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George A. Smathers Libraries > Collection Management Department > CM Support > Manual

 

Creating a Template in ALEPH

  1. Open Aleph, and go into the Catalog module.
  2. Click on the “File” menu at the top left corner of the Aleph screen and select “Open Template.”
  3. Highlight the “BookMRC” selection located in the left hand side of the list of available templates, then click on “Open.” A template will open with several pre-defined fields. Fields will be added or changed in the following steps:
    • LDR Leader Field: The “5” in the leader field needs to be changed to a “u”. To edit the leader field, highlight the “LDR” and press “Ctrl+F”. A pop-up window will open. Under the option “Encoding Level (17)”, change the “5” to a lowercase “u”. Click on OK to close the pop-up window.
    • STA Status Field: Leave as “PROVISIONAL”.
    • 008 Fixed Data: Do not change.
    • 040 Cat Source: Delete this field. To delete a field, highlight the field number, click on the “Edit” menu, choose “Delete”, and “Delete Field(s)”.
    • 100 Personal Name: Type “NAME” in the field to the right of the lowercase “a”.
    • 245 Main Title: Type “TITLE” in the field to the right of the lowercase “a”.
    • 260 Imprint:
      • (a) Type “PLACE” in the subfield to the right of the lowercase “a”.
      • (b) Type “PUBLISHER” in the subfield to the right of the lowercase “b”.
      • (c) Type “DATE” in the subfield to the right of the lowercase “c”.
    • 440 Series/Add. Tit.: Delete this field.
    • 599 Not in Table: Delete this field. (*Note: This field may be used for additional notes to Acquisitions. It is not required for all templates. A permanent note can be created here for certain templates which require special instructions such as Special Collections funds.) If a note is not required, this field should be deleted.
    • OWN Owner: Do not change.
    • TKR NOTIS Tickler: Next to the lowercase “a”, type the fund code for the template you are creating followed by a backslash, type “YYMMDD” followed by a backslash, then your initials. The format for the TKR field should look like this: FUND CODE/YYMMDD/INITIALS

    Examples: HUMEN/YYMMDD/AB or SCIBO/YYMMDD/AZ

    *For more information about the TKR field see the “Creating Simple Orders in Aleph” document.

  4. Certain fields must now be added to the record. New fields can be added as needed by hitting the F5 key and choosing field codes from the list.
    • 020 ISBN: Type “ISBN” to the right of the lowercase “a”.
    • 037 Source of Acq.:
      (a) Type “PRICE” to the right of the lowercase “a”.
      (b) Type “1 COPY” next to the lowercase “b”.
      (c) In capital letters, next to the lowercase “c”, type the default sub-library of the fund for which you are creating the template.
      (d) In capital letters, next to the lowercase “d”, type the default collection of the fund for which you are creating the template.
    • 590 Local Note: Type “IN PRE-ORDER PROCESS” to the right of the lowercase “a”. This notice will display on the public record until Acquisitions acts on the provisional record and changes the status of the item.
  5. Hit the Enter key. This will delete any unused subfields.
  6. Finally, click on the “File” menu and choose “Create Template on Local Drive”. A box will pop up allowing you to name the template. Name the template after the fund or use another specific name. Up to eight characters can be entered to name a template. For example: HUMEN for English; SCIBO for Botany; etc. The template will be saved on the local computer and can now be used to create provisional records.

To Derive from a Template

These steps can be used to edit a template or create a new template from an existing template. When editing an existing template, the only change in procedure would be in Step 5. Instead of typing in a new name for the template, type in the same name and click “OK” when you are asked if you want to override the existing template and replace it with the revised template.

1) Click on the “File” menu and choose “Open Template”.
2) Highlight the template from which you wish to derive and click “Open”.
3) Make the desired changes to the template.
4) Click on the “File” menu and choose “Create Template on Local Drive”.
5) A pop-up window will open. Type a name for the template and then click “OK”.

 

 

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