Library Systems

Finding settings has never been easier!

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

Create A New Library System

To create a New Library System, follow these steps.

1. Start in Aspen Administration > Primary Configuration > Library Systems.
2. To create a new library system, click the Add New button.

The new Library System setting will load in with defaults that may not reflect your desired configuration. Here are some of the settings to review:

• If you have more than one system setting, you can compare two settings to review which settings are the same or different. To compare settings, click the small checkbox next to two settings and click 'Compare' at the bottom of the main Library Systems screen to see the similarities and differences in configuration.

• You will need a base URL for your new library system setting if you want users to access it (ex: you're creating a new system setting to make a children's catalog). There are two options:
  • If you have a custom URL in mind, your library staff/IT in charge of administering website URLs will need to create the URL(s) and update the DNS settings. Click here for instructions. Then, submit a ticket to notify your support company so the security certificate on your server can be updated.
  • ByWater-supported libraries only: If you don't want a custom URL and would like an aspendiscovery.org URL created for you instead, please submit a ByWater support ticket detailing what URLs you'd like created (ex: libraryname.aspendiscovery.org).

• You will also need to include a subdomain in your settings. This helps Aspen link up your URL to your library system setting and other scope-related settings. This typically (but not always) matches the first part of your base URL (ex: your URL is kidscat.library.org; the subdomain could be "kidscat"). 

• The Display Name is what will display within the header of Aspen if the checkbox for "Show Display Name in Header" is enabled.

• Enabling Consortial Interface 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.

• Create Search Interface controls whether or not the library has a scope created for it in Solr. Keep this box checked if you plan to use the new system setting for an additional catalog (kids catalog, test catalog, etc.).

• Show in Select Interface (Requires the Create Search Interface) controls whether or not the library will show in the Select Interface page. For libraries with multiple library systems and locations, the Select Interface page is a great way to see all your catalogs and quickly access them. Access this page by going to {YOURASPENURL}/MyAccount/SelectInterface

• 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.

Copy An Existing Library System

You might want to do this is you are creating an additional library catalog (ex: Kid's Catalog). If you already have a Library System created that you would like to copy, go to Aspen Administration > Primary Configuration > Library Systems > click into the Library System you already have set up > click the Copy button at the top. 

Copying an existing setting can give you a good starting point if you want most of the settings to stay the same (ie, settings related to what patrons can modify in their accounts, etc). 

Aspen will pop up a list of settings you are able to copy over or exclude from copying to the new Library System. Select/deselect what you want. Your options may look different from the screenshot below depending on your current integrations/configurations.

Once you hit Continue, a new Library System will pop up with the name Copying {the name of the library you are copying}

There are recommendations along the top of suggested edits you should make including:

• Subdomain
• Display Name
• Base URL
• ILS Code

You will definitely want to scan the Library System settings and look for other things like theme, menu links, browse category groups and grouped work display settings if you want that to vary. 

Also, you will want to check the Records to Include at the bottom.

Creating a Test System / Purchasing a Test Server

Click here to learn more about creating a new library system setting for testing purposes, and/or learn about test servers.

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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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 Copy Details

This information details come from ILS Integration > Translation Maps > Locations. 

Location Name in Facets

This information details come from Primary Configuration > Library Systems > Locations. These are the 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).

Changing these fields takes an overnight indexing process so you might want to make these changes late in the day.

Any browse categories using these locations in the facet limiters can potentially break and need to be recreated.

The settings at the top are using configured by your Implementation Specialist for you during the implementation process.

Subdomain - This typically matches to part of your Base URL but really has to do with making sure the correct URL resolves on the server. We don't recommend making changes to these settings without contacting your support company.

Base URL - The URL of your Aspen Discovery catalog. You may see an aspendiscovery.org URL or your custom URL defined here. If you do want to switch from an aspendiscovery.org URL, changing the Base URL will not automatically work as there is additional configuration needed on the server side. If you would like to change a base URL, please reach out to your Aspen support company for assistance.

Display Name - This is the name of the Library System that will display in Select Interface and also if you check Show Display Name in Header.

