Shelf Reading

Open the Shelf Reading Tabulation spreadsheet and click on the Norm tab. Delete the existing data.

Log into Alma, open Analytics, and find Shared Folders > Trinity International University > Reports > Shelf Reading Norm Data.

Download the report by clicking More > Export > Data > CSV.

Click on the Shelf Reading Folder link in the Norm worksheet and upload the CSV file.

Right click on the file in the folder, and choose Copy link.

Back in the Norm worksheet, select Cell B3 and then go to File > Import.

Paste the link you just copied into the popup screen URL field, hit Enter, and then double click the file icon.

In the next popup screen, choose Replace data at selected cell in the Import location menu. Wait for the data to process.

Right click on Column C and choose Sort sheet A > Z, then right click on Column D and choose Sort A > Z. This will put the information in order, sorted by collection.

Change the date in the List Updated box to today's date.

Note: To perform the initial setup of the Opticonnect app, see the instructions on the Shelf Scanner Installation page.

Get the barcode scanner and open the Opticonnect app on your computer.

• Press the small square button on the scanner until it flashes blue (5 seconds).

• Click Pair Scanner in Opticonnect, then choose RolfingScanner2025.

Back out to the main menu, then click Export. The text file should open automatically.

Select all the lines of data (not the header row) and copy them by pressing Ctrl+C.

Click on the Scan tab in the Shelf Reading Tabulation spreadsheet, and select the first empty cell in Column A. Paste in the information by pressing Ctrl+Shift+V.

Only after the scan information is transferred to the Shelf Reading Tabulation spreadsheet, delete the data on the scanner by going to Scan Data > Delete scan data. 

Check to see that the Run Report box in the ScanData tab is unchecked.

Click on the Validation tab.

If the date in Today's Rept Date is not today, transfer that date into the Prev Rept Date field. Put today's date into the Today's Rept Date box. (You can select the date from a calendar by double-clicking on the cell.)

Wait for the spreadsheet to calculate, and then choose the appropriate Scan Date from the dropdown menu. 

Click on the ScanData tab and copy the list of barcodes in the Copy & Paste into Alma Analytics column. (This is the full list of barcodes in the section that was scanned, including any individual items that were not scanned.)

Return to Alma Analytics and edit the Shelf Reading Scan Data analysis.

In the Criteria area, hover over the Barcode is equal to / is in criterion and click on the pencil icon that appears. In the Edit Filter popup menu, click on the magnifying glass icon to edit the values, and then the pencil icon to open up the manual entry field. Delete any existing barcodes, and paste the values you copied from the spreadsheet. Click OK three times to exit out of these menus.

Click on the Results link at the top of the screen, and download the data by clicking on the Export icon and selecting Data > Excel.

Open the file and copy all the information in it.

Select cell C2 of the ScanData tab, and paste in the information by pressing Ctrl+Shift+V.

Click the Run Report checkbox.

Click on the AddToFix tab.

Select and copy any content rows that contain data. 

Click on the FIX Tab in Shelf Reading Fix List link to open it in a new browser tab.

Click on the first blank cell in Column A and paste in the information by pressing Ctrl+Shift+V.

• Note: The "blank" cells in Columns A-C have hidden checkboxes in them; if you click in the middle of the cell you'll get an error message asking you if you want to toggle a hidden checkbox. To avoid this, click a corner of the cell when you're selecting it.  

Look through the data you just pasted in to make sure the errors it has flagged are actually errors. 

• If any items are marked as Missing:

  • Copy the item's barcode.

  • Log into Alma, choose the Checkout Desk location, and go to Fulfillment > Scan In Items.

  • Paste the barcode into the Scan item barcode field and hit Enter/click OK. You will receive a message noting that the Missing status has been removed, and the Destination in the resulting list should read "Reshelve to [permanent collection]."

  • Find the item in the Full List tab of the Missing, Claims Returned, & Lost Items spreadsheet and mark it as found.

• If you find any false flags or fix any other issues, use the following steps to get rid of the unnecessary data:

  • Uncheck the checked box(es) in Columns A-C for that item. (This may cause this row or other rows to lose their colors, as well.) 

  • Select and delete data in Columns D-I for any non-colored rows. (Do not delete Columns A-C; we need those checkboxes for future batches.)

  • Drag any empty rows to the bottom of the list.

To hide completed rows in the Fix List, click on the Filter on Column M, make sure TRUE is unchecked, and click OK.

Click on the AddToNOS tab of the Shelf Reading Tabulation spreadsheet.

Select and copy all content rows that contain data.

Click the NOT ON SHELF Tab in Shelf Reading Fix List link.

Click on the first empty cell in Column B of the Not on Shelf tab and paste the information by pressing Ctrl+Shift+V.

If you have more batches to run, return to the Running a Batch section of this walkthrough and repeat the process.

When you have completed all the batches:

• Rex tab: Click the Filter on the Done column, make sure True is unchecked, and click OK.

  • Note: When the number of filled rows in the Rex tab surpasses 20,000, remove the filter on the Done column, copy the data in A4:A, paste it into the (hidden in Shelf Reading Tabulation) OldScans sheet, re-hide the OldScans sheet, and delete the data in A4:A in the Rex sheet.

• Validation tab: Transfer Today's Rept Date to the Prev Rept Date box, and delte the Scan Date.

• ScanData tab: Uncheck the Run Report checkbox and delete the data in C3:P.

If "Rex" lights up red when you plug it in, leave it plugged in to charge; when it's fully charged (the light turns green), unplug it and hang it back up on the ILL bulletin board.