Easylib Help

Setup and Security:

This module deals with assigning and maintaining the security for each module,present in the Easylib software, by creating the default settings based on various criteria.

How to access the Setup and Security module?

Click once on the Setup and Security module, which appearson the front page of Easylib software,to open the Easylib Login screen.
Enter the correct User ID and Password.
The main page appears,containing a list of all the menus and sub-menus of Setup and Security

modulewhich are displayed below: -

Security
Users
Security Profile
Button Setup
Subsystem Setup
Menu Setup
Subsystemwise Security
Menuwise Security
Button Level Security
Menuwise Security Advanced

Setup
System Parameters
Subjects Tree
Initial Setup
Data Import
Member Data Import
Backup
Accn Number Samples
Restore
Compact- Repair Database
Screen Setup
Window
Help
Security:
Users:
To access Easylibsoftware, creating users are very important. With the help of this screen, users with different security levels can be created.
This screen can be accessedfrom the Security menu by clickingon the Users submenu. This screen helps in knowing,which users are authorized to login to the Easylibmodules.
A screen titled as Administrative Users of the Library Management System appears. Here, User ID, Name, Profileand Security Profile of the respective recordsare displayed in the grid.

To add a new record,press the New button and enter the password in the input message box that appears. Only the Administrator or the Librarian can do this function.
Insert all the relevant detailsin the corresponding fields and click on the Ok button. This will add the new record, which can be seen in the displayed list.
Change the Password button allows you to reset the passwordfor a particular user. Before pressing the button select the profile that has to be changed from the grid.

Security Profile:
To create a differentlevel security, securityprofiles must be defined. With the help of this screen you are able to define the respective security profiles.
To access this screen go to Security menu and select Security Profile submenu.
Here, you are able to view the Security Profile that has been alreadysetup in the library by the Administrator or the Librarian.
In order to add new records,enter the detailsin the Security Profileand click on Add. If the Add button is disabled, then click on the Clear button to enable it.
To modify a security profile, select your record from the displayed list. This prompts the selected information to appear in the security profile text box. Now, make the necessary changes and click on Modify button to save the information.

Once the profile has been added or modified, it can be viewed in all the Security Profile

combobox present in any of the screens.

To delete a particular profile,select the securityprofile from the list and click on the Delete

button.

Note that if any record exists, with the Security Profile that you want to remove, then it will not allow you to delete this record. For this, first you have to change or remove that particular profile from all the entereditem records and then deletethe profile.

Button Setup:

Using this screen,you are able to add the button names for a particular screen, so that you are able to set a button level security for the respective security profiles.
This screen can be enabledby, pointing to the Security menu and clicking on the Button Setup submenu.
Select the Screen Name, to view the list of records if it has been entered alreadyor if the records are not present then the list cannot be viewed.
Now to add a record, enterdata in the Button Name field and click on Add button.
You can also Modify and Delete the records, by selecting the records from the displayed list.This will prompt the selecteddata to appear at the top of the screen. Next, click on the respective buttons according to your preference.
Once you have set the parameter for a particular button, you can go to the Button Level Security screen and restrictthe use of this button from a particular profile,as you desire.

Subsystem Setup:
This screen allows you to add the subsystem names along with a unique ID so that you are able to provide a subsystem level security for the respective security profiles.
Click on the Security menu and select the Subsystem Setup submenu to view the screen.
Here, you can set the parameters for the subsystems (modules) along with the subsystem id. Next, go to the SubsystemwiseSecurity screen and assign the profile wise access to the particular subsystems, as you prefer.
This is done, so that you can restrict the use of any subsystemby a particular profile and thus, maintain the security for each of the Easylib modules.
Enter the subsystemid and subsystem name and click on the Add button to save the record.
Here also, you can Modify and Delete the records, by selecting the records from the displayed list that prompts the selected data to appearat the top of the screen. Click on the respective buttons, as per your preference.

Menu Setup:

Using this screen,you are able to add the menu names for a particular subsystem, which will provide a menu level security for the respective security profiles.
Select Security > Menu Setup submenu, to activate the screen. Here, you are able to set the parameters for the corresponding menus, so that later on, you are able to assign profile wise security to the respective menus from the Menuwise Security screen.

Select the Subsystem, to view the already entereddetails in the grid.If you want to add new menus then, enter the Menu Name and Description and click on the Ok button.
Select the records from the displayed list, so that the selected data appears at the top of the screen in the respective boxes. Now, click on either the Modify or Delete buttons, as you prefer, to perform the respective actions.

Subsystemwise Security:
This screen allows you to assign the Subsystem security for the respective securityprofiles by selecting the “Yes” or “No” option.
To access this screen go to Security menu and select Subsystemwise Security

submenu.

From this screen you can assign the authority to viewany subsystem by a particular profile. Here, you cannot enter any new Subsystem name.
Before assigning the authority, select the Profile and the Subsystem. Click on “Yes” option, to allow the profile to view the subsystem and “No” option, to restrict the user from viewing that particular subsystem.
Select Add button, to save the changesand add it to the list displayed in the grid.
You can also set the security for menu wise and button wise criteriafrom this page, by clicking on Menuwise security and Buttonwise security buttons present in the next screen.
Once the securityhas been setup, it will beset for all future references. Only the administrator or the librarian has the authority to change the security setup.

Menuwise Security:
This screen is essential to set the Menuwise security for a particular subsystemaccording to the security profile by selecting “Yes” or “No” options and entering the menu name.
This screen can be enabledby pointing to the Security menu and clicking on the

Menuwise Security submenu.

With the help of this screen, you can restrictusers of any profile from viewing a particular menu. It can be either for a single menu or more than one menu.
Select the profileand subsystem for which the menu has to be disabled and add the option. Now, whenever this selected profile tries to access the subsystem, the selected menu will be disabled. It should be noted that you cannot enter any new menu name here. It has to be done in Menu Setup screen.
From this screen, you can set the securityfor buttons also, by clickingon the Buttonwise security button.
Click the Modify and Delete buttons, to performthe corresponding actions.
Once the securityhas been setup, it will beset for all future references. Only the administrator or the librarian has the authority to change the security setup.

