Aeon System Upgrades

Owned by Thomas Lingner
Last updated: Jun 05, 2023 by Heather Oswald

Updating Aeon Sandbox Environment

Update Server

Unless there are specific training or implementation activities happening on the sandbox, only a week's notice is necessary for updates to the sandbox.

    • Contact Atlas support to schedule sandbox server update  
    • Notify all Aeon users of date of update 
    • Coordinate update activity with Atlas on day of update

Update Local Client

Most staff do not access the sandbox on a regular basis. However, once the sandbox server has been updated, the older client version will not work to access the test system and anyone needing to to access it for testing, planning, or training will need to either install the new version of the client on a separate machine or have the ability to install/uninstall the client on their own machine.

Accordingly, local client updates for the sandbox can be done on an as needed basis. Frequently the computers in Lamont 310 have been used for testing new versions of Aeon and the client would need to be updated on those machines to facilitate testing. To get these computers updated, submit a ticket to HUIT at least a week before any testing session.

Test New Version

Once the Aeon sandbox server has been updated, library staff should perform full manual regression testing on the new version to ensure no critical functionality has been lost post-update. See the Regression Testing pages for test scripts.

Any bugs or issues identified during testing should be reported to Atlas. 


Updating Aeon Production Environment

Schedule Update

Once the new version has been tested and confirmed to work as expected, the production update should be carefully coordinated with Aeon users, Atlas, HUIT, and IT staff at professional schools and at other repositories not on main campus. The server and local client updates must be done at the same time.

Scheduling Notes: The production update may require 2-3 hours of system downtime. Atlas performs updates during normal business hours M-F, 8 am - 5 pm. If possible, plan the update for a time when patron and staff activity may be minimal. 

Make sure to review the release notes carefully for any new desktop requirements associated with the new version of the client (e.g. an update version of .NET).

Create local update package

At least two weeks before the update, ask HUIT Endpoint Systems to create an installation package for the new version of Aeon. The new installation package will need to be added to the Software Center and sent to certain library/local IT staff as described below before the update.

The installation package should include the DBC files for all sandbox and production views. However these files do not generally change during an update.

The new installation package should:

    • Check for and remove older versions of the Aeon client
    • Install the new version of Aeon
    • Install/update all DBC files and DBCChooser file in C:\Program Files (x86)\Aeon
    • Remove the desktop shortcuts for the Aeon applications most staff do not need access to: SQL Alias Manager, Customization Manager, and Staff Manager

HUIT may also provide a separate installation package that will install the Word barcode font needed to print Aeon callslips. Staff can use this fix if they have problems printing callslips after an update.

Notify patrons and staff

Notify all Aeon staff users of the date of the update at least two weeks in advance.

Ask Atlas to put a system maintenance notification on the main Aeon logon page for patrons two weeks in advance and ask LTS to put a notification on HOLLIS if appropriate.

Two days before the update, remind all Aeon staff users about the update and send out any pre-update instructions provided by HUIT and information about any significant bug fixes and features in the new version.

Update server

Atlas will perform the server update at the scheduled time. The server update will take 2-3 hours and staff will not be able to use the system during the update. Atlas will notify Harvard when the server update is complete.

Update local client

Once the server has been updated, the client must be updated. Staff will not be able to use the system using older versions of the client.

Because IT support is different from repository to repository, client updates may need to be coordinated with multiple IT contacts.

Central HUIT support

The following groups will have update support from central HUIT:

    • Access Services/Privileges
    • Botany Libraries
    • Ernst Mayr Library
    • Fine Arts Library
    • Houghton Library
    • Imaging Services
    • Map Collection
    • Music Library
    • Tozzer Library
    • University Archives
    • Yenching Library
    • Widener Library Collecting Units

HUIT Endpoint Systems will update any computer that currently has Aeon installed on it the night before the server update. For any staff who do not get the automated update, the update package will be available in the Software Center as described above.

Local IT support

The following groups will require update support from their local IT:

    • Arnold Arboretum
    • Baker Library
    • Countway Library
    • Design Library
    • Divinity Library
    • Gutman Library
    • Law Library

Aeon users in these groups should be provided the Aeon installation package and any instructions on how to use it well in advance of the update so that they can schedule the client update with their local IT. The client update cannot be done before the server update - it must be done around the same time as the server update.

Any Aeon users with admin rights on their own machines are able to perform their own client updates. The client will prompt the user to update the first time is opened after the server update is complete.