ALEPH 500, VERSION 16
Introduction to the
Circulation Client
McGill University 2005
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Introduction to the Circulation Client
Version 16
Updated: March 16, 2005
Table of Contents
1 Overview ........................................................................... 2
2 Looking at the Circulation Client .................................... 3
2.1 Toolbars ..................................................................................................... 3
2.1.2 Patron Bar ........................................................................................... 4
2.1.3 Item Bar .............................................................................................. 4
2.1.4 Title Bar .............................................................................................. 5
2.1.5 Operations Bar .................................................................................... 5
2.1.6 Horizontal Split Bar and Vertical Split Bar ........................................ 5
2.2 Panes .......................................................................................................... 6
2.2.1 Upper and Lower Panes...................................................................... 6
2.3 Main Tab ................................................................................................... 7
2.3.1 Navigation Tree: Loan Tab ................................................................ 8
2.3.2 Navigation Tree: Return Tab .............................................................. 8
2.3.3 Navigation Tree: Patron Tab .............................................................. 8
2.3.4 Navigation Tree: Item Tab ................................................................. 8
2.3.5 Navigation Tree: Search Tab .............................................................. 8
2.3 Root ........................................................................................................... 8
2.4 Nodes ......................................................................................................... 9
1 Introduction
This document is intended to familiarize you with the look and feel
of the ALEPH 500 Circulation Client.
The Circulation Client has been designed with an emphasis on
usability and ease of access to circulation functions. Item, patron
and loan information are interlinked and can be accessed with a
minimum of cursor movement.
The ALEPH 500 Circulation module, in addition to loan (charge)
and return (discharge) functions, includes patron record creation
and maintenance, offline circulation, fast cataloging, report
generation, access to recall or hold functions, and payment of fines
and fees.
All changes to the database are made online in real time, and new
data are immediately available to the librarian and to OPAC users.
The ALEPH Circulation module enables you to register and monitor
the various circulation activities of the library (loans, returns, holds),
according to each library's policy.
The system supports different circulation periods, based on the
status of an item, the status of a patron and due dates. These three
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Introduction to the Circulation Client
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elements may be defined by the library to suit its circulation policies
and may be changed as the need arises.
When an item is loaned, the system checks both the item and the
patron. If there are any restrictions on either one, the librarian is
notified. When an item is returned, the system checks whether
there is an outstanding hold and whether the item was returned
late.
The Circulation module and the Web OPAC are interconnected.
Circulation information relevant to each item may be viewed in the
Web OPAC. Each patron can use the Web OPAC to see his/her
library record. Renewals and holds may be placed here, depending
on the patron’s privileges and/or the item status.
2 Looking at the Circulation Client
The various screen elements in the Circulation Client (as shown above)
are explained in the following sections.
2.1 Toolbars
2.1.1 Menu Bar
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The Menu bar is laid out conventionally. Place the cursor over the menu
name (for example, Items) to reveal the related menu commands:
2.1.2 Patron Bar
The Patron bar contains brief information about the selected patron, such
as patron name and patron ID. To display a patron record, enter the patron
ID or scan the bar code in the box, and click go , or
press ENTER.
On the far right of the Patron bar, a New Patron icon is located:
Clicking the New Patron icon invokes the Patron Registration Form
window, enabling you to enter a new patron record.
2.1.3 Item Bar
There are five elements in the Item bar:
1. The Item List by Call Number icon
on the left of the Go button.
2. The Item field where you enter/scan the item’s call number or barcode.
3. The Go button sends the value entered in the Item field to the server.
4. The display area shows the item’s system (BIB) number, ADM number,
title and author.
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5. The Catalog Record and Create Item icon on the far right.
Entering and sending a new item call number or barcode to the server
closes the previous item’s session. F4 closes the current item’s session as
well as prints a receipt.
2.1.4 Title Bar
The Title bar indicates which ALEPH module (Circulation) you are
connected to as well as the version (16.2), library (MGU50) and the server
(newaleph.mcgill.ca:6991).
2.1.5 Operations Bar
The Operations bar contains information about the current server,
connection, other ALEPH module icons as well as Profile, Language,
Library and Printer Configuration. The orange x will allow you to exit all
ALEPH applications.
2.1.6 Horizontal Split Bar and Vertical Split Bar
These bars refer to the horizontal or vertical double line that separates a
window into two panes. In the Circulation Client, the windows are already
split, but you can change the size of the panes.
To resize a pane in the Circulation Client:
1. Place the pointer over a split bar. The pointer will change into a sizing
handle:
2. Drag the sizing handle to increase/decrease the width/length of the upper lower
and navigation panes. Note: The pane changes in size are lost when you exit the
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Client client.
2.2 Panes
You can advance from one pane to another (Upper, Lower and
Navigation) by pressing the SHIFT + TAB keys. Note that a red frame
appears around the active pane (shown below, it is the upper pane).
Advance from one screen element (such as boxes and buttons) to another
by pressing the TAB key.
2.2.1 Upper and Lower Panes
The node selected in the navigation tree governs the display of information
in the panes. The display can consist of a form, a list, or a record. Note
that the upper and lower panes change according to context.
In the example above, the lower pane contains detailed information
relating to the line highlighted in the upper pane (in Loans).
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In this second example, the lower pane contains a dialog box enabling you
to update the information regarding the highlighted line in the upper pane
(Hold Requests).
2.3 Main Tab
The Main tab consists of a row of five icons
that
correspond to the major activities in Circulation. All five tabs are within the
Navigation Tree.
Clicking an icon invokes the interface associated with that icon. For
example, clicking the Loan icon invokes the interface for conducting loanrelated activities.
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2.3.1 Navigation Tree: Loan Tab
When lending an item to a patron, use this option to record the
transaction.
2.3.2 Navigation Tree: Return Tab
Use the Return tab to return items on loan and to view a log of previous
returns. During a return, you can also settle the patron's cash related
matters.
2.3.3 Navigation Tree: Patron Tab
Use the Patron tab to view and update patron registration information and
cash transactions; view loans with the ability to renew or change due
dates; view and delete holds; view a patron's proxies and sponsor.
2.3.4 Navigation Tree: Item Tab
Choosing the Item tab activates the Item field in the Item bar. There are
two parent nodes, Item List and Item. The Item List displays all the title's
items, whereas Item displays circulation information of a specific item.
2.3.5 Navigation Tree: Search Tab
The Search function is used to:
 Locate a group of items sharing common characteristics.
 Locate a specific item.
 Request additional information on the items located.
 Transfer the record to another module for other activities.
Searching the Database
Queries can be performed by full or truncated texts, in upper or lower
case. There are two modes for querying the database -- BROWSE and
FIND. In BROWSE mode, you browse through an alphabetical list
(authors, titles, subjects, etc.) to find what you are looking for.
In FIND mode you use free text search to retrieve what you are looking
for.
2.3 Root
In the example below, the Navigation Tree: Patron Tab has been selected within
the Main Tab. Both Patron Activity and Patron Registration are roots.
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2.4 Nodes
In the example above, all activities related to Patron Activity are nodes.
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