A.2. NoZebraIndexes Default
B. Configuring Receipt Printers
B.1. For Epson TM-T88III (3) & TM-T88IV (4) Printers
B.1.1. In the Print Driver
B.1.2. In Firefox
B.2. For Epson TM-T88II (2) Printers
B.2.1. In Firefox
B.3. For Star SP542 Printers
B.3.1. Installing the Printer
B.4. Configuring Firefox to Print to Receipt Printer
C. Example Notice
D. Sample Serials
D.1. Reader's Digest (0034-0375)
D.2. People Weekly (1076-0091)
D.3. עת-מול עיתון לתולדות ארץ ישראל ועם ישראל
E. Using Koha as a Content Management System (CMS)
E.1. Setup
E.1.1. Troubleshooting
E.1.2. Bonus Points
E.2. Usage
E.2.1. Adding Pages
E.2.2. Viewing your page
E.2.3. Example
E.2.4. Live Examples
F. Resetting the Koha Database
F.1. Truncate Tables
F.2. Reset the Zebra Index
G. Important Links
G.1. Koha Related
G.2. Cataloging Related
G.3. Enhanced Content Related
G.4. Design Related
G.5. Reports Related
G.6. Installation Guides
G.7. Misc
H. Koha XSLT Item Types
I. MarcEdit
I.1. Adding a prefix to call numbers
I.2. Importing Excel data into Koha
I.2.1. Converting from Excel format into .mrk format
I.2.2. Convert .mrk file to .mrc
I.2.3. Import .mrc into Koha
J. FAQs
J.1. Display
J.1.1. Custom Item Type/Authorized Value Icons
J.1.2. Customizing Koha Images
J.1.3. OPAC Display Fields
J.1.4. Subtitle Display on Bib Records
J.1.5. Customize Logo on Staff Client
J.1.6. Show patrons the barcodes of items they have checked out
J.2. Circulation/Notices
J.2.1. Dropbox Date
J.2.2. Duplicate Overdue Notices
J.2.3. Printing Overdue Notices
J.2.4. Unable to Renew Items
J.2.5. Unable to Place Holds
J.2.6. Keyboard Shortcuts
J.2.7. SMS Notices/Messages
J.3. Cataloging
J.3.1. Authority Fields
J.3.2. Koha to MARC Mapping
J.3.3. Number of Items Per Bib Record
J.3.4. Analytics
J.4. Acquisitions
J.4.1. Planning Categories
J.5. Serials
J.5.1. Advanced Patterns
J.6. Reports
J.6.1. Define Codes Stored in DB
J.6.2. Runtime Parameters
J.6.3. Results Limited
J.7. Searching
J.7.1. Advanced Search
J.7.2. Wildcard Searching
J.7.3. Title Searching
J.8. Enhanced Content
J.8.1. FRBRizing Content
J.8.2. Amazon
J.9. System Administration
J.9.1. Errors in Zebra Cron
J.9.2. Making Z39.50 Target Public
J.9.3. Shelving Location Authorized Values
J.9.4. Why do I need Authorized Values?
J.9.5. How do I clean up the sessions table?
J.10. Hardware
J.10.1. Barcode Scanners
J.10.2. Printers
K. Extending Koha
K.1. Amazon lookup script for Koha libraries
K.2. Keyword Clouds
L. GNU General Public License version 3

Chapter 1. Administration

1.1. Global System Preferences

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

1.1.1. Acquisitions

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

1.1.1.1. Policy

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

Note

Enter this value as a number (.06) versus a percent (6%).

1.1.1.2. Printing

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

1.1.2. Administration

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

1.1.2.1. CAS Authentication

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

1.1.2.2. Interface options

These preference are related to your Koha interface
1.1.2.2.1. 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.
1.1.2.2.2. delimiter
This preference determines how reports exported from Koha will separate data.
Default: semicolons
Asks: Separate columns in an exported report file with ___ by default.
Values:
  • #'s
  • backslashes
  • commas
  • semicolons
  • slashes
  • tabs
1.1.2.2.3. KohaAdminEmailAddress
This is the default 'From' address for emails unless there is one for the particular branch, and is referred to when an internal error occurs.
Asks: Use ___ as the email address for the administrator of Koha.
Description:
  • This preference allows one email address to be used in warning messages set to the OPAC. If no email address is set for the branch this address will receive messages from patrons regarding modification requests, purchase suggestions, and questions or information regarding overdue notices. It is recommended that a email address that can be accessed by multiple staff members be used for this purpose so that if one librarian is out the others can address these requests. This email address can be changed when needed.
1.1.2.2.4. 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.
1.1.2.2.5. virtualshelves
Default: Allow
Asks: ___ staff and patrons to create and view saved lists of books.
Values:
  • Allow
  • Don't Allow

1.1.2.3. Login options

These preferences are related to logging into your Koha system
1.1.2.3.1. 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.
1.1.2.3.2. IndependantBranches
Default: Don't prevent
Asks: ___ staff (but not superlibrarians) from modifying objects (holds, items, patrons, etc.) belonging to other libraries.
Values:
  • Don't prevent
  • Prevent
Description:
  • This preference should only be used by library systems which are sharing a single Koha installation among multiple branches but are considered independent organizations, meaning they do not share material or patrons with other branches and do not plan to change that in the future. If set to 'Prevent' it increases the security between library branches by: prohibiting staff users from logging into another branch from within the staff client, filtering out patrons from patron searches who are not a part of the login branch conducting the search, limiting the location choices to the login branch when adding or modifying an item record, preventing users from other branch locations from placing holds or checking out materials from library branches other than their own, and preventing staff from editing item records which belong to other library branches. All of these security safeguards can be overridden only by the superlibrarian, the highest level of privileges.

Important

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

Important

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

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

1.1.3. Authorities

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

1.1.3.1. BiblioAddsAuthorities

Default: allow
Asks: When editing records, ___ them to automatically create new authority records if needed, rather than having to reference existing authorities.
Values:
  • allow
    • This setting allows you to type values in the fields controlled by authorities and then adds a new authority if one does not exist
  • don't allow
    • This setting will lock the authority controlled fields, forcing you to search for an authority versus allowing you to type the information in yourself.

1.1.3.2. dontmerge

Default: Don't
Asks: ___ automatically update attached biblios when changing an authority record.
Values:
  • Do
  • Don't

Important

If this is set to not merge you will need to ask your administrator to enable the merge_authorities.pl cronjob.

1.1.3.3. MARCAuthorityControlField008

Default: || aca||aabn | a|a d
Asks: Use the following text for the contents of MARC authority control field 008 position 06-39 (fixed length data elements).

Important

Do not include the date (position 00-05) in this preference, Koha will calculate automatically and put that in before the values in this preference.
Description:
  • This preference controls the default value in the 008 field on Authority records. It does not effect bibliographic records.

1.1.3.4. UseAuthoritiesForTracings

Default: Don't use
Asks: ___ authority record numbers instead of text strings for searches from subject tracings.
Values:
  • Don't use
    • Search links look for subject/author keywords (example: opac-search.pl?q=su:Business%20networks)
  • Use
    • Search links look for an authority record (example: opac-search.pl?q=an:354)
Description:
  • For libraries that have authority files, they may want to make it so that when a link to an authorized subject or author is clicked on the OPAC or staff client it takes the searcher only to a list of results with that authority record. Most libraries do not have complete authority files and so setting this preference to 'Don't use' will allow searchers to click on links to authors and subject headings and perform a keyword search against those fields, finding all possible relevant results instead.

1.1.4. Cataloging

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

1.1.4.1. Display

1.1.4.1.1. authoritysep
Default: --
Asks: Separate multiple displayed authors, series or subjects with ___.
1.1.4.1.2. hide_marc
Default: Display
Asks: ___ MARC tag numbers, subfield codes and indicators in MARC views.
Values:
  • Display -- shows the tag numbers on the cataloging interface
  • Don't display -- shows just descriptive text when cataloging
1.1.4.1.3. IntranetBiblioDefaultView
Default: ISBD form
Asks: By default, display biblio records in ___
Values:
  • ISBD form -- displays records in the staff client in the old card catalog format
    • See ISBD preference for more information
  • Labelled MARC form -- displays records in the staff client in MARC with text labels to explain the different fields
  • MARC form -- displays records in the staff client in MARC
  • normal form -- visual display in the staff client (for the average person)
Description:
  • This setting determines the bibliographic record display when searching the catalog on the staff client. This setting does not affect the display in the OPAC which is changed using the BiblioDefaultView preference under the OPAC preference tab. This setting changes the look of the record when first displayed. The MARC and ISBD views can still be seen by clicking in the sidebar.
1.1.4.1.4. ISBD
Asks: Use the following as the ISBD template:
Description:
  • This determines how the ISBD information will display. Elements in the list can be reordered to produce a different ISBD view. ISBD, the International Standard Bibliographic Description, was first introduced by IFLA (International Federation of Library Associations) in 1969 in order to provide guidelines for descriptive cataloging. The purpose of ISBD is to aid the international exchange of bibliographic records for a variety of materials.
1.1.4.1.5. LabelMARCView
Default: Don't
Asks: ___ collapse repeated tags of the same type into one tag entry.
Values:
  • Do -- will combine all identical tag numbers under one heading in the MARC view in the OPAC and Staff Client
  • Don't -- will list all of the tags individually in the MARC view in the OPAC and Staff Client
1.1.4.1.6. OpacSuppression
Default: Don't hide
Asks: ___ items marked as suppressed from OPAC search results.
Values:
  • Don't hide -- will show items in OPAC search results if they are marked suppressed
  • Hide -- will not show items in OPAC search results if they're marked as suppressed
    • Each bib record with items you want to hide from the OPAC simply need to have the 942n field set to 1. The index then hides it from display in OPAC but will still display it in the Staff Client
Description:
  • An authorized value for 942$n field should be set to eliminate errors. One example would be to create an authorized value titled SUPPRESS with a value of 0 for don't suppress and 1 for suppress.

Important

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

Important

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

Important

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

1.1.4.2. Interface

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

Linda Culberson

Ms. Dept. of Archives and History

Nicole C. Engard

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

1.1.4.3. Record Structure

1.1.4.3.1. AlternateHoldingsField & AlternateHoldingsSeparator
Asks: Display MARC subfield ___ as holdings information for records that do not have items, with the subfields separated by ___.
Description:
  • Sometimes libraries migrate to Koha with their holding info in the 852 field (OCLC holdings information field) and choose not to transfer that information into the 952 (Koha holdings information field) because they don't plan on circulating those items. For those libraries or other libraries that have data in the 852 fields of their records that they want to display, these preferences let you choose to display holdings info from a field other than the 952 field. The AlternateHoldingsField preference can contain multiple subfields to look in; for instance 852abhi would look in 852 subfields a, b, h, and i.
  • With AlternateHoldingsField set to 852abhi and AlternateHoldingsSeparator set to a space the holdings would look like the following:
1.1.4.3.2. autoBarcode
Default: generated in the form <branchcode>yymm0001
Asks: Barcodes are ___
Values:
  • generated in the form <branchcode>yymm0001
  • generated in the form <year>-0001
  • <year>-0002. generated in the form 1, 2, 3
  • 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).
1.1.4.3.3. 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.
1.1.4.3.4. itemcallnumber
Default: 082ab
Asks: Map the MARC subfield to an item's callnumber.

Note

This can contain multiple subfields to look in; for instance 082ab would look in 082 subfields a and b.
Description:
  • This setting determines which MARC field will be used to determine the call number that will be entered into item records automatically (952$o). The value is set by providing the MARC field code (050, 082, 090, 852 are all common) and the subfield codes without the delimiters ($a, $b would be ab).
Examples:
  • Dewey: 082ab or 092ab; LOC: 050ab or 090ab; from the item record: 852hi
1.1.4.3.5. marcflavour
Default: MARC21
Asks: Interpret and store MARC records in the ___ format.
Description:
  • This preference defines global MARC style (MARC21 or UNIMARC) used for encoding. MARC21 is the standard style for the US, Canada and Britain. UNIMARC is a variation of MARC21 that is used in France, Italy, Russia, and many other countries.
Values:
  • MARC21
  • UNIMARC
1.1.4.3.6. MARCOrgCode
Default: OSt
Asks: Fill in the MARC organization code ___ by default in new MARC records (leave blank to disable).
Description:
  • The MARC Organization Code is used to identify libraries with holdings of titles and more.
Learn more and find your library's code on the MARC Code list for Organizations or in Canada on the Canadian Symbols Directory.
1.1.4.3.7. NewItemsDefaultLocation
Asks: When items are created, give them the temporary location of ___ (should be a location code, or blank to disable).
1.1.4.3.8. z3950NormalizeAuthor & z3950AuthorAuthFields
Defaults: Don't copy & 701,702,700
Asks: ___ authors from the UNIMARC ___ tags (separated by commas) to the correct author tags when importing a record using Z39.50.
Description for z3950NormalizeAuthor:
  • This preference allows for ‘Personal Name Authorities' to replace authors as the bibliographic authority. This preference should only be considered by libraries using UNIMARC.
Values for z3950NormalizeAuthor:
  • Copy
  • Don't copy
Description for z3950AuthorAuthFields:
  • This preference defines which MARC fields will be used for ‘Personal Name Authorities' to replace authors as the bibliographic authorities. This preference only applies to those using UNIMARC encoding. The MARC fields selected here will only be used if ‘z3950NormalizeAuthor' is set to “Copy". The default field are 700, 701, and 702.

1.1.4.4. Spine Labels

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

1.1.5. Circulation

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

1.1.5.1. Checkout Policy

1.1.5.1.1. AllFinesNeedOverride
Default: Require
Asks: ___ staff to manually override all fines, even fines less than noissuescharge.
Values:
  • Don't require
  • Require
Description:
  • This preference let's you decide if you want to always be warned that the patron has fines when checking out. If you have it set to 'Require' then no matter how much money the patron owes a message will pop up warning you that the patron owes money.
1.1.5.1.2. 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.
1.1.5.1.3. AllowItemsOnHoldCheckout
Default: Don't allow
Asks: ___ checkouts of items 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."
1.1.5.1.4. AllowNotForLoanOverride
Default: Allow
Asks: ___ staff to override and check out items that are marked as not for loan.
Values:
  • Allow
  • Don't allow
Description:
  • This parameter is a binary setting which controls the ability of staff (patrons will always be prevented from checking these items out) to check out items that are marked as “not for loan". Setting it to “Allow" would allow such items to be checked out, setting it to “Don't allow" would prevent this. This setting determines whether items meant to stay in the library, such as reference materials, and other library resources can be checked out by patrons.
1.1.5.1.5. AllowRenewalLimitOverride
Default: Allow
Asks: ___ staff to manually override the renewal limit and renew a checkout when it would go over the renewal limit.
Values:
  • Allow
  • Don't allow
Description:
  • This preference is a binary setting which controls the ability of staff to override the limits placed on the number of times an item can be renewed. Setting it to “Allow" would allow such limits to be overridden, setting it to “Don't allow" would prevent this. This is a preference in which if it is set to “allow" it would allow the library staff to use their judgment for overriding the renew limit for special cases, setting it to “Don't allow" prevents an opportunity for abuse by the library staff.
1.1.5.1.6. 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.
1.1.5.1.7. CircControl
Default: the library the item is from
Asks: Use the checkout and fines rules of ___
Values:
  • the library the item is from
    • The circulation and fines policies will be determined by the library that owns the item
  • the library the patron is from
    • The circulation and fines policies will be determined the patron's home library
  • the library you are logged in at
    • The circulation and fines policies will be determined by the library that checked the item out to the patron
1.1.5.1.8. HomeOrHoldingBranch
Default: the library the item was checked out from
Asks: Use the checkout and fines rules of ___
Description:
  • This preference establishes what may be done with a loaned item once the item has been returned. It deals with situations in which one library branch has borrowed materials from a different branch. Essentially it decides whether a library may check the borrowed item back out to its patron or if it must immediately send the item back to the owning location.
Values:
  • the library the item is from
  • the library the item was checked out from

Important

It is not recommend that this setting be changed after initial setup of Koha

Important

This preference does nothing unless the IndependantBranches preference is set to 'Prevent'.
1.1.5.1.9. HomeOrHoldingBranchReturn
Default: the library the item is from
Asks: On checkin route the returned item to ___
Values:
  • the library the item is from
  • the library item was checked out from
Description:
  • This preference will control where Koha prompts you to return the checked in item to. The value in this preference is overridden by any values you have related to item returns and floating collections in the Circulation and Fine Rules.
1.1.5.1.10. InProcessingToShelvingCart
Default: Don't move
Asks: ___ items that have the location PROC to the location CART when they are checked in.
Values:
  • Don't move
  • Move
1.1.5.1.11. 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).
1.1.5.1.12. maxoutstanding
Default: 5
Asks: Prevent patrons from making holds on the OPAC if they owe more than ___ USD in fines.
1.1.5.1.13. noissuescharge
Default: 5
Asks: Prevent patrons from checking out books if they have more than ___ USD in fines.
Description:
  • This preference is the maximum amount of money owed to the library before the user is banned from borrowing more items. This also coincides with maxoutstanding that limits patrons from placing holds when the maximum amount is owed to the library.
1.1.5.1.14. 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
1.1.5.1.15. 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.
1.1.5.1.16. PrintNoticesMaxLines
Asks: Include up to ___ item lines in a printed overdue notice.

Note

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

Note

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

Important

This preference only refers to the print notices, not those sent via email.
1.1.5.1.17. 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
1.1.5.1.18. 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.
1.1.5.1.19. ReturnToShelvingCart
Default: Don't move
Asks: ___ all items to the location CART when they are checked in.
Values:
  • Don't move
  • Move
1.1.5.1.20. TransfersMaxDaysWarning
Default: 3
Asks: Show a warning on the "Transfers to Receive" screen if the transfer has not been received ___ days after it is sent.
Description:
  • The TransferMaxDaysWarning preference is set at a default number of days. This preference allows for a warning to appear after a set amount of time if an item being transferred between library branches has not been received. The warning will appear in the Transfers to Receive report.
1.1.5.1.21. UseBranchTransferLimits & BranchTransferLimitsType
Defaults: Don't enforce & collection code
Asks: ___ branch transfer limits based on ___
UseBranchTransferLimits Values:
  • Don't enforce
  • Enforce
BranchTransferLimitsType Values:
  • collection code
  • item type
BranchTransferLimitsType Description:
  • This parameter is a binary setting which determines whether items are transferred according to item type or collection code. This value determines how the library manager is able to restrict what items can be transferred between the branches.
1.1.5.1.22. 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.

1.1.5.2. Fines Policy

1.1.5.2.1. 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.
1.1.5.2.2. finesMode
Default: Calculate (but only for mailing to the admin)
Asks: ___ fines
Values:
  • Calculate (but only for mailing to the admin)
  • Calculate and charge
  • Don't calculate

Important

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

1.1.5.3. Holds Policy

1.1.5.3.1. AllowHoldDateInFuture
Default: Allow
Asks: ___ hold requests to be placed that do not enter the waiting list until a certain future date.
Values:
  • Allow
  • Don't allow
1.1.5.3.2. AllowHoldsOnDamagedItems
Default: Allow
Asks: ___ hold requests to be placed on damaged items.
Values:
  • Allow
  • Don't allow
Description:
  • This parameter is a binary setting which controls whether or not hold requests can be placed on items that are marked as “damaged" (items are marked as damaged by editing subfield 4 on the item record). Setting this value to “Don't allow" will prevent anyone from placing a hold on such items, setting it to “Allow" will allow it. This preference is important because it determines whether or not a patron can place a request for an item that might be in the process of being repaired or not in good condition. The library may wish to set this to “Don't allow" if they were concerned about their patrons not receiving the item in a timely manner or at all (if it is determined that the item is beyond repair). Setting it to “Allow" would allow a patron to place a hold on an item and therefore receive it as soon as it becomes available.
1.1.5.3.3. AllowHoldPolicyOverride
Default: Allow
Asks: ___ staff to override hold policies when placing holds.
Values:
  • Allow
  • Don't allow
Description:
  • This preference is a binary setting which controls whether or not the library staff can override the circulation and fines rules as they pertain to the placement of holds. Setting this value to “Don't allow" will prevent anyone from overriding, setting it to “Allow" will allow it. This setting is important because it determines how strict the libraries rules for placing holds are. If this is set to “Allow", exceptions can be made for patrons who are otherwise normally in good standing with the library, but there is opportunity for the staff to abuse this function. If it is set to “Don't allow", no abuse of the system is possible, but it makes the system entirely inflexible in respect to holds.
1.1.5.3.4. AllowOnShelfHolds
Default: Allow
Asks: ___ hold requests to be placed on items that are not checked out.
Values:
  • Allow
  • Don't Allow
Description:
  • This preference is a binary setting which controls the ability of patrons to place holds on items that are not currently checked out. Setting it to “Don't allow" allows borrowers to place holds on items that are checked out but not on items that are on the shelf (or assumed available in the library), setting it to “Allow" allows borrowers to place holds on any item that is available for loan whether it is checked out or not. This setting might be set to "Allow" if the library system is a multi branch system and patrons used the hold system to request items from other libraries, or if the library wanted to allow users to place holds on items from home through the OPAC. Setting it to “Don't allow" would enforce a first come, first served standard.
1.1.5.3.5. canreservefromotherbranches
Default: Allow
Asks: ___ a user from one library to place a hold on an item from another library
Description:
  • This preference is a binary setting which determines whether patrons can place holds on items from other branches. If the preference is set to “Allow" patrons can place such holds, if it is set to “Don't allow" they cannot. This is an important setting because it determines if users can use Koha to request items from another branch. If the library is sharing an installation of Koha with other independent libraries which do not wish to allow interlibrary borrowing it is recommended that this parameter be set to “Don't allow".
Values:
1.1.5.3.6. DisplayMultiPlaceHold
Default: Don't enable
Asks: ___ the ability to place holds on multiple biblio from the search results
Values:
  • Don't enable
  • Enable
1.1.5.3.7. emailLibrarianWhenHoldIsPlaced
Default: Don't enable
Asks: ___ sending an email to the Koha administrator email address whenever a hold request is placed.
Values:
  • Don't enable
  • Enable
Description:
  • This preference enables Koha to email the library staff whenever a patron requests an item to be held. While this function will immediately alert the librarian to the patron's need, it is extremely impractical in most library settings. In most libraries the hold lists are monitored and maintained from a separate interface. That said, many libraries that allow on shelf holds prefer to have this preference turned on so that they are alerted to pull an item from the shelf.

