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  • 1. Version 5 Explore
  • 2. Copyright Notice Copyright ©2002 Schjelderup LTD, All Rights Reserved. Distributed under licence by COMPanion Corporation. Under the copyright laws, this manual or the software may not be copied, in whole or in part without written consent of Schjelderup LTD, except in the normal use of the software and as described in the Software License Agreement. The same proprietary and copyright notices must be affixed to any permitted copies as were affixed to the original. The software described in this book is furnished under a licensed agreement and may be used only in accordance with the terms of that agreement. NOTE: Unauthorized use of these materials can result in civil damages and criminal penalties. Trademarks COMPanion®, Akademus®, Alexandria®, eLunchroom®, Lancaster®, MacLunchroom®, SmartMARC®, SmartScan®, Textbook Tracker®, Peripheral Vision®and their associated logos and icons are registered trademarks of Schjelderup LTD used under license by COMPanion Corporation. Apple, AppleTalk, ImageWriter, and LaserWriter are registered trademarks of Apple Computer, Inc. Macintosh is a registered trademark of Apple Computer, Inc. Other trade names are the property of their respective corporations. Printed in the United States of America Printed by COMPanion® Corporation 1831 Fort Union Boulevard Salt Lake City, Utah 84121-3041 USA (801) 943-7277 Voice, worldwide (800) 347-6439 Voice—Sales, US & Canada (800) 347-4942 Voice—Technical Support - US & Canada (801) 943-7752 FAX, worldwide email: info@companioncorp.com Web: http://www.companioncorp.com
  • 3. 1) Introduction A. Trainer Introduction. B. Class Introduction. C. Attendee or Student Introduction. D. Training Outline. E. Training Manual. F. Safe Seven: 1. BACK UP, BACK UP, BACK UP, BACK UP. COMPanion recommends a minimum of FIVE backups. Backups are complete copies of your Data folder to some external medium. They could be on Zip disk, SuperDisk, Jazz disk, another hard drive, a file server, or a tape. You should keep at least one backup per day of the week. Keeping more backups will never be discouraged. You do not need to back up the software. COMPanion can replace the software if your library is current on its support subscription. COMPanion cannot replace your data so BACK IT UP. It is also highly recommended that at least one copy of your data be kept off-site (i.e. take the Friday backup home). Libraries have been burglarized and all computer equipment, including the backups, have been stolen. Libraries have also burned down and the backup has been instrumental in obtaining a quick and acceptable settlement with the insurance company. 2. Perform standard machine maintenance. Ideally every machine should be scanned monthly for viruses and for file damage. Run either Norton Disk Doctor (Macintosh) or Scandisk (PC) on a frequent basis. On Windows, a Defragmentation on the hard drive should also be done regularly. Alexandria cannot be expected to run correctly when the operating system or file structure is damaged. 3. Perform Alexandria maintenance. Every month you should run Rebuild on your database. It can only be run from the Data Station and can take hours to days to run depending on the strength of your machine and the size of your collection. Rebuild checks that the indexes used for sorting, browsing, and selecting match the data, that the records are keyworded appropriately, and that the status counters are correct. Always back up before running Rebuild or any other major utility or import. REMEMBER: If it will take longer to correct a problem caused by a bad import or running a utility incorrectly than it will take to back up, you should back up before doing it. To run Rebuild: • From the File menu, select Utilities. • Using the Utility Type drop-down menu, choose Database. Alexandria 5 Explore — 1
