Athenaeum Pro Quick Manual 2013-2017

Quick Set-up


Opening with FileMaker Pro

When running Athenaeum Pro on a single computer, simply double click the file


If you are connecting to a copy of Athenaeum hosted on a FileMaker Server, you will likely be double clicking a Windows “shortcut”, a Mac “alias” or an “opener” file downloaded from the Athenaeum web site.


You can create a shortcut for Windows or Mac that point to the main Athenaeum file on your server. The shortcut has the format:


where “your-fmserver-ip-address” is the IP address or the “DNS” name for your FileMaker Server. FileMaker, when installed, instructs the operating system how to open “fmp://” files.

This is the preferred way to set up openers, as it respects the operating system privileges and, if you are using Active or Open Directory, will integrate best with that.

Opener File

Alternatively, you can download the Athenaeum Pro opener file from the Athenaeum web site:

If that file does not automatically open Athenaeum (it looks through your whole network and some networks block this), then quit double click the opener file with the caps lock key locked down. You will be able to edit the location of the FileMaker Server, replacing the “*” with the network address of that server.

By default, this opener file will try to automatically connect to Athenaeum at the lowest level account (guest) and show you the basic search screen. You can configure the opener to open at a different level, if you like.

Opening with FileMaker Go

You can use the Shortcut/Alias method above to open files with FileMaker Go, or, simply click the Hosts icon, select the host with Athenaeum Pro on it and then choose the file ap_athenaeumPro.fmp12.

Opening in a web browser

Your computer support staff will supply you with a URL (a web address) - e.g. which will open the web page.

Log in with an Admin account

To change any admin settings, you will need to log in with an admin account (see logging in for more info) and be viewing Main Menu.

At the main menu, either

  • click the Admin button at the top of the screen
  • or press the “a” keyboard shortcut to jump straight to admin

Network set up

Athenaeum talks to the internet for a number of services. Those services are at web sites which must not be blocked. Currently, the list of web sites are sites these (and their sub-domains):

  • (if you use SCIS)
  • (if you use National Library of NZ SchoolsCat)
  • (for QR codes)
  • any web site that you set on the OPAC, if you use that option
  • any web site that you enter as a link to a catalogue item

Some networks require the manual entry of “proxy” information to get out to the internet. If you need to, store this in Athenaeum at Admin->Customisation->Proxy/MARC/SMS tab.


If you use either or both of these services for retrieving bibliographic information, you will need to enter your library’s Account and Password for them.

From the main menu: - go to Admin (press the “a” key on your keyboard) - click the Customisation tab - click the Proxy/MARC/SMS tab - then for either or both SCIS and/or Schoolcat click the Account/Password button and enter your credentials as prompted

Click the appropriate Account and Password
Click the appropriate Account and Password

OPAC configuration (how the “guest” screens look)

You can configure the search screen on your OPAC (OPAC = library jargon for Open Public Access Computer).

Navigate to the Admin->Customisation->Search/OPAC tab.

If you have FileMaker 14 or higher, your configuration screen looks like this:

configuring OPAC (guest) search screen with FileMaker 14
configuring OPAC (guest) search screen with FileMaker 14

otherwise, you are presented with the old screen with fewer options:

configuring OPAC (guest) search screens
configuring OPAC (guest) search screens

Titles or Copies?

Choose whether you want your guests to search titles or copies. Click the word “Titles” or “copies” to toggle between values.

You might have multiple copies of a title.

For example, say you have 4 copies of Roald Dahl’s “Matilda”. There is 1 title (Matilda) and four copies for issue. If OPAC results are “title” based, the guests will see one entry in the results list. If it is “copy” based, they will see four.

The advantage of “title” based searches is that result lists tend to be shorter. The advantage of “copies” based searches is that the status and location of each individual copy is easily ascertained. With “titles”, users have to view details of a title to ascertain exactly which copies (and where they are) are available, though they can see the number available in list view.

As an administrator, you are always working with Copies.

Search window


Set the backround by clicking the image and choosing an image from the resulting list.

OPAC background list
OPAC background list

Either find the image you want and click “set background image” or click the “new background” button and insert your own picture and set that.


Choose from:

  • simple search
  • search window with your suggestions
  • search window with an embedded web page
Simple Search
presents a “fast find” search field with the background you choose (if any).
Some embedded controls allow refining of searches to “title”, “author”, etc.
Simple OPAC
Simple OPAC
Search with Suggestions
includes the “fast find” search field, an optional list of items you have marked as “topical” or “highlighted” in the catalogue, an optional list of the top issues, and an optional list of Hot Topics or search suggestions you have added.
OPAC with suggestions
OPAC with suggestions
Search with web page
includes the “fast find” search field and the web page you have specified. Note that the URL for the web page must be enclosed with quotes and fully specify the address (including the http:// prefix, for example).
OPAC with web page
OPAC with web page

Catalogue configuration

In your quick set-up, choose some key options for your catalogue defaults. Navigate to Admin->Customisation->Catalogue Defaults:

Catalogue configuration
Catalogue configuration

Set your custom labels. The first four are the four custom fields for you to use as you wish. The fifth is the label for the field with illustrator, other author detail.

The “Subjects are strict Authority” setting controls whether you allowed to enter free form subject entries in addition to your strict subject authority listing or not.

This silent YouTube video on the Athenaeum Software library channel shows you:

Flexispell allows you to add synonyms, homonyms, alternate phrases and miss-spellings for subject, title and notes entries. Your flexi-spell entries are behind the scenes (that is, the guests don’t see your alternate terms).

The replacement formula is a calculation applied to determine the default replacement charge for items. This formula usually involves the “paid” and “unpaid” amounts (e.g. their sum, or the paid amount plus a fixed charged, etc.).

Web content

Some of the “static” content for the Athenaeum web templates for FileMaker Server is pulled from your settings inside Athenaeum. Set this appropriately.

web content
web content