April 2015 - SWANcom - swanlibraries.net

Issues with searching/indexing in WorkFlows
by Karen Bar 23 Apr '15

23 Apr '15

SirsiDynix reports that the issues with dynamic indexing have been resolved. Please contact us if you encounter any problems. Thank you for your patience. Karen Bar SWAN Bibliographic Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5138 Fax: 630.734.5056 karen.bar(a)railslibraries.info<mailto:karen.bar@railslibraries.info> http://support.swanlibraries.net

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Symphony Production Server Maintenance TONIGHT (4/23) After 9pm
by Steven Schlewitt 23 Apr '15

23 Apr '15

SWAN Member Library Staff: After the close of our libraries this evening, we're planning a scheduled system maintenance, beginning at 9:45pm, which will leave the Symphony WorkFlows production server unavailable until tomorrow morning around 6am. During that time, the Enterprise OPAC will still be accessible and fully functional for patrons and staff - this maintenance will only affect WorkFlows. We apologize for the inconvenience and greatly appreciate your patience during these scheduled outages. Steven Schlewitt SWAN IT Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5130 Fax: 630.734.5056 steven.schlewitt(a)railslibraries.info<mailto:steven.schlewitt@railslibraries.info> http://support.swanlibraries.net

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Issues with searching/indexing in WorkFlows
by Karen Bar 23 Apr '15

23 Apr '15

There is an issue with WorkFlows and indexing right now. When searching for titles entered on 4/22 and 4/23, these titles may not appear at all or you may receive the message 'headings keys need to be indexed". We have opened a case with SirsiDynix and we are working to resolve this issue as quickly as possible. Thank you for your patience. Karen Bar SWAN Bibliographic Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5138 Fax: 630.734.5056 karen.bar(a)railslibraries.info<mailto:karen.bar@railslibraries.info> http://support.swanlibraries.net

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Migration Update - Something For Everyone
by Rebecca Malinowski 22 Apr '15

