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Circulation in 3.1

This document incorporates elements of Evergreen Documentation under Creative Commons Attribution Share-Alike 4.0 License (https://creativecommons.org/licenses/by-sa/3.0/legalcode) and is available to share under the same license.

1. Logging into Evergreen

1.1. Registering a Workstation

Before fully logging into the Evergreen web client, you must first register a workstation from your browser.

  1. When you enter your login credentials for the first time, you will arrive at a screen asking that you register your workstation

    media/web_client_workstation_registration.png
  2. Create a unique workstation name. Follow the standard naming convention established at your library to ensure that you are identifying the workstation location within the branch and that no workstation name is duplicated. Consistent and unique workstation names are important for reporting purposes. Your library may want to post the workstation name at each staff computer, so that staff can easily register with the correct workstation name as needed.
  3. Click Register
  4. After confirming the new workstation is listed in the Workstations Registered With This Browser menu, click Use Now to return to the login page. Your newly-registered workstation should be selected by default on the login page. After successfully creating a workstation, you will have to log in again.

Note:  You will need the permissions to add workstations to your network. If you do not have these permissions, ask your System Login Access Manager for assistance.


Circulation Basics video clip: registering a workstation

Upgrade to 3.1 video clip: registering a workstation

1.2. Logging In and Out

Basic Login

  1. The default URL to log into the client is https://system.nccardinal.org/eg/staff/login  Note: The system is the short code for your library system in Evergreen (e.g. appalachian, forsyth, neuse).
  2. Enter your Username and Password.
  3. If you have not already done so, register a workstation.
  4. Verify that the correct workstation is selected and click Sign In

Logging Out

To log out of the client:

  1. Click the menu button to the right of your user name in the top-right corner of the window.
  2. Select Log Out


Note:  Exiting all browser windows will automatically log you out of the web client. If you only close the tab where the web client is loaded, you will remain logged in.


Circulation Basics video clip: logging into the web client

Upgrade to 3.1 video clip: log into the web client

2. Best Practices for Using the Browser

2.1. Helper Pages (Cheat Sheets) for Navigating the Web Client

Download helper documents created by Jennifer Weston for Davidson County Public Library

2.2. Setting Browser Defaults for Web Client

The NC Cardinal consortium recommends only using Chrome to access the web based staff client. You can download Chrome here.

Circulation Basics video clip:  Browser default setup

To ensure that staff can easily get to the web client portal page on login without additional steps, you can set the browser’s home page to default to the web client.

Setting the Web Client as the Startup Page in Chrome

  1. In the top-right corner of your browser, click the Chrome menu. 
  2. Select Settings.


    3. In the On startup section, select Open a specific page or set of pages.
    4. Click the Set Pages link.
    5. Add  https://system.nccardinal.org/eg/staff/login to the Enter URL box and click OK.  Note: The system is the short code for your library system in Evergreen (e.g. appalachian, forsyth, neuse).


Setting the Web Client as the Home Page in Chrome

  1. In the top-right corner of your browser, click the Chrome menu.
  2. Select Settings.
    3. Under Appearance, slide Show home button on.
    4. Click on Enter custom web address
    5.  Add  https://system.nccardinal.org/eg/staff/login to the Enter URL box and click OK.  Note: The system is the short code for your library system in Evergreen (e.g. appalachian, forsyth, neuse).


2.3. Pop-up Blockers

Before using the web client, be sure to disable pop-up blockers for your Evergreen system’s domain.

Circulation Basics video clip: allow popups

  • In Chrome, select Settings from the Chrome menu and click on Content settings in the advanced section. Select Popups and then add your domain to the Allowed list.


2.4. Tab Buttons and Keyboard Shortcuts

Now that the client will be loaded in a web browser, users can use browser-based tab controls and keyboard shortcuts to help with navigation. Below are some tips for browser navigation that can be used in Chrome and Firefox on Windows PCs.
  • Use CTRL-T or click the browser’s new tab button to open a new tab.
  • Use CTRL-W or click the x in the tab to close the tab.
  • Undo closing a tab by hitting CTRL-Shift-T.
  • To open a link from the web client in a new tab, CTRL-click the link or right-click the link and select Open Link in New Tab. Using this method, you can also open options from the web client’s dropdown menus in a new tab
  • Navigate to the next tab using CTRL-Tab. Go to the previous tab with CTRL-Shift-Tab.

Upgrade to 3.1 video clip:  Home page & tabs - open new tabs

Setting New Tab Behavior

Some users may want to automatically open the web client’s portal page in a new tab. Neither Chrome nor Firefox will open your home page by default when you open a new tab. However, both browsers have optional add-ons that will allow you to set the browsers to automatically open the home page whenever open opening a new tab. These add-ons may be useful for those libraries that want the new tab to open to the web client portal page.


Evergreen Keyboard Shortcuts



Navigation Keyboard Shortcuts
New Tab Ctrl+T
New Window Ctrl+N
Close Tab Ctrl+W
Close All Tabs (closes window, too) Ctrl+Shift+W
Close Window Ctrl+Q

Circulation Keyboard Shortcuts
Check Out/Retrieve Patron by Barcode F1
Check In F2
Register Patron Shift+F1
Renew Items Ctrl+F2
Capture Holds Shift+F2
Search the Catalog F3
Search for Patrons F4
Show Item Status by Barcode F5
Record In-house Use F6
Retrieve Last Patron F8
Reprint Last Receipt F9

Cataloging Keyboard Shortcuts
Search the Catalog F3
Retrieve Record by TCN Shift+F3
Show Item Status by Barcode F5
Retrieve Last Bib Record Shift+F8


Circulation Basics video clip: Keyboard shortcuts

You can download the print-ready pdf of keyboard shortcuts attached to this page.

3. Configuring Evergreen for Your Workstation

3.1. Setting Search and Sound Defaults

Search Defaults

  • Go to Administration Workstation.
  • Use the dropdown menu to select an appropriate Default Search Library. The default search library setting determines what library is searched from the advanced search screen and portal page by default. You can override this setting when you are actually searching by selecting a different library. One recommendation is to set the search library to the highest point you would normally want to search.
  • Use the dropdown menu to select an appropriate Preferred Library. The preferred library is used to show copies and electronic resource URIs regardless of the library searched. One recommendation is to set this to your home library so that local copies show up first in search results.
  • Use the dropdown menu to select an appropriate Advanced Search Default Pane. Advanced search has secondary panes for Numeric and MARC Expert searching. You can change which one is loaded by default when opening a new catalog window here.

Turning off sounds

  • Go to Administration Workstation.
  • Click the checkbox labeled Disable Sounds?


Circulation Basics video clip: change workstation settings

4. Patron Record

4.1. Searching for Patrons

The NC Cardinal consortium requires that all member libraries honor the library cards of all other member libraries, allowing patrons the fullest access to NC Cardinal consortium materials. Because the consortium does not currently share all electronic resources consortium-wide, patrons may establish and maintain library accounts in more than one member system in the consortium based upon the established patron registration policy for each library system, so long as they are in good standing. If a patron who owes outstanding fines or fees to another member library in NC Cardinal, staff at any member library should not create a new account or issue a new card to the patron until that outstanding debt is resolved with the library to which it is owed.

