Koha Complete Manual in Ubuntu 18.04

Koha
In Compatible With
Ubuntu 18.04

Page | 2 The Co-Professionals [LIS]
Koha Manual
Compiled By
Wasim Rahaman
Visual Analyser
Institute Library
Regional Institute of Education
Ajmer, Rajasthan, India
Blog
http://wasimrlis.blogspot.in
Website
https://coprofessionals.wordpress.com
Made on
13/12/2018

Introduction
Koha is an open source Integrated Library System (ILS), used world-wide. The
name comes from a Maori term for a gift or donation. Koha is web-based ILS, with a
SQL database (MariaDB) backend with cataloguing data stored in MARC and accessible
via Z39.50. The user interface is very configurable and adaptable and has been
translated into many languages. Koha has most of the features that would be expected
in an ILS, including: Web 2.0, Union catalog facility, Customizable search, Circulation
and borrower management, Serials system, Reporting etc.
Koha was created in 1999 by Katipo Communications for the Horowhenua
Library Trust in New Zealand, and the first installation went live in January 2000. From
2000, companies started providing commercial support for Koha, building to more than
20 today.
Koha is currently a very active project. According to Ohloh, it has a very large,
active development team and a mature, well-established codebase. The analysis of the
size of the code base may be deceptive because Koha stores user interface translations
alongside actual source code and Ohloh cannot always distinguish them.
In this manual I have illustrated, how to install Koha, what are the pre-requisites,
and the process of step by step installing Koha in Ubuntu.
____________________

System Requirement
Hardware Requirement
Processor Pentium- 4, 2.6 GHz or higher
RAM- 2 GB
HDD- 80 GB
DVD Drive/ USB Drive
Software Requirement
To install Koha for use we recommend
 A Linux server – Ubuntu is what most people use
 Apache
 MariaDB
 Perl
 Root access to the server
 A better than average level of skill with the command line, Apache, and
MySQL tools
Manpower
Professionals having well knowledge in Linux operating system and
knowledge of Local Area Network (LAN).
Internet Configuration
A high speed dedicated Internet connection is required.
________

Install Ubuntu with Windows
To install Koha, we need to install an operating system first. Koha run on Linux
OS. There are two ways to install Linux; firstly you can install only Linux in your
system or you can install Linux along with windows as dual booting. If you are
installing only Linux in the system them you don’t need to set anything just processed
to install. If you are installing Linux along with windows, then you have to set some
pre-installing setting. Let’s set those first.
First right click on My Computer button and click on manage. See the below
picture.
It will open the computer management tools. Then go to disk management. See the
below picture.

There you can see the hard disk partitions of your system. Select the partition in
which you want to install Linux. Then right click on that particular partition and then
click on delete volume. It will format and delete your volume and make it available for
you for your use. But make sure that you have moved all your personal files from there
to other volume. Either you will lost everything on you have in that partition. Follow
the below pictures.
After that the partition will be deleted and it will turn black or green in colour.
Then download Linux (Ubuntu) from internet (http://releases.ubuntu.com/).An ISO
image will be downloaded in your system. Then write it through DVD writing software
like Nero, or you can make it bootable through some USB drive like pen drive (see how
to make bootable pen drive in-
(https://coprofessionals.wordpress.com/listech/other/bootable-drive/). Now you are
all ready and can proceed for installing Linux.

Install Linux (Ubuntu)
Choose first in which method you want to install Linux. Then proceed for
installation. I prefer choose the bootable method. This method works quickly. You can
install through your disk. Just put the USB drive into your computer or insert the DVD
into writer. Then restart your computer and press the boot key. Normally four keys
working as boot key. ‘esc’, ‘f4’, ‘f9’, ‘f12’. But in some computer ‘f2’, ‘f3’, ‘f8’ are also
functions as boot key. When the boot screen came, choose your boot drive by its name
and hit enter. See the below picture.
Your screen may come with another image, but no need to worry the thing is
same. Select your device first. If you are doing with pen drive then select USB drive
option, and if you are doing with DVD then click on CD/DVD option. In the next step,
it will ask you whether you want to try Ubuntu or install Ubuntu. Click on install
Ubuntu. See the image below.
In the next step, it will ask to choose language. Default English language is
already selected, so you just click on continue. See the below image.

