Montana Shared Catalog
Frequently Asked Questions
Assigning Function Keys
Bill Note Field
Bookdrop Check In
Change the Font
Connection Closed by Remote Host
Desktop Setup and Local Toolbar Management
Discard / Delete
Enterprise is Missing Navigational Buttons
Ephemeral Check Out
Everything but SmartPort Works in WorkFlows
Finished Reports Specfied Path Not Found Error
Fix Report Formatting/Page Creep in Word
Function Key Mapping
Holds List - On Shelf Holds Wizard
How to Print Transit Slips
How to Update a PIN in Enterprise
How to Use Offline Mode
Inventory Set Up
Join MSC DISCUSS
Local Toolbar Files
Mark Item Missing
Mark Item Used Wizard
MobileCirc Training Guide
On Shelf Holds Wizard
Partners Policies and Procedures
Resources and Support for New Members
Set up Advanced Search Properties in Workflows
Socket Mobile Scanner Connection - iPad MobileCirc
Tracking Checkout History Info
Who to Contact and When
Standard Cataloging Procedures (Winter Webinar Series)
Workflows New Client 3.5 Install Instructions
Assigning Function Keys
Use this video to better understand how to set up your function keys in Workflows: https://vimeo.com/album/2157082/video/180315021
Some of our libraries have branched out to using their own vendors. Please see this link: http://msl.mt.gov/Statewide_Projects/Montana_Shared_Catalog/For_Members/Barcodes/default.asp if you would like more information on ordering barcodes from the vendor of your choice.
If you are not interested in that information right now you can absolutely still place your order through Watson Label. You still get the minimum order discount as long as you order 5,000 at a time. It doesn't matter if they are item, or patron barcodes, or a mix of both. As long as you hit a total of 5,000 it will get you the best price.
Make sure to tell them you want to continue the number sequence from the last order and let them know the name of your library as it reads on your labels.
When you contact them be sure to include your shipping address and use your name as the PO number. Then they will ship the labels directly to you, saving shipping costs.
Please open a helpdesk ticket to request the information for the consortia contact at Watson Label.
This video will guide you through setting up properties in Workflows.
Bill Note Field:
The Bill Note area seems tricky at first but this video should help you get the properties set up and use it to track billing information for your patrons.
Watch this video, and if you have follow up questions after, please send a response through the ticket system.
Book drop Check in:
Watch this video to learn more about Bookdrop check in.https://vimeo.com/album/2157082/video/179924500
Change the Font:
Watch this video to learn how to change the font in Workflows.https://vimeo.com/album/2157082/video/173942116
This video will explain what you need to do to get started on your end:https://vimeo.com/album/2157082/video/219724397
These videos will help you set up your properties in Workflows
Here is a link to the video on using the Claims Returned Wizard:
The User Claims Returned wizard is in place for instances when a patron says they turned something in but it is still on their card.
It marks the patrons record to say that they brought it back.
Look up the user or enter the barcode.
It lists everything the patron has checked out.
Select the gadget next to the item you are claiming returned. It will bring up a window and will default to the date you clicked the button, and mark ok. Then click the button on the bottom that says Mark Item Claims Returned. On the right it will say "Record Updated" so you know the claims returned date was accepted.
If you mark the item with a day that is after the due date, it will create a 'phantom fine' It will look like the patron has a fine but will not show up in the pay bills wizard. If that happens, go back to the item in the claims returned wizard and select an earlier due date.
It will not take items off of the users record. You will see them in Display User, but the patron will not get notices for them because they have been claimed returned.
In the summary under display user there is a tally of times a patron has marked something claims returned. it wont block them or change anything. It is just for your own records.
If you find the item on the shelf, to remove the books from claims returned turn it in. To lower the number on the tally, go to modify user. Open the privilege tab and edit the times claimed returned.
These books will sit in claims returned until they are returned or removed from the system.
This video should help you to set up your receipt printer:
This one should help you to configure your receipts in Workflows:https://vimeo.com/album/2157082/video/190169362
Connection Closed by Remote Host:
The message “Connection closed by remote host” means that the WorkFlows client has lost connection to the Symphony Server.
If all machines are getting this message simultaneously, then it is likely an issue on your network whether it be with your router or a firewall configuration. Contact your IT department or Network/Internet provider in this case.