If a patron requests a new library card or wishes to use their existing library card in another NC Cardinal library, please follow the recommended workflow in the Multiple Library Card Policy. There is also a printable flow chart that may be useful for staff.

Before issuing a library card to someone, staff at every NC Cardinal library must search the consortium database in Evergreen for patrons with the matching name and other identifiers. The scope of the patron search MUST be set to NC CARDINAL.


To search for a patron, select Search → Search for Patrons from the menu bar.

The Patron Search screen will display. It will contain options to search on the following fields:

  • Last Name
  • First Name
  • Middle Name
circulation_patron_records 1a

Next to the Clear Form button there is a button with an arrow pointing down that will display the following additional search fields:

  • Barcode
  • Alias
  • Username
  • Email
  • Identification
  • database ID
  • Phone
  • Street 1
  • Street 2
  • City
  • State
  • Postal Code
  • Profile Group
  • Home Library
  • DOB (date of birth) year
  • DOB month
  • DOB day

To include patrons marked “inactive”, click on the Include Inactive? checkbox. All NC Cardinal patron searches should include inactive patrons.

circulation_patron_records 1b

  • Search one field or combine fields for more precise results.
  • Truncate search terms for more search results.
  • Search ignores punctuation such as diacritics, apostrophes, hyphens and commas.
  • Searching by Date of Birth: Year searches are "contains" searches. E.g. year "15" matches 2015, 1915, 1599, etc. For exact matches use the full 4-digit year. Day and month values are exact matches. E.g. month "1" (or "01") matches January, "12" matches December.

Once you have located the desired patron, click on the entry row for this patron in the results screen. A summary for this patron will display on the left hand side.

circulation_patron_records 2

The Patron Search button on the upper right may be used to resume searching for patrons.


4.2. Retrieve Recent Patrons

Setting up Retrieve Recent Patrons

  • This feature must be configured in the Library Settings Editor (Administration → Local Administration → Library Settings Editor). The library setting is called "Number of Retrievable Recent Patrons" and is located in the Circulation settings group.

    • A value of zero (0) means no recent patrons can be retrieved.
    • A value greater than 1 means staff will be able to retrieve multiple recent patrons via a new Circulation → Retrieve Recent Patrons menu entry.
    • The default value is 1 for backwards compatibility. (The Circulation → Retrieve Last Patron menu entry will be available.)

Retrieving Recent Patrons

  • Once the library setting has been configured to a number greater than 1, the option Retrieve Recent Patrons will appear below the Retrieve Last patron option in the Circulation drop-down from the Menu Bar (Circulation → Retrieve Recent Patrons).
  • When selected, a grid will appear listing patrons accessed by that workstation in the current session. The length of the list will be limited by the value configured in the Library Settings Editor. If no patrons have been accessed, the grid will display "No Items To Display."


4.3. Registering New Patrons

Before issuing a new library card to someone, staff  at every NC Cardinal library MUST search the consortium database in Evergreen for patrons with the matching name and other identifiers. The scope of the patron search MUST be set to NC CARDINAL. Please refer to the Searching for Patrons section and follow the recommended workflow in the Multiple Library Card Policy. There is also a printable flow chart that may be useful for staff.

It is also a good idea to ask a new patron if they have completed an online self-registration form, as those are not automatically added to the patron database. If so, you can follow the Managing Pending Patrons instructions on the Patron Self-Registration page (after searching for the patron, as instructed above).

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

Patron registration form

Fields that are mandatory for Evergreen to properly save the record are displayed in yellow. Your library system may have additional requirements. Some requested fields may be configured in the Library Settings Editor (Administration → Local Administration → Library Settings Editor).

circulation_patron_records 5

The Show: Required Fields and Show: Suggested Fields links may be used to limit the options on this page, based on your library system's policy. However, first and last name, as well as date of birth are required by NC Cardinal.

If your patron uses a nickname, rather than their legal first name, you may utilize the OPAC/Staff Client Holds Alias to apply a nickname to a patron account. 

circulation_patron_records 6

  • There is now only one password field in patron registration.
  • You must select a Main (Profile) Permission Group before the Update Expire Date button will work, since the permission group determines the expiration date.
  • Statistical categories may be created for information tracked by your library that is not in the default patron record.
  • These may be configured in the Statistical Categories Editor (Administration → Local Administration → Statistical Categories Editor).


  • When finished entering the necessary information, select Save to save the new patron record or Save & Clone to register another patron with the same address (e.g. parent and child). When Save & Clone is selected the two patrons are grouped and the address information is copied into the resulting registration screen for the second patron. Because the address is linked to the original patron, address information may only be edited through the original record.

    circulation_patron_records 8


    4.4. Patron Self-Registration

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

    Patron Self-Registration

    1. In the OPAC, click on the link to Request Library Card
    2. Fill out the self-registration form to request a library card, and click Submit Registration.
    3. Patrons will see a confirmation message. The default message is: “Registration successful! Please see library staff to complete your registration.” Some libraries have specialized confirmation messages, particularly if identification is required before registration can be completed.
    Patron Self-Registration form


    Once patrons have registered online, they are not automatically added to the patron database. That requires an additional step when patrons visit the library in person. 

    Managing Pending Patrons

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


    4.5. Updating Patron Account Information

    Retrieve the patron record as described in the section Searching for Patrons.

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

    Patron edit with summary display

    Edit information as required. (It is always important to verify the patron's identity before changing any patron information.) Be sure that the patron's date of birth is included and confirm that contact information is current. When finished, select Save.

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

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

    Renewing Expired Patron Account


    When initially retrieved, expired patron accounts display an alert stating “Patron account is EXPIRED.”

    circulation_patron_records 11

    Open the patron account information in edit tab as described in the section Searching for Patrons.

    Navigate to the information field labeled Privilege Expiration Date. Enter a new date in this box. Or click the calendar icon, and a calendar widget will display to help you easily navigate to the desired date.

    circulation_patron_records 12

    Select the date using the calendar widget or key the date in manually. Click the Save button. The screen will refresh and the “expired” alerts on the account will be removed.


    Replacement Library Card

    Note: Do NOT replace barcode or change the School permission group for Student Access accounts. 


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

    circulation_patron_records 13

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

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

    circulation_patron_records 14


    Verifying Patron Password


    A patron's existing password is not displayed in patron records for security reasons. If staff are assisting patrons to verify whether their password is correct, staff can click on the Other menu in the patron account and select Test Password.



    Or, go to Circulation → Verify Credentials and enter the relevant patron information and click the Verify button.



    Resetting Patron Password


    A patron’s password may be reset from the OPAC or through the staff client. To reset the password from the staff client, retrieve the patron record and open the edit tab as described in the section Searching for Patrons.

    (It is always important to verify the patron's identity before changing any patron information.) Enter the desired password conforming to your library's policy or patron request. As an alternative, you may select the Generate Password button next to the Password field.

    circulation_patron_records 15


    A new number will populate the Password text box. Make note of the new password and Save the patron record. The screen will refresh and the new password will be suppressed from view.


