Operations

How can I import items into Alexandria?

Go to Operations > Import and select the category of what you are importing. Upload the file from your computer, and make sure to configure the field map. Note: Marc records don’t need to be field mapped. See Import for more information.

How do I import patron pictures?

To import patron pictures, follow the 5 easy steps below:

Go to Operations > Imports
Select the Images category.
On the Imports pane, select Choose File.
Locate the patron image file on your computer and select it for import. Make sure the images are saved in one ZIP (compressed) file. If the file is larger than 50 MB, schedule an FTP import in the Saved tab. Check that each picture file name matches the patron’s barcode number and is in .png or .jpg format.
- For best results, images should be approximately 186 x 240 pixels in size
Once you have selected the ZIP file, click on Run.

For more detailed instructions and help, see Importing Images.

What barcode Symbology does Alexandria Use?

Alexandria uses Code 39 or Code 3 of 9. For more information on barcodes, see Barcode Your Collection

What reports in Alexandria can help me with my end-of-year procedures?

We’ve got a tip for that!

Wait, when was reports updated?!

If the changes to reports (or any other areas of the program) left you feeling lost, make sure you’re signed up for the Release emails to stay up-to-date on upcoming improvements in Alexandria.

What happened to Reports?

Reports, Labels, and Notices have joined the makeover and are now three separate categories. You can read more about the changes and watch our training videos for all the details on the new format.

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 can I add an email address to send out notices?

To start sending email notices, you must first configure your email preferences. Please refer to our email preferences page for step-by-step instructions.

Now that I have done my inventory, how can I remove my lost and discarded copies?

Before making any changes, it is recommended that you run the Discarded Copies and Lost Copies reports to get a list of what will be removed. To do this, follow these steps:

Go to Operations
Select Reports
Categories: Copies
Select Lost Copies
Select Run
Repeat the steps for Discarded Copies

Once you have reviewed your reports and are ready to remove the lost and discarded copies, follow these steps:

Go to Operations
Select Utilities
Categories: Copies
Select Remove Lost Copies
In the Selections tab, you can enter the selections you want to filter your utility. You can just leave this section blank to remove all discarded or lost copies.
Select Run
Repeat the steps for Discarded Copies

Please keep in mind that using these utilities will permanently remove all lost and/or discarded items from your Alexandria database.

How can I get a list of all items that are checked out and their due dates?

To get a list of all the items that are checked out along with their due dates, follow these simple steps:

Select Operations
Select Reports
Categories: Circulation
Select Loaned Items Information
Select Run

Once the report is generated, you can see all the checked-out items along with their due dates. Any due date that appears in red indicates that the item is overdue.