Using Standalone for Circulation on JWF

There is no separate standalone program; it is just part of the Java Client. If you are running only the C-client and want to run Standalone, you must install the Java Client.

When the Java Client Workflows loses connection, you get the message "connection closed to remote host, you must exit and restart the staff client."

Respond to this by saying YES, then re-launch Workflows and check the standalone check box. Click OK.

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
On the Module Toolbar, click on Offline. Click on the Offline Session wizard to set the properties. The User Access should be set to STANDALONE. The library should be set to your library. Take note of the Log directory where you'll save the offline file on your pc. It defaults to the Workflows directory under Documents and Settings\[Windows user logon name]. Click OK to save the settings. When connectivity has been restored, exit Workflows. When you log into the system, Workflows automatically uploads the offline file.

There are two ways you can process the offline files:

1) Logon all staff workstations that ran Standalone, then on any one pc, go to the Schedule New Reports wizard. Find the Circcustom tab and run the Load Standalone report. Be sure to look at the report to see what problems may occur that need attention, such as patron or item not in catalog.

2) Logon one workstation at a time, run the Load Standalone report, wait for it to finish, logon the next workstation, run the report, wait for it to finish, and so on.

What happens behind the scenes? Each workstation’s offline file is uploaded to a library directory and given a unique name. When the report runs, it appends all the files together. Either option 1 or 2 works for the WYLD Office; it’s your choice how you want to upload the files.

One caution to consider: When Workflows automatically uploads the file, once it’s transferred from the workstation to the server, it removes the file. There is no backup at this point. Other SirsiDynix libraries have complained about this, asking what happens if there is some sort of disruption. WYLD Office staff have not actually heard of any real problems with this, however, so we do not believe this is really an issue. We suspect that Workflows does not remove the file if it doesn't hear back from the server that the transfer was completed. On the server, the file remains until the next run of the report, so there is a backup there should the load report have a problem.

You can practice the whole standalone process anytime, just setup the Standalone properties and actually do some work in the offline wizards. You can be connected or not when you do this. However, you do have to restart Workflows to trigger the file upload. Then just run the report to evaluate the results.

Maintaining Your Library’s Calendar in JWF

In the Circulation toolbar under Common Tasks, click on the Library Calendar wizard to access your library’s calendar. There are two parts to calendar maintenance: Closed days and Closed dates.

If your library is closed on specific days during the week, click on the check box next to that day in the Closed days section. No due date will fall on a day of the week that the library is closed. Materials would be due on the first open day after that closed day. If no other changes are being made, click the Save button to close the Library Calendar wizard.

To select specific closed dates, click on the gadget next to the Closed dates box to get the calendars display as shown above.

If the month displayed is not the correct month in which you wish to select a closed date, use the arrows next to the Month and Year display to browse to another month.

To enter NEW closed dates, on the Closed From calendar on the left, click on the date that will be the beginning closed date. The same month and date will be selected automatically on the Until calendar on the right so if you are not adding a range of dates to that closed date, click the Add button to add this date to your calendar. If you are selecting a range of closed dates, select the correct month in the Until calendar, click on the ending closed date, and then click on the Add button. The dates you’ve selected in the calendars will then display in the listing of closed dates. Notice that if your library is closed for only a single date, that day will display only in the first “Closed from” column.

When you have selected all the closed dates you wish to enter, click the OK button.

Click the Save button to close the Library Calendar wizard.

To make CHANGES TO DATES YOU’VE ALREADY ENTERED into your calendar, select the new dates in both calendars, click the Update button. Click the OK button to acknowledge the change and close the calendar window. Click the Save button to close the Library Calendar wizard.

To REMOVE DATES from your calendar, select the dates you wish to remove and click the Remove button. Click the OK button to close the calendar window. Click the Save button to close the Library Calendar wizard. The calendar holds 64 calendar dates so, as part of your calendar maintenance, it is important to remove older dates that are no longer needed for calculating overdue fines. A range of dates count as a single closed date.

**Make your calendar changes in a timely manner and DO NOT LEAVE YOUR CALENDAR WIZARD OPEN as this prevents any other library from accessing its calendar.**

**ONE CAUTION** It is possible to accidentally remove all your closed dates if you do the following.
If you have the Library Calendar wizard open, have selected the closed dates gadget and have made some date changes; then, if you still have the closed dates gadget open and close your Java Client, Workflows comes back with the usual mesage: "This will halt the workstation. Yes. No.". If you click YES, you will get the message "There are wizards that require attention. Please close the wizards." At this point Workflows has closed your "closed dates" window but has CLEARED all your dates. To prevent losing all your dates, you just need to select "Cancel" instead of “ Save.” If you select “Cancel”, none of your changes will be saved, but you will not lose all your original date entries. Additionally, Workflows will not shut down when you select “Cancel”. This is a bug in the software that has been reported to SirsiDynix with the hopes that it will be corrected in a future software release. This should not prevent you from maintaining your own calendars; just be aware of how you can prevent the calendar from being blanked out.

