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<h1><a name="XREF_97955_Barcode_Definitions"></a>Barcode Formats</h1>
<p><a name="kanchor5140"></a><a name="IX_overview_109"></a>A barcode format definition sets the total number of characters in the barcode, including the initial (prefix) characters. The maximum is 20 characters. The prefix characters can be any character or characters— numbers, letters, or special characters, except the asterisk. The asterisk (*) indicates that any character or length is accepted in the definition. For example, if the barcode prefix is more than one character, the asterisk serves as a wildcard character. This is especially useful if the barcode format includes a check digit or start digit at the beginning of the barcode. For example, a prefix of <b>*3</b>&#160;means the barcode prefix can start with any character, but the second position of the barcode must be a <b>3</b> to be valid.</p>
<p>If you specify just an asterisk for both the prefix and the total length, this means that a barcode may be any length and any prefix. This definition essentially turns off barcode verification for that usage, so any barcode is accepted for the operation. The undefined format is the default setting for both patron and item barcodes.</p>
<p class="NoteShade"><b>Important:<br /></b>If you define barcode formats instead of accepting the default (undefined) setting, Polaris displays more consistent messages when you define <i>both</i>&#160;item and patron barcode formats.</p>
<p>Barcode types can be defined at system, library, and branch levels. Each branch may specify different barcode types for items and patrons. You can define multiple valid formats for both items and patrons, and add and remove definitions as necessary.</p>
<ul type="disc">
<li>If the same barcode types are used by all organizations in the Polaris installation, then you need only define barcode types at the system level.</li>
<li>If different barcode types are used in each organization, define all the types for each library and branch to accommodate cross-borrowing.</li>
</ul>
<p class="NoteShade"><b>Note: <br /></b>Interlibrary loan items may have barcodes that are invalid in your system. You can choose to use the existing barcode or attach a slip with a valid barcode.</p>
<p>See also:</p>
<ul type="disc">
<li><a href="#XREF_60061_Significant_Digits">Significant Digits in Patron Barcodes</a>
</li>
<li><a href="Define_an_item_barcode_format.htm#XREF_42866_Add_a_barcode">Define an item barcode format</a>
</li>
<li><a href="Define_a_patron_barcode_format.htm#XREF_11912_Define_a_patron">Define a patron barcode format</a>
</li>
<li><a href="Set_up_significant_digits_for_patron_barcodes.htm#XREF_42448_Set_up_significant">Set up significant digits for patron barcodes</a>
</li>
<li><a href="Delete_a_barcode_format.htm#XREF_28842_Delete_a_barcode">Delete a barcode format</a>
</li>
</ul>
<h2><a name="TOC_Significant_Digits_in"></a><a name="XREF_60061_Significant_Digits"></a>Significant Digits in Patron Barcodes</h2>
<p><a name="kanchor5141"></a><a name="IX_use_in_patron_barcodes"></a><a name="kanchor5142"></a><a name="IX_patron_defining"></a>If all your patron barcodes begin with the same prefix, and only the final portion of the barcode is unique to each patron, you can set Polaris to treat the final portion as significant digits. You set the prefix and total length as the default patron barcode format in Polaris Administration. Then, staff can enter just the significant digits in a patron barcode field, and patrons can enter just the significant digits to log on at the PAC. The system automatically supplies the prefix whenever the user enters significant digits. Also, staff and patrons can omit leading zeros when they enter the significant digits.</p>
<p class="NoteShade"><b>Example:<br /></b>The default barcode format specifies a prefix of 32214, and a length of 14 digits. A patron’s barcode is 32214000006871. There are nine significant digits (000006871), but you can enter 6871 because the system adds the leading zeros.</p>
<p>When the significant digits are entered in a patron barcode field, a record is considered a match in these circumstances:</p>
