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Athenaeum Pro 2016 Manual

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  • Athenaeum Pro 2016

    SumWare Consulting


    www.princexml.comPrince - Non-commercial LicenseThis document was created with Prince, a great way of getting web content onto paper.

  • Athenaeum Pro 2016 Manual

    Athenaeum Library Software

    by SumWare Consulting


    Welcome to Athenaeum Pro.

    Athenaeum has been designed with librarians from around the world to be easy tostart using and - when you are ready - have more features and configurability to dothe things you are likely to want to do.

    There are a few, slightly abstract concepts to learn, however they are well worthlearning. For example:

    the reports chapter speaks of reporting on a found set, which is the result ofa find of some kind. This means that a single report can be used for manydifferent searches.

    become familiar with the different components of Athenaeum (e.g. borrowers,catalogue, circulation (issues), history, admin and archive) and how they fitwith each other. This is described in the Athenaeum Structure

    learn the shortcuts for quickly moving around Athenaeum most importantly, become familiar with the security afforded with the different

    levels of users described in the Logging In/Accounts chapter.

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  • Getting Started

    Getting Started

    Some quick notes on where to go to find what you need.

    Dont get overwhelmed

    Athenaeum Pro is a powerful program with many options. Start with the simplethings and then build on them when you are ready.

    Many Users

    There are many kinds of users of Athenaeum Pro, such as community libraries,school libraries, private libraries, etc., each of whom use Athenaeum differently. Tobe flexible, Athenaeum has many preferences, some of which will have no relevenceto you at all.

    Documentation & Resources

    Ensure that you have at your disposal all available resources.

    DocumentationThis document in either pdf or on the Athenaeum web site

    Athenaeum DownloadsThe web page with links to useful files http://www.librarysoftware.co.nz/downloadspro/

    Athenaeum NewslettersShort (usually 1 page) newsletters we put out about twice per yearhttp://www.librarysoftware.co.nz/newsletters/

    Athenaeum YouTube ChannelShort videos, usually silent, showing how to achieve various taskshttps://www.youtube.com/user/athenaeumsoftware

    [email protected]

    Support web siteThe support page describing all other forms of supporthttp://www.librarysoftware.co.nz/support/

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  • Athenaeum NotesA web-site containing topical notes (note Athenaeum Notes is currently downafter a recent server changewatch this space)


    There are three main account types or users in Athenaeum:

    Administrators Issue Guests or OPAC

    These are set when you are logging in to Athenaeum or when you re-login. Eachhas a default password, which can be changed.

    You can also create custom accounts or - if you are using FileMaker Server withAthenaeum - authenticate against an Active Directory or Open Directory to use yournormal network account and password.

    See the accounts chapter for more information.


    The set-up chapter contains all of the information you need to get going. Payparticular attention to:

    network set up OPAC configuration (how the guest screens look) Catalogue configuration


    Familiarise yourself with the Athenaeum Structure which defines the modules ofAthenaeum which are the building blocks of storing, finding and reporting oninformation; as well as how to quickly navigate around the program.

    tip: learn a few of the keyboard shortcuts to very quickly move aroundprogram. As you become comfortable, learn some more.

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  • Basic Set-up

    Quick Set-up


    Opening with FileMaker Pro

    When running Athenaeum Pro on a single computer, simply double click the file


    If you are connecting to a copy of Athenaeum hosted on a FileMaker Server, you willlikely be double clicking a Windows shortcut, a Mac alias or an opener filedownloaded from the Athenaeum web site.


    You can create a shortcut for Windows or Mac that point to the main Athenaeum fileon your server. The shortcut has the format:


    where your-fmserver-ip-address is the IP address or the DNS name for yourFileMaker Server. FileMaker, when installed, instructs the operating system how toopen fmp:// files.

    This is the preferred way to set up openers, as it respects the operating systemprivileges and, if you are using Active or Open Directory, will integrate best withthat.

    Opener File

    Alternatively, you can download the Athenaeum Pro opener file from the Athenaeumweb site:


    If that file does not automatically open Athenaeum (it looks through your wholenetwork and some networks block this), then quit double click the opener file withthe caps lock key locked down. You will be able to edit the location of the FileMakerServer, replacing the * with the network address of that server.

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  • By default, this opener file will try to automatically connect to Athenaeum at thelowest level account (guest) and show you the basic search screen. You can configurethe opener to open at a different level, if you like.

    Opening with FileMaker Go

    You can use the Shortcut/Alias method above to open files with FileMaker Go, or,simply click the Hosts icon, select the host with Athenaeum Pro on it and then choosethe file ap_athenaeumPro.fmp12.

    Opening in a web browser

    Your computer support staff will supply you with a URL (a web address) - e.g.http://library.organisation.com/ which will open the web page.

    Log in with an Admin account

    To change any admin settings, you will need to log in with an admin account (seelogging in for more info) and be viewing Main Menu.

    At the main menu, either

    click the Admin button at the top of the screen or press the a keyboard shortcut to jump straight to admin

    Network set up

    Athenaeum talks to the internet for a number of services. Those services are at websites which must not be blocked. Currently, the list of web sites are sites these (andtheir sub-domains):

    http://sumware.net/ http://ararimu.com/ http://scis.curriculum.edu.au/ (if you use SCIS) http://schoolscat.natlib.govt.nz/ (if you use National Library of NZ

    SchoolsCat) http://openlibrary.org/ http://covers.openlibrary.org/ http://api.qrserver.com/ (for QR codes) http://www.wheelers.co.nz/ any web site that you set on the OPAC, if you use that option any web site that you enter as a link to a catalogue item

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  • Some networks require the manual entry of proxy information to get out to theinternet. If you need to, store this in Athenaeum at Admin->Customisation->Proxy/MARC/SMS tab.


    If you use either or both of these services for retrieving bibliographic information,you will need to enter your librarys Account and Password for them.

    From the main menu: - go to Admin (press the a key on your keyboard) - click theCustomisation tab - click the Proxy/MARC/SMS tab - then for either or both SCISand/or Schoolcat click the Account/Password button and enter your credentials asprompted

    Click the appropriate Account and Password

    OPAC configuration (how the guest screens look)

    You can configure the search screen on your OPAC (OPAC = library jargon for OpenPublic Access Computer).

    Navigate to the Admin->Customisation->Search/OPAC tab.

    If you have FileMaker 14 or higher, your configuration screen looks like this:

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  • configuring OPAC (guest) search screen with FileMaker 14

    otherwise, you are presented with the old screen with fewer options:

    configuring OPAC (guest) search screens

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  • Titles or Copies?

    Choose whether you want your guests to search titles or copies. Click the wordTitles or copies to toggle between values.

    You might have multiple copies of a title.

    For example, say you have 4 copies of Roald Dahls Matilda. There is 1 title(Matilda) and four copies for issue. If OPAC results are title based, the guests willsee one entry in the results list. If it is copy based, they will see four.

    The advantage of title based searches is that result lists tend to be shorter. Theadvantage of copies based searches is that the status and location of each individualcopy is easily ascertained. With titles, users have to view details of a title toascertain exactly which copies (and where they are) are available, though they cansee the number available in list view.

    As an administrator, you are always working with Copies.

    Search window


    Set the backround by clicking the image and choosing an image from the resultinglist.

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  • OPAC background list

    Either find the image you want and click set background image or click the newbackground button and insert your own picture and set that.


    Choose from:

    simple search search window with your suggestions search window with an embedded web page

    Simple Searchpresents a fast find search field with the background you choose (if any).Some embedded controls allow refining of searches to title, author, etc.

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  • Simple OPAC

    Search with Suggestionsincludes the fast find search field, an optional list of items you have marked astopical or highlighted in the catalogue, an optional list of the top issues, andan optional list of Hot Topics or search suggestions you have added.

    OPAC with suggestions

    Search with web pageincludes the fast find search field and the web page you have specified. Notethat the URL for the web page must be enclosed with quotes and fully specify theaddress (including the http:// prefix, for example).

