Circulation - Cleaning the Holds Shelf
About
This article covers how to handle cancelled, expired, and suspended holds using the Manage Hold Shelf wizard. This wizard replaces the clean hold shelf report used by libraries in earlier versions of WorkFlows.
For more information on placing, modifying, and removing holds, refer to Circulation - Placing Holds, Circulation - Modifying Holds, and Circulation - Removing Holds.
Properties
Basics
Properties are workstation specific. To adjust properties:
1. Close the wizard that you want to adjust if it's already open.
2. Right-click on the wizard name and select Properties...
3. At the top of the window where it says Display property page, select Never.
If you select Wizard Startup, the properties window will open every time you open the wizard, and any changes you make to the properties will only last for the duration of the session. 4. If you have questions about settings, consult the Knowledge Base or press F1 (WorkFlows Help).
5. When you're finished making changes, click OK.
6. When you close WorkFlows, select Yes when prompted to save changes.
Behavior Tab
1. Check the box for Display results table if you want to see any changes you make to the holds listed at the bottom of the wizard.
2. In the Configure Columns section, choose the columns you want to display by default.
3. In the Configure Properties section, choose which slips you'd like to print automatically as you process items. If you'd rather print slips manually instead of automatically, check Print slips manually.
4. If you select a slip(s) to print, you'll need to format that slip(s) by clicking the button next to the check box, e.g. if you want transit slips to print, you'll need to check that box then click the Print transit slips button to indicate how you want the slip to look.
For more information on formatting, see WorkFlows - Receipts and Transit Slips.
5. In the Configure Processing Options section:
- Check the box for Export Selected Hold Items if you want to add a button to the wizard that allows you to export a list of some or all the holds into a .csv file.
- Check Reprint Hold Slips if you want to be able to reprint slips that have already been printed without having to scan items.
Defaults Tab
1. In the Show Holds section, choose which holds you want to display by default. This article focuses on cancelled, expired, and suspended holds.
2. You can sort the list of holds in the Default sort by columns section.
3. You can sort the list of changes you've made in the "results table" if that functionality is turned on. See the Behavior Tab section above for more info.
Helpers Tab
Check the box(es) for any helper buttons you want to appear at the top of the wizard.
Viewing / Printing the List of Cancelled, Expired, and Suspended Holds
To view your library's cancelled, expired, and suspended holds:
1. Open the Manage Hold Shelf wizard (Circulation module > Holds toolbar > Manage Hold Shelf).
The wizard will display a list of cancelled, expired, and suspended holds (see the Defaults Tab section above for info on having these display by default).
This list is dynamic and updates in real time, which means it refreshes every time the wizard is opened. Holds that have been dealt with will no longer appear on the list and "new" items (if there are any) will appear throughout the day so staff can revisit the list as they're able.
2. You can adjust how the list displays by:
- Clicking a column header to sort its data from A-Z or Z-A.
- Clicking a column header and dragging it to rearrange column order.
- Highlighting the holds you want exported, then clicking Export Selected Hold Items button at the bottom of wizard OR by clicking the Export Holds List helper (without highlighting items), which will prompt you to save the list in a .csv format.
- You will need to import this into an Excel spreadsheet.
3. You can print the list by:
Selecting File > Print from the top menu bar. This will open your print dialog box.
Selecting File > Print Screen. This will give you a print preview that doesn't include row lines.
Printing doesn't preserve any sorting/column rearranging done manually. You first need to export the list into a .csv file, then import it into an Excel spreadsheet (see step 2c above). Once you make your changes you can print from Excel.
Cleaning the Holds Shelf
To clean the holds shelf of cancelled, expired, and suspended holds:
1. Pull the item(s) on the list off your shelf.
2. Highlight the item(s) you want to process.
3. Click Process Selected Inactive Holds at the bottom of the wizard.
4. Handle the item(s) as indicated in the pop-up, e.g. re-shelve, put into transit, or place back on the holds shelf for the next user.
5. Close the pop-up.
6. Depending on your workstation's settings, a slip(s) will print, e.g. transit slip, hold wrapper, etc.
7. Depending on your workstation's settings, staff will see the processed items listed in a separate section below the initial list.
Using the Manage Hold Shelf wizard to handle holds means staff don't need to scan the items to put them into transit, have them fill the next hold, or re-shelve them; however, if you scan these items in the Checkin wizard instead (or you scan some and resolve others using Manage Hold Shelf) the scanned items won't disappear from the Manage Hold Shelf list until you close and reopen the wizard.
Items Listed in the Wizard Are Not on the Holds Shelf
If an item listed in the Manage Hold Shelf wizard cannot be found on the holds shelf, that may mean:
- The patron took the item thinking it was already checked out to them.
- The item was already returned to the collection or put into transit without being scanned in the Checkin wizard or handled directly from the Manage Hold Shelf wizard.
- The item is missing.
To resolve this issue, staff should double-check the collection and transit bags before finally contacting the patron.
If the item is found in the collection/transit bag, either check it in using the Checkin wizard or, if using the Manage Hold Shelf wizard, follow the steps for Cleaning the Holds Shelf (above).
If the item is with the patron, check the item out to their account. If prompted for an override, type 'allow' (without the quotation marks).
If the item is neither with the patron nor in the collection/transit bags, that means it's missing.
- If the item belongs to your library, mark it missing by following the steps in Circulation - Marking Items Missing.
- If the item belongs to another library, contact that library to let staff there know you couldn't track it down.
If the patron says they never placed the hold, it's likely a bug in the system and staff should open a ticket letting system administrators know.
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