<ul type="disc">
<li>The significant digits added to your defined prefix match the complete barcode in a patron record.</li>
<li>If fewer than the defined number of significant digits are entered, the system adds leading zeros to the defined number of significant digits, and the complete barcode matches the barcode in a patron record.</li>
</ul>
<p class="NoteShade"><b>Important:<br /></b>If your database includes existing patron barcodes with fewer digits than the significant digits defined by the default patron barcode format, you may encounter some problems. Because the leading zeros and prefix are automatically appended, patrons with the “short” barcodes cannot log on in PAC, and staff client workforms such as the Check Out workform do not find them. However, for trouble-shooting purposes, you can search for and open these records from the Patron Record Find Tool (Name or Barcode, Exact match). From the Patron Registration workform, you can change the barcode, or perform operations such as check out.</p>
<ul type="disc">
<li>If more than the defined number of significant digits are entered, and the digits match an entire patron barcode of the same length, the record is considered a match. This is the situation when you scan a complete barcode.</li>
</ul>
<p>When you set a default patron barcode format in Polaris Administration, the following functions are affected:</p>
<ul type="disc">
<li><span class="FM_BulletHead">Patron Find Tool</span>&#160;(search by <b>Barcode</b>) - The Find Tool includes <b>Significant Digits</b>&#160;as a search <b>Type</b>&#160;option. When you select this search type, you can search for just the significant digits. Leading zeros are added as necessary, and the complete barcode appears in the <b>For</b>&#160;field. (If you select <b>Significant Digits</b>&#160;as the search type but enter more than the default number of digits, the search is not likely to yield any results.)</li>
</ul>
<p class="NoteShade"><b>Note:<br /></b>When a patron registers online in the PAC, the system assigns a temporary barcode that begins with <b>PACREG</b>, and creates a new patron record with a Verify Patron block. Significant digits do not affect this functionality. In the staff client, you can search for the new record by the entire exact barcode beginning with <b>PACREG</b>, or use the wildcard <b>PACREG*</b>. You cannot search for a <b>PACREG</b> barcode using significant digits.</p>
<ul type="disc">
<li><span class="FM_BulletHead">Check Out workform</span>&#160;- Leading zeros are added as necessary. When a match is found, the complete barcode is displayed.</li>
<li><span class="FM_BulletHead">Offline Check Out workform</span>&#160;- Leading zeros are added as necessary. The complete barcode is displayed and stored. When the offline file is uploaded, the system finds a matching patron record based on the complete barcode.</li>
<li><span class="FM_BulletHead">Patron Registration workform</span>&#160;- Significant digits can be entered into the patron record when the record is created or edited. The system supplies the complete barcode, including any leading zeros, and the complete barcode displays in the patron record. If you enter more than the defined number of significant digits, the system attempts to save the record with the digits you entered as the complete barcode.</li>
<li><span class="FM_BulletHead">Offline patron registration</span>&#160;- The complete barcode is displayed and saved when the offline file is uploaded.</li>
<li><span class="FM_BulletHead">Hold Request workform</span>&#160;(placing a new request) - Leading zeros are added as necessary. When a match is found, the complete barcode is displayed.</li>
<li><span class="FM_BulletHead">Patron Record Set</span>&#160;(add by scanning) - To add a patron record to a record set, enter significant digits in the <b>Barcode</b>&#160;text box of the Scan Barcode dialog box. The system supplies leading zeros, if necessary, and the matching process is the same as in other functions.</li>