    Barring a Patron


    A patron may be barred from circulation activities. To do so, retrieve the patron record and check the box for Barred in the patron account.

    circulation_patron_records 16

    Save the user. The screen will refresh. To unbar a patron, uncheck the Barred checkbox.

    Barring a patron from one library bars that patron from all consortium member libraries, so should be used sparingly.

    Barred: Stops patrons from using their library cards; alerts the staff that the patron is banned/barred from the library. The “check-out” functionality is disabled for barred patrons (NO option to override – the checkout window is unusable and the bar must be removed from the account before the patron is able to checkout items).  These patrons may still log in to the OPAC to view their accounts.

    Blocked: Often, these are system-generated blocks on patron accounts. 

    Some examples:

    • Patron exceeds fine threshold
    • Patron exceeds max checked out item threshold

    A notice appears when a staff person tries to checkout an item to blocked patrons, but staff may be given permissions to override blocks.


    4.6. Staff-Generated Alerts, Notes, and Messages

    There are several types of messages available for staff to leave notes on patron records.

    Patron Alerts: This type of alert is added via Edit button in the patron record. There is currently no way to require staff initials for this type of alert.

    Patron Notes: These notes are added via Other → Notes in the patron record. These notes can be viewable by staff only or shared with the patron. Staff initials can be required. 

    Staff-Generated Penalties/Messages: These messages are added via the Messages button in the patron record. They can be a note, alert or block. Staff initials can be required.


    Patron Alerts

    There are two types of Patron Alerts:

    System-generated alerts: Alerts applied due to automated processes in Evergreen (overdue, mark lost, etc.) Once the cause is resolved (e.g. patron’s account has been renewed), the message will disappear automatically.

    Staff-generated alerts: Must be added and removed manually. Can be added via the Edit tab (immediately below) or via the Messages tab (bottom of page).

    To manually add an alert to a patron account, retrieve the patron record as described in the section Searching Patrons.

    Open the patron record as described in the section Updating Patron Account Information.

    Select the Edit tab from the top bar.

    Enter the alert text in the Alert Message field.

    Save the record. The screen will refresh and the alert will display.

    When an account has an alert on it, a Stop sign is displayed when the record is retrieved.

    circulation_patron_records 18

    Navigating to an area of the patron record using the navigation buttons at the top of the record (for example, Edit or Bills) will clear the message from view.

    If you wish to view these alerts after they are cleared from view, they may be retrieved. Use the Other menu to select Display Alert and Messages.

    circulation_patron_records 19

    To remove the alert, retrieve the patron record as described in the section Searching Patrons.

    Open the patron record as described in the section Updating Patron Account Information.

    Select the Edit tab from the top bar and delete the alert text in the Alert Message field.

    Save the record.

    The screen will refresh and the indicators for the alert will be removed from the account.


    Patron Notes

    Patron notes are strictly communicative (no blocks applied) and may be:

    staff-visible only

    or

    visible to the patron via their account on the OPAC. In the OPAC, these notes display on the account summary screen in the OPAC.

    circulation_patron_records 23


    To insert or remove a note, retrieve the patron record as described in the section Searching Patrons.

    Open the patron record as described in the section Updating Patron Account Information.

    Use the Other menu to navigate to Notes.

    circulation_patron_records 24

    Select the Add New Note button. A Create a new note window displays.

    Your system administrator can add a box in the Add Note window for staff initials and require those initials to be entered, using the "Require staff initials…" settings in the Library Settings Editor.

    Enter note information.

    Select the check box for Patron Visible, if you wish for the note to display in the patron OPAC account.

    circulation_patron_records 25

    Select OK to save the note to the patron account.

    To delete a note, go to Other → Notes and use the Delete button on the right of each note.

    circulation_patron_records 26


    Staff-Generated Penalties/Messages

    To access this feature, retrieve the patron record as described in the section Searching Patrons.

    Open the patron record as described in the section Updating Patron Account Information.

    Select the Messages button in the patron record.

    Messages screen

    Add a Message

    Click Apply Standing Penalty/Message to begin the process of adding a message to the patron.

    Apply Penalty Dialog Box

    There are three options: Notes, Alerts, Blocks

    • Note: This will create a non-blocking, non-alerting note visible to staff. Staff can view the message by clicking the Messages button on the patron record. (Notes created in this fashion will not display via Other → Notes, and cannot be shared with the patron. See the Patron Notes section for notes which can be shared with the patron.)
    • Alert: This will create a non-blocking alert which appears when the patron record is first retrieved. The alert will cause the patron name to display in red, rather than black, text. Alerts may be viewed by clicking the Messages button on the patron record or by selecting Other → Display Alerts and Messages.
    • Block: This will create a blocking alert which appears when the patron record is first retrieved, and which behaves much as the non-blocking alert described previously. The patron will be also blocked from circulation, holds and renewals until the block is cleared by staff.

    After selecting the type of message to create, enter the message body into the box. If Staff Initials are required, they must be entered into the Initials box before the message can be added. Otherwise, fill in the optional Initials box and click OK

    The message should now be visible in the Staff-Generated Penalties/Messages list. If a blocking or non-blocking alert, the message will also display immediately when the patron record is retrieved.

    [Messages on a record


    Modify a Message

    Messages can be edited by staff after they are created.

    [Actions menu

    Click to select the message to be modified, then click Actions → Modify Penalty/Message. This menu can also be accessed by right-clicking in the message area.

    Modify penalty dialog box

    To change the type of message, click on NoteAlertBlock to select the new type. Edit or add new text in the message body. Enter Staff Initials into the Initials box (may be required.) and click OK to submit the alterations.

    Modified message in the list


    Archive a Message

    Messages which are no longer current can be archived by staff. This action will remove any alerts or blocks associated with the message, but retains the information contained there for future reference.

    [Actions menu

    Click to select the message to be archived, then click Actions → Archive Penalty/Message. This menu can also be accessed by right-clicking in the message area.

    Archived messages

    Archived messages will be shown in the section labelled Archived Penalties/Messages. To view messages, click Retrieve Archived Penalties. By default, messages archived within the past year will be retrieved. To retrieve messages from earlier dates, change the start date to the desired date before clicking Retrieve Archived Penalties.


    Remove a Message

    Messages which are no longer current can be removed by staff. This action removes any alerts or blocks associated with the message and deletes the information from the system.

    [Actions menu

    Click to select the message to be removed, then click Actions → Remove Penalty/Message. This menu can also be accessed by right-clicking in the message area.

    5. Batch Editing Patrons

    5.1. User Buckets

    You can select and group a set of users into a User Bucket. You can add users to a User Bucket from the Patron Search interface or directly from the User Bucket interface by user barcode. It is also possible to add users to a User Bucket by uploading a text file that contains a list of user barcodes.

    From this interface it is possible to perform a set of specific batch update operations on the group of users you have identified.


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

    • Active flag
    • Barred flag 
    • Home Library
    • Internet Access Level
    • Juvenile flag
    • Primary Permission Group
    • Privilege Expiration Date
    • Statistical Categories

    Batch modifications and deletions can be rolled back or reversed, with the exception of batch changes to statistical categories.