If you are getting this message randomly and only on one or a few workstations throughout your library, it could be caused from a power management setting on the PC.
Procedure for disabling the "NIC Power Save Mode" of the NIC/Network Adapter:
1. Click Start, right click on Computer and choose Properties.
2. Click Device Manager.
3. Navigate to your NIC/Network Adapter, right click on it and choose Properties.
4. Choose Power Management tab.
5. Be sure to uncheck "Allow the computer to turn off this device to save power"
6. This may require a restart to take effect.
Create a weeding list in Workflows:
This video gives a full totorial for creating weeding lists in Workflows: https://vimeo.com/album/2157082/video/180342850
Desktop Setup and Local Toolbar Management:
This video will show you how to set up your Workflows Desk top and to get around in Local Toolbar Management
Discard / Delete:
This video explains how and when to discard and delete in materials in Workflows.
Enterprise is missing navigational buttons:
If your Enterprise is missing navigational buttons, there is a good chance you are running it in a browser that is using compatibility mode. This Video will explain why this happens and how to fix it.
Ephemeral Check Out:
Watch this video to learn more about using Ephemeral Check Out.
Everything but SmartPort works in WorkFlows:
First check OCLC's system alerts page to determine that OCLC is not experiencing an outage.
If OCLC is up and everything in WorkFlows works except for SmartPort you or someone on your IT staff needs to make sure port 210 is open.
Finished Reports Specfied Path Not Found Error:
Here is a handy video to show you how to resolve this error: https://vimeo.com/album/2157082/video/141574079
This means that Workflows reports session properties are not set correctly on the workstation for locating the "path" to the application used to view reports.
1. Go to Reports then open the Session Settings wizard.
2. At the very top of the screen, use the gadget next to “Application to view reports” to open the Windows explorer window.
3. Click on “Computer” and navigate to the drive (usually Local Disk C:\) and then folder(s) to where the preferred application is located.
For example; to use “Wordpad” in Windows 7, the path would be C:\Program Files\WindowsNT\Accessories\wordpad.exe. The path to “Notepad” is usually C:\Windows\notepad.exe. The instructions are the same for Mac workstations but with different file structure and file names.
You can use any text editing or word processing software, such as; MS Word, Open Office, Notepad++, that may be installed on the workstation. The path to that software must be correctly identified in the Session Settings.
After selecting the path to the application you wish to use, click ‘OK’ on the windows gadget and then “OK” again for the session settings wizard. Remember to click “Yes” when closing workflows and you’re prompted to save changed properties.
Fix Report Formatting/Page Creep in Word:
If you have the Reports module open, close it before changing the settings.
1. Go to Reports > Session Settings
2. About half way down, under Format Page, set the Page length to 63, Page lidth 83, Top margin 2, Bottom margin 2.
3. Click OK at the bottom.
4. Next time you close workflows, it will ask you if you want to save properties changes--say YES.
5. Go to Finished Reports, choose a report and select VIEW.
6. In the pop-up, uncheck "View log" and select OK.
1. When the report opens, hit Control + A to select all.
2. Change the font to Courier New 10 (usually the default is 10.5 and that will not work!).
3. At the top of the page, select the Page Layout tab.
4. Click on Margins and choose Narrow from the drop-down menu.
These settings will make line and page breaks work correctly in Workflows reports opened in Word.
Function Key Mapping:
To map function keys to wizards, right-click a toolbar in the Local Toolbar Files (or Customized Toolbar Files) pane, and click Function Key Mapping. Use the Function Key Mapping template as follows.
•To map the basic function key, clear the Shift and Alt check boxes. In a function key box, such as the F2 box, select a wizard from the list. Only previously unmapped wizards will appear in the list. The lists are refreshed as new function key assignments are made.
•To map a function key plus SHIFT key combination, select the Shift check box, and in a function key box, select a wizard from the list.
•To map a function key plus ALT key combination, select the Alt check box, and in a function key box, select a wizard from the list.
•To map a function key plus SHIFT and ALT key combination, select the Shift and Alt check boxes, and in a function key box, select a wizard from the list.
After making selections for function key mappings, click OK to save your changes.
