Switch to 7 FAQs

Considering the switch? Check out our answers to common questions to help you make that decision.

Pre-Switch FAQs

Have you recently switched and noticed some differences? Don't worry! We explain it all here.

Post-Switch FAQs

Makeover FAQs

We are thrilled to announce our Alexandria and Textbook Tracker Dream Makeover! Yep, that's right. We're giving the programs a new look while adding various improvements, such as responsive design and exciting features. Learn more about it!

Beginning-of-Year FAQs

End-of-Year FAQs

How can I modify my Grade Table?

Please learn more about modifying your Grade Table here.

Where can I learn more about inventory and weeding?

Watch our Inventory Workshop.

Are there more training workshops that I can view?

Check out our YouTube channel!

Where can I get more information on the End-of-Year Procedures?

Visit our Support Center.

You mentioned the Alexandria Best Practices for Patrons, where can I get more information on that?

Oh man! We have a great workshop for you.

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:
  • Coming Due Items Notice report
  • Overdue Items Notice report
  • Unpaid Charges Notice report
  • Overdue Items and Unpaid Charges Notice report

Patrons FAQs

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.

Can I choose the next patron barcode Alexandria will assign?

You can! First, navigate to Tools > Preferences > Patrons > Patron Defaults tab. In the Barcode Settings section, specify the beginning number for auto-assigned barcodes – choose a number that doesn't conflict with your item barcodes and has enough room to continue sequentially for all future patrons. Learn more in Patron Defaults.

When a date is entered to the Advance After field in Grade Table preferences, will grades advance automatically after that date?

This is generally used when importing patrons with SIF. Entering a date will not automatically advance the Patron Grades. Learn more about Grade Table preferences.

What's the best way to automate my patron overdue or hold notices?

How do you want notice to be sent? If you'd like the program to do most of the work for you, try Automatic Email Notifications. Go to Tools > Preferences > Circulation. In the Circulation Settings tab, click the Enable Automatic Email Notifications checkbox. This feature automatically sends email notices to the patron's email address for in-stock holds, overdue fees, and a number of other things. Read more about it in Circulation Settings.

For those of you who want greater control over your notices – such as when they go out and to whom – use scheduled notice reports. For example, you could set up an Overdue Items and Unpaid Charges Notice report for each grade or homeroom and schedule it to email the teacher every month so they can help remind students. Or a Needed for Reservations Notice report could be sent to the librarian every week.

1. Go to Tools > Reports, and choose the Circulation category and Notices subcategory.
2. Test out a few of the reports to see which ones work best for your situation. When you’ve found one, click Create Saved Report at the bottom right.
3. Next, go to the Saved tab, select the report, and unlock it for editing.
4. Build your report in the Selections and Options tabs.
4. In the Schedule tab, schedule the report to run at a specific frequency and time.
5. In the Notification tab, enable email notifications and specify to whom the notices will be sent. Separate email addresses with a comma.

And if you find it meets your needs, you can even use both methods at the same time!

Items FAQs

Where is the genre information located within Alexandria?

Genre information is pulled from the 655_a MARC tag. You can view and modify the data in the Items module using the Items Editor or MARC View Editor.

Can I enter more than one 655_a genre field to my Item records?

Yes! Add as many genre fields as you need for your patrons to find the item in Search. Keep in mind that only one genre will be displayed in the Items module, but you can click on the pencil icon to open the Genre Editor and view the rest.

How do I get genre information into my item records?

The easiest way is to ask your vendors to include genre information in the 655_a field of the MARC record, so it's added upon import. You can also add it by editing your records manually or by using the MARC editing tools, such as certain Utilities or Authority Control.

What are RDA mediums (text-unmediated-volume) and how do I make them understandable in Researcher?

Resources Description & Access (RDA) is a newer standard in which mediums are stored in the 336, 337, and 338 fields and have three components separated by dashes, such as text-unmediated-volume (this one is equivalent to book). Since this medium format is a little harder for patrons to understand, you can add aliases (i.e. alternative names) that will show in Researcher instead.

Note that Alexandria prioritizes RDA mediums over General Material Designation (GMD) mediums, so you'll need to remove RDA mediums if you want the GMD mediums to show instead. (GMD mediums are stored in the 254_h field and enclosed in brackets, such as [book]).

Where should my series information be located?

Whether adding series information manually or automatically via an Import or Utility, make sure the series is being cataloged in the 830 MARC field so the item displays and sorts correctly in Search. 

Why can't I find the item I'm looking for with Title Assistant?

Title Assistant uses Z39.50 servers to search for items, so you may need to add more. Check out the z39.50 Preferences page for a list of resources you can use to bolster your Z39.50 list in Alexandria. You'll also find instructions on adding servers, creating sets, and more.

