Aleph Version 18

Overview

Fig. 1 Aleph Version 18SerialsTab in function view

Serials bar: If you enter a search here, the result will display on the Serials Tab. You can search by Title-serials, ISSN, etc. This bar only works with the Serials Tab.

Order bar: If you enter a search here, the result will display on the Order Tab. You can search by Order No., BIB title, ISBN, etc. This bar only works with the Order Tab.

Invoice bar: The Invoice bar allows you to search for an invoice by vendor code and invoice number, or to create a new invoice by entering a vendor code and invoice number information. This bar only works with the Invoice Tab.

Upper Pane: Search options or records in lists, (e.g. Order List, Items List, Check-In List, etc.)

Lower Pane: The Lower Pane displays specific information about whatever is highlighted in the Upper Pane. For example, if an Order List is displaying in the Upper Pane, the Order information about the order highlighted in the Order List will display in the Lower Pane.

Navigation Pane: This pane lists functions available on a particular tab and consists of Root (higher level) and Nodes (lower levels).

Main Tabs

Main Tabs: Tabs that indicate specific functional areas within a module. Click to choose a tab.

In Acquisitions/Serials, there are six tabs:

Order tab: This tab is used for placing orders and recording monograph and standing order arrivals and claims.

Administration Tab: This tab is used to create vendor and budget records.

Invoice Tab: This tab is used to review invoice information.

Order Index Tab: This tab is used for searching for orders using the Order Index.

Serials Tab: This tab is used for processing serials receipts and serials claiming.

Search Tab: This tab is used to find bibliographic records.

Persistence or stickiness

In version 18 Aleph has several elements of persistence or stickiness. One of these is that it will remember the last tab you used in Aleph. For example, if you were in the Serials Tab when you closed the module, the module will open up in the serials tab the next time you use Aleph.

Also it remembers search indexes you use, either in the Search tab or the index chosen in the Serials tab. For example, if the index searched was Title-serials, this will be the index opened the next time you search.

It will also remember sub-libraries chosen in the control screen (see page 7 for more information)

Function keys

The following function keys allow you to navigate the different functions of the module without using the mouse.

F1 Help

F2 Order tab

F7 Order Index tab

F8 Serials tab

F9 Search Tab

Functional and Overview modes.

In the navigation Pane you have the option to look at either the functional mode for a title or the overview. Functional mode is what you need to check –in issues and view your subscription (see figure 1). Overview allows you to move the record between modules and look at holdings details.

Fig 2. Overview mode

Control Screen

When you first log-in to the Serials Tab it will bring up the Control Screen.

This screen allows you to select which sub-libraries you want to see for check-in and subscription information. You can change it at anytime. If used properly it should stop any site copies being marked up by mistake.

Once you have selected the libraries you wish to see, it should remember them the next time you log-in to Aleph.

How to search

Use the Serials Bar

We have several Indexes which we can search using the Serials Bar these are:-

Bib system number

ADM system number

ISSN

Title-serials

Issue barcode

How to search
  • Choose your search index from the drop down box.
  • Enter your search term in the next box along.
  • Either click the blue arrow or hit the Enter key.

Please note that you cannot truncate search terms unless you enter a *. The serials bar search is actually a search it is not just browsing though a list.

Fig. 3 Serials Bar for searching

Once you have entered your term you will get the option of one record result or multiple record result

One record result

If you find one record, the Serials Tab will open and the Check In List will display in the Upper Pane. The highlighted issue on the Check-In List will display in the Lower Pane.

On the Serial Bar , you will see BIB Sys No, ADM Sys No, and title information about the record.

Fig. 4 Serials Bar when one record found

Multiple record result

If you retrieve more than one search result, the system will display a dialog box indicating that multiple entries have been found and asking you if you wish to see the results.

Fig 5. Dialog Box Indicating Multiple Records Found

If you click yes, the system will display the records in the Brief List. The Brief List is in the Upper Pane and the highlighted record in the Brief List displays in the Lower Pane.

Fig 6. Example of Brief List / Show Display

When you have found the title you want, make sure it is highlighted in the upper pane and therefore displaying in the lower Pane. To move the record to the Serials tab click on Serials on the lower pane.

Use the Search tab

When you click on the Search tab it offers three options Find, Browse and Show

Find Search

Fig. 7 Example of a Find Search window

How to Use
Enter text in the search box and click on OK
  • You can change the search index to narrow your search
How to Refine

To refine your results to just journals

  • Select AND
  • Change the second Search Index box to Format
  • Type SE in the second Search box

Hopefully your list of titles should be smaller and the Brief List Window will open.