<li><span class="FM_BulletHead">PAC log-on</span>&#160;- The patron can enter significant digits to log on. The system supplies leading zeros, if necessary, and the matching process is the same as in the staff client. If a matching record is found, the patron log-on continues. If more than the significant digits are entered, and the digits match a <i>complete</i>&#160;barcode, the patron log-on continues. After a successful log-on, the log-on page and the patron account page display the complete barcode.</li>
</ul>
<p class="NoteShade"><b>Note:<br /></b>When a patron registers online in the PAC, the system assigns a temporary barcode that begins with <b>PACREG</b>, and creates a new patron record with a Verify Patron block. Significant digits do not affect this functionality. The patron must enter the entire <b>PACREG</b>&#160;barcode until the permanent barcode is assigned.</p>
<ul type="disc">
<li><span class="FM_BulletHead">Inbound telephony</span>&#160;- The caller can enter the significant digits when prompted to enter the barcode. The system supplies leading zeros, if necessary, and the matching process is the same as in other functions. However, if a duplicate is found, the system responds with a message to contact the library for assistance, and the process stops.</li>
</ul>
<p>The following functions are not affected by the default patron barcode setting: </p>
<ul type="disc">
<li><span class="FM_BulletHead">Polaris ExpressCheck</span>&#160;- Significant digit functionality does not affect Polaris ExpressCheck functions because barcodes are always entered by scanning.</li>
<li><span class="FM_BulletHead">Third-party authentication, SIP, NCIP</span>&#160;- The entire barcode is communicated in these functions.</li>
</ul>
<p>For instructions, see <a href="Set_up_significant_digits_for_patron_barcodes.htm#XREF_42448_Set_up_significant">Set up significant digits for patron barcodes</a>.</p>
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<h1><a name="XREF_11912_Define_a_patron"></a>Define a patron barcode format</h1>
<p><a name="kanchor931"></a><a name="IX_barcode_formats_defining"></a><a name="kanchor932"></a><a name="IX_patron_defining_barcode"></a>To define a patron barcode format.</p>
<p class="NoteShade"><b>Note:<br /></b>To produce more consistent barcode messages in Polaris, define <i>both</i>&#160;item and patron barcodes.</p>
<ol>
<li value="1">In the Administration Explorer tree view, open the <b>Profiles</b>&#160;folder for the organization, and select the <b>Staff Client</b> tab in the details view.</li>
<li value="2">Double-click <b>Barcodes: Patron format definition</b>.</li>
<p class="indent2">
<img alt="PatronBarcodeFormats.gif" style="margin-bottom: 0.000pt;width: 223;height: 171;" id="image1" src="PatronBarcodeFormats_223x171.gif" />&#160;</p>
<li value="3">In the <b>Length</b>&#160;box, specify the total number of characters required in the barcode, including the prefix:</li>
<ul type="disc">
<li>To require a specific number of characters, type a number from 1 to 20.</li>
<li>Type <b>*</b> if the barcode can be any length.</li>
</ul>
<li value="4">Type, in the <b>Prefix</b> box, the characters that can begin a valid barcode:</li>
<ul type="disc">
<li>Type any character or sequence of characters that uniquely identifies the barcode type.</li>
<li>Type <b>*</b> to accept any character as the prefix.</li>
</ul>
<p class="NoteShade"><b>Note:<br /></b>At the system level, you can define a prefix and length combination to set as the default format. See <a href="Set_up_significant_digits_for_patron_barcodes.htm#XREF_42448_Set_up_significant">Set up significant digits for patron barcodes</a>.</p>
<li value="5">Click <b>Add</b>&#160;to put the definition in the <b>Current Formats</b> list.</li>
<li value="6">Repeat steps&#160;3-5 for every barcode format used for the type.</li>
<li value="7">Click <b>OK</b>. The Patron Barcode Formats dialog box closes.</li>
</ol>
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<h1><a name="XREF_42866_Add_a_barcode"></a>Define an item barcode format</h1>
<p><a name="kanchor2"></a><a name="IX_defining_barcode_formats"></a><a name="kanchor3"></a><a name="IX_item_defining_formats"></a>To define an item barcode.</p>
<p class="NoteShade"><b>Note:<br /></b>To produce more consistent barcode messages in Polaris, define <i>both</i>&#160;item and patron barcodes.</p>
<ol>