Important

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

Important

This notice will only be sent if the process_message_queue.pl cronjob being run periodically to send the messages.
1.1.5.3.8. maxreserves
Default: 50
Asks: Patrons can only have ___ holds at once.
1.1.5.3.9. OPACAllowHoldDateInFuture
Default: Allow
Asks: ___ patrons to place holds that don't enter the waiting list until a certain future date.
Values:
1.1.5.3.10. OPACAllowUserToChooseBranch
Default: Allow
Asks: ___ a user to choose the branch to pick up a hold from.
Values:
  • Allow
  • Don't allow
Description:
  • Changing this preference will not prevent staff from being able to transfer titles from one branch to another to fill a hold, it will only prevent patrons from saying they plan on picking a book up at a branch other than their home branch.
1.1.5.3.11. ReservesControlBranch
Default: item's home library
Asks: Check the ___ to see if the patron can place a hold on the item.
Values:
  • item's home library.
  • patron's home library.
1.1.5.3.12. ReservesMaxPickUpDelay
Default: 7
Asks: Mark a hold as problematic if it has been waiting for more than ___ days.
Description:
  • This preference (based on calendar days, not the Koha holiday calendar) puts an expiration date on an item a patron has on hold. After this expiration date the staff will have the option to release the unclaimed hold which then may be returned to the library shelf or issued to the next patron on the item's hold list. Items that are 'expired' by this preference are moved to the 'Holds Over' tab on the 'Holds Awaiting Pickup' report.
1.1.5.3.13. 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.
1.1.5.3.14. StaticHoldsQueueWeight & RandomizeHoldsQueueWeight
Defaults: 0 & in that order
Asks: Satisfy holds from the libraries ___ (as branchcodes, separated by commas; if empty, uses all libraries) ___
Descriptions:
  • RandomizeHoldsQueueWeight randomizes the libraries to which hold requests are sent. All available libraries may be randomized or only those libraries listed in the StaticHoldsQueueWeight preference. RandomizeHoldsQueueWeight can work with StaticHoldsQueueWeight to determine which libraries (branch or consortium library) will be targets for items on holds list. This hold list is produced when patron's requests for items are generated on a libraries to which holds are sent. RandomizeHoldsQueueWeight will or will not randomize the list of libraries that in the StaticHoldsQueueWeight list. If the RandomizeHoldsQueueWeight is set as “in random order" the hold requests will be sent randomly to the libraries on the StaticHoldsQueueWeight list. If RandomizeHoldsQueueWeight is set as "in that order", hold requests will be sent to the libraries according to their order as designated in StaticHoldsQueueWeight or according to their static ranking in the database. The StaticHoldsQueueWeight works in conjunction with the RandomHoldsQueueWeight preference. The StaticHoldsQueueWeight preference allows for certain libraries or branches to have a higher weight for holds fulfillment, allowing these libraries to receive holds before other branch libraries. Previously set library codes are entered into the preference box, separated by commas, and these libraries would receive holds before libraries not listed.
RandomizeHoldsQueueWeight Values:
  • in random order
  • in that order

1.1.5.4. Interface

1.1.5.4.1. AllowAllMessageDeletion
Default: Don't allow
Asks: ___ staff to delete messages added from other libraries.
Values:
  • Allow
  • Don't allow
1.1.5.4.2. CircAutocompl
Default: Try
Asks: ___ to automatically fill in the member when entering a patron search on the circulation screen.
Description:
  • This preference is a binary setting which determines whether auto-completion of fields is enabled or disabled for the circulation input field. Setting it to “Try" would enable a staff member to begin typing a name or other value into the field and have a menu pop up with suggestions for completing it. Setting it to “Don't try" would disable this feature. This preference can make staff members' jobs easier or it could potentially slow down the page loading process.
Values:
  • Don't try
  • Try
1.1.5.4.3. FilterBeforeOverdueReport
Default: Don't require
Asks: ___ staff to choose which checkouts to show before running the overdues report.
Description:
  • Koha's overdue report shows you all of the overdue items in your library system. If you have a large library system you'll want to set this preference to 'Require' to force those running the report to first limit the data generated to a branch, date range, patron category or other such filter. Requiring that the report be filtered before it's run prevents your staff from running a system heavy report and slowing down other operations in the system.
Values:
  • Don't require
  • Require
1.1.5.4.4. FineNotifyAtCheckin
Default: Don't notify
Asks: ___ librarians of overdue fines on the items they are checking in.
Values:
  • Don't notify
  • Notify
Description:
  • With this preference set to 'Notify' all books that have overdue fines owed on them will pop up a warning when checking them in. This warning will need to acknowledged before you can continue checking items in. With this preference set to 'Don't notify,' you will still see fines owed on the patron record, you just won't have an additional notification at check in.
1.1.5.4.5. DisplayClearScreenButton
Default: Show
Asks: ___ a button to clear the current patron from the screen on the circulation screen.
Values:
  • Don't show
  • Show
1.1.5.4.6. itemBarcodeInputFilter
Default: Don't filter
Asks: ___ scanned patron barcodes.
Values:
  • Convert from CueCat format
  • Don't filter
  • Remove spaces from
  • Remove the first number from T-prefix style
    • This format is common among those libraries migrating from Follett systems
1.1.5.4.7. numReturnedItemsToShow
Default: 20
Asks : Show the ___ last returned items on the checkin screen.
1.1.5.4.8. previousIssuesDefaultSortOrder
Default: earliest to latest
Asks: Sort previous checkouts on the circulation page from ___ due date.
Values:
  • earliest to latest
  • latest to earliest
1.1.5.4.9. RecordLocalUseOnReturn
Default: Don't record
Asks: ___ local use when an unissued item is checked in.
Values:
  • Don't record
  • Record
Description:
  • When this preference is set to "Don't record" you can record local use of items by checking items out to the statistical patron. With this preference set to "Record" you can record local use by checking out to the statistical patron and/or by checking in a book that is not currently checked out.
1.1.5.4.10. 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.
1.1.5.4.11. 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
1.1.5.4.12. todaysIssuesDefaultSortOrder
Default: latest to earliest
Asks: Sort today's checkouts on the circulation page from ___ due date.
Values:
  • earliest to latest
  • latest to earliest
1.1.5.4.13. UseTablesortForCirc
Default: Don't enable
Asks: ___ the sorting of current patron checkouts on the circulation screen.
Values:
  • Don't enable
  • Enable

Important

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

1.1.5.5. Self Checkout

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

Important

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

1.1.6. Creators

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

1.1.6.1. Patron Cards

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

1.1.7. Enhanced Content

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

Important

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

Note

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

1.1.7.1. All

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

1.1.7.2. Amazon

1.1.7.2.1. AmazonEnabled
Default: Don't use
Asks: ___ data from Amazon on the staff interface (including reviews and "Search Inside" links on item detail pages).
Values:
  • Don't use
  • Use

Important

This requires that you have signed up for and entered an access key.
Description:
  • This preference does not display any content but instead enables other Amazon-related preferences (AmazonCoverImages, AmazonSimilarItems, AmazonReviews). Before turning this feature to "Use", the library must first set AWSAccessKeyID and AWSPrivateKey. Furthermore, if Amazon content is enabled, other jacket services should be disabled to avoid interference. This preference applies only to the Staff Client. In order to display Amazon content on the OPAC, please set the OPACAmazonEnabled preference.
1.1.7.2.2. OPACAmazonEnabled
Default: Don't use
Asks: ___ data from Amazon on the OPAC (including reviews and "Search Inside" links on item detail pages).
Values:
  • Don't use
  • Use

Important

This requires that you have signed up for and entered an access key.
Description:
  • This preference does not display any content but instead enables other Amazon-related preferences (AmazonCoverImages, AmazonSimilarItems, AmazonReviews). Before turning this feature to "Use", the library must first set AWSAccessKeyID and AWSPrivateKey. Furthermore, if Amazon content is enabled, other jacket services should be disabled to avoid interference. This preference applies only to the OPAC. In order to display Amazon content on the Staff Client, please set the AmazonEnabled preference.
1.1.7.2.3. AmazonLocale
Default: American
Asks: Use Amazon data from its ___ website.
Value:
  • American
  • British
  • Canadian
  • French
  • German
  • Japanese
1.1.7.2.4. AWSAccessKeyID
Asks: Access Amazon content using the access key ___
Description:
  • If the library has signed up for an Amazon Web Services (AWS) account, it will be assigned an Access Key ID. In order to enable Amazon content, cover images, reviews, and similar item suggestions, the library's Access Key ID must be entered here.
Once signed up your keys can be accessed by logging into your account and going to the 'Security Credentials' page. Your Access Key will be listed next to the date it was created.
1.1.7.2.5. AWSPrivateKey
Asks: Access Amazon content (other than book jackets) using the private key ___
Description:
  • If the library has signed up for an Amazon Web Services (AWS) account, it will be assigned a Secret Access Key. In order to enable Amazon reviews and similar item suggestions, the library's Secret Access Key must be entered here.
Once signed up your keys can be accessed by logging into your account and going to the 'Security Credentials' page. Next to your Access key is a link that says 'Show,' clicking this will open up your secret access key or your AWSPrivateKey.
1.1.7.2.6. 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.
1.1.7.2.7. 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, but interested libraries must first establish an Amazon Web Services (AWS) account (http://aws.amazon.com). 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. If activating this feature, the library must first set AWSAccessKeyID and AWSPrivateKey. 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.

Important

Requires that AmazonEnabled is set to 'Use'
1.1.7.2.8. AmazonReviews
Default: Don't show
Asks: ___ reviews from Amazon on item detail pages on the staff interface.
Values:
  • Don't show
  • Show
Description:
  • This preference makes it possible to either allow or prevent Amazon reviews from being displayed in the Staff Client. Amazon offers this service free of charge, but interested libraries must first establish an Amazon Web Services (AWS) account (http://aws.amazon.com). If the value is set to "Show", the reviews will appear in the Staff Client, and if it is set to "Don't show", the reviews will not appear. Before setting this to "Show", the library must first set AWSAccessKeyID and AWSPrivateKey. Finally, if AmazonReviews is enabled, all other review services should be disabled to avoid interference.

Important

Requires that AmazonEnabled is set to 'Use'
1.1.7.2.9. AmazonSimilarItems
Default: Don't show
Asks: ___ similar items, as determined by Amazon, on item detail pages on the staff interface.
Values:
  • Don't show
  • Show
    • This will use Amazon data to determine if you have similar items in your collection - it will not show items that you do not already have cataloged at your library.
Description:
  • This preference makes it possible to either allow or prevent Amazon's suggestions for Similar Items from being displayed in the Staff Client. Amazon offers this service free of charge, but interested libraries must first establish an Amazon Web Services (AWS) account (http://aws.amazon.com). If the value is set to "Show", the Similar Items suggestions will appear in the Staff Client, and if it is set to "Don't show", the suggestions will not appear. Before enabling this preference, the library must first set AWSAccessKeyID and AWSPrivateKey. Finally, if AmazonSimilarItems is enabled, all other similar item services should be disabled to avoid interference.

Important

Requires that AmazonEnabled is set to 'Use'
1.1.7.2.10. OPACAmazonCoverImages
Default: Don't show
Asks: ___ cover images from Amazon on search results and item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • This preference makes it possible to either allow or prevent Amazon cover images from being displayed in the OPAC. Cover images are retrieved by Amazon, which pulls the content based on the first ISBN number in the item's MARC record. Amazon offers this service free of charge, but interested libraries must first establish an Amazon Web Services (AWS) account (http://aws.amazon.com). 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. If activating this feature, the library must first set AWSAccessKeyID and AWSPrivateKey. 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.

Important

Requires that OPACAmazonEnabled is set to 'Use'
1.1.7.2.11. OPACAmazonSimilarItems
Default: Don't show
Asks: ___ similar items, as determined by Amazon, on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
    • This will use Amazon data to determine if you have similar items in your collection - it will not show items that you do not already have cataloged at your library.
Description:
  • This preference makes it possible to either allow or prevent Amazon's suggestions for Similar Items from being displayed in the OPAC. Amazon offers this service free of charge, but interested libraries must first establish an Amazon Web Services (AWS) account (http://aws.amazon.com). If the value is set to "Show", the Similar Items suggestions will appear in the OPAC, and if it is set to "Don't show", the suggestions will not appear. Before enabling this preference, the library must first set AWSAccessKeyID and AWSPrivateKey. Finally, if AmazonSimilarItems is enabled, all other similar item services should be disabled to avoid interference.

Important

Requires that OPACAmazonEnabled is set to 'Use'
1.1.7.2.12. OPACAmazonReviews
Default: Don't show
Asks: ___ reviews from Amazon on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • This preference makes it possible to either allow or prevent Amazon reviews from being displayed in the OPAC. Amazon offers this service free of charge, but interested libraries must first establish an Amazon Web Services (AWS) account (http://aws.amazon.com). If the value is set to "Show", the reviews will appear in the OPAC, and if it is set to "Don't show", the reviews will not appear. Before setting this to "Show", the library must first set AWSAccessKeyID and AWSPrivateKey. Finally, if AmazonReviews is enabled, all other review services should be disabled to avoid interference.

Important

Requires that OPACAmazonEnabled is set to 'Use'

1.1.7.3. Babelthèque

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

1.1.7.4. Baker & Taylor

Important

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

Important

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

Note

Leave it blank to disable these links.

Important

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

Important

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

1.1.7.5. Google

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

1.1.7.6. LibraryThing

LibraryThing for Libraries is a pay service. You must first contact LibraryThing directly for pricing and subscription information. Learn more at http://www.librarything.com/forlibraries. Also, for further configuration instructions please see the LibraryThing Wiki: http://www.librarything.com/wiki/index.php/Koha
1.1.7.6.1. 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.
1.1.7.6.2. LibraryThingForLibrariesEnabled
Default: Don't show
Asks: ___ reviews, similar items, and tags from Library Thing for Libraries on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • This setting is only applicable if the library has a paid subscription to the external LibraryThing for Libraries service. This service can provide patrons with the display of expanded information on catalog items such as book recommendations. It also can offer advanced features like tagged browsing, patron written reviews, and a virtual library display accessed from the details tab.

Important

If this is set to 'show' you will need to enter a value in the 'LibraryThingForLibrariesID' system preference.
1.1.7.6.3. LibraryThingForLibrariesID
Asks: Access Library Thing for Libraries using the customer ID ___
Description:
  • This setting is only applicable if the library has a paid subscription to the external LibraryThing for Libraries service. Use the box provided to enter in the library's LibraryThing for Libraries ID as provided to the library by LibraryThing. The ID number is a series of numbers in the form ###-#########, and can be found on the library's account page at LibraryThing for Libraries. This service can provide patrons with the display of expanded information on catalog items such as book recommendations and cover art. It also can offer advanced features like tagged browsing, patron written reviews, and a virtual library display accessed from the details tab.
1.1.7.6.4. LibraryThingForLibrariesTabbedView
Default: in line with bibliographic information
Asks: Show Library Thing for Libraries content ___
Values:
  • in line with bibliographic information
  • in tabs
Description:
  • This setting is only applicable if the library has a paid subscription to the external LibraryThing for Libraries service. This service can provide patrons with the display of expanded information on catalog items such as book recommendations and cover art. It also can offer advanced features like tagged browsing, patron written reviews, and a virtual library display accessed from the details tab.

1.1.7.7. 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.
1.1.7.7.1. NovelistSelectEnabled
Default: Don't add
Asks: ___ Novelist Select content to the OPAC.
Values:
  • Add
  • Don't add

Important

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

Important

This information will be visible if someone views the source code on your OPAC.
Description:
  • Novelist Select from Ebsco is a subscription service that can provide additional content in the OPAC.
1.1.7.7.3. 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

1.1.7.8. OCLC

1.1.7.8.1. 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'
1.1.7.8.2. 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
1.1.7.8.3. 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

1.1.7.9. Open Library

1.1.7.9.1. 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.

1.1.7.10. Syndetics

Syndetics is a pay service. You must first contact Syndetics directly for pricing and subscription information.
1.1.7.10.1. 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.
1.1.7.10.2. 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.
1.1.7.10.3. SyndeticsCoverImages & SyndeticsCoverImageSize
SyndeticsCoverImages Default: Don't show
SyndeticsCoverImageSize Default: medium
Asks: ___ cover images from Syndetics on search results and item detail pages on the OPAC in a ___ size.
Descriptions:
  • When enabled, SyndeticsCoverImages, allows libraries to display Syndetics' collection of full-color cover images for books, videos, DVDs and CDs on their OPAC. For each book or item that comes up during a user search, the cover image for that title will be displayed. Since these cover images come in three sizes, the optimum size must be selected using the SyndeticsCoverImageSize preference after SyndeticsCoverImages are enabled. Syndetics cover images come in two sizes: mid-size (187 x 187 pixels), and large (400 x 400 pixels). Syndetics is a paid subscription service. The SyndeticsClientCode must be entered and the SyndeticsEnabled option must be activated before this service can be used. Other cover image preferences should also be disabled to avoid interference.
SyndeticsCoverImages Values:
  • Don't show
  • Show
SyndeticsCoverImageSize Values:
  • medium
  • large
1.1.7.10.4. SyndeticsAuthorNotes
Default: Don't show
Asks: ___ notes about the author of a title from Syndetics on item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Description:
  • When this option is set to "Show", Syndetics provides notes and short author biographies for more that 300,000 authors, in both fiction and nonfiction. With this option enabled the library can display Syndetics Author Notes on the OPAC. According to the Syndetics Solutions website (http://www.bowker.com/syndetics/), Author Notes include lists of contributors for many multi-author texts and compilations. The SyndeticsClientCode must be entered and the SyndeticsEnabled option must be activated before this service can be used.
1.1.7.10.5. 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.
1.1.7.10.6. 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'
1.1.7.10.7. 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/).
1.1.7.10.8. 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/).
1.1.7.10.9. 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/).
1.1.7.10.10. 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/).
1.1.7.10.11. 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/).

1.1.7.11. Tagging

1.1.7.11.1. 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.
1.1.7.11.2. 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
1.1.7.11.3. TagsShowOnList
Default: 6
Asks: Show ___ tags on search results on the OPAC.

Note

Set the value to 0 (zero) to turn this feature off.
1.1.7.11.4. TagsInputOnList
Default: Allow
Asks: ___ patrons to input tags on search results on the OPAC.
Values:
  • Allow
  • Don't allow
1.1.7.11.5. 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.
1.1.7.11.6. TagsInputOnDetail
Default: Allow
Asks: ___ patrons to input tags on item detail pages on the OPAC.
Values:
  • Allow
  • Don't allow
1.1.7.11.7. TagsExternalDictionary
Asks: Allow tags in the dictionary of the ispell executable ___ on the server to be approved without moderation.
Description:
  • The dictionary includes a list of accepted and rejected tags. The accepted list includes all the tags that have been pre-allowed. The rejected list includes tags that are not allowed. This preference identifies the "accepted" dictionary used. Ispell is an open source dictionary which can be used as a list of accepted terms. Since the dictionary allows for accurately spelled obscenities, the libraries policy may dictate that modifications are made to the Ispell dictionary if this preference is use. For more information about Ispell http://www.gnu.org/software/ispell/ispell.html. Enter the path on your server to a local ispell executable, used to set $Lingua::Ispell::path.

1.1.8. I18N/L10N

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

1.1.8.1. 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.

1.1.8.2. language

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

1.1.8.3. 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.