Account Profile Id - Should be your ILS

Show Display Name in Header - This can be checked if you have a smaller logo without the name of your library and/or you automatically want Aspen to display the name of your library in the Header. 

Consortial Interface? - This setting is typically enabled on the main consortial catalog or a kid's catalog, where a catalog exists but that instance is pulling owned items from other locations and doesn't own things itself. This will help properly display status of items.

Create Search Interface - This should be checked for any physical locations but not things like Lockers or Drive Up Windows.

Show In Select Interface (requires Create Search Interface) - This Library System will show at {YOURASPENURL}/MyAccount/SelectInterface This is a menu commonly used for consortia who have multiple catalogs/library systems on one server. If a library system should not show on this directory, make sure this box is unchecked.

Generate Sitemap - This helps Google index your server and for performance reasons, should typically only be checked on the 'main' instance of Aspen if you have multiple Library Systems.

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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By default, Aspen shows a button in the top-right corner labeled "Languages" or "Languages & Display." This button allows users to switch the interface to a different language and/or switch themes (if multiple themes have been set up for a catalog).

This button in the header can be toggled on or off with the setting: Show Language and Display Settings in Page Header.

If this button is toggled off, the language and display options will always still show in the dropdown menu on the right-hand side of the interface above the search bar.

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:

• Facebook
• Twitter
• YouTube
• Instagram
• Pinterest
• GoodReads
• TikTok
• General Contact Link
• General Email Link

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. 
• Workstation ID (Polaris only) - Optional workstation ID for transactions. If different than main workstation ID, set for the account profile.
• 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. Enabled by default.
• Show Expiration Warnings - This will warn users when their accounts are set to expire soon. Enabled by default.
• 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 users recommendations on items when placing holds. Enabled by default. Learn More About While You Wait.
• Show Messaging Settings (Koha/Symphony only) - 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. Enabled by default. 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. Enabled by default. Learn More About Library Hours & Locations.
• Display Item Barcodes in Patron Accounts - Whether or not users can see item barcodes for materials they have checked out.
• Display if patron checkouts have holds on them (Koha only) - Whether or not users can see if checked out items have holds on them.
• Always display the number of renewals on a checkout - Whether or not users can see how many renewals have been used, example: Renewed 1 of 5 times.
• Enable Reading History - Whether or not users can turn on their reading history. Enabled by default. Learn more about Reading History here.
• Opting in to Reading History Updates ILS settings (CarlX/Koha/Millennium/Sierra/Symphony Only) - Whether or not the user should be opted in to reading history within the ILS when they opt in within Aspen.
• Opting out of Reading History Updates ILS settings (CarlX/Koha/Millennium/Sierra/Symphony Only) - Whether or not the user should be opted out of reading history within the ILS when they opt out within Aspen.
• Enable Saved Searches - If users can save searches within Aspen. Enabled by default. Learn more about Saved Searches.
• Show Circulation Modules to Users in My Account - Whether or not users can see Checkouts, Holds, Fines and Library Card in My Account. Enabled by default.
• Show Contact Information to Users in My Account - Whether or not users can see their Contact Information in My Account. Enabled by default. 
• Show Preferences to Users in My Account - Whether or not users can see their Preferences in My Account. Enabled by default. 

These additional settings will show on Non-Koha servers:

• Show Work Phone in Profile - Whether or not patrons can change a work or secondary number in their account
• Show Notice Type in Profile - Whether or not patrons can change the way they receive notices in their account (Applies to Polaris Only)
• Add SMS Indicator to Primary Phone - Whether or not to add ### TEXT ONLY to the user's primary phone number when they opt in to SMS notices.
• Maximum Fine Amount to Allow Account Updates - The maximum amount that a patron can owe and still update their account. Any value <= 0 will disable this functionality.

Barcode

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

In the 24.08 release, the Alternate Library Card setting now allows libraries to set up alternate library cards (such as state library resource cards) with cloudLibrary. This functionality does not work with any other eContent provider at this time.

