To know the total number of patrons in Alexandria, click on the ‘?‘ icon located in the top right corner of the program. Then, select ‘About Alexandria‘. This will provide you with the current number of patrons and also inform you about the number of patrons that you are allowed to have based on your current license.
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.
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. |
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.
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.
Patron imports can be used to change any field in patron records except for the Barcode field.
You should consider advancing patron grades even if you update the students each year with an import file. Advancing your last grade to “Graduated” will allow you to remove students who have moved on to bright futures. Don’t worry, you will be able to keep records for any who have outstanding material or account balances. Read about End-of -Year procedures and call Customer Support at 1-800-347-4942 if you need help with your Patron Grade Table or running utilities.
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You can also take a look at our Best Practice articles.
Change your Grade Table in Preferences. You’ll want to check Authority Control as well to make sure your grades are consistent. Please learn more about modifying your Grade Table in Patron Preferences.
Go to Imports and select Images > Choose File. Choose a ZIP file containing the images to be imported. If the file is larger than 50 MB, schedule an FTP import in the Saved tab. For best results, images should be approximately 186 x 240 pixels in size and either .jpg or .png format.