Quick Reference

  • AT Reference Document

    Whenever someone starts using KLAS with a screen-reader, we offer specialized training to help them get set up, oriented, and working.

    However, as we all know, it's tough to really learn KLAS in just a few days. Plus, even for experienced users, it can be tricky going back to a task you haven't done for a while. Both of these can be an even bigger challenge for our users who work with screen-readers, due to the increased amount of memorization required. The Keystone Customer Support team is always happy to help, but for those who just need a little more context to get back on track, we have a specialized Assistive Technology (AT) Reference document that could be just the thing!

    This reference is intended as a supplement to the built-in User Guide and our general How-Tos and Quick Tips. For each module in KLAS, the document gives an overview, contextual information, and relevant key commands.

    If you or an AT user you know need an update for this document, the download links below have the freshest, up-to-date version. Hot off the press, in a manner of speaking! And we'll be sure to keep it updated, so whenever you get a KLAS upgrade be sure to check the Documents -> Quick Ref page of KLASusers to see if there's a new version!

    Hint, hint: KLAS 7.7 will definitely call for an AT Ref update! That version will be posted as soon as it's available.

    One last thing -- as you may notice, this thing is a bit of a beast to update. So, if you note any missing or incorrect screens or functions, please drop me a line! It's important to me to provide useful assistance for our users, so I'll appreciate the heads-up and get the correct information into a new version ASAP.

    Please be sure to login to download content. Thanks

  • AT Reference Documents

    The AT Reference document available below is intended as a supplement to the built-in Userguide and to our general How-To's and Quick Tips. For each module in KLAS, the document gives an overview, contextual information, and relevant key commands.

    The Duplication QuickRef lists duplication-focused keyboard commands and describes the new, duplication-focused screens and features. 

    Please be log in to view and download content. Thank you.

  • Best of the Forum - 2018

    Highlights from the first year of our Thursday Tips series.

  • Duplication Info

    A row of printing presses.

    Both Gutenberg & Scribe

    What do you do about Withdrawn Titles? - Key Notes post February 26, 2022

    Automatic Status Updates for Duplication-Ready Titles - Key Notes post April 19, 2021

    Shuffle the Deck- Key Notes post August 26, 2020

    Locally Produced Titles- Key Notes post March 12, 2020

    NLS Duplication Supplies - Key Notes post Sept 10, 2019

    Cartridge Capacity Information - Forum post Aug 23, 2019


    Notes from the Scribe - Scribe implementation guest post series

    Hot off the Press - Gutenberg implementation guest post series


    Please log in to view available downloads. Thank you!

    Remember: You are always welcome to call or email Keystone Customer Support with questions or requests! 

  • Front Desk Service

    A librarian stands behind a desk, helping a group of happy patrons.

    Do you make use of the Front Desk module?

    A recent update added the patron Contacts tab, replacing the address section of the Patron Data tab to ensure there are no discrepancies between the data stored in the Patron and Front Desk modules. We've also done some work to sync the functions available for the Service Queue and Orders tab, so everything you need is in both modules. 

    All this got me thinking about the Front Desk more generally, and how it's used.

    We created this module to (you guessed it) service a library's front desk, where staff need easy access to both quick check-in and check-out and basic patron maintenance functions. While the Front Desk module is designed for handling walk-ins, I think it's also great for those doing a mix of circulation and patron services, and who don't need or want to learn the full patron module. Part timers and volunteers may find Front Desk has everything they need, without as much of what they don't. 

    To help those only needing to help the occasional walk-in at a front desk or an outreach event, we created the Front Desk Service Manual. While it does stray outside of the Front Desk module where needed, this guide is intended to grant quick-and-easy access to the top patron service functions. I hope it will help those who need a little refresher or a touchpoint as they perform occasional customer service tasks. It is formatted to be printed and put in a binder, but also intended to be Screen Reader friendly, with the keystrokes needed for an AT user to complete tasks just as conveniently as sighted users.

    Initially targeted for a specific library with a higher need for it, I'm now putting it out for general use. Please let me know: is this missing any common tasks for front-desk, part time, or volunteer users? Do you need a Gutenberg version? Also, beyond the document itself, I'd love to hear if and how you use the Front Desk module!

