BOY

School has started and I want to clean up my item records. Is there an easy way to clean up mediums and genres?

You can do this in Authority Control, which is the part of the program that helps a user manage terms and edit, modify, or even remove them when no longer in use. To access Authority Control go to Tools and select Authority Control. You will find terms listed under both patron and item field headings.

By using the gear at the top you can select “Remove unused terms” to clean up some of these fields. This will only remove a term if none are entered into an item or patron record under the corresponding field. If you have any questions about best practices for managing Authority Control terms we recommend you call Customer Support for guidance and advice.

The school year is underway and I want to clean up my patron records. Is there an easy way to clean up homerooms and grades?

You can do this in Authority Control, which is the part of the program that helps a user manage terms and edit, modify, or even remove them when no longer in use. To access Authority Control go to Tools and select Authority Control. You will find terms listed under both patron and item field headings.

By using the gear at the top you can select “Remove unused terms” to clean up some of these fields. This will only remove a term if none are entered into an item or patron record under the corresponding field. If you have any questions about best practices for managing Authority Control terms we recommend you call Customer Support for guidance and advice.

How do I import patrons or items through FTP?

You’ll need to create a saved import. Go to the import you want and click Create Saved Import at the bottom of the window. Then you’ll need to enter a name and fill out the Settings tab with your preferences. Lastly, go to the File Source tab and select FTP or FTPS from the Protocol dropdown. Enter your FTP/FTPS server’s information.

If you don’t have your own server, COMPanion offers secure and private folders on our FTP server! If you do have your own server, make sure that it’s using up-to-date technology.

Want to check if it works? Click Test FTP Connection. From there, you can run the import whenever necessary.

How do I make sure imported copies go to the right site?

Ensure that your import file has the correct site code for each copy. If a copy’s status unexpectedly changes to In Transit when bookdropped (checked in) instead of Available, it may be assigned to the wrong site.

Where do I set up the “next barcode” if I’m importing items without barcodes?

While importing items, look at the Barcode Handling section on the Settings tab. Add a Starting Item Barcode and select Always Assign New Barcodes.

Will the Advance Patron Grades utility also update homerooms?

No, the Advance Patron Grade utility will only update the Grade (Level) field. All other information, including homerooms, will need to be updated manually, with a utility, or with an import file.

How do I advance my patron grades?

Everyone updates their patron records differently. Advancing patron grades may already be taken care of if you use imports or a SIS integration.

If not, go to your Grade Table Preferences and click Advance All Grades once. Check a patron record to make sure it worked properly.

Advancing grades does not also change policies. If your patron policies match grade levels, see our Patron Imports Best Practices for instructions on updating those.

Is Patron History changed or modified when updating with an import file?

If a patron’s information is updated with an import file, all of their historical information will remain on the record as-is. Historical data is only removed from a patron record if the individual patron is completely removed from the system.

This means that if you’re recycling barcode numbers, you’ll need to permanently remove the record of the patron who was previously assigned the barcode before you assign that barcode to another patron record.

How do I remove teachers from the system?

Teachers are listed in the Homeroom (Primary Location) field. To permanently remove a teacher from Alexandria, first make sure that there is NOT a patron record for that specific person. If there is, be sure to remove it. Next, go to Tools > Authority Control. In the Category pane on the left, expand Patrons and select Homeroom. Locate and select the teacher on the right, then go to the Actions menu to remove them.

How do I update specific patron information?

Patron information can be changed by editing individual patron records in Patron Management.

You can also update specific information in multiple records using Utilities. In the Selections tab, choose which patron records will be updated by selecting common piece of information, such as Grade or Security Group, or choose Show Additional Selections to set a barcode range or enter a list of specific patron barcodes. Then specify what will be changed in the Options tab.