Revised abstract for section on year end.
[sitka/doc/acquisitions.git] / acq / acq-selection-lists.xml
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1<?xml version='1.0' encoding='UTF-8'?>
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="selection-lists">
4 <info>
5 <title>Selection Lists</title>
6 <legalnotice>
7 <para><emphasis role="bold">Adapted with permission from original material by the <link
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen
10 Community</link></emphasis></para>
11 </legalnotice>
12
13
14
15 <abstract>
16 <para>Selection lists allow you to create, manage, and save lists of items that you may want to purchase. These lists can later be converted
17into purchase orders.</para>
18<para>To view your selection lists, select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para></abstract>
19
20
21 </info>
22
23<section xml:id="placeholder-selection">
24</section>
25
26 <section xml:id="create-selection-list">
27 <title>Create a Selection List</title>
28 <para>Selection lists can be created through the <guilabel>My Selection Lists</guilabel> interface. The three other areas within the module where
29selection lists can be created are when you <link linkend="create-add-brief-selection">Add Brief Records</link>, <link linkend="marc-order-records">Load MARC Order Records</link>
30or find records through the <link linkend="marc-federated-search">MARC Federated Search</link>.
31In each of these interfaces, you will find the <guilabel>Add to Selection List</guilabel> field. Enter the name of the selection list you would like to create
32into the field.</para>
33
34<para>To create a selection list through the <guilabel>My Selection Lists</guilabel> interface:</para>
35
36<procedure>
37<step>
38<informalfigure>
39<para>Select <menuchoice><guimenu>Acquisitions</guimenu>
40<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>
41<para><mediaobject>
42<alt>screenshot of selection lists</alt>
43
44<imageobject>
45<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>
46</imageobject>
47</mediaobject></para>
48</informalfigure>
49
50<note><para>Users may see a message saying "No results." the first time they go to <menuchoice><guimenu>Acquisitions</guimenu>
51<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>
52<para>The <guilabel> My Selection Lists</guilabel> page is created by a search for selection lists where the owner of the list is the logged in user.
53A user's very first selection list must be created on the go by creating a
54<link linkend="create-add-brief-selection">brief record</link>, <link linkend="marc-federated-search">performing a MARC Federated Search</link>,
55or by <link linkend="marc-order-records">uploading MARC order records</link>.</para></note>
56</step>
57
58<step>
59<informalfigure>
60<para>Click <guibutton>New Selection List</guibutton>.</para>
61<para><mediaobject>
62<alt>screenshot of selection lists</alt>
63
64<imageobject>
65<imagedata fileref="media/create-selection-2.png" scalefit="0"></imagedata>
66</imageobject>
67</mediaobject></para>
68</informalfigure>
69</step>
70
71<step>
72<informalfigure>
73<para>Enter the name of the selection list in the box that appears and click <guibutton>Create</guibutton>.</para>
74<para><mediaobject>
75<alt>screenshot of selection lists</alt>
76
77<imageobject>
78<imagedata fileref="media/create-selection-3.png" scalefit="0"></imagedata>
79</imageobject>
80</mediaobject></para>
81</informalfigure>
82</step>
83
84<step>
85<informalfigure>
86<para>Your new selection list will display in the list.</para>
87<para><mediaobject>
88<alt>screenshot of selection lists</alt>
89
90<imageobject>
91<imagedata fileref="media/create-selection-4.png" scalefit="0"></imagedata>
92</imageobject>
93</mediaobject></para>
94</informalfigure>
95</step>
96
97</procedure>
98</section>
99
100
101<section xml:id="add-selection-list">
102<title>Add Items to a Selection List</title>
103<para>You can add items to a selection list in one of six ways: <link linkend="add-brief-selection">Add a Brief Record</link>;
104<link linkend="lineitem-catalogue-search">Search for Line Items and Catalogue Records</link>;
105<link linkend="marc-order-records">Load MARC Order Records</link>; add records through a <link linkend="marc-federated-search">MARC Federated Search</link>;
106<link linkend="catalog-record-ids">Load Catalog Record IDs</link>; or use the <link linkend="view-place-orders">View/Place Orders</link> action in the catalogue.</para>
107
108<note><para>Some of these methods for adding records to selection lists cause the system to created a selection list called <guilabel>Unnamed</guilabel>.