Collapsed Tree View of Call Number Display in JWF

If you dislike the display of call numbers and barcodes in the wizards of Java Workflows, try collapsing the display so that the default shows only the call numbers. This option is controlled by a property setting in the Defaults tab of the Call Number and Item Maintenance wizard and the Item Search and Display wizard in the group of Common Task wizards. This property setting is also available in the group of Title Maintenance wizards: Modify Title, Duplicate Title, and Delete Title; and in the group of Item Maintenance wizards: Add Item, and Edit Item.

The property setting is shown above on the left and the resulting display of call numbers is shown above on the right. If you choose this display as your default, simply click on the plus sign next to the call number to view the barcode associated with that call number.

Show Serials Control Tab in JWF

It may often seem difficult to determine if there is a serials control record associated with a title without searching with one of the serials wizards. However, there is a property setting in the Item Search and Display wizard of the Java Client that will enable you to display a serials tab on a Detailed Display of any title that is under serials control.  The property setting displayed here is about halfway down in the Defaults tab under the section for Extended Info Display Options. This same property setting is also available in the C-Client.

Setting this option in the properties results in the display shown below.

JWF Editing a Bibliographic Record: Adding a Tag

There are two ways to add a new tag to an existing bibliographic record using the Modify Title wizard. In the examples below, an additional ISBN is being added to the record.

In the first example, the new ISBN is being added below the last 020 tag on the record. A right click on the tag closest to where you want the new tag to be placed results in the drop down menu shown. Highlight the option you want and click on it to add a blank field to the record.

Another option for adding a tag to a record is to use the helpers at the top of the display screen as shown below. In this example the new ISBN is being added below the last 020 tag on the record. Click on the tag closest to where you want the new tag to be placed, then click on the helper you've selected to create a blank field line in the record. **Note that the four helpers shown below are in the same order as the four options displayed in the drop down menu shown in the example above.**

The new, blank field line will appear as displayed above. You will need to add the tag number first and any indicators required for the tag being added. In the case of an 020 tag for the ISBN there are no indicators, but the 020 tag number must be entered before you can tab over to where the ISBN will be entered. The following error message displays if you do not enter the tag number. If you decide not to add the new tag, you must acknowledge this message before you can delete the empty tag line.

Removal of Item Notes in JWF

To remove notes on item records use the Call Number and Item Maintenance wizard in the group of Common Tasks wizards or the Edit Item wizard in the group of Item Maintenance wizards.


If you wish to delete a note from an item record, do not use the keyboard backspace key or delete key. Just as it was in the C-Client, the use of either of these keys removes text from the note but doesn’t clear out all information from that note area. To delete all aspects of a note, highlight the note prompt or note text that you wish to remove, then right click on that note to get the option to Delete Field. Click on the Delete Field button. Click on the Save button to save the change you’ve just made to your item record. Just as in the C-Client, the note prompt you removed will no longer display while you are still within the record. When the record is retrieved again, the note prompt you deleted will be restored.

Display of Item Notes on Call Number Hitlist Screen in JWF

On the call number/ item hitlist it is possible to see which items have item notes attached to them. Those items with a note will have a tiny yellow flag overlaying the machine readable barcode next to the printed item barcode as shown here. It is possible to see one of these little "post-its" on an item barcode in the hitlist but not see any text in any of the item notes when you view the item record for that barcode. This happens when someone removes the item notes incorrectly. If you just highlight the text and use the delete button, or the backspace button to remove the text, the system will leave the little "post-it" on the barcode in the hitlist.  

Linking in JWF

Use the Call Number and Item Maintenance wizard in the group of Common Tasks when linking new items. This wizard allows you to create a new call number and add your item record at the same time using a single wizard. Right click on this wizard to set the wizard's properties. Options for adding the call number and the item are in the Behavior tab.

When all entries are checked as shown above, the resulting linking screen is shown below. With these options a default xx call number and a dummy barcode are both created. Simply edit those defaults and save the changes. Enter the new item ID (barcode) last so all changes to the call number and other item information will be saved after the new barcode has been scanned. The save button will be highlighted when edits are made.

