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Administration Manual for Libraries

Instructions for utilizing the administrative functions in Evergreen for NC Cardinal library admin staff.

1. Managing login access accounts for staff use

1.1. Purpose of Login Access Accounts

Each staff member at an NC Cardinal library must be issued a login access account (either a generic circulation account or an individually assigned cataloging or administrative account) for authentication to access the Evergreen ILS staff client based on the Staff Login Account and Permissions Policy. Staff using these login access accounts are assigned special privileges and access to workstation locations in the Evergreen staff client. Library staff may have a separate, additional patron account (with standard barcode) as their personal library account to place holds and checkout materials for personal interest, as would any library patron. These two accounts should be maintained separately, not used interchangeably, and never merged together, as they have completely different purposes. Login access accounts are intended to serve library patrons and conduct library business only and should never be used to check out or place holds (even for work purposes) or as personal library accounts. The login access account is the one staff enter on the main login screen for the Evergreen staff client and should only be used for that single purpose. 


Circulation staff (Circulator and Circulation Supervisor) are not required (by the Governance Committee) to have individually assigned login access accounts. It is fine to use generic login access accounts for Circulator, Circulation Supervisor, and Reports, which accounts may have been created by NC Cardinal State Library staff and provided at migration. The Cataloger, Cataloging Supervisor, Acquisitions Staff, Acquisitions Supervisor, Local System Administrator, System Administrator permission groups require an individual login access account with the staff user's name listed as delineated in Creating a New Login Access Account. As part of the staff permission group restructure, Circulator II will no longer exist after January 2019 and should not be assigned. Individual staff members are responsible to safeguard the username and password of their login access accounts and ensure that the accounts are used appropriately and only by authorized personnel at all times. Login access accounts should not be used as internal activity accounts, such as to check out materials for programming. 

If a library uses the Volunteer permission group, it should be assigned ONLY to volunteers who must log into the staff client to perform their designated tasks (not to indicate that a patron is also a volunteer who helps out in the library but doesn’t access the staff client). Because it grants authentication access to the staff client, the Volunteer permission group is a login access account and should never be assigned to a patron’s barcoded personal account, only to a library controlled account that is used strictly for library business. Either a generic or individual Volunteer account can be set up by the System Login Manager, based on the preference of the library director.

Patron privacy and database protection is a high priority for NC Cardinal. It is the responsibility of the System Login Access Manager (selected by the library director) at each library system to issue login access accounts to staff, to ensure that they are up to date, and securely maintained. If a staff member should leave the employ of the library, the Staff Login Access Manager should promptly change the password on that staff member's login access account and mark inactive or delete the account (please contact NC Cardinal State Library staff for assistance with deleting). An individual login access account should never be converted to a standard patron account or issued to another staff member. New staff members should always receive newly created login access accounts to maintain data integrity. 

1.2. Creating a New Login Access Account

In order to create a login access account, a System Login Access Manager will need to have a System Administrator account. No one else in the library system (other than a director or designated assistant director) should be assigned to the System Administrator permission group.

Create a new individual login access account for staff in patron registration, as usual, except that the Barcode and OPAC/Staff Client User Name (both matching) should be the first initial and last name of the staff member (using middle initial or numbers, if necessary to avoid conflict with an existing staff login account).

A strong, non-obvious password should be created and recorded to give to the staff member and maintained in a secure location by the System Login Manager for reference and to make future changes as needed.

The first and last name of the staff member should be listed in the appropriate fields. The middle name field should list your library system name and "Staff Login" to indicate a login access account.

The staff member's actual birth date and identification should not be listed. You can list a DOB of 01/01/1900 to indicate this is not a personal user account. Use Other for the Identification field.

Please list the staff member's work email address.

Daytime phone should be the staff member's work number.

For Home Library, select the branch where the staff member most often works.

Main (Profile) Permission Group indicates the level of access the staff member is trained and/or approved for by the library director. If a staff member needs more than one type of access, assign the highest level permission group as the main permission group and the other permission group as secondary (i.e. Local Admin as primary, Cataloger as secondary). [See: Adding Secondary Permission Group]

The Privilege Expiration Date should not be extended beyond 3-5 years.

Mailing address can be the library branch address where the staff member most often works.

Save the new account.


