Standalone/Offline Circulation WorkFlows

WorkFlows has an offline or standalone mode option if WorkFlows loses its connection to the SirsiDynix server.

When WorkFlows loses its connection to the server, you will get the message: "Connection closed to remote host, you must exit and restart the staff client."  

1.  To use offline mode, click the "Yes" button to close the current WorkFlows session.  
2.  Re-open Workflows and check the "Operate in Offline mode" checkbox in the Configuration window.

 3. Click "OK"     

 4. Select the Offline toolbar.  

 5. Select the Offline Session wizard to set your properties for your online session.

6. User Access should be set to STANDALONE.  

7. The library should be set to your library.   

8. The current date and time are taken from the clock on your workstation, so be sure this is set correctly.

9. You may select to have a default due date for all items, or if you leave this field blank, the system will use your library's circmap to determine the due date.  

10. Take note of the log directory where you’ll save the offline file on your workstation. For most PCs, it should look something like this C:\Users\[Windows user logon name]/Sirsi/Workflows/LOG.    

11. The system creates a list of delinquent, barred and blocked patrons which is downloaded to the workstation each time you login. This file can be used to refuse charges to patrons that meet these criteria.  You cannot override the block, so if you do not want to refuse service to delinquent/barred/blocked patrons while in offline mode, make sure you uncheck the “Use user delinquent list file” box.

12. When finished making your selections, click "OK" to save the settings.  

13. While using standalone, you will not be able to use search options that are normally available in Workflows. You can, however, enter patron and item barcodes and set custom checkout and custom discharge periods.  

14. When connectivity has been restored, exit WorkFlows and re-log in.  

How to I use WorkFlows once connectivity has been restored? 

1. When you log in, be sure to clear the "Operate in Offline Mode" checkbox in the Configuration window.

2. When you re-log in to Workflows after connectivity has been restored, Workflows automatically uploads the offline file and then removes it from your workstation.  We highly recommend that you make a backup copy of your offline file prior to logging back into the server.  The file resides in the location you have specified in the “Log Directory” in the Offline Session wizard.  If you have a large file it may take several minutes for WorkFlows to transfer the file to the server.  Workflows does not give any indication when the transfer is finished.   The only way to know is to look for the file in the log directory.  If it is gone, you can be assured it finished transferring as WorkFlows does not remove the file until it has completed the transfer.  It would be best to ensure the file was completely transferred prior to running the Load Standalone report.

What else do I need to do to ensure my library's transactions are uploaded to the database? 

There are two ways you can process the offline files:

 1. If you used the Discharge wizard, login to all staff workstations that ran standalone.  It is recommended that you login to each workstation that ran offline mode in a sequential fashion to ensure there is no possibility of conflict on the server with the file upload. Next, on any workstation, run the Load Standalone report:

• Go to the Reports toolbar.   
• Click on the Schedule New Reports wizard.  
• Click the Circcustom tab.  
• Select the Load Standalone report.  
• Click the "Setup & Schedule" button.   
• Select the "Run Now" button. Be sure to look at the finished report to see what problems may have occurred that need attention, such as patron or item not being in the catalog.

 2. Only use if you did not use the Discharge wizard. Log in to one workstation at a time. Run the Load Standalone report. Be sure to wait for it to finish on the workstation.  Repeat these steps for each workstation that you used standalone.

Note: Your report may not finish immediately.  Do not run another report until you see the report in the Finished Reports wizard.  To see if the report has started to run, go to the Scheduled Reports wizard and see if the Load standalone report is listed. If it is listed, you know it has not started yet. If it is not listed, use the Display Report Scheduler Status helper to see if your report is currently running.   

What happens behind the scenes? 

Each workstation’s offline file is uploaded to your library directory on the server and given a unique name. When the report runs, it appends all the files together and sorts them so the transactions are processed in order by date/time.