ILS Integration

The Indexing Class should be set to your ILS name. This controls the options that appear in the Indexing Profiles and ensures you have the correct connection.

We set up ILSes with default values in these fields. They will vary by ILS and could slightly vary depending on your custom configuration.

The default values are:

By default, we set Treat Unknown Language As and Treat Undetermined Language As to: English 

If we cannot determine a language from a record, the default will then be English.

If you leave these fields blank, they will instead show as Unknown if language cannot be determined.

In Aspen Administration > ILS Integration > ILS Indexing Profiles > check Index 856 links to have Aspen display an Access Online button automatically when:

• The URL is in 856 subfield u
• The first indicator is 4 AND the second indicator is 0 or 1

Notes:

• If the second indicator is 2, the Access Online button will not show if the subfield 3 exists.
• The Access Online button will not show if subfield 6 is set.
• Link text will display from subfield z if available.  If subfield z is not available, subfield y will display.  If neither is available, we will show: Web Content.
• These records do not need to have items attached in order to display in the catalog.

These records will become discoverable in the Available Online facet and have a format of Online Content. Right now this format is hardcoded in and not displayed in the format map.

Since Aspen can pull in records via API from certain econtent providers (Boundless, CloudLibrary, hoopla, Libby and Palace Project), we want to make sure to suppress any of these records loaded in the ILS. This way, your catalog is only showing the most up to date infromation for these providers.

In ILS Indexing > Suppress Records With Urls Matching add any of the domains of those records you want to hide. By default, we add:

overdrive.com|contentreserve.com|hoopla|yourcloudlibrary|axis360.baker-taylor.com 

In Aspen Discovery, you can configure the audience data to pull from either bib level data, collection, shelf location or a specified subfield.

In order to do this you will need to configure that in ILS Integration > Indexing Profile > Determine Audience By.

The default is By Bib Record Data.

If you choose another option beside Bib Record Data, you will need to create an Audience translation map called 'audience'. Then, Aspen will reference the mapping first and if it does not exist, is blank, or if it is econtent, Aspen will default to the bib record data.

If you are using an Audience Subfield instead of the Bib Record Data, you would fill that in Audience Subfield.

Treat Unknown Audience As is typically set to General by default. Other options from the dropdown are Adult or Unknown. These values would be used in cases where Aspen is unable to determine an audience from the MARC data provided.

For the most up to date information on determining and mapping audience, check this page of the Help Center under Audience Facet & Determining Audience.

Determine Literary Form By - By default we set this to By Bib Record Data. You can also create a literary_form map to map literary form from a specific subfield (exp: You use collection codes like romance, historical fiction, juvenile biography, travel guides that can translate to Fiction vs. Non Fiction).

Literary Field Subfield - If using a literary_form map, you would define the subfield you are pulling those mapping values from here (exp: your collection values are in subfield c.

Hide Unknown Literary Forms - If unchecked, literary forms that cannot be determined as either Fiction or Non Fiction will be sorted into an Unknown category in the Literary Form facet. 

Hide Not Coded Literary Forms - If unchecked, literary forms that aren't coded will be sorted into an Unknown category in the Literary Form facet. 

For the most up to date information on determining and mapping Literary Form, check this page of the Help Center under Literary Form.

With the Topics facet, there is an option within ILS Indexing Profiles to decide if you would like to Include Personal And Corporate Names In Topics Facet

The Topics facet pulls from:

• 600$a
• 600$x
• 610$x
• 611$x
• 630$x
• 648$x
• 650$a
• 650$x
• 651$x
• 655$x

The Personal Name facet pulls from:

• 600$a
• 600$b
• 600$d

The Corporate Name facet pulls from:

• 610$a
• 610$b
• 610$d

If you are using the Topics facet in conjunction with the Personal Name and/or Corporate Name facet, you can choose to exclude the 600 and 610 from the Topics facet. To update this, go to Aspen Administration > ILS Integration > ILS Indexing Profiles > check/uncheck Include Personal And Corporate Names In Topics Facet.

For the most up to date information on facets, check this page of the Help Center.

