Library Systems


Library Systems

With these settings, you can:

  • Create a new library
  • Manage big-picture configurations for your catalog


Library Systems settings govern the configuration for each catalog, such as the catalog URL, display name, eContent, menu links, and other features. These settings als determine which collections are owned, included, or discluded from the search results for the associated catalog. Individual library systems settings can be set for each of your branches.



Search Library System Settings

Finding settings has never been easier!

Use the Search for a Propery feature at the top of Library Systems to locate specific settings.


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Create a Library System

Create A New Library System

To create a New Library System, go to Aspen Administration > Primary Configuration > Library Systems:

  • To create a library system, click the Add New box.

  • If you have more than one system, you can click the small checkbox next to two and click 'Compare' at the bottom of the list to see the similarities and differences in configuration for the two.

  • You will want include subdomain and base URL in your options. This lets Aspen know which URL is specific to a system. This is especially important if you have many systems and subdomains.

  • If you fill in Display Name that will display within the header of Aspen if you click the box Show Display Name in Header.

  • If you click the box Consortial Interface it treats this Library system as part of a consortium, including other Library systems on the same Aspen installation. This setting assumes showing items from all locations and includes all libraries in the Owning Library and Owning Location search facets. Additionally, all owned location copies will show within a grouped works in search results.

  • The Create Search Interface checkbox controls whether or not the library has a scope created for it in Solr.

  • The Show in Select Interface (Requires the Create Search Interface) is whether or not the library will show in the Select Interface page. For libraries with multiple library systems and locations, a search interface is created at {YOURASPENURL}/MyAccount/SelectInterface

  • Systems Message allows you to add customized messages if you have an annoucement for your patrons. This message will display in the header of all Library Locations in this Library System. More granular system messages down to Library Location level, and also with time/date publishing controls can be configured under > Local Catalog Enrichment > System Messages. Read More About System Messages Here. We recommend you use the System Messages found in Local Catalog Enrichment instead.

  • The checkbox Generate Sitemap will allow pages within Aspen to be searchable on search engines like Google.

  • The dropdown for Basic Display allows you to reference which theme and layout settings to use for your system. The Home Link can contain a URL to an external website, if applicable. You can control where the home link is used within Layout Settings.

Edit a Library System

Edit a Library System

To edit existing system settings, you can either click the Edit button on the right hand side of the screen or click the Library ID.

Underneath the edit button the right-hand side, there is a History button. The history will display changes made in the configuration.

At the bottom of the screen, the Batch Update Selected and Batch Update All buttons allow you to make changes to multiple library system settings at once.



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Add Library Website URL

To add your website URL, go to Primary Configuration > Library Systems > click into Library System you want to edit > Basic Display > Home Link and enter your library website URL.


Once the URL is added, a Library Home Page link will be automatically generated in the hamburger/side menu.


You also have some additional options of where this URL might appear in your catalog in your Theme & Layout > Layout Settings. Click here for more information.

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Add Social Media Links

In Aspen Administration > Primary Configuration > Library Systems > Contact Links you can input the appropriate links for social media pages.

When you input a link, the social media icon will appear at the bottom right of your Aspen page in the footer.

The icons are clickable and redirect patrons to those pages.

Social Media Links Available:

  • YouTube

ILS/Account Integration

The settings in Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration are how your ILS interacts with Aspen Discovery.

  • ILS Code - The location code for this system.
  • Show Card Expiration Date - Whether or not the user should be shown their card's expiration date in the My Library Card page of their account.
  • Show Expiration Warnings - This will warn patrons when their accounts are set to expire soon.
  • Expiration Near Message - A custom message to show when the user's account will expire soon (if the above option is checked) starting 30 days prior to expiration.
  • Expired Message - A custom message to show when the user's account is expired.
  • Show While You Wait - Allows Aspen to give patrons recommendations on items when placing holds. Learn More About While You Wait.
  • Show Messaging Settings (Koha/Symphony) - Whether or not the user should be able to see their messaging preferences in their account. Learn More About Message Settings.
  • Allow Linked Accounts - Enables users to link multiple library accounts under a single Aspen account. This setting exists independently of any guarantor and guarantee settings in your ILS, if applicable. Learn More About Linked Accounts.
  • Show Library Hours Notice on Account Pages - Determines whether or not the library hours should show on the checkouts and holds pages within the user account. Learn More About Library Hours & Locations.
  • Display Item Barcodes in Patron Accounts - Whether or not patrons can see item barcodes for materials they have checked out.


In Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration > Barcode:

  • Selecting a Library Barcode Style will allow Aspen to generate a scannable barcode within the user account (both in Discovery and the LiDA app). In order to scan these barcodes from a mobile device, you will need a 2D scanner able to scan reflective surfaces.



  • Enter a minimum and maximum barcode length, if desired. 
  • If you define a Barcode Prefix, patrons will be able to log into Aspen with the unique digits at the end of the library card number instead of having to enter in the entire card number. If you define a barcode prefix, be sure to enter in the min and max barcode length as well.


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Alternate Library Card

Alternate Library Card

Currently, this functionality is not in use. 

Setting Up the User Profile

User Profile

This is where you define how you would like patron names to be displayed.

Choose Patron Display Name Style:

  • First Initial. Last Name or
  • First Name. Last Initial

Select Which Options You Want Your Users to Have:

  • Allow Profile Updates - Whether or not a user can update their profile
  • Allow Patrons to Update Their Username - Whether or not a user can add a username. This is typically used so that a user can log in with a different login than their library card barcode
  • Allow Patrons to Update Their Name (Setting applies to Koha only) - This would allow a user to update their first and last name in Aspen > My Account settings
  • Allow Patrons to Update Their Date of Birth (Setting applies to Koha only) - This would allow a user to update their date of birth in Aspen > My Account settings
  • Allow Patrons to Update Their Address - This would allow a user to update their address in Aspen > My Account settings
  • Allow Patrons to Update Their Phone Number - This would allow a user to update their phone number Aspen > My Account settings
  • Allow Patrons to Update Their Home Library - This would allow a user to update their home library if they have an option to choose from multiple libraries.
    • Note: Changes to this field will not go through the Koha review queue.
  • Use All Caps When Updating Profile - This would be if the user's changes will be submitted in all caps.
  • Require Numeric Phone Numbers When Updating Profile - This would be if all numeric digits are required to update a phone number, so no dashes or parathesis. 
  • Bypass Review Queue Updating Profile - This setting applies to Koha only. Whether or not the Koha review queue for patron modifications is bypassed when updates are submitted. This means that a staff member will have to approve the changes in Koha.
    • Note: Changes to the Home Library field will not go through the Koha review queue.
  • Enable Forgot Password Link - You can enable a forgot password link to show up on the Login page before users log in.
  • Allow Patrons to Update their Alternate Libraries - Allow Patrons to See and Change Alternate Library Settings in the Catalog Options Tab in their profile.

See More Information About Account Settings

Enable PIN Reset

In Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration > PIN/Password you can select Allow PIN Reset. This will allow users to change their PIN/password once they are logged in.

Note: This functionality is only available for CarlX, Koha, Polaris, Sierra, and Symphony

Once this setting is checked, users will see a Reset PIN/Password option, where they must enter their old PIN/password and create a new one.

From here, you also have a few other options:

  • Set a Minimum and Maximum PIN Length
  • Choose to only allow numeric digits in the PIN

If you have specifications set in Aspen about the length of the password and/or if it can only contain numeric digits, a message will show above the PIN/password fields.


Configure Holds

In Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration > Holds you can customize what information is displayed in regard to holds.

