[OPEN-ILS-GENERAL] Where, oh where ...

Thu Nov 1 09:47:20 EDT 2012

Hi Don,

I think before you can load items with collection codes in your 949s, you
need to have them set up in Evergreen, or the load will fail due to an
invalid value in that field. I didn't do this part of the work for our
system, my colleagues at Bibliomation did that. But I think at the minimum,
you can add the values in Evergreen by going to Admin/Local
Administration/Copy Locations Editor. 

You don't mention if you have item types in your 949. We used those in our
old system to drive the circ loan periods, hold rules and fines. In
Evergreen, these are governed by circulation modifiers. In order to
circulate these items, you will have more work to do to create circulation
modifiers and circulation rules to associate with the copy locations. Again,
I wasn't directly involved with this aspect, but I'm sure there are others
on this list who can fill in the gaps. 

Once they are established, you can include them in your 949s and have both
copy location and circ modifier filled in as each item loads. 

Mary

Mary Llewellyn

Database Manager

Bibliomation, Inc.

Middlebury, CT

mllewell at biblio.org

From: open-ils-general-bounces at list.georgialibraries.org
[mailto:open-ils-general-bounces at list.georgialibraries.org] On Behalf Of
Donald Butterworth
Sent: Wednesday, October 31, 2012 4:35 PM
To: Evergreen Discussion Group
Subject: Re: [OPEN-ILS-GENERAL] Where, oh where ...

Hi Mary,

Thanks again for helping me with these two critical areas. We now have an
official decision to move migrate to Evergreen over the next two years. Woo
Hoo! We also now have a genuine 2.3 build of Evergreen running on a server
that doesn't crash every time you try to add a value. Based on your
instructions, I think I have everything ready to go. I do wonder about the
specific contents of some of the subfields. For example we have a Spanish
collection in our Florida Branch campus. Our current collection code is
FlaSpa. If I just include that value in the subfield "l" for location in the
949 field, is that all Evergreen is looking for, or, Does it want to have
FlaSpa spelled out somewhere else as a legitimate collection. Does that make
sense? Am I missing something?

Thanks for any more help you can give me!

Don 

On Wed, Oct 3, 2012 at 10:25 AM, Mary Llewellyn <mllewell at biblio.org> wrote:

Hi Don,

I can help with these questions:

What tag is used in a bib record to supply item data so that when a bib
record enters the system it automatically generates an item record? 

You can set up your own item tag and subfields under Cataloging/MARC Batch
Import/Export. Go to Import Item Attributes and click on New Definition.
You'll see a list of item attribute fields. Enter the subfield in your item
tag with data that corresponds to each attribute that applies. The last item
in the list is tag, where you tell the system what tag your item information
is stored in. For instance, we load records with items from Follett. We use
tag 949, and the following subfields: b for barcode, c for call number, z
for Circ modifier, l for Owning Library, p for price, x for Shelving
location. There are a lot of other attributes on the list, but this is all
we need to use. 

And, what tag is used in a bib record to supply order data, so that PO lines
can be populated automatically? Where does one go to define the subfields
for these tags?

This actually comes from the Acquisitions side. Acq has its own load
process, found under Acquisitions/Load MARC order records.

The definition of the tag and subfields is done under Admin/Server
Administration/Acquistions/Providers. Once you have a provider record set up
and saved, you can define the Holdings Tag, then go to a tab within the
provider record labeled "Holding Subfield" and click on New Holding
Subfield. When you click on New Holding Subfield, there is a dropdown box
labeled "Name", listing the available fields you can load to. We defined
subfields for Call number, Circ Modifier, Collection Code, Estimated Price,
Owning Library, and Quantity. 

You then need to set up your vendor's MARC profile, or grid, or whatever
they call it on their site, assigning the same tag and subfields to
correspond with what you defined in Evergreen. 

I hope this helps.

Mary

Mary Llewellyn

Database Manager

Bibliomation, Inc.

Middlebury, CT

mllewell at biblio.org

From: open-ils-general-bounces at list.georgialibraries.org
[mailto:open-ils-general-bounces at list.georgialibraries.org] On Behalf Of
Donald Butterworth
Sent: Tuesday, October 02, 2012 5:46 AM
To: Evergreen Discussion Group
Subject: [OPEN-ILS-GENERAL] Where, oh where ...

Hi everyone,

After years of wanting to experiment with Evergreen our IT dept has loaded
2.3 on a local server. True it's on a 7 year old Omnitech, with almost no
memory, that sits under the desk of our IT director on the other side of
campus. But, hey, it's something; and there is the promise of more to follow
once he's finished with a dSpace upgrade. I have a dream that two years from
now our current system with become a memory. Time will tell. 

So ... now ... where do we start? We've downloaded the manual from the
website, but what I really need is the "Idiot's Guide to Getting Evergreen
Up and Running". The contents would look something like:

Welcome to Evergreen
DO THIS FIRST 
Go here, do this. Then go here, and do that. 
DO THIS SECOND!

You get the idea. Is there a document like this available anywhere? What
would be exceedingly helpful would be a Video Version of the Idiot's Guide.
It would be so much easier for some of us to watch how to get things
started. For example, it would help us greenhorn users avoid staring at the
screen for 30 minutes searching for the admin drop-down menu, which is on
the top right of the screen. Any chance that someone has made a try at this?

Of course, much of Evergreen is quite intuitive for people who are used to
using an ILS. We were able to import a file of bib records without a crash
on our first try. But there are three things that we particularly need help
with at this point. What tag is used in a bib record to supply item data so
that when a bib record enters the system it automatically generates an item
record? And, what tag is used in a bib record to supply order data, so that
PO lines can be populated automatically? Where does one go to define the
subfields for these tags? 

Thanks for your insights. 

Don 

Don Butterworth
Faculty Associate / Librarian III
B.L. Fisher Library
Asbury Theological Seminary
(859) 858-2227 <tel:%28859%29%20858-2227> 
don.butterworth at asburyseminary.edu

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