What's New - Revision 3.2.0 and Prior Versions

For current updates after version 3.2.0, see What's New?

Version 3.2.0 (August 21, 2012)

1. • Clicking list Name opens the list details page: Clicking the underlined list Name on any list of lists will now open the list details page instead of opening the list Rename dialog.  This action is equivalent to the View option on the drop-down list to the far right.   

   • New Rename list options: Previously, for lists with a status of Constructing, clicking the underlined list name opened a Rename dialog.  As stated above that list Rename option is no longer in place.  There are now two new methods to rename a list.

   • • When viewing a list details page, for lists with a status of Constructing, the List Management Options drop-down list now includes a Rename option, which is displayed by default.  With the Rename option displayed click the Go button to the right to open the list Rename dialog.  In the text box change the name as desired and click Rename.  

     • When viewing a list of lists, for lists with a status of Constructing, the drop-down displayed to the far right for each list now includes a Rename option.  To open the list Rename dialog select the Rename option from the drop-down list and click the Go button to the right.  In the text box change the name as desired and click Rename.

   • Changes to Item Acknowledgements: The Item Acknowledgements screen now displays the Ship To address as part of the PO Information shown at the top.  The Ship To address information displayed is provided by the vendor.  If no address information is provided by the vendor the Ship To field will be empty.

The Item Acknowledgements screen can be accessed in three ways:

1. • • When viewing a list details page for lists with a Status of Released, click an underlined Item No.

     • When viewing an item details page for items included in a list with a Status of Released, click the underlined Item No.

     • After performing a PO Acknowledgements search (Admin | Electronic Ordering | PO Acknowledgements), click an underlined PO Number on the search results to open the related PO Acknowledgement, and then click an underlined Item No.

   • EDI for OSA upgraded: OSA has been upgraded to be compatible with vendors using X12 version 4010.  Currently the vendors who have upgraded to X12 v4010 are: Baker & Taylor, Book Wholesalers Inc. (BWI), Emery-Pratt, Midwest Library Service, Midwest Tape, and The Book House.  Additional vendors will be added to the list as they complete OSA testing.

EDI Interface Changes

In conjunction with the implementation of X12 v4010 capability for OSA, the Vendor Configuration form has been converted from a single scrolling page to a tabbed interface.   To better reflect vendor terminology the labels for the fields displayed when the X12 option is selected from the EDI Ordering Protocol drop-down have been significantly revised and new fields have been added.

These changes do not require you to reconfigure your current vendor settings.  The existing settings will be used to populate the appropriate fields in the new layout.

New EDI Segments

The following EDI segments have been added to the X12 settings.  

1. 1. • “Bill To” Code and Type (N1) – This option allows the vendor to use a "Bill To" address that is different than the "Ship To" address.

      • Backorder Out-Of-Stock Items (CSH) - This option allows you to indicate whether or not the vendor should automatically process order items that are currently out of stock.  

The vendor being configured should provide the information needed to complete the X12 Purchase Order Settings.

For detailed information about the renamed and new X12 settings see Vendor Configuration interface changes immediately below.

1. • Vendor Configuration interface changes:  The previous scrolling Vendor Configuration interface has been replaced with a tabbed interface as shown in the example below.  In addition, a Select Vendor To Edit drop-down has been added to allow you to easily switch to another vendor, and significant revisions have been made to the EDI X12 settings.  See below to read details about the Select Vendor To Edit drop-down.  See the Tab Details section after the screen example to learn about the tab changes.

Select Vendor To Edit

When editing a vendor, you can easily switch to another vendor's settings by selecting a different vendor from the Select Vendor To Edit drop-down.  After switching vendors the same tab will be in view as for the previous vendor.

If you have made changes to the currently displayed vendor's settings, be sure to click the Save Vendor button before selecting another vendor from the drop-down.  If you forget to click Save Vendor a message will display advising; This page is asking you to confirm that you want to leave - data you have entered may not be saved.  Click Stay on Page and then click Save Vendor or to continue to the other vendor with saving the changes click Leave Page.

Note: If only one (1) vendor is configured the Select Vendor To Edit drop-down will not display.

.  

Tab Details

1. 1. • General / Users: The fields on these tabs have not changed.

      • Addresses: The fields on this tab have not changed, but a drop-down is employed to access the form for each address type (Order, Payment, Claim, Return) instead of the forms for all address types being displayed on one page.

