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Circulation

1. Circulation Training Videos

1.1. Circulation Training Videos

These videos were created for Clymer library by Tina, User Group President (contracted by PaILS) to train new staff who will use the PaILS hosted SPARK version of Evergreen.

These videos were created on the Web Client in version 3.1.

Circulation Training #1: Login | Register Workstation | Overview of Evergreen https://youtu.be/1AbchyjzcVk




Circulation Training #2: Registering Patron https://youtu.be/iv0dXOgjWDk




Circulation Training #3: Overview of Patron Account https://youtu.be/uTVXTmNnWEo


Circulation Training #4: Checking Materials in/out | Renewing materials https://youtu.be/0xhiAudvNoA

Circulation Training #5: Lost items | Claims Returned (Special Circulation) https://youtu.be/OxiLKneRrIg

Circulation Training #6: Patron Bills | Overview | Creating | History https://youtu.be/jIU_ihjmw7U

Circulation Training #7: Placing Holds | Canceling Holds | Editing Holds https://youtu.be/HsMeQ33-dvQ

Circulation Training #8:  Item Status | Mark Damaged | Mark Missing https://youtu.be/wLkIty-b7yw

Circulation Training #9: Adding Messages and Alerts to patron accounts.

https://youtu.be/w1Q7fB6ZVcE

 

2. Holds

2.1. Clearing the Holds Shelf

There are two ways to clear the holds shelf.
 
 
Use the Show Clearable Holds and Clear These Holds buttons in the Holds Shelf
  1. Go to Circulation > Holds Shelf
  2. Click the Show Clearable Holds button - this will take away active holds, leaving any canceled, expired, etc. holds.  
  3. Use the Print Full List button to print the list, if needed, and pull the canceled or expired holds from the holds shelf.
  4. Click the Clear These Holds button and all the canceled or expired holds will be removed in batch.
This is a very easy way to do it, but make sure you've either printed the list of clearable holds or pulled them from the shelf before clearing because they cannot be retrieved again after they've been cleared.
 
Use Check In with the Circulation Modifier of Clear Holds Shelf
  1. Go to Circulation > Holds Shelf
  2. Click the Show Clearable Holds button
  3. Use the Print Full List button to print the List
  4. Pull the canceled or expired items from the holds shelf
  5. Go to Check In
  6. Click on the Circulation Modifiers drop-down below the Items Checked In area (right side of the screen) and choose Clear Holds Shelf
  7. A pink banner with Clear Holds Shelf will appear above the Items Checked In area
  8. Scan the barcodes of the items pulled from the holds shelf - the items will be removed from the Holds Shelf.
  9. Click on the Circulation Modifiers drop-down again and click on Clear Holds Shelf to deactivate the circulation modifier.  It's sticky, so it will stay on until turned off.
This is the more labor-intensive approach, but it's less likely that items get cleared before being pulled.

2.2. Retargeting Holds (when an item should fill a hold but doesn't)

Holds need to be retargeted whenever a new item is added to a record, or after some types of item status changes, for instance when an item is changed from On Order to In Process. The system does not automatically recognize the newly added items as available to fill holds. You might encounter this situation when you add another title or change the status of an item (ie, from "missing" to "available").

  1. View the holds for the item.
  2. Highlight all the holds for the record, which have a status of Waiting for Copy. If there are a lot of holds, it may be helpful to sort the holds by Status.
  3. Click on the head of the status column.
  4. Under Actions, select Find Another Target.
  5. A window will open asking if you are sure you would like to reset the holds for these items.
  6. Click Yes. Nothing may appear to happen, or if you are retargeting a lot of holds at once, your screen may go blank or seem to freeze for a moment while the holds are retargeted.
  7. When the screen refreshes, the holds will be retargeted. The system will now recognize the new items as available for holds.

