Daily Chores

Every day, our software runs certain chores that clean up the system by removing things like expired holds

,

/in-stock holds, setting Union Site copies to In Processing, looking for cover art,

and reservations, etc

updating fines, and so on. At the end of each Daily

Chores

Operations cycle, Alexandria will archive the

operation(s)

operations to the

transaction

log and deliver the results to Operations

Management

.

Daily

Chores operations

Operations and other system activities can be viewed by all operators, but only some users have the security privileges (i.e.

Remove

Manage All) to remove them.

Filter

These actions are only available if your Operations Management security preference is set to Manage All. This preference is found in Tools > Preferences > Security > Tools tab. the Operation window

Remove older than 7 days

Remove older than 14 days

Remove older than 30 days

Remove older than 60 days

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Information. By themselves, completed operations display very little information in the queue; they have a completion date, operation name, and the operator who created it.

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The Operations

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The Operation

Management window automatically orders/sorts all pending operations (i.e. reports, utilities, imports, or exports) and allows you to view summaries and open, email, or save operations that you (or others) have previously completed. Simply think of

the Operation

Operations Management

window

as a nerve center that consolidates all operations that you, the current user, the system, and/or others (depending on your

Security

security permissions), have been performing; in essence, a specialized transaction log for past and future operations.

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Once a report, utility, import, or export has been initiated, you can open

Operation

Operations Management to track the progress of the current operation and allowing you to view (or save) previously completed operations. Completed operations shown in the “queue” include the name and status of the operation and are affixed with a time/date stamp. An operation that is currently running provides a Cancel option.

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Each time

the Operation

Operations Management

window

is opened, the Date Range drop-down filter defaults to Today; in other words, only the current user's newest (i.e.

Today

today) operations are initially visible in the

Operation Management window's “queue”. Everything in this list

Operations Management queue. Each operation is ordered chronologically

(

from newest-to-oldest

in top-down order) which is helpful when trying to discover

, so you can see if there are any operations

in the queue

scheduled ahead of yours. The Operation Type

drop-down

dropdown filer defaults to All Operations

; the All Operations selection

, which includes pending (or completed) automatic system operations

such as

like the Daily

Chores

Operations system utility (which clears expired holds, reservations, and overdue items that were declared “lost”).

For reasons of accountability and transparency,

the Operation

Operations Management

window

will retain all information for canceled and completed operations for a week at least; operations older than a week can be removed from the queue by choosing one of the Remove older than XX days selections from

the Operation

Operations Management

window

's Actions menu. Your security privileges (i.e. Remove All) determine whether a particular user has the ability to remove canceled or completed operations from the queue. By default, all operations older than 90 days are automatically removed from Operations Management.

Controls

The controls at the top of the interface allow you to filter your results.

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Actions Menu

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By default, all operations older than

ninety

90 days are automatically removed from

the Operation Management window.

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Operations Management.

Remove Selected Operations. Removes multiple operations at once. To select multiple operations, hold the <shift> key down while clicking on the operations you want to remove.
Remove older than 7 days
Remove older than 14 days
Remove older than 30 days
Remove older than 60 days
Repeat. This takes the selected operation (i.e. report or utility) with the original parameters, places it in the queue, and schedules it to run again as soon as possible.

Note
These actions are only available if your Operations Management security preference is set to Manage All. This preference is found on the Preferences > Security > Tools tab.

Date Range Filters

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Today
Last 7 Days
Last 30 Days
30-60 Days Ago
60-90 Days Ago

Operation Type Filters

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All Types
Export
Import
Reports
Utilities
System Reports

Operator Filters

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Show My Operations
Show All Operations

The Operation Management window can potentially display the name and status of the operation, the user who initiated

the operation, and the time/date

that the operation was completed or canceled. By default, the Operation Management window only provides a quick glimpse at the operations performed (or queued) by you, the current operator. If you are logged in and have the proper security permissions, you can expand the scope of the Operation Management window to include operations from other users as well

they were initiated. Some operations (reports, exports) that are currently running provide a Cancel button.

