Calm-based Document Ordering
This option requires that CalmView be connected to your live Calm system as orders placed in CalmView are stored in the ArchiveLoans database of Calm. Researchers can place orders online and also view and amend their orders.
Order process
The researcher must be logged in to place an order. The researcher will need to add items they wish to order to
the 'My Items' basket. If an item
can be ordered, it will
have a checkbox next to it in the 'My Items' list. Once item/s have been selected and the button has
been clicked to place the order, CalmView displays a calendar.
Choosing a date
The first step in placing an order is to enter the date when the item is required. The researcher can enter the date in the format dd/mm/yyyy in the text box, or they can select a date from the calendar that is displayed. Past dates or days that are configured as closed days in Calm will be rejected.
If your organisation has policies involved in producing items on a particular day, for example, material is held off-site and a particular period of notice is required to produce an item, you can define some text in the configurator to appear on the date page during the order process.
Availability check
Once a date has been chosen, CalmView will check whether the item/s are available for production on the chosen day.
An item will be considered available if:
- The item can be ordered
- The researcher has not exceeded the
maximum number of
items that can be ordered on one day
- The researcher has not exceeded the
maximum number of
items that can be ordered in total
- The item has no unfinished orders for that date i.e. no other user on the system is already completing an order for this item on the same date
If any of the items that the researcher has requested are not available (using the criteria above), they will have the option to change the order date or continue to order any available items on the original date.
Completing the order
By default, a researcher will remain logged in after they click 'Finish' to make an order, there is an option in the configurator to automatically log them out at this stage.
Items successfully ordered will remain in the 'My Items' list, but will have the tick cleared from their order checkbox, so they are not inadvertently ordered twice.
Tickets are printed from Calm, either automatically (using the 'Autoprint' facility and 'minutes between checking for loans' parameter set in Calm) or manually (by pressing the 'Manual Tickets' button on the button strip in the ArchiveLoans database).
If there is a problem producing an item that has been ordered (for example the item is subsequently discovered to be in poor physical condition), staff will need to contact the researcher using the details from the user record in Calm (entered either during the registration process in CalmView or directly into Calm).
Reviewing orders
Researchers can review all past and pending orders. First, they need to
log in. Then they can click the 'My Orders' link in
the user status area at the top right of the page. There are tabs for past
orders as well as pending orders (if relevant), orders are grouped by date
ordered for.
You can add text to this order review page using the configurator, to give researchers any specific instructions, for example, if they need to contact your organisation to book a desk space.
If a researcher wishes to cancel an entire order, or remove an item from an order, they need to log in and click the 'My Orders' link in the user status area at the top right of the page. As long as an order has not yet been produced (issued via Calm), a 'Cancel Order Item' and/or a 'Cancel Order' button will be available (as appropriate).
User Authentication
CalmView has the ability to register and manage user accounts stored in the Calm Users database. This feature is only available for Calm-based document ordering as a connection to live Calm data is required.
The user status area appears just underneath the top banner (this will usually contain your organisation's logo) of every page in CalmView. Use the links in this area to register a user or log in. Users that can log in will either have an existing User record in Calm or have registered here in CalmView.
Registering a user and passwordsMaking user registration available in CalmView is optional. This feature is not enabled by default. If you do not wish users to register themselves using CalmView, leave this feature disabled, staff must then create user records and inform users of their log in details (UserID and Password). You can still allow existing users to change their personal details whilst preventing new users from registering on the system.
If you wish to use the registration feature, enable it in the configurator.
The first screen that appears when a user wishes to register, can be a terms and conditions page. The user must accept your terms and conditions before continuing. Displaying this page is optional. If you wish to display it, change the default text in the configurator to your own legal text. If you do not wish to display the page, remove the default text in the configurator. An absence of text here in the configurator means that CalmView will not display a terms and conditions page but will pass straight to the next page (as described below).
