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OPALS
Printable Reports
and Admin Tools

 
 
Dynamically created reports and tools give important relational data for system wide information
  • Handy reports allow selectable record status updating and multiple queries
  • Notices and lists can be generated dynamically and printed. 
  • Excellent Circulation Statistics reports dynamically created on request.

Main Menu

Item Stats Reports

 Circ Stats Reports Tools

Item Acquisitions
Records Modified
Deleted Items
Missing Items
Lost Items
Damaged Items
Collection Holdings Statistics
Average copyright date
New Item List Management
ShelfList & Ranges

 Circulation Statistics
Item(s) not circulated
Reserved Items
Loaned Items
Fine list
Circ Stats by Title
Circ Stats by User		 852-Subfield Search
852 Global Editor
Print Barcode,Spine labels from hitlist
Deletion/ Export from hitlist
Print Range Barcode Labels
Barcode Command Sheet Printout

Item Acquisitions

The Item Acquisitions report is multifaceted and gives several options for information editing and printing. A few explanation below will help you understand some of its functionality.
New Items List | Delete newly loaded items | Print new item's labels | Reprint a barcode

To Search for Items to add to New Items Display:

Any New Items cataloged into the system can be displayed for a selected period of time in the >Home >New Items list. To use this, choose the menu >Administration> Reports> Item Acquisitions report.
  1. Choose the date range in which you imported new items and click Create Report.
  2. To select all items for the New Items Display, click Select All. OR click boxes in front of individual items
  3. Click New Item and a dialog will open.
  4. Click the Calendar icon to select how long items will remain in New Items Display. 
  5. Click 
    • Add All (to add all the items found)
      OR 
    • Add Selected (to only add the items you have selected with a check mark).

To delete items from date range selection:

  1. Select Administration> Reports> Item Acquisitions from main menu.
  2. Click Date Range Selection button.
  3. Click on calendar icon and select date From.
  4. Click on calendar icon and select date To.
  5. Click on Create Report.
  6. To select all items for deleting, Click Select All.
  7. OR Click boxes in front of individual items, Click Delete.
  8. Click Delete All or Delete Selected, Are you sure? Click OK.
  9. All items will be deleted along with their holdings.


To Print Item Labels (spine + 2 pocket with BC):

We Recommend : Laser Printing is your only option for labels because the print does not bleed into the paper or dissolve in moisture. It is also best to protect your labels with a clear (Polyester) cover. (Available from Media Flex)
  1. Select Administration> Reports> Item Acquisitions from main menu.
  2. Click Fiscal Year button
      OR
    Click Date Range Selection button, then Click on calendar icons to select 'From:' and 'To:' dates.
  3. Click on Create Report.
  4. To select all items for printing, choose Select All 
    OR select boxes in front of individual items.
  5. Click Print Item Label.
    • Starting row> 1 if starting with new sheet of 30 labels. 
      • Avery (5160) address labels are 3 across and 10 down. 
      • You can only select the row because OPALS prints 1 spine label beside 2 pocket labels with the barcode.
  6. This will start a PDF report using Adobe Reader 7.0. which may need to be installed from the Adobe website.
  7. To send the report to the printer, Click on the Printer Icon.  
  *  NOTE : Before printing: Verify the following under Page Handling:
    1. Page scaling:  Choose none
    2. Auto rotate and center:  check box
    3. Choose paper source by PDF size:  check box

 If you do not use these settings, the labels my print misaligned and therefore unusable.

VIDEO TIP : Watch this short video clip to learn how to make your barcodes align properly on the label stock

 


To Print or Reprint a barcode for one item

  1. Search for title in the OPAC.
  2. Look at MARC record and note the ID number in tag 001 and the date entered in tag 005 (yyyymmdd).
  3. Go to:  Administration>Reports>Item Acquisitions.
  4. Using the calendars, select a FROM and TO date, both consisting of the date the record was entered (as noted above) from tag 005.
  5. Sort results by clicking on either Title or ID in their column header, then, if necessary, page through to find the item.
  6. Click in the box in front of the record.
  7. Click the Print Item Label Set(s) button.
  8. Choose Print Selected. The Adobe print screen opens.
    1. Click printer icon.
    2. Verify printer.
    3. Verify the following under Page Handling:
      1. Page scaling:  Choose none
      2. Auto rotate and center:  check box
      3. Choose paper source by PDF size:  check box
  9. Click OK.

Records Modified

The Records modified list will enable a list of items that had modifications to the holding. This list will provide a way to export your latest holdings or print new barcode / spine labels for these items. Any modification made to a holding puts the item in the modified list even if you did not replace or modify the barcode of the Item.