22 Apr '15

To all library staff: Thank you for your continued reports, and working with us to provide examples and recreate scenarios. SWAN staff are monitoring and processing tickets, and resolving issues in house and with SirsiDynix. Please continue to open tickets or email help(a)swanlibraries.net<mailto:help@swanlibraries.net>. Having all of your requests and reports in one place allow us to work together to resolve issues and better monitor progress. Please review the updates on previously reported issues below. This is not a comprehensive list, but focuses on the issues that multiple libraries have reported. Circulation · PIN Changes: Between 9 AM and 2 PM today, a number of previously updated PINs were reverted to the last four digits of user phone numbers. Approximately 51,000 users were affected. This change has been reversed, and users who have updated their PINs between go live and this morning should see those updated PINs are functioning again. · SMS Hold Pickup Notices: At 9 AM today, approximately 3,000 users received hold pickup notice via SMS indicating that all of their holds were currently available on the hold shelf. The issue has been identified and corrected. The notice counter has been adjusted so that when these holds do become available, the users will receive a notice as expected. · Email Hold Pickup Notices: SWAN staff were testing email hold pickup notices today, and email hold pickup notices were successfully sent at 3:00 today. · Notice Preference: Many users have an incorrect or blank notice preference on their user account. We cannot make a batch change to users with an incorrect notice preference without impacting actual selections made by patrons. Records without a notice preference will be double-checked and populated with the notice preference from Millennium. · Bills for Lost/Replacement Items: Bills with a bill reason of REPLACEMENT should have been loaded with a reason of LOST. The LOST bill reason has special functions in Workflows-when the item is checked in, the LOST bill is removed and the processing waived or not depending on library policies. SWAN and SirsiDynix have tested a fix to change REPLACEMENT bills to LOST bills, so that if an item is returned, the automatic processes happen as expected. SirsiDynix will be implementing that change soon. Please expect to see some changes to bill reasons. Cataloging · Call number subfield c: All call numbers with a subfield c migrated without that subfield. Those records have been identified and are being corrected. Because of background processes, these changes will be made over 3 days. Please expect to see updates to your call numbers today, tomorrow, and Friday, if applicable. · Call number subfield e: Where present, subfield e mapped to a staff note instead of the call number field as expected. This has been reported and we are working on a resolution. · On Order and In Process: Some items with a status of On Order or In Process in Millennium did not map properly during the migration. These are being remapped, and will be checked out to the corresponding system use user. Serials · Daily and Weekly Serials Missing Dates: Daily and weekly serials were missing subfield k. This information has been added, and you should now see dates as expected for daily and weekly serials. Enterprise · Scheduled Maintenance: SirsiDynix has just announced there will be scheduled maintenance on Enterprise tomorrow, April 23rd at 11:00 PM. They anticipate there will be about one hour of downtime. This is regular system maintenance, and not related to the SWAN migration. · More information required View All: In some cases, clicking "View All" on a facet will not display all facets as suggested. We have reported this issue to SirsiDynix, and they have escalated the case to development. They are asking for additional information. If you have encountered this issue and not reported it, please send an email to help(a)swanlibraries.net<mailto:help@swanlibraries.net?subject=View%20All> with the subject View All, and include any information relevant to your search, how often you've seen the error, which browser you are using, etc. SirsiDynix asks: I'm hoping you can provide more information as to when it occurs. Is it on the first search of the session or subsequent ones? Do any search terms consistently get the problem? How often do you see this? Every 20 searches, or more or less? · Logos: The issue with logos overlapping log in and my account links should be resolved for all libraries listed below. If you are still seeing this issue, please clear your browser cache. After clearing your cache, if you are still having trouble, please email help(a)swanlibraries.net<mailto:help@swanlibraries.net> with the profile, which browser you are using, and if you are using a computer or mobile device. · Log In Box: On mobile devices, the log in box sometimes disappears or moves off-screen. We have reported this issue to SirsiDynix. It seems to work better in landscape mode. · Diacritics: Diacritics and special characters were corrected on over 140,000 records in Workflows. These changes are being indexed over several days. As they are indexed, the changes will be picked up in Enterprise. Until then, you may continue to see special characters displaying incorrectly in Workflows. Corrected Enterprise Logos * AMS * BFS * BPS * BRS * BVS * BWS * BZS * CAS * CCS * CRS * CTS * FMS * GWS * HAS * JDS * MDS * MKS * MPS * MTS * NRS * PCS * PFS * PHS * PSS * RFS * RGS * ROS * RPS * RS * SFS * SHS * SPS * STS * SVS * TFS * TPS * WOS * WRS Rebecca Malinowski SWAN Special Projects Coordinator 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://support.swanlibraries.net

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Serial Updates Clarification
by Karen Bar 21 Apr '15

21 Apr '15

+++ Please route to appropriate personnel +++ For libraries that do not use Serial Control module Please use this document for entering serial call numbers: Symphony Serial Call Number Entry Guide<https://support.swanlibraries.net/system/files/Members%20Only/Acquisitions/…> Note: Class Scheme for Call Number should be LCPER Karen Bar SWAN Bibliographic Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5138 Fax: 630.734.5056 karen.bar(a)railslibraries.info<mailto:karen.bar@railslibraries.info> http://support.swanlibraries.net

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Serials Updates
by Karen Bar 21 Apr '15