  • Show Hold Button - Allow Holds to be placed in Aspen
  • Show Hold Button within the search results - Whether or not the hold button is displayed within the search results so patrons can place holds on items
  • Show Hold Button for items that are checked out only - If enabled, this will only show a Hold button if the item is checked out and not for items that are available on the shelf.
  • Allow Patrons to Update Their Pickup Location - If enabled, users will be able to update their hold pickup location in their account if you have multiple hold location options. 
  • Allow Patrons to remember their preferred pickup location - If enabled, users can choose to select a preferred pickup location that Aspen will remember for the next time the user places a hold.
  • Show Cancellation Date - Whether or not the patron should be able to set a cancellation date (not needed after date) when placing holds. When this is enabled, a calendar will pop up when placing the hold.

  • Show Log Me Out After Placing Holds - If enabled, Log me out after requesting the item will show up on the hold screen.
  • Treat holds for formats that allow either bib or item holds as:
    • Choose from Either Bib or Item Level Hold, Force Bib Level Hold, or Force Item Level Hold
  • Allow Freezing Holds - If enabled, users will be able to freeze their holds
  • Max Days to Freeze Holds - If Allow Freezing Holds is enabled, you can set the maximum amount in the days in the future that you want to allow users to freeze their holds.
  • Default Not Needed After Days - Libraries can choose to set the default number of days that an item is no longer needed. Use -1 for no default. Many libraries will use 365 for 1 year.
  • In System Pickups Only - Restrict pickup locations to only locations within this library system
  • Valid Pickup Library Systems - Additional Library Systems that can be used as pickup locations if the In System Pickups Only is on. List the libraries' subdomains separated by pipes |
  • Hold Disclaimer - A disclaimer to display to patrons when they are placing a hold on items letting them know that their information may be available to other libraries. Leave blank to not show a disclaimer.
  • Delay showing holds available for # of days - Delay showing holds as a available for a specific number of days to account for shelving time.

Symphony Only Settings

  • Hold Placed At - Select from Use Active Library Catalog, Use Patron Home Library, or Use Pickup Location 
  • System Hold Note - A note to automatically add when placing a hold
  • System Hold Note Masquerade - A note to automatically add when placing a hold when a librarian is Masquerading and places a hold

Learn More Information About Holds

Configure Login Screen

Configure Login Screen

In Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration > Login:

  • Show Login Button - Will need to be checked to allow users to login
  • Prevent Login for Patrons of this Library - This will prevent login for users from logging in
  • Check "Remember Me" by default when outside the library - When a user is accessing Aspen away from one of the Library Locations (determined by the IP Address settings), the user will have an option to remember their login and password.
  • Login Form Password - Will display for the user login with whatever is put in this box. Typically: PIN, Password, or PIN/Password
  • Login Notes - Add a custom message to the login screen. This could be a hint or reminder to help patrons login. 
  • Allow Login to Patrons of this Library Only - This will prevent users of other libraries that share your Aspen server from logging in to this library system.
  • Message for Patrons of Other Libraries - Add a custom message for patrons of other libraries that are not able to login. This may be instructions or a link to redirect users to the other site to login.

Account Messages - Koha Only

Messages (For Koha Only)

In Aspen Administration > Primary Configuration > Library Systems > edit the setting > ILS/Account Integration > Messages:

  • Show OPAC Notes - In Koha (user account), scroll to "OPAC Note" under Library Setup after clicking Edit on user profile
  • Show Borrower Notes - In Koha (user account), click "Add Message," then select "OPAC"
  • Show Debarment Notes - In Koha, in the tab at bottom of the user profile, click "Add Manual Restriction"
    • If Debarment Notes is on in Aspen, it will still show a generic message, but not the specific comment from Koha.
    • The generic message is: "Please note: Your account has been frozen. Usually the reason for freezing an account is overdues or damage fees. If your account shows to be clear, please contact the library." Usually this appears when items are long overdue/lost.


Where the Notes Display in Koha:


Where the Notes display in Aspen:

Self Registration

To enable Self Registration, go to Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration > Self Registration.

In order to enable self registration, change the selection from No Self Registration to either ILS Based Self Registration or Redirect to Self Registration URL.

ILS Based Self Registration currently works with the following ILSes: Koha, Polaris, Symphony, Horizon, and Carl.X. Sierra also works with screen-scraping. Click here to learn how to enable and set up self registration in Koha.