    Batch changes made in User Buckets will not activate any Action/Trigger event definitions that would normally be activated when editing an individual account.

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

    Create a User Bucket

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

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

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

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

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

     

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

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

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

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

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

    Sharing Buckets

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

    media/userbucket11.PNG

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

    Batch Edit All Users

    To batch edit all users in a user bucket:

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

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

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


    Note: Do NOT replace barcode or change the School permission group for Student Access accounts. 


    Batch Delete Users

    To batch delete users in a bucket:

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

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

    media/userbucket7.PNG


    View Batch Changes

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


    Roll Back Batch Changes

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

    Batch statistical category changes cannot be rolled back.

    media/userbucket10.png
    media/userbucket9.PNG


    Batch Modify Statistical Categories

    Unlike user data field updates, modification of Statistical Category Entries is permanent and cannot be rolled back. 

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

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

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

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

    media/userbucket12.PNG 

    6. Circulating Items

    6.1. Check Out

    Regular Items

    1) To check out an item click Check Out Items from the Circulation and Patrons toolbar, or select Circulation → Check Out.

    media/checkout_menu_web_client.png

    2) Scan or enter patron’s barcode and click Submit if entering barcode manually. If scanning, number is submitted automatically.

    media/retrieve_patron_web_client.png

    3) Scan or enter item barcode manually, clicking Submit if manual.

    media/checkout_item_barcode_web_client.png

    4) Due date is now displayed.

    media/due_date_display_web_client.png

    5) When all items are scanned, click the Done button to generate slip receipt or to exit patron record if not printing slip receipts.


    Pre-cataloged Items

    1) Go to patron’s Check Out screen by clicking Circulation → Check Out Items.

    2) Scan the item barcode.

    3) At prompt, enter the required information click Precat Checkout.

    media/precat_web_client.png


    On check-in, Evergreen will prompt staff to re-route the item to cataloging.

    This screen does not respond to the enter key or carriage return provided by a barcode scanner when the cursor is in the ISBN field. This behavior prevents pre-cataloged items from being checked out before you are done entering all the desired information.


    Due Dates

    Circulation periods are pre-set. When items are checked out, due dates are automatically calculated and inserted into circulation records if the Specific Due Date checkbox is not selected on the Check Out screen. The Specific Due Date checkbox allows you to set a different due date to override the pre-set loan period.

    Before you scan the item, select the Specific Due Date checkbox. Enter the date in yyyy-mm-dd format. This date applies to all items until you change the date, de-select the Specific Due Date checkbox, or quit the patron record.

    media/specify_due_date1_web_client.png


    Open Circulation Already Exists

    If a patron brings an item to the desk to check out that is already checked out (by a different patron), you will see the message below. Be sure to check the Forgive fines? box if you do not want to charge the previous patrons overdue fines (assuming that the item was found on the shelf after not being checked in properly by staff when the previous patron returned it).


    Email Checkout Receipts

    This feature allows patrons to receive checkout receipts through email at the circulation desk and in the Evergreen self-checkout interface. Patrons need to opt in to receive email receipts by default and must have an email address associated with their account. Opt in can be staff mediated at the time of account creation or in existing accounts. Patrons can also opt in directly in their OPAC account or through patron self-registration. This feature does not affect the behavior of checkouts from SIP2 devices.

    Staff Client Check Out

    When a patron has opted to receive email checkout receipts by default, an envelope icon representing email will appear next to the receipt options in the Check Out screen. A printer icon representing a physical receipt appears if the patron has not opted in to the default email receipts.

    media/ereceipts5_web_client.PNG

    Staff can click Quick Receipt and the default checkout receipt option will be triggered—an email will be sent or the receipt will print out. The Quick Receipt option allows staff to stay in the patron account after completing the transaction. Alternatively, staff can click Doneto trigger the default checkout receipt and close out the patron account. By clicking on the arrow next to the Quick Receipt or Done buttons, staff can select which receipt option to use, regardless of the selected default. The email receipt option will be disabled if the patron account does not have an email address.


    Self Checkout

    In the Evergreen Self Checkout interface, patrons will have the option to select a print or email checkout receipt, or no receipt. The radio button for the patron’s default receipt option will be selected automatically in the interface. Patrons can select a different receipt option if desired. The email receipt radio button will be disabled if there is no email address associated with the patron’s account. Functionality may vary for a vendor self checkout interface.

    media/ereceipts6_web_client.PNG

    Opt In

    Staff Mediated Opt In At Registration

    Patrons can be opted in to receive email checkout receipts by default by library staff upon the creation of their library account. Within the patron registration form, there is a new option below the Email Address field to select Email checkout receipts by default?. Select this option if the patron wants email checkout receipts to be their default. Save any changes.

    media/ereceipts1_web_client.PNG


    Staff Mediated Opt In After Registration

    Staff can also select email checkout receipts as the default option in a patron account after initial registration. Within the patron account go to Edit and select Email checkout receipts by default?. Make sure the patron also has an email address associated with their account. Save any changes.

    media/ereceipts2_web_client.PNG


    Patron Opt In – Self-Registration Form

    If your library offers patrons the ability to request a library card through the patron self-registration form, they can select email checkout receipts by default in the initial self-registration form:

    media/ereceipts3_web_client.PNG

    Patron Opt In - OPAC Account

    Patrons can also opt in to receive email checkout receipts by default directly in their OPAC account. After logging in, patrons can go to Account Preferences→Notification Preferences and enable Email checkout receipts by default? and click Save.

    media/ereceipts4_web_client.PNG

    Email Checkout Receipt Configuration

    Email checkout receipts will be sent out through a Notifications/Action Trigger called Email Checkout Receipt. The email template and action trigger can be customized by going to Administration→Local Administration→Notifications/Action Trigger→Email Checkout Receipt.



    6.2. Check In

    Regular check in

    1) To check in an item click Check In Items from the Circulation and Patrons toolbar, or select Circulation → Check In.

    media/check_in_menu_web_client.png

    2) Scan item barcode or enter manually and click Submit.

    media/checkin_barcode_web_client.png

    3) If there is an overdue fine associated with the checkin, an alert will appear at the top of the screen with a fine tally for the current checkin session. To immediately handle fine payment, click the alert to jump to the patron’s bill record.

    media/overdue_checkin_web_client.png

    Backdated check in

    This is useful for clearing a book drop.

    1) To change effective check-in date, select Circulation → Check In Items. In Effective Date field enter the date in yyyy-mm-dd format.

    media/backdate_checkin_web_client.png

    2) The new effective date is now displayed in the red bar above the Barcode field.

    media/backdate_red_web_client.png

    3) Move the cursor to the Barcode field. Scan the items. When finishing backdated check-in, change the Effective Date back to today’s date.


    Backdate Post-Checkin

    After an item has been checked in, you may use the Backdate Post-Checkin function to backdate the check-in date.

    1) Select the item on the Check In screen, click Actions → Backdate Post-Checkin.

    media/backdate_post_checkin_web_client.png

    2) In Effective Date field enter the date in yyyy-mm-dd format. The check-in date will be adjusted according to the new effective check-in date.

    media/backdate_post_date_web_client.png

    Checkin Modifiers

    At the right bottom corner there is a Checkin Modifiers pop-up list. The options are:

    -Ignore Pre-cat Items: no prompt when checking in a pre-cat item. Item will be routed to Cataloguing with Cataloguing status.