Button Level Security:
Using this screen,you are able to set the Button level securityfor a particular screen according to the security profiles, by selecting the “Yes” or “No” options.
Select Security > ButtonLevel Security submenu to activate the screen.

This screen is similar to the above screens, where you can restrict the particular user profile from accessing the buttons that you have secured.
Select from the Profile Name,Screen name, ButtonName, and Authority to assign the security.
Here, it should be noted that, you cannot enter any button name for any screen.This has to be done in the Button setup screen.
Once the securityhas been setup, it will be set for all future references. Only the administrator or the librarian has the authority to change the security setup.
You cannot delete any entereddata, but can only modify it by clicking on the corresponding button.

Menuwise Security Advanced:
Using this screen, you are able to set the Menuwise security for a particular subsystem according to the respective security profile. This screen is essential, as you are able to authorize multiple menus at a time.
This screenis similar to the Menuwise Security submenu, and can be opened by selecting

Menuwise SecurityAdvanced submenu from the Security menu.

In this screen, on selecting the profile and the subsystem fields, the entire menu of the selected subsystem will be displayed. Here, instead of selecting and entering the records as done earlier, you have the option to directly select the menus from the displayed list. This can be done either by, clicking on the respective check boxes next to the menu name or clicking on the Select All or Deselect All buttons respectively.
After the selection has been made,click the Save button and enter the password in the input message box. This will update the records and will be set for all future references.

Setup:
System Parameters:
This is an important screen wherein you can set the system parameters, accordingto your requirements, by selecting the respective fields.
This screen can be accessedfrom the Setup menu by clicking on the System Parameters

submenu.

This is an importantscreen, wherein you can set the system parameters accordingto your requirements, by selecting the respective fields.
A brief description about the fields is given below. You have to select the check boxes to set the parameters: -
Maximum reserve days à This will reserve an item for the enterednumber of days.
Maximum search resultsà This is the maximumnumber of searchrecords that will be displayed in the screen at one time.
Background picture path à This will display the background picture path of the Easylib main page and can be changedby browsing throughthe Three Dot button (...)
Digital signature required[y/n] à This will enable/ disablethe Digital Signature in the Circulation module according to the entered option.
Create catalogue automatically [y/n] à This will show the print previewof the catalogue cards automatically, according to the entered option.
E-mail remainder to all on allotment of reservation [y/n] à This will enable or disable the E-mailremainder to all button, in the reservation screen, according to your preference.
E-mail due remainder to all [y/n] à Thiswill also enableor disable the E-mail remainder to all button, as you prefer, in the respective screens.
Allow keyboard entry on circulation [y/n] à Thiswill enable or disable the keyboard entry for the circulation module.
Library alerts on logon [y/n] à Thiswill enable or disable the Library alerts screen whenever you login to this software.
Reservationoption in OPAC [y/n] à TheReservation button will be enabledor disabled in the OPAC screen, as per your preference.
Print Receipt on issue à Thiswill automatically print the receiptwhen you issue the item.
Barcode Convert Enable[y/n] à This will enable or disable the automatic conversion of the accession numbers into the barcode numbers.
Print Receipt on return à Thiswill automatically print the receiptwhen you return the item.
Default Currency Notationà This will allow you to change the CurrencyNotation according to your preference by browsing through the Three Dots button (...).
After you have finished settingthe parameters, click on the Ok button to save the record or on the Modify button if you have made any changes.

Subjects Tree:

This has been describedbelow in the Initial Setup submenu. You may refer the document below.

Initial Setup:

These are the basic information screens, for data entry of library items. From these screens, you are able to create and maintaina master record of basic information like Publisher Details, Vendor Details, Financial Year, Academic Year, Department, Subject Details, etc.

Version Number 4.3.1

Academic Year:
This screen is required to set the current academicyear. Once set, it will remain the same for all future references, especially in the Member module. It is useful during the generation of reports.
Academic Year submenu can be accessedthrough two Easylibmodules namely:
Setup and Security
Members

To view the screen, select the Setup menu from the respective modules and click on the Academic Year. Another common way, of accessing this screen, is by pressingthe F3 button from your keyboard, after you place the cursor in the Academic Year combo box, present in any of the screens.

All the above actions, promptsa screen titledAcademic Year Maintenance to appear, where

Academic Year List is displayed. Along with this Current Academic Year is also shown.

You can set your preferredacademic years, by selecting From and To dates and selecting the Ok button. It should be noted that, the To date must be greater than From date. If the Ok button is disabled, click on the Clear button to enable it.
In order to modify a particular Academic Year, select your record from the displayed list. This prompts the selected information to appear in From and To date. Now make the necessary changes and click on the Modify button, to save the information.
To delete an academic year,select the desiredacademic year from the list and clickon the

Delete button.

An important point to rememberis that, you cannot Delete or Modify any record present in the Current Academic Year drop – down box. You have the option, to only Change the Current Academic Year by selecting any date range from the drop-down list box. After you select the preferred dates, select the Change button followed by the Ok button to confirm your action.
Here, you are able to view the print in Notepad as well as Excel Format.
Also on clickingthe Clear button From and Todates revert back to the current date.
Note that if any record exists, with the Academic Year date, which you want to remove, then it will not allow you to delete this record. For this, first you have to change or removethat particular academic year from all the entered item records and then delete it.
Note that modifying any record, will affect the existing recordsalso.

List of Common Buttons:

CLEAR button allows you to clear the records from the currently viewing screen.
ADD button allowsyou to add a recordto the database.
MODIFY button allows you to modify or change any record or fields accordingto your preferences.
DELETE button allowsyou to delete a recordfrom the database.
CLOSE button allows you to end the current operationand return back to the previous or main page.
NEW button allows you to enter a new record.
SAVE button allowsyou to save all the records to the database.
REMOVE button will delete the record from the database.
CANCEL button will cancel the current actionand take you back to the previousscreen.

