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Frequently Asked Questions

Trending FAQs

Here are the most common questions Customer Support answered this past week!

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.

If you turn on Automatically Retrieve Cover Art During Idle Periods in 

Items Preferences,
Alexandria will search for cover art based off of ISBNs and add it as it's found. You may also want to check the ISBN of items without cover art to ensure they're accurate.

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.

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]).

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.

Administration

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Scanners

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V7 FAQs

Recently switched to 7? Get your questions answered.

Inventory FAQs

Make your inventory quick, easy, and extremely efficient.

Reports FAQs

Learn how to make the most of report templates.

Items FAQs

Maintain a clean and searchable catalog.

Switch to 7 FAQs

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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!

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Beginning-of-Year FAQs

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End-of-Year FAQs

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Patrons FAQs

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Items FAQs

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Researcher FAQs

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Inventory FAQs

TEST!!! 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.

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.

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.

Check your session overview and take a look at your Call Number Range. Make sure the "From" and "Through" fields have the same number of characters. 

  1. For example From: 000.000 AAA

                                Through: 299.999 ZZZ

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.

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.

We recommend completing all of your inventory sessions when you are finished with your whole inventory. This will ensure any items that may have been misplaced on a different shelf will be found and scanned.

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