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  • OPAC with web page

    Catalogue configuration

    In your quick set-up, choose some key options for your catalogue defaults. Navigateto Admin->Customisation->Catalogue Defaults:

    Catalogue configuration

    Set your custom labels. The first four are the four custom fields for you to use as youwish. The fifth is the label for the field with illustrator, other author detail.

    The Subjects are strict Authority setting controls whether you allowed to enter freeform subject entries in addition to your strict subject authority listing or not.

    This silent YouTube video on the Athenaeum Software library channel shows you:


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  • Flexispell allows you to add synonyms, homonyms, alternate phrases and miss-spellings for subject, title and notes entries. Your flexi-spell entries are behind thescenes (that is, the guests dont see your alternate terms).

    The replacement formula is a calculation applied to determine the defaultreplacement charge for items. This formula usually involves the paid and unpaidamounts (e.g. their sum, or the paid amount plus a fixed charged, etc.).

    Web content

    Some of the static content for the Athenaeum web templates for FileMaker Serveris pulled from your settings inside Athenaeum. Set this appropriately.

    web content

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  • Logging In

    Logging In

    To start Athenaeum, you will need an account1 and password.

    The Standard Accounts

    When starting Athenaeum or re-logging in, you will be prompted for an account anda password. The following accounts and their default passwords are available for usewith Athenaeum Pro:

    Account Initialpassword Purpose

    Library lib The standard library administrator password

    Issuei (that islowercase)

    An account that allows issuing and searching thecatalogue, but no administration.

    Guest Guest (searching) only. There is no password and this canbe disabled by defining a password

    Web Search only using a web browser. There is no passwordand this can be disabled by defining a password

    Passwords are case sensitive. Accounts are not.

    You may change the default passwords at any time for all accounts in the Accountsand Passwords tab of Admin.

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  • accounts and passwords tab

    Options Password

    The options password allows you, as the administrator, to authorise overrides, forexample in the case where a borrower has exceeded his/her borrowing limits butwants to borrow another item.

    By default the options password is fred7

    Custom Accounts/External Authentication

    You may also create custom accounts for guests, issue and library by clicking themanage borrower accounts button and setting up indivdual log-ins.

    custom accounts

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  • Active/Open Directory

    When hosting Athenaeum Pro with FileMaker Server, you can configure FileMakerServer to authenticate against an external LDAP server or Open directory. See theFileMaker Server manual for details on this.

    Then, you create appropriate groups and add users to those groups (dont add groupsto groups). The groups that Athenaeum recognises are:

    external groups

    1. The Account tells Athenaeum what privileges you have. The password is yoursecret access to that account.

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  • Athenaeum Structure

    Athenaeum Structure

    It is helpful to build a mental map of how the parts of Athenaeum fit together.

    Athenaeum modules


    The map above has the main menu in the middle, with the catalogue modules above,borrower modules lower left and issue (circulation) and issue history modules lowerright. The admin area is off to the left and is normally less used than other areas.

    The modules are colour coded and reflect the colour themes you see when usingAthenaeum. Colours are used as a visual clue to where you are.

    Module Colour

    Menu blue

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  • Module Colour

    Admin blue

    Catalogue bronze

    Catalogue Archive magenta

    Borrower green

    Issues blue

    History blue

    MARC black

    Knowing the modules and how they fit is important because - amongst other things -reports are normally generated in the modules that contain their content. For example,overdue reports and letters are generated in circulation. Historical issue analyses aregenerated in the history module. Annual Summaries are generated in the cataloguemodule.


    You can navigate around the Athenaeum modules using the buttons on the mainmenu, or you can quickly navigate using keyboard shortcuts. In many instances youcan also navigate from one module to related data in other modules (e.g. whileviewing a borrower, you can see their historical issues in history with a click of abutton).

    Take some time to learn the shortcuts for the main functions and modules and thenwhen you are comfortable with those, learn a few more.

    Main Commands

    Use the following keyboard shortcuts from virtually anywhere to:

    Function Windows Shortcut Mac Shortcut

    Main Menu CTRL 1 command 1

    Search CTRL 2 command 2

    Issue CTRL 3 command 3

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  • Function Windows Shortcut Mac Shortcut

    Return CTRL 4 command 4

    Extend CTRL 5 command 5

    Check CTRL 6 command 6

    Single Key Navigation

    When you are not editing text in an Athenaeum field (that is, you are not typingsomething), you can press the following keys to perform these functions.

    Key Function

    1 Menu (go here if you are lost)

    2 Search

    3 Issue

    4 Return

    5 Extend

    6 Check

    a Admin screen

    b Borrower list

    c Catalogue list

    F Fees list

    h Issue History

    i Circulation list

    m MARC

    n Show navigation menu (main menu only)

    q QuickMARC

    r Catalogue archive list

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  • Key Function

    t Borrower types

    u Navigates to utility screens in some modules and the audit layouts when youare in the admin module

    wResets the Athenaeum windows according to your preferences and tries toposition them in line with the main window (this only works on the mainmenu and admin)

    Common Functions

    At the top of most screens are common buttons that execute or reveal relevantcommands and functions for the current module:

    common functions


    The command button reveals a sub-menu with buttons for Issuing, Returning,Extending, Checking and then appropriate buttons for operating on the found set ofrecords in the module you are currently viewing.


    The filter button reveals functions for modifying the current found set of records (i.e.filtering them), or for finding records that meet a particular criteria.

    Some filters modify an existing found set and some filters override the current foundset. That is, some filters discard previous found sets before performing their function.

    Found Set

    A fundamental concept in Athenaeum to reporting or manipulating large amounts ofdata is that of the found set.

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  • The founds set is merely the set of results from a find action; show related action orshow all action. However, that result is then used to generate a report, print data,export to a spreadsheet, replace in bulk, bulk dispose or stock take, etc.

    By finding different sets of data, you can use the same report function to producedifferent reports.

    Most screens display details of the found set.

    found set indicator

    Those three numbers indicate, in turn:

    the number of the current record in the list the number of records in the found set - that is the number that are included in

    the view in parentheses, the total number of records in the current list - or the number

    shown plus the number omitted

    So the graphic above shows that the current record is eight hundred and fifty fourthrecord in the list of one thousand and seven records in the found set and that there areeleven thousand one hundred and ninety records in total. (By deduction, that meansnine thousand six hundred and eighty three records are omitted from view.)

    Any time you perform a find, for example, those numbers will likely change.

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  • Searching the Catalogue

    Searching The Athenaeum Catalogue

    Searching the catalogue can be achieved in a number of ways and the results arepresented according to the librarians preferences (stored in admin) and whether thesearcher is logged in to Athenaeum as an Administrator, a guest or issue user.1

    Types of Searches

    Users can search either by:

    Fast Find Easy Find Detail Find

    Search Concept

    In its simplest form, the search process is described by this diagram:

    Search Concept - pick a search type and search, list the results, view detail ifnecessary

    The user performs a search and sees a list of results (the found set of results).

    The user can refine that search or click on an item in the list to see detail for thatresult.

    The appearance of Fast Find

    The administrator can configure, in Admin:

    the background graphic (if any)

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  • whether the user searches Copies or Titles whether Athenaeum shows a button for showing Recent library acquisitions

    (requires FileMaker Pro 14) a simple search screen with very few options (a single field on the

    background) or whether a list of items marked Topical (or whatever term the administrator

    defines) is included on the screen whether the search window includes administrator defined search suggestions

    (such as topical subject headings, reading lists, etc.) whether the search window includes links to the top issued items OR Athenaeum shows a search window with links to a nominated web page

    (choosing the web page option will turn off show topical, show TopIssues, show reading lists)

    If you have FileMaker 14 or higher, your configuration screen looks like this:

    configuring OPAC (guest) search screen with FileMaker 14

    otherwise, you are presented with the old screen with fewer options:

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  • configuring OPAC (guest) search screens

    Fast Find

    This is the simplest search and will be most familiar with anyone who has used asearch engine like Google 2

    fast find screen - note that the look is customisable by the administrator

    Remember that the background appearance will probably look different, dependingupon the configured background.

    Enter a search term and press the return key (or click the search button with themagnifying glass and All).