  • 4. Introduction • Under Operation, select Rebuild. • Click on Run. 4. Have a UPS (uninterruptable power supply or battery backup) on the Data Station and test it. Alexandria 5 uses client/server technology for its communication and operation procedures. The server program, called the Data Station, must be running in order for any clients, also known as workstations, to search, circulate, run reports, etc. For Alexandria, there are two types of workstations, Alexandria Librarian Workstation or Alexandria Researcher Workstation. If the Data Station program is not running, NO ONE can view or change the data. (In case of extended power failure during weekends, it is essential that you back up your data before leaving.) In addition, the Data Station does all the work with the data; the clients just ask the Data Station to perform procedures. As such, the Data Station should be on the best machine available. Since the Data Station does all the work, it has the ability to prioritize requests from the clients. Some procedures will be postponed temporarily while other more pressing procedures are addressed. The Data Station will, therefore, hold some things in memory to take care of when it is not so busy. If there is a power brownout or a power outage, your data can become corrupt if you do not have a UPS to protect it. A UPS is an Uniterruptable Power Supply and is only meant to give you enough time to get to the Data Station, quit it, and shut down the machine appropriately. Do not connect unnecessary machines or appliances to a UPS since they will drain critical energy from the UPS in your time of need. 5. Enable Security. The Alexandria program comes without any security turned on. As such, unless you install an additional security program or enable security within Alexandria, anyone can launch Alexandria and have full privileges that would allow them to add, remove, and change patrons, items, orders, budgets, vendors, subscriptions or routes or to check items in and out, assign and forgive fines, etc. It is strongly recommended that you enable security within your Alexandria preferences. In addition, without some form of system security, if your data station is publicly accessible, someone could delete, move, or rename your data file. If the data station will be publicly accessible, it is strongly recommended that you install and enable a system security program. Some operating systems come with such security built in. 6. Watch your screen at all times. Although Alexandria does have audio clues to alert you to special circulation and program messages, those audio clues do not help if the speakers are turned off, the volume is turned down, sounds are disabled in the program, sound is disabled in the operating system or if headphones are plugged in. Alexandria is also streamlined for certain procedures based upon assumptions that are often made in the library environment. Those assumptions may differ from what you desire. ALWAYS, ALWAYS, ALWAYS watch your screen. Verify that you have fully read the messages and that what you thought you did was exactly what the program claims you did. 2 — Alexandria 5 Explore
  • 5. Introduction 7. When in doubt, contact Technical Support. If your library is current on its support subscription, when you have a problem or a question, please contact Technical Support. You can call Technical Support 24 hours a day, 7 days a week, 365 (or 366) days of the year. Questions regarding passwords and registration codes may need to be postponed until business hours. During the busy time of the year (beginning of school, beginning of the calendar year, and inventory season), you may get the receptionist if Technical Support is currently helping other customers. The receptionist will take the name of your library, its telephone number, your name and the state you are calling from and send that information to Technical Support in an email. They will contact you as soon as they are available. Or you can email Technical Support directly from Alexandria 5. Emailing from the program not only sends your message or question to Technical Support, but also information on your machine, its hardware, memory, your data and the version you are running. To email Technical Support on Macintosh: • Choose Tech Support under the Apple menu. • Type desired message in the window provided on the Send Email tab. • Click Send Message to send the message to Technical Support. To email Technical Support on Windows: • Choose Tech Support under the Help menu. • Type desired message in the window provided on the Send Email tab. • Click Send Message to send the message to Technical Support. You cannot email Technical Support if you do not have a return email specified in your Library Information preferences and if you do not have an internet connection. Alexandria 5 Explore— 3
  • 6. Introduction 4 — Alexandria 5 Explore