Accession Number Format:
With this screen you are able to set and maintain a standard accessionnumber format (e.g. alphanumeric). This will be helpful during accessioning of the items.
This screen can be accessedfrom two different Easylib modules namely:
Catalogue and Accessioning
Setup and Security

In both of the above modules, go to the Setup menu and select the Accession Number Format submenu, to view the corresponding screen. Another way is by placing the cursor at the Accession Number Format combo box present in any of the screensand pressing the F3 button from the keyboard.

In this screen, you are able to set and maintain a standard accession number format (alphanumeric). In case you need to change it, you can modify it as per your needs and select Modify button. This format will remain for all future data entry.
Accession Number Formatscreen will promptyou to enter the Prefix,Middle, Suffix and Post Suffix of the accession number of selected section.

Forexample: if your Accession Numberformat is “UG00001” then Prefix = 2

Middle = 0

Suffix = 5

Post Suffix = 0

Nowclick on the Modify button to change the format as given above.

The format of the accessionnumber will become as XXNNNNN,where XX represents the first two characters and NNNNN the next five numbers of the accession register. Example; GN00001.

Based upon your preference, you may change the accession number format any time. However, it is recommended that you use one format for all the accession numbers. This will bring uniformity in the numbering. You may prefixthe accession number with the source of the book, middle it with two characters for the department it belongs to and suffix the next number as sequence numbers.
Another important feature of this screen is the Auto Change Accession Number Format. Each item type such as Book, AudioCD, Video CD, etc. may have different accession number format belonging to different sections. As mentioned above, once the accession format has been set it will remain the same for all future data entry. You can create different accession number format for different sectionsby clicking on the Yes radio button.This will automatically change the accession number format according to your requirement. If you select the No radio button, then each time you will have to manually set the accession number format while entering the different sections. Refer the first point to see the various ways by which you can access this screen.
Here, you have the option to only Modify a particular format. There is no provisionto Delete or

Cancel any format.

Barcode Accession Number format:
With this screen you are able to convert any type of barcode numbersinto Easylib standard format. Usually, it is in numeric format.
It is possibleto access this screen throughtwo different Easylibmodules, namely:
Setup and Security
Catalogue and Accessioning (Onlyif it has been selectedin the System Parameters submenu present in the Setup and Security module.)

Here, you have to click on the Setup menu, presentin the respective modules and select the

Barcode Accession Number format option.

This is a special screen that is used to set the barcode format according to the Easylib Barcode Format.
With this screen, whatever barcode format you have set in your library previously, it will be converted to the barcode format that has been set by the software without need to change the existing barcodelabels in your library. This is helpful during the scanning of the barcodelabels for entering data into the respective fields.
In this screen Prefix, Middle, Suffix and Post Suffix fields are present, which can be set according to your preference. Once set, this format will be used for all future references and can be changed only by the authorized person

Binders:
With this screen you are able to keep a track about the binder details. This will be useful during binding and accessioning of items (Acquisition Module) and also during the report generation.
It is possibleto access this screen throughtwo different Easylibmodules, namely:
Setup and Security
Acquisition

Here, you have to click on the Setup menu, present in the respective module and select the Binders option. You can go also directly to this screen,by pressing the F3 button from your keyboard, after placing the cursor in the Binders combo box, present in any of the screens.

The screen titled Binder Details appears, once you perform the above actions. You can see the previously entered records,by scrolling throughthe Navigation buttonsprovided at the top corner of the screen.
To enter a new record,click on the Clear button to automatically generatethe Binder Number. After entering the details, click on the Add button to save this new record.
You can use the Three dot (…) button,to view the entire list of binders.Double click on any record and the details related to that binder would be shown on the screen.
To Inquire about a particular binder,you must enter the corresponding Binder Number.

You can Modify or Delete any records,by selecting the records from the displayedlist so that, the selected data appears at the top of the screen and then clicking on the respective buttons as you prefer.
There is an option to take the Print of the Binders List in Notepad and Excel Format.

Category:

In library, there are many books which belong to different categories like Issue section, Reference, SC/ST Books, etc. These categories can be enteredthrough this screen,which will be useful during the accessioning of items and also during the generation of reports.
This screen can be accessedthrough two different Easylib modules namely:
Catalogue and Accessioning
Setup and Security

In both of the above modules, go to the Setup menu and select the Category submenu, to view the corresponding screen. Another common way, of accessing this screen, is by pressing the F3 button from your keyboard, after you place the cursor in the Vendor combo box, present in any of the screens.

In the screentitled as Book Category Maintenance, you are able to view the Category List

that has been alreadysetup in the library for classifying the books.

In order to add new records, enter the detailsin the Category and click on Ok. If the Ok button is disabled, then click on the Clear button to enable it.
In order to modify a category, select your record from the displayed list. This prompts the selected information to appear in the categorytext box. Now, make the necessary changes and click on Modify button to save the information.
Print option allowsyou to print the displayed list on the screen, in the Notepad format.
To delete a particular category,select the categoryfrom the list and click on the Delete button.
Note that if any record exists, with the Category name, which you want to remove, then it will not allow you to deletethis record. For this, first you have to change or remove that particular category from all the entered item records and then delete the category.
Note that modifying any record, will affect the existing recordsalso.

Course and Branch:
In general, there are different types of members like students, professors, etc. The students belong to different coursesand branches. By using this screen you are able to define different types of course and branch for the corresponding members. This will be useful for generating the reports.
It is possibleto access this screen throughtwo different Easylibmodules namely:
Setup and Security

Members

Here, you have to click on the Setup menu, present in the respective module and select the Course and Branch option. You can go also directly to this screen,by pressing the F3 button, from your keyboard, after placing the cursor in the Course and Branchcombo box, present in any of the screens.

In the screen titled as Course Master, the Course List and the Branch details are displayed for your convenience.
To add new records, enter the data in the Course and the Branch and select the Add button.
You can also Modify and Delete the records, by selecting the records from the displayedlist, so that the selected data appears at the top of the screen and then clicking on the respective buttons as you prefer.
The functionality of all the other buttonsare listed in the List Of Common Buttons.
Note thatif any record exists, with this Course and Branch, which you want to remove, then it will not allowyou to delete this record. For this,first you have to change or remove that particular course and branch from all the entered item records and then delete it.
Note that modifying any record, will affect the existing records also.

