Athenaeum Light 7

Quick Start

14 August 2004
© 1996-2004 SumWare Consulting

PO Box 480 Kumeu

Auckland

New Zealand

http://www.sumware.co.nz/

support: [email protected]
Contents Performing a detail find .......................................................... 11
Containers: Pictures and files .................................................. 11
Logging in as Administrator................................................12
System Requirements 4 Admin Navigation Map ............................................................ 13
Installing Athenaeum Light 7 4 Administration ....................................................................... 13
Installation files................................................................. 4 Catalogue ............................................................................. 14
Borrowers ............................................................................. 14
Web download................................................................... 4
Circulation ............................................................................ 14
Back-up quick Note ............................................................ 4
History ................................................................................. 14
Athenaeum Light 7 Run-times ............................................. 5
Archive................................................................................. 14
Windows Run-time ...................................................................5
Issuing ................................................................................. 14
Mac OS X Run-times. ...............................................................5
Returning ............................................................................. 15
Using FileMaker Pro ........................................................... 5
Create a borrower ............................................................15
Launching Athenaeum Light 7 with FileMaker Pro .........................5
Enter a new Catalogue Item...............................................15
Installing FileMaker Server.................................................. 5
Pop-up lists........................................................................... 16
Connecting to FileMaker Server..................................................5
Issue an item to a borrower ...............................................17
Installing the Bar code font ................................................. 6
Issue Example....................................................................... 18
Backing up Athenaeum Light 7 7 View Circulation ...............................................................19
Performing a backup .......................................................... 7 Find Overdue items...........................................................19
Quit Athenaeum Light 7 ............................................................7 Send overdue letters.........................................................20
Backing up to CD-R..................................................................7 Return items ....................................................................21
Backing up to Zip disks.............................................................7
Returning a reserved item .................................................22
Store the back up disks away from the computer! .......................8
Reserving items ...............................................................22
Restoring a backup ............................................................ 8
Issuing a reserved item .....................................................23
Export Data ...................................................................... 8
Issue Reserves from Catalogue Detail ....................................... 23
Import from Dump ............................................................ 8
Removing a Reserve .........................................................23
Quick Start - Guest & Admin 9 Reserves list ....................................................................23
Quick Navigation keys ........................................................ 9 Creating emails ................................................................24
Starting Athenaeum Light 7 as a Guest................................. 9 Removing trial data...........................................................24
The Main Menu.................................................................. 9 Quitting Athenaeum Light 7 ...............................................25
Guests navigation Map ........................................................... 10
Searching for data in the Catalogue.......................................... 10
Showing Detail of an item ....................................................... 11
Returning to List View ............................................................ 11

Athenaeum Light - Table of contents page 3

System Requirements On Macintosh, these are “.sit” files, which are Stuffit Deluxe files.

Zip files can be expanded by Windows XP by double clicking the files or with a
Athenaeum Light 7 is designed to run on the following operating systems: number of utilities such as WinZip (a shareware application) or Stuffit Expander
for Windows (a free application).
Windows 2000
Sit files on the Macintosh can be expanded with Stuffit Expander for Macintosh,
Windows XP
which is free (note that it is not immediately obvious that it is free as there is
Mac OS X 10.2.8 or later much encouragement to upgrade to the paid version).

Athenaeum Light will not run ‘natively’ on earlier operating systems. Web download
There are two downloads for Athenaeum Light 7. One for Windows 2000 through
Installing Athenaeum Light 7 XP* and one for Mac OS X. If you plan to network Athenaeum Light 7 using
FileMaker Pro, then you can download either version and use the data files in
Normally, you will receive Athenaeum Light 7 as a download from the SumWare conjunction with FileMaker Pro.
Consulting web site. You may also receive a CD-ROM from SumWare Consulting.
In either case, Athenaeum Light 7 is a ‘stand-alone’ application with a collection Copy the downloads to a suitable location on your hard disk. This location should
of data files. You will need nothing else to run Athenaeum Light 7 on a single be easily accessible by your staff so that backing up is a simple task.
computer.
Back-up quick Note
If you wish to network Athenaeum Light 7, that is, have multiple computers si-
multaneously connect to Athenaeum Light 7 and contribute to a single data set, The Athenaeum Light 7 contains the application, some ‘extensions’ and the data
then you will need FileMaker Pro installed on each computer that is to connect files. Backing up is performed simply by quitting the Athenaeum Light 7 applica-
to Athenaeum Light 7 and probably FileMaker Server (when there are more than tion (or FileMaker Pro), if it is running, and copying the entire Athenaeum Light
five computers, for example). 7 folder to a suitable back up medium.

