When the server connection is restored, options to create an offline session and upload transactions will be available in the offline interface. It is good practice to upload and process offline transactions as soon as possible.
There are 3 steps to uploading offline transactions:
- Create a session: The session will accept files of offline transactions.
- Upload transactions to the session: Files from individual workstations should be uploaded to the same session.
- Process the uploaded transactions: All transactions in the session will be sorted chronologically and processed.
Once the network has come back up, a user with Circ Level Two, Local Admin, or Process Offline Circulation permission must first create a session before uploading transactions. Then, staff can upload transactions from each of the workstations used in offline circulation to that session. Once all of the workstations have uploaded their transactions to the session, the manager will process all the transactions from all the workstations at once.
FYI: Circulation staff uploading transactions to the session does not put the transactions into the Evergreen database. The transactions will not be sent to the Evergreen database until the manager processes the session.
Log into Evergreen as a staff user with Circ Level Two, Local Admin or Process Offline Circulation permissions.
Navigate to , select Circulation (-) → Offline Circulation (-) → Offline Sessions.
The Offline Sessions screen will display previously created sessions in the Session List.
Click on the Create Sessionbutton to create a new session.
Enter a description for the session, like “System Upgrade Jan 2024”. Click OK/Continue.
In the Session List/strong> section, Locate the session you just created. If the workstation has offline transactions recorded, the Upload button will be active. Click Upload to add the transactions from that workstation to the session.
Inform library staff that the session has been created and what the session name is.
Upload Workstation Transactions to a Session
Wait until the local system administrator has created a session and told you that it is ready for your upload. There may be several sessions shown on the Session List, so you will need the name of the correct session from your local system administrator.
Log into Evergreen with your regular username and password.
From the menu bar, select Circulation (-) → Offline Circulation (-) → Offline Sessions.
The Offline Transactions screen will open. You should see at least one session in the Session List section. You may see old sessions listed there, as well.
Locate the correct session in the Session List. If the workstation has offline transactions recorded, the Upload button will be active. Click Upload to add the transactions from that workstation to the session
Inform your local system administrator that your workstation’s file of transaction has been uploaded to the session.
Process the Transactions
Wait until all the appropriate staff workstations have uploaded their transactions to your session. You should see the workstations listed in the Uploaded Transactions section. You’ll need to be logged into Evergreen as a user with Circ Level Two, Local Admin, or Process Offline Circulation permission to do the processing step.
Log into Evergreen as a staff user with Circ Level Two, Local Admin or Process Offline Circulation permissions.
From the menu bar, select Circulation (-) → Offline Circulation (-) → Offline Sessions.
The strong>Process button will be active for any sessions not yet processed. Click the strong>Process button to process the transactions in the session.
Refresh the screen to monitor the progress. The processing may take a while, depending on how many transactions you have done. The screen does not refresh on its own, so click the Refresh button to check the status. A Date Completed will appear when the processing is complete.
Exception List
Exceptions are problems that were encountered during processing. For example, a mis-scanned patron barcode, an open circulation, or an item that wasn’t checked in before it was checked out to another patron, would be listed as an exception. Those transactions causing exceptions may not be loaded into Evergreen database. Staff should examine the Exception List and take necessary action.
These are a few notes about possible exceptions. This is not an all-inclusive list.
Checking out a DVD with the wrong date (leaving due date set at +2 weeks instead of +1 week) does not cause an exception.
Overdue books are not flagged as exceptions.
Checking out a reference book does not cause an exception.
Checking out an item belonging to another library does not cause an exception.
Offline Circulation does not recognize books on hold, no exceptions will be generated for that.
ACTOR_CARD_NOT_FOUND. Indicates the patron’s library barcode was mis-scanned/ mis-typed or is not entered in the system.
ACTOR_USER_NOT_FOUND. Indicates the patron’s barcode was mis-scanned/ mis-typed or is not entered in the system.
ASSET_COPY_NOT_FOUND. Indicates the item barcode was mis-scanned/mis-typed.
CIRC_CLAIMS_RETURNED. Indicates a book previously marked as claimed-returned was found and checked in.
COPY_ALERT_MESSAGE. Indicates the copy has a checkout/checkin alert message. The checkin will be processed.
COPY_IN_TRANSIT. Indicates the item was in transit when the offline transaction was processed.
COPY_STATUS_LOST. Indicates a book previously marked as lost was found and checked in.
MAX_RENEWALS_REACHED. Indicates the item has already been renewed the maximum times allowed, or is not renewable.
OPEN_CIRCULATION_EXISTS. Indicates a book was checked out that had never been checked in.
ROUTE-ITEM. Indicates the book should be routed to another branch or library system. You will need to find the book and re-check it in (online) to get the Transit Slip to print.
SKIP_ASSET_CHANGED. Indicates another transaction has occurred on the item since the offline transaction was recorded. The offline transaction is NOT processed.