Papyrus Version 5
Released September 2014
Revision 0.3
Version 5 has had many changes done to the program based on two years of feedback from users from
all different types of libraries. The changes done minimize any changes that would remove functionality
and maximized additional functionality. Many of the changes are a result of similar support requests or
functions in the program that require better explanation or ease of use.
How to Upgrade Papyrus 4 to Papyrus 5
Read through all the steps before you complete the upgrade.
The Library or the Organisation is responsible for their data
The most important part of Papyrus is the security of the data. Parity Software does not take
responsibility for the backup and storage of the papyrus database.
Locating the Papyrus Database
In version 4, the default location of the Papyrus Database was either
c:\Program Files\Papyrus4\Data\PAPYRUS.MDB for Microsoft Windows XP or
c:\Program Files (x86)\Papyrus4\Data\PAPYRUS.MDB for Microsoft Windows 7, 8, Server 2008, 2012
However, some libraries have placed their database on a server, which us usually a shared drive or a
UNC path to a \\SERVER\SHARE , where SERVER is the name of the file server and SHARE is the shared
folder on the server.
Once this file has been located, you can check the date of the file which will show when it was last used
and check the size which should be more than a few MBs and is typically around 10MB for a small library
to 200MB for a large library.
Backup the database
This is the most important part. Please use the services of an IT company to secure your database on a
separate device. You should have daily backups and at least three independent copies of the database
at any stage. In other words, don’t make a copy on the same USB stick or disk drive and keep it in the
same place as your database.
If in doubt, you may contact us and use our services to secure your database. Our rate would be R 800
to connect to your Papyrus system, backup the database and transfer to our server for safe keeping.
Do the backlup before you install Papyrus version 5
Install Version 5
Download the new Version 5 from the web site www.papyrus.co.za. Install the program. The default
location for the program will be
c:\Program Files(x86)\Papyrus5
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A sample database will be installed in the location
c:\Papyrus Data\PAPYRUS.MDB
Start Papyrus and Change the Database
If your database is on your workstation, copy the backed up database PAPYRUS.MDB into the new
C:\Papyrus Data\Folder
Start the Papyrus version 5 Program
If you have copied the correct file, it will tell you the name of your Organization on the opening screen.
If it doesn’t but shows Demonstration Version, you are not pointing to the correct database and will
need to select change location:
Once you have selected the correct database, it will upgrade to version 5.
Request the new registration number
Once Papyrus is working, select Parameters, Global and send a registration request so that we can send
you the new registration number for version 5.
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Changes to Version 4
Contents
How to Upgrade Papyrus 4 to Papyrus 5 .................................................................................................. 1
The Library or the Organisation is responsible for their data ................................................................ 1
Locating the Papyrus Database ............................................................................................................ 1
Backup the database ........................................................................................................................... 1
Install Version 5 ................................................................................................................................... 1
Start Papyrus and Change the Database .............................................................................................. 2
Start the Papyrus version 5 Program .................................................................................................... 2
Request the new registration number ................................................................................................. 2
Changes to Version 4 ............................................................................................................................... 3
Startup Screen......................................................................................................................................... 4
Parameters.............................................................................................................................................. 4
Parameters Global ............................................................................................................................... 4
Parameters, Publication Types ............................................................................................................. 5
Parameters Member Types.................................................................................................................. 5
Parameters, Privileges ......................................................................................................................... 5
Parameters, Users ............................................................................................................................... 5
Issues and Returns................................................................................................................................... 5
Member Management ............................................................................................................................ 6
Routines .................................................................................................................................................. 6
Routines, Member Categories ............................................................................................................. 6
Routines, Upload Issues ....................................................................................................................... 6
Info ......................................................................................................................................................... 6
EasyCAT .................................................................................................................................................. 6
Menu Bar ............................................................................................................................................ 6
EasyCAT, Downloads............................................................................................................................ 7
EasyCAT, Deleting Stock....................................................................................................................... 7
Maintenance ........................................................................................................................................... 7
Maintenance, Merge BRNs .................................................................................................................. 7
Bugs .................................................................................................................................................... 8
BESPEAKS ................................................................................................................................................ 8
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OPAC ....................................................................................................................................................... 8
Search Terms ....................................................................................................................................... 8
Drag and Drop ..................................................................................................................................... 9
Financial ................................................................................................................................................ 10
Fine Management ............................................................................................................................. 10
Reports ................................................................................................................................................. 10
Search Terms ..................................................................................................................................... 10
Reports, Statistical ............................................................................................................................. 10
Stats ...................................................................................................................................................... 10
Textbook Management ......................................................................................................................... 10
Overview ........................................................................................................................................... 10
Cataloguing a Textbook ..................................................................................................................... 11
Adding multiple stock items............................................................................................................... 11
Issuing Stock using Front Desk ........................................................................................................... 12
Issuing Stock using Routines, Textbook Management ........................................................................ 13
Selecting Members ........................................................................................................................ 13
Selecting a Textbook ...................................................................................................................... 13
Selecting a return date................................................................................................................... 13
Issuing Textbooks .......................................................................................................................... 13
Returning Text Books ..................................................................................................................... 13
Startup Screen
Information on the number of items in the catalogue and members are displayed in the bottom left
corner of the screen
Close button removed from the top right hand corner
Version only 2 digits
Parameters
Parameters Global
Three additional email addresses added: IT Email, Accounts Email, Alt Email
Menu Option “Papyrus Server Routines” has been renamed to “Registration Information”
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The Update Contact Details sends through this information to Papyrus.