    What Fast Find searches

    Fast find searches these fields in the catalogue:


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  • subjects series author illustrator itemNotes custom1 custom2 barCode callNumber dewey and ISBN

    By default, items whose borrower privilege is set to resource are excluded fromFast Find searches.

    Constrain Fast Find

    Refine the Fast Find search by performing the search again with more or differentterms or by constraining the search to the title, author (including other author/illustrator), subject or dewey fields by clicking the appropriate button.

    constraining the search

    Literal Strings

    Because Athenaeum is performing a multi-field search, if you were to search for NewZealand War, Athenaeum might find records with war in the subject, but NewZealand in custom2. So, if you wanted to find an item with New Zealand War inthe subject, that is, all of the words, then you need to check the Literal Stringoption before executing the search.

    clicking literal string to exact match the entered search criteria

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  • Resources

    By default, Fast Find excludes items whose borrower privilege is set to resourcelike so:

    an item with the borrower privilege of resource

    To find such items, check the Resource check box on the search screen beforeexecuting the search.

    checking the resource box to include resources in the search

    Easy Find

    When more complex searches required, such as searches using boolean operators, tryan Easy Find by clicking the easy find button.

    easy find button

    Click on the Easy button on the search screen.

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  • This screen allows you to enter multiple criteria (AND searches) by enteringinformation in more than one field. It also allows you to do multiple searches (ORsearches) by entering multiple requests (New Request button). Lastly it will do anOmit (NOT search) by clicking on the Omit button.

    Boolean Easy Find AND search

    Find all books with Maori in the subject AND written by R. Bacon:

    Enter Maori in the Subject field, enter Bacon in the Author field. Press the Enter key or click on the OK button.

    All books listed meet BOTH criteria specified.

    Boolean Easy Find OR search

    Search for all books that have Maori in the Subject field OR are written by R. Bacon:

    Enter Maori in the Subject field.

    Next, click on the New Request button. Enter Bacon in the author field. Press the Enter key or click on the OK button. Note that the list obtained here

    is longer than that using the above search. Search for all books that have Maori OR war in the Subject field: Enter Maori in the Subject field. Next, click on the New Request button. Enter war in the subject field. Press the Enter key or click on the OK button.

    Boolean Easy Find NOT search (omit)

    Search for all books that do NOT have Maori in the subject field:

    Enter Maori in the Subject field. Next, click on the Omit button. Press the Enter key or click on the OK button. Books in the list will be all

    books that do NOT have Maori in the subject field.

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  • By combining the techniques demonstrated above you can build up very precise andcomplex searches.

    Detail Find

    Click the Detail button at the top of the Fast Find or Easy Find screens.

    This option is similar to the easy find, except that it allows you to search most fieldsin the catalog.

    The detail screen presented to the user depends upon their log in.

    The administrator will see

    Non-administrators will see this:

    guest detail search screen

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  • By combining the techniques demonstrated above you can build up very precise andcomplex searches.

    Subject Search

    The library administrator can enable simplified searching of subjects, either

    by enabling or careful subject keywording of items 3 or managing the list of suggested search terms.

    Subject Keywording

    The subjects for items become hyperlinks for further searches in the detail screen fornon-administrator users:

    the first characters of each subject line becomes a clickable link

    Search Window with Suggestions

    When searches are configured to include suggestions:

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  • configuring search with suggestions using FileMaker Pro 14


    configuring search with suggestions using FileMaker Pro 13

    the default search screen includes extra information as assists for your librarypatrons:

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  • search window with three groups of suggestions

    1. Topical 4 items drawn from a randomised list of catalogue items who have thetopical flag set

    2. Top Issues Athenaeum periodically counts the top issued items over theprevious 60 days to generate this list

    3. Hot topics 5 a list of terms that, when clicked (or tapped), will search thesubjects field for the patron

    Search Window with a web page

    configuring the search window to include a web page


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  • configuring the search window to include a web page

    When configured to include a web page, Athenaeum will show either:-

    the page linked to the URL you enter. Note: enter the full URL which includesthe http:// or https:// schemes

    or raw html that you paste into the field. The content might contain messagesto library patrons or lists of items, etc.

    showing a topical web page on the search screen on the 100th anniversary of thestart of the first world war

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  • Popular Items

    Click the Popular button at the top of the search window to see a list of all items thatthe administrator has marked as popular or topical (or whatever term theadministrator has defined for popular).

    The alternate guest search screen also lists the first dozen or so popular items in twocolumns.

    These can be added and deleted from this display easily, and if you would prefer, youcan even rename the listing itself from Popular to Random, New or any other titlethat makes sense to you.

    Adding an item to the Popular List

    Find the item, then click on the check box with your popular label in the Detailscreen.

    highlighting an item

    1. when logged in with a guest account or with an issue account, the searchprocess and the results presented are identical.

    2. It should be noted that Athenaeum was using single field searches years beforeGoogle existed, and Athenaeums predecessor (That Book is SumWare) usedit before AltaVista and Yahoo were launched!

    3. when NOT using strict authority, each subject should be entered on a new linein the subjects field. Each line (or the first 27 characters) becomes a clickablelink on the detail screen.

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  • 4. The word topical will depend upon what you have entered in your cataloguecustom labels

    5. the expressions hot topics will depend upon what you have entered in thelabel above the list of search topics

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  • Adding Catalogue Items

    Adding Items

    Adding a Catalogue Item Manually

    If you have configured your main menu to show the New Item button, click that.

    Or, navigate to the catalogue and click on the New Item button at the top of the listview or the detail screen:

    new item button

    At the new item dialog:

    new item dialog

    Type or scan in the ISBN code if there is one (omitting any hyphens and otherpunctuation). If you dont have an ISBN/ISSN, simply tab to the next field.

    Next, enter the bar code you have assigned to the item and click OK. If there is no barcode, you can just let Athenaeum auto generate a bar code.

    If the ISBN you have entered is already in your catalog (i.e. there are multiple copiesof the same book in your library), a new record is automatically pre-entered with therelevant information such as title, author, etc; you will need to update informationsuch as the bar code, location, etc.

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  • Now that you have entered these two vital pieces of information, you can startentering any further detail you wish for this book. You MUST set the borrowerprivilege1 to one of the options in the pop-up list (fiction, senior fiction, non-fiction,senior non-fiction, resource, audio visual, other).

    Minimum Recommended Catalogue Fields

    We recommend that as a minimum you enter:

    title, author, subject, purchase amounts, purchase date, location and type of item.

    Subjects should be simply keywords, not stories (save your stories for the notes orcustom fields).

    Subjects may also be constrained to strict authority entries (click the authoritybutton). Subjects should be formal subject headings as provided by Library ofCongress or a simplified version thereof. These are visible as hyperlinks on OPACsearch screens.

    Keywords can be entered into the custom fields and are designed to assist yoursearchers find items with less formal terms.

    Purchase details

    There are three main things you will normally consider when it comes to value. Howmuch did you actually pay for the item; how much is it normally worth (these will bedifferent if you received a discount, for example); and the replacement cost that thelibrary patrons will see.

    purchase details

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  • Field Description


    When the item was purchased. If you dont know, it is usually worthmaking an educated guess

    Supplier From whom the item was acquired

    Suppliername Name of the suppler


    This will open the list of suppliers. You can add new suppliers fromthe main menu->nav->supplier and then clicking new entry

    AmountPaid The amount actually paid for the item


    A description such as discount, donation, book fair sale, etc.,indicating why there is an unpaid component to the value of theitem


    An unpaid component contributing to the total worth of the book,that was not actually paid


    A percentage indicating how rapidly the item in question is to bedepreciated

    Value at date The depreciated value of the item as at the current date

    Total Paid + unpaid amounts

    Replace $ The amount to charge for a replacement

    Images for Types

    It is now easy to add an image or icon representing the type of item. These arevisible in List views at the left side of the screen:

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  • images for item types

    Inserting an image is a similar process to adding a location image.