2.3. Using the Retarget Holds Checkin Modifiers

Regarding using the "Retarget Local holds" and "Retarget All Status" check in modifiers--

When using these checking modifiers, the holds that are retargeted are the holds where the pickup lib is the same as the item's Circulation library

As an example, new items being checked in at LVLS_BAPL that have a circulation library of LVLS_BSS are either going to find a hold at LVLS_BSS or go in transit back to the home library of LVLS_BSS.

When a new item is created it will take up to 24 hours to be placed on the holds copy map table. So the holds for the new items at will not know of the new item until the hold is re-processed by Evergreen. The time the hold is re-processed is based on the prev_check_time field in the hold itself.

 


3. Setting up a Shelving Location

3.1. Administering Copy and Shelving Locations

Copy Location / Shelving Location

Evergreen uses the terms "copy location" and "shelving location" interchangeably in early versions.  They both refer to a physical location within the library. Copy/Shelving Locations help patrons find items, and they also can be used to construct circulation policies in SPARK.

Staff with the LibAdmin permissions can create new Copy/Shelving Locations.

Instructions to Creating New Copy/Shelving Locations

  • Administration tab-->Local Administration-->Shelving Location editor
  • Type the name of the copy location.
  • In OPAC Visible, choose whether you would like items in this copy location to be visible in the catalog.
  • In Hold Verify, set to "Yes" if, when a copy checks in, you want to always ask for staff confirmation before capturing a hold.
  • In Checkin Alert, choose whether 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.
    • 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.)
  • If you would like a prefix or suffix to be added to the call numbers of every volume in this location, enter it.
  • If you would like, add a URL to the URL field. 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.
  • If you would like to override any copy-level circulation/hold policies to make sure that copies in your new location can't circulate or be holdable, choose No in the appropriate field. If you choose Yes, Evergreen will use the typical circulation and hold policies to determine circulation abilities.

Shelving locations can be used in Circulation Policies. If you have any questions about how your items will circulate, consult with SPARK support.

Instructions to Edit and Delete Copy/Shelving Locations

  • Use the Edit button to edit the copy location.
  • Use the Delete button to delete a Copy Location. Copy locations cannot be deleted if they contain copies.
  • If the deletion fails, run a report that Lists Items by that copy location, and delete those items.  Once all the items are deleted, try again to delete the copy location.

Note: Evergreen preserves copy locations in the database; no statistical information is lost when a copy/shelving location is deleted.

Note: There is currently (August 2019) a bug that affects the ability to edit stat cats:

https://bugs.launchpad.net/evergreen/+bug/1752367

It should resolve as the Web Client continues to develop, but until then any deletes need to be handled through SPARK support.



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 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. 

Here's a link to a little video showing some Shelving Locations being edited in 3.1:  https://ttprivatenew.s3.amazonaws.com/pulse/lugene-sparkpa/attachments/10537429/TinyTake07-05-2019-12-28-33.mp4

4. Default View in Record Summary

4.1. Default View

It is possible to change the default view in the Record Summary.

In this example, the default view is set at View Holds. To change it to the OPAC View, select the OPAC View tab and click on "Set Default View" at the far right.

5. Item Won't Check In

5.1. Item won't check in; open transit

Sometimes an item won't check in.  This may happen if there is an open transit.  (It would be good to find the reason why the open transit happens.)

To investigate if the reason your item won't check-in is because of an open transit in Evergreen:

  • Search-->Search for Items by Barcode-->Scan barcode into Scan Item, hit submit. 
  • Go to the Holds/Transits tab.  If there is a transit record-->Use the Actions drop down in the Item Status screen to Cancel Transit or learn more about the transit.   If you Cancel Transit, you should be able to check the item in.