<li value="1">In the Administration Explorer tree view, open the <b>Profiles</b>&#160;folder for the organization, and select the <b>Staff Client</b> tab in the details view.</li>
<li value="2">Double-click <b>Barcodes: Item format definition</b>.</li>
<p>
<img alt="dBarcodeFormatDx.gif" src="dBarcodeFormatDx.gif" />&#160;</p>
<li value="3">In the <b>Length</b>&#160;box, specify the total number of characters required in the barcode, including the prefix:</li>
<ul type="disc">
<li>To require a specific number of characters, type a number from 1 to 20.</li>
<li>Type <b>*</b> if the barcode can be any length.</li>
</ul>
<li value="4">Type, in the <b>Prefix</b> box, the characters that can begin a valid barcode:</li>
<ul type="disc">
<li>Type any character or sequence of characters that uniquely identifies the barcode type.</li>
<li>Type <b>*</b> to accept any character as the prefix.</li>
</ul>
<li value="5">Click <b>Add</b>&#160;to put the definition in the <b>Current Formats</b> list.</li>
<li value="6">Repeat steps&#160;3-5 for every barcode format used for items.</li>
<li value="7">Click <b>OK</b>. The Item Barcode Formats dialog box closes.</li>
</ol>
<h4>Related Information</h4>
<ul type="disc">
<li><span class="FM_BulletHead">Defining patron barcode formats</span>&#160;- See <a href="Define_a_patron_barcode_format.htm#XREF_11912_Define_a_patron">Define a patron barcode format</a>.</li>
<li><span class="FM_BulletHead">Significant digits in patron barcodes</span>&#160;- You can specify a default patron barcode format to use in defining significant digits. Staff and patrons can enter just the significant digits in a barcode field, and the system supplies the prefix. See <a href="Barcode_Formats.htm#XREF_60061_Significant_Digits">Significant Digits in Patron Barcodes</a>.</li>
</ul>
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<h1><a name="XREF_40141_Working_in"></a>Defining Barcode Formats</h1>
<p><a name="kanchor2517"></a><a name="IX_validity_checking"></a>You can set Polaris&#160;to distinguish between patron and item barcodes, so that if you scan or type a barcode that is the incorrect type for a barcode field, Polaris displays a warning message. Permission is required to continue to save a record with an invalid barcode. You can define several barcode types for each usage, and specify a default format for patron barcodes.</p>
<p class="NoteShade"><b>Example: <br /></b>Based on your settings, if a barcode designated for patrons is entered in the <b>Barcode</b>&#160;box on the Item Record workform, or if an item barcode was scanned in the <b>Patron</b>&#160;box on the Check Out workform, the staff client displays a warning message.</p>
<p>Polaris checks the barcode value for prefix numbers and barcode length to identify its type and usage. However, Polaris does not check for incomplete scans or check digits. Barcode validity checks are usually done by the scanner software and equipment. </p>
<p class="NoteShade"><b>Note:<br /></b>If a record exists that uses the entered barcode value, the barcode is accepted, even though the barcode may not use a valid definition. It is not always practical to fix a barcode problem during operations where the patron is being served.</p>
<p>See also:</p>
<ul type="disc">
<li><a href="Barcode_Formats.htm#XREF_97955_Barcode_Definitions">Barcode Formats</a>
</li>
<li><a href="Define_an_item_barcode_format.htm#XREF_42866_Add_a_barcode">Define an item barcode format</a>
</li>
<li><a href="Define_a_patron_barcode_format.htm#XREF_11912_Define_a_patron">Define a patron barcode format</a>
</li>
<li><a href="Set_up_significant_digits_for_patron_barcodes.htm#XREF_42448_Set_up_significant">Set up significant digits for patron barcodes</a>
</li>
<li><a href="Delete_a_barcode_format.htm#XREF_28842_Delete_a_barcode">Delete a barcode format</a>
</li>
<li><a href="Saving_Records_with_Invalid_Barcodes.htm#XREF_49910_Saving_Records">Saving Records with Invalid Barcodes</a>
</li>
</ul>
</div>
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<h1><a name="XREF_28842_Delete_a_barcode"></a>Delete a barcode format</h1>
<p><a name="kanchor1775"></a><a name="IX_formats_deleting"></a>To remove a patron or item barcode format definition.</p>