Why are copies being randomly added that can't be selected or modified?

If you have overlapping call numbers in Maps, Alexandria will display a duplicate title or a duplicate copy. If the copies can be modified but were not intentionally added, this may be from an import running too many times and adding a new copy each time.

Researcher FAQs

Do all users have access to Patron Status and the ability to make holds and reservations?

Yes, any person added to your system will be given access to Patron Status and other patron-facing portions of Alexandria.

Can I control what information a patron can change when they're logged in to Patron Status?

Yes, with your Security Group preferences you have the ability to control how much information (if any) that your patrons can edit.

Can I share search results and item information from Alexandria?

Yes! After you've performed a search, you can share the entire list of results or information for individual item information. You can also create a custom search list and share that with anyone you like.

What is the difference between a Public and Private list?

• A public list can be shared and viewed by anyone that you've sent the link to.
• A private list is viewable only to the patron who created it, when they're logged in.

How can I make changes and updates to my Explore search buttons?

That's all done through Explore Builder, which we'll be going over in a future workshop. 

How can I see and write reviews on Items?

First, go to the top right corner of the window and log in to your account. Next, search for and select an item, then click on the rating stars in the center of the window to view the reviews.

What is the difference between Search and Scout?

• Scout is more for a younger or less experienced audience, that is limited to only allowing you to view information and place holds.
• Search has more advanced features for refining and showing additional results beyond your initial query. 

Can I hide in processing copies in Researcher?

Yep! You can set copies to in processing (i.e. checked out to the In Processing system patron #7) if they're in your library but aren't ready to be placed on shelves yet. They will automatically be marked as unavailable in Researcher, but you can hide them if you'd like. In Researcher Preferences, check the In Processing box on the Auto-Hide tab.

How do I create a map to use in Alexandria?

You can create a map using any type of image creation software, like Photoshop, Illustrator, Paint, etc. You can also take pictures of where the shelf is situated in the library, or hold an art contest with your students to create distinctive markers for each shelf. You can also use text to describe the location for the visually impaired. This article from Classroom Architect might help.

Can I have different maps for different rooms?

Absolutely! You can have as many maps as you need to accurately show your item locations. Though you may need to get creative with your call numbers if you're running the same call-numbered materials in different locations (i.e. 100S - 300S for a storage location and 100 - 300 for shelved items).

Can I have more than one Slideshow?

While you can only have one Slideshow active from the primary /slideshow location, you can always show additional Slideshows by creating Explore buttons that link to a Slideshow URL.

How do I create a Bulletin Board?

Bulletin Boards and their bulletins are created from Tools > Bulletins in Alexandria. Select a board on the left, or go to the Actions menu to add a new one. Then click the plus icon to create a bulletin for the board you've selected. 

How do I organize my bulletins?

For the bulletin you want to display first, check Show Bulletin at the Top of the Board on the bulletin – but you can only choose one; all other bulletins are stacked according to content and bulletin size. However, Alexandria does try to keep everything in a roughly boxed-out shape to utilize the displayable area.

What all can I show on my Bulletin Boards?

Bulletin content is entirely up to you. Use them to showcase things happening at your school or facility, let your patrons know about upcoming releases or seasonal items; you can even give specific individuals the ability to manage and create bulletins for specialty groups and organizations. Read about Bulletins for more ideas.

Is there a limit to how many reservations can be placed on an item at once?

As long as there are no conflicting dates between the reservations, there is no limit to how many reservations an item can have!

How far in advance can reservations be placed on items?

Patrons can place a reservation up to 90 days in advance.

Can patrons reserve an item that is currently checked out?

Yes! As long as the reservation is placed for a date that the item will be available, such as after the due date of the current check out period, then there is no issue with placing reservations for items currently checked out.

When a book has a reservation, can other patrons still check it out?

Yes and no, depending on the situation. If a patron tries to check out an item but their transaction period interferes with the reservation, then they will not be able to check the item out. However, if the transaction does not collide with the reservation, then they can still check out the item. Check out our articles on the Reservations tab in Librarian and placing a reservation through Search for more information. 

What is the difference between a hold and a reservation?

Holds are placed on either a title or copy record when a patron would like to check it out as soon as it is available. However, a reservation is placed on an item for a specific date range. 

What is the difference between on-shelf holds and in-stock holds?

Generally, you will see On-Shelf Holds on items that were “Available” when the hold was placed, meaning it should be on the shelf. Once you've pulled the On-Shelf Holds from the shelves, bookdrop them to change their status to In-Stock. Then place them in the holds area of your library for patrons to check out. For more information on the two, see our "In-Stock vs On-Shelf—New holds procedures" Tip of the Week.