1.1.8.4. opaclanguagesdisplay

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

1.1.9. Local Use

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

Note

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

1.1.10. Logs

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

1.1.10.1. AuthoritiesLog

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

1.1.10.2. BorrowersLog

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

1.1.10.3. CataloguingLog

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

Important

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

1.1.10.4. FinesLog

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

1.1.10.5. IssueLog

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

1.1.10.6. LetterLog

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

Note

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

1.1.10.7. ReturnLog

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

1.1.10.8. SubscriptionLog

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

1.1.11. OPAC

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

1.1.11.1. Appearance

These preferences control how things appear in the OPAC.
1.1.11.1.1. AuthorisedValueImages
Default: Don't show
Asks: ___ images for authorized values (such as lost statuses and locations) in search results and item detail pages on the OPAC.
Values:
  • Don't show
  • Show
Get there: More > Administration > Authorized Values
1.1.11.1.2. BiblioDefaultView
Default: in simple form
Asks: By default, show bib records ___
Values:
  • as specified in the ISBD template.
    • See ISBD preference for more information
  • in simple form.
  • in their MARC format.
Description:
  • This preference determines the level of bibliographic detail that the patron will see on the OPAC detail page. The simple form displays the graphical interface; MARC format displays the MARC21 cataloging view; ISBD displays the ISBD (International Standard Bibliographic Description, AACR2) view.
1.1.11.1.3. COinSinOPACResults
Default: Include
Asks: ___ COinS / OpenURL / Z39.88 in OPAC search results.
Values:
  • Don't include
    • If you choose not to include COinS on the search results, it will still be loaded on the individual bibliographic records.
  • Include
    • Enabling this feature will slow OPAC search response times.
Description:
  • COinS stands for ContextObjects in Spans. COinS is a method to embed bibliographic metadata in the HTML code of web pages. This allows bibliographic software to publish machine-readable bibliographic items and client reference management software (such as Zotero) to retrieve bibliographic metadata. The metadata can also be sent to an OpenURL resolver. This allows, for instance, searching for a copy of a book in one's own library.
1.1.11.1.4. OPACDisplay856uAsImage
Default: Neither details or results page
Asks: Display the URI in the 856u field as an image on: ___
Values:
  • Both results and details pages
    • Important

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

      Not yet implemented
Description:
  • In addition to this option being set, the corresponding XSLT option must be turned on. Also, the corresponding 856q field must have a valid MIME image extension (e.g., "jpg") or MIME image type (i.e. starting with "image/"), or the generic indicator "img" entered in the field. When all of the requirements are met, an image file will be displayed instead of the standard link text. Clicking on the image will open it in the same way as clicking on the link text. When you click on the image it should open to full size, in the current window or in a new window depending on the value in the system pref OPACURLOpenInNewWindow.
1.1.11.1.5. DisplayOPACiconsXSLT
Default: Don't show
Asks: On pages displayed with XSLT stylesheets on the OPAC, ___ icons for itemtype and authorized values.
Values:
  • Don't show
  • Show

Note

See the XSLT Icon Guide for more information on these icons.
1.1.11.1.6. 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
1.1.11.1.7. 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
1.1.11.1.8. OpacAddMastheadLibraryPulldown
Default: Don't add
Asks: ___ a library select pulldown menu on the OPAC masthead.
Values:
  • Add
  • Don't Add
1.1.11.1.9. OPACBaseURL
Asks: The OPAC is located at http:// ___

Important

This must be filled in correctly for RSS, unAPI, and search plugins to work.

Important

This must be filled in to show 'OPAC View' links from bib records in the staff client:
1.1.11.1.10. 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.
1.1.11.1.11. 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.
1.1.11.1.12. OPACDisplayRequestPriority
Default: Don't
Asks: ___ patrons the priority level of their holds in the OPAC.
Values:
1.1.11.1.13. OpacFavicon
Asks: Use the image at ___ for the OPAC's favicon.

Important

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

Note

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

Note

This value will appear above the main content of your page

Note

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

Note

this shows the same warning as when the database needs to be upgraded, but unconditionally.
Description:
  • This preference allows the system administrator to turn off the OPAC during maintenance and display a message to users. When this preference is switched to “Show" the OPAC is not usable. The text of this message is not editable at this time.
Values:
  • Don't show
  • Show
    • When this preference is set to show the maintenance message the ability to search the OPAC is disabled and a message appears
1.1.11.1.19. OpacMainUserBlock
Default: Welcome to Koha... <hr>
Asks: Show the following HTML in its own column on the main page of the OPAC
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.
1.1.11.1.20. 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.
1.1.11.1.21. 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.
1.1.11.1.22. 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.
1.1.11.1.23. 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.
1.1.11.1.24. 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.
1.1.11.1.25. 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} and {AUTHOR} will be replaced with information from the displayed record.

Note

You can use this field to add social networking share links by using code similar to this
</ul></div></div><div class="detailtagcell">
<script
src="http://connect.facebook.net/en_US/all.js#xfbml=1"></script><fb:like
href="http://opac.mylibrary.tld/bib/{BIBLIONUMBER}" show_faces="true"
width="450" font=""></fb:like>
<div><a href="http://twitter.com/share" class="twitter-share-button"
data-url="http://opac.mylibrary.tld/bib/{BIBLIONUMBER}" data-text="I'm reading
this" data-count="horizontal">Tweet</a><script type="text/javascript"
src="http://platform.twitter.com/widgets.js"></script></div></div><div><div><ul>
The starting </ul> is necessary to break out of the 'Search for this Title In' pull down menu
1.1.11.1.26. 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.
1.1.11.1.27. OpacShowRecentComments
Default: Don't show
Asks: ___ a link to recent comments in the OPAC masthead.
Values:
  • Don't show
  • Show
Description:
  • If you have chosen to allow comments in your OPAC by setting reviewson to 'Allow' you can include a link to the recent comments under the search box at the top of your OPAC with this preference.
1.1.11.1.28. opacsmallimage
Asks: Use the image at ___ in the OPAC header, instead of the Koha logo. If this image is a different size than the Koha logo, you will need to customize the CSS.
Description:
  • The opacsmallimage system pref is a little tricky to deal with because you really have to tweak some CSS at the same time. The default CSS defines a region just large enough to display the Koha logo, and if your logo doesn't match the Koha logo's dimensions (120 pixels wide by 38 pixels high), it won't display correctly.

Important

This should be a complete URL, starting with http://
1.1.11.1.29. 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>
1.1.11.1.30. opacstylesheet
Asks: Use the remote CSS stylesheet ___ on all pages in the OPAC, instead of the default.
Description:
  • This preference allows the administrator to completely replace the default stylesheet with their own alternate stylesheet. This allows the administrator to completely customize the look of the OPAC. To change the stylesheet, enter a complete URL, including the http:// to the custom stylesheet. Content in the custom/alternate stylesheet will overwrite any data in the default stylesheet defined in the opaclayoutstylesheet setting. The default stylesheet will likely be found at http://your_koha_address/opac- tmpl/prog/en/css/opac.css

Note

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

Important

This should be a complete URL, starting with http://
1.1.11.1.31. opacthemes
Default: prog
Asks: Use the ___ theme on the OPAC.
Values:
  • prog
1.1.11.1.32. OPACURLOpenInNewWindow
Default: don't
Asks: When patrons click on a link to another website from your OPAC (like Amazon or OCLC), ___ open the website in a new window.
Values:
  • do
  • don't
Description:
  • This preference determines if URLs in the OPAC will open in a new window or not. When clicking on a link in the OPAC, a patron does not need to worry about navigating away from their search results.
1.1.11.1.33. OPACUserCSS
Asks: Include the following CSS on all pages in the OPAC
Description:
  • OPACUserCSS allows the administrator to enter styles that will overwrite the OPAC's default CSS as defined in ‘opaclayoutstylesheet' or ‘opacstylesheet'. Styles may be entered for any of the selectors found in the default style sheet. The default stylesheet will likely be found at http://your_koha_address/opac-tmpl/prog/en/css/opac.css. Unlike opaccolorstylesheet, opaclayoutstylesheet and opacstylesheet this preference will embed the CSS directly on your OPAC pages.
1.1.11.1.34. 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.
1.1.11.1.35. OPACXSLTDetailsDisplay
Default: normally
Asks: Show item details pages on the OPAC ___
Values:
  • normally
  • using XSLT stylesheets
    • XSLT stylesheets enable more detail to be displayed on the detail pages in the OPAC
1.1.11.1.36. OPACXSLTResultsDisplay
Default: normally
Asks: Show biblio records on OPAC result page ___
Values:
  • normally
  • using XSLT stylesheets
    • XSLT stylesheets enable more detail to be displayed on the search results pages in the OPAC

1.1.11.2. Features

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

Important

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

Important

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

Important

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

Important

Enabling this will break LDAP authentication.
1.1.11.2.7. OPACPatronDetails
Default: Allow
Asks: ___ patrons to notify the library of changes to their contact information from the OPAC.
Values:
Description:
  • If patrons are allowed to notify the library of changes an email will be sent to the library administration email address with the changes. Lines that start with the fieldname in all caps are the lines that the patron made changes to.
1.1.11.2.8. 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.
1.1.11.2.9. 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
1.1.11.2.10. RequestOnOpac
Default: Allow
Asks: ___ patrons to place holds on items from the OPAC.
Values:
1.1.11.2.11. 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.
1.1.11.2.12. ShowReviewer
Default: Show
Asks: ___ reviewer's name above comments in OPAC.
Values:
  • Hide
  • Show
    • reviewson needs to be set to 'Allow' for this to preference to come in to play
Description:
  • If you would like to protect your patron's privacy in the OPAC you can choose to hide their names from any of the comments they leave on bib records in your system.
1.1.11.2.13. 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.
1.1.11.2.14. suggestion
Default: Allow
Asks: ___ patrons to make purchase suggestions on the OPAC.
Values:

1.1.11.3. Policy

1.1.11.3.1. AllowPurchaseSuggestionBranchChoice
Default: Don't allow
Asks: ___ patrons to select branch when making a purchase suggestion
Values:
  • Allow
  • Don't allow
Description:
  • If your library system lets patrons make purchase suggestions for a specific branch you can set this preference to 'Allow' to add a branch selection option to the purchase suggestion form.
1.1.11.3.2. 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'
1.1.11.3.3. 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.
1.1.11.3.4. 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.
1.1.11.3.5. 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.
1.1.11.3.6. 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.
1.1.11.3.7. OPACViewOthersSuggestions
Default: Don't show
Asks: ___ purchase suggestions from other patrons on the OPAC.
Values:
1.1.11.3.8. 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'
1.1.11.3.9. 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.

1.1.11.4. Privacy

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

Important

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

Note

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

Important

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

Important

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

Important

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

1.1.11.5. Shelf Browser

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

Important

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

1.1.12. Patrons

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

1.1.12.1. AddPatronLists

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

1.1.12.2. AutoEmailOpacUser

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

1.1.12.3. AutoEmailPrimaryAddress

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

1.1.12.4. autoMemberNum

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

1.1.12.5. BorrowerMandatoryField

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

Important

Separate columns with |

Note

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

1.1.12.6. borrowerRelationship

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

Important

Input multiple choices separated by |

1.1.12.7. 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 |

1.1.12.8. 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.

1.1.12.9. EnhancedMessagingPreferences

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

Important

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

1.1.12.10. ExtendedPatronAttributes

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

Note

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

1.1.12.11. intranetreadinghistory

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

Important

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

Important

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

1.1.12.12. MaxFine

Default: 9999
Asks: The late fine for a specific checkout will only go up to ___ USD.

1.1.12.13. memberofinstitution

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

Important

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

1.1.12.14. 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.

1.1.12.15. NotifyBorrowerDeparture

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

Important

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

1.1.12.16. patronimages

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

1.1.12.17. PatronsPerPage

Default: 20
Asks: By default, show ___ results per page in the staff client.

1.1.12.18. SMSSendDriver

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

Important

You must allow EnhancedMessagingPreferences for this to work.

1.1.12.19. uppercasesurnames

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

1.1.13. Searching

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

1.1.13.1. Features

1.1.13.1.1. NoZebra
Default: Use
Asks: ___ the Zebra search engine. Searches are very slow on even modest sized collections when Zebra is off.
Values:
  • Don't use
  • Use
1.1.13.1.2. NoZebraIndexes
Default: See the Systems Preferences Appendix
1.1.13.1.3. 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.
1.1.13.1.4. 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.
1.1.13.1.5. 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 NoZebra is set to 'Use'
1.1.13.1.6. QueryRemoveStopwords
Default: Don't remove
Asks: ___ stop words specified in Koha from searches.
Values:
  • Don't remove
    • Important

      If NoZebra is set to 'Use' leave this preference set to 'Don't remove'
  • Remove
    • Requires that you have updated your Koha Stop Words list

Important

Requires that NoZebra is set to 'Don't use'

Important

Zebra, on its own, handles a few of the most common stop words
1.1.13.1.7. 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).

Important

Requires that NoZebra is set to 'Use'
1.1.13.1.8. QueryWeightFields
Default: Enable
Asks: ___ ranking of search results by relevance
Values:
  • Disable
  • Enable

Important

Requires that NoZebra is set to 'Use'
1.1.13.1.9. TraceCompleteSubfields
Default: Force
Asks: ___ subject tracings in the OPAC and Staff Client to search only for complete-subfield matches.
Values:
  • Don't force
    • Searches for subject keywords (example: opac-search.pl?q=su:World%20Wide%20Web)
  • Force
    • Searches for complete subject fields (example: opac-search.pl?q=su,complete-subfield:World%20Wide%20Web)
Description:
  • When TraceCompleteSubfields is set to "force," clicking on links in non-authority controlled subject tracings will only find other records where the entire subfields match. Leaving it at "don't force" does a keyword search of the subject indexes.

Important

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

Important

This preference assumes that you're using XSLT stylesheets as set in the OPACXSLTDetailsDisplay preference.

1.1.13.2. Results Display

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

1.1.13.3. Search Form

1.1.13.3.1. AdvancedSearchTypes
Default: itemtype
Asks: Show checkboxes to search by ___ on the OPAC and staff advanced search pages.
Values:
  • collection code
  • itemtype
1.1.13.3.2. expandedSearchOption
Default: don't show
Asks: By default, ___ "More options" on the OPAC and staff advanced search pages.
Values:
  • don't show
  • show

1.1.14. Serials

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

1.1.14.1. opacSerialDefaultTab

Default: Subscriptions tab
Asks: Show ___ as default tab for serials in OPAC.

Important

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

1.1.14.2. OPACSerialIssueDisplayCount

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

1.1.14.3. RenewSerialAddsSuggestion

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

1.1.14.4. 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

1.1.14.5. RoutingListAddReserves

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

1.1.14.6. StaffSerialIssueDisplayCount

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

1.1.14.7. SubscriptionHistory

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

1.1.15. Staff Client

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

1.1.15.1. 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.

1.1.15.2. Appearance

1.1.15.2.1. intranet_includes
Default: includes
Asks: Use include files from the ___ directory in the template directory, instead of includes/. (Leave blank to disable)
1.1.15.2.2. intranetcolorstylesheet
Asks: Include the stylesheet /intranet-tmpl/prog/en/css/ ___ on all pages in the staff interface.
Description:
  • This preference is used to set the background color and style of the Staff Client. The value is a .css file. The system administrator should determine which file is appropriate.

Important

Leave this field blank to disable.
1.1.15.2.3. 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.
1.1.15.2.4. IntranetmainUserblock
Asks: Show the following HTML in its own column on the main page of the staff client
1.1.15.2.5. 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)
1.1.15.2.6. intranetstylesheet
Asks: Include the stylesheet at ___ on all pages in the staff interface, instead of the default.
Description:
  • The Intranetstylesheet preference is a layout and design feature for the intranet or staff client. To change the stylesheet from the original, place in this preference the file path to the style sheet - include the entire url starting with http://. This preference allows a library to customize the appearance of the Staff Client.

Important

This should be a complete URL, starting with http://
1.1.15.2.7. IntranetUserCSS
Asks: Include the following CSS on all pages in the staff client
1.1.15.2.8. 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.
1.1.15.2.9. StaffAuthorisedValueImages
Default: Show
Asks: ___ images for authorized values (such as lost statuses and locations) in search results.
Values:
  • Don't show
  • Show
1.1.15.2.10. staffClientBaseURL
Asks: The staff client is located at http:// ___
1.1.15.2.11. template
Default: prog
Asks: Use the ___ theme on the staff interface.
Values:
  • prog
1.1.15.2.12. XSLTDetailsDisplay
Default: normally
Asks: Show item details pages in the staff client ___
Values:
  • normally
  • using XSLT stylesheets
    • XSLT stylesheets enable more detail to be displayed on the bibliographic records in the Staff Client
1.1.15.2.13. XSLTResultsDisplay
Default: using XSLT stylesheets
Asks: Show biblio records on result page in the staff client ___
Values:
  • normally
  • using XSLT stylesheets
    • XSLT stylesheets enable more detail to be displayed on the search results in the Staff Client

Important

This preference isn't currently functional.
1.1.15.2.14. yuipath
Default: included with Koha
Asks: Use the Yahoo UI libraries ___
Values:
  • from Yahoo's servers
    • With this option there is less demand on your servers, but if the Internet goes down there will be issues
  • included with Koha
    • With this option calls are made faster, and they will still work if the Internet goes down
Description:
  • The yuipath preference allows for the user to define a local path or web URL to the Yahoo User Interface Library (http://developer.yahoo.com/yui/2/). This library is a resource of developer tools including JavaScript and style sheets.

1.1.15.3. Options

1.1.15.3.1. 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
1.1.15.3.2. intranetbookbag
Default: Show
Asks: ___ the cart option in the staff client.
Values:
  • Don't show
  • Show
1.1.15.3.3. viewISBD
Default: Allow
Asks: ___ staff to view records in ISBD form on the staff client.
Values:
  • Allow
  • Don't allow
1.1.15.3.4. viewLabeledMARC
Default: Allow
Asks: ___ staff to view records in labeled MARC form on the staff client.
Values:
  • Allow
  • Don't allow
1.1.15.3.5. viewMARC
Default: Allow
Asks: ___ staff to view records in plain MARC form on the staff client.
Values:
  • Allow
  • Don't allow

1.1.16. Web Services

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

1.1.16.1. ILS-DI

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

1.1.16.2. OAI-PMH

1.1.16.2.1. OAI-PMH
Default: Disable
Asks: ___ Koha's OAI-PMH server.
Values:
  • Disable
  • Enable
Description:
  • For the Open Archives Initiative-Protocol for Metadata Harvesting (OAI-PMH) there are two groups of ‘participants': Data Providers and Service Providers. Data Providers (open archives, repositories) provide free access to metadata, and may, but do not necessarily, offer free access to full texts or other resources. OAI-PMH provides an easy to implement, low barrier solution for Data Providers. Service Providers use the OAI interfaces of the Data Providers to harvest and store metadata. Note that this means that there are no live search requests to the Data Providers; rather, services are based on the harvested data via OAI-PMH. Koha at present can only act as a Data Provider. It can not harvest from other repositories. The biggest stumbling block to having Koha harvest from other repositories is that MARC is the only metadata format that Koha indexes natively. Visit http://www.oaforum.org/tutorial/english/page3.htm for diagrams of how OAI-PMH works.
Learn more about OAI-PMH at: http://www.openarchives.org/pmh/
1.1.16.2.2. OAI-PMH:archiveID
Default: KOHA-OAI-TEST
Asks: Identify records at this site with the prefix ___ :
1.1.16.2.3. 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.
1.1.16.2.4. 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.

1.2. Basic Parameters

Get there: More > Administration

Important

Configure all 'parameters' in the order they appear.

1.2.1. Libraries & Groups

When setting up your Koha system you will want to add information for every library that will be sharing your system. This data is used in several areas of Koha.
  • Get there: More > Administration > Basic Parameters > Libraries, branches 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.

1.2.1.1. Adding a Library

To add a new library:
  • Click 'New Library'
  • Fill in the data requested on the form that follows
    • Important

      Be sure to enter a library email address to make sure that notices are sent to and from the right address
    • Important

      An IP address is required if you have enabled AutoLocation
    • 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.
    • The address and contact fields can be used to make notices custom for each branch
    • If the URL field is populated then the library name will be linked in the holdings table on the OPAC
    • Note

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

1.2.1.2. Editing/Deleting a Library

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

Important

You will be unable to edit the 'Library code'

1.2.1.3. Adding a group

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

1.2.2. 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.

1.2.2.1. Adding Item Types

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

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

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

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

1.2.2.2. Editing Item Types

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

Important

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

1.2.2.3. Deleting Item Types

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

Important

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

1.2.3. Authorized Values

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

1.2.3.1. 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 notes that appear on the circulation screen and the OPAC
  • Bsort1
    • Used for patron statistical purposes
  • Bsort2
    • Used for patron statistical purposes
  • CART
  • CCODE
    • Collection codes (appears when cataloging and working with items)
  • DAMAGED
    • Descriptions for items marked as damaged (appears when cataloging and working with items)
  • HINGS_AS
    • General Holdings: Acquisition Status Designator :: This data element specifies acquisition status for the unit at the time of the holdings report.a
  • HINGS_C
    • General Holdings: Completeness Designator
  • HINGS_PF
    • Physical Form Designators
  • HINGS_RD
    • General Holdings: Retention Designator :: This data element specifies the retention policy for the unit at the time of the holdings report.
  • HINGS_UT
    • General Holdings: Type of Unit Designator
  • LOC
    • Shelving location (usually appears when adding or editing an item)
  • LOST
    • Descriptions for the items marked as lost (appears when adding or editing an item)
    • Important

      Values given to lost statuses should be numeric and not alphabetical in order for statuses to appear properly
  • MANUAL_INV
    • Values for manual invoicing types
  • 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
  • RESTRICTED
    • Restricted status of an item
  • SUGGEST
    • List of patron suggestion reject or accept reasons (appears when managing suggestions)
  • WITHDRAWN
    • Description of a withdrawn item (appears when adding or editing an item)
  • YES_NO
    • A generic authorized value field that can be used anywhere you need a simple yes/no pull down menu.

1.2.3.2. Add new Authorized Value Category

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

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

        Authorized value is limited to 80 characters and cannot have spaces or special characters other than underscores and hyphens in it.
    • Use the Description field for the actual value that will be entered
  • Click 'Save'
  • Your new category and value will appear on the list of Authorized Values

1.2.3.3. Add new Authorized Value

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

      Authorized value is limited to 80 characters and cannot have spaces or special characters other than underscores and hyphens in it.
  • Use the Description field for the actual value that will be entered
  • Click 'Save'
  • The new value will appear in the list along with existing values

1.3. Patrons & Circulation

Settings for controlling circulation and patron information.