Assign Working Locations

After creating the new login access account, the System Login Access Manager will need to assign working locations, so that staff can perform functions such as checking in and out, sending and receiving in transit, etc. to other branches in the library system. Open the newly created login access account by typing the username into the F1 checkout field or the patron search screen, then go to Other at the far right of the account tabs and select User Permission Editor from the dropdown menu. (If you do not see Working Locations listed, make sure you are currently logged into Evergreen with a System Admin login.)



Every branch within your library system should be selected for each login access account you create by checking the WorkOU box next to each of your system's branches. This allows staff to perform functions that may affect branches within your system, even if they do not work at those branches. Do not select branches from other systems in the consortium. Be sure to save working locations selected by clicking on the long Save button at the bottom. You will see a JavaScript Application pop-up message noting that workstations were updated.



Please only edit the working locations in this screen. Do NOT attempt to edit any of the permissions further down, which are assigned to the permission group selected and should not be altered individually. Please contact NC Cardinal State Library staff if you have questions or need further assistance.

1.3. Adding Secondary Permission Group

Staff may perform several different types of functions as part of their daily work and adding a secondary permission group allows them to do so using the same login access account. This option is only intended for staff login access accounts. Do not add secondary permission groups to staff library accounts for personal use or to any other type of patron account.

In order to add a secondary permission group, you must first create the login access account. Then, open the new account (or an existing login access account) and click on the Edit tab.


Scroll down to see a button called Secondary Groups next to the Main (Profile) Permission Group. Choose the lower level permission group (i.e. System Administrator is a higher permission group, so it should be the main permission group and Cataloging Supervisor would be the lower/secondary permission group). Click the Add button and then the Save button in the box. You will also need to click the Save button on the right of the Edit screen to save the change.



1.4. Transferring Report Templates

Report templates used in old login accounts can be cloned for use in the new login accounts by first logging into the old accounts and sharing the template folders to the system level. To share a report folder, just go into that report folder, select Manage Folder, select Share this folder from the dropdown menu, and select your system.


Then, the folder is shared with anyone logging in from any workstation in your system (rather than with any particular login account). Log into the new login access account, find the old account name under Shared Folders, and open. Check the box beside the report you want and choose Clone selected template from the dropdown menu. Then, select the new folder to clone the template into (note you have to create folders in your new login account first).

One of the things that does not share well are Output folders. Instead, save any relevant Excel spreadsheets from the old login access account directly onto your hard drive. 

 


1.5. Transferring Item Templates

Cataloging staff who use them will need to export item/copy templates from their old login access account and import them on their new login access account. To do so, log into Evergreen on the old login account, choose Export on the Copy Editor screen, and save the file on the workstation. Then, log out of Evergreen and log back in with the new account, choose Import from the same Copy Editor screen and choose the file they just saved on (the same) workstation. Then, the item templates will be available with that login (on any workstation).

  



2. Client & Workstation Setup and Administration

2.1. Evergreen 3.1 Staff Client for NC Cardinal

NC Cardinal has a specifically configured version of Evergreen 3.1, so any software from the Evergreen community download page will not work.


Download the NC Cardinal version here:

https://nccardinal.org/updates/manualupdate.html


No software is needed to access the web browser staff client.

2.2. Network Requirements

Network Requirements for Using Evergreen 3.1

All of these open ports are necessary for proper operation:

80 (normal un-encrypted internet traffic)

443 (encrypted SSL connections)

210 (for Z39.50)

6001 (for SIP)

7680 (Web Based Staff Client Non-SSL)

7682 (Web Based Staff Client SSL)



2.3. Should You Use Hatch with the Web Client?

One of the options to consider when using the Evergreen web client in 3.1 is whether to use a Chrome browser extension called Hatch. After consulting with other library consortia and reviewing the documentations, we're not recommending Hatch as a default. We've learned that it can have benefits, but it can also introduce complications into your experience. 


Do You Need Hatch?

Do I Need To Install Hatch

This document from CW Mars walks you through the decision making process on whether you need to install Hatch on your machine.


If You Do Not Use Hatch

Auto Print Options



If You Decide To Use Hatch

How To Install Hatch


Fixing Stuck Preferences


More documentation about Hatch: http://nccardinalsupport.org/index.php?pg=kb.page&id=338


Optional Set Up and Configuration for Chrome

Chrome Home Page and Other Settings


Chrome Bookmarks


Chrome Profiles




2.4. If You Use Hatch

Why Hatch?