Part 1: Setup in Library System settings

1. Aspen Administration > Primary Configuration > Library Systems > edit the chosen setting > ILS/Account Integration > Alternate Library Card.
2. Check the box for Show Alternate Library Card.
3. Select the barcode style for the alternate library card. If the barcode style is unknown, keep "Do not show barcode" selected.
4. If the alternate library card requires a PIN/password for authentication, check Show Alternate Library Card PIN/Password.
5. In the Alternate Library Card Form Message, enter in any additional text you;d
6. Enter in the display label(s) for the alternate library card and alternate library card PIN/password.
7. Save your changes.

Part 2: Enable in cloudLibrary:

1. Aspen Administration > cloudLibrary > Settings > edit the applicable setting.
2. Check the box for Use Alternate Library Card and save your changes.

User Experience

Users can enter in their alternate library card from their account by navigating to the Your Library Card(s) section.

The form will display and the patron can enter in their information. Once saved, the user will be able to check out cloudLibrary content with their state library card.

The User Profile section allows you control various settings related to the user account: display, what they can edit, etc.

Choose Patron Display Name Style:

• First Initial. Last Name (J. Smith)
• First Name. Last Initial (John S.)

Select any of the options you want to allow:

• Allow Profile Updates: Whether or not a user can update their profile. This must be checked in order to allow any of the following 'Allow' settings to work.
• Allow Patrons to Update Their Username: Whether or not a user can add a username. 
• Username Field (Sierra Only): Sierra libraries can define which username field to update in the ILS when users update their usernames. The default is 'w'.
• Allow Patrons to Update Their Name (Koha only): Users can update their first and last name in Aspen > My Account settings
• Set "Use Preferred Name" in the ILS when updating preferred name (Symphony only): Checking this will ensure that updates to Preferred Name from the Aspen user account will set the Use Preferred Name preference in Symphony.
• Allow Patrons to Update Their Date of Birth (Koha only): Users can update their date of birth in Aspen > My Account settings
• Allow Patrons to Update Their Address: Users can update their address in Aspen > My Account settings
• Allow Patrons to Update Their Phone Number: Users can update their phone number Aspen > My Account settings
• Allow Patrons to Update Their Home Library: Users can update their home library if they have an option to choose from multiple libraries.
• Use All Caps When Updating Profile: Whether or not to submit changes in all-caps to the ILS when users modify their profile information.
• Require Numeric Phone Numbers When Updating Profile: Enable this if you do not want to allow any special characters when users modify their phone numbers (i.e. dashes or elipses).
• Bypass Review Queue Updating Profile (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. This is all or nothing for changes.
  • Note: Changes to the Home Library field will not go through the Koha review queue.
• Allow Patrons to Update their Alternate Pickup Locations: Allow patrons to see and change their Alternate Library Settings in the Catalog Options tab in the user profile.
• Show Work Phone in Profile (CARL.X, Sierra and Symphony): Whether or not patrons can see a work or secondary number in their account
  • For Sierra, the primary phone number is the phone number with type of p
  • For Sierra, the work phone number is the phone number with type of t
• Allow Patrons to Update Their Work Phone Number (CARL.X, Sierra and Symphony): Whether or not patrons can modify a work or secondary number in their account
• Show Notice Type in Profile (CARL.X, Polaris, Sierra):
  • For CARL.X, shows E-Mail Receipt Options
  • For Polaris, prevents setting E-Receipt Option and Deliver Option
  • For Sierra, allows the user to choose between Mail, Phone, and Email notices
• City/State Field (Symphony Only): Can choose if Aspen is using a combined City/State field or City and State fields
• Add SMS Indicator to Primary Phone (Sierra Only): Whether or not to add ### TEXT ONLY to the user's primary phone number when they opt in to SMS notices.
• Maximum Fine Amount to Allow Account Updates (Polaris, Sierra and Symphony Only): The maximum amount that a patron can owe and still update their account. Any value <= 0 will disable this functionality.

See More Information About Account Settings

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.