1.3.1. Patron Categories

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

1.3.1.1. Adding a patron category

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

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

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

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

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

      This field is required in order to save your patron category. If left blank you will be presented with an error.
  • Some patron categories can have a minimum age (in years) requirement associated with them, enter this age in the 'Age required'
  • Patron categories can also have a maximum age (in years) associated with them (such as children), enter this age in the 'Upperage limit'
  • If you charge a membership fee for your patrons (such as those who live in another region) you can enter that in the 'Enrollment fee' field.
    • Important

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

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

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

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

      Requires that you have EnhancedMessagingPreferences enabled
    • Important

      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

1.3.2. Cities and Towns

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

1.3.2.1. 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.

1.3.2.2. Viewing Cities on Patron Add Form

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

1.3.3. Road Types

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

Note

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

1.3.3.1. Adding Road Types

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

1.3.3.2. Viewing Road Types on Patron Add form

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

1.3.4. Patron Attribute Types

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

1.3.4.1. Adding Patron Attributes

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

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

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

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

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

      an authorized value list is not enforced during batch patron import.
  • 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

1.3.4.2. Editing/Deleting Patron Attributes

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

1.3.5. Circulation and Fine Rules

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

Note

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

Important

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

1.3.5.1. Default Circulation Rules

Using the issuing rules matrix you can define rules that depend on patron/item type combos. To set your rules, choose a library from the pull down (or 'all libraries' if you want to apply these rules to all branches):
From the matrix you can choose any combination of patron categories and item types to apply the rules to
  • First choose which patron category you'd like the rule to be applied to. If you leave this to 'All' it will apply to all patron categories
  • Choose the 'Item Type' you would like this rule to apply to. If you leave this to 'All' it will apply to all item types
  • Limit the number of items a patron can have checked out at the same time by entering a number in the 'Current Checkouts Allowed' field
  • Define the period of time and item can be checked out to a patron by entering the number of days in the 'Loan Period' box.
  • 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).
  • The 'Fine Grace Period' is the period of time an item can be overdue before you start charging fines.
  • Enter the 'Fine Charging Interval' in days (ex. charge fines every 1 day, or every 2 days)
  • 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
  • Next decide if the patron can renew this item type and if so, enter how many times they can renew it in the 'Renewals Allowed' box
  • If the patron can place holds on this item type, enter the total numbers of items (of this type) that can be put on hold in the 'Holds Allowed' field
  • Finally, if you charge a rental fee for the item type and want to give a specific patron type a discount on that fee, enter the percentage discount (without the % symbol) in the 'Rental Discount' field
When finished, click 'Add' to save your changes. To modify a rule, create a new one with the same patron type and item type. If you would like to delete your rule, simply click the 'Delete' link to the right of the rule.
To save time you can clone rules from one library to another by choosing the clone option above the rules matrix.
After choosing to clone you will be presented with a confirmation message.

1.3.5.2. Default Checkouts and Hold Policy

You can set a default maximum number of checkouts and hold policy that will be used if none is defined below for a particular item type or category.
From this menu you can set a default to apply to all item types and patrons in the library.
  • In 'Total Current Checkouts Allowed' enter the total number of items patrons can have checked out at one time
  • Control where patrons can place holds from using the 'Hold Policy' menu
    • From Any Library: Patrons from any library may put this item on hold. (default if none is defined)
    • From Home Library: Only patrons from the item's home library may put this book on hold.
    • No Holds Allowed: No patron may put this book on hold.
  • Once your policy is set, you can unset it by clicking the 'Unset' link to the right of the rule

1.3.5.3. Checkouts Per Patron

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

Note

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

1.3.5.4. Item Hold Policies

For this library, you can edit rules for given itemtypes, regardless of the patron's category. Currently, this means hold policies.
The various 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.

1.3.6. Library Transfer Limits

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

1.3.7. Item Circulation Alerts

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

Important

These preference can be overwritten 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.

1.4. Catalog Administration

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

1.4.1. MARC Bibliographic Frameworks

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

Important

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

1.4.1.1. Add New Framework

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

1.4.1.2. Edit Existing Frameworks

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

1.4.1.3. Add subfields to Frameworks

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

1.4.1.4. Edit Framework Subfields

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

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

1.4.1.5. Import/Export Frameworks

Next to each framework is a link to either import or export the framework.
1.4.1.5.1. 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.
1.4.1.5.2. Import Framework
An easy way to create a new framework is to import it from another Koha database. To import a framework you first need to create a new framework. Once you have that framework, click 'Import' to the right of the new framework.
You will be prompted to find a file on your computer to import into the framework.
You will be asked to confirm your actions before the file is imported.
As your file is uploaded you will see an image that will confirm that the system is working.
Once your import is complete you will be brought to the framework edit tool where you can make any changes you need to the framework you imported.

1.4.2. Koha to MARC Mapping

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

Important

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

1.4.3. Keywords to MARC Mapping

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

1.4.4. MARC Bibliographic Framework Test

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

1.4.5. Authority Types

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

1.4.6. Classification Sources

Savitra Sirohi

Nucsoft OSS Labs

Nicole C. Engard

Fixed typos, changed content where necessary and added new screenshots. 
August 2010
Source of classification or shelving scheme is an Authorized Values category that is mapped to field 942$2 in Koha's MARC Bibliographic frameworks.
  • 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

1.4.6.1. Adding/Editing Classification Sources

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

1.4.6.2. Classification Filing Rules

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

1.4.7. Record Matching Rules

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

1.4.7.1. Sample Record Matching Rule: Control Number

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

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

1.5. Acquisitions

  • Get there: More > Administration > Acquisitions

1.5.1. Currencies and Exchange Rates

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

Note

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

1.5.2. Budgets

Budgets are the top level used for tracking accounting values related to acquisitions.
  • Get there: More > Administration > Acquisitions > Budgets
An example would be to create a budget for the current year and then breaking that into Funds for different areas of the library.

1.5.2.1. Add a budget

To add a 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.

1.5.3. Funds

  • Get there: More > Administration > Acquisitions > Funds

1.5.3.1. Add a Fund

A fund is added to a budget.

Important

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

1.5.3.2. 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 minus sign (-) to the right (or below as in the screenshot above) the dates. To add more columns you can click the plus sign (+) found above the 'Auto-fill row' buttons.
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.

1.6. Additional Parameters

  • Get there: More > Administration > Additional Parameters

1.6.1. Stop Words

Important

If NoZebra is set to 'Use' this option will not appear on the administration menu
Stop words are words that you want the search system to ignore.
  • >Get there: More > Administration > Additional Parameters > Stop Words
Koha comes with a standard list of stop words that can be edited by visiting the Stop Word administration area.
To add a new stop word to the list, click the 'New Stop Word' button and add the word you'd like ignored

Important

If you change something in this table, ask your administrator to run misc/batchRebuildBiblioTables.pl script.

1.6.2. Z39.50 Servers

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

1.6.2.1. Add a Z39.50 Target

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

1.6.2.2. Suggested Z39.50 Targets

The following targets have been used successfully by other Koha libraries (in the Americas):
  • BIBLIOS z3950.biblios.net:210 bibliographic
  • BIG COUNTRY KOHA bcls.kohalibrary.com:210 bcls_koha
  • 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
  • TORONTO PUBLIC symphony.torontopubliclibrary.ca:2200 unicorn
  • TRI-UNI 129.97.129.194:7090 voyager
  • VANCOUVER PUBLIC LIBRARY z3950.vpl.ca:210 Horizon

Chapter 2. 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

2.1. News

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

2.2. Label Creator

  • Get there: More > Tools > Catalog > Label Creator
The Label Creator allow you to use layouts and templates which you design to print a nearly unlimited variety of labels including barcodes. Here are some of the features of the Label Creator module:
  • Customize label layouts
  • Design custom label templates for printed labels
  • Build and manage batches of labels
  • Export single or multiple batches
  • Export single or multiple labels from within a batch
  • Export label data in one of three formats:
    • PDF - Readable by any standard PDF reader, making labels printable directly on a printer
    • CSV - Export label data after your chosen layout is applied allowing labels to be imported in to a variety of applications
    • XML - Included as an alternate export format
At the top of each screen within the Label Creator, you will see a toolbar allowing quick access to relevant functions. The menu to the left of each screen also allows easy access to the different sections of the Label Creator. The breadcrumb 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.

2.2.1. 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.

2.2.1.1. Add a Template

To add a new template, you want to click on the 'Templates' button at the top of your page and choose 'New Template'
Using the form that appears you can define the template for your sheet of labels or cards.
  • Template ID will be automatically generated after saving your template, this is simply a system generated unique id
  • Template Code should be something you can use to identify your template on a list of templates
  • You can use the Template Description to add additional information about the template
  • The Units pull down is used to define what measurement scale you're going to be using for the template. This should probably match the unit of measurement used on the template description provided by the product vendor.
  • The measurements, number of columns and number of rows can be found on the vendor product packaging or website.
    • Important

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

2.2.2. 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.

2.2.2.1. Add a Profile

To add a new profile, you want to click on the 'Profiles' button at the top of your page and choose 'New Profile'
Using the form that appears you can create a profile to fix any problems with your template.
  • The Printer Name and Paper Bin do not have to match your printer exactly, they are for your reference so you can remember what printer you have set the profile for. So if you want to use the Printer model number in printer name or you can call it 'the printer on my desk'
  • Template will be filled in once you have chosen which template to apply the profile to on the template edit form
  • The Units pull down is used to define what measurement scale you're going to be using for your profile.
  • Offset describes what happens when the entire image is off center either vertically or horizontally and creep describes a condition where the distance between the labels changes across the page or up and down the page
    • For these values, negative numbers move the error up and to the left and positive numbers move the error down and to the right
    • Example: the text is .25" from the left edge of the first label, .28" from the left edge of the second label and .31" from the left edge of the third label. This means the horizontal creep should be set to .03" to make up for this difference.
After saving, your profiles will appear on the 'Manage Profiles' page.
Once you have saved your new profile, you can return to the list of templates and choose to edit the template that this profile is for.

2.2.3. Layouts

  • Get there: More > Tools > Label Creator > Layouts
A layout is used to define the fields you want to appear on your labels.

2.2.3.1. Add a Layout

To add a new layout, you want to click on the 'Layouts' button at the top of your page and choose 'New Layout'
Using the form that appears you can create a profile to fix any problems with your template.
  • The name of your layout can be anything you'd like to help you identify it later.
  • If this is a barcode label you'll want to choose the encoding (Code 39 is the most common)
  • The layout type can be any combination of bibliographic information and/or barcode. For example a spine label would just be Biblio whereas a label for your circulation staff to use to checkout the book would probably be Biblio/Barcode.
  • The Bibliographic Data to Print includes any of the data fields that may be mapped to your MARC frameworks. You can choose from the preset list of fields or you can click on 'List Fields' and enter your own data. In 'List Fields', you can specify MARC subfields as a 4-character tag-subfield string: (ie. 254a for the title field), You can also enclose a whitespace-separated list of fields to concatenate on one line in double quotes. (ie. "099a 099b" or "itemcallnumber barcode"). Finally you could add in static text strings in single-quote (ie. 'Some static text here.')
  • Choose if the label maker should print out the guilde lines 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.

2.2.4. 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.

2.2.4.1. 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. Clicking 'Add item(s)' 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.

2.3. Quick Spine Label Creator

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

Note

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

2.4. Patron Card Creator

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

2.4.1. Templates

  • Get there: More > Tools > Patron Card Creator > Templates
A template is the label/card stock you are using. This might be Avery 5160 for address labels, Gaylord 47-284 for spine labels or Avery 28371 for your patron cards, just to give a couple of examples. These labels will include all of the information you will need for setting up a Koha, this information may be on the packaging, and if not it can usually be found on the vendor's website.

2.4.1.1. Add a Template

To add a new template, you want to click on the 'Templates' button at the top of your page and choose 'New Template'
Using the form that appears you can define the template for your sheet of labels or cards.
  • Template ID will be automatically generated after saving your template, this is simply a system generated unique id
  • Template Code should be something you can use to identify your template on a list of templates
  • You can use the Template Description to add additional information about the template
  • The Units pull down is used to define what measurement scale you're going to be using for the template. This should probably match the unit of measurement used on the template description provided by the product vendor.
  • The measurements can be found on the vendor product packaging or website.
  • A profile is a set of "adjustments" applied to a given template just prior to printing which compensates for anomalies unique and peculiar to a given printer (to which the profile is assigned).
    • Before picking a profile try printing some sample cards so that you can easily define a profile that is right for your printer/template combination.
    • After finding any anomalies in the printed document, create a profile and assign it to the template.
After saving, your templates will appear on the 'Manage Templates' page.

2.4.2. Profiles

  • Get there: More > Tools > Patron Card Creator > Profiles
A profile is a set of "adjustments" applied to a given template just prior to printing which compensates for anomalies unique and peculiar to a given printer (to which the profile is assigned). This means if you set a template up and then print a sample set of data and find that the items are not all aligned the same on each card, you need to set up a profile for each printer to make up for the differences in printing styles, such as the shifting of text to the left, right, top or bottom.
If your cards are printing just the way you want, you will not need a profile.

2.4.2.1. Add a Profile

To add a new profile, you want to click on the 'Profiles' button at the top of your page and choose 'New Profile'
Using the form that appears you can create a profile to fix any problems with your template.
  • The Printer Name and Paper Bin do not have to match your printer exactly, they are for your reference so you can remember what printer you have set the profile for. So if you want to use the Printer model number in printer name or you can call it 'the printer on my desk'
  • Template will be filled in once you have chosen which template to apply the profile to on the template edit form
  • The Units pull down is used to define what measurement scale you're going to be using for your profile.
  • Offset describes what happens when the entire image is off center either vertically or horizontally and creep describes a condition where the distance between the labels changes across the page or up and down the page
    • For these values, negative numbers move the error up and to the left and positive numbers move the error down and to the right
    • Example: the text is .25" from the left edge of the first label, .28" from the left edge of the second label and .31" from the left edge of the third label. This means the horizontal creep should be set to .03" to make up for this difference.
After saving, your profiles will appear on the 'Manage Profiles' page.
Once you have saved your new profile, you can return to the list of templates and choose to edit the template that this profile is for.

2.4.3. Layouts

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

2.4.3.1. Add a Layout

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

2.4.4. Batches

  • Get there: More > Tools > Patron Card Creator > Batches
A batch is a collection of patrons for whom you want to generate cards.

2.4.4.1. Add a Batch

To add a new batch, you want to click on the 'Batches' button at the top of your page and choose 'New Batch'

2.4.5. 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.

2.5. Calendar & Holidays

  • 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

2.5.1. 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
    • 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.
    • Finally decide if this event should be applied to all libraries or just the one you have originally selected
  • After saving you will see the event listed in the summary to the right the calendar

2.5.2. 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. Both 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.

2.5.3. 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

2.6. Comments/Reviews

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

2.7. Tag Moderation

  • Get there: More > Tools > Patrons and Circulation > Tags
Depending on your tagging system preferences, librarians may need to approve tags before they are published on the OPAC. This is done via the Tag Moderation Tool. If there are tags awaiting moderation they will be listed on the main staff dashboard under the Tools label:
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 approve a tag, you can either click the 'Approve' button inline 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 inline 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

2.8. 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.

2.8.1. Add CSV Profiles

To add a CSV Profile
  • Click 'CSV Profiles' from the Tools menu
    • The 'Profile name' will appear on the export pull down list when choosing 'Download' from your cart or list
    • The 'Profile description' is for your own benefit
    • The 'CSV separator' is the character used to separate values and value groups
    • The 'Field separator' is the character used to separate duplicate fields
      • Example: You may have multiple 650 fields
    • The 'Subfield separator' is the character used to separate duplicate subfields
      • Example: You may have multiple $a subfields in a field
    • The 'Encoding' field lets you define the encoding used when saving the file
    • Finally format your CSV file using the 'Profile marcfields' fields
      • Define which fields or subfields you want to export, separated by pipes. Example : 200|210$a|301
      • Note

        You can also use your own headers (instead of the ones from Koha) by prefixing the field number with an header, followed by the equal sign. Example : Personal name=200|Entry element=210$a|300|009

2.8.2. Modify CSV Profiles

Once you have created at least one CSV Profile an 'Edit profile' tab will appear next to the 'New profile' button.
  • Choose the profile you would like to edit and alter the necessary fields.
  • To delete a profile, check the 'Delete selected profile' option before clicking 'Submit Query'

2.8.3. Using CSV Profiles

Your CSV Profiles will appear on the export list or cart menu under the 'Download' button

2.9. Stage MARC Records for Import

  • Get there: More > Tools > Catalog > Stage MARC records for import
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
    • Choose the character encoding
      • If you leave this set to Default Koha will try to guess the encoding, but it should be noted that this is almost always wrong for non-UTF8 records with non-ASCII characters. Specifying a character set is much more reliable if you're not using UTF-8.
    • Choose whether or not you want to look for matching records
    • Next choose what to do with matching records if they are found
    • Finally choose what to do with records that are unique
    • Next you can choose whether or not to import the item data found in the MARC records
  • 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

2.10. Staged MARC Record Management

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

2.11. Export Bibliographic and Holdings Data (MARC Export)

  • Get there: More > Tools > Catalog > Export Bibliographic and Holdings Data
Koha comes with a tool that will allow you to export your bibliographic and/or holdings data in bulk. This can be used to send your records to fellow libraries, organizations or services; or simply for backup purposes.
  • Fill in the form in order to limit your export to a specific range (all fields are optional)
    • Choose to limit your export by any one or more of the following options
      • Limit to a bib number range
      • Limit to a specific item type
      • Limit to a specific library
      • Limit to a call number range
      • Limit to an acquisition date range
    • Next choose what to skip when exporting
      • By default items will be exported, if you would like to only export bibliographic data, check the 'Don't export items' box
      • To limit your export only to items from the library you're logged in as (if you leave the 'Library' field set to 'All') or to the library you selected above check the 'Remove non-local items' box
      • You can also choose what fields you don't want to export. This can be handy if you're sharing your data, you can remove all local fields before sending your data to another library
    • Finally choose the file type and file name
      • Choose to export your data in marc or marcxml format
      • Choose the name you want your file to save as
    • Click 'Export'

2.12. Patron Import

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

2.12.1. Creating Patron File

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

Important

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

Important

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

Important

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

Note

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

2.12.2. Importing Patrons

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

2.13. Patrons (anonymize, bulk-delete)

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

Important

Patrons with outstanding fines or items checked out are not saved. They are not completely removed from the system (moved to the delete_borrowers table), but this tool does not provide as many checks as one may desire.
To either delete or anonymize patrons
  • Check the task you would like to perform (Delete or Anonymize)
  • Enter a date before which you want to alter the data
  • Click 'Next'
  • A confirmation will appear asking if you're sure this is what you want to happen
  • Clicking 'Finish' will delete or anonymize your data

2.14. Upload Patron Images

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

Important

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

2.15. Task Scheduler

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

2.15.1. 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.

2.16. Notices

  • Get there: More > Tools > Patrons and Circulation > Notices
All notices sent by Koha can be customized using the Notices Tool. The system comes with several predefined templates that will appear when you first visit the Notices 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.

2.16.1. Adding Notices

To add a new notice
  • Click 'New Notice'
  • Choose the module this notice is related to
  • The Code is limited to 20 characters
  • Use the name field to expand on your Code
  • Message Subject is what will appear in the subject line of the email
  • In the message body feel free to type whatever message you feel is best, use the fields on the left hand side to enter individualized data from the from database.
    • Important

      On overdue notices make sure to use <<items.content>> to print out the data related to all items that are overdue. The other option 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: <fine>USD</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>>

2.16.1.1. Notice Markup

When creating your overdue notices there are two tags in addition to the various database fields that you can use in your notices.

Important

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

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

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

2.16.2. Existing Notices

Among the default notices are notices for several common actions within Koha, here are some of what those notices do
  • ACCTDETAILS
    • Sent to patrons when their account is set up if the AutoEmailOPACUser preference is set to 'Send'
  • ACQCLAIM (Acquisition Claim)
    • Used in the claim acquisition module
    • Get there: More > Acquisitions > Late issues
  • HOLD (Hold Available for Pickup)
    • This notice is used if two criteria are met:
      1. The EnhancedMessagingPreferences is set to 'Allow'
      2. The patron has requested to receive this notice
        • Get there: OPAC > Login > my messaging
        • Get there: Staff Client > Patron Record > Notices
  • HOLDPLACED (a notice to the library staff that a hold has been placed)
  • HOLD_PRINT (Printed notice when hold available for pickup)
    • This notice is used for hold confirmation notices that are sent out in print format. This will not effect what the email notice looks like.
  • ODUE (Overdue Notice)
  • RLIST (Routing List)
    • Used in the serials module to notify patrons/staff of new issues of a serial
    • You have the option to select the 'Routing List' notice when creating a new subscription (Choose from the 'Patron notification' drop down).
    • Note

      Notice also that if you'd like to notify patrons of new serial issues, you can click on 'define a notice' which will take you to the 'Notices' tool

2.17. Overdue Notice/Status Triggers

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

Important

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

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

2.18. Log Viewer

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

2.19. Inventory/Stocktaking

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

2.20. Batch item modification

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

2.21. Batch item deletion

  • Get there: More > Tools > Catalog > Batch item deletion
This tool will allow you to delete a batch of item records from Koha.
From the tool you can choose to upload a file of barcodes or item ids, or you can scan items one by one into the box below the upload tool. Once you have your file uploaded or the barcodes listed 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 before clicking 'Go.' If the items are checked out you will be presented with an error after clicking 'Go' 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.

Chapter 3. Patrons

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

3.1. Add a new patron

Patrons are added by going to the 'Patrons' module.
  • Click 'New'
  • First enter the identifying information regarding your patron
  • Next enter the contact information
    • For contact information, note that the primary phone and email addresses are the ones that appear on notices and slips printed during circulation (reciepts, 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.
  • 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.
    • 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.