The Item Information section is how Aspen learns how to interpret your ILS exports and which data to display where within the catalog.

To visualize this process, you can click into a record > go to Staff View > find the item records at the bottom of your MARC Record view.

In the Item Information section, we plug in the corresponding subfields (exp: Format = y, Barcode = p)

In Item Tag and Item Record Number, we define the item record export values. This varies for each ILS. Below is a table of common defaults that we see but these values may vary depending on your custom configuration.

When defining Call Numbers there are several options in the Item Information section.

These values will display in the following way in Aspen:

{Call Number Prestamp} {Call Number Prestamp 2} {Call Number} {Call Number Cutter} {Call Number Poststamp}

Use Item Based Call Numbers - This option would typically be checked to pull call numbers from the item record data instead of the bib record data.

Call Number Prestamp and Call Number Prestamp 2 - Subfield values can be added here if you have parts of call numbers in multiple subfields. These entries will fall before the Call Number in the record display. These are more likely to be used by academic and Sierra libraries.

Call Number - The subfield you would consider your main Call Number value. This varies for each ILS. Below is a table of common defaults that we see but these values may vary depending on your custom configuration.

Call Number Cutter and Call Number Poststamp - Subfield values can be added here if you have parts of call numbers in multiple subfields. These entries will fall after the Call Number in the record display. These are more likely to be used by academic and Sierra libraries.

In Aspen terminology, we think of Location as the physical building or bookmobile/kiosk that contain those holdings. For example, where would a patron need to drive to go find that thing?

In Item Information, we have various settings related to Location.

Location

The Location field corresponds to which building is currently holding that item (Ex: Main Library, East Branch). Here you would define the subfield where Aspen can pull that information. This varies for each ILS based on how the data export is set up from your ILS. Below is a table of common defaults that we see, but these values may vary depending on your custom configuration.

Include Location Name in Detailed Location

By checking Include Location Name in Detailed Location this adds the name of the physical location in "Where is it?" and the full record display. You would want to check this if you are a multi-branch system or consortium. For single libraries with one phyiscal location, you may want to uncheck this to avoid redundant information, since the value would be the same for all records.

When Checked:

When Unchecked:

Non Holdable Locations

In Non Holdable Locations, you can enter in Location codes of any location(s) that do not allow holds placed on their items. For example, a history center or bookmobile location. If you have multiple locations, separate each code with pipes and no spaces.

Example: HIST|BKM

Locations to Suppress

In Locations to Suppress, you can enter in the Location codes of any location(s) that should have all of their holdings hidden/suppressed from the catalog. For example, an off-site storage facility or processing location. If you have multiple locations, separate each code with pipes and no spaces.

Example: STORAGE|SYSTEM

Sub Location

In Sub Location, you can enter in a secondary location code subfield that will display in the detailed record display. While every ILS Item Information profile should contain a Location subfield, it is less common to have the Sub Location field defined by default.

The data from the Sub Location subfield can display in the detailed record display:

When a sub location is defined, the information will display in this order:  {1. Location} - {2. Sub Location} - {3. Shelving Location} 

For example, if you would like a Collection code to display along with your location and shelf location, you would copy the Collection code value into the Sub Location field, and the Collection name would display in the sub location position as shown above.

To learn more about configuring record display in Aspen, see information here.

The Shelving Location field corresponds to where an item can be located within the physical building or Location (Ex: Adult Non Fiction, New Books, Reference Desk). Here you would define the subfield where Aspen can pull that information. This field varies based on how the data export is configured from your ILS. Below is a table of common defaults that we see, but these values may vary depending on your custom configuration.

Values defined in this subfield will show in "Where is it?", the Copies section of detailed records, and in the Shelving Location facet in search results.

Supressing by Shelving Location

Since there isn't a separate "Shelving Locations to Suppress" option in the Item Information section, libraries who aren't using Collection codes can add their Shelving Location code in the Collection subfield. This tells Aspen to treat your Shelving Locations the same as Collection, which will allow you to use the "Collections to Suppress" field to suppress your Shelving Locations. Once set up this way, you can add any Shelving Location values you would like to suppress in "Collections to Suppress."

