General Systems Information ALEPH v20.01 Library Staff Training © South Dakota Library Network, 2013 ©Ex Libris (USA), 2011 Modified for SDLN Version 20.01

General Systems Information for ALEPH Libraries in ALEPH Libraries needed for specific activities Staff privileges ALEPHADM module – pc files (ini files) ALEPHADM module – tables Services Task Manager 2

Libraries in ALEPH XXX50ADM Library – includes circulation, items, acquisitions/serials XXX40ILL Library XXX30Course Reserves Library SYS01Bibliographic Library SYS10Authorities Library SYS60Holding Library SYS00User/Password Library 3

Circulation users: Course Reserves users: XXX50 XXX30 Cataloging users: Acquisitions/Serials users: XXX50 SYS00 SYS01 SYS01 SYS10 SYS10 SYS60 SYS60 4 Libraries needed for specific activities

ILL users: Supervisors in functional areas: XXX50 XXX40 SYS00 SYS00 SYS01 SYS10 SYS60 XXX40 5 Libraries needed for specific activities

Staff Privileges Interface To access staff privileges: Right click on the key in the lower right corner of the circulation, acquisitions/serials, cataloging, ILL modules NOTE: staff privileges are NOT accessible via the ALEPHADM module 6

Staff Privileges Interface The privileges have been grouped into tabs, with each tab listing actions that are relevant to a single module Another Common tab lists actions that are not module specific Within each tab the actions are arranged in groups so that each group contains actions that make up a specific workflow, such as Ordering or Loan Management The group may be expanded to display all the actions included In addition, each group’s All Unspecified Subfunctions action enables implicitly allowing all of the group’s actions that have not been explicitly denied 7

Staff Privileges Interface 8

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10 Make sure to assign Budgets and Order Units if you use them in Acquisitions

Staff Privileges for Custom Reports 11 The custom reports may be managed under the Common tab

Staff Privileges for Custom Reports 12 Click + to open Private Services There are three options: Circ Custom Services Cat Custom Services Acq/Ser Custom Services

Staff Privileges for Custom Reports 13 Allow or deny privileges according to staff user policies NOTE: Permission to run Cataloging Custom Reports must be added to SYS01 rather than the XXX50 library

ALEPHADM module – pc files 14 The Configuration menu in the ALEPHADM module allows access to several files which control the look and functionality of the ALEPH client NOTE: these files may also be accessed from the hard drive of the individual pc

ALEPHADM module – pc files 15 The Libraries Manager controls which libraries the pc may access At a minimum, here is what should be in the Permitted Libraries file: XXX30 – ADM Course Reserves (if used by ADM) XXX40 – ILL library XXX50 – ADM library SYS01 – SDLN Bibliographic library SYS10 – SDLN Authority records SYS60 – SDLN HOL records PCVER – version check library EXT01 – used for external connections such as LOC and GPO (optional)

ALEPHADM module – pc files 16

ALEPHADM module – pc files 17 If you are missing any of the libraries, you may add them to your list. Go to the Libraries tab, click the add new line icon:

ALEPHADM module – pc files 18 You will get a new line to fill in, fill in the library you need, click Apply

ALEPHADM module – pc files 19 To activate the library, go to the Permitted Libraries tab, double click in the box under the function you need, then click Apply NOTE: you will need to close ALEPH and reopen it to have the changes take effect.

ALEPHADM module – tables 20 The Tables menu in the ALEPHADM module allows access to several tables which control the functionality of the entire ADM library.

ALEPHADM module – tables 21 The Tables Navigator has three sections: Tables Libraries Command Buttons

ALEPHADM module – tables 22 To update a table, follow these steps: Double-click the name of the file containing the table you want to update. You are asked if you want to check out the file in order to be able to edit it. Click Yes to proceed to editing mode. (You may also be asked if you wish to see the latest copy of the table). Edit the table. Save your changes. After you have modified the table, go to the Tables Navigator and click Check In. This sends the table back to the server and overwrites the previous version of the table file.

23 Edit the table

ALEPHADM module – tables 24 You may choose between three different table views: Table view Form view Source view

ALEPHADM module – tables 25 There are three kinds of help available to explain details of an open table: Hint A hint pops up when the cursor rests for several seconds on the column heading in Table view and on the field label in Form view. The hint disappears after a few seconds. Column-specific Help Right-click the column heading in table view and the field label in form view to open the column-specific help. The Escape key closes the column-specific help window. (NOTE: not all tables and/or columns have column specific help) General Help General help for an open table will pop up in a window when pressing F1 or after clicking the icon. The Escape key closes the general help window.

ALEPHADM module – tables 26 Hint Column specific help General help

ALEPHADM module – tables 27 The final option for on-line help is through viewing the table’s source information. When viewing a table in Source mode, the table will open in a separate window using Notepad. Additional explanations will be given for the various fields of the table. This option is usually the most comprehensive source of on-line assistance.

Services 28 Services are processes generated in ALEPH that may: Manipulate the database in a certain way (e.g. build indexes) Produce reports of data (e.g. circulation statistics) Produce correspondence (e.g. overdue notices) To access services, go to the Services option on the menu bar in the Circulation, Cataloging, ILL or Acquisitions client.

Services 29 Once you’ve selected a service, a window will be displayed prompting you for variables that will impact the report. For example, this is the General Circulation Statistics (cir-30) form:

Services 30 To fill out the form, use only lower case letters and no spaces in the output file field, select other options from available fields: When you have filled out the form, click Submit

Task Manager 31 The Task Manager is found in the Admin tab of the module you are working in:

Task Manager 32 The File List displays the finished jobs that have printable results.

Task Manager 33 To print, highlight your report name and click print:

Task Manager 34 If you wish to save your report to your computer, double-click on the report name, click OK.

Task Manager 35 The report name will appear in the upper pane and you can print from there.