Moving the record to serials

  • Highliht the title you want in the Upper Pane and it should display in the Lower Pane
  • Click on Show (if not sent there directly) and click on the Serials button
Browse Search

Fig. 8 Example of Browse search window

In this search you can truncate your words without having to use the *

How to Search
  • Choose a heading List to search (usually title-serials).
  • Type in the title in the Enter Starting Text Box.
  • This will bring up a list of titles.
  • Highlight the title you want.
  • Click on Show.
  • The Brief list Window will Open

When you click on the new Include BIB/HOL Data checkbox, the browse list changes and uses instead the following headings:

* The heading

* Title and main entry from the bib record

* Holdings (location) information from the HOL record (only sub-library)

Also an Include Text field has been added in the search tab of the GUI. Allows the user to enter the initial text for the heading and also to add a specific string. This allows the retrieval of the exact heading without having to type all the text.

You can now push one or more records directly into cataloguing without having to click on show

When you have found the title you want, make sure it is highlighted in the upper pane and therefore displaying in the lower Pane. To move the record to the serials tab click on Serial tab on the lower pane.

How to Check-in an Issue

Once you have put the correct record into Serials click on Check-In in the Navigation Pane (this will come up automatically after you do this for the first time)

The Upper Pane display the issues in a list. The Lower Pane displays the details of the highlighted issue.

In the Upper Pane you can display either All the items linked to a subscription or you can just display those which are expected but not arrived by switching between the two tabs.

Fig. 9 Upper Pane of check-in window

In the Upper Pane choose the issue you want to receive and click on Arrive

This will open the Arrival Form in the lower Pane. Also the edit options in the lower pane change from Update etc to Arrive, Print Label, Skip and Cancel.

Fig. 10 Lower Pane of Check-in Window showing Arrival Form

  • Check the description and note the location and click on arrive in the lower Pane.
  • This will bring up a Serial Activity Log to show you thatyour check-in has been successful.
  • Click on Close.
  • The issue will now show up in the Upper Pane with a date in the Arrival Column and a barcode (Pers staff to note down on Journal)

Other buttons on the check–in screen.

Undo arrive – will let you undo arrival

Claim – can see the claims in progress, send a claim and post a vendor reply.

Delete can delete an item

Add – can add items

Duplicate- can duplicate an item

Refresh – can check your data entry

How to check in Merged Issues (not yet working in Version 18)

To check in merged issues you have to use the Group Node. Unfortunately in the Group node the list of items isn’t restricted to your sublibrary but is UCL wide

  • Click on Group in the Navigation Pane.
  • This will bring up a list of issues in the Upper Pane.
  • Highlight the issues that have merged. The merge button will light up.
  • Click on the merge button. This will bring up issue information in the lower Pane.
  • Click on the enumeration and Chronology tab and change the description to reflect the merge.
  • Click on Update. You will get a Success Message which you need to close But YOU HAVE NOT ARRIVED the issue yet and it won’t take you to the right place in the list in the Upper pane
  • Go back to Check-in to arrive

How to check in more than one issue at the same time

In the Check-in screen.

  • In the Upper Pane highlight all the issues you want to check in and click on arrive. Each item will then appear one after the other in the Lower Pane.
  • Click on Arrive in the lower Pane for all those issues you want to receive.
  • If there are some items which you haven’t received you can click on the Skip Button and the arrival form will move onto the next item without checking in that item.
  • When you have arrived or skipped all the issues selected to arrive, the Serial Activity log will display a success.
  • Click on Close

How to add and check-in supplements

  • Click on Group in the Navigation Pane
  • Click on the issue nearest in sequence to the suppl.
  • Click on duplicate
  • In the Lower Pane, Click on enumeration/chronology tab
  • Amend issue number by adding .1 .2 .3 .4 .5 .6 .7 etc

(DO NOT USE LETTERS OR ANY OTHER SEQUENCE)

  • Amend issue description e.g. Vol. 1, no. 2, suppl. 1, 2006-06-21
  • Click on Add
  • Click on Check-in and the item should be waiting for arrival.
  • Click on arrive, the Serial Activity log will display a success.
  • Click on Close

Fig. 11 Group node

How to “Open” Issue not displaying

If the issue you have received is not in the check-in window, you may need to “Open” them BEWARE they may not be there because they have been cancelled, Please check subscriptions to be sure you should be receiving issues

