How do I use Offline WorkFlows?

If the Unicorn server becomes unavailable, LITS will send a message asking circulation staff to use Offline WorkFlows. This client will allow you to perform some basic circulation transactions. Please follow the instructions below. (The Firefox browser is recommended for printing these instructions.)

Maintenance Note: For WorkFlows policies to be updated on the workstation, it must be thawed while the user logs into WorkFlows while the server is available. It would be useful to establish a regular schedule for this maintenance to occur. One suggestion would be that when workstations are thawed to install LITS Windows Updates, login to WorkFlows and log back out, before freezing the workstation again

  1. IMPORTANT: If the workstation has DeepFreeze installed, you must thaw and restart the workstation before doing anything else or transactions will not be saved. Do not freeze the workstation again until the server is available and all steps have been completed. To verify that the workstation is thawed, be sure that the polar bear face icon is flashing in the taskbar.

  2. Start the WorkFlows client from the NAL window. If the library network is down, launch WorkFlows from the desktop icon.

  3. The Configuration window (shown below) should lauch if the "Show this window on next startup" box is left checked - Recommended). From here, select the Operate in Offline Mode check box, and click OK. You will not be prompted for the usual login and PIN information. If the Configuration window does not launch when you click on the WorkFlows icon, call LITS at 2-7073.

  4. Once in WorkFlows, click on the Offline toolbar. The available wizards appear on the left.

  5. Click the Offline Session wizard, confirm or change the settings, including selecting user access and library from the drop down menus. A default due date is only needed if you want items checked out during this time to have a specific due date, instead of their usual circulation period. If these settings are suitable for all offline wizards, uncheck the "Reveiw Settings Each Session" box, and click OK to close the wizard. If you leave the box checked, you will be prompted to review these sessions for each wizard. (Note:The year must be represented using 4 digits.)


  6. Use the Offline wizards for as long as the Unicorn server is unavailable. The offline wizards look different than online circulation wizards, but scanners should work as usual.

    As you work, transactions are written to a log file named for the library selected in the Library field and is created in Documents and Settings\username\Sirsi\Workflows\LOG\LIBRARY. Each time you start Offline WorkFlows to record offline transactions, the transactions will be appended to the log file. The log file will continue to record transactions until the workstation can reconnect to the server. Once reconnected to the server, this file is uploaded and deleted automatically.

  7. When you are notified by LITS that the Unicorn server is available again, logout of the WorkFlows client. Leave the workstation thawed.

  8. Launch WorkFlows again. In the Configuration window, clear the "Operate in Offline Mode" check box and login using your WorkFlows user id and password. Notice that all of the other options in the configuration window become available. When the WorkFlows client connects to the server, the Documents and Settings\username\Sirsi\Workflows\LOG\Library file is automatically transferred to the server. Each workstation using the standalone client will send a file to the server. LITS will run a report to upload these transactions into WorkFlows. If there are any errors, this information will be sent to each library. Please contact LITS at 2-7073 to be sure your files have been received before freezing the workstation again.

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