For Sierra libraries, their data typically combines what Aspen would consider to be separate Location values and the Shelving Location values. 

For Sierra libraries, we can define Location and Shelving Location to both pull from the same subfield - typically l.

Then, we can create two separate Translation Maps - location and shelf_location. 

Here, we will break out the code values to separate out the physical branch locations and the shelving locations. We typically do these through a Regex mapping.

In Aspen terminology, we think of Collection as further sub-divisions of data into classes like genre and audience. For example, What type of book is this? Romance? Children's Mystery?

Collection

The Collection field corresponds to how a library further divides their holdings outside of item type and shelving location (Ex: Romance, Oprah Book Club). Here you would define the subfield where Aspen can display that information. The type of data represented by the Collection subfield can vary greatly from library to library. The subfield for Collection also varies for each ILS depending on how the data export is configured. Below is a table of common defaults that we see, but these values may vary depending on your custom configuration.

* These ILSes often do not have what we define as Collection code. In this case, sometimes these libraries opt to enter their Shelving Location subfield code into the Collection subfield as well. The benefits of are the addition of a Collection facet, access to mapping with the Collection Translation Map, and the ability to suppress collections.

Values defined in this subfield will show in "Where is it?", the Copies section of detailed record pages, and the Shelving Location facet.

Suppressing by Collection

In the Collections to Suppress field, you can enter in any collection codes you wish to suppress from the catalog. Example: Staff Collection, Equipment. If you are suppressing multiple collections, enter in the values separated with pipes and no spaces.

Example: STAFF|PROF|EQUIP

Values defined in this subfield will show in the Collection facet.

Since there isn't a separate "Shelving Locations to Suppress" option in the Item Information section, libraries who aren't using Collection codes can add their Shelving Location code in the Collection subfield. This tells Aspen to treat your Shelving Locations the same as Collection, which will allow you to use the "Collections to Suppress" field to suppress your Shelving Locations. Once set up this way, you can add any Shelving Location values you would like to suppress in "Collections to Suppress."

The Volume field corresponds to volume information defined in the records. Here you would define the subfield where Aspen can pull that information. This varies for each ILS. Below is a table of common defaults that we see but these values may vary depending on your custom configuration.

The Volume information will show in a column in the Copies display.

If you have links to your corresponding items, you can define them in Aspen Administration > ILS Integration > Indexing Profiles > Item URL and Item URL Description. 

The Item URL subfield can be used for all ILSes.

The Item URL Description subfield is specific to Sierra at this time.

The subfields defined in the indexing profile will not necessarily be the same as the subfields as they appear in your ILS.

The subfields can be defined with any value, so long as the values are not already mapped to other item data in the Item Information section. (Example: if "z" is already mapped to Date Created, you can't use "z" for Item URL Description.)

Once the subfields are defined, Aspen will display the information like this:

Barcode

The Barcode field corresponds to item barcode information defined in the records. Here you would define the subfield where Aspen can pull that information. This varies for each ILS. Below is a table of common defaults that we see but these values may vary depending on your custom configuration.

Display Item Barcodes in Account > Checkout Titles

To show these item barcodes in patron checkouts, go to Primary Configuration > Library Systems > ILS/Account Integration > check Display item barcodes in patron checkouts.

This works for the Koha and Polaris ILS.

In Aspen terminology, we think of Status as how the item is moving throughout the system and/or its current state. For example, is it Available or Checked out? Is it Lost? Damaged? Missing?

In Item Information, we have various settings related to Status.

Status

The Status field corresponds to the state of that item (Example: On Shelf, On Order, In Transit). Here you would define the subfield where Aspen can pull that information. This varies for each ILS. Below is a table of common defaults that we see but these values may vary depending on your custom configuration.

The Koha status subfield is blank because status is not captured in a single subfield, but in various Authorized Values - DAMAGED, LOST, NOT_LOAN, RESTRICTED and WITHDRAWN.

Non Holdable Statuses

The Non Holdable Statuses field corresponds to any library items with these values that should not allow holds on them. Example: Staff Collection, Profressional Collection. If you are making multiple statuses non holdable, separate the values with pipes.

