This help topic explains how you can set up a new subscription in KnowAll Matrix using the Subscription Wizard. The wizard takes you through the steps required to set up the subscription and results in a list of predicted issues ready for the library staff to check-in over the subscription period.
Subscriptions in KnowAll Matrix contain all the information about a serial, recurring or ongoing service, like journals, e-journals, law reports, newsletters, newspapers, bulletins, current awareness alerts, looseleafs, encyclopaedia, and pay-as-you-go items. You can use them for print and electronic subscriptions to make sure you are receiving everything and get alerts if items are overdue.
The subscription record contains all the information about the start and end date, the first and last expected issue, the frequency of issues and the number of issues.
The subscription period is usually a year, but you can set it to shorter or longer periods. You will enter this in the Description field.
In the system an issue can be a journal issue, part, a looseleaf release, an emailed newsletter, an annual index, etc.
To get started, the minimum you need is a Catalogue record. In KnowAll Matrix, the financial information for subscriptions is handled by the Finance module so you will need an Order. Don’t worry if you don’t yet have an order, you can create an Order as a step in the Subscription Wizard. The Order contains information about the supplier, number of copies, initial price, etc. See Invoices for guidance on how to add renewal invoices.
Creating a new Subscription
- Log in as a Library Admin user.
- Note that your account must have the Serials Admin role.
- Click on Library Admin, then Serials.
- Under Subscriptions, click on Create New Subscription to open the Create Subscription Wizard, as below.
- Start typing the name of the title you wish to create a subscription to in the Item to Subscribe to: field. A list of close matches will appear – click to select the correct one, then click Next.
- In KnowAll Matrix, a subscription must be linked to an order. Any existing orders for the selected title will be displayed. Place a tick next to the relevant order to select it, then click Next to proceed to Step 2 of the wizard.
- If you need to create a new order, select Create new order. A New Order button will appear, as shown below.
- Click Order New Copies to start creating an order for a brand new copy of this title.
- Click Order Existing Copies to create an order for a copy that already exists in the catalogue.
- Selecting either of these will open an Add New Order window.
- Once the order has been set up, the system will return you to the Create Subscription Wizard.
- Click Next to proceed to Step 2 of the wizard.
Step 2 – Set up subscription frequency and dates
- The first section allows you to set up the frequency and number of issues.
- Issue frequency: select a frequency from the drop-down menu (e.g. weekly, monthly, bi-annual). To add or change the available frequencies, use the Frequencies authority list.
- Date first issue is expected (or was received): The system will automatically enter the expected date from the order, but you can change it. If you have already received the first issue, enter the date you received it. Click in the field to reveal a calendar for date selection (or, manually type in a new date).
- Number of issues expected: The system will automatically calculate the number of issues expected for a year based on the selected issue frequency, E.g. A monthly frequency will usually result in 12 issues over the year.
- If you are expecting fewer or more issues for a shorter or longer subscription period, you can change the number. E.g., if your subscription has only 6 months left to run then enter 6 in this field. If, for example, you sign up for a two-year subscription then enter 24 in this field for two years of monthly issues. Note that changing the number here, will change the date for the last issue in the next field.
- OR, estimated date of last expected issue: as an alternative to the above, enter the date of the last expected issue. The system will automatically alter the Number of issues expected based on the chosen issue frequency.
- The second section lets you set the predicted check-in issues/parts format. Choose the format of predicted issues from the drop-down menu:
- by date
- by part/issue
- by volume and issue
- by volume, issue and date
- The third section lets you choose the days that an issue might be expected to arrive. For example, the first Monday of every month (via the drop-down menus), or on Thursdays and Fridays only (via the tick boxes). Most users receive issues on weekdays and select Mondays to Fridays as in the image above.
- The fourth section contains the predicted renewal date, which is the date you think you will receive your next renewal invoice from your supplier. The system will automatically set this to a date 8 weeks before your last issue, but you can change it to a different date. This dates helps you to review forthcoming renewals throughout the year.
- Click Next to continue to Step 3.
Step 3 – Set up the format for issues
- Step 3 allows you to set-up the formatting of the predicted issues based on your selection in the previous step. The illustration above shows by volume, issue and date and has all the possible elements for describing issues.
- Our tip here is to have an issue in from of you – usually the first issue that the subscription covers. Enter values in the fields, until you are satisfied that your Example Format at the bottom, matches the way the actual issue is described. The description may be on the cover or inside of the issue with the table of contents or publication information.
- Use the Format order drop-down to select the correct order of the various fields. For example:
- Volume, Issue, Date
- Date, Issue, Volume
- Alter the Starting Volume number of this subscription as required.
- Use Volume Prefix to choose the correct Volume prefix, for example:
- Use Volume Format to select the most appropriate numbering convention for Volumes, for example:
- Roman numerals
- Adjust the number of Issues Per Volume as required. The system will automatically increment to the next volume once the specified number of issues has been reached. Alternatively, use the Manual Increment field to set a date for this to happen.
- Alter the Starting Issue number of this subscription as required.
- Use Issue Prefix to choose the correct Issue prefix, for example:
- Part Number
- Use Issue Format to select the most appropriate numbering convention for Issues, for example:
- Roman numerals
- Choose the correct Date Format from the drop-down menu (e.g. long date, short date, short month with year, etc.)
- Check that the Example Format matches the way the issue is described on the actual cover, e.g., Vol. 45, Part 7, Jul 2021 in my example.
- Click Next to continue to Step 4.
Step 4 – check the copies included on the subscription
- Step 4 allows you to choose which copies on the order you selected should be included in this subscription. This is useful if, for example, you have 2 copies of the relevant title on the same order, but this subscription only applies to one of them.
- Note the check-in options available:
- Show Sub in Quick Check-In?: tick this box if you want this subscription to appear in Quick Check-In function.
- Catalogue Check-In Parts?: tick this box if you want the system to create new Copy Items or Volume records in the catalogue whenever you check in an issue. This is useful for supplements, annual volumes and editions that you want to add to your catalogue record so users can see what has been received. Most clients do not use this for weekly or monthly issues of journals or law reports.
- Click Next to continue to Step 5.
Step 5 – select copies which will be circulated
- Place a tick under Is Circulated? to mark copies as being for circulation. This will allow you to create a circulation list for this copy later. See How to create and edit circulation lists for more information.
- Click Next to continue to Step 6.
Step 6 – Description
- The system will automatically suggest a Description for the subscription constructed from the dates you entered for the first and last issue. You can change this if you wish. The description is very useful to help you identify subscriptions when you are looking through a list of subscriptions, e.g., in Quick Check-In or All Subscriptions.
- Enter any relevant Notes that may be useful for future reference. These will also appear on the Quick Check-In screen.
- Click Finish to complete your subscription setup. This opens the Subscription Issues/Parts screen, which allows you to review, and make changes to, the predicted issues.
Tips for handling complex serials with more than one frequency
If you subscribe to a service with a number of different elements, for example an encyclopaedic set like Halsbury’s Laws, you can create as many subscriptions as required for the different elements. Choose the same title, copies and order each time and simply repeat the Subscription Wizard process to set up a subscription in KnowAll Matrix for each frequency. E.g., one subscription for the monthly loose-leaf noter-up and a second for the annual cumulative index.
- Tip: If you create subscriptions for different frequencies, e.g. one subscription for monthly updates and another for annual indexes, then you may wish to include the frequency in the Description, e.g., 22-Jul-2021 to 22-Jun-2022 Monthly updates
You do not need a subscription for the bound volumes as these should be treated as pay-as-you-go items. [LINK]