"Always Put In List" Option for CKI

It is helpful to be able to see the title of each item as it is checked in. Sometimes the option that allows this to happen gets "turned off" by another staff person. Here's how to get it back.

• Select the appropriate CKI mode (i.e. damaged, inhouse, book drop, etc.).
• On the menu bar go to CKI and click on “Always Put In List”. A checkmark will appear next to the option to let you know it is “turned on”.
• Make sure the cursor is in the Barcode field. Check in each item in the shipment. All titles should show up on the screen now.

rev. 1/2018

Select Pickup Location Outside FCPL

Some patrons want to place a hold at an FCPL location, but pick it up at a location outside of Fresno County. All ValleyCat access via the Fresno homepage and Fresno Horizon logins will only display FCPL locations. Therefore, you'll need to do one of the following in order to select a non-FCPL location:

• In ValleyCat: Go to http://www.sjvls.org and from the drop-down on the right side select the ValleyCat catalog for the jurisdiction where the patron wants to pick up the hold. Find the item, place the request and select the pickup location for that jurisdiction. Both patrons and staff can use this method.
• In Horizon: Go to File - Change Location. Select the location where the patron wants to pick up the hold. Search for the item, place the request and select from the list of pickup locations available for that jurisdiction. When you are finished, don’t forget to change location back to your own branch. This method is only available to staff.

Note: Just in case you're wondering, you cannot simply change the pickup location of an existing request to a non FCPL location via the borrower's record. Why? Because this method circumvents the holds rules in place for each jurisdiction and more importantly, the item will never appear on the pull list of the owning library. So it will look like you’ve placed the hold, but the item will never show up. So use one of the methods listed above instead.

rev. 8/2017

Search This Location Only Option for Borrowers

Here's the scenario: you search for a borrower, but their record doesn't appear. Yet when you try the same exact search on another PC their name comes up right away. What’s going on?

In the Horizon menu under Borrower, there is an option for “Search This Location Only”. Select this option only if you want to search through the list of borrower’s with Location = your branch code in their registration record.

It is easy to accidentally select this option when you really intended to select “Find Borrower” instead. The option will remain selected even when you change users. If you are having trouble finding a borrower, make sure the “Search This Location Only” option does not have a check mark next to it. If it does, just click the option to eliminate the check mark, then try your search again.

rev. 1/2018

Screen Shots

If you are having a hard time describing a Horizon problem to Tech Support, send them a screen shot that illustrates the problem. Here’s how to create a screen shot/print screen:

1. Bring up the screen you want to copy.
2. Press ALT-Print Screen* to capture just the active window. Or press CTRL-Print Screen to capture all the open windows. Here’s the difference:
   With ALT-Print Screen With CTRL-Print Screen
3. Open an Outlook email, Microsoft Word or Notepad.
4. Press CTRL-V to paste the screen shot into the document. (You can paste the screen shot directly into the email or you can save it as a document in Word or Notepad and then attach the file to the email. We recommend the latter if you have more than 1 or 2 screens to send.)
5. Repeat steps 1-3 for each screen shot you want to send.

*The Print Screen button is at the top of the keyboard, just to the right of the F-keys

rev. 1/2018

Resume Search Option

When you perform any type of KEYWORD search in Horizon and there are more than 30 items returned, it only shows the first 30 items initially. The bottom of the screen will say “Retrieved 30 of 275” for example. If you want to see the additional items, you must click the RESUME button at the bottom of the search window. The next 300 items in the list will appear.
Related tip: do not Sort or Limit your results until you click RESUME and all items are displayed. If you do it before, the additional items revealed will not be included in the original sort/limit.

rev. 1/2018

Prev. Search Option

When searching for titles in Horizon, there's no "back button" to return to previous search results. However, the "Prev. Search" button on the Search window can serve the same purpose.

1. Press F2 for New Search.
2. Perform two or three different searches.
3. Press F2 again, and click the Prev. Search button at the bottom of the Search window. A list of all your previous searches appears. Select the one you want to re-run, click OK, make changes as appropriate and run the search again. While it’s not the same as a “back button”, this feature does make it easier to alter and re-run searches without starting from scratch.
4. The list of previous searches will remain until you log off Horizon.

rev. Jan 2018

Proper use of Weeded, Withdrawn and Librarian Review Status

The following reviews the proper use of Weeded, Withdrawn and Librarian Review statuses in weeding our collections - as well as why you should never delete an item from Horizon.

