Circulation - Filling Holds

Circulation - Filling Holds

About

This article covers filling hold requests in WorkFlows using the Onshelf Items wizard and Checkin wizard.
For more information on filling holds using the MobileStaff app, refer to MobileStaff - Managing Holds and the Holds Shelf.

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...
Right-click menu with Properties highlighted

3. At the top of the window where it says  Display property page, select  Never.
Display property page with Never option toggled on
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.
Properties have changed pop-up

Behavior Tab - Onshelf Items Wizard

Wizard properties behavior tab
  1. Allow Trap Hold: Don't check this box -- the Trap Holds wizard isn't configured for the MSC.
  2. Allow Mark Item Missing: If you check this box, the Mark Item Missing button displays at the bottom of the screen, so you'll be able to select an item and mark it missing from the Onshelf Items wizard. Make sure the Mark Item Missing wizard points to your library's specific MISSING user.
    3. For more information, see Circulation - Marking Items Missing.
  3. Allow Print List: If you check this box, you can print the list of on-shelf holds. (You can also print by going to File > Print or File > Print Screen.)
  4. Allow Unfill Hold: If you check this box, the Unfill Holds button displays, so you'll be able to select an item and choose not to have it fill the hold -- the next available item will be used to fill the hold instead. This option is limited to the station library (where the hold would have been checked out before being unfilled).
  5. Display Author: If checked, displays an author column in the list.
  6. Display Discharge Date: If checked, displays a date/time discharged column.
  7. Display Hold Pickup: If checked, displays the hold pickup library column.
  8. Display Item ID: If checked, displays an item ID column.
  9. Display Item Type: If checked, displays an item type column.
  10. Display Location: If checked, displays an item current location column.
  11. Display Title: If checked, displays an item title column.
  12. Display User ID: If checked, displays a user ID column.
  13. Display User Name: If checked, displays a user name column.
  14. Display User Notify Via: Don't check this box.
  15. Prompt for confirmation...: If you check this box, you'll see a pop-up message asking you for confirmation when you choose Mark Item Missing or Unfill Hold.
Allow - Configure Properties Section
Leave all of these unchecked -- you can configure your receipt printers to print the relevant slips from the Checkin wizard.

Helpers Tab - Onshelf Items Wizard

Wizard properties helpers tab and pop-up
  1. Select Another Library: If checked, you'll be able to view holds for other libraries in your sharing group using the helper drop-down. You won't be able to mark an item missing or unfill a hold on behalf of another library.
  2. Configure export file fields: If checked, you'll be able to export the on-shelf holds list as a CSV file that can be imported into an Excel spreadsheet. To pick which fields get exported:
    1. Click the Configure export file fields button.
    2. From the pop-up window, click the diamond-shaped gadget.
    3. Select your preferred fields.
    4. Click OK.
    5. Click OK again.
    6. Click OK a final time to close the last properties window.

Behavior Tab - Checkin Wizard

Configure Section
Wizard properties behavior tab configure section
To see hold pop-ups:
1. Check Display hold instructions: this will notify you that an item needs to route to your library's hold shelf .
2. Check Display in transit instructions: this will notify you a hold needs to go into transit for pick-up at another library .

Sounds Section
Leave all of these  unchecked - if you activate the sounds but your workstation doesn't have speakers, WorkFlows will freeze.
Wizard properties sounds section

Allow - Configure Properties Section
Wizard properties behavior tab configure properties section
To format and enable transit and / or hold wrapper slips:
1. Check Print transit slips and / or Print hold wrapper slips.
2. Click on the button of the slip you want to format.
3. Click the diamond-shaped gadgets to format your receipt header, fields, and / or footer.

4. For the hold wrapper settings you'll also be able to format how a patron's last name and / or user ID appears on the slip. Formatting this will likely involve some trial and error.

5. Click OK.
6. Click OK again to close the properties window.

Viewing / Printing the List of Onshelf Holds in Your Library

To view your library's on-shelf holds:
1. Open the Onshelf Items wizard (Circulation module > Holds Toolbar > Onshelf Items wizard).
This list refreshes every time the wizard is opened. Hold requests that have been filled or marked as missing will no longer appear on the list.
Onshelf Items list
2. You can adjust how the list displays by:
  1. Clicking a column header to sort its data from A-Z or Z-A.
  2. Clicking a column header and dragging it to rearrange column order.
  3. Clicking the Export Onshelf Holds Items List helper, which will prompt you to save the list in a .csv format.
    1. You will need to import this into an Excel spreadsheet.
Export Onshelf Holds Items List helper icon
3. You can print the list in several ways, such as:
  1. Clicking Print at the bottom of the screen. This will open your print dialog box.
  2. Selecting File > Print from the top menu bar. This will open your print dialog box.
  3. Selecting File > Print Preview. This will give you a print preview that includes row lines.
  4. Selecting File > Print Screen. This will give you a print preview that doesn't include row lines.

Filling Holds

To fill the holds that are on your on-shelf items list:
1. Pull the item(s) on the list off your shelf.
2. Open the Checkin wizard.
3. Scan an item.

4. Depending on your settings (see Behavior Tab - Checkin Wizard), you'll see a hold pop-up letting you know that the item needs to route to your holds shelf for pick-up or be put into transit to another library.

Here's an example of an item that needs to route to your holds shelf:
Hold pop-up for in-house pick-up

Here's an example of an item that needs to go into transit:
Hold pop-up for item going into transit

5. Click OK or press Enter to close the pop-up.

You will still be able to see where the item is routing to from the Checkin screen.
List of discharges indicating where items are routing to

6. Depending on your settings (see Behavior Tab - Checkin Wizard), a hold wrapper slip (for hold pick-up at your library) or a transit slip may  print.

7. Place items for pick-up at your library on your holds shelf; put transit items into the appropriate cart or bag.

8. Contact patrons with holds at your library as appropriate. For example, if the hold wrapper lists EMAIL as the patron's contact information, do not call her. She opted into email notifications.

Marking Items Missing

Before marking an item missing in the Onshelf Items wizard, make sure the  Mark Item Missing wizard points to your library's specific MISSING user.
See Circulation - Marking Items Missing for more information.
To mark an item from your on-shelf items list missing:
1. Click on the item to highlight it.

2. Click Mark Item Missing at the bottom of the screen (or right-click anywhere on the item entry and choose Mark Item Missing). A confirmation pop-up will appear.
Mark Item Missing confirmation pop-up

3. Click OