V-LIB PRO USER GUIDES

INTRODUCTION

Welcome to VLIB PRO manual. This manual consists of three parts that will help

you to the insight of the systems. INTRODUCTION will give you the past overview of the system and the target users, PART I will explain to you what are the features found in VLIB PRO, PART II will guide you step by step on how to use the system’s features as mentioned in PART I and PART III is the FAQ-liked fast index that leads you to PART II.

Before you make any further reference to PART II, kindly spend some time to go through the manual convention that will be used though out this manual to ease your understanding of the explanation and description.

About VLIB PRO

VLIB Pro is an online library system that has comprehensive features on library automation to cater for the needs of the users. Types of functions or activities that can be performed by the system are based on the Role that being grant (Admin, Officer, Patron), and the user hierarchy has been pre-determined. The features of the system can be summarized as below:

ü Authentication

ü OPAC

ü Circulation

ü Cataloguing

ü Periodical

ü Report

ü Fine Payment Maintenance

ü Personalization

ü Patron Management

ü Vendor Management

ü Administrative Maintenance

ü System Configuration

ü Acquisition

1) User Authentication

· Access control to authorized users

· Feature access authority to authorized users

· Patron account expiration reminder

2) OPAC

· Online/LAN access to library catalogue

· Provide inquiry for item details and status

· Quick search – selected field searching

· Advanced search – boolean searching for combination of fields

· Browse search – alphabetical list of field heading searching

· Web search – direct link to web search engines for further

searching

· Customized search preference

· Staff mode search result

· Patron mode search result

· Patron direct reserve

3) Circulation

· Book & Serial Circulation

· Loan

· Return

· Extend

· Reserve

· Patron current activities

· Patron transaction history

· Overdue warning

· Circulation limit control

· Fine payment maintenance

· Fine limit control

· User-friendly circulation mode switching control

· Customized circulation rules and regulation

4) Self Circulation

· Allow patrons to perform circulation functions with restricted rules.

5) Cataloguing

· Add

· Delete

· Update

· Catalog item details

· Catalog maintenance

· Customized cataloging fields selection

6) Serial Cataloguing

· Add

· Delete

· Update

· Catalog item details

· Catalog maintenance

7) Photo Indexing

· Add

· Delete

· Update

· Catalog item details

· Catalog maintenance

8) Audio/Video Cataloguing

· Add

· Delete

· Update

· Catalog item details

· Catalog maintenance

9) Digital Content Cataloguing

· Add

· Delete

· Update

10) Periodical

· Allow check-in and check-out for serial subscription

· Prediction of subscription arrival date

· Incomplete/unreceived collection reminder

11) Statistics

· Reports of Physical Collection

· Reports of Circulation

· Statistics of Book

· Statistics of Circulation

12) Configuration

· Configure system access level/user type

· Configure circulation rules and regulation

· Configure cataloguing field options

· Configure web links

13) Patron Management

· Manage patron profile

· Add

· Delete

· Update

· Search

14) Personalization

· User profile self-update

· Change password

· Customized search preference

· Customized web link groups

· Customized front pages for VLIB PRO and each roles main page

15) Vendor Management

· Manage vendor profile

· Auto-update vendor selection in cataloguing

· Add

· Delete

· Update

· Search

16) Administrative Management

· Sign up / delete administrative user

· Manage administrative user profile

· Search administrative user profile

Target Audiences

Administrator

Administrator is the power user of the system that has the highest authority to prevent or allow you from using the system

Administrator administers this system and in-charge of signing-ups and deletes membership for other Administrator and Officers, and configures the system to cater for the need of the Officer.

There are many configurations that can be made and will be explained in detail in PART I (features of VLIB PRO for Administrator).

Officer

Officer is the one who manage library items circulation, cataloguing and reporting by using this system. Tasks involve are the

§ Library items Circulation – to borrow, return, extend, reserve and check

the history of the library item for Patron.

§ Books Cataloguing – to add, delete, add item, delete item and update

details of the books.

§ Serial Cataloguing – to search, add, delete, update, check-in the

subscribed magazines or journal.

§ Photo Indexing – to search, add, delete, update photo

§ Audio/Video Cataloguing – to search, add, delete, and update

audio/video.

§ Digital Content Cataloguing – to search, add, delete, and update article.

§ Reports – to generate Book Report and Serial Report, Circulation and

Book Statistics.

Two management roles are involved. First is the Patron Management, which involves to signup new patron, update, delete, and search for their profiles, and to manage the fine payment. Secondly is the Vendor Management, which involves to add, delete, update and search vendors that supply the library items.

The Officer may also change password, update profile, and define search preference. PART I explains the features of an Officer in VLIB PRO, and PART II guides you step by step to use the mentioned features.

Patron

Patron is the person who borrows and returns books from the library. They can also online extend and reserve books. Patron can update their profiles and change password; view their account status on library item they have borrowed, past due, reserved and extended, and check for the due date; and finally define their own search criteria. Officer at VLIB PRO can only make new member registration.

Conventions

Naming Conventions

Convention Used for

Italic field names in Display Pane

‘Button Name’ button name

Bold functions in Role Menu

System Interface Labeling Conventions

Figure 1: Screen Layout

Role Menu

Common Menu

Display Pane

Functional Menu

Label	Description
Role Menu	Menu that appears at the top right of the screen. It varies based on Role.
Functional Menu	Set of tabs with icons that appear under the Role Menu. It varies based on Role.
Display Pane	Area that appear under the Functional Menu. It displays the clicking result at Role Menu and Functional Menu’s icons.
Common Menu	Menu that appears at the top right of the screen that consists Home, Contact Us, Logout

Standard Terms Used

*-marked This refers to the required /mandatory fields that need to be filled

in a form.

This icon is reminder that the output or result shown may differ

from what you get by following the steps gave.

This icon is reminder that the input values used are just example. Therefore you should type in the value you want.

Please take note that for each explanations in PART II are just examples. It could be totally different from your context. Therefore, only the steps should be regarded.

PART ONE: FEATURES OF V-LIB PROFESSIONAL

This part will explain each and every feature that can be found in V-LIB PRO by going through the role starting from Administrator to Librarian to Patron, till the common features that can be found for each Role in V-LIB.

1.1 Administrator Functions Feature

After an Administrator has successfully login into the system, he/she shall see the Main Page as shown in Figure 2.

Figure 2: Administrator Main Page

From Figure 2, you can see the Role Menu that consists of 4 main parts:

· Administrative – Registration, User List

· Configuration – User type, Cataloging, Circulation, Contact Info, Tag

Setup, User Access, Date

· My Account – My Profile, Change Password, Search Preference

· Vendor Management – Add, Delete, Update, Search

Functional Menu consists of OPAC Tab and Acquisition Tab

Figure 3: Administrator Role Menu

As we have mentioned earlier, Administration has three main roles that appear at the Role Menu as shown in Figure 3.

Figure 4: Administrator Sub Role Menu - Administrative

Figure 5: Administration Sub Role Menu – Configuration

Figure 6: Administration Sub Role Menu – Vendor Management

Administration has two-sub main roles menu, Configuration has seven-sub main roles menu and Vendor Management has three sub main roles as shown in Figure 4, Figure 5 and Figure 6:

Administrative includes:

Registration – to register new Administrator or Officer by assigning

them User ID and their Access Level to access to the system

User List – to search user by role.

Configuration includes:

User type – to add/remove user type for each of the Role. Permission to access features in this system will be granted to users based on their role. Different user type under the role of ‘PATRON’ is imposed with different circulation rules and regulation.

Cataloging – to add/remove each type of the Catalogue Fields. The administrator

can preset option for selected document fields.

Circulation – It is divided into general, book, serial circulation rules and regulation to define the maximum number of loan items, the maximum load day, maximum time to extend, fine rate per day, maximum number of reserve items, maximum fine limit, and maximum day to reserve items by each user type of Patron.

Update Info - It is the configuration of three things;

· Contact Info – To update a contact info

· Links – To configure of other related links that appear on main page. Administrator can create new group to add new web links or to add new web links into the existing group.

· Email Setup – To edit email configuration

Tag Set Up – to configure MARC tag

User Access – To configure User Access and Admin Access

Date – to select a branch to list out related date configuration for fine payment

Exclusion.

Vendor Management includes:

Add – to add new Vendor that supplies library items.

Delete – to remove Vendor that no longer supplies library items

Update – to update the details of the supplier

Search – to search for the vendor and view their details only.

My Account that appears is the common feature that exists among Administrator, Officer, and Patron. Please refer Section 1.4.2 (Common Features).

Figure 6: Administrator Functional Menu

Administration has two main functional that appear at the Functional Menu as shown in Figure 6.

Figure 7: Administrator Functional Menu – OPAC Tab

OPAC tab as shown in Figure 7 is the only Functional Tabs that appear when an Administrator login to the system. OPAC tab consists of five buttons; which they’re Physical Collection, Audio/Video, Digital Content, Photo, and Serial. Please refer Section 1.4.3 (Common Feature).

Figure 8: Administrator Functional Menu - Acquisition

Acquisition tab as shown in Figure 8 is the only Functional Tabs that appear when an Administrator login to the system. It is to create new and list the order.

1.2 Officer Functions Feature

After an Officer has successfully login into the system, he/she shall see the Main Page as shown in Figure 9.

Figure 9: Officer Main Page

From Figure 9, you can see the Role Menu that consists of 2 main parts:

· My Account – My Profile, Search Preference, Change Password

· Patron Management – Sign Up, Profile Update, Profile Delete, Profile

Search, Current Activities, Fine Payment

Functional Menu consists of:

· OPAC tab – to search for library items

· Circulation tab – to borrow, return, extend, reserve, view history of the

library items

· Cataloging tab – to maintain library books and book items

· Statistics tab – to maintain library circulation and book.

· Acquisition tab - to create new and list the order.

Display Pane consists of 2 main parts also, which are:

§ Feature Highlight – this is the related link to the Role Menu and

Functional Menu

§ Web Links – these are the links that will lead to the other website in

Internet.

Figure 10: Officer Role Menu

Officer has only one-management roles that appear at the Role Menu as shown in Figure 10.

Basically Patron Management module stores patron details such as Patron ID, name, user type, address, phone number, account expiration date and etc. The user type reflects the membership category of a patron. Each user type enjoys different privileges based on the circulation rules and regulations.

Sign Up – to sign up new Patron membership

Profile Update – to update Patron’s profile

Profile Delete – to delete/remove Patron’s membership

Profile Search – to search for patron and view Patron’s profile only

Current Activities – to view the Patron’s account status and details of current

activities

Fine Payment – to manage the fine payment of the Patron (if they have been

fined)

My Account is the common feature that exists among Administrator, Officer, and Patron. Please refer Section 1.4.2 (Common Features)

Figure 11: Officer Functional Menu – OPAC Tab

Figure 11 shows the Functional Tabs that appear. For OPAC feature, please refer Section 1.4.3 (Common Features)

Figure 12: Officer Functional Menu – Circulation Tab

Figure 12 shows the Circulation Tab.

VLIB PRO Circulation module provides functionality for book and serial circulation. Patron ID is used to perform the circulation. However, Officer may also use library item barcode for automatic return or extend of the library items without Patron ID. Information such as library items title and return date are shown when patron borrow, return or extend library items. For library items reservation, the estimate date and due date for reservation are also displayed for the convenience of users.

Circulation rules and regulation such as maximum number of loan library items, maximum loan day, maximum times to extend, maximum number of reserved library items, maximum day to reserve, fine rate per day, are imposed to patron based on their user type.

Fine module displays current total fine of a specified patron, limits circulation action for patron whom total fine exceed maximum fine limit and allows librarian to perform fine payment transactions.

Patron current activities module shows number of library items currently borrowed, past due, extended and reserved by a patron. Library items title, return date, number of times has been extended, and overdue warning are displayed.

There are five activities that can be done at Circulation Tab:

§ Borrow – to lend library items to the Patron.

§ Return – to accept the return of library items from Patron.

§ Extend – to extend library items the Patron has borrowed.

§ Reserve – to reserve book for Patron so that they can borrow it when it

is available.

§ History – to view all circulation actions that have been performed by a

patron, including borrow, return, extend, reserve and cancel

of library items, date and time of action performed. There are

two sub-modules: today transaction and history transaction.

Figure 13: Officer Functional Menu - Cataloging Tab

Figure 13 shows the Cataloguing Tab.

Cataloging module allows officer to perform the below stated activities. This is the module that manages the inventory of the library items. They are five category of inventory; Physical Collection, Serial, Photo, Audio/Video, and Digital Content. Details of these such as title, call number, author, ISBN, edition, price and etc. are stored and can be updated here. Each library item is indexed with a unique barcode number for fast accessibility. It is also labeled with status ‘AVAILABLE’, ‘BORROW’ and ‘RESERVED’ to show its availability in library.

There are five activities that can be done at Cataloguing Tab:

§ Add – to add new books record.

§ Delete – to delete books that no longer exist.

§ Add Item – to add items of the existing books.

§ Delete Item – to delete items of the existing books.

§ Update Detail – to update books or book items.

Figure 14: Officer Functional Menu – Statistics tab

Figure 14 shows the Statistics Tab.

Statistics module offers 3 categories that are User List, Report, and Statistics. In the User List category, officers can view the entire registered patron. Report offers a number of reports to enable Officer in keep tracking patron, and library items. Officer may be able to list out all patrons or categorized the listing based on patron user type. Also, all books and serials can be obtained in this module. Officer may also list out reserved books and serials based on particular date in order to ease arrangement of reserved library items for collection. Statistics can be view a graph.

Figure 15: Officer Functional Menu – Acquisition Tab

Figure 15 shows the Acquisition Tab.

Acquisition module allows officer:

· Order – To create a new order and view a latest order.

· Receiving – To list out an Item Receive

· Update Cataloging – To list of book order to be moved to cataloging

· Claim – to claim payment

1.3 Patron Functions Feature

After a patron has successfully login into the system, he/she shall see the Main Page as shown in Figure 16.

Figure 16: Patron Main Page

From Figure 16, you can see the Role Menu that consists of only:

· My Account – My Profile, Search Preference, Change Password, My Activities

Functional Menu consists of:

· OPAC Tab – to search for library item

· Circulation Tab – to extend, reserve, view history of the library items

Display Pane consists of 3 main parts also, which are:

· Feature Highlight – this is the related link to the Role Menu and

Functional Menu

· Web Links – these are the links that will lead to the other website in

Internet

My Account is the common feature that exists among Administrator, Officer, and Patron. Please refer Section 1.4.2 (Common Features)

Figure 17: Patron Role Menu

My Activities is the only different feature Patron has. My Activities shows the library items borrow status such as:

· Number of library items borrowed

· Number of library items past due date

· Number of library item reserved

· Number of library items extended

· Details of the library items borrowed and due date

Figure 18: Patron Functional Menu – OPAC Tab

There are two Functional tabs that appear after a Patron has sign-in to VLIB PRO as shown in Figure 18.

