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General Phone:
1-800-347-6439
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Frequently Asked Questions v.5x
FAQ for Alexandria v5.x
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How often should I run my utilities?
Data within the Alexandria program is held in tables that are referenced by indexes. Occasionally these indexes need to be regenerated to correct any mistakes that naturally occur in tables as data is used. The rebuild utility should be run at least once a month. In Alexandria 5.4.4 and earlier, the rebuild must be performed on the Data Station (also known as the server). To run a rebuild, go to File and then Utilities. Change the Utility Type to Database and click on Run. In Alexandria 5.5, the rebuild can be initiated from a Librarian Workstation or through Advanced Web.
In the newest version of Alexandria, a window will pop up with a 1 minute and 30 second countdown asking you what you would like to do. To continue the rebuild, click ‘I am ready to continue now.’ You will also have to click this on the Librarian Workstation machine if you have one in your library. There is also an ‘I need to finish work’ option which allows you to finish what you are working on. You can also cancel the operation if you have something important running or you can just quit out of Alexandria.
In the event of a crash, Alexandria will only examine the files that were in use when the crash occurred. Therefore, this rebuild should not be considered a replacement for running the monthly rebuild utility.
The purpose of running a rebuild is to search for potential problems that may cause corruption or data loss and then attempt to repair it. If corruption has occurred, recovery from a backup or archive may be the only option. Due to the possibility of an error or power loss during utilities, which would result in corruption, it is important to run a backup or archive before running any utility, especially a rebuild. In Alexandria 5.4.4 and higher, the program will prompt the user to create an archive before running any utility.
Before running a rebuild, it is recommended that you run a system analysis report (Reports – Special reports – System analysis – Run). At the bottom of this report are the statistics for your database which include the number of patrons, items, and transactions. After the rebuild completes, run another system analysis and compare the results. If the number of patrons, items or transactions has changed, contact Technical Support. For more detailed information, see our Tech Note about Rebuilding found here.
What barcode symbology does Alexandria use?
Alexandria uses Code 39, or Code 3 of 9, which is one of the most common barcode symbologies. Alexandria will read other symbologies such as Follet Interleaved 2 of 5 and Codabar. Some symbologies are available with check digits, however, with modern equipment, the number of misscans has been dramatically reduced to the point that check digits are no longer necessary and may prevent you from taking full advantage of Alexandria’s advanced functions.
Please choose Code 39 or Code 3 of 9 without MODs or check digits whenever possible.
How do I install a client machine?
There are three ways to install Alexandria on a client computer. The preferred method of installing a client is through a web browser. To do this, you will first need to find the IP address of your DataStation (also known as the server).
You look for the IP address of your DataStation when you start Alexandria on your server. It is generally the 4th line down in the Log window. Look for the line that reads, ‘TCP/IP is active, IP address is: (IP address here).’ Write this number down and go back to the client machine.
Open your web browser on the client machine. Where you would normally enter the web address or URL, type ‘http://x.x.x.x/install’ (X’s representing each of the 4 digits in your IP address) if you are running Windows 98, 2000, XP or OSX. If you are installing on OS9, then you need to type ‘http://x.x.x.x/install_mac.’
The second method of installation is to copy the installers onto a floppy disk or network drive directly from the Data Station (or Alexandria Server). Find your Alexandria v5 Folder and open the Installers folder located there. Copy the entire LWS or RWS folder for the appropriate operating system (Windows or Macintosh) to your floppy disk or network server. On the client machine where you want the program installed, copy the LWS or RWS folder that you copied to the floppy or network server to the local hard drive. Open the folder and run the application. The program will connect to the Data Station and download all the application files needed to run the client version of Alexandria.
The third and final method is to enable File sharing on the DataStation and then copy the RWS or LWS installers from the server directly to the client machine. Open the RWS or LWS folder and double click the application. The program will connect to the Data Station and download all the application files needed to run the client version of Alexandria.
More detailed information on installing a 5.44 Librarian or Research Workstation can be found here.
More detailed information on installing a 5.43 Librarian or Research Workstation can be found here.
Repeat the process on all machines where you would like to run the client application.
Repeat the process on all machines where you would like to run the client application.
Why won't my LWS connect to the data station?
For Macintosh computers running OS 9.xx, one reason may be that in your control panel, TCP/IP properties, “Load only when needed” is checked. This should be unchecked on your Data Station and your Librarian Workstation. In addition, your network must be up, your Data Station must be running, and your Data Station must have a static IP address. A static IP address, sometimes called a fixed IP address, is an IP address which is not dynamically assigned by a DHCP server and will never change. If you have an IP address assigned by a DHCP server, the address may change from time to time and your clients, which were configured to connect with your previous IP address, will not find your Data Station if this happens.
For Windows users, you also must have Alexandria running on the Data Station, have your network set up, and you must have a fixed IP address in the TCP/IP properties of your Data Station.
What are the requirements for Alexandria?
