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Gobi Slip Selection Order Request Tutorial

By Christian Layow and UNIV fund section by Gary Johnson

Collection managers can, using the YBP Gobi website, review their fund slips, select the ones to submit as order requests and place those in a selection cart for the Acquisitions Order Unit to review and place orders. This can all be done with out the need for physical yellow slips and if done correctly will also make ordering much easier for the Order Unit personnel.

Table of Contents

Quick Guide

I. Searching Slips - I.1. Funds p.4 - I.2. Interdisciplinary Topic p.5 II. Selecting - II.1. Making Selections p.7 - II.2. Review Selections, Deselecting & Editing Order Details p.12 III. Requesting UNIV fund items in Gobi - III.1. Collection Manager’s LC Classifications p.14 - III.2. Retrieving UNIV fund records p.18 - III.3. Selecting Records for Cart p.20 - III.4. Selecting Multiple Items p.23

- III.5. Removing Items from Selection List p.24 Appendix

A. Print or Save to Disk Selections p.25 B. Templates p.29 C. Folders p.31

Quick Guide Searching Slips

Funds - Choose “Slips” under “Search” drop down menu - Enter slip date and choose fund code. Click “Go”

Interdisciplinary Topics - Choose fund code and any Interdisciplinary Topics. Click “Go” - Choose any search choice from Slip Search screen in combo with other

choices.

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Selecting

Making Selections - Click left bar of item records to be selected, will change blue. - Click “Put In Select Cart” from left menu choice. After selections made click

“Select Cart” to view selections made. - Click “Enter Order Details” after marking records (clicking left bar of record)

enter initials, fund code and notes if required. • For separate notes enter order details one record at a time. For

batches with same order details click “Enter Order Details” after all records desired are marked.

- Click “Select” in Order Details window after filling in appropriate fields. - Alternately GobiExpress can be used bypassing “Select Cart” phase. - NOTE: Do NOT use e-mail order function to Acquisitions if the Gobi

Selection process is used.

Review Selections and Deselect - Under “Search” tab choose “Selections”. - Highlight fund code, initials or type title or ISBN on next screen. - Click “Go” - Mark (click left bar of item record) records to be deselected. - Click “Deselect” and “Ok” in confirmation window.

Requesting UNIV Fund Items in Gobi

Retrieving UNIV Fund Records - Choose “Slips” under “Search” drop down menu. - Enter desired LC classification for subject matter searched in LC

Classification field, select “Range” if searching within a range. - Highlight UNIV fund in Fund Code field or selection menu. - Choose or enter date of slips availability, and click “Go”.

Selecting Records for Cart - Highlight records to be selected by clicking on left bar. - Click “Put in the Select Cart” on the left menu. - To view selections in cart click “Select Cart” at top of menu choices. - Click “Enter Order Details” after highlighting records to fund label, initialize

and enter any additional notes in the “Order Notes 1” field. - To select and enter order details for multiple items hold down the Ctrl key

when clicking left bar for each record. - To remove items when in the select cart click “Select Cart”, highlight those

records to be removed and click “Remove” from the left menu choices. Top

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Appendix A. Print or Save to Disk Selections

- After reviewing selections (see directions immediately above) mark each record or click “Mark All”.

- Click either “Print” or “Save To Disk”. - Choose either “PDF” or “HTML” for printing or saving to disk. - Click print icon in top left corner of Adobe document for PDF and “OK” in

Print window for “HTML”. - For “Save To Disk” choose file type in “Save” window and click “Save to

Disk” in bottom right corner. - Click Save to Disk “OK” (Firefox) or “Save” (Internet Explorer) in next

window and either retrieve from Desktop or specify where to save file.

B. Templates - Choose “Manage Templates” under “Options” drop down menu. - Click “New” from left menu or choose template previously created and click

“Edit”. - Fill out appropriate fields in template including template name for labeling

purposes and click “Save”.