    Please log in to download the manual. Thank you!

    Notes for printing: 

    • If printing for a binder, ensure all two-page sections will be open spreads by printing the first page single-sided. Then print pages 2-14 double-sided.
    • If you are not a Scribe library, remove those sections from the table of contents by deleting pages 13 and 14. Then right-click anywhere in the Contents section and select "update field."
  • Intro to KLAS for IRC

    New to KLAS, stepping out of your comfort zone into a different module, or just wanting a review of the basics? Check out the Intro to KLAS manual for an overview of all the main KLAS screens and some of its primary functions.

    Please log in to view available downloads. Thank you!

    Note: This manual was originally designed for print, and the images are not described. If you use Assistive Technology or otherwise cannot benefit from undescribed screenshots, please see the AT Reference Document for contextual information and text-only screen contents. 

  • Intro to KLAS for LBPD

    New to KLAS, stepping out of your comfort zone into a different module, or just wanting a review of the basics? Check out the Intro to KLAS manual for an overview of all the main KLAS screens and some of its primary functions.

    Please log in to view available downloads. Thank you!

    Note: This manual was originally designed for print, and the images are not described. If you use Assistive Technology or otherwise cannot benefit from undescribed screenshots, please see the AT Reference Document for contextual information and text-only screen contents. 

  • KLAS Keyboard Shortcuts

    KLAS Keyboard Shortcuts

    KLAS' staff side interface allows all functions to be performed with keyboard commands. The following document provides a summary of the keyboard shortcuts that make using the system quicker and easier.

    Please be sure to login to download content. Thanks

  • KLAS Service Queue Sneak Peek

    Keystone's developers are working hard to add the duplication queue functionality to KLAS to support Scribe's high-capacity cartridge duplication-on-demand workflow. This development also serves as the basis to support KLAS' integration with the Gutenberg duplication system. In the future, it is possible the Service Queue may also be the basis for integration with NLS' wireless delivery of content. So, without further ado, here's a sneak peek of the new KLAS Service Queue Tab:

    What is the KLAS Service Queue Tab?

    The Service Queue Tab displays an ordered list of Reserves, Requests, Author Likes, and other profile based titles selected for a patron who will be served by Scribe.

    What does the Service Queue Tab do?

    The KLAS Service Queue Tab does the same type of title selection that nightly currently does for autoselect patrons. Rather than assigning those autoselected titles to a patron, it will send them to the Service Queue. The Service Queue is a list of titles to be included on a patron's cartridge. It lists all possible titles that could be sent to the patron by Scribe in sequence. If there are more title listed than will fit on a cartridge, the next title after a cartridge is full will be the first title of the following duplicated cartridge sent.

    What does the Service Queue Tab look like?

     KLAS Service Queue Sneak Peek

    When looking at the KLAS Service Queue Tab, the Sequence column lists titles in the order they will be loaded onto a cartridge.
    Example: Sequence 1 will be the first title to load onto a cartridge, followed by Sequence 2, etc. until the "Max Titles On Cart" is reached.

    The Status column lets you know the current status of a title.

    The Function Code Column lets you know which KLAS function added the title to the Service Queue.

    The Select Type Column lets you know what the value was on the patron's profile that triggered the title to be selected.

    The Data Source Column lets you know where the selection type originated. Refer to the Data Source Desc: field at the bottom of the screen for more detailed info including the specific patron property it is based on.

    The Add Date, Status Date, and Last Modified Date Columns and fields give info about what happened to a title and when.

    The toolbar has options allowing a user to manually add, deleted, or reorder titles within the KLAS Service Queue.

  • New Feature: Add / Remove Headings

    New Feature: Add / Remove Headings

    The move to a Duplication on Demand service model opens up the full collection of download-only titles to your patrons... but patrons who receive books by Subject will only get them if the titles have local subject cataloguing.

    If you haven’t been keeping up cataloguing those download-only titles, if you are considering adding a brand-new subject heading, or if you’re just interested in some sprucing up... We have a new tool to help!