6. Using Buckets to Track Collections

6.1. Buckets for Temporary Collections

 

Potential workflow for tracking items moving to another library for a certain period of time-

1.       Create a bucket with the items and change the circulating library

2.      Name the bucket with the date for when it has to come back

3.       Then when it's time to have the items returned, open the bucket and change the items back to the owning library

4.      Share with the staff so they can pull the items

5.      Items that are still out will be  be routed back when they are returned.

7. Grace Periods

7.1. Using Grace Periods

Grace Periods allow a patron an extra day of two to return an item without a fine. Grace periods are include in the recurring fine rule. Once the grace period has passed, the fine will include the include the grace day(s).

As an example, If an item circulating with a two day grace period is returned within two days of the due date, there will be no fine. If it's returned three days after, the full fine will be applied.

8. Offline Circulation: No Internet or System Down?

8.1. Instructions for Offline Circulation

"Oh no, I can't get to SPARK, it's really slow and the screen isn't loading."    "That last transaction took waaaaayyyy to long and still hasn't completed."   What should I do? 

(Follow instructions to Call Lugene/Carrie or send a support request marked URGENT to make sure that it has been reported to Equinox.) 


If you want to use SPARK/Evergreen to scan barcodes of patrons and items so you can upload the transactions later, use Offline Circulation

Circulation-->Offline Circulation (bottom of the menu)


Suggestion: Download the document below and keep a print copy of the instructions near circulation workstations.  You need to be prepared and take steps to set this up in advance of an outage.

or

Watch a 45 minute video : Offline Circulation Video  and try out the features on your own instance of Evergreen to set it up.  (Please enter contact info to access the video.)  This video stars Lugene, PaILS Director of Technology and Support. It is recommended for new LibAdmins, or CircSupervisors if you are new to using Offline Circulation and want to understand what you need to do to use it effectively during instances without connectivity.


Tips:

  • You need to be prepared and take steps to set this up in advance of an outage.
  • It's good to designate a workstation in your location to use for this purpose; sometimes you can re-direct traffic to a smaller number of workstations when you are experiencing downtime or extreme slowness.
  • Have staff accountability with person and time assigned to keep blocked patrons up to date.
  • Know which logins in your location have the ability to use this and know how to upload transactions and manage exceptions after use.


Related Notes:

  • PaILS aims to keep slowness and downtime to a minimum--we know the software is used by your patrons and staff all the time, and it is a hardship when it is down for recording transactions or completing tasks.
  • These instructions are good for Circulation, but when the internet is down or your connectivity to the server is slow, there are not instructions for Cataloging in offline mode.

 

9. Mark Lost in XUL (staff client)

9.1. Marking Items Lost in the Staff Client

There are two ways to mark items "lost". Evergreen will automatically mark an overdue item "lost" based on your library's settings. Staff my also mark and item lost before the automatic interval. The attached instructions from Equinox cover both instances. If you would like to review or change your libraries automatic Mark Lost setting, please contact SPARK support.

(Images in this attachment are from the staff client.)

10. Resetting a Password

10.1. Resetting a patron password in the OPAC (Patron initiated)

The Patron can reset their own password through the OPAC.

In the library's OPAC on the patron side, the patron should click on the Forgot your password? link located beside the login button. They will receive a prompt to fill in the Barcode and User name. They will also need to fill in the email address associated with the account. A message should appear indicating that the request has been processed and an email will be sent to the patron with further instructions.

That email will include a link to the password reset page. (Processing time may vary)

The patron should follow the instructions in the email to reset the password.

The patron needs to have a valid email account set up in SPARK to reset the password through the OPAC. If they do not, the password will need to be reset by library staff.

10.2. Resetting a patron password (Staff initiated)

Staff instructions for resetting a password-

Passwords cannot be retrieved because of patron confidentiality. If the patron forgets their password, it must be reset.

If the patron is unable to reset their password through the OPAC, or asks at the desk to have their password reset, follow these instructions-

Open the patron's account through Patron Edit.

There is a box next to the Password Field called "Generate Password". Click the box and make note of the new password for the patron.  It's a good idea not to say passwords loudly to respect privacy. 

