Highlights from 2014

We are finished up another great year here at LibraryWorld and are looking forward to 2015.  We’d like to take a moment and thank our customers and review some of our achievements.

We began the year by asking our users to suggest new features they would like to see within our service.  We compiled a poll and asked users to prioritize over two dozen feature requests that were originally generated by LibraryWorld users.  The top five features were chosen and implemented into our service throughout the year.  The top five features were:

1. Self checkout service, so patrons can check items out themselves. - Scheduled release  in Jan. 2015.

2. In OPAC provide spelling correction, “Did you mean.” - Completed!

3. In the circulation module, place holds or reserves by patron name as option to patron number.  -  Completed!

4. Allow use of Temp Due Date for renewals. - Completed!

5. Add a ‘print report’ option to the Clipboard in Manage.  - Completed!

We would like to thank everyone who took the time to participate in our ‘New Features’ poll.  We always appreciate feedback on ways in which we can improve upon our current service.  We will be conducting another New Features poll in early 2015,  so be sure to keep an eye out for more information.

Another important highlight to mention from this year:  we converted our service from running on Berkeley Unix to the world class Ubuntu Linux operating system running on new high end hardware.  We also contracted the Level 3 Internet Service Provider for server warehousing and telecommunications.   With these investments, we continue to provide state of the art technology to support the thousands of libraries that depend on our services.  

Wrap Up on New Features

Earlier this year we asked for your help in determining which new features you would like to see implemented into our service.  Close to a thousand customers participated in choosing and prioritizing over two dozen feature requests that were originally generated by LibraryWorld users.

The top five most requested features were:

1. Self checkout service so patrons can check items out themselves.

We have decided not to implement a complete standalone self checkout system at this time, but will continue to study the issues.  However, by setting up a user account with just checkout permissions, you can create a 'Check Out Only' station.  To find out more go to Help at the top of the LibraryWorld page and enter 'Self Checkout'.  Step by step instructions are provided.

2. In OPAC provide spelling correction, “Did you mean.”

To access this new feature, simply log into the OPAC service.  Once logged into the service you can search for a catalog record according to title, author, subject, etc.  Spell checking and word recommendations are available in the standard search and simple search pages.  It is not available at this time in advanced searching. 

3. In the circulation module place holds or reserves by patron name as option to patron number.

You can now place an item on hold or place a patron on a reserve list for an item by using the patron’s name instead of their barcode number.  This works in a similar fashion to the checkout procedure.  If there are multiple patrons with a similar name, a list of names will appear.  Simply click the correct name and the process will continue.  

4. Allow use of Temp Due Date for renewals.

The Temp Due Date feature can be found in the circulation module using the Renew button.  Click on the ‘Temp Due Date’ button to set a temporary due date. Once set, the button will change to ‘Clear Temp Due Date.”  The checkout temp due date and the renew temp due date are exactly the same.  Saving and Clearing in one does the same for the other.  It is important to note that temp due date doesn’t affect the Renew or Renew All function in the patron module. 

5. Add a ‘print report’ option to the Clipboard in Manage.  

We have added a ‘print report’ option to the Clipboard in Manage.  Simply add items to your clipboard and use the new ‘Print’ link to create a new page with the records.  

We would just like to thank everyone who took the time to participate in our ‘New Features’ poll.  We always appreciate feedback on ways in which we can improve upon our current service.  

We will be conducting another ‘New Features’ poll in January.  We will inform you how to go about submitting your feature requests.  These request’s will then be compiled into a poll and be voted upon by you.  We will announce the results and be sure to update you whenever one of the features is integrated into our service.

OPAC: Now With Spell Checking

We are pleased to announce that a third feature from our poll has been integrated into our service.  OPAC now includes spelling correction.  To access this feature, simply log into the OPAC service.  Once logged into the service you can search for a catalog record according to author, title, subject, etc.  Spell checking and word recommendations are available in the standard search and simple search pages.  It is not available at this time in advanced searching.