When mapping function keys, it is important to consider the following:
•The following function keys and key sequences cannot be mapped: F1 (Help button), F6, F8, F10, SHIFT+F10, and ALT+F4. These function keys/sequences are reserved for Windows functions.
•To use a mapped function key, press the function key alone or while simultaneously pressing the SHIFT or ALT to begin a wizard.
•When you open the Function Key Mapping template from the Preferences menu, if there are conflicting mappings, a conflict message displays. You can choose to correct the key mapping or not.
To modify a wizard group, point to the wizard group on the toolbar in the Local Toolbar Files (or Customized Toolbar Files) pane, right-click, and select Modify. A window opens where you can modify the group wizard attributes, including the group name, display name, balloon help, flyby help, toolbar image, and function key mapping.
To modify a wizard, point to the wizard on the toolbar in the Local Toolbar Files (or Customized Toolbar Files) pane, right-click, and select Modify. A window opens where you can modify the wizard attributes, including the aliased wizard name, display name, balloon help, flyby help, toolbar image, and function key mapping.
After copying a wizard group or wizard to the clip-board, point to where you want the wizard group or wizard copied to, right-click, then select Paste. If the wizard group or wizard already exists on the toolbar, you are not permitted to paste a duplicate copy.
If you attempt to paste a wizard to a toolbar that has a conflicting function key mapping assignment, the Function Key Mapping template will open and display a mapping conflict message. You can choose to correct the key mapping or not. In either case, the wizard will be saved to the toolbar.
- Paste After, Paste Before, and Paste Under
To move a wizard group or wizard, point to the wizard on the toolbar in the Local Toolbar Files (or Customized Toolbar Files) pane, right-click, then select Remove in the shortcut menu. Move the cursor to where you want the wizard to be pasted, right-click, then select Paste After, Paste Before, or Paste Under. Paste Under is for wizard groups only, and can paste the group under another group node if desired.
If you attempt to paste after (before or under) a wizard to a toolbar that has a conflicting function key mapping assignment, the Function Key Mapping template will open and display a mapping conflict message. You can choose to correct the key mapping or not. In either case, the wizard will be saved to the toolbar.
To remove a toolbar, wizard group, or wizard, point to the toolbar (wizard group or wizard) in the Local Toolbar Files (or Customized Toolbar Files) pane, right-click, then select Remove. You cannot remove toolbars, wizard groups, or wizards from the Delivery Toolbar Files pane.
If you try to remove a toolbar that is presently being used as the current toolbar, the client will display a warning message, and the toolbar file will not be removed.
To save a toolbar to another directory, or with another name, point to the toolbar in the Local Toolbar Files (or Customized Toolbar Files) pane, right-click, then select Save As. The Toolbar Management: Select File window opens where you can select a directory and new file name, then click Save. Clicking Cancel exits the window without saving your changes.
Holds List - On Shelf Holds Wizard:
The method of getting a holds list, by logging in as ‘circ’ is no longer available. If you were using this process and can no longer access your holds list, you will need to transition to using the Onshelf Items Wizard.
First, check to make sure you have the Onshelf Items Wizard in your holds group among your other holds wizards. If you already have it, you need to make sure to set up your properties to ensure it displays to your specifications. Be sure to look at both the behavior and helpers tabs.
This video will walk you through using the Onshelf Items Wizard: https://vimeo.com/album/2157082/video/132221461
If you look at your holds wizards and do not find the Onshelf Items Wizard you will need to add it to your Local Toolbar in Workflows. This video will show you how to use Workflows Toolbar Management for that purpose:
If you have more than one station using the Onshelf Items Wizard, you will need to make this change on every station that uses it.
1. Click on Preference at the top of the screen and choose Desktop > Current Toolbar > Local Toolbar Management
2. You should see three columns. If the right column has Circulation in it, click on the + sign next to it to expand it.
3. If Circulation is NOT in the right column, right click on it in the left column and select "Copy to Local". Now that it is there, use the + sign to expand/open it.