For OPAC tab, please refer Section 1.4.3 (Common Features).

Figure 19: Patron Functional Menu – Circulation Tab

This is the self-circulation the mention in INTRODUCTION. It allows patrons to extend or reserve library items at their own online.

At Circulation tab, a Patron can:

· Extend – to extend the library items, which has been borrowed.

· Reserved – to reserve the library item that is currently not available.

· History – to view the library items history including borrowed items,

reserved items, cancellation of the borrowed or reserved

1.4 Common Features among Administrator, Officer, and Patron Functions

1.4.1 User Authentication

VLIB PRO provides access control to authorized users by prompting a unique user name and password before entering the system. After valid authentication, authorized users are allowed to access different features in this system based on their role. A reminder will be shown to users 30 days before account expiration. Unauthorized user or user whom account has expired is prohibited from accessing the system.

1.4.2 My Account (My Profile, Search Preference, Change Password)

(Administrator)

(Officer)

(Patron)

Figure 20: Role Menu for Administrator, Officer, and Patron

At the Role Menu of each Role, we can see their common features as it is so called personalization mentioned in INTRODUCTION:

· My Profile – to view and edit personal profile

· Search Preference – to define own search criteria or the information of

the found library items to be displayed when you do the search.

· Change Password – to change sign-in password

1.4.3 OPAC Tab

(Administrator)

(Officer)

(Patron)

Figure 21: OPAC Tab for Administrator, Officer, and Patron

VLIB PRO OPAC provide multitude of searching functions to ease users in retrieving library catalogues. OPAC can be accessed through both Internet and LAN. It provides inquiry for both book and serial item details and current item status in library.

Simple – is the simple search that used to search for books based on book title, ISBN,

publisher, author, and search for serial based on serial title and ISSN.

Advanced – is the search that allows user to select all fields or any combination fields of

choices to perform complex searching for book and serial.

It returns search result based on user’s search preference. Officer mode search result shows all details of a book or serial, whereas Administrator mode and Patron mode search result shows only general details of a book or serial.

Patron will be able to directly reserve an available book or serial after successfully search for their favorite item.

PART TWO: V-LIB PRO FUNCTIONS GUIDE

How To Start Using V-LIB?

When you first load V-LIB, you shall see the main page as shown in Figure 1. In this main page, you are free to click on any link as you wish that will lead you to other website. Or if you wish to sign-in, type the User Name and Password that appear on the top of the screen then click ‘Login’.

Figure 22: Main Page (Index Page)

2.1 Administrator Functions Guide

Q1. How To Signup New System Administrative User?

Figure 23: Administration Role Menu

Step 1

Click Administration at the Role Menu as shown in Figure 23, and you shall get the below tab as shown in Figure 3.

Step 2

Figure 24: Administrator Click Registration at tab as shown in Figure

Role Menu – Registration 24 and you shall get the below form as

Shown in Figure 25.

Figure 25: Officer Registration Form

Step 3

Fill the Username (6-20 characters), and select the Access Level.

Step 4

Click ‘Submit’. If succeed, you shall see the following message.

Step 5

To clear all fields, click ‘Reset’.

Q2. How To Find For An Administrator or An Officer Profile?

Figure 26: Administration Role Menu

Step 1

Click Administration at the Role Menu as shown in Figure 26, and you shall get the below tab as shown in Figure 27.

Step 2

Figure 27: Administration Click User List that appears under

Role Menu – User List Administration at the Role Menu as shown

in Figure 6 and you shall get the below

form as shown in Figure 28.

Figure 28: List Of Users Form

Step 3

Select the Search By Role.

Step 4

Click ‘Search’. If succeed, you shall see the information as shown in Figure 29.

Figure 29: List Users Form - Result

Q3. How To Edit And Delete For An Administrator Profile?

Step 1

Figure 30: Administration Click User List that appears under

Role Menu – User List Administration at the Role Menu as shown

in Figure 30 and you shall get the below

form as shown in Figure 31.

Step 2

Select the Search By Role.

Figure 31: List Of Users Form

As you can see, there are different links at the right side. To edit go to Step 4 and delete go to Step 5.

Step 4

Click ‘Search’ and will be appear the information as shown in Figure 32, and click ‘Edit’ of the person(s) you want to edit that appear on the right of the screen.

Figure 32: List Of Users Form – Edit

You shall get the below information as shown in Figure 33.

Figure 33: Administrator Profile

Fill your information profile as shown in Figure 34.

Figure 34: Administration profile – Result

To confirm the profile, click ‘Update’.

Step 5

Click ‘Delete’ of the person(s) that you want the deletion to take effective as shown in Figure 35.

Figure 35: List Of Users Form – Delete

The Pop Up message will be appears and Click ’Ok’ to delete an Administrative

user.

Refer to Figure 36, the list of user ‘lina’ doesn’t have been shown.

Figure 36: List Of Users Form – Delete Result

Q4. How To Configure User Type for Admin, Officer and Patron?

Figure 37: Administration Role Menu

Step 1

Click Configuration at the Role Menu as shown in Figure 37 and you will see Figure 38.

Figure 38: Sub Administration Role Menu – User type

Step 2

Click UserType that appear under Configuration at Sub Role Menu as shown in

Figure 38 and you will see Figure 39.

Figure 39: Usertype Configuration

Step 3

Fill the Usertype and Description and select the Role. Click ‘Insert’ at the right

side as shown in Figure 42.

As you can see in Figure 39, there are different link in the right list.

To edit go to Step 4, to delete go to Step 5.

Step 4

Click ‘Edit’ and Figure 40 will be appear.

Figure 40: User Type – Edit

Type the word in the textbox and click ‘Update’, and the changes will be update.

Otherwise, just click ‘Cancel’.

Step 5

To delete UserType, click ‘Delete’ at the right and pop up ‘Confirm Delete’ will

be appear will be appear.

Click ‘Ok’ and the UserType selected will be removed.

Q5. How To Configure The Cataloging Fields Options?

Figure 41: Administration Role Menu

Step 1

Click Configuration at the Role Menu as shown in Figure 41, and you shall get the below tab as shown in Figure 42.

Figure 42: Administration Role Menu – Cataloging

Step 2

Click Cataloging that appear under Configuration at Role Menu as shown in

Figure 42 and you will see Figure 43.

Figure 43: Cataloging Configuration – Catalog Field Selection

There are 7 Catalogue Fields that can be configured (edit/delete); which are

Cataloging Level, Material Type, Document Type, Subject, Main Page Intro,

Kelas and Email

Step 3

Click the dropdown textbox, select and click ‘Go’.

For instance, Subject has been selected and Figure 44 will be appearing.

Figure 44: Cataloging Configuration – Edit/Delete

To edit go to Step 4, and to delete go to Step 5.

Step 4

To edit item from the list, click on the item at the right side and click ‘Edit’, and

you will see Figure 45.

Figure 45: Cataloging Configuration – Edit

Type the new word in the textbox, and click ‘Update’ at the right side and the new Subject that you have change will be appear in the list. Refer to Figure 46. Click ‘Cancel’ to not make any changes at the item.

Figure 46: Cataloging Configuration – Edit Result

Step 5

To delete item from the list, click on the item at the right side and click ‘Delete’,

and that item will be removed from the list.

Q6. How To Configure Circulation Rules and Regulations?

Figure 47: Administration Role Menu

Step 1

Click Configuration at the Role Menu as shown in Figure 47, and you shall get the below tab as shown in Figure 48.

Figure 48: Administration Role Menu – Circulation

Step 2

Click Circulation that appear under Configuration at Role Menu as shown in

Figure 48, and you will see Figure 49

Figure 49: Circulation Configuration – User type Selection

Please take note that the list of User type that appear as shown in the above figure is depending on the configuration of User Type made for Patron as describe in Q4 (How To Configure User Type for Admin, Officer and Patron?)

Step 2

Click the dropdown textbox, select the User Type and click ‘Go’, and you will see

Figure 50.

Figure 50: Circulation Configuration – The Form

As you can see, there are basically three parts that you can see on the screen:

· General Circulation Rules & Regulation Configuration – To configure the Maximum Fine Limit.

· Rules & Regulation Configuration of Book Circulation – To configure Maximum borrow day, Maximum times of extend, maximum no. of reserve book, Maximum no. of borrow book, Fine rate per day, and Maximum day to reserve book.

· Rules & Regulation Configuration of Serial Circulation – To configure Maximum borrow day, Maximum times of extend, Maximum no. of reserve serial, Maximum no. of borrow serial, Fine rate per day, and Maximum day to reserve a serial.

Step 3

Change the setting as you wish and click ‘Submit’ button.

Bear in mind that all fields accept Integer except Fine rate per day (book and serials) and Maximum fine limit, which accepts fraction number.

Click ‘Reset’ if you want to restore back to the previous data.

Below is the possible message that will show if the update succeeds.

Q7. How To Configure Web Link Group?

Figure 51: Administration Role Menu

Step 1

Click Configuration at the Role Menu as shown in Figure 51, and you shall get the below tab as shown in Figure 52.

Figure 52: Administration Role Menu – Update Info

Step 2

Click Update Info that appear under Configuration at Role Menu as shown in

Figure 52 and you will see Figure 53.

Figure 53: Selecting Update Info - Links

There are four Update Info fields that can be configure; which are Contact Info, Links, Email Setup, and Main Page Intro.

Step 3

Choose Links and click ‘Go’. You will get the Figure 54 as shown below.

Figure 54: Web Link Group Configuration

As you can see, there is a list of Web Link Groups that have been created.

To add new Web Link Group:

Step 1

Type the new Group Name as shown in Figure 55.

Figure 55: Filled Add New Web Link Form

Step 2

Click ‘Add’ and you shall see Figure 56 as shown below (if the new Web Link group added successful).

Figure 56: New Web Link Group Added

As you can see, you can start adding any links under this new created Web Link group.

To edit existing Web Link group:

Step 1

To edit item from the list, click on the item at the right side and click ‘Edit’, and

that item will be changed.

To delete existing Web Link group:

Step 1

Before start explaining the steps on how to delete Web Link group, you have to understand that there are groups that can be deleted and groups that cannot be deleted (fixed). By looking at the main page Figure 6 as shown below, Web Link group with red-bordered-line are the groups that cannot be deleted.

Figure 57: Groups that can and cannot be deleted.

Therefore, if you have selected any group in Figure 57 that is from the blue-bordered-line, you are not allowed to delete that group. Please proceed to see the examples.

Figure 58: Delete Web Link Group

Step 2

To delete Web Link Group from the list, click on the item at the right side and

click ‘Delete’, and that item will be removed from the list. See Figure 59.

Figure 59: Delete Web Link Group – Result

To view links Web Link group:

Figure 60: Web Link Group – View Links

Step 1

Click ‘View Links’ at the right side as shown in Figure 60 and you will get the Figure 62 as shown below.

Figure 62: Web Link Configuration – View Links

Step 2

Type the word at the text box as shown in Figure 63.

Figure 63: Filled Web Link Group

Click ‘Add’ button and the new Magazines group will be added as shown in

Figure 64.

Figure 64: Added New Web Link Group

To edit go to Step 3 and to delete go to Step 4.

Step 3

Click ‘Edit’ at the right side and Figure 65 will be appearing.

Figure 65: Web Links Configuration –Edit

Type the word has you want to change and click ‘Update’ button.

Step 4

Click on the item at the right side and Click ‘Delete’, and that item will be removed from the list.

Q8. How To Customize Contact Info?

Figure 69: Administration Role Menu

Step 1

Click Configuration at the Role Menu as shown in Figure 69, and you shall get the below tab as shown in Figure 70.

Figure 70: Administration Role Menu – Update Info

Step 2

Click Update Info that appear under Configuration at Role Menu as shown in

Figure 70 and you will see Figure 71.

Figure 71: Selecting Update Info – Contact Info

There are four Update Info fields that can be configure; which are Contact Info, Links, Email Setup, and Main Page Intro.

Step 3

Choose Contact Info and click ‘Go’. You will get the Figure 72 as shown below.

Figure 72: Contact Info Configuration

Step 3

Change the setting as you wish and click ‘Update’, and you will get the result as shown in Figure 73.

Figure 73: Contact Info Configuration – Update Successful

Q9. How To Configure Email Setup?

Figure 74: Administration Role Menu

Step 1

Click Configuration at the Role Menu as shown in Figure 74, and you shall get the below tab as shown in Figure 75.

Figure 75: Administration Role Menu – Update Info

Step 2

Click Update Info that appear under Configuration at Role Menu as shown in

Figure 75 and you will see Figure 76.

Figure 76: Selecting Update Info – Email Setup

Step 3

Click ‘Go’ and you will get Figure 77 as shown below.

Figure 77: Email

Step 4

Click ‘Edit’ at the right side and you will get Figure 78.

Figure 78: Email Setup - Edit

Click ‘Update’ and Email will be changed.

Q10. How To Customize Main Page?

Figure 79: Administration Role Menu

Step 1

Click Configuration at the Role Menu as shown in Figure 79, and you shall get the below tab as shown in Figure 80.

Figure 80: Administration Role Menu – Update Info

Step 2

Click Update Info that appear under Configuration at Role Menu as shown in

Figure 80 and you will see Figure 81

Figure 81: Selecting Update Info – Main Page Intro

There are four Update Info fields that can be configure; which are Contact Info, Links, Email Setup, and Main Page Intro.

Step 3

Filled the word you want in the Intro Column Left, Intro Column Right, and browse the picture. Click ‘Update’. See Figure 82

Figure 82: Update Main Page Introduction

Q11. How To Configure Tag Setup?

Figure 83: Administration Role Menu

Step 1

Click Administration at the Role Menu as shown in Figure 83, and you shall get the below tab as shown in Figure 84.

Figure 84: Administration Role Menu – Tag Setup

Step 2

Click Tag Setup that appear under Configuration at Role Menu as shown in

Figure 84 and you will see Figure 85.

Figure 85: Tag Setup Configuration

Step 3

There are 6 Catalog Fields, which are Book, Serial, Audio/Video, Photo, Photo

Album, and Article.

Type the value you want in the Marc Field textbox, and choose the fields you want, and click ‘Go’.

Choose the item you want and tick in the box, click ‘Edit’. Type the word you want to change and click ‘Update’. Otherwise click ‘Cancel.’ See Figure 86.

Figure 86: Marc Tag - Edit

Q12 How To Configure User Access?

Figure 87: Administration Role Menu

Step 1

Click Configuration at the Role Menu as shown in Figure 87, and you shall get the below tab as shown in Figure 88.

