Aeon is used for reader and staff circulation of material and is an important tool used to track material throughout the building and even outside (for Imaging and Loans). This is a quick guide to get you started setting up the system to work correctly.
- Login to the Client
- Create your Research Account
- Link your Research Account to your department
- Modify your Alert and Printing Preferences
- Confirm add-ons (HOLLIS and CRT)
- Apply IE compatibility fix for HOLLIS add-on
- Apply Office 2013 fix for Aeon printing
- Confirm access to the G: drive (required for printing)
- Database Settings Error
Client Access vs. Research Account
The Aeon program on your computer is the client.
After opening the client, confirm that you have version 22.214.171.124. If you get the error AEON has encountered an error while trying to read the database settings when you try to open the client, see the Database Setting Error section below for the fix.
Use the provided Username and Password to login.
Create Your Researcher Account
The client lets you use the system, but does not let you create requests for yourself, or keep track of material you have at your desk, or need to request for a class. For that, you will need to create a researcher account (and associate it with your department, if applicable).
For this, you should open a browser, and access the web version of Aeon, called the Special Collections Request Account.
On the web login page, chose "Login or Register" under the Current Harvard faculty, students, and staff heading on the left.
Once you have gone through the process of creating an account, return to the Aeon Client.
Link your Research Account to your Department (if applicable, e.g. Houghton)
You should now use the User search box to bring up your department record. All departments at Houghton have Pseudo-Patron records in Aeon. For the most part, these serve to organize the staff, but can also be used directly to order material for classes or other purposes.
The example in the image is for Houghton Public Services.
In the department patron record, go to the Proxies tab.
Search for your username (ID number, minus last digit). Your record should come up in the right-hand portion of the screen. Drag your record over to the "Researchers" box (as shown here), and you should then be added to that department, and be able to create requests via the department pseudo-patron.
Modify your Alert and Printing Preferences
The pop-ups on the bottom of the screen (and sounds associated with it) as well as the printing preferences are configurable based on the computer (not the login). So, at your own computer, you will need to set these preferences.
To get to the Notification preferences, click on the Aeon medallion on the upper-left of the main screen, and then click the "Options" button.
In the page that follows, you'll likely (on your own computer) want to unclick all of the notifications. On the Reading Room desk, we make sure to have requests for users in the reading rooms show up, but there are many new users and requests made from off-site. You likely do not want pop-up notifications for all of them.
For the Printing Configuration, you will need to choose the "Printer Setup" option from the menu after clicking on the medallion (as above)
This is generally what you want to have, which is "Prompt" checked, but not "Edit." Prompt means that you will get to choose the printer the call slip prints to (usually desirable), while Edit means that rather than print the call slip directly, Aeon will open a word document to be edited before printing. This is usually a nuisance.
The one issue is that these Templates don't appear until you've used Print Callslip and Print Request at least once, so you'll have to do that before you can change the settings. See Apply Office 2013 fix for Aeon printing below if you get an error message when trying to print
Confirm add-ons (HOLLIS and CRT)
On the very top of the Aeon client main screen, there are two tabs: Home and Manage.
Choose the Manage tab, and then choose Addons
This is what your screen should look like:
You should have the Class Request Tool and the Hollis Catalog Search.
The Addon Files are kept on the G: drive, at G:\Aeon\Addon Files\, specifically 3.7 Aeon CRT Addon and HollisCatalogSearch3.7 folders. If you do not have these listed, or the versions are wrong, copy those two folders into your local Addons folder, which you can find at My Documents\Aeon\Addons\. Then, return to the Manage > Addons area, and make sure they appear and are active.
Apply IE compatibility fix for HOLLIS catalog add-on
The final start-up step for Aeon actually involves opening Internet Explorer (since Aeon uses it for the Hollis Catalog Addon).
On the top left of the IE window, there should be a tiny gear (for settings). In that menu, choose Compatibility View Settings.
Type "harvard.edu" in the Add this website box, and click Add.
That should ensure that the Hollis Addon works correctly.
Apply Office 2013 fix for Aeon printing
If you are using Microsoft Word 2013, the default options will not allow printer templates to open properly.
To fix this problem, open MS Word and click on File - Options. Uncheck the box that says “Open e-mail attachments and other uneditable files in reading view.”
Confirm Access to the G: Drive
If you are still unable to print, make sure that you have access to the shared G: drive. It should appear when you click "Computer" in the start menu, under "Network Location," usually named APPS$ (\\HCL-WID1) (G:)
Database Settings Error
If you tried to launch the client, and received the following error: "AEON has encountered an error while trying to read the database settings" you will need to do the following to fix it.
Navigate to the Portal Manager (Start Menu > Search for "Portal Manager" or, Start Menu > All Programs > Portal Manager)
- Find the item labeled "HCL - Aeon Client v.126.96.36.199 (UI) v2," select it, then click "Launch" at the top
- It may say the installation Failed, but it is still fine.
- Open up the file C:\Program Files\Aeon\DBCChooser.bat NB: on some computers, it may be C:\Program Files (x86)\Aeon\DBCChooser.bat instead. If you don't see an Aeon folder in Program Files, try Program Files (x86)
- Choose P for Production, and 3 for Houghton Production (or the appropriate library for your installation)
- Open Aeon again, and this time it should work