    Added in KLAS Version 7.7 build 11, the Change Headings tool allows you to batch apply a subject heading to (or remove it from) a query set of titles.

    Step One – Define a Query

    Start the process by building a query to find the titles to apply the heading to. For example, you could search for adult, fiction books that have “Amish” in the Annotation, or for books with an author in a given list (you may want to add Codes to author headings you want to use for this, or the list will quickly get unwieldy).

    In the query results, you may notice a new tab! In this view, the new tab is inactive—it will appear greyed out, and cannot be selected.

    Double-click (or select and Enter) any title in the results to enter the query set. We highly recommend clicking through at least a representative sample of the query set to make sure it is working as you intended.

    Already have a list of titles you want to work on, such as a list of locally produced books that all need your local interest subject heading, or a list of sexually explicit titles from the Rating Unrated Books project? You can Import a Query Set from a notepad .txt file of KLAS IDs!

    Step Two – Confirm Query Set

    Once you have reviewed the query set and are confident that it is correct, or only needs minor tweaks, launch the “Change Headings – Query Set” tool.

    Note: Many libraries restrict the Tools Menu to administrators. This is an easy way to ensure that tools like this, which can quickly make a lot of changes to your data, are only used as intended. If you need help tweaking your permissions to control who can access these tools, contact Keystone Customer Support!

    If you are not already in a Query Set, the tool will open a Define Query window. Otherwise, it will take you straight to your query results, now with the Add/Remove Headings tab activated. Before switching to the new tab, take another look through your search results!

    If there is an odd title here or there that you want to remove from the query set, select the title and use the Delete button (or Ctrl+D).

    Even a well-made query may turn up something here or there that doesn’t belong—use the delete button to clear them out so that your Query Set includes only the titles on which you want to change headings.

    Step Three – Add / Remove Headings

    On the Add/Remove Headings tab, Add a New Line using the button in the lower left, or the functions menu.

    Find the heading to apply using either the Code or Full Description. This tool was primarily intended to work with Subject headings, but it can apply Author or Series headings as well if the need arises.

    Use the Action combo-box to select whether the heading should be added or removed. If you Add a heading to a title that already has it, or Remove a heading from a title that does NOT have it, no change will occur to that title. The rest of the query set will still be updated as needed.

    Save the line. If you want to make additional changes to the same set (such as adding "contains violence" PLUS removing "unrated"), just add more lines.

    When you are ready, use the Apply Headings Changes button to batch update the entire query set.

    Final Thoughts

    We hope this tool makes it easier for you to do catalog maintenance and get ready for Duplication!

    However, as with many administrator tools, it is possible for this to go awry if it isn’t used with care. Please always double check that you are applying the correct heading to the correct titles before clicking Apply.

    If you do find that an error has been made, please contact Customer Support as soon as possible for assistance with backing it out.

    (Not on 7.7 yet? Don't worry, you haven't been forgotten! We have been fixing bugs as the first previewers find them, and will continue rolling out preview databases to the rest of the libraries on our list. If you missed our July Progress Update, make sure to check it out to learn more about what's involved!)

  • Query & Search Operators

    KLAS offers a variety of powerful search options for you to choose from. These different search types can be used in Queries, Book Searches, and more simply by choosing the corresponding Search Operator.

    But do you know what all of the query and search operators in KLAS mean? Here's a cheat sheet!

  • Reader Advisor Manual

    After release of the Front Desk Service Manual, of course we started discussing a Reader Advisor's version. 

    This manual is not meant to cover every screen or function in KLAS, and the Intro to KLAS Manual will still be maintained for a more in-depth, screen-by-screen approach. Instead, this manual aims to cover some of the most common workflowsand tasks for Reader Advisors, as well as providing a reference for some common terms and functions used throughout KLAS. 

    We've put a lot of thought and discussion into what to cover, as well as what not to cover. Each topic should be something that is likely to be permitted for even newer RAs, at least somewhat consistent across libraries, and reasonable to explain in only a page or two. For example, we considered a How to Add a New Patron section, but that process is so heavily dependent on individual library policies that we decided to omit it. However, many of the component tasks of setting up a new patron, such as adding Preferences and a Service Queue, are covered.