3.2. Add a Staff Patron

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

Important

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

3.3. Add a Statistical Patron

To track in house use of items you will need a patron of the Statistical type. First you 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.

3.4. Duplicate a Patron

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

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

3.5. Editing Patrons

Patrons in Koha can be edited using one of many edit buttons.
  • To edit the entire patron record simply click the 'Edit' button at the top of the patron record.
  • To only change the patron's password, click the 'Change Password' button
    • Patron passwords are encrypted and cannot be recovered by the library staff
    • This form will automatically generate a random password, this password is not the patron's current password, just a new random password
  • To edit a specific section of the patron record (for example the Library Use section) click the 'Edit' link below the section
  • A patron image can be added by browsing for the image on your machine from the 'Manage Patron Image' section
    • This form will not appear if you have the patronimages system preference to not allow patron images
    • To add patron images in bulk, use the Upload Patron Images Tool
  • Patrons can also be blocked from checking items out by setting Patron Flags
    • If you would like your circulation staff to confirm a patron's address before checking items out to the patron, you can see the 'Gone no Address' flag
    • If you would like to bar a patron from the library you can set the 'Restricted' flag
    • If the patron reports that they have lost their card you can set the 'Lost Card' flag to prevent someone else from using that card to check items out
  • Children patrons do not become adults automatically in Koha. To upgrade a child patron to and adult patron category click on the 'More' menu and choose 'Update Child to Adult Patron'

3.6. Patron Permissions

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

Important

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

3.6.1. Setting Patron Permissions

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

3.6.2. Patron Permissions Defined

  • superlibrarian
    • Access to all functions within the staff client
      • Note

        With this selected there is no need to choose any other permissions
  • circulate
    • Ability to check (issue) books out and in and access the 'Circulation' page in the staff client
    • This section can be expanded (Learn more)
  • catalogue
    • Allows staff members to search the catalog via the staff client
    • Must be given to all staff members to allow them to login to the staff client
  • parameters
    • Provides access to all areas of the Administration menu
  • borrowers
    • Allows staff members to add or modify patrons (with the exception of setting permissions)
  • permissions
    • Ability to set patron permissions
  • reserveforothers
    • Ability to place holds on books for patrons via the staff interface
    • This section can be expanded (Learn more)
  • borrow
    • Grants staff members the rights to borrow books from the library
  • editcatalogue
    • Ability to catalog items (add and edit bibliographic and holdings data)
    • This section can be expanded (Learn more)
  • updatecharges
    • Manage patron accounts (including paying fines, adding credits, and creating invoices)
  • acquisition
    • Provides access to the acquisitions and patron purchase suggestion modules
    • This section can be expanded (Learn more)
  • management
    • No longer in use
  • tools
    • Access to all items in the Tools section of the staff client
    • This section can be expanded (Learn more)
  • editauthorities
    • Provides access to edit the authority record
  • serials
    • Allows access to the serials module
    • This section can be expanded (Learn more)
  • reports
    • Allow access to the Reports module (ability to create, edit and run all reports)
    • Reports found on the Circulation page are not controlled by this permission
    • This section can be expanded (Learn more)
  • staffaccess
    • Provides the ability to modify login / permissions for staff users
    • Important

      Requires the borrowers permission above

3.6.2.1. Granular Circulate Permissions

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

3.6.2.2. Granular Holds Permissions

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

3.6.2.3. Granular Cataloging Permissions

If the staff member has 'editcatalogue' permissions they have the ability to perform all of these actions. If you would like to control cataloging permissions on a more granular level choose from these options:

3.6.2.4. Granular Acquisitions Permissions

If the staff member has 'acquisition' permissions they have the ability to perform all of these actions. If you would like to control acquisitions permissions on a more granular level choose from these options:
  • budget_add_del
    • Ability to add and delete budgets (not modify)
  • budget_manage
    • Manage budgets
  • budget_modify
    • Ability to edit existing budgets (not to add or delete)
  • contracts_manage
    • Manage contracts
  • group_manage
    • Manage orders and basket groups
  • order_manage
    • Manage orders and baskets
  • order_receive
    • Manage orders and baskets
  • period_manage
    • Manage periods
  • planning_manage
    • Manage budget planning
  • vendors_manage
    • Manage vendors

3.6.2.5. Granular Serials Permissions

If the staff member has 'serials' permissions they have the ability to perform all of these actions. If you would like to control serials permissions on a more granular level choose from these options:
  • check_expiration
    • Check the expiration of a serial
  • claim_serials
    • Claim missing serials
  • create_subscription
    • Create a new subscription
  • delete_subscription
    • Delete an existing subscription
  • edit_subscription
    • Edit (but not delete or create) an existing subscription
  • receive_serials
    • Receive serials on existing subscriptions
  • renew_subscription
    • Renew an existing subscription
  • routing
    • Manage routing lists

3.6.2.6. Granular Tools Permissions

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

3.6.2.7. Granular Reports Permissions

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

3.7. Patron Information

When viewing a patron record you have the option to view information from one of many tabs found on the left hand side of the record.

3.7.1. Check Out

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

3.7.2. Details

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

3.7.2.1. Circulation Summary

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

3.7.3. Fines

The patron's complete accounting history will appear on the Fines tab. Contrary to its name, the Fines tab does not just show fine data, it also shows membership fees, rental fees, reserve fees and any other charge you may have for patrons.

3.7.3.1. Charging Fines/Fees

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

3.7.3.2. Pay/Reverse Fines

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

3.7.3.3. Creating Manual Invoices

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

3.7.3.4. Creating Manual Credits

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

3.7.3.5. Printing Invoices

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

3.7.4. Circulation History

The circulation history tab will appear if you have set the intranetreadinghistory preference to allow it to appear. If you have the OPACPrivacy system preference set to 'Allow' and the patron has decided that the library cannot keep this information this tab will only show currently checked out items.

3.7.5. Modification Log

If you have set your BorrowersLog to track changes to patron records, then this tab will appear. The Modification Log will show all changes made to the patron record.
  • The Librarian field shows the patron number for the librarian who made the changes
  • The Object field lists the patron that is being modified (in the example above, it was my changing my own record)

3.7.6. 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.

3.8. Patron Search

Clicking on the link to the Patron module will bring you to a search/browse screen for patrons. From here you can search for a patron by entering any part of their name, username, email address or barcode in the search box at the top.
If you want to search for more than just a part of a patron name, username, email address or barcode, you can click the plus sign [+] to the right of the search box.
You can also browse through the patron records by clicking on the linked letters across the top.

Chapter 4. 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

4.1. Check Out (Issuing)

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

4.1.1. Checking Items Out

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

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

4.1.1.1. Printing Receipts

Once you have checked out all of the items for the patron you can print them a receipt by choosing one of two methods.
The first is that 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.'
The second is that you can click the Print button at the top of the screen and choosing 'Print Slip' or '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 'Quick Slip' will print only the items that were checked out today.

4.1.1.2. Clear Patron Information

When you're done checking an item out if you have the DisplayClearScreenButton preference set to 'Show' you can clear the current patron by clicking the X in the top right of the patron's info to remove the current patron from the screen and start over.

4.1.2. Check Out Messages

There are times when Koha will prevent the librarian from being able to check out items to a patron. When this happens a warning will appear notifying the librarian of why the patron cannot check items out.
  • Patron owes too much in fines
    • You can set the amount at which patron checkouts are blocked with the noissuescharge system preference
  • Patron has been barred from the library
  • Patron needs to confirm their address
    • This can be set by the librarian editing a patron record and adding a flag
  • Patrons has lost their library card
    • This can be set by the librarian editing a patron record and adding a flag

4.1.3. Check Out Warnings

Sometimes checkouts will trigger warning messages that will appear in a yellow box above the check out field. These warnings need to be acknowledged before you will be able to continue checking items out.
  • Patron has outstanding fines
  • Item on hold for someone else
  • Item should be on the hold shelf waiting for someone else
  • Item already checked out to this patron
  • Item checked out to another patron
  • Item not for loan
  • Patron has too many things checked out
  • Item cannot be renewed
  • Barcode not found

4.2. Renewing

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

4.3. Check In (Returning)

Checking in items can be performed from various different locations
  • The check in box on 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)

4.3.1. Checking Items In

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

4.3.2. Check In Messages

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

4.4. Circulation Messages

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

4.4.1. Setting up Messages

Circulation messages are set up as Authorized Values. To add or edit Circulation Messages you want to work with the BOR_NOTES value.

4.4.2. Adding a Message

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

4.4.3. Viewing Messages

Circulation messages meant for the staff will appear on the patron's checkout screen.
Circulation messages meant for the patron will appear when they log into the OPAC.

4.5. Holds

4.5.1. Placing Holds in Staff Client

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

4.5.2. Managing Holds

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

Note

Depending on how you have your HidePatronName system preference set the list may show patron names instead of card numbers in the Patron column like in the image above.
To rearrange or delete holds, simply make a selection from the 'Priority' pull down or click the arrows to the right of the priority pull down.
To delete or cancel a hold, choose 'del' from the menu or click the red 'X' to the right of the hold line.
Clicking the down arrow to the right of the hold will stick the hold at the bottom of the list even if more requests are made.
For example, your library has home-bound patrons that are allowed to keep books out for months at a time. It would not be fair to other patrons if a home-bound patron were able to check out a brand new book and keep it for months. For this reason, the home-bound patron's hold request would stay at the bottom of the queue until everyone else who wanted to read that book has already done so.
Once you have made your changes, click the 'Update hold(s)' button and your changes will be saved.

4.5.3. Receiving Holds

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

4.6. Transfers

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

4.7. Set Library

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

4.8. Fast Add Cataloging

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

4.9. Circulation Reports

4.9.1. Holds Queue

This report will show you all of the holds at your library. To generate this report, you must have the Build Holds Queue cron job running.

4.9.2. Holds to pull

This report will show you all of the items that have holds on them that are available at the library for pulling.
This report will be generated based on a few system preferences:
    • Allows the library to specify a list of library location codes -- if used alone, it will rank the list statically, selecting the top-ranking available location to be added to the picklist.
    • If 'RandomizeHoldsQueueWeight' and 'StaticHoldsQueueWeight' are set, the list of library codes in the 'StaticHoldsQueueWeight' system preference are randomized rather than statically ranked. If RandomizeHoldsQueueWeight alone is set, the list of all available library codes is used to randomize the weight.
If neither 'RandomizeHoldsQueueWeight' or 'StaticHoldsQueueWeight' is set, the holds queue is statically ranked according to how they are pulled out of the system database.
You can limit the results you see by using the Refine box on the left side of the page:

4.9.3. Holds awaiting pickup

This report will show all of the holds that are waiting for patrons to pick them up.
Items that have been on the hold shelf longer than you normally allow (based on the ReservesMaxPickUpDelay preference value) will appear on the 'Holds Over' tab, they will not automatically be cancelled.

4.9.4. Hold ratios

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

4.9.5. Transfers to receive

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

Important

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

4.9.6. Overdues

Important

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

Note

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

4.9.7. Overdues with fines

4.10. Tracking Inhouse Use

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

Note

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

4.11. In Processing / Book Cart Locations

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

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

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

4.12. Self Checkout

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

Note

Create a staff patron specifically for this action so that you don't leave a real staff client logged into a computer all day
There is no link to the Self Checkout module, but a simple addition to the intranetuserjs system preference can add one.
$(document).ready(function(){ $("#login
      #submit").parent().after("<p><a
      href=\"http://YOUR_KOHA_OPAC_URL/cgi-bin/koha/sco/sco-main.pl\"
      target=\"_blank\">Self-Checkout</a></p>"); });
The link will then appear at the bottom of the log in page:
You can also access this module by going to : http://YOUR_KOHA_OPAC_URL/cgi-bin/koha/sco/sco-main.pl
When on the self checkout page depending on your value in the SelfCheckoutByLogin preference you will be asked to enter you cardnumber
or your username and password:
Once you're logged in to the self check module you will be asked to scan the items you are checking out
As you scan items they will appear below the barcode box
When you are finished scanning items it is important to click the 'Click here if done' button to log the patron out and prepare for the next patron.
When attempting to check items out there are some instances where error messages will appear and the patron will be directed to the librarian. This will happen even if you are allowing overrides on circulation functions. Only a librarian can override a circulation block and so patrons must go to the librarian for help in these situations.

4.13. Offline Circulation Utility

4.13.1. Firefox Plugin

There is a plugin for Firefox that can be used for Offline Circulation: https://addons.mozilla.org/en-US/firefox/addon/14399
Once installed there will be an icon for the Offline Circulation Tool in the status bar at the bottom of your Firefox Window.
Additional instructions for using this Plugin can be found on the Koha Wiki: http://wiki.koha-community.org/wiki/Offline_circulation_firefox_plugin

4.13.2. Offline Circ Tool for Windows

The Offline Circulation Utility can be downloaded at: http://millruntech.com/koha/koha-tools/koha-offline-circulation

4.13.3. Upload Offline Circ File

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

Chapter 5. Cataloging

Before you start cataloging in Koha you're going to want to do some basic setup. Refer to the Implementation Checklist for a full list of these things. Most importantly you're going to want to make sure that your Frameworks are all defined the way you want. Once in the cataloging module you will not be able to add or remove fields and subfields so your frameworks must be ready before you start cataloging.

5.1. Bibliographic Records

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

5.1.1. Adding Records

Records can be added to Koha via original or copy cataloging. If you would like to catalog a record using a blank template
  • Click 'New Record'
    • Choose the framework you would like to base your record off of
If you want to catalog a record based on an existing record at another library
  • Click 'z39.50 Search'
    • Search for the item you would like to catalog
      • Note

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

5.1.2. Adding Analytic Records

Libraries sometimes make journal articles and articles within monographs and serials accessible to library patrons through analytics cataloging. Analytics cataloging creates separate bibliographic records for these articles, chapters, sections, etc. found within a larger resource such as a book, an article within a journal, newspaper or serial. In analytics cataloging, although a separate bib record is created for the title, it is not physically separated from the host item.  Learn more about Analytics in Chapter 13 of AACR2.
If you would like to catalog analytic records in Koha you first need to update the EasyAnalyticalRecords preference to 'Display.'
After cataloging your analytic record (see Adding Records for more on creating records) click 'Edit' from the normal view and choose to 'Link to Host Item'
This will prompt you to enter the barcode for the item this record should be linked to.
After entering the item's barcode and clicking 'Select' you will receive a confirmation message.
The record will now have the 773 field filled in properly to complete the link.
If you have linked an analytic record incorrectly you can remove that link by editing the item on the analytic record (not the host record). To do this, go to the analytic record and click the 'Edit' button and choose to 'Edit items'. To the left of each item you will see two options.
  • Clicking 'Edit in Host' will allow you to edit the item on the host record.
  • Clicking 'Delink' will remove the 773 field and the link between the analytic and the host.
To view all of the items tied to the host record, do a search for the record, click the Analytics tab on the left and the analytics tied to each barcode will be shown under the "Used in" column.

Note

It is also possible to create analytic records from this screen by clicking on "Create Analytics"
You can also see the analytics attached to this record by clicking the 'Show Analytic' link towards the top of the record in the normal view.

5.1.3. Editing Records

To edit a record you can click 'Edit Biblio' from the search results on the cataloging page
or by clicking the Edit button on the Bibliographic Record and choosing 'Edit Record'
The record will open in the MARC editor
The alternative is to search via Z39.50 to overlay your record with a fuller record found at another library. You can do this by choosing 'Replace Record via Z39.50' from the Edit menu.
Once you choose that you will be brought to a Z39.50 search window to search other libraries for the record in question.
Once you have made your edits (via either method) you can click 'Save' at the top left of the editor.

5.1.4. Duplicating Records

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

5.1.5. Merging Records

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

5.2. Item Records

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

5.2.1. Adding Items

After saving a new bibliographic record, you will be redirected to a blank item record so that you can attach an item to the bibliographic record. You can also click 'Add Holdings' from the cataloging search results
or you can add new item at any time by clicking 'New' on the bibliographic record and choosing 'New Item'
The item edit form will appear:
At the very least, if you plan on circulating the item, the following fields should be entered for new items:
  • 2 - Source of classification
  • a - Permanent location
  • b - Current location
  • o - Full call number
  • p - Barcode
  • v - Cost, replacement price
    • This value will be charged to patrons when you mark an item they have checked out as 'Lost'
  • y - Koha item type
Below the add form there are 3 buttons for adding the item
  • Add Item will add just the one item
  • Add & Duplicate will add the item and fill in a new form with the same values for your to alter
  • Add Multiple Copies will ask how many copies and will then add that number of copies adding +1 to the barcode so each barcode is unique
Your added items will appear above the add form once submitted
Your items will also appear below the bibliographic details on the bib record display.
If you have SpineLabelShowPrintOnBibDetails set to 'Display' then there will also be a link to print a quick spine label next to each item.

5.2.2. Editing Items

Items can be edited in several ways.
  • Clicking 'Edit' and 'Edit Items' from the bibliographic record
  • Clicking 'Edit Items' beside the item on the 'Items' tab
The edit menu is also where items can be deleted from:

5.2.2.1. Quick Item Status Updates

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

5.2.3. Moving Items

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

5.2.4. Deleting Items

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

5.2.5. Item Specific Circulation History

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

5.3. Authorities

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

5.3.1. Adding Authorities

To add a new authority record, choose the authority type from the 'New Authority' button.
The form that appears will allow you to enter all of the necessary details regarding your authority record.
To expand collapsed values simply click on the title and the subfields will appear.

5.3.2. Searching Authorities

From the authorities page you can search for existing terms and the bibliographic records they are attached to.
From the results you will see the authority record, how many bibliographic records it is attached to, and a delete link (if there are not bibliographic records attached).
Clicking on the authority record summary will open the full record and the option to edit the record.

5.3.3. Editing Authorities

Authorities can be edited by clicking on the authority summary from the search results and then clicking the 'Edit' button above the record.
Once you've made the necessary edits, simply click 'Save' and all of the records that use this authority record will be updated.
To delete an authority record you first must make sure it's not linked to any bibliographic records. If it is not used by any bibliographic records a 'Delete' link will appear to the right of the record on the search results and as a button that appears after clicking on the summary of the authority record.

5.4. Cataloging Guides

5.4.1. Bibliographic Record Cataloging Cheat Sheet

Jared Camins-Esakov

Nicole C. Engard

Changed content where necessary. 
2010

Table 5.1. Cataloging Guide

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

5.4.2. Item/Holdings Record Cataloging Guide

This table represents the default embedded holdings data in Koha 3.4. This information can be used for migration or importing data purposes

Table 5.2. Koha Embedded Holdings Data

MARC21 Tag/subfield
Data Element
Description
Notes
952$0
Withdrawn status
Default values:
  • 0 = Not withdrawn
  • 1 = Withdrawn
Coded value, matching Authorized Value category ('WITHDRAWN' in default installation)
952$1
Lost status
Default values:
  • 0 = Available
  • 1 = Lost
  • 2 = Long Overdue (Lost)
  • 3 = Lost and Paid For
  • 4 = Missing in Inventory
  • 5 = Missing in Hold Queue
It's possible to configure OPAC so that lost items don't display with the hidelostitems system preference.
Coded value, matching Authorized Value category ('LOST' in default installation)
952$2
Classification
Classification scheme that defines filing rules used for sorting call numbers.
If no classification scheme is entered, the system will use the value entered in the DefaultClassificationSource preference.
952$3
Materials specified
Specific issues of serials or multi-part items.
Copy/volume data is stored in 952$h and $t for display in Normal views. $3 isn't displayed anywhere except the MARC view.
952$4
Damaged status
Default values:
  • 0 = Not damaged
  • 1 = Damaged
Coded value, matching Authorized Value category ('DAMAGE' in default installation)
952$5
Use restrictions
Default values:
  • 0 = No use restrictions
  • 1 = Restricted Access
Coded value, matching Authorized Value category ('RESTRICT' in default installation)
952$7
Not for loan
Default values:
  • -1 = Ordered
  • 0 = Available for loans
  • 1 = Not for Loan
  • 2 = Staff Collection
Coded value, matching Authorized Value category ('NOT_LOAN' in default installation)
952$8
Collection code
Coded value
Coded value, matching Authorized Value category ('CCODE' in default installation)
952$9
Item number
System-generated item number.
Does not display in the item record.
952$a
Owning Library **
Branch code
Required. Code must be defined in Libraries, Branches and Groups
952$b
Holding library ** (usually the same as 952$a )
Branch code
Required. Code must be defined in Libraries, Branches and Groups
952$c
Shelving location code
Coded value, matching Authorized Value category ('LOC' in default installation)
952$d
Date acquired
YYYY-MM-DD
Date formats in the 952 subfields are required to be in the system internal format for data loading and subsequent item editing: YYYY-MM-DD
952$e
Source of acquisition
Coded value or vendor string
952$g
Purchase price
Decimal number, no currency symbol
952$h
Serial enumeration caption
952$o
Koha full call number
952$p
Barcode *
Max 20 characters
952$t
Copy number
Max 32 characters
952$v
Replacement price
Decimal number, no currency symbol
952$w
Price effective from
YYYY-MM-DD
Date formats in the 952 subfields are required to be in the system internal format for data loading and subsequent item editing: YYYY-MM-DD
952$x
Nonpublic note
This is a note field for notes that will not appear in the OPAC. Right now this note does not appear anywhere but in the item edit screen in the staff client.
952$y
Koha item type **
Coded value, required field for circulation
Required. Coded value, must be defined in Item types
952$z
Public note

* - required for circulation
** - required by Koha

5.4.3. Handling On Order Items and Holds

VOKAL

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

Important

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

Note

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

Chapter 6. Serials

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

6.1. Add a subscription

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

6.2. Receive Issues

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

6.3. Create a Routing List

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

6.4. Subscriptions in Staff Client

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

6.5. Subscriptions in OPAC

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

6.6. Claim Late Serials

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

6.7. Check Serial Expiration

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

6.8. Renewing Serials

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

Chapter 7. Acquisitions

7.1. Setup

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

Note

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

7.2. Vendors

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

7.2.1. Add a Vendor

To add a vendor click the 'New Vendor' button on the Acquisitions page
The vendor add form is broken into three pieces
  • The first section is for basic information about the Vendor
    • Of these fields, only the Vendor name is required, the rest of the information should be added to help with generating claim letters and invoices
  • The second section is for information regarding your contact at the Vendor's office
    • None of these fields are required, they should only be entered if you want to keep track of your contact's information within Koha
  • The final section is for billing information
    • To be able to order from a vendor you must make them 'Active'
    • For List Prices and Invoice Prices choose the currency
    • If the vendor offers a consistent blank discount, enter that in the 'Discount' field
      • You can enter item specific discounts when placing an order
    • GST rate is for any tax the vendor may charge
    • Notes are for internal use

7.2.2. View/Edit a Vendor

To view a vendor's information page you must search for the vendor from the Acquisitions home page. Your search can be for any part of the Vendor's name:
From the results, click on the name of the vendor you want to view or edit
To make changes to the vendor, simply click the 'Edit' button.