109This selection list contains any items that were not selected and added to a selection list from a the results of MARC federated search, an upload of catalogue
110record IDs, or an upload of MARC records. This list can safely be ignored. It is possible to delete the list, but the system will recreate it as needed.</para></note>
111
112</section>
113
114
115 <section xml:id="clone-selection-list">
116 <title>Clone a Selection List</title>
117
118<caution><para>Do <emphasis>not</emphasis> clone selection lists that have already been converted to purchase orders.
119This causes the line items on the purchase order to duplicate and can result in incorrect orders.</para></caution>
120
121<para>Cloning selection lists enables you to duplicate selection lists. You can maintain both copies of the list, or you can delete the original list.</para>
122
123
124<procedure>
125<step>
126<informalfigure>
127<para>Select <menuchoice><guimenu>Acquisitions</guimenu>
128<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>
129<para><mediaobject>
130<alt>screenshot of selection lists</alt>
131
132<imageobject>
133<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>
134</imageobject>
135</mediaobject></para>
136</informalfigure>
137</step>
138
139<step>
140<informalfigure>
141<para>Check the box adjacent to the list you would like to clone.</para>
142<para><mediaobject>
143<alt>screenshot of selection lists</alt>
144
145<imageobject>
146<imagedata fileref="media/clone-selection-1.png" scalefit="0"></imagedata>
147</imageobject>
148</mediaobject></para>
149</informalfigure>
150</step>
151
152<step>
153<informalfigure>
154<para>Click <guibutton>Clone Selected</guibutton>.</para>
155<para><mediaobject>
156<alt>screenshot of selection lists</alt>
157
158<imageobject>
159<imagedata fileref="media/clone-selection-2.png" scalefit="0"></imagedata>
160</imageobject>
161</mediaobject></para>
162</informalfigure>
163</step>
164
165<step>
166<informalfigure>
167<para>Enter a name for your new selection list into the box that appears and click <guibutton>Clone</guibutton>.</para>
168<para><mediaobject>
169<alt>screenshot of selection lists</alt>
170
171<imageobject>
172<imagedata fileref="media/clone-selection-3.png" scalefit="0"></imagedata>
173</imageobject>
174</mediaobject></para>
175</informalfigure>
176</step>
177
178<step>
179<informalfigure>
180<para>Your cloned selection list will display in the list.</para>
181<para><mediaobject>
182<alt>screenshot of selection lists</alt>
183
184<imageobject>
185<imagedata fileref="media/clone-selection-4.png" scalefit="0"></imagedata>
186</imageobject>
187</mediaobject></para>
188</informalfigure>
189</step>
190</procedure>
191</section>
192
193
194 <section xml:id="merge-selection-list">
195 <title>Merge Selection Lists</title>
196 <para>You can merge two or more selection lists into one selection list.</para>
197
198<procedure>
199<step>
200<informalfigure>
201<para>Select <menuchoice><guimenu>Acquisitions</guimenu>
202<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>
203<para><mediaobject>
204<alt>screenshot of selection lists</alt>
205
206<imageobject>
207<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>
208</imageobject>
209</mediaobject></para>
210</informalfigure>
211</step>
212
213<step>
214<informalfigure>
215<para>Check the boxes adjacent to the selection lists that you would like to merge together.</para>
216<para><mediaobject>
217<alt>screenshot of selection lists</alt>
218
219<imageobject>
220<imagedata fileref="media/merge-selection-1.png" scalefit="0"></imagedata>
221</imageobject>
222</mediaobject></para>
223</informalfigure>
224</step>
225
226<step>
227<informalfigure>
228<para>Choose the <guilabel>Lead Selection List</guilabel> from the drop down menu. This is the list to which the items on the other list(s) will be transferred.</para>
229<para><mediaobject>
230<alt>screenshot of selection lists</alt>
231
232<imageobject>
233<imagedata fileref="media/merge-selection-2.png" scalefit="0"></imagedata>
234</imageobject>
235</mediaobject></para>
236</informalfigure>