As it is now, the Evergreen web client for 3.1 stores some of your settings and customizations temporarily in the web browser’s “cache.” This is sort of like the short term memory of your web browser. Occasionally, you may need to clear the cache (like when you clear your cookies or browsing history), which results in your customizations for the Evergreen web client disappearing. When you clear the cache, you’ll need to re-register your workstation, your receipt printer customizations will revert to stock and any column configurations you’ve changed (order, sorting, size, etc.) will go back to their default settings.

Hatch To The Rescue

Hatch is a browser plug in that is designed to allow you to save your settings for things like workstation setting, receipt templates and column configurations on your local machine and restore them if needed.

How to Install, Activate and Enable Hatch

Ensure that you have the up to date Java Runtime Environment. Hatch requires the Java Runtime Environment (JRE) version 1.8 or higher. If you are unsure which version you have, view your computer's list of programs. You can download the latest version at: https://www.java.com/en/download/help/windows_manual_download.xml


Download and Install the Hatch browser plug in. https://evergreen-ils.org/egdownloads/ Look for: Web Staff Client Extension (“Hatch”) 


When you open Chrome, it should recognize that you have the new Hatch Extension installed and prompt you to enable it, but if it does not, you may need to manually enable it:

  1. Go to: the Menu > More Tools > Extensions
  2. Click on the checkbox next to Hatch Native Messenger to enable it.

When the Hatch extension is enabled for your browser, you will see a small yellow icon in the top-right corner of the browser.



Enable Hatch in Evergreen: Administration > Work Station > Print / Storage Service ("Hatch")

Use Hatch For Printing

When you use Hatch for printing, it allows you to save your configurations for how you want receipt printing handled. 


Store Local Settings in Hatch


Copy Local Storage Settings to Hatch: 

Copy Hatch Settings to Local Storage: Once you have your receipt printers configured and columns adjusted, you can click this button to save these settings to your local machine. 


Store Offline Transaction Data in Hatch


Setting Up Your Printers After Installing Hatch

(For more details on setting up your receipt printers, see: http://nccardinalsupport.org/index.php?pg=kb.page&id=329 )

Go to Administration > Workstation > Printer Settings…

Default Tab

  1. Set Printer to go to your laser printer.
  2. Ensure that Paper Type is set correctly.
  3. Adjust any other settings as you wish.
  4. Click Apply Changes.

Receipt Tab

  1. Set Printer to go to your receipt printer.
  2. Ensure that your Paper Type is set to Roll Paper 80 x 297 mm (or whichever roll size your receipt printer uses).
  3. Set Automatic Margins to HARDWARE_MINIMUM.
  4. Click Apply Changes.

Label Tab 
(Most staff will not have a label printer, so this step can be skipped.)

  1. Set Printer to go to your label printer.
  2. Ensure that your Paper Type is set to the appropriate type.
  3. Set Automatic Margins to HARDWARE MINIMUM.
  4. Click Apply Changes.

Mail Tab

  1. Set Printer to go to whichever printer you wish to print mailing addresses to (this may be a laser printer, label printer, or receipt printer, depending on your local configuration).
  2. Set Paper Source appropriately (ie, if using envelopes in a laser printer, choose Manual).
  3. Set the Paper Type appropriately.
  4. Set the Page Orientation appropriately (relevant if printing to something such as an envelope.
  5. Click Apply Changes.

Offline Tab

  1. Set Printer to go to your receipt printer.
  2. Ensure that your Paper Type is set to Roll Paper 80 x 297 mm (or whichever roll size your receipt printer uses).
  3. Set Automatic Margins to HARDWARE_MINIMUM.
  4. Click Apply Changes.

 Force Printer Context

If your receipts appear to be printing to the default printer even though you have the receipt printer configured, you may need to do this step as well.

  1. Go to Administration > Workstation > Print Templates.
  2. Select the first template type.
  3. Choose the desired printer from the Force Printer Context (ie, Default or Receipt) dropdown.
  4. Click Save Locally.
  5. Repeat for each of the other templates.

If you export your print templates, the export will contain these printer context settings as well.


How to Reconnect Hatch if You Clear Your Cookies

If you clear your browser cookies without having Hatch installed, any local settings you have stored will be lost. However, if you have Hatch installed, you should be able to reconnect to Hatch using these steps and retrieve your settings.

