Working with periodicals

Note:
A periodical work is handled somewhat different than other works. A periodical work contains one base expression and one base manifestation that contains the overall title information. It also contains years and issues that are special variants of expressions and manifestations. The years/issues are the ones you can see when you open a work; the base expression/manifestation can be found in the work context menu.

Adding a periodical

Periodicals are added to Quria in the same way as other works, but the work type has to be set as Periodical. When you have added a work, an expression and a manifestation for a periodical, and open the work, you see the buttons Periodical details and View and receive issue under About the periodical. View and receive issue becomes active after adding periodical details. If no periodical details are registered, the Add issue button is available and can be used if you want to add an issue manually.

Click Periodical details to set up the publication pattern, publication plan and subscriptions for the periodical.

Publication pattern

A publication pattern is not mandatory, but can be useful when you expect many issues.

  1. Click on Periodical details
  2. Click the pen to edit or add a publication pattern.
  3. Select a delivery scheme and specify its details, for example Distribut evenly per year or Monthly based on weekday, such as the third Thursday every month except in July.

  4. Numbering: specify the number of issues published during one year in Level 1 – number of instances. You should not add the year here - it is defined later in the publication plan. You can use more than one level for periodicals to reflect volume (Level 1) and number (Level 2). If the numbering should be ongoing use the check box Continuous numbering.

Note:
If you edit the publication pattern for a periodical, you need to regenerate the publication plan to reflect the changes. When you have started to receive issues for a year, it’s no longer possible to regenerate a publication plan.

Publication plan

  1. Click Generate publication plan and fill in the values. When you fill in a year, you will be proposed with January 1 for the first issue and December 31 for the last issue, but the dates will be adjusted in the publication plan according to what you filled in for the delivery scheme. As long as no issues are received for a certain year, the publication plan can be regenerated.

  2. In Start value for level 1 specify which number will be the first number of the year, for example number 1. If a publication uses continuous numbering you need to find out which number will be the first in the new year.

  3. Generate the publication plan.

Note:
At the end of the year, you can run the year end process for periodicals to generate publication plans for the next year. See also: Year end processes

Subscriptions

A subscription needs to be connected to a supplier and a branch. A budget is optional. Suppliers are added under Acquisitions and periodicals on the Configuration page.

  1. Click Add subscription.
  2. Fill in the supplier information.
  3. If you want to, fill in the budget and periods information.
  4. Fill in the location and item information. Selecting a branch is mandatory.
    Item type and Second item type can be used to, for example, prevent the latest issue of a periodical from being borrowed, but as soon as there is a more recent issue, automatically assign it another item type (such as weekly loan). The item types are created under Metadata and items on the Configuration page, and rules are used to control each item type. You can also set if items should be created when an issue is received with the checkbox Register items.

You can get an overview of subscriptions and periods from the Subscriptions tab of the Collections page. You can search for subscriptions, and limit the search result by filtering on organisation, department, supplier, budget and budget periods. You can download the search result by clicking Download as CSV.

See also: Acquisitions and periodicals and Search guide


Receiving issues

Once you have created a publication plan and a subscription, you can start to receive and register issues. Receiving issues requires permission. Users without permission can open the view and see the information.

  1. Click View and receive issues under About the periodical on the work page.

  2. Select the correct numbering for this issue. Based on today’s date, Quria will propose which issue to receive. You can select another issue in the dropdown menu. This dropdown menu with issues includes expected deliery date for the issues.

  3. It is possible to select organisation to limit the list of subscriptions. The selected value remains during the session unless changed. Find the correct branch/subscription and click Register.
  4. If items should be registered, the Add item dialog is presented. Add a barcode and check that the rest of the information is correct.
  5. Click Save.

You now see the item listed on the work page.

In the list of subscriptions, you can also add and edit an internal note on an issue and send manual reminders to a supplier. See: Working with periodicals

Internal notes can aslo be viewedand handled in bulk on the Subscriptions tab of the Collections page.

Unregister a received item

If you accidentally registered an item under the wrong issue, you can unregister it.

  1. Open the Item view and delete the item.

  2. Use View and recieve issue and select an issue from the dropdown menu. Wait a moment until the context menu becomes active, then choose Unregister.

  3. Now you can register the item again.

Manually adding, editing and deleting issues

For publications without a publication plan, you can add issues using the button Add issue on the work page. Then select Add item in the context menu to add the item at hand. The Add issue button is only available if no periodical details are registered.

Sometimes manual changes to a publication plan are needed, for example if two issues are combined into one or if an extra issue is published. Such changes are made by using Manually add issue in the publication plan view or the context menu on the issues to rename or delete issues.

Manual changes to a publication plan will not affect the year end process.

You can edit or delete individual issues using the context menu for an issue in the publication plan or by using the context menu on the issue. If you want to delete an issue you first need to delete items and reservations connected to it.

Deleting a periodical

If you want to delete a periodical you must start by deleting publication plans, subscriptions and items.

  1. Under About the periodical on the work page, click Periodical details.

  2. Delete all subscriptions then click Delete periodical. This button is enabled only when all subscriptions have been deleted.

  3. Return to the work page. Delete the items manually or in bulk in Items. When the last item on an issue is deleted, the issue will be deleted automatically. If this does not happen, you can delete the issue using the context menu on the issue. Reservations need to be handled before you can delete an issue.

  4. Conclude by deleting the work.

Periodical reminders

You can set up reminders for the case when periodical issues have not been received according to the publication plan. A notification will be sent to the supplier regarding the missing issue.

Reminders can also be handled manually by users with permission to recieve and handle issues.

The list of subscriptions shows the latest reminder date, sender and the number of reminders sent. This can also be done in bulk on the Subscriptions tab of the Collections page.

Scheduled job

  1. In the periodical supplier information, that you find under Subscriptions in the Periodical details page, enter how many days to wait after not receiving a planned issue before a reminder is to be sent. Also make sure that there is an email address registered for the supplier under Acquisitions and periodicals on the Configuration page.
  2. Define a notification contact for acquisitions and periodicals under Circulation and notifications on the Configuration page. This is where you add a Sender email - an address to the someone at the library that handles periodicals. If you do not define a specific notification contact for periodical reminders, the default contact will be used.
  3. Check that there is a suitable message text for Periodical reminder under Circulation and notifications on the Configuration page. If not, click Add custom text and add one.
  4. Make sure that the scheduled job Generate reminders for periodicals, that you find on the Admin tab of the Configuration page, is enabled.

Manual reminders

  1. Use View and recieve issue and select an issue from the dropdown menu

  2. Use the context menu on a subscription to send a reminder manually.

Searching for subscriptions

Users with the permission to handle subscriptions in bulk can handle subscriptions and issues on the Subscriptions tab of the Collections page. To handle reminders and internal notes in bulk the permission to handle and receive issues is also needed.

Subscriptions can be filtered on:

  • Active during

  • Start date

  • End date

  • Trial end date

Issues can be filtered on:

  • Status: undelivered, reminded, received

  • Organisation

  • Date periods: expected delivery date, reminder date, recieval date

  • If internal notes exists or not

The search result contains information about the specific issues per subscription. Users with permission to recieve and handle issues, can send reminders and add notes to the individual issues when needed. It is also possible to download the list of issues.