Note: Encourage patrons to change passwords themselves whenever possible--empower their membership!  Ensure they have an email address in their record, via local data collection policies.

Save the account.

 

 

11. Patron Groups

11.1. Using Patron or Family Groups in Evergreen

Patron accounts may be grouped to allow staff to more easily retrieve multiple accounts for one family, such as a guardian and dependent child

To create a group at registration, register one member of the group and selecting the Save and Clone button.

Here's a video that walks through creating group members at registration

https://tinytake.s3.amazonaws.com/pulse/lugene-sparkpa/attachments/10376626/TinyTake15-04-2019-02-21-47.mp4

To group patron accounts after registration, retrieve all the patron accounts you wish to group. Do this by opening each account in separate tab.(To open multiple tabs, right-click on each patron barcode and select Open in new tab. Copy the barcode from the first child account, then open the parent account.)

Select the Other tab located at the top of the window, below the green bar and choose Group Member Details from the drop down menu.

If you find that no patron information loads in the grid, refresh your screen using the symbol located on the top to the left of the browser's URL field. Refreshing your screen should then populate patron information in the grid area found in the middle of the screen. If no patrons are grouped yet, only the current patron's information should be listed. In order to see any options in the Actions menu, you must select the patron by clicking in the line item or checking the box found at the left side of the grid. 

Select Move Another Patron To This Group, from the Actions menu.

Paste the barcode from the child account that you copied previously.

Confirm this action by selecting Move User.

After confirm this action, you should see both patrons displayed in the Group Member Details grid. If the grid is empty, refresh your screen and both patrons should appear. Repeat as needed to add any additional child accounts.

Here's a link to a walk through video for creating groups from existing accounts-

https://tinytake.s3.amazonaws.com/pulse/lugene-sparkpa/attachments/10376530/TinyTake15-04-2019-02-13-43.mp4

 

12. Registering a Patron / User

12.1. Registering a New Patron

Registering New Patrons

 

To register a new patron, select Circulation → Register Patron from the menu bar. The Patron Registration form will display.

Patron registration form

Mandatory fields display in yellow.

circulation_patron_records 5

The Show Only Required Fields and Show Suggested Fields may be used to limit the options on this page.

circulation_patron_records 6

When one of these options is selected, it is possible switch to the other limited view or to revert to the original view by selecting Show All Fields.

circulation_patron_records 7

When finished entering the necessary information, select Save to save the new patron record or Save & Clone to register a patron with the same address. When Save & Clone is selected, the address information is copied into the resulting patron registration screen. It is linked to the original patron. Address information may only be edited through the original record.

circulation_patron_records 8
  • Requested fields may be configured in the Library Settings Editor (Admin → Local Admin → Library Settings Editor).
  • Statistical categories may be created for information tracked by your library that is not in the default patron record.
  • These may be configured in the Statistical Categories Editor (Admin → Local Admin → Statistical Categories Editor). Consult with SPARK support for help.
  • You must select a Main (Profile) Permission Group before the Update Expire Date button will work, since the permission group determines the expiration date.

12.2. Editing a Patron Account

Updating Patron Information

Retrieve the patron record as described in the section Searching for Patron Accounts.

Click on Edit from the options that display at the top of the patron record.

Edit information as required. When finished, select Save.

After selecting Save, the page will refresh. The edited information will be reflected in the patron summary pane.

  • To quickly renew an expired patron, click the Update Expire Date button. You will need a Main (Profile) Permission Group selected for this to work, since the permission group determines the expiration date.

 

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

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12.3. Patron Groups in SPARK

SPARK has a number of patron groups based on the needs and requests of individual libraries. Your library's Circulation Policies are based on the patron groups that your library uses. Placing a patron in a patron group not used by your library may cause a circulation to fall back on the SPARK default policies.

