HomeAdministrationPrinter Friendly Version

Administration

Resources for local administrators.

1. Administration: Local and Server

1.1. Shelving Locations Editor

Shelving Location refers to a physical location within the library. Shelving Locations can be displayed in the catalog, and along with Call Number, are a useful tool to help patrons find items. They also can be used to construct specific circulation policies in SPARK.

Staff with LibAdmin permissions can create new Shelving Locations or edit existing Shelving Locations.

Please consider a plan to create, edit, or delete Shelving Locations on the Test Server before setting it on Production to make sure you will get the desired result. 
 
Contact SPARK Support if you want assistance with creating or editing Shelving Locations. 

To Create New Shelving Location:

Administration-->Local Administration-->Shelving Locations Editor
 
Verify that the Library is set to your own Library.  Review your existing Shelving Locations. 
Make note that some may have an Owning Library of your system/cooperative and some may be owned by your location. 
Before creating new Shelving Locations, know how you will use them and consider consistency in practices. 
Some locations run circulation reports on Shelving Locations.  Circulation Policies can be set by Shelving Locations too.
 

Complete each of the fields and select options:

  • Owning Org Unit: Consider if this is a shelving location that your system/cooperative uses or if it is one just for your location.  Get agreement from system contacts before creating a systemwide location.  Typically, you will select your own location.
  • Name: Type the name of the new Shelving Location you want to use.  Be consistent and avoid jargon. 
  • Is OPAC Visible? : Check the box if you would like this location to be visible/searchable in the catalog. (most set to Yes.)
  • Can Circulate?: Check the box if items in this location can circulate.  (works in conjunction with other circulation policies.) (most set to Yes.)
  • Is Holdable?: Check the box if items in this location can be requested for holds, select yes. (works in conjunction with other hold policies.)  (most set to Yes.)
  • Hold Verify: Check the box to set to "Yes" if, when a copy checks in, you want to always ask for staff confirmation before capturing a hold. (most set to No.)
  • Checkin Alert: Check the box if you would like a routing alert to appear when a copy in this location is checked in. This is intended for special locations, such as Display, that may require special handling, or that temporarily contain items that are not normally in that location. (most set to No.)   Details: By default, this alert will not sound when used to record an in house use. To also display these alerts when a copy in your location is scanned for in-house use, go to Administration > Local Administration > Library Settings Editor and set Display copy location check in alert for in-house-use to True.)
  • Label prefix and Label suffix: If you would like a prefix or suffix to be added to the call numbers of every volume in this location, enter it here.  (many leave this blank)
  • URL: When a URL is entered in this field, the associated copy location will display as a link in the Public Catalog summary display. This link can be useful for retrieving maps or other directions to the copy location to aid users in finding material. (most leave blank.

 

To Edit or Delete Shelving Locations:

  • Using the Library Focus to narrow down to your library/system/cooperative. 
  • Use the Name filter to narrow down to the one you wish to edit or select it from the list. 
  • Right click on the name and select Edit to edit fields as listed in instructions above.
  • Use the Delete button to delete a Shelving Location.  Shelving locations cannot be deleted if they contain copies.  If the deletion fails, run a report that Lists Items by that location, and delete those items.  Try again.

 

Notes:

  • Evergreen preserves copy locations in the database; no statistical information is lost when a copy/shelving location is deleted.
  • Evergreen uses the terms "copy location" and "shelving location" interchangeably in earlier versions of the software. 
 
 

1.2. Best-Hold Sort Order

What order do you believe that holds should be filled it?

Do you want to keep a strict list order or fill holds that would reduce transit costs and aims to keep popular items in active use?

This is where that setting lives.  It is a VERY complex setting.  Read about it in Evergreen's 3.2 Documentation.

(Does each location get to choose or is this a SPARKwide shared decision?)

Evergreen comes with six pre-configured Best-Hold Selection Sort Orders to choose from: 

  1. Traditional
  2. Traditional with Holds-go-home
  3. Traditional with Holds-always-go-home
  4. FIFO
  5. FIFO with Holds-go-home
  6. FIFO with Holds-always-go-home

Understand and describe the impact of each of the settings below:

 

1.3. Billing Types

You can make Billing Types work for your library.

Each of these Billing Types can be edited:

 

An engaged and awesome attendee at the Evergreen Conference 2019 made the attached documentation: Making Billing Types Work For Your and Your Team that you can download below.

1.4. Cash Reports

Evergreen has built in Cash Reports that can be accessed via Administration---Local Administration---Cash Reports. 

This report will total your library's payments that are processed through the Bills tab in a patron's account.  This will not collect transactions via the catalog or a 3rd party cash register.   There are two kinds.  Desk Payments are cash, check, credit or debit card.  User Payments are those made on behalf of a patron like forgive, work, goods or credit. 

You can look at historical data and current data by setting your dates and library. 

The first column will be the workstation the transaction occurred at for Desk Payments, and it will be the staff username that issued the User payments. 

 

If you need more detailed totals, you will need to run a Report using the Payments by Bill Type source.  This will allow you to get a break-down of payments made for specific billing types.  

1.5. Circ Limit Sets

Circulation Limit Sets can be established to control how many items of a certain type/format or combination of formats a patron type can borrow. 

Your library's circulation policy should clearly state the limits on borrowing.

Consider Circulation Limit Sets during your location's configuration and ongoing use of the Evergreen software.

 

\

When you open a Circulation Limit Set, you can edit it:

Circulation Limit Sets are added/linked to Circulation Policies.

 

Notes: 

  • Staff with override permission can override Circ Limit Sets for individual transactions.
  • Complicated Limit sets can be complicated for staff to learn and to explain to patrons.
  • The limit set effects items checked out from your location, but will not consider if a patron has borrowed items from another location previously; a patron could have 5 DVDs from another location in your sharing group and borrow up to your limit from your location too.

 

1.6. Emergency Closing: ILS Role

If your location needs to close with for an extended period of time or has an emergency that calls for immediate changes to policies or notices, submit a request for assistance.

Things you may need:

  • Use Emergency Closing Handler
  • Plan for how to handle checkins/bookdrops
  • Plan for holds
  • Automated processes/notices will still be generated unless we take specific actions.
  • Considerations for staff working from home.  (If you allow a workstation at home, protect data too.)