    We also made every effort to make the document accessible for AT users, though the AT Reference Guide may still be helpful to provide additional screen context and description.

    A few tips for using this manual:

    • If printing, I recommend printing the first page single-sided, and then the rest of the document double-sided for the best formatting. 
    • If annotating the file to add local policies, consider using Word's comments feature which will maintain the pagination, plus make your comments stand out for easy identification.
    • If using the manual in Word, turn on an interactive index by selecting the View ribbon, then marking the Navigation Pane checkbox. In the document itself Ctrl-Click any section or page reference to jump to that section.
    • If using the manual in a PDF reader, the interactive index and hyperlinked references should be available by default (depending on the program used). 

    I hope this will be a helpful document for training new staff, or for existing users to fill in some gaps! 

    Please log in to download the manual. Thank you!

  • Scribe Error Troubleshooting

    Scribe Error Troubleshooting

    Scribe Errors and What to Do About Them

    Browse this list of potential Scribe Errors for more information about why they might occur and what you can do to recover from them. This list is still under construction--if your error is not yet listed, please email a screenshot to Keystone Customer Support for information and next steps. Remember that we're always here to help if you're having trouble!

  • Serials for Duplication - Tips & Tricks

    Photo of a stack of magazines.

    Did you attend our last webinar on Serials for Duplication, or watch the recording? Our panelists did a great job talking through their approaches and processes, and answering questions from attendees. Since this is such a big topic, with plenty of new complexities thrown in by the transition to Duplication, here’s a little extra follow-up.

    To separate by Medium, or not?

    In the roundtable, you heard some of our panelists use a separate Medium, such as “LDS,” for locally duplicated serials. Others use the same DB Medium used for books and physical DB serials. We covered some of the reasons in the roundtable, but just to clarify in black and white:

    • Both approaches work—choose the one that fits your library’s needs.
    • Using a separate Medium requires the patron to have a separate Medium Profile and a separate Service Queue.
    • This allows you to set a Cutoff, Max Per Cart, and other settings that apply only to Magazine cartridges.
    • This means Duplication Orders only contain books or magazines, never both.
    • For Scribe, a separate Medium allows you to set a different leaflet or announcement file to include on Magazine vs book cartridges.
    • We are looking into methods for separating Dup Order batches for handling by Medium, but nothing is in place just yet.

    If you want to start Duplicating Serials as a separate Medium, several pieces of set-up will be needed. Contact Customer Support to get started.

    Receive an Issue to trigger Retention

    Some issues have been reported with getting Duplication-only Serials to obey the Retention settings. This is because the settings are attached to the Holding, which is associated with inventory. In other words, it was programmed expecting physical circulation, before we had any inkling of the need to duplicate serials on demand.

    Right now, KLAS is not following Serial Retention settings if there isn't at least one Copy of an issue. So the fix is to Receive at least one Copy of each issue, even if you only plan to circulate the issue using Duplication. This allows you to “activate” the settings associated with the Holding, such as Retention.

    Subscription Start Date

    John Owen shared this tip in the roundtable. To prevent unnecessary Serial Reserves being created (and Assigned if the patron is not yet set up for Duplication), set the Start Date for new serial Subscriptions to tomorrow.

    By forward-dating the subscription, you tell KLAS not to run the usual programs designed to get physical inventory assigned and out the door to new subscribers ASAP. Instead, the subscription will quietly become active overnight, overnight, and all new issues will be added to the patron's Service Queue as they are Received and the eDocs created.

    Screenshot of the detail fields of a new Serial subscription, with a circle around the Added field to highlight it. The field is after the KLAS ID selection fields and just before Cancelled. The example has the date 03/31/2022 filled in.

    We hope these insights are useful as you enter the brave new world of providing serials within a duplication on demand service model. As always, please don't hesitate to contact support with any questions.

KLAS Users - Keystone Systems, Inc. logo

Keystone Systems, Inc.
8016 Glenwood Ave., Suite 200
Raleigh, NC 27612