  • 7. 2) Overview A. What is Alexandria Explore? B. Terminology. C. Go to Another Pane. 1. Click on the Nature button on the Alex Explore pane. 2. Click on the Astronomy button. D. Launch a URL. 3. Click on the Astronomy Pictures button. E. Search. 4. Click on the Earth button. F. Display a Message. 5. On the General Information pane, click on the Library Information button. G. Launch a File or Application. H. Open a Help Document. I. Alexandria Researcher Preferences. Notes: • COMPanion provides a default set of Explore panes that contain approximately 2000+ searches. They can be downloaded by clicking on Download Default Set (not available in demo). • COMPanion also provides on our CD’s the icons that were used in the default set and can be used for your own customization of the Explore interface. • Buttons and panes can have different entries for different languages. Searches would require a different button for searching for each lan- guages version of the word. (i.e. One button searches for “cats” while a different button searches for “gatos”.) Alexandria 5 Explore — 5
  • 8. Overview Let’s Practice Hints To get to the preferences pertaining to Alexandria Explore: • Choose Preferences from the Edit menu. • Click on the drop-down menu and choose Alexandria Researcher. 6 — Alexandria 5 Explore
  • 9. 3) Modifying A. Change the Pane Name. 1. Change the Stars and Planets pane to Astronomy. B. Change the Button Position. 2. Drag The Sun button onto The Stars button. C. Remove a Button. 3. Remove the NASA button. D. Change a Button’s Action. 4. Change the Earth button to search for all words exactly matching earth. E. Change a Button’s Name. F. Change a Button’s Icon. 5. Copy the picture of Saturn and paste it on the Astronomy Pictures button. Notes: • If QuickTime 4 or higher is installed, Alexandria will allow you to drag a picture onto any button and, if QuickTime can translate, it will use that picture for the button’s icon image. • There are two ways to modify a button - double click on it, or ctrl-click (on Macintosh) or right-click (on Windows). • Although buttons can be dragged and dropped to change their posi- tion on a pane, they cannot be dragged and dropped onto other panes. Use the Copy Button, Cut Button, and Paste Button options to get but- tons from one pane to another. • Picture files can be dragged and dropped onto buttons to add or replace the button’s icon image. Buttons cannot be dragged and dropped to get or use their image for other buttons. Use the Copy But- ton Image or Cut Button Image options to get the button’s image from one button to another, whether on the same pane or different panes, using the Paste Button Image option. Alexandria 5 Explore — 7
  • 10. Modifying Let’s Practice Hints To change a pane name: • Choose Preferences from the Editmenu. • Click on the drop-down menu and choose Alexandria Researcher. • Click on the Explore tab. • Double click on the pane name to modify. • Change the name as desired. • Click on OK. To change a button’s position on a pane: • Double click on the pane which has the button that needs to be mod- ified. • Click, hold, and drag the button to its new position. • Click on OK when all buttons are in the desired positions. To remove a button from a pane: • Double click on the pane which has the button that needs to be removed. 8 — Alexandria 5 Explore
  • 11. Modifying • Right-click (on Windows) or ctrl-click (on Macintosh) on the button to be removed. • Click on Clear Button. • Click on OK to save the change to the pane. To change a button’s action to search: • Double click on the pane which has the button that needs to be mod- ified. • Right-click (on Windows) or ctrl-click (on Macintosh) on the button to be changed. • Click onSet Action: Search. Alexandria 5 Explore — 9
  • 12. Modifying • Enter desired search criteria. • To search other indexes, rather than All Words, click on the drop-down menu and select the kind of search to be performed. • Click on Set to save the change to the button. 10 — Alexandria 5 Explore
  • 13. Modifying • Click on OK to save the change to the pane. To change a button’s action to go to another pane: • Double click on the pane which has the button that needs to be mod- ified. • Right-click (on Windows) or ctrl-click (on Macintosh) on the button to be changed. • Click onSet Action: Go to Pane. • Select the pane from the list provided. (The pane must already exists.) • Double click on the pane that this button should open. • Click on OK to save the change to the pane. To change a button’s action to open a help file: • Double click on the pane which has the button that needs to be mod- ified. • Right-click (on Windows) or ctrl-click (on Macintosh) on the button to be changed. • Click onSet Action: Open Help File. Alexandria 5 Explore — 11