In the next step, it will ask about the storage space and internet connection. The
storage space is already created in Windows before proceed and no internet is needed
to install Ubuntu. So simply click in the continue button. See the image below.
In the next step, it will detect operating system and ask for installation type. We
are installing dual booting so I prefer choose something else option at the bottom. After
selecting, click on continue. See image below.

In the next step, it will ask for creating partitions in the free space you have created in
Windows. Select the free space and then click on ‘+’ button just below the free space on
the left side. See the image below.
After clicking, a small tab will open. It will ask for creating partition through setting the
some parameters. At first put disk size. In that space keep the full disk size as it is, no
need to change. Then, choose the partition type. Here always choose the logical type
because primary is already installed as Windows. Then left the location part as it is.
Then left the use as part Ext4 journaling file system as it is. In the last, choose the mount
point option as backslash ‘/’. It is actually called root. See the image below.

After that click ok, it will turn the storage into Ubuntu file system and look like
something as the image below. After this, just select the file and click on install now.
When you click on install it will ask for partition conformation. Just click on continue.
See the below picture.

After that, it will ask you for location. Select the location where you from. For example I
have selected Kolkata or write Kolkata inside the box, it will automatically detect the
place. Then click on continue. See the below image. After that in the next step, it will ask
for select keyboard language. By default English is selected, so leave as it is and click on
continue.

Then describe your name and your computer name. Try to keep the name short. Choose
your password and confirm password. At the end click on continue. See the image
below.
Your installation will start then. It will take some time to complete the installation. See
the image below.

After completing the installation it will ask you to restart your computer/ laptop. Just
click on restart. See the image below.
At the time of starting of your computer/ laptop again, the first interface will come just
as the below image. Click on enter to if you want to open the Ubuntu. If you want to
open the Windows, just click the down arrow key and move the highlight area on the
Windows area then click on enter.
Your installation of Ubuntu as dual booting with Windows is completed.

Install Koha (by commands)
Installing Koha through commands is not that tough. It’squite easy to install. Why?
Once I have read the reason in a blog of Indranil Das Gupta sir. I think you should also
read it here- “Command line in this day and age? Are you nuts???” So without wasting
anytime we will proceed for the installation. You have set some prerequisites for
installing the same like; a good internet connection (preferably high speed because
some time slow internet connection can create disturbances while downloading the
packages). Below, the yellow lines are the commands. If you are used to command lines
then only type the commands in the terminal, either you can just copy and paste to
execute the commands. Wrong executing of commands repeatedly can also create
problem some time. So we are almost done. Now let’s start.
First, start Ubuntu and open the terminal/ command prompt. You can search in
the terminal application at the top left menu or, you can just click ‘ctrl’ (control), ‘alt’
(alternate) and ‘t’ together. The terminal will open. It will looks like just as the below
image.
After opening the terminal it is in ‘$’ user by default. You have gone to the super user
(#). So execute the following command-
sudo su or,
sudo –i

Give your root password which you have set as Ubuntu password at the time of
installing Ubuntu and then click enter. It will take you to the root (#) user. See the
below image.
Then update and upgrade your system by executing the following commands
apt-get update
apt-get upgrade
Next, add Koha community repositoryby running the following commands

echo deb http://debian.koha-community.org/koha stable main |
sudo tee /etc/apt/sources.list.d/koha.list
wget -O- http://debian.koha-community.org/koha/gpg.asc | sudo
apt-key add -
apt-get update

In the next step, Install Koha by running the following command
apt-get install koha-common
In the next step, configure the server by running the following command.
gedit /etc/koha/koha-sites.conf

The above command will open an editor page. Here, add the port number for staff
client and OPAC. Don’t keep same port no for both. After that save and close the editor.
In the next step, install MySQL server by running the following command.
apt-get install mysql-server

After giving the command it will result that it could not possible to install MariaDB due
to broken packages (see the above image). To fix this issue install the MariaDB client by
running the following commands.
After completing run the MariaDB server installation again. It will install now. Then
assign the MySQL root password by running the below command
mysqladmin –u root password library

Configure the Apache by running the following commands
a2enmod rewrite
a2enmod cgi
service apache2 restart
In the next step, create Koha database by running the following command. Here it was
given ‘library’ for example.
koha-create –create-db library

Next then add port to Koha staff client and OPAC by running the following command
gedit /etc/apache2/ports.conf
It will open an editor. Here add the port number what you have assigned before for
OPAC in after Listen. Then press enter and write Listen and then add the staff client
port what you have assigned before. Then save and close the editor.