See below for further information about opening Athenaeum Light 7 with See ‘Backing Up’ for more information.
FileMaker Pro.

If you wish to customise the report layouts in Athenaeum Light 7, then you will
need a copy of FileMaker Pro on any computer that is to do the customisation
and open Athenaeum Light 7 with that copy of FileMaker Pro, rather than the
run-time.

To do this, start FileMaker Pro and then open the file named “Athenaeum
Light.FMS”.

Installation files
The files you download from the Web are compressed files.

On Windows, these files are compressed as “zip” files (not to be confused with
Zip disks).

Athenaeum Light 7 - Installing page 4

Athenaeum Light 7 Run-times Installing FileMaker Server
Windows Run-time If your organisation is using a client-server arrangement for the Athenaeum Light
7 databases, then FileMaker Server will be installed on a dedicated database
The Windows version of Athenaeum Light 7 is provided as a zip file. ‘Right-Click’
server computer and FileMaker Pro will be installed on each computer that is to
on the zip file and then choose Expand from one of the options that is displayed.
connect.
The resulting folder contains the application, some special folders and the data
files. <http://www.sumware.co.nz/athenaeum/notes/note23.php>
To launch Athenaeum Light 7, double click the Athenaeum Light 7 icon. Set Athenaeum Light 7 to Multi-User by opening Athenaeum Light 7 with
FileMaker Pro, (not the included run-time) and switch to Multi-user.
Your system administrator might create ‘short-cuts’ in a convenient location for
you, such as on the Desktop, the status bar at the bottom of the screen or in the Starting as an administrator, click the Administration button on the main menu.
start menu.
Click once on the Multi-user button.
Mac OS X Run-times.
The wording on the button will change from “Toggle Multi-user ON” to “Toggle
The Macintosh versions are provided as a .dmg file.
Multi-user OFF”.
.dmg stands for disk image.
If the switch does not toggle from off to on, then go to FileMaker->Sharing-
Double clicking a .dmg file will mount or connect to a new disk image. Copy the >FileMaker Network and ensure that network sharing is set to on.
contents of this disk image to a suitable location on your hard disk that is easily
When the Multi-User status is toggled to ‘On’, quit Athenaeum Light 7 and copy
backed up.
the entire Athenaeum Light folder into the FileMaker Server folder on your dedi-
After copying the Athenaeum folder to your hard disk, launch Athenaeum Light cated database server computer.
7, double click the Athenaeum Light 7 icon.
Restart your FileMaker Server service or daemon. If you are hosting other
Your system administrator might create ‘aliases’ in a convenient location for FileMaker files with FileMaker Server, you may need to increase the number of
you, such as on the Desktop or Dock. files hosted by server in the preferences.

Connecting to FileMaker Server

Using FileMaker Pro
Using FileMaker Pro on client computers, you can now connect to Athenaeum
Install FileMaker Pro onto the Windows or Mac computer. At the time of writing, Light 7 over the network by
FileMaker Pro 7.0v2 is required. Note the ‘v2’ at the end of the version.
- choosing Open Remote from the File Menu and selecting the Athenaeum Light
Launching Athenaeum Light 7 with FileMaker Pro 7.FMS file on your server, or
To use Athenaeum Light 7 with FileMaker Pro, launch FileMaker Pro and then
- double clicking the Open Remote Athenaeum Light 7.fp7 FileMaker document
open the document named Athenaeum Light.FMS.
provided by SumWare Consulting (simply request a copy by emailing SumWare
Note that your Windows or Mac computer might be configured to hide the “.FMS” file Consulting at [email protected]).
extension.

Athenaeum Light 7 - Installing page 5

Installing the Bar code font
To print bar code labels and sheets from within Athenaeum, you will need to
install SumWare Consulting’s proprietary bar code font.