C. Folders - Choose “Manage My Folders” under “Folders” drop down menu. - Click “New” from left menu or choose folder to be edited and click “Edit” - Give folder a name and choose whether it will be “Shared” or “Personal”. - To view folders click on title from “Folders” drop down menu or from

“Manage My Folders” list. - Shared folders will show up in all other user’s “Manage Library Folders” list. - To view “Shared” folders choose “Manage Library Folders” under “Folders”

drop down menu. - To remove item records from folder mark record (click left bar of record to

blue) and click “Remove” from left menu. Click “Ok” on next confirmation window.

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I. Searching Slips

I.1. Funds

To find slip selections under the prospective fund being searched go to the “Search” drop down menu and select “Slips”.

Enter a slip date. View all slips made available on (=), before (<=) or after (>=) a certain date or within a period (Range). It may be expedient to keep track of what date was previously used to pull up all slips from a particular fund, so as not to review repeat slips. If an item record has already been selected as an order request by any collection manager it will be marked as “title selected (date of selection)”. Once the date is selected choose the needed fund. Then click “Go”.

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All slips of the selected fund will be shown according to the date specified. They can be viewed as single, brief or full records by changing the upper right view selector drop down box.

I.2. Interdisciplinary Topics

Slips can also be searched under different funds that may be related to other areas of interest by using the Interdisciplinary Topic selector. Choose a particular fund and then a topic to see what books may be available under the chosen fund but related to the topic of interest.

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Example results for this particular search were 2 items (only one visible with this screen shot).

Other various criteria (subject headings, publisher, Author/Editor, etc.) can be chosen to view more defined slips.

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II. Selecting

II.1. Making Selections

After bringing up the list and viewing each record, mark order request submissions by clicking on the bar to the left of the record and change it to blue. (Note that the list of slips can be sorted various ways by clicking “Sort” from the selections on the left list. The next window displayed will give sort selections to choose.) Clicking “Mark All” will highlight all in the entire list.

Once they are marked, click “Put in Select Cart”. A small pointing icon will appear in the left bar to verify the item has been selected.

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After selecting all the items that are to be submitted, view the Select Cart by clicking that menu choice. Each record will have a green traffic light icon. Let it be noted that placing selections in the “Select Cart” does not mean it is ready to be ordered by the Order Unit. It must first be submitted from the “Select Cart” by clicking “Submit all Green Lights” after order details have been added.

Next, order request submissions must be initialed and fund coded before the Order Unit can place the order. Initial and place notes on each item. Click “Enter Order Details” after again marking them either separately or using “Mark All” (Please see next screen shot below). For order requests with special instructions such as: place in Reference, place in EGWM, order reprint for new preface, etc.,the record must be marked separately to enter order details, and special instruction. (Extra Note: All special instructions must be place in “Order Details” and not by using the “Library Note: Add…” field with the pinned memo icon on the item record itself. If a note is added here it cannot be erased or edited and is permanent in everyone’s view. See next screen below. Although this feature may be useful if you want to leave a note to other collection managers that you have already ordered this particular item.)

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For selections without special instructions, large batches can be initialed and fund coded at once. Mark the records that will have all the same fund code and click “Enter Order Details”.

In the “Order Details” window enter the fund code and your initials (your initials may already have appeared). All the selections will be listed and after clicking select, all records will have fund codes and initials on the records. .

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If the fund code and initials are already included after you have placed your order requests in the “Select Cart”, then you only need to click “Submit all Green Lights” after the order details have been added. (See below)

Once completed, the selected record will display the order details for the Order Unit to view when submitting the orders. (See Section III.)

NOTE: Do NOT use e-mail order function to Acquisitions if the Gobi Selection process is used.

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GobiExpress It is possible to bypass the “Select Cart” when making selections. Highlight the

title(s) that you want and click “GobiExpress” on the left menu. It has been suggested that GobiExpress not be used unless you have had considerable experience with Gobi.

Fill in the required order details and click “Select”. GobiExpress can be used for

single selections or multiple selections. Additional notes cannot be entered for each separate title when selecting multiple titles with GobiExpress.