4. In the right column, use the + to open Circulation, and then open Holds (there will be a tiny lock next to Holds)
5. You will see the Onshelf Items listed under holds. Right click on it and select Copy.
6. In the right column, choose where in circulation you want the Onshelf Item Wizard to appear. Most people like it to be at the bottom of their common tasks. To put it there, right click on Paying Bills and select "Paste After"
7. You should see the Onshelf Items Wizard appear in the right column list.
8. Click Close.
How to Print Transit Slips:
Right click on the Checkin wizard. Select properties. At the bottom under “Allow – Configure Properties”, check the box next to the “Print Transit Slips” button. Now click on that same button to bring up the “Set Properties” window. Make sure there are fields selected in the “Receipt fields” box. If not, open the “gadget” to the right of that box and select some data fields to put there. You can add free text to the header or footer if you want but not necessary. Click OK, then OK again. Do the same thing with the “Trap Holds” wizard and the “Pending Transits” and “Receive Transits” wizards. When closing Workflows later on, make sure to select “Yes” when prompted to save properties changes.
How to Update a PIN in Enterprise:
A patron may update their pin number in Enterprise by logging into Enterprise with their card number and the generic pin.
In MY ACCOUNT under PERSONAL INFORMATION there is a tab that says CHANGE PIN
Input the current genaric pin then the new pin. Confirm the new pin and click UPDATE.
How to Use Offline Mode:
This video explains how offline mode works and how to use it.
Inventory Set Up:
Read through Inventory Guidelines located at http://libraries.msl.mt.gov/learning/statewide__projects/montanashared_catalog/collection_management
There are some questions for you before you begin working on inventory.
-Do you want to reset your last inventory date to NEVER and times inventoried to 0 or do you like to keep a history of your inventory?
-Do you want us to run a report that marks all checked out items as inventoried or do you prefer to catch those as they come back to your library?
Please let us know the answers to the above questions so that we can get your inventory set up for you before you begin scanning.
Join MSC DISCUSS:
We use Google Groups to manage our discussion groups. There are eleven (11) discussion groups used by the Montana Shared Catalog (MSC). The groups are:
Group Name: Description:
msc-4rivers 4 Rivers Sharing Group
msc-bridgernet BridgerNet Sharing Group
msc-discuss General Discussion Group
msc-exec Executive Committee Discussion Group
msc-cmc Content Management Committee Discussion Group
msc-largepublic Large Public Library Discussion Group
msc-mcps Missoula County Public Schools Sharing Group
msc-mediumpublic Medium Public Library Discussion Group
msc-partners Partners Sharing Group
msc-schools Schools Discussion Group
msc-smallpublic Small Public Library Discussion Group
msc-special Special Library Discussion Group
msc-techservices Technical Services Discussion Group
Note #1: To use these instructions with a discussion group other than the "msc-discuss" General Discussion Group, simply replace the "msc-discuss" with the discussion group name you are interested in. For example, in the URL below to access the "msc-discuss" General Discussion Group web site with your web browser, replace the word "msc-discuss" with the word "msc-exec" if you want to visit the Executive Committee Discussion Group web site instead of the General Discussion Group web site.
Note #2: If you are only interested in sending and receiving emails to and from the discussion group, and you NEVER want to access the discussion group via your web browser, then it is not necessary to create a Google account. Please ignore the "Access with Web Browser" instructions, and only use the "Access with Email Client" instructions.
To join the "msc-discuss" General Discussion Group using an email client, send an email to Michael Price requesting you be added to the discussion group. There is no automated method available to join a discussion group. It is structured this way to prevent spammers from joining our groups. All users are managed through the MSC Administration Team.
To leave the "msc-discuss" General Discussion Group using an email client, send an email to:
To send a new message to the "msc-discuss" General Discussion Group using your email client, send a message with the following email address typed in the To: field… and enter your text in the body of the message. Please be sure your Subject: field… is populated also.
To access the "msc-discuss" General Discussion Group web site with your web browser, go to this URL:
Note: Please bookmark this URL in your web browser for easy and convenient access to this site in the future!
If you are logged into a Google account registered with this discussion group, you will have full access to this discussion group.
If you have multiple Google accounts (which is entirely possible), please log in with the Google account that is registered with the "msc-discuss" General Discussion Group.
If you are already logged into a Google account, but are NOT logged into a Google account with an email address that is registered with the "msc-discuss" General Discussion Group, log out and login with a Google account that IS registered with the email address used by the "msc-discuss" General Discussion Group.
