Create and manage subscriptions

Create a new subscription

To create a new subscription for a periodical in your collection:

Search the catalog for the mother title of the subscription.
Double-click on the title to open the record.
Click the calendar button () at the bottom of the catalog window to open the Subscription screen.
In the Subscription screen, go to Subscription > New Subscription. The New subscription screen opens.
Populate the subscription details fields.
Click OK to add the subscription.

Subscription details

To view the details of a specific subscription:

Search for the title in the catalog.
Double click on the title for the subscription you want to view.
Click the Subscription button () to open the Subscription screen.
Double click on a subscription line in the bottom portion of the screen to view details for that subscription. The Subscription details screen opens.

Subscription details screen fields

Field

Description

Branch

Select the branch to which the subscription belongs.

Status

The status is set to Normal by default. Other options are for if the status of the subscription changes to:

Normal
Blocked
Canceled
Expired

Subscription number

If the vendor supplies an assigned subscription ID under which the subscription is registered, it can be entered here.

Period

Required. The starting date, automatically filled with the system date. Do not provide an end date when creating a new subscription. This field should be updated at a later date, when it is known that the subscription is ending.

Delivery days

Intended for newspapers or frequently delivered publications, where items not received must be tracked. Check the boxes of the days when issues are received.

Vendor 1
Vendor 1 phone

Select the vendor from the pop-up list. If the telephone number for this vendor is included in the Central vendor table, it will be automatically supplied.

Vendor 2

Only select a Vendor 2 if the first vendor uses a subcontractor to deliver the subscription.

Items

Select an option to describe how editions/issues of this subscription are to be created and registered:

A note in the subscription accounts, known as a subscription item
A physical item with a barcode, or item for check out
An item must be assigned a barcode in order to be tracked through reports

Based on your selection, the system will behave in the following way:

Selection	Result
A - Without barcode	No items available for check-out, receipt is registered only in the subscription account. Best for newspapers or daily subscriptions that do not receive a barcode.
I - In-library use only	Items can be checked out for in house only.
J - Yes	Items can be checked out.
M - Barcoded cover	Items are not registered with their own barcode to be checked out individually, instead they are placed in a fixed folder with its own barcode specific to the subscription.
N - None	There are no items.
T - Temporary	New items are temporarily for in-library use only, older items can be checked out. When the next new issue is received, it will become a circulating item.

Comment

Include any comments about the subscription.

Subscription type

For reporting use, if desired, select a Subscription type from the pop-up list. These are configured in the (TABABS) Subscription types table in the Wise configuration manager.

Selection code

For reporting use, if desired, select a Selection code from the pop-up list. These are configured in the (TABABY) Subscription selection codes table in the Wise configuration manager.

Can be recalled

Indicate whether or not the issue can be recalled.

Can be reordered

Indicate whether or not the issue can be can be reordered.

Link branch

If a branch code is entered in this field, a barcode is generated for the edition/issue received based on the branch's barcode configuration. If your library is applying pre-printed barcodes, leave this field blank.

Label

If you want to print a spine label for the issue, select Yes.

Holding

Select Yes to include holding information about the issue.

Location

Permanent shelving location, select a location from the pop-up list.

Security

Select a security method for the subscription, if applicable:

0 - RFID - Do not describe security bit
1 - RFID - Enable security bit
2 - RFID - Disable security bit

The security level selected here will apply to the editions/issues received for this subscription.

Temporary location

Temporary shelving location, select a location from the pop-up list.

Call number

The call number of the title.

Link comment

Include any comments about the linking branch.

Retention period

Enter the amount of time, in days, the item will be retained. This information can be used to create custom reports but does not generate any other activities in the system.

Action

If there are rules for the handling of the material, select an action from the pop-up list. These are configured in the (TABABA) Subscription action codes table in the Wise configuration manager. This information can be used to create custom reports but does not generate any other activities in the system.

Action start date

Enter the date on which the action should take place. This information can be used to create custom reports but does not generate any other activities in the system.

End a subscription

When a subscription is removed or expired, the subscription record can be updated to indicate that it is no longer active. To mark a subscription as not active:

View the subscription details for the ended subscription.
In the Period field, provide an end date.
Click OK.

Subscription maintenance

To maintain the subscription collection, clean-up might be necessary.

Delete subscription(s)

To delete obsolete subscriptions:

View the subscription details for the subscription you want to delete.
Select the subscription line(s) to be deleted.
Go to Subscription > Delete/clear > Delete subscription. A confirmation message appears.
Click Yes to delete.

Note: If items in this subscription are currently on loan, they will remain intact in the collection.

You can delete subscriptions that have ended using this process, as well as subscriptions that are current. Deleted subscriptions cannot be reactivated, they must be recreated. Linked items remain intact.

A title with the type Periodical or Magazine cannot be deleted by Wise, to allow staff to easily create new subscriptions. To delete a title, all subscriptions must first be deleted.

Edit subscription code

To edit a subscription code, for example, to associate the subscription with a different branch or provide a new subscription number within the existing branch:

Open the Subscription screen for the title you want to delete subscriptions.
Select the subscription lines to be deleted.
Go to Subscription > Delete/clear > Edit subscription code. A Change subscription window appears.
Select a different Branch from the drop-down list and/or change the series number.
Click OK. The subscription is moved or updated.

Delete items per period

The Delete items per period option allows staff to clean up outdated administrative data and force discards of editions/issues that are presumed to no longer exist. This allows for yearly old titles to be cleaned up.

Open the Subscription screen for the title you want to delete subscriptions.
Select the subscription lines to be deleted.
Go to Subscription > Delete/clear > Delete items per period. A Delete items window appears.
Enter the period to be deleted (for example, 2017 for a calendar year, or 2017/18 for an academic year).
The administrative data of the given period is retrieved, and depending on the situation, you will see options for how to handle the loan.
- Select the first option for relevant items to be cleaned up.
- Select the second option and Status A is given to the associated items for loans that are checked in. Items with status F, R, T, or U are left alone and must be withdrawn as part of the standard working process.
Click OK to perform the selected action.