After closing the editor restart the Apache by running the following command.
service apache2 restart
In the next step, enable some modules by running the following commands.
sudo a2dissite 000-default
sudo a2enmod deflate
sudo a2ensite library
Then restart the Apache by running the following command.
sudo service apache2 restart
In the next step, change the Koha default master password. In order to do so, you have
to enter in MySQL and run the following commands.
mysql -uroot -p
Give the MySQL root password. Then run the commands.
use mysql;

SET PASSWORD FOR 'koha_library'@'localhost' =
PASSWORD('koha123');
flush privileges;
quit;
After coming from MySQL to root run the following command to change the password
gedit /etc/koha/sites/library/koha-conf.xml

It will open an editor. Find there the following piece of information in the above image.
Change the password given in between these ‘<pass></pass>’ tags. Then save and
close the editor.
Then restart the Memcached
Service memcached restart

Your installation is almost done. Next open the Firefox browser and enter the URL
‘http://localhost:8090’ (your staff client port no what you have assigned here it is 8090).
It will open the Koha staff client portal to install the wen installer. Give your client user
ID and password to login.
After login, you have to install some packages manually. First is choose the language.

Next install the required Perl modules and dependencies. Just click on next.
Next confirm the database setting and the click on next to create default database table.

After that choose the MARC format for bibliographic data input and click continue.

Next to it, default frameworks are to be established. Choose the value and import.

After choosing the default frameworks and values it will ask for conformation to set up
the parameters. Click to set up.

The web installer installation is complete now. Now it will ask to onboard for some
basic set up. It will automatically take you to the first step.

At first you have to create a library by providing library code and name.
In the next satge, chose the MARC form for record keeping. Chose MARC21 and then
click next.

After that, create a patron with super librarian permission. You can use the same ID

Next to it create an item type with a code and description.
After that, create a circulation rule for one library and one patron at least.

Now your installation is complete click to start using Koha
Login your staff client by your user ID and password.

Enjoy your Koha staff interface (http://localhost:8090) and OPAC (http://localhost:80)
For OPAC, open another tab and put the URL ‘localhost:(your OPAC port what you
have assigned). Here it is 8000 for example.

Koha and Its Modules
This is you staff interface after log in to Koha with your staff ID password.
Go to Global System Preferences
There you can find different parameter for different module. Change according wise.

After setting up the global system preferencesyou have to set some more administrative
parameter in the Administration Moduleas according wise as they appear.
Basic Parameter
In the latest version of Koha one Library and one Item Type has to create at the time of
fresh installation. However you can edit and update the information. Go to the particular
library or item type and edit the details.
Further you can add more item type like journal, CD/DVD, Thesis/Dissertation, Projects
etc. by clicking on new item type tab. Fill the item type description and choose a logo.

Next check the sample authorized value. If you wish to create new authorized values then
click on the new category.

Patron and Circulation
Set different patron categories like students, staff, administration, scholars, non-teaching
etc. by clicking new categories and set the parameter and save it.

Next to it define the circulation and fine rules for each category/item types for the
borrowing purpose.

To define fine rules you have to choose the patron type, choose the item type to be
issued, no of check out at a time, loan period, fine amount per day and hold allowed.
Catalogue
Some default frameworks are defined for some item types. You can create your own
framework by clicking on new framework and choose the fields you needed by defining
the MARC structure and can exclude other fields.
Acquisition
In this section, set the currency by which you are going to purchase materials for the
library. Set the currency exchange rate for transferring of payment for foreign materials.
Next to it set your library budget fromwhere you will purchase materials for library. For
Indian currency we will create a new currency named Indian Rupees (INR) and make it
active.

After creating budget, allocate fund for different item types like books, journals etc. and
allocate money from the main budget.

Acquisition Module
After setting these parameters now you can go to the different modules for regular
housework. So you can start with the acquisition module. At first you have to create
vendors to whom youcan order materials. Go to vendor fill the necessary columns and
create a vendor. While saving the vendor name, make sure you have putted a tick to
vendor is an active vendor.

Then you can go for order to the vendor. In the vendor section search for a registered
active vendor’s name and create a basket under the vendor.
After clicking the new basket fill the necessary columns and then save it.
Then choose for an item to order say a book. You can order a book by 5 methods in
Koha these are-
From an existing record- search for the record and import the data.
From a suggestion- suggestions are given through OPAC.
From a new empty record- enter the details manually.
Import from an external source- import from a catalogue through z39.50
From staged file- import from tools of a file given the details of the book.
Below the methods are given one by one.
Method 1- search for the details and fill up the columns.

Method 2- suggestionsare made from OPAC and approve and order it from client end.

Method 3- choose and fill up the details manually to make order.

Method 4- search the document and import from a catalogue.
Method 5- go to tools and upload the file and click on purchase through staged file.

Now after completing the order send it to the vendor. After they delivered the ordered
books are to be received. Search the vendor and click on the received shipment.
Then check and fill up the details required and click on next.
Then check the ordered materials and click on the receive link to add item and copies
and save it. Then back to the previous page and finish receiving.

Next process the invoice of the received documents and then close the basket.

Catalogue Module
After acquisitioning the book it is need to be catalogued. So catalogue the item through
catalogue module. Open the module and click on the new record tab. It will show a list of
framework. Choose the book framework.
It will open the MARC records fields. Each details of the book will fill in the different tags
like 020, 080, 100, 245, 250, 260, 300, 440, 490, 500, 650, 700, 85, 942 etc.

You can also import the catalogue data from others OPAC through z39.50

Circulation Module
After cataloguing the book is ready to circulate among the users. In the circulation
module issue/ return/ renew/ transfer/ set a libraryfor a book to the users can be done.
Click on the check out, put the name or ID of the user and hit enter. It will open the
user’s details page, put the accession number and click on check out. You can also check
the user’s details here and can edit.
Again click on the check in tab and put the accession number and then hit enter.

Again click on renew button and put the accession number and hit enter.
You may transfer the book to other library by clicking on transfer and then put the
accession number and hit enter.
If multiple library or branch library is there then you can work with the particular library
by choosing it.

Serial Control Module
This module is used to manage the serial publications like journal, magazine etc. It is
also used like the acquisition module. Go to serial module and click on new subscription.
After that, search for a vendor first. If vendor is available then choose it otherwise
register for a vendor like before. Then fill the journal details and other necessary
columns and click on next.
Then fill the next page after words and check the test prediction patterns and save it.

Next to it start receiving the journal. Search for the journal name and hit enter.
Click on the receive link of the particular journal it will show the volume/ issue no and
their status to be used. Set and save it.

If you don’t receive any issue then you can also use the late status and continue for next
issues.
You can also claim a missed issue to the vendor dealing the journal.
Fill the journal details and send it to the vendor.

Generate Report Module
You can generate report to look over all library works. There are thousands types of
reports can be generated. The reports can be generated by two ways. One is filling the
required fields manually and the other is using MySQL codes.
These are some examples of saved report in different modules. You can change the
parameter by editing them through the action tab in right side.

Patron Module
This module is used to create patron or users. You can add/ delete/ modify/ restrict/
give permission to a user. Click on new patron and choose category.
It will open the patron details part fill the required fields and save it.

You can edit and modify/ delete or set permission for a patron. Click on the more tab on
the top. Choose edit or delete. You can set permission to a staff user to perform library
task from the client end. Choose super librarian for all permission together else choose
particular area for partial permission.

Tools Module
This module is used for various tasks.
Patron and Circulation
You can import multiple patrons at a time. A format file is given there. You can download
the file, fill the details and upload the file.
You can set notices and slips for circulation transactions.
You can create patron ID cards as library cards.
You can upload patron image together.
Catalogue
You can export multiple data for different materials.
You can create spine levels and bar codes for the materials.
You can import multiple data for different materials.
You can upload local cover images of the books.

Authority Module
This module is used to create and maintain authority like chronological term, corporate
name, personal name etc. You can also import the authorities from others.