If you have Quipu eCard set up in Aspen Administration > Third Party Enrichment > Quipu eCARD Settings, there will also be an option for Quipu eCard in the self registration dropdown.

The default path for the Self Registration page is: {YourAspenURL}/MyAccount/SelfReg



Holiday information will not display in the Hours & Locations information. However, it's still a good idea to have your closing information entered in. When your library is closed (based on these holidays), this information will appear on pages in the user account (Checked Out Titles and Titles On Hold).

Koha ILS:

If you have specified holidays within the Calendar tool in Koha, Aspen will automatically pull your holiday closings into this section. Any changes will need to be made from Koha administration. Attempts to change this information from within Aspen will be overridden by whatever you have set in Koha.

Other ILS:

Holiday closings will need to be manually added in this section. Click Add New, select the date, and enter in the name of the holiday/reason for closing. 

Scope Collections

Go to Aspen Administration > Primary Configuration > Library Systems > scroll all the way to the bottom. There are also scoping options in Aspen Administration > Primary Configuration > Locations > scroll all the way to the bottom.

Records Owned  - Tells Aspen what items are owned by your system. If you are a one branch system, you can input .* as your location, which tells Aspen all items from all of the locations in this Library System are owned by this Library System. If you are a multi-branch system then you will need to define your distinct locations in the locations section under Primary Configuration. You can also use this section to exclude specific locations or sub-locations from the System's 'records owned'.

Records to Include - Tells Aspen what records should be included in your searches. Again .* can be used in the 'Locations' box to include all locations that are associated with this Library system. Alternatively each location can be added as a line and its location code used in the 'locations' box. Against each line there are further options to include and excluded different item types, audiences, formats, items on order etc.

Include Library Records to Include - In Aspen Administration > Primary Configuration > Locations  there is an option to check a box Include Library Records to Include. This means that in addition to what's included in this Location's settings, to also include whatever is specified to be included in the Library System settings. Or, you can read it as, Include "Records to Include" from Library Systems settings. You'll also want to check this box if libraries are using IP detection and applying any special Library Systems Settings to the Location. This makes setup easier since you don't have to copy everything from the Library System settings to each Location.

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With these settings, you can:

  • Configure location settings such as address, contact info, and hours of operation


The Location settings determines how Aspen works for each of the different locations for your library system or consortium. Here is where you will add the library hours, phone number, and other individual aspects of Aspen for different locations.



Adding or Editing Location Information

Adding or Editing Location Information

  1. Visit Primary ConfigurationLocations and click to edit the library location you wish to update.
  2. Make sure the checkbox next to Show In Locations And Hours List is selected.
  3. Add your address and and phone number information. Note: The Email Address field is currently only used for the mobile app.
  4. Save your changes.


    If you have multiple library locations, you may wish to change the primary location displayed when users first open the Hours & Locations link. To set a default location, make sure that is Main Branch is checked in the relevant Locations settings.

    Changing a Location's Name

    There a few different places where you might need to make changes to a location's name, depending on what you are trying to change.

    Location Name in the Header

    The location name displaying in the header comes from Primary Configuration > Library Systems > Display Name when Show Display Name in Header is checked.

    Location Name in the /Select Interface

    The location names from at https://{YOURASPENURL}/Select Interface can be removed by going to Primary Configuration > Library Systems > Show In Select Interface (requires Create Search Interface) and edited from Primary Configuration > Library Systems > Display Name

    Location Name in Dropdown menus

    The location names in dropdown hold menus can be changed in Primary Configuration > Locations > Display Name

    Location Name in Library Hours & Locations

    The location names in Library Hours & Locations can be changed in Primary Configuration > Locations > Display Name

    Location Name in Facets and Copy Details

    This information details come from ILS Integration > Translation Maps > Locations. These are the only ones you want to be careful changing, specifically in relation to any browse categories that may be using that facet location (exp: Available now at Main Library).


