NC Cardinal Support and Staff Education
  • Home
  • Submit a Request
  • Check on a Request
  • Knowledge Books
    • About NC Cardinal
    • Circulation in Evergreen
    • Cataloging in NC Cardinal
    • Administration Manual for Libraries
    • Reports in Evergreen
    • Resource Sharing
    • Student Access Initiative
    • Acquisitions in Evergreen
    • Serials in Evergreen
    • Offline Transactions
    • Evergreen Upgrades
    • Libraries Migrating into NC Cardinal
    • Summon Documentation
    • Troubleshooting in Evergreen
HelpSpot help desk software

Home → Serials in Evergreen → Printer Friendly Version

Serials in Evergreen

This is a living document that incorporates many elements of Evergreen Community Documentation under Creative Commons Attribution Share-Alike 4.0 License (https://creativecommons.org/licenses/by-sa/4.0/legalcode) and is available to share under the same license.
  • 1. Serials
    • 1.1. Serials Administration
    • 1.2. Serials Module
    • 1.3. Receiving
    • 1.4. Routing Lists
    • 1.5. Special Issues
    • 1.6. Binding Issues
    • 1.7. Holdings
    • 1.8. Group Serials Issues in the Template Toolkit OPAC

1. Serials

1.1. Serials Administration

Serials Administration

The serials module can be administered under a new menu option: Administration→Serials Administration. The new Serials Administration menu currently allows staff to configure Serial Copy Templates and Pattern Templates.

Serial Copy Templates

Serials copy templates enable you to specify item attributes that should be applied by default to copies of serials. Serials copy templates are associated with distributions in a subscription and are applied when serials copies are received. Serial copy templates can also be used as a binding template to apply specific item attributes to copies that are being bound together.

Creating a Serial Copy Template

To create a serial copy template, go to Administration→Serials Administration→Serial Copy Templates:

  1. Click Create Template in the upper-right hand corner. A dialog box will appear.

  2. Within the dialog box assign the template a Template Name and set any item attributes that you want in the template:

    1. Circulate?: Indicate if the items can circulate.

    2. Circulation Library: Select the circulation library from the drop down menu.

    3. Shelving Location: Select the shelving location for the item from the drop down menu. This menu is populated from the locations created in Admin→Local Administration→Copy Locations Editor.

    4. Circulation Modifier: Select the circulation modifier for the item from the drop down menu. This menu is populated from the modifiers created in Admin→Server Administration→Circulation Modifiers.

    5. Loan Duration: Select a loan duration from the drop down menu. This menu is populated from the loan durations created in Admin→Server Administration→Circulation Duration Rules. This field is required.

    6. Circulate as Type: Select a Type of record from the drop down menu if you want to control circulation based on the Type fixed field in the MARC bibliographic record. Most libraries choose to control circulation based on Circulation Modifier instead of Circulate as Type in Evergreen.

    7. Holdable?: Yes or No-- indicate if holds can be placed on the items.

    8. Age-based Hold Protection: Select a rule from the drop down menu. Age-based hold protection allows you to control the extent to which an item can circulate after it has been received. For example, you may want to protect new copies of a serial so that only patrons who check out the item at your branch can use it.

    9. Fine Level: Select a fine level from the drop down menu. This menu is populated from the fine levels created in Admin→Server Administration→Circulation Recurring Fine Rules. This field is required.

    10. Floating: Select a Floating policy from the drop down menu if the items belong to a floating collection.

    11. Status: Select a copy status from the Status drop down menu. This menu is populated from the statuses created in Admin→Server Administration→Copy Statuses.

    12. Reference?: Yes or No-- indicate if the item is a reference item.

    13. OPAC Visible?: Yes or No-- indicate if the item should be visible in the OPAC.

    14. Price: Enter the price of the item.

    15. Deposit?: Yes or No-- indicate if patrons must place a deposit on the copy before they can use it.

    16. Deposit Amount: Enter a Deposit Amount if patrons must place a deposit on the copy before they can use it.

    17. Quality: Good or Damaged-- indicate the physical condition of the item.

  3. Click Save.

  4. The new serial copy template will now appear in the list of templates.

Serial copy template window

Modifying a Serial Copy Template

To modify a Serial Copy Template:

  1. Select the template to modify by checking the box for the template or clicking anywhere on the template row. Go to Actions→Edit Template or right-click on the template row and select Edit Template.