Figure 88: Administration Role Menu – User Access

Step 2

Click User Access that appear under Configuration at Role Menu as shown in

Figure 88 and you will see Figure 89.

Figure 89: User Group Access Configuration

Step 3

Choose the group and fields of category and click ‘Go’.

Figure 90: User Group Access – Admin – Statistics

Tick in the box at the right side (in what you want to allow access) to handle

screen for user.

Figure 91: User Group Access - Update

Click ‘Update’ and see Figure 91.

Click ‘Select All’ to tick all the boxes.

Click ‘Deselect All’ to untick all the boxes.

Click ‘Reset’ to back a new update.

Q13. How To Configuration Date ?

Figure 92: Administration Role Menu

Step 1

Click Configuration at the Role Menu as shown in Figure 92, and you shall get the below tab as shown in Figure 93.

Figure 93: Administration Role Menu – Date

Step 2

Click Date that appear under Configuration at Role Menu as shown in

Figure 93 and you will see Figure 94.

Figure 94: Select Branch Form

Step 4

Select Branch at the dropdown text box. See Figure 95.

Figure 95: Filled Select Branch Form

Step 5

Click ‘Go’ and you will get Figure 96.

Figure 96: Date Access Form

Step 6

Choose the date to exclude from calculation for branch. In other words, the public

holiday for the branch. See Figure 97.

Figure 97: Filled Date Access Form

Step 7

After filled all the date, click ‘Save’ and message successfully will be appearing

as shown below.

Q14. How To Add New Vendor?

Figure 98: Administration Role Menu

Step 1

Click Vendor Management at the Role Menu as shown in Figure 98, and you shall get the below tab as shown in Figure 99.

Figure 99: Administration Role Menu – Vendor Management

Step 2

Click Add Vendor that appear under Vendor Management at Role Menu as

shown in Figure 99 and you will see Figure 100.

Figure 100: Add Vendor Form

Step 3

Type (at least) the required fields (*-marked), as shown in Figure 101.

Figure 101: Filled Add Vendor Form

Step 4

Click ‘Add’. You will get the successful message if the addition is successful as

shown below.

Click ‘Reset’ if you want to restore back to the previous data.

Q15. How To Update New Vendor?

Figure 102: Administration Role Menu

Step 1

Click Vendor Management at the Role Menu as shown in Figure 102, and you shall get the below tab as shown in Figure 103.

Figure 103: Administration Role Menu – Vendor Management

Step 2

Click Search Vendor that appear under Vendor Management at Role Menu as shown in Figure 103 and you will see Figure 104.

Figure 104: Search Vendor Form

You can Search By Vendor Name to update their profile.

You can refer to Q17 (How To View For Vendor Profile?) to learn how to search for the desired vendor until you get to the following screen (Figure 105) with ‘Update’, ‘Delete’ and ‘Reset’ appear at the bottom right corner as shown in the below figure.

Figure 105: Vendor Profile

Step 3

Change the profile of the vendor as you wish (bear in mind that the *-marked

fields should be filled even if you change it).

Step 6

Click ‘Update’ if you have confirmed you want to make the change(s) take

effective.

Or click ‘Reset’ if you want to restore back to the previous data.

If the changes succeed, the following successful message should appear.

Q16. How To Delete A Vendor?

Figure 106: Administration Role Menu

Step 1

Click Vendor Management at the Role Menu as shown in Figure 106, and you shall get the below tab as shown in Figure 107.

Figure 107: Administration Role Menu – Vendor Management

Step 2

Click Search Vendor that appear under Vendor Management at Role Menu as shown in Figure 107 and you will see Figure 108.

Figure 108: Search Vendor Form

You can Search By Vendor Name to delete their profile.

You can refer to Q17 (How To View For Vendor Profile?)to learn how to search for the desired vendor until you get to the following screen (Figure 109) with ‘Update’, ‘Delete’ and ‘Reset’ appear at the bottom right corner as shown in the below figure.

Figure 109: Vendor Profile

Step 3

To confirm the deletion, click ‘Delete’.

The deletion succeeds if you see the following message.

Q17. How To View For Vendor Profile?

Figure 110: Administration Role Menu

Step 1

Click Vendor Management at the Role Menu as shown in Figure 110, and you shall get the below tab as shown in Figure 111.

Figure 111: Administration Role Menu – Vendor Management

Step 2

Click View Vendor that appear under Vendor Management at Role Menu as shown in Figure 111 and you will see Figure 112.

Figure 111: Search Vendor Form

There are two types you can search the vendor:

· Search By Name

· Search By List All

Search By Name

Step 3

Type the Search for text box and select whether it is Name as shown in Figure 112.

Figure 112: Search Vendor Form – by Name

Click ‘Search’ and The Figure 113 will be appearing.

Figure 113: Vendor Details

Search By List All

Step 4

Click ‘List All’ and the Figure 114 will be appear as shown.

Figure 114: Search By List All

Click at the Vendor Name. See Figure 115.

Figure 115: Vendor Details

2.2 Officer Functions Guide

Q1. How To Sign Up New Patron?

Figure 116: Officer Role Menu

Step 1

Click Patron Management at the Role Menu as shown in Figure 116, and you shall get the below tab as shown in Figure 117.

Figure 117: Officer Sub Role Menu – Sign Up

Step 2

Click Sign Up that appear under Patron Management at Role Menu as shown in

Figure 117 and you will see Figure 118.

Figure 118: Sign Up Form

Step 3

Choose either System User or ILL User. Get the form filled as in Figure 119. Please make sure the *-marked fields are filled or else you will get the error message. Below is the example.

Figure 119: Filled Sign Up Form

Step 4

Click ‘Add Patron’ and if the patron sign up is successful, you shall see the New

Patron is added in the list. See Figure 120.

Figure 120: New Added Patron

Q2. How To Update Patron’s Profile?

Figure 121: Officer Role Menu

Step 1

Click Patron Management at the Role Menu as shown in Figure 121, and you shall get the below tab as shown in Figure 122.

Figure 122: Officer Sub Role Menu – Profile Update

Step 2

Click Profile Update that appear under Patron Management at Role Menu as shown in Figure 122 and you will see Figure 123.

Figure 123: Profile Update Form

Step 3

Type the Patron ID that you want to update their profile.

Step 4

Click ‘Search’ and you shall see the patron’s details showed.

Figure 124: Profile Update Form – After Search

Step 5

Change the profile of the patron as you wish (bear in mind that the *-marked fields should be filled even if you change it).

Step 6

Click ‘Update’ if you have confirmed you want to make the change(s) take

effective.

Q3. How To Edit Patron’s Photo?

Edit patron’s photo only possible when:

· Signup new patron

· Update patron’s profile

Figure 125: Signup Patron Form

Figure 126: Update Patron Profile Form – After Searched

As you can see, there is a ‘Browse’ button at the end of the Photo field. Click ‘Browse’ button to find a source photo. But if there is already a photo and you wish to change the photo, you can choose to upload the new photo and it will replace the old one automatically.

Q4. How To Delete Patron?

Figure 127: Officer Role Menu

Step 1

Click Patron Management at the Role Menu as shown in Figure 127, and you shall get the below tab as shown in Figure 128.

Figure 128: Officer Sub Role Menu – Profile Delete

Step 2

Click Profile Delete that appear under Patron Management at Role Menu as shown in Figure 128 and you will see Figure 129.

Figure 129: Profile Delete Form – Search Patron

Step 3

Type the Patron ID that you want to delete.

Step 4

Click ‘Go’ and you shall see the information of the Patron ID you typed appeared

as Figure 130 (if the record found).

Figure 130: Profile Delete Form – After Search

Step 5

Click ‘Delete’ if you confirm to delete the patron. If the deletion is succeed, you

will see the below message.

Or if you want to cancel deletion, click ‘Cancel’.

Q5. How To Search For Patron’s Profile?

Figure 131: Officer Role Menu

Step 1

Click Patron Management at the Role Menu as shown in Figure 131, and you shall get the below tab as shown in Figure 132.

Figure 132: Officer Sub Role Menu – Profile Search

Step 2

Click Profile Search that appear under Patron Management at Role Menu as shown in Figure 132 and you will see Figure 133.

Figure 133: Profile Search Form – Search Patron

Step 3

Type in the keyword to search and select whether the text you typed is the Patron

ID or the Name of the patron as shown in Figure 134.

Figure 134: Filled Profile Search Form – Search Patron

Step 4

Click ‘Search’, and you will see Patron ID or Name you typed (if the

record found)

Figure 135: Patron ID or Name found

Click at the Patron ID, and you will see the details of the patron displayed in

Figure 136.

Figure 136: Patron Profile

Q6. How To View A Patron’s Current Activities?

Figure 137: Officer Role Menu

Step 1

Click Patron Management at the Role Menu as shown in Figure 137, and you shall get the below tab as shown in Figure 138.

Figure 138: Officer Sub Role Menu – Current Activities

Step 2

Click Current Activities that appear under Patron Management at Role Menu as shown in Figure 138 and you will see Figure 139.

Figure 139: Profile Search Form – Search Patron

Step 3

Fill in the Patron ID as shown in Figure 140 and click ‘Search’.

Figure 140: Filled Profile Search Form – Search Patron

Please bear in mind that the input shown above is just an example. You may type the Patron ID you want to search for.

If the Patron ID exists, the Figure 141 will be displayed.

Figure 141: Patron Activities

As you can see, this screen shows the summary of the number of library items the patron has borrowed, past due date, reserved and extended, and the list of library items details you borrowed.

Q7. How To Check If A Patron Has Been Fined?

Figure 142: Officer Role Menu

Step 1

Click Patron Management at the Role Menu as shown in Figure 142, and you shall get the below tab as shown in Figure 143.

Figure 143: Officer Sub Role Menu – Fine Payment

Step 2

Click Fine Payment that appear under Patron Management at Role Menu as shown in Figure 143 and you will see Figure 144.

Figure 144: Patron Search Form

Step 3:

Type the Patron ID as shown in Figure 145 and then clicked ‘Go’ and you will see Figure 146 shows (if the patron exists).

Figure 145: Filled Patron Search Form

Figure 146: Patron Fine Payment Details

Type the amount you want to pay, and then click ‘Pay’.

Please note, if the patron wants to pay, he/she must return all the items borrow.

Q8. How To Allow Patron To Borrow Library Item?

Figure 147: Officer Functional Menu – Circulation

Step 1

Click Circulation at the Functional Menu as shown in Figure 147, and you shall get the below tab as shown in Figure 148.

Figure 148: Circulation Tab – Borrow Button

Step 2

Click Borrow that appear under Circulation Tab at Functional Menu as shown in Figure 148 and you will see Figure 149.

Figure 149: Search Patron Form

Step 3

Select the borrow type (book or serial) the Patron wants to borrow, and type the Patron ID. See Figure 150.

Figure 150: Filled Search Patron Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want.

Click ‘Go’ and you will see Figure 151.

Figure 151: Borrowed Item

As you can see, the borrowed library items will appear in the table (if any).

Please bear in mind that the table shown above may differ from what you see based on the book(s) currently borrowed by the patron.

There are three actions that you can perform.

· ‘Complete’ – To end or cancel the patron session

· ‘Switch To Book’ – To allow patron switch to borrow book

(depends on which borrow type you have selected on the previous screen. If Book was selected previously, this button will appear to be ‘Switch To Serial’).

· ‘Borrow’ –To borrow book.

Step 4

Now that you are required to type the Book Item ID/Serial Item ID as Figure 152.

Figure 152: Borrow Item – Type Item ID

Step 6

Click ‘Borrow’ and the new borrowed book will appear in the table as shown in

Figure 153.

Figure 153: Borrow Item – Item Added

As you can see, the new borrowed book is showed in the table.

Repeat this step to borrow more library items.

If you want to cancel the borrowed book, click ‘Cancel’ (red color font) that

appears at the Status column and it will be deleted from the borrow list.

Q9. How To Return Library Items From Patron?

Figure 154: Officer Functional Menu – Circulation

Step 1

Click Circulation at the Functional Menu as shown in Figure 154, and you shall get the below tab as shown in Figure 155.

Figure 155: Circulation Tab – Return Button

Step 2

Click Return that appear under Circulation Tab at Functional Menu as shown in Figure 155 and you will see Figure 156.

Figure 156: Search Patron ID Form

Step 3

Select the return type (book or serial) the Patron wants to return, and type the Patron ID. See Figure 157.

Figure 157: Filled Search Patron Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want

Click ‘Go’ and you will see Figure 158.

Please take note that the Patron ID you type exists, and you shall see the following screen.

Figure 158: Returned Book Items

As you can see, the list of the borrowed book is shown in the table in Figure 158.

Please bear in mind that the table shown above may differ from what you see based on the book(s) currently borrowed by the patron.

Step 4

To return library items, there are two ways to do sop:

· By clicking the ‘Return’ that appear at the return column of the table.

· By typing the Item ID (Book Item ID/Serial Item ID) at the textbox, and click ‘Return’.

Whichever way you use, it will be deleted from the borrow list.

To return other books, you can repeat Step 4.

Or to return serials, you can switch to serial by clicking ‘Switch To Serials’.

Or you can click ‘Complete’ to end or cancel the patron session.

Q10. How To Extend Library Items For Patron?

Figure 159: Officer Functional Menu – Circulation

Step 1

Click Circulation at the Functional Menu as shown in Figure 159, and you shall get the below tab as shown in Figure 160.

Figure 160: Circulation Tab –Extend Button

Step 2

Click Extend that appear under Circulation Tab at Functional Menu as shown in Figure 160 and you will see Figure 161.

Figure 161: Search Patron ID Form

Step 3

Select the return type (book or serial) the Patron wants to return, and type the Patron ID. See Figure 162.

Figure 162: Filled Search Patron Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want

Click ‘Go’ and you will see Figure 163.

Please take note that the Patron ID you type exists, and you shall see the following screen.

Figure 163: Returned Book Items

As you can see, the list of the borrowed book is shown in the table in Figure 5.

Please bear in mind that the table shown above may differ from what you see based on the book(s) currently borrowed by the patron.

Step 4

To return library items, there are two ways to do sop:

· By clicking the ‘Return’ that appear at the return column of the table.

· By typing the Item ID (Book Item ID/Serial Item ID) at the textbox, and click ‘Return’.

Whichever way you use, it will be deleted from the borrow list.

To return other books, you can repeat Step 4.

Or to return serials, you can switch to serial by clicking ‘Switch To Serials’.

Or you can click ‘Complete’ to end or cancel the patron session.

Q11. How To Reserve Library Items For Patron?

Figure 164: Officer Functional Menu – Circulation

Step 1

Click Circulation at the Functional Menu as shown in Figure 164, and you shall get the below tab as shown in Figure 165.