Administrators can navigate to the miscellaneous administration screen (de-

scribed later) and download the font that is now stored inside the program.

Simply export the font for your computer (Macintosh or Windows) and then in-
stall the font as you would any other font for your computer.

If you need help doing so, then you may need to speak to your computer admin-
istrator.

You should restart Athenaeum Light and your computer after installing the font.

Athenaeum Light 7 - Installing page 6

Backing up Athenaeum Light 7 Performing a backup
Quit Athenaeum Light 7
Athenaeum Light 7 is a collection of databases stored in multiple files, based on the
FileMaker Pro database software. The files are: Exit Athenaeum Light 7 - don’t leave Athenaeum Light 7 running during a backup.

Athenaeum Light.fp7 Exit the program by clicking the Quit button on the main menu.

data_AL.fp7 Backing up to CD-R

data_media.fp7 CD-R (writable CD-Roms) are now below than $1 per CD and provide a cost effective
storage mechanism.
and must be managed together as a set. That means when you copy the databases
(i.e. during a backup) you must copy all of the files as a set. Use a new CD-R each time. It is possible to write multi-session CDs with multiple
backups per CD, but we believe this is not worth the effort.
While using Athenaeum Light 7, you do not have to physically save any data you
enter, this is done for you automatically. It is, however, important to follow a few At the end of the day (or at some time when you are likely to do this reliably) copy
rules of thumb which apply to virtually any database system: the entire Athenaeum Light 7 folder to a CD-R in the normal manner according to
your system.
A good back up routine is:
‘Burn’ and then verify the CD.
� Easy to perform
When burnt and verified, write the date with a soft permanent marker on the CD
� Reliable and store it in a safe place in a proper CD sleeve away from your computer.

� Quick (preferably) Backing up to Zip disks

� Performed regularly The next preference is 100 or 250 Megabyte Zip disks as they are moderately quick,
low cost and a standard method of interchanging data.
� Easy to restore
A full back-up routine would be to have 5 zip disks labelled Monday, Tuesday,
A back up should be at least a daily routine. Wednesday, Thursday, Friday, then another set of 4 zip disks for the end of each
week of the month: week 1, week 2, week 3, week 4.
Whether you back up to tape, zip disk or CD-ROM is not important, just that it is
done very regularly and done properly. Each day, back up to the appropriate ‘day’ zip disk, e.g. at the end of Monday, copy
the entire Athenaeum Pro folder to the Monday zip disk. At the end of the week,
Backing up to floppy disks is neither practical nor reliable.
also back up to appropriate week disk, e.g. Week 1.
If your computer crashes, just go to your back up. Athenaeum Light 7 can self-re-
The following week simply re-use the appropriate ‘day’ zip disk, and replace (the
pair to a certain degree, but as with other database systems, corruptions can occur
computer will prompt you) the older file. Repeat this process, and at the end of the
and will probably cause problems for you in the future.
week back up to the second ‘week’ disk.
Do not keep multiple copies of Athenaeum Light 7 on the one computer so that you
don’t get confused as to the working copy. In this way you recycle the zip disks and in the event of disaster, the most you
should have to re-enter is one day’s worth of work.

Athenaeum Light 7 - Backing Up page 7

Store the back up disks away from the computer! Import from Dump
Your careful back up routine won’t be any good to you if the back up is stolen or
goes up in flames alongside the computer!

Restoring a backup
Delete the copy of Athenaeum Light 7 on your computer.

Insert the most recent CD-R or Zip backup into your computer and copy it back to It is possible to import this data back into Athenaeum Light 7 using the import dump
the original location on your computer. button on the Miscellaneous tab in the Administration section.

Note: if you are copying from a CD-R with Windows, Windows will mark the restored As a rule, import this data into a new, empty copy of Athenaeum Light 7.
files as ‘read-only’ (locked) and you will need to change the read/write properties of
Copy the merge files from the Dump folder of the old copy of Athenaeum Light 7 to
all of the files.
the Dump folder of the new copy and then, from the Preferences, then Utilities Tab
If you have backed up to tape, then you will need to run the back up program you and click Import Dump Data.
used to write to tape and restore the back up to the same location.

Export Data
Use the Export Data facility regularly in addition to backing up.