Currency Type:
This screen is essential to set the values for different currencies that are used globally according to your currency notation. This will be useful while taking the reports.
The Currency Setup screen can be accessed through four Easylibmodules namely:
Catalogue and Accessioning
Setup and Security
Periodicals
Digital Library

Click on the Setup menu, present in the respective modules and select the Currency submenu to view this screen.You can go also directly to this page, by pressing the F3 button from your keyboard, after placing the cursor in the Currency combo box, presentin any of the screens.

In this screen,lists of all the variousCurrency types are displayed along with their Value in …

(Asper the user requirement).

To change the above values as per your preference, simply select System Parameters submenu from Setup and Security module > Setup menu. Here, make the required changes in the Default Currency Notation and click on Modify button to save the changes.
Addition of a new record can be done, by entering the data into text box at the top of the screen and then selectingthe Ok button. If the Ok button is disabled, then click on the Clear button to enable it.
Select any recordfrom the Currency List to view the individual record, at the top of the screen.
In order to modify, either the description for the Currency type or the Value in rupees, select the particular Currency Type from the displayed list. This prompts the selected information to appear at the top of the screen.Now make the necessary changesand click on Modify button, to save the information.
Print option allowsyou to print the displayed list on the screen, in the Notepad format.
Note that when you modify the currentvalue of the currency, it will be used only for the new additions. The rates of already accessioned items will remain the same.
Note thatif any record exists, with the Currency type, which you want to remove, then it will not allow you to delete this record. For this, first you have to change or remove that particular Currency type, from all the entered item records and then delete the Currency type.

Department:
In the library, there may be various books belonging to different departments. These departments can be definedthrough this screen,which will be useful during the accessioning of the items, while adding the members and also while generating the report.
The Departments Maintenance screen can be accessedfrom six Easylibmodules namely:
Catalogue and Accessioning
Setup and Security
Acquisition
Members
Periodicals
Digital Library

Click on the Setup menu present in the respective modules and select the Department submenu to view this screen.You can go also directly to this page, by pressingthe F3 button from your keyboard, after placingthe cursor in the Department combo box, present in any of the screens.

All these actionswill prompt a screen titledDepartments Maintenance to appear, wherein you are able to view a complete list of all the departments that has been set in your library.
In order to add new records, enter the detailsin the Department and click on Ok. If the Ok

buttonis disabled then click on the Clear button to enable it.

In order to modify a department, select your record from the displayed list. This prompts the selected information to appear in the department text box. Now make the necessarychanges and click on Modify button to save the information.
Print option allowsyou to print the displayed list on the screen, in the Notepad format.
To delete a particular department, select the department from the list and click on the Delete

button.

Note that if any record exists, with the Department name, which you want to remove, then it will not allow you to Delete this record. For this, first you have to change or remove that particular department from all the entered item records and then delete the department.
Note that modifying any record, will affect the existing recordsalso.

Defaults Setup:
Sometimes there are chances that few librariesmay have permanentvendor, binder, category, etc. These fields can be set as default,so as to avoid entering the same data every time. Once the default parameters have been set it will remain the same for all future references. This will be helpful during the accessioning of the items.
This screen can be accessedfrom Setup and Securitymodule and selectingSetup menu followed by clicking on Initial Setup Screens submenu.
A screen titled as Default Value Setup appears wherein you are able to view a complete list of all the created Setup and their corresponding DefaultValue that has been set in your library by the authorized person.
In order to add new records, you must first select the data from the Setup by single click of the mouse. This prompts the selected information to appear at the top of the screen. Now, select the data from the Default Value and click on Set as Defaultbutton to save the record and add it to the displayed list.
Select the record from the displayed list by single click of the mouse and click on the Remove Defaultbutton to remove the added record from the displayed list.
Print preview of this screen can be viewed in Notepad and Excel formats and the respective printouts can be taken by clicking on the Print icon button present in the menu bar

Financial PeriodSetup:
This screen is required to set the current financialperiod, which will remain the same for all future references. This feature is useful especially in the Acquisition module, during budget allocation, RFP, payments, etc.
This screen can be accessedthrough three different Easylib modules namely:
Catalogue and Accessioning
Setup and Security
Acquisition

In all the above modules, go to the Setup menu and select the Financial Period submenu, to view the corresponding screen.Another common way, ofaccessing this screen,is by pressing the F3 button, from your keyboard, after you place the cursor in the Financial Period combo box, present in any of the screens.

All the aboveactions prompts a screen titled Financial PeriodMaintenance to appear, where

Financial Periods List is displayed. Along with this, Current Financial Period is also shown.

You can add your preferredfinancial period, by selecting From and To dates and clicking the Ok button. It should be noted that, the To date must be greater than From date. If the Ok button is disabled, click on the Cancel button to enable it.
In order to modify a particular financialperiod, select your record from the displayed list. This prompts the selected information to appear in Fromand To dates. Now, make the necessary changes and click on Modify button to save the information.
To delete a financial period,select the financial period from the list and click on the Delete

button.

An important point to rememberis that, you cannot Delete or Modify any record present in the Current Financial Period drop – down box. You have the option to only Change the Current Financial Period, by selecting any date range, from the drop-down list box. After you have selected the preferred dates, select the Change button followed by the Ok button, to confirm your action.
Print option allowsyou to print the displayed list on the screen in the Notepad format.
On clicking the Cancel button, From and To dates revert back to the presentdate.
Note that if any record exists, with the Financial Period date, which you want to remove, then it will not allow you to delete this record. For this, first you have to change or removethat particular financial period from all the entereditem records and then delete the financial period.
Note that modifying any record, will affect the existing recordsalso

Frequency:
In the librarythere may be different types of serials,journals, magazines, etc. which belongsto different frequencies. All these types of frequencies can be entered through this screen, which will be useful during the periodical entry and also report generation.
This screen can be also be accessedthrough two Easylibmodules, by clickingon the Setup menu, present in the respective modules and selecting the Frequency submenu. The two modules are listed below as:
Periodicals
Digital Library
Setup and Security

Whenever you place the cursor at the Frequency combo box, presentin any screen, you are able to view the above same screen, by pressing on the F3 button from the keyboard.