Figure 165: Circulation Tab – Reserve Button

Step 2

Click Reserve that appear under Circulation Tab at Functional Menu as shown in Figure 165 and you will see Figure 166.

Figure 166: Reserve Search Form

Step 3

Select the reserve type (book or serial) the Patron wants to reserve, and type the Patron ID. See Figure 165.

Figure 165: Filled Search Patron Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want

Click ‘Go’ and you will see Figure 166.

Please take note that the Patron ID you type exists, and you shall see the following screen.

Figure 166: Reserve List

As you can see, (in this case), there are currently no book has been reserved (the list is empty).

And there are three actions that you can perform here.

· ‘Reserve’ – To reserve the library items (depends on which reserve type you click on the previous screen).

· ‘Complete’ – To end or cancel the patron session.

· ‘Switch To Serial’ – To allow patron switch to borrow book (depends on which reserve type you click on the previous screen. If Serial was selected previously, this button will appear to be ‘Switch To Book’).

Step 4

To reserve library items, type the Item ID in the textbox as shown in Figure 167. and click ‘Reserve’.

Figure 167: Reserve List – Reserve by Item ID

Step 5

Click ‘Reserve’ and you shall see the Item ID (in this case is Book Item ID) has been added to the table.

Figure 168: Reserve List – Item Reserved

To reserve more books, repeat Step 4.

To cancel the reserved books, click ‘Cancel’ that appear at the end of the table (under Reserve column).

To reserve Serial, click ‘Switch To Serial’.

To end or cancel the patron session, click ‘Complete’.

Q12. How To View The Account Transaction History Of A Patron?

Figure 169: Officer Functional Menu – Circulation

Step 1

Click Circulation at the Functional Menu as shown in Figure 169, and you shall get the below tab as shown in Figure 170.

Figure 170: Circulation Tab –History Button

Step 2

Click History that appear under Circulation Tab at Functional Menu as shown in Figure 170 and you will see Figure 171.

Figure 171: History Search Form

Step 3

Select the reserve type (book or serial) the Patron wants to reserve, and type the Patron ID. See Figure 172.

Figure 172: History Search Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the Patron ID you want

Click ‘Go’ and you will see Figure 173 if the Patron ID exists.

Figure 173: Today Transaction

For your information, Transaction History is divided into today transaction and history transaction, by default, today transaction is shown.

You can actually perform two things here:

· To view the Transaction History by clicking ‘View Transaction History’, or

· To end or cancel the patron session, click ‘Complete’.

Q13. How To Add New Book?

Figure 174: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 174, and you shall get the below tab as shown in Figure 175.

Figure 175: Physical Collection Tab – Add

Step 2

Click Physical Collection and ‘Add’ that appear under Cataloging Tab at Functional Menu as shown in Figure 175 and you will see the form as shown in Figure 176.

Figure 176: Add Book Form

As you can see, there are many fields that you may fill up.

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want

Step 3

You may type the Title of the book, and the Quantity as shown in the previous figure.

Step 4

Click the icon that appear at beside the Quantity textbox as shown in Figure 177 and you will see Figure 178 shown

Figure 177: Quantity Column

Figure 178: Add Book Item Sub-Form

Step 5

Type the Book Item ID as shown in Figure 179.

Figure 179: Filled Add Book Item Sub-Form

Step 6

Click ‘Add’ and you shall see the Item ID added on the other side as shown in Figure 180.

Figure 180: Add Book Item Sub-Form – Item Added

Click ‘Remove’ if you want to remove the Book Item ID from the list by selecting the Item ID first.

As you will notice (in this case), after the Book Item ID has been added, the ‘Add’ button turns disabled. This is because the Quantity you typed was 1. In other case, if the Quantity is 3, the ‘Add’ button will only be disabled after you have added 3 Book Item ID.

Step 7

Click ‘Ok’ to confirm the addition of the Book Item ID that you have added, and you shall back to the form again.

Step 8

Click ‘Add’ and this new book shall be successfully added into the database by returning the following message.

Q14. How To Delete Book?

Figure 181: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 181, and you shall get the below tab as shown in Figure 182.

Figure 182: Physical Collection Tab – Delete

Step 2

Click Physical Collection and ‘Delete’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 182 and you will see the form as shown in Figure 183.

Figure 183: Simple Search Book Form

Step 3

Search through simple search:

There are two methods to used in simple search:

· Search by List All Book

· Search by Accession No., Author, Call Number, Keyword,

Subject, and Title

Click ‘List All Book’ if you want to select from the list of all books in the library.

Or, type in the Search for field and select the criteria you want to search based on the words you typed. See Figure 184.

Figure 184: Filled Simple Search Book Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want.

Click ‘Search’ and you shall see Figure 185 shown if the book found.

Figure 185: Book Found

Click at the title as shown in Figure 185. Figure 186 will be appearing.

Figure 186: Book Details

Step 4

Click ‘Delete’ if you want to delete the book and you shall see the following

message if the deletion succeeds.

Please bear in mind that the book can only be deleted if the status of all items of the book is Available.

Q15. How To Add New Book Item?

Figure 187: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 187, and you shall get the below tab as shown in Figure 188.

Figure 188: Physical Collection Tab –Add Item

Step 2

Click Physical Collection and ‘Add Item’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 188 and you will see the form as shown in Figure 189.

Figure 189: Search Book Form

As you can see, there are three ways to get to the book you want to add item(s):

· Search via Simple Search

· Search by Item ID

· Search by Book ID

Step 3

After you perform any of the search method above, you shall see Figure 4 shown if the book found.

Figure 190: Add Book Item Form

As you can see (in this example), the returned book is titled How To Be A Good Singer (Part II) and the Book ID is 258.

You can actually perform one thing here:

· To add the new item of the book

You are advised to checkout the Item ID that you have used to avoid adding the same Item ID to the new items.

Step 4

Click ‘Enter Item ID’ and you shall see a window as Figure 191 pop ups.

Figure 191: Add Book Item Sub-Form

Step 5

Type 3 Item Ids and add it to the right list by clicking ‘Add’ as shown in Figure

192.

Figure 192: Add Book Item Sub-Form – Items Added

Step 8

Click ‘Add’ and the Figure 193 will be shown.

Figure 193: Add Book Item Sub-Form- Success

Step 9

Click ‘Add’ to add that 3 items into the database.

Q16. How To Delete Book Item?

Figure 194: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 194, and you shall get the below tab as shown in Figure 195.

Figure 195: Physical Collection Tab – Delete Item

Step 2

Click Physical Collection and ‘Delete Item’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 195 and you will see the form as shown in Figure 196.

Figure 196: Search Book Form

As you can see, there are three ways to get to the book item(s) you want to delete:

§ Search via Simple Search

§ Search by Item ID.

§ Search by Book ID.

Step 3

After you perform any of the search method above, you shall see Figure 197 shown if the book found.

Figure 197: Delete Item Form

Step 4

There are two ways to delete Item:

· Delete Item(s) by group

· Delete Item one by one

Delete Item(s) by group

If you want to delete the Book Item, click ‘Delete’ (black color font) that

appears at the Delete column and it will be deleted from the list.

Delete Item one by one

Type the Item ID at the Textbox and click ‘Delete’ as shown in Figure 198. The

Book Item will be removed.

Figure 198: Delete Item Form – Delete by Typing Delete Item ID

Q17. How To Update Book Details?

Figure 199: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 199, and you shall get the below tab as shown in Figure 200.

Figure 200: Physical Collection Tab –Update Detail

Step 2

Click Physical Collection and ‘Update Detail’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 200 and you will see the form as shown in Figure 201.

Figure 201: Simple Search Book Form

Step 3

Search through simple search:

There are two methods to used in simple search:

· Search by List All Book

· Search by Accession No., Author, Call Number, Keyword,

Subject, and Title

Click ‘List All Book’ if you want to select from the list of all books in the library.

Or, type in the Search for field and select the criteria you want to search based on the words you typed. See Figure 202.

Figure 202: Filled Simple Search Book Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want.

Click ‘Search’ and you shall see Figure 203 shown if the book found.

Figure 203: Book Found

Click at the title as shown in Figure 203. Figure 204 will be appearing.

Figure 204: Book Details

Step 4

Type or edit whatever fields you would like to update in this form.

Step 5

To confirm the change(s), click ‘Edit’ and you shall get the following successful

message if the edition succeeds.

Q18. How To Edit Book’s Photo?

Edit book’s picture only possible when:

· Add new book

· Update book details

From the two actions mentioned, you will get to the sample forms shown in Figure 205 and Figure 206 respectively.

Figure 205: Add Book Form

Figure 206: Book Details

As you can see, there is a Browse’ button at the end of the Photo field. And under the If you wish to change the photo, you can choose to upload the new photo and it will replace the old one automatically.

Q19. How To Add New Serial?

Figure 207: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 207, and you shall get the below tab as shown in Figure 208.

Figure 208: Serial Tab – Add

Step 2

Click Serial and ‘Add’ that appear under Cataloging Tab at Functional Menu as shown in Figure 208 and you will see the form as shown in Figure 209.

Figure 209: Add Serial Form

As you can see, there are all together 21 fields that you may fill up but only 3 that need to be filled (mandatory); No. Subscription Issue, Initial Subscription Copy (per issue) and First Issue Date.

Step 3

So, type (at least the *-marked) the fields as shown in Figure 210.

Or click ‘Reset’ to reload a new form

Figure 210: Filled Add Serial Form

Step 4

Click ‘Add’ and you will see the below if the addition is successful.

For your information, the system will automatically generate list of issue under the serial subscription, and predict the arrival date of each issue whenever new serial is added into the system.

Q20. How To Delete Serial?

Figure 211: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 211, and you shall get the below tab as shown in Figure 212.

Figure 212: Serial Tab –Delete

Step 2

Click Serial and ‘Delete’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 212 and you will see the form as shown in Figure 213.

Figure 213: Simple Search Delete Form

Step 3

Search through simple search:

There are two methods to use in simple search:

· Search by List All Serial

· Search by Title, Subject, Keyword, Item ID, ISSN, Call Number,

and Accession No.

Click ‘List All Serial’ if you want to select from the list of all serials in the

library.

Or, type in the Search for field and select the criteria you want to search based on the words you typed. See Figure 214.

Figure 214: Filled Simple Search Serial Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want.

Click ‘Search’ and you shall see Figure 215 shown if the serial found.

Figure 215: Serial Found

Click at the title as shown in Figure 215. Figure 216 will be appearing.

Figure 216: Serial Details

Step 4

Click ‘Delete’ if you want to delete the serial and you shall see the following

message if the deletion succeeds.

Please bear in mind that the serial can only be deleted if the status of all items of the serial is Available.

Q21. How To Update Serial Details?

Figure 217: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 217 and you shall get the below tab as shown in Figure 218.

Figure 218: Serial Tab –Update Detail

Step 2

Click Serial and ‘Update Detail’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 218 and you will see the form as shown in Figure 219.

Figure 219: Simple Search Serial Form

Step 3

Search through simple search:

There are two methods to used in simple search:

· Search by List All Serial

· Search by Title, Subject, Keyword, Item ID, ISSN, Call Number,

and Accession No.

Click ‘List All Serial’ if you want to select from the list of all books in the library.

Or, type in the Search for field and select the criteria you want to search based on the words you typed. See Figure 220.

Figure 220: Filled Simple Search Serial Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want.

Click ‘Search’ and you shall see Figure 221 shown if the book found.

Figure 221: Serial Found

Click at the title as shown in Figure 221. Figure 222 will be appearing.

Figure 222: Serial Details Form

Step 4

Change the fields as you like and click ‘Update’. You will see the following

successful message if the updating is succeeds.

Q22. How To Check-In Issues of Serials?

Figure 223: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 223, and you shall get the below tab as shown in Figure 224.

Figure 224: Serial Tab –Add Item

Step 2

Click Serial and ‘Add Item’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 224 and you will see the form as shown in Figure 225.

Figure 225: Simple Search Serial Form

Step 3

Search through simple search:

There are two methods to used in simple search:

· Search by List All Serial

· Search by Title, Subject, Keyword, Item ID, ISSN, Call Number,

and Accession No.

Click ‘List All Serial’ if you want to select from the list of all books in the library.

Or, type in the Search for field and select the criteria you want to search based on the words you typed. See Figure 226.

Figure 226: Filled Simple Search Serial Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want.

Step 4

Click on the ‘Search’ and you shall see Figure 227 shown.

Figure 227: Check-In Issues Form – Status Active

Please take note that the pre-requisite to check –in issue is the Subscription Status

must be Active.

Step 5

Figure 228: Check-In Issues Form – Status Active

As you can see (in this example), there are three copies that we are supposed to receive for each issue. In the figure above, there are none has been received. Now we have received those three copies and want to check-in as items under Issue No. TE001.

Therefore you have to change the received subscription copy, and the not received subscription copy. You can do so by editing the Sub. Recvd and Sub Unrecvd. as shown in Figure 229.

Figure 229: Check-In Issues Form – Changed Sub. Rcvd and Sub. Unrecvd

Step 6

Click ‘Update’ and the changes will be update.

Step 7

To check-in the three items of this issue (TE001), click ‘Edit Issue Item’ that

appear at the last column of the table and you will see a window pops up as

shown in Figure 230.

Figure 230: Add Serial Issue Sub-Form

Step 8

Type and click ‘Add’ button to add the three Issue Item IDs as shown in Figure

231.

Figure 231: Add Serial Issue Items Sub-Form – Added Serial Item IDs.

To change he Item ID, select the Item ID on the list and click ‘Remove’.

As you can see, the ‘Add’ button will turn disabled after you have added three

Item IDs. This depends on the Sub. Recvd you specified previously.

Step 9

Click ‘Add’ to confirm adding those three items to this issue, and you will notice

that these three items will appear under this table if the addition is successful as

shown in Figure 232.

Figure 232: Add Serial Issue Items Sub-Form – Added Serial Items

Step 10

Click ‘Close’ to return to the main window.

Q23. How To Add New Photo Album?

Figure 233: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 233, and you shall get the below tab as shown in Figure 23434.

Figure 234: Photo Tab –Add

Step 2

Click Photo and ‘Add’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 234 and you will see the form as shown in Figure 235.

Figure 236: Add Photo Form

As you can see, there are all together 8 fields that you may fill up. Please refer Figure 237 as an example.

Figure 237: Filled Add Photo Form

Click ‘Add’ button and you will get Figure 238. Other wise, click ‘Reset’

Figure 238: Filled Add Album

Click ‘Add Album’, if you want add more album.

Q24. How To Delete Photo Album?

Figure 239: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 239, and you shall get the below tab as shown in Figure 240.