      • EDI: On the EDI tab, the fields for the Email and Paper options on the Ordering Protocol drop-down have not changed.  

The field labels displayed for the X12 option have been significantly revised to better reflect vendor terminology, and two (2) new fields have been added.  See the screen examples below to view the previous and current layouts.  See the X12 Differences Legend under the screen examples to learn about the changes to the X12 settings.  The vendor being configured should provide the information needed to complete the X12 Purchase Order Settings.

Previous Layout

Current Layout

X12 Differences Legend

*  Required fields.  Required is included as a reminder in the Comments column.

1. • Special Charges not deleted: Previously, if any invoice had special charges applied, and the invoice was deleted to be replaced by a new electronic invoice, the special charges would be duplicated. This problem has been corrected.

   • Quote characters in Fund Code name caused lack of response: Previously, if a quote character was included in a Fund Code name, the Fund Code page would not work properly.   This problem has been resolved.  Single and double quote characters can no longer be included in Fund Code names.  The list of excluded characters now consists of: spaces, commas, quotes, and tildes.  If one of those characters is present in the Fund Code field when you click Save Fund a message will display advising; A fund code may not contain spaces, commas, quotes, or tildes.  

   • Carriage return after barcode entered caused error: Previously, for items on a list with a status of Released, when completing the Barcode field on the item details page, scanning the item barcode when the scanner automatically inserted a carriage return, or if the user manually typed the barcode and pressed Enter, an “under construction” error page was displayed.  This problem has been resolved.                

Version 3.1.1 (June 25, 2012)

1. • Items can be now copied to shared lists: The Copy option on the Options for Checked Items drop-down list can now be used to copy items to shared lists.  The shared list names will be displayed in RED text on the to drop-down list.  Copying items to a shared list requires the Add to Shared Lists in Any Library permission and / or the Add to Shared Lists in Own Library permission to be assigned to the logged in user's account.  

   • Invoice Search now allows searches by date range: The Invoice Search dialog now provides the ability to search by a date range.  The previous On or After Invoice Date box has been relabeled Invoice Date between and is where you enter the beginning date of the date range, in the mm/dd/yyyy format.  A second text box labeled and has been added, and is where you enter the date range ending date, using the same format.  

Optionally you can click the Select button to the right of each text box to open a calendar display where you can select the desired date to automatically fill in the associated text box.

1. • Distribution information not applied to duplicate items: After the introduction of the Batch Change Options for handling duplicate records being added to a list in OSA v3.1, when using the Upload MARC or Excel file to <list name> option to add items to a list, the distribution information was not being applied to the duplicate items.  This problem has been corrected.

Version 3.1.0 (June 17, 2012)

1. • Duplicate item dialog now includes batch options:  When items are being added to a selection list and OSA determines that one or more of the items being added already exists on another list, a dialog is presented providing options for the user to choose how to handle the duplicate items.  

When more than one duplicate item is detected a Batch Change Options drop-down menu will now display at the bottom-left section of the dialog.  If the user wants to apply the same handling method to all of the duplicate items, selecting an option on the drop-down list will automatically select the corresponding option for each item.   The table below compares the text for the individual item options to the text of the corresponding drop-down option.

1. • Claims Search and Cancel Search slow to return results:  Previously, when performing a Claims Search (Admin | Released Orders | Orders to Claim) or a Cancel Search (Admin | Released Orders | Orders to Cancel), OSA took longer than expected to return the search results.  This problem has been corrected.

   •  Duplicate records were being created on lists - Previously, when a user attempted to add items to a selection list and duplicate items were detected, and the user selected the Attach a new item to the existing MARC record matching ISBN: <item ISBN> option on the duplicate item dialog, an item was being added for each ISBN and UPC in the EXISTING record, instead of adding an item for each ISBN and UPC in the NEW record.   This problem has been corrected.

    

Version 3.0.1 (October 14, 2011)

1. • Price, local holdings, and circulation statistics information for items with a UPC:  This improvement only applies to libraries where OSA is integrated with Library•Solution.  For items with a UPC in the item record; on search results, on the item's MARC and Label views, and on selection list item details pages, OSA will now display Price, Local Holdings, and Circulation Statistical information as they are currently displayed for items with an ISBN.  

Prerequisites:

1. 1. • Library•Solution v4.2 Patch 19 must be installed before OSA Agent v4.6 is installed

      • OSA Agent v4.6 must be installed to view this information in OSA.

