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Capture barcodes

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Learn how to capture barcodes for a stocktaking list in OLIB.

►Cataloguing> Stocktaking

This information relates to Stocktaking in OLIB. Prior to scanning barcodes from your stock you use the Stocktaking domain to set up:

  • the scope of the Stocktaking project
  • email details for outputting the stocktaking report

After this you can capture barcodes from your stock either by:

  • Scanning them directly into the Stocktaking domain, or
  • Scanning them into a text file

Scan barcodes into the Stocktaking domain

Take a laptop or hand-held device that can connect to the network via WiFi and that is connected to OLIB Web. If you want to run the report on mis-shelved items, scan the items in the order they are found on the shelves:

  1. Go to Cataloguing> Stocktaking
  2. Retrieve the relevant stocktaking record and modify record.
  3. In the Copy Barcode field, scan the barcodes one after another, (or key in the barcode and Enter/Tab).
  4. The barcodes are inserted into the Scanned Copy Barcodes list.

In the Scanned Copy Barcodes field you can use the usual OLIB Web features of Select All, Clear All and Delete to manage the barcodes in the list, prior to running the stock check process.

Scan barcodes into a text file

Files can be uploaded as binary as well as ASCII. Large ASCII files can be uploaded to the database much more quickly as binary rather than as ASCII. In preparation for this you may need to create a new Object Type for ASCII Binary:

Object Type Details (System Administration> Object Types)
Key ID BIN
Short Description ASCII Binary

Long Description

ASCII Binary
Application Notepad
DB Format Binary
Locator Filename
Mime Type  
Default File Extension .txt

 Note: if you have saved the captured barcodes using a text editor on an Apple Mac, OLIB can handle the Mac line endings when you upload the file.

Scan the barcodes using a portable data capture unit. This should create a list of barcodes in an ASCII text file, one per line. If you want to run the report on mis-shelved items, scan the items in the order they are found on the shelves. Download the file from the data capture so that you can access it from OLIB Web. The text file should then be linked to the Stocktaking project as a file attachment. Link the files in the order of the shelfmarks as you scanned them, if you want to run the report on mis-shelved items.

  1. Go to Cataloguing> Stocktaking and retrieve the relevant stocktaking record.
  2. Switch to modify mode.
  3. In Files Uploaded click New. This displays the Object Details screen.
  4. In Type select either ASCII text or ASCII Binary. ASCII Binary uploads the data much more quickly.
  5. Set Locate by to Filename.
  6. In File tick the box for Select a new file.
  7. Check that In Database and Import Now are set to Yes.
  8. Save and Close the record. A popup appears for you to browse and attach the text file. Select the file and click Open. This links the text file of barcodes to the stocktaking project - Save and Close.
  9. Switch to modify mode again and tick the box next to the uploaded file. From Actions choose Read File.
  10. This inserts the barcodes from the file into the Scanned Copy Barcodes list. If you have several files you need to use Read File on all the files.

 Note: in order to maintain system performance, the Scanned Copy Barcodes field only displays the first 50 barcodes from the linked files.

In the Scanned Copy Barcodes field you can use the usual OLIB Web features of Select All, Clear All and Delete to manage the barcodes in the list, prior to running the stock check process.

 Caution: check that you have entered the report email details in the Report Settings and History sheet.