November 2025

Quick facts

• The SmartShelf communicates with Symphony and IMMS to check items in and route them.
  • Staff do not need to check the items in again, unless an item has a hold to be picked up at the checkin location (the SmartShelf does not print hold slips).
  • Staff do need to remove the items from the shelves and route them appropriately.
    • The frequency with which this is done will need to be determined at the branch level.
    • Use the Full inventory menu (available under the Administration menu) to see which items need to be put into transit crates and which will stay at the branch.
• It’s OK for patrons to browse the SmartShelf and check out returned items.
• If you have a question or need to report a non-urgent problem, email the AMH Support Team at amh@multco.us.
• If you have an urgent problem, call the AMH Support Team at 971-990-8291.

Procedures

• Checking items in
• Accessing the Administration interface
• Seeing where checked-in items are going
• Error messages and troubleshooting
• About the equipment
   

Checking items in

• Place item/s on the Smartshelf, between any two dividers.
  • More than one item may be placed at a time.
  • Items must be placed vertically. The design of the shelves is intended to make this clear, but particularly small items (such as Beatrix Potter mini-editions) may need to be adjusted.
    • It doesn’t matter what direction the spine is facing, as long as the item is vertical.
  • Each item will appear on the screen as it is checked in.

• Tap a receipt option on the monitor.
  • The “Print” button will generate a printed check-in receipt. All items showing on the screen will show on the receipt, no matter how many patron accounts they were checked in from.
  • If the patron does not make a selection, the home screen will return after a few minutes.
• Walk away.

Accessing the Administration interface

1. Tap the corners of the monitor in this order:

1. Upper left
2. Lower left
3. Lower right
4. Upper right

• Don’t pause too long between taps.
• It may take a few tries to get your tap placement exactly right.

2. Once you’ve tapped correctly, the Administration menu will appear. The primary option you will use is Full Inventory.

 

• Full inventory (ignore the warning screen): Shows routing information for all checked-in items.

  • A summary of all items currently on the SmartShelf. Each item has two green dots to the left of it. Some green dots will also have white checkmarks in them.
    • A checkmark in the Transfer column dot: These items (holds and returns) can go directly into crates.
    • A checkmark in the Hold column dot:
      • If there is also a checkmark in the Transfer column dot, it can go directly into a crate.
      • If there isn't also a checkmark in the Transfer column dot, it is a hold to be picked up at your branch. Use Symphony to check it in and print a hold slip.

    • No white checkmark in either dot: These items will be shelved at your branch. 

      
  • All (default view): Displays all items currently on the shelves.
    • If there aren't very many items, you can just use this screen to tell you where they will be routed.
    • If there are a lot of items, you may want to sort them using the buttons at the bottom of the screen.
  • Transfers button: Displays only the items that are in transit (may or may not be on hold)
    • Everything on this list will go into a crate, and everything else will stay at the branch.
  • Holds button: Displays only the items currently on the shelf that have holds on them. Look under Transfer to see whether they will stay at the branch.
  • Not reserved button: Displays only the items that are not on hold. Look under Transfer to see whether they will stay at the branch.
  • Print button: Prints out a list of the items showing on the current menu screen. The number before the barcode is the shelf that the item is on.
  • Email button: Emails a list of the items showing on the current menu screen to all contacts.
    • The screen doesn’t show whether the email was sent. Please check to see if you received an email before tapping the button again.
  • Close button: Returns to the main Administration screen
    Note: The admin screens do not time out - you have to use this button to get back to the main Check In screen.
     

• Additional Administration menu options:

  • Activate alarms (Do not use)
  • Deactivate alarms (Do not use)
  • Check in all items: Re-checks in all items currently on the shelves
  • Statistics: Prints a list of the last week’s activity
  • Send test email: Sends a test email to all contacts
  • Out of use mode: Sets the SmartShelf to Out of Order
  • Close application: Closes the SmartShelf program on the computer
    • Tap the LibShelf icon on the screen to restart the program.
  • Restart system: Restarts the computer
  • Power down system: Turns the computer off
  • Return to normal use mode: Returns to the main Check In screen

About the equipment

• The SmartShelf is composed of four primary parts:
  • A set of three shelves on a wheeled frame.
    • Each shelf has six vertical RFID pads. The pads check in items placed between them.
    • The wheels of the frame should always be locked when the branch is open.
  • A touchscreen monitor that serves as a patron/staff interface.
  • A computer that runs the SmartShelf.
    • The computer is in the locked cabinet under the monitor.
      • The key to the cabinet lives in the main key box in the workroom.
  • A receipt printer
    • The receipt printer is also in the locked cabinet under the monitor.
    • Receipts come out of the slot in the front of the cabinet. Sometimes they don’t stick out very far.
    • Patrons have the option of checkin receipts printed on receipt paper!
    • There is no external indication that the receipt paper has run out.

Error messages and troubleshooting

• If the SmartShelf isn't working:
  • Close & restart the program.
  • If restarting the program doesn't fix the problem, restart the computer (manually if necessary).
  • If restarting the program doesn't fix the problem, call the AMH Support Team at 971-990-8291.
• If checkin receipts aren't printing:
  • Make sure there is paper in the printer (the SmartShelf won't tell you if the paper has run out).
  • Make sure the printer paper isn't jammed.
• If you get an email with the subject line: "Libshelf: Critical error occurred":
  • The SmartShelf has lost connection to the network.
    • If the email is sent during open hours, call the IT Help Desk at 503-988-5100.
    • If the email is sent during closed hours, don’t worry about it.
• If you have a question or need to report any problem except a critical error email, contact the AMH Support Team:
  • Urgent - call 971-990-8291
  • Non-urgent - email amh@multco.us 

Notes

• It’s OK for patrons to check out items that other patrons have returned in the SmartShelf.
• The SmartShelf can be set to email hourly inventories of everything that is on the shelves (during open hours). The branch administrator will decide whether to activate this.
  • The email will go to all contacts at your branch.
  • The subject line will start with LibShelf.
  • If there are no items on the shelves, no email will be sent.