Desktop Tip sheet McGill University



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Aleph 500, version 16

Getting Around the

ALEPH Desktop

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Table of Contents

1. Logging In 4

1.2. Connecting to a Database 4

2. ALEPH Window Standard Features (Excluding Panes) 5

2.1. Client/Server Connection 6

2.2. Applications Icons 6

2.3. Login, Language, Library, and Print Shortcut Icons 6

2.4. Login/passwords 6

2.5. Language 8

2.6. Library 9

2.7. Print 9

2.8. Connection Information 9

3. Menus and (Search) Input Bars 10

3.1. Window Menu Options 10

3.1.1. ALEPH Menu 10

3.1.2. Services Menu 16

4. ALEPH Window Standard Features (Three Panes) 16

4.1. Navigation Pane 17

4.2. Upper and Lower Panes (on Right) 17

4.3. Moving Around and Manipulating Panes 17

4.4. Windows and Forms in ALEPH 17

4.5. Format of an ALEPH Window 17

4.6. Format of an ALEPH Form 19

5. Logging Out 21

6. Help Resources 22

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Ex Libris (USA) places no restrictions on the institution’s use of ALEPH 500( documentation other than those consistent with copyright law. We also ask that you include the date of last update and your institution’s name (e.g. “Revised by….”) in the footer of each ALEPH document.

Documentation Formatting Key:

Text Formatting Indicates Example

Bold and Italics Window or Form Navigation Window

Bold/Underlined Refers to either:

Selecting a Main Menu Toolbar item File/Print

A Tab within a window or form 1. User Information tab

“Italics and Quotations” Refers to other ALEPH documentation “Patron Information”

Italics Refers to either:

Another section within the current document Hold Request Restrictions

Field names (i.e., within a window or form) Call Number:

Field content (i.e., within a window or form) Yes

Column heading names Date/Time

[ ] Hotkey combination [Ctrl + A]

[“ “] Key on keyboard [“F2”], [“Enter”], etc.

1. Logging In

1. Select Start|Programs|ALEPH 500| “Desired Module” or

create a shortcut on your desktop [pic] for any of the modules and double-click on it to open ALEPH.

2. The ALEPH Password box will display automatically if the “Save Password” box was NOT checked in the last login process for your workstation’s PC client.

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3. Enter your user name and password. Be sure to uncheck Save Password box if applicable or available.

1.2. Connecting to a Database

When the client (module) opens, you will be connected automatically to a database (library) if the line for DataBaseAutoSelect= is set to Y in the alephcom.ini file on your workstation’s client software.

1. In order to connect to a different database or to select a database, right click on the Library [pic] on the bottom-right of your screen or go to the main menu and choose Aleph/Connect to….

2. A Window of permitted databases (libraries) displays:

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3. Choose the desired database by highlighting it with your mouse.

2. ALEPH Window Standard Features

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Sections 1, 2 and 3 in the diagram above make up the Operations Bar in each ALEPH Module, which are described in the next section.

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2.1. Client/Server Connection

Each time a connection to the server is made from the client a dotted red line will display between two ‘boxes’. These boxes represent the client/server connection. The current status of the client/server connection displays to the right:

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If the connection is hanging, left click on the dotted red line to break it, and resubmit your request; this will work even if there are no red dots present.

2.2. Applications Icons

The Applications Icons are situated on the lower right side of the Operations Bar. Clicking on an icon will open the corresponding module. [pic]

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2.3. Login, Language, Library, and Print Shortcut Icons

The icons situated to the right of the Application Icons on the lower right side of the Operations Bar allow you to change certain settings for your session:

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2.4. Login/passwords

If you need to login as another (new) user, right click the (key) [pic] icon on the bottom-right of your screen. Choose Login as Another User from the pop up menu:

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Enter a different User Name and Password and click “OK”:

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If authorized, you may permanently change your password by right clicking the [pic] on the bottom-right of your screen. Choose Change Current Password from the pop up menu:

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The Change Current Password window displays; enter your old password followed by the new password (twice) in the two remaining lines:

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Clicking “OK” will save the new password whether or not you have checked the Save Password box. Check the Save Password box only if you prefer not to have to login when you open ALEPH the next time. This option may have been disabled by your System Librarian.