1. • Ability to retire a deleted holdings code - This improvement only applies to libraries where OSA is integrated with Library•Solution.  When performing the PAC Synchronization process OSA now has the ability to remove holdings codes that have previously been deleted using L.S System Configuration (now retired) or the new holdings code functionality in Preferences.  Previously, when a holdings code was deleted in L.S System Configuration the holdings code was never removed or retired from OSA.  

Version 3.0.1 (January 11, 2011)

1. • New Option to improve response time for the Order History Report:  To allow for a faster response to an Order History Report request that covers an extended period of time and/or a large amount of data, a new option, Unsorted (for speed), has been added to the Primary Sort drop-down menu.  Note: The report that is returned will not be sorted.

Version 3.0.0 (September 14, 2010)

Improvements

1. • Ability to Add and Edit Barcodes:  For lists with a Status of Released, OSA users with the Edit Barcodes permission (MARC Download permission group) assigned to their user account can now add and edit barcodes for each copy (unit) listed on the Item Details screen.   

Under Distribution / Quantity Information a row will display for each copy of the title and each row will contain a Barcode edit box.  The number of rows will reflect the Qty. (Quantity) displayed for the copy on the List Details page.  If you leave the barcode text box empty for any copies of the title, you will be able to add a barcode later.  After you are finished adding or editing barcodes click the Save button.

See the following information regarding requirements, interface changes, and limitations.

1. • • MARC Record Changes

     • • A 949 tag will be added to the MARC record for each copy ordered, replacing the 949n (Summary) tag that was previously used.

     • Requirements

     • • The user's account must be assigned the new Edit Barcodes permission (MARC Download permission group).

       • To add or edit a barcode for an item on a list, the library shown for the copy in the Library column on the Item Detail page (under Distribution / Quantity Information) must be configured in the user's account on the Libraries tab of the User Configuration - Update User dialog.  If the library is not configured for the user, the barcode edit box will not display in the Barcode column.

     • Interface Changes

     • • On the Item Details page the Qty. (Quantity) column has been replaced by a Barcode column.

       • On the Item Details page, under the Distribution / Quantity Information heading, a separate row will be displayed for each copy of the title in the order.  For example, if the List Details page displays 3 in the Qty. column for the title, the Item Details page will include three rows under Distribution / Quantity Information with a barcode edit box for each copy.  Type the new or replacement barcode in the edit box and click the Save button when done.

     • Limitations for ALL Institutions

     • • The list that contains the item(s) must be in a status of Released or Downloaded.  The item(s) to be edited can be of any status except Canceled.

       • If you add or edit a barcode and attempt to navigate to another page without saving, a message will display advising; Click OK to save your changes, or click Cancel to continue without saving.

     • Limitations for INTEGRATED Institutions (where OSA is integrated with Library•Solution)

     • • The Barcode edit box will display only for institutions that have installed OSA Agent v4.5 (or later).

       • If the list was released before OSA Agent v4.5 was installed,  barcodes cannot be added to items on a list,

       • If a barcode is already in use OSA will accept the submission but the PAC Synchronization Log will display a warning message and the barcode will not be available in Library•Solution.

       • Barcodes can be added or edited until PAC Synchronization has occurred.  After PAC Synchronization has occurred the barcodes must be edited in the Cataloging or Circulation applications.

       • After the Save you can edit the barcodes you entered up until the time the next PAC Synchronization occurs.  If you leave a text box empty you can add those barcodes after a PAC Synchronization has occurred, and edit them up until the time the next PAC Synchronization occurs after they are added.

   • Ability to change the Price of a Title on an order:  On the Item Details page, OSA users with adequate permissions assigned to their user account can now edit the price of a title on a list that has a List Status of Released, up until the time the title has been Invoiced or Received.  After you are finished editing the Price click the Save button.

   • • Required Permissions

     • • For NON-Shared lists the ability to change the price is controlled by the following permissions from the Selection List permissions group: Edit Any Public List, Edit Lists in Own Library (list must have been created by a user at this user’s library), and Maintain Own Lists (list must have been created by this user).

       • For SHARED lists the user account must have at least the following permission: Shared List Administrator (Selection List permissions group).

     • Limitations

     • • The Price cannot be edited if all copies have been Invoiced Approved or Canceled.