Figure 240: Photo Tab –Delete Button

Step 2

Click Photo and ‘Delete’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 240 and you will see the form as shown in Figure 241.

Figure 241: Delete Photo Form

Step 3

Click ‘dustbin’ icon at the Action column for the Album you want to delete. You

will get details about the Album. See Figure 242.

Figure 242: Delete Album Details

Step 4

Click ‘Delete’ button and the Photo Album will be removed.

Q25. How To Add Item Photo?

Figure 243: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 243, and you shall get the below tab as shown in Figure 244.

Figure 244: Photo Tab –Add Item Button

Step 2

Click Photo and ‘Add Item’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 244 and you will see the form as shown in Figure 245.

Figure 245: Add Item Photo Form

Step 3

Click ‘notebook’ icon at the Action column for the Album you want to add. You

will get the Figure 246.

Figure 246: Add Item Album Details

Step 4

Click ‘Upload Photos’ button and pop up upload photo will be appear as shown in

Figure 247.

Figure 247: Pop Up Upload Photo

Step 5

Click ‘Browse’ to find a source photo you want to add. See Figure 248.

Figure 248: Filled Pop Up Upload Photo

Click ‘Upload’ button and you can see the photo will be appear in the album list.

You can see in the Figure 249.

Figure 249: Photo Added Success

Q26. How To Delete Item Photo?

Figure 250: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 250, and you shall get the below tab as shown in Figure 251.

Figure 251: Photo Tab –Delete Item Button

Step 2

Click Photo and ‘Delete Item’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 251 and you will see the form as shown in Figure 252.

Figure 252: Delete Item Photo Form

Step 3

Click ‘notebook’ icon at the Action column for the Album you want to delete. You will get the Figure 253.

Figure 253: Delete Item Album Details

Step 4

Click ‘small dustbin’ icon under the photo you want to delete and photo details

will be appear as shown in Figure 254.

Figure 254: Delete Photo Details

Step 5

Click ‘Delete’ and the photo will be removing from the album. See Figure 255.

Figure 255: Delete Item Success

Q27. How To Update Detail Photo?

Figure 257: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 257, and you shall get the below tab as shown in Figure 258.

Figure 258: Photo Tab –Update Detail Button

Step 2

Click Photo and ‘Update Detail’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 258 and you will see the form as shown in Figure 259.

Figure 259: Update Detail Photo Form

Step 3

You can see at the column action has two icon. Click icon at the left, you will get Upload Photo.

Please refer Q25 (How To Add Item Photo?) and Q26 (How To Delete Item Photo?)

At the right icon, you will get Update Album details. See Figure 260.

Figure 260: Update Album Details.

Type the word that you want to change and click ‘Update’.

Figure 261: Update Album Details Success

Q28. How To Add Audio/Video?

Figure 262: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 262, and you shall get the below tab as shown in Figure 263.

Figure 263: Audio/Video Tab – Add

Step 2

Click Audio/Video and ‘Add’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 263 and you will see the form as shown in Figure 264.

Figure 264: Audio/Video Form

You may type the value you want to add. You will get the filled Audio/Video

from as shown in Figure 265.

Figure 265: Filled Audio/Video Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want.

Step 3

Click ‘Add’ button and you will get message success.

Q29. How To Delete Audio/Video?

Figure 266: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 266, and you shall get the below tab as shown in Figure 267.

Figure 267: Audio/Video Tab – Delete

Step 2

Click Audio/Video and ‘Delete’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 267 and you will see the form as shown in Figure 268.

Figure 268: Simple Search Audio/Video Form

Step 3

Search through simple search:

There are two methods to used in simple search:

· Search by List All A/V

· Search by Accession No., Artist, Call Number, Keyword,

Subject, and Title

Click ‘List All A/V’ if you want to select from the list of all Audio/video in the

library.

Or, type in the Search for field and select the criteria you want to search based on the words you typed. See Figure 269.

Figure 269: Filled Simple Search Audio/Video Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want.

Click ‘Search’ and you shall see Figure 270 shown if the audio/video found.

Figure 270: Audio/Video Found

Click at the title as shown in Figure 270. Figure 271 will be appearing.

Figure 271: Audio/Video Details

Step 4

Click ‘Delete’ if you want to delete the audio/video and you shall see the following message if the deletion succeeds.

Please bear in mind that the audio/video can only be deleted if the status of all items of the audio/video is Available.

Q30. How To Add New Audio/Video Item?

Figure 272: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 272, and you shall get the below tab as shown in Figure 273.

Figure 273: Audio/Video Tab – Add Item

Step 2

Click Audio/Video and ‘Add Item’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 273 and you will see the form as shown in Figure 274.

Figure 274: Simple Search Audio/Video Form

Step 3

Search through simple search:

There are two methods to used in simple search:

· Search by List All A/V

· Search by Accession No., Artist, Call Number, Keyword,

Subject, and Title

Click ‘List All A/V’ if you want to select from the list of all Audio/video in the

library.

Or, type in the Search for field and select the criteria you want to search based on the words you typed. See Figure 275.

Figure 275: Filled Simple Search Audio/Video Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want.

Click ‘Search’ and you shall see Figure 276 shown if the audio/video found.

Figure 276: Audio/Video Found

Click at the title as shown in Figure 276. Figure 277 will be appearing.

Figure 277: Add Audio/Video Item Form

As you can see (in this example), the audio/video is titled Setanggi Syurga and the A/V ID is 4.

You can actually perform one thing here:

· To add the new item of the audio/video

You are advised to checkout the Item ID that you have used to avoid adding the same Item ID to the new items.

Step 4

Click ‘Enter Item ID’ and you shall see a window as Figure 278 pop ups.

Figure 278: Add Audio/Video Item Sub-Form

Step 5

Type 3 Item Ids and add it to the right list by clicking ‘Add’ as shown in Figure

279.

Figure 279: Add Book Item Sub-Form – Items Added

Step 8

Click ‘Add’ and the message success will be shown.

Figure 280: Add Book Item Sub-Form- Success

Step 9

Click ‘Add’ to add that 3 items into the database.

Q31. How To Delete Audio/Video Item?

Figure 281: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 281 and you shall get the below tab as shown in Figure 282.

Figure 282: Audio/Video Tab – Delete Item

Step 2

Click Audio/Video and ‘Delete Item’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 283 and you will see the form as shown in Figure 284.

Figure 284: Simple Search Audio/Video Form

Step 3

Search through simple search:

There are two methods to used in simple search:

· Search by List All A/V

· Search by Accession No., Artist, Call Number, Keyword,

Subject, and Title

Click ‘List All A/V’ if you want to select from the list of all Audio/video in the

library.

Or, type in the Search for field and select the criteria you want to search based on the words you typed. See Figure 285.

Figure 285: Filled Simple Search Audio/Video Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want.

Click ‘Search’ and you shall see Figure 2865 shown if the audio/video found.

Figure 286: Audio/Video Found

Click at the title as shown in Figure 286. Figure 287 will be appearing.

Figure 287: Delete Audio/Video Item Form

Step 4

There are two ways to delete Item:

· Delete Item(s) by group

· Delete Item one by one

Delete Item(s) by group

If you want to delete the Audio/Video Item, click ‘Delete’ (black color font) that

appears at the Delete column and it will be deleted from the list.

Delete Item one by one

Type the Item ID at the Textbox and click ‘Delete’ as shown in Figure 288. The

Audio/Video Item will be removed.

Figure 288: Delete Item Form – Delete by Typing Delete Item ID

Q32. How To Update Audio/Video Details?

Figure 289: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 289, and you shall get the below tab as shown in Figure 290.

Figure 290: Cataloging Tab –Update Detail

Step 2

Click Audio/Video and ‘Update Detail’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 290 and you will see the form as shown in Figure 291.

Figure 291: Simple Search Audio/Video Form

Step 3

Search through simple search:

There are two methods to used in simple search:

· Search by List All A/V

· Search by Accession No., Artist, Call Number, Keyword,

Subject, and Title

Click ‘List All A/V’ if you want to select from the list of all audio/video in the

library.

Or, type in the Search for field and select the criteria you want to search based on the words you typed. See Figure 292.

Figure 292: Filled Simple Search audio/video Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want.

Click ‘Search’ and you shall see Figure 293 shown if the book found.

Figure 293: Audio/Video Found

Click at the title as shown in Figure 293. Figure 294 will be appearing.

Figure 294: Audio/Video Details

Step 4

Type or edit whatever fields you would like to update in this form.

Step 5

To confirm the change(s), click ‘Update’ and you shall get the following

successful message if the edition succeeds.

Q33. How to Add New Digital Content?

Figure 295: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 295.

Figure 296: Digital Content Tab –Add Item

Step 2

Click Digital Content and ‘Add Item’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 296 and you will see the form as shown in Figure 297.

Figure 256: Add Digital Content Form

Step 3

Fill up the form as shown in the figure 257.

Figure 297: Form that have filled up.

Step 4

Click browse to upload the digital content file. Refer to figure 258.

Figure 298: Upload Digital Content file.

Step 5

Click Add and this new Digital Content shall be successfully added into database by returning the following message and completed form

Q34. How to Delete Digital Content?

Figure 299: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 299.

Figure 300: Digital Content Tab –Delete

Step 2

Click Digital Content and ‘Add Item’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 300 and you will see the form as shown in Figure 301.

Figure 301: Search Article Form

There are 2 ways to get the article you want to delete:

· Search by list all the articles

· Search by Author, Keyword, Subject and Title

Click ‘List All Articles’ if you want to select from the list all articles in the database.

Or, type in the search for field and select the criteria you want to search based on the words you typed.

If you choose ‘Search by List All The Articles’ just click ‘List All Article’ button and you will get list of the articles in database as shown in Figure 311.

Figure 311: List of Articles

If you choose to type in the field search, just simply type the word according to the criteria that you choose. Refer to Figure 264.

Figure 312: Search by type in field search

Then you will get result as in the Figure 265.

Figure 313: Result searching article by type in field search.

Step 3

Click the Title in blue color and you will get the detail of the article as shown in

Figure 314.

Figure 314: Details of the chosen article.

Step 4

When you have confirmed that you want to delete those article just click ‘Delete’.

Then the message that your article deleted successfully. Refer to Figure 315.

Figure 315: Message ‘Delete Article Success’.

Q35. How To Update Detail Digital Content?

Figure 316: Officer Functional Menu – Cataloging

Step 1

Click Cataloging at the Functional Menu as shown in Figure 316, and you shall get the below tab as shown in Figure 317.

Figure 317: Digital Content Tab –Update Detail

Step 2

Click Digital Content and ‘Update Detail’ button that appear under Cataloging Tab at Functional Menu as shown in Figure 317 and you will see the form as shown in Figure 318.

Figure 318: Search Article form to Update Details

Step 3

Please follow the information for Figure 318 and you will get details of the article in the form as shown in the Figure 319.

Step 4

Update the information that you want and click ‘Update’.

Then, the message that your update details article is success will appear

Q36. How to Generate All Patron Report?

Figure 319: Officer Functional Menu – Statistics

Step 1

Click Statistics at the Functional Menu as shown in Figure 319.

Figure 320: Statistics Tab – User List

Step 2

Click User List that appear under Statistics Tab at Functional Menu as shown in Figure 320 and you will see the form as shown in Figure 321.

Figure 321: Patron List – All Patron

Step 3

Click on any Patron’s Username to lead you to their details.

Q37. How to Generate Report?

Figure 322: Officer Functional Menu – Statistics

Step 1

Click Statistics at the Functional Menu as shown in Figure 322.

Figure 323: Statistics Tab – Report

Step 2

Click Report that appear under Statistics Tab at Functional Menu as shown in Figure 323 and you will see the form as shown in Figure 324.

Figure 324: Report Form

As you can see, 2 types report can be generate here:

· Physical Collection

· Circulation

Physical Collection

Step 3

Choose ‘Physical Collection’ and click ‘Choose’. You will get the Figure 325 as

shown below.

Figure 325: Report Form – Physical Collection

Type the word at ‘Report’ field and choose the fields you want as shown in Figure

326.

Figure 326: Filled Report Form – Physical Collection

Click ‘Report’ and Pop up will be appearing as shown in Figure 327.

Figure 327: Pop up Report – Physical Collection

Click ‘Print’ to get a hard copy

Click ‘Close’ to back a Physical Collection form.

Circulation

Step 4

Choose ‘Circulation’ and click ‘Choose’. You will get the Figure 328 as

shown below.

Figure 328: Report Form – Circulation

Type the word at ‘Report’ field and choose the fields you want as shown in Figure

329.

Figure 329: Filled Report Form - Circulation

Click ‘Report’ and Pop up will be appearing as shown in Figure 327.

Figure 327: Pop up Report - Circulation

Click ‘Print’ to get a hard copy

Click ‘Close’ to back a Circulation form.

Q38. How to Generate Statistics Report?

Figure 328: Officer Functional Menu – Statistics

Step 1

Click Statistics at the Functional Menu as shown in Figure 328.

Figure 329: Statistics Tab – Statistics

Step 2

Click Statistics that appear under Statistics Tab at Functional Menu as shown in Figure 329 and you will see the form as shown in Figure 330.

Figure 330: Statistics Form

As you can see, 2 types statistics report can be generate here:

· Circulation Statistics

· Book Statistics

Circulation Statistics

Step 3

Choose ‘Circulation Statistics’ and click ‘Choose’. You will get the Figure 331 as

shown below.

Figure 331: Statistics Report Form – Circulation Statistics

As you can see, in the Circulation Statistics Report Form have 2 types:

· Book Centric

· Patron Centric

Book Centric

Click ‘Book Centric’ and click ‘Create New’. See Figure 332.

Figure 332: Circulation Statistics Form – Book Centric

Type the word at Report Name and Report Title fields. Choose the fields you

want and you will see a Figure 333.

Figure 333: Filled Circulation Statistics – Book Centric

Click ‘Save’ and you will see Figure 334. Otherwise click ‘Cancel’.

Figure 334: Report Screen

To View Report

Click at ‘Report Name’ and click ‘Go’ button. Pop up report will be appears,

see Figure 335.

Figure 335: Pop up report – Book Centric

Click ‘Graph’, you can see a data in graphic image. See Figure 336.

Figure 336: Graph Circulation Statistics – Book Centric

To Edit Report

Click ‘Report Name’ and click ‘Edit Properties’, you will get the Figure 337.

Figure 337: Circulation Statistics Form – Book Centric

Change the fields you want, and click ‘Save’ button.

To Delete Report

Click ‘Report Name’ and click ‘Delete’ button. Pop up message will be appears as

shown in Figure 338.

Figure 338: Pop up message

Click ‘Ok’ to delete Report Name from the list.

Patron Centric

Refer Book Centric as a reference.

Book Statistics

Refer Circulation Statistics as a reference.