The Export Data facility is provided in addition to your normal backup procedures
and does not replace proper backups.

You access this button either on the Main Menu or from the Miscellaneous tab on
Administration screens.

This function will export all of the raw data from Athenaeum Light 7 to ‘merge’
text files into the Export folder that is inside the Athenaeum Light 7 folder by de-
fault (the location might be different for networked users – usually the merge files
will be saved in the FileMaker Pro folder).

A merge file is a comma delimited text file where the first record contains the field
names.

These text files can be compressed using a utility such as PKZip or WinZip (Win-
dows) or DropStuff (Macintosh) to produce files that are small enough to email or
store elsewhere.
Athenaeum Light 7 - Backing Up page 8
Quick Start - Guest & Admin Starting Athenaeum Light 7 as a Guest
Double click on the Athenaeum Light 7 icon in the folder the administrator
This Quick Start is designed to be exactly that - a quick document that gets you placed on your computer.
going with Athenaeum Light 7 in the shortest possible time.
The very first time you launch Athenaeum Light, you may be asked to specify an
Download Athenaeum Light 7 to your computer, expand the files and store in a account name. You can use any account name, but it is a good idea to specify
folder on your computer called Athenaeum. the account name most used on the computer, e.g., guest or admin
Athenaeum Light 7 uses sample data that must be deleted after you have fin-
ished the QuickStart. Directions on how to do this are described at the end of
this document.

Quick Navigation keys

Learn the following keyboard short cuts and buttons. They will significantly
speed up the operation of Athenaeum Light:

Windows Key Macintosh Key Function

Control - 1 Command - 1 Main Menu
Control - 2 Command - 2 Issue
Control - 3 Command - 3 Return
Control - 4 Command - 4 Fast Find/Search Enter guest as the account and leave the password field blank.

On a number of screens that the administrator can access, the following cluster
of buttons is displayed at the top right of the screens:

These buttons initiate the following processes:

Iss Issue
Ret Return
cat Catalogue List
bor Borrower List
cir Circulation List

Athenaeum Light 7 - Quick Start page 9

The Main Menu
After successfully authenticating yourself, the Main Menu appears. Guests navigation Map

At any time, guests can return here by, on the Macintosh, pressing Command-1
(the command key is the ‘Apple’ key) and on Windows, pressing Control-1.

Note that the account name appears at the top right of the screen Guests have very limited options when navigating the catalogue. They are not
allowed to navigate to the borrower, circulation, history, archive nor administra-
tion modules.

Searching for data in the Catalogue

Guest functionality is limited to searching only.

Enter the letters NZ in the search field and click the Search button.

Athenaeum Light 7 - Quick Start page 10

 Athenaeum Light searched the catalogue records for words starting with the let- The numbers at the top right indicate the number of the current record; how
ters NZ. many records are in the current found set; and, in parentheses, the total
number of records are in the catalogue.
A list of matching entries is displayed.
Showing Detail of an item
Click any item in the listing to see more detail for that item.
The buttons across the top of the screen, perform the following function (left to
right, respectively):

Home: returns the Main Menu

show all: shows all records in the catalogue

show omit: shows records currently omitted from view

find: starts a find using the current layout as a template

search: performs a search using the Fast Find function

<|: navigates to the first record in the found set

<: navigates to the previous record in the found set

>: navigates to the next record in the found set

|>: navigates to the last record in the found set

Print: prints a listing of the current ‘found set’ of records as sorted

The listing also allows guests some limited functions. Returning to List View

The sort icons at the top of some columns will sort the listing by the values in Clicking the list icon will return to the list view.
that column either ascending or descending, alphabetically. Performing a detail find

The words Out and late, in red, to the right of any item shows whether the item
is in the library or out (issued); whether the item has been reserved and wheth- While in the Detail view, users can click the find button at the top of the screen
er the item is overdue (late). to perform a find using the current display as a template.

Clicking the find button after entering some criteria will execute that find.

Athenaeum Light 7 - Quick Start page 11

Containers: Pictures and files Click the Close Window button to return to the detail view.
It is possible for administrators to store pictures, movies, sounds and files with
each object. When an object is stored, Athenaeum represents files as an icon,
pictures and movies with a reduced view and sounds with a speaker icon.