Example: STAFF|PROF

Statuses to Suppress

The Statuses to Suppress field corresponds to any library items with these values that should be hidden/suppressed in the catalog. Example: Withdrawn, Missing. If you are suppressing multiple statuses, separate the values with pipes.

Example: WD|MS

Status suppression can also be done from the Status Mapping table further down the ILS Indexing page by checking Suppress? in the corresponding column.

Note: If you are a Sierra library (or other library with statuses that have special characters), if you are making the status of $ suppressed or non-holdable in the item information, you have to add a slash to the end of the string, like this: f|m|n|\$

Documentation Coming Soon

These settings in Item Information will vary by ILS. Here are some common default settings that we see.

iType

The iType field corresponds to the item type of the item (Ex: BOOK, JMOVIE). Here you would define the subfield where Aspen can pull that information. 

Format

The Format field corresponds to the format of the item (Ex: Book, Movie). Here you would define the subfield where Aspen can pull that information. Typically, it would be the same subfield as what you filled in for iType.

This varies for each ILS. Below is a table of common defaults that we see but these values may vary depending on your custom configuration.

Non Holdable iTypes

The Non Holdable iTypes field corresponds to any library items with these values that should not allow holds on them. Example: Museum Passes and Kits. If you are making multiple itypes non-holdable, separate the values with pipes.

Example: PASS|KIT

Making item types non-holdable can also be done from the Format Map table further down the ILS Indexing page by selecting No Holds Allowed in the Hold Type column.

iTypes to Suppress

The iTypes to Suppress field corresponds to any library items with these values that should be hidden/suppressed in the catalog. Example: Interlibrary Loan or Staff Only Equipment. If you are suppressing multiple item types, separate the values with pipes.

Example: ILL|EQUIP

Item type suppression can also be done from the Format Map table further down the ILS Indexing page by checking Suppress? in the corresponding column.

iCode2

This subfield is used by Sierra libraries. Typically, this would be the subfield value of o.

Use iCode2 suppression for items

By checking Use iCode2 suppression for items, libraries can use this subfield as a method of suppressing items from the catalog.

iCode2 values to suppress

If wanting to suppress item records by iCode2, add these values here. If you have multiple values, seperate them by pipes. 

Exp: n|r|w 

Note

The Note field corresponds to the subfield where you might store public item notes (Exp: Donated By The Smiths, On Display, Holiday Collection). Here you would define the subfield where Aspen can pull that information. This varies for each ILS. Below is a table of common defaults that we see but these values may vary depending on your custom configuration.

Showing the Note Column in Copies View

If defined in the Indexing Profiles, then Notes can display in the detailed record Copies view.

You can find the subfield information in your MARC item data:

And where the information displays in Aspen under Copies > Note:

ILS Specific Information

Koha

In Koha, these public notes are usually stored in subfield z. Here is a screenshot of where the information is stored in the Koha ILS

Symphony

In Symphony, these public notes are exported in subfield o. PUBLIC notes will show if both the Note and Item Record subfields are filled in Aspen Administration > ILS Integration > Indexing Profiles > Item Information.  CIRCNOTE and STAFF notes will not appear in Aspen.

From the Load From dropdown, libraries can select Bib Record or Item Record.

There is also a Specified Value option that is currently not supported. 

Bib Record is going to have Aspen determine format by the rules defined here. 

Item Record is going to have Aspen determine format by your item type values mapped in the Format Map. 

For the most up to date information on determining and mapping Format, check this page of the Help Center.

Documentation Coming Soon

Fallback Format Field -

Specified Format -

Specified Format Category -

Specified Format Boost -

When Check Record for Large Print is checked, then Aspen will look for items that have a format of Book and look for the following bib level indicators for Large Print to split them out in the grouped work display.

For the most up to date information on determining and mapping Format, check this page of the Help Center.

For the most up to date information on status and mapping Status, check this page of the Help Center.

As of the 23.08 release, you now have the ability to add up to three custom facets!

When setting up a new custom facet, you will need to wait for the overnight reindex to see your new facet and any changes or adjustments you make to the custom facet.