Other options for setting propeties on this wizard and the resulting linking screen for each option can be found in the WYLD Technote "Java Client property settings for Call Number & Item Maintenance wizard" on the technotes webpage under the heading Java Client for Workflows: http://will.state.wy.us/wyld/technotes/#java

No Barcode Prompt when Checking in Periodicals in JWF

No barcode prompt for any titles during check in:
If you link each periodical issue and don't get a prompt for entering your item barcode when checking in issues, the problem is due to a property setting in the Checkin wizard. Right click on the Checkin wizard > Click on Properties > Behavior tab. There should not be a check mark next to the entry that says: "Auto Create Copies for Received Issues." If there is a check mark next to this entry, remove the check mark and click the OK button to save the change.

No barcode prompt for just specific titles during check in:

If you link each periodical issue and don't get a prompt for entering your item barcode when checking in issues on just some titles, the problem is in the Distribution tab of the Serials Control record for each specific periodical title. Search for the periodical using the Modify Control wizard. Unless this periodical is the current title and you can retrieve your serials control record directly, you will need to select your library from the list of serials control records if other libraries also own the title. Click on the Modify Control button. Click on the Distribution tab of your serials control record.

The "Copies to add to catalog" should be at least 1 (one). If the copies to add is zero, there will be no barcode prompt on check in for that title.






Click on the Modify a Distribution sub-helper found directly above the Holding Code and just below the Basic and Patterns tabs. Change the number of Copies to add to catalog. Click the Modify Distribution button. Click the Close button.

SmartPort Searching in JWF

If a hitlist of titles is retrieved in your SmartPort search, use the left and right arrows at the top of the record display window to move from the displayed record to previous records or to those records displaying in the hitlist after the record being viewed. The highlighted arrow is the active arrow indicating in which direction you will be browsing from record to record.

For more tips on searching SmartPort using the Java Client, refer to the WYLD Technote "SmartPort Search Options" found at: http://will.state.wy.us/wyld/technotes/#catalog under the section on Importing/Linking.

Using Up/Down Arrows in Modify Title Wizard of JWF

If you are editing a tag that consists of several lines (520 summary statement, 505 contents note, for instance), it is possible to move from one line of text within the tag to another line using the up/down arrows on your keyboard. Right and left arrows can also be used, of course, to move the cursor within the tag.

Viewing the Number of Holdings on a Bibliographic Record in JWF

When using the Item Search and Display wizard it is possible to view the total number of items linked to the bibliographic record. Retrieve the title and then click on the little red book Helper in the upper left corner of the display screen. In the screen retrieved by clicking on the book, the number of holdings will display after the bibliographic information. If you are viewing a periodical title in ALL LIBRARIES, the total number of holdings display below the bibliographic information and the MARC Holdings statements.

If you wish to view the number of volumes held by just a particular library, you can do so using this helper by setting the helper properties to a single library.

Right click on the wizard. Click on Properties. Click on the Helpers tab. Click on the Configuration button next to the option to Display Bibliographic Description. Set the Library option to a single library. Click OK to close.

With this Helpers properties set to a single library, the display will show you the number of holdings for the selected library only.

This helper also appears in the Transfer Title wizard and in the Serials Maintenance wizards: Checkin, Display Control, Create Control, Modify Control, and Delete Control. **Note that changing the Library option to a single library in the helper of one wizard changes that option in all of these other wizards that feature this Red Book helper.

**It is also possible to determine the number of holdings attached to a record by viewing the Control tab of the bibliographic record in any wizard in which that tab can be viewed. The number of holdings is displayed under Basic Title Information in the prompt labeled: "Number of volumes."**

Recommendation for Spine Label Printer in JWF

Carbon County Library System is using a Dymo LabelWriter 400 Twin Turbo spine label printer which was purchased from BroDart. BroDart no longer features this machine, but does still carry the Dymo LabelWriter 400 Turbo. Gaylord also features both of these 400 series Dymo LabelWriter printers.

These printers, as well as others in the Dymo 400 series shown here, can be found online at both companies.

Carbon County purchases spine labels from Gaylord: 1-1/2" high x 1"wide labels (item WW-CCLA-1) and 1-1/4" diameter CD/DVD Core labels (item WW-30886).

JWF Editing a Bibliographic Record: Space Bar/Shift Key

When editing a bibliographic record using the Java Client be aware that depressing the space bar while holding down the shift key results in the cursor moving to the end of the tag being edited. For example, if you are enhancing a GMD for a sound recording by adding the extension (CD book), if, after you have typed the CD in upper case and still have the shift key depressed when you hit the space bar, instead of allowing you to type the word book where you want it as part of the GMD extension, the cursor will move to the end of that 245 tag. If you do not notice that this has happened and continue typing, the word book will appear at the end of the tag after all the other text and the unfinished GMD will display as [sound recording (CD ].