1.7. Library Settings Editor

Library Settings are a list of settings that direct the behavior that occurs in Evergreen at each library or system.  Reach out to Support if you need assistance or have questions.  Full documentation of Library Settings can be viewed on the Evergreen website.  

Library Settings can be viewed via Administration---Local Administration---Library Settings Editor.

You narrow down to your library by selecting it from the Context Location drop down list. 

You can search for specific settings in the search box next to the Context Location. 

 

1.8. Organization Units

Understand the structure of the SPARK Libraries in this consortia by learning about Organization Units.

To update the Org Unit Settings, Hours, and Addresses, you must be logged in as LibAdmin.

Go to Administration-->Server Administration-->Organizational Units.

To update information about your organization:

Click on the text of your organization's name (opening folders with the carrot as needed). 

Edit the three tabs of information about your organization on the right pane: 1. Main Settings 2. Hours of Operation, and 3. Addresses. (See screenclip below.)

Save after each tab is updated. 

It is a PaILS/SPARK Best Practice to complete most fields in this setting, including multiple addresses and the county field.  This is a once and done task that only needs to be updated when hours or contact information change.

If you do not have permissions to update this and need a change, please ask Support.  

1.9. Statistical Categories Editor

Your library may want to collect statistical information for your patrons.

To do so, you set up Statistical Categories (aka Stat Cats) using the Statistical Categories Editor.

Here are the steps for doing this process:

Administration-->Local Administration-->Statistical Categories Editor

It's a good practice to view existing Statistical Categories first (Make sure you are in your own Focus Location, then for Patron Statistical Categories, select the blue link): Your existing entries will display in the fields below.

When you know what new Statistical Categories you want:

In the Create a new statistical category form:

  • Enter the name
  • Make sure the Owning Library is your own.
  • Decide if it should be visible in the OPAC.
  • Know what Type it is (For Patron Stat cats, Patron)
  • Decide if it is Required.
  • Select whether it archives with Circs.
  • Select if you will allow ANY free text or if it is only a choice of dropdown options
  • Select if it should display in the patron summary.
  • Select if there are any needs for SIP (ask SPARK Support about this.)

Then Create new statistical category.

After the category is created, you can then add the entries you want to be selectable in the dropdown menu. Be mindful of typos as it is difficult to edit entries and categories. 

 

 

1.10. Work Log

The Work Log records actions that are taken by staff such as check out, check in, editing user, registering user...etc. and impacted patrons for a given login. 

You can review it by visiting Administrator---Local Administration---Work Log. 

2. Administration: Workstation

2.1. Registering a Workstation

When you log into Evergreen for the fist time, you will need to register your workstation. 

You need to have at least CircSupervisor permissions to register a workstation. 

1. Enter your username and password.

2. You will be directed to this page to register your workstation. 

3. Be sure to select your library's short code.  This short code will let Evergreen know which library you are working at and how to handle all the transactions and other work you do when logged in. 

4. Enter your computer's name in the Workstation Name box.  Use the naming convention used by your library. 

5. Click Register. 

6.  You may get a pop-up warning you if a name is already in use.  You can click ok/continue.  If you cleared your cache or got a new computer, you will be need to reuse a name that already exists. 

7. Select the workstation and short code combo you wish to use and click Use Now. You'll get taken to the login screen and you will log in to start using Evergreen. 

Notes: 

1. You can register multiple workstations on each computer.  This works for those who work at different locations.  

 

2.2. Set Search Defaults

How to Set Search Defaults:

  • Go to Administration → Workstation.

  • Select Default Search Library. The default search library setting determines what library is searched from the advanced search screen and portal page by default. You can override this setting by selecting a different library. Set the search library to the highest point you would normally want to search.  For Patrons, search at SPARK level and include inactive if you want to see if the person has ever had an account at at SPARK Library.

  • Select Preferred Library. The preferred library is used to show copies and electronic resource URIs regardless of the library searched. One recommendation is to set this to your home library so that local copies show up first in the search results.

  • Select Advanced Search Default Pane. Advanced search has secondary panes for Numeric and MARC Expert searching. You can change which one is loaded by default when opening a new catalog window here. This setting is especially helpful for cataloging workstations. Setting the preference to numeric will default to the search pane for ISBN/TCN.


2.3. Hatch and Printer Settings

Hatch is a browser extension that streamlines the printing in Evergreen for Chrome and Firefox. 

To install it, you will need to visit the Evergreen Download page- https://evergreen-ils.org/egdownloads/ to download the installation file. 

If the installation file  doesn't add the extension to your Chrome browser, you can download it directly from the Chrome App Store.  You will need to download it from the Firefox Add-Ons page if you are using the Firefox browser. 

Once it is installed, you'll log into Evergreen and navigate to Adminstration---Workstation--Print Service ("Hatch") and put a check in the box to Use Hatch for Printing. 

To set up your Printers to use Hatch.  Print Templates can be assigned to use specific printers, Default, Receipt, Label, Mail and Offline.  

Navigate to Adminstration---Workstation-- Printer Settings.  Select each of the tabs and select the printer you want to use for that function.   Be sure to click Apply Changes each time you go to another printer tab. 

Tips: 

1. Many use Default for their regular document printer for things like the Holds Pull List. 

2. You may need to make adjustments for the Receipt Printer tab for margins so that it doesn't cut off or shrink things. 

 

2.4. Tests: Latency

Test it?

Use this feature to report your Latency.   Use the blue Start Test button.

There's even a handy piece of text you can click on to Copy to Clipboard so you can paste it to share it with someone who wants to know.

Sample output:

2.5. Sounds at the Workstation

They can be annoying, but their purpose is to draw attention to the screen. Think twice before turning them off.

If you must--

  • Go to Administration → Workstation.

  • Click the checkbox labeled Disable Sounds?

Sounds can be important for some of your workers to keep focus. 


2.6. Managing Columns (What Displays)

Having a good setup at your workstation for the task you are performing makes your work easier because you can display the fields that are important to your location.

Here's a link to a great Bite-Sized video that demonstrates how to Manage Columns:  You can change which columns display and what size the columns are:

Column Picker Video

Don't forget to save your settings.  The column settings will be saved/persistent for your login at the workstation, but will need to be redone any time you use a new workstation.