For example, if you type in "mork Twayn" no results will be generated, however a link will appear that reads, "Did you mean: Mark Twain."  Simply click the link and the proper search results will appear.

New Server Announcement

LibraryWorld is growing and so are our server and telecommunications needs. 

We will be performing a major upgrade to our service on Sunday, August 31st.  This upgrade includes all servers, switching our Internet Service Provider and moving to a new server farm.

The upgrade will entail bringing down the service for approximately eight hours, from 4:00 PM PDT to Midnight PDT.  Please plan accordingly.

Since we are changing Internet Service Providers, our IP numbers will be changing.  If you are using a firewall you should use the base ".libraryworld.com" as the appropriate address.  If you require IP numbers for your firewall, please have your IT professional contact webmaster@libraryworld.com  for the correct information. 

This has been a long planned major upgrade, with the new server farm already being tested.  We do not foresee any issues or negative effect on your operations, except for the scheduled service downtime and Firewall changes. The programs will have the same URL Web address, features, and user interface as before.  You will need to sign back into the service for both management and OPAC programs on Monday morning, or after service is restored. .

If there are any issues, we'll keep you posted via the home page announcement section, as well as, our Blog and Facebook page.

Sincerely,
The LibraryWorld Team

Moving Student's Grade Level

If you are a school librarian and not re-importing your student records, one common task is to move students up a grade.  Here is the procedure.

You can move the students up to the next grade by using the ‘Find and Replace’ feature on the Advanced page in the Patrons module.  Make sure you start with the highest grade and work your way down.

First, you’ll want to delete the patrons in the highest grade.  Do the appropriate search to find all the patrons in the highest grade, then go to the Advanced page and use the Global Delete command near the bottom.  This will delete all the patrons in the find set (those for which you just searched).  If any of theses patrons have existing transactions their records will NOT be deleted.  You may want to change their grade to something like GRAD.  

To advance the rest of the grades, go to the Advanced page and use the Find and Replace command.

1. Select the appropriate field name (Grade, Code, etc) from the drop down menu.  Make sure you start with the highest grade and work your way down.

2. In the ‘Find’ box, enter the information from last year that you want to change

3. In the ‘Replace’ box, enter the new information.

4. Click the ‘Find and Replace’ button.

Repeat these steps for the other grades.

Using the Z39.50 Search Feature to Add Catalog Records

One way to add a new catalog record to your library is to search the Library of Congress z39.50 database of over 14 million records (or one of the other available z39.50 databases) and copy it into your collection.

Steps to search for a record:

1. On the Catalog page, click on the New Record link.
2. Select the database you want to search.
3. Enter an ISBN, or Title and Author last name and click the Search button.
   Note: If you have a bar code scanner, you may be able to scan in the ISBN bar code number usually found on the back cover of books.
4. If matching records are found, click on the divot to the left of each title to see the ISBN, author and publication information to make sure you select the correct record.
5. If you want to add a record to your collection, simply click on the title.
6. The record is added to your collection and displayed with other recently added records.
7. Click on the pencil icon to the right of the title to edit the record. You'll want to do this to add copies and other local holding information.
8. Click the Add a New Record link to return to the New Record page and continue adding records.

General Database Information

• The Library of Congress catalog does not include records for every book published – only those that they have added to their catalog.  Also, not all of their records contain an ISBN.  Sometimes you will get better results if you search by Title.

• Most books published before 1971 are not in the Library of Congress catalog.

• Many, if not most, of the books published by Scholastic are not included in the Library of Congress catalog.

• Many users have reported getting better results when searching the OhioLINK Central Catalog.  If you’re having trouble finding records in the Library of Congress catalog, try using the OhioLINK catalog for some searches to see if you get better results.

• Occasionally one of the databases may be unavailable (offline). This becomes evident when you do several searches and get no results.  When this happens, try searching one of the other databases for your titles and then you can try the original database again the next time you are adding records.