JWF Menus: Receipt Printers

What if you have a receipt printer but do not always want to print the receipt? Nothing you can do about this in the C-client but in the J-client under the Menu bar selection: Preference > Peripherals > Receipt printer, if you check the “Display receipt printer dialog” box you can set a do not print option.

With this property set, when a receipt is going to print, a windows print dialog box pops up and with one more click you can choose to print or not by clicking “ok” or “cancel”.

Please note however, that if you have the “No builtin raster driver” checked (see first screen above), this dialog box will not present; the receipt just prints.

JWF Menus: Font Settings

A better display of diacritics in bibliographic records can be obtained through font selection. In the Menu bar, click on the word Preference > Click on Desktop > Click on Font Settings. For Window Text select from the drop down menu the customized font: Arial Unicode MS. Font size 12 will give you smaller print; font size 14 can be used if larger print is desired.

The Menu Text font displays in the Menu bar across the top of the Workflows screen and in the Wizard names that display on the left side of the screen. The Window Text font is used for all other text displays.

JWF Modify a Serial Control Record

In most instances if you make a modification to an existing serials control record, it will be necessary to click on the Modify Control button at the bottom of the screen in order for your changes to be saved. This Modify Control button not only initiates the modification process but also acts as the save button to retain those changes. There is an actual save button in the MARC Holdings tab so changes to the MARC Holdings record do not require you to save those changes with the Modify Control button. However, changes in the Extended Information tab do require you to use the Modify Control button to save those changes. If there is no save button and you've made changes to elements within a tab, click on the Modify Control button to save the changes.

Setting Properties for SmartPort in JWF Acquisitions

To set properties for using SmartPort through Acquisitions go to the Behavior Tab of the Add Basic Order wizard. Click on the raised bar that says “SmartPort.” The settings used here are the same ones used in the Cataloging toolbar for using SmartPort there. Those settings are described in the Cataloging group of technotes under the section called Importing/Linking which are found at: (http://will.state.wy.us/wyld/technotes/#catalog)
Select the WYLD Technote for "SmartPort Settings."

The SmartPort setting in the Cataloging Search Source Wizard do not carry over to this Acquisitions wizard. The information from the SmartPORT Settings Technote has to be re-entered in the property settings of the Acquisitions wizard.

Add Basic Order Wizard & Add Brief Title Helper in JWF

The Add Brief Title Helper is affected by the property settings of the Add Basic Order wizard. To set properties for using the Add Brief Title Helper click on the raised bar that says “Add Temporary Title.” Under the Behavior tab one of the options you might want to select is the option to add an xx call number to your brief title record. To select this option there should be a check mark next to the entry for Add call number and a check mark next to the option to Auto-generate temporary xx call numbers. You may also want to have a check mark next to the option to Add item when adding a new call number.

The properties you set here for this Temporary Title carry over into the Add Brief Title Helper in other Acquisition wizards. For instance when using the Add Brief Title Helper in the Add Orderlines wizard, an xx call number will automatically be generated for a brief record you have to add to your order.

Deleting in JWF Call Number & Item Maintenance Wizard

It is possible to delete holdings in the Call Number and Item Maintenance Wizard by selecting that option in the property settings of that wizard. This setting is found at the bottom of the Behavior tab.  Place a check mark beside these delete options if you wish to delete call numbers and item records using this wizard. This will not enable you to delete a bibliographic record with this wizard. You will still need to use the Delete Title, Call Numbers, and Copies wizard to remove a bibliographic record.

Cataloging Hot Keys in JWF

Hot keys can be used to activate functions without having to use the mouse. Hot keys work when viewing the combination of hitlist and bibliographic record that is the default display retrieved when searching. In some instances these hot keys work differently when only the hitlist or only a bibliographic record is displayed. To change that combined hitlist and bibliographic record display, the Show/Hide Viewer Helper must be engaged so that only a hitlist results when searching. Some of the hot keys function differently depending on what screen is being displayed when the hot key is selected. Hot keys may also work differently depending on which wizard is being used. These hot keys have been tested in the Item Search and Display Wizard, the Call Number and Item Maintenance Wizard, and in the Modify Title Wizard. The WYLD Technote "Cataloging Hot Keys in Java Workflows" provides a list of the hot keys and their functions in each of these three wizards. Select this technote from the Cataloging group under the section called General which can be found at: (http://will.state.wy.us/wyld/technotes/#catalog)