  • Select Administration> Reports> Records Modified from main menu.
  • Click Fiscal Year button
      OR
    Click Date Range Selection button, then Click on calendar icons to select 'From:' and 'To:' dates.
  • Click on Create Report.

Export

  1. Select the items in the list that you wish to export in a MARC21 file
  2. Click on the Export button.
  3. You will be given another choice to export All records displayed, or only the items you selected.
  4. You will have a choice to export 'modified holdings' or 'all holdings'.
    To explain : Some records have multiple holdings.
    - If you modified ONE of the holdings and wished to export only that record with the one holding in it, then choose 'Modified Holding(s)'. ('Modified' in this case includes only the ONE holding you modified.) This option is helpful if you are exporting records to update a union collection with your modified holdings.
    - 'All holdings' would include the complete record and all of its holdings.
  5. After making the selections defined above, click Export.
  6. A link will appear redirecting you to the Items Export page where the records will be available in a short time.
  7. When the records are ready the top row of the export table 'Status' will say 'Done' and a link will appear with the name of the file and a count of the records [holdings].
  8. Click on the link to download the MARC21 file from your OPALS server.

Print Label

We Recommend : Laser Printing is your only option for labels because the print does not bleed into the paper or dissolve in moisture. It is also best to protect your labels with a clear (Polyester) cover. (Available from Media Flex)

  1. Select the items in the list that you wish to Print or if you wish to print everything just Click on the Print button. You will be given another choice to print All records displayed, or only the selected items.
  2. You will have a choice to print 'modified holdings' or 'all holdings'.
    To explain : Some records have multiple holdings.
    - If you modified ONE of the holdings and wished to print only that record with the one holding in it, then choose 'Modified Holding(s)'. ('Modified' in this case includes only the ONE holding you modified.)
    - 'All holdings' would include the complete record and each of its holdings.
  3. You will be given several options :
    • Print Labels Set, Includes both barcode and spine labels formatted for a 3 across by 10 down Avery 5160 label. One spine and two barcodes on each row.
    • Print Barcode Labels would include only the barcode label on 3 across by 10 down Avery 5160 labels.
    • Print Spine Labels allows two options for label size : The Avery label mentioned above and a Demco's Item No. P142-1803 : Media Flex sells them also at http://www.mediaflex.net/showcase.jsp?n=Laser&product_number=F07115L
  4. After making the selections defined above, click Print All or Print Selected.
  5. This will start a PDF report using Adobe Reader 9 (which may need to be installed from the Adobe website if you do not have the reader already).
  6. Adobe will open with a thumbnail picture of the labels you wish to print. To send the report to the printer, Click on the Printer Icon in the Adobe page.
  *  NOTE : Before printing: Verify the following under Page Handling:
    1. Page scaling:  Choose none
    2. Auto rotate and center:  check box
    3. Choose paper source by PDF size:  check box

 If you do not do this, the labels my print misaligned and therefore unusable.

VIDEO TIP : To help make sure your barcodes align properly on the label stock If you do not do this, the labels my print misaligned and therefore unusable.

 

Deleted Items

To Print Deleted Items:
  1. Select Administration> Reports> Deleted Items from the main menu.
  2. Click Fiscal Year button OR Date Range Selection button OR All.
  3. Click on calendar icon and select date From.
  4. Click on calendar icon and select date To.
  5. Click Create Report.
  6. To select items for printing,
    • Click Select Page. 
    • OR Click boxes in front of individual items,
  7. Click Print. 
  8. Choose Print All or Print Selected

Missing Items

A list of items who's status has been set to Missing. This list can be used to Print a list of items for a date range, or to delete items that have been missing for some time and not replaced.

Marking items as missing

Items "Missing" can be set 'au mass' for selected items in the OPALS inventory missing list. Records can also be set to the 'Missing' attribute from within the item status screen. When the attribute is set, the records displays "missing" in red next to the barcode in the expanded record display in OPAC. Missing records are automatically set back to active if they are returned.

Using this list

  1. Select Administration> Reports> Missing Items from the main menu
  2. Click the radio button for Fiscal Year OR All.
  3. If choice is Date Range then : Click on calendar icons to select From and To dates
  4. Click Create Report.
  5. To select items for printing or deletion :
    1. Click Select Page. 
    2. OR Click boxes in front of individual items.

Deletion 

After selecting the desired items, the deletions button will give your the option to remove the complete record if item has only one holding or only the holding. We recommend deleting the complete record.

Printing

After selecting the Print button you will again have the choice to print all or only print the selected items.

