Implementing the Appointment Scheduling Web Pages (Aeon 5.2)

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This article contains instructions for installing the Aeon 5.2 appointment scheduling web pages in your Aeon web directory. These web pages and their associated features are not installed by default and must be manually added to your web directory and request forms. 

This article is only for sites that have installed/updated to Aeon v5.2 that are implementing the appointment scheduling web pages for the first time. For instructions on updating pre-existing 5.1 appointment scheduling web pages after the Aeon 5.2 update, see Implementing 5.2 Web Page Changes.

Before You Start: Compatibility Check

  • These web pages are not compatible with the pre-v5.0 Aeon default web pages. Your default web pages must be v5.0 or later to implement the new appointment scheduling pages, however, Atlas strongly recommends first updating to the latest 5.2 default web pages to implement the latest accessibility fixes and updates.
  • You must be on Aeon Server v5.2.4 or later to use the web pages in this article.
  • Due to the extensive use of JavaScript, these web pages are not supported for use on the Internet Explorer browser. Firefox, Chrome, and Edge are all supported browsers for this feature.
If you have any questions or require Concierge Services when implementing these web pages, please contact support at

Implementing Appointment Scheduling Web Pages

Recommendation: Perform the following web page changes in your Testweb directory first and make sure to thoroughly test your new pages with staff members before going live.

Step One: Add New Pages to the Web Directory

  1. Download the latest feature-specific Appointment Scheduling web pages.
  2. Open the downloaded FeatureSpecificPages\AppointmentScheduling folder and copy the contents (pictured below) into either your Aeon web directory (in GitHub or at the default location: C:\Program Files (x86)\Aeon\Web) or your Testweb directory if you would like to first test the changes:

    Appointment Scheduling Files


Copying the contents of the AppointmentScheduling folder into your web directory will overwrite the following request forms: DefaultRequest.html, EADRequest.html, EditDefaultRequest.html, EditEADRequest.html, EditGenericRequestManuscript.html, EditGenericRequestMonograph.html, EditGenericRequestSerial.html, GenericRequestManuscript.htmlGenericRequestMonograph.html, and GenericRequestSerial.html. Your include_nav.html and ViewUserReviewRequests.html files will also be overwritten. If you have made customizations to those files that you do not want to lose, please follow the instructions below.

Request Forms

If you have made customizations to the request forms listed above, please do not overwrite these files and instead follow the instructions in the Step Two: Edit Request Forms section below to implement the appointment scheduling features on these web pages. 


If you have made customizations to your ViewUserReviewRequests.html file that you do not want to lose, please move your customizations to the new file in the AppointmentScheduling folder before copying the folder to your web directory.


If you have made customizations to your include_nav.html file that you do not want to lose, please delete the include_nav.html file in the AppointmentScheduling folder before copying the folder to your web directory.

The following code can then be manually added to your pre-existing include_nav.html file to include a link to the Appointments page in your navigation bar:

<li class="nav-item">
        <a class="nav-link" href="<#ACTION action='10' form='94'>">
                <span aria-hidden="true" class="fas fa-calendar"></span> Appointments

Required Updates for Older Web Page Versions 

If you have not yet updated to the v5.2 default web pages, there are additional edits to several default web pages you will need to make to ensure their compatibility with the appointment scheduling pages:

  1. Download the latest version of the 5.2 default web pages and replace atlasUtility.js, atlasCookieConsent.js, billingAccountsOptionHandler.js, billingContextOptionHandler.js, cookieconsent.min.js, duplicationPermissionToggle.js, KeepInReview.js, and scheduled-date.js in the js folder of your web directory with the updated files.
  2. From the web page files downloaded in step 1, find and add the following files to your web directory:
    1. Main folder:
      1. ArchivalRequest.html
      2. include_photoduplication_archival_request.html 
    2. Templates folder:
      • templates\DataRow_ArchivalRequestContainer.html
    3. CSS folder:
      • css\images\fa-calendar.svg