You can export these screens as .csv files or print the grid, and on some you can sort columns by the header. 

 

 

3. Authentication to 3rd Party Online Resources

3.1. Setting up a SIP2 Account

If you need a SIP2 account to authenticate/verify patron access to an online resource, please contact SPARK support. SIP2 accounts need to be activated on the server, so we will need to contact Equinox.

More information on SIP and Evergreen is located HERE

 

You can start the process by setting up accounts for your location.  Here are the recommended protocols for consistency:

Create a new SIP account: It's just like registering a patron.

Circulation-->Register Patron

Barcode:  Use Short Code Org Unit plus the name of the product.  (Example, Wyomissing's Hoopla account Barcode is WYOHoopla.)

OPAC/Staff Client User Name: Same as above.

Password:   Short Code+the first letter of the product+the 4 digit password generated by Evergreen.

First Name: Library Mailing Address City

Last Name:  Resource Name

Complete any other Fields that are Required with complete properly formatted information for the location requesting setup of the account.  If birthdate is required use 1900/01/01.  Complete any other Required fields for address and stat cats etc.

Choose Patron Profile Type:  Create the account as Lib_Admin   (SPARK support will change this to SIP when they receive it from you.  At this time, only SPARK Support staff can create SIP accounts.)

 

 

Next Step:  Lets PaILS Support Staff know that you have created the accounts.  PaILS Staff must inform Equinox that the account is setup so they can activate it. 

Equinox doesn't restart SIP server during the day.  New accounts will become live the day after added.  The SIP server is automatically restarted early each morning when activity is low.

 

3.2. Referring URL behind My Account

If your location has a referring URL that must be behind a secure barcode/PIN login, those links can be added to your catalog so that patrons see it after they login to the catalog.

A person who is trained to make catalog updates can apply these settings, you can request SPARK Support staff to add them, and Equinox will push the changes live for us.

Here's a sample of what it can look like after your patron logs in.  See the link to the resource below?

 

PaILS sends many thanks to Katie from Altoona District for pushing this new feature idea forward.

4. Booking

4.1. Learn Booking Module

At the Evergreen Conference 2019 I saw a presentation called "The Joy of Booking" by Jane Sandberg.  Here are slides and exercises.

Learn the features of the Booking Module by doing exercises / scenarios on the test server.



Very few SPARK Libraries are currently using the Booking Module, but that's no reason not to experiment on the TEST SERVER first with ways your libraries can benefit from this module:

  • Create a room reservation system
  • Create a way to reserve items with special handling.
  • What resources does your library "book"/reserve in advance?  This feature could be useful for those that ALWAYS require a staff member to book/reserve them.


Booking Module is designed for Resources that are useful at a specific time

It is NOT useful for items that are needed as soon as possible or whenever available or for items you want patrons to reserve without staff help.



4.2. View upcoming booking reservations in the OPAC

View upcoming booking reservations in the OPAC: A new tab in the My Account section of the OPAC shows patrons information about reservations on their account. Here, patrons can check on upcoming reservations, as well as reservations they currently have checked out.


Note: this interface pulls its timezone from the Library Settings Editor.

Make sure that you have a timezone listed for your library in the Library Settings Editor before using this feature. 


5. Editing Receipt Templates

5.1. Customizing Templates in Webby

Modify templates at : Administration → Workstation → Print Templates. 

Using the Receipt Template Editor in the Web Client:

Since upgrading to 3.3 print templates are stored to the workstation, but it's a good idea to export a copy of your customizations on a flash drive or downloaded to a folder on your desktop as a backup so that you can import  or transfer to other workstations if needed.

The receipt print templates follow W3C HTML standards (see http://w3schools.com/html/default.asp) and can make use of CSS and Angular JS to a certain extent. Full Documentation on Print Templates is available via Evergreen Documentation

The Receipt Template Editor can be found at: Administration → Workstation → Print Templates

Receipts come in various types: Bills, checkout, items, holds, transits and Payments. 

Editing Receipts

To edit a Receipt:

  1. Select Administration → Workstation → Print Templates.
  2. Choose the Receipt in the drop down list.
  3. If you are using Hatch, you can choose different printers for different types of receipts with the Force Content field. If not, leave that field blank. Printer Settings can be set at Administration → Workstation → Printer Settings.

  4. Make edits to the Receipt on the right hand side.  Always start editing below the -->

     
  5. Click out of the section you are editing to see what your changes will look right on the Left hand side.
  6. Click Save Locally in the Upper right hand corner.

Exporting and importing Customized Receipts

Once you have your receipts set up on one machine, you can export your receipts, and then load them on to another machine. Just remember to Save Locally once you import the receipts on the new machine.

Exporting templates

As you can only save a template on to the computer you are working on you will need to export the template if you have more than one computer that prints out receipts (i.e., more than one computer on the circulation desk, or another computer in the workroom that you use to check in items or capture holds with)

  1. Export.
  2. Select the location to save the template to, name the template, and click Save.
  3. Click OK.

Importing Templates

  1. Click Import.
  2. Navigate to and select the template that you want to import. Click Open.
  3. Click OK.
  4. Click Save Locally.
  5. Click OK.

Warning

Clearing your browser's cache/temporary files will clear any print template customizations that you make unless you are using Hatch to store your customizations. Be sure to export a copy of your customizations as a backup so that you can import it as needed.

If you are modifying your templates and you do not see the updates appear on your printed receipt, you may need to go into Administration → Workstation → Stored Preferences and delete the stored preferences related to the print template that you modified (for example, eg.print.template_context.bills_current).

 

Formatting Receipts

Print templates use variables for various pieces of information coming from the Evergreen database. These variables deal with everything from the library name to the due date of an item. Information from the database is entered in the templates with curly brackets {{term}}.

Example: {{checkout.title}}

Some print templates have sections that are repeated for each item in a list. For example, the portion of the Checkout print template below repeats every item that is checked out in HTML list format by means of the ng-repeat in the li tag.

