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Alexandria

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Operators
  • Operators are technically patrons. Their records are created and managed in Patrons Management just like regular patrons. Program access is determined by a patron's Security Group, which is designated on the Personal Info tab of a patron record. To determine the specific permissions each Security Group has, go to Security Preferences.
  • By default, newly created patrons are assigned the Patron Security Group level. This level doesn't allow any access to the Data Station or management-side of the program.
  • .

Other

  • Alexandria automatically assigns a barcode number based on the value you've provided in the Next Barcode field of the Patron Defaults preferences.
  • We suggest administering a user-defined Policy and Status. Assigning the correct patron policy is important when certain patron groups need to stand apart in statistical reporting.
  • You can quickly import hundreds of patrons if you have their data in a tab-delimited format.


Editing Patrons

You can edit patron information directly from Patrons Management. Before records can be changed, they must be unlocked by clicking on the Lock button Image Added.

This method for modifying information is best when editing an individual patron record. If you want to modify information for a group of patrons, use Patron Utilities.

Step-by-Step Instructions

Modify Patron Records
  1. Log in to Patrons Management.
  2. Use quick search or Advanced Search magnifying glass iconImage Added to look up a patron.
  3. Enter information about the patron (e.g. Last Name, Barcode, etc.) and press <return> or <enter>. 
  4. Select the patron you'd like to modify.
  5. Unlock the patron's record by clicking the Lock button lock iconImage Added.
  6. Now you may move between the Patrons Tabs, making changes to the patron record as needed.
    1. Keyboard: To move to the next blank data entry field, press the <tab> key. To move to the previous blank data entry field, press <shift-tab> or <-tab>. To select a particular data entry field to edit, click in the field. To select from a drop-down menu, <tab> until the drop-down menu you desire is highlighted and use the <up> and <down> arrow keys to make your selection.
  7. If needed, use the Password and Confirm Password fields to change the patron's password. You can make passwords more secure by mixing different types of characters, numbers, and even special characters such as “&” or “%”. Alexandria passwords are not case sensitive, so using upper and lower case letters is unnecessary.
  8. Once you have modified all the necessary information for this patron, click the Save button in the upper-right corner. If you want to ignore the information you have entered, click the Revert button. You won't be able to select another patron record until you Revert or Save your changes.
  9. If you try to save a patron record with a Username or Barcode that is already in use (e.g., eanderson or 1001), an error message will appear, prohibiting the change.


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This page has been moved over to https://support.goalexandria.com/patrons/managing-patrons/


Adding Patrons

Adding patron records to Alexandria is easy! You can either add records manually (see steps below) or import hundreds of records at once. 

Note

Operators (Library Administrator, Librarian, Student Aide, etc.) are still considered patrons. Their records are created and managed in Patrons Management just like regular patrons. See the Add Patron Record section for , and the Security Group field is what determines their program access. See Adding Operators for more information.

Image Added

Step-by-Step Instructions

Add Patron Record
  1. Log in to the Patrons Management module.
  2. Click the the Lock icon, then select the Add Patron button  located near the bottom of the Records List pane. in the top right corner. Image Added
  3. A new record will appear to the right. Each field will be blank except for a few preset defaults. These defaults can be changed in the Patron Defaults tab of Patron Preferences.
  4. Move between the Personal Info, Contact Info, and Notes tabs to the Patrons Tabs to enter information, configure options, and make changes to the patron record as needed.
    1. At the very least, Last Name, Barcode, and a Security Group are required to save your new patron. However, we suggest you also provide a unique Username, Password, and Email address during the creation of your patron.
  5. Next, if you intend to give your new patron any operator privileges (e.g. Librarian or Student Aide), select the correct Security Group from the drop-down menu. You will also need to use the Site Access selection to mark the sites that your patron is permitted to access. Otherwise, leave these selections alone.
  6. Click Save to add your new patron record or Revert to discard it.
Tip

While filling out a patron record, click you can <tab> to move to the next blank data entry field, or press <shift-tab> to move to the previous blank data entry field.

Additional Information

Usernames and Passwords

  • Usernames must be unique. If the username you've selected is already in use, Alexandria will ask you to choose another.
  • A patron's default password is their last name. 
  • Passwords are not case-sensitive.
  • Patrons are saved to the database by username and barcode, so they can have duplicate first/last names and security groups.
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OperatorsOperators
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Add Patron Record

Adding patron records to Alexandria is easy! You can either add records manually (see steps below) or import hundreds of records at once. 

Note

Operators (Library Administrator, Librarian, Student Aide, etc.) are still considered patrons. Their records are created and managed in Patrons Management, and the Security Group field is what determines their program access. See Adding Operators for more information.