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    Library Hours & Location

    Library Hours & Location

    If enabled for your locations, the Library Hours & Location link will appear within the hamburger menu.



    Clicking this link will open a new modal window with information about your libraries. If more than one location has information filled in and enabled, users can switch between locations with the dropdown menu.


    Adding or Editing Location Hours

    Add or Edit Location Hours

    In Aspen Administration > Primary Configuration > Locations > click into library location or edit > scroll toward the bottom to the Hours section.

    Click Add New to add more hours.

    Choose a day of the week from the dropdown.

    If the location is closed that day, check the Closed box.

    Set the Opening Hour and the Closing Hour. Times listed are in Military Time.

    Type any notes that might apply to that day. (Example: curbside or pickup window hours, hours apply only to a specific time frame like Summer or Winter, etc.

    Where Hours Are Reflected

    Library hours are reflected in up to two places in Aspen:
    • the Library Locations & Hours list
    • on pages in the user account (Checked Out Titles and Titles On Hold)
    Hours are displayed in the user account by default. The hours shown are always based on the user's home library location. To toggle this function off: visit Primary Configuration Library Systems, edit the library system setting, click ILS/Account Integration, then check the box for Show Library Hours Notice on Account Pages. Save your changes.


    If using the Koha ILS, make sure the hours you enter into Aspen settings have no conflicts with repeatable holidays in Koha. From the Koha staff client, you can find these settings under Tools → Additional Tools → Calendar. For example, if the Koha settings specify Sundays as a weekly repeatable holiday, but your location is now open on Sundays, you will need to remove that repeatable holiday from the Calendar tool. Otherwise, Aspen will not be able to reflect your changes.

    Add Description or Photo to Your Location Information

    In Aspen Administration > Primary Configuration > Locations > choose the library location > scroll to the Description box.


    Here you can include text, photos, and links you want to share about the library location.



    Once saved, this information will be included in the Library Locations & Hours menu.


    Location-based Scoping Options

    Configure Automatic Timeout Settings

    The Automatic Timeout settings allow you to specify the length of time before logged-in users are logged out and the catalog is refreshed back to the main page when no users are logged in.

    These timeout settings are only applied when location-based options are set up. These two options are:

    • Location settings by IP Address
      • Checking "Treat as OPAC" will tell Aspen to use automatic timeout settings. If no location is selected for the IP address, the default settings will be used (90 seconds for logged-in users and 450 seconds otherwise). If a Location is selected, Aspen will use the timeout settings specified in the Location settings.
    • Location settings by branch URL parameter
      • &opac=true is the parameter that enables the timeout settings. If using this parameter with the branch parameter (ex: /?branch=MAIN&opac=true), Aspen will use the timeout lengths specified in the associated Location settings.)


    To change automatic timeout settings:

    1. Head to Aspen Administration → Primary Configuration → Locations → edit the location → scroll to Automatic Timeout Length fields.



    1. Update the fields to set your desired length (in seconds), then save.


    Tip: If you want to update multiple Location settings with the same timeout lengths, head to the main Locations screen and use the Batch Update Selected or Batch Update All buttons.


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    "On Shelf" vs. "It's Here"

    When Aspen detects a user is browsing the catalog from a specific location - based on IP address or branch URL parameter - you can tell Aspen to display copies available on the shelf with the "It's Here" status label.

    To toggle this option on or off, head to Library Systems > Holdings Summary > Show It's Here


    This is what search results on a catalog might look like when a user is browsing outside of the building:

    If copies are available, the status will say "On Shelf" and the first few available copies will be listed, if enabled.


    When the user is browsing from inside a building with "It's Here" enabled:


    The label changes to show "It's Here" to indicate that the user can go grab that available item off the shelf. That location's available copies will also show primarily, and the user can click "Where is it?" to see copy information for other locations.


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    Adding a Bookmobile or Outreach Location

    There may come a time when your library decides to add a new place for users to access library resources, such as a bookmobile or another outreach location. Thankfully, Aspen Discovery allows for great flexibility when it comes to adding and setting up new locations at any time.