The trial version of Athenaeum Light 7 contains no container data. The following is a
representation of how the containers might be represented.

The detail screen shows the container near the lower right.

Clicking the View icon will show movies or pictures in greater detail.

If the Administrator has specifically allowed guests the privilege, guests may
export pictures, files, movies, etc. by clicking the Export button.

Athenaeum Light 7 - Quick Start page 12

Logging in as Administrator
Clicking the house icon or pressing Control-1 (Windows) or Command-1 (Macin-
tosh) will return to the Main Menu.

Click the re-login button to re-open Athenaeum with a different account.

Here you can see extra navigation buttons on the left hand side of the screen.
Each of these will take you various modules within Athenaeum.

Administrator Navigation Map

The re-login dialog allows you to specify an account and password, or simply to
open Athenaeum Light 7 as a guest by clicking the guest button.

Enter

Admin

as the account name and

as the password (this password is case sensitive).

Assuming that you correctly entered the admin account and password correctly,
Athenaeum Light will return to the Main Menu, but with Administrator options.

Athenaeum Light 7 - Quick Start page 13

Administration

The administration button will allow you to configure your Athenaeum Light
installation.

Clicking the Register button will allow you to enter your organisation’s name as
well along with the registration code supplied by SumWare Consulting.

Here you control Athenaeum’s Issue behaviour and enter the registration code
you can purchase from SumWare Consulting. When you have registered, Ath-
enaeum Light 7 no longer shows the number of days before expiry nor asks you
for your page size preference.

Athenaeum Light 7 - Quick Start page 14

Catalogue History
Return to the Main Menu Return to the Main Menu

Clicking the Catalogue button will take you to the catalogue module and display The history module is the record of all issues from the library, excluding the cur-
a list of catalogue items (which items depends upon the previously displayed rent issues. An entry is added to the history list when an item is returned to the
list). library. Clicking this button will take you to a list of historical issues you have
recorded in Athenaeum.
Clicking any item in the list will show the detail for that item.
Archive
Clicking the New item button will create a new entry and allow you to enter the
details for that entry. Return to the Main Menu

Borrowers
Return to the Main Menu

Items removed from the catalogue are archived rather than deleted.

Clicking the Archive button takes you to a list of archived catalogue items.

The Borrower button will take you to the borrowers module and show a list of The information stored in the archive is all of the catalogue information plus the
borrowers. archive date. Searching for archive items by date range allows you to determine
the value of items ‘removed’ from the catalogue for that date range.
As with other lists, clicking an entry will show a detail screen showing more
information for that entry. Issuing
Circulation Return to the Main Menu

Return to the Main Menu

Clicking the Issue button commences the issue process. See “Issue an Item to a
Borrower” later in this manual.
The circulation is the module that contains the list of catalogue items that are
currently issued to borrowers and stores the issue date, item detail, borrower You can also do this from anywhere within the program by holding down the
detail and due date. Control key (on Windows) or Command key (on Macintosh) and pressing 2.

This module allows you to list overdue items, create letters or emails and the
like.

Athenaeum Light 7 - Quick Start page 15

Returning
Return to the Main Menu

Clicking the return button commences the return process. See “Return Items”
later in this manual.

You can also do this from anywhere within the program by holding down the
Control key (on Windows) or Command key (on Macintosh) and pressing 3.

Create a borrower
At the Main Menu, click the borrower button.

You will see the details for the current borrower.

You are shown a list of zero or more borrowers. Click the New Borrower button near the top of the window.

Click on any borrower to see the detail screen of the borrower. You can also press Command-N (Macintosh) or Control-N (Windows) to do this from
the keyboard.

A blank borrower entry (record) is created with a value in the bar code field.

Every borrower must have a unique bar code, regardless of whether or not you are
using a bar code scanner.

Press the tab key on the keyboard to move through the different fields on screen
and enter the information as required.

Clicking on the Authorised check box will permit that borrower to borrow books
from your library.

Athenaeum Light 7 - Quick Start page 16

 Repeat for each borrower you want to add. Some fields have pop-up lists to assist you when entering data. To add new
values to the lists, press the delete key to clear the list and simply type the new
You may also import borrowers from a variety of file formats to save time. value. When editing the next item, the pop-up list will be updated.