Registration button is sent through to Papyrus
Help button is moved to the last button on the menu bar
If the Papyrus Cloud Backup option is not selected, a warning message is given
Displays the backup queue size
Parameters, Publication Types
If -1 is entered for quota, the quota is set to unlimited or blank
If -1 is entered for lending fee, the lending fee is set to blank
A new field called Maximum Fine has been added. The fine due on a book of this publication type will
not exceed this value if a value has been set.
The button “Display the number of each type will give the statistics of each type
Parameters Member Types
If -1 is entered for quota, the quota is set to unlimited or blank
If -1 is entered for lending fee, the lending fee is set to blank
A new field called Maximum Fine has been added. The fine due on a book of this publication type will
not exceed this value if a value has been set.
The button “Display the number of each type will give the statistics of each type
Parameters, Privileges
A new field called Maximum Fine has been added. The fine due on a book of this publication type and
member type will not exceed this value if a value has been set. The value can be cleared by entering a 1.
A renewal period has been allowed which differs from the loan period.
Parameters, Users
A new security option has been added called MANAGER. This will be ticked for all BACKOFFICE users
when converting to version 5. If a user has this option ticked, the user may modify system Parameters.
Untick this for users that may not have access to these functions, but have access to the other
BACKOFFICE functions such as Cataloguing.
Issues and Returns
Fines are now limited by the Maximum Fine in publication types, members types and privileges.
If a book is renewed, a record is kept of when it was renewed and is displayed on the screen.
Renewal period from privileges is used if the item is renewed.
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A Members Notes section has been added. This allows a note to be added to the members file. Date
and time, workstation and library user is recorded with the note.
Passwords for Bespeaks and Issues over the limit are now hidden
A book that is overdue cannot be renewed. The book must be returned, a fine calculated and then
reissued.
Member Management
A Members Notes section has been added. This allows a note to be added to the members file. Date
and time, workstation and library user is recorded with the note.
Routines
Routines, Member Categories
A new screen has been added which allows the library user to browse through member types and
change the Member Type and Category. This helps finding members in a member type that may be
allocated to the wrong category. In addition, a filter can be set on the member type or the category.
Remember to click the save button after changes are made.
Routines, Upload Issues
A facility has been added to upload the items issued in a library. A library user can enter their surname
and member number or email address to find out what books they have issued to them, when they are
due.
Info
In the previous version, it was possible to enter a barcode which was the same as the accession number
of another item. This would confuse the system when issuing or returning an item. In the Info menu
option, an “Invalid Barcodes” option displays all the conflicting items.
EasyCAT
Menu Bar
The menu tool bar has been rearranged to provide better logical ordering
Book Covers are now available. Click the “Book Cover” tab and press the search button. Two sources
for book covers will be used – Open Library and Amazon. Double click the book cover to save it.
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EasyCAT, Downloads
Links have now been provided for access to the Library of Congress Catalogue in addition to the title and
ISBN search options.
After processing a downloaded item, there is now a link to EasyCAT to see the catalogued item.
EasyCAT, Deleting Stock
Multiple stock items can now be deleted at once. If the entire rows are marked, the each accession
number will be deleted and moved to the stock audit file. First, a warning message is displayed
indicating the number of stock items that will be deleted. An error will be shown for items that are
currently issued.
Maintenance
Maintenance, Merge BRNs
Duplicate BRNs can now be found more easily. An option to find the primary BRN using OPAC and a
copy BRN using OPAC makes the process simpler.
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By selecting multiple rows, a group of duplicate BRNs can be merged into the primary BRN.
Bugs
Sometime a fine is calculated for an item returned before its due date. These have been set to zero.
When items were expanded in OPAC, Accession numbers were not always added to the expanded node.
BESPEAKS
The Category of the member has been added to the grid.
Under the filter button, a list of Available items can be listed
These can be emailed to one or all members or printed on a report.
The shelf of the item has also been added to the list
OPAC
Search Terms
All terms are recorded now recorded. Details kept are the search term, the search type (Title, Author,
etc) user, computer, returned results, search time.
These can be viewed using the Reports, Search Terms screen. The date range is the last month by
default but can be set to any range. A detailed report or a summary report giving totals for each term
can be selected. Also, the results can be exported to Excel.