    First, find the type for which you wish to associate an image. Then, right click theimage container to the right of the title and choose Insert Picture and select yourpicture.

    inserting an image for a type

    Note that your images should be very lightweight - that is, small images (64x64pixels is fine) and compressed. PNG and JPG are preferable to larger file formats likeTIFF.

    Now, that image will be associated for every item with that type and willautomatically show in various catalogue lists.

    There are plenty of royalty free icons that can be downloaded in numerous formats,colours and sizes from the internet. The images in the above screen shots come fromFlat Icons.

    If you dont wish to show images for types, then do not add an image against thetype.

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  • If you change an image for a type in one catalogue entry, then every catalogue entrywith exactly the same type will reflect that change.

    Duplicating an Item

    On the detail screen for the item, click on the Duplicate button.

    You are prompted for the number of duplicates (default is one) and whether theseitems are copies of the same title or not, i.e. they share reserves, reviews, and so on.

    duplicate dialog

    All information except the item id and the purchase date is identical and the item typewill be set to Other. Make any changes necessary and repeat the process asrequired.

    Adding Items with QuickMARC

    QuickMarc will attempt to retrieve information about items from either CurriculumCorporations SCIS service, the National Library of New Zealands SchoolsCatservice or the Open library.

    The first two require log in accounts that must be pre-entered in Admin. The OpenLibrary does not.

    Press the q key on the keyboard at the main menu.

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  • QuickMARC ISBN entry

    Enter your ISBNs using your bar code scanner and then choose which service youwant to query.

    Add SCIS

    The Add SCIS button (deep red colour) will query SCIS, retrieve matching recordsand book covers and immediately add them to the catalogue

    Review SCIS

    The blue Review SCIS button will query SCIS and leave the results in the MARCmodule. You can review the results and amend them if you wish before adding themto the catalogue.

    Review SchoolsCat

    The blue Review SchoolsCat will query SchoolsCat for your ISBNs and add theresults to the MARC module. SchoolsCat does not supply book cover images.

    Review Open Library

    The blue Review Open Library button will query openlibrary.org for matching ISBNsand retrieve the information that it can find, including images associated with theISBN. It will also include a URL associated with the item, if there is one or the URLfor the direct link to the details web page for the item at openlibrary.org.

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  • Review Library of Congress

    Will check the Library of Congress (LoC - www.loc.gov) for matching ISBNs andretrieve what it can find.

    Library of Congress Option

    About items in the MARC module

    The MARC module is a temporary holding place for information. Athenaeum willnot delete that information until you instruct it to. We recommend that youperiodically clear out the MARC records and images by going to the list views (withthe black background), clicking the all button and then the delete button.

    deleting MARC records

    1. The borrower privilege does not define the item as fiction, non-fiction,etc. Rather it makes the statement: when issuing this item, Athenaeum willcount it as the specified type and compare it to the number of that type that theborrower is allowed.

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  • Archiving Catalogue Items


    Libraries are dynamic entities. Parts of it come and go and inevitably items need to bewithdrawn either because they are damaged, are out of date or lost.

    Such items are not deleted 1! They are an important part of annual summarycalculations, for one. Also, occasionally lost items miraculously re-appear inAthenaeum you can return them to the catalog at a click of a button.

    catalogue archive list

    Of course, clicking an item in the list will show the detail for that list.

    Archiving a Single Catalogue Entry

    Find the item in the catalogue and show its detail screen.

    Use the quick dispose or dispose buttons to send an item to the archive.

    dispose buttons

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  • Dispose will ask you for the reason for the disposal. Quick Dispose will let youchoose from 3 common disposal reasons

    Archiving a Found Set

    Find the items you wish to dispose in the catalogue. Verify the number of items withthe found set numbers at the top left of the screen.

    Click the Command button at the top of the list view and then click the bulk disposebutton.

    Confirm the dispose action and enter the reason for the disposal when prompted.

    Returning an item from the Archive

    Navigate to the Archive and locate the item in question either by scrolling or byfinding in the normal manner.


    In the List view, click the Restore button

    restore from list view


    In the Detail view for the item, click the restore button at the top right

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  • restore from detail view

    Logging Archive actions

    As of Athenaeum Pro 2015, when you archive or restore an item, Athenaeum addsentries to the system log. Also, when you delete an archived item (permanentlyremoving the record from Athenaeum), that action is also recorded in the log.

    1. The exception is when items have been mis-catalogued. We dont need arecord of those items. In this case, you can permanently (with no undo) deletethe item from the catalogue utility screen or you can archive it and then deleteit permanently from the archive. You can view the catalogue archive bypressing the r keyboard shortcut at the main menu.

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  • Borrower Types


    Borrower types are sets of issuing privileges which are applied to (groups) ofborrowers. They determine how many items a borrower is allowed to have out at anyone time; whether the borrower is allowed to borrow items when they have overdueitems, etc..

    For example, you may allow juniors to borrow up to 3 books at any one time, 2 ofwhich may be fiction, for a period of 7 days. Whereas a senior may be able to borrowup to 5 books, 4 of which fiction, for 14 days.

    For added control, a catalogue items privileges can override the borrowersprivileges. This means that a particularly popular book may have a maximum loanperiod of 7 days, which means that even if a senior borrows the book, its loanduration is 7 days, and not 14 days.

    Or, you may choose not to exercise such levels of control, in which case you can setup simple privileges for borrower types.

    List Types

    Press the t keyboard shortcut at the main menu. 1

    types list

    Create New Types

    You may have as many or as few types as you need.

    Click Command->New to create a new type. Enter the Name as prompted.

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  • name for new type

    The name must be unique.

    Enter the Maximum number of days and items for that type (you can change theselater, of course).

    maximums for new type


    Click on a type in the list if you are not viewing the type detail screen.

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  • type detail

    The maximums for the type are shown along with a list of borrowers assigned thattype.

    The fields are:

    field purpose

    issue period default number of days for issue

    priorityduration borrower settings usually have priority over catalogue item2

    issue ifoverdue

    if borrower of this type has overdue items, controls whether theissue is authorised

    items the maximum number of items the borrower of this type is usuallyallowed

    reserves the maximum number of reserves borrower of this type is allowed

    Fiction the number of items with the borrower privilege "fiction" borrowerof this type is allowed

    Non-Fiction the number of items with the borrower privilege "non-fiction"borrower of this type is allowed


    the number of items with the borrower privilege "senior fiction"borrower of this type is allowed

    Senior Non-Fiction

    the number of items with the borrower privilege "senior non-fiction"borrower of this type is allowed

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  • audio/visual the number of items with the borrower privilege "audio/visual"borrower of this type is allowed

    other the number of items with the borrower privilege "other" borrower ofthis type is allowed

    resource the number of items with the borrower privilege "resource"borrower of this type is allowed

    extensions the number of times a particular issue may be extended forborrowers of this type

    1. If you have configured your main menu to include the Types button, then ofcourse you can click that button.

    2. catalogue items can also be marked as priority, in which case, the itemwins.

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  • Borrowers


    Borrowers can be any entity to whom you issue items, in accordance with yourlibrary policy. Students, Teachers, Rooms, Other Libraries.

    Borrower List

    Press the b keyboard shortcut at the main menu to go to the borrower list:

    borrower list

    You can use the search widget at the top to quickly search the list of borrowers or usethe Find button.

    Borrower Detail

    Click on any entry in the list to see the detail for that entry.

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  • borrower detail

    Here, you see the borrowers details, contact information, borrower type, photo andcurrent issues.

    Click the Active buton to toggle the borrowers active status.

    Click List these issues to list the issues in the circulation module (that is, go to thecirculation module and make that borrowers issues the found set).

    Click List issued items to list the items issued to the borrower in the catalogue.

    New Borrower

    Click the Command-New button to create a new borrower.

    Each borrower should have a unique bar code.

    Each borrower will need a borrower type, otherwise the Athenaeum will not correctlycalculate that borrowers privileges during the issue process.

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  • Issuing Items


    To issue items to borrowers, you must log in with either an issue account or alibrary admin account.

    The issue process is a simple nested loop.

    issue process


    You are first prompted for the borrower.

    If the borrower is authorised, you are prompted for the item to issue.

