Skip to main content

KLAS User's Guide: Catalogue

How to use KLAS for staff

Catalogue Module Overview

The purpose of this section is to give you a basic overview of the Catalogue Module in KLAS. It includes basic information for navigation and understanding of the parts of the module. We have also included a guide practice session so that you can work with the module in a practical way and gain enough experience to get started. To go beyond the basics, check the Shortcuts and Tools tab that contains how to use queries and Excel to expand the capabilities of using KLAS.

Catalogue Basics

This exercise is designed based on a Guided Practice module, that has been included as a separate document for printout. This only covers the very basics in an organized way to allow you to get up to speed with the Catalogue module. As you gain experience by using it is everyday work situation you will discover that there ways beyond what's shown here. As you get more proficient use of the keyboard shortcuts contained in the Shortcuts and Tools tab may be useful.

Let's begin

Log into KLAS with your assigned username and password. For help with this see the note about username and password on the Shortcuts and Tool tab.

From the KLAS desktop - 

select the Catalogue button -  This is the first button on the left. This will open up Catalogue at the Title-Bib tab.

Explore the Catalogue module

Use the find button -   or the Navigation menu - "Find", to find a specific title. You can search by KLAS ID, Title, Author or Item Barcode. Find is the same regardless of the tab you are on.

You can navigate from record to record using the arrow buttons -  or the Navigation menu. This is very useful when you have a set of records from a query or when you want to explore adjacent records. The tab you are on in one record (Title-Bib, Holding, Copy, etc.) stays the same as you move through records.

Catalogue module tabs

The catalogue module is composed of tabs that display different kinds of information about each item cataloged. Starting from left to right:

  • Title-Bib - contains most of the main identifying data for an item cataloged. Title, author, publisher, subject headings and such.
  • Statistics - circulation statistics and such
  • Full - this represents how the record is displayed in the online catalog or OPAC
  • MARC - display of all MARC tagged fields used in the record
  • MFHD - not used by the library
  • Holding - the shelf reserved that holds the available copies of item available from the library
  • Copy - a listing of the copies available and their individual statuses. You can change an copy's item status from this screen using the "Change Item Status" button at the bottom 
  • Item - a listing of each item of a set where applicable. You can change the copy and volume number of an item from the screen using the button
  • Item List - a listing of all items grouped together with item status information
  • Requests - a list of requests and reserves on the title. This is a way to also go to a patron record for a hold on this item

Exporting to Excel from Catalogue

Export allows you to export data to an Excel spreadsheet from any browse table in a screen where available. This is most useful when you want to use data found in title searches or queries, for example to create labels or to manipulate and use data. It's useful to share findings with others, since from Excel you can print off or email results without having to open KLAS to examine them.

To Export use the Export button - ,  Go to the Function menu from a results screen and select Export or the Keyboard shortcut Alt+Ctrl+X.

For more detail on Exporting to Excel see - the Excel section in the Shortcuts and Tools tab.

Some common Catalogue uses of Export

  • Find Title – for example you want to send a patron a listing of author Danielle Steel's (Steel, Danielle) works. Export will create a nice listing of titles. You may need to remove some columns, but this is a quick way to get these kinds of results
  • Item List Tab – maybe you'd like to see a listing of all of the available copies of a title when doing collections maintenance. Exporting the list can give you a quick way to create a list of barcodes for items you wish to mark lost or missing, when they are showing as available
  • Requests Tab – this is a quick way to create a list of holds placed on titles and their dates, type of hold and such
  • Book Search – this is a quick way to put together a list of books by series, author and subject for patrons and staff
  • Heading Maintenance - create lists for Author, Narrator. Series and Subject heading files to keep them up to date