  2. The dialog box will appear. Make any changes to the item attributes and click Save.

Deleting a Serial Copy Template

To delete a Serial Copy Template:

  1. Select the template to modify by checking the box for the template or clicking anywhere on the template row.

  2. Go to Actions→Delete Template or right-click on the template row and select Delete Template.

  Serials copy templates that are being used by subscriptions cannot be deleted.
 
 

1.2. Serials Module

Serials Module

The Serials Module can be used to create subscriptions, distributions, streams, and prediction patterns. As well as to generate predictions and receive issues as they come in to the library.

To access the Serials Module, go to a serials record in the catalog, and click on Serials→Manage Subscriptions. This will open the serials interface for that particular record. In this interface you can:

  1. Create and manage subscriptions

  2. Create and manage predictions

  3. Create and manage issues

  4. Create and manage MFHDs

The Serials dropdown menu includes Quick Receive, Manage Subscriptions, and Manage MFHDs options.

Create a Subscription

  1. From a bibliographic record, go to Serials→Manage Subscriptions, view the Manage Subscriptions tab.

  2. Within the Manage Subscriptions tab, create a new subscription by clicking New Subscription. The subscription editor will appear:

    1. Select the Owning Library for the subscription. The owning library indicates the organizational unit(s) whose staff can use this subscription. The rule of parental inheritance applies to this list. For example, if a system is made the owner of a subscription, then users, with appropriate permissions, at the branches within the system could also use this subscription. This field is required.

    2. Enter the date that the subscription begins in the _Start Date_ field. This field is required.

    3. An End Date for the subscription may also be entered, but it is not required.

    4. Optionally, enter an Expected Offset. This is the difference between the nominal publishing date of an issue and the date that you expect to receive your copy. For example, if an issue is published the first day of each month, but you receive the copy two days prior to the publication date, then enter "-2 days" into this field.

    5. Next, create a Distribution for the subscription by selecting the Library for the distribution. Distributions identify the branches that will receive copies of a serial.

      1. Note: If the Owning Library of the subscription was set at the branch level, the Library will be the same as the Owning Library. If the Owning Library of the subscription was set at the system level, the Library will be set to the holdings library.

    6. Enter a Label for the distribution. It may be useful to identify the branch to which you are distributing these issues in this field. This field is not publicly visible and only appears when an item is received. There are no limits on the number of characters that can be entered in this field.

    7. Select the preferred OPAC Display for holdings: Chronological or Enumeration.

    8. Select the Receiving Template that will be applied to items as they are received. The receiving templates are configured in Administration→Serials Administration→Serial Copy Templates.

    9. Next, create a Stream by assigning a label to the stream in the Send to field. The stream indicates the number of copies that should be sent to the distribution library. You can click Add copy stream if the library will receive multiple copies of the serial.

  3. After the subscription, distribution, and copy information is configured, click Save and go to the Manage Predictions tab to create the prediction pattern that will be used to generate predictions for this title.

  After creating a subscription, you can use the Actions menu to take a variety of actions with the subscription, such as adding Subscription or Distribution Notes, linking it to an MFHD record, or creating routing lists.
Manage Subscriptions is the first tab from the left in the Manage Subscriptions screen.

Create and Manage Predictions

From the Manage Predictions tab you can create a new prediction pattern from scratch, use an existing pattern template, or use an existing pattern template as the basis for a new prediction pattern.

Predict Issues Using a New Prediction Pattern

  1. Within the Manage Predictions tab, Select [a] subscription to work on from the drop down menu.

  2. To create a new prediction pattern, click Add New.

    1. The box next to Active will be checked by default.

    2. Select the Type of pattern from the drop down menu and click Create Pattern. The Pattern Wizard will appear.

    3. Follow the steps in the section Creating a Pattern Template in this documentation to create a new pattern using the wizard.

Manage Predictions is the second tab from the left in the Manage Subscriptions screen.

  1. After creating the pattern in the wizard, click Create. The new prediction pattern will now appear under Existing Prediction Patterns.

  2. To create predictions, click Predict New Issues.

  You can also predict new issues from the Manage Issues tab.
The Predict New Issues button is located between the Edit Pattern and Delete buttons under Existing Prediction Patterns.