  1. Log in with a LibraryManager or LocalAdmin account.
  2. Create a workstation and click Use Now to log in again.
  3. Navigate to Administration > Workstation > Print/Storage Service (“Hatch”).
  4. Check all three boxes.
  5. Click on the Home icon.
  6. You will be returned to the workstation registration screen again - click Use Now to log in again.
  7. Your local settings should now be restored.


This Too Shall Pass

Hatch isn’t expected to be necessary when we upgrade to Evergreen 3.2. Rather than these sorts of settings being stored in the local cache, they’ll be stored on the server and available to you when you login.


Presentations from the 2018 Evergreen Conference

Print Templates in the Web Client by Terran McCanna

What’s HATCH-ing? by Bill Erickson, Jason Boyer, Blake Graham-Henderson, and Chris Sharp



This document incorporates elements of documentation from Georgia Pines: https://pines.georgialibraries.org/dokuwiki/doku.php?id=circ:workstations:hatch shared 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. 


2.5. Setting Up Your Receipt Printers

Configure Printers

in the XUL client, printers can still be configured. In the Web client, Hatch would need to be installed for any printer configurations.

XUL Client version :

Use the Printer Settings Editor to configure printer output for each workstation. If left unconfigured Evergreen will use the default printer set in the workstation’s operating system (Windows, OSX, Ubuntu, etc).

Evergreen printing works best if you are using recent, hardware-specific printer drivers.

  1. Select Administration → Workstation Administration → Printer Settings Editor.

     2. Select the Printer Context. At a minimum set the Default context on each Evergreen workstation. Repeat the procedure for other contexts if they differ from the default (e.g. if spine labels should output to a different printer.).



• Default: Default settings for staff client print functions (set for each workstation).

• Receipt: Settings for printing receipts. • Label: Printer settings for spine and pocket labels.

• Mail: Settings for printing mailed notices (not yet active).

• Offline: Applies to all printing from the Offline Interface.


3. After choosing Printer Context click Set Default Printer and Print Test Page and follow the prompts. If successful, test output will print to your chosen printer.

4. (optional) To further format or customize printed output click Page Settings and adjust settings. When finished click OK and print another test page to view changes.



Advanced Settings

If you followed the steps above and still cannot print there are two alternate print strategies:

• DOS LPTI Print (sends unformatted text directly to the parallel port)

• Custom/External Print (configuration required)


_____________________________________________________________________________________________________

Web Client version using Hatch :

(Based off Georgia PINES printer documentation )

See also section 1.9  If You Use Hatch

Hatch

Hatch is an optional installable program that works with your browser to manage complex printing needs (such as printing to different printers under different circumstances) and store local settings (such as column configurations and custom print templates).

At this time, Hatch will only work with the Chrome browser. The instructions here are specifically for Windows machines, but it is also available for Linux machines.

1. Update Java

Hatch requires the Java Runtime Environment (JRE) version 1.8 or higher. If you are unsure which version you have, view your computer's list of programs. You can download the latest version at:

https://www.java.com/en/download/help/windows_manual_download.xml

2. Download and Install Hatch

If you had an earlier version of Hatch installed, you may want to uninstall it first. If so, look for the program called “Evergreen ILS - Hatch - Java based Print Service and Local Storage System.”

Hatch Native Messaging Application Installer Version 0.1.5

When you open Chrome, it should recognize that you have the new Hatch Extension installed and prompt you to enable it, but if it does not, you may need to manually enable it:

  1. Go to: the Menu > More Tools > Extensions
  2. Click on the checkbox next to Hatch Native Messenger to enable it.

When Hatch is enabled, you will see a small yellow icon in the top-right corner of the browser.

3. Configure Hatch

  1. Navigate to the web client site.
  2. Log in with your staff account.
  3. Click on Administration > Workstation > Print/Storage Service (“Hatch”).
  4. Check the “Use Hatch for Printing” box. (At this time, we do not recommend storing local settings in Hatch.)
  5. Return to the Home Page (you may need to re-set up your workstation and log in again).

hatch-settings.jpg

4. Configure Printers

Go to Administration > Workstation > Printer Settings…

Default Tab

  1. Set Printer to go to your laser printer.
  2. Ensure that Paper Type is set correctly.
  3. Adjust any other settings as you wish.
  4. Click Apply Changes.