Image Added

Step-by-Step Instructions

Add Patron Record
  1. Log in to the Patrons Management module.
  2. Click the Add Patron button Image Added located near the bottom of the Records List pane.
  3. A new record will appear to the right. Each field will be blank except for a few preset defaults. These defaults can be changed in the Patron Defaults tab of Patron Preferences.
  4. Move between the Personal Info, Contact Info, and Notes tabs to enter information, configure options, and make changes to the patron record as needed.
    1. At the very least, Last Name, Barcode, and a Security Group are required to save your new patron. However, we suggest you also provide a unique Username, Password, and Email address during the creation of your patron.
  5. Next
  • Your first operator must be a District Administrator with equivalent Security Group access.
    • If your library is cloud hosted, your District Administrator was created for you. However, if your library is self hosted and you haven't yet created a District Administrator for your union, you will be prompted to the very first time you attempt to access one of Alexandria’s online modules (e.g. /librarian, /researcher, etc.).
    • The District Administrator security group is only meaningful for Centralized Catalog, multi-library collection licenses; for all other licenses, the District Administrator security group is analogous to the Library Administrator.
  • Any operator with access to Preferences will only be able to modify Security Groups below their own.
    • For example, an operator with Librarian-level security access can modify preferences; however, they are unable to change the Librarian, Library Administrator, or District Administrator Security Groups.
Most patrons won't need to have their Site Access indicated. However
  1. , if you intend to give your new
patron 
  1. patron any
 sort of
  1. operator
or library management
  1. privileges (e.g.
 Student
  1. Librarian or Student Aide
or Librarian
  1. ), select the correct Security Group from the drop-down menu. You will also need to use the Site Access selection to mark the sites that your patron is permitted to access
.When creating a new patron with security equal or greater than Library Aide, the patron's assigned site is automatically added to their site access list when the record is saved, if it has not already been added
  1. . Otherwise, leave these selections alone.
  2. Click Save to add your new patron record or Revert to discard it.
Tip

While filling out a patron record, click <tab> to move to the next blank data entry field, or press <shift-tab> to move to the previous blank data entry field.

Additional Information

Usernames and Passwords

  • Usernames must be unique. If the username you've selected is already in use, Alexandria will ask you to choose another.
  • A patron's default password is their last name. 
  • Passwords are not case-sensitive.
  • Patrons are saved to the database by username and barcode, so they can have duplicate first/last names and security groups.

Other

  • Alexandria automatically assigns a barcode number based on the value you've provided in the Next Barcode field of the Patron Defaults preferences.
  • We suggest administering a user-defined Policy and Status. Assigning the correct patron policy is important when certain patron groups need to stand apart in statistical reporting.
  • You can quickly import hundreds of patrons if you have their data in a tab-delimited format
.
  • .


Modify Patron Record

You can edit patron information directly from the Patrons Management module. Before records can be changed, they must be unlocked by clicking on the Lock button Image Added.

This method for modifying information is best when editing an individual patron record. If you want to modify information for a group of patrons, use the appropriate Patron Utilities.

Step-by-Step Instructions

Modify Patron Records
  1. Log in to the Patrons Management module.
  2. In the bottom left corner, click on the Find icon magnifying glass iconImage Added to pull up the Patron Lookup dialog.
  3. Enter qualifying information about the patron (e.g. Last Name, Barcode, etc.) and click Search (or press <enter>).
  4. If results—multiple or exact—are located for your search, the Records List pane (on the left) will be populated with the patron record(s) that most closely match your criteria.
  5. Select (highlight) the patron you'd like to modify.
  6. Unlock the patron's record by clicking the Lock button lock iconImage Added.
  7. Now you may move between the Personal Info, Contact Info, Notes, Statistics, and Lexile tabs, making changes to the patron record as needed. To move to the next blank data entry field, press the <tab> key. To move to the previous blank data entry field, press <shift-tab> or <-tab>. To select a particular data entry field to edit, click in the field. To select from a drop-down menu, <tab> until the drop-down menu you desire is highlighted and use the <up> and <down> arrow keys to make your selection.
  8. If needed, use the Password and Confirm Password fields to change the patron's password. You can make passwords more secure by mixing different types of characters; use some uppercase letters along with lowercase letters, numbers, and even special characters such as “&” or “%”.
  9. Once you have modified all the necessary information for this patron, click the Save button in the upper-right corner. If you want to ignore the information you have entered, click the Revert button. You won't be able to select another patron record until you Revert or Save your changes.
  10. If you try to save a patron record with a Username or Barcode that is already in use (e.g., eanderson or 1001), an error message will appear, prohibiting the change.
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