If you do NOT have a Google account with an email address registered in the "msc-discuss" General Discussion Group, then create one using the email address with which you are registerd in the "msc-discuss" General Discussion Group.
Once you have created a Google account using the email address with which you are registered in the "msc-discuss" General Discussion Group and have logged into that Google account, you will have full access to the "msc-discuss" General Discussion Group through your web browser.
Local Toolbar Files:
Local toolbar files are saved to the workstation and can only be accessed at that workstation.
In the Local Toolbar Files pane of the Toolbar Management window, you can do the following:
•Change the descriptive name for a toolbar file.
•Copy a toolbar file to the Local Toolbar Files pane. (You cannot copy local toolbars to the Delivery Toolbar Files pane.)
•Add a single wizard, a single wizard group, or a separator to a toolbar file.
•Modify a toolbar file, a wizard, a wizard group, or a separator from a toolbar file.
•Remove a toolbar file, or a wizard group, or a wizard, or a separator from a toolbar file.
•Save a toolbar file with a different name or description.
•Paste a wizard, a wizard group, or separator within a toolbar file or a wizard group using Paste Before or Paste After.
•Move a wizard, a wizard group, or a separator within a toolbar file or a wizard group using the Remove and Paste methods.
When you add, modify, or remove local toolbars, the changes are automatically saved to your workstation only.
- Toolbar Management: Modifying a Toolbar
To modify a toolbar, you must access Local Toolbar Management from the Preference/Desktop/Current Toolbar menu.
- Toolbar Management Operations
- Add Group
To add a wizard group, right-click a toolbar in the Local Toolbar Files (or Customized Toolbar Files) pane, and click Add Group. A window opens where you can define the group wizard attributes, including the group name, display name, balloon help, flyby help, toolbar image, and function key mapping.
Even though any wizard group can be added to the toolbar, you cannot use a wizard unless your access list permits use or you know the override code defined by the SirsiDynix Symphony administrator. Refer to the User Access policy for more information about defining an access list.
To add a new wizard, right-click a toolbar in the Local Toolbar Files (or Customized Toolbar Files) pane, and click Add Wizard. A window opens where you can define the wizard attributes, including the aliased wizard name, display name, balloon help, flyby help, toolbar image, and function key mapping..
Select a wizard from the list in the Wizard text box, and the other field values automatically fill in.
Even though any wizard can be added to the toolbar, you cannot use a wizard unless your access list permits use or you know the override code defined by the SirsiDynix Symphony administrator. Refer to the User Access policy for more information about defining an access list.
To modify a toolbar description, right-click a toolbar in the Local Toolbar Files (or Customized Toolbar Files) pane, and click Change Description. Type a new description in the Enter Description box, then click OK.
To copy a toolbar, right-click the toolbar in the Toolbar Management window. A shortcut menu opens, and depending on which pane you are copying from one of these options will appear: Copy to Local or Copy to Customized. Select an option, and the toolbar will appear in the Local or Customized pane.
If you attempt to copy a toolbar file that already exists in the Customized or Local pane, WorkFlows will display a message indicating that the toolbar already exists, and ask whether or not you want to replace the existing toolbar file. Click Yes or No.
To copy a wizard group or wizard to another toolbar in the Toolbar Management window, right-click the wizard group or wizard to be copied and click Copy. The wizard group or wizard is now on the clip board. Right-click on the toolbar or wizard group to copy to and select Paste from the shortcut menu.
Mark Item Missing:
This video will explain how to use the Mark Item Missing wizard.
Mark Item Used Wizard:
This video will teach you how to use the Mark Item Used Wizard
MobileCirc training guide:
On Shelf Holds Wizard:
On the 29th of June 2017 the process of using the generic CIRC login to access your holds list was discontinued. Everyone will need to use the Onshelf Holds Wizard in its place.
If you don’t have an Onshelf Items Wizard you will need to import it to your Local toolbar.
This is the file path to get to Local Toolbar Management:
Desktop > current tool bar > local toolbar management
At 2:50 this video shows exactly how to move around in Local Toolbar Management: https://vimeo.com/album/2157082/video/180312797
In the three column window you will see Local, Customized and Delivery toolbars.
What you see in your instance of Workflows is controlled by the Local toolbar.