<ol>
<li ng-repeat="checkout in circulations">
<b>{{checkout.title}}</b><br/>
Barcode: {{checkout.copy.barcode}}<br/>
Due: {{checkout.circ.due_date | date:"short"}}<br/>
</li>
</ol>

Text Formatting

General text formatting

Goal

Original

Code

Result

Bold (HTML)

hello

<b>hello</b>

hello

Bold (CSS)

hello

<span style="font-weight:bold;">hello</span>

hello

Capitalize

circulation

<span style="text-transform:capitalize;">circulation</span>

Circulation

Currency

1

{{1 | currency}}

$1.00

Date Formatting

If you do not format dates, they will appear in a system format which isn't easily readable.

Code

Result

 

2017-08-01T14:18:51.445Z

{{today | date:'short'}}

8/1/17 10:18 AM

{{today | date:'M/d/yyyy'}}

8/1/2017

Currency Formatting

Add " | currency" after any dollar amount that you wish to display as currency.

Example: {{xact.summary.balance_owed | currency}} prints as $2.50

Conditional Formatting

You can use Angular JS to only print a line if the data matches. For example:

<div ng-if="hold.email_notify == 't'">Notify by email: {{patron.email}}</div>

This will only print the "Notify by email:" line if email notification is enabled for that hold.

Example for checkout print template that will only print the amount a patron owes if there is a balance:

<span ng-if="patron_money.balance_owed">You owe the library ${{patron_money.balance_owed}}</span>

See also: https://docs.angularjs.org/api/ng/directive/ngIf

Substrings

To print just a sub-string of a variable, you can use a limitTo function. {{variable | limitTo:limit:begin}} where limit is the number of characters you are wanting, and begin (optional) is where you want to start printing those characters. To limit the variable to the first four characters, you can use {{variable | limitTo:4}} to get "vari". To limit to the last five characters you can use {{variable | limitTo:-5}} to get "iable". And {{variable | limitTo:3:3}} will produce "ria".

Original

Code

Result

The Sisterhood of the Traveling Pants

{{checkout.title | limitTo:10}}

The Sisterhood of th

123456789

{{patron.card.barcode | limitTo:-5}}

56789

Roberts

{{patron.family_name | limitTo:3:3}}

ber

Images

You can use HTML and CSS to add an image to your print template if you have the image uploaded onto a publicly available web server. (It will currently only work with images on a secure (https) site.) For example:

<img src="https://evergreen-ils.org/wp-content/uploads/2013/09/copy-Evergreen_Logo_sm072.jpg" style="width:150px;padding:5px;">

Sort Order

You can sort the items in an ng-repeat block using orderBy. For example, the following will sort a list of holds by the shelving location first, then by the call number:

<tr ng-repeat="hold_data in holds | orderBy : ['copy.location.name','volume.label']">

Subtotals

You can use Angular JS to add information from each iteration of a loop together to create a subtotal. This involves setting an initial variable before the ng-repeat loop begins, adding an amount to that variable from within each loop, and then displaying the final amount at the end.

<div>You checked out the following items:</div>
<br/>
<div ng-init="transactions.subtotal=0">                <!-- 1 -->
<ol>
<div ng-repeat="checkout in circulations">
  <li ng-init="transactions.subtotal=transactions.subtotal -- checkout.copy.price"> <!-- 2 -->
     <b>{{checkout.title}}</b><br/>
     Barcode: {{checkout.copy.barcode}}<br/>
     Due: {{checkout.circ.due_date | date:"M/d/yyyy"}}
  </li>
</div>
</ol>
<div style="font-weight:bold;">Total Amount Owed: {{patron_money.balance_owed | currency}}</div>
<div style="font-weight:bold;border:1px dotted black; padding:5px;text-align:center;">
You Saved<br/>
{{transactions.subtotal | currency}}<br/>              <!-- 3 -->
by borrowing from the library!</div>
 
 

 

© 2008-2017 GPLS and others. The Evergreen Project is a member of the Software Freedom Conservancy.

Creative Commons License

 

Tips: 

Autocut feeder problem--If your receipt cutter cuts too close to the bottom add at the end

<br/

<br/>

.<br/>

5.2. Print Template Files for Importing

SPARK Print Templates updated as of 2020-05-08 3 PM


5.3. Receipt Template Package for Webby by Blair County

Attached are receipt template package samples for the Web Version of SPARK. They were started by Katie at Blair and have been changed and edited by other SPARK Community members.  If your library wants to contribute a sample of your templates because you spent time making them awesome, please do.  Ask to have them uploaded and shared here. 

Much of the info (library name, phone numbers, etc) that displays on receipts comes from database calls. 

Some spaces are left as "CUSTOM MESSAGE HERE" to give example places for how you can edit/add your own text.


The particular .json files below includes:

  • Checkout receipt with calculation of cost of items.

  • Reworking of the Holds Pull List to print as a List rather than a Table, to print on receipt printers.
  • Variations on how workstation name and login are displayed.


Instructions:

To use these templates, download the file (many locations use a flash drive to pass the "best" set of local templates among workstations) and then upload it to each workstation that prints.

Receipt templates follow the workstation login.  You can make customization on different workstations based on what you need to print at the time.

In the Spark Web Client, Upload it by going to Administration-->Workstation-->Print Templates.


Select the Import Button at the top right.

Importing Templates

  1. Click Import.
  2. Navigate to and select the template file that you want to import. Click Open.
  3. Click OK.
  4. Click Save Locally.
  5. Click OK.


Notes:

Test to make sure the templates work well for your location and include the information you want. Some longer library names may wrap or break across lines, so small edits may be necessary.  Some libraries don't want the workstation login where the receipt was printed, some do. 

Receipt templates follow the workstation login.  You can make customization on different workstations based on what you need to print at the time.

Note: Find useful templates created by the Evergreen community here:  https://github.com/alynn26/Evergreen-Receipts/blob/master/checkout.html

5.4. Snippets of useful code for your receipts

Sorting: You can sort lists or tables using orderBy  

sample code for sorting holds lists by copy location and call #: <li ng-repeat="hold_data in holds | orderBy: ['hold._copy_location_position', 'copy.location.name', 'volume.prefix_sortkey', 'volume.label_sortkey', 'volume.suffix_sortkey']">


"You saved": you can insert the total saved by patrons using the item's price.

First, you will need to add the item price code into the line item for each checkout (you should already have the text before the |, so insert the rest).