Receipt Tab

  1. Set Printer to go to your receipt printer.
  2. Ensure that your Paper Type is set to Roll Paper 80 x 297 mm (or whichever roll size your receipt printer uses).
  3. Set Automatic Margins to HARDWARE_MINIMUM.
  4. Click Apply Changes.

Label Tab 
(Most staff will not have a label printer, so this step can be skipped.)

  1. Set Printer to go to your label printer.
  2. Ensure that your Paper Type is set to the appropriate type.
  3. Set Automatic Margins to HARDWARE MINIMUM.
  4. Click Apply Changes.

Mail Tab

  1. Set Printer to go to whichever printer you wish to print mailing addresses to (this may be a laser printer, label printer, or receipt printer, depending on your local configuration).
  2. Set Paper Source appropriately (ie, if using envelopes in a laser printer, choose Manual).
  3. Set the Paper Type appropriately.
  4. Set the Page Orientation appropriately (relevant if printing to something such as an envelope.
  5. Click Apply Changes.

Offline Tab

  1. Set Printer to go to your receipt printer.
  2. Ensure that your Paper Type is set to Roll Paper 80 x 297 mm (or whichever roll size your receipt printer uses).
  3. Set Automatic Margins to HARDWARE_MINIMUM.
  4. Click Apply Changes.

5. Force Printer Context

If your receipts appear to be printing to the default printer even though you have the receipt printer configured, you may need to do this step as well.

  1. Go to Administration > Workstation > Print Templates.
  2. Select the first template type.
  3. Choose the desired printer from the Force Printer Context (ie, Default or Receipt) dropdown.
  4. Click Save Locally.
  5. Repeat for each of the other templates.

If you export your print templates, the export will contain these printer context settings as well.

How to Reconnect Hatch if You Clear Your Cookies

If you clear your browser cookies without having Hatch installed, any local settings you have stored will be lost. However, if you have Hatch installed, you should be able to reconnect to Hatch using these steps and retrieve your settings.

  1. Log in with a LibraryManager or LocalAdmin account.
  2. Create a workstation and click Use Now to log in again.
  3. Navigate to Administration > Workstation > Print/Storage Service (“Hatch”).
  4. Check all three boxes.
  5. Click on the Home icon.
  6. You will be returned to the workstation registration screen again - click Use Now to log in again.
  7. Your local settings should now be restored.

____________________________________________________________________________________

Receipt Template Editor

The print templates follow W3C HTML standards (see http://w3schools.com/html/default.asp) and can make use of CSS and Angular JS to a certain extent.

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

The Editor can also be found on the default home page of the staff client.

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


Receipt Templates

This is a complete list of the receipts currently in use in Evergreen.


Bills, Current              Listing of current bills on an account.

Bills, Historic              Listing of bills that have had payments made on them. This used on the Bill History Transaction screen.

Bills, Payment            Patron payment receipt

Checkin                      List of items that have been entered in to the check-in screen.

Checkout                    List of items currently checked out by a patron during the transaction.

Hold Transit Slip        This is printed when a hold goes in-transit to another library.

Hold Shelf Slip           This prints when a hold is fulfilled.

Holds for Bib Record  Prints a list of holds on a Title record.

Holds for Patron         Prints a list of holds on a patron record.

Hold Pull List             Prints the Holds Pull List.

Hold Shelf List           Prints a list of hold that are waiting to be picked up.

In-House Use List      Prints a list of items imputed into In-house use.

Item Status               Prints a list of items imputed into Item Status.

Items Out                  Prints the list of items a patron has checked out.

Patron Address          Prints the current patrons address.

Patron Note               Prints a note on a patron’s record.

Renew                       List of items that have been renewed using the Renew Item Screen.

Transit List                Prints the list of items in-transit from the Transit List.

Transit Slip               This is printed when an items goes in-transit to another location.

______________________________________________________________________________

Editing Receipts 


To edit a Receipt:

1. Select Administration → Workstation → Print Templates.

2. Choose the Receipt in the drop down list.

3. If you are using Hatch, you can choose different printers for different types of receipts with the Force Content field. If not, leave that field blank. Printer Settings can be set at Administration → Workstation → Printer Settings.