If you need to override a password temporarily for added functionality, right click on the (key) [pic] icon on the bottom-right of your screen and select Temporary Password Override from the pop up menu:

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The Temporary Password Override window displays; enter the overriding User Name and Password and click ”OK”:

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The Temporary Password Override window remains open on the screen while you perform the desired functions. When you are finished using the temporary override, simply close the Temporary Password Override window to return to the original user login.

While the password override is active, the login information shows the new username (of the individual overriding) and the (broken) login key icon.

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2.5. Language

If you need to change the interface language, right click on the (Tower of Babel) [pic] icon on the bottom-right of your screen. This option is available only if your site has translated all of ALEPH into a different language. A list of languages available for this module will display for you to choose:

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2.6. Library

If you need to connect to another library (database/directory), right click on the (Library) [pic] icon on the bottom-right of your screen:

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2.7. Print

To change the print output format within a given module, right click on the (printer) [pic] icon on the bottom-right of your screen. A list of available print output formats displays for you to choose. The newly selected output format will remain as the default until you re-select or re-open ALEPH:

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2.8. Connection Information

For each open module, the connection information will display in the Title Bar of the active window indicating the library base (directory), the name (or IP address) of the server you are connecting to, and the port number:

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In the example above, the user is connecting to the server with the name and address of “lakepark.exlibris-”, the port number is “6991” and the library base name is “EXU50”.

3. Menus and (Search) Input Bars

Main Menu Toolbars for the Acquisition and Serials, Cataloging, Circulation, and ALEPHADM modules are shown below:

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The top portion of the each Application’s Window provides a Main Menu Toolbar and possibly additional input (search) Bars. For example, the Acquisitions Application Window has a “Serials Search,” an “Order Search,” and a “Vendor/Invoice Search” bar. The input bar provides access to a specific record. Alternatively, the ALEPH Admin Application has an Icon Bar and a Main Menu Toolbar rather than an Input Bar.

3.1. Window Menu Options

Although every module has unique menu options, there are a few menu options that are standard in all of the modules. For more information about the menu options that are specific to a module, refer to that module’s documentation.

3.1.1. ALEPH Menu

Although the ALEPH Menu is slightly different between Application Windows, there are several menu options that are the same across all modules. Menu options that are ‘universal’ to all ALEPH modules are circled in the figure below:

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Connect To…: Select a database to connect to by highlighting and clicking

on it

Show PC/Server Transaction Log:

The PC/Server Transaction Log window shows the log activity within each application/module. The following details can be specified for each log activity: Library, Date and Time, Service No., and Service Description. This information is specific only to the individual workstation].

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Print History…: All files that are printed in an ALEPH module are saved in a "history" section in the workstation’s client software. The Print History function is used to view and/or re-print all files that were printed from within a module.

Each module has its own "history". For example, if an online Acquisitions claim was printed, it will appear in the Acquisitions module's print history. However, if an Acquisitions report was produced in an Acquisitions service, (via the Task Manager window), it will appear in the Task Manager window's print history.

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In the window above, the left pane is a navigation tree listing all the dates and rounded hours when files were printed. Each day is a separate node, and each rounded hour is a separate sub-node. Highlight the relevant node to list the names of all the files that were produced in that time period.

The upper right pane lists each of these files and their size. Highlight a file on this list to see the beginning of its contents in XML format on the lower right pane.

1. Print Configuration: Select one of the following options

and click “Go”:

• Normal Printing: Print the file in its current format

• Preview: Preview the printout before clicking “print”

• View Raw XML: View the file in raw XML format in an editor window

• Browse XML: View the file in raw XML format in the Browser window

2. Print Setup: Select “Y” and the Print Setup window will

appear before printing; select “N” if you do not want this

window to display before printing.