Alexandria 5.5 Recommended System Hardware for Data Stations & Librarian Workstations
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Macintosh OS 10.2.8 or higher
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Macintosh OS 10.2 or higher
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Windows
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G3 or G4
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G3 or G4
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Pentium III or Pentium IV, 500 MHz
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CarbonLib 1.6 - REQUIRED
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256 MB RAM or more recommended
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Windows 98 Second Edition or higher
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256 MB RAM or more recommended
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Min. resolution 1024x768, 256 colors
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256 MB or more recommended
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Min. resolution 1024x768, 256 colors
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Min. resolution 1024x768, 256 colors
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New Recommendations for Researchers
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Macintosh OS 9.1
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Macintosh OS 10.2 or higher
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Windows
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G3 or G4
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G3 or G4
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Pentium III or Pentium IV, 500 MHz
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CarbonLib 1.6- REQUIRED
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128 MB RAM or more recommended
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Windows 98 Second Edition or higher
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64 MB RAM or more recommended
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Min. resolution 1024x768, 256 colors
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64 MB (128 MB for XP) or more recommended
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Min. resolution 1024x768, 256 colors
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Minimum resolution 1024x768, 256 colors
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*Click here for Central Union Hardware Recommendations
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Alexandria 5.5 recommendations for Data Stations & Management Workstations
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Macintosh OS 10.2+
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Windows
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Mac G4+
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Pentium IV
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512 MB RAM
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Windows 2000, XP, or later
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1024x768 monitor resolution
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512 MB of RAM
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1024x768 monitor resolution
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Alexandria 5.5 Requirements for Researchers
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Macintosh OS 10.2 or higher
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Windows
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G3 or G4+
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Pentium III or Pentium IV, 500 MHz
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128 MB RAM or more recommended
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Windows 2000, XP, or later
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1024x768 monitor resolution
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128 MB of RAM
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1024x768 monitor resolution
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How do I stop Alexandria from rebuilding after every crash?
Alexandria must rebuild after a crash to examine your data for corruption. The real objective should be to stop the crashes so that the rebuild does not need to run. If you are experiencing frequent crashes on your Alexandria Data Station, please contact COMPanion Technical Support at 1-800-347-4942.
I just got this new disk from my book vendor. How do I import it into Alexandria?
The first thing you want to do is insert the disk into the floppy drive. Click File and then Import. If you are using a Macintosh, the purple Import window should appear. If a second window (prior to 5.44 Rev D) does not automatically open, click on the red plus sign in the lower left hand side. Once the second window opens, click the pull-down menu at the top of the screen and choose your Desktop. Find the vendor disk (usually labeled “untitled”) and open it. You should see a file labeled MicroLif.001. Highlight that file and choose Open. You will then get the Data Import screen again and can check the Item Settings tab to make sure everything is correct.
If you are using a PC, the purple Import window will appear. If a second window does not open, click on the red plus sign in the lower left hand side. Once the second window appears, choose ‘3 _ Floppy A:’ from the Look in field. A file labeled MircroLif.001 should appear. Highlight that file and choose Open. You will then get the Data Import screen again where you can check on the Item Settings tab to make sure everything is correct. If your vendor sent you the file via email, then you can just save the file to your desktop and follow the same steps except use the Look In box to show your desktop.
For most imports, the only setting which may need to be adjusted is the Starting Item Barcode. If the vendor did not assign barcodes to your books, then ensure the Starting Item Barcode is set correctly. Click on the green play button or the Start Import button to continue with the import process. An archive will be created and your items imported.
I backed up my data last night and when I started the computer this morning, it asked me for my registration codes and now I no longer have items or patrons!
During the process of your backup, you moved your Data folder out of the Alexandria v5 folder. Most frequently your Data folder will be sitting on your desktop.
To get it back you will need to first shut down Alexandria, and delete the new data folder the program created when it asked for your registration code. To make sure the data folder you are deleting is empty you can either get info on or view the Properties on the folder. If the Data folder is under 1.1MB in size simply drag the folder to the Trash or the Recycle Bin. Next, move the Data folder that is on your desktop back into the Alexandria v5 Folder. Restart the program and it should no longer ask you for registration information. You should now have all your patrons, items, and circulation restored on your Data Station.
If the folder is not on your desktop, you should be able to copy it off your backup and place it back into the Alexandria v5 Folder.
If you have questions or problems, please contact COMPanion Technical Support at 1-800-347-4942
Where in the program do I go print the barcodes?
It depends on whether the item is already catalogued in the Database or not.
•If the items are in the system, go to Report – Item Reports – Report name: Barcode Labels – Format: Laser Labels – Sort by: (any selection in the list) – Select by: (your choice).
•If the items are NOT in the system, go to Reports – Special Reports – Report name: Custom Barcode Labels – then sort by any selection in the list. Select by either Barcode Range for a range of barcodes, or Barcode List for barcodes not in order.
After clicking Print, the barcodes will display in a word processor format and can be modified before printing. Be aware that such modifications may affect the placement of the barcodes when printing on a stock label. Once the report is set as desired, choose Print from the File menu and click OK to send the document to the printer.