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II.2. Review Selections, Deselecting and Editing Order Details Once the item is selected, in order to remove item from Selections, the item must be deselected.. This can be done by clicking “Selections” under the “Search” drop down menu.

Then highlight either the fund code the record was marked under or your initials and click “Go” in the top left column. An ISBN or title search can also be used.

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This will bring up the selections that have been made under the initials or fund specified. Mark the bar on the left of the record and click “Deselect” from the choices on the left action menu. Please note if any information has been added to the PreOrder Search Note, then you must contact the Order Unit in Acquisitions about deselecting. This is required as the Order Unit has already begun to process the order request.

The next box will confirm deselection. Click OK. Item record will no longer show up in selections made. In order to change the item details, the item record will have to be searched again (ISBN, title, fund code in the “Slips” search, etc.) and placed in the “Select Cart” with new order details added to the record.

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If item records have been selected they will be noted on the record under the “Library Note” Add…” field as “title selected (date title selected)” highlighted in blue. If any other collection manager has selected the item this note will be displayed under any search mode. It is at this point that notes can be edited by highlighting the record and clicking “Enter Order Details”.

III. Requesting UNIV fund items in Gobi

III.1. Collection Manager’s LC Classifications In order to retrieve bib records in Gobi under the UNIV fund that pertains to your particular collections, please use the following tables that are used in the Acquisitions department to distribute the yellow slips. These tables will be available in the L drive in the acq file folder in a folder titled CollmanGobiSelectorTutorial. Collection managers will change with time, so this may be outdated in the future. To view a more updated file the classification assignments will be stored on the L drive in the collections file as part of sub file Collection Manager’s List. Distribution of Incoming Forms by LC Classification

LC Class Collection

Manager Subject

A (ALL) SNOWHILL GENERAL WORKS

B-BD, BH-BJ COLMENAR PHILOSOPHY

BF BOYD PSYCHOLOGY

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BL-BX BARNHART RELIGION

C (ALL) TUCKER HISTORY

D-DX (except as below) TUCKER HISTORY

DG BRODERICK ITALIAN

DS CHIU FAREAST,ASIAN AMERICAN

TUCKER (all other countries)

DT CURTIS (AFRICA) BLACK STUDIES

E (ALL) BARNES U.S. HISTORY

F (ALL) TUCKER HISTORY

G-GC LARSGAARD GEOGRAPHY, OCEANOGRAPHY

GE MARTORANA ECOLOGY

GF-GT LUECK ANTHRO, HUMAN ECOLOGY, FOLKLORE

GV CURTIS DANCE

BANKHEAD SPORTS

H-HA LUECK SOCIAL SCIENCE

HM WEIMER SOCIOLOGY

HB-HJ MARTORANA ECONOMICS

HO-HP, HR, HU, HW LUECK SOCIAL SCIENCE

HX CALDWELL POLITICAL SCIENCE

HS WEIMER SOCIOLOGY

HN,HT,HV WEIMER SOCIOLOGY

HQ 1101-2030 BARNES WOMEN'S STUDIES

HQ (all others) WEIMER SOCIOLOGY

J-JW,JY-JK CALDWELL POLITICAL SCIENCE, LAW

K (ALL) SNOWHILL POLITICAL SCIENCE, LAW

JZ WEIMER GLOBAL PEACE&STUDIES

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L (ALL) LUECK EDUCATION

M (ALL) SCHROEDER MUSIC

N (ALL) MOON ART

P JOHNSON LINGUISTICS

PA SCHROEDER CLASSICS

PC BRODERICK ITALIAN LANGUAGE

FAULKNER FRENCH

BARNHART SPANISH,PORTUGUESE LANGUAGE

PD SCHROEDER GERMANIC LANGUAGE

PE FAULKNER ENGLISH LANGUAGE

PF,PH SCHROEDER GERMANIC LANGUAGE

PG PLATOFF SLAVIC LANGUAGE

PJ CHIU ORIENTAL LANGUAGES (ASIAN)

PK GASTON MIDDLE EASTERN/ INDIAN LANGUAGES and LIT.