A message has been displayed showing that items can be dragged to the selected area at the bottom of
OPAC
If the “Show Issues” option has been set on a workstation using the Parameters, Workstation Options,
then the Member’s name, member number, Member Type and Category
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This “Show Issues” option is by default switched off because of General Public Privacy options. This
option is saved by workstation and therefore can be switched off on Public Library OPAC workstations
but switched on for Librarians’ workstations. If you wish to override this for all workstation irrespective
of the setting for the workstation, this may be done by changing the “Show Issues” option in
Parameters, Global to “Y”
Drag and Drop
Only Titles are now added to the selection list. If the search tree is expanded, only the nodes that are
under expanded nodes are added to the list. So the OPAC user can determine how much is added to the
selected list. A third column showing the related authority which linked the title is added for reference.
Clearer explanations have now been added to the selection area of OPAC
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There are now two clear options. One which clears the complete selected list and the second which
clears only the selected or checked items.
Financial
Fine Management
Some institutions use an external fine collection facility such as an accounting system. In the Financials,
Clear All Fines a new facility is available. First a return date must be selected. The default is three
months back. This would select fines which were generated for books up until that date. The second
selection would be the Member Type which would then list all the members in that Member Type who
have outstanding fines. A total is displayed.
A detailed or summary report can be printed. The detailed report includes the items that attracted fines
when returned.
In addition to the reports, the summary can be exported to Excel which includes the Account Number
found on the member’s financial tab.
By clicking the Clear Fines button, after a double confirmation, the fines for the members in the Member
Type selected are cleared up until the Return Date selected. Each fine is receipted in the normal way so
that a full audit of the fines can be produced.
Reports
Search Terms
These can be viewed using the Reports, Search Terms screen. The date range is the last month by
default but can be set to any range. A detailed report or a summary report giving totals for each term
can be selected. Also, the results can be exported to Excel.
Reports, Statistical
Looking for Duplicate in MERGE
Volume No in EasyCAT
Stats
Usage – date range and not just 4 years back
Textbook Management
Overview
A new feature has been added to papyrus in version 5. This will give the library/institution the ability to
manage textbooks. Several things are required to manage Textbooks.
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They are usually bought in larger quantities than normal library books. Therefore a large
number of stock items need to be added easily
• They don’t form part of the library accession register
• They don’t usually require barcodes.
• Textbooks need to be allocated to members by Member Type and Category
• Textbooks need to be allocated to students individually
• They have longer loan periods
• The textbooks may have ISBN numbers that could be used as barcodes for issuing and returning.
To enable this requirements to be met, the following procedures must be followed.
•
Cataloguing a Textbook
The textbook is catalogued in the normal way. It may be preferable to add them to a Publication Type
called “Text Book” so that lending privileges can be used to determine the return date for the textbook.
Adding multiple stock items
In the stock tab, a “Textbooks” button has been added. Using the BRN number as a prefix for the
accession numbers for the textbooks, the stock is added in the usual way for normal library books. The
only difference is that barcodes will be the same as the BRN and the number of items must be specified.
Barcodes can be changed if required.
If the book has an ISBN number, the ISBN number will be used for the barcode.
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Once the “Create Textbooks” button is clicked, the books will be created.
Issuing Stock using Front Desk
To issue, either use the BRN number or the ISBN number to issue a textbook to an individual using the
front desk screen. If the member has a textbook that has been issued to them, it will be returned. If
not, the first available textbook will be found with a matching ISBN or BRN number and issued to the
member.
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Issuing Stock using Routines, Textbook Management
Open the screen Routines, Textbook Management. This screen allows you to manage a group of
members by Member Type and in addition by Category.
Selecting Members
Initially all members are displayed. Select the Member type by clicking on the drop down button Filter
By Member Types.
Selecting a Textbook
Select a Textbook by searching OPAC using the Select Textbook button. The BRN, ISBD is displayed on
the right hand side. At the bottom, the total, issued and available stock is displayed.
The Select Members drop down button can select members in four different ways
1. Mark All. This selects all members.
2. Unmark All. This unselects them all
3. Issued. This selects the members that have been issued a textbook
4. No Issued. This selects all members which have not been issued a textbook.
Selecting a return date
Use the Due date to determine when a textbook must be returned.
Issuing Textbooks
There are three ways to issue the selected Textbook
1. Issue to Selected Member. This issues a textbook to the member selected on the grid where the
cursor is positioned. This option allows you to issue more than one copy of the same textbook
to the same member.
2. Issue to all Selected Members. This issues the textbook to all the ticked members.
3. Issue to all Members. This issues the textbook at all the members whether they are selected or
not.
Returning Text Books
Books may be returned using the standard Front Desk. However, there are four ways that textbooks can
be returned using this feature
1. Return Textbook from Selected Member. This returns the textbook highlighted on the grid.
2. Return Textbook from ALL selected Members. This returns the selected textbook from all the
members that have been selected in the member grid.
3. Return Textbook from ALL Members. This returns the selected textbook from anyone who has
been issued it.
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4. Return ALL Textbooks from the selected Member. Any textbook issued to the selected member
in the grid will be returned.
The option to return all textbooks from all members has been specifically excluded.
All the overdue reports work in the standard way with textbooks included in the reports.
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