  1. A dialog box called Predict New Issues: Initial Values will appear.

    1. Select the Publication date for the subscription. This will be the publication date of the first issue you expect to receive.

    2. The Type will correspond to the type of prediction pattern selected.

    3. Enter any Enumeration labels for the first expected issue.

    4. Enter any Chronology labels for the first expected issue.

    5. Enter the Prediction count. This is the number of issues that you want to predict.

  2. Click Save.

  3. Evergreen will generate the predictions and bring you to the Manage Issues tab to review the predicted issues.

Predict New Issues: Initial Values window

Predict Issues Using a Prediction Pattern Template

  1. Within the Manage Predictions tab, Select [a] subscription to work on from the drop down menu.

  2. Select a template from the drop down menu that appears under the Add New button and click Create from Template. The pattern information will appear below the drop down menu.

Create from Template is the third button from the left under the Manage Predictions tab.

  1. If you want to use the pattern "as is" click Create.

    1. If you want to review or modify the pattern, click Edit Pattern. The Pattern Wizard will appear.

    2. The Pattern Wizard will be pre-populated with the pattern template selected. Follow the steps in the section Creating a Pattern Template in this documentation to modify the template or click Next on each tab to review the template.

    3. After modifying or reviewing the pattern in the wizard, click Create. The prediction pattern will now appear under Existing Prediction Patterns.

  2. To create predictions, click Predict New Issues.

    1. Note: you can also predict new issues from the Manage Issues tab.

  3. A dialog box called Predict New Issues: Initial Values will appear.

    1. Select the Publication date for the subscription. This will be the publication date of the first issue you expect to receive.

    2. The Type will correspond to the type of prediction pattern selected.

    3. Enter any Enumeration labels for the first expected issue.

    4. Enter any Chronology labels for the first expected issue.

    5. Enter the Prediction count. This is the number of issues that you want to predict.

  4. Click Save.

  5. Evergreen will generate the predictions and bring you to the Manage Issues tab to review the predicted issues.

Predict Issues Using a Prediction Pattern from a Bibliographic and/or MFHD Record

Evergreen can also generate a prediction pattern from existing MFHD records attached to a serials record and from MFHD patterns embedded directly in the bibliographic record.

  1. Within the Manage Predictions tab, Select [a] subscription to work on from the drop down menu.

  2. Click Import from Bibliographic and/or MFHD Records.

Import from Bibliographic and/or MFHD Records is the second button from the left under the Manage Predictions tab.

  1. A dialog box will appear that presents the available MFHD records and the prediction pattern that will be imported.

  2. Check the box adjacent to the MFHD record that you would like to import and click Import. The new prediction pattern will now appear under Existing Prediction Patterns.

Select Patterns to Import window

  1. If you want to review or modify the pattern, click Edit Pattern. The Pattern Wizard will appear.

    1. The Pattern Wizard will be pre-populated with the pattern from the MFHD selected. Follow the steps in the section Creating a Pattern Template in this documentation to modify the template or click Next on each tab to review the template.

  2. To create predictions, click Predict New Issues.

    1. Note: you can also predict new issues from the Manage Issues tab.

  3. A dialog box called Predict New Issues: Initial Values will appear.

    1. Select the Publication date for the subscription. This will be the publication date of the first issue you expect to receive.

    2. The Type will correspond to the type of prediction pattern selected.

    3. Enter any Enumeration labels for the first expected issue.

    4. Enter any Chronology labels for the first expected issue.

    5. Enter the Prediction count. This is the number of issues that you want to predict.

  4. Click Save.

  5. Evergreen will generate the predictions and bring you to the Manage Issues tab to review the predicted issues.

Manage Issues

After generating predictions in the Manage Predictions tab, you will see a list of the predicted issues in the Manage Issues tab. A variety of actions can be taken in this tab, including receiving issues, predicting new issues, adding special issues.

Manage Issues is the third tab from the left in the Manage Subscriptions screen.

1.3. Receiving

Receiving from the Manage Issues tab

The Manage Issues tab can be used to receive the next expected issue and to receive multiple expected issues. This tab can be accessed by retrieving the serial record, going to Serials→Manage Subscriptions, and selecting the Manage Issues tab.