    If the item is authorised for issue, it is marked as so and you are then prompted forthe next item. Rinse and repeat.

    If there are no more items, simply press the enter key without entering an item barcode and you are prompted for the next borrower. And so it goes.

    Specifying the borrower

    There are a few ways to specify the borrower in the issue process:

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  • asking for the borrower

    At this screen, you may:

    type or scan the bar code for the borrower if you know it type the first few letters of the borrowers family name - if the letters only

    match on one borrowers surname, Athenaeum assumes that borrower,otherwise it brings up the search screen.

    type a question mark to search for a borrower enter Go (without the quotation marks) to switch to Go Mode (you will

    need your options password) enter # to then specify a fixed number of days that you may issue (you will

    need your options password)

    Searching on the fly

    issue borrower search

    Entering the first few letters of a borrowers name will show matching borrowers,both by family name (left) and first name (right).

    Click on the borrower to whom you wish to issue to continue the process.

    By default, inactive borrowers are excluded from the search.

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  • issue borrower search with inactive borrowers

    Clicking the show inactive button will include inactive borrowers in red.

    Specifying the item

    If the borrower is authorised, their details are shown, along with their photo, if storedand you are prompted for the bar code of the item.

    Simply scan the bar code of the item.

    If the issue is still authorised1 then it is committed and you are prompted for the nextitem.

    Issue detail

    The issue screen shows the borrowers issues and reserves; the book cover of the lastitem - if there is one stored; and the list of previous transactions at the bottom isupdated.

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  • Extending Issues

    To extend an issue, either

    start the Extend process and scan the item or find the item in circulation and click the Extend this Item button

    The new due date is the current date plus the calculated issue duration whileconsidering the system latest date, the borrower privilege latest date or theborrower latest date.

    If the item is reserved, the extension will not be allowed.

    If there is a limit on the number of extensions for the borrower type, then that ischecked before allowing the extension.

    Returning Items

    To return, simply start the return process and scan the items. The transaction historyis updated, book covers displayed, if available and other actions such as OverdueFees, reserve notifications processed.

    Athenaeum Pro will also return an item if it is re-issued to another borrower withoutfirst being returned.


    When issues are declined, the reasons are displayed on a bright red screen (to attractyour attention).

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  • issue declined

    You can click the override button, enter the options password and then re-issue.

    Go mode

    Go mode is a mode of issue where Athenaeum ignores privileges and will simplyissue as instructed.

    Invoke it by entering Go into the borrower bar code, entering the options passwordand then Athenaeum will simply issue unconditionally.

    Issuing Collections

    You can create collections of items. Here 1 item is the parent of other items.

    If you issue the parent, you are asked if you want to issue all available items in thecollection or just that item, either of which would happen in 1 step.

    If you issue one of the items in the collection (not the parent), you are asked again ifyou meant to issue the scanned item or the collection.

    A similar process occurs when taking stock of a collection.

    1. Authorisation can change at any stage during the issue process and isconstantly recalculated.

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  • Returning Items


    At any time to go to the Return screen, press Apple / Control - 4. Scan the bar code ofthe returned item and Athenaeum will process it. If your bar code scanner is notconfigured to press the enter or return key after a scan and doesnt move onautomatically press the Enter key on the keyboard or click on OK.

    Athenaeum will process the return, and take any action it is configured to take for latereturns and reserves, if those apply to the return in question.

    The return is added to the last transactions list and, if available, the book cover orimage for the item returned is displayed on screen.

    When you have finished returning items, leave the bar code blank and press the OKbutton, or just click the Menu button to return to the main menu.

    Items not Found on Return

    It isnt a rare occurrence where a long lost book suddenly reappears; the item maywell have been archived in the meantime.

    If an item is returned which is not in the catalogue, Athenaeum will check the archiveto see if it can find the item there. If it does, you will be advised of this.

    Returning Multiple items

    To bulk return items, simply find those items in the issue list, click the Commandbutton and click the Return these button.

    returing multiple items

    The number of items to be returned is displayed. Take a moment to confirm thatbefore continuing. If any of the items to be processed are currently on reserve, youwill be asked to whether you wish to skip them, show them in a list or just returnthem.

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  • Choosing Show will stop the return process immediately.Athenaeum Pro 2016

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  • Due Date Calculations

    Due Dates

    Calculation of the due date of an issued item is a surprisingly complex task. Onemight think it is simply adding the number of days for issue to the issue date.

    But one might be wrong!

    Latest Dates

    There are three latest dates in Athenaeum. By latest, we mean that if an item isissued and calculated to be due after one of these dates, then the due date is woundback to that latest date.

    Athenaeum Latest Date

    Athenaeum will never automatically calculate a date past this date. Many libraries seta latest date of a few weeks before the end of year stock take, to allow time to arrangefor all items to be returned.

    This date is set in Admin->Dates->Latest Dates and Recesses

    latest due date

    Dont set the due date to be today as that means everything will be dueimmediately.

    Borrower Type Latest Date

    Each borrower type can have their own latest date. For example, a high school mighthave a borrower type for year 11 students who leave the school earlier in the yearthan year 3 students. Simply set this date in the detail screen for that borrower type.

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  • borrower type latest date

    Borrower Latest Date

    Individual borrowers can also have their own latest date, set on the detail screen.Issues to that borrower will not be automatically calculated past that date.

    borrower latest date

    Adjusting Latest Dates

    When you adjust a latest date, Athenaeum looks at any issues that are currently dueand that are beyond that due date. If it finds any, you are asked if you want to see theissues for the system/type/borrower or whether you immediately adjust the dates backto the new latest date.

    Date Calculation Considerations

    Starting with the issue date, the following tests are some of the factors that influencethe calculated number of days:

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  • is the issuer in override mode, having specified the number of days to issue? the default number of days that the borrower is normally allowed is the issuer in go mode, then many tests are ignored the fixed number of days if the item has that specified the maximum number of days if the item has that specified if the due date is a Saturday, Athenaeum checks that Saturdays are valid due

    days if the due date is a Sunday, Athenaeum checks that Sundays are valid due days if the due date is a public holiday, Athenaeum bumps the due date 1 day (and

    checks again) if the due date is during a recess, Athenaeum bumps the due date 1 day and

    repeats the check if the due date is after the borrowers latest date, it is wound back if the due date is after the borrower types latest date, it is wound back if the due date is after the Athenaeum latest date, it is wound back

    Manually adjusting a due date

    Navigate to the issue module and find the issue you wish to adjust (e.g. main menu ->circulation -> find).

    If you are in list view, click on the issue to see the detail view.

    Simply enter a new due date in the due date field.

    Manually adjusting a found set of due dates

    Find all of the issues whose due dates you wish to adjust and view them in list view.

    Ensure that the found count matches the number of issues you wish to reset.

    Press the Command button and then Reset these due dates

    reset found set due dates

    Confirm that you wish to reset the due dates:

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  • confirm reset action

    You will need to enter your Options Password (to prove you have authority).

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  • Fees


    You have the option for levying fees for overdue items. If fees work in your library,then you may use this feature. How you settle fees, is up to you. Athenaeum does notcare if you collect money, just that you have indicated a fee is settled.

    Some resourceful libraries have creative ways of paying fees; for example byspending an hour or two covering books!

    Fees can be ad-hoc; calculated according to a formula for late return, or areplacement cost.


    Ad-hoc fees can be generated from:

    the fees tab of the borrower detail screen or, the borrower utilities screen, miscellaneous tab (bulk fee addition), the detail screen of any circulation record, the utilities list in the circulation module (bulk fee addition).

    Late Return Fees

    If an item is returned late, a fee might be levied according to your policy.

    If overdue fees are included in certain correspondence, then the fee is calculatedaccording to the fee calculation as at the date of the correspondence.

    Fee Calculation

    Go to Admin and click on the Issues tab.

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  • Fees Configuration - Admin

    Enter the criteria for calculation of a fee according to your librarys policy.

    The formula for calculating fees for late return is:

    (Base Fee) + (number of days overdue * fee per day) + replacement cost (if replacement cost added is yes)

    Replacement Value

    The replacement value for any item can be set for individual items in the CatalogueDetail screen.