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
• Show volumes with local copies first when placing holds - When local copies are available of volumes, those will display first when placing a hold.
• Allow Changing Pickup Location For Available Holds (Polaris only) - If checked, once holds are on the hold shelf for the patron, they will still be able to change their pickup location.
• Allow Cancelling Available Holds (Polaris only) - If checked, patrons will be able to cancel holds waiting for them on the hold shelf.
• Allow Cancelling In Transit Holds (CarlX only) - If checked, patrons will be able to cancel holds with an in transit status. 
• 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 holds 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

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
• Prevented Login Message - You can customize a message for why users can't login
• Prevent Login for Expired Cards - Enable if you want to prevent users with expired cards from logging in. We generally do not recommend this. 
• 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 Username Label - Will display for the user login with whatever is put in this box. Typically: Username, Library Barcode, Library Card Number. 
• 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.

Another message that might appear in the login box is "Don't have a library card? Register for a new Library Card." This message will appear if Self Registration is enabled in Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration > Self Registration 

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:

Note: These messages cannot be dismissed within Aspen

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

Third Party Registration requires that an external vendor, such as an econtent vendor, has integrated with Aspen's APIs to provide patron registration from their service.

At this time, the Aspen team is working with exernal vendors to support these features and we will update this documentation when that work is ready for Aspen partners to use.

For information on Masquerade Mode, see this page of our Help Center.

Learn more about eCommerce on this page on our Help Center.

Coming Soon

Combined Results is a bento-box or summary type search of certain areas of Aspen.

Combined Results can pull from:

• Catalog Results - Results from your Library Catalog
• DP.LA - Results from the Digital Public Library of America integration. Learn More.
• EBSCOhost - Results from the EBSCOhost integration. Learn More. 
• Events - Results from your Communico, LibCal or Library Market calendar integration. Learn More.
• Genealogy - Results from your genealogy records. Learn More.
• Open Archives - Results from your open archives integration. Learn More.
• Website Search - Results from pages indexed from your website or Web Builder pages. 
• User Lists - Results from your public staff and New York Times lists. 

Combined Results is a great way for patrons to get an idea of what the library has to offer across all integrations.

Check Enable User Lists to allow patrons and staff to create lists in Aspen. This is turned on by default.

Check Enable List Descriptions & Notes to allow patron and staff to add descriptions and notes to lists. This is turned on by default.

Allowable List Names - This would be used in rare cases like prison or school libraries where you do not allow staff and patrons to create their own list names. If you have a situation where you want to limit the names used for lists, you would fill in the allowable lists names here. This is off by default. Exp: My Favorites|To Check Out|My List

Enable Option to Import Lists From Old Catalog - This would be checked if you are able to pull in user lists from your ILS into Aspen. This would be enabled when migrating to Aspen so that users can pull their lists into Aspen. This can be enabled for Koha, Polaris and Sierra libraries. 

When enabled, an Import from Old Catalog button will appear in Your Account > Your Lists. When clicked, lists stored in the ILS will load.

Show Citation Style Guides - Checking this setting enables the Generates Citations button to show within lists.

Aspen has the following citation options:

• APA
• Chicago/Turabian - Humanities
• Chicago/Turabian - Author Date
• MLA

Show Wikipedia Content is checked by default. This enables the Wikipedia integration.

Learn more about the integration.

Show Email This - By checking this box, patrons will be able to email records and lists. This is turned on by default.

Show Sharing To External Sites - By checking this box, patrons will be able to share records, lists and events (if using Events integration) via Twitter/X, Facebook and Pinterest. This is turned on by default and the social media options cannot be customized so this is all or nothing.

In Library Systems > Holdings Summary there are several configuration options for how records display in search results.

Show It's Here and Show On Order Counts are checked by default.

Show It's Here - By checking this box, if you are using IP address location settings, then the status of available items will automatically change from On Shelf to It's Here.

Show Hold and Copy Counts Options:

• Never
• Only for Unavailable Titles
• Always

Show on Order Counts relate to if these respective counts show in the grouped work display.

On Order Items

To show On Order counts, select Show Hold and Copy Counts - Always and check Show on Order Counts:

To not show On Order counts, select Show Hold and Copy Count - Never and uncheck Show on Order Counts:

Checked Out Items

To never show Hold and Copy Counts, select Show Hold and Copy Counts - Never:

To only show Hold and Copy Counts on items where all are unavailable, select Show Hold and Copy Counts - Only for Unavailable Titles

To always show Hold and Copy Counts on items where holds exist but there are still copies on the shelf, select Show Hold and Copy Counts - Always

This would be great for records with a mix of Lucky Day/Express items and "regular", holdable items.

