13.7. Uploading offline transactions

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Uploading Offline Transactions (3:08)

Once you are able to connect to the server, you need to upload the offline transactions.  It is good practice to do this as soon as possible, but if the local system administrator isn’t on site for a day or two do not panic.

The terms Offline Interface and Standalone Interface mean the same thing - a separate program to handle simple circulation tasks while the network is down.

Once you can connect to the server, there are 3 steps to uploading offline transactions:

  1. Create a session: to be done by local system administrators at an administration workstation.

  2. Upload transactions to a session: to be done by circulation staff at circulation workstations.

  3. Process the uploaded transactions: to be done by local system administrators at an administration workstation.

Once the network has come back up, a local system administrator must first create a session before uploading transactions. Then, staff can upload transactions from each of the workstations used in offline circ to that session.  Once all of the branch workstations have uploaded their transactions to the session, the local system administrator will process all the transactions in the session at once.

Note

Circulation Staff uploading transactions to the session does not put the transactions into the Evergreen database. It just copies over the offline transaction file saved in individual local workstations to the Evergreen server. The transactions will not be sent to the Evergreen database until the local system adminsitrator processes the session.

Create a Session

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  1. Log into Evergreen with a local system administrator username and password.

  2. From the menu bar, select Admin (-)Offline Transaction Management.

  3. The Offline Transactions screen will open. Previously created sessions will be listed in the Offline Sessions section. Otherwise, the Offline Sessions section will be blank.

  4. In the upper Offline Sessions section, click on the Create button to create a new session.

  5. Enter a name for the session, like “Internet Down 2009-12-02”.  Click OK.

  6. In the Offline Sessions section, highlight the session you just created. An Uploaded Transactions section will appear in the bottom of the screen. Initially, this section will be empty.  

  7. Inform library staff that the session has been created and what the session name is.

Upload Workstation Transactions to a Session

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Wait until the local system administrator has created a session and told you that it's ready for your upload. There may be several sessions shown on the Offline Transaction Management screen, so you will need the name of the correct session from your local system administrator.

  1. Log into Evergreen with your regular username and password.

  2. From the menu bar, select Admin (-)Offline Transaction Management.

  3. The Offline Transactions screen will open. You should see at least one session in the Offline Sessions section. You may see old sessions listed there, as well.

  4. In the upper Offline Sessions section, highlight the correct session, then click Upload.  

  5. When the uploading is finished,select the session in Offline Sessions section. Now the value in the Upload Count column should have been increased by 1. Your workstation should be listed in Uploaded Transactions section now.

  6. Inform your local system administrator that your transaction has been uploaded to the session.

Note

You will need to do this for each workstation you have used for offline circulation.  If your library has more than one workstations that have been used for offline transactions you will see the other workstation sessions that have already been uploaded.  

Process the Transactions

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Wait until all the appropriate staff workstations have uploaded their transactions to your session. You should see the workstations listed in the Uploaded Transactions section. You'll need to be logged into Evergreen as a local system administrator to do the processing step.

  1. Log into Evergreen with a local system administrator's username and password.

  2. From the menu bar, select Admin (-)Offline Transaction Management.

  3. Highlight the correct session and, if necessary, Refresh to verify all the appropriate workstations have uploaded their transactions to your session.

  4. Click on the Process button.

  5. The processing may take a while, depending on how many transactions you have done. Click the Refresh button to check the status. The processing is complete when the Processing? column shows Completed.

Note

The number in the Transactions Processed column is equal to the number of items checked out or checked in.  For example, if there are 5 transactions processed this could be 5 items checked out, or 3 items checked in and 2 items checked out, or 5 items checked in.  

Exceptions

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Exceptions are problems that were encountered during processing.  For example, a mis-scanned patron barcode, an open circulation, or an item that wasn’t checked in before it was checked out to another patron, would be listed as an exception. Those transactions causing exceptions may not be loaded into Evergreen database. Staff should examine the exceptions and take necessary action.

The example below shows several exceptions:

These are a few notes about possible exceptions. It is not an all-inclusive list.

  1. Checking out a DVD with the wrong date (leaving due date set at +2 weeks instead of +1 week) doesn't cause an exception.

  2. Overdue books are not flagged as exceptions.

  3. Checking out a reference book doesn't cause an exception.

  4. Checking out an item belonging to another library doesn't cause an exception.

  5. The Standalone Interface doesn't recognize books on hold, no exceptions will be generated for that.

  6. The Standalone Interface will recognize blocked, barred, and expired patrons as well as lost cards, IF you have recently done an Admin (-)Download Offline Patron List on the workstation on which you're using the Standalone Interface. You will get an error message indicating the patron status from within the Standalone Interface at check-out time.

  7. ROUTE-ITEM. Indicates the book should be routed to another branch or library system. You'll need to find the book and re-check it in (online) to get the Transit Slip to print.

  8. COPY_STATUS_LOST. Indicates a book previously marked as lost was found and checked in.

  9. CIRC_CLAIMS_RETURNED. Indicates a book previously marked as claimed-returned was found and checked in.

  10. ASSET_COPY_NOT_FOUND. Indicates the item barcode was mis-scanned/mis-typed.

  11. ACTOR_CARD_NOT_FOUND. Indicates the patron's library barcode was mis-scanned/mis-typed.

  12. OPEN_CIRCULATION_EXISTS. Indicates a book was checked out that had never been checked in.

  13. MAX_RENEWALS_REACHED. Indicates the item has already been renewed the maximum times allowed (or it’s a video/DVD).

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