4. Make edits to the Receipt on the right hand side.




5. Click out of the section you are editing to see what your changes will look right on the Left hand side.

6. Click Save Locally in the Upper right hand corner.

____________________________________________________________________________

Formatting Receipts

For a great cheat sheet of the variables available to you when customizing your receipts, please see Georgia Pine's Documentation: https://pines.georgialibraries.org/dokuwiki/doku.php?id=circ:workstations:receipt-content

and Sitka has some great examples of variables available as well : http://docs.libraries.coop/sitka/_print_templates.html


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

Example: {{checkout.title}}

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


<ol>
<li ng-repeat="checkout in circulations">

<b>{{checkout.title}}</b><br/>

Barcode: {{checkout.copy.barcode}}<br/>
Due: {{checkout.circ.due_date | date:"short"}}<br/>
</li>
</ol>


Text Formatting

General text formatting



Date Formatting

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


Currency Formatting

Add " | currency" after any dollar amount that you wish to display as currency.
Example: {{xact.summary.balance_owed | currency}} prints as $2.50


Conditional Formatting

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

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

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

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

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


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


Substrings

To print just a sub-string of a variable, you can use a limitTo function. {{variable | limitTo:limit:begin}} where limit is the number of characters you are wanting, and begin (optional) is where you want to start printing those characters.

To limit the variable to the first four characters, you can use {{variable | limitTo:4}} to get "vari".

To limit to the last five characters you can use {{variable | limitTo:-5}} to get "iable". And {{variable | limitTo:3:3}} will produce "ria".



Images

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

<img src="https://evergreen-ils.org/wp-content/uploads/2013/09/copyEvergreen_Logo_sm072.jpg"
style="width:150px;padding:5px;">


Sort Order

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

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


Subtotals

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

<div>You checked out the following items:</div>
<br/>
<div ng-init="transactions.subtotal=0">                             <!--1 -->
<ol>
<div ng-repeat="checkout in circulations">
<li ng-init="transactions.subtotal=transactions.subtotal -- checkout.copy.price">                           <!-- 2-->
<b>{{checkout.title}}</b><br/>
Barcode: {{checkout.copy.barcode}}<br/>
Due: {{checkout.circ.due_date | date:"M/d/yyyy"}}
</li>
</div>
</ol>

<div style="font-weight:bold;">Total Amount Owed: {{patron_money.balance_owed | currency}}</div>
<div style="font-weight:bold;border:1px dotted black; padding:5px;text-align:center;">
You Saved<br/>
{{transactions.subtotal | currency}}<br/>                       <!--3 -->
by borrowing from the library!</div>


1. This line sets the variable.
2. This adds the list item’s price to the variable.
3. This prints the total of the variable.

______________________________________________________________________________

Exporting and importing Customized Receipts

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


Exporting templates

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

1. Export.

2. Select the location to save the template to, name the template, and click Save.

3. Click OK.


Importing Templates

1. Click Import.

2. Navigate to and select the template that you want to import. Click Open.

3. Click OK.

4. Click Save Locally.

5. Click OK.





3. Payments Options in Evergreen

3.1. Patron Credit

Patron Credit is a payment type that allows patrons to make payments larger than any amount owed. Evergreen will track the patron's credit balance, which can be applied to bills accrued by the patron in the future. For example, in the screenshot below, the patron owes $ 12.80 in fines. If the patron were to give the desk staff member $15 to apply to the patron account with the checked box Convert Change to Patron Credit, the remaining $2.30 would show as a Credit Available balance that the patron could apply to future bills.

By default, the payment type Patron Credit is enabled in the staff client. Within the Bills interface of a patron’s account, the Patron Credit payment type, the Credit Available, and the option to Convert Change to Patron Credit are exposed by default in the staff client.

Default Patron Billing Screen


If your library system does not wish to allow patrons to accrue a credit balance on their accounts, an administrator can turn off this functionality with the Library Setting, Disable Patron Credit. When the Library Setting, Disable Patron Credit, is set to True, the patron credit payment type will be disabled. Patron Credit will not be an option within the payment type dropdown menu. The Convert Change to Patron Credit and the summary of Credit Available will be hidden from the patron billing interface in the staff client.

