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March 4, 2018

Koha Configuration

Once you’ve installed Koha, you’ll need to do some configuration in Koha itself to get ready for use in a library. All of this can be done in the staff client, so log in with the same user name and password that you used to log in during installation.

ByWater’s Post Training Checklist is a good summary of the kinds of things you might want to configure. Below is a more detailed list that includes real-world examples. Once the configuration is complete, you can test Koha using ByWater’s Test Plan.

Libraries and groups

The first thing you’ll need to do is add one or more libraries. Get there by selecting More / Administration, then select Libraries and Groups under the Basic parameters heading. Select New library to add a library. The library code should have been assigned to you already by the state library system.

Item types

Before you can add bibliographic and holding records, you’ll need to define item types. Koha uses item types to define circulation rules. For example, books might have a three week checkout limit, DVDs might be one week, and reference books might not be allowed to be checked out at all. So you might want to have an item type for each of these categories.

Choose item type descriptions whose meaning will be clear to both patrons and staff.

Here is an example item type list:

Code Description
CAS Audio Cassette
CD Audiobook
BK Book
PC Computer
CARD Credit card
DVD DVD
ER E-reader
KEY Keys
MAG Magazine
MAP Maps
MX Mixed Materials
PASS Museum/Park pass
MU Music CD
NEW New book
REF Reference
VC Video Cassette (VHS)

Shelving Locations

Next, you’ll need to define shelving locations. These will make it easier to locate books in their physical locations. Koha also uses locations (in addition to call numbers) to show books in its “Browse shelf” feature.

To define locations, select Administration / Authorized values (under Basic parameters). Then select “LOC” in the “Show category” dropdown. Koha may already have a set of predefined locations; you can edit these or delete them as needed.

To add a location, select the button labelled “New authorized value for LOC”. Choose location descriptions whose meaning will be clear to both patrons and staff.

Here is an example shelving location list (you may not need such a finely grained list):

Authorized value Description
BIO Biography
CD CD
J Children’s Room – Other
JBIO Children’s Biographies
JCD Children’s CDs
JDVD Children’s DVDs
JFIC Children’s Fiction
JNFIC Children’s Non-fiction
PIC Children’s picture books
EZ Children’s EZ readers
BABY Baby/board books
XMAS Christmas
DVD DVD
FICD Fiction Downstairs
FICU Fiction Upstairs
LP Large Print
NEWFIC New Fiction
NEWNFIC New Non-fiction
NFIC Non-fiction
DISPLAY On Display
PBK Paperbacks
REF Reference
STAFF Staff Office
STO Storage
VT Vermont Room
YA Young adult

Collections

Next, you’ll need to define collections. One strategy is to define groups of holdings by target audience (adults, children, etc.). You may also want to define a more finely grained set of categories (fiction, non-fiction, graphic novels, etc.). Koha allows users to narrow down searches by collection.

To define collections, select Administration / Authorized values (under Basic parameters). Then select “CCODE” in the “Show category” dropdown. Koha may already have a set of predefined collections; you can edit these or delete them as needed.

To add a collection, select the button labelled “New authorized value for CCODE”. Choose collection descriptions whose meaning will be clear to both patrons and staff.

Here is an example collection list (you may need a more finely grained list):

Authorized value Description
A Adult
J Children
YA Young adult
VTA Vermont Adult
VTJ Vermont Children
VTYA Vermont Young adult

Patron types

Koha comes with a predefined set of patron categories, such as Patron, Staff, Student, Teacher, and so forth. You can view or change these at Administration / Patron categories (under “Patrons and circulation”).

Once you have imported or created a patron list, you will want to put at least one patron in the “Staff” category, and assign him/her a password. This will be the person authorized to log into the staff client. It is better to log in using this patron’s username and password, instead of the master username and password that Koha created during installation.

To assign a patron to the Staff category, or to make any other changes to a patron record, select the Patrons link at the upper left of the staff client screen. Search for the patron by name or browse by first letter. Once you see the patron you want to change, click on the name to bring up the record for that patron. Click on the Edit button to change the patron’s category, username, password, and other information.

For a patron in the “Staff” category, you will want to change that person’s permissions. While viewing that person’s patron record, click on More / Set permissions. This will present a screen that lets you set specific permissions, or you can give that person all possible permissions by clicking on “superlibrarian” permission at the top.

It can also be helpful to define a new patron category called “Restricted”. You can use this to restrict patrons in this category to a certain number of checkouts (see Circulation Rules below for more information).

Circulation Rules

Circulation rules define how long items of a particular type can be loaned to patrons of a particular type. At the very least, you should define a default rule for all item and patron types, and then define rules for specific item and patron types. When checking out an item, Koha searches the circulations rules from the more specific to the more general, so it will use your “all/all” default rule if it can’t find a more specific matching rule.

View or change your circulation rules by selecting Administration / Circulation and fines rules (under the Patrons and circulation heading).

In each circulation rule, you may want to set “On shelf holds allowed” to “If all unavailable”. This prevents users from placing holds that are on the shelf (i.e., not checked out).