21 Apr '15

+++ Please route to appropriate personnel +++ For libraries that do not use Serial Control module Please use this document for entering serial call numbers: Symphony Serial Call Number Entry Guide<https://support.swanlibraries.net/system/files/Members%20Only/Acquisitions/…> For libraries using Serial Control module We are experiencing a large call and ticket volume concerning Serial Control. Many of the reported issues are related to known migration issues that require cleanup. Please refer to this document<https://support.swanlibraries.net/system/files/Members%20Only/Acquisitions/…> for step-by-step instructions on how to conduct this cleanup. Please also keep checking the Serials section of the Migration FAQ<https://support.swanlibraries.net/content/migration-faq> as well as the general SD Serials<https://support.swanlibraries.net/content/sd-serials-0> Documentation page. Before submitting a ticket, please check these pages to see if what you are reporting is a known issue that can be easily addressed. We will continue to address tickets, calls, and emails as quickly and efficiently as possible. Thank you. Karen Bar SWAN Bibliographic Services Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5138 Fax: 630.734.5056 karen.bar(a)railslibraries.info<mailto:karen.bar@railslibraries.info> http://support.swanlibraries.net

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Migration Update & System Restart at 9:30 PM
by Rebecca Malinowski 21 Apr '15

21 Apr '15

Onshelf Items Wizard · The wizard has been updated to exclude On Order, In Process, and other similar locations. You may still see items in your pick list with a call number of ON ORDER if the current location is not On Order. We cannot eliminate those items from the list. · The Export Onshelf Holds helper should be active tomorrow. You may use this helper (it looks like a safe and a spreadsheet) to download a CSV file of your pull list. This export will include Current Location, Call Number, Author, Title, Item Type, and Item ID. · Your list in Onshelf Item Wizard will be updated twice daily, at 7:15 AM and 3:15 PM. System Restart: Symphony will be restarted at 9:30 PM tonight. At this time, any users still connected will briefly lose their connection. This is required to accommodate a configuration change. Diacritics Fixed: Diacritics (ñ, Ă, ö, etc.) did not migrate properly, and were causing searching issues in both Workflows and Enterprise. This issue has been corrected in Workflows, and will push to Enterprise as the harvest process plays out. Users Missing Expiration Date: A number of users were missing an expiration date on their records. This has been added back in for many of those users, and the cleanup continues. Rebecca Malinowski SWAN Special Projects Coordinator Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://www.railslibraries.info From: swancom-bounces(a)list.swanlibraries.net [mailto:swancom-bounces@list.swanlibraries.net] On Behalf Of Rebecca Malinowski Sent: Tuesday, April 21, 2015 9:29 AM To: swancom(a)list.swanlibraries.net Subject: [SWANcom] Migration Update Onshelf Items Wizard: The wizard should be populated this morning, but we are still working to prohibit items in an On Order, In Process and other non-holdable locations from appearing. We are in consultation with SirsiDynix on this issue, and hope to have a resolution this morning. You may choose to work with your Onshelf Items report as it stands and work around those items, or you may wait for another update from SWAN to work with a cleaner list. Notices: Courtesy, Overdue, and Hold Pickup notices are now running regularly. “Y” Override: The Y override has now been changed to allow checking out of items with holds. Enterprise Logos: A number of libraries have reported that their Enterprise logo overlaps the login and my account links on Enterprise profiles, especially when viewed on a smaller screen such as mobile devices. SWAN staff have checked each profile and identified a list of potentially affected profiles, and our SirsiDynix consultant is in the process of correcting the error. The profiles below have been identified, and those with checkmarks have been corrected. The remaining profiles should be corrected by the end of the day. *Users will need to clear their browser cache to see the changes in effect* • AMS • BFS • BPS • BRS • BVS • BWS • BZS • CAS • CCS • CRS • CTS • FMS • GWS • HAS • JDS • MDS • MKS • MPS • MTS • NRS • PCS • PFS • PHS • PSS • RFS • RGS • ROS • RPS • RS • SFS • SHS • SPS • STS • SVS • TFS • TPS • WOS • WRS Rebecca Malinowski SWAN Special Projects Coordinator Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://www.railslibraries.info

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Migration Update
by Rebecca Malinowski 21 Apr '15