237</step>
238
239<step>
240<informalfigure>
241<para>Click <guibutton>Merge</guibutton>.</para>
242<para><mediaobject>
243<alt>screenshot of selection lists</alt>
244
245<imageobject>
246<imagedata fileref="media/merge-selection-3.png" scalefit="0"></imagedata>
247</imageobject>
248</mediaobject></para>
249</informalfigure>
250</step>
251
252<step>
253<informalfigure>
254<para>The entry count for the lead selection list will increase to reflect the total number of line items now on the list. The list(s) that were merged into the lead
255selection list will no longer display in the list.</para>
256<para><mediaobject>
257<alt>screenshot of selection lists</alt>
258
259<imageobject>
260<imagedata fileref="media/merge-selection-4.png" scalefit="0"></imagedata>
261</imageobject>
262</mediaobject></para>
263</informalfigure>
264</step>
265</procedure>
266</section>
267
268
269 <section xml:id="delete-selection-list">
270 <title>Delete a Selection List</title>
271 <para>You can delete selection lists you no longer want. Deleting a selection list does not delete the line items on the list. The line items can still be
272retrieved through the <guilabel>General Search</guilabel>. As well, if the selection list was formerly converted to a purchase order the line items will still
273appear on the purchase order.</para>
274
275
276<procedure>
277<step>
278<informalfigure>
279<para>Select <menuchoice><guimenu>Acquisitions</guimenu>
280<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>
281<para><mediaobject>
282<alt>screenshot of selection lists</alt>
283
284<imageobject>
285<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>
286</imageobject>
287</mediaobject></para>
288</informalfigure>
289</step>
290
291<step>
292<informalfigure>
293<para>Check the box(es) adjacent to the selection list(s) that you would like to delete.</para>
294<para><mediaobject>
295<alt>screenshot of selection lists</alt>
296
297<imageobject>
298<imagedata fileref="media/deletion-selection-1.png" scalefit="0"></imagedata>
299</imageobject>
300</mediaobject></para>
301</informalfigure>
302</step>
303
304<step>
305<informalfigure>
306<para>Click <guibutton>Delete Selected</guibutton>.</para>
307<para><mediaobject>
308<alt>screenshot of selection lists</alt>
309
310<imageobject>
311<imagedata fileref="media/deletion-selection-2.png" scalefit="0"></imagedata>
312</imageobject>
313</mediaobject></para>
314</informalfigure>
315</step>
316
317<step>
318<informalfigure>
319<para>Your selection list will be deleted from the list.</para>
320<para><mediaobject>
321<alt>screenshot of selection lists</alt>
322
323<imageobject>
324<imagedata fileref="media/deletion-selection-3.png" scalefit="0"></imagedata>
325</imageobject>
326</mediaobject></para>
327</informalfigure>
328</step>
329</procedure>
330</section>
331
332
333 <section xml:id="mark-ready-selector">
334 <title>Mark Ready for Selector</title>
335<para>This step is optional but may be useful to individual workflows.</para>
336<para>After an item has been added to a selection list or purchase order, you can mark it ready for the selector.</para>
337
338<procedure>
339<step>
340<para>Open the selection list or purchase order that contains the line items you would like to <guilabel>Mark Ready for Selector</guilabel>.</para>
341</step>
342
343<step>
344<informalfigure>
345<para>If you wish to <guilabel>Mark Ready</guilabel> only selected list items, check the boxes adjacent to those line items.</para>
346<para><mediaobject>
347<alt>screenshot of selection lists</alt>
348
349<imageobject>
350<imagedata fileref="media/mark-selector-selection-1.png" scalefit="0"></imagedata>
351</imageobject>
352</mediaobject></para>
353</informalfigure>
354</step>
355
356<step>
357<informalfigure>
358<para>Select <menuchoice><guimenu>Actions</guimenu>
359<guimenuitem>Mark Ready for Selector</guimenuitem></menuchoice>.</para>
360<para><mediaobject>
361<alt>screenshot of selection lists</alt>
362
363<imageobject>
364<imagedata fileref="media/mark-selector-selection-2.png" scalefit="0"></imagedata>