Receive Next Issue and Barcode

  1. Within the Manage Issues tab, Select [a] subscription to work on from the drop down menu. The list of predicted issues for the subscription will appear.

  2. Check the box adjacent to Barcode on receive.

  3. Click Receive Next.

  4. A Receive items dialog box will appear with the next expected issue and item(s).

  5. The Copy Location and Circulation Modifier will be pre-populated from the Receive Template associated with the Distribution. Changes can be made to the pre-populated information.

  6. Call Number: Enter a call number. Any item with a barcode must also have a call number.

  7. Barcode: Scan in the barcode that will be affixed to the item(s).

  8. The box to Receive the item(s) will be checked by default.

  9. Check the box adjacent to Routing List to print an existing routing list.

  10. Click Save to receive the item(s). The Status of the issue will update to "Received" and a Date Received will be recorded. The barcoded item(s) will now appear in the holdings area of the catalog and the Holdings Summary in the Issues Held tab in the catalog will reflect the newly received issue.

Receive Next Issue (no barcode)

  1. In the Manage Issues tab, make sure the box adjacent to Barcode on receive is unchecked and click Receive Next.

  2. A Receive items dialog box will appear with the message "Will receive # item(s) without barcoding."

  3. Click OK/Continue to receive the issue. The Status of the issue will update to "Received" and a Date Received will be recorded. The Holdings Summary in the Issues Held tab in the catalog will reflect the newly received issue.

Receive selected items? window

Batch Receiving

Multiple issues can be received at the same time using the Manage Issues tab.

Batch Receive and Barcode

  1. Within the Manage Issues tab, Select [a] subscription to work on from the drop down menu. The list of predicted issues for the subscription will appear.

  2. Check the box adjacent to Barcode on receive.

  3. Check the boxes adjacent to the expected issues you want to receive.

  4. Go to Actions→Receive selected or right-click on the rows and select Receive selected from the drop down menu.

  5. A Receive items dialog box will appear with the selected issues and items.

  6. The Copy Location and Circulation Modifier will be pre-populated from the Receive Template associated with the Distribution. Changes can be made to the pre-populated information.

  7. Call Number: Enter a call number. Any item with a barcode must also have a call number.

  8. Barcode: Scan in the barcodes that will be affixed to the items.

  9. The box to Receive the items will be checked by default.

  10. Check the box adjacent to Routing List to print an existing routing list.

  11. Click Save to receive the items. The Status of the items will update to "Received" and a Date Received will be recorded. The barcoded items will now appear in the holdings area of the catalog and the Holdings Summary in the Issues Held tab in the catalog will reflect the newly received issues.

Receive selected is the second option listed in the Actions dropdown menu under the Manage Issues tab.

Receive multiple issues (no barcode)

  1. Within the Manage Issues tab, Select [a] subscription to work on from the drop down menu. The list of predicted issues for the subscription will appear.

  2. Make sure the box next to Barcode on receive is unchecked and check the boxes adjacent to the expected issues you want to receive.

  3. A Receive items dialog box will appear with the message "Will receive # item(s) without barcoding."

  4. Click OK/Continue to receive the issues. The Status of the issue will update to "Received" and a Date Received will be recorded. The Holdings Summary in the Issues Held tab in the catalog will reflect the newly received issues.

1.4. Routing Lists

Routing Lists

Routing lists enable you to designate specific users and/or departments that serial items need to be routed to upon receiving.

Create a Routing List

  1. To create a routing list for a subscription, go to the Manage Subscriptions tab for a serials record, select the subscription from the list and go to Actions→Additional Routing, or right-click and select Additional Routing. A dialog box will appear where you can create the routing list.

    1. Scan or type in the barcode of the user the items should be routed to in the Reader (barcode) field and click Add Route. Continue adding barcodes until the list is complete.

    2. To route items to a location, click the radio button next to Department, type in the routing location, and click Add Route.

    3. A Note may be added along with each addition to the list.

    4. The names and departments on the list will appear at the top of the dialog box and can be reordered by clicking the arrows or removed by clicking the x next to each name or department.

  2. When the list is complete, click Update.

Manage Routing List for Magazines window

Routing lists can be printed as items are received (see the documentation on Receiving for more information). They can also be printed directly from the Manage Issues tab in a subscription by selecting the item(s) and going to Actions→Print routing lists or right-clicking on the item(s) and selecting Print routing lists from the menu.

