Local Administration

Evergreen Local Administration Essentials v. 4_8_2020 (printable)

Go to –

• History/Browsing Data
• Workstation Setup
• Re-register a Workstation
• Receipt templates
• Creating, Sharing, and Applying Item Holdings Templates
• Cash Reports
• Transit List
• Closed Dates Editor/Emergency Closed Dates
• Warning Messages and Permission Errors
• Reporting Issues

Where to look for help

• Search the WLS IT Wiki
  http://it.westchesterlibraries.org/
  • Evergreen Q&A
  • Evergreen Issues & Observations Google Form
• Search Evergreen 3.4 Circulation Documentation
  http://docs.evergreen-ils.org/reorg/3.4/circulation/

Check back often for the most recent information!

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 
• Set up Gmail to open a compose window when a mail link is selected

• • At the end of the address bar, click the double diamonds. 
  • Click Allow and Done.

History/Browsing Data

Each workstation once set up will retain its settings until changed or the browser (Chrome) history is cleared. In Chrome, a user should never select clear “Cookies and other site data.” 

Staff can clear the following types of browsing data without affecting workstation settings and offline transactions:

• Browsing history
• Download history
• Cached images and files
• Passwords
• Autofill form data
• Hosted app data
• Media licenses
  

If the browser cookies are cleared, contact the WLS Helpdesk to help you reset the workstation. You can also:

• Import copy (item) and receipts templates using a backup file
• Re-configure column display for commonly used screens such as Check-In and Items Out.

Evergreen Workstation Checklist

• • Make sure staff are informed about browser storage and know that they should not clear cookies
  • Sign in and sync the Google Chrome browser to save settings
  • Register the workstation for the user
  • Set the Workstation Defaults
  • Configure column display for commonly used screens such as Check-In and Check Out
  • Review, customize and export/import receipt templates.
  • Create and export/import a general set of holdings templates for use.
  • Workflow for re-registering workstations

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Workstation Setup

Register a Workstation

Log in to Chrome when setting up the workstation to save your settings, templates, and password.

Each computer browser needs to have an Evergreen workstation registered on it in order to log in. If no workstation is registered at login, you will see this screen. Go to the server URL for your Evergreen system. 

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. Sign in to the “new” workstation
   

Set Library Defaults

1. Go to Administration > Workstation
2. On the right-hand side of your screen, set your defaults.
   • Set the Default Search library to WEST.  Default search will show all available titles and copies in the system when searching the catalog.
   • Set the Preferred library to 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.
   • Set the Advanced Search Default Pane to Advanced
3. You do not need to “Save” these defaults.  These settings will stay when you exit the page.

Column Configuration

From Patron Search to Item Status, Evergreen has columns as part of the display.  The default columns often display random and irrelevant information.

Customizing display columns is an essential part of the “Getting Started” process so that screens display relevant information and Evergreen is easier to use and understand.

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!

Action Menu Configuration

As part of the Evergreen 3.8 upgrade, customization can be made to the Actions menu in the Holdings View tab found in the staff client AND the Pull Holds List.

Similar to customizing columns, this new feature will help minimize the actions for staff who may not need full access to the options that are available.

Staff Who Work at Multiple Libraries

Staff that work at multiple libraries need to set up a workstation for each library. 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
   

Recommended: Log in to Chrome when setting up the workstation. A Save Password pop-up may appear. If so, select Never to prevent the pop-up from reappearing in the future.

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, make sure that you are signed into Chrome so that your profile is synced. If needed, contact the helpdesk.

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Receipt 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. A department supervisor or staff person creates “master copies” and saves them to your library share. Other staff can then import templates 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.

Note: The file that is exported and imported includes all of the templates that were created on the original workstation. The export/import only needs to occur once to include all of the templates. If changes are made to any of the templates, the file should be exported again to back it up and make the updated template file available on the library share for other staff.

Go to Administration > Workstation > Print templates

1.  Customize all the receipts at one workstation.
   • Choose a receipt template from the drop-down menu
   • Edit the html to make changes to the receipt. Preview displays on the left hand side
   • Click Save locally
   • Repeat for other templates in the dropdown
2. Export Customized Templates
   • Click Export Customized Receipts
   • Save to the Evergreen folder on your library share.
3. Import Customized Templates
   • 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.
   • A note will appear in the bottom right corner of your screen stating, “ Imported one or more print template(s).
   • Select Save Locally.

Optional

• To view (and borrow) other library’s receipt codes, visit the Evergreen Receipts and Slips page on the IT wiki. 
• For more information, go to: http://docs.evergreen-ils.org/3.0/_receipt_template_editor.html
• For customization help, including html help, go to: https://pines.georgialibraries.org/dokuwiki/doku.php?id=admin:workstations:receipts

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Evergreen Maintenance Checklist 

• Create item holdings templates
• Export templates
• Closed dates editor
• Cash reports
• Transit lists
• Warnings and permission error

Creating, Sharing, and Applying Item Holdings Templates

Templates are created in the Holdings Template Editor. Local Administration > Local Administration> Holdings Template Editor.

Item templates allow you to easily populate your item records with pre-defined fields.  

• Using item templates helps you to streamline cataloging and item maintenance workflows. 
• Item templates are saved to the browser in which they are created and can be used by anyone who logs in to that browser.  
• They can be exported for backup and imported on other workstations for consistent linking across the library.