In the screen titled as Frequency Setup, you are able to view the Frequency List, along with the Number of Days that has been allotted for each frequency.
To add new records, enterthe data in the Frequency and the Number of Daysand select the Ok button. Before clickingon the Okbutton, it should be noted that it is in the enabledmode. If it is disabled, click on the Clear button to enable it.

You can also Modify and Delete the records, by selecting the records from the displayedlist, so that the selected data appears at the top of the screen and then clicking on the respective buttons as you prefer.
Here you are able to view the print in Notepad as well as Excel Format.
Note thatif any record exists, with this Frequency type, which you want to remove, then it will not allow you to delete this record. For this, first you have to change or remove that particular periodical type from all the entered item records and then delete it.

Note that modifying any record, will affect the existing recordsalso.

Holidays Setup:
Using this screen you are able to set the holidays. This will be useful while calculating the fines for the items.
Go to Setup menu and select Holidays submenu to open this screen.

This screen is basically used for addingor deleting any holidays in the currentyear.
By default, all Sundays are marked as Holidays. In addition to this you can add any number of holidays and also specify the reason for it.
This is usefulin calculation of fines, as the fines are not counted for holidays.

HTML Setup:

This screen is basically used for makingchanges in the HTML Reportformat.
It is one of the most common screens, which can be accessed throughsix Easylib modules namely:
Catalogue and Accessioning
Circulation
Acquisition
Members
Periodicals
Digital Library

In all the above modules, go to the Setup menu and select the HTML Setup submenu, to view the corresponding screen.

With this screen,you can set the formatfor HTML printing,by entering your preferences like

Align Table, Font Color, BackgroundColor, Table Border Color, Font Style and Font Size.

After you have made your preferred changes,select the Set Default button to save your changes.
For all futurereferences, this format will be executed unlessyou change the HTML settings.

Note that, the Print Preview for the HTML featurecan be accessed only from the Microsoft Internet Explorer 6 and above.

Item Types:
In the library,there may be different types of items like, Book, CD, ProjectReports, etc. These item types can be entered through this screen, which is useful during the accessioning of the items and report generation.
The Item Types screen can be accessedthrough three Easylibmodules namely:
Catalogue and Accessioning
Setup and Security
Acquisition

In order to view the screen in all the above modules, go to the Setup menu and select the Item Types submenu. You can go also directlyto this page,by pressing the F3 button, from your keyboard, after placing the cursor in the Item Type combo box, present in any of the screens.

This screen will contain a list of Non Book Material Types, along with theirrespective descriptions, which are being used in the library.
In order to add a new record,make sure the Ok button is enabled. Enterthe details and click

Ok to save the data. If Ok button is disabled, selectClear to enable it.

You can also Modify and Delete the records, by selecting the records from the displayedlist, so that the selected data appears at the top of the screen and then clicking on the respective buttons, as you prefer.
Print option allowsyou to print the displayed list on the screen in the Notepad format.

Keyword Stopper:
The main featureof this screen is that it will prevent auto generation of keywords like and, :, &, or, etc.
Here also, the screen can be accessedthrough two different Easylib modules namely:
Catalogue and Accessioning
Setup and Security

Click on the Setup menu, present in the respective modules and select the Keyword Stopper submenu, to view this screen. The respective screen can also be viewedwhen you clickon the Stoppers button, present in any of the screen.

After entering the Title of the book in the Accession Register screen, when you click on the Keywords, it will automatically generate keywords, based on the Title of the book. Sometimes a, and, of, etc. also forms a part of the keyword which is unnecessary. To deal with this problem, we have created a separate screen titled Keyword Stopper.
Once you open this screen,enter the strings that you don’t want to generateas a keyword and then press Ok button. This will add the string to the list of non-keywords. If the Ok button is disabled, then click on the Clear button to enable it.
In order to modify a keyword, select your record from the displayed list. This prompts the selected information to appearin the keyword text box. Now, make the necessary changes and click on Modify button to save the information.
Print option allows you to print the displayed list on the screen, in the Notepad format.
To delete a particular keyword select the keyword from the list and clickon the Delete button.
Note that modifying any record, will affect the existing records also.

Member Parameters:

This screen is essential for setting the member parameters like, category of books allowed, maximum number of items renewed, maximum number of items issued, maximum number of reserve days, etc. Here, you are also able to set the surcharges for a particular category along with the corresponding profile.
This function can be accessed from the Setup menu, by clicking on the Member Parameters

submenu.

The setup screen appears prompting for member profileto be selected. Here, you can choose any profile from among the entire list of users in the library like, Professor, Reader, Lecturer, and so on.

After the member profile has been selected, you can set the parameters for that profile according to your preference. If the parameter has already been set then it will be displayed on the screen as soon as you select the profile.
In this screen, two main parameters namely, Book Parameters and Non – Book Parameters

cane set for a particular profile.

Parameters will be like category of books allowed, maximum number of items permitted, max no. of issue days, maximum no. of reserve days, Fine/day in INR and maximum number of renewals. These are same for both Book Parameters and Non – Book Parameters.
To add a new parameter, just type the information and press Ok. If Ok button is disabled, then press Clear button to enable it. Once you enter information and press Ok, the information gets inserted and circulation parameters come into immediate effect.
With this feature, you can restrict a certainsection of the books to a certain profile as you prefer.
Another advantage of this screens that, you can set the default Maximum Numberof Allotments/ Reservations for book as well as non-book for a particular profile.
Surcharge button allows you to calculate the surcharges for the respective members. You can also add or delete the surcharges.
Once you set the parameters, this will be applicable to all the functions. In case, any change has to be made, then you have to come back to the member parameters screen and modify the changes.
The print preview for the Notepad and Excel format can be viewed by clicking on the respective buttons.