List Module
This module is used to create public/ private list of readings. Public list is visible to all
users in OPAC but private list is visible to the particular user after login. Click on the new
list choose the required fields and save it.

Advanced Search Module
This search facility provides users adeep search. If you are not able to locate the
document by simple search then use this search. You can apply here different search
terms single or together.

Database Backup/Restore Module
As we are using automated process of running libraries, it is very necessary that we kept
a regular backup to our database. If in case any crush or damage or server error or any
other kind of fall down found then we can run our library as smooth as before by
restoring the backup data. Go to backup restore module and use GUI interface to take
backup from PHPMyAdmin.
Use your root ID password to login. Then go to export tab and select particular details
and click on go button.

If you want to restore your database then go to database tab and delete the existing
database first.
Then go to import tab and click upload the database file and choose the SQL file type and
click on go. It may take some time to complete.
You can also do this task by using command lines. Follow the link instructions.
kohageek.blogspot.com/2015/08/move-old-koha-database-to-new.html

Some Other important Configuration
E-mail Configuration
E-mail notification can be set to send notice e-mail for circulation purpose like issue,
return, renew, overdue, fine etc. through Gmail service it can be configured to send
automatic e-mail.
Postfix is used to configure the Gmail. To install postfix and configure e-mail services
follow the instruction given in below link.
kohageek.blogspot.com/2012/09/configure-gmail-with-postfix-to-send.html
Use Regional Language Search
As Indians use various languages so Koha also has a provision of searching through
regional languages. To configure the regional search services follow the instructions
given in the below link.
kohageek.blogspot.com/2013/10/zebra-configuration-for-regional_2.html
Koha MySQL Reports
Through MySQL you can generate any type of reports in Koha. Just paste the code in the
SQL code area in Reports Module and run it. You can also change the parameter in a SQL
code to make different result as per your need. Find out thousands of SQL code in the
below link.
https://wiki.koha-community.org/wiki/SQL_Reports_Library
Schedule Koha Database Backup
Taking Koha backup regularly is very important. But sometimes we don’t get the time or
may forget to take the backup. So a schedule backup taking process is set up to avoid
failure of taking backup. The process of schedule backup is set through command lines.
You have to open the terminal and set a cronjob. Follow the instructions below link to set
up the automatic backup process.
kohageek.blogspot.com/2013/05/how-to-schedule-database-backup-in-koha.html
You can take the backup into your pen drive daily or you can store it to your Google
Drive. It is more safe and free to archive your backup at Drive automatically. You have to
run some commands. Follow the instructions given in the below link.
http://blog.l2c2.co.in/index.php/2016/07/27/easy-peasy-way-of-automating-remote-
backup-on-cloud/
Bulk Data Import through MARCEdit
If you have lot of data in a recorded format and you want to import the full data at a time
then MARCEdit will help you out. Prepare your data in excel, you can also use the

fileformat given in the stage marc import in tool module. Download the file and set the
data field wise. Then open marcedit
Click on Delimited Text Translator and then click on next
Then choose the input-output location and click on next
Then set the LDR to book and check UTF- 8 Encoder and click ok

Now map the MARC tags. Define each tag to each field and click on finish button.
The file will convert to .mrk extension. Open the file with marc edit.

Click on tool and save the file to .mrc format.
Then open Tool Module in Koha and go to stage marc import under catalogue.
Browse and upload the file
Choose the necessary fields and click on stage import

After completing see the import result.
Then import the records to catalogue.
Then rebuild the zebra indexing by the commandin terminalKoha-rebuild-zebra –v –f
library to search and look it in OPAC.

OPAC Customization
You can customize your OPAC to give it a beautiful look. You can add different codes to
customize different parts of your OPAC.
The above rectangle area may be customized by colour and content. To customize the
OPAC go to Administration Module at staff interface. Then go to global system
preferences then choose the OPAC from left menu. After opening the OPAC page you
have to change and use codes in several parts for several areas in OPAC.

Reference Used
1. http://www.koha-community.org
2. http://kohageek.blogspot.in
3. http://opensource-ils.cci.utk.edu/content/koha-migration-process
4. library.nitrkl.ac.in/guide.pdf

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