RDS@UF: Printing Call Number Labels

Update in September 2024 by Sam Fraleigh

Printing Call Number Labels

Label printing for call numbers in Alma is done entirely through the third-party SpineOMatic program. This document will include instructions for installing and setting up SpineOMatic, configuring any necessary label prefixes, and printing labels in batch and individually, using your desk’s Dymo LabelWriter.

NOTE: If SpineOMatic is not yet installed on your desktop, you can find it in the Software Center, accessible by the desktop shortcut. It may be located under the name “LIB-SpineOMatic – SpineOMatic”.

Instructions for setting up SpineOMatic:

1. Open SpineOMatic
2. Click OK on the “Getting Started” window.

3.  In the “Print Setup” tab, click the three dots next to the “Printer:” field. 

4.  Select your printer. Unless informed otherwise, you should select “Dymo LabelWriter …”. Click the “Print” button.

5. Next, make sure the print display settings are showing correctly. While still in the “Print Setup” tab, adjust the fonts, margins & spacing, and line maximums so that the values match the screenshot, below (also recommended to be sure “Review” is selected in the top left):

6. Click on the “Alma Access” tab.
   
7.  In the “ALMA URL:” field, copy and paste the following: 

https://api-na.hosted.exlibrisgroup.com

8.  In the “API Key:” field, copy and paste the following:

l8xxdd494705dd74426d8bb3d1758c3fb0fe

9.  When you close SpineOMatic, a popup about settings being changed will appear.  Click the “Yes” button.

10.  Optional: For more information, click on the About link in the top right corner, then click on the “View the SpineOMatic 8.X.X Wiki” button.

Instructions for adding label prefixes:

Label prefixes can be a crucial part of call number labels for certain collections within the Smathers Libraries. Specifically, the entirety of LACC and the Judaica collection as well as other smaller subcollections throughout the different branches require symbols or words to be printed at the top of their call numbers.

To ensure this happens, we must add a number of corresponding text strings into the “Label Prefixes” tab of our SpineOMatic app. To do this:

1. Once SpineOMatic is opened, click on the “Label Prefixes” tab, as shown below.

2. Once in this tab, copy and paste each of the text strings below into the yellow text box, clicking the “Add” button to the right of the box after each one. If you do not want to paste all of them in upon your initial setup, I have bolded the collections most likely to be used regularly by the majority of catalogers. You can paste in all or as many as you think you may need.

UF Architecture & Fine Arts Library+Oversized Collection=OVERSIZE

UF Architecture & Fine Arts Library+Reference Collection=REF

UF Latin America and Caribbean Collection+LAC=+

UF Latin America and Caribbean Collection+Ltd. Cir. Over=+

UF Latin America and Caribbean Collection+Ltd. Cir.=+

UF Latin America and Caribbean Collection+Microcard=+

UF Latin America and Caribbean Collection+Microfiche=+

UF Latin America and Caribbean Collection+Microfilm=+

UF Latin America and Caribbean Collection+Non-Circulating=+

UF Latin America and Caribbean Collection+Periodicals=+

UF Latin America and Caribbean Collection+Reference=+

UF Library West+Judaica (1st Floor - Northwest Corner)=**

UF Library West+Judaica Oversized (1st Floor – Northwest Corner)=**;JUOVR

UF Library West+Judaica Periodicals (1st Floor – Northwest Corner)=**;JUPER

UF Library West+Judaica Reference (1st Floor - Northwest Corner)=**;JUREF

UF Library West+Oversized (3rd Floor)=OVR

UF Library West+Periodicals (3rd Floor)=PER

UF Library West+Periodicals2 (3rd Floor)=AFRI PER

UF Library West+Reference (3rd Floor) 1=AFRI REF

UF Library West+Reference (3rd Floor)=REF

UF Library West+Reference Oversized (3rd Floor)=RFOL

Instructions for printing individual call number labels:

After getting everything set up, actually printing a label is quite easy. Individual label printing is mostly useful for Rush cataloging or other situations when a cataloger must fully process one or a few cataloged items at a time.

1. First, ensure that your Dymo LabelWriter printer is installed and selected as the default. This is the best option for printing individual labels.
2. From the “Print Setup” tab, place your cursor in the green box on the left side of the SpineOMatic window next to the small gray “scan” box.
3. Using your handheld scanner, scan in the barcode of the item you wish to print a label for.
   1. You may alternatively paste or type in the barcode number for the desired item then press the Enter key.
4. If you selected “Review” in the top left during setup, a preview of the call number label you are about to print will appear in the yellow box in the bottom left of the SpineOMatic window.

5. After having confirmed that everything looks correct in the label preview screen, select “Send to desktop printer” and the label should print to your Dymo.
   1. If wanting to immediately print another label, simply repeat this short process.

Instructions for batch printing call number labels:

Batch printing is most effective for processing large amounts of cataloged items at a time and is usually done by student assistants.

1. In the “Print Setup” tab, at the top, select the radio button next to “Batch print”.
2. Set the default printer to one of the larger, standard printers, not the desktop Dymo.
   1. For most student assistants and those stationed in Room 400, this should be LIB-SMA400A-PRT-C405-1.
3. Change the “Top margin” quantity to 0.19. Select the radio button next to “Auto Add” in the top left. Adjust all print settings, including those covering row, column, label and gap specifications – once finished, your entered values should match those in the following image:

4. Proceed by scanning in the barcodes of the items you wish to print labels for, one after the other, in the same green scan box under “Auto Add”.
   1. As you scan, previews of each call number label will be added to the small yellow box in the right-middle of the SpineOMatic window and the number of Entries will steadily increase.
5. Once finished scanning every barcode, select “Preview/print” to the left of the preview list box. Review the page(s) of call number labels, then select the printer icon in the top left corner to print.