Disabled Patron Credit Patron Billing Screen

To set this Library Setting:

  1. Click Admin → Local Administration → Library Settings Editor
  2. Search for Disable Patron Credit
  3. Click Edit
  4. Set the value to True for your library system
  5. Click Update Setting
Disable Patron Credit Library Setting


3.2. Credit Card Payment Options

There are 3 different ways to allow patrons to pay bills with credit cards at the library. Two are external (not tied to Evergreen) and one is internal. The first of the two external options would be to contract with an existing RFID provider (such as Bibliotheca) to provide credit card processing on self-check kiosks. (Neuse is doing this.)

The second external option would be to contract with any credit card vendor who provides the credit card terminals and processes the transactions outside of Evergreen. In order to reconcile between the vendor reports and Evergreen, staff would need to add the amount that patrons are paying at the desk (via the cc terminal) into Evergreen manually at the time of payment. (Davie is doing this.)

The only internal option is to set up credit card processing with a bank or credit card vendor that uses AuthorizeNet, PayPal, PayflowPro, or Stripe. This setup allows patrons to self-serve, making payments via the OPAC from home or in the library, and staff do not need to handle patron credit cards at all. (Appalachian, Cumberland, and Iredell are doing this.) It also may be possible to work with the authorized processors through your local bank.

For instructions to set up credit card processing within Evergreen, please see Evergreen Credit Card Setup.

 


3.3. Evergreen Credit Card Setup

Libraries can choose to set up patron bill payment via credit card within Evergreen. The credit card feature requires the following:

Payment Processing Service

You may choose any bank or credit card service as long as they use AuthorizeNet, PayPal, PayflowPro, or Stripe.

Set up credit card processing

Once a credit card service is selected and active for your library system, please submit a help ticket to let NC Cardinal staff know you are enabling Evergreen credit card processing at your library. Proceed to set up credit card processing within Evergreen.

Open the Library Settings Editor window via the Administration menu within Evergreen: Admin→ Local Admin→ Library Setting

Search for Library Setting “Allow Credit Card Payments”

Select your library SYSTEM from the Context dropdown menu and set the Value to "True".  Different branch accounts are not possible within Evergreen.  


You must provide login information to Evergreen for the selected credit card service.

Please contact the NC Cardinal staff at the State Library if you need any assistance editing Library Settings.

Example Setup for AuthorizeNET as a credit card service

On the Library Settings window, enter:

  • AuthorizeNet Login = Your API Login ID as provided by the bank or credit card service
  • AuthorizeNet password = provided by AuthorizeNet or bank (Usually your Transaction Key)
  • Name of the default credit processor = AuthorizeNet (example)
  • Leave the AuthorizeNet server library setting BLANK (null)


Test Processing Beforehand

Each type of credit card service provides a “test mode” within Evergreen so that you may test your connections before going “live” with credit card payments. Look for the “test mode” library setting for your credit card service. Set the setting = TRUE.  Do some testing with your chosen credit card vendor to ensure that the test transactions are going through. When you are ready to “go live” with credit card processing, reset this setting = FALSE.



4. Library Hours and Closed Dates Editor

4.1. Library Hours

The Hours of Operation tab is where you enter regular, weekly hours. Holiday and other closures are set in the Closed Dates Editor. Hours of operation and closed dates impact due dates and fine accrual.

Organizational Units Editor
Regular library hours of operation are maintained within the Organizational Units window, located under ADMIN -> Server Admin -> Organizational Units
1. Click on your desired library branch.
2. Select the Hours of Operation tab.
3. Change the appropriate open or close time.
4. Click the Save button.


4.2. Closed Dates & Holidays

The Hours of Operation tab is where you enter regular, weekly hours. Holiday and other closures are set in the Closed Dates Editor. Hours of operation and closed dates impact due dates and fine accrual.

Set closed dates using the Closed Dates Editor

These dates are in addition to your regular weekly closed days. Both regular closed days and those entered in the Closed Dates Editor affect due dates and fines:

  • Due dates. Due dates that would fall on closed days are automatically pushed forward to the next open day. Likewise, if an item is checked out at 8pm, for example, and would normally be due on a day when the library closes before 8pm, Evergreen pushes the due date forward to the next open day.
  • Overdue fines. Overdue fines may not be charged on days when the library is closed. This fine behavior depends on how the Charge fines on overdue circulations when closed setting is configured in the Library Settings Editor.