If this is set to Always, copy counts will display even if there are no holds or waitlist.

Note: For certain ILSes, Aspen will need an export of active holds by bib. record in order to show these counts.

Learn more about these configuration options.

For the most up to date information on Course Reserves, visit this Help Center page.

Learn more about the ILL configuration options here (bottom of page).

Information coming soon

Messaging

Twilio Settings - If you have Twilio enabled, you will see the scope name that corresponds with this library system here. Learn more about Twilio.

Boundless

Boudless Scope - If you have Bounless enabled, you will see the scope name that corresponds with this library system here. Learn more about Boundless.

CloudLibrary

CloudLibrary Scopes - If you have CloudLibary enabled, you can technically click Add New and add a corresponding scope to the library system. Currently, the attached scope does not display when saved. For that reason, it is better to define scopes in CloudLibrary > Scopes and ignore these settings. Learn more about CloudLibrary.

Hoopla

Hoopla Library ID - If you have Hoopla enabled, you will see the Hoopla ID number that corresponds with this library system here. 

Hoopla Scope - If you have Hoopla enabled, you will see the Hoopla scope number that corresponds with this library system here. Learn more about Hoopla. 

OverDrive

OverDrive Scope - If you have OverDrive enabled, you will see the OverDrive scope number that corresponds with this library system here. Learn more about OverDrive.

Genealogy 

Enable Genealogy Functionality - If enabled, this will turn on the Genealogy module for this library system. Learn more about Genealogy here. 

Open Archives Results

Allow Searching Open Archives - Check this after you set up your Open Archives integration. This will enable the in History & Archives search dropdown. Learn more about Open Archives here.  

Web Builder Results

Allow searching locally created web content - Check this after you set up Web Builder pages and Web Resources. This will allow Aspen to index your content and create a seperate search interface. This will enable the in Library Website search dropdown. Learn more about Web Builder here.

EBSCO

EBSCO Settings - If you have EBSCO EDS enabled, you will see the EBSCO EDS scope number that corresponds with this library system here.

EBSCOhost - If you have EBSCOhost enabled, you will see the EBSCOhost scope number that corresponds with this library system here.

Learn more about EBSCO here.

DPLA

Include DPLA content in search results - If enabled, this will display Digital Public Library of America content at the bottom of search results. Learn more about DPLA.

Find Holidays in Primary Configuration > Library Systems > scroll toward the bottom > Holidays.

Holidays

When Holidays are added to this section, information about the holiday closure will appear on pages in the user account (Checked Out Titles and Titles On Hold).

Note that holiday information will not display in the Hours & Locations information.

Holidays also aren't for regular closures (e.g. "we're closed every Sunday"); those can be added in Primary Configuration > Locations > edit the setting > Hours.

Another great way to advertise holiday or other closures is through System Messages.

Koha ILS:

If you have specified yearly repeatable closed dates within the Calendar tool in Koha, by default Aspen will automatically pull those holiday closings into this section. If you have unique closed dates specified in the Calendar tool, at least one of your Location settings in Aspen will need "Is Main Branch?" checked in order to pull them in as well. 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 unless the setting "Automatically update holidays from the ILS" is unchecked. If this setting is unchecked, Aspen will no longer pull in holiday information from Koha, and holidays can then be added or removed manually.

If you keep "Automatically update holidays from the ILS" enabled, it is possible to add new additional holidays in Aspen that do not already exist in Koha, as long as the library system is not marked as a the "Default" system on your Aspen server. This could work for consortia using Koha, since the only library system setting marked as "Default" would typically be the main consortial catalog. Otherwise, Koha libraries with only one catalog will not be able to add additional holidays in Aspen.

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. 

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.

Note: For values like Format, Collection and Shelf Location, you will need to use the Translated Values, not the codes. Exp: Fiction instead of FIC

If you have side loads set up, this is where you will see the scopes that correspond to this library system. Learn more about side loads here.