Evergreen Workstation Getting Started

• Evergreen Workstation & Getting Started Essentials v. 7-13-2020 (printable)
• Column Configuration Essentials Guide includes recommendations and steps for setting up columns and list displays.

Where to look for help

• Search the WLS IT Wiki
  http://it.westchesterlibraries.org/
• Search Evergreen 3.8 Circulation Documentation
  https://docs.evergreen-ils.org/eg/docs/latest/circulation/circulating_items_web_client.html

Go to –

• Sign In
• Register a Workstation
• Staff Who Work at Multiple Libraries
• Warning Messages and Permission Errors
• Browser Setup
• Evergreen Essential Guides
• Evergreen Keyboard Shortcuts

Evergreen “Getting Started” Checklist

• [  ] Sign in to Evergreen 
• [  ] Register a workstation 
• [  ] Set your library defaults 
• [  ] Import templates; receipts, holdings, spine labels 
• [  ] Customize and save your columns 

Signing In

1. Log into your VDI session with your Active Directory (AD) credentials 
   1. eg. Username: firstname.lastname
      Password:  YourPassword!
   2. Wait for Windows to load.
2. Click the New Evergreen Client icon on the desktop. Microsoft Edge will open. If needed, sync your Edge Settings. If you had Chrome bookmarks and settings, here’s how to Import Your Chrome Bookmarks and Settings into Edge.
3. Sign in to Evergreen with your Active Directory (AD) credentials
   eg. Username: firstname.lastname
   Password:  YourPassword!
   As long as you are logged into Edge, you may save the password
   You will see a “Please register a workstation” screen.

1. In the browser, go to Settings.
2. Search for “cache.”
3. Click Choose what to clear. Deselect Cookies and other site data.
   
4. Click Clear now.
5. Sign in to Evergreen again.

Register a Workstation

1. Use the dropdown menu on the left side of the registration line to choose your 3-letter library code.  (Do NOT select a code that starts with S_.) 
2. In the Workstation Name box, enter
   your 3-letter library code-your last name as follows
   BDH-smith
   **If multiple staff at your library have the same last name,
   add letters from the first names until the workstation name is unique, eg. for Alan Smith and Arlene Smith,
   BDH-smithal; BDH-smithar.
3. Click Register.
4. Click Use Now to continue to the Sign In screen. 
5. Verify that the Workstation name is registered with the browser.
6. Enter your Username and Password and Sign in.

Set Library Defaults

1. Go to the Administration drop-down.
2. Select Workstation
3. On the right-hand side of your screen, Set your defaults.
   • The Default Search library should be set to WEST.  Default search will show all available titles and copies in the system when searching the catalog.
   • The Preferred library should be set your library 3-letter code.  The Preferred library will always display your library at the top of the detailed summary screen if your library owns copies.
   • Advanced Search Default Pane should be set to Advanced
4. You do not need to “Save” these defaults.  These settings will stay when you exit the page.

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Staff Who Work at Multiple Libraries 

Staff will need to set up a workstation for each library at which they work. After they log in and set up a workstation for the first time,

1. At the next library, log in with the first workstation information
2. Go to Administration > Workstation > Registered Workstations
3. Choose the “new” 3-LETTER CODE from the dropdown
4. Enter the “new” workstation name, ABC-lastname
5. Choose it from the Workstations Registered With This Browser dropdown
6. Click Use Now
7. Sign in to the “new” workstation
   Staff must pick the right workstation for their location every time they log in.

After your workstation is registered, follow the rest of the steps on the checklist on page 1.

Re-Register a Workstation

It is not uncommon to have to re-register your workstation from time to time.  After signing in, if Evergreen prompts you to register your workstation,

1. Enter the workstation name you have been using.
   The following alert displays
   “Workstation name already exists. Use it anyway?” 
2. Click OK/Continue.
3. Continue to sign into Evergreen.
   All of your defaults, columns and template will be available in your workstation.

Note: If you do not see the above alert message when re-registering your workstation, this indicates that you entered the workstation name incorrectly.  Try again until you see that message. If the issue persists, contact the helpdesk.

To Log Out

1. In the top-right corner of the window, click the menu button to the right of your user name
2. Select Log Out

Import Templates

Default receipt templates are available in Evergreen. Receipt templates and volume/copy templates that have your library’s customizations are stored in the web browser. Your supervisor or tech staff will create “master copies” and save them to your library share so they can be imported to quickly re-create templates when the library makes changes, acquires new staff computers, or if the web browser history on a staff computer is cleared.