You will need to look in the Delivery toolbar to find the On Shelf Items wizard. It is nested under Circulation and again under Holds.
All of your options within the local toolbar are right click driven.
Right click on the On Shelf Items wizard. Once you have done that, open the Holds nested under Circulation in your local Toolbar. Right click in Holds to paste the On Shelf Items wizard before or after another wizard in Holds.
If your local toolbar is empty, you will need to follow the same steps to copy the whole Circulation section to your Local Toolbar.
Once you have the On Shelf Items wizard on your local desktop you can use this video to learn how to set up your properties and use the features included in this wizard.
This is workstation specific. You will have to add it to every workstation that uses the On Shelf Holds wizard.
Partners Policies and procedures:
This video takes you through the policies and procedures of the MSC Partners Sharing group:
Resources and support for new users:
This video will show you the basics of the MSC and how to find answers to commonly asked questions, archived training, and assistance.
Set up Advanced Search Properties in Workflows:
This video will help you to set up your advanced searching properties in Workflows. https://vimeo.com/album/2157082/video/138672852
Socket Mobile Scanner Connection - iPad MobileCirc:
The Socket Mobile company has developed Apple apps that should make it much simpler to set up your Socket Mobile Scanner.
Search Socket Mobile in the app store. Two apps will show up. They can both help you sync your scanner to your ipad. If one doesn't have what you are looking for, try the other.
If the scanner will scan some barcodes, but not the ones on your library materials, make sure tell it to scan codabar barcodes during the configuration process.
Tracking Checkout History Info:
1. Initially, when enabled in Symphony, "Tracking Checkout History" will be on temporarily, system wide by default for all libraries.
2. Immediately after enabled system-wide, we will run API scripts that will turn if off for all libraries and all patrons in Workflows. It is off by default in each library's Enterprise profile.
3. It will be turned on only for those libraries that request that it be turned on.
4. For libraries that have it turned on, each patron must indicate whether they want it on and if so, library staff then checks the box on the patron’s user record that will enable it for that patron only.
5. Libraries that have it turned on will also have it enabled for display in Enterprise in “My Account” however, the patron must choose whether to have it display in their Enterprise account or not and can turn it on or off at will from within their “My Account” preferences.
6. Libraries that have it turned on: When a new user is registered by using the online registration form, their account will initially have “track checkout history” enabled. We will run a report each night at around 10:30pm that will change that selection to off and it will stay off unless the patron notifies the library staff to turn it on. When a new user is registered manually in Workflows, library staff will need to either leave the option checked [default setting], or un-check it depending on the patron’s preference.
Who to Contact and When:
Welcome to the Montana Shared Catalog,
This video will help you understand how to best use emergency support and how to contact us for non-emergency problems as they arise.
Standard Cataloging Procedures:
This is where you can go for the Winter Webinar Cataloging series and all of our other training videos:
Workflows New Client 3.5 Install Instructions:
Installing Workflows 3.5 on a Windows workstation
IMPORTANT: Ensure that “User Access Control” is set to “Never Notify” before installing or re-installing the client. See http://msl.mt.gov/Statewide_Projects/Montana_Shared_Catalog/For_Members/Help&Guidelines/Disable%20UAC%20on%20Windows%20Vista.pdf for into.
To Load Workflows on a staff workstation computer:
1. Go to: http://msl.mt.gov/Statewide_Projects/Montana_Shared_Catalog/For_Members/default.asp and at the top of the page, click “Download” for the Windows or MAC client. You will be prompted for passwords. Please open a helpdesk ticket to request these passwords.
2. When asked to Run or Save, select Save and save it to the Desktop location. If not prompted to save, it will be downloaded to your default download folder. The download may take up to 20 minutes, depending on the speed and bandwidth of your internet connection. If downloaded to your default download folder, locate the fupd_jwf.exe file and move it to the desktop.
3. When the download is complete, there should be an icon for “fupd_jwf.exe” on your desktop. Click it and answer yes to all prompts to begin the installation. When the installation is complete, Workflows will automatically start.
4. When the "Configuration" screen appears, for the IP address; enter mtscprod.msl.mt.gov for the production server. The port may have 5100 already entered, if not, enter it. Don't change any of the other parameters except increase the “Login Timeout” from 60 to 6000.