<ol>
<li value="1">In the Administration Explorer tree view, open the <b>Profiles</b> folder for the organization, and select the <b>Staff Client</b> tab in the details view.</li>
<li value="2">Display the appropriate Barcode Formats dialog box using one of the following methods:</li>
<ul type="disc">
<li>Double-click <b>Barcodes: Patron format definition</b>.</li>
<li>Double-click <b>Barcodes: Item format definition</b>.</li>
</ul>
<li value="3">Click (highlight) the definition to delete in the <b>Current Formats</b> list.</li>
<li value="4">Click <b>Remove</b> to delete the selected definition. The <b>Delete this barcode format</b> message box appears.</li>
<li value="5">Click <b>Yes </b>to confirm that you want to delete the selected definition. The Barcode Formats dialog box appears.</li>
<li value="6">Click <b>OK</b> on the Barcode Formats dialog box.</li>
</ol>
<p class="NoteShade"><b>Important:<br /></b><b>For patron barcodes, Default On/Off</b> is available only at the system level because the setting applies to all organizations. Even if the default format is removed from the Patron Barcode Formats dialog box at the branch level, the default format defined at the system level is still in effect.</p>
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<h1><a name="XREF_49910_Saving_Records"></a>Saving Records with Invalid Barcodes</h1>
<p><a name="kanchor388"></a><a name="IX_saving_records"></a><a name="kanchor389"></a><a name="IX_saving_records_with"></a>When a staff member attempts to save an item or patron record with an invalid barcode, the staff member receives an invalid barcode message. Barcode validity is also checked for serial item records generated when serials are checked in or created from the issue record. Examples of invalid barcode messages for item records are illustrated below:</p>
<p class="indent2">
<img alt="BadBarcodeOne.gif" id="image3" src="BadBarcodeOne.gif" />&#160;</p>
<p class="indent2">
<img alt="BadBarcodeTwo.gif" id="image4" src="BadBarcodeTwo.gif" />&#160;</p>
<p>Staff members with the following permissions can continue to save the record:</p>
<ul type="disc">
<li><b>Override invalid item barcode message: Allow</b>&#160;(system-level Cataloging permission)</li>
</ul>
<p class="NoteShade"><b>Note:<br /></b>This permission also controls the ability to generate or create a serial item record with an invalid item barcode.</p>
<ul type="disc">
<li><b>Override invalid patron barcode message: Allow</b>&#160;(system-level Circulation permission)</li>
</ul>
<p class="NoteShade"><b>Note:<br /></b>These permissions are not checked for the following records and operations:</p>
<p class="NoteShade">-- Saving ILL items<br />-- Saving course reserve items<br />-- System-created “PACREG” temporary patron barcodes (created when a patron registers from PAC)<br />-- Generating on-order or in-process items</p>
<p>When the appropriate permission is set to <b>No</b>&#160;and the staff member clicks <b>Yes</b>&#160;on the invalid barcode message to continue to the save the record, a permission block message is displayed.</p>
<p class="indent2">
<img alt="BadBarcodeOverride.gif" id="image5" src="BadBarcodeOverride.gif" />&#160;</p>
<p>An authorized staff member must supply a valid username, password, and domain, then click <b>Override</b>&#160;to allow the record to be saved with the invalid barcode.</p>
<p>At upgrade to Polaris 4.1R2 the permissions are set to <b>Yes</b>&#160;by default. If you prefer to assign the permissions only to selected staff members, set the system level Staff Client profile <b>Permissions: Use Polaris-defined new permission defaults</b>&#160;to <b>No</b> before upgrading to Polaris 4.1R2.</p>
<h4>Related Information</h4>
<ul type="disc">
<li><span class="FM_BulletHead">Defining valid barcode formats</span>&#160;- <a href="Barcode_Formats.htm#XREF_97955_Barcode_Definitions">Barcode Formats</a></li>
<li><span class="FM_BulletHead">Setting permissions</span>&#160;- <a href="../PDpermiss/Granting_Permissions.htm#XREF_17585_Granting">Granting Permissions</a></li>