If you notice that an item did not circulate as expected, it could be because the patron was placed in a patron group your library doesn't use.There is no way to limit the patron groups that appear in the list. Please make sure that the staff who register patrons are aware of the Patron Registration Policies and account expiration periods at your library and are placing your patrons into the correct patron group.

 

Patron Groups in SPARK are currently:

Adult
Adult 3 year
Courtesy
Courtesy 3 year
Extended
ILL
Juvenile/YA
Juvenile/YA 3 year
Semester 180 days
Outreach
Temporary
Internet Only

New Patron types are only added by SPARK Community decision. 

12.4. Patron Self Registration

Some SPARK libraries are using the Evergreen Self Registration feature.

Patron Self-Registration allows patrons to initiate registration for a library account through the OPAC. Patrons fill out a web-based form with basic information that will be stored as a "pending patron" in Evergreen. Library staff can review pending patrons in the staff-client and use the pre-loaded account information to create a full patron account. Pending patron accounts that are not approved within a configurable amount of time will be automatically deleted. Please consult with SPARK support to set the expiration time period.

Patron Self-Registration

  1. In the OPAC, click on the link to Request Library Card
  2. Fill out the self-registration form to request a library card, and click Submit Registration.
  3. Patrons will see a confirmation message: "Registration successful! Please see library staff to complete your registration." This message is configurable. Please consult with SPARK support for changes.
Patron Self-Registration form
 

Library staff need to follow through with the registration.

Managing Pending Patrons

  1. In the staff client select CirculationPending Patrons.
  2. Select the patron you would like to review. In this screen you have the option to Load the pending patron information to create a permanent library account.
  3. To create a permanent library account for the patron, click on the patron's row, click on the Load Patron button at the top of the screen. This will load the patron self-registration information into the main Patron Registration form.
  4. Fill in the necessary patron information for your library, and click Save to create the permanent patron account.

Libraries using Patron Self Registration should make it a practice to check  for pending patrons on a regular basis.

 

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

Creative Commons License

13. Lost Cards and Inactive Barcodes

13.1. Replacing a Barcode

Replacing a Lost Barcode

Retrieve the patron record and open the Edit tab.

Next to the Barcode field, select the Replace Barcode button.

circulation_patron_records 13

This will clear the barcode field. Enter a new barcode and Save the record. The screen will refresh and the new barcode will display in the patron summary pane.

If a patron's barcode is mistakenly replaced, the old barcode may be reinstated. Retrieve the patron record as described in the section Searching Patrons. Open the patron record in edit mode as described in the section Updating Patron Information.

Select the See All button next to the Replace Barcode button. This will display the current and past barcodes associated with this account.

circulation_patron_records 14

Check the box(es) for all barcodes that should be "active" for the patron. An "active" barcode may be used for circulation transactions. A patron may have more than one "active" barcode. Only one barcode may be designated "primary." The "primary" barcode displays in the patron's summary information in the Library Card field.

Once you have modified the patron barcode(s), Save the patron record. If you modified the "primary" barcode, the new primary barcode will display in the patron summary screen.

If staff attempt to checkout on an inactive barcode, an alert message will display- "Patron account retrieved with an INACTIVE card" and the checkout function is disabled.

 

 

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

Creative Commons License

13.2. "Patron account retrieved with an INACTIVE card"

When the alert "Patron account retrieved with an INACTIVE card" appears during a checkout, it means that the barcode being used is not active.

The alert serves as a warning that staff should check the validity of the card, and check the patron account for an active card.

Open the patron record and select the Edit tab.

Select the See All button next to the Replace Barcode button. This will display the current and past barcodes associated with this account.

circulation_patron_records 14

Check the box(es) for all barcodes that should be "active" for the patron. An "active" barcode may be used for circulation transactions. A patron may have more than one "active" barcode. Only one barcode may be designated "primary." The "primary" barcode displays in the patron's summary information in the Library Card field.