<li ng-repeat="checkout in circulations" | ng-init="transactions.subtotal=transactions.subtotal -- checkout.copy.price" >

Then, add the sum at the bottom: 

<hr/><div>Cost to buy these books: {{transactions.subtotal | currency}}</span><br/> The value of your public library -- Priceless! <BR> <Br>

5.5. If miles of paper print with a receipt (web client)

In Webby--

For Chrome

Make sure the paper roll is set to the correct size.

Click "more settings" and uncheck headers and footers.

Set margins to minimum

 

For Firefox

Select page settings from the "hamburger menu" at the top

select .1 for each margin and -blank- for each  header footer

 

This may help too: 

Autocut feeder problem--If your receipt cutter cuts too close to the bottom add at the end

<br/

<br/>

.<br/>

 

5.6. Georgia Pines Documentation

Georgia Pines, the Evergreen Consortium in Georgia, has created these documents that explain how to modify and use the print templates in 3.x

Links are here:

Print Template Overview -https://pines.georgialibraries.org/dokuwiki/doku.php?id=admin:workstations:receipts
Print Template Fields - https://pines.georgialibraries.org/dokuwiki/doku.php?id=admin:workstations:receipt-content

6. Emails from Evergreen

6.1. Viewing Notices

It's important  that the communications Evergreen sends to your customers are configured to display the information you want to share in a clear and concise, non-jargon, way.

It can be a good idea to "walk a mile" in the shoes of your patrons and try to experience the library as a customer.   SPARK recommends that library staff also have a PATRON level user account for their personal use of library materials.  Try placing holds, or having an item overdue and see what kind of notices you receive.  

You can view your existing Notification settings anytime.

Administration-->Local Administration-->Notifications/Action Triggers

This page will load blank and you will have to use the filter like below.

Use the Filter to display results for notices that are customized for your location:

What will display is a list of your notices.  Below is an example of notices for LEHCAR_PCL

When you locate the notice that you want (some locations may need to apply additional filters), doubleclick on it and it will open that notice.

There are many settings and this gets complex.

Much of the notice is coded.  If you don't know the code, be wary of editing it. 

For email notices, if there are small wording changes, these can be done very simply.

In this case, I am deleting a line of text that is no longer relevant to the location.

Then Save. 

6.2. Notices via email to your patrons

Patrons who have an email address in their record are enrolled to receive notifications (Welcome, Courtesy, Overdue, etc.) via email because it is the most efficient way for libraries to deliver these common message.

Patrons opt-in and decide what method is best for time sensitive Hold Pickup Notices, they may choose email, text message (SMS via email), or phone.

Local Accountability:

  • When you migrate, you tell us the sending email address for notices and it is entered in your Library Settings.  Be aware: If your library controls DNS for your domain, the SPF (Sender Policy Framework) record can be modified to allow the Equinox mail server to send emails from your domain.  If you don't control DNS, let's talk about other options.)   White-list the email address and domain from which the emails are sent. 
  • Have a good process in place for how to handle "bounced" emails.
  • Decide if you want a cc or bcc line so you receive a copy of every message sent to patrons on behalf of your location.  *(adding these can make the messages more likely to be filtered to trash by some services.)
  • Know how to respond when a patron says: "I didn't get the email". 
  • Try running a Report to look at notice behavior in your system.
  • Regarding Print Notices, make sure you are checking regularly the link you were provided.

What can you do if a patron says: I didn't get the email notice.

  • Ask the patron to check all of their spam, trash, junk folders for messages from your domain.  The message might not have made it to their priority inbox.
  • If you are carbon copied on any messages, you can check your own email to see if they were sent.
  • You can run a report to see if a notice was generated by the system.
  • If the items are still out, you can look to see how many notices were generated.
  • Ask SPARK support to ask our vendor if emails were generated.  Provide the patron barcode, email in the account, and the date/time that the notice was expected.

6.3. Emails from Reports Server

If you sign up to receive notification when a report is finished running or to let you know a scheduled recurring report has run, emails come from: pails@custsmtp.esilibrary.com <pails@custsmtp.esilibrary.com>


7. Hardware Ideas

7.1. Recommended barcode scanners

The following barcode scanners have been recommended to work with SPARK-

  • Honeywell Mobility and Scanning 1250G-2USB -- Lackawanna
  • Zebra Scanners--Pocono Mountain Public Library

https://www.zebra.com/us/en/products/scanners/general-purpose-scanners/handheld/ls2208.html

If anyone gets this scanner, just contact me and I'll explain what we did. It's not as bad as it seems.  anndirector_pmpl@yahoo.com

  • Honeywell Voyager--Altoona

 The only issues I have had with barcode scanners are :

 -old ones that run on the PS/2 port, some of which switch the capitalization of letters in barcodes if the Caps Lock on the keyboard is on

 -scanners that don't scan various types of barcodes by default. I have seen some that have Codabar turned off by default, which is quite vexing until you learn how to use the setup system that comes with the scanner. So, the library should check their barcode types against what the scanner has enabled.

  •  Datalogic Scanners--Juniata

will scan barcodes from phone screens

https://www.amazon.com/Datalogic-QuickScan-Handheld-Omnidirectional-QD2430-BKK1/dp/B00HGUUUD4

  •  Honeywell Xenon 1900--Lower Macungie

7.2. Monitors / Display

A wide-screen, landscape format monitor often works best with the staff client so that staff can have columns that are set to display useful information.

Any size display will work for the staff module, but some smaller, older screens cause odd wrapping to occur in the Evergreen software and limit what you can see.

 

 

8. Internet Browser Information

8.1. Firefox and Chrome

Firefox and Chrome are the recommended internet browsers for use with Evergreen's staff client. 

Some in SPARK have tested a bit using Brave.

Do not use Internet Explorer. Evergreen does not work well with Explorer.



For the patron side, Firefox, Chrome, Safari, and most browsers will work.


Another tip on web browsers:  You cannot use the same browser for both the staff client and the public catalog unless you are browsing in a private window/incognito/in another completely separate session.

8.2. Pop-ups

It's important to allow pop-ups in your browser, since some elements of Evergreen display in popups. Blocking those pop-ups might make it seem like Evergreen isn't working.

In Firefox

  • select Preferences from the Firefox menu and then select the Content panel. Click the Exceptions button and add your domain to the Allowed Sites list. 

In Chrome

  • At the top right, click More Settings.

  • At the bottom, click Advanced.

