Updated August 2011
This document presents the information currently known about printing call number labels using ALEPH as well as instructions on setting up and using the label printing program. It consists of three parts. The first part explains how to actually set up the program on your computers. The second explains how to create call number labels using UF’s labeling printing program in conjunction with ALEPH. The third provides some information about how the program decides what to print on the label and when to create line breaks in the call number. Please be sure to familiarize yourself with the information in the third part. Many times if a call number is not printing correctly, the way in which it is written in the description field of the item record is the cause of the problem and can easily be corrected if one knows how the label program interprets the characters in the description field.
The label printing software developed in Systems has two purposes: (1) print call number labels during the physical processing of material (2) view the call number exactly as it will print before sending it for physical processing to avoid problems and returned material.
I) Computer hardware and label requirements for using the label program:
Project - Spine-Label Parser-Printer Project - v3.0
II) Here are the instructions for configuring the rest of the label printing software:
- Use Notepad to open the following INI file:
- In the [PrintExecute] section, add in the 'LABEL_PRINT=' line beneath the 'BROWSER=' line:
EXE_COMMAND=C:\Program Files\Internet Explorer\IEXPLORE.EXE $1
WORD=C:\Program Files\Internet Explorer\IEXPLORE.EXE $1
BROWSER=C:\Program Files\Internet Explorer\IEXPLORE.EXE $1
LABEL_PRINT=\ad.ufl.edu\uflib\Applications\SpineLabel\SpineLabels.exe $1 $2
;There two options:
;Saxon7.jar - requires Sun Virtual Machine installed
;Saxon8.jar - requires Sun Virtual Machine installed
- Save the file.
The files used by the label printing program to run are on one of the library servers, not on one’s PC. This means if there are changes to the spine label program, it will not need to be reinstalled on individual PCs.
Label printing is structured, by necessity, in two separate phases. The first phase is scanning in the barcodes of the items for which you want to print labels. This first phase is done within ALEPH’s software environment. All you will see is a list of the barcodes you have scanned. You can, as far as we have found, only scan in up to 99 barcodes at a time. I assume for most of the branch libraries this will not be a problem. If it is, you may contact me, and I can explain the procedure for getting around this limitation by using the Merge capability of the label program. Also, you should be aware that at this phase in the procedure ALEPH only stores the barcode and label information in a temporary file which is not accessible to us. Warning: If the Print Item Labels window is closed accidentally, all work is lost and you will have to start over.
The second phase begins after you press print. This is the phase in which UF’s program engages and ALEPH pretty much leaves off. We do have some control over this part of the printing process.
Instructions for printing call number labels:
Delete will remove a line from the list, effectively deleting the call number. The label corresponding to the deleted line will not print when deleted.
Edit is the other choice. It allows you to open a separate window and modify the call number. When the edit window is closed, the call number remains in its edited form. Although this is a great feature, please also try to address the reason for the incorrect formatting at it source and correct it when possible.
Note: Using the Edit function in the label program does not make changes to an ALEPH record. If the problem arises from an error on the item or holdings, you must go to the problem record and make the changes needed, then view the call number again.
This section explains how the information and its formatting in the Description field affects the formatting of the call number label.
The most important thing to remember is: the Description field in the item record controls any additions what will be displayed on the call number label .
1) The following characters in the Description field generate a line break in the call number. Except for the “+” character, the listed characters do not print on the call number label:
2) If any line has more than 10 characters, an error message is generated. These labels will have to be done manually, which is described later.
3) There is a limit of 8 lines per label. If more than 8 lines are needed to properly format the label, an error message will appear.
4) The location specific lettering or symbols placed at the top of some call number labels for certain owning locations are set for us by FCLA. They can easily be changed by FCLA but they are not a function of any parameters set in the spine label program itself. Examples of what I am referring to are: REF, +, ** for Reference, LAC and Judaica respectively.
Some known call number formatting problems:
Solution: Sometimes when the program installs it sets less than 8 lines as the default display. To correct this, right click your mouse in the grey area out side the text boxes.You will see two options: Get Stats and Define Fields. Choose Define Fields. There are many field types. We use only three: tab-label-## (for location info, e.g. Ref), call-no-piece-## (used for the base call number drawn from the holdings), item-desc-piece-## (used for what is in the description field of the item record. Here is an example from my own spine label program:
An awkward feature of this program is that you cannot simply insert a field into the middle of the list on the right. If I want to add a ninth call-no-piece I would have to remove all of the item-desc-piece lines, add the call-no-piece line I wanted and then re-add the item-desc-piece lines.
IViewing a formatted call number in ALEPH:
Note: Using the Edit function in the label program does not make any changes to ALEPH records. You must go to the problem record and make the changes needed, then view the call number again.