Lost Items List

A list of items who's status has been set to Lost. This list can be used to Print a list of items for a date range, or to delete items that have been missing for some time and not replaced. Select Administration> Reports> Lost Items from the main menu.

"Lost' is a term when you know who lost the item. Not only is it missing - you know who is responsible. This attribute can be set on an item from the loans screen while a patrons name and transactions are on display. It can also be set from within the item status screen.

After being marked as Lost, the status column on the search result screen will show no holdings if there is only one copy.  When the record is opened, the barcode will appear in red and say Lost in the Due column. Lost records are automatically set back to active if they are returned.

Mark an Item "Lost" from the item status page:

  1. Search for title using OPAC.
  2. Click on title that you want to mark lost.
  3. Select the copy by clicking on the barcode in the box at the right.
  4. Click Lost button,
  5. Click Save at bottom of screen.

The same Status page can be used by choosing >Circulation >Item Status, then scanning in the barcode of the item.

Mark an Item "Lost" from the Loan page:

While a patrons name and transactions are on display,

  1. Select the check box on the right of any item titles.
  2. Click the Lost button

To delete or Print Lost Items:

  1. Click the radio button for Fiscal Year or All.
  2. If choice is Date Range then : Click on calendar icons to select From and To dates
  3. Click Create Report.
  4. To select items for printing or deletion :
    • Click Select Page. 
    • OR Click boxes in front of individual items.

Deletion 

After selecting the desired items, the deletions button will give your the option to remove the complete record if item has only one holding or only the holding. We recommend deleting the complete record

Printing

After selecting the Print button you will again have the choice to print all or only print the selected items

 

Damaged Items

A list of items who's status has been set to Damaged. This list can be used to Print a list of items for a date range, or to delete items that have been missing for some time and not replaced. Select Administration> Reports> Damaged Items from the main menu.

To delete or Print Damaged Items:

  1. Click the radio button for Fiscal Year or All.
  2. If choice is Date Range then : Click on calendar icons to select From and To dates
  3. Click Create Report.
  4. To select items for printing or deletion :
    • Click Select Page. 
    • OR Click boxes in front of individual items.

Deletion 

After selecting the desired items, the deletions button will give your the option to remove the complete record if item has only one holding or only the holding. We recommend deleting the complete record

Printing

After selecting the Print button you will again have the choice to print all or only print the selected items.

The 'Damaged' attribute can be set on an item from the Returns screen before returning the Item. It can also be set from within the item status screen.

After being marked as Damaged, the status column on the search result screen will show no holdings if there is only one copy.  When the record is opened, the barcode will appear in red and say "Damaged" in the Due column.

 

Collection Holdings Statistics

“BEDS” Collection Analysis Report & More:

This report consolidates collection statistics and activity that state and provincial agencies require. Reports include titles & holdings, additions, lost & deleted, “found,” totals for selected date ranges, print and non-print items.

Note:

  • The Stats are based on indicators in the leader and on the call number, therefor can only be as accurate as your records. For More Information
  • Some items may fall into more than one category and so be counted more than one time.
  • Your library may also contain other types of materials in addition to those for which statistics are listed.
  1. Select Login >Administration >Reports/Tools >Item Statistics Reports >Collection
    Holdings Statistics
  2. Click 'All' button OR 'Fiscal Year' button OR 'Date Range Selection' button.
    If you select 'Date Range',
    1. Click on calendar icon and select date From.
    2. Click on calendar icon and select date To.
  3. Click on Create Report.
  4. Click on the printer icon if you wish to print the report.

Consolidated library Stats

The Stats are only as accurate as the records, and are based on indicators in the leader, in control field 008, and in the call number (in the case of PRO and REF)

Number of Items "added" depend on when the library was created. If, for example, you set your 'From' date on September 1st but records were not put into OPALS until September 21, the 'items added' would indicate all of the collection (because OPALS had nothing in the catalog on the Sept 1st 'From' date).

When viewing the breakdown of print items you cannot expect the numbers to add up to the total displayed in the Total Items Table. The reason is that you may have REF items that are also listed as Not Fiction or Short that is Fiction . . . etc.

Here is a list from the Programmers of the way the report is created.