  • Under "Privacy and security," click Site settings.

  • Click Pop-ups and redirects.

  • At the top, set the setting to Allowed or Blocked.

8.3. OPAC and Staff Client Clash

To demonstrate patron features of My Account at your circulation workstation, use a Private or Incognito window of your browser to open the patron account in the OPAC. 
 
You cannot be logged into Evergreen on both the staff interface and an account on the OPAC in the same browser at the same time, even in separate windows.  If you try to do this, the My Account button at the top right of the catalog screen will NOT be visible.
 
Even if you close the staff interface window, you may not be completely logged out.
 
  • If you use Firefox, open the patron account through the OPAC in a Private Window, which should allow you to be logged into both at the same time, preserving the My Account button for logging out.  
  • If you use Chrome, use an Incognito window for the OPAC login.
 
 

9. Scheduled and Emergency Closings

9.1. Entering Holidays: Closed Dates Editor

Set closed dates using the Closed Dates Editor.  This is a yearly task for people with LibAdmin Permissions.

Closed dates effect due dates and fine accrual policies.  It is important to set closed days and holidays or special days that your location is closed.  (You should NOT have to enter Sundays or other regular days that you are closed on your Org Unit settings.)

  • Due dates. Due dates that would fall on closed days are automatically pushed forward to the next open day. Likewise, if an item is checked out at 8pm, for example, and would normally be due on a day when the library closes before 8pm, Evergreen pushes the due date forward to the next open day.

  • Overdue fines. Overdue fines may or may not be charged on days when the library is closed. This fine behavior depends on how the Charge fines on overdue circulations when closed setting is configured in the Library Settings Editor.

Closed dates do not affect the processing delays for Action/Triggers or scheduled reports. For example, if your library has a trigger event that marks items as lost after 30 days, that 30 day period will include both open and closed dates.

How to Add a Closures

  1. Select Administration > Local Administration-->Closed Dates Editor.
  2. Make sure your library's shortcode appears in the Edit Closed Dates for: menu box.
  3. Use the Add closing button and complete the form (sample below) for each holiday you will be closed.
  4. Only click Apply to all of my libraries if your organizational unit has children units that will also be closed. This will add closed date entries to all of those child libraries.
    By default, creating a closed date in a parent organizational unit does not also close the child unit. For example, adding a system-level closure will not also close all of that system's branches, unless you check the Apply to all of my libraries box.

  5. Notice the option for Possible Emergency Closing?  This feature would be used if you needed to close on Short Notice, such as a weather event.  It pushes item due dates to the next day.  There are some minor bugs associated with the feature.

  6. Detailed closure is an option to use to close just part of a day, like for a half-day holiday.


Your result of successful Closed Dates entry will look a lot like this:

 


 

9.2. When Closed: Target Copies for a Hold

Target Copies for a hold when copy's circ lib is closed

Library Settings:  Your Context Location  : Group is Circulation  : Value is True / False / Null

  • Can be applied at Org level or higher.
  • Is null at the SPARK level. 
  • Only used when a location is using Closed Dates in Evergreen.
  • Effects what appears on your holds pull list.

If your location closes, but staff will be in the building and want to send hold requests to other libraries who are resource sharing partners or to use Evergreen for mailing holds to patrons while a facility is closed, update the setting Target copies for a hold even if the copy's circ lib is closed to True.

If your location closes, but you will only be filling holds for items that are at your location and will be picked up at your location use Target copies for a hold even if copy's circ lib is closed IF the circ lib is the hold's pickup lib, update to True.

 

9.3. Creating an Emergency Closing

Creating an Emergency Closing

By selecting the Emergency checkbox, the system will void overdue fines incurred for that emergency closed day or days and push back any of the following dates to the next open day as determined by the library’s settings: * item due dates * shelf expire times * booking start times.

The Emergency Closing feature is located within the Closed Dates Editor screen, which can be accessed via Administration → Local Administration → Closed Dates Editor.

Within the closed dates editor screen, scheduled closed dates are listed and can be scoped by specific org unit and date. The date filter in the upper right-hand corner will show upcoming library closings on or after the selected date in the filter.

Add Closing

Select Add closing to begin the emergency closing process. A pop-up will appear with fields to fill out.

Create Closing for One Full Day

Library - Using the dropdown window, select the org unit which will be closing.

Apply to all of my libraries - When selected, this checkbox will apply the emergency closing date to the selected org unit and any associated child org unit(s).

Closing Type - The following Closing Type options are available in a drop down window: * One full day * Multiple days * Detailed closing

The Multiple days and Detailed closing options will display different date options (e.g. start and end dates) in the next field if selected.

Create Closing for Multiple Days
Create Detailed Closing

Date - Select which day or days the library will be closed.

NOTE The Closed Dates editor is now date-aware. If a selected closed date is either in the past, or nearer in time than the end of the longest configured circulation period, staff will see a notification that says "Possible Emergency Closing" in both the dialog box and in the bottom right-hand corner.

Reason - Label the reason for library closing accordingly, e.g. 3/15 Snow Day

Emergency Closing Handler

When a date is chosen that is nearer in time than the end of the longest configured circulation period or in the past, then a Possible Emergency Closing message will appear in the pop-up and in the bottom right-hand corner of the screen. Below the Possible Emergency Closing message, two checkboxes appear: Emergency and Process Immediately.

NOTE The Emergency checkbox must still be manually selected in order to actually set the closing as an Emergency Closing.

By selecting the Emergency checkbox, the system will void any overdue fines incurred for that emergency closed day or days and push back any of the following dates to the next open day as determined by the library’s settings: * item due dates * shelf expire times * booking start times

Create Emergency Closing

When selecting the Process Immediately checkbox, Evergreen will enact the Emergency Closing changes immediately once the Emergency Closed Date information is saved. If Process Immediately is not selected at the time of creation, staff will need to go back and edit the closing later, or the Emergency processing will not occur.

Upon clicking OK, a progress bar will appear on-screen. After completion, the Closed Dates Editor screen will update, and under the Emergency Closing Processing Summary column, the number of affected/processed Circulations, Holds, and Reservations will be listed.

Emergency Closing Processing Complete

Editing Closing to process Emergency Closing

If Process immediately is not selected during an Emergency Closing event creation, staff will need to edit the existing Emergency Closing event and process the affected items.