On Macintosh, if the barcodes print as big numbers rather than a scannable barcode, check your printer settings. You need to disable background printing so that “foreground only” is selected. This option is generally found in the print dialog that pops up after you go to File and Print. Make sure you save the settings to your printer so that this does not happen again on your machine.
How do I back up my Data?
FFor Macintosh users Running 5.44.X (Pre 5.5):
Your entire collection, including items, patron, and circulation information, is contained in the Data folder, which is located in the Alexandria v5 Folder. By default, the Alexandria v5 Folder is found just inside your Macintosh Hard Drive on the Data Station.
NOTE: IN VERSIONS BEFORE 5.43, THE DATA FOLDER WAS CALLED ALEXANDRIA DATA.
Please follow these instructions to create a backup:
•Go to the Data Station.
•Quit Alexandria.
•Open your Macintosh Hard Drive.
•Open the Alexandria v5 Folder.
•Hold down the Option Key and drag the Data folder to your storage media.
Your entire collection including items, patron, and circulation information, is contained in the Data folder. This Data folder has been moved in this version (For Mac’s only).
For Macintosh users Running 5.5
Please follow these instructions to create a backup:
•Go to the Data Station.
•Quit Alexandria.
•Open your Macintosh Hard Drive.
•Open the Users folder. Inside the Users folder is a shared folder, then a library folder, Application Support, Alexandria Support, and Data. This is the folder that contains all your Alexandria information.
•Hold down the Option Key and drag the Data folder to your storage media.
NOTE: HOLDING DOWN THE OPTION KEY WILL COPY THE DATA TO THE MEDIA RATHER THAN MOVING IT. THE SAME OPERATION CAN BE ACCOMPLISHED BY HIGHLIGHTING THE DATA, CLICKING DUPLICATE UNDER THE FILE MENU, THEN DRAGGING THE DUPLICATE COPY OF THE DATA FOLDER TO THE STORAGE MEDIA.
Other folders that you might consider backing up include the Log folder and the Bulletin Board folder. The Log folder contains text file logs of all actions and transactions done in Alexandria. The Bulletin Board folder contains all the maps and bulletin board items.
For more detailed information on backing up Data on a Macintosh, see here.
For Windows:
Your entire collection including items, patron, and circulation information is contained in the Data folder, which is located in the Alexandria v5 Folder. By default, the Alexandria folder is installed to the following path, C:\Program files\Alexandria v5 Folder on the Data Station.
NOTE: IN VERSIONS BEFORE 5.43, THE DATA FOLDER WAS CALLED ALEXANDRIA DATA.
Please follow these instructions to create a backup:
•Go to the Data Station.
•Exit Alexandria.
•Go to My Computer.
•Open the C: drive.
•Open the Program Files folder
•Open the Alexandria v5 Folder.
•Copy the Data folder to your storage media.
Other folders that you may consider backing up include the Log folder and the Bulletin Board folder. The Log folder contains text file logs of all actions and transactions done in Alexandria. The Bulletin Board folder contains all the maps and bulletin board items.
For more detailed information on backing up on a Windows machine, see this link.
How do I download the latest update?
In Alexandria go to File and then Utilities. Change the Utility Type to Updates and the Operation to Get Updates.
You can also download them from our website, http://www.goalexandria.com.
Why don't I have color anymore?
This problem only occurs in Alexandria v3. It normally happens when you switch from 256 colors to high color 16.
Why is Alexandria asking me to register again?
The Data folder has been moved, renamed, or there is another file buried inside one of the folders in the Alexandria v5 Folder. Please contact COMPanion Technical Support at 1-800-347-4942. Also See this Link for more information on registration.
Will I get an Update CD in the mail?
Due to the large number of updates made to Alexandria each year you will not receive an update CD unless you request one from us either by email support@companioncorp.com or phone 1-800-347-4942.
You may also download the latest update from our web site, http://www.goalexandria.com.
If you request a CD by email, please include your Alexandria serial number, your name and your address.
To locate your Alexandria serial number, run the System Analysis report. To run the System Analysis, from the Data Station, click on Reports and then Special Reports. Change the Report Name to System Analysis and click on Print. The report will print to screen, but for convenience it may be helpful to print the report by clicking on File and Print.
I just purchased Alex Web and I can't get it to come up on my web browser.
You must first re-register Alexandria with your new product codes to enable Alexandria Web.
For Windows Users:
To bring up the registration window on a Windows data station, double click on the Alexandria icon and then hold down the CTRL (Control) key, located on the lower left corner of your keyboard.
For Macintosh Users:
To bring up the registration window on a Macintosh data station, double click on the Alexandria icon and then hold down the Command key (also known as the Apple key), located on the lower left corner of your keyboard.
What if my Data stations IP address has changed, how do I make the clients reflect this change?
This is called the M&C command. If you want to change the IP address of your clients, simply restart the Alexandria client and hold down M&C before it starts. This will bring up a window that will allow you to change your IP address.
In Alexandria 5.5 we have introduced a new feature called Rendezvous. If your Data Station’s IP address changes, the Alexandria Librarian or Researcher stations will automatically search the network for the Data Station at the new IP address.
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Copyright ©2006 COMPanion Corporation. All rights reserved.
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