    -Suppress Holds and Transit: item will not be used to fill holds or sent in transit. Item has Reshelving status.

    -Amnesty Mode/Forgive Fines: overdue fines will be voided if already created or not be inserted if not yet created (e.g. hourly loans).

    -Auto-Print Hold and Transit Slips: slips will be automatically printed without prompt for confirmation.

    -Clear Holds Shelf. Checking in hold-shelf-expired items will clear the items from the hold shelf (holds to be cancelled).

    -Retarget Local Holds. When checking in in process items that are owned by the library, attempt to find a local hold to retarget. This is intended to help with proper targeting of newly-catalogued items.

    -Retarget All Statuses. Similar to Retarget Local Holds, this modifier will attempt to find a local hold to retarget, regardless of the status of the item being checked in. This modifier must be used in conjunction with the Retarget Local Holds modifier.

    -Capture Local Holds as Transits. With this checkin modifier, any local holds will be given an in transit status instead of on holds shelf. The intent is to stop the system from sending holds notifications before the item is ready to be placed on the holds shelf and item will have a status of in-transit until checked in again. If you wish to simply delay notification and allow time for staff to process item to holds shelf, you may wish to use the Hold Shelf Status Delay setting in Library Settings Editor instead. See Local Administration section for more information.

    These options may be selected simultaneously. The selected option is displayed in the header area.

    media/checkin_options_web_client.png

    It is important to remember to uncheck any modifiers after completing the intended tasks and/or before closing out of the check in screen, otherwise the modifiers will remain checked (and be applied) on any subsequent checkin session, even after logging out and back in, until the cache is cleared on the browser.

    6.3. Renewal and Editing the Item’s Due Date

    Checked-out items can be renewed if your library’s policy allows it. The new due date is calculated from the renewal date. Existing loans can also be extended to a specific date by editing the due date or renewing with a specific due date.

    Renewing via a Patron’s Account

    1) Retrieve the patron record and go to the Items Out screen.

    media/items_out_click_web_client.png


    2) Select the item you want to renew. Click on Actions → Renew. If you want to renew all items in the account, click Renew All instead.

    media/renew_action_web_client.png

    3) If you want to specify the due date, click Renew with Specific Due Date. You will be prompted to select a due date. Once done, click Apply.


    Renewing by Item Barcode

    1) To renew items by barcode, select Circulation → Renew Items.

    2) Scan or manually entire the item barcode.

    media/renew_item_web_client.png

    3) If you want to specify the due date, click Specific Due Date and enter a new due date in yyyy-mm-dd format.

    media/renew_item_calendar_web_client.png


    Editing Due Date

    Editing (extending) a due date, rather than renewing, should be used sparingly and only when absolutely necessary as it does not check for unfilled holds on the item and does not count as a renewal for statistical purposes.

    1) Retrieve the patron record and go to the Items Out screen.

    2) Select the item you want to renew. Click on Actions → Edit Due Date.

    media/edit_due_date_action_web_client.png

    3) Enter a new due date in yyyy-mm-dd format in the pop-up window, then click OK.


    6.4. Lost and Claimed Returned

    Lost Items

    Once an item has been overdue for the (configurable) amount of time established by your library system, Evergreen will mark the item Lost in the borrowing patron’s account. This will be done automatically through a Notification/Action Trigger. The Lost item is still "checked out" to the patron and that circulation transaction remains open until the item is returned or the bill for the item is paid.

    When the item is marked Lost, several actions will take place:

    1. The item will go into the status of “Lost”
    2. The accrual of overdue fines will be stopped

    Optionally the patron can be billed for the item price, a lost processing fee, and any overdue fines can be voided from the account. Lost items can be included either in the "Items Checked Out" or "Other/Special Circulations" sections of the "Items Out" view of a patron’s record. These options are all controlled by library settings. Patrons can also be sent an email or print notification that the item was marked lost and billed to their library account.

    Mark "Lost" Manually

    Items can also be marked Lost manually by staff, when patrons report that an item checked out on their account has been lost.

    1) To manually mark items Lost, retrieve patron record and click Items Out.

    2) Select the item. Click on Actions → Mark Lost (by Patron).

    media/mark_lost_web_client.png


    3) The lost item now displays as lost in the Items Checked Out section of the patron record.

    media/lost_section_web_client.png


    4) The lost item also adds to the count of Lost items in the patron summary on the left (or top) of the screen.

    media/patron_summary_checkouts_web_client.png

    Lost Item Billing

    • Marking an item Lost will automatically bill the patron the replacement cost of the item as recorded in the price field in the item record, and a processing fee as determined by your local policy. If the lost item has overdue charges, the overdue charges may be voided or retained based on local policy.
    • A lost-then-returned item will disappear from the Items Out screen only when all bills linked to this particular circulation have been resolved. Bills may include replacement charges, processing fees, and manual charges added to the existing bills.
    • The replacement fee and processing fee for lost-then-returned items may be voided if set by local policy. Overdue fines may be reinstated on lost-then-returned items if set by local policy. These are library settings.

    Refunds for Lost Items

    If an item is returned after a lost bill has been paid and the library’s policy is to void the replacement fee for lost-then-returned items, there will be a negative balance on the account. A refund can be made to close the bill and the circulation record, if permitted by your library system. Once the outstanding amount has been refunded, the bill and circulation record will be closed and the item will disappear from the Items Out screen.

    If your library system does not allow refunds, staff will need to offset the negative balance, by adding two dummy bills to the existing bills. The first bill can be for any amount (e.g. $0.01), while the second should be of the absolute value of the negative amount. Then you need to void the first dummy bill. The reason for using a dummy bill is that Evergreen will check and close the circulation record only when payment is applied or bills are voided.


    Claimed Returned Items

    1) To mark an item Claimed Returned, retrieve the patron record and go to the Items Out screen.

    2) Select the item, then select Actions → Mark Claimed Returned from the dropdown menu.

    media/mark_claims_returned_web_client.png

    3) Enter date in yyyy-mm-dd format and click Submit. If you do not intend to bill the patron for any fines, mark the item returned on the due date. Otherwise, fines may be applied for any overdue period between the due date and the date selected.


    media/claimed_date_web_client.png

    4) The Claimed Returned item now displays in the Other/Special Circulations section of the patron record.


    media/cr_section_web_client.png

    5) The Claimed Returned item adds to the count of items that are Claimed Returned in the patron summary on the left (or top) of the screen. It also adds to the total Other/Special Circulations that is displayed when editing the patron’s record.

    media/patron_summary_checkouts_web_client.png

    More on Claimed Returned Items

    • The date entered for a Claimed Returned item establishes the fine. If the date given has passed, bills will be adjusted accordingly.
    • When a Claimed Returned item is returned, if there is an outstanding bill associated with it, the item will not disappear from the Items Out screen. It will disappear when the outstanding bills are resolved.
    • When an item is marked Claimed Returned, the value in Claims-returned Count field in the patron record is automatically increased. Staff can manually adjust this count by editing the patron record.