Enter a new Catalogue Item

Navigate to the Catalogue list by clicking the Catalogue button on the Main
Menu.

Click on the New Item button

An empty screen with a suggested bar code number is entered. The bar code you
assign should match the bar code sticker on the item.

Enter as much detail as you require in the various fields. You should complete
the title, location and any other information that will assist your library patrons.

Entering a purchase date and amount will assist you valuing your catalogue.
Replacement amounts are shown to guests browsing your catalogue and do not
have to equal purchase amounts.

Marking an item ‘not for issue’ will prevent that item being recorded as issued.

Pop-up lists

Athenaeum Light 7 - Quick Start page 17

Issue an item to a borrower
Click on the issue button on the Main Menu or type Control-2 (windows) or Com-
mand-1 (Macintosh) to commence the issue process.

The issue process is simple in concept:

- Ask for the borrower bar code

- Ask for all books for issue to the bar code

- ask for the next borrower when the next bar code is empty.

The process is shown, schematically, below.

Athenaeum Light 7 - Quick Start page 18

 If have not yet removed the trial data from Athenaeum Light, you can follow the
process with the following examples:

Issue Example You are prompted for the next item. Note that the last transaction details are
Start the issue process as described above. displayed below the input area.

Enter 5201 as the item’s bar code.

That item is also issued to Bryce Jorney.

Now enter 4664 for the third item.

The issue is declined because Bryce Jorney has reached his borrowing limits.

Enter b109 (this is not case sensitive) as the borrower’s bar code and press the
enter key or click the OK button.

If you were using a bar code scanner, you would configure the scanner to press
the enter key for you.

Enter 7472 as the item’s bar code.

The item is issued for the default issue period.

Athenaeum Light 7 - Quick Start page 19
View Circulation • list overdue items

• Print the circulation list

Find Overdue items

To view the circulation (the list of items currently marked as ‘issued’ to borrow-
ers), click the Circulation button on the Main Menu.

To quickly find all items that are overdue – that is, the due date is before the
computer’s current date, click the show overdue button at the top of the circu-
lation list screen.

The circulation list will now show just those items. If there are no items over-
due, the list will be empty.
As with most lists in Athenaeum, clicking on a list entry will show a detail
screen.

The detail screen now contains a ‘Return this item’ which does what it says!
Clicking the print button will print the list of overdue items as is.
The circulation listing shows who has an item, details of the item, when it was
due and the word ‘late’ in bold red text if it is overdue.

The sort icons above each column in the list sorts the listing by that column.

The buttons across the top of the list do the following, in order:
Clicking the utility button presents more options.
• Main menu

• Show all entries in the circulation

• Show omitted (hidden) circulation entries

• Enter Find mode (and perform find)

• first, previous, next and last records

• Go to Circulation utilities

• Go to the borrowers module and list only the borrowers shown in the circu-
lation list

• Go to the catalogue module and list only the catalogue items shown in the
circulation list

Athenaeum Light 7 - Quick Start page 20

 Send overdue letters
Athenaeum Light will allow you to send two types of letters from here: Overdue
and Recall letters.

The circulation summaries will allow you to group the list by various parameters,
with or without page breaks between.

You can directly edit the body of the letters. Letters can be a few paragraphs
long. Any formatting you apply will be preserved when printed.

Clicking the Overdue letter will cause letters to be addressed to the borrower
listed in the current found set of circulation entries.

Remember, you may have to perform a search for overdue borrowers first
You can copy the financial data for the listed items to the clipboard. Doing
this will allow you to determine values of groups of items when pasted into a
spreadsheet program (Excel’s PivotTable Report feature is excellent here).

You may also generate letters

Athenaeum Light 7 - Quick Start page 21

 Return items
You may return items at any time by pressing Control-3 (windows) or Command-
3 (Macintosh) on the keyboard or clicking the return button at the Main Menu or
on the quick navigation screen.

The return process is very straightforward.

The letter is addressed to the preference stored with the borrower.

The content you typed earlier is displayed, followed by the items the borrower
currently has overdue and then the signature specified on the utilities screen.

Enter the bar code of an issued item using your bar code scanner or the key-
board (here, we are returning the item we issued earlier in the tutorial) and
press the return key.

