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Most Circulation commands and operations are designed to modify individu= al pieces of data one entry at a time; utilities, however, can change large= amounts of information in your database at once. They allow you to modify,= clear, or clean required information, such as records of interest, title/c= opy policies, patron histories, and all types of circulation transactions. = Using our templates, you can build utilities that modify, transfer, remove,= update, or verify the information you require.
Utilities change large amounts of information in your database at once. = Be absolutely positive that you want to perform the selected utili= ty before clicking Run. Once these operations have been pe= rformed, they cannot be undone. If a utility is run incorrectly, y= our only recourse is to restore from a daily Archive.
Lock/Unlock. In a saved utility, click the padlock icon=
to unlock the it for editing.
Swi= tch Site. In a Central Union, click this icon to change the s= ite you're working in.
Oper= ations Management. Go to Operations Management to view the lo= g of your completed utility.
The list of available utilities and the options they contain depen= d on whether you're in the Quick or Saved tab.
Quick utilities are basically templates: = they do not store custom selection settings and are mainly used once or as = a foundation for custom Saved utilities. Any modifications made to a partic= ular utility are discarded immediately upon clicking on another category or= utility title. If you'd like to save the Quick utility you=E2=80=99ve just= modified, click Create Saved Utility at the bottom of the= Selected Utility pane. After adjusting the default title (optional), your = new utility=E2=80=94including custom settings=E2=80=94will be added to the = Saved tab.
The Saved tab only store= s the selection criteria used to create the custom utility. It contains cus= tom utilities that you (or others) have created, saved, and shared. When th= e Saved tab is selected, Favorite, Shared, and Operator filters (described = below) are available Utility Selection pane. Saved utilities can also be se= t to run on a schedule and a confirmation can be automatically emailed to t= he recipient(s) of your choice.
Utilities are organized in categories and subcategories. Select a catego= ry or subcategory title to view the list of associated reports in the Utili= ty Selection pane. Selecting All Utilities at the top of t= he categories filter will populate the Quick and Saved tabs with all availa= ble utility options.
Once you've selected a category or subcategory, the associated utilities= will be listed in the Utility Selection pane on the right. You can filter = the results further by entering a search term in the filter bar. Saved util= ities can also be filtered by Favorites, Shared, and Operator. In some ways= , these far surpass the usefulness of the Categories pane. In fact, you may= find that you prefer to use the All Utilities category (default) in conjun= ction with the filter bar.
Operator. See utilities you (the current o= perator) have saved.
The results in the Utilities list will only reflect utilities matching y= our category and filter criteria. For example, if you select Patrons from t= he Categories pane, the Utility Selection pane will only display custom-cre= ated patron utilities.
Once you've sufficiently narrowed your filter criteria, scroll through t= he Utility Selection list to locate and select the specific utility you'd l= ike to view, modify, or run. The utility will populate in tabs below. =
You can modify report you've selected in the Selected Utility pane. Each= tab contains the settings and options you need to configure how the utilit= y is performed. Quick utilities have only the Selections and Options tabs, = while Saved utilities allow more customization options. The settings in the= Selections and Options tabs are the same for both Quick and Saved utilitie= s, though the settings in those tabs vary for each utility.
The controls at the bottom of the Selected Report pane depend on whether= you're viewing a Quick or Saved report.
The Overview tab provides a Saved utility summary.
Enter or edit the name of the utility her= e (e.g. Remove Discarded Copies).
This information is automatically populat= ed with the creator's name and site ID code.
You can provide general usage notes about= the utility here (e.g. Utility created for Marjorie - Run weekly).
When this option is checked, the report i= s classified as a =E2=80=9Cfavorite.=E2=80=9D This is especially helpful if= you find yourself running the same reports regularly.
When this option is checked, the report i= s classified as "shared.=E2=80=9D Sharing frequently-used utilities wi= th other operators is often helpful when specifically configured utilities = are frequently performed.
The Selections tab is where you build the utility to suit your needs. If= you find some of your utilities lacking the necessary selection informatio= n, try checking the Show Additional Selections box for more options. <= /p>
The options here are different for each utility. However, the options ar=
e the same in the Quick and Saved tabs for the same utility. For example,
The options in this tab are different for each utility. However, the opt= ions are the same in the Quick and Saved tabs for the same utility. For exa= mple, Add Patron Notes and Change Review Status utilities= have different options in the Selections tab, but the selections for A= dd Patron Notes are the same in both the Quick and Saved tabs.
Use these settings to schedule this utility to run on a regular basis. F= or example, if you want to run this report every Friday at 5:00 a.m, set th= e following:
The scheduled time is the time the utility is added to your Operations queue. Depending on how bu= sy your queue is, the utility may or may not be complete at that exact time= .
Check this box to unlock the scheduling c= apabilities.
This dropdown menu allows you to specify = how often you would like to repeat this utility: Once, Daily, Weekly, Month= ly, or Yearly.
The options here depend on the frequency you selected above.
Once. Choose the date to= run this utility.
Daily. On options are no= t necessary.
Weekly. Choose the day t= he utility will run each week.
Monthly. Choose the date= the utility will run each month.
Yearly. Choose the month= and date the utility will run each year.
Choose the time of day, including a.m. or= p.m., to run the utility.
Here you can enable an email confirmation to be sent to the recipient(s)= of your choice once the utility is complete.