It may be helpful to define a limit on the total number of checkouts per patron. You can define this limit on the circulation rules page under the heading “Default checkout, hold and return policy”.

If you have defined a “Restricted” patron category, as suggested above in “Patron Types”, you can set a limit on the number of checkouts allowed to this category. You can do this by creating a circulation rule specifically for the “Restricted” patron category. For example, you can add a rule limiting patrons in this category to one checkout.

In our library we set the system preference “useDaysMode” to “circulation rules only”. This prevents due dates from being affected by any calendars we might add later that specify the library’s open and closed days.

Cities and Towns

As a convenience when adding patrons, you can define towns at Administration / Cities and towns (under Patrons and circulation). Then when you add a patron, you can select a town from a drop-down list instead of manually typing the town name and zip code (an error-prone process).

Automatic item modifications by age

Koha has the ability to modify items by their age. This is useful for changing the item types and locations of new books to those of ordinary books when they reach a certain age. These rules can be added at Tools / Catalog / Automatic item modifications by age. Here are the rules we used to modify new books after 6 months:

Age Conditions Substitutions
180 days items.itype = NEW items.itype = BK
180 days items.location = NEWFIC items.location = FICD
180 days items.location = NEWNFIC items.location = NFIC
180 days items.location = NEWBIO items.location = BIO

The one problem with these rules is that our fiction is divided into two locations: upstairs (fiction for authors A through Coben) and downstairs (everything after Coben). So after the automatic modifications described above take place, it’s necessary to check for mis-located fiction. This can be done by defining a new SQL report with the following SQL:

select CONCAT('<a href=\"/cgi-bin/koha/cataloguing/additem.pl?biblionumber=',
              biblio.biblionumber, '\">', biblio.biblionumber, '</a>' ),
       items.barcode,items.itemcallnumber,items.location,biblio.title,biblio.author
   from items left join biblio on biblio.biblionumber = items.biblionumber
   where location = 'FICD' and items.itemcallnumber <= 'FIC COBEN'
   or location = 'FICU' and items.itemcallnumber > 'FIC COBEN'

This produces a list of mis-located fiction, with a link to the page for editing each item.

Define a new SQL report at Reports / Guided Reports / Create from SQL. Run your new reports at Reports / Guided Reports / Use Saved.

Preferences

Koha has a very large range of preference settings that fine-tune its appearance and features. To find these, select Administration / Global System Preferences. You can then find a particular preference by name in the System Preference Search entry field at the top of the screen.

Here is a list of some preferences that we modified:

LibraryName: set this to the name of the library to be shown in the OPAC.

AdvancedSearchTypes: this preference allows you to add tabs for collection codes and shelving locations to the Advanced Search web page in both the OPAC and the staff client. This is useful for narrowing down search results to a specific book audience and physical location. To add these tabs, set the value to “itemtypes|ccode|loc” (without the quotes).

AudioAlerts: setting this to “Enable” causes Koha to emit beeps (“audio alerts”) in the staff client for things like checkouts, checkins, etc. You can enable or disable specific alerts by visiting Administration / Item circulation alerts (under “Patrons and Circulation”).

OPACShelfBrowser: setting this to Show enables the “Shelf browser” feature of the OPAC.

OPACShowBarcode: set this to “Show” to show an item’s barcode on the holdings tab.

OPACBaseURL, staffClientBaseURL: these should be set to the URLs of the OPAC and staff clients, once you have a proper doman name for your installation.

itemBarcodeFallbackSearch: setting this to “Enable” allows you to use a keyword search instead of a barcode when checking out books.

maxreserves: this sets the limit on the number of holds a patron may place.

AllowRenewalLimitOverride: setting this to “Enable” allows staff to manually override the limit on number of renewals on an item.

AllowTooManyOverride: setting this to “Enable” allows staff to manually override the limit on number of checkouts per patron.

OpacNav: set this to HTML that you’d like to see on the left side of the OPAC, typically navigation links (e.g., links to searches for new books, etc.).

EnhancedMessagingPreferences: set this to “Allow” to allow patrons to opt in or out of specific notices (holds, checkouts, items due, etc.). Notices (such as overdues) that are controlled by per-library rules will still be in effect.

OPACAmazonCoverImages: set this to “Show” to display book cover images from Amazon in OPAC search results and item details.

RequestOnOpac: set this to “Don’t allow” to prevent patrons from placing holds on books in the OPAC.

reviewson: set this to “Don’t allow” to prevent patrons from making comments on items in the OPAC.

AllowHoldPolicyOverride: set this to “Allow” to allow staff to override hold policies.

IntranetUserJS: this preferences contains Javascript that will be included in every staff web page. JQuery can be used to modify web pages (see JQuery Library for details). The example below modifies the message that is displayed when attempting to check out to a patron that has the “Gone no address” flag set:

$(document).ready(function(){
  $("#circmessages li:contains('doubt')").html(
    "<span class=\"circ-hlt\">Address:</span>Patron's address,
    email, and phone must be verified first.");
});

QueryFuzzy: this preference controls whether searching should use “fuzzy” matches, which is useful for handling misspelled words. But it causes searching by an item’s unique barcode to return many results, so we disabled it.