    Configuring a New Location

    If using either Koha, Evergreen, or Polaris for your ILS, start by creating the location there. For Koha, check out this awesome episode of Monday Minutes to learn how! Once set up in the ILS, Aspen will pull in this information and create a new setting for this location automatically. Then, all you’ll need to do is edit this location setting and adjust preferences as needed. 

    If using another ILS (Sierra, Symphony and Evolve), you will first need to create and configure the location there, then add the corresponding Location setting manually into Aspen. 

    Let’s walk through the essential settings you’ll want to enter in and make decisions about. (If a setting isn’t mentioned, assume that it is not necessary for this setup - at least, not for the majority of cases.)


    1. From Aspen Administration, head to Primary Configuration > Locations > click Add New. 

    2. Enter in the Code for this location. This must match what you have set up for the bookmobile/outreach location in your ILS. 


    3. Enter in the Display Name. This is how you would like the location to display throughout Aspen, whether that’s in copy information or in the list of locations and hours.

    4. Make sure the appropriate Library system setting is selected under Library. This would be the library the bookmobile or outreach location “belongs” to. 


    5. Next, decide whether or not you want this location to appear in the Library Hours & Location screen. This information is accessible from the hamburger menu (☰) on every page. If you don’t want this location to appear there, uncheck Show in Locations And Hours List.

    If you do want this location to appear, fill in any applicable location information – address, phone number, and/or email address. (No need to enter in address latitude/longitude/units for distance – if the address is filled in, Aspen auto-calculates this for you via our Google Maps API.)

    Then, scroll down the page until you reach the Hours section where you can enter in any regular schedule for your location. Use the Notes field to add extra information about specific days/hours.


    If none of these fields are quite right for your location’s needs, you can also add more details in the Description field, which will appear on the Hours & Location screen under “Additional Information.”


    Here’s an example of what all these fields together might look like in action:


    6. If this new location “owns” any materials, scroll to the bottom and create an entry in Records to Include. (This will already be created for you if using the Koha ILS) Leave the Indexing Profile Id as “ils,” then fill in the location’s code in the Location field. If the location will not have any circulating materials attached to it, you can skip this step. To show ownership, check Owned?


    7. Finalize your setup in the Location settings by answering the following questions:

    • Should this location show on the Donations page (if applicable)? 
      • If No, make sure “Show Location on Donations Page” is unchecked.
    • Should users be able to select this location as a pickup location for holds?
      • If No, go to ILS/Account Integration > Valid Hold Pickup Branch? and select Not Valid. Otherwise, select the setting that’s right for your location.
    • Should users be able to select this location when registering for a card online?
      • If No, go to ILS/Account Integration > Valid Self Registration Branch? and select Not Valid.

    8. Finally, if this location will circulate items, consider whether or not you’d like these items to be discoverable in the catalog(s). If you do not want items at the location to show in search results for any library (whether using a single or multiple catalogs), you can suppress the items using the location code in Aspen Administration > ILS Integration > Indexing Profiles > Locations to Suppress. 


    If you only want to suppress this location’s items for specific catalogs (when multiple catalogs are involved), you can suppress the items using the location code in Aspen Administration > Primary Configuration > Library Systems > edit the setting(s) > add the location code to “Locations to Exclude” under Records to Include.


    These steps and questions should work great for the majority of scenarios, but if you have any questions about how to configure settings for your library’s unique situation, please submit a support ticket and we’ll be happy to help.

    Spread the Word

    Now that your location settings are in place, you can use Aspen to promote your new location and services, too. If your location has a tie-in with any special collections or resources, promote them with placards! Using Aspen’s web builder, you can also create an informational page about your new location with images, videos, and more. System messages are also another useful tool when it comes to communicating important announcements to all users.

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    Handling Closures or Removing a Library Location

    Deleting a Library Location

    When you delete a library location/branch from your ILS, you must also delete the library location from Aspen.

    To remove a location, go to Primary Configuration > Locations > click into the Location you want to remove and click the Delete button.