  • Click on Schedule in the Navigation Pane
  • Check the Lower Pane to see if it is the issues you are missing.
  • Click on Open Items in the Lower Pane

How to change the schedule

Only if you are the only subscribing library (check subscriptions). If more than one library subscribes please ask Jenny Gallagher to amend the schedule

  • Click on Schedule in the Navigation Pane,
  • Alter the time intervals or the volumes as appropriate in the Upper Pane.
  • Check the display in the lower Pane to make sure your changes were correct.
  • Click on Open Items in the Lower pane

How to enter a new Schedule

Only if you are the only subscribing library (check subscriptions). If more than one library subscribes please ask Jenny Gallagher to amend the schedule

  • Enter the Year (Chron 1) of the journal and Volume (Enum a) and Issue number (Enum b) and Part (Enum c) as relevant to each journal. E.g. 2001 for year, 14 for volume, 1 for issue.
  • Enter a sensible Issue date relevant to when the 1st issue you expect will come into the library
  • The next four boxes must be filled in even if the journal does not have volumes. If this is the case make sure the two boxes New Volume Every and New Issue Every are the same

For 1 volume a year it is New Volume Every 1 and Y i.e. new volume every 1 year. For 2 volumes a year it is New volume Every 6 and M i.e. New volume every 6 Months (use the arrow to select from choice of time period).

For 4 issues a year it is New Issue every 3 and M i.e. New issues every 3 Months

So in total for a quarterly journal with 1 volume a year you would fill in

New volume every 1 and Y and

New issue every 3 and M

No. issues/cycle allows you to have an ongoing sequence throughout the year even if you have several volumes.

e.g. You have 2 volumes a year of three issues each and the issues are numbered 1-6. (Vol. 40, no. 1,2,3 and Vol. 41, no. 4,5,6)

Enter the Number of issues/vol as 3 and Number of issues/cycle as 6. For journals whose issue number sequence begins at 1 with each vol. (Vol. 40, nos. 1,2,3 and Vol. 41, nos. 1,2,3) Enter Number of issues/vol. as 3 and Number of issues/cycle as 3.

If there are no volumes indicate that Number of issues/vol. is 1 and that Number of issues/cycle is how many issues per year.

The Description box allows you to choose the text to appear in the Publication schedule window. It uses the following codes below to enter the information you have already entered and wording of your choice

Codes

$Y = Year

$V = Volume

$I = Issue

$D = Date (may go wrong esp. leap year and looks very complicated)

$N = Issue text (can only be used for issues with numbers between 1 and 24)

Enter the details Vol. $V, no. $I, $Y and this will enable aleph to give description of all issues expected each year. For example the first issue should come up as Vol. 77, no. 1, 2005

The Issue Text tab allows you to have text for each issue e.g. April. Use this to indicate the month of publication. Don't use unless it adds clarity.

  • Check the display in the Lower Pane
  • Click on Open items

How to view your subscription

Click on Subscription List in the Navigation window. The Upper Pane will display the brief list of all subscriptions for that title.

Fig. 12 View of the Upper Pane in Subscription List window

The Lower Pane will display four tabs

Fig. 13 Info List tab in the Lower Pane of Subscription List Window

Info List is just a brief display of the Subscription Information

Fig. 14Subscription Info 1 tab in the Lower Pane of Subscription List Window

Fig. 15Subscription Info 2 tab in the Lower Pane of Subscription List Window

Subscription Info 1 and 2 resemble the tables found in the subscription Form in 15.2

Fig. 16Hol. Links tab in the Lower Pane of Subscription List Window

Hol Links – this allows you to link and unlink your subscriptions to your holdings WE DO NOT USE

To edit your subscription. Highlight the subscription in the Upper Pane. Click on the appropriate tab in the lower Pane, make your edits and click on Update

For instructions on adding a new subscription please see later notes.

How to add a vendor

We add vendors in the administration tab

  • Click on the Admin tab.
  • Click on Vendors in the Navigation Pane.
  • Click on New in the Upper Pane. The Lower Pane is now highlighted.

In vendor Info 1 tab

  • Enter Vendor Code,
  • Enter Additional code (relevant for the library you are in e.g. it is SXP for SSEES, SERIALS for Pers).
  • Enter Vendor name,
  • Enter Vendor status,
  • Enter Vendor language,
  • Enter Country
  • Enter Material type (Serials)

Fig. 17 Vendor Info 1 tab

In vendor Info 2 tab

  • Add account no. (s) if known
  • Currency
  • Order delivery is LE