   • Ability to change the Fund assigned to a copy (unit) on an order:  On the Item Details page, OSA users with adequate permissions assigned to their user account can now change the fund assigned to a copy (unit), on a list that has a List Status of Released.  OSA will automatically adjust the encumbrances to reflect the fund change, for both the fund being removed and for the newly selected fund.  After you are finished changing the Fund(s) click the Save button.

   • • Required Permissions

     • • For NON-Shared lists the ability to change the fund is controlled by the following permissions from the Selection List permissions group: Edit Any Public List, Edit Lists in Own Library (list must have been created by a user at this user’s library), and Maintain Own Lists (list must have been created by this user).

       • For SHARED lists the user account must have at least the following permission assigned: Shared List Administrator (Selection List permissions group).

     • Limitations

     • • The Fund can be changed for a copy (unit) up until the time the invoice has been Approved for that copy, or if the copy has been Canceled.

   • Ability to download a list to a Comma Separated Values (CSV) file:  On the List Details page, the List Management Options drop-down list now includes a Download As CSV option.  This option provides users the ability to download a list to a CSV file.  The List ID will be used as the default file name for the CSV file, but you will have the opportunity to change the file name when saving the file.  The CSV list sort order will default to the same sort order as is displayed in OSA.  This sort order is determined by the selections made under List Items View Sort Options on the Personal Information page (click My Info).

   • • Considerations

     • • For lists with a Status of Constructing or Downloaded the user account must have the Download Selection Lists permission (Selection Lists permission group) assigned.

       • If a list has a Status of Released the Download Selection Lists permission is not required to download the list to a CSV file.

       • If a list is empty the Download As CSV option will not display on the List Management Options drop-down list.

       • Once the CSV file is downloaded it can be opened in a text editor such as Windows Notepad, or with programs such as Microsoft Excel, Microsoft Works, or Corel WordPerfect.  

   • Ability to search for items by Universal Product Code (UPC): OSA users now have the ability to search for an item that has a related UPC.  

   • • Considerations

     • • UPC has been added to the as a drop-down option list on the New Search dialog, which can be accessed by clicking the New Search button on the OSA Button toolbar located under the banner on all OSA pages.  This search dialog is also displayed at the bottom of every search results page.

       • The TLC Default Z39.50 Attribute Set profile has been renamed to Library•Solution and has been modified so that it will work correctly with the Z39.50 Server for Library•Solution.

       • Customers who have OSA configured to search their Library•Solution database should change their Z39.50 database setup to use the Library•Solution Attribute Set profile if they were not already using the TLC Default profile (now named Library•Solution).  To change the setup click the Admin link on the Navigation Toolbar, and then under Search Preferences click Z39.50 Attribute Set Management.

       • An ITS•MARC Premium Z39.50 Attribute Set profile has been added to the Name drop-down list of the Z39.50 Attribute Set Management dialog.  

       • For customers who have set up OSA to search their ITS•MARC Premium databases, their OSA settings will be automatically changed to search the z3950.library.com server instead of the z3950.itsmarc.com server.  This change is transparent to the customer, and no action is required.

       • The Library•Solution and ITS•MARC Premium profiles can be copied, but not modified.

1. • Circulation Statistics displayed in multiple locations for integrated institutions:  For those institutions that have integrated OSA with Library•Solution, users will now see a Circulation Statistics section along with the Local Holdings section, if local holdings exist.  If Local Holdings displays None, the Circulation Statistics section will not display.  

The Circulation Statistics section will display the total number of Circulations for the title, and the number of Circulations This Period.  

In addition to displaying on search results lists and the Item Details page, both the Local Holdings and Circulation Statistics sections will also now be seen on the MARC (record) View, accessed by clicking the Click Here For MARC Record link on the Item Details page, and on the Label View, accessed by clicking the Label View button at the top-center of the MARC View page.

1. • eBook option added to Format drop-down list:  The Format drop-down list on the Title edit page now includes an eBook option.  To access the Format drop-down, for lists with a Status of Constructing, on the List Details page click the Edit link (far right) for a title.

   • Title Status displayed in Bold text:  The title Status column information will now be displayed in Bold text on a List Details page, on an Invoice or Packing Slip, and on Items Due to Be Claimed or Items Due to be Canceled lists.