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

Creative Commons License

14. Using Buckets to Manage Patron Accounts

14.1. User Buckets

User Buckets allow staff to batch delete and make batch modifications to user accounts in Evergreen. Batch modifications can be made to selected fields in the patron account:

  • Home Library
  • Profile Group
  • Network Access Level
  • Barred flag
  • Active flag
  • Juvenile flag
  • Privilege Expiration Date
  • Statistical Categories

Batch modifications and deletions can be rolled back or reversed, with the exception of batch changes to statistical categories. Batch changes made in User Buckets will not activate any Action/Trigger event definitions that would normally be activated when editing an individual account.

User accounts can be added to User Buckets by scanning individual user barcodes or by uploading a file of user barcodes directly in the User Bucket interface. They can also be added to a User Bucket from the Patron Search screen. Batch changes and batch edit sets are tied to the User Bucket itself, not to the login of the bucket owner.

Create a User Bucket

To add users to a bucket via the Patron Search screen:

  1. Go to Search→Search for Patrons.
  2. Enter your search and select the users you want to add to the user bucket by checking the box next to each user row. You can also hold down the CTRL or SHIFT on your keyboard and select multiple users.
  3. Click Add to Bucket and select an existing bucket from the drop down menu or click New Bucket to create a new user bucket.

    1. If creating a new user bucket, a dialog box called Create Bucket will appear where you can enter a bucket Name and Description and indicate if the bucket is Staff Shareable?. Click Create Bucket.
  4. After adding users to a bucket, an update will appear at the bottom-right hand corner of the screen that says "Successfully added # users to bucket [Name]".
media/userbucket1.PNG
media/userbucket2.PNG

To add users to a bucket by scanning user barcodes in the User Bucket interface:

  1. Go to Circulation→User Buckets and select the Pending Users tab at the top of the screen.
  2. Click on Buckets and select an existing bucket from the drop down menu or click New Bucket to create a new user bucket.

    1. If creating a new user bucket, a dialog box called Create Bucket will appear where you can enter a bucket Name and Description and indicate if the bucket is Staff Shareable?. Click Create Bucket.
    2. After selecting or creating a bucket, the Name, Description, number of items, and creation date of the bucket will appear above the Scan Card field.
  3. Scan in the barcodes of the users that you want to add to the selected bucket into the Scan Card field. Each user account will be added to the Pending Users tab. Hit ENTER on your keyboard after manually typing in a barcode to add it to the list of Pending Users.
  4. Select the user accounts that you want to add to the bucket by checking the box next to each user row or by using the CTRL or SHIFT key on your keyboard to select multiple users.
  5. Go to Actions→Add To Bucket or right-click on a selected user account to view the Actions menu and select Add To Bucket. The user accounts will move to the Bucket View tab and are now in the selected User Bucket.
media/userbucket3.PNG

To add users to a bucket by uploading a file of user barcodes:

  1. Go to Circulation→User Buckets and select the Pending Users tab at the top of the screen.
  2. Click on Buckets and select an existing bucket from the drop down menu or click New Bucket to create a new user bucket.

    1. If creating a new user bucket, a dialog box called Create Bucket will appear where you can enter a bucket Name and Description and indicate if the bucket is Staff Shareable?. Click Create Bucket.
    2. After selecting or creating a bucket, the Name, Description, number of items, and creation date of the bucket will appear above the Scan Card field.
  3. In the Pending Users tab, click Choose File and select the file of barcodes to be uploaded.

    1. The file that is uploaded must be a .txt file that contains a single barcode per row.
  4. The user accounts will automatically appear in the list of Pending Users.
  5. Select the user accounts that you want to add to the bucket by checking the box next to each user row or by using the CTRL or SHIFT key on your keyboard to select multiple users.
  6. Go to Actions→Add To Bucket or right-click on a selected user account to view the Actions menu and select Add To Bucket. The user accounts will move to the Bucket View tab and are now in the selected User Bucket.