In a nutshell –

• You can use Weeded or Librarian Review to items that need further review before a final decision is made whether to keep the item or not (i.e. last copies);
• Apply Withdrawn to items definitely being removed from the collection;
• Don’t ever, ever delete an item record from Horizon. See below for more detailed explanations.

You can use Weeded or Librarian Review status to any item that needs further review as to whether it should remain in the collection or not. Either status blocks holds being placed on the item. If the reviewer then decides to remove the item permanently, it should be changed to Withdrawn status. However, if the reviewer decides to keep the item, check it in. That will clear the Weeded or Librarian Review status and put it back into circulation.

Withdrawn status is assigned to items that are absolutely and positively being removed from the collection. Items flagged as Withdrawn are permanently deleted from Horizon at the first of every month by System staff. Once an item is in Withdrawn status, no new holds may be placed on it.

Do NOT delete an item yourself from Horizon – EVER.

If you are still asking yourself, "But why can’t I just delete the item record out of Horizon myself?" We are a member of OCLC which is a nonprofit organization and global cooperative that is used by over "60,000 libraries in 112 countries…to locate, acquire, catalog, lend and preserve library materials." It’s the service we use to fill all those ILL requests made by patrons – and other libraries use to find out if we have a book their patrons need. All of the items in our catalog are in the OCLC catalog so other libraries know what we own. We pay for these services; it’s not a free membership. If you delete a record yourself from Horizon, how does the OCLC catalog know we no longer have it? They don’t. However, when you put an item in Withdrawn status, System staff creates a list of all these Withdrawn items before they delete them every month. This list is sent to OCLC and our holdings are updated in their catalog.

rev. 1/2018

Suspend a Hold Request

There are times when it would be advantageous for a borrower to suspend one or more of their hold requests (i.e. going on vacation; stagger when holds arrive, etc.) Suspending a hold request allows borrowers to maintain their position in the request queue while they are away or wading through their other holds. So if they were #3 in the queue before vacation, they will still be #3 when they return even while other patron's holds were filled during their absence. Their hold will automatically be reactivated on the “suspend until” date they set.

In the Enterprise Catalog
To Suspend A Hold Request

• My Account – Holds tab.
• Place a check mark next to the item(s) you want to suspend.
• Click Suspend Hold(s).
• Click in the box that appears and choose the date, then click Suspend.
• The status will change from Pending to Suspended. The Expires date will show in a right hand column.

Note: You can only suspend items with an “Pending” status. If it’s already In Transit or on the Hold Shelf, it’s too late to suspend it.

To Reactivate a Hold Request Before the "Expires" Date Takes Effect:

• Place a check mark next to the item(s) you want to reactivate immediately.
• Click the Cancel Hold Suspension(s) button.
• Click Yes in the pop up box.
• The status will change from Suspended to Pending.

In Horizon

• Pull up the patron's account then select Borrower – Requests from the menu bar.
• Highlight the request (or requests) you want to suspend. Click Edit. You can do more than one at a time if the “Suspend Until” dates are all the same.
• Enter the Suspend Until date. This is the date the borrower wants the hold to be reactivated. Do not change any of the other information.
• To reactivate the hold request before the "suspend until" preset date, follow steps 1 and 2 above and simply erase the Suspend Until date.
  
  Note: You can only suspend holds with the status of “Request”. The Suspend Until option will not be active for requests that are in transit or already on the hold shelf.

rev. 8/2020

PIN#s Can Start with Zero

Fact or Fiction? A PIN# can start with a 0 (zero). This is a FACT. There are tens of thousands of patrons with PIN#s that start with a zero and this has not caused a problem for computer reservations, database access or online account access.

rev. 1/2018

How to Run the Request Pull List

Open Horizon and follow these steps:

1. Circulation
2. Circulation Report (a separate window opens)
3. Requests (from the top menu)
4. Request Pull List. Keep this window OPEN until you’ve pulled these items and checked them in. It’s okay to minimize it and work in other programs.
5. Print the list and pull the items.
6. NEW: AFTER the items you found have been checked in, select Keep List*
7. The following screen appears. Select Yes.