Q39. How To Customize Reserve (Inter Library Loan)?

Figure 339: Officer Functional Menu – Inter Library Loan

Step 1

Click Inter Library Loan at the Functional Menu as shown in Figure 339, and you shall get the below tab as shown in Figure 340.

Figure 340: Inter Library Loan Tab – Reserve

Step 2

Click Reserve that appear under Inter Library Loan Tab at Functional Menu as shown in Figure 340 and you will see Figure 341.

Figure 341: Reserve Search Form

Step 3

Select the reserve type (book or serial) the Patron wants to reserve, and type the Patron ID. See Figure 342.

Figure 342: Filled Search Patron Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want

Click ‘Go’ and you will see Figure 343.

Please take note that the Patron ID you type exists, and you shall see the following screen.

Figure 343: Reserve List

As you can see, (in this case), there are currently no book has been reserved (the list is empty).

And there are three actions that you can perform here.

· ‘Reserve’ – To reserve the library items (depends on which reserve type you click on the previous screen).

· ‘Complete’ – To end or cancel the patron session.

Step 4

To reserve library items, type the Item ID in the textbox as shown in Figure 344. and click ‘Reserve’.

Figure 344: Reserve List – Reserve by Item ID

Step 5

Click ‘Reserve’ and you shall see the Item ID (in this case is Book Item ID) has been added to the table.

Figure 345: Reserve List – Item Reserved

To reserve more books, repeat Step 4.

To cancel the reserved books, click ‘Cancel’ that appear at the end of the table (under Reserve column).

To reserve Serial, click ‘Switch To Serial’.

To end or cancel the patron session, click ‘Complete’.

Q40. How To Customize Borrow (Inter Library Loan)?

Figure 346: Officer Functional Menu – Inter Library Loan

Step 1

Click Inter Library Loan at the Functional Menu as shown in Figure 346, and you shall get the below tab as shown in Figure 347.

Figure 347: Inter Library Loan Tab – Borrow

Step 2

Click Borrow that appear under Inter Library Loan Tab at Functional Menu as shown in Figure 348 and you will see Figure 349.

Figure 348: Search Patron Form

Step 3

Select the borrow type (book or serial) the Patron wants to borrow, and type the Patron ID.

Figure 349: Filled Search Patron Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want.

Click ‘Go’ and you will see Figure 350.

Figure 351: Borrowed Item

As you can see, the borrowed library items will appear in the table (if any).

Please bear in mind that the table shown above may differ from what you see based on the book(s) currently borrowed by the patron.

There are three actions that you can perform.

· ‘Complete’ – To end or cancel the patron session

· ‘Switch To Book’ – To allow patron switch to borrow book

(depends on which borrow type you have selected on the previous screen. If Book was selected previously, this button will appear to be ‘Switch To Serial’).

· ‘Borrow’ –To borrow book.

Step 4

Now that you are required to type the Book Item ID/Serial Item ID as Figure 352.

Figure 352: Borrow Item – Type Item ID

Step 6

Click ‘Borrow’ and the new borrowed book will appear in the table as shown in

Figure 353.

Figure 353: Borrow Item – Item Added

As you can see, the new borrowed book is showed in the table.

Repeat this step to borrow more library items.

If you want to cancel the borrowed book, click ‘Cancel’ (red color font) that

appears at the Status column and it will be deleted from the borrow list.

Q41. How To Customize Extend (Inter Library Loan)?

Figure 354: Officer Functional Menu – Inter Library Loan

Step 1

Click Inter Library Loan at the Functional Menu as shown in Figure 354, and you shall get the below tab as shown in Figure 355.

Figure 355: Inter Library Loan Tab – Extend

Step 2

Click Extend that appear under Inter Library Loan Tab at Functional Menu as shown in Figure 355 and you will see Figure 356.

Figure 356: Search Patron ID Form

Step 3

Select the return type (book or serial) the Patron wants to return, and type the Patron ID. See Figure 357.

Figure 357: Filled Search Patron Form

Please bear in mind that the input shown above and the following ones are just examples. You may type the values you want

Click ‘Go’ and you will see Figure 358.

Please take note that the Patron ID you type exists, and you shall see the following screen.

Figure 358: Returned Book Items

As you can see, the list of the borrowed book is shown in the table in Figure 358.

Please bear in mind that the table shown above may differ from what you see based on the book(s) currently borrowed by the patron.

Step 4

To return library items, there are two ways to do sop:

· By clicking the ‘Return’ that appear at the return column of the table.

· By typing the Item ID (Book Item ID/Serial Item ID) at the textbox, and click ‘Return’.

Whichever way you use, it will be deleted from the borrow list.

To return other books, you can repeat Step 4.

Or to return serials, you can switch to serial by clicking ‘Switch To Serials’.

Or you can click ‘Complete’ to end or cancel the patron session.

2.3 Patron Functions Guide

Q1. How To View Personal Account Activities?

Figure 359: Patron Role Menu

Step 1

Click My Account at the Role Menu as shown in Figure 359, and you shall get the below tab as shown in Figure 360.

Figure 360: Patron Sub Role Menu – My Activities

Step 2

Click My Activities at tab as shown in Figure 361 and you shall get the below form as Shown in Figure 362.

Figure 362: Patron Activities List

Q2. How To Extend Library Items?

Figure 363: Patron Functional Menu – Circulation

Step 1

Click Circulation at the Functional Menu as shown in Figure 363, and you shall get the below tab as shown in Figure 364.

Figure 364: Circulation Tab – Extend

Step 2

Click Extend that appear under Circulation Tab at Functional Menu as shown in Figure 364 and you will see Figure 365.

Figure 365: Extend Book Items Form

Please bear in mind that the table shown above may differ from what you see based on the book(s) currently borrowed by the patron.

Step 3

Click the ‘Allow’ that appears at the last column of the table to extend Library

items.

Or you can type the Item ID at the textbox below the table.

See Figure 366.

Figure 366: Filled Extend Book Items Form – Extend by Item ID

If the extend is successful, you shall see the Return Date Changes. Or else you will get the possible error message due to certain circulation rules or someone has booked the book you are trying to extend.

Q3. How To Reserve and Cancel Reservation of Book Items?

Figure 367: Patron Functional Menu – Circulation

Step 1

Click Circulation at the Functional Menu as shown in Figure 367, and you shall get the below tab as shown in Figure 368.

Figure 368: Circulation Tab – Reserve

Step 2

Click Reserve that appear under Circulation Tab at Functional Menu as shown in Figure 368 and you will see Figure 369.

Figure 369: Reserved Book Items Form

As you can see, there are ‘Cancel’ buttons that appear at the last column of the

table. And there is a textbox after the table.

Please bear in mind that the table shown above may differ from what you see based on the book(s) currently borrowed by the patron.

Step 3

To reserve book items, type in the Book Item ID as shown in Figure 370.

Figure 370: Filled Reserved Book Items Form – Reserve by Item ID

Step 4

Click ‘Reserve’ to confirm the reservation and you will see the Library items you

reserve appear in the table if the reservation succeeds as shown in Figure 371.

Figure 371: Reserved Book Items Form – Added Item ID

If you wish to cancel the reservation, click ‘Reserve’ and you will see the Library

items being removed from the table.

You can switch to reserve Book or Serial (depends on which one you are

choosing currently) to continue doing the reservation.

To end or cancel the patron session, click ‘Complete’.

Q4. How To View Account History?

Figure 372: Patron Functional Menu – Circulation

Step 1

Click Circulation at the Functional Menu as shown in Figure 372, and you shall get the below tab as shown in Figure 373.

Figure 373: Circulation Tab – History

Step 2

Click History that appear under Circulation Tab at Functional Menu as shown in Figure 373 and you will see Figure 374.

Figure 374: Today Transaction

As you can see, this is the list of Today Transaction Details.

Step 3

To view the transaction history, click ‘View Transaction History’ and you will see

Figure 375 shown.

Figure 375: History Transaction

To switch back to Today Transaction, click ‘View Today Transaction’.

2.4 Common Functions Guide

Q1. How To Edit Personal Profile?

Figure 376: Patron Role Menu

Step 1

Click My Account at the Role Menu as shown in Figure 376, and you shall get the below tab as shown in Figure 377

Figure 377: Patron Sub Role Menu – My Activities

Step 2

Click My Profile at tab as shown in Figure 377 and you shall get the below form as Shown in Figure 378.

Figure 378: My Profile Form

Step 3

To edit any fields, just type in your details at the respective fields and click

‘Update’.

Q2. How To Set The Search Preference?

Figure 379: Patron Role Menu

Step 1

Click My Account at the Role Menu as shown in Figure 379, and you shall get the below tab as shown in Figure

Figure 380: Patron Sub Role Menu – Search Preference

Step 2

Click Search Preference at tab as shown in Figure 380 and you shall get the below form as Shown in Figure 381.

Figure 381: Search Preference Form

There 4 category with the criteria itself:

Book – Author, ISBN, Accession No., Subject, Language, Show Book Photo,

Publisher, Year, Edition, Call Number, Abstract, and Electronic Data.

Audio/Video - Material Type, Subject, Language, Call Number, and

Electronic Data.

Photo – Photo Album, Photo Taken Date, Photo, Photo Event, Source Name,

Photographer, Catalog, General Note, Dimension.

Article – Author, Subject, Language, Abstract, Electronic Data, Keyword, Article

Date, related Link, General Note, and Related Periodical/Source.

Step 3

Check or Uncheck the criteria as you want the category searched information to

appear.

Step 4

Click ‘Apply’ and you will see the application successful message as in Figure

382.

Figure 382: Edited Search Criteria Form

Q3. How To Change Password?

Figure 383: Patron Role Menu

Step 1

Click My Account at the Role Menu as shown in Figure 383, and you shall get the below tab as shown in Figure 384.

Figure 384: Patron Sub Role Menu – Change Password

Step 2

Click Change Password at tab as shown in Figure 384 and you shall get the below form as Shown in Figure 385.

Figure 385: Filled Change Password Form

Step 3

Type in your Old Password, New Password, and Confirm Password.

Do not forget the length of the new password is also between 6-20 characters.

Step 4

Click ‘Change’and the new password will be updated.

Click ‘Reset’ if you want to restore back to the previous data.

Q4. How To Search for Book Using OPAC (Simple Search)?

As we have mentioned in Section 1.4.3, the search results of the OPAC search will appear differently based on different Role even though OPAC is categorized as the Common Features of the system. The purpose of the design is to cater for the needs of the users of this system. Therefore, the following guide on how to use OPAC search, you will see 2 variations of the search results appearance.

Administrator or Officer

Figure 386: Administrator OPAC Tab – Simple Search

Figure 387: Administrator OPAC Tab – Simple Search

Step 1

Click Simple that appear under OPAC Tab at Functional Menu as shown in

Figure 386 or Figure 387 and you will see Figure 388.

Figure 388: Simple Search Book Form

As you can see, there is a Simple Search type of search that you perform in Figure

388.

Step 2

Select Physical Collection as the search type.

As you can see, there are two ways to search for book(s).

· Search by List All Book

· Search by Title, Subject, Keyword, Call Number, Author, and

Accession No.

Search by List All Book

Step 3

Click ‘List All Book’ and you shall see the list of books as shown in Figure 389.

Figure 389: Book List – Search by List All Book

Proceed to Step 6

Search by Title, Subject, Keyword, Call Number, Author, or Accession No.

Step 4

Type in the word to search and select whether you search for Title, Subject,

Keyword, Call Number, Author, or Accession No.

In this example, Accession No. is the word to search for.

Figure 390: Simple Search Book Form – Search by Accession No.

Step 5

Click ‘Search’ and if the record found, you shall see the searched book title

displayed as shown in Figure 391.

Figure 391: Book List – Search by Accession No.

Step 6

Click on the book to view the details, and you should see Figure 392 shown.

Figure 392: Book List

Step 7

Click on the book to view the details, and you will get the Figure 393.

Figure 393: Book Details

As you can see, there is a ‘View Book Item Details’ button appears at the bottom

right. To learn how to view book item details, please refer to Q11 (How To View

Book Items Details?)

Patron or Public

Figure 394: Patron OPAC Tab – Simple Search

Figure 395: Public OPAC Tab – Simple Search

Step 1

Click Simple that appear under OPAC Tab at Functional Menu as shown in

Figure 394 or Figure 395 and you will see Figure 396.

Figure 396: Simple Search Book Form

As you can see, there is a Simple Search type of search that you perform in Figure

376.

Step 2

Select Physical Collection as the search type.

As you can see, there are two ways to search for book(s).

· Search by List All Book

· Search by Title, Subject, Keyword, Call Number, Author, and

Accession No.

Search by List All Book

Step 3

Click ‘List All Book’ and you shall see the list of books as shown in Figure 397.

Figure 397: Book List – Search by List All Book

Proceed to Step 6

Search by Title, Subject, Keyword, Call Number, Author, or Accession No.

Step 4

Type in the word to search and select whether you search for Title, Subject,

Keyword, Call Number, Author, or Accession No.

In this example, Accession No. is the word to search for.

Figure 398: Simple Search Book Form – Search by Accession No.

Step 5

Click ‘Search’ and if the record found, you shall see the searched book title

displayed as shown in Figure 399.

Figure 399: Book List – Search by Accession No.

Step 6

Click on the book to view the details, and you will get the Figure 400.

Figure 400: Book Details

As you can see, there is a ‘View Book Item Details’ button appears at the bottom

right. To learn how to view book item details, please refer to Q11 (How To View

Book Items Details?)

Q5. How To Search for Audio/Video Using OPAC Search (Simple Search)?

Administrator or Officer

Figure 401: Administrator OPAC Tab – Simple Search

Figure 402: Administrator OPAC Tab – Simple Search

Step 1

Click Simple that appear under OPAC Tab at Functional Menu as shown in

Figure 401 or Figure 402 and you will see Figure 403.

Figure 403: Simple Search Audio/Video Form

As you can see, there is a Simple Search type of search that you perform in Figure

403.

Step 2

Select Audio/Video as the search type.

As you can see, there are two ways to search for audio/video(s).

· Search by List All Audio/Video

· Search by Title, Subject, Keyword, Call Number, Artist, and

Accession No.

Search by List All Audio/Video

Step 3

Click ‘List All A/V’ and you shall see the list of audio/videos as shown in Figure

404.

Figure 404: Audio/Video List – Search by List All Audio/Video

Proceed to Step 6

Search by Title, Subject, Keyword, Call Number, Artist, or Accession No.

Step 4

Type in the word to search and select whether you search for Title, Subject,

Keyword, Call Number, Artist, or Accession No.

In this example, Artist. is the word to search for.