7.2.3. Vendor Contracts

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

7.2.3.1. Add a Contract

At the top of a vendor search results page with only result or at the top of a vendor information page you will see a 'New Contract' button.
The contract form will ask for some very basic information about the contract

Important

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

7.3. Managing Suggestions

Depending on your settings in the suggestion system preference, patrons may be able to make purchase suggestions via the OPAC. When a suggestion is waiting for library review, it will appear on the Acquisitions home page in the list of links on the left of the page.
It will also appear on the main staff dashboard under the Acquisitions label:
Clicking 'Manage suggestions' will take you to the suggestion management tool. If there are no pending suggestions you can access the suggestion management tool by clicking the 'Manage suggestions' link on the menu on the left of the Acquisitions page.
Your suggestions will be sorted into three categories: Accepted, Pending, and Rejected. Each accepted or rejected suggestion will show the name of the librarian who managed the suggestion and the reason they gave for accepting or rejecting it (found under 'Status').
For libraries with lots of suggestions, there are filters on the left hand side of the Manage Suggestions page to assist in limiting the number of titles displayed on the screen.
Clicking on the blue headings will expand the filtering options and clicking '[clear]' will clear all filters and show all suggestions.
When reviewing 'Pending' suggestions you can choose to check the box next to the item(s) you want to approve/reject and then choose the status and reason for your selection. You can also choose to completely delete the suggestion by checking the 'Delete selected' box.
Another option for libraries with long lists of suggestions is to approve or reject suggestions one by one by clicking on the title of the suggestion to open a suggestion editing page.
From this form you can make edits to the suggestion (adding more details or updating incorrect information provided by the patron). You can also choose to accept or reject the suggestion on an individual basis.
  • Choosing to mark a request as 'Asked' will move the request back to the 'Pending' tab.
Reasons for accepting and rejecting suggestions are defined by the SUGGEST authorized value.
If you choose 'Others...' as your reason you will be prompted to enter your reason in a text box. Clicking 'Cancel' to the right of the box will bring back the pull down menu with authorized reasons.
Once you have clicked 'Submit' the suggestion will be moved to the matching tab. The status will also be updated on the patron's account in the OPAC and an email notice will be sent to the patron using the template that matches the status you have chosen.

7.4. Placing Orders

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

7.4.1. Create a basket

To create a basket you have several options from the vendor search results page:
From here you can choose to create a new basket by clicking 'New basket' under 'Manage orders' or by clicking 'Add basket'
When adding a basket you want to give it a name that will help you identify it later. The notes fields are optional and can contain any type of information.
If you have added contracts to the vendor you're ordering from, you will also have an option to choose which contract you're ordering these items under.
When finished, click 'Save'
Once your basket is created you are presented with several options for adding items to the order.
  • If you are ordering another copy of an existing item, you can simply search for the record in your system
    • From the results, simply click 'Order' to be brought to the order form
      • All of the details associated with the item will already be listed under 'Catalog details'
  • If you allow patrons to make purchase suggestions (learn more in the Managing Suggestions section of this manual) then you can place orders from those suggestions
    • From the results, click 'Order' next to the item you want to order and you will be presented with the order form
      • From this form you can make changes to the Catalog Details if necessary
  • To order from a record that can't be found anywhere else, choose the 'From a new (empty) record'
    • You will be presented with an empty form to fill in all of the necessary details about the item you are ordering
  • If you want to search other libraries for an item to purchase you can use the 'From an external source' option which will allow you to order from a MARC record found via a Z39.50 search
    • From the results click the Order link next to the item you want to purchase
    • If the item you're ordering from an external source looks like it might be a duplicate, Koha will warn you and give you options on how to proceed
      • From the warning you can choose to just order another copy on the existing bib record, create a new bib record, or cancel your order of this item.
    • In the order form that pops up you will not be able to edit the catalog details
  • The final option for ordering is to order from a staged record (learn more about staging records)
    • From the list of files you are presented with, choose the 'Add orders' link
      • From the list of records, click 'Add order' next to the item you want to add to your order
        • From the order form you will not be able to edit the catalog details.
      • The other option is to import all records from the staged file by scrolling below the list of records in the staged file and filling in the item information.
        • If you choose this option the Koha will look in the 020$c and grab the pricing information from that field and put that on each order line.
Once you have entered the info about the item you need to enter the Accounting information.
  • Quantity is populated by the number of items you've added to the order above
  • The list of funds is populated by the funds you have assigned in the Acquisitions Administration area
  • The currency pull down will have the currencies you set up in the Acquisitions Administration area
  • The vendor price will be used to calculate the rest of the amount fields below
  • If the price is uncertain, check the uncertain price box.
    • A basket with at least one uncertain price can't be closed
  • If you added Planning Values when creating the Fund those values will appear in the two planning value fields
Once an item is added to the basket you will be presented with a basket summary
From here you can edit or remove the items you have added.
  • Choosing to 'Delete the order' will just delete the order line, but leave the record in the catalog
  • Choosing to 'Delete order and catalog record' remove both the order line and the record in the catalog
    • The catalog record cannot always be deleted, you might see notes as to why
Also on the summary page you have the option to edit the information you entered about the basket by clicking the 'Edit basket header information' button, deleting the basket altogether by clicking the 'Delete this basket' button, or exporting your basket as a CSV file by clicking the 'Export this basket as CSV' button.
Once you're sure your basket is complete you can click 'Close this basket' button to indicate that this basket is complete and has been sent to the vendor. If you have your BasketConfirmations preference set to show a confirmation you will be asked if you're sure about closing the basket.
When closing the basket you can choose to add the basket to a group for easy printing and retrieval. If you check the box to 'Attach this basket to a new basket group' you will be brought to the group list where you can print a PDF of the order.

Important

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

Important

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

7.4.2. Create a basket group

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

7.4.3. Printing baskets

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

7.5. Receiving Orders

Orders can be received from the vendor information page
or the vendor search results page
After clicking 'Receive shipment' you will be asked to enter a vendor invoice number and a shipment received date.
The receive page will list all items still on order with the vendor regardless of the basket the item is from.
To receive a specific item, click the 'Receive' link to the right of the item.
From this form you can alter the cost information. You can also choose to only receive 1 of multiple items if only 1 arrived. Once you have made any changes necessary, click 'Save' to mark the item as received.
When you're finished receiving items you can navigate away from this page or click the 'Finish receiving' button at the bottom of the screen.
You will also see that the item is received if you view the basket.

7.6. Claims & Late Orders

If you have entered in an email address for the vendors in your system you can send them claim emails when an order is late. Before you can send claims you will need to set up an acquisitions claim notice.
Upon clicking on the link to 'Late Orders' from the Acquisitions page you will be presented with a series of filter options on the left hand side.
Once you filter your orders to show you the things you consider to be late you will be presented with a list of these items.
To the right of each late title you will be see a checkbox. Check off the ones you want a claim letter sent to and click 'Claim Order.' This will automatically send an email to the vendor at the email address you have on file.
If you would rather use a different acquisition claim letter (other than the default) you can create that in the notices module and choose it from the menu above the list of late items.

7.7. Acquisition Searches

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

7.8. Budget/Fund Tracking

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

Chapter 8. Lists & Cart

Lists are a way to save a collection of content on a specific topic or for a specific purpose. The Cart is a session specific storage space.

8.1. Lists

8.1.1. Create a List

A list can be created by visiting the Lists page and clicking 'New List'
The new list form offers several options for creating your list:
  • The name is what will appear on the list of Lists
  • You can also choose how to sort the list
  • Finally there are three types of lists you can choose from
    • A Private List is managed by you and can be seen only by you
    • A Public List can be seen by everybody, but managed only by you
    • A Open List can be seen and managed by everybody
A list can also be created from the catalog search results
  • Check the box to the left of the titles you want to add to the new list
  • Choose [New List] from the 'Add to:' pull down menu
    • Name the list and choose what type of list this is
      • A Private List is managed by you and can be seen only by you
      • A Public List can be seen by everybody, but managed only by you
      • A Open List can be seen and managed by everybody
Once the list is saved it will accessible from the Lists page and from the 'Add to' menu at the top of the search results.

8.1.2. Add to a List

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

8.1.3. Viewing Lists

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

8.1.4. Merging Bibliographic Records Via Lists

Important

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

Important

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

8.2. Cart

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

Chapter 9. Reports

9.1. Custom Reports

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

9.1.1. Add Custom Report

9.1.1.1. Guided Report Wizard

The guided report wizard will walk you through a six step process to generate a report.
Step 1: Choose the module you want to report on. This will determine what tables and fields are available for you to query.
Step 2: Choose a report type. For now, Tabular is the only option available.
Step 3: Choose the fields you want in your report. You can select multiple fields and add them all at once by using CTRL+Click on each item you want to add before clicking the Add button.
Step 4: Choose any limits you might want to apply to your report (such as item types or branches). If you don't want to apply any limits, simply click Next instead of making an option.
Step 5: Perform math functions. If you don't want to do any calculations, simply click Next instead of making an option.
Step 6: Choose data order. If you want the data to print out in the order it's found in the database, simply click Finish.
When you are finished you will be presented with the SQL generated by the report wizard. From here you can choose to save the report by clicking 'Save' or copy the SQL and make edits to it by hand.
If you choose to save the report you will be asked to name your report and enter any notes regarding it.
Once your report is saved it will appear on the 'Use Saved' page with all other saved reports.
From here you can make edits, run the report, or schedule a time to have the report run. To find the report you created you can sort by any of the columns by clicking the on the column header (creation date is the best bet for finding the report you just added). You can also filter your results using the filter menu on the left.

9.1.1.2. Report from SQL

In addition to the report wizard, you have the option to write your own queries using SQL. To find reports written by other Koha users, visit the Koha Wiki: http://wiki.koha-community.org/wiki/SQL_Reports_Library. You can also find your database structure in /installer/data/mysql/kohastructure.sql or online at: http://schema.koha-community.org.
To add your query, simply fill in the form presented
If you feel that your report might be too resource intensive you might want to consider using runtime parameters to your query. Runtime parameters basically make a filter appear before the report is run to save your system resources.

Note

There is a limit of 10,000 records put on SQL statements entered in Koha. To get around this you want to add 'LIMIT 100000' to the end of your SQL statement (or any other number above 10,000.
There is a specific syntax that Koha will understand as 'ask for values when running the report'. The syntax is <<Question to ask|authorized_value>>.
  • The << and >> are just delimiters. You must put << at the beginning and >> at the end of your parameter
  • The 'Question to ask' will be displayed on the left of the string to enter.
  • The authorized_value can be omitted if not applicable. If it contains an authorized value category, or branches or itemtype or categorycode, a list with the Koha authorized values will be displayed instead of a free field Note that you can have more than one parameter in a given SQL Note that entering nothing at run time won't probably work as you expect. It will be considered as "value empty" not as "ignore this parameter". For example entering nothing for : "title=<<Enter title>>" will display results with title='' (no title). If you want to have to have something not mandatory, use "title like <<Enter title>>" and enter a % at run time instead of nothing
Examples:
  • SELECT surname,firstname FROM borrowers WHERE branchcode=<<Enter patrons library|branches>> AND surname like <<Enter filter for patron surname (% if none)>>
  • SELECT * FROM items WHERE homebranch = <<Pick your branch|branches>> and barcode like <<Partial barcode value here>>

Note

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

Important

The only supported dropdowns at this time are Branches (branches), Item Types (itemtypes) and Patron Categories (categorycode).

9.1.2. Edit Custom Reports

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

9.2. Statistics Reports

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

9.2.1. Acquisitions Statistics

Note

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

9.2.2. Patron Statistics

Note

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

9.2.3. Catalog Statistics

Note

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

9.2.4. Circulation Statistics

Note

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

Note

To get a complete picture of your monthly or daily circulation, you can run the report twice, once for 'Type' of 'Checkout' and again for 'Renewal.'
This report uses 'Period,' or date, filtering that allows you to limit to a month by simply selecting the first day of the first month through the first day of the next month. For example, 10/1 to 11/1 to find statistics for the month of October.
  • To find daily statistics, set your date range.</br> Example: "I want circulation data starting with date XXX up to, but not including, date XXX."
  • For a whole month, an example range would be: 11/01/2009 to 12/01/2009
  • For a whole year, an example range would be: 01/01/2009 to 01/01/2010
  • For a single day, an example would be: 11/15/2009 to 11/16/2009 to find what circulated on the 15th

9.2.4.1. Tracking in house use

Using the Circulation statistics reporting wizard you can run reports on in house usage of items simply by choosing 'Local Use' from the 'Type' pull down:

9.2.5. Serials Statistics

Note

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

9.2.6. Patrons with the most checkouts

This report will simply list the patrons who have the most checkouts.
If you choose to output to the browser your results will print to the screen.
You can also choose to export to a file that you can manipulate to your needs.

9.2.7. Most Circulated Items

This report will simply list the items that have the been checked out the most.
If you choose to output to the browser your results will print to the screen.
You can also choose to export to a file that you can manipulate to your needs.

9.2.8. Patrons with no checkouts

This report will list for you the patrons in your system who haven't checked any items out.
If you choose to output to the browser your results will print to the screen.
You can also choose to export to a file that you can manipulate to your needs.

9.2.9. Items with no checkouts

This report will list items in your collection that have never been checked out.
If you choose to output to the browser your results will print to the screen.
You can also choose to export to a file that you can manipulate to your needs.

9.2.10. Catalog by Item Type

This report will list the total number of items of each item type per branch.
If you choose to output to the browser your results will print to the screen.
You can also choose to export to a file that you can manipulate to your needs.

9.2.11. Lost Items

This report will allow you to generate a list of items that have been marked as Lost within the system

9.2.12. Average Loan Time

This report will list the average time items are out on loan based on the criteria you enter:
If you choose to output to the browser your results will print to the screen.
You can also choose to export to a file that you can manipulate to your needs.

9.3. Report Dictionary

The report dictionary is a way to pre-define common filters you'd like to apply to your reports. This is a good way to add in filters that the report wizard doesn't include by default. To add a new definition, or filter, click 'New Definition' on the Reports Dictionary page and follow the 4 step process.
Step 1: Name the definition and provide a description if necessary
Step 2: Choose the module that the will be queried.
Step 3: Choose columns to query from the tables presented.
Step 4: Choose the value(s) from the field(s). These will be automatically populated with options available in your database.
Confirm your selections to save the definition.
Your definitions will all appear on the Reports Dictionary page
Then when generating reports on the module you created the value for you will see an option to limit by the definition at the bottom of the usual filters.

Chapter 10. OPAC

This chapter assumes that you have the following preferences set as follows:
If your system preferences are set differently your displays may differ.

10.1. Search Results

To search the OPAC you can either choose to enter your search words in the box at the top of the OPAC or click on the 'Advanced Search' link to perform a more detailed search.
For more on searching check the 'Searching' chapter in this manual.

10.1.1. Results Overview

After performing a search the number of results found for your search will appear above the results
By default your search results will be sorted based on your OPACdefaultSortField and OPACdefaultSortOrder system preference values. To change this you can choose another sorting method from the pull down on the right.
Under each title on your results list a series of values from your leader will appear. It is important to note that this has nothing to do with the item types or collection codes you have applied to your records, this data is all pulled from your leader.
Below each title you will see the availability for the items attached to the record. Note that even if you filtered on one library location all locations that hold the item will appear on the search results.
If you have turned on Enhanced Content preferences you may have book jackets on your search results.

10.1.2. Filters

To filter your results click on the links below the 'Refine Your Search' menu on the left of your screen

10.1.3. Search RSS Feeds

You will be able to subscribe to your search results as an RSS feed by clicking the RSS icon in your address bar or next to the number of results. To learn more about what RSS feeds are check out this tutorial video.
Subscribing to search results as RSS feeds will allow you to see when a new item is added to the catalog in your area of interest.

10.2. Bibliographic Record

When you click on a title from the search results, you're brought to the bibliographic detail of the record. This page is broken down in several different areas.
At the top of your screen will be the title and the GMD:
Below the title the authors will be listed. These come from your 1xx and 7xx fields:
If you have your DisplayOPACiconsXSLT preference set to 'show' you will see a material type that is determined by values in your fixed fields (learn more in the XSLT Item Types Appendix).
Next you'll see the description of the record you're viewing:
Following that information you'll find the subject headings which can be clicked to search for other titles on similar topics
If your record has a table of contents or summary it will appear next to the 'Summary' or 'Table of Contents' label
If your record has data in the 856 fields you'll see the links to the right of the 'Online Resources' label
If the title you're viewing is in a public list then you'll see a list of those to the right of the 'List(s) this item appears in' label and if it has tags they will appear below the 'Tags from this library' label
In the tabs below the details you will find your holdings data
Any notes (5xx fields) that have been cataloged will appear under 'Title Notes'
If you're allowing comments they will appear in the next tab
And finally if you have enabled FRBR and you have other editions of the title in your collection you will see the 'Editions' tab.
To the right of the details you'll find a series of boxes. The first box is a list of buttons to help navigate the search results. From there you can see the next or previous result from your search or return to the results.
Clicking Browse Results at the top of the right column will open up your search results on the detail page
Below the search buttons you'll find the links to place a hold, print the record, save the record to your lists, or add it to your cart
Clicking 'More Searches' will show the list of libraries you entered in your OPACSearchForTitleIn preference
Under the 'Save Record' label you will find a series of file formats you can save the record as
If at any time you want to change the view from the 'Normal' view to see the Marc or the ISBD you can click the tabs across the top of the record

10.3. Lists & Cart

A cart is a temporary holding place for records you're interested in finding during this session. That means that once you log out of the OPAC or close the browser you lose the items in your cart. A list is a more permanent location for saving items. To learn more about lists, check the Lists in the Staff Client chapter of this manual.

10.3.1. Lists

Patrons can manage their own private lists by visiting the 'my lists' section of their account.

10.3.1.1. Creating Lists

Lists can also be created by choosing the 'New List' option in the 'Add to' menu on the search results
To create a list the patron simply needs to click the 'New List' link and populate the form that appears
The only field required is the 'List Name,' but the patron can also choose how they want the list sorted and if the list is public or private.

10.3.1.2. Adding titles to Lists

Titles can be added to lists from the search results and/or from the bibliographic record. On the search results options to add items to the list appear below each result and across the top of the results page
To add a single title to a list, click the 'Save to Lists' option and then choose the list you'd like to add the title to. To add multiple titles to a list check the boxes on the left of the titles you want to add and then choose the list you want to add the titles to from the 'Add too' pull down at the top of the screen.

10.3.1.3. Viewing Lists Contents

To view the contents of a list, click on the list name under the Lists button.
The contents of the list will look similar to your search results pages except that there will be different menu options across the top of the list.
Using the menu options above the list you can place multiple items on hold, download the list contents, email the list or print the list out.
  • To place a hold on one or more list items check the box to the left of the item and click the 'Place Hold' link at the top
  • To download the list contents click the 'Download List' link and choose the format you'd like to download the list in
    • Note

      iso2079 is MARC format
  • To email the list contents to someone, click the 'Send List' link and enter in your email details in the form that pops up
  • To print the contents of your list out click the 'Print List' link

10.3.1.4. Managing Lists

Once the list is saved patrons can begin adding items to it. From the 'my lists' tab on the patron record the patron can edit and delete the lists they have created by clicking the appropriate link to the right of the list name.
To edit the list's title or sorting patrons click the 'Edit' link to the right of the list description.
When clicking 'Delete' next to a list you will be asked to confirm that you want to delete the list.
The list will not be deleted until the 'Confirm' button is clicked to the right of the list you'd like to delete.