PL CURTIS AFRICAN LANGUAGE and LIT.

CHIU EAST ASIAN LANGUAGE and LIT.

PM JOHNSON LINGUISTICS

PN (except as noted below) FAULKNER ENGLISH

PN 1008.2 - 1009.5 LUECK EDUCATION (*note)

PN 1530 CURTIS DRAMA (*note)

PN 1990 - 1992 CALDWELL COMMUNICATION (*note)

PN 1993 - 1999 TUCKER FILM (*note)

PN 2000 - 3307 CURTIS DRAMA (*note)

PN 4699 - 5650 WEIMER SOCIOLOGY (*note)

PQ BRODERICK ITALIAN LIT.

FAULKNER FRENCH

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BARNHART PORTUGUESE LIT., SPANISH LIT.

PR-PS FAULKNER ENGLISH LIT.

PT SCHROEDER GERMANIC LIT.

PZ LUECK JUVENILE

Q,R,S.T see attached form SCIENCE, ENGINEERING , AG.

U,V RYAN MILITARY SCIENCE

Z (ALL) Sort by Subject BIBLIOGRAPHY

(*note) UNLESS: Black Studies, Native American or Mexican American/Chicano.

L C Class Collection Manager Subject

Q-QA Duda (except as noted below) General Science, Math

QA 75.5 - 76.96 Ryan Computer Science QB-QC Duda Astronomy, Physics QD Huber Chemistry

QE Platoff (except as noted below) Geology

QE581 Martorana Volcanoes and earthquakes QH - QR Lasswell Biology, Microbiology, Botany QP 351 - 495 Boyd Neurophysiology/neuropsychology R Huber Medicine RA 1190 - 1270 Martorana Toxicology, poison RC 321 571 (PSYC) Lueck Neuroscience

S Larsgaard (except as noted below) Agriculture

S 604.5 - 627 Martorana Soil conservation S 900-954 Martorana Conservation natural resources SB Lasswell Plant culture SF Lasswell Animal Culture SH Lasswell Aquaculture SK Lasswell Hunting sports

T Duda (except as noted below) Technology/Engineering

TA Huber (except as noted below) Engineering

TA 170-171 Martorana Environmental engineering TD 511- 893 Martorana Environmental technology TD 511- 893 Martorana Sewage, Solid wastes

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TJ - TK Huber Mechanical, Electrical Eng

TN Larsgaard (except as noted below) Mining Engineering

TN 600 - 799 Huber Metallurgy TP Huber Chemical Technology TR Moon Photography TS Duda Manufacters TT Moon Handy Crafts/Arts & Crafts TX Chuck Huber Home Economics U-V Beverly Ryan U=Military Science V=Naval Science TS =Manufacturers, such as, operations management; packaging; metal working; jewelry; wood

and lumber letter industry; paper; textiles, etc.

III.2. Retrieving UNIV fund records

Go to the “Search” tab on the Gobi website and choose the “Slips” search.

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Enter the LC classification, either a range (exa. HQ 1101-HQ 2030 for Black Studies) or just the letter(s) for the classification (exa. SH for Aquaculture), then select the search delimiter, either “Begins” or “Range”. Highlight the UNIV fund in the Fund Code selection menu. Enter a slip date. The default date delimiter (>=) will search for all slips from the date entered to the present. Dates can be easily entered by using the calendar next to the date field. After all these selections have been made, click “Go” on the left selection menu. (See frame below).

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III.3. Selecting Records for Cart Once record(s) are retrieved highlight the record(s) you want to request by clicking its left border.

Click “Put in Select Cart”

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Go to “Select Cart”

Review the requested items that are displayed. Only items with a “Green Traffic Light” may be formally requested to be purchased. To associate the UNIV fund coded records with your initials and any other info you want to add, select the desired title and click the “Enter Order Details”.

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Fill in the “UNIV” fund code if it is not already there, your initials to the “Initials” field and the “Quantity”. Click “Select” at the bottom right hand corner of the screen.