In the Closed Dates Editor screen, select the existing Emergency Closing event listed. Then, go to Actions → Edit closing.

Edit Closing

A pop-up display will appear with the same format as creating a Closed Dates event with the Emergency checkbox checked and the Process Immediately un-checked at the bottom. Select the Process immediately checkbox, and then OK. A progress bar will appear on-screen, the Emergency Closing processing will take occur, and the Closed Dates Editor display will update.

Edit Closing Pop-Up

© 2008-2017 GPLS and others. The Evergreen Project is a member of the Software Freedom Conservancy.

Creative Commons License

 

9.4. Things to consider when for Planned or Emergency Closures

Q: What to do if a branch/ branches are closing?  

A: Use the Emergency Closing Handler.  This is a great feature of Evergreen software.   

Consider your settings upon closure as well as when preparing for re-opening. 

This solution covers settings and updates for fines, holds, public access catalog and notices.

Q: How to extend due dates and/or renewal limits?

The Emergency Closing Handler covers these actions.  

Fines are not charged and due dates are extended until your opening dates.

If you want to change the dates of other items or extend your loan periods via policy, reach out.

Q: What about Notifications to your patrons? 

A:  We can turn off notifications for periods of time.

If you locally change any notification settings, ensure you record the changes, so you know what to do when it is time to reverse them.

Q: What about Holds? 

A: Use of the Emergency Closing Handler means that your location will not be getting a regular holds pull list.  Holds don't typically target when you are closed.  There is a library setting that can override this if you want to continue to pull holds to mail or offer no-contact pickup methods. 

If you are in the building and checking in items from the bookdrop, items with holds will still go to the holds shelf, but because notifications are off, your patron won't be notified.  A good practice if you are checking in items is to immediately checkout the item to a Temporary Holds Cart Patron using an override. That way, when you re-open, you can check them in and notifications will be sent to patrons to come to the library to get their holds with a regular period and the patron won't see the hold waiting on their account until you open.

Patrons can still place holds and get in line in the queue for items when you re-open.   

Q: What can our catalog say about the closing?

A: We can make temporary edits to your OPAC screen to display extended closure messages.  

 

Q: What are staff options for remote work via the Evergreen web client? 

A: Staff access should first be determined by your local policy and plan.  If you want staff to be able to access the web client from their remote workspace, take steps to ensure security of data.  Having a sign-off form may be a great best practice. 

People with Circ Sup, Tech Services, or Lib Admin permissions are able to register a workstation remotely and use it. 

10. Staff Accounts

10.1. SPARK Staff Permission Groups

Staff permissions are separated into two groups: Circulation and Technical Services.  For staff who perform duties under both headings, a secondary permission can be assigned. 

All staff must be assigned to at least one of the standard permission groups below. 

It is a SPARK practice to require that library staff have an account as a Staff member in addition to the account that they should have as a library patron.  

In the event that a staff member leaves, the staff account should be deactivated and the password changed.  

Most locations will want a LibAdmin / Tech Services account for the location manager/director, though that may be based on need for cataloging. 

Since active accounts are subject to the privilege expiration date, all accounts need a valid email address for the renewal process.  Accounts with LibAdmin permissions or Tech Services permissions must contain a real name and contact information for the staff member responsible for the account and its password.  

If you need more assistance, check out other Staff Account resources here, or contact SPARK Support.

Circulation Permissions:

CircClerk: Can perform basic lower level circulation functions. They are not able to run reports.

CircSupervisor: Can perform same tasks as a CircClerk plus they can override special circumstances such as allowing a patron to check out materials even though they have exceeded the fine threshold, checking out a book with an available hold to another patron etc. They are able to run reports, create a report template, share reports folders, and view report output. 

LibAdmin: Can perform all above functions. In addition, they can create report templates, edit receipt templates, change library hours, customize the staff client etc. This is typically reserved for library directors and Tech Support people. They are able to upload offline transactions.

Technical Support Permissions:

Cataloging permissions in SPARK are organized into three tiers: Local Cataloger, Copy Cataloger, and Original Cataloger. Only SPARK Support can assign the Copy Cataloger and Original Cataloger permission groups after staff have completed the corresponding knowledge check questionnaire.  

I.  The entry-level tier is Local Cataloger.

  • At this level, we teach catalogers how to navigate the Evergreen Web client, and how to manage their local collections.
  • Permissions for this level include:
    • Add local holdings to SPARK
    • Edit local holdings
    • Delete local holdings
  • In order to be granted permissions at this level, a cataloger should:

II.  The middle level tier is Copy Cataloger.

  • At this level, we teach catalogers how to add new records to the SPARK-wide catalog.
  • Permissions for this level include all Local Cataloger permissions, plus:
    • Add MARC records with Z39.50
    • Import batches of MARC records
    • Manage e-records
    • Monograph parts
  • In order to be granted permissions at this level, a cataloger must:

III.  The highest level tier is Original Cataloger.

  • At this level, we teach catalogers how to edit records that are already in the SPARK-wide catalog, and how to create brand (original) MARC records
  • Permissions for this level include all Local and Copy Cataloger permissions, plus:
    • Edit current MARC records
    • Merge current MARC records
    • Overlay MARC records
    • Batch update MARC records
    • Create original MARC records
    • Delete MARC records
  • In order to be granted permissions at this level, a cataloger must:

10.2. Review Staff Accounts

On a regular basis, your library should review the staff accounts assigned at your location.

Step 1:  Search for all active Staff accounts at your location. 

Search-->Search for Patrons.  Limit the search for Staff and Location as below:

index.php?pg=file&from=2&id=541

Step 2: Open each account and review the information that is provided.  Update staff accounts just like updating patron accounts.

You can also run reports listing your current list of staff- Shared Folders--pailsdavis--Patrons/Users---Staff Accounts with Email Addresses with Secondary Permissions

PaILS Recommends that each staff account have at minimum, the following fields completed:

  • Email contact for library person responsible for account
  • Library phone number
  • Library address
  • Updated expiration date
  • Permission level
  • Any other fields your location has as required.

Make sure that any accounts that are NOT in use, follow the practices outlined on this page

10.3. Registering a New Staff Member

It is a best practice that workers at your location have one account for personal library use as a patron and one account for their login as staff to the web client of Evergreen.  This allows staff to have separation and privacy for borrowing materials and an account that you control for their work uses. 