10.3.2. Cart

10.3.2.1. Adding titles to the Cart

Titles can be added to the cart from the search results and/or from the bibliographic record. On the search results options to add items to the cart appear below each result and across the top of the results page
Clicking the 'Add to Cart' button will add the one title to your cart. To add multiple titles at once, check the box to the left of each result and then choose 'Cart' from the 'Add to' pull down at the top of the screen. Once titles are added to the cart you will be presented with a confirmation

10.3.2.2. Managing the Cart

Once you have titles in your cart you can manage the contents by clicking on the 'Cart' button usually found at the top of the screen to the right of the search box. Your cart will open in a new window.
From this window you are presented with several options. Across the top of the cart are several buttons.
First is the 'More details' button. Clicking this will show you additional information about the titles in your cart (ISBNs, Subjects, Publisher Info, Notes and more).
Next is the option to send the contents of your cart to an email address. This is handy if you want to send the resources you found at the library to your home email account to refer to later or to send to a patron researching a specific topic. Clicking this link will open up a new window that asks for the email address and message to send.
In addition to sending your cart you can download the contents of your cart in several pre-defined formats or using a CSV Profile that you defined in the Tools module.
Finally you can print out the contents of your cart by choosing the 'Print' link.
In addition to the various different ways to save the contents of your cart, there are ways to add value to the data in your cart. By selecting one or more titles from the cart you can add them to a list (click 'Add to a List'), place hold(s) (click 'Place hold'), or tag them (click 'Tag'). All of these operations follow the same procedure as they do when performing them in the OPAC.

10.4. Placing Holds

Patrons can place holds on items via the OPAC if they're logged in and you have the RequestOnOpac preference set to 'Allow'. If the item can be placed on hold the option to place it on hold will appear in several different places.
  • When viewing a list or search results page you'll see the option to place hold on multiple items by checking the boxes to the left of the results and clicking 'Place Hold' at the top
  • When viewing a list or search results page you'll see the option to place the item on hold below the basic information about the title
  • When viewing an individual title you'll see the option to place a hold in the box on the right side of the screen
No matter which of the above links you click to place your hold you'll be brought to the same hold screen.
  • Check the box to the left of the items you'd like to place on hold
  • The title includes a link back to the detail page for the record
  • The priority shows where in the holds queue this hold will fall
  • If allowed by your OPACAllowHoldDateInFuture preference, the 'Hold Starts on Date' column will show. This field allows the patron to have their hold start on a future date.
  • By default holds placed in the system remain until canceled, but if the patron fills in a 'Hold Not Needed After' date then the hold has an expiration date.
    • Important

      Expired holds are removed by the Expired Holds Cron Job, this is not an automatic process and must be set up by your system administrator
  • If allowed by your OPACItemHolds preference the patron will be allowed to choose whether to place the hold on the next available copy or a specific copy
  • If allowed by your OPACAllowUserToChooseBranch preference the patron can choose where they'd like to pick up their hold
After clicking the Place Hold button the patron will be brought to their account page where they'll see all of the items they have on hold.

10.5. Enhanced Content

10.5.1. Tagging

Depending on your settings for the TagsEnabled, TagsInputOnList and TagsInputOnDetail preferences you may be able to add tags to bibliographic records from the search results and/or bibliographic records. If you are allowing patrons to add tags from the search results screen you will see an input box below each result and a 'Tag' option at the top of the screen.
To add a tag to one item, type the tabs (separated by commas) in the 'New tag' box and click 'Add'. You will be presented with a confirmation of your tags being added.
From the results you can also tag items in bulk by clicking the checkboxes on the left and then clicking the 'Tag' button at the top. After clicking the button it will change into an input box for you to add tags to all of the items you have selected.

10.5.2. Comments

Patrons can leave comments in the OPAC if you have the reviewson preference set to allow this. Each bibliographic record has a comments tab below the bibliographic information.
If the patron is logged in they will see a link to add a comment to the item. Clicking this link will open a pop up window with a box for their comments.
Once the comment has been typed and the 'Submit' button clicked, the patron will see their comment as pending and other patrons will simply see that there are no comments on the item.
Once the comment is approved the patron will see the number of comments on the 'Comments' tab and the comment highlighted in yellow as their comment.
Other patrons will see the comment with the name of the patron who left the comment (unless you have set the ShowReviewer preference to not show patron names).
If you'd like to link to a page of recent comments added to your catalog you simply need to add a link to http://YOURCATALOG/cgi-bin/koha/opac-showreviews.pl to anywhere on your OPAC:

10.5.3. Zotero

Zotero is a Firefox add on that allows for the saving and generating of a bibliography. Learn more about and download Zotero at http://zotero.org.
When on the search results in the Koha OPAC, if you have Zotero installed, you will see a folder icon in the address bar to the right of the URL. Clicking that folder will open up a list of titles on the page for you to pick from to add to Zotero.
Select the titles you want to add to Zotero and then click the 'OK' button. This will add the title to Zotero. You can see the title by opening your Zotero library.

10.5.4. Custom RSS Feeds

Using misc/cronjobs/rss/rss.pl you can generate an RSS feed for any SQL query (for example a new acquisitions RSS feed). rss.pl is run on the command line to produce an RSS XML document.
The output should be placed in a directory accessible to the OPAC (or staff) web interface so that users can download the RSS feed.
An example of usage can be found at: misc/cronjobs/rss.pl lastAcquired.conf
Normally rss.pl should be run periodically (e.g., daily) to keep the feed up-to-date.
The configuration file (e.g., lastAcquired.conf) lists
  • name of the template file to use
  • path of output file
  • SQL query
rss.pl runs the SQL query, then feeds the output of the query through the template to produce the output file.

Important

To use custom RSS feeds you need to turn on the cron job.

10.6. My Account

From the OPAC patrons can log in and access their account if you have set the opacuserlogin preference to 'Allow'. Once logged in patrons are brought to their account summary. If you would like to get to your account in the OPAC, you can click on your name in the top right of any page in the OPAC.

10.6.1. My Summary

From the 'my summary' tab, patrons will see all of the items they have checked out with the overdue items highlighted in red. If you have OpacRenewalAllowed set to 'Allow' then your patrons will be able to renew their books right from the OPAC. If you have HTML entered in the OPACMySummaryHTML preference then you will see that to the right of the 'Fines' column.
If your patrons would like to see the items barcodes on their list of checked out items you can set up a patron attribute with the value of SHOW_BCODE and authorized value of YES_NO.
Then on the patron's record set the value for SHOW_BCODE to yes.
This will add a column to the check out summary in the OPAC that shows the patrons the barcodes of the items they have checked out.
Clicking on the 'Overdue' tab will show only the items that are overdue.
The 'Fines' tab will show just a total of what the patron owes. Clicking on the total will take them to the 'my fines' tab where they will see a complete breakdown of their fines and bills. If you don't charge fines at your library you can turn the display of these tabs off by setting the OPACFinesTab preference to 'Don't Allow.'
Finally, clicking on the 'Holds' tab will show the patron the status of all of the items they have on hold. Items that are ready for pickup will be highlighted in yellow.

10.6.2. Patron Flags

If you have flagged your patron's account they may see one of the following error messages at the top of their account.
  • Card marked as lost
  • Patron address in question
    • Note

      this error message will not include a link to the update form if you have OPACPatronDetails set to 'Don't allow'
  • Patron marked restricted

10.6.3. My Fines

If your library charges fines the next tab on the left is 'my fines.' Opening this tab will show the patron an entire history of their accounting at the library.

10.6.4. My Details

If you have your OPACPatronDetails preference set to 'Allow', your patrons will see a form filled in with their contacting information by clicking on the 'my personal details' tab.
Patrons can edit their details in this form and click 'Submit Changes' to have their edits sent to the library for review before their record is updated. The email with the changes is sent to the library administration email address and lines that the patron changed will start with the field name in all caps.
If the OPACPatronDetails preference is set to 'Don't allow' then patrons will simply see their details in plain text.

10.6.5. My Tags

If your library has TagsEnabled set to 'Allowed' then the next tab on the left will be 'my tags.' This tab will show patrons all of the tags in the system as a cloud and then all of the tags they have applied in a list format. From here patrons have the ability to remove tags that they have added if they want.

10.6.6. Change My Password

Next, if you have OpacPasswordChange set to 'Allow' the next tab will be 'change my password,' where patrons can change their password for logging into the OPAC. Patrons will be presented with a standard form asking them to enter their old password and then their new password twice.

10.6.7. My Search History

If you have your EnableOpacSearchHistory preference set to 'Allow' then your patrons can access their search history via the 'my search history' tab.
The search history is a record of all searches run by the patron. Clicking on any of the search phrases will re-run the search for the patron. The search history can be deleted by the patron at any time by clicking the 'Delete your search history' link found at the top of this tab or by clicking the little red 'x' next to the 'Search history' link at the top right of the OPAC.

10.6.8. My Reading History

Depending on your library's setting for opacreadinghistory your patrons may see the 'my reading history' tab next. This will show the patron their entire reading history unless they have asked the library to not keep that information via the 'my privacy' tab which will appear if you have the OPACPrivacy preference set to 'Allow.'

10.6.9. My Privacy

The 'my privacy' tab will appear if you have both the opacreadinghistory and the OPACPrivacy preferences set to 'Allow.' This tab will allow the patrons to decide how the library keeps their circulation history data.
The patron can choose from three options:
  • Forever: keep my reading history without limit. This is the option for users who want to keep track of what they are reading.
  • Default: keep my reading history according to local laws. This is the default option : the library will keep your reading history for the duration permitted by local laws.
  • Never: Delete my reading history immediately. This will delete all record of the item that was checked-out upon check-in.
Depending on the patron's suggestions the contents of the 'my reading history' tab and the 'Circulation History' tab in the staff client may change.
Regardless of the patron's choice they can delete their reading history in bulk at any time by clicking the 'Immediate deletion' button.
Clicking this button will not delete items that are currently checked out, but will clear the patron's past reading history.

10.6.10. My Purchase Suggestions

If your library allows patrons to make purchase suggestions the next tab will show all suggestions that the patron made to the library and their statuses. To disable this tab and the suggestion functionality set the suggestion preference to 'Don't allow.'

10.6.11. My Messaging

If your library has the EnhancedMessagingPreferences preference set to 'Allow' then your patrons will be able to choose which messages they receive from the library (with the exception of overdue notices which the library controls).

10.6.12. My Lists

Finally, if your library has the virtualshelves set to 'Allow' then the last tab will by 'my lists.' From here your patrons can review public lists and create or edit their own private lists.

10.7. Purchase Suggestions

If your library has the suggestion preference set to 'Allow' then patrons will have the option to make purchase suggestions in several areas in the OPAC.
There will be a link at the top of your OPAC under the search box.
There will be a link when the patron finds nothing for their search.
And there will be a link on the patron's My Purchase Suggestions tab.
Clicking any one of these links will open the purchase suggestion form.
  • From the form on the 'Title' is required by the library.
  • If you would like the 'Reason for suggestion' menu shown in the screenshot above to appear on your suggestions list you need to add an authorized value category titled 'OPAC_SUG' and include reasons as values in that list.
  • If you would like the patron to be able to choose which branch they are making a suggestion for you need to set the AllowPurchaseSuggestionBranchChoice preference to 'Allow'
Once the form is submitted the data will be saved to the Acquisitions module for the librarians to manage.

Chapter 11. Searching

11.1. Advanced Search Prefixes

The following prefixes can be added to search terms in the keyword search box to limit items returned
  • ti: title search
    • ex. ti:hamlet
  • su: subject search
    • ex. su:cookery
  • pb: publisher search
    • ex. pb:penguin
  • au: author search
    • ex. au:rowling
  • su-geo: geographic subjects
    • ex. su-geo:wales and kw:description and kw:travel
  • bc: barcode
    • ex. bc:502326000912
  • lex: lexile
    • levels lex:510

11.2. Guide to Searching

Becky Bell

WALDO

Nicole C. Engard

Fixed typos, changed content where necessary and added new screenshots. 
October 2008
This brief guide will explain a chart that shows a sample of how a MARC21 database can be configured, as well as a brief introductory searching guide. The indexing fields described in this document relate to the bibliographic data and does not address authority database indexing.

11.2.1. Indexing and Searching Description

Koha's databases are indexed by the Zebra open-source software. The overview to the documentation describes Zebra as:
"...Zebra is a high-performance, general-purpose structured text indexing and retrieval engine. It reads records in a variety of input formats (eg. email, XML, MARC) and provides access to them through a powerful combination of Boolean search expressions and relevance-ranked free-text queries.
Zebra supports large databases (tens of millions of records, tens of gigabytes of data). It allows safe, incremental database updates on live systems. Because Zebra supports the industry-standard information retrieval protocol, Z39.50, you can search Zebra databases using an enormous variety of programs and toolkits, both commercial and free, which understands this protocol..." Zebra - User's Guide and Reference, p. 1, http://www.indexdata.dk/zebra/doc/zebra.pdf
This brief guide will explain a chart that shows a sample of how a MARC21 database can be configured, as well as a brief introductory searching guide. The indexing fields described in this document relate to the bibliographic data and does not address authority database indexing.

Note

The indexing described in this document is the set used by SouthEastern University. Your local indexing may vary.

11.2.2. Indexing Configuration

There are three configuration files that Koha uses while indexing.
The first configuration file (etc/zebradb/biblios/etc/bib1.att) contains the Z39.50 bib-1 attribute list, plus the Koha local use attributes for Biblio Indexes, Items Index, and Fixed Fields and other special indexes. The Z39.50 Bib-1 profile is made up of several different types of attributes: Use, Relation, Position, Structure, Truncation, and Completeness. The bib-1 'Use' attribute is represented on the chart; the other attributes are used primarily when doing searches. While there are over 150+ use attributes that could be used to define your indexing set, it's unlikely that you will choose to use them all. The attributes you elect to use are those that become the indexing rules for your database. The other five attribute sets define the various ways that a search can be further defined, and will not specifically be addressed in this document. For a complete list of the standard Bib-1 attributes, go to http://www.loc.gov/z3950/agency/defns/bib1.html.
The second file (etc/zebradb/marc_defs/[marc21|unimarc]/biblios/record.abs) contains the abstract syntax which maps the MARC21 tags to the set of Use Attributes you choose to use. The rules established in this file provides a passable Bath level 0 and 1 service, which includes author, title, subject, keyword and exact services such as standard identifiers (LCCN, ISBN, ISSN, etc.)
The third file (etc/zebradb/ccl.properties) is the Common Command Language (CCL) field mappings. This file combines the bib-1 attribute set file and the abstract file and adds the qualifiers, usually known as index names. The qualifiers, or indexes, for this database are: pn, cpn, cfn, ti, se, ut, nb, ns, sn, lcn, callnum, su, su-to, su-geo, su-ut, yr,pubdate, acqdate, ln, pl, ab, nt, rtype, mc-rtype, mus, au, su-na, kw, pb, ctype, and an.
The Koha Indexing Chart summarizes the contents of all three of these files in a more readable format. The first two columns labeled Z39.50 attribute and Z39.50 name matches the Z39.50 bib-1 attributes file. The third column labeled MARC tags indexed is where you find which MARC tags are mapped to an attribute. The fourth column labeled Qualifiers identifies the search abbreviations used in the internal CCL query. The following description provides a definition for the word 'qualifiers'.
Qualifiers are used to direct the search to a particular searchable index, such as title (ti) and author indexes (au). The CCL standard itself doesn't specify a particular set of qualifiers, but it does suggest a few shorthand notations. You can customize the CCL parser to support a particular set of qualifiers to reflect the current target profile. Traditionally, a qualifier would map to a particular use-attribute within the BIB-1attribute set. It is also possible to set other attributes, such as the structure attribute.
In the MARC tags indexed column, there are some conventions used that have specific meanings. They are:
  • A three digit tag (100) means that all subfields in the tag can be used in a search query. So, if you enter a search for 'Jackson' as an author, you will retrieve records where Jackson could be the last name or the first name.
  • A three digit tag that has a '$' followed by a letter (600$a) means that a search query will only search the 'a' subfield.
  • A three digit tag that is followed by a ':' and a letter (240:w) means that a search query can be further qualified. The letter following the ':' identifies how to conduct the search. The most common values you'll see are 'w' (word), 'p' (phrase), 's' (sort), and 'n' (numeric).
The contents of the MARC tags, subfields, and/or fixed field elements that are listed in this chart are all indexed. You'll see that every attribute line is not mapped to a specific qualifier (index)-LC card number, line 9 is one example. However, every indexed word (a string of characters preceded and succeeded by a space) can be searched using a keyword (kw) search. So, although an LC card number specific index doesn't exist, you can still search by the LCCN since tag 010 is assigned to the LC-card-number attribute. To verify this, enter 72180055 in the persistent search box. You should retrieve The gods themselves, by Isaac Asimov.
Examples of fixed field elements indexing can be seen on the chart between Attribute 8822 and Attribute 8703. These attributes are most commonly used for limiting. The fixed field attributes currently represent the BK codes. Other format codes, if needed, could be defined.

11.2.3. Basic Searching

The search box that library staff and library patrons will see most often is the persistent search box at the top of the page. Koha interprets the searches as keyword searches.
To start a search, you enter a word or multiple words in the search box. When a single word is entered, a keyword search is performed. You can check this out by typing one word into the form and note the number of results located. Then, repeat the search with a minor change. In front of the search word, type 'kw=' followed by the same search term. The results will be identical.
When you have more than one word in the search box, Koha will still do a keyword search, but a bit differently. Each word will be searched on its own, then the Boolean connector 'and' will narrow your search to those items with all words contained in matching records.
Suppose you want to find material about how libraries are using mashups. You'll select the major words and enter them into the persistent search box.
The response to this search is:
The order of the words does not affect the retrieval results, so you could also enter the search as "mashups library". The response to this search is results
Too many words in the search box will find very few matches, as the following example illustrates:

11.2.4. Advanced Searching

When you can't find the most appropriate material with a general search, you can move to the Advanced Search page by clicking on the Search option on the persistent toolbar.
The Advanced Search page offers many ways to limit the results of your search. You can search using the Boolean operators AND, OR, and NOT; limit by item type; limit by year and language; limit by subtypes audience, content, format, or additional content types; by location and by availability.
The first limiting section on the Advanced Search page provides a quick and simple way to use the Boolean operators in your search. Note that this display depends on a system preference setting. This option can be found on the Administration > System Preferences > Searching page. The option called expandedSearchOption must be set to 'show' to see the following display.
In this section you can choose among the many indexes by clicking on the arrow in the first box. The blank box that follows is where you enter your first search term or terms. On the second line, you can choose the Boolean operator you want to use in your search. The options are 'and', 'or', and 'not'. Then, you would again choose the index to search, followed by the second term or terms. If you have more concepts you want to include in your search, you can click the [+] to add another line for your search.
A sample search is shown next, followed by its results:
When you use the Boolean operators to broaden or narrow a search, remember the action of each operator. The 'and' operator narrows the results you'll retrieve because the search will retrieve the records that include all your search terms. The 'or' operator expands the results because the search will look for occurrences of all of your search terms. The 'not' operator excludes records with the term that follows the operator.
Note: If you leave this expandedSearchOption set to 'don't show', this is the display you will see:
The Advanced Search page then shows the multiple kinds of limits that can be applied to your search results. Either check a box or select from the drop down menus to narrow your search. You will type the year, year range, or a 'greater than (>)' or 'less than (<)' year.
Finally, you can choose how the results will be sorted. The pre-defined sort options are in the final area of the Advanced Search screen.
The default sort is by relevance, although you can choose to sort by author, by title, by call number, by dates, or by popularity. If you would prefer a different default sort, you can set defaultSortField to one of the other choices in Administration > System Preferences > Searching.

11.2.5. Common Command Language Searching

Koha uses the Common Command Language (CCL) (ISO 8777) as its internal search protocol. Searches initiated in the graphical interface use this protocol as well, although the searcher doesn't know which indexes, operators and limiters are available and being used to conduct their search. The searcher can use the Advanced Search when more precise results set are desired and where the search indexes are somewhat known. However, some library users and many library staff prefer using a command based structure. This part of the document will present and explain the use of the Koha command based structure. The indexes, operators, and limiters used are identical to those used in the graphical interface.