1.5. Special Issues

Special Issues

Table of Contents
  • Adding Extra Copies
  • Adding Special Issues

Adding Extra Copies

If the library receives an extra copy of an expected issue, the extra copy can be added to the list of predicted issues so it can be received through the serials module.

To add an extra copy of an expected issue:

  1. In the Manage Issues tab, select the issuance that precedes the issuance that you received an extra copy of and go to Actions→Add following issue or right-click on the issuance and select Add following issue from the menu.

  2. A dialog box will appear. Verify that the Publication date, Type, and Chronology labels are correct. The Enumeration labels will be filled in automatically when the issue is created.

  3. Click Save to create the extra copy of the following issue.

  4. The extra copy will appear in the list of issues and can be received using your typical workflow.

Add following issue window

Adding Special Issues

If the library receives an unexpected issue of a subscription, such as Summer Issue or Holiday Issue, it can be added to the list of predicted issues as a Special Issue so it can be received through the serials module.

To add a special issue:

  1. In the Manage Issues tab, click Add Special Issue. A dialog box will appear.

  2. Enter the Publication date of the special issue.

  3. Select the Type (typically Basic).

  4. Add an Issuance Label to identify the special issue, such as "Holiday Issue 2017".

  5. Click Save.

  6. The special issue will appear in the list of issues and can be received using your typical workflow.

Add special issue window
  A special issue may also be added as an ad hoc issue by following the instructions for Adding Extra Copies. Enter the Publication date and Type and check the box adjacent to Ad hoc issue? The form will update to allow you to enter an Issuance Label.
 

1.6. Binding Issues

Binding Issues

Apply a binding template:

To bind issues, first a binding template needs to be applied to the associated Distribution.

  1. Go to the Manage Subscriptions tab and from the grid, select the Distribution(s) with issues you’d like to bind.

  2. Right-click on the Distribution(s) or go to Actions and select Apply Binding Template.

  3. In the dialog box that appears, select the Serial Copy Template you’d like to use from the dropdown and click Update.

To bind received issues together:

  1. Go to the Manage Issues tab and select the issues you want to bind together.

  2. Right-click on the issues or go to Actions and select Bind.

  3. The Bind Items interface will appear and all items will be represented on the screen. The first item’s fields will be editable. Modify the Call Number if needed. Replace the Barcode and click Save.

  The barcode must be replaced with a new barcode. The binding will fail if you attempt to reuse an existing barcode from one of the items being bound. Evergreen views it as a duplicate barcode.
 

1.7. Holdings

System Generated Holdings Statement

As issues are received, Evergreen creates a holding statement in the OPAC based on what is set up in the Caption and Patterns of the subscription. The systems generated holdings can only be edited by changing caption and pattern information and there is no ability to edit the statement as free text.

MARC Format for Holdings Display (MFHD)

MARC Format for Holdings Display (MFHD) records contain location and call number information, and are linked to bibliographic records. They display in the catalog in addition to holding statements generated by Evergreen from subscriptions created in the Serials Module. Evergreen users can create, edit and delete their own MFHD. The MFHDs are editable as MARC but the holdings statements generated from the control view are system generated. Multiple MFHDs can be created and are tied to Organizational Units.

Creating an MFHD Record

Catalogers can create an MFHD Record from the bibliographic record for the serial title by following the steps outlined below.

  1. Navigate to the Bib record of the title you want to create an MFHD for.
  2. Click on the Serials button to the left side of the screen underneath the Record details section. Select Manage MFHDs from the drop-down menu.
    The serials tab is the fourth option. Manage MFHDs is the second of two options in the menu.
  3. You will navigate to a screen with a list of existing MFHDs. To create a new one, click the Create MFHD button at the top of the list.
    The Create MFHD button is just below the row of tabs.
  4. A pop-up box will appear. Choose the system or branch that you will be creating the display for.
  5. A new line item will appear in the list with an ID number and the owning library you selected.
  6. Click on the new line item to highlight it. You can right-click and select Edit MFHD from the line, or select Edit MFHD from the Action menu.
    Edit MFHD is the first option listed in the Actions dropdown menu.
  7. Modify the record as needed and click save.

Editing MFHD Records

Whether you are setting up your MFHD record for the first time or editing it due to a change in holdings, follow the steps outlined below to make the necessary changes.