People with LibAdmin permissions can assign, edit, and delete/make inactive staff accounts.  Staff can not edit their own accounts. 

Assigning a Staff Account uses the same process as Register Patron with an extra step.  

Step 1: Circulation-->Register Patron

  • Barcode and OPAC/Staff Client User Name can be your location's barcode or other standard practice you choose. 
    • PaILS recommends using the Shortcode of the location in all capital letters, with identifying characters of the staff job title or first name. 
    • This card number displays in the top right of the web client when in use and may be printed on some receipts depending on your templates.
    • Usernames are case sensitive. 
  • The Password should be non-obvious to restrict access to the account and given to staff.  Passwords can be letters and numbers, no symbols.  It is not recommended to use a simple 4 number PIN for staff accounts.index.php?pg=file&from=2&id=784
  • First and Last name of the staff member.  Some locations use the first two letters of the library short code before the first and last name so that staff do not accidentally find themselves in patron search results.
    • Some locations add the person's job title in the Prefix/Title field or Suffix Field and/or use the Preferred name fields.index.php?pg=file&from=2&id=785
  • If Date of Birth is required, or as a best practice, enter the date of hire for an anniversary date of employees in your reports, or enter a standard 1900/01/01 for all staff.   Uncheck the Juvenile flag if you are using date of hire.
  • If Primary Identification Type is required, use Other, enter Staff in the Primary Identification field.

                index.php?pg=file&from=2&id=787

  • Enter the staff email address or that of a manager.  Library Email addresses are required for all accounts.
  • Set the Home Library as the primary location where the staff member works.
  • The Main Profile Permission group should reflect the highest level of training and proficiency that the staff member has obtained.  Learn about permissions.
    • To add a Secondary Permission group, click on the Secondary Groups box and assign the appropriate secondary level and click "Apply Changes".
  • Complete the Address information with the library's address.
  • If there are any other Yellow/Required fields, such as statistical categories, please populate them with correct data.
  • SAVE the account.

Step 2: Adding a Working Location

Only staff account needs to be assigned a Working Location to perform staff functions.  Without these working locations, your account won't be able to perform staff functions. 

  • Open the staff account and click Other----User Permission Editor

index.php?pg=file&from=2&id=789

  • Put a check in the box for each library the staff member works at or with. 

index.php?pg=file&from=2&id=790

  • Scroll all the way to the bottom and click Save. 
  • Your new staff is ready to use!

10.4. When Staff Leave, Quit, or are Terminated

When a staff member leaves your library, it's important to disable their STAFF account to prevent unauthorized access.

It is a best practice that workers at your location have one account for personal library use and one account for their login to the web client of Evergreen.

Best Practices for deactivating the staff account when someone is no longer employed by the library:

  1. Change the password on the staff account so that the staff member does not have access to it as soon as staff member is no longer employed.  
  2. Change the expiration date to the employee's last date of employment, mark the account inactive by unchecking the Active checkbox, and Save the changes.  

 

Other things to consider: 

  • Copy/Item/Holdings Templates- create a back-up copy of the staff member's cataloging holdings templates.  Instructions
  • Report templates/reports/output.  If the staff member has report templates and occurring reports that need to be transferred, log into the old account and share the template folders to the location level, so other staff can clone them. Instructions on Sharing Folders and Instruction on Cloning a Report Template
  • If your library uses Courtesy or Courtesy 3 yr accounts for staff member personal use of the library to give the benefit of no fines or other staff privileges, you will need to change the former staff member's personal account to Adult or Adult 3 Yr permissions.

11. Troubleshooting and Tips

11.1. Using Hot Keys

See below for Hot Keys / keyboard shortcuts that work with Evergreen. 

Save time and "mousing" wrists by using Hot Keys.

If your location has created a keyboard template for these, please share it.

An innovative way a SPARK Community member did it using Bookmarks Toolbar is pictured below.

11.2. Latency testing in SPARK

The Evergreen Web Staff Client now includes a section called Tests at Administration → Workstation.

The Tests page houses a simple tool that can be used to test the latency of the websocket connection between the client and the server.

This page displays which Evergreen host server is being queried.

Upon hitting the blue "Start Test" button for the first time, it will issue 10 sequentially fired requests in order to get a solid initial average. Clicking the button a second time will take one more measurement and recalculate the average latency.

The results can be copied to clipboard for troubleshooting purposes and also cleared from display.

11.3. White Screen? Open the Console

Chrome-

View > Developer > JavaScript Console or More Tools > JavaScript Console or press Ctrl + Shift + J.

The error console will open. If you don't see any errors try reloading the page. The error may be generated when the page loads.

The console will provide you with the error type, the location of the error and the line number

Firefox

1. Open the Console

Go to the screen where you are experiencing the error. In Firefox, navigate to Tools > Web Developer > Error Console or press Ctrl + Shift + J.

2. Identify the Error

The error console will open. If you don't see any errors try reloading the page. The error may be generated when the page loads.

The console will provide you with the error type, the location of the error and the line number

Note the error and send it to SPARK support with details on what your were doing when it occurred. Please note the time as well.

11.4. Instructions for Clearing the Cache

If you're using the Web Client, you will need to refresh or clear the cache of your browser occasionally to make sure you're seeing the latest updates.

A refresh with CTRL +F5 works in some situations.

If it doesn't, you'll need to clear the cache. Use the following instructions. They will help you avoid having to re-register the workstation.

(Clearing all of your browser's cache/temporary files will clear any print template customizations that you make, unless you are using Hatch to store your customizations. Just in case, export a copy of your customizations as a backup so that you can import it as needed)

In Chrome-

  1. At the top right, click the three stacked dots, aka the "hamburger" More.
  2. Click More tools and then Clear browsing data.
  3. At the top, choose a time range select All time.
  4. Next to "Cached images and files," check the box.
  5. Click Clear data.

In Firefox-

  1. At the top right, click the three stacked dots, aka the "hamburger"
  2. Select Settings
  3. Select the Privacy & Security panel.
  4. In the Cookies and Site Data section, click Clear Data...
  5. Remove the check mark in front of Cookies and Site Data.
  6. With Cached Web Content check marked, click the Clear button.