General

Accessing Folders

Folders are now accessed from the Searches> Folders domain:

You will see the folders you created listed here. If you are logged in as the System Administrator, you will see all folders created.

Folders are no longer available in Cataloguing> Personal Folders. They continue to be available from Other Searches.

When you open a Folder from the Folders domain or the Other Searches dropdown, this consistently opens the details of the Folder, rather than displaying a hitlist of the items in the Folder:

The Folder record details have been extended to present a Contents list for every type of folder, not just Titles, Users and Copies.

Use Up/down links to change position in the list. With the folder record in modify, simply select the item to be moved.

To display a hitlist of the items in the Folder, click in the Show as list hyperlink:

This hitlist allows you to change the sorting and/or add filter options, should the folder contain a very large list of items.

Removing items from Folder

To remove an item from a folder, modify the record and select the items you wish to remove. Click the Delete option.

When items are removed from the folder, they no longer appear in the Contents box.

Adding items to Folder

Whilst a folder record is in modify mode, items can only be added in the tab in which the folder is being edited. Attempting to add items in from a hitlist (whether by another user or not) will report that the folder is being modified by another user and not add the items.

Once the folder record is no longer in modify mode, items can be added by anyone (with permission) from a hitlist.

There are 2 ways to add Titles to the Folder using the Folders domain.

Identifying Records in a Folder

The OLIB domains for which Folders are available, Titles, Copies, Users, etc now have a folders attribute that can be added to a layout. This displays the folders that the current record is linked to:

The System Administrator would need to add this to the layout using Layout Manager. The attribute names are all labelled “Folders”, for example Folders (titles2folders_attr)

Searches can now therefore be refined by the Folder names.

In the Refine Search window, select Linked Domains - Folders:

Search by Folder:

This lists all the Folder names in the Refinements window:

Example: Publication Details

1. Add the new attributes Publisher Combo (ti_publisher_typeahead) and Place Combo (ti_place_typeahead) to your layout.
2. In the Publication control, start typing the first few letters of the Place of Publication:

3. OLIB immediately displays matches in an alphabetical list, that you can select from.
4. Do the same for the Publisher Name:

Again, OLIB displays matches alphabetically. Select one and finish by entering the Date of Publication and click >> to complete the publication details entry.

If the place, or publication name, does not exist, you can use the new record in context icon at the side of the field. OLIB displays a new standard input window to complete the details.

For multiple publishers or places in a single imprint line or for other details on this imprint line, click the New link. OLIB displays the new Publication Details layout, where the Publisher and Place fields are now both type-ahead combo controls as standard:

Example: Authors

1. Add the new attribute Name Combo (ti_author_typeahead) to your layout.
2. In the new control, start typing the first few letters of the name:

3. OLIB immediately displays matches in an alphabetical list, that you can select from. Select the Responsibility Type and >> to complete the name record.

Tip: use the comma (,) character to search in the surname and forename fields to increase the relevance of the list:

When the underlying search being used has several input fields you can specify a comma separator “,” between the terms in order to provide a value for the second, third, .. etc fields - for example ch,s.

Example: Folders

By default, a type-ahead combo is present here in the Folder Owner field. This is the Owner (bf_borrower) attribute.

Again, you can use the comma separator to search for users (for example da,j):

Summary of type-ahead controls

The list below shows where these type-ahead combo controls can be used and the new attribute names if you want to add them to your layout using Layout Manager.

Tip: for best results, add these new fields in a group by adding the appropriate snippet to the layout. This will add a selection of attributes, with help text, in a single step rather than finding, adding, sizing and styling the controls yourself. See the Changes to Layout Manager section.

New Action - Create and Modify Draft

The system administrator can now create a draft sheet and open the sheet in modify mode with a single action. You no longer need to use separate Actions Create Draft and Modify Sheet.

1. In the domain where you want to edit a sheet, e.g. Users, display a record.
2. In Sheet Actions select Create and Modify Draft:

The draft sheet loads in Modify mode ready for you to edit as normal.