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

Adding a closure

  1. Select Administration > Local Administration.
  2. Select Closed Dates Editor.
  3. Select type of closure: typically Single Day or Multiple Day.
  4. Click the Calendar gadget to select the All Day date or starting and ending dates.
  5. Enter a Reason for closure (optional).
  6. Click Apply to all of my libraries if your organizational unit has children units that will also be closed. This will add closed date entries to all of those child libraries.
  7. Click Save.

Note:  By default, creating a closed date in a parent organizational unit does not also close the child unit. For example, adding a system-level closure will not also close all of that system’s branches, unless you check the Apply to all of my libraries box.

media/closed_dates.png

Now that your organizational structure is established, you can begin configuring permissions for the staff users of your Evergreen system.

Detailed closure

If your closed dates include a portion of a business day, you should create a detailed closing.

  1. Select Administration → Local Administration.
  2. Select Closed Dates Editor.
  3. Select Add Detailed Closing.
  4. Enter applicable dates, times, and a descriptive reason for the closing.
  5. Click Save.
  6. Check the Apply to all of my libraries box if your library is a multi-branch system and the closing applies to all of your branches.


Here is a short video created by Missouri Evergreen on the Closed Dates Editor.

4.3. Fines and Unexpected Closings

In Evergreen, fines are generated for each day in the early morning hours of the day they are owed. This means that fines owed for January 25th are billed the morning of January 25th at 12:30AM by the automated fine generator. If the library is scheduled to be open normally and then closes early for bad weather or other unexpected causes, any fines for that day will already have been billed. This is why backdating checkins to the library’s last regular open day after a weather-related closing is a useful option.

If there is a grace period and the grace day for the patron falls on the 25th, then they won't be fined on that day. There are several library settings that can affect which days are counted as grace days, so please review Fines and Grace Days and let us know if grace days do not seem to be working as expected for your library system.

Another suggestion is to make changes in the Closed Dates Editor under Local Administration the day before an anticipated weather-related closing, based on the forecast. Library admin users can show a future date as a closed date for weather, which means that fines will not be generated for patrons on the indicated future date.

If closed dates are added on or after the actual day, fines will not be removed retroactively, so making the change ahead of time is the only way to use this particular feature. Even if the weather doesn’t live up to predictions and the library is able to open sooner than expected, patrons would be undercharged rather than overcharged, which is often the preference.

If fines are billed that library leadership would like to have removed from patrons’ accounts due to an unexpected closing, staff can void fines for individual dates using the Full Details screen in the bill tab on the patron account.


4.4. Fines and Grace Days

Evergreen counts each billing cycle as the 24-hour period from midnight to 11:59 pm for each calendar day when calculating fines. The fine generator runs early each morning (around 2 am) and bills fines for any items that are overdue within the 24 period that began at midnight (2 hours earlier) and ends at 11:59 for that calendar day. The timestamp of 11:59 may appear strange to see on a bill already generated when viewed at an earlier time on the same date, but is an indication that the fine encompasses that 24-hour billing period.

In Evergreen, the default is that closed dates are counted as grace days, since the patron could theoretically return the item in the bookdrop on the day the library is closed. However, many libraries don't want to count their grace day(s) that way and so there are 2 library settings in Evergreen that allow the grace days to be extended (to differing degrees) to not count closed dates as grace days.

Example: A library permits 1 grace day for the patron to return or renew an item (Evergreen default). A patron's item is due on Friday. The library is open on Saturday, closed on Sunday and Monday, open on Tuesday. The patron returns the item on the following Thursday.

Here is the difference between the two settings using the above example:

1) Auto-Extending Grace Periods Extend For All Closed Dates — Since the library in the example is open on Saturday, that counts as the patron's grace day. If fines are not charged for closed dates and the patron does not return the item on Saturday (or the checkin is not backdated to Saturday), then late fees accrued for Saturday and Tuesday (but not Sunday or Monday) will be billed on Tuesday, then on Wednesday and Thursday mornings respectively (in the early morning hours). If fines are changed for closed dates, then if the patron does not return or renew the item by the time the library closes on Saturday, the patron will be billed for Saturday and Sunday in the early hours of Sunday and for each day thereafter, until returned on Thursday.

2) Auto-Extending Grace Periods Include Trailing Closed Dates — Since the library is open on Saturday, that would count as the patron's grace day, except that the library is closed on Sunday and Monday. So, these trailing closed dates means that Saturday is not counted as a grace day. Tuesday is the patron's grace day and the patron is billed a late fee starting on Wednesday.