365</imageobject>
366</mediaobject></para>
367</informalfigure>
368</step>
369
370<step>
371<informalfigure>
372<para>A pop up box will appear. Choose to either <guilabel>Mark selected</guilabel> line items or <guilabel>Mark all</guilabel> line items.</para>
373<para><mediaobject>
374<alt>screenshot of selection lists</alt>
375
376<imageobject>
377<imagedata fileref="media/mark-selector-selection-3.png" scalefit="0"></imagedata>
378</imageobject>
379</mediaobject></para>
380</informalfigure>
381</step>
382
383<step>
384<informalfigure>
385<para>Click <guibutton>Go</guibutton>.</para>
386<para><mediaobject>
387<alt>screenshot of selection lists</alt>
388
389<imageobject>
390<imagedata fileref="media/mark-selector-selection-4.png" scalefit="0"></imagedata>
391</imageobject>
392</mediaobject></para>
393</informalfigure>
394</step>
395
396<step>
397<informalfigure>
398<para>The screen will refresh. The marked line item(s) will be highlighted light pink and the status will have changed to <guilabel>selector-ready</guilabel>.</para>
399<para><mediaobject>
400<alt>screenshot of selection lists</alt>
401
402<imageobject>
403<imagedata fileref="media/mark-selector-selection-5.png" scalefit="0"></imagedata>
404</imageobject>
405</mediaobject></para>
406</informalfigure>
407</step>
408</procedure>
409</section>
410
411
412 <section xml:id="convert-selection-list">
413 <title>Convert a Selection List to a Purchase Order</title>
414 <para>When a selection list is finished it can be converted to a purchase order through the <guimenu>Actions</guimenu> menu.</para>
415<para>It is possible to convert particular line items on a selection list into a purchase order, rather than converting the entire selection list.</para>
416
417
418<procedure>
419
420<step>
421<para>Open the selection list that you would like to convert to a purchase order.</para>
422</step>
423
424<step>
425<informalfigure>
426<para>Select <menuchoice><guimenu>Actions</guimenu>
427<guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>
428<para><mediaobject>
429<alt>screenshot of selection lists</alt>
430
431<imageobject>
432<imagedata fileref="media/convert-selection-1.png" scalefit="0"></imagedata>
433</imageobject>
434</mediaobject></para>
435</informalfigure>
436</step>
437
438<step>
439<informalfigure>
440<para>A pop up box will appear.</para>
441<para><mediaobject>
442<alt>screenshot of selection lists</alt>
443
444<imageobject>
445<imagedata fileref="media/convert-selection-2.png" scalefit="0"></imagedata>
446</imageobject>
447</mediaobject></para>
448</informalfigure>
449</step>
450
451<step>
452<informalfigure>
453<para>Select the <guimenuitem>Ordering Agency</guimenuitem> from the drop down menu.</para>
454<para><mediaobject>
455<alt>screenshot of selection lists</alt>
456
457<imageobject>
458<imagedata fileref="media/convert-selection-3.png" scalefit="0"></imagedata>
459</imageobject>
460</mediaobject></para>
461</informalfigure>
462</step>
463
464<step>
465<informalfigure>
466<para>Enter the code for the <guilabel>provider</guilabel>. This field will auto-complete as you type.</para>
467<para><mediaobject>
468<alt>screenshot of selection lists</alt>
469
470<imageobject>
471<imagedata fileref="media/convert-selection-4.png" scalefit="0"></imagedata>
472</imageobject>
473</mediaobject></para>
474</informalfigure>
475</step>
476
477
478<step>
479<informalfigure>
480<para>If prepayment is required, check the box adjacent to <guilabel>Prepayment Required</guilabel>.</para>
481<para><mediaobject>
482<alt>screenshot of selection lists</alt>
483
484<imageobject>
485<imagedata fileref="media/convert-selection-5.png" scalefit="0"></imagedata>
486</imageobject>
487</mediaobject></para>
488</informalfigure>
489<tip><para>If prepayment is always required for a specific provider, your acquisitions administrator can set this in the provider's profile so it is automatically
490selected when you enter the provider code.</para>
491</tip>
492</step>
493
494<step>
495<informalfigure>
496<para>Choose to either add <guilabel>All Lineitems</guilabel> or <guilabel>Selected Lineitems</guilabel> to your purchase order.</para>
