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Routing Subscriptions

Summary: Recently, we discussed keeping track of subscriptions.  Another aspect of tracking subscriptions is routing them to particular groups of patrons (if desired).  This can be done using the Routes feature of Alexandria.  Although this feature is generally used to circulate publications that might be useful to a particular group, you can also use it to circulate books or other items for review.  Tables of Contents could also be printed and routed.

The first aspect of routes is setting up the default timeframe and instructions to include on the routing slip.  This is done from the Preferences window.

To set route instructions:

·  Select Preferences from the Edit drop-down menu.

·  Change the Library Info drop-down menu to Routes.

·  Leave the Local drop-down menu set to Local.

·  Enter in the text that you would like to have as instructions on your routed items.

·  Indicate the default routing period.  This is the amount of time that the routed item will be checked out to the Responsible patron.

·  Checking Use Simple Routing List will set that as the default format when a routing slip is printed when receiving a subscription.

·  Click Save to save any changes made or Revert to cancel the changes.

The next step is to set up the different routes you plan to use indicating the patrons to include in the route.

To create routes:

·  Click on Routes from the Show drop-down menu.

·  Select New Route from the Routes drop-down menu

·  Indicate the route name using the Route Name field.

·  Type or scan the barcode of the patron to list as the Responsible Patron.  You can use the Lookup button to browse for the patron if you aren’t sure of their barcode number

·  Enter the Route Period if it is different from the default entered in preferences.

·  Use the buttons at the bottom of the Route List tab to remove a patron, add a patron manually, or find  and add a patron.  Clicking on the Add Manual Entry button opens a window allowing you to enter the name and location of the patron to add to the list.  The Find/Add Patron button opens a window you can use to browse for and then add patrons.  A running list is kept until you click Done.

·  The Instructions tab can be used to make any modifications to the default instructions set in preferences.

·  Click Save to save the changes made or Revert to cancel the changes.

Once the routes have been created, you can go to Subscriptions  from the Show drop-down menu and set the routes for the subscriptions you wish to route to teachers, etc. to the appropriate routes.

To add a route to a subscription:

·  Open the Subscriptions window by selecting Subscriptions from the Show drop-down menu.

·  Use the Find command from the Subscriptions drop-down menu to locate the subscription to add a route to.

·  Unlock the subscription record by clicking on the Lock icon.

·  Click on the Item Info tab.

·  Change the Route or TOC Route drop-downs to the appropriate route.  When that subscription is received, the indicate routing slips will be printed.

·  Click on Save to save the changes made to the record or Revert to cancel the changes.

To print a routing slip without receiving a subscription:

·  Select Subscription Reports from the Reports drop-down menu.

·  Change the Report Name drop-down menu to Routing Slip

·  Set the Format drop-down menu to the desired format.

·  Set the Sort by drop-down menu to the desired order to print the information on the report.

·  Use the Select by drop-down menu to indicate the information to be used to create the report. 

We think you will find routes useful to circulate items through a group of patrons who might find the information in the magazine or other item helpful.

Thank you,

The Alexandria Staff Librarians

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