    By default, it will be calculated according to the values entered in the DefaultReplace formula field in the Customisation>Catalogue defaults tab in the Adminsection.

    Fee Account Code

    Athenaeum will record an account code against fees, if you wish. This can be a singlecode used for all fees levied by your library or various codes depending upon the itemagainst which the fee is generated.

    Fees can be exported into spreadsheets or accounting packages where the accountcode can be used for analysis.

    Entering the default fee account code in Admin allows you to set the code once andforget it. You can also specify a fee account code against any item in the catalogue,which is used instead of the default fee.

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  • Each item can have their own account code

    KAMAR users note: when specifying fee account codes, only valid codes acceptedby KAMAR will be from 0 to 50 inclusive. KAMAR modifies that code by adding itto 1201502. So a code of 0 (the default if you don't specify one) will become1201502; a code of 1 (or 01) will become 1201503; 2 becomes 1201504; etc. Notethat KAMAR must also be configured to map your codes to the General Ledger.

    Turning Fees Off

    On the Main Menu:

    click on the Admin button. click on the Issues tab. click the Turn Fees Off button

    Fees Configuration - Admin

    Find Owing Borrowers

    To find all borrowers who owe a fee, navigate to the borrower module and clickFilter>list owing

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  • The Fees Tab

    Click any borrower to see their detail screen and then click the Address/Fees tab.

    On the right is the history of fees for the borrower.

    Below that is the total outstanding for the borrower:

    The lower right of the tab lists fee notes added by Athenaeum, which you may notmodify:

    Each fee has a date, a description, the fee amount, the amount that you have creditedagainst that fee and a resulting owing amount.

    The amount owing is simply the fee amount less the credit amount.

    If the amount owing is greater than zero, it is shown in red.

    Crediting/Settling Fees

    Athenaeum is not an accounting package. It merely calculates a fee based on thecriteria you set or the amount you specify for an ad-hoc fee.

    Fees are recorded against the borrower until you remove them.

    Find the borrower whose fee(s) you wish to settle and view the Fees tab.

    Outstanding fees are shown in red:

    To credit all or part of a fee, click the Credit button to the right of the fee:

    You are prompted for an amount to credit, with the amount outstanding pre-entered and a space to enter a note about the credit, if you like.

    Enter your amount and note and click Credit, or click the Settle button. Choosing the first option records the amount that you credited along with the


    The outstanding amount can be settled separately, if you like.

    Clicking the settle button will record the date the fee was settled, along with acomment and the credit amount is set to the outstanding amount.

    As you credit fees, the total amount outstanding is reduced accordingly. Total amountoutstanding is displayed at the bottom of the window.

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  • Adding a Fee to multiple Borrowers

    You can bulk add fees to any found set of borrowers from the utility layout,miscellaneous tab.

    For example, imagine a room of school students are to borrow some textbooks for the year which incurs a fee of $15.

    Find that room of students using your quick search or custom find. Click the Add fee to these borrowers button.

    Note the number of borrowers to whom you are adding a fee. Is that the number youexpected? Click Stop if it is not.

    Enter the fee amount (15) as a number (you do not need to enter currency northousands separator) and a description of the fee.

    Deleting Fees

    Click the delete button to the right of a fee to remove that fee.

    Confirm that this is the fee that you wish to delete.

    A record of the fee is added to the fee notes for the borrower (a new entry is alsoadded to the log file) and the entry removed from the list.

    You may also delete fees in bulk from the list of fees.

    Listing All fees

    At the main menu, click the Navigation button at the top of the screen.

    Then click Fees to see the list of fees (if any):

    All fees that have not been deleted, regardless of owing amount will be displayed.

    List owing will list all fees where the outstanding amount is greater than zero.

    Click the more button to see the fee listed in the fees tab of the borrower.

    Kamar Fees Integration

    Athenaeum can send fees to the fees module of Kamar, providing a central point forcollection of all school fees.

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  • Fees can be sent individually or in bulk.

    Athenaeum can also query Kamar and request the status of feesthat is, it can find outwhether a fee has been paid or not.

    Athenaeum can also request Kamar to adjust a fee that originated in Athenaeum up tothe amount that is owing.

    Kamar Set up

    Athenaeum must be running on the same server as Kamar, with the correct directorystructure in the Kamar hierarchy.

    In the System>SMS tab in Admin, set the Student Management System to Kamarand then click the SMS account and Password button.

    KAMAR fee account code

    You can use an account code from 00 to 50 for KAMAR. All other account codes willbe rejected. So, your library might have a fee account of 01, your resource room 02and your art department, 03, for example.

    Sending a Fee to Kamar

    When Kamar is configured as the student management system, fees listed on the feestab will include three new buttons under the fee: Click the Send button to send the feeto Kamar.1

    The outstanding amount of the fee is sent to Kamar, with the reason for the fee usedas the fee descriptor, along with the current calendar year (fees in Kamar are groupedby calendar year), the borrowers bar code (which must match the borrowersidentifier in Kamar).

    If Kamar successfully adds the fee, it returns to Athenaeum a unique fee identifier,which Athenaeum lists along with a sent tag: When a fee has been sent, Athenaeumwill not send it again. If the fee is rejected by Kamar or some other network problemexists, then an error message is returned from Kamar and added to the top of the feenotes. If you have partially credited a fee before you send it to Kamar, only theamount outstanding will be sent.

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  • Checking the Status of a Kamar Fee

    Use the Check button to check the status of the fee in Kamar. Kamar responds withthe status of the fee, which is added to the fee notes. If the fee has been paid to theKamar office and entered into the Kamar system, then Athenaeum will also adjust thecredit amount to reflect the payment and the amount owing, if any, will be updatedaccordingly. Above the fee notes field, the Query SMS button can be used to requestthe status of all library fees22 for the borrower in Kamar, and a shorthand list isdisplayed in the fee notes. Each line contains, respectively, the ID, fee title, feeamount, credit amount, owing amount and fee date.

    Adjusting an Already Sent Fee

    If you wish to adjust a fee after it has been sent to Kamar, e.g. for an item that waslost that has been subsequently returned, use the Change button. Athenaeum willfirst check the fee in Kamar to ensure that they currently match.

    If Athenaeum and Kamar do not match, Athenaeum will stop with a message statingsame. In this case, click the Check button to synchronise the fees (and add a record ofthat synchronisation).

    After checking the two systems, Athenaeum then prompts you for the new chargeamount. This will instruct Kamar to change the fee, which it will attempt to do so ifthe new amount is less than the current outstanding amount stored in Kamar. Kamarwill not allow you to decrease a fee by more than is owing.

    Sending Multiple Fees to Kamar

    At the main menu, click the Navigation button at the top of the screen. Then clickFees to see the list of fees (if any): All fees that have not been deleted, regardless ofowing amount will be displayed. Click the Command button to see two new buttons:These will, respectively,

    send the found set of fees to Kamar check the found set of fees in Kamar, adjusting them if necessary.

    1. If the Student Management System is not specified, then these buttons will begreyed out

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  • Overdue Items


    Overdue items are those that have been issued and are due before the current date.When you find your overdues, you can generate a variety of reports, quick letters orcorrespondence from those found records.

    Find all Overdues

    There are multiple methods to find overdue items

    From the Main Menu

    Click Reports->Overdue button at the top

    main menu reports overdue button

    Or, if you have configured your Main Menu buttons to include an Overdue button,then click that

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  • configuring the main menu with an overdue button

    main menu configured with overdue button


    Click Filter->Overdue at the top of the circulation list

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  • filtering for overdues in circulation

    Recent overdues

    Athenaeum can also find recent overdues and Less recent overdues under thecirculation filter button:

    recent and less recent filter buttons

    Recent overdues are items that are overdue by no more than the value you enterhere in the preferences:

    recent overdue preference

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  • Less recent overdues are items that are overdue by more than the value you enterhere.

    These options simplify the task of sending different overdue notices depending uponhow overdue items are.

