Tell me about:

• The purpose of the Lookup Manager
• The basic layout of the Lookup Manager
• Lookup Item Focus
• System Keys
• Standard Lookup Groups
• Qualifiers

How to:

• Create a new lookup group
• Create a new lookup item
• Modify lookup group or item
• Remove a lookup group or item

Lookup Item Expansion Editors:

• Audience advanced editor
• Category advanced editor
• Contributor advanced editor
• Media advanced editor
• Groups advanced editor
• Audience advanced editor
• HID Format advanced editor
• Circulations Profile advanced editor
• Closures advanced editor

In order to modify the details of a group or item, enter the Lookup Manager and wait for the list of groups and Items to be displayed.

Select the group or item to be modified (in order to display the item, click the '+' symbol next to the name of the group in which it resides), in order to display the details of the group or item on the right hand side.

Change the details to those required, then select the [Update] button to save the changes into the database.

In order to remove a group or item from the database, enter the Lookup Manager and wait for the list of groups and items to display. Select the group or item (items can be displayed by clicking the '+' symbol next to the group in which it resides) that you wish to remove.

Once selected, choose [Remove current type/item] from the [Manage Lookup] menu, then select [Yes] from the confirmation dialog. Note that once removed from the database, it can never be recovered in its original format.

Note: Various levels of validation may take place before you will be permitted to delete the group or item - you will only be permitted to delete some items if they are not in use, while you will only be permitted to delete a group if it no longer contains any items.

Lookup Expansion Editors

The Audience Editor allows managerial users to specify the types of Item Audience (also called Classification) that are accessible by different types of Reader Audience.

All of the currently existing Item Audiences are displayed in a list containing checkboxes. All Item Audiences that are accessible to the current Reader Audience record should be checked.

The Reader Audience settings stored in this list are utilised by functions such as the Circulations Dialog to determine whether an Item can be circulated to the specified Reader.

The Item Category expansion editor provides a means by which a textual description can added to the lookup record to qualify the nature of the category.

The only field provided is a large-quantity text field.

The Item Contributor expansion editor provides a means by which a textual description can added to the lookup record to qualify the nature of the contributor. It can also be used to provide background information regarding the individual.

The only field provided is a large-quantity text field.

The media expansion editor provides a means to record a textual description of the media type in a large-quantity text field, along with information regarding how the media type is used in other functional areas.

The advanded editor drop-down list provides a means to select a specialised Advanced Editor type to be made available to Items of this media type when edited within the Manage Items dialog.

Within the Ptolomy release of Pergamon, three Advanced Editors are currently supported: The written word editor, The moving image editor, and The audio editor.

The loan days field provides a means to specify a default number of days for which any Item of this media type should be circulated. Normally however, a duration is already specified by the Circulations Profile records. If a specific duration is not required for this media type, set the 'Loan Days' field to 0.

The priority check box is used to state that the value in the 'Loan Days' field should override that in the Circulations Profile. This is a rare need however, and most media types should leave this field unchecked.

The groups expansion editor provides a means to record a textual description of the group type in a large-quantity text field, along with information regarding how the group type is used in other functional areas.

The advanded editor drop-down list provides a means to select a specialised Advanced Editor type to be made available to Items of this group type when edited within the Manage Reader dialog.

Within the Ptolomy release of Pergamon, only one type of specialised editor is available: The general groups editor.

The HID Format editor provides the means to define the contruction of Human readable Identification (HID) formats for use in creating Reader and Items. Each advanced editor record consists of three components: a prefix, a body length, and a suffix.

Prefix The prefix characters form the first part of an HID as well as being the key for calculation of new HID values. If a prefix is present, it is used to identify the last entry with this format in the database prior to calculating the next new entry.

Body Length The body length is entered as a number of 0 digits. When an entry is identified in the database and the next number calculted, the new number is formatted to the length of digits displayed in this field.

Suffix The suffix plays no part in the calculation of a new HID within any of the functional areas but is added to the end of the HID once the HID has been calculated.

The Circulation Profile Editor is used to create the rules by which a circulation can take place between an Reader and an Item. The editor contains four fields:

Default loan days The default loan days field is used to set the duration that any Reader with this circulation profile is permitted to posses an Item.

Add closure days The Add Closure Days checkbox is used to determine whether days are added to the normal loan duration limit if the date on which the Item is due falls on a library closure day.

Restrict The restrict checkbox is used to prevent any and all circulations to Reader assigned to this circulation profile.

Media Overrides The Media Overrides list displays all of the media types currently configured within the Pergamon database. Clicking on any row provides a means to set an override for Items of that particular media type.

Any Item with an override set is permitted a loan duration equal to the value set in this list. Any media type remaining at 0, uses the standard duration set for the circulation profile as a whole.

The closure expansion editor allows the configuration of periods of time during which the circulation facilities of Pergamon are closed. In most cases, only a single record need be created for each type of closure as the advanced editor allows closure records to be configured in such a way as to repeat at known intervals.

The workstations field allows the record to be configured only for a sub-set of workstations in a multi-user Pergamon environment. Within the Ptolomy release of Pergamon, only system-wide (i.e. All workstations) can be selected.

The start date is used to set the first day on which the closure begins.

The duration field is used to set the number of days that the closure covered, inclusive of the start-date.

The Repeat drop-down list is used to set whether or not, and what type of repetition is implemented for this closure day record. The repeat drop-down currently supports No Repetition (for one-off closures), Weekly, Monthly and Yearly repeats.

Weekend closures can be configured by creating a record with the description of 'Weekend Closures' (or a similar useful description), and then setting the duration to 2 and the repetition option to 'Weekly'.

The 'start date' should be set to the first applicable Saturday of the period from which the weekend closure days will run. Usually, this should be set to the first Saturday of the current year.