Member Type:
There are different types of members who are accessing the library. Using this screen you are able to define the member type, which is useful while adding the members and also while generating the records.
To enable this function click on the Setup menu and select the Member Type submenu.
All the data that has been entered previously can be viewed in the Member Type List.
You can add your desired member, by enteringthe data in the Member Type and selecting the Ok button. Before clicking on the Ok button, it should be noted that it is in the enabled mode. If it is disabled, click on the Clear button to enable it.
Once you add a new record in the member type, then this record will be automatically displayed at the top of the Library Members screen.
You can also Modify and Delete the records, by selecting the records from the displayed list so that the selected data appears at the top of the screen and then clicking on the respective buttons as you prefer.
Here, you are able to view the print in Notepad as well as Excel Format.
Note that if any record exists, with the Member Type, which you want to remove, then it will not allow you to delete this record. For this, first you have to change or

remove that particular member type from all the entereditem records and then delete it.

Note that modifying any record, will affect the existing records also.
Non Book Section:
In the library, items may be of different types like Books and Non-Books. Non-Book Item may be an Audio CD or Book CD or Videocassette etc. Using this screen, item name and code for different Non-BookItem types can be created which helps in accessioning the non–book items and also for generating reports.
The Non-Book Section screen can be accessed, only through the Catalogue and Accessioning module, by clicking on the Setup menu and selecting the Non-Book Section submenu. Another common way, of accessing this screen, is by pressing the F3 button from your keyboard, after you place the cursor in the Non-Book Section combo box, present in any of the screens.

The screen will now prompt you to enter the NB Item Code and NB Item Name.
In NB Item Code you have to enter the prefix of the NB Item Name e.g., if NB Item Name is

Compact Disk then NB Item Code is CD.

Enter the NB Item Name that you want to see in the Non Book Accession register and note that the same should appear in “Item Type” also. Now, click Add button to save the record.
To set Default Item Type in Non Book Accession Register, select any one from the NB Item Name list and click on the Default button. It will set the default section in Non Book Accession Register.
To modify the NB Item Code and NB Item Name, select the appropriate record from the list and change the existingdata. After making the changes click on the Modify button, which then will ask you for the password, enter the Administrator Password and click Ok to modify the data.
To delete any Non Book Section, select the appropriate record from the list and then click the Delete button. Enter the Administrator Password and click Ok, to delete the respective non- book section from the list.

Periodical Type:
A periodical may belong to different type like national, international, etc. Using this screen you are able to define the various periodical types, which will be listed in a combo box. This will be useful while accessioning the periodicals.
The Periodical Type screen can be accessed through two Easylibmodules namely:
Setup and Security
Periodicals

To access this page, click on the Setup menu present in the respective modules and select the Periodical Type submenu. Another commonway, of accessing this screen, is by pressing the F3 button from your keyboard, after you place the cursor in the Periodical Type combo box, present in any of the screens.

All these actionsprompts a screentitled as Periodical type Maintenance to appear.
Here you are able to see all the records,which have been already enteredin the Periodical Type List.
Enter any Periodical Type in the text box provided at the top of the screen and click on the Ok button if you wan to add a new record. If this button is disabled, then click on the Clear button to enable it.
Select your desiredrecord first from the displayedlist if you want to Modify or Delete it, so that the selected data is displayed at the top of the screen.
The Print option allowsyou to print the displayedlist on the screen, in the Notepad format.
Note thatif any record exists, with the Periodical Type,which you want to remove, then it will not allow you to delete this record. For this, first you have to change or remove that particular periodical type from all the entered item records and then delete it.
Note that modifying any record, will affect the existing records also.

Profiles:
Library members may belong to different profiles like student, staff, asst librarian, etc. Using this screen, you can enter the required profile, which will be useful in setting the member parameters, while adding members,while authorizing the security level and also during report generation.
The Profiles screen can be accessedfrom two Easylibmodules, by clickingon the Setup menu, present in their respective modules and selecting the Profiles submenu. The two modules have been listed below as:
Setup and Security
Members

Also, wheneveryou place the cursor at the Profiles combo box, presentin any of the screens, you are able to view the same screen by pressing on the F3 button from the keyboard.

In this screen you can maintain the records of all the users that are currentlyusing the software, by assigning each person with a Profile.
All the data that has been enteredpreviously can be viewed in the Profiles List.
You can add your desired profile, by entering the data in the Profile and selecting the Ok button. Before clicking on the Ok button, it should be noted that it is in the enabledmode. If it is disabled, click on the Clear button to enable it.
You can also Modify and Delete the records,by selecting the records from the displayed list so that the selected data appears at the top of the screen and then clickingon the respective buttons as you prefer.
Here, you are able to view the print in Notepad as well as Excel Format.
Note that if any record exists, with the Profile type, which you want to remove, then it will not allow you to delete this record.For this, first you have to change or remove that particular profile from all the entered item records and then delete it.
Note that modifying any record, will affect the existing recordsalso.

Publisher Details:
Using this screen you are able to enter the publisher detailsthat will be listed in a combo box. This will be useful during the accessioning of books and also while taking the report.
The Publisher Detailsscreen can be accessed throughfive Easylib modules, namely:
Catalogue and Accessioning
Setup and Security
Acquisition
Periodicals
Digital Library

In all the above modules, go to the Setup menu and select the Publishers submenu to view thecorresponding screen. Anothercommon way, of accessing this screen, is by pressingthe

F3 button from your keyboard,after you place the cursor in the Publisher combo box, present in any of the screens.

You can see the previously entered records, by scrolling throughthe Navigation buttons.
To enter a new record,click on the New button to automatically generatea Publisher Number. After entering all the records, click on the Add button to save this new record.
You can use the Three dot (…) button,to view the entire list of publishers. Select any one to see the details related to that publisher.
Click on Modify button, only after you have made the necessary changesin a particular record.
Enter either the exact Publisher Number or Name to Inquire about a particular record.
Here, there is an option to directly Goto Website if you have enteredthe URL, for that particular publisher. For this action to happen, Internet facility should be present.
Delete, Clear, Close and Print buttons have the same functionality as described earlier.
Note thatif any record exists, with the Publishers name, which you want to remove, then it will not allow you to delete the record. You have to first remove the association of the publishers from all the items and only then, can you delete the publishers.
Note that modifying any record, will affect the existing recordsalso.