3. Setup Type: This field is only enabled when Normal Printing is selected in the Print Configuration field. Select “Print” to print the file, “Mail” to e-mail it and “Both” for both. If “Mail” is chosen as the “Setup Type” and there is no associated email address, this file will be printed automatically.

4. E-mail Address: Enter the e-mail address here if you wish to email the file. If the print file includes an e-mail address, it will display here.

5. Go: Click this button to Print again.

6. Refresh: Click “Refresh” to clear the bottom pane.

7. XSL Creator: Click this button to create or edit a form.

Task Manager: Each Application Window provides access to the Task Manager Application, which opens as a separate window.

Options/Customize:

Selecting “Customize” from “Options” opens the Customize window. The Customize Window allows you to configure the F1 key, create Hot Key equivalents for common functions within the module, and customize appearance (including color background) for the Main tabs in the Navigation Tree Window.

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To see which shortcut keys are currently assigned highlight an item in the Menu Items list by clicking on it. The shortcut key currently assigned to the selected item displays in the Current Keys field.

To assign a new shortcut key, after selecting a menu item, press a combination of keys (for example, Ctrl+F3) and click “Assign”.

To remove a shortcut key, select the shortcut key from the Current Keys field and click “Remove”.

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Click on the “Back color” button to change the background color of a main tab icon and its corresponding Navigation Tree.

Switch Application:

Choose this menu option to move to another Application Window or to Exit All ALEPH Applications. Alternatively, you can click the relevant Application Icon on the Operation Bar at the bottom of the Window or the [pic] button (to Exit All ALEPH Applications).

Exit: Click the “OK” button on the Exit Application dialog box from the Main Menu. If you use the exit icon on the Application Toolbar (instead of on the menu toolbar), you will exit ALL applications automatically without the dialog box.

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3.1.2. Services Menu

Each module within ALEPH has a Services menu where module-specific reporting tools and batch jobs are available. Please refer to each module’s documentation notebook for a list of services for that module, instructions on how to run them, and “Task Manager” documentation for viewing and printing these reports.

4. ALEPH Window Standard Features (Three Panes)

In addition to the Main Menu, Input and Operations Bars, each Application Window is divided into three panes for optimal ergonomic workflows of the various ALEPH functions. The three main panes as well as other important terminology are pictured and described below:

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4.1. Navigation Pane

The Navigation Pane contains the Main Tabs and the Navigation Tree.

The tabs determine the functionality and the relevant Navigation Tree. Clicking on the nodes of the Navigation Tree activates the relevant windows, forms and data in the Upper and Lower Panes to the right. You can use function keys [“F5”] through [“F9”] to advance from left to right through the Navigation Tree Tabs in a given module.

4.2. Upper and Lower Panes (Right)

The Upper Panes generally provide lists of summary information. Details of the highlighted line in the Upper Pane are shown in the lower pane as well as the Form for changing or adding data.

4.3. Moving Around and Manipulating Panes

Pressing the [“Shift”] plus the [“Tab”] keys allows you to move from pane to pane as well as Input Bars. A red line outlines the active pane. However, the placement of the cursor indicates the active Input Bar Pane.

You can resize the panes by “grabbing” the Vertical Split Bar or the Horizontal Split Bar (see figure above) with your mouse and “dragging” it to the desired position.

4.4. Windows and Forms in ALEPH

Windows provide a means of viewing information as well as provide access (through buttons) to Forms and other edit functions. Forms provide a means for adding or editing fields of data.

4.4.1. Format of an ALEPH Window

Most windows in ALEPH (there are some exceptions in the Cataloging Module) have certain standard data display characteristics such as resizable columns, information tabs, information summary ‘bubbles’, functional buttons, and printing capability. Within the Items Navigation Tree Tab for example, the Item History window contains:

1. Resizable columns

2. Informational tabs

3. Functional buttons

4. Information summary bubbles

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Since window sizes are limited by monitor size, you can configure the default number of available display columns for each window for the data you use most frequently. However, if you right-click your mouse on a line item within the active window (in this case, the Brief List window), an information summary bubble appears:

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In addition to resizing column headings with your mouse, or viewing an information summary bubble, the Header Configuration window also allows you to customize which columns of data display in a given window. The summary bubble default configuration includes all column information, regardless of whether you have also added or removed column information via the Header Configuration window.

