Operations

How do I update Patron records with a file on my computer?

First, make sure the file is tab-delimited (not a csv file).
Make sure you have a way to match the patron information with the info in the file, such as barcode, RSN (Record Sequence Number), GUID (Gobally Unique Identifier), Government ID (SSN), Community ID (Student #), or Primary Email, First Name, and Last Name (all 3).
See Patron Imports Best Practices for more information.

How do I forgive charges?

To forgive a charge for an individual patron, use Circulation.

Make the patron current and go to the Charges tab.
Select the charge (or by holding <shift> or <command> you can select more than one).
Click Make Payment. (Or Forgive Charge.)
Click the box to Forgive remaining balance, and click Process.

To forgive charges in batches, use the Forgive Charges utility.

Go to Operations > Utilities > Patrons > Forgive Charges.
Use the Selections tab to choose who you are forgiving the charges for.
Use the Options tab for what type of charges to forgive, or in a specific date range.
Click Run.

Why isn’t my zipped or compressed file importing patron pictures?

Usually, this means the file is larger than 50mb. You need to separate the file into smaller sizes in order to import them.

Can Alexandria assign barcodes to imported patrons?

Yes, if a barcode is not included within the import file, Alexandria will automatically assign a barcode to those patrons.

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.