Defining Custom Facets

1. Head to ILS Integration > Indexing Profiles > edit the profile > scroll to Custom Facets
2. Enter in the Facet Source, which will be the MARC record field and subfield you want to index for searching. Example: 690a
3. Enter in any values to include and to exclude. At this time, these fields require the use of Regex in order to exclude values from being indexed. Example: .* (meaning everything)
4. Save your changes at the bottom.

Create a Translation Map

In order for Aspen to know how to display the values in your custom facet, you may need to create a new Translation map.

1. Under ILS Integration > Indexing Profiles > Translation Maps
2. Click Add New
3. Enter a name for the map based on the custom facet used. The name must be either customFacet1, customFacet2, or customFacet3, depending on which custom facet the map should apply to.
4. Enter in the values in the Value column.
5. Enter in the display text in the Translation column.
6. Save your map.

Add the Custom Facet(s) to Grouped Work Facets

1. Head to Catalog / Grouped Works > Grouped Work Facets
2. Click Add New to add a new facet.
3. In the Facet column, select your desired custom facet from the dropdown.
4. Enter in the display name/plural display name for the facet, and configure any other options as needed.
5. Save your changes.

Documentation Coming Soon

Regroup all Records - 

Run Full Update -

Last Update of Changed Records -

Last Update of All Records - 

Last Change Processed - 

Full MARC Export Record Id Threshold -

Last Update from MARC Export -

Last Authority Export Timestamp (Koha Only) -

At the bottom of the ILS Indexing settings, Evergreen libraries will see Evergreen Settings.

Org Unit Schema

From the dropdown, the options are:

• Level 0 = Overall instance, Level 1 = Libraries, Level 2 = Branches
• Level 0 = Overall instance, Level 1 = Consortium, Level 2 = Libraries, Level 3 = Branches

Depending on your structure (single library vs. consortium), you'll want to make sure to select the correct Org Unit Schema. This is important for Aspen to understand the loading of your Library Systems and Locations.

The following settings help with the load of records and the connection between Aspen and Evergreen.

Num Retries for failed bib lookups

From the dropdown, the options are:

• No Retries
• 1 Retry
• 2 Retries

Num Milliseconds to pause after Bib Lookups

From the dropdown, the options are:

• 0 milliseconds
• 25 milliseconds
• 50 milliseconds
• 100 milliseconds
• 250 milliseconds
• 500 milliseconds
• 1000 milliseconds
• 1500 milliseconds
• 2000 milliseconds

Number of Extraction Threads

From the dropdown, the options are:

• 1
• 2
• 3
• 5
• 7
• 10

At the bottom of the ILS Indexing settings, Sierra libraries will see Sierra Settings.

Check Sierra Material Type during format determination

Sierra has two different types of item type values that might map to Aspen formats. If Check Sierra Material Type during format determination is selected, the bib Material Type from Sierra will be checked before checking item level formats.

Order Record Statuses to Include

Here you can define the subfields of the Order Records you want included in the catalog. If you have multiple values, seperate with pipes.

Exp: o|1|a|q

Hide Order Records for bibs with physical items

Decide if the catalog should hide Order Records for records with physical items by checking Hide Order Records for bibs with physical items.

Order Records To Suppress by Date

The options in the dropdown are:

• Do not suppress by date
• Order Records with a Cataloged Date Set
• Order Records with a Received Date Set
• Order Records with both a Cataloged Date and Received Date Set

Order Record Fields (if order records exported in bib, not frequently used)

Documentation Coming Soon

Sierra Field Mappings

These values may vary depending on your configuration but these are common values that we see for Sierra libraries:

Documentation Coming Soon

Translation Maps

Aspen has Translation maps for data such as audience, collection, itype, literary_form, location (as in the physical branch), shelf_location, sub_location and target_audience.

The subfields connected to these fields are defined in ILS Integration > Indexing Profiles > click into your settings > Item Information. For example, the shelf_location Translation Map will be looking at information stored in the item record subfield c in this screenshot.

If you are wanting to make changes to those facets and the way this information displays in records, you can do this from one of Aspen's Translation Maps.

