Offline Circulation

Evergreen’s Offline Circulation interface is designed to log transactions during a network outage or system issue. The offline transactions can be uploaded and processed once the network or system is restored.

Should the network go down, Evergreen will change to Offline Circulation mode automatically. It is also a good idea to add a desktop shortcut directly to Offline Circulation using this link: https://evergreen.noblenet.org/eg/staff/offline-interface

To access Offline Circulation from within the staff client, click on Offline Circulation at the bottom of the Circulation menu:

The Offline Circulation interface will open.

Select the offline function you wish to perform by clicking the appropriate tab.

Checkout

Set the due date, either an exact date from the date picker, or an Offset (eg Today + 14 days) Check the Strict Barcode if your library uses 14 digit barcodes. Check Print receipt if you want to print checkout receipts. Scan the Patron Barcode Scan each item barcode and click Checkout Click Save Transactions to finish the transaction for the patron, the screen will clear and the transactions will be saved for processing.

Renew

The Renew function is essentially the same as Checkout. The patron barcode as well as the item barcode are both required to process a renewal. Renewal transactions can be done in the Checkout function as well.

Inhouse Use

For each item you wish to record inhouse use: Enter the number of Inhouse Uses to record for the item Enter the item barcode Click Record Use, the item will move to the right of the screen

Once you have recorded use for all your items, click Save Transactions. The screen will clear and the transactions are saved for processing

Checkin

Checking in items in Offline Circulation is not recommended. Whenever possible, items should be held for checkin until access to Evergreen is restored.

Register Patron

Registering patrons offline is not recommended as there is no way to check the database for an existing record for the patron.

Uploading and Processing Offline Transactions

Once you can login to Evergreen, your offline transactions need to be uploaded and processed. The login screen will warn you if there are unprocessed transactions

Login to Evergreen and choose Offline Circulation from the Circulation Menu. If Evergreen is available, you will see the Session Management tab, and a list of the offline transactions waiting to be uploaded and processed

Click on Offline Sessions

Create a Session to use for uploading the transactions

Do the following on each workstation where transactions were recorded:

Select the same session you created earlier and click Upload

The number of transactions uploaded will be reflected

After uploading all transactions from all workstations to this same Session, the Session can be processed from any workstation

Once processed, select the Session to view the Exceptions List

Common Exceptions:

• ACTOR_CARD_NOT_FOUND. Indicates the patron’s library barcode was mis-scanned/ mis-typed or is not entered in the system.
• ACTOR_USER_NOT_FOUND. Indicates the patron’s barcode was mis-scanned/ mis-typed or is not entered in the system.
• ASSET_COPY_NOT_FOUND. Indicates the item barcode was mis-scanned/mis-typed.
• CIRC_CLAIMS_RETURNED. Indicates a book previously marked as claimed-returned was found and checked in.
• COPY_ALERT_MESSAGE. Indicates the copy has a checkout/checkin alert message. The checkin will be processed.
• COPY_IN_TRANSIT. Indicates the item was in transit when the offline transaction was processed.
• COPY_STATUS_LOST. Indicates a book previously marked as lost was found and checked in.
• MAX_RENEWALS_REACHED. Indicates the item has already been renewed the maximum times allowed, or is not renewable.
• OPEN_CIRCULATION_EXISTS. Indicates a book was checked out that had never been checked in.
• ROUTE-ITEM. Indicates the book should be routed to another branch or library system. You will need to find the book and re-check it in (online) to get the Transit Slip to print.
• SKIP_ASSET_CHANGED. Indicates another transaction has occurred on the item since the offline transaction was recorded. The offline transaction is NOT processed.