Follett VERSION 6.00, User Manual

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Chapter 16 Maintaining patron records in batches
This chapter provides general information about globally editing patron records.
It also provides instructions for making sequential and global updates, making
updates using a PHD, making global deletes, and deleting patrons with a PHD.
The chapter also contains explanations for the exception reports that may result
when the system processes the data stored in a PHD.
About global maintenance
Global maintenance lets you make the same changes to a group of patron records.
The patron records in the group are selected either by a common element, such as
patron type or homeroom, or from a PHD file of barcode scans. The contents of
certain fields in the patron records can then be changed, or the records
themselves deleted. In addition, individual records can be updated sequentially.
Global maintenance functions include: Global Update; Update via PHD; Global
Delete; Delete via PHD; and Individual Update.
Global Update is a search and replace feature you can apply to a group of patron
records. You first select the patron records to update (e.g., all seniors, or all
patrons with a certain Location 2). You then select which field in the record to
update. You can use Update via PHD to update patrons whose barcodes are
stored in your PHD.
You can use Global Delete to delete all patrons whose library cards expired or
who graduated in a certain year or who have a certain status or patron type. You
can use Delete Patrons via PHD to delete all patrons whose barcodes are
currently stored in your PHD.
Individual Update lets you update multiple fields at once for individual patrons.
The individual patrons are identified by typing or scanning the patron barcodes.
This saves you the time you'd otherwise spend editing each individual record.
Globally updating batches of patrons
Editing a group of patron records at one time is a twopart procedure. First,
identify the group of patron records to update. You can use the following patron
record fields as the basis for a global change: Status, Patron Type, Location 1 or 2,
or User Field 1 or 2. Then, select the field that you want changed and what you
want the contents of that field to be. Patron Maintenance will find every record in
the group and update the contents of the field selected.
Warning:
All changes are immediate. You cannot undo them by canceling the
process.