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KLAS User's Guide: Shortcuts and Tools

How to use KLAS for staff

Shortcuts and Tools Overview

The purpose of this section is to provide show you some of the Shortcuts and Tools available for working with KLAS more effectively. We have provided you with some useful Keyboard Shortcuts to navigate KLAS. By using Queries you can find information beyond the basics and become a power user. To add to the power of KLAS you can export data into Excel and use the data found in KLAS in other applications and other ways. This toolkit will help you unleash more of what KLAS can do for you.

Note about Username and Password

Your username and password are the same in KLAS. They have been created for you and should have been given to you by the KLAS administrator. The KLAS adminstrator creates your unique credentials using the form of "nc" plus the first 4 initials of your last name and the first initial of your first name.

Keyboard Shortcuts

Why use the mouse when you can use the Keyboard? Keyboard shortcuts give you the ability to quickly jump around KLAS. They are one of the real accessibility features in KLAS. They are worthwhile to learn.

Some good general shortcuts to learn:

  • Find - CTRL+F
  • Cut - CTRL+X
  • Copy - CTRL+C
  • Paste - CTRL+V
  • Modify Record - CTRL+O
  • Save Record - CTRL+S
  • Cancel Update - CTRL+Z
  • Refresh Screen - F5
  • Exit/Close - ALT+X, ALT+F4
  • Mark/unmark Check Box - SPACEBAR
  • Mark/unmark Radio - Arrow Key

Queries

Query is a simple database term that means Search

Queries are one of the most useful tools when a simple "Find" doesn't have enough for you. They are available from the Patron and Catalogue modules. Some of the basic functions used to perform daily tasks are actually queries. For example "Search My RSQueue" is a query that is preset to run when you choose it. Just remember Search = Query.

How to Create a Query

To create a query, choose "Queries" from the top menu and select "Query". 

The most basic query can be run from the Quick Search tab. This uses the most basic information so that you can run a simple search.

You can extend what your query can find by using the Advanced tab, either with the Quick Search tab of by itself.

A good way to remember how to construct a query is that Tables contain fields. The order of things on the search screen matches this.You work from left to right, first picking the table you want to use and then the field associated with that table to find information.

Tips on Creating a Query

A Table tells Query where the Field you want to search is stored. The Field you pick tells Query what you specifically want to find. From here you use what is called an Operator that tells Query how to look at the term within the field. Then you add on a Term (of your own choosing) to tell Query what to match or exclude that's in the field. All of these work together to help pull out of KLAS what you want to find.

When building a query, look at the module you are in, either Patron or Catalogue, to see what tables and their associated fields are available for use. A good way to learn how to construct things is to understand what tabs correspond to what tables listed in the first drop-down box. By selecting a table in the first box this will show you what fields are associated with that table will be available in the second drop-down box. This will help you construct a query properly.

If you use "equals" as an Operator, in the third box, KLAS is going to look to match every character of the search term you put in the field. If you are unsure of exactly what characters make up the search term it is best to use "begins" and enter in the first known characters of the search term.

Patron Query and what's available to use

In Patron you can build a query from the Tables used for Main, Comments, Contact, Profile and Preferences, the first 4 from the left, plus the comments area. These are built from 5 basic tables - Address, Comments, Media, Patron and Preferences. Patron is a match for the Main tab and so forth. The best way to approach this is to see what fields are displayed on each tab. This will help you pick the correct table to start. When you pick a table the fields available change. This will give you an idea of what table goes with what tab. Using the Patron table as an example you will notice that when you choose it, the fields available in the second box match the Main tab closely.

Catalogue Query and what's available to use

In Catalogue you can build a query from the Tables used for Title-Bib, Statistics, MARC and Holding tabs. These are built from 6 basic tables - Bib-Rec, Heading, Holding, MARC Tag, SearchRec and Statistics. Bib-Rec is a match for Title-Bib and so forth. The best way to approach this is to see what fields are displayed on each tab. This will help you pick the correct table to start. When you pick a table the fields available change. This will give you an idea of what table goes with what tab. For example, when you choose the Bib-Rec table the fields available in the second box match the Title-Bib tab closely.