When using Scout, is there a way to automatically show all items that are checked out?

There sure is! You can choose to automatically show or hide checked out items in the results list by using Scout Preferences. From your Circulation screen, go to Tools > Preferences > Researcher > Scout. Then go to the Results List tab. In the Default Visibility section, check whether you want to hide or show unavailable items.

Is it required that patrons log in to write reviews?

Patrons do need to sign in to the Researcher to write a review. The default Alexandria login information is Username = Barcode and Password = Last name. See our step-by-step instructions on writing reviews and accepting or rejecting reviews.

Inventory FAQs

Can I use an iPad to do inventory?

Absolutely. You can use an iPad or Chromebook to perform Inventory. If you are using an iPad, you will also need a compatible wireless scanner. Ask our Sales team what they recommend.

If I start inventory now, can I still check out items?

YES! You can inventory while you are circulating, and circulate while you are in the inventory process. Just be sure to keep track of your Inventory Start Date.

Which inventory mode should I use?

Well, we recommend using Inventory Management, which keeps track of inventory sessions and can save you time when performing inventory. But if you are doing inventory in Circulation, use Inventory Bookdrop (IB) with a wired scanner, or Inventory Bookdrop Suppressed (IBS) with a wireless scanner. If, for example, you're inventorying classroom sets checked out to teachers, you would choose Inventory (I) or Inventory Suppressed (IS) mode so those items are not bookdropped. In the Inventory Module, this means checking or unchecking the options for Audible alerts, and “Bookdrop items scanned during inventory”.

For more information, read about our Circulation Inventory Commands.

How do I see which items have been inventoried?

Run a report. In the Review step of the inventory process, run the Inventory Items Report. And in the Reports module, run the Copies Inventoried or Copies Not Inventoried reports.

Is there anything I should know before running the Declare Missing Items as Lost utility?

Don’t forget about items that aren’t on your shelves! Items in classrooms, book rooms, or on display can be easy to overlook. Inventory these items before you declare a missing item as lost. If you're using Sessions in the Inventory module, this may mean waiting until you have finished all of your inventory, and using utilities to declare items lost.

Also, if you are running your session by a call number range, we recommend using call numbers that are the same length with only whole numbers (no decimals). Using irregular call number lengths can lead to inaccurate estimates.

Reports FAQs

What types of reports can I run in Alexandria?

Alexandria has a wide range of reports to both assist in getting the proper information to those that need it such as Overdue Lists and Notices, Patron and Item Details, Charges and Fines, Item Barcode Labels, Patron Library Cards, and other such things for the day to day running of a library.

See the Complete Reports List for more information.

How can I find the right report quickly?

When it comes to finding reports in Alexandria most are clearly labeled, but you will want to get into the proper category (list on the left) to give you a smaller list to view. Though, to really find something quickly, I recommend using the search feature in the upper right hand corner.

Do I have to create the report from scratch every time?

Not at all. Any time you customize a report to perform a specific search, you can always click Create Saved Report to save your changes and make it easier to find in the future.

Why isn't my report keeping the selections I used before?

You probably used a quick report last time! Quick reports are used for running one-time reports and do not save selections. However, saved reports are frequently-used reports with saved selections and options that can be favorited, shared, and scheduled. If you want to save a report, select a report and click Create Saved Report at the bottom right-hand corner of the window.

Are reports only able to be printed, or are there other delivery options?

When you run reports in Alexandria the most common process will be to print off the paper copy or save a digital copy on your desktop. However, there are additional options for delivery in the case of features like the Email Notices option and the ability to have the PDF report sent directly to the person that requires the information.

Why do I have to download a PDF before I can open and view the report information?

Because Alexandria v7 is a web-based app with no local installation on your computer, all of the reports are created and generated on a separate server and need to be downloaded to your local computer to see them in full. We strongly recommend modifying your browser settings to automatically open any downloaded files, which will save you a mouse click after you've download it.

Can I get a Report in a format that I can open in excel?

Currently, all reports in Alexandria are PDF only because the various template and layout requirements require more controlled formatting. You can, however, export information into a tab-delimited file that can then be opened in Excel and sent to whomever needs it.

How do I print and align barcodes?

See our Alignment Troubleshooting tips. Specifically, make sure your scaling is set to 100% or Actual Size in your PDF reader. Also, you'll want to make sure you're using the correct type of labels for the barcode report you're using.

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.

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:
  • Coming Due Items Notice report
  • Overdue Items Notice report
  • Unpaid Charges Notice report
  • Overdue Items and Unpaid Charges Notice report