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 remove items that I have discarded, and do they count in my system?

a. To remove Items that you have discarded, you can run the Remove Discarded Copies utility. We recommend running the Discarded Copies report first, to get a list of which items will be removed.
b. Discarded Items in your database do count in your system counts, as they are still in your database. This is also true for lost items. They are in a pending status until they are removed.

Why does it say my Import file is not the correct file type, even though they are .mrc?

Usually this means the wrong import type is selected on the left. Make sure you have Items selected, and the import should run correctly.

When running a utility, how can I make sure that only the items or patrons I want affected are removed?

We recommend running a report, first! The Copy Information Report and Patrons Information Report can show you exactly which items and patrons will be affected–just make sure the selections in the report match the selections in the desired utility. When in doubt, reach out to our support team at support@goalexandria.com.

How do I use Gmail as an SMTP?

Make sure that your Google account has two factor authentication turned off, and the “allow less secure apps” setting turned on. Note: Sometimes it takes a day for Google to allow access after changes are made. Check Email Preferences to ensure you’re using the correct settings.

How do I stop email notices from going out during the summer?

Go to Notices. Scheduled reports will have a calendar icon to the right. Select a report you want to pause, and turn off the Schedule. You may want to keep a list of these reports so you can remember to re-schedule them when school resumes.

Also disable emails if you have automatic email notifications turned on in Circulation Preferences.

Do you have any tips for using the Loaned Items Information report?

Get a list of loaned items (including temporary items) along with their due dates with the Loaned Items Information report! Turn on Page Break on Major Sort if you’re sorting by level (grade) or location (homeroom) and using the Detailed or Complete formats. Then you won’t need to run a separate report for each.

Which reports can help me with end-of-year tasks?

Discarded Copies report: See which copies have been discarded throughout the year and make sure the list is correct before permanently removing them with the Remove Discarded Copies utility.
Copies Labels Reports: Create labels for new copies.
Send patrons notices about their coming due items, overdue items, and charges:

How do I use the Weeding List report to see books my library got a long time ago?

Use the Copies added selection to see copies your library attained at a certain point in time (enter the date range or relative date). Note that you are selecting the date you want to see, not the date you don’t want to see. For example, to get a Weeding List of books your library has had more than 5 years, you would use the date range of March 1990 (or some earlier date) to March 2016.

Read more about the Weeding List by Title and Weeding List by Copy

Where can I find the report for Unused Labels/Barcodes?

Go to Operations>Reports>Special>Unused Barcodes. OR go to Operations>Labels>Special>Unused Barcodes. Under the Options tab, specify if you are running the report with the Range Information, Barcode List, or Barcode Labels (3×10) format.