The next page in the registration process, asks the user for a User ID and a password. The user chooses their own User ID and password. If a User ID is entered that is already used (i.e. a user with that ID already exists in the Calm Users database), an error message appears and the user will need to choose an alternative ID. The text in this error message can be customised using the configurator.
It is important that the user remembers their user ID and password. This is the information that they will need to log in for any subsequent CalmView sessions.
If the user does happen to forget their password, they can request a reminder
to be emailed to them using the email address they entered when they registered.
To do this, they:
- Click the 'Log in' link in the user status area near the top of the screen.
- The Login page will appear. Click the link called 'Click here to reset your password'.
- The Reset password page will appear.
- Enter the UserId that was used to register and click on 'Send Password Reminder'.
A reminder email containing the password, will now be sent.
Alternatively, staff can use Calm to manually access the password and either remind the user or change it to something more memorable for the user. This method can be used if your organisation chooses not to make the email field mandatory on the user profile.
It is possible for a user to change their password at any time. First they need to log in using their existing password, then click the 'Change Password' link in the user status area at the top of the page. The old password is prompted for, along with the new password, which is entered again for confirmation.
After asking for a User ID and password, the next step in registration is for the user to enter some personal details, such as name, address and telephone number. You determine what information is requested here; fields that are prompted for are set in the configurator. Users are able to amend this personal information at a later point using the user profile edit page, providing you have enabled this option in the configurator.
Once the user has completed the profile page, a confirmation page is displayed containing their User ID (this text can be customised using the configurator and can include the User ID anywhere within it) and a welcome message (can also be customised using the configurator). If you wish, this welcome page can automatically disappear (using re-direction) after a chosen number of seconds (set in the configurator). This feature is not enabled by default, to enable it use the configurator.
When a user registers, a record is created in the Users database in Calm. This contains the details they have entered. The UserType field will be left blank, this signifies a public user. If you need to change this to another category of user, staff will need to use Calm to change the contents of the UserType field on the relevant User record.
Logging inA user logs in by clicking the 'Log in' link in the user status area, then entering their user ID and password.
CalmView checks that mandatory profile information has been previously entered for this particular user. If any of the information is missing and user profile editing is enabled, the user profile edit page is displayed to prompt users to supply the missing information before proceeding to the welcome page.
Once a user is logged in, their User ID is shown in the user status area along with the following links - Edit Profile (if enabled using the configurator), Change Password, My Orders and Logout. A welcome page will appear, you can change the two pieces of text on this page, as well as what is written on the button (defaults to 'Continue') using the configurator.
This option is only used with Calm-based document ordering.
The 'Edit Profile' link appears in the user status area near the top of the page. It is not shown by default when you first install CalmView. To enable it, tick the User profile edit option in the My Items section of the configurator. This link can be enabled even if you decide not to allow researchers to register themselves on CalmView (staff will add them directly to the Users database in Calm instead).
Researchers can use this link to change or update their contact details, such as email address or telephone number.
The fields that appear on this Edit User Profile page are chosen in the configurator. It is possible to add or remove fields, re-label them, change the order they are displayed in, and modify the validation that is performed on them. This is all accomplished in the User Profile Fields section of the configurator.
My Orders link
This option is only used with Calm-based document ordering.
The 'My Orders' link appears in the user status area near the top of the page. A logged in user can review any past and pending orders by clicking this link. The View My Orders page appears, which shows orders under pending and past tabs, grouped by date.
Most of the text on the View My Orders page can be customised using the View my orders form settings in the All Pages section of the configurator.
Security of personal data
The user is responsible for the security of their information whilst using CalmView. We recommend that wherever possible, the browser is shut down after using CalmView.
Sessions will time out in accordance with the IIS/ASP.NET configuration on your server. When a session times out, all information will be lost, including which user was logged on, the search results being reviewed and the 'My Items' list. The amount of time before a session times out can be changed in the (Windows) configuration for your server.