*Do NOT use the List Pulled option.

What if I forget and close the window before I check in the items? Run the pull list again right away and leave the window open until everything you pulled is checked in. You may want to print the list again because it may have changed a bit.

What if I forget and click List Pulled instead of Keep List? Don’t rerun the list. Just remember to do it correctly the next time. The result is your pull list will be locked for the remainder of the day. This prevents other locations from filling holds for those items you couldn’t locate. It could also lead to problems filling the hold with the correct copy.

Reminder: If you cannot locate an item on the shelf, put it in Trace status to prevent it from continuing to show up on your pull list. Trace items will not be flagged to fill holds.

Notes: This is the most efficient way to run the pull list in regards to staff time, selecting the best copy to fill a hold and filling a hold faster.

When you leave the Pull List window open until the items are checked in, the list is locked so no other branch is pulling an item to fill that same hold. That’s a good thing and could save us from duplicating work – two branches pulling the same item to fill one hold.

When you click Keep List *after* checking in the items you found, it releases the items you didn’t find/check in so they can appear on another branch’s pull list later that day. Again, that’s good because the hold might get filled quicker.

rev. 1/2018

Email from Enterprise Catalog/ValleyCat and SPAM Blockers

In both the Enterprise catalog and ValleyCat, patrons can email themselves title records as well as items in "My List" via ValleyCat. These emails come from no-reply@sjvls.org. If a patron complains they did not receive the titles or lists they emailed to themselves, their email service may have placed them in their junk/bulk mail folder instead of their in box. Ask the patron to adjust their spam or junk mail settings so that email from no-reply@sjvls.org is allowed to come into their inbox.



rev. 7/2017

Email Notices

Borrowers have the option to receive all of their notices by email – that includes holds, overdue and billing notices, as well as an option for preoverdue reminder notices. (See other posts related to preoverdue notices. ) They can sign up for the service in person at any branch or via http://www.fresnolibrary.org/email.html. Requests made via the webpage will be handled by Support Services.

How do I activate email notices on a patron’s account?

• In the borrower's account, for Notice by: Select Email
• E-Mail Name: enter borrower’s name as it appears in the name field above. This information will appear in the To: field of the email. 
• E-Mail Address: Enter patron’s email address. It is important to be very accurate. One typo will cause the notice to fail. Case does not matter, although most people enter it in all lower case letters for easier readability.
• Preoverdue: Check this box if patron wants to receive a reminder notice 3 days before an item is due. They can opt out of this option if they choose and still receive all the other notices by email.
• Phone: Make sure all phone numbers are set to 'No Telephone Notices'
• Save

How do I stop or deactivate email notices on a patron’s account?

• Notice by: Select Stnd
• E-Mail Name: delete name
• E-Mail Address: delete email address
• Preoverdue: uncheck box
• Phone: If the patron wants to receive their notices by phone, set one of their phone numbers to 'Home' or one of the 'With Telephone Notices' options. If they want to receive notices by U.S. Mail, leave the phone set to 'No Telephone Notices' option.
• Save

What if a borrower’s email changes? Staff can change their email in Horizon, but borrowers can also update their own e-mail address directly from the "My Account / Profile" page in ValleyCat as follows:

• Go to fresnolibrary.org – Catalog – My Account
• Enter their library barcode and PIN
• Click the Review Address/PIN tab
• Email Information – type in new email address
• Click Update. It is immediately updated in Horizon.

What if the email address is incorrect? Notices sent to a bad email address are returned to a Support Services mailbox. The undeliverable email notice will be printed and sent via U.S. mail to the borrower. Their account will be reset to standard mail delivery so they will receive future notices by U.S. mail. A Message to Borrower block will be placed on their account to “Update Email Address and Reactivate Email Notices”.

Horizon still shows “Hold Notification – Mail” block for email notices. The hold notification block on the borrower’s account in Horizon will show “Hold Notification – Mail” even if they receive email notices. The Horizon block message does not differentiate between U.S. Mail and Email. The only way to tell if they have email notices activated is to look at their registration record.

Can borrowers receive notices by more than one method (i.e. email and phone)? No – they have to select one method of delivery – phone, email OR standard mail.