Once an item has been selected, the record is given a YBP Order Key at its top border (right of center).

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III.4. Selecting Multiple Items To select multiple items, hold down the keyboard’s “Ctrl” key and then mouse click each item you want to order. In the picture below, two items have been highlighted.

As with processing a single order, click the “Enter Order Details’ and then enter the “UNIV” fund code, your initials to the “Initials” field and the “Quantity”. Click “Select” at the bottom right hand corner of the screen.

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III.5. Removing Items From Selection List

To remove a duplicate record or any other item you want deleted from your list, click (highlight) the records bar on the left border of the bib info. Once highlighted, click “Remove” from the list of actions on the left side of the screen.

When prompted by the pop-up window click the “Ok” icon at the lower right corner.

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Appendix

A. Print or Save to Disk Selections

In order to print or save to a disk or hard drive item selections for personal records, mark (click on left bar of record) those records to be printed (or saved). Click “Mark All” from left menu to choose them all. Next click either “Print” or “Save to Disk” from left menu choices.

When printing choose printing format desired. All Marked Items PDF seems to give best results.

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Finally click the printer icon in the upper left corner for PDF or “OK” in Print window for HTML .

If saving to disk click “Save to Disk” in left menu choice after marking all records to be saved. Choose which format desired. Then click “Save To Disk” on the right bottom of window.

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Depending on which browser being used the window with a choice of “Save to Disk” will be displayed. Example below is Mozilla Firefox

Firefox saves downloaded files to the Desktop by default. The files can then be directed to the desired location.

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Internet Explorer gives choices of where a file should be saved.

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B. Templates

Templates can be used for entering routine notes and routine fund/initializing. Creating templates is easy and can be found by clicking on the “Options” drop down menu and selecting “Manage Templates”.

On the next screen click “New”. If templates already exist they can be changed by clicking “Edit” after choosing the fund to be edited.

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Fill out template and click “Save”. Filling in “Template Name” field labels the template.

As selections are made the templates can be used to make entering order details easier. When the “Order Details” screen is presented select from the “Choose Template” menu any template previously created and all the boxes set in the template will fill in. They then can be selected by clicking “Select” in the lower right corner.

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C. Folders

During the process of viewing electronic slips, records can be set aside before making selections, or for any other reason that entries might be set aside. This can be done by creating folders. Click on the “Folders” drop down menu and choose “Manage My Folders”.

Next click “New”

Give the folder a name and choose whether it is “Shared” or “Personal”. “Shared” folders are available to the rest of the library users. For example, the Order Unit could create shared folders with the individual collection managers (Selectors) to return any selections that can not be ordered (due to owning duplicates, owning originals of reprints, out of funds, etc.) or if further questions about orders need to be answered.

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Once a folder has been created it will show up in the “My Folders” list of folders. (If for any reason this is not desired, choose “Make folder visible: No”. It will not be displayed under My Folders, but will be visible when clicking “Manage My Folders”.)

To view what is in the folder click on the title from the “Folders” drop down menu or from the “Manage My Folders” screen.

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Records can be selected from folders to be placed in the Select Cart. Keep in mind when doing this that they will still be visible in the folder. They will have to be removed from the folder separately if they are no longer required listed in the folder. This can be done by marking the item record and clicking “Remove”. A second window will ask to verify the removal action.

The next window will verify “Remove” action. Click “Ok” in bottom right of window.

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Shared folders can be viewed by clicking “Manage Library Folders”.

To view what is in any of the “Shared” folders just click on the folder name. It should be noted that if a folder has been created as shared it will not be displayed on the user’s login access under “Manage Library Folders”, but it will show up under that heading on all the other user’s accounts. It will however show up under the folder creator’s “Manage My Folders” listing. These folders can be edited or deleted by clicking those commands from the “Manage My Folders” screen.

*Disclaimer: Gobi is frequently updated with changes that try to make this website and selecting process easier. Those changes are not necessarily updated here. This would require constant re-editing which I do not have time for. Just be flexible and aware when using Gobi. Thank you. Top

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