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  • Quick Letters

    Quick Letters

    There are two main types of communication in Athenaeum:

    Quick Letters Correspondence

    Quick Letters are ad-hoc communications in printed or e-mail form that are notsaved. They have some customisability and are relatively easy to learn about.

    Correspondence is communication generated to borrowers that is stored in a databaseand have a lot of flexibility.

    This chapter is about the former - Quick Letters.


    The Quick Letters tab contains all options, preferences and default content

    quick letters set up

    Some of these preferences such as A4 or Letter format for printing are used in otherreports as well.

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  • E-mail settings determine whether Athenaeum tries to use your desktop e-mail client(such as Microsoft Outlook or Apple Mail) or whether to send e-mail directly usingan SMTP server. Speak to your IT advisor for details.

    The next tabs indicates the base content of the quick letters.

    quick letters content

    Some of the letters offer the inclusion of merge values, such as , where youcan click the buttons attached to the letter to insert the appropriate code where thecursor is:

    quick letters merge variables

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  • Switches are also used to control the inclusion of some content, e.g. fees on overdueletters:

    quick letter switches

    Text Styling

    When printing Quick Letters to paper or pdf, most text styling, such as bolding oritalics will be preserved. When sending Quick Letters by email, such formatting isignored.

    To set text formatting, you may first have to click the Format Menu button to makethat menu available:

    format menu

    Creating Quick Letters

    Quick letters are generated while browsing a found set of records. Which records areused depends upon the Quick Letter being generated.

    Borrower Quick Letter

    This is a template letter to the found set of borrowers. That is, go to the borrowermodule and select a set of borrowers by whatever means 1

    Then click the Print->letters. You are prompted whether to address the letterunconditionally to the home room or to the address indicated in the borrowerspreferences (home address or home room) and you are then shown the first letter onscreen. You can then print. If you set the Include option to print to PDF in theadmin->quick letters preferences, then you are also given the option to print letters topdf documents.

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  • You can also achieve the same effect by switching to the utility view, choosing quickletter. Here you may also edit the content of the letter and output to print, e-mail toaddress 1 or e-mail to address 2.

    quick letters to borrower found set from utility layout

    Room Issues

    This quick letter operates on the found set of issues (circulation) and generates e-mails to the person associated with each room2.

    That is, go to the issues module, find the issues according to your criteria (say,overdues or due today) and then print->e-mail rooms.

    Overdue Letters 1 and 2

    These quick letters operate on the found set of issues. Before generating overdueletter 1 or 2, first find the issues you want. E.g. All overdues, recent overdues or lessrecent overdues. You can further restrict this by finding only for a particular roomfor example.

    Then either:

    choose Print->overdue letters and choose the appropriate letter.

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  • confirm overdue letter choice

    choose Print->e-mail borrowers and choose the appropriate option.

    Overdue Slips

    These quick letters are nominally listings of overdue items and therefore are based onthe found set of issues and can be accessed by print->overdue slips.

    The format of the letters are either Fixed or Compact.


    Fixed overdue slips will print 5 borrowers per page with 4 lines per borrower. If aborrower has more than 4 items listed, then the next section of the page is also forthat borrower.

    As the pages are fixed sizes, they can be placed on a guillotine and cut in bulk.

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  • fixed overdue slips


    Compact overdue slips will include as many details per page, where each page issorted by room

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  • compact overdue slips

    Recall Letters

    Recall quick letters are for any issued items (again as determined by the found set)and are therefore based in the Issues module.

    Find the issues you wish to recall, then print->recall letters and specify whether toprint to the home room or the destination specified in the borrowers preference.

    Reserve Quick Letter

    The reserve letter is optionally generated upon return of an issued item that haspreviously been reserved.

    If an issued item is reserved, then when returning that item a message is displayedasking for confirmation to take action:

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  • returned item is reserved

    At this point, you can see the other reservers; Print the reserver notification; e-mailthe reserve notification or skip any notifications1.

    1. e.g. in the borrower module, press the find button and enter your criteria; orpress the filter button and choose one of the options; or start in a differentmodule such as circulation and then command->List in borrower.

    2. Note that you must have set up the contact for each room by navigating to theroom list (this is hidden away a bit: Borrower->utility->List Rooms) and thenselect a borrower as the Room Contact. This implies, of course, that thecontacts for each room must be included as a borrower and must have an e-mail address.

    3. Note that the e-mail options will not be available if the reserver does not havee-mail addresses stored.

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  • Correspondence


    There are two main types of communication in Athenaeum:

    Quick Letters Correspondence

    Quick Letters are ad-hoc communications in printed or e-mail form that are notsaved. They have some customisability.

    Correspondence is communication generated to borrowers that is stored in a databaseand can be reviewed, adjusted or even discarded before transmission. They have a lotof flexibility and consequently, are a bit more involved than Quick Letters.

    This chapter is about the latter - Correspondence.


    The Correspondence module creates borrower communications that can include:

    details about the borrower details of all issues currently out to the borrower details of all current overdues for the borrower details of outstanding fees for the borrower.

    Library administrators can customise the existing templates (there are 9 templatesincluded with Athenaeum) or create new templates.

    One difference from Quick Letters is that Correspondence is generated from theBorrower module, rather than the module about which you are generatingcommunications.

    Correspondence always starts with a found set of Borrowers.


    The Correspondence module consists of

    Correspondence - the letters generated and printed or emailed to the borrower Templates - the structure of each letter

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  • Tokens - the bits of information that are evaluated in real time and substitutedinto the templates to build the correspondence

    You only need to know about tokens when you want to adjust or create templates.

    Creating Correspondence

    The procedure to create Correspondence is:

    find your borrowers & go to utility choose a template check and possibly edit the generated correspondence output it to printer, pdf or e-mail

    Find your Borrowers

    Find the borrowers you wish to communicate in one of the standard ways - forexample:

    ad hoc find find a class/room or group find a set of issues and then list borrowers for those issues

    Choose a template

    Navigate to the Utility layout (when in the borrower module, just press the u key).

    correspondence options in utility - note the found set

    Take note of the number of borrowers (circled). This is the number of letters you willgenerate.

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  • Click on the name of the template you wish to use. The names should be reasonablyself explanatory. The letters are generated immediately and a list ofcorrespondence is displayed. You can scroll through this list, reviewing the variousletters.

    scrolling list of generated correspondence in detail view

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  • If you make a mistake, then immediately go to the Records menu and choose DeleteFound Records to remove the correspondence you just created. Click thecompact view button to go to a compressed list view.

    compact list of generated correspondence in detail view

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  • The paragraph marks are removed in this compressed view, allowing you to skim thefirst few lines of correspondence in a small space. Click the expand view button toreturn to the standard correspondence list view.

    Check and edit

    Each individual correspondence is presented in a tab showing [formatted] Content orRaw [text]. The formatted content can not be directly edited, as it is modifiedaccording to your print/display settings (font, size, style). Click the Raw tab andyou can edit the text as you would any other text.

    editing individual letters

    Do not apply any text formatting such as bold, italic of font styles, as this will bediscarded.

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  • Output your Correspondence


    output individual correspondence

    You can print individual letters by clicking the print button. E-mail individualletters by clicking the e-mail button. If no e-mail address is associated with theborrower, a warning is displayed. Athenaeum will display a message if you stilltry to generate the e-mail address. When correspondence is printed, the wordprinted appears next to the print button. When correspondence is emailed,emailed appears next to the e-mail button.

    In Bulk

    Of course, you may output bulk correspondence in one step.

    output bulk correspondence

    At the top of the list, you may use the send e-mails and print correspondence buttonsto send all found set of letters to e-mail addresses 1, 2 or print.

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  • Creating and Customising templates

    Athenaeum Pro comes with 9 templates that cover common correspondencescenarios. You may - and are encouraged to - edit existing templates to createcorrespondence customised for your needs and you can duplicate and customiseexisting templates or create new templates from scratch.

    Correspondence is generated from Templates, which combine plain text and tokens. Click the List Templates button at the right side of the Borrower Utility screen tosee a scrollable list of the current templates.

