This chapter describes how to work with resources. For more information about resources and how they are related to resource types. see Chapter 1, About WebCheckout.
Just remember that resource types are broad categories that are used to organize and control access to resources. Resources are the actual physical objects that patrons use.
Who can do this
Any opererator with the Manage resources capability.
This section describes the basic procedure for creating a new resource in WebCheckout.
Procedure 6.1. To create a new resource:
Click the
icon to open the Find Resources screen.
Click the Create a new resource link, which is located at the bottom of the left-hand frame. You will need your PIN.
The New Resource Wizard opens in the right frame. First select the type of resource you want to create. The main types are equipment and locations. If you have the Media Titles module, you can also create media resources, including film or video titles and books.
Depending on which type of resource you are creating, you are asked to fill in some information about the new resource. Follow these steps, using the Next button to go from one step to the next.
One of the steps will ask you to define the resource type. The default resource type will be the one you used last time you created a resource, or [DEFAULT] if you have not created a resource before. Using the pick a different resource type link will send you to the Find Resource Types screen in targetted mode, where you can find and select a different resource type for this new resource.
Finally, you will be asked to review the data you just entered. Use the Finish button to indicate that you are done.
Who can do this
Any opererator with the Manage resources capability.
This section describes how to add components to a container resource.
A component is a resource that has been attached to another, its "container" resource, in order to keep them together for circulation. Adding a component resource to a container resource is an excellent way of managing resources that are used together. For example, you can designate a particular cart as a container resource, adding components for other resources which are placed on the card, such as a monitor, VCR, power source, amplifier, speakers, etc. Or you may have a classroom with resources permamently installed within it, such as a laptop projector, a transparency projector, microphone, speaker, power supplies, a cart with its own components, etc. Thus, components can be used kits of resources for your users.
Small but necessary items such as extension cords and lens caps should be added to resources as accessories. Resources which are installed in a room but can still circulate on their own should use the physical location field on the Resource Detail screen.
When a resource is added to a container resource, it becomes a "component" and is subsumed by the container. It becomes part of the container, and is no longer treated as an independent resource. Components are always non-circulating, and can only be checked out by way of checking out their containing resource. Component use is controlled by the circulation policies that are in effect for the container. Components do not accrue usage statistics.
You can add components to a resource at almost any time, not just when you're creating it. The only exception is that you cannot convert a checked-out resource into a component until it has been returned. If necessary, you can also separate a component from its container, converting it once again into a stand-alone resource.
Procedure 6.2. To add a component to a resource
Open the Resource Detail screen for the container resource. Any existing container/contained resources are displayed in the Specifications tab.
Go to the Components tab, where you can add (or remove) components to the current resource.
Note
If the current resource (the container) is itself a contained resource, its container will also be displayed here. However, you can only add components to the current resource. You cannot select a container resource from this tab. If you need to add the current resource to another as a component, then you must go to the other's Components tab and add the current one to it there.
Click the button, which opens the Find Resources screen.
Search for the resource you want to add, and click on its ID in the results frame to select it. The screen refreshes, returning you to the Components tab. The resource you selected is displayed; it is now contained by the current resource.
Repeat as often as necessary, until you've added all the components you need.
Who can do this
Any opererator with the Manage resources capability.
This section describes how to add accessories to a resource.
Accessories are the miscellaneous necessary items that belong to resources, such as extension cords, lens caps, carrying cases, etc. You need to keep track of them, but they don't qualify as resources. The solution is to simply add them to the resource they belong to. They will be listed in the Contents section of the confirmation screen during a checkout or reservation.
You can add accessories to a resource at any time, not just when you're creating it.
Procedure 6.3. To add an accessory to a resource
Open the resource's Resource Detail screen and go to the Components tab, where you can add (or remove) accessories to the current resource.
Enter the name of the accessory in the Add accessory field, and click the button. The accessory is added to the list.
Repeat as often as necessary, until you've added all the accessories you need.
Since resources lie at the heart of your WebCheckout system, you will frequently need to look up information about them. The best place to start is the Find Resources screen. This search screen provides several ways to locate the resource you need.
Who can do this
All operators.
Procedure 6.4. To find resource information
Click the
icon to open the Find Resources screen.
There are a number of ways you can do your search:
Enter the Resource ID (for example, M-32-HT) or Type Name (i.e., resource type name, for example "Video") into the fields provided in the left frame. You can limit or also refine your search by selecting values from the Resource Class or Checkout Center drop-downs.
You can also use the links to access search screens that are pre-set to do a particular kind of search.
When you're ready, click the button to do the search.
The results are displayed in the right frame. They include the resource ID and Type, Checkout Center, and Status information.
The IDs and Types are links to the Resource Detail and Resource Type Detail screens, respectively.
For more information, click the link to open the Resource Detail screen. The tabs provide details about specifications, reservations, usage, components, and administration.
Taking a resource offline means making it unavailable for a period of time. This is different from making a resource non-circulating — whereas offline resources have something wrong with them which prevent patrons from checking them out or reserving them, non-circulating resources are not schedulable by their nature.
Who can do this
Any opererator with the Manage resources capability.
Procedure 6.5. Taking a Resource Offline
Using the Find Resources screen or other means, open the Resource Detail screen.
Check the status of the resource — that is displayed in the upper left. If it is currently checked out, you won't be able to take it offline. If the status is Available, you can take it offline.
Open the Admin tab.
Under Status & Checkout Center, find the Change Status drop-down. Using that drop down, select .
The Take offline form appears. You may review the resource information, and change the Condition Note if you want to.