    If this location/branch is still in the ILS, Aspen will reload this location when it catches the ILS index (for Koha, Polaris, Evergreen libraries). If you did this by accident using other ILSes (Sierra, Symphony, Evolve), you will need to manually re-add and configure the location/branch.


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    Suppress a Location's Collections

    Suppress a Location's Collections

    To suppress the location's collections go to Aspen Administration > ILS Integration > Indexing Profiles > Item Information > Locations to Suppress. Here you will put the branch code(s) of locations to suppress. Removing these completely will take an overnight index.

    Remove the Location as a Hold Pick Up Location

    If the location is closing and you don't want users to be able to pick up a hold at that location, go to Aspen Administration > Primary Configuration > Locations > click into that Location > ILS/Account Integration > Valid Hold Pickup Branch? > Not Valid

    Remove the Location from Self Registration

    If you are using Self Registration and want to hide this location, go to Aspen Administration > Primary Configuration > Locations > click into that Location > ILS/Account Integration > Valid Self Registration Branch? > Not Valid

    Remove or Edit the Location in Library Hours & Locations Link

    Remove the Location from the Library Hours & Locations Link

    If this Location is completely being removed from the system, go to Aspen Administration > Primary Configuration > Locations > click into that Location > uncheck Show In Locations And Hours List 


    Edit the Location Information in the Library Hours & Locations Link

    If you want to edit the location information in the Library Hours & Locations link, go to Aspen Administration > Primary Configuration > Locations > click into that Location > Description > update with information about the closure.



    Adjust the Library Hours

    If the library location is temporarily closing but you have patrons registered with a Home Library of that location, you can adjust the hours for the location in Aspen Administration > Primary Configuration > Locations > click into that Location > Hours > click on Closed

    These hours in Aspen relate to messaging within the user account on the "Holds" and "Checkouts" screens. 



    Set Up a System Message

    You can set up a system message in Aspen Administration > Local Catalog Enrichment > System Messages > Add New

    Fill in the Message to Show - You may want to include any links out to your website where you have more information/resources about the closure.

    Show On - you can choose where you want the message to display. 

    You can set Start Date to Show and End Date to Show if you have a length of time for the message

    You can allow the message to be Dismissable by checking the box. Then users don't have to see the message repeatedly when they log in. 

    Where the message shows on All Pages:

    Hide the Location's Catalog from a Consortial Display

    If you are consortium and have a Select Interface display to share your various scoped opacs then you can choose to remove a location to make the location's opac hidden. You can find this view at {YourAspenURL}/MyAccount/SelectInterface.


    To hide an Aspen opac from this interface, go to Aspen Administration > Primary Configuration > Library System > click into that Library System > uncheck Show In Select Interface (requires Create Search Interface)


    Shut Down Access to Physical Items and/or Only Allow Access to eContent

    If you are a single library location on a server and you are shutting down, you have a few different options in Aspen for limiting access and searching of the catalog.

    In Aspen Administration > System Administration > System Variables > Catalog Online/Offline you can choose:

    • Catalog Online - default, everything is working normally and your catalog is active
    • Catalog Offline, no login allowed - catalog is off, no log ins will be allowed


    Note: For the above two options, you can also use the message box to add a message for users trying to login


    • Catalog Offline, login allowed with eContent active - If you are moving physical collections/closing the location, but want to continue to offer eContent checkouts and holds through the catalog, this is the way to go. 



    When you go into offline mode, messaging will also appear in the Copies information to alert users that this information may not be current:

    "The circulation system is currently offline. Holdings information is based on information from before the system went offline"


    Remove the Location from Aspen LiDA

    If you are using the Aspen LiDA app and want to remove a location from the app, go to Aspen Administration > Aspen LiDA > App Settings > uncheck the location.



    You may also check individual location settings by going to Aspen Administration > Primary Configuration > Locations > click into that Location > scroll all the way to the bottom > Aspen LiDA App Settings > make sure "None" is selected.



    The location can take up to 24 hours to disappear from LiDA. 

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