Section:
Library contains books that belong to different sections like UG, PG, etc. Using this screen, you are able to create these sections, which will be useful to accession differentsection books and also while generating reports.
This screen can be accessedonly from the Catalogue and Accessioning module, by clicking on the Setup menu and selecting the Section submenu. You can go also directlyto this page, by pressing the F3 button from your keyboard, after placing the cursor in the Section combo box, present in any of the screens.
This screen will prompt you to enterthe Section and Section Name.
In the Section, enter the prefix of the Section say for e.g., if SectionName is UGC then you may enter the Section as U.
Enter Section Name, which you want to see in the Accession register Section, then click Add

buttonto save the record.

To set the Default Section, select any one Section from the list and click on the Default

button. It will set the selectedsection as the Default Section in AccessionRegister.

To modify the Section and Section Name, select the appropriate Section from the list and change the existing data. After changingthe data, click the Modify button. Now it will ask for password, enter Administrator Password and click Ok to modify the data.

To delete the Section, select appropriate sectionfrom the list and then click the Delete button. Here also, it will ask for password, enter the Administrator Password and click Ok to delete the section.

Source:
The budget that is assigned to purchase new items into the library may belong to different sources, like Management, Donationand Gift etc. This screen is thereforerequired to enter these sources, which will help in allocating the budget and also whilegenerating the report.
This screen can be accessed from three Easylib modules, by clicking on the Setup menu, present in the respective modules and selectingthe Source submenu. The three modulesare listed below as:
Setup and Security
Acquisition
Periodicals

Also, wheneveryou place the cursor at the Source combo box presentin any of the screens, you are able to view the screen by pressing the F3 button, from the keyboard.

On performing the above actions,a screen titledSource Maintenance appears where all the details entered in the Source List are displayed.
In order to add a new record,make sure the Ok button is enabled. Enterthe details and click

Ok to save the data. If Ok button is disabled, selectClear to enable it.

You can also Modify and Delete the records, by selecting the records from the displayedlist, so that the selected data appears at the top of the screen and then clicking on the respective buttons as you prefer.
Print option allowsyou to print the displayed list on the screen in the Notepad format.
Note that if any record exists, with the Source name, which you want to remove, then it will not allow you to delete this record. For this, first you have to change or remove that particular source name from all the entered item records and then delete the source.
Note that modifying any record, will affect the existing recordsalso.

Vendor Details:
Using this screen you are able to enter the vendor details,which will be listed in a combo box. This will be useful in accessioning of items and also generation of reports.
This screen can be also be accessedthrough five different Easylibmodules namely:
Catalogue and Accessioning
Setup and Security
Acquisition
Periodicals
Digital Library

In order to view the screen in all the above modules, go to the Setup menu and select the Vendors submenu. Another common way, of accessing this screen, is by pressing the F3 button from your keyboard,after you place the cursor in the Vendor combo box, presentin any of the screens.

You can see the previously entered records, by scrolling throughthe Navigation buttons.
Here, you must enter the Vendor Numberto Inquire about a particular record.
To Add a new record, Vendor Number, Name,Address 1, City and State are the mandatory fields, which have to be entered.
Click on the New button, to automatically generateVendor number.

You can use the Three dot (…) button,to view the entire list of vendors.Select any one, to see the details related to that vendor.
Print option allowsyou to print the displayed list on the screen, in the Notepad format.
All the othercommon buttons are present here also.
Note that if any recordexists, with the Vendors name, whichyou want to remove, then it will not allow you to delete the record. You have to first remove the association of the Vendors from all the items and only then, can you delete the Vendors.
Note that modifying any record, will affect the existing recordsalso.

Library Alerts:

This screen lists the important information regarding books, members,etc present in the library, while logging into the setup and security module.

It will displaythe summary of the currentstatistics present in the librarylike; The number of: -

Library items overdueas of today.
Reservationswaiting to be allotted.
Items held for pick up.
Total overdue of fines as of today.
Memberships expiring withinnext one month.
National serial subscription expiring within the next 30 days.
Internationalserial subscription expiringwithin the next 90 days.
Items awaiting processing in new arrivals.
Items awaiting processing in staging area.
Periodicals expected to be receivedtoday.
Periodicals delayed by more than 7 days.
Amount pending againstinvoices for payment.

screen in the Notepad format by clicking on the Print button. In addition variousbuttons like Search, Issue, Return, Due, Receive Serials, Request an item, Membership, Library Map, etc, are present which will prompt the respective screens to appear when you click on any of the above buttons.

Library Information:

This screen will give a brief statistics about the library like the number of library members, books in library, non book items in library, digital library articles, national and international serials subscribed, readersper day, issue/return per day, purchases for the last year, as well as budgeted purchases for the current year. Print preview of this screen can be viewed in

Notepad and Excel formats and the respective printouts can be taken by clicking on the Print icon button present in the menu bar.

Dr. S.R. Ranganathan:

This screen will give you a brief description about Dr. S.R. Ranganathan who is considered as “The Father of Library Science in India” and also about his five laws.

Subjects Tree:
Using this screen you can make your subjects as a tree view and this will be helpful at the time of item’s classification. Adding classification number to subject will make your classification as semi automatic. This function is useful during the accessioning of the items and also report generation.
The Subjects Tree screen can be accessedthrough five Easylibmodules namely:
Catalogue and Accessioning
Setup and Security
Acquisition
Periodicals
Digital Library

In all the above modules, go to the Setup menu and select the Financial Period submenu, to view the corresponding screen. Another way to reach this screen is, by placing the cursor either at the Subject (1) or Subject (2) combo box, presentin any of the screensand pressing the F3 button, from the keyboard.