Batch Edit All Users

To batch edit all users in a user bucket:

  1. Go to Circulation→User Buckets and select the Bucket View tab.
  2. Click Buckets and select the bucket you want to modify from the list of existing buckets.

    1. After selecting a bucket, the Name, Description, number of items, and creation date of the bucket will appear at the top of the screen.
  3. Verify the list of users in the bucket and click Batch edit all users. A dialog box called Update all users will appear where you can select the batch modifications to be made to the user accounts.
  4. Assign a Name for edit set. This name will allow staff to identify the batch edit for future verification or rollbacks.
  5. Set the values that you want to modify. The following fields can be modified in batch:

    • Home Library
    • Profile Group
    • Network Access Level
    • Barred flag
    • Active flag
    • Juvenile flag
    • Privilege Expiration Date
  6. Click Apply Changes. The modification(s) will be applied in batch.
media/userbucket4.PNG
 
 

Batch Modify Statistical Categories

To batch modify statistical categories for all users in a bucket:

  1. Go to Circulation→User Buckets and select the Bucket View tab.
  2. Click Buckets and select the bucket you want to modify from the list of existing buckets.

    1. After selecting a bucket, the Name, Description, number of items, and creation date of the bucket will appear at the top of the screen.
  3. Verify the list of users in the bucket and click Batch modify statistical categories. A dialog box called Update statistical categories will appear where you can select the batch modifications to be made to the user accounts. The existing patron statistical categories will be listed and staff can choose:

    1. To leave the stat cat value unchanged in the patron accounts.
    2. To select a new stat cat value for the patron accounts.
    3. Check the box next to Remove to delete the current stat cat value from the patron accounts.
  4. Click Apply Changes. The stat cat modification(s) will be applied in batch.
media/userbucket12.PNG
 
 

Batch Delete Users

To batch delete users in a bucket: . Go to Circulation→User Buckets and select the Bucket View tab. . Click on Buckets and select the bucket you want to modify from the list of existing buckets. .. After selecting a bucket, the Name, Description, number of items, and creation date of the bucket will appear at the top of the screen. . Verify the list of users in the bucket and click Delete all users. A dialog box called Delete all users will appear. . Assign a Name for delete set. This name will allow staff to identify the batch deletion for future verification or rollbacks. . Click Apply Changes. All users in the bucket will be marked as deleted.

Batch deleting patrons from a user bucket does not use the Purge User functionality, but instead marks the users as deleted.

media/userbucket7.PNG
 
 
 

View Batch Changes

  1. The batch changes that have been made to User Buckets can be viewed by going to Circulation→User Buckets and selecting the Bucket View tab.
  2. Click Buckets to select an existing bucket.
  3. Click View batch changes. A dialog box will appear that lists the Name, date Completed, and date Rolled back of any batch changes made to the bucket. There is also an option to Delete a batch change. This will remove this batch change from the list of actions that can be rolled back. It will not delete or reverse the batch change.
  4. Click OK to close the dialog box.
media/userbucket8.PNG
 
 

Roll Back Batch Changes

  1. Batch Changes and Batch Deletions can be rolled back or reversed by going to Circulation→User Buckets and selecting the Bucket View tab.
  2. Click Buckets to select an existing bucket.
  3. Click Roll back batch edit. A dialog box will appear that contains a drop down menu that lists all batch edits that can be rolled back. Select the batch edit to roll back and click Roll Back Changes. The batch change will be reversed and the roll back is recorded under View batch changes.

Batch statistical category changes cannot be rolled back.

media/userbucket10.png
media/userbucket9.PNG
 
 

Sharing Buckets

If a User Bucket has been made Staff Shareable, it can be retrieved via bucket ID by another staff account. The ID for each bucket can be found at the end of the URL for the bucket. For example, in the screenshot below, the bucket ID is 32.

media/userbucket11.PNG

A shared bucket can be retrieved by going to Circulation→User Buckets and selecting the Bucket View tab. Next, click Buckets and select Shared Bucket. A dialog box called Load Shared Bucket by Bucket ID will appear. Enter the ID of the bucket you wish to retrieve and click Load Bucket. The shared bucket will load in the Bucket View tab.