    6.5. In-house Use (F6)

    1) To record in-house use, select Circulation → Record-In House Use, click Check Out → Record In-House Use on the circulation toolbar , or press F6.

    media/record_in_house_action_web_client.png

    2) To record in-house use for cataloged items, enter number of uses, scan barcode or type barcode and click Submit.


    media/in_house_use_web_client.png

    There are two independent library settings that will allow copy alerts to display when scanned in In-house Use: Display copy alert for in-house-use set to true will cause an alert message to appear, if it has one, when recording in-house-use for the copy. Display copy location check in alert for in-house-use set to true will cause an alert message indicating that the item needs to be routed to its location if the location has check in alert set to true.

    3) To record in-house use for non-cataloged items, enter number of uses, choose non-cataloged type from drop-down menu, and click Submit.

    media/in_house_use_non_cat.png

    The statistics of in-house use are separated from circulation statistics. The in-house use count of cataloged items is not included in the items' total use count. There are several report templates to get in-house use statistics in the Centralized Report Templates →  In House and Non-cataloged Templates folder.



    6.6. Item Status

    The Item Status screen is very useful. Many actions can be taken by either circulation staff or catalogers on this screen. Here we will cover some circulation-related functions, namely checking item status, viewing past circulations, inserting item alert messages, marking items missing or damaged, etc.

    Checking Item Status

    1) To check the status of an item, select Search → Search for copies by Barcode.

    media/item_status_menu_web_client.png

    2) Scan the barcode or type it and click Submit. The current status of the item is displayed with selected other fields. You can use the column picker to select more fields to view.

    media/item_status_barcode_web_client.png

    3) Click the Detail View button and the item summary and circulation history will be displayed.

    media/item_status_altview_web_client.png

    4) Click List View to go back.

    media/item_status_list_view_web_client.png

    If the item’s status is "Available", the displayed due date refers to the previous circulation’s due date.

    Upload From File allows you to load multiple items saved in a file on your local computer. The file contains a list of the barcodes in text format. To ensure smooth uploading and further processing on the items, it is recommended that the list contains no more than 100 items.


    Viewing Past Circulations

    1) To view past circulations, retrieve the item on the Item Status screen as described above.

    2) Select Detail view.

    media/last_few_circs_action_web_client.png

    3) Choose Recent Circ History. The item’s recent circulation history is displayed.

    media/last_few_circs_display_web_client.png

    4) To retrieve the patron(s) of the last circulations, click on the name of the patron. The patron record will be displayed.

    The number of items that displays in the circulation history can be set in Local Administration → Library Settings Editor.

    You can also retrieve the past circulations on the patron’s Items Out screen and from the Check In screen.


    Marking Items Damaged or Missing and Other Functions

    1) To mark items damaged or missing, retrieve the item on the Item Status screen.

    2) Select the item. Click on Actions → Mark Item Damaged or Mark Item Missing.

    Depending on the library’s policy, when marking an item damaged, bills (cost and/or processing fee) may be inserted into the last borrower’s account.

    3) Following the above procedure, you can check in and renew items by using the Check in Items and Renew Items on the dropdown menu.


    Item Alerts

    The Edit Item Attributes function has been rename to Edit Items on the consolidated Actions dropdown list and allows you to edit item records. Here, we will show you how to insert item alert messages by this function. See cataloging instructions for more information on item editing. 1) Retrieve record on Item Status screen.

    2) Once item is displayed, highlight it and select Actions → Edit Items.

    3) The item record is displayed in the Copy Editor.

    4) Click Alert Message in the Miscellaneous column. The background color of the box changes. Type in the message then click Apply.

    5) Click Modify Copies, then confirm the action.


    7. Using the Public Access Catalog

    7.1. Basic Search

    From the OPAC home, you can conduct a basic search of all materials owned by all libraries in your Evergreen system.

    This search can be as simple as typing keywords into the search box and clicking the Search button. Or you can make your search more precise by limiting your search by fields to search, material type or library location.

    The Homepage contains a single search box for you to enter search terms. You can get to the Homepage at any time by clicking the Another Search link from the leftmost link on the bar above your search results in the catalog, or you can enter a search anywhere you see a search box.

    You can select to search by:

    • Keyword: finds the terms you enter anywhere in the entire record for an item, including title, author, subject, and other information.
    • Title: finds the terms you enter in the title of an item.
    • Journal Title: finds the terms you enter in the title of a serial bib record.
    • Author: finds the terms you enter in the author of an item.
    • Subject: finds the terms you enter in the subject of an item. Subjects are categories assigned to items according to a system such as the Library of Congress Subject Headings.
    • Series: finds the terms you enter in the title of a multi-part series.

    To search an item copy call number, use Advanced Search: Numeric.

    Formats

    You can limit your search by formats based on MARC fixed field type:

    • All Books
    • All Music
    • Audiocassette music recording
    • Blu-ray
    • Braille
    • Cassette audiobook
    • CD Audiobook
    • CD Music recording
    • DVD
    • E-audio
    • E-book
    • E-video
    • Equipment, games, toys
    • Kit
    • Large Print Book
    • Map
    • Microform
    • Music Score
    • Phonograph music recording
    • Phonograph spoken recording
    • Picture
    • Serials and magazines
    • Software and video games
    • VHS

    Libraries

    If you are using a catalog from within a library or accessing a library’s online catalog from its homepage, the search will return items for your local library. If your library has multiple branches, the result will display items available at your branch and all branches of your library system separately.



    7.2. Advanced Search

    Advanced searches allow users to perform more complex searches by providing more options. Many kinds of searches can be performed from the Advanced Search screen. You can access by clicking Advanced Search on the catalog Homepage or search results screen.

    The available search options are the same as on the basic search. But you may use one or many of them simultaneously. If you want to combine more than three search options, use Add Search Row button to add more search input rows. Clicking the X button will close the search input row.

    Sort Results

    By default, the search results are in order of greatest to least relevance, see Order of Results. In the sort results menu you may select to order the search results by relevance, title, author, or publication date.


    Search Library

    The current search library is displayed under Search Library drop down menu. By default it is your library. The search returns results for your local library only. If your library system has multiple branches, use the Search Library box to select different branches or the whole library system.


    Limit to Available

    This checkbox is at the bottom line of Search Library. Select Limit to Available to limit results to those titles that have items with a circulation status of "available" (by default, either Available or Reshelving).


    Exclude Electronic Resources

    This checkbox is below Limit to Available. Select Exclude Electronic Resources to limit results to those bibliographic records that do not have an "o" or "s" in the Item Form fixed field (electronic forms) and overrides other form limiters.


    Search Filter

    You can filter your search by Item TypeItem FormLanguageAudienceVideo FormatBib LevelLiterary FormSearch Library, and Publication Year. Publication year is inclusive. For example, if you set Publication Year Between 2005 and 2007, your results can include items published in 2005, 2006 and 2007.

    For each filter type, you may select multiple criteria by holding down the CTRL key as you click on the options. If nothing is selected for a filter, the search will return results as though all options are selected.