    Template Parts

    Templates consist of the following components:

    Context, Name, Include The template content

    template list with components

    The first field is the context and is either Borrower, Issues or Catalogue. For now,only Borrower is available for use. The template name is the unique, plain englishname for the template. This name is displayed in the list of templates in the borrowerutility.

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  • The include/exclude flag determines whether the template is shown in the list oftemplates. Use this to hide templates that you dont use and keep the list of templatesshort and manageable.

    template content

    The template contains the text and embedded tokens that are substituted at the timethe correspondence is generated.

    Enter text here as you would in a plain text editor. Do not apply formatting such asfont faces, bold, italics, etc as formatting will be ignored.

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  • tokens for insertion

    Tokens are the symbols that are replaced at the time of the correspondencegeneration. To use these, simply type your text into the template, and when you wishto insert a token, click, using the mouse, the token you want to insert and its symbolwill be inserted.

    For example, if you would like correspondence to William Smith read:

    Dear William,Please ...etc...

    You would type into a new template:


    then you would click on the borrower first name button on the right.

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  • Athenaeum inserts the token for Borrower first name (which happens to be


    Then continue to type the rest of your correspondence.


    There are three types of tokens.

    Simple Tokens

    Simple tokens which substitute a single value into correspondence (e.g. borrower lastname which inserts the current borrowers last name). These should be inserted intothe middle of the text just like any other word.

    Complex tokens

    Complex tokens, such as outstanding fees which will substitute one or more linesof text, such as a list of fees outstanding with a date, reason, etc. Including the feestoken in a template like so:

    Might result in output similar to this:

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  • fees token substituted with values

    For borrowers where the tokens result in no value, then the same output might looklike this:

    Customisable Tokens

    These are complex tokens (possibly multiple line) where you can specify elements tobe included or not.

    [[issued_items (barcode location author fee dateIssue dateDue)]]

    When inserting such a token, you may choose to delete individual words frombetween the parentheses, and the corresponding information will be omitted from thecorrespondence.

    For example, this template:

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  • Dear [[borrower_full_name]],

    The following items are overdue. Please come to the library and either return the item or explain the circumstances of the lateness.

    [[overdue_items (barcode location author fee dateIssue dateDue)]]

    Thank you for your co-operation.

    Claire FilesArarimu Library

    might produce this correspondence:

    Dear Darryl Krell,

    The following items are overdue. Please come to the library and either return the item or explain the circumstances of the lateness.

    Matting, mounting and framing art Max Hyder ; illustrated by Paul LaPlaca. - Hyder, Max. [07573]replace fee: $54.95 issued: 10/02/2013 due: 31/03/2013

    Ptolemy's gate Jonathan Stroud. - Stroud, Jonathan. [55409]replace fee: $29.95 issued: 23/04/2013 due: 26/04/2013

    Biker - Masters, Anthony [60136]issued: 29/04/2013 due: 23/07/2014

    Thank you for your co-operation.

    Claire FilesArarimu Library

    You can see that two entries were inserted into the letter and the replacement fee,issue & due dates, bar code, title are all included.

    However, editing the template like so (removing the due date, author and location):

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  • Dear [[borrower_full_name]],

    The following items are overdue. Please come to the library and either return the item or explain the circumstances of the lateness.

    [[overdue_items (barcode fee dateIssue)]]

    Thank you for your co-operation.

    Claire FilesArarimu Library

    Will result in a simplified output:

    Dear Darryl Krell,

    The following items are overdue. Please come to the library and either return the item or explain the circumstances of the lateness.

    Matting, mounting and framing art Max Hyder ; illustrated by Paul LaPlaca. [07573]replace fee: $54.95 issued: 10/02/2013

    Ptolemy's gate Jonathan Stroud. [55409]replace fee: $29.95 issued: 23/04/2013

    Biker [60136]issued: 29/04/2013

    Thank you for your co-operation.

    Claire FilesArarimu Library

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  • Reports


    How reports work

    Reporting is conceptually simple. Normally, it involved:

    finding a set of data summarising that data in an appropriate way

    It may also involve exporting data to a .csv file, an Excel spreadsheet, or even anHTML table.

    Finding data

    To find data, go to the Athenaeum module that contains the data you are looking for(e.g. Catalogue, or Issue History) and perform your find using one of the standardmethods:

    filtering custom find


    Start at a particular location and show the related information to that location. Forexample, you may wish to view the issue history for borrowers of a particularethnicity or gender. In that case, find the aforementioned borrowers and switch to theborrower list view and then click command->list history. The found set in the issuehistory is now the set of data for the report.

    Choose and generate the report

    While viewing your found set of data, click the print button at the top of the windowand choose from one of the reports.

    Each module in Athenaeum has a print button, however the options for each modulewill be different.

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  • Each print option should be obvious, where its name indicates how the found set ofdata will be grouped. For example, the first print option will generally print the listmore or less as it is displayed on screen. Some reports, such as the plain catalogueprint report or the by item/title history report behave slightly differently if you holdthe shift key when you trigger the report.

    Reports normally preview to screen before printing - allowing you to review thecontent of the report before taking further action. After the preview, you are promptedwith the standard print dialog box where you can print or cancel the print.

    Annual Reports

    The following are reports that many organisations find useful at the end of a calendaryear.1

    Annual Summary

    The annual summary calculates catalogue activity for the specified year:

    New books and items returned from the archive during the year are countedand their purchase costs totaled,

    Depreciations are calculated Items archived during the year are summarised an overview of the number (and the type) of items, age and value of the entire

    catalogue is generated.

    The accuracy of the figures in this report are dependent on information entered intothe catalogue and archive. Correct purchase dates and costs entered for each amountare vital for accurate reports. Also, if you permanently delete entries in the catalogueor archive, you may cause differences with previous years results. Create it fromthe catalogue utilities window.

    annual summary button on catalogue utilities

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  • Before generating the report, Athenaeum will check purchase and archive dates. Ifdates are missing, a warning is displayed before the report is generated.

    These dates must be fixed if you want accurate data. An educated guess is better thanno date.

    Enter the year for analysis and select whether you wish to analyse just those itemsmarked library or all items in your catalogue.

    library check box allows you to designate two parts to the library in the onecatalogue

    After a few moments the report is generated ready to print out.

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  • annual financial summary

    Use this report with the other financial summaries that Athenaeum can generate foryou.

    Yearly Spend

    The yearly spend report lists the recorded purchases for each of the last 10 years.

    yearly spend button on catalogue utilities window

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  • For each year, Athenaeum looks in the catalogue and the archive counting the numberof items purchased in those years and sums the amount paid, the unpaid componentand the payment value (paid +unpaid).

    If Athenaeum finds items in either the catalogue or the archive that do not havepurchase dates recorded, a warning message is displayed at the bottom of the report.

    yearly spend report - page 1

    The first page shows simple charts of the annual counts of purchases and the annualactual spend (total of amount paid for each year). Subsequent pages show the table ofnumbers.

    To include all years in the report - not just the last 10, hold the shift key for a fewmoments while you click the Yearly Spend button.

    Purchases in a calendar year

    Navigate to the catalog and click the Find button at the top left to start a custom find.

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  • In the purchase date field, enter the desired year as a four digit number. Athenaeumwill know that you want any date in that year and will deal with it appropriately. Asan aside, you could also enter a date range with a start and finish date separated bythree dots. E.g. 1/1/201331/12/2013 - or on computers configured to use US dateformat, you would enter 1/1/201312/31/2014

    finding purchases for a calendar year

    Press the enter key and the list of purchases for that year is presented. Use theReports button to choose a report.

    note that this does not include purchases for that year that have been archived. Youcan find those by repeating the process in Archive.

    Issues in a particular year

    This year or last year

    Historical issues can be found in the History module (H from the main menu).

    You may easily find issues for the current and previous years simply by choosingthose options from the filter menu.

    this year/last year options in history filter

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  • Other years

    To find issues for other years, the process is almost identical to that described forfinding purchases in a particular year.

    Navigate to the history and click the Find button at the top left to start a custom find.

    In the issue date field, enter the desired year as a four digit number.

    finding all issues f