Query Results

After the query is run you will get a screen showing your Results. This will be a list presented of things found that match what and how you were searching a particular table in KLAS. To look at the set in more detail, select one of the items from the list. This will pull the entire query into whatever module you are using and all of the details from each result. To Save a Query Result Set for later use, export it as an Excel file.

Exporting a Query set to Excel

To do this, go back to the Search results and choose Functions then Export from the top menu or use the Excel icon on the bottom right of the search results screen. This will pull up a dialog window that will ask how many records to export into Excel. The default is 500 records and just the fields being displayed in the search window. If your set is larger than 500 you should change the number of records to a number that is bigger than your number of records. Also if you want to export more fields than are just being displayed you will need to change the setting to include all fields available. Having the Query Set in Excel allows you to manipulate it in different ways for different uses.

An exported Query Result Set can also be moved from Excel back into KLAS to be used to run labels or to do maintenance on either patrons or the collection. In this case, you open the set up in Excel and copy the KLAS IDs (for Catalogue) or Patron IDs (for Patron) into Notepad. Leave a blank line at the end of this file or else it will miss the last item in the list. Save it with a memorable name in a memorable place so you can find it. To bring it back into KLAS, import this file using "Import Query Set" from the Queries menu. KLAS will look for a .txt or text file to import. Once imported it will show up as a Query's Results. To activate the Query, select a record and open it.

For more on using Excel and KLAS see the section on Excel

Using Excel with KLAS

Excel is a very useful tool for working any set of results KLAS can provide. Every search you can think of doing in KLAS, by either a simple Find or a more complex Query, can be exported to Excel. Most of the major tab areas in Patron, Catalogue, Circulation, Equipment and Serials modules allow you to use the Export function to output what's displayed. Export can be done from any browse table in a screen where available.

Examples

For example, if you want to any kind of calculation on a set of results from a search, you can do this easily with Excel. If you want to create a mail merge to send letters off to a group of patrons, run your query to find the group and then export it into Excel. Use this Excel sheet create as your data for the letter. It's useful to share findings with patrons or staff, since from Excel you can print off or email results without having to open KLAS to examine them.

Exporting to Excel

 You can export a result set in one of three ways:

  1. Export to Excel use the Export button - 
  2. Go to the Function menu from a results screen and select Export
  3. Keyboard shortcut Alt+Ctrl+X.

Notes

The Export function defaults to showing up to the first 500 results -  

If you have a set of data that is larger than 500 items you will want to adjust this number -  to at least the number of results found. When in doubt, estimate large to make sure you get all of the results. It defaults to only showing what is displayed on the screen. There are usually other fields present, but we just can't see them. If you want to see these fields, do an Export with All the fields available - .

Batch Manager

Batch Manager is a tool you can use to have any predefined report that you choose to run when you want it to automatically on a specific day and time at a regular interval. The results can be emailed to you on a specific day, month and time. It is available from all modules by selecting any report available. The main advantage of using Batch Manager, particularly for large reports, is that you can run a report in the background and continue to work in KLAS. This is helpful when a large report such as the HD-circulation report, Patron Status report, or one of many others is run, since running them in real time will tie up resources and not allow any other activity in KLAS until they have finished running.

Examples

Running a Request/Reserves report weekly, a New Patrons report monthly, or any other kind of regular report needed.

Running Batch Manager

To use Batch Manager:

  • Open up a report you want to run. Select Reports  - reports menu from the top menu
  • Enter the parameters for the report
  • From Output Parameters select "Email" - output parameters to have the results emailed. Email works best to receive regular reports. If you would like others to also receive this report, add in their email addresses as well
  • From the bottom choices select the Run as Batch Job button - run as batch job button This will open the Batch Schedule form
  • On the Batch Schedule form, select how often (Immediately, One time only, Weekly or Monthly)
  • Based on how often, choose when you want the report to be run
  • Click OK. This will put the report job you just set up into the Batch Manager queue

 

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