<li data-mc-conditions="Primary.Hidden,Primary.Online"><span class="FM_BulletHead">Overriding permission blocks</span>&#160;- <a href="../../Patron_Services_Admin/PDPstart/Setting_Circulation_Permissions.htm#XREF_43310_Overriding">Overriding Permission Blocks</a></li>
</ul>
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<h1><a name="XREF_42448_Set_up_significant"></a>Set up significant digits for patron barcodes</h1>
<p><a name="kanchor4937"></a><a name="IX_default_barcode_format"></a><a name="kanchor4938"></a><a name="IX_patron_defining_default"></a>A single patron barcode format can be selected at the system level for significant digit use. You specify the prefix and the length, then designate this format as the default. Your settings apply to all organizations in the system. For details about how this setting affects the staff client and the PAC, see <a href="Barcode_Formats.htm#XREF_60061_Significant_Digits">Significant Digits in Patron Barcodes</a>. To set a default patron barcode for significant digit use.</p>
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<li value="1">In the Administration Explorer tree view, open the <b>Profiles</b>&#160;folder for the system, and select the <b>Staff Client</b> tab in the details view.</li>
<li value="2">Double-click <b>Barcodes: Patron format definition</b>. The Patron Barcode Formats dialog box appears.</li>
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<img style="margin-bottom: 0.000pt;width: 245;height: 190;" src="PatronBarcodeFormats_245x190.gif" alt="" />&#160;</p>
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<li value="3">In the <b>Length</b>&#160;box, type the total number of characters (1-20) required in the barcode, including the prefix.</li>
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<p class="indent2">You cannot leave this field undefined (<b>*</b>) for a barcode that will be specified as the default. You must type a number.</p>
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<li value="4">In the <b>Prefix</b> box, type the characters that begin the barcode.</li>
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<p class="indent2">You cannot leave this field undefined (<b>*</b>) for a barcode that will be specified as the default. You must type a character or sequence of characters. When significant digits are entered for a patron barcode, the system appends this prefix to form the complete barcode.</p>
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<li value="5">Click <b>Add</b>&#160;to put the definition in the <b>Current length and prefix formats</b>&#160;list.</li>
<li value="6">Select the new definition in the <b>Current length and prefix formats</b>&#160;list, and click <b>Default On/Off</b>.</li>
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<p class="indent2">The <b>Default</b> column displays asterisks (<b>***</b>) to indicate that this barcode is used as the default, for significant digit purposes. (To remove the default designation, select the default barcode and click <b>Default On/Off</b>.)</p>
<p class="NoteShade"><b>Note:<br /></b><b>Default On/Off</b>&#160;is available only at the system level because the setting applies to all organizations. Even if the default format is removed from the Patron Barcode Formats dialog box at the branch level, the default format is still in effect because it is defined at the system level.</p>
<p class="indent2">When you change the default, a warning message appears. If your database includes existing patron barcodes with fewer digits than the significant digits defined by the default patron barcode format, you may encounter some problems. Because the leading zeros and prefix are automatically appended, patrons with the “short” barcodes cannot log on in PAC, and staff client workforms such as the Check Out workform do not find them. However, for trouble-shooting purposes, you can search for and open these records from the Patron Record Find Tool (Name or Barcode, Exact match) and change the barcode, or perform operations such as check out from the Patron Registration workform.</p>
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<li value="7">Click <b>OK</b> on the message box.</li>
<li value="8">Click <b>OK</b> to save your settings.</li>
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