Offline Circ

DOWNLOAD, INSTALL, and SET UP

(Windows machines only–contact for info about Mac or Linux)

Offline Circ Video Tutorial (may take a few minutes to download) Submit circ.dat files to support.maineinfonet.org rather than uploading them to Sierra.

INSTALL and SET UP on each machine that will need to use Offline Circ.

1. Enter http://csdirect.iii.com/downloads/offline_circ/offline160_02.exe in your browser to download the file.

2. Login and password as usual for III’s csdirect website (submit a ticket to Maine InfoNet Support Center if you don’t know the login and password).

3. Save the file to your computer.

4. When prompted, “Server domain name/IP address” is:

  • MILS – mils.maine.edu
  • Minerva –  minerva.maine.edu
  • Ursus – ursus.maine.edu

5. Find and Run (double-click like any program) the Millennium Offline Circulation program.

6. Go the View menu and pick Preferences

a. Next to Statistics Group put the stat number in your range that ends in 1. Find your range by going to Sierra, selecting Admin>Preferences>Circulation>Statistical Group Maintenance. Note your institutions number.

**If you are in Minerva and have a range, choose the number that ends in xx1. For example, Curtis would enter 101, because their range is 100-107. **

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b. Ignore the rest of the settings.

Now your offline circ is ready to use. Make sure that the icon is easily found for whomever is at the circ desk when it is needed.

OFFLINE USE

When Minerva goes down for an extended period, open the Offline Circulation module and use it to check in and out.

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Notice that the buttons are not labeled–you need to look in the upper left to know whether you are checking IN or checking OUT.

Ignore the renewal and patron buttons at the bottom left. Patron updating is complicated–better to wait until Minerva is back up or take paper notes.

CHECKING OUT

1. First! Make sure that it says “Check-Out” in the upper left.

2. Make sure it is asking you for the patron barcode, not the item. If it’s not, click on the New Patron button to start with a new patron. Scan patron barcode as usual. If you have to key the barcode, type the barcode and hit ENTER.

*** Important: Until you are ready to change patrons or change due dates, Do not click any buttons. You will lose the transactions. ***

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3. Enter the due date for the item the patron is checking out, then hit ENTER (no button to click). This due date will stay until you close the program or you click the New Due Date in order to change it to a new due date (i.e. changing from books to a.v.). Just keep in mind that whatever you switch to stays until you switch it again.

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4. Say y or n if the item checks out hourly or not, then hit ENTER.

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5. Scan item barcode. If you need to type in the barcode, hit the ENTER key at the end of the barcode

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6. Make sure that you see and check the lines for checkouts that appear on the screen. If you don’t see them there, they will not go into the system when you upload!

7. Keep scanning item barcodes (and changing the due date if necessary).

8. When you are finished checking out, click the New Patron button so that you are ready to move on to the next patron.

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CHECKING IN

1. First! Make sure it says “Check In” in the upper left corner of the screen. If not, change it.

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2. Scan item barcode. If you need to type in the barcode, hit the ENTER key at the end of the barcode.

3. Keep scanning barcodes until you’re done.

NOTES

Closing offline circ on your computer will NOT lose your entries. You can shut down as usual, start back up, and offline circ will just continue recording transactions where you left off. Basically, it’s just adding a line entry into a text file for each transaction. The file keeps growing until you specifically load it back into Millennium and clear the local file. So, no worries about closing and opening.

UPLOAD

You will need to follow these steps for EACH computer that you used offline circulation on during the outage.

A. Create Backup of offline file

1. go to c:\Millennium\Offline

2. find the file called circ.dat

3. right click on the file and copy

4. right click elsewhere in the screen and paste – you now have a file called “copy of circ.dat”

5. right click and rename the copy to “YYYYMMDDcirc.dat” (with today’s date for YYYYMMDD). Save this (right there is fine) in case we need to try reloading.

6. In your web browser, go to support.maineinfonet.org, submit a ticket and attach your circ.dat files.

Review Log Files

Maine InfoNet staff will notify you when your files have been processed.

1. Go to Offline File Processing in your Functions Menu and review the View Log Files drop down menu for your library name. This means that your offline transactions have been processed. It knows to match the transactions with your library–and therefore count the transactions in the stats as well as give you a log with your name–because you put your stat group into all the offline modules.

2. Pick your library from the list, and click View.

3. You will now see a report now that has many error messages, but most of them are not really errors–so you can ignore them. (Even the ones that say that the time stamp was wrong and they were’t checked in/out.) It’s worth looking through your offline circ report for the following messages to catch some oddities. Copy and paste these to another sheet so that you can follow up.

— No patron record found with tagfield ‘b36662003246381’:

In this case, you can see that an item was scanned (barcode starts 3) when a patron record should have been scanned (barcode starts 2). Therefore, this item is out with an un-identified patron, but is not checked out, because there was no patron record scanned and associated.

— item status is UNAVAILABLE and has been cleared. Checking out anyway:

This item had an unavailable status was checked out because there was no way of knowing at the time. Worth looking at the item and noticing why it was unavailable and whether you need to take any action to track the item down, etc.

— No item record found with tagfield ‘b34609000540862’:

This item barcode was not found. Play hunt the barcode to try to figure out what the item may be, because whatever it is, it got scanned in or out (you’ll see in the second line of info) that the system doesn’t know exists

4. Once you have retrieved the relevant messages from your log (or copied and pasted the whole thing into another doc to look through), click on Delete File at the bottom of the page.

Congratulations! You are all done and ready to go.