In the screen titled as Classification of Subjects, you are able to view a list of all the subjects that has been already setup in the library, for classifying books and non-books.
If you want to add a new subject then, first decide where you want to insert it, that is, under which Parent Subject. Place the cursor at the desired positionand select it. Now right click on the mouse, to get the Add, Modify and Delete options. Click on the Add option.
This action will prompt a new folder to appear, wherein you can enter the desired subject name. Click on the mouse, to get an input box asking you to, “Please enter the class number”. Insert your preferredvalue. Thus, your new record has been added successfully.
To view the class numbersalong with the subject, you must enter the class number while entering the subject name itself.
If you want to shift any subject from one Parent Subject to the other then, first select the subject to be moved, then click on the Three Dot (…) button. Select the parent subjectunder which you want to shift and give the Select option. Next, press the Save button to add this new subject successfully.
When you select any subjectfrom the displayedlist, all the accession detailsof the books, which have been accessioned under this subject are seen in the middle of the screen.
View All Subjects and List View buttons are provided, so that you can see the entire Subjects Tree in two formats namely, Format 1 and Format 2. Here the major difference is that, you can only see the reportsthrough View All Subjects, while you can take the Print as well as view the list, in List View option.
To make it easier whilesearching, you are also providedwith Search by Class Number

feature.

To delete a particular subject,click on the Delete button, after selecting the subject from the list.
Note that if any record exists, with the Subject name, which you want to remove, then it will not allow you to delete this record. For this, first you have to change or remove that particular subject from all the entereditem records and then deletethe subject.

Toolbar:
This submenu will display the icons of some of the selected submenus on the menu bar so that you are able to go directly to the respective screens.
The Toolbar screen can be accessedthrough four Easylibmodules namely:
Catalogue and Accessioning
Circulation
Acquisition

Periodicals

To access this submenu, go to the Setup menu and select the Toolbar option.

This option allowsyou, to enableor disable the Toolbar menu.
The important screenspresent in the respective moduleshave been listed here, so that you can go directly to the corresponding screens without losing your time in searching for them.

Screen Setup:

This screen allows you to customize the menus that you want in a particular module by selecting the check boxes provided for the corresponding menu names.
Screen Setup is one of the most common screens, that can be accessed throughmost of the Easylib modules namely:
Setup and Security
Acquisition
Catalogue and Accessioning
Members
Circulation
Periodicals
Digital Library
In/Out Management

In order to view the screen in all the above modules,go to the Setup menu and select the

Screen Setupsubmenu.

A list of the entire submenus that is present in the respective modules will be displayed on the screen. The important feature of this screen is that here you are able to setup the respective screens according to the user Profile. It should be noted that you cannot enter any new profile from this screen.To add a new profileyou must go to the Security Profile submenu present in the Security menu of Setup and Security module.
The screen names can be selected/deselected by clicking on the respective check boxes. Clickon the Save button, to save the changes. Only the concernedperson has the authority to customize the screens according to the Profile, since this action requires you to enter the Super – User Password. This feature has been provided for securing this function and to avoid unnecessary modifications. Once the correct password is entered a confirmation message box appears as “Records saved successfully”.
The created setup screens will be accessible only when you exit from the respective module and login again with the created profile.

Data Import:
This is one of the additional featuresof the Easylib where you can import the item details from the Excel format into the Easylib format.
This screen can be accessedby clicking on the Data Importsubmenu present in the

Setup menu.

Before the Data Import and Data Preview screen opens,a small messagebox appears as “Do you want to load the mapped fields previously” This will reload the items, which you had mapped the last time. Select the desired option to open the respective screen.
Select a file for the Data Import,by clicking on the Three Dot (…) buttonin the File Name.
Click the Read from File button to displaythe contents of the file in the grid.
Here, you can map the files and the databasefields. This can be done by first selecting the data from Map the File Fields followed by selecting the data from the Map the Database Fields. Click the Ok button, to view the added record in Mapped Fields grid.
Select the Remove button to delete the record from the Mapped Fieldsgrid.

Member Data Import:
This is one of the additional featuresof the Easylib where you can importthe member details from the Excel format into the Easylib format.
This screen can be accessed by clicking on the Member Data Import submenu present in the Setup menu.
Before the Data Import and Data Preview Member screen opens, a small message box appears as “Do you want to load the mapped fields previously” This will reload the

items, whichyou had mappedthe last time.Select the desiredoption to open the respective screen.

Select a file for the Data Import, by clickingon the Three Dot (…) button in the File Name

field.

Click the Read from File button to display the contents of the file in the grid.
Here, you can map the files and the database fields. This can be done by first selecting the data from Map the File Fields followed by selecting the data from the Map the Database Fields. Click the Ok button, to view the added record in Mapped Fields grid.
Select the Remove button to delete the record from the Mapped Fieldsgrid.

Backup: (MS Access)

This screen is essential for taking the backup (or copy) of the application database. This will be useful in future to restore the data that has been destroyed under circumstances like system crashing, data corruption, etc.

Select the Setup menu and click on the Backup submenu to activate this function. This feature allows you to create a backup for the database by copying it to another location. Enter the Database Path and Backup Path by clicking on the Browse button. First, open the database path and select the file to be copied.Now, you can paste the contents of the selected file, by creating a new folder and pressing on the Ok button to accept the changes.

Accn NumberSamples:
To accessthis screen, selectthe Accn Number Samples submenu from the Setup menu.
This is a special screen that is used to convert any type of Barcode accessionnumber to Easylib standard Accession Number format. Usually, it is in numeric format.
With this screen, whateveraccession format you have set in your library previously, it will be converted to the accessionformat that has beenset by the software withoutneed to change the existing barcode labels in your library.
In this screen Prefix, Middle, Suffix and Post Suffix fields are present, which can be set according to your preference. Once set, this format will be used for all future references and can be changed only by the authorized person.

Restore:

Using this screen,you can restore or recoveryour application databasefrom the place where you had stored it, if it has been destroyed under circumstances like system crashing, data corruption, etc.

Click on Setup menu and select the Restore submenu to activate this function. This feature allows you to restore the backup for thedatabase that has already been created. Enter the Database Path and Backup Path by clicking on the Browse button. First, open the database path and select the backup file.Now, you can pastethe contents of the selectedfile, by creating a new folder and pressing on the Ok button to accept the changes.

Compact- Repair Database(Required for only MS Accessdatabase users):

This will repair the minor problemsand remove the unnecessary space created by the application during the transactions in the database.

Screen Setup:

This screen can be accessed by clicking on the Screen Setup submenu presentin the Setup menu. This feature has already been described in the Initial Setup Submenu. You may refer the above document for your reference.