  1. Navigate to the Bib record of the title you want to create an MFHD for.
  2. Click on the Serials button to the left side of the screen underneath the Record details section. Select Manage MFHDs from the drop-down menu.
  3. Locate the MFHD you want to edit in the list. Click to highlight and select Edit MFHD from the line, or select Edit MFHD from the Action menu.
  4. The record has some fields already filled in. You may also add additional fields such as those listed below.

 

853: the caption and notation for volume and issue numbers.

863: enumeration and chronology information for the publication.

866: A textual statement of your library's holdings.

Activating MFHD Records

You can link your current and new subscriptions to existing MFHDs.

    1. Go to Manage Subscriptions tab and scroll to bottom list of subscriptions.
      The Manage Subscriptions tab is the first tab in the Serials Management screen.
    2. Scroll down to find the list of available subscriptions. Click on each subscription you wish to link. Go to the Actions menu and select Link MFHD.
      Link MFHD is the fifth option in the menu.
    3. Click on the circle by the branch name that you wish to link.
    4. For the Summary Display choose Merge to show issues checked in. Choose MFHD Only to show generic holdings note only (use if you already will have item records to show actual holdings).
 

Deleting MFHD Record

  1. Open a serial record, go to Serials → MFHD Record → Manage MFHDs and select the appropriate MFHD.

  2. Go to Actions or right-click on the MFHD and select Delete Selected MFHDs.

  3. Click OK/Continue to delete the record.

1.8. Group Serials Issues in the Template Toolkit OPAC

Group Serials Issues in the Template Toolkit OPAC

In previous versions of Evergreen, issues of serials displayed in a list ordered by publication date. The list could be lengthy if the library had extensive holdings of a serial. Using the Template Toolkit OPAC that is available in version 2.2, you can group issues of serials in the OPAC by chronology or enumeration. For example, you might group issues by date published or by volume. Users can expand these hyperlinked groups to view holdings of specific issues. The result is a clean, easy-to-navigate interface for viewing holdings of serials with a large quantity of issues.

  This feature is only available in the Template Toolkit OPAC.

Administration

Enable the following organizational unit settings to use this feature:

  1. Click Administration → Local Administration → Library Settings Editor.

  2. Search or scroll to find Serials: Default display grouping for serials distributions presented in the OPAC.

  3. Click Edit.

  4. Enter enum to display issues by enumeration, or enter chron to display issues in chronological order. This value will become your default setting for display issues in the OPAC.

  5. Click Update Setting.

  6. Search or scroll to find OPAC: Use fully compressed serials holdings.

  7. Select the value, True, to view a compressed holdings statement.

  8. Click Update Setting.

Displaying Issues in the OPAC

Your library system has a subscription to the periodical, Bon Appetit. The serials librarian has determined that the issues at the Forest Falls branch should display in the OPAC by month and year. The issues at the McKinley branch should display by volume and number. The serials librarian will create two distributions for the serial that will include these groupings.

  1. Retrieve the bibliographic record for the serial, and click Actions for this Record → Alternate Serial Control.

  2. Create a New Subscription or click on the hyperlinked ID of an existing subscription.

  3. Click New Distribution.

  4. Create a label to identify the distribution.

  5. Select the holding library from the drop down menu that will own physical copies of the issues.

  6. Select a display grouping. Select chronology from the drop down menu.

  7. Select a template from the drop down menu to receive copies.

  8. Click Save.

    New Distribution window under Distributions tab

  9. Click New Distribution and repeat the process to send issues to the McKinley Branch. Choose enumeration in the Display Grouping field to display issues by volume and number.

  10. Complete the creation of your subscription.

  11. Retrieve the record from the catalog.

  12. Scroll down to and click the Issues Held link. The issues label for each branch appears.

  13. Click the hyperlinked issues label.

The issues owned by the Forest Falls branch are grouped by chronology:

OPAC view of Forest Falls branch issues grouped by chronology

The issues owned by the McKinley branch are grouped by enumeration:

OPAC view of McKinely branch issues grouped by enumeration


NC Cardinal is supported by the Institute of Museum and Library Services under the provisions of the federal Library Services and Technology Act (LSTA), as administered by the State Library of North Carolina, a division of the Department of Natural and Cultural Resources.