Content Comparison

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The Center uses Activities in Aeon to track the movement of materials for the following types of activities:

• Conservation projects (off-site and onsite)*
• Digitization projects (off-site and onsite)*
• Classes 
• Exhibits

* For small, onsite digitization and conservation projects, you can add items to a general "FYxx" activity for tracking (like "MED Conservation FY20" or "MED Digitization FY20"), rather than creating a separate activity. For larger and/or offsite projects, please create a separate activity for ease of tracking the materials as a group.

To create an activity:

1. Either select the Activity icon in the top-left of the main Aeon screen, or navigate to a similar activity and select Clone Activity from the top toolbar.
   
   
2. Fill out the following fields:
   • Owning Library: Countway
   • Being Begin date: Enter the date of the start of the activity
     
   • Description: Enter here any additional information you want to record, such as the name of a vendor doing digitization or conservation work.
     
   • Name: Activity name. Should beginning with begin with the prefix "MED", followed by the activity type and subject, followed by the year. 
     • Example: MED CNA Digitization 2018
   • Type: Select the relevant activity type from the dropdown list.
   • Active: Check this.
   • Staff contact: Enter your name here as the staff activity lead.
     
     
3. Move over to the Users tab:
   1. Search for your own Aeon account user record using one of the search fields at the top (username/name/id)
   2. Once you find yourself in the Search Results window on the right, click and drag your name from the right window over to the left window (under " Associated Users). 
   3. Next you'll get a pop up window asking if you'd like to edit the email notification before sending - select yes or no as desired.
   4. Hit Save (icon in top left, or Ctrl + S).
      
      
4. Add items to your activity (three methods):
   
   1. From Hollis:
      1. Locate the items you want to add to your activity in Hollis. Go through the process of requesting them via the View in Library request link. 
      2. Once on the Request Form:
      1. 1. Under Request For: select your activity from the drop-down list. 
         2. If your activity doesn't show up in the list, it means you either didn't properly create/save your activity, or didn't properly associate yourself as a user. 
         3. Modify any other fields in the form as needed, set your Date of Request, and hit Submit Request.
      2. Repeat this process for all items associated with your activity.
         
         
   2. From Aeon:
      1. From your own user record in Aeon, open a New Request.
      2. Use the Catalog Search tab to look items up and import information. 
      3. Under the Request Information box on the right, choose your activity from the "Request For" drop-down list.
      4. Save your request, and create a new one if you have additional items to enter.
         
         
   3. Import items via spreadsheet (recommended for higher-volume projects)
      1. See Creating multiple Aeon requests from Excel on the Harvard LTS Wiki. 
      2. Note that in the spreadsheet template, you must enter "MED" in the Site field. 
         
         
   4. Now, your activity and associated items should show up both
   in 
   1. in your Hollis Special Request
    
   1.  account (under Activities/Classes on the left) and in the Aeon staff side (browse activities alphabetically for "MED" or search for your activity name). 
      As
      
5. Print call slips to let public services know that these items have been pulled for an activity.
   1. For items stored on site, place the call slip on the shelf from which the item was retrieved. 
   2. For items stored at HD, place the call slip in the central "Call Slips for HD items pulled for Activities" folder near the L2 mailboxes.
      
      
6.  As your project progresses, you can should route items through relevant steps. These may include (among other options):
   1. Awaiting HD Delivery/In Item Retrieval
   2. Item Checked Out To Activity
   3. In Conservation - WPC
   4. In Imaging Services for Activity
   5. In Vendor Digitization
   6. Item Awaiting Reshelving
   7. Request Finished
      
      
7. To add additional notes to your activity, such as project updates, in the Details tab of the Activity window, double click in the white space under Notes and a new Add Note window will pop up where you can enter this information.
   For additional information, including instructions and templates for importing item requests via file, see Creating multiple Aeon requests from Excel via the Harvard LTS Wiki. 
   In the template, you must enter "MED" in the Site field. 

Merging User Records

Find the user records to be merged:  Open up the uncleared user record you wish to merge, and under the Process tab, click Merge User.

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