   • On MARC file uploads OSA now checks for Price information from additional resources:  It was brought to our attention that when uploading a file of MARC records using the Any Source option from the Upload File Source drop-down list, OSA would not use the price from the 020 $c of a MARC record.  OSA now checks all available resources to find a price for the title, including the 020 $c.  If no alternate source is found the price will not be displayed.

   • Units Canceled column added to Lists Created by <user name> page:  The Lists Created by <user name> page, accessed by clicking My Lists on the Navigation Toolbar, now includes a Units Canceled column.  For the list in question, the number of cancellations shown in that column will be equal to the total of canceled units shown in the Status column on the List Details page.

   • Note Column added to Lists Created by <user name> page: The Lists Created by <user name> page, accessed by clicking My Lists on the Navigation Toolbar, now includes a Note column.  If a note exists for a list, the column will display a Notes symbol as shown here:  .  

To Add a List Note

1. 1. • When viewing the Lists Created by <User Name> (My Lists option) page you can add a note to a list by clicking the drop-down arrow to the far-right of the list name, selecting Add Note from the drop-down list, and then clicking the rotating red arrow button.  

      • When viewing a List Details page, you can add a note to a list by selecting Add Note from the List Management Options drop-down list and then clicking the rotating red arrow.

Working with the List Notes column and symbol

1. • • Placing your mouse pointer over the note symbol will display a ToolTip containing the text of the note.  

     • Click the note symbol once to open the Note for List <List ID> dialog where you can edit the note.  

     • After you add and save a new note, perform a page refresh (reload) to view the symbol, and to view the new note in the ToolTip.  

     • If you edit and save an existing note, perform a page refresh to view the edited note in the ToolTip.

     • To remove a note you must open the Note for List <List ID> dialog, remove the text of the note (including any spaces), then click Save and Close the dialog.  Refresh (reload) the screen and the symbol will be removed.

   • Ability to add an Item Note to multiple items from the List Details page: OSA now provides the ability to add an Item Note to multiple items at one time.  

To Add an Item Note to Multiple Items

1. 1. 1. On the List Details page select the check box in the left column for each item you want to add the note to.

      2. Select Add Note from the Options for Checked Items drop-down list, and then click the rotating red arrow button.  

      3. The Note for List <List ID> dialog will open.  Type the note and click Save.  Then close the dialog.

      4. Refresh the List Details page and the Note column will display a Y for each item you added the note to.

1. • OSA displayed a count of two lost or missing items when only one item was lost or missing: Previously, for institutions that have integrated OSA with Library•Solution, when a lost or missing item had both a 10-digit ISBN and a 13-digit ISBN, on the OSA search results the Local Holdings section was displaying two lost or missing items instead of one.  This problem has been corrected.

   • Hold Requests sent from OSA were not in the correct sequence in the Circulation Requests Queue: Previously, when multiple hold Requests for the same item were placed from OSA, Circulation was listing the Requests in a random sequence on the Requests Queue.  This problem has been corrected.  The Requests will now be listed in Circulation in the same chronological sequence as they were placed in OSA.

   • Duplicate Display in PAC requests will not be transmitted: Previously, if a user repeatedly submitted an order using the Display in PAC Now option, depending on the state of the OSA queue, a holding would be added to the title for each attempt.  This problem has been corrected.  OSA will now ignore duplicate Item Numbers.

   • Redundant statement in PAC Synchronization Defaults - Questionable Matches removed:  On the PAC Synchronization page, under the Match / Merge heading, the statement "which contain an ISBN that matches more than one record in the database" in the Questionable matches include records list has been removed as the statement was redundant.

   • Combination of Order History Report Settings caused error: Previously on the Order History Configuration and Order History Search pages, if the user selected a Primary Sort option of Status or Status Date, and a Report Format of Summarized / For Printer or Summarized / For Screen, an Oracle error would display.  This problem has been corrected.  If a user attempts to configure or search using that combination of options, OSA will display a message advising; Status sort is only available for the "Detailed" report format.

   • Quick Searches that contained a hyphen in an ISBN would return no results:  Previously, if a user typed an ISBN that contained a hyphen in the Quick Search box (to the right of the TLC logo in the OSA banner) and pressed Enter, no search results would be returned.  This problem has been corrected.

   • ISBN searches using 10-digit ISBNs when the title record only contained a 13-digit ISBN returned no results:  Previously, when searching for items to add to an invoice or packing slip, and using a 10-digit ISBN as the search term, no results would be found.