To customize the column headings display for a given window, place your mouse over the column heading and click your right mouse button. The Header Configuration window displays:

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Choose the column headings to display by clicking the checkbox next to the desired item. Click again in the box to deselect (remove) it from displaying in the window. Checking the Get default setup box to restore the windows display configuration to its original setup.

You can also adjust the column width by left clicking the groove between the columns in the column header and moving this groove right or left. You may also right click within the Column heading to select your workstation’s default columns to display.

Whenever a list of items is displaying in a window, you may use the hotkey [“F11”] to print the summary list of entries (not the complete bibliographic information for each entry). To multi-select items within a list to be printed, hold down the [“Crtl”] key while selecting the item with your left mouse button.

4.4.2. Format of an ALEPH Form

All forms in ALEPH, regardless of the module, have certain standard data display characteristics such as right expand arrows, additional text arrows, and calendar expands. And, like ALEPH Windows, there are also multiple tabs. Forms are typically accessed from within a window and are used to update or modify as well as view information. This format allows your system librarian to assign either ‘view’ or ‘modify’ permissions, or both to individual staff users. If a user has ‘modify’ permissions for a particular module and/or window within a module, he or she will be able to update an ALEPH Form as well as access the information within the form whereas one without this permission may only view data within the from. However, he/she will not be able to save any changes made to the form.

Within the Circulation Module for example, the 1. General Information (1) and 2. General Information (2) Tabs of the Local User Information window contain:

1. Multiple tabs

2. Right expand arrows providing a list of options for placement in the field.

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3. Calendar expands:

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Place your cursor in the Expiration Date field and press [“F12”] to get today’s date or all zeroes. Mouse over the Month on the expanded calendar to choose from a list of months or mouse over the Year to choose a new year. Clicking on the right-pointing arrow [pic] or pressing the [“F4”] key will also expand the calendar.

4. Long text arrows [pic]: clicking on a long text arrow or pressing the [“F3”] key allows you to view the complete entry in a field beyond the default character display. The amount of text (number of characters) that a field allows before activating this expand feature can be customized in alephcom.ini as:

[Edit]

ExpandTextLength=100

This applies for the potential text, e.g. if a field can accommodate 200 characters but only contains 20 characters, the button is still available:

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5. Logging Out

ALEPH allows you to logout of one module at a time or all modules simultaneously.

To exit a single module (application):

1. Select ALEPH/Exit from the Main Menu Bar, or use [Alt + F4]

2. Click the “OK” button on the Exit Application dialog box:

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To exit all open modules:

1. Click the [pic] icon on the Operations Bar at bottom right of window or Choose ALEPH/Switch Application/Exit All Aleph Applications.

2. You will exit ALL applications automatically without any warning or dialog box prompt.

6. Help Resources

1. Online Help is available from Help menu or from “Help” buttons available in most pop-up forms. You can use the Help Index to search on a topic as well as copy or print help screens.

2. Context-sensitive help is available to you when working within a specific window or form by putting your curser in the relevant pane and pressing the [“F1”] key. However, to activate this help feature, you must first select ALEPH/Options/Customize… to evoke the Customize window. Be sure to click inside the radio button indicating Help.

3. Help is also available from the Web-based ALEPH User Guide, accessible to authorized users from your ALEPH Staff Menu at :

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Choose the desired module in the left frame to access its table of contents. System Librarians have special chapters in each module relating to setup.

To print a section, click in the right frame before clicking the “Print” button. The entire section as far as you can scroll will be printed.

Additional documentation is available including: Training Manuals for each Module, Systems Documentation and the “How Tos”, for workflow-specific functions. Consult with your Systems Librarian to obtain the latest version of the complete ALEPH documentation.

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