RenewalPeriodBase: this preference controls the starting date for a renewall. We set it to “the current date” so that patrons will get a full renewal period when visit the library and renew an overdue book.

todaysIssuesDefaultSortOrder: this preference affects the order that today’s issues are displayed when checking out books to a patron. It’s counter-intuitive, but setting this to “earliest to latest” causes the most recent checkouts to appear at the top of the list. This is desirable because it means you don’t have to scroll down to see the most recent of a long series of checkouts.

BorrowerMandatoryField: add “|email|phone” to this preference to require that an email address and phone number be filled in when creating or editing a patron record.

DisplayClearScreenButton: setting this to “Show” causes an “X” button to be displayed on the checkout screen; pressing this button clears the patron information (which is useful for privacy).

OPACBaseURL: set this to the base URL of the OPAC (without a trailing slash).

intranetreadinghistory: setting this to “don’t allow” prevents staff from looking at a patron’s checkout history.

AllowFineOverride: setting this to “Allow” allows staff to override Koha when it blocks checkouts to a patron due to excessive fees or charges. This is useful when you have a special patron for Interlibrary Loans that may have numerous overdue checkouts.

Calendar

The calendar (Tools / Additional Tools / Calendar) allows you to define days when the library is closed. This affects overdue notices (which can skip the closed days), fines (if any), and due dates. Our library is closed on Sunday, Monday, Wednesday, and Friday, so we defined holidays for those days with the type “Holiday repeated every same day of the week”. The calendar can also be used to define normal holidays, such as Christmas and Thanksgiving.

Custom audio alerts

It’s possible to customize audio alerts in Koha. For example, you can have the “Search the catalog” feature play a single beep for available items, or a double beep for non-available items. This is useful for simulating the “Status” feature of Mandarin, but with the helpful addition of audible signals. Here’s how:

First, go to Administration / Additional Parameters / Audio alerts. Then create the following new alerts, in this order:

Selector Sound
#catalog_detail td.status:contains('Available') beep.ogg
#catalog_detail td.status:contains('Not for loan') beep.ogg
#catalog_detail td.status critical.ogg
#catalog_results h3:contains('No results') critical.ogg

Receipt printing

Appendix C (“Configuring receipt printers”) in the Koha manual describes the procedure for customizing Firefox so that receipts (checkout slips) are printed correctly. This involves removing headers and footers from the printed output for the receipt printer.

Appendix C also recommends configuring Firefox so that the print dialog is not displayed. This saves time when checking out out patrons, but may not be a good idea if you intend to use other printers from the same computer. One solution is to use a separate user account for Koha administration only. Another solution is to use the same user account, but with a separate Firefox profile for Koha. Yet another solution is to use Firefox for Koha, and Chrome for other web browsing when printing might be needed.

Custom SQL reports

There is a large catalog of SQL reports here. Here are the ones I have modified:

Loan list by patron

This report lists all loans by patron and gives a link to each loaned item:

SELECT CONCAT('<a href=\"/cgi-bin/koha/catalogue/detail.pl?biblionumber=', biblio.biblionumber, '\">',
     biblio.biblionumber, '</a>' ) AS biblionumber,
     biblio.title, author, surname, firstname, borrowers.sort1, 
     items.itemcallnumber, items.barcode, issues.issuedate, issues.lastreneweddate 
  FROM issues 
  LEFT JOIN borrowers ON borrowers.borrowernumber=issues.borrowernumber 
  LEFT JOIN items ON issues.itemnumber=items.itemnumber 
  LEFT JOIN biblio ON items.biblionumber=biblio.biblionumber 
  WHERE issues.branchcode=<<Checked out at|branches>>
  ORDER BY issues.branchcode, borrowers.sort1, borrowers.surname, issues.issuedate, biblio.title

Checkout by Shelving Location

SELECT c.lib AS collection, l.lib AS shelving_location, t.description as item_type,
       count(s.datetime) AS count 
FROM items i
LEFT JOIN itemtypes t on t.itemtype = i.itype
LEFT JOIN statistics s USING (itemnumber)
LEFT JOIN authorised_values l ON l.authorised_value = i.location AND l.category = 'LOC'
LEFT JOIN authorised_values c ON c.authorised_value = i.ccode AND c.category = 'CCODE' 
WHERE date(s.datetime) BETWEEN <<Date BETWEEN (yyyy-mm-dd)|date>> AND <<and (yyyy-mm-dd)|date>> 
      AND s.type='issue'
GROUP BY i.ccode, i.location 
ORDER BY i.itype, i.ccode, i.location ASC

Checkout by Item Type

SELECT t.description as item_type, count(s.datetime) AS count
   FROM items i LEFT JOIN statistics s USING (itemnumber)
   LEFT JOIN itemtypes t ON t.itemtype = i.itype
   WHERE date(s.datetime) BETWEEN <<Date BETWEEN (yyyy-mm-dd)|date>> AND <<and (yyyy-mm-dd)|date>>
   AND s.type='issue' GROUP BY item_type  ORDER BY item_type ASC