Can borrowers receive email notices in Spanish? No, they are only available in English.

rev. 1/2018

Borrowers with Multiple Last Names

Some borrowers may have more than one name that could be considered their last name or they have multiple words that make up their last name (i.e. Jose Cruz Hernandez). Sometimes it is difficult to decide how to enter these types of names into the borrower’s record. The rule of thumb is to enter the borrower’s name into Horizon exactly as it appears on their driver’s license or ID. For example:

• License says: Jose Cruz Hernandez. Enter into Horizon as: Hernandez, Jose Cruz
• License says: Emilia Rodriguez Hernandez De La Cruz. Enter into Horizon as: De La Cruz, Emilia Rodriguez Hernandez
• License says: Josephina Ernestina Santos-DeLeon. Enter into Horizon as: Santos-DeLeon, Josephina Ernestina
• License says: William Vander Plaats. Enter into Horizon as: Vander Plaats, William

Reminder: before creating a new borrower record in Horizon, be sure to search for an existing borrower using all possible spacing/ordering variations.

rev. 1/2018

Route Designation Needed for FHB Borrowers

In August 2006, we began offering FHB borrowers the option to have their books delivered by mail. Since that change, the registration for every FHB borrower (new or existing) must include a Route designation under the Home Service section of their record. So remember, if you change an existing borrower to btype FHB, you must do the following in order for them to be able to check out materials:

1. Open CKO Window
2. Bring up the existing borrower's record using the library card or by searching.
3. Change the Btype to FHB – Fresno Homebound
4. REQUIRED: Under the Home Service portion, fill in Route with one of the following as appropriate:
5. Fbbm Fresno Books By Mail (must have approved application)
6. Finlib Fresno In Library Pick Up

The remaining fields are not required. Complete instructions for FHB and the Books By Mail program can be found on the intranet under the Training section.

"Attempted to Insert Duplicate Row" Error Message

You may receive the following error message when you are updating a collection code:

Attempted to insert a duplicate row. Attempt to insert duplicate key row in object 'dewey_call' with unique index 'dewey_call_item_index' Comand has been aborted.

If you receive this message, email the barcode of each item to Danielle Haas (Jurisdiction System Administrator) and mention the error message. She will run these items through a software routine to clear up the problem. You will be notified when that process has been completed and Horizon will then let you change the collection code. Unfortunately, we are not sure why this happens, only the workaround to fix it.

rev. 6/2017

No City/St Code in Borrower Registration

The City/St field in the borrower registration will only hold up to 7 characters - just enough for the built-in codes. It will not let you just type in the full city/state name. If the borrower's city is not listed as one of these codes:

1. Enter the City and State in Line 3 of the address (i.e. BEATRICE NE). No comma between the City and State. Why? Because that's the USPS standard for addressing mail. Other data entry rules can be found at "SJVLS Borrower Registration Data Entry Standards".

2. Enter the code SPAC in the City/St field. Why? Because this is a required field so you can't leave it blank. Entering SPAC essentially creates a blank space in the field and lets you save the record.

3. Put the zip code in the separate Postal Code field.

rev. 1/2018

Preoverdue Notices Option

Since 2005, our patrons have had the option to receive library notices (holds, overdue, lost) by email. (See On The Horizon 2.5) We’ve recently added several new email notice options as described below.

Horizon Option for Preoverdue NoticesEvery patron who signs up for email notices, also has the option to receive “preoverdue” notices. A preoverdue notice is generated 3 days before an item is due to remind the patron to renew/return it. The email includes the following message/link along with the title(s) affected:

“Courtesy reminder - The following items are due soon. To renew items go to http://hip1.sjvls.org/ipac20/ipac.jsp?profile=fhq&menu=account or contact the library. Please do not reply to this email. The mailbox is unattended.”

In order to receive these reminder notices:

1. The patron must sign up to receive Horizon email notices and
2. The Preoverdue option must be checked.

Can a patron receive Horizon preoverdue notices if they get notices by regular mail or phone? No, they must be signed up for email notices. Patrons can sign up in person or online at http://www.fresnolibrary.org/email.html.

Do they have to receive preoverdue notices in order to receive other notices by email? No, they can opt out of the reminder notices, but still receive all other email notices. Note: existing patrons signed up for email notices who used their card in 2008, have been automatically signed up to receive preoverdue notices.

rev. 1/2018