The item is immediately marked as returned the catalogue, an entry has been
added to the history and you are prompted for the next item.

Repeat the process for all items to be returned.

When you have finished returning items, you can press the Enter key or click the
OK button without entering a bar code to return to the menu.
The letters are previewed to screen and you can use the book icon to step through
each page of the print. Generally, pressing enter at an empty dialog will cause Athenaeum Light to go
‘back’ one level.
Press the enter key on the keyboard or click the Continue button on the left
hand side of the screen and you are then presented with the print dialog. If you
don’t wish to print, simply click the dialog’s Cancel button.

Athenaeum Light 7 - Quick Start page 22

Returning a reserved item Reserving items
When returning a reserved item, a notification is displayed. All borrowers using Athenaeum Light can reserve items, up to the limit stored
with their record.

The borrowers must know their bar code.

When viewing the detail of an item, click the Reserve button at the top of the
screen. The user will be prompted for their bar code.
There are three things you can do at this point.

- click the OK button and simply put the item aside

- generate and print a notification letter to the reserver

- create a notification email to the user (requires an email address to stored for
the reserver and your computer be correctly configured for email)

The letter and the email use the body of the reserve notification letter you have
stored in the administration preferences.

Scanning or typing the borrower code will add the borrower to the borrower list.

If an item is not ‘out’ of the library, the user is first warned of the fact.

Any borrower reserving items

- must be authorised to borrow items

- must not have exceeded their reserve limits

Athenaeum Light 7 - Quick Start page 23

Issuing a reserved item Choosing issue will issue that item, first returning it if it marked as ‘out’ of the
library.
If you try and issue a reserved item using the normal issue process, you will
receive a message warning you of the fact:
Removing a Reserve
Click the reserver you want to remove.

Issue Reserves from Catalogue Detail Note that you have different options depending upon which reserver you click.

Reserved items must be issued from the catalogue detail screen (either the Choose the Remove button and the reserver is immediately removed from the
overview or the ‘tab’ view) reserve list.

Only administrators can issue reserved items in Athenaeum Light. Reserves list

The Administrator can click the Reserves list button on the Catalogue utilities
screen and access a complete list of all reserves.
To issue an item, click the name of the first reserver in the list.

You are asked if you want to remove the reserver from the reserve list or issue Here, reserves can be deleted individually or collectively, by borrower or by
the item to the reserver. catalogue item.

If you click on the second or subsequent reserver, you do not have the option to is-
sue. The reserve queue is a first in, first out queue.
Athenaeum Light 7 - Quick Start page 24
Creating emails Removing trial data
Administrators can generate emails to an individual or any set of borrowers When you are ready to start entering your own data into Athenaeum Light, click
within Athenaeum Light. the Administration button on the main screen.

Emails are created using the standard email program on your computer. On Windows,
this is the default MAPI compliant program. On Macintosh, this is usually Apple’s Mail
or Microsoft’s Entourage. If your computer is configured otherwise, then no email
may be created. Then click the Miscellaneous Tab to see a variety of administrative functions.
Each borrower must have a proper email address. Addresses must not have ex-
traneous punctuation nor spacing.

Clicking the Create email button above the email field on the borrower detail
screen will create an empty email with your email program.

Clicking the email these borrowers button at the top of a borrower list will at-
tempt to create an email to all borrower who have valid email addresses. Empty
email addresses are ignored.
There are a number of useful functions, some that will permanently modify your
Athenaeum data and should be used wisely.

Clicking the Delete all data will ask you if you wish to permanently remove all
data (catalogue, borrower, circulation, archives, etc.) from Athenaeum.

There is no undo for this action, so it is a good idea to have a backup before
deleting.

You will be left with an empty copy of Athenaeum, ready for real work.
Athenaeum Light 7 - Quick Start page 25
Quitting Athenaeum Light 7

Quit Athenaeum Light 7 by clicking the Quit button at the bottom left of the
Main Menu.

Before quitting, you might want to export a copy of your data first, as an ad-
ditional backup.

The exported data is saved in the exports folder that is inside the Athenaeum
Light folder.

If you are running Athenaeum when connected to FileMaker Server, your data will be
saved in the FileMaker folder.

Athenaeum Light 7 - Quick Start page 26