Attribute Actions placement

The attribute actions remain on-screen (near the top right) when working with a layout, even if the page scrolls down:

New Actions in the Layouts domain

These actions are available to copy, remove or export a layout. To use them: Go to Admin Client Configuration> Layouts.

Search on the layout name. In most cases this is similar to the domain name, e.g. users.

In the hit list, select the correct layout and click the Other Actions drop down to see available actions:

Example: Create a copy of a layout for archived User records

Tip: you may consider archiving records for which you have a highly customised layout to assist data entry and wish to view the archived records using the same field labels.

1. In the Layouts domain, when you select Copy Layout to Archive domain, OLIB responds:

A new layout "Archived Staff Users" has been created.

2. If this is e.g. a Users layout, OLIB places the layout in Archives> Archived Users.
3. To view it, display the details of any record in Archived Users.
4. Under the Layouts drop down, the archived Users Layout is visible (Archived Staff Users):

The domain for the layout is now ARCH_BORROWERS.

Note: check that the Layout you are creating an Archives copy for, has all possible Info Types associated with it (see Info Types sheet in the Layout):

If not, the layout will not be displayed in Archives and will still be visible in the “active” domain.

New Action - Insert Labelled Attributes

This allows quick adding of multiple Controls to a sheet. These are the attributes that aren’t already on the current sheet.

Select an existing Label on the sheet and from Actions choose Insert Labelled Attributes.

The new attributes will be added above this label.

OLIB displays available attributes; check the boxes to select your preferred attributes:

OLIB will automatically include the field label (based on the attribute description) and the help text. OLIB will also match the styles and label widths used elsewhere on the sheet.

New Action - Insert Snippet

Snippets in Layout Manager are a collection of related fields/attributes arranged together, with help text, to provide a simple way to add a feature to your own layout(s). When you choose to add the snippet, all the attributes are added to the sheet in one action. This includes field labels, buttons and help text; OLIB also matches the styles and label widths used elsewhere on the sheet.

With OLIB 9 Service Pack 13 these are available in the Titles domain only. They are helpful if you want your own Layout and Sheets to take advantage of the Type-ahead / fast entry fields for cataloguing.

1. When editing a Titles sheet, select a Label near where you want the new fields to appear. The new fields will be inserted above the label.
2. In the Actions drop down on the top right choose Insert Snippet.
3. OLIB displays the available snippets in a popup window. The fields included with each snippet are as follows:

Tip: in Admin Client Configuration> Sheets, you can search for all Snippets. Enter Wildcard

% in the Sheet Name and use Refine Search. Refine the search by Sheet Status = Snippet.

Example

1. For example you can add all the fast entry Author details to the Sheet/Layout in one go:
2. Go to the Titles domain, search for any record, and select the Layout you require from the Layouts drop down.
3. Display the Sheet you want to edit, e.g. Main Details.
4. From Sheet Actions, select Create Draft and Modify.
5. Select the Label control above which you want to add the Authors fast entry attributes, e.g. the Edition.
6. From the Actions drop down on the top right, select Insert Snippet.
7. In the popup window tick the box to choose Agents (Authors, Editors, etc.) Entry and OK.
8. OLIB inserts a set of 5 new Author fields as shown:

Save the changes for them to take effect in the Sheet. Publish the Sheet as normal.

Note: do not add the same snippet more than once to a Sheet as this will cause problems for the type-ahead fields.

Export and Import of Layouts

Layouts can be exported from one OLIB system and imported into another OLIB system. This can be beneficial in several scenarios such as:

• Create a new layout in an OLIB test environment for review and improvement; subsequently export the layout and import it to the live environment
• Export a layout from an OLIB test environment and import to a live environment, following a new Service Pack installation); layouts can be produced during the test phase and simply copied to live when the Service Pack is in place
• Manage changes to layouts supplied by Service Pack installations (e.g. export a "backup" copy of a custom layout with a new name, so that the installation does not overwrite it)
• User Support: export a layout for problem solving purposes