LLC: Effective Practice Guide

Workflows is an installed desktop client that runs on Java. 

WorkFlows client is one of several ways to access our Symphony database.

WorkFlows Circulations –
Wizard Groups commonly used:

Discard users

• XXXXLOST 20_-20_    Emptied in July after one more school year
• XXXXDISCARDS         Emptied every July

How to create and send generated list from Enterprise

1. On the checkout screen click  in the top icons

2. From the selections choose the date you want them to be back on and select 'From now on'.
   

3. Checkout books to the class.

4. Once done click  again and choose "Clear Date"
   

By default workflows searches all libraries. Here's how to change it:

1. Right click on Item Search and Display
2. Click on properties
3. In the library field use the drop down box and choose your library
4. Click OK
5. When you shut down Workflows you will see a prompt saying "Properties have changed do you want to save the properties?" Click Yes.

Narrowing Your Search

• The broadest type of search (Most results) will be
  • Index: General
  • Library: All
  • Type: Keyword
• You can configure options for Item search helper using the helper 
• Item Type:
  • BOOK
  • CD-ROM
  • DVD
  • NOVEL_SETS
  • LARGE-KIT
  • TEXTBOOK
  • EQUIPMENT
• Location:
  • EASY
  • FICTION
  • AV
  • LIB_OFFICE
  • PROF
  • BOOK_ROOM
  • TEXTBKROOM
  • MAKRSPACE
• Item category 1:
  • ENGLISH
  • FRENCH
  • SPANISH
  • GERMAN

• Search results will give you a description of the item and the Item information.
  • Click detailed display for more information
  • Return to search will take you back to the search hitlist
• Searching Author by keyword will bring up all authors and illustrators.
• Title will also search series titles.
• Can navigate searches made using blue buttons next to helpers
• Sort search results alphabetically by Title and author by clicking the Title and Author tab at top of search results list.
• If you are searching for a title and you know the author you can type in a general search with title and author.
• When doing a search do not use Boolean operators (and, not, or).
  • A general search for Ripley’s believe it or not will result in the following message:
  • 
  • Putting Boolean operators in double quotes will tell the system you are not using it for an operator
  • Ripley’s believe it “or” “not” will results in a correct search and return results.
• Exact terms search
  • Put terms in single quotes. Example ‘Canadian history’ vs. Canadian history
    • This will give you results with the term Canadian history.
    • Without the single quotes you will get everything with Canadian and history
• Can leave out stopwords A, An, and The at the beginning of your search. The system already knows to eliminate them.
• Browse searching
  • Matches terms character by character
    • Have to use complete title exactly as it is in record.
    • Helpful when searching difficult to spell items.

To look up the collection size for each location (Easy, Fiction, Nonfiction, Reference, AV, etc.),

Using Item Search and Display

• Enter #0 (zero) in the Search field, choose your library (very important. You don't want the library to default to ALL.)
• You can configure options with the helper 
  • In the Location field, choose Easy, Fiction, Nonfiction, Textbkroom, etc.
• Make sure the Index  = General, Library = your library, and Type (on the right hand side) = Keyword.

Remember, the number reflects unique titles (i.e. paperback counts as 1 title and hardcover of the same title counts as another title). The number of copies is not reflected in this search. A separate report needs to be run. (e.g. Number of copies of a textbook or a novel title will require a count items report that can be requested from Cathy Drew.)

1. What does it mean when something says “Item not found in catalog” or “The ID is not a valid user or item in the system”?
   • This means that the item was removed from the catalog by having been signed out to the LOST or DISCARDS user.
   • If you want the item back in your catalogue you would send it into the DLC to be added again.
2. What does it mean if an Item is In-transit?
   • If an item is in transit it means it has been returned to a library other than its home library.
   • If you are discharging items and you get a message that item is In-transit to another library you would then send it to that library.
   • If you receive items from another library you must discharge it at your library to take it out of transit.
   • Once it is discharged at the owning library it will then be able to be checked out again.
3. What do I do with my discards?
   • Once you have charged the items to your discard user and have a significant number of discards you can box them up, label them discards and contact Movement of Goods to come to your library and pick them up for disposal. Do not send them to the DLC.
4. How do I bill a user?
   • Libraries can request a bills report from Cathy Drew
   • It shows items that are overdue by a certain date (1 month overdue)
     1. You choose how long overdue you want report to be
   • Generates a form letter to give to students or send to parents.
   • We do not recommend the Bill a user in workflows as it creates work and does not generate a bill.
5. How do I remove a note or comment in a user record?
   • go to Modify User > Extended Info
   • click on the text that you want to remove
   • click on the icon above with a red X called Delete Row
   • click on Save at the bottom of the screen and you are done!
   • Click Save
   • If you click on Make More Changes, you will see that a new Note or Comment field has been added to the user record that you have just modified.

6. Can we sign out books to Strong Start / On-site Daycare / PAC / Parent?
   • To create a community user in WorkFlows go to Users and choose User Registration
     1. user id - SSxxxx   (SS is for Strong Start and the last 4 digits of home phone number of child)
        1.  SS for Strong Start
        2.  DC for Daycare
        3.  PAC for PAC
        4.  COMM for Parent or other community user
     2. profile name - Choose "community"
     3. Click OK
     4. Under Basic Info enter in Last Name field in following format
        1. LAST, FIRST (StrongStart)
     5. Choose your School
     6.   Under Privilege change privilege expires
        1. Click on specific date so you can change the calendar date.
        2. Use calendar to choose the last day in Sept. of next school year.
        3. Click on specific date so you can change the calendar date.
        4. Enter override code
     7. Click Check for duplicate user.
     8. Click save.