Work with your supervisor to figure out which templates you will need for your workstation.  

1. To import Receipt templates, go to Administration > Workstation > Print Templates. 
   1. Open the Import button in the top right corner of your screen.  Your Library Share drive will open allowing you to access the correct with the saved receipt template file.  Select the file and click Open.
   2. A note will appear in the bottom right corner of your screen stating, “ Imported one or more print template(s).
   3. Select Save Locally.
2. To import Holdings templates, go to Administration > Local Administration > Holdings Template Editor. Repeat steps A – C.
3. To import Spine Label templates, scan an item barcode into Item Status. Select the item and open the Actions drop-down menu.  Repeat steps A – C.

Customize Your Columns

From Patron Search to Item Status, Evergreen will have columns as part of the display.  The default columns often display random and irrelevant information. Because it makes the Evergreen experience easier to use and understand, customizing the columns to display relevant information is an essential part of the “Getting Started” process.

Check out the Column Configuration guide (linked) for easy access on choosing the right columns for each screen.

Click here for a helpful Change Columns in a List video Thanks to Greenburgh’s Genie Contrata!

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Evergreen Essential Guides

Below are the essential guides that will best acquaint you with the most common Evergreen workflows.

Circulation  

• Evergreen Circulation Essentials  (checkout, checkin, renewal, patron search, patron registration, patron updates, lost card, card renewal, patron hold notifications)
• Daily Maintenance Essentials (processing the Holds Pull List, clearing the holds shelf, accessing lost notices) 

Tech. Services

• Tech Services Essentials (adding, editing, and deleting items, printing labels, using items/holdings templates)
• Catalog Search Essentials (basic search, advanced search, keyword search tips, display and filtering options)

Reference

• Catalog Search Essentials (basic and advanced search, keyword search tips, display and filtering options, placing holds)
• Evergreen Circulation Essentials  (checkout, checkin, renewal, patron search, patron registration, patron updates, lost card, card renewal, patron hold notifications)

Department supervisors should be familiar with the corresponding essential guides listed above, as well as

•  Local Administration Essentials (holdings templates, cash reports, closed dates editor, transit lists)
• Daily Maintenance Essentials (processing the Holds Pull List, clearing the holds shelf, accessing lost notices) 

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Common Evergreen Terms

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Evergreen Hotkeys (Keyboard Shortcuts)

Many of Evergreen’s features can be activated by a keyboard shortcut (also called a “hotkey” in some documentation.)  The following is a list of keyboard shortcuts currently supported in Evergreen.

Common Internet Browser shortcuts

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Warning Messages and Permission Errors

In Evergreen, each user belongs to a group that gives them permission – or allows them – to complete tasks. Each library, through its director and/or TechXpert, lets WLS know to which group a user belongs. There are over 500 permissions used to allow work to be completed.

• A permission error occurs when the group to which a user belongs does not have the permission needed to complete a task.

• A warning message occurs when Evergreen sees that a questionable action is about to be taken so that staff confirms the action.

For a warning message, change the column display to help clarify why the action is questionable.
For example, when deleting an item, you see the popup Permission denied: COPY_DELETE_WARNING.override.
Add Copy Status to the columns display so that you can determine if the copy is

• available and allowed to be deleted or
• lost or checked out and not be eligible to be removed from the system.

With this added information, you can click OK/Continue to confirm the action or Cancel to not complete it.

For a permission error, you will not be able to complete the task without a supervisor login.
For example, when transferring an item from one title to another, you see the popup Permission denied: UPDATE_VOLUME.  If a supervisor also cannot complete the task, they should contact the helpdesk so that the permission can be added. Please include

• the text of the error and a description of what you were trying to do when you got it
• a screenshot of the error message you received, preferably by using the Snipping tool

Browser Setup

• WLS has setup the Chrome browser
  • Evergreen is the Home Page
  • Pop-ups are allowed
  • Cookies will not be cleared so that staff doesn’t lose login information, receipt and volume/copy templates

• DO NOT use incognito mode for Evergreen
• DO NOT clear cookies or browser data

To search or work outside Evergreen so that data can be deleted,

• use another browser (firefox is recommended) or
• go to Customize Google> New incognito window

Reporting Web Client Bugs

Bugs can be reported to your supervisor who will pass them on to WLS. If you report a bug, remember to redact or obscure any information that might personally identify a patron whose record might otherwise be referenced in the attached bug report or screenshots.

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