The status of an operation can be one of four things:

Running. This status shows the operation currently being performed; it provides the progress of the operation, the date/time that the operation began, and a Cancel button.

Queued

Waiting. This status indicates

than

that an operation is pending

,

but has not yet been started.

The Position: XX text following this status indicates what place your operation has in the queuing system

This can happen when the server is busy with other activities. Users with the proper security privileges are able to

Cancel queued

cancel waiting operations other than their own.
Canceled. This status indicates that an operation was canceled during (or before) completion and includes a time/date stamp and the user who canceled it.

Complete

Completed. The operation was completed and results are available; operators can open it, download the results, or send the results via email to whatever address they want—different from those specified in the Notification tab(s) of the Reports window.

One of four different icons can appear to the right of each completed operation in the queue; an open Send Email window icon, an operation information icon, an open report icon, and a download file icon.

Image RemovedInformation. By themselves, completed operations display very little information in the queue; they have a completion date, operation name, and the operator who created it. Click this icon to view additional information for each operation—such as new or modified records, associated error messages and notes, and library codes necessary for Centralized Catalog. If an error occurs during an operation, an alert icon will appear in the summary to let you know that you should pay special attention to the results; alerts and exceptions contained within your PDF are printed in red.

Text File. If the operation is an Item or Patron Export, click this icon to download a text file. The file can be viewed in a text editor, such as Notepad or TextEdit.

Email.

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This page has been moved over to https://support.goalexandria.com/operations/

Operations is where you access Reports, Utilities, Exports, and Imports, and contains the feed of recent operations for you to email, view, and download. Operations is a transaction log for past and future operations.

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Completed operations shown in the queue include the name and status of

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Operations

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Email Operation. This opens the Send Email window, where you can email a link to download and view the operation file.

PDF. Click this icon to download your saved report as a PDF.

Send Email

Operations Management has integrated email capabilities. Send Email allows you to send a link to download the completed operation file to the email address(es) you specify. This option is only available if your Email Settings are properly configured.

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Your Email Preferences must be configured for this option to be available.
Image Added	Operation Information. Click this icon to view

additional information for each operation—such as new or modified records, associated error messages and notes, and library codes necessary for Centralized Catalog. If an error occurs during an operation, an alert icon will appear in the summary to let you know that you should pay special attention to the results; alerts and exceptions

a summary file with information such as the selections and options set for this report, or details on what happened in the utility.
Image Added	Download PDF Report. Click this icon to download your report as a PDF.
Image Added	Download TXT File. Click this icon to download .txt files from Imports or Exports.
Image Added	Download Misc File. Click this icon for other types of file downloads.
Image Added	Download Results and Summary. Click this icon to download the results with the summary included as a cover page.

Daily Operations

contained within your PDF are printed in red.

Text File. If the operation is an Item or Patron Export, click this icon to download a text file. The file can be viewed in a text editor, such as Notepad or TextEdit.

Email. This opens the Send Email window, where you can email a link to download and view the operation file.

PDF. Click this icon to download your saved report as a PDF.

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Show by type

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From

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User / Site

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Run Operations

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Reports - Use our templates to customize and run a variety of reports, notices, and labels. This is where you set up overdue notices, and print lists of holds to process.
Labels - Customize and save barcode and spine labels for your items, as well as patron labels and library cards.
Notices - Customize and save the email and print notices that you send to your patrons.
Utilities - Utilities can change large amounts of information at once. They allow you to modify, clear, or clean up required information, such as title or patron records, title/copy policies, patron histories, and all types of circulation transactions.
Export - Exporting is the process of moving information out of Alexandria where it can be manipulated manually or used in other software applications. You choose the information you want to export, for patrons, items, and more.
Import - There are times when you'll want to add information to Alexandria from outside sources, such as MARC records from book vendors, or patron information from a central database.