    Search Filter Enhancements

    Enhancements to the Search Filters now makes it easier to view, remove, and modify search filters while viewing search results in the Evergreen OPAC. Filters that are selected while conducting an advanced search in the Evergreen OPAC now appear below the search box in the search results interface.

    For example, the screenshot below shows a Keyword search for "violin concerto" while filtering on Item Type: Musical sound recording and Shelving Location: Music.

    search using search filters

    In the search results, the Item Type and Shelving Location filters appear directly below the search box.

    search results with search filter enhancements

    Each filter can be removed by clicking the X next to the filter name to modify the search within the search results screen. Below the search box on the search results screen, there is also a link to Refine My Original Search, which will bring the user back to the advanced search screen where the original search parameters selected can be viewed and modified.


    Numeric Search

    If you have details on the exact item you wish to search for, use the Numeric Search tab on the advanced search page. Use the drop-down menu to select your search by ISBNISSNBib Call NumberCall Number (Shelf Browse)LCCNTCN, or Item Barcode. Enter the information and then click the Search button.


    Expert Search

    If you are familiar with MARC cataloging, you may search by MARC tag in the Expert Search option on the left of the screen. Enter the three-digit tag number, the subfield if relevant, and the value or text that corresponds to the tag. For example, to search by publisher name, enter 260 b Random House. To search several tags simultaneously, use the Add Row option. Click Submit to run the search.

    Use the MARC Expert Search only as a last resort, as it can take much longer to retrieve results than by using indexed fields. For example, rather than running an expert search for "245 a Gone with the wind", simply do a regular title search for "Gone with the wind".



    7.3. Search Tips and Boolean Operators

    Evergreen tries to approach search from the perspective of a major search engine: the user should simply be able to enter the terms they are looking for as a general keyword search, and Evergreen should return results that are most relevant given those terms. For example, you do not need to enter author’s last name first, nor do you need to enter an exact title or subject heading. Evergreen is also forgiving about plurals and alternate verb endings, so if you enter dogs, Evergreen will also find items with dog.

    The search engine has no stop words (terms are ignored by the search engine): a title search for to be or not to be (in any order) yields a list of titles with those words.

    • Don’t worry about white space, exact punctuation, or capitalization.

      1. White spaces before or after a word are ignored. So, a search for [ golden compass ] gives the same results as a search for [golden compass].
      2. A double dash or a colon between words is reduced to a blank space. So, a title search for golden:compass or golden — compass is equivalent to golden compass.
      3. Punctuation marks occurring within a word are removed; the exception is _. So, a title search for gol_den com_pass gives no result.
      4. Diacritical marks and solitary & or | characters located anywhere in the search term are removed. Words or letters linked together by . (dot) are joined together without the dot. So, a search for go|l|den & comp.ass is equivalent to golden compass.
      5. Upper and lower case letters are equivalent. So, Golden Compass is the same as golden compass.
    • Enter your search words in any order. So, a search for compass golden gives the same results as a search for golden compass. Adding more search words gives fewer but more specific results.

      • This is also true for author searches. Both David Suzuki and Suzuki, David will return results for the same author.
    • Use specific search terms. Evergreen will search for the words you specify, not the meanings, so choose search terms that are likely to appear in an item description. For example, the search luxury hotels will produce more relevant results than nice places to stay.
    • Search for an exact phrase using double-quotes. For example “golden compass”.

      • The order of words is important for an exact phrase search. golden compass is different than compass golden.
      • White space, punctuation and capitalization are removed from exact phrases as described above. So a phrase retains its search terms and its relative order, but not special characters and not case.
      • Two phrases are joined by and, so a search for "golden compass" "dark materials" is equivalent to golden compass and dark materials.
    • Truncation Words may be right-hand truncated using an asterisk. Use a single asterisk * to truncate any number of characters. (example: environment* agency)

    Boolean operators

    Classic search interfaces (that is, those used primarily by librarians) forced users to learn the art of crafting search phrases with Boolean operators. To a large extent this was due to the inability of those systems to provide relevancy ranking beyond a "last in, first out" approach. Thankfully, Evergreen, like most modern search systems, supports a rather sophisticated relevancy ranking system that removes the need for Boolean operators in most cases.

    By default, all terms that have been entered in a search query are joined with an implicit AND operator. Those terms are required to appear in the designated fields to produce a matching record: a search for golden compass will search for entries that contain both golden and compass.

    Words that are often considered Boolean operators, such as ANDOR, and NOT, are not special in Evergreen: they are treated as just another search term. For example, a title search for golden and compass will not return the title Golden Compass.

    However, Evergreen does support Boolean searching for those rare cases where you might require it, using symbolic operators as follows:


    7.4. Search Methodology

    Stemming

    A search for dogs will also return hits with the word dog and a search for parenting will return results with the words parent and parental. This is because the search uses stemming to help return the most relevant results. That is, words are reduced to their stem (or root word) before the search is performed.

    The stemming algorithm relies on common English language patterns - like verbs ending in ing - to find the stems. This is more efficient than looking up each search term in a dictionary and usually produces desirable results. However, it also means the search will sometimes reduce a word to an incorrect stem and cause unexpected results. To prevent a word or phrase from stemming, put it in double-quotes to force an exact search. For example, a search for parenting will also return results for parental, but a search for "parenting"will not.

    Understanding how stemming works can help you to create more relevant searches, but it is usually best not to anticipate how a search term will be stemmed. For example, searching for gold compass does not return the same results as golden compass, because -en is not a regular suffix in English, and therefore the stemming algorithm does not recognize gold as a stem of golden.

    Order of Results

    By default, the results are listed in order of relevance, similar to a search engine like Google. The relevance is determined using a number of factors, including how often and where the search terms appear in the item description, and whether the search terms are part of the title, subject, author, or series. The results which best match your search are returned first rather than results appearing in alphabetical or chronological order.

    In the Advanced Search screen, you may select to order the search results by relevance, title, author, or publication date before you start the search. You can also re-order your search results using the Sort Results dropdown list on the search result screen.


    7.5. Search Results

    The search results are a list of relevant works from the catalog. If there are many results, they are divided into several pages. At the top of the list, you can see the total number of results and go back and forth between the pages by clicking the links that say Previous or Next on top or bottom of the list. You can also click on the adjacent results page number listed. These page number links allow you to skip to that results page, if your search results needed multiple pages to display. Here is an example:
    catalogue-3

    Brief information about the title, such as author, edition, publication date, etc. is displayed under each title. The icons beside the brief information indicate formats such as books, audio books, video recordings, and other formats. If you hover your mouse over the icon, a text explanation will show up in a small pop-up box.

    Clicking a title goes to the title details. Clicking an author searches all works by the author. If you want to place a hold on the title, click Place Hold beside the format icons.

    On the top right, there is a Limit to Available checkbox. Checking this box will filter out those titles with no available copies in the library or libraries at the moment. Usually you will see your search results are re-displayed with fewer titles.

    When enabled, under the Limit to Available checkbox, there is an Exclude Electronic Resources checkbox. Checking this box will filter out materials that are cataloged as electronic in form.

    The Sort by dropdown list is found at the top of the search results, beside the Show More Details link. Clicking an entry on the list will re-sort your search results accordingly.