Searching Tips

• When searching by ISBN, do not include hyphens.
• You don’t have to enter the entire title or author when searching.
• If the title contains very common words, enter the title and the author’s last name.  This will speed up the search.
• Enter author names with last name then first name.  Punctuation is not necessary.
• It’s best not to search by author alone.  Searching by author and title will provide faster results.

OPAC

OPAC (Online Public Access Catalog) is a separate program designed specifically for your patrons to search your collection. OPAC allows for searching only, so you don't have to worry about unauthorized access to your catalog or patron records. It provides basic and advanced searching with multiple display modes, status of items and book jacket display. Create a link directly off your own web site for a seamless transition to library searching with a return link back. You can even customize the user interface to look similar to  your own site.

LibraryWorld has several different ways a patron can access a library. The most popular is through the LibraryWorld OPAC service. There are three ways to access the OPAC service:

1. Go to the OPAC page after accessing a library in the management program and click on the first link named ‘Go to OPAC’.  

2. You can type http://opac.libraryworld.com into the toolbar area of a web browser.  This will bring up the OPAC login page.  You will need to enter the library name and an optional password.  Passwords are assigned by the librarian  in the Settings - Customize OPAC page.  A passwords is optional.  

3.  You can link directly from your library’s homepage to our OPAC server.  After logging into

your library and clicking on the OPAC link,  this page will include the actual link that your WebMaster will need in order to embed the code directly onto your library’s homepage.  With this feature, maneuvering between your library’s website and search catalog will become  even easier.  

Customizing your OPAC page.   Using the settings in Customize OPAC, you can alter the look and behavior of the OPAC user interface.  An image can be uploaded to represent your organization.  The “News and Events” section allows you to add text that appears on the OPAC default page. This can include limited HTML  formatting, like paragraphs and lists.    An optional password can be entered  which forces users to enter a password before they can search your library.   A color theme may be chosen to best reflect the organization’s color standards.   

Many libraries do not want to show the actual holding to the patrons.    There is an option to restrict all holdings or just serials.  

When displaying catalog records, there is an option to display a link to the Google site for brief or detailed book information.  This appears only if the catalog record has an ISBN value.   

Patrons often like to see the most recent titles that have been added to the catalog.   An option is provided to show that list on the home page.  

If the patron has accessed the OPAC server from your own Web site, it is convenient to provide a link back to that location.  A ‘Return to Name and URL field’ is provided to do just that.   This keeps the user linked to your main site and they may not even realize they have left your site.  

Catalog records can be very complex and contain fields that may be confusing to some patrons.   The ‘Suppressed Fields’ value allows you to hide fields in the detailed listing of the catalog record to prevent such confusion.   An example might be to suppress Dewey Call number fields since you may use Library of Congress Call Numbers.

You can allow a patron to request that an item be placed on hold.  This is done by adding your email address to the “Request hold using this email:” field.    If there is an email address there and there are copies of an item available for checkout, then a ‘Request Hold’ button will appear next to the record.  Leave this field blank if you do not want to activate this feature.

Last, you may wish to show links in the home page to other related sites.   This can be done using the ‘Other Links’ fields.

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LibraryWorld Mobile App

Now searching is easier than ever with the LibraryWorld app! One of the largest benefits a cloud-based library automation system offers library managers and patrons is mobility.  By using LibraryWord’s service your access to circulation records is not limited by the physical location of your library.  You can login at work, at home, and on your iPhone, iPad, or Android device using the LibraryWorld App, which is available free of charge to you and your patrons.

The App was designed to allow library patrons the ability to search their home library by authors name, title of the book, or keywords associated with the book.  Users can also view book jackets, check the status of circulation items, and access a clipboard feature allowing for search tracking.

Our most recent update added a new feature that allows a hold request to be sent.  The librarian will then place the appropriate book on hold for the patron.  In addition to this new feature,  we updated the user interface.