Figure 405: Simple Search Audio/Video Form – Search by Artist

Step 5

Click ‘Search’ and if the record found, you shall see the searched audio/video

artist displayed as shown in Figure 386.

Figure 406: Audio/Video List – Search by Artist

Step 6

Click on the audio/video title to view the details, and you should see Figure 407

shown.

Figure 407: Audio/Video Details

Patron or Public

Figure 408: Patron OPAC Tab – Simple Search

Figure 409: Public OPAC Tab – Simple Search

Step 1

Click Simple that appear under OPAC Tab at Functional Menu as shown in

Figure 408 or Figure 409 and you will see Figure 410.

Figure 410: Simple Search Audio/Video Form

As you can see, there is a Simple Search type of search that you perform in Figure

410.

Step 2

Select Audio/Video as the search type.

As you can see, there are two ways to search for audio/video(s).

· Search by List All Audio/Video

· Search by Title, Subject, Keyword, Call Number, Artist, and

Accession No.

Search by List All Audio/Video

Step 3

Click ‘List All Audio/Video’ and you shall see the list of books as shown in

Figure 411.

Figure 411: Audio/Video List – Search by List All Audio/Video

Proceed to Step 6

Search by Title, Subject, Keyword, Call Number, Artist, or Accession No.

Step 4

Type in the word to search and select whether you search for Title, Subject,

Keyword, Call Number, Artist, or Accession No.

In this example, Artist is the word to search for.

Figure 412: Simple Search Book Form – Search by Artist

Step 5

Click ‘Search’ and if the record found, you shall see the searched audio/video

artist displayed as shown in Figure 413.

Figure 413: Audio/Video List – Search by Artist

Step 6

Click on the audio/video to view the details, and you will get the Figure 414.

Figure 414: Audio/Video Details

Q6. How To Search for Digital Content Using OPAC Search (Simple Search)?

Administrator or Officer

Figure 415: Administrator OPAC Tab – Simple Search

Figure 416: Officer OPAC Tab – Simple Search

Step 1

Click Simple that appear under OPAC Tab at Functional Menu as shown in

Figure 415 or Figure 416 and you will see Figure 417.

Figure 417: Simple Search Digital Content Form

As you can see, there is a Simple Search type of search that you perform in Figure

417.

Step 2

Select Article as the search type.

As you can see, there are two ways to search for article(s).

· Search by List All Article.

· Search by Title, Subject, Keyword, and Author

Search by List All Article

Step 3

Click ‘List All Article’ and you shall see the list of articles as shown in Figure 418.

Figure 418: Article List – Search by List All Article

Proceed to Step 6

Search by Title, Subject, Keyword, and Author

Step 4

Type in the word to search and select whether you search for Title, Subject,

Keyword, and Author.

In this example, Author is the word to search for.

Figure 419: Simple Search Article Form – Search by Author

Step 5

Click ‘Search’ and if the record found, you shall see the searched article title

displayed as shown in Figure 420.

Figure 420: Article List – Search by Author

Step 6

Click on the article to view the details, and you should see Figure 421 shown.

Figure 421: Article List

Step 7

Click on the article to view the details, and you will get the Figure 422.

Figure 422: Article Details

Patron or Public

Figure 423: Patron OPAC Tab – Simple Search

Figure 424: Public OPAC Tab – Simple Search

Step 1

Click Simple that appear under OPAC Tab at Functional Menu as shown in

Figure 423 or Figure 424 and you will see Figure 425.

Figure 425: Simple Search Digital Content Form

As you can see, there is a Simple Search type of search that you perform in Figure

425.

Step 2

Select Article as the search type.

As you can see, there are two ways to search for article(s).

· Search by List All Article

· Search by Title, Subject, Keyword, and Author

Search by List All Article

Step 3

Click ‘List All Article’ and you shall see the list of articles as shown in Figure 426.

Figure 426: Article List – Search by List All Article

Proceed to Step 6

Search by Title, Subject, Keyword, and Author

Step 4

Type in the word to search and select whether you search for Title, Subject,

Keyword, and Author.

In this example, Author is the word to search for.

Figure 427: Simple Search Article Form – Search by Author

Step 5

Click ‘Search’ and if the record found, you shall see the searched article title

displayed as shown in Figure 428.

Figure 428: Article List – Search by Author

Step 6

Click on the article to view the details, and you will get the Figure 429.

Figure 429: Article List

Step 7

Click on the article to view the details, and you will get the Figure 430.

Figure 430: Article Details

Q7. How To Search for Photo Using OPAC Search (Simple Search)?

Administrator or Officer

Figure 431: Administrator OPAC Tab – Simple Search

Figure 432: Officer OPAC Tab – Simple Search

Step 1

Click Simple that appear under OPAC Tab at Functional Menu as shown in

Figure 431 or Figure 432 and you will see Figure 433.

Figure 433: Simple Search Photo Form

As you can see, there is a Simple Search type of search that you perform in Figure

433.

Step 2

Select Photo as the search type.

As you can see, there are two ways to search for photo(s).

· Search by List All Photo

· Search by Photographer, Photo Title, Photo Event, Keyword, and

Album Title.

Search by List All Photo

Step 3

Click ‘List All Photo’ and you shall see the list of photos as shown in Figure 434.

Figure 434: Photo List – Search by List All Photo

Proceed to Step 6

Search by Photographer, Photo Title, Photo Event, Keyword, and Album Title.

Step 4

Type in the word to search and select whether you search for Photographer, Photo Title, Photo Event, Keyword, and Album Title.

In this example, Photo Title is the word to search for.

Figure 435: Simple Search Photo Form – Search by Photo Title

Step 5

Click ‘Search’ and if the record found, you shall see the searched photo title

displayed as shown in Figure 436.

Figure 436: Photo List – Search by Photo Title

Step 6

Click on the book to view the details, and you will get the Figure 437.

Figure 437: Photo Details

Patron or Public

Figure 438: Patron OPAC Tab – Simple Search

Figure 439: Public OPAC Tab – Simple Search

Step 1

Click Simple that appear under OPAC Tab at Functional Menu as shown in

Figure 438 or Figure 439 and you will see Figure 440.

Figure 440: Simple Search Photo Form

As you can see, there is a Simple Search type of search that you perform in Figure

440.

Step 2

Select Photo as the search type.

As you can see, there are two ways to search for photo(s).

· Search by List All Photo.

· Search by Photographer, Photo Title, Photo Event, Keyword, and

Album Title.

Search by List All Photo

Step 3

Click ‘List All Photo’ and you shall see the list of photos as shown in Figure 441.

Figure 441: Photo List – Search by List All Photo

Proceed to Step 6

Search by Photographer, Photo Title, Photo Event, Keyword, and Album Title.

Step 4

Type in the word to search and select whether you search for Photographer, Photo Title, Photo Event, Keyword, and Album Title.

In this example, Photo Title is the word to search for.

Figure 442: Simple Search Photo Form – Search by Photo Title

Step 5

Click ‘Search’ and if the record found, you shall see the searched photo title

displayed as shown in Figure 443.

Figure 443: Photo List – Search by Photo Title

Step 6

Click on the book to view the details, and you will get the Figure 444.

Figure 444: Photo Details

Q8. How To Search for Serial Using OPAC Search (Simple Search)?

Administrator or Officer

Figure 445: Administrator OPAC Tab – Simple Search

Figure 446: Officer OPAC Tab – Simple Search

Step 1

Click Simple that appear under OPAC Tab at Functional Menu as shown in

Figure 445 or Figure 446 and you will see Figure 447.

Figure 447: Simple Search Serial Form

As you can see, there is a Simple Search type of search that you perform in Figure

447.

Step 2

Select Serial as the search type.

As you can see, there are two ways to search for serial(s).

· Search by List All Serial

· Search by Title, Subject, Keyword, Item ID, ISSN, Call Number,

Accession No.

Search by List All Serial

Step 3

Click ‘List All Serial’ and you shall see the list of serials as shown in Figure 448.

Figure 448: Serial List – Search by List All Serial

Proceed to Step 6

Search by Title, Subject, Keyword, Item ID, ISSN, Call Number, Accession No.

Step 4

Type in the word to search and select whether you search for Title, Subject,

Keyword, Item ID, ISSN, Call Number, or Accession No.

In this example, ISSN is the word to search for.

Figure 449: Simple Search Serial Form – Search by ISSN

Step 5

Click ‘Search’ and if the record found, you shall see the searched serial title

displayed as shown in Figure 450.

Figure 450: Serial List – Search by ISSN

Step 6

Click on the book to view the details, and you will get the Figure 451.

Figure 451: Serial Details

As you can see, there is a ‘View Book Item Details’ button appears at the bottom

right. To learn how to view book item details, please refer to Q11 (How To View

Serial Items Details?)

Patron or Public

Figure 452: Patron OPAC Tab – Simple Search

Figure 453: Public OPAC Tab – Simple Search

Step 1

Click Simple that appear under OPAC Tab at Functional Menu as shown in

Figure 452 or Figure 453 and you will see Figure 454.

Figure 454: Simple Search Serial Form

As you can see, there is a Simple Search type of search that you perform in Figure

454.

Step 2

Select Serial as the search type.

As you can see, there are two ways to search for serial(s).

· Search by List All Serial

· Search by Title, Subject, Keyword, Item ID, ISSN, Call Number,

Accession No.

Search by List All Serial

Step 3

Click ‘List All Serial’ and you shall see the list of serials as shown in Figure 455.

Figure 455: Serial List – Search by List All Serial

Proceed to Step 6

Search by Title, Subject, Keyword, Item ID, ISSN, Call Number, Accession No.

Step 4

Type in the word to search and select whether you search for Title, Subject,

Keyword, Item ID, ISSN, Call Number, Accession No.

In this example, ISSN is the word to search for.

Figure 456: Simple Search Book Form – Search by Accession No.

Step 5

Click ‘Search’ and if the record found, you shall see the searched serial title

displayed as shown in Figure 457.

Figure 457: Serial List – Search by ISSN

Step 6

Click on the book to view the details, and you will get the Figure 458.

Figure 458: Serial Details

Step 7

Click ‘View Subscription Issues’ and the Figure 459 will be appearing

Figure 459: Serial Subscription Details

Q9. How To Search Book Using OPAC Advanced Search?

In this Advanced Search, you will only be showed on how to narrow down your search by precisely define or use the combination of all fields to search for the desired books. There are methods that used to combine the search and will be explain with examples. Not much steps that required to be learned and followed but just to select the fields, type the texts on the selected fields, and select the matching methods, then click ‘Search’ to generate the search query.

Figure 460: Patron OPAC Tab – Advance Search

Figure 461: Public OPAC Tab – Advance Search

Step 1

Click Advanced Search that appear under OPAC Tab at Functional Menu as

shown in Figure 460 or Figure 461 and you will see Figure 462.

Figure 462: Advance Search Type Form

Step 2

Select Book as the Advance Search Type.

Step 3

Click ‘Go’, and you will see Figure 463 shown.

Figure 463: Advance Search Form

As you can see, there are up to 12 fields and 2 additional fields that let you define or narrow down your search to precisely define the search. Advanced Search is important when the database grows very huge.

Please take note that the default search field is Title, which has been ticked for you.

To understand how to use Advanced Search, lets see the

• Match Methods that used to match the keywords you type with database.

• Operators that used to perform the combination of the fields you selected.

Match Method

For Title, Author, Catalogue Source, Call Number, Accession No. and the last two Additional Fields, the keyword you type will be matched with the database by the following 4 ways:

Start with the words

Select this when you want the words or sentence you typed matched at first word of the search sentence. For instance, if you type How To at the Title field, the match result will be as follow:

How To Be A Good Singer

How To Be A Good Singer (Part II)

Include all of the words

Select this when you want the words or sentence you typed matched at any part of the search sentence. For instance, if you type How To at the Title field, the match result will be as follow:

How To Be A Good Singer

How To Be A Good Singer (Part II)

Include this exact phrase

Select this when you want the words or sentence you typed matched exactly to the search sentence. For instance, if you want to search for book with title How To Be A Good Singer, you have to type exactly How To Be A Good Singer to achieve the search result.

Exclude these words

Select this when you want to inverse ‘Include any of the words’ search method. In the other words, for each of the words of the sentence you typed will not to be matched with any part of the search sentence. For instance, if you type How To Be at the Title field, the match result will any book with title that not contains any of the word ‘How’ or ‘to’ or ‘be’.

For the Year field , the following ways can be used to match to the desired result.

Before year

This is to search for any book that published before the indicated year.

Before and Include year

This is same as method ‘Before year’ except the indicated year is including in the matching.

In year

This is the exact match of the year of the book being published with the year you indicate.

After year

This is the search for any book that published after the indicated year.

After and Include year

This is sane as method ‘After year’ except the indicated year is including in the matching.

For the Language, Material Type, and Document Type fields, the following ways can be used to match to the desired result. As you can notice, for each of these fields, there is a collection of input that can be selected from the dropdown textbox.

Equal (=)

This is the exact match of the selected input from the dropdown textbox to the database.

Not Equal (<>)

This is the inverse search of ‘Equal (=)’. It will return results that do not contain the selected input.

For the Abstract field, the following ways can be used to match to the desired result. As you can notice, for each of these fields, there is a collection of input that can be selected from the dropdown textbox.

Include all of the words

Select this when you want the words or sentence you typed matched at any part of the search sentence. For instance, if you type How To at the Title field, the match result will be as follow:

How To Be A Good Singer

How To Be A Good Singer (Part II)

Include this exact phrase

Exclude these words

For the Publication field, the following ways can be used to match to the desired result. As you can notice, for each of these fields, there is a collection of input that can be selected from the dropdown textbox.

Equal (=)

This is the exact match of the selected input from the dropdown textbox to the database.

Not Equal (<>)

This is the inverse search of ‘Equal (=)’. It will return results that do not contain the selected input.

Operator

Basically, there are only two operators used here: ‘And’ and ‘Or’.

These ‘And’ and ‘Or’ can be easily interpreted as how we use it commonly. ‘And’ is used if you want the search to be precisely fit into each and every criteria that you want. For instance, to search for book using Advance Search, you want to search for

‘Books that were published in year 2001’

                                AND

‘the language of the book is not English’

                                AND

‘the material type is book’

Figure 464: Filled Advanced Search Book Form

Step 4

Tick Year, select In year, type 2001 in the textbox, and select And operator.

Step 5

Tick Language, select Not equal (<>), select English, and select And operator

Step 6

Tick Material Type, select Equal (=), and select Book.

Step 7

Click ‘Search’ and if any book(s) that match these three search criteria, the list of books will be shown as in Figure 465.

Below is just an example figure of the matched books.

Please take note that this is highly depends on the books that you input into the database.