Print Items: based on Leader field character position 06 "a"
Fiction Items: based on control field 008 character positions 34 "1"
NonFiction Items: based on control field 008 character positions 34 "0"
Pro: based on Callnumber containing string "PRO"
Ref : based on Callnumber containing string "REF"
Serial: based on Leader field character positions 06 "as"
Short stories: based on control field 008 character positions 34 " j"
       
NonPrint Items:      
Video based on Leader field character positions 06 "g"
Audio based on Leader field character positions 06 "i"
Multi Media based on Leader field character positions 06 "m"
CD / Cassette based on Leader field character positions 06 "j"
Kit based on Leader field character positions 06 "o"
Mixed Material based on Leader field character positions 06 "p"
Notated Music based on Leader field character positions 06 "c"
Map based on Leader field character positions 06 "e"

 

Average copyright date

This is a statistical utility for collection analysis and provides the basic functionality for a more complete tool to be developed later. The new report utility in OPALS will search a Dewy range, or a local call number prefix, then display the Average Copyright Date and number of bibliographic records found. This tool is available through the menu choice >Administration, Reports, Average copyright date.
  • Choose the Dewy or the Prefix radio button
  • If you choose Dewy, enter the Dewy range in the appropriate From and To boxes. You may choose any range that you wish. For Example you may wish to see information about your 610s ; enter 610 in the From field, then 619 in the To field. Or you may wish an average date for the complete Non fiction collection by using a From entry of '001' and a To entry of '999'. Always use three numbers in each box.
  • If you choose Prefix, only one entry box will be available. Enter a prefix such as 'FIC' or 'PB' or 'J_FIC' or 'VID' (depending on your collection). NOTE: The program will not treat the entry 'FIC', 'J_FIC' and 'Fiction' in one search. If there are differences in your prefixes you will need to make a number of searches and appropriately calculate the results.

New Item List Management

You can remove items from the “New Items List” with this management tool. Go to Administration-> Reports/Tools-> “New Items Lists Management”. Any items that have been already added to the list are displayed like they do in the New items list.

Any Items you wish to remove can be selected and then click the "Remove from listing as new" button.

ShelfList & Ranges

This report enables you to print a complete shelf list or to print one for a selected a range of classification numbers. It is possible to sort this list by clicking on any of the hyperlinked column headers (Title, Author, Copyright date, Call Number, Price, Barcode, Status).
Access: Administration-> Reports/Tools-> Shelf List & Ranges

Select Ranges

Select a range of Call numbers to print or display.

  1. Enter the first number of your range in the From box : e.g. 200
  2. enter the last possible number of your chosen range in the To box. You may truncate as illustrated to be sure and capture the very last extended call number in the selected range: e.g. 299* would be the same as 300 in this case.

Print the range

You may select certain items to print the complete range. The number of items you select will be displayed above the print button. When you click the print button you will again have the option to printing the selected records or all of the records in the range.

Circulation Statistics


To Print Circulation Statistics:

  1. Select Administration> Reports> Circulation Statistics from the main menu.
  2. Click Fiscal Year button OR Date Range Selection button.
  3. Click on calendar icon and select date From.
  4. Click on calendar icon and select date To.
  5. Select whether the Period of time should be Daily, Weekly, Monthly or Yearly.
  6. Select the Statistic on (breakdown) by None, Call # by 10, by 100 or Item Type.
  7. Select From User by None, Grade, Homeroom, Teacher or User Type.
  8. Click Create Report.
  9. To print, Click your browser's File and Print.

 

Item(s) not circulated

Use this report to identify resources that have not circulated. The report filters date ranges and
enables you to include or exclude resources listed in the table of item categories that is derived from the system’s item categories list.

Reserved Items

To Print Reserved Items List:
  1. Select Administration> Reports> Reserved Items from the main menu.
  2. Any of the columns can be sorted by clicking on its name.
  3. To print, Click Browser's File and Print.

Loaned Items

To Print Loaned Items List:
  1. Select Administration> Reports> Loaned Items from the main menu.
  2. Click Fiscal Year button OR Date Range Selection button.
  3. Click on calendar icon and select date From.
  4. Click on calendar icon and select date To.
  5. Select to Group Loans by:  Teacher, Homeroom, Grade or User.
  6. Click on Create Report.
  7. Click Select All to print all items in a list format, Click Print List.
  8. OR, Click Print Notices to print individual notices for items selected.

Fine List

View or print a list of fines from this Fine Transaction Report. Click on the User ID link in the left column to display or print individual fine statements.

  • Choose Administration>Reports / Tools >Fine list from the main menu

Fine List Printout

Fine Statement Printout

Circ Stats by Title

Use this report to list and print loan transaction statistics by title. Sort the report by title, author, call number or total number of loans. These sorts can be toggled to display results in ascending or descending order (ex. view the most frequently loaned items).

  • Select Administration>Reports / Tools >Circ Stats by Title from the main menu.

Circ Stats by User

Some librarians participate in reading contests and need to print patron loan statistics for each library member. This report enables staff to compose, sort, view and print these lists.