Managing your Inventory

Around this time of year, many of our libraries are beginning inventory control.  We have created a step-by-step guide to help ease this process.  Below you will find the steps needed to manage your inventory, print inventory reports, and reset your inventory, as well as some tips to help you through the process.  

The LibraryWorld Inventory module allows you to take inventory of your collection by entering the barcode number of each item that is on the shelf.  You may then print an inventory (missing items) report.

This process consists of four steps:

1. Enter the barcode numbers of items in a specific section of your library.

2. Run the inventory report for the section of barcodes you just entered.

3. Correct all errors for the inventoried section.

4. Press the reset Inventory button to clear the inventory flag from the items scanned.

There are two ways in which you can enter barcode numbers.  The first way is to scan/type them in one at a time.  

To enter one number at a time:

1. Open the library and select the Inventory module.

2. Type or scan in a barcode number.

3. If a number is not found in the library, an alert will appear.

4. Continue entering numbers for a location or logical call number section of your library.

The second option to enter barcode numbers is to scan large numbers of barcodes into a plain text file and upload them into the program all at once.

To upload a file:

1. Using a scanner, keyboard, or portable unit, enter multiple barcode numbers into a plain tex file.  The file must contain plain text characters with each bar code number separated by a carriage return.  For example:

6000

9523

3454

4476

2. Open the library and select the Inventory module.

3. Select the ‘Upload an Inventory File’ link.

4. Click the ‘Browse’ button, navigate to and select the rule containing the barcode numbers.

5. Click the Submit Query button to load the file.

6. If there are errors in the file, an alert will appear with a link to an error page.  Print the error page.

If you would like to print an inventory report:

1. Select the Inventory module.

2. Go to Step Two.

3. Enter the individual branch, location, or call number section for which you want an inventory report.  Branch, location, and/or call numbers must be entered to run a report.  If you don’t use the branch or location fields in your records, simply leave them blank.   

For example, if you just scanned all the books in the 300s, simply enter 3.  The program will create an inventory report for all missing items who call numbers begin with 3.

4. Click the submit button.

5. The inventory report will include those items that are missing— meaning they have the status ‘IN’ but were not scanned during the inventory process.

6. The inventory report is displayed in a separate window for easy printing.

Resetting the Inventory

After printing an inventory report, you can reset the inventory  number file, which clears the numbers that were entered.  If you have a small library, under 10,000 records, you may want to do a reset after the entire library has been inventoried.  In order to keep the performance at an acceptable level, larger libraries may want to do a reset after each major section of the collection has been inventoried.

To reset the inventory number file:

1. Select the Inventory module.

3. Select the ‘Reset Inventory’ link in step three.  The inventory rule will be reset.

Updating Your Account Information

It is always a good idea to review your online account information and make sure it is up to date.  If you are the owner of the library, your account information is used to send renewal notices.  If you need to update your account information you can do so by clicking on the 'account' link, in the upper left hand corner of the web page, then click on the 'profile' link.  It is important to make sure all information is accurate and up to date.  If any changes were made, be sure to click to the 'save' button.

It is also a good idea to review your passwords.  Passwords should contain both letters and numbers.  Please, no special punctuation.  If you wish to change your password you may do so by clicking the 'account' link and then click on the 'password' link.  

Please take the time to review your general settings as well.  To edit your general settings, click on the 'settings' link located on the left hand side of the screen. Next you'll want to click on the 'general' link.  Here you'll be able to edit general information associated with your library, such as address, phone numbers, and days and hours that your library is open.  The library general settings are used for library specific reports, letters, and notices. For instance, the patron overdue letters will have the return address of the library, located in general settings,  and not the address in the main user's account. 

Temp Due Date Now Available for Renewal!