11.2.5.1. Indexes

The CCL standard itself doesn't specify a particular set of qualifiers (indexes), but it does suggest a few short-hand notations such as 'ti', 'au', and 'su'. Koha has a default set of indexes; it's possible to customize that set by adding needed indexes based on local requirements. A qualifier (index) maps to a particular use-attribute within the Z39.50 BIB-1 attribute set. The complete Z39.50 Bib-1 Attribute can be viewed at http://www.loc.gov/z3950/agency/defns/bib1.html.
The standard Koha set of indexes is a fairly common example of MARC21 indexing rules. The indexes that are defined in Koha are indexes typically used by other integrated library systems. The defined Z39.50 Bib-1 Attribute mapped to the indexes include:

Table 11.1. Attributes

Bib-1 Attribute Qualifier (index)
Personal-name pn
Corporate-name cpn
Conference-name cfn
Title ti
Title-series se
Title-uniform ut
ISBN nb
ISSN ns
Local number sn
Local-classification lcn and callnum
Subject su, su-to, su-geo, su-ut
Pubdate yr,pubdate
Date-of-Acquisition acqdate
Language ln
Place-of-publication pl
Abstract ab
Notes nt
Record-type rtype, mc-rtype, mus
Author au, aut
Subject-person-name su-na
Any (keyword) kw
Publisher pb
Content-type ctype
Koha-Auth-Number an
Author-personal-bibliography aub
Author-in-order auo

Refer to the Koha Indexing Chart for the MARC21 tags mapped to each Bib-1 Attribute and index combination.
11.2.5.1.1. Audience Examples
  • aud:a Easy
  • aud:cc Juvenile
  • aud:d Young adult
  • aud:e Adult
11.2.5.1.2. Contents Examples
  • fic:1 Fiction
  • fic:0 Non Fiction
  • bio:b Biography
  • mus:j Musical recording
  • mus:I Non musical record

11.2.5.2. Search Syntax

In the persistent search box, single words generally retrieve large sets. To narrow a search, you can use multiple words. Koha automatically uses the 'and' Boolean operator to create a set of records matching your input. When you want to narrow the search to an author or a title or a subject or some other specific field or use a Boolean operator, there isn't an obvious way to accomplish that specificity. The library user can, of course, go to the Advanced Search page; however, if you know how to construct a CCL search, you can achieve more specificity while using the persistent search box on any page.
There is a specific order to the CCL search syntax. Although it can be used for simple searches, it is an especially effective way to perform complex searches, as it affords you a great deal of control over your search results. To construct a CCL search, first enter a desired index code, then an equal sign, followed by your search word(s). Following are examples of simple CCL searches.
  • ti=principles of accounting
  • au=brown joseph
  • su=poetry
  • su-na=Shakespeare
  • kw=marlin
You can refine your search by combining search terms with Boolean operators 'and', 'or', or 'not'. Following are examples of searches using Boolean operators.
  • ti=principles of accounting and au=brown joseph
  • su=poetry not su-na=Shakespeare
  • kw=communication and su=debate
You can also choose to search for things that start with a character or series of characters
  • ti,first-in-subfield=C (will show you all titles that start with the letter 'C')
Other string location searches can be performed with the following keywords:
  • rtrn : right truncation
  • ltrn : left truncation
  • lrtrn : left and right truncation
  • st-date : type date
  • st-numeric : type number (integer)
  • ext : exact search on whole subfield (does not work with icu)
  • phr : search on expression anywhere in the subfield
  • startswithnt : subfield starts with
Using specific indexes and Boolean operators are not the only way a search can be refined. You can also refine your search as a phrase when looking for a title, author, or subject. The syntax for this search is index,phr=search words.
To illustrate the results of various search types, a search was done for the words 'supreme court'. The results illustrate that the search index and the word order make a difference in search results. Only the results count and the search itself is in these examples. The search executed will always be between the single quotes.
You can also choose to use limiters in your search query. Some common limiters include dates, languages, record types, and item types. In the Advance Search, you can either click a box or key in data to limit your search. You can also apply the same limits with CCL by using the syntax in the following examples. In all
By Date: su=supreme court and yr,st-numeric=>2000
When you limit by date, you can use the '>' (greater than), '<' (less than), '=' (equal), or 'yyyy-yyyy' (range) symbols.
By Item Type: su=nursing and itype:BK
Each library will have a different set of item types defined in their circulation configuration. When you set up item types, you define a code and a name for each one. The name will appear on the Advance Search page. The code you assigned is used as a CCL search limit, formatted as 'itype:x', where 'x' is the assigned code. The initial set of item types in Koha will usually be edited to reflect your collections, so your item type limiters may be different than the initial ones. The initial item type limiters follow.
  • itype:BKS Books, Booklets, Workbooks
  • itype:SR Audio Cassettes, CDs
  • itype:IR Binders
  • itype:CF CD-ROMs, DVD-ROMs, General Online Resources
  • itype:VR DVDs, VHS
  • itype:KT Kit
  • itype:AR Models
  • itype:SER Serials
By format: su=supreme court not l-format:sr
The format limiters are derived from a combination of LDR, 006 and 007 positions. The formats that are currently defined are the following.
  • l-format:ta Regular print
  • l-format:tb Large print
  • l-format:fk Braille
  • l-format:sd CD audio
  • l-format:ss Cassette recording
  • l-format:vf VHS tape
  • l-format:vd DVD video
  • l-format:co CD software
  • l-format:cr Website
By content type: su=supreme court not ctype:l
The content types are taken from the 008 MARC tag, positions 24-27.
There are two other limiter types that are not described in this document. They are: Audience and Content. The only difference in the syntax of the CCL is the actual limiter. They are reproduced here just in case you would like to use these limiters.

11.3. Koha Search Indexes

By default, not all fields are indexed in the Zebra search engine, but many are. Below are the MARC21 fields that are indexed in Zebra.

Table 11.2. Indexes

Field
Description
001
Control-number
005
Date/time-last-modified
007
Microform-generation:n:range(data,11,1), Material-type,ff7-00:w:range(data,0,1), ff7-01:w:range(data,1,1), ff7-02:w:range(data,2,1), ff7-01-02:w:range(data,0,2)
008
date-entered-on-file:n:range(data,0,5), date-entered-on-file:s:range(data,0,5), pubdate:w:range(data,7,4), pubdate:n:range(data,7,4), pubdate:y:range(data,7,4), pubdate:s:range(data,7,4), pl:w:range(data,15,3), ta:w:range(data,22,1), ff8-23:w:range(data,23,1), ff8-29:w:range(data,29,1), lf:w:range(data,33,1), bio:w:range(data,34,1), ln:n:range(data,35,3), ctype:w:range(data,24,4), Record-source:w:range(data,39,0)
010
LC-card-number, Identifier-standard
011
LC-card-number, Identifier-standard
015
BNB-card-number, BGF-number, Number-db, Number-natl-biblio, Identifier-standard
017
Number-legal-deposit, Identifier-standard
018
Identifier-standard
020$a
ISBN:w, Identifier-standard:w
020
Identifier-standard
022$a
ISSN:w, Identifier-standard:w
022
Identifier-standard
023
Identifier-standard
024$a
Identifier-other
024
Identifier-standard
025
Identifier-standard
027
Report-number, Identifier-standard
028
Number-music-publisher, Identifier-standard
030
CODEN, Identifier-standard
034
Map-scale
037
Identifier-standard, Stock-number
040
Code-institution, Record-source
041
ln
043
Code-geographic
050$b
LC-call-number:w, LC-call-number:p, LC-call-number:s
050
LC-call-number:w, LC-call-number:p, LC-call-number:s
052
Geographic-class
060
NLM-call-number
070
NAL-call-number
080
UDC-classification
082
Dewey-classification:w, Dewey-classification:s
086
Number-govt-pub
100$9
Cross-Reference:w, Koha-Auth-Number
100$a
Author,Author:p, Author:s, Editor, Author-personal-bibliography, Author-personal-bibliography:p, Author-personal-bibliography:s
100
Author, Author-title, Author-name-personal, Name, Name-and-title, Personal-name
110$9
Koha-Auth-Number
110
Author, Author-title, Author-name-corporate, Name, Name-and-title, Corporate-name
111$9
Koha-Auth-Number
111
Author, Author-title, Author-name-corporate, Name, Name-and-title, Conference-name
130$n
Thematic-number
130$r
Music-key
130$9
Koha-Auth-Number
130
Title, Title-uniform
210
Title, Title-abbreviated
211
Title, Title-abbreviated
212
Title, Title-other-variant
214
Title, Title-expanded
222
Title, Title-key
240$r
Music-key
240$n
Thematic-number
240
Title:w, Title:p, Title-uniform
243$n
Thematic-number
243$r
Music-key
243
Title:w, Title:p, Title-collective
245$a
Title-cover:w, Title-cover:p, Title-cover:s, Title:w, Title:p, Title:s
245$c
Author, Author-in-order:w, Author-in-order:p, Author-in-order:s
245$9
Cross-Reference:w, Koha-Auth-Number
245
Title:w, Title:p
246
Title, Title:p, Title-abbreviated, Title-expanded, Title-former
247
Title, Title:p, Title-former, Title-other-variant, Related-periodical
260$a
pl:w, pl:p
260$b
Publisher:w, Publisher:p
260$c
copydate, copydate:s
260
pl
300
Extent:w, Extent:p
400$a
Name-and-title
400$t
Author-title, Name-and-title, Title, Title-series
400$9
Koha-Auth-Number
400
Author, Author-name-personal, Name, Personal-name
410
Author, Corporate-name
410$a
Name-and-title
410$t
Author-title, Title, Title-series
410$9
Koha-Auth-Number
410
Author-name-corporate, Name
411
Author, Conference-name
411$a
Name-and-title
411$t
Author-title, Title-series
411
Author-name-corporate, Name
440$a
Title-series:w, Title-series:p
440$9
Koha-Auth-Number
440
Title-series:w, Title-series:p, Title, Title-series
490$a
Title-series:w, Title-series:p
490
Title, Title-series
490$9
Koha-Auth-Number
500
Note:w, Note:p
502
Material-type
505$r
Author
505$t
Title
505
Note:w, Note:p
510
Indexed-by
520
Abstract:w, Abstract:p
521$a
lex:n
526$c
arl, arl:n
526$d
arp, arp:n
590
Note:w, Note:p
600$a
Name-and-title, Name, Personal-name, Subject-name-personal, Subject
600$t
Name-and-title, Title, Subject
600$9
Koha-Auth-Number
600
Name, Personal-name, Subject-name-personal, Subject
610$a
Name-and-title
610$t
Name-and-title, Title
610$9
Koha-Auth-Number
610
Name, Subject, Corporate-name
611
Conference-name
611$a
Name-and-title
611$t
Name-and-title, Title
611$9
Koha-Auth-Number
611
Name, Subject
630$n
Thematic-number
630$r
Music-key
630$9
Koha-Auth-Number
630
Subject
650$9
Koha-Auth-Number
650
Subject, Subject:p
651$9
Koha-Auth-Number
651
Name-geographic, Subject,Subject:p
652$9
Koha-Auth-Number
653$9
Koha-Auth-Number
653
Subject, Subject:p
654$9
Koha-Auth-Number
654
Subject
655$9
Koha-Auth-Number
655
Subject
656$9
Koha-Auth-Number
656
Subject
657$9
Koha-Auth-Number
657
Subject
690$9
Koha-Auth-Number
690
Subject, Subject:p
700$9
Cross-Reference, Koha-Auth-Number
700$a
Author, Author:p
700$n
Thematic-number
700$r
Music-key
700$t
Author-title, Name-and-title, Title, Title-uniform
700
Author, Author-name-corporate, Author-name-personal, Name, Editor, Personal-name
710
Author, Corporate-name
710$t
Author-title, Name-and-title, Title, Title-uniform
710$a
Name-and-title
710$9
Koha-Auth-Number
710
Author, Name
711$a
Name-and-title
711$t
Author-title, Title, Title-uniform
711$9
Koha-Auth-Number
711
Author-name-corporate, Name, Conference-name
730$n
Thematic-number
730$r
Music-key
730$9
Koha-Auth-Number
730
Title, Title-uniform
740
Title, Title-other-variant
773$t
Host-item
780$t
Title
780
Title, Title-former, Related-periodical
785
Related-periodical
800$a
Name-and-title
800$t
Author-title, Name-and-title, Title, Title-series
800$9
Koha-Auth-Number
800
Author, Author-name-personal, Name, Personal-name
810$a
Name-and-title
810$t
Author-title, Name-and-title, Title, Title-series
810$9
Koha-Auth-Number
810
Author, Corporate-name, Author-name-corporate, Name
811$a
Name-and-title
811$9
Koha-Auth-Number
811$t
Author-title, Name-and-title, Title, Title-series
811
Author, Author-name-corporate, Name, Conference-name
830$9
Koha-Auth-Number
830
Title, Title-series
840
Title, Title-series
999$c
Local-Number:n, Local-Number:w, Local-Number:s
999$d
biblioitemnumber:n, biblioitemnumber:w, biblioitemnumber:s
942$0
totalissues:n, totalissues:s
942$2
cn-bib-source
942$6
cn-bib-sort:n, cn-bib-sort:s
942$c
itemtype:w
942$n
Suppress:w, Suppress:n
942$h
cn-class
942$i
cn-item
942$k
cn-prefix
942$m
cn-suffix
952$0
withdrawn:n, withdrawn:w
952$1
lost, lost:n
952$2
classification-source
952$3
materials-specified
952$4
damaged:n, damaged:w
952$5
restricted:n, restricted:w
952$6
cn-sort:n, cn-sort:s
952$7
notforloan:n, notforloan:w
952$8
ccode
952$9
itemnumber:n, itemnumber:s
952$a
homebranch
952$b
holdingbranch
952$c
location
952$d
Date-of-acquisition, Date-of-acquisition:d, Date-of-acquisition:s
952$e
acqsource
952$f
coded-location-qualifier
952$g
price
952$j
stack:n, stack:w
952$l
issues:n, issues:w, issues:s
952$m
renewals:n, renewals:w
952$n
reserves:n, reserves:w
952$o
Local-classification:w, Local-classification:p, Local-classification:s
952$p
barcode, barcode:n
952$q
onloan:n, onloan:w
952$r
datelastseen
952$s
datelastborrowed
952$t
copynumber
952$u
uri:u
952$v
replacementprice
952$w
replacementpricedate
952$y
itype:w
952$z
Note:w, Note:p

Chapter 12. About Koha

The 'About Koha' area will give you important server information as well as general information about Koha.

12.1. Server Information

Under the 'Server Information' tab you will find information about the Koha version and the machine you have installed Koha on. This information is very important for debugging problems. When reporting issues to your support provider or to the various other support avenues (mailing lists, chat room, etc), it's always good to give the information from this screen.

12.2. Perl Modules

In order to take advantage of all of the functionalities of Koha, you will need to keep your Perl modules up to date. The 'Perl Modules' tab will show you all of the modules required by Koha, the version you have installed and whether you need to upgrade certain modules.
Items listed in bold are required by Koha, items highlighed in red are missing completely and items highlighted in yellow simply need to be upgraded.

Chapter 13. Implementation Checklist

The following guide will walk you through the areas of Koha you need to look at in order to prepare to start using the system.

13.1. Data Migration

Before you can start using Koha you'll need to have some data. This can be done by entering it all by hand, but most people already have their data in electronic format of some sort and just need to reformat it a bit for importing into Koha.
  • Create a list of libraries and enter their info and codes into Libraries & Groups
  • Define your list of Item Types
  • Define you patron categories and enter the categories and their codes into Patron Categories
  • Enter any additional patron information fields you use in your library in the Patron Attributes
  • Define all of your Authorized Values
  • Optionally define City/Postal Code combos and Road Types for patron entry
  • Map your bibliographic data from your legacy system to Koha fields and migrate (remembering to use the collection, shelving, item type and library codes you entered in the above setting areas)
  • Map your patron data from your legacy system to the Koha fields and migrate (remembering to use the patron and library codes you defined above)
  • Test your migrated data to be sure that everything is as you expect it to be, some things to test include:
    • Check some of your titles with diacritics and make sure that they migrated properly.
    • Check titles in a series and make sure that series information migrated properly.
    • Make sure that your patrons have their contact information in the right fields.
    • If your serials data was migrated search for these records in the catalog and confirm that they look right.
    • If your serials data was migrated search for these records in the serials module and confirm that they look right.
    • Check marc records to verify a variety of items are cataloged correctly
    • Check cataloging process to see if all necessary fields are available
    • If fines are migrated, check to see that they are applied correctly
    • If holds are migrated, check to see they are accurate in catalog and patron record

13.2. Admin Configuration

Most of these preferences won't need to be changed to use your Koha system, but there are a few that you might want to customize.
  • If your library uses CAS Authentication, you'll want to set the various CAS system preferences
  • Administration System Preferences
    • KohaAdminEmailAddress : This is the email address that will be used by the system in 'from' lines and to send errors to if there is no email set for the branch
    • noItemTypeImages : Decide if you want to show item type icons in the staff client and opac
    • delimiter : This value will be put in between fields when exporting data from Koha
    • virtualshelves : Decide if you want the staff and/or patrons to use lists in Koha
    • insecure : If your system is behind a local firewall, you can set it to no require log in for the staff client
    • AutoLocation : Require staff to log in to the staff client from a specific IP range
    • IndependantBranches : Prevent librarians from editing content that belongs to other branches
  • Go through the Log System Preferences and decide which actions you want to keep track of in the logs

13.3. Localization Configuration

Koha is used worldwide and so you need to make sure you set your localization preferences so that options throughout Koha appear properly for your location/language.
  • Localization/Internationalization System Preferences
    • dateformat : Decide how dates are displayed throughout Koha
    • opaclanguagesdisplay : Decide if patrons can choose what language the OPAC appears in
      • opaclanguages : Decide which languages the patrons can choose from
    • language : Decide which languages appear in the staff client

13.4. Circulation Configuration

Before you start circulating your collection you'll need to set up your rules and preferences for circulation.

13.5. Patron Configuration

You have already imported patron data from your old system, but there are plenty of options available to you regarding patrons and their accounts.

13.6. Cataloging Configuration

Before you start cataloging in Koha you'll want to set up your preferences and other rules.

13.7. Authorities Configuration

Koha has the ability to keep track of your authority records and how they're linked to your bibliographic records. Before using authorities you should configure several preferences.

13.8. Searching Configuration

There are several system preferences related to searching, it is not always recommended to make too many changes to these preferences since they are set to get you the most relevant results. If you would like to change the default way that Koha handles searching, view the Searching system preferences tab.

13.9. OPAC Configuration

There are a lot of ways you can customize your OPAC in Koha.
  • Decide how you want your OPAC to look & what content you want on the main page
  • Create a library branded stylesheet using CSS
    • Important

      Do not edit the default CSS files, instead create a new one, that way the system can always fall back on the original CSS.
  • Create a custom XSLT stylesheet to change the way search results and bib records appear in the OPAC
  • OPAC System preferences
    • opacuserlogin : Decide if you want to allow patrons to login to the OPAC to access customized functionality (searching will be allowed without logging in)
      • RequestOnOpac : Decide if patrons can place holds via the OPAC
      • OPACItemHolds : Decide if patrons can place holds on specific items (instead of just the next available item)
      • OpacPasswordChange : Decide if patrons can change their password (don't allow this if you're using LDAP)
      • OpacRenewalAllowed : Decide if patrons can renew their checked out items via the OPAC
      • opacreadinghistory : Decide if patrons can view their reading/checkout history via the OPAC
      • reviewson : Decide if you want to allow patrons to comment on bib records via the OPAC
      • virtualshelves : Decide if you want patrons to be able to create Lists
      • suggestion : Decide if you want patrons to be able to submit purchase suggestions
      • OPACViewOthersSuggestions : Decide if you want patrons to be able to see purchase suggestions made by other patrons
    • opacbookbag : Decide if patrons can save items into their cart
    • AnonSuggestions : Decide if you want non logged in users to be able to make purchase suggestions
    • OPACXSLTResultsDisplay : Decide if you want to use the XSLT stylesheets on the OPAC search results
    • OPACXSLTDetailsDisplay : Decide if you want to use the XSLT stylesheets on the bib records in the OPAC
    • LibraryName : Enter your library name for display in the <title> tag and on the top of the OPAC
    • opacsmallimage : Choose a logo to replace the Koha logo
    • opaccredits : Enter HTML to appear at the bottom of every page in the OPAC
    • OpacMainUserBlock : Enter HTML that will appear in the center of the main OPAC page
    • OpacNav : Enter HTML that will appear to the left on the main OPAC page
    • OpacNavBottom : Enter HTML that will appear below OpacNav
    • opacheader : Enter the HTML that will appear above the search box on the OPAC
    • OPACNoResultsFound : Enter the HTML that will appear when no results are found
    • OPACResultsSidebar : Enter the HTML that will appear below the facets on your search results
    • OPACMySummaryHTML : Enter the HTML that will appear in the far right of the circulation summary in the OPAC
    • Customize your stylesheets:
    • OpacHighlightedWords : Decide if you want search terms to be highlighted on the search results
    • hidelostitems : Decide if you want to show patrons items you have marked as lost
    • BiblioDefaultView : Decide what view is the default for bib records on the OPAC
    • OPACShelfBrowser : Decide if you want to enable the shelf browse functionality
    • OPACURLOpenInNewWindow : Decide if URLs clicked in the OPAC are opened in a new window
    • SearchMyLibraryFirst : If you have a multi-branch system decide if you want patrons to search their library first
    • OpacAuthorities : Decide if you want patrons to be able to search your authority file
    • OpacBrowser : Decide if you want patrons to browse your authority file
    • OPACSearchForTitleIn : Choose which libraries you want patrons to be able to re-run their search in
    • OpacAddMastheadLibraryPulldown : If you're a multi-branch system you can add a pull down to the search bar for patrons to search which library to search
    • EnableOpacSearchHistory : Decide if you want the system to keep a search history
  • Set up your cron jobs

13.9.1. Editable OPAC Regions

Using the OPAC system preferences you can customize various regions, the following graphics will define what preferences update each regions.
An example of a way to customize the page is included as well:

13.10. Enhanced Content Configuration

Koha allows you to pull in content from outside sources to enhance your bib records. All of this content can be toggled on and off using the enhanced content system preferences.
    • If you would like to have your OPAC and/or staff client show an 'Editions' tab on the bib record, you want to enable one or the other FRBR preferences and then either one or both of the ISBN services (XISBN and ThingISBN).
  • Amazon : This service is free and just requires that you visit http://aws.amazon.com to sign up
    • Using the Amazon preferences you can choose to show different types of content from Amazon. Before choosing which types of content you would like to display you will need to enable Amazon content for the staff client and/or the OPAC.
    • This is a pay service. Contact Babelthèque to learn how to enable this content in the OPAC.
    • This is a pay service from Baker & Taylor. Contact Baker & Taylor for the information to enter into these preferences.
    • This service is free and does not require registration, simply enable GoogleJackets and you're set to go.
    • With the exception of ThingISBN, you will need to contact LibraryThing for the information to enter into these preferences
    • Enabling ThingISBN will help to populate the editions tab on the bib record display if you have enabled FRBR.
    • This is a pay service from Ebsco. Contact Ebsco for the information to enter into these preferences
    • XISBN is used to populate the editions tab on the bib record display if you have enabled FRBR. This service is free for up to 999 queries a day.
    • This is a pay service from Syndetics to add content for your bib records. Contact Syndetics for the information to enter into these preferences.
    • Choose whether or not you want to allow patrons to add tags to records in Koha.

13.11. Acquisitions Configuration

When using acquisitions in Koha you first need to define some defaults.

13.12. Serials Configuration

When you use serials there are a few options you can set before hand.
  • Serials System Preferences