Figure 465: Book List – After Advanced Search

While if ‘Or’ operator is being used in the above example as:

‘Books that were published in year 2001’

OR

‘the language of the book is not English’

OR

‘the material type is book’

By repeating the above step 4 to 7 but remember to select Or operator instead of And operator, and you will get a list of books that fulfill any of the criteria stated above. Figure 466 shows the search result.

Figure 466: Book List – After Advanced Search

As you can see, the match is looser compared to ‘And’ operator, thus the matched result probably appears to be more.

Please bear in mind that the book list details shown above may differ from what you see based on the Search Criteria you set previously as mentioned in Q2 (How To Set the Search Preference?)

To view the book details, click on the book. Please take note that the screen shows after clicking the book may differ based on the Role as mention in Q4. (How To Search Book Using OPAC Search)

Q10. How To Search Serial Using OPAC Advanced Search?

In this Advanced Search, you will only be showed on how to narrow down your search by precisely define or use the combination of all fields to search for the desired serials. There are methods that used to combine the search and will be explained with examples. Not much steps that required to be learned and followed but just to select the fields, type the texts on the selected fields, and select the matching methods, then click ‘Search’ to generate the search query.

Figure 467: Patron OPAC Tab – Simple Search

Figure 468: Public OPAC Tab – Advance Search

Step 1

Click Advanced Search that appear under OPAC Tab at Functional Menu as

shown in Figure 467 or Figure 468 and you will see Figure 469.

Figure 469: Advance Search Type Form

Step 2

Select Serial as the Advance Search Type.

Step 3

Click ‘Go’, and you will see Figure 470 shown.

Figure 470: Advanced Search Serial Form

As you can see, there are there are 12 fields and 1 additional field that let you define or narrow down your search to precisely define the search. Advanced Search is important when the database grows very huge.

Please take note that the default search field is Title, which has been ticked for you.

To understand how to use Advanced Search, lets see the

• Match Methods that used to match the keywords you type with database.

• Operators that used to perform the combination of the fields you selected

Match Method

For Title and the only Additional Fields, the keyword you type will be matched with the database by the following 4 ways:

Start with the words

Select this when you want the words or sentence you typed matched at first word of the search sentence. For instance, if you type Komik at the Title field, the match result will be as follow:

Komik Naruto

Include all of the words

Select this when you want the words or sentence you typed matched at any part of the search sentence. For instance, if you type Komik at the Title field, the match result will be as follow:

Komik Naruto

Include this exact phrase

Select this when you want the words or sentence you typed matched exactly to the search sentence. For instance, if you want to search for book with title Komik Naruto, you have to type exactly Komik Naruto to achieve the search result.

Exclude these words

Select this when you want to inverse ‘Include any of the words’ search method. In the other words, for each of the words of the sentence you typed will not to be matched with any part of the search sentence. For instance, if you type Komik at the Title field, the match result will any book with title that not contains any of the word ‘Komik’.

For the First Issue Date, Subscription Order Date, Status Change Date, Expiration Date, and Renewal Date, the following ways can be used to match to the desired result.

Before date

This is to search for any serial that published before the indicated date.

Before and Include date

This is same as method ‘Before date’ except the indicated date is including in the matching.

In date

This is the exact match of the date of the serial being published with the date you indicate.

After date

This is the search for any serial that published after the indicated date.

After and Include date

This is same as method ‘After date’ except the indicated date is including in the matching.

For the ISSN, Frequency, Subscription Status, and Vendor, the following ways can be used to match to the desired result. As you can notice, for each of these fields, there is a collection of input that can be selected from the dropdown textbox.

Equal (=)

This is the exact match of the selected input from the dropdown textbox to the database.

Not Equal (<>)

This is the inverse search of ‘Equal (=)’. It will return results that do not contain

the selected input.

Operator

Basically, there are only two operators used here: ‘And’ and ‘Or’.

These ‘And’ and ‘Or’ can be easily interpreted as how we use it commonly. ‘And’ is used if you want the search to be precisely fit into each and every criteria that you want. For instance, to search for serial using Advance Search, you want to search for

‘Serials that the title not having word Hai’

                                AND

‘the frequency of the book is Monthly’

                                AND

‘the status change date is before 1^st Feb 2004’

You should perform the following steps as shown in Figure 471:

Figure 471: Filled Advanced Search Serial Form

Step 4

Tick Title, select Exclude these words, type Hai in the textbox, and select And operator.

Step 5

Tick Frequency, select Equal (=), select Monthly, and select And operator

Step 6

Tick Status Change Date, select Before Date, select 1 (day), 2 (month), 2004 (year), and select And operator

Step 7

Click ‘Search’ and if any serials(s) that match these three search criteria, the list of books will be shown as in Figure 454.

Below is just an example figure of the matched serials.

Please take note that this is highly depends on the serials that you input into the database.

Figure 472: Serial List – After Advanced Search

While if ‘Or’ operator is being used in the above example as:

‘Serials that the title not having word Hai’

OR

‘the frequency of the book is Monthly’

OR

‘the status change date is before 1^st Feb 2004’

Q11. How To Customize Order - Administrator?

Figure 473: Administrator Functional Menu – Acquisition

Step 1

Click Acquisition at the Functional Menu as shown in Figure 473, and you shall get the below tab as shown in Figure 474.

Figure 474: Acquisition Tab – Order

Step 2

Click Order that appear under Acquisition Tab at Functional Menu as shown in Figure 474 and you will see Figure 475.

Figure 475: Acquisition Form - Order

Step 3

Click ‘Create New’ to make a new order. See Figure 476.

Figure 476: Order Form

Step 4

Type (at least) the required fields (*-marked), as shown in Figure 477.

Figure 477: Filled Order Form

Step 5

Click ‘Add Order’, you will get the successful message if the addition is

successful as shown below.

At the same screen successful message, the figure 460 will be appearing as shown.

Figure 478: Order Form – Add Item

Type the word in the fields and you will get the Figure 479.

Figure 479: Filled Order Form – Add Item

Click ‘Add Item’ and you will see Figure 480.

Figure 480: Order Form – Add Item List

Q12. How To Configure Budget Control?

Figure 481: Administrator Functional Menu – Acquisition

Step 1

Click Acquisition at the Functional Menu as shown in Figure 481, and you shall get the below tab as shown in Figure 482.

Figure 482: Acquisition Tab – Budget Control

Step 2

Click Budget Control that appear under Acquisition Tab at Functional Menu as shown in Figure 482 and you will see Figure 483.

Figure 483: Budget Control Form

Step 3

For the Overall Control Budget Specification, choose the date effective date range, type the number at the Total Transaction Limit Amount and the the Last Revise History Information already set from the last action.

Please bear in mind that the inputs shown above are just examples. You may type the values you want.

Click ‘More History’ to review the latest revise date list. See Figure 484.

Figure 484: Revise Date List History

To view the item details, click on the date. You will see Figure 485.

Figure 485: Budget Control Report

Step 4

For the Vendors Budget Control Specification, click at the list of vendors, and all the details will be appear at the right side.

Figure 486: Vendors Budget Control Form

Click View and pop up list by vendor will be appearing. See Figure 487.

Figure 487: Pop up message

Step 5

For Item Types Budget Control Specification, click at the list of items and the details will be appearing at the right side.

Figure 488: Item Types Budget Control Form

Click View and pop up list by vendor will be appearing. See Figure 489.

Figure 489: Pop up message

Figure 490: Revise Note Form

Click ‘Save’ button.

Q13. How To Customize Order - Officer?

Figure 491: Officer Functional Menu – Acquisition

Step 1

Click Acquisition at the Functional Menu as shown in Figure 491, and you shall get the below tab as shown in Figure 492.

Figure 492 Acquisition Tab – Receiving

Step 2

Click Receiving that appear under Acquisition Tab at Functional Menu

Q14 How To Customize Update Cataloging?

Figure 493:fficer Functional Menu – Acquisition

Step 1

Click Acquisition at the Functional Menu as shown in Figure 493 and you shall get the below tab as shown in Figure 494

Figure 494Acquisition Tab – Update Cataloging

Step 2

Click Update Cataloging that appear under Acquisition Tab at Functional Menu as shown in Figure 494 and you will see Figure 495.

Figure 495: Update Cataloging Form

There are 2 methods to move a book order to cataloging.

· By Select All

· One By One

By Select All

Click ‘Select All’ button, that’s mean all the list will be checked in the boxes.

One By One

Tick the box at the list book do you want to move.

Step 3

After you choose either one the method above, click ‘Move’ and automatically

the book move to cataloging.

Click ‘Deselect All’ to uncheck all the boxes.

Q15. How To Customize Claim?

Figure 496: Officer Functional Menu – Acquisition

Step 1

Click Acquisition at the Functional Menu as shown in Figure 496, and you shall get the below tab as shown in Figure 497.

Figure 497: Acquisition Tab – Claim

Step 2

Click Claim that appear under Acquisition Tab at Functional Menu as shown in Figure 497 and you will see Figure 498.

Figure 498: Claim List – Unreceived/Incomplete

Click ‘Claim’ Link at the right side, and you will get Figure 499.

Figure 499: Order Details Form

Click ‘Print’ to get a hard copy

Click ‘Send Email’ to make a person alert.

PART THREE: QUICK INDEXES

Administrator

Q1. How To Signup new System Administrative User?

Q2. How To Find For an Administrator or an Officer Profile?

Q3. How To Edit and Delete Administrator Profile?

Q4. How To Configure User Type for Admin, Officer and Patron?

Q5. How To Configure The Cataloging Fields Option?

Q6. How To Configure Circulation Rules and Regulations?

Q7. How To Configure Web Link Group?

Q8. How To Customize Contact Info?

Q9. How To Configure Email Setup?

Q10. How To Customize Main Page?

Q11. How To Configure Tag Setup?

Q12. How To Configure User Access?

Q13. How To Configure Date?

Q14. How To Add New Vendor?

Q15. How To Update New Vendor?

Q16. How To Delete A Vendor?

Q17. How To View For Vendor Profile?

Officer

Q1. How To Signup New Patron?

Q2. How To Update Patron’s Profile?

Q3. How To Edit Patron’s Photo?

Q4. How To Delete Patron?

Q5. How To Search Patron’s Profile?

Q6. How To View A Patron’s Current Activities?

Q7. How To Check If A Patron Has Been Fined?

Q8. How To Allow Patron To Borrow Library Item?

Q9. How To Return Library Items From Patron?

Q10. How To Extend Library Items For Patron?

Q11. How To Reserve Library Items For Patron?

Q12. How To View The Account Transaction History Of Patron?

Q13. How To Add New Book?

Q14. How To Delete Book?

Q15. How To Add New Book Item?

Q16. How To Delete Book Item?

Q17. How To Update Book Details?

Q18. How To Edit Book’s Photo?

Q19. How To Add New Serial?

Q20. How To Delete Serial?

Q21. How To Update Serial Details?

Q22. How To Check-In Issues of Serials?

Q23. How To Add New Photo Album ?

Q24. How To Delete Photo Album?

Q25. How To Add Item Photo?

Q26. How To Delete Item Photo?

Q27. How To Update Details Photo?

Q28. How To Add Audio/Video?

Q29. How To Delete Audio/Video?

Q30. How To Add New Audio/Video Item?

Q31. How To Delete Audio/Video Item?

Q32. How To Update Audio/Video Details?

Q33. How To Add New Digital Content?

Q34. How To Delete Digital Content?

Q35. How To Update Detail Digital Content?

Q36. How To Generate All Patron Report?

Q37. How To Generate Report?

Q38. How To Generate Statistics Report?

Q39. How To Customize Reserve (Inter Library Loan) ?

Q40. How To Customize Borrow (Inter Library Loan) ?

Q41. How To Customize Extend (Inter Library Loan) ?

Patron

Q1. How To View Personal Account Activities?

Q2. How To Extend Library Items?

Q3. How To Reserve and Cancel Reservation of Book Items?

Q4. How To View Account History?

Common Features

Q1. How To Edit Personal Profile?

Q2. How To Set The Search Preference?

Q3. How To Change Password?
Q4. How To Search for Book Using OPAC (Simple Search)?

Q5. How To Search for Audio/Video Using OPAC (Simple Search)?
Q6. How To Search for Digital Content Using OPAC (Simple Search)?

Q7. How To Search for Photo Using OPAC (Simple Search)?
Q8. How To Search for Serial Using OPAC (Simple Search)?

Q9. How To Search Book Using OPAC (Advanced Search)?

Q10. How To Search Serial Using OPAC (Advanced Search)?

Q11. How To Customize Order – Administrator?

Q12. How To Configure Budget Control?

Q13. How To Customize Order – Officer?

Q14. How To Customize Update Cataloging?

Q15. How To Customize Claim?

V-LIB PRO USER GUIDES

INTRODUCTION

PART ONE: FEATURES OF VLIB PRO

PART TWO: VLIB PRO FUNCTIONS GUIDE

PART THREE: QUICK INDEXES

INTRODUCTION

Target Audiences

Administrator

Patron

Naming Conventions

Convention Used for

System Interface Labeling Conventions

Role Menu

Common Menu

Display Pane

Role Menu

Display Pane

Common Menu

Standard Terms Used

PART ONE: FEATURES OF V-LIB PROFESSIONAL

Figure 2: Administrator Main Page

Vendor Management includes:

Figure 9: Officer Main Page

Figure 13: Officer Functional Menu - Cataloging Tab

PART TWO: V-LIB PRO FUNCTIONS GUIDE

How To Start Using V-LIB?

Q2. How To Find For An Administrator or An Officer Profile?

Q3. How To Edit And Delete For An Administrator Profile?

Figure 33: Administrator Profile

Q4. How To Configure User Type for Admin, Officer and Patron?

Q5. How To Configure The Cataloging Fields Options?

Q6. How To Configure Circulation Rules and Regulations?

Figure 49: Circulation Configuration – User type Selection

Q7. How To Configure Web Link Group?

Q8. How To Customize Contact Info?

Q9. How To Configure Email Setup?

Q10. How To Customize Main Page?

Q11. How To Configure Tag Setup?

Q13. How To Configuration Date ?

Step 7

Q16. How To Delete A Vendor?

Q17. How To View For Vendor Profile?

Search By Name

Search By List All

Figure 120: New Added Patron

Q7. How To Check If A Patron Has Been Fined?

Q9. How To Return Library Items From Patron?

Q10. How To Extend Library Items For Patron?

Q11. How To Reserve Library Items For Patron?

Figure 168: Reserve List – Item Reserved

Q12. How To View The Account Transaction History Of A Patron?

Q13. How To Add New Book?

Figure 177: Quantity Column

Q14. How To Delete Book?

Figure 192: Add Book Item Sub-Form – Items Added

Q16. How To Delete Book Item?

Q17. How To Update Book Details?

Q18. How To Edit Book’s Photo?