Permissions

All permissions must be granted at the organizational unit that the workstation is registered to or higher and are checked against the users' Home Library at when a batch modification or deletion is executed.

Permissions for Batch Edits:

  • To batch edit a user bucket, staff accounts must have the VIEW_USER, UPDATE_USER, and CONTAINER_BATCH_UPDATE permissions for all users in the bucket.
  • To make a batch changes to Profile Group, staff accounts must have the appropriate group application permissions for the profile groups.
  • To make batch changes to the Home Library, staff accounts must have the UPDATE_USER permission at both the old and new Home Library.
  • To make batch changes to the Barred Flag, staff accounts must have the appropriate BAR_PATRON or UNBAR_PATRON permission.

Permissions for Batch Deletion:

  • To batch delete users in a user bucket, staff accounts must have the UPDATE_USER and DELETE_USER permissions for all users in the bucket.

Please consult with SPARK support regarding permissions and permission errors. Do not change staff permissions.

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15. Circulation Policies October 2017

15.1. Policy for Deleting Patrons in SPARK-Don't Delete Patrons!

SPARK Policy: If you wish to remove a patron due to death, relocation, or local inactivity policies, go into Edit and uncheck the Active box. Do NOT use Delete Patron Account UNLESS the Last Activity for that patron is more than 5 years ago.
 
We have very few policies at the SPARK level, but this is one of them. We receive a lot of questions about the difficulty of deleting patrons in SPARK. In addition to a host of error messages, there is widespread consensus in the Evergreen user community that it should only be done with great caution.
 
Totally obliterating a Patron Account will also delete any information and statistics connected to that account in the database, like Checkouts, Holds, Fines, etc. If the connection between the patron and the database record is broken because the patron is completely removed, the resulting "hole" in the database can produce error messages, data loss (albeit minor), "orphaned transits," and other anomalies.  For Annual Reports or other statistics,  you can run reports on the number of Inactive or Active patrons. At that point it is a matter semantics. As far as you and your reporting agencies are concerned, the patrons are gone.
 
If after 5 years the patron is still gone, then you can use the new patron bucket feature in 3.0 to batch delete. You will still encounter a number of overrides, but it can be done.
 
If you have any questions, please contact SPARK support.
 
 
 
 

 

 

15.2. Circulation Modifiers in SPARK

SPARK Circ Mod Code SPARK Circ Mod Name SPARK Circ Mod Description
Audiobook audiobook CD, cassette, playaway
Book book book, ebook, large print, paperback, etc.
Book Club Kit Book Club Kit Book Club Kit
DVD dvd DVD (including BluRay and HD-DVD)
DVD-R dvd rated R DVD (including BluRay and HD-DVD) rated R
DVD Nonfiction DVD Nonfiction DVD Nonfiction
Equipment Equipment digital camera, projector, remote control, etc.
GovDoc government document local, state and federal documents
HighDemandBook High Demand Books Books that don't capture holds outside of owning library
HighDemandDVD High Demand DVD and Blurays Videos that don't capture holds outside of owning library.
ILL ILL Materials received to fill ILL requests for library's patrons
Kit kit kit, storybox, portfolio, collection
Media media slides, microforms, music sound recordings (LPs, CDs, cassettes)
Music music scores, sheet music
Realia realia art, toys, puppets, games, puzzles
Ref Noncirculating non-circulating materials
Serial serial magazine, newspaper, newsletter
Software Software videogames, computer programs
Unknown unknown unknown
Video video VHS tapes

 

 

15.3. Active Circulation Policies October 2017

Active Circulation Policies across SPARK, October 3 2017