    Facets: Subjects, Authors, and Series

    At the left, you may see a list of Facets of SubjectsAuthors, and Series. Selecting any one of these links filters your current search results using that subject, author, or series to narrow down your current results. The facet filters can be undone by clicking the link a second time, thus returning your original results before the facet was activated.

    catalogue-5


    Availability

    The number of available copies and total copies are displayed under each search result’s call number. If you are using a catalog inside a library or accessing a library’s online catalog from its homepage, you will see how many copies are available in the library under each title, too. If the library belongs to a multi-branch library system you will see an extra row under each title showing how many copies are available in all branches.

    catalogue-6
    catalogue-7

    You may also click the Show More Details link at the top of the results page, next to the Limit to available items check box, to view each search result’s copies' individual call number, status, and shelving location.


    Viewing a record

    Click on a search result’s title to view a detailed record of the title, including descriptive information, location and availability, current holds, and options for placing holds, add to my list, and print/email.

    catalogue-8
    catalogue-8a


    7.6. Details

    The record shows details such as the cover image, title, author, publication information, and an abstract or summary, if available.

    Near the top of the record, users can easily see the number of copies that are currently available in the system and how many current holds are on the title.

    If there are other formats and editions of the same work in the database, links to those alternate formats will display. The formats used in this section are based on the configurable catalog icon formats.

    other-formats-and-editions

    The Record Details view shows how many copies are at the library or libraries you have selected, and whether they are available or checked out. It also displays the Call number and Copy Location for locating the item on the shelves. Clicking on Text beside the call number will allow you to send the item’s call number by text message, if desired. Clicking the location library link will reveal information about owning library, such as address and open hours.

    Below the local details you can open up various tabs to display more information. You can select Reviews and More to see the book’s summaries and reviews, if available. You can select Shelf Browser to view items appearing near the current item on the library shelves. Often this is a good way to browse for similar items. You can select MARC Record to display the record in MARC format. If your library offers the service, clicking on Awards, Reviews, and Suggested Reads will reveal that additional information.

    Copies are sorted by (in order): org unit, call number, part label, copy number, and barcode.

    Placing Holds

    Holds can be placed on either title results or search results page. If the item is available, it will be pulled from the shelf and held for you. If all copies at your local library are checked out, you will be placed on a waiting list and you will be notified when items become available.

    On title details page, you can select the Place Hold link in the upper right corner of the record to reserve the item. You will need your library account user name and password. You may choose to be notified by phone or email.

    In the example below, the phone number in your account will automatically show up. Once you select the Enable phone notifications for this hold checkbox, you can supply a different phone number for this hold only. The notification method will be selected automatically if you have set it up in your account references. But you still have a chance to re-select on this screen. You may also suspend the hold temporarily by checking the Suspend box. Click the Help beside it for details.

    You can view and cancel a hold at anytime. Before your hold is captured, which means an item has been held waiting for you to pick up, you can edit, suspend or activate it. You need log into your patron account to do it. From your account you can also set up a Cancel if not filled by date for your hold. Cancel if not filled by date means after this date, even though your hold has not been fulfilled you do not need the item anymore.

    catalogue-9


    Permalink

    The record summary page offers a link to a shorter permalink that can be used for sharing the record with others. All URL parameters are stripped from the link with the exception of the locg and copy_depth parameters. Those parameters are maintained so that people can share a link that displays just the holdings from one library/system or displays holdings from all libraries with a specific library’s holdings floating to the top.

    Permalink


    SMS Call Number

    If configured by the library system administrator, you may send yourself the call number via SMS message by clicking on the Text link, which appears beside the call number.

    media/textcn1.png

    Warning

    Carrier charges may apply when using the SMS call number feature.


    Going back

    When you are viewing a specific record, you can always go back to your title list by clicking the link Search Results on the top right or left bottom of the page.

    catalogue-10

    You can start a new search at any time by entering new search terms in the search box at the top of the page, or by selecting the Another Search or Advanced Search links in the left-hand sidebar.



    8. Holds

    8.1. Clear Holds Shelf

    Clearing Shelf-Expired Holds

    1. Items with Ready-for-Pickup status are on the Holds Shelf List. The Holds Shelf List can help you manage items on the holds shelf. To see the holds shelf list, select Circulation → Browse Holds ShelfDo not click on Clear Holds Shelf


    2. The Holds Shelf List is displayed. Note the Actions for Selected Holds are available, as in the patron record. You can view expired and canceled holds here.

    3. Check the View Clearable Holds checkbox to list expired holds, wrong-shelf holds, and canceled holds only. Expired holds are holds that expired before today’s date.

    4. Use the column picker to add and remove fields from this display. Two fields you may want to display are Shelf Expire Time and Shelf Time.

    5. The easier way to clear these stale holds is to use the list (on screen or printed) to pull the physical items from your holds shelf, then scan the items using the Check In screen with check in modifier Clear Holds Shelf selected. 

    6. Click the Print button if you need a printed list. To format the printout customize the Holds_shelf receipt template. This can be done in Admin → Workstation Administration → Receipt Template Editor

    7. The alternative is to click the highlighted Clear These Holds button to cancel the expired holds, which will disappear from the list. However, you still have to be sure to pull the physical items off the hold shelf and check them in, so following the procedure in step 5 saves time and ensures you check in everything from the list before it disappears. You must check in the item to make it Available for circulation or trigger the next hold in line.

    8. Holds should only remain on the hold shelf for 7 days (per NC Cardinal policy). Hold shelf expire time is automatically recorded in the hold record when a hold is captured. 

    9. Under certain conditions, a resource sharing hold may be extended (for a brief period) as a courtesy to patrons. Staff must check for any other holds on the bibliographic record by clicking View Holds and ensuring that the box next to Filter for the pickup library is unchecked to see all holds for the consortium. If there are no untargeted holds on the waiting list, a brief extension may be granted by staff when the patron is planning to pick up the item in another day or two.


    10. If there are no other patrons waiting with unfilled holds on the item, you may edit this time by highlighting the line item, and selecting Edit Shelf Expire Time on the Action for Selected Holds dropdown menu. 

    11. You will be prompted to enter the new date. Use the calendar widget to choose the new date, then click Apply.


    9. Useful Resources

    9.1. Circulation and Reference Training Resources

    ABLE Collection Development and Public Services sequences: http://libraries.idaho.gov/page/able

    Youth Services sequences and other special handling sequences: http://libraries.idaho.gov/page/library-learning-online

    CREW weeding method: https://www.tsl.texas.gov/ld/pubs/crew/index.html

    Evergreen web client documentation: http://docs.evergreen-ils.org/reorg/3.1/circulation/


    Evergreen Conference Presentations

    Patron Exceeds Fine Threshold: An End-User Look at Patron Billing Presented by Dawn Dale, PINES Helpdesk Manager, Georgia Public Library Service and Erica Rohlfs, Education Librarian, Equinox Software (2014 Evergreen Conference) 

    9.2. Library innovation and inspiration resources

    Harvard Library has established the Harvard Library Lab in order to create better services for students and faculty and to join with others in fashioning the information society of the future. Check out these 57 projects!