These changes only effect the display of these records in Aspen and not any of the metadata in your ILS.

Locate Translation Maps

The Translation Maps are located in ILS Integration > Translation Maps > click into the specific map.

You can also get to these from ILS Integration > Indexing Profiles > click into your settings > scroll all the way to the bottom under Translation Maps and click edit on the map you want to access.

Aspen can generate Translation Maps with the following names:

• audience
• collection
• customFacet1
• customFacet2
• customFacet3
• itype
• literary_form
• location (as in the physical branch)
• shelf_location
• sub_location
• target_audience

Below is an example of the shelf_location Translation Map.

Information in the Value column is the code that Aspen is reading from the ILS and cannot be edited/changed. 

Information in the Translation column is what Aspen displays in the catalog and is what can be changed.

For example, your shelf location value is 'HALL' but you want this to display to patrons as 'Long Hall'. 

If you want to download this table, you can click Download as INI at the top.

You can also click View as INI.

If a table is blank or a new, full data set needs to be uploaded, you can click Load From CSV/INI. Typically, this is either done automatically via your ILS connection (Koha, Polaris) or uploaded manually by your Implementation Specialist during implementation. 

Changes made in your ILS to these value translations do not automatically change how they display in Aspen. Changes will also need to be made in the Translation Maps in Aspen for these changes to go into effect.

Changes to the Translation column take an overnight index. You can click into an example record you are trying to change, go to the Staff View > click Force Reindex to see display changes within a 15 minute window.

Translation values are limited to 255 characters. 

Regular expressions can be used by clicking on Use Regular Expressions to map a number of different Value codes to the same Translations. Exp. All of your values that begin with J should map to Juvenile Fiction.

Making changes to this table has the potential to break any exisitng browse categories that are using these values as a facet. See more information here on how to fix this.

The permissions related to seeing the Curbside Pickup Settings is:

Administer Curbside Pickup - Controls if the user can change Curbside Pickup settings.

To set up curbside, go to Aspen Administration > ILS Integration > Curbside Pickup Settings > Add New.

• Add a Name for you settings.
• Check if you would like to Allow Patrons to Always schedule curbside pickups
• Check if you would like to Allow patrons to use "Mark Arrived" as part of the plugin workflow
• Add the Time allowed (in minutes) before a pickup that patrons can see check-in instructions
• Check if you would Allow patrons to leave a note for their pickup
• Add a Note Field Label
• Add a Note Field Instructions
• Add Content for the main curbside pickup page in the box
• Add Content for scheduling a new curbside pickup in the box
• Add Content for confirmation page in the box
• Add Patron instructions for curbside pickup in the box
• Check the library systems in Libraries you want to publish these settings to

User Experience

Once set up, users will see a Curbside Pickups link in Your Account.

The Content for the main curbside pickup page box will show at the top of the page.

When users click on Schedule a pickup at {Library Name}, a scheduling box will pop up.

The information in the Content for scheduling a new curbside pickup box will show at the top.

Users can click on Pickup date and time from a calendar.

Users can leave a Note in the note box.

The information in the Note Instructions box will display under the Note box.

The Indexing Log also known as the ILS Export Log shows records extraction of MARC records from the ILS.

For most ILSs, this is done on a continuous basis as we detect changes within the ILS so you will see a log of incremental changes.

A full extract can be done by selecting Run Full Update within the Indexing Profile.

Within Aspen Administation > ILS integration > Dashboard you can see how many patrons are logging into Aspen, submitting requests, and interacting with cataloged records. The main features of this Dashboard are:

• User Logins - Number of users that log in to Aspen
• Self Registrations - New users that register through Aspen
• Users Who Placed At Least One Hold - Users who placed at least one hold within Aspen
• Records Held - Unique number of titles or bib records with at least one hold placed on them

If libraries have PDFs or supplemental files uploaded, they will see statistics related to usage of them:

• Users who downloaded at least one PDF 
• Users who viewed at least one PDF 
• PDFs Downloaded 
• PDFs Viewed 
• Users who downloaded at least one Supplemental File
• Supplementatal Files Downloaded