Accessing the Technical side of Aleph

Open Aleph from Windows Start button; highlight Programs; highlight Aleph 500 UFProd, Version 15.5; highlight Search and then click. Aleph Password window appears and prompts you to enter your User name and Password. The window above should appear after you logon to the system. (If you do not have Aleph 500 UFProd on your computer, contact your systems liaison and ask them to load it for you).

Screen print 1

Searching for a title

In the Search Module, you have two search options – the file drawer icon for the Browse search and the binoculars icon for the Find search. For a title search, use the binoculars (Find) to locate the title. For an ISSN or ISBN or subject search, use the file drawer (Browse). This training packet will demonstrate the title search from the Find (binoculars). Click on the binoculars icon.

Screen print 2

Find Query

The Find Query window appears when you click on the binoculars icon. Select the search field you want to use by scrolling the selections and highlighting the field desired.

Screen print 3

Exact Title Search

In this search, you are looking for the monograph title “Public relations writing”. Click on the OK button to begin the search in UF’s Aleph catalog.

Screen print 4

Brief List Sort

The Brief List result is sorted by year of publication. The highlighted title at the top of the list is the correct title, published in 2005. Click Add to Nav Map command button on the right-hand side of the screen.

Screen print 5

Search Navigation Window

A brief bibliographic record of the title appears in the Contents area of the window. To the left of the Contents window is the Navigation map of the record, which allows you to move around in the record easily.

Screen print 6

Viewing the Order

Open the Nav Map clicking on the plus signs in front of the Aleph system number (UF01 – 3095671). Continue clicking on the plus signs through the Orders. Highlight the Order number selection to view the Order Information for the title. The following describes the information categories in the order window:

Order number – the Aleph system number and the number of the order; 3095671-1.

Order type – M (Monograph); S (Serials); O (Standing Order)

Order status – NEW (order not processed);CLS (Order closed and complete); SV (Sent to vendor); LC (Library cancelled order); VC (Vendor cancelled order)

Order status date – date that the status was last changed

Library note – enter notes such as RUSH; Canceled per selector; Ceased publication

ISSN from order or ISBN from order – lists the ISSN (serials) or ISBN (monograph)

Arrival status – C (complete); N (none; usual a serials subscription)

Vendor – numeric People Soft vendor code

Method of acquisition – PU (purchased)

Library – Location and subcollection

Estimated price – entered if known

Material type – S (Serial); M (Monograph)

Encumbered budget – Aleph number budget code

Invoice status – CMP (complete); PTL (partial)

Invoice information:
Invoice total price - amount paid or credit received in USD

Invoice local price – price as recorded in Aleph

Invoice note - budget code/invoice number

Invoice price – budget code/invoice number and price as recorded on invoice