  • 14. Modifying • Select the file from the list provided. (The file must already exists.) • Double click on the file that this button should open. • Click on OK to save the change to the pane. To change a button’s action to launch a URL: • Double click on the pane which has the button that needs to be mod- ified. • Right-click (on Windows) or ctrl-click (on Macintosh) on the button to be changed. 12 — Alexandria 5 Explore
  • 15. Modifying • Click onSet Action: Launch URL. • Enter the URL address. • Click on OK to save the change to the pane. To change a button’s action to launch a file or application: • Double click on the pane which has the button that needs to be mod- ified. • Right-click (on Windows) or ctrl-click (on Macintosh) on the button to be changed. • Click onSet Action: Launch File. • Select the file from the navigation window provided. (The file must already exists.) • Double click on the file that this button should launch. • Click on OK to save the change to the pane. To change a button’s action to display a message: • Double click on the pane which has the button that needs to be mod- ified. • Right-click (on Windows) or ctrl-click (on Macintosh) on the button to be changed. Alexandria 5 Explore — 13
  • 16. Modifying • Click onSet Action: Display Message. • Enter the desired message. • Click on OK to end the message. • Click on OK to save the change to the pane. To change a button’s name: • Double click on the pane which has the button that needs to be mod- ified. • Right-click (on Windows) or ctrl-click (on Macintosh) on the button to be changed. • Click onSet Button Title. • Enter the name as desired. • Click OK or press <enter> when finished. 14 — Alexandria 5 Explore
  • 17. Modifying • Click on OK to save the change to the pane. To change a button’s icon to use an image from a file: • Double click on the pane which has the button that needs to be mod- ified. • If QuickTime v4 or higher is installed and can open the picture, drag the picture file on to the button where it should be used. • Click on OK to save the change to the pane. To change a button’s icon to use the same image as another button: • Double click on the pane which has the button with the image to be copied. • Right-click (on Windows) or ctrl-click (on Macintosh) on the button with the graphic to be used. • Select Copy Button Image. • Click on OK or Cancel to close the pane. • Double click on the pane which has the button which needs the copied image. • Right-click (on Windows) or ctrl-click (on Macintosh) on the button which needs the copied image. • Select Paste Button Image. • Click on OK to save the change the pane. Alexandria 5 Explore — 15
  • 18. Modifying 16 — Alexandria 5 Explore
  • 19. 4) Adding A. .Add a Pane. 1. Create a pane entitled Literature. B. Add a Button. 2. Add a button on the Literature pane called Science Fiction. (Use the Saturn picture.) C. Link a Pane. 3. Change the Literature button on the Alex Explore pane to go to the Literature pane. Notes: • Once a new pane is added or imported, it must either be declared the default pane or must have a button linking to it from a pane that is acces- sible from the default pane. If a new pane is not linked, it is an orphan - no access for the patrons when searching. Alexandria 5 Explore — 17
  • 20. Adding Let’s Practice • Add a button to the Literature pane for romantic fiction. • Add another button to the Literature pane for law fiction. • Create another pane of your choosing and add one button to that pane. Make sure that the pane is linked. Hints To add a pane: • From the menu bar at the top of the window, select Edit. • From the Edit drop-down menu, select Preferences. • From Preferences drop-down menu in the top-left corner of the screen, select Alexandria Researcher. 18 — Alexandria 5 Explore
  • 21. Adding • Click on the Explore tab. • Click on the Add Pane button. • Enter the name of the new pane (required). If you are configuing your interface for multiple languages, you'll need to provide a pane name for each language you want to support. If you don't specify a name for the other language, the name you've entered in your default language will be used. • Add all desired buttons (see directions below). Alexandria 5 Explore — 19