        Note: This file should be added to the images subfolder inside the CSS folder
      • css\datepicker.min.css
    4. JS folder:
      • Copy over the entire 'lang' subfolder containing:
        • js\lang\en-US.js
      • js\ArchivalRequest.html
      • js\datepicker.min.js
  3. Make the code changes manually to aeon.css, include_head_request.html and include_head.html as described in the 5.2 update documentation or overwrite these files with the new updated 5.2 files downloaded in step 1
  4. Ensure that header classes added to the default CSS in v5.0.73 of the default web pages have been added to your aeon.css and custom.css (if applicable) files according to the instructions available here
  5. As of v5.1, the RequestsInReviewDataRow.html template file has been renamed to DataRow_ReviewRequest.html. The new ViewUserReviewRequests.html file used with the appointment scheduling pages makes reference to DataRow_ReviewRequest.html on line 32:

    <#DATAREPEATER Name="RequestsInReview" 
    TemplateFile="Templates\DataRow_ReviewRequest.html" NoDataAction="<div class='no-data-message'>You do not currently have any requests in review</div>">

    If your web directory contains this file under the old name, please either change the reference to this file in ViewUserReviewRequests.html to use the old filename or rename the RequestsinReviewDataRow.html file in your web directory to use the updated name.

Step Two: Manually Edit Request Forms (Optional)

Note: Appointment scheduling is not supported for photoduplication requests and should not be configured on your photoduplication request forms.

If you did not opt to overwrite your request forms with the versions of these files included in the Appointment Scheduling web page download, or if you have additional request forms to update that were not included in the web page package, you will need to edit your request form pages manually to include the new appointment scheduling fields and controls. Make sure to add appointment scheduling features to both the normal request form and its corresponding edit page:

    1. Navigate to your Aeon web directory (Either in GitHub, if your pages are hosted there, or in the default location on the Aeon Server: C:\Program Files (x86)\Aeon\Web) or Testweb directory.
    2. Make backup copies of the files you need to edit and save these in another location if you are not using GitHub. GitHub will track and save all changes to your web page files such that creating backup copies is not necessary.
    3. Open the copy of the file for editing in GitHub or in a text editing application such as Notepad++.
    4. Within the file, navigate to where you want to add the appointment scheduling content.
    5. Add the following line, which will add automatically add the fields for RequestLink (RequestFor), Site, Reading Room and Appointment, as well as a Schedule a New Appointment button to activate the web scheduler on the request form:
      <#INCLUDE filename="include_appointment_info.html">
      On EADRequest.html, the following line of code should be added instead:
      <#INCLUDE filename="include_appointment_info_ead.html">

      Avoiding Duplicate Site Fields

      Adding the line of code above will create a duplicate instance of the Site field on your request forms if you had been previously using this field as an option on those forms. There are two options for removing the duplicate Site field that you may choose from depending on which would work best with your specific web page configuration:
      1. Remove any instances of the Site field from each request form before adding the code for the include_appointment_info.html include file to each form. The Site field will then be added to the form through the include file. 
      2. Remove the Site field from include_appointment_info.html (default lines 16-25) before adding the code for the include_appointment_info.html include file to your request forms. This will allow you to keep your existing instance of the Site field on each form, as it will not be added through the include file. If using this option, please ensure that the existing Site field on your request forms has an id="Site" attribute defined on its select element as shown in the example below:
        <select class="custom-select mr-sm-2" id="Site" name="Site" size="1">
    6. Review the other contents of the file and remove any instances of the RequestLink field. This is necessary to avoid having duplicate inputs of this field that will cause errors, since a new instance of this field will be added to your form through the step above. 
    7. Review the contents of the file and remove any instances of the ScheduledDate field. In the Aeon 5.2 default web pages, this field is removed by removing the link to the include file (<#INCLUDE filename="include_scheduled_date.html">).

      If you have been using Scheduled Date as a required field, you will also need to delete the Scheduled Date entry from the WebValidation table in the Aeon Customization Manager after removing it from your request forms.
    8. Save your changes and close the file.
    9. Repeat steps 4-9 for all files that need to be edited to include the appointment scheduling controls. 
    10. If using Testweb, test your new request forms. When testing is complete, add the new files to your Aeon web directory (In GitHub or at the default location on the Aeon Server: C:\Program Files (x86)\Aeon\Web) and go live.

Step Three: Add Required WebValidation Table Entries

After your request forms are updated to include the appointment scheduling fields, follow the instructions in the documentation to add the ReadingRoomID field to the WebValidation table immediately after going live to ensure that the appointment validation is enforced properly in all places on the Aeon web interface.


If this article didn’t resolve your issue, please contact Atlas Support for assistance:

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