You need to decide whether you are taking the resource offline indefinately or offline until a certain date. If you a take a resource offline indefinately, it will be completely unavailable for reservations until it is brought back online. If you take it offline until a certain date, then reservations past that estimated online can be created.
To take a resource offline indefinately, click on the button. To take a resource offline until a certain date, fill in the date and time under Return online at and click on .
If there are any reservations affected by taking the resource offline, those will be displayed on the next screen. For each affected reservation, you are given the option, if possible, to replace the resource in the reservation with another resource of the same type, to remove that resource from the reservation, or to completely cancel the reservation.
If you have the Email Messaging module enabled, you are also given the opportunity to email affected patrons about the changes in the reservations due to the action of taking a resource offline. This is indicated by selecting the checkbox to the right of the Action drop-down. For more information about modules in WebCheckout and what modules you have enabled, see Section 2.4, “About modules”.
Once you have reviewed all of the affected reservations and what you want to do with them, use the Confirm button to proceed. The changes you requested in the Action drop down will be made, and email, if any, sent. You will be presented with the list of actions taken and affected reservations.
Click on to complete the phase and go back to the Admin tab of the Resource Detail screen.
Taking a resource offline for repair means making it unavailable for a period of time and at the same time creating a ticket which represents the need to get it repaired.
Note
This feature is only available if you have the Trouble Tickets module. For more information about modules in WebCheckout and what modules you have enabled, see Section 2.4, “About modules”.
Who can do this
Any opererator with the Manage resources capability.
Procedure 6.6. Taking a Resource Offline for Repair
Using the Find Resources screen or other means, open the Resource Detail screen.
Check the status of the resource — that is displayed in the upper left. If it is currently checked out, you won't be able to take it offline for repair. If the status is Available, you can take it offline for repair.
Open the Admin tab.
Under Status & Checkout Center, find the Change Status drop-down. Using that drop down, select .
The Take offline for repair form appears. This is where you fill in information which will be used to create the repair ticket for the resource.
Enter an estimated completion date in the fields provided.
You need to decide whether you are taking the resource offline indefinately or offline until a certain date. If you a take a resource offline indefinately, it will be completely unavailable for reservations until it is brought back online. If you take it offline until a certain date, then reservations past that estimated online can be created.
To let the resource be reserved for times after the estimated completion date, enable the Use as return online time checkbox. To take the resource offline indefinately, leave the Use as return online time option unchecked. You can still enter an estimated completion date in the fields provided.
Set the Problem Type field as appropriate. You can use one of the pre-defined problem types, or you can leave the pop-up at , and use the accompanying text field to enter a free-form problem type.
Enter a summary for the ticket. This is a one-line summary of the problem, like a headline.
Fill in the Problem Description. This is an optional field, but it is almost always filled in. This is where you describe the problem or issue that the ticket represents.
You can optionally fill in other ticket fields. The Priority identifies the priority of this issue, for instance, relative to other open tickets. Severity identifies how severe the problem is to the user.
If there are any reservations affected by taking the resource offline, those will be displayed on the next screen. For each affected reservation, you are given the option, if possible, to replace the resource in the reservation with another resource of the same type, to remove that resource from the reservation, or to completely cancel the reservation.
If you have the Email Messaging module enabled, you are also given the opportunity to email affected patrons about the changes in the reservations due to the action of taking a resource offline. This is indicated by selecting the checkbox to the right of the Action drop-down. For more information about modules in WebCheckout and what modules you have enabled, see Section 2.4, “About modules”.
Once you have reviewed all of the affected reservations and what you want to do with them, use the Confirm button to proceed. The changes you requested in the Action drop down will be made, and email, if any, sent. You will be presented with the list of actions taken and affected reservations.
Click on to complete the phase and go back to the Admin tab of the Resource Detail screen.
Note
This feature is only available if you have the Trouble Tickets module. For more information about modules in WebCheckout and what modules you have enabled, see Section 2.4, “About modules”.
You can create a ticket on a resource to indicate a support problem, a need to repair the resource, or a minor problem which should get fixed eventually but doesn't stop the resource from being able to circulate.
If you wish to take a resource offline for repair, while creating a repair ticket, you should use the procedure outlined at Section 6.5, “Taking a resource offline”.
Procedure 6.7. Creating a Ticket for a Resource
Who can do this
Any opererator with the Manage tickets capability.
Using the Find Resources screen or other means, open the Resource Detail screen.
Go to the Tickets tab.
Click on the link, Create a new ticket for this resource.
Set the Problem Type field as appropriate. You can use one of the pre-defined problem types, or you can leave the pop-up at , and use the accompanying text field to enter a free-form problem type.
Enter a summary for the ticket. This is a one-line summary of the problem, like a headline.
Fill in the Problem Description. This is an optional field, but it is almost always filled in. This is where you describe the problem or issue that the ticket represents.
You can optionally fill in other ticket fields. The Priority identifies the priority of this issue, for instance, relative to other open tickets. Severity identifies how severe the problem is to the user.
Click on the button to create the ticket.
You are taken back to the Tickets tab on the Resource Detail screen. The ticket is displayed.
Note
This feature is only available if you have the Trouble Tickets module. For more information about modules in WebCheckout and what modules you have enabled, see Section 2.4, “About modules”.
Who can do this
All operators.
To view the tickets on a resource, just go to the Tickets tab from the Resource Detail screen. This lets you view the currently open tickets, as well as the last 10 closed tickets for this resource.
If you want to view all historical tickets for a resource, you'll need to use the Find Tickets screen.