Setting Up Item/Holdings Templates

1. If creating a new template, add a template name in the text box.
2. Edit fields as needed for shared properties:
   • Circulation Library
   • Status
   • Shelving Location
   • Reference?
   • Circulation Modifier
   • OPAC Visible?
   • Holdable?
   • Price
3. Statistical Categories
   • Set the Statistical Categories dropdown to WEST so that you have the same choices as all other libraries
   • To match each  kind of item, select
     one statistical category for Monthly Reports
     one statistical category for State Reports
     Central Library Funds (as applicable)
4. Click Save.
5. Repeat Steps 1-7 for each template.
6. Export to the library share Evergreen folder.
   Rename the file to include the date it was exported.

The critical thing for all methods – If a value is not explicitly applied (the field turns green) it will not be saved in the new template. For example, if I start a new template from a similar item that shares the same statistical categories and location, so I do not apply those, but I do change and apply the circulation modifier and Is Holdable fields, then save the template.When I apply the template to a new record, only the circulation modifier and Is Holdable values will be applied, because those were the only values saved to the template.

Share Item Templates

Item templates are saved to the workstation in which they were created. Item templates can be shared by exporting them to the library share folder.  After they are exported, the templates can then be imported on a different workstation.

Note: The file that is exported and imported includes all of the item templates that were created on the original workstation. The export/import only needs to occur once to include all of the templates. If changes are made to any of the templates, the file should be exported again to back it up and make the updated template file available on the library share for other staff.

Export Templates

1. Click Export in the Item Templates interface.  Your computer will prompt you to save the file.  Choose a name for the file and save it to the library share folder.  Note: This action will export all of your item templates.

Import Templates

1. Click Import in the Item Templates interface.  Your Library Share drive will open allowing you to access the saved receipt template file.  Select the file and click Open.
2. The new template names will appear in the Template drop-down menu.  A note will appear in the bottom-right corner stating, “Imported one or more print template(s).
3. Click Save to save the new templates to your browser.

Apply an Item Template

1. The item templates that you create or import in the Admin module will appear in the Item Editor when you add or edit items in your catalog.  To apply an item template to an item, choose a template from the drop-down menu, and click Apply. 
2. The Item (Holdings) Editor screen can be accessed through the following screens:

1. • Check-In→ Actions → Edit Holdings
   • Item Buckets→ Actions→ Edit Selected items
   • Item Status→ Actions → Edit Items or Edit Call Numbers and Items

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Cash Reports

Cash reports are useful for quickly getting information about money that your library has collected from patrons. This can be helpful in a few different scenarios, such as:

• Reconciling a cash drawer at the end of the day.
• Seeing how popular a specific payment type is (perhaps when evaluating a food-for-fines program).

To use the cash reports,

1. Under the Administration menu, choose Local Administration.
2. Click Cash reports.
3. Select the time period and library you are interested in. (This interface defaults to showing payments accepted during the current day.)
4. Click Submit.

Note: If a staff member works at two different locations, the home library on their account seems to display on that library’s cash report even though the staff is at another location.

Transit Lists

The transit list is used to track items that have been in the delivery longer than expected; the process includes canceling transits, marking items missing, and retargeting holds. The best practice is to check the list monthly.

1. Go to Administration → Local Administration → Transit List.  Your library will already be selected. First process the Transits To list, and then process the Transits From list.
   
2. Sort the list by column header
   • Shelving Location to check shelves
   • Send Date/Time column header to sort the list by the oldest transit date to the newest.
   • Barcode column header if you would like to sort your library’s items first.
3. To print the Transit List,  use the drop-down menu to the right of the page sorter and choose Print Full Grid.
4. Check your shelves for any items on the list.

For your items

1. If found, select the items and choose Cancel Transit to change the transit status. This action prevents the patron holds from lingering indefinitely.
   A confirmation pop-up displays that indicates if there are holds associated with the transit and will re-target those holds
   Click Cancel Transit. The transits disappear from the list and the copy status changes to “Canceled Transit”
2. If not found, Cancel the transits as above. Then add the items to a bucket.
   Go to Cataloging > Item Buckets. Choose your bucket and edit the status of the items to Missing (permissions may be needed to change the item status).

For another library’s item

1. 1. If found and meant to fill a hold at your library, go to the patron record to verify the hold.
      Check the item in to change the hold status for Ready For Pickup
   2. If not found and meant to fill a hold at your library, open the title link in a new tab
      On the View Holds tab, select the item and go to Actions>Find a new target. This will prompt the system to look again for another copy.

Closed Dates Editor

To add or edit regularly scheduled library hours or closed days of the week, such as every Sunday, send a help desk request to support@wlsmail.org. We suggest the use of standardized holiday names, as on this WLS 2024 Library Closed Holidays List.

A closed date will not be used by the system as a due date or a hold pickup date. Within the closed dates editor screen, scheduled closed dates are listed. Use the calendar to see prior date closings. 

To add a scheduled closed date, 

1. Go to Administration → Local Administration → Closed Dates Editor
2. Click Add closing.
3. For a single closed date, choose Closing Type Closed One Full Day and select that date from the calendar.
4. For multiple days, choose Closing Type Multiple Days and select a Start and End Date.
5. Enter a reason (optional)
6. Click OK.

To delete a scheduled closed date,

1. Go to Administration → Local Administration → Closed Dates Editor
2. Select the row with the date that you want to remove.
3. Right click, and click Delete closing.

Emergency Closings

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Warning Messages and Permission Errors

In Evergreen, each user belongs to a group that gives them permission to complete tasks. Library directors and/or TechXpert, lets WLS know which group each user belongs to. 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 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.

Reporting Issues

Contact the WLS Help Desk & Support to report any errors or issues.

You can send an email to support@wlsmail.org, or for urgent issues, call (914) 674-3616.

 

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