497<para><mediaobject>
498<alt>screenshot of selection lists</alt>
499
500<imageobject>
501<imagedata fileref="media/convert-selection-6.png" scalefit="0"></imagedata>
502</imageobject>
503</mediaobject></para>
504</informalfigure>
505</step>
506
507<step>
508<informalfigure>
509<para>Check the box adjacent to <guilabel>Import Bibs and Create Copies</guilabel> if you wish to import them at this time. See
510<link linkend="acq-load-bib">Load Bib Records and Items into the Catalogue</link> for more information on this.</para>
511<para><mediaobject>
512<alt>screenshot of selection lists</alt>
513
514<imageobject>
515<imagedata fileref="media/convert-selection-7.png" scalefit="0"></imagedata>
516</imageobject>
517</mediaobject></para>
518</informalfigure>
519</step>
520
521<step>
522<informalfigure>
523<para>Click <guibutton>Submit</guibutton>.</para>
524<para><mediaobject>
525<alt>screenshot of selection lists</alt>
526
527<imageobject>
528<imagedata fileref="media/convert-selection-8.png" scalefit="0"></imagedata>
529</imageobject>
530</mediaobject></para>
531</informalfigure>
532</step>
533
534<step>
535<para>Your purchase order will be created and open in the same tab.</para>
536</step>
537</procedure>
538</section>
539
540
541 <section xml:id="search-selection-list">
542 <title>Search for a Selection List</title>
543 <para><guilabel>My Selection List</guilabel> only displays selection lists created by the user currently logged in. You can view other users' selection
544lists using the <guilabel>General Search</guilabel>.</para>
545
546<procedure>
547<step>
548<informalfigure>
549<para>To access the searching interface, select <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>General Search</guimenuitem></menuchoice>.</para>
550<para><mediaobject>
551<alt>screenshot of the General Search</alt>
552
553<imageobject>
554<imagedata fileref="media/general-search-1.png" scalefit="0"></imagedata>
555</imageobject>
556</mediaobject></para>
557</informalfigure>
558</step>
559
560<step>
561<informalfigure>
562<para>Choose <guilabel>selection lists</guilabel> from the <guilabel>Search for</guilabel> drop down menu.</para>
563<para><mediaobject>
564<alt>screenshot of the General Search</alt>
565
566<imageobject>
567<imagedata fileref="media/selection-search-1.png" scalefit="0"></imagedata>
568</imageobject>
569</mediaobject></para>
570</informalfigure>
571</step>
572
573
574<step>
575<para>Select your search field(s) and enter your search term(s).</para>
576<tip><para>When searching for lists created by a particular user the best search fields are:</para>
577<itemizedlist>
578<listitem>
579<para>SL-Owner: Searches the selection lists based on the owning user.</para>
580</listitem>
581<listitem>
582<para>SL-Creator: Searches the selection lists based on the creating user.</para>
583</listitem>
584</itemizedlist>
585<para>When searching for a particular selection list, the best search field is:</para>
586<itemizedlist>
587<listitem>
588<para>SL-Name: Searches for the name of a particular selection list.</para>
589</listitem>
590</itemizedlist>
591<para>See <link linkend="general-search-tips">Using the General Search</link> for more general search tips.</para>
592</tip>
593</step>
594
595<step>
596<informalfigure>
597<para>Click <guibutton>Search</guibutton> or hit the <keycap>Enter</keycap> key.</para>
598<para><mediaobject>
599<alt>screenshot of the General Search</alt>
600
601<imageobject>
602<imagedata fileref="media/selection-search-2.png" scalefit="0"></imagedata>
603</imageobject>
604</mediaobject></para>
605</informalfigure>
606</step>
607
608<step>
609<informalfigure>
610<para>The selection lists meeting your search criteria will display in a grid.</para>
611<para><mediaobject>
612<alt>screenshot of the General Search</alt>
613
614<imageobject>
615<imagedata fileref="media/selection-search-3.png" scalefit="0"></imagedata>
616</imageobject>
617</mediaobject></para>
618</informalfigure>
619</step>
620
621</procedure>
622</section>
623
624</chapter>