  • Choose Administration>Reports / Tools >Circ Stats by User from the main menu.

852-Subfield Search

To Search and Print 852 Holding Subfields:
  1. Select Administration> Reports> 852-Subfield Search from the main menu.
  2. Type the 852 Subfield code in the small box.
  3. Type the 852 Subfield data in the large box. Click Search.
  4. Clicking on the ID will let you edit the MARC record.
  5. Clicking on the Title will bring up the detailed record in OPAC.
  6. Clicking on the Search result will send that exact search again.
  7. To Print, Click the browser's File and Print.
Back to Main Menu

 

852 Global Editor

Change Record/Icon Type | Change Item Category/Loan Codes | Add / Edit Subfields

Create a hitlist of items to modify

  • Select a field to search from Global Editor drop-down box
  • Enter search term(s) – Illustration searches call numbers for “KIT” – Click “Search” button
  • System displays a hitlist – click on links to view expanded record
  • Click in the check box in the leftmost column to mark items to change

System will accumulate selected items to modify, from a series of searches

Change Record/Icon Type

  • Select list of items to modify as above
  • Click “Change Record/Icon Type” button

Pop-up Menu Displays Media Icon Selector

  • Scroll list -
  • Select desired media icon –
  • Click “Change Selected” Button –

System will change MARC leader media type and any other changes to the fixed fields to correct records’ media type

Modification Status Log Tracks Changes – Displays Status

  • Allow OPALS to work for a couple of minutes (You may do anything else in OPALS. You do not need to keep this page open.)
  • Reselect the >Items >Global Edit page – System will display “Done” when data processing is finished -
  • Search some of the selected records to view media icon changes.

Globally Change Item Category/Loan Codes

Create a hitlist of items to globally modify

  • Select field to search and enter your search term(s)
  • Click the check box in the far left column to select items from search results and create the hitlist

Click “Change Item/Loan Type” Button

Pop-up Menu Displays Library-Defined Item/Loan Type Categories

  • Select desired Item/Loan Type Category

Pop-up Menu Displays Dialog of Selected Global Changes

  • Click “Change Selected” Button

Modification Status Log Tracks Changes – Displays Processing Status

  • Click the browser “Refresh” button after a few minutes. (You may do anything else in OPALS. You do not need to keep this page open.)
  • Reselect the >Items >Global Edit page – System will display “Done” when data processing is finished.
  • Search some of the selected records to view item loan/type category changes.

Add/Edit Subfields

The steps to globally modify OPALS’ MARC subfield data as defined, are similar for each option described below.

  • Globally remove a subfield and its data
  • Find and replace data in a designated subfield
  • Globally add a new subfield and data
  • Transfer data from one subfield to another
  • Copy all data from one subfield to another

Globally Change Data in MARC Record Subfield (example)

The following example illustrates how to change the word “Eskimo” or “Eskimos” in subject heading subfield “a” (“650$a”) to “Inuit”.

Pop-up Menu Displays Subfield Editor Options

  1. Select “Replace term”
  2. Select Field & Subfield to modify & enter changes
  3. Click “Change Selected

Pop-up Menu Displays Dialog of Selected Subfield Changes

  • Review proposed changes… if correct, then click “OK”

Modification Status Log Tracks Changes – Displays Processing Status

  • Allow OPALS to work for a couple of minutes (You may do anything else in OPALS. You do not need to keep this page open.)
  • Reselect the >Items >Global Edit page – System will display “Done” when data processing is finished.
  • Search some of the selected records to view item subfield changes.

 

Print Barcode, Spine labels from hitlist

This Report / Tool option enable you to create a hitlist by using various search strategies (Keyword, author, title, barcode, call number) and then print barcodes or spine labels for the selected items.

Deletion/ Export from hitlist

OPALS’ MARC export

 

Print Range Barcode Labels

There are several ways to print barcodes; from the acquisitions list, by creating a hitfile, and it is also possible to preprint a range of them. This option is helpful for those items that staff must catalog in-house. Pre-printed barcodes (laser) can be applied to new acquisitions, then scanned into the 852 barcode subfield.

  • Select >Administration >Reports / Tools >Print Range Barcode Labels
  • The latest barcode number, plus one, will appear automatically as a start number.
  • If you select "Allow no duplicates", OPALS can automatically check the existing barcodes and not print any duplicate numbers if the range you select already has some used numbers.
  • Options allow you to print one two or three sets of each barcode

Barcode Command Sheet Printout

Select circulation functions by scanning a barcode on the system’s transaction barcode command sheet.

  • To print this report: Login-> Admin -> Report/Tools->Tools->Barcode Command Sheet Printout