Log in to the Cataloging Module of Aleph

Log in to the Cataloging Module of Aleph

Log in to the Cataloging Module of Aleph.

IN ALEPH:

  1. In Find, perform a searchin the Advanced Search tab with these parameters:
  • Base: HOL ALL - UXU60
  • WRL (ARL Statistics): FSU
  • WRL (ARL Statistics): YYYYMM[*] (include the asterisk, but not this part)

  1. With the search results highlighted, click the "Save" button.
  1. In the "Save on Server/Load from Server" window, enter the File Name[†] then click "OK".
  1. In the top main menu, go to *Services--Retrieve Catalog Records--Print Catalog Records - Columnar Format (print-08) and enter these parameters then click Submit:
  • Input file: arlYYMM (where YYMM is as defined in the footnotes)
  • Output file: arlYYMM.rpt
  • Report format: HOL only: HOL # | Sublibrary | Collection | Note| ARL Field (at the very bottom of the dropdown options)
  • Library: UXU60
  • "Add to History": checked; anything else should be unchecked.

A window should now pop up confirming that the job has now been submitted to the queue.Click "OK".

  1. In the left hand pane menu, go to the Task Manager/Administration tab. Choose "File List" then change the Library to UXU60.
  1. Click the Refresh button until the report file displays in Remote Name File List (the bottom part of the screen). This may take up to 30 minutes.
  1. When the file name appears, highlight the file name then click the Print button.

In the Print Preview window, select all (Ctrl-A) then copy (Ctrl-C).

IN EXCEL

  1. Open the most recent ARL Stats Report DATA spreadsheet. For example, ARL Stats Report (2012-10 to 2013-04) DATA.xlsx
  2. Go to the tab corresponding to the month of the report.

Note: The names of the tabs are in date format YYYYMM.

  1. Paste the data from the Print Preview window in the top leftmost cell.

  1. Delete rows 1--6.
  2. Select the Stats column.
  3. Bring up the Data ribbon and click the "Text to Columns" button. It will bring up the "Convert Text to Columns Wizard" window.
  4. In Step 1 of 3, select Delimited then click the Next button.
  1. In Step 2 of 3, uncheck the Tab box and check theSpace box, then click the Next button.

  1. In step 3 of 3, the Column data format for should default to General.
  • Click on the date column in the Data Preview pane.
  • Change the Date format from General to Date: YMD then click the Finish button. This will take you back to the spreadsheet.
  1. Now back in the spreadsheet, rename the header for column E from Stats to Org then columns F, G, H, I, J to Date, Type, Titles, Volumes, Cataloger.
  2. Reformat the spreadsheet:
  • Resize row 1 to height = 45.00 (75 pixels).
  • Select cells H1 and I1 and change their orientation to Rotate Text Up in the Home ribbon.
  • Select the rest of the content.

Hint: To select the non-header data, click cell A2, scroll down to the end of the data, hold the Shift key, then click the last cell with data in column J.

  • For the borders, choose All Borders.
  • Select the headers and change the borders to Top and Double Bottom Borders. Fill with the color for the month.
  • Select all.
  • In the Home ribbon, go to Format then choose AutoFit Row Height.
  • Go again to Format then choose AutoFit Column Width.
  • In the Editing chunk, go to Sort & Filterand choose Custom Sort; add 4 levels to sort ascending in this order:
  • Date
  • Sublibrary
  • Collection
  • Type
  • Cataloger
  1. Save.

May 9, 2013 A. Glerum

Running the ARL Field Report in Aleph (page 1)

[*]The standard format for the file name is arlYYMM where YY is the year's decade and MM is the month. For example, arl1210 is the file name for October, 2012.

[†]The file name should have no spaces, be no more than 10 digits long, and entered in lowercase even though the display is in caps.

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