A second feature from our recent poll has been integrated into our service.  You can now set a Temp Due Date for renewals.  This new feature can be found in the circulation module using the Renew button.  Click on 'Temp Due Date' button to set a temporary due date.  Once set, the button will change to  'Clear Temp Due Date.'  The checkout temp due date and the renew temp due date are exactly the same.  Saving and clearing in one does the same for the other.  It is important to note that temp due date doesn't effect the Renew or the Renew All functions in the Patron module.

We're not counting but, two features down and three to go from the top 5 feature list.  Next up, report printing from the manage clipboard.

LibraryWorld Team

New Feature: Holds and Reserves by Patron Name

We are pleased to announce that one of the top feature requests in our recent poll has been implemented.  You can now place an item on hold or place a patron on a reserve list for an item by using the patron’s name instead of their barcode number.  This works in a similar fashion to the checkout procedure.  If there are multiple patrons with a similar name (it searches with right hand truncation so you can enter a partial name}, a list of names will appear.  Simply click the correct name and the process will continue.

Up next for development is allowing the temp due date to be used for renewing an item. 

Here are the results....

Thank you to everyone who took the LibraryWorld poll on new features. Close to a thousand customers participated in choosing and prioritizing over two dozen feature requests that were originally generated by LibraryWorld users.   The results are in.

The top five most requested new LibraryWorld features were:

1. Self checkout service so patrons can check items out themselves.

2. In OPAC provide spelling correction, “Did you mean.”

3. In circulation module place holds or reserves by patron name as option to patron number.

4. Allow use of Temp Due Date for renewals.

5. Add a 'print report' option to the Clipboard in Manage.

These five features are being implemented into our product development cycle for this year.  At the end of the year we will release a “report card,” which will let users know how each feature has performed and if any improvements are needed.

Many features that did not make it into the top five will be implemented during the normal development cycle.  One popular feature request was to allow the ability to circulate Ebooks to patrons.  Since Ebook circulation is something beyond a feature within the service, we will work with Ebook publishers to implement an industry standard solution.  

We are very excited for what’s to come here at LibraryWorld.  Thank you again for your continued support and feedback through this process.  

The LibraryWorld Team

New Feature Poll Suggestions

We want to thank all LibraryWorld members who submitted feature requests in the last few weeks. We have received several hundred entries. Thank you!

Many were small features or enhancements of current features.  They will all go into the process for future development opportunities.  A few were even implemented in the last week.

The major feature suggestions are now being organized for the formal poll.  Some of the feature requests include: spell checking or suggestions for searching, enhanced advanced Boolean search in Manage (similar to OPAC), a Z39.50 server to allow other systems to search your library collection, using that standard, more powerful and flexible reports, enhanced catalog editing, inventory and circulation using mobile devices, placing reserves and holds using patron names and titles, a dedicated self-check out service, acquisition module,
enhanced serials module, and ebook lending.

The formal poll will be limited to several dozen main features and members will be asked to pick their top five feature requests.  We'll announce the top features and put them into our development cycle.  This doesn't mean other feature suggestions will not be worked on.  On the contrary, many features may already be in the pipeline,
or easy enough to implement shortly.

We at LibraryWorld are looking forward to an exciting 2014 and the opportunity to continue to bring you a friendly, easy to use online integrated library service that is both powerful and affordable.

LibraryWorld Team

Feature Suggestions

During the last few years we’ve implemented some amazing features in LibraryWorld.    We will be sending out a poll in the next few weeks asking you to rank which new features you would like to see in the service.   We have our favorite list, but we think our customers might have theirs too!  So we would like to do a poll to get feed back.   Before doing the poll, we need your input on what features you would like listed.    So this is your chance.  Use the comments link below to send one or more features.  Be brief, one sentence per feature.   We will combine the features and do an online poll where everyone will get a chance to pick their top 5 choices.   We’ll announce the TOP 5 and do another poll to find out which is the number one choice.   Of course we’ll be doing many new features in 2014, but this will drive much of our development efforts.  

Link to submit your comments.

Thank you again for all your support.

The LibraryWorld Team.