21 Apr '15

Onshelf Items Wizard: The wizard should be populated this morning, but we are still working to prohibit items in an On Order, In Process and other non-holdable locations from appearing. We are in consultation with SirsiDynix on this issue, and hope to have a resolution this morning. You may choose to work with your Onshelf Items report as it stands and work around those items, or you may wait for another update from SWAN to work with a cleaner list. Notices: Courtesy, Overdue, and Hold Pickup notices are now running regularly. "Y" Override: The Y override has now been changed to allow checking out of items with holds. Enterprise Logos: A number of libraries have reported that their Enterprise logo overlaps the login and my account links on Enterprise profiles, especially when viewed on a smaller screen such as mobile devices. SWAN staff have checked each profile and identified a list of potentially affected profiles, and our SirsiDynix consultant is in the process of correcting the error. The profiles below have been identified, and those with checkmarks have been corrected. The remaining profiles should be corrected by the end of the day. *Users will need to clear their browser cache to see the changes in effect* * AMS * BFS * BPS * BRS * BVS * BWS * BZS * CAS * CCS * CRS * CTS * FMS * GWS * HAS * JDS * MDS * MKS * MPS * MTS * NRS * PCS * PFS * PHS * PSS * RFS * RGS * ROS * RPS * RS * SFS * SHS * SPS * STS * SVS * TFS * TPS * WOS * WRS Rebecca Malinowski SWAN Special Projects Coordinator Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5157 Fax: 630.734.5056 rebecca.malinowski(a)railslibraries.info<mailto:rebecca.malinowski@railslibraries.info> http://www.railslibraries.info

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SD Circulation updates
by Kate Boyle 20 Apr '15

20 Apr '15

+++ Please route to appropriate personnel +++ Everyone - We wanted to let all the Circulation staff know that we are not planning on running the "List onshelf items with holds" report until Wednesday morning. We felt that this will let all of you catch up with the materials sent to you after we cleared all the hold shelves this past Friday. On Wednesday morning all libraries should be able to run the "On Shelf Items" wizard. On Friday 4/24, we will run the "Clean the Hold Shelf" report for the first time. The "Clean the Hold Shelf" reports will be sent to the generic email addresses that we have on record for your library. After Friday they will be run daily for your use. This afternoon we worked more on the reports and tweaked the settings for the email hold pickup notice. We feel confident that the report, next time it runs, will increment correctly. Patrons going forward will only receive one email notification for their items ready for pickup on the hold shelf. Thank you to everyone that has sent in a ticket regarding the new software. We appreciate your patience as we work through the tickets we have received. Since Go Love (Tuesday, April 14th ), we have received 644 tickets, of those 504 have been completed/closed. Those of you that like math already know that means 78% of tickets have been closed successfully. Those of you with tickets still open - we continue to work towards completing yours soon. Thank you for your patience. Kate Boyle SWAN Member Services Manager Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5162 Fax: 630.734.5056 kate.boyle(a)railslibraries.info<mailto:kate.boyle@railslibraries.info> http://www.railslibraries.info

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Update hold pickup notices --- good news email notices are okay
by Kate Boyle 20 Apr '15

20 Apr '15

Everyone - Update on hold pickup notices. Good news, the email notices are correct. Patrons are being advised of the correct number of items ready for pickup. Only the hold pickup notices sent via text message are wrong. Hopefully, not too many of our patrons have registered for text messaging yet. We were alerted to the problem by libraries where the staff had registered for text. After investigating the notice settings, we are now testing text notification with our staff here at SWAN to make certain the notices are now correctly. Once we are assured the text notices are running correctly, we will schedule them to be run three times a day: 9 AM, Noon, 3 PM. This is the same time settings for the email hold pickup notices also. If you should have any questions, please contact me. Thank you for your patience. Sorry for the misinformation in the previous email. Kate Boyle SWAN Member Services Manager Reaching Across Illinois Library System Burr Ridge Office Phone: 630.734.5162 Fax: 630.734.5056 kate.boyle(a)railslibraries.info<mailto:kate.boyle@railslibraries.info> http://www.railslibraries.info

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