  • 22. Adding • Click on OK to save or Cancel to cancel on Pane window. To add a button: • On an Explore pane, double click on a blank button area or select it and click on Edit Button. The Define Explore Button Action window will appear. • Drag and drop graphic into the graphic box. • Enter button name in field. • From the drop-down menu, choose an action such as Search. • If further information is required, enter it. • When finished with button, click on OK. • Click on OK to save or Cancel to cancel on Pane window. To set the default pane: • From the menu bar at the top of the screen, select Edit. • From the Edit drop-down menu, select Preferences. 20 — Alexandria 5 Explore
  • 23. Adding • From Preferences drop-down menu in the top-left corner of the screen, select Alexandria Researcher. • Click on the Explore tab. • Highlight the pane that should be the default pane. • Click on the Set Default Pane button. Alexandria 5 Explore — 21
  • 24. Adding 22 — Alexandria 5 Explore
  • 25. 5) Exporting, Importing and Removing Panes A. Exporting Out Panes. B. Importing Panes. C. Removing Panes. 1. Remove the Literature pane. Notes: Alexandria 5 Explore — 23
  • 26. Exporting, Importing and Removing Panes Let’s Practice Hints To export a pane: • From the menu bar at the top of the screen, select Edit. • From the Edit drop-down menu, select Preferences. • From Preferences drop-down menu in the top-left corner of the screen, select Alexandria Researcher. • Click on the Explore tab. • Highlight the pane you wish to export. • The Save Exported Pane as window appears. Type in name of pane and destination. • Click on Save to save or Cancel to cancel. To export all panes: • From the menu bar at the top of the screen, select Edit. • From the Edit drop-down menu, select Preferences. • From Preferences drop-down menu in the top-left corner of the screen, select Alexandria Researcher. • Click on the Explore tab. • Click on Export All Panes. • Export All Explore Panes Into window will appear. Fill in name and destination. • Click on Save to save or Cancel to cancel. To import a pane: • From the menu bar at the top of the screen, select Edit. • From the Edit drop-down menu, select Preferences. • From Preferences drop-down menu in the top-left corner of the screen, select Alexandria Researcher. • Click on the Explore tab. • Click on Import a Pane. • When Locate the Pane window appears, locate the pane or type the location in the Go to field. • Click on OK. To remove a pane: • From the menu bar at the top of the screen, select Edit. • From the Edit drop-down menu, select Preferences. • From Preferences drop-down menu in the top-left corner of the screen, select Alexandria Researcher. • Click on the Explore tab. 24 — Alexandria 5 Explore
  • 27. Exporting, Importing and Removing Panes • Highlight the pane to be removed. • Click on the Remove Pane button. • A message will appear asking if you want to completely remove the- selected pane. Click on Yes to remove or No to cancel. Once removed, the pane cannot be recovered. (There is no Undo for this operation.) To remove all panes: • From the menu bar at the top of the screen, select Edit. • From the Edit drop-down menu, select Preferences. • From Preferences drop-down menu in the top-left corner of the screen, select Alexandria Researcher. • Click on the Explore tab. • Click on Remove All Panes. • When dialog window asks if you really want to do this, click on OK to remove all panes or Cancel to cancel. To download the default set of panes: • From the menu bar at the top of the screen, select Edit. • From the Edit drop-down menu, select Preferences. • From Preferences drop-down menu in the top-left corner of the screen, select Alexandria Researcher. • Click on the Explore tab. • Click on Download Default Set. Alexandria 5 Explore — 25
  • 28. Exporting, Importing and Removing Panes 26 — Alexandria 5 Explore
  • 29. Training Evaluation School:_______________________________________District:______________ _______________ Date Trained:______________________Trainer:____________________________________________ Product: Alexandria SmartMARC Textbook Tracker eLunchroom Version:_______________________ Type of Training: (Please circle) Basic Advanced I have been using this product since:__________________________________ I feel my computer skills are: Beginner 1 2 3 Advanced Trainer Preparation: (Please circle) Poor Good Excellent Trainer Presentation Skills: (Please circle) Poor Good Excellent I liked best: Could have been better: I wish we had covered: Things we (school, district, library, institution) could have done better to improve the training: Comments: Thanks for your input. Fax: 1 (801) 943-7752 COMPanion Corporation Phone: 1 (800) 347-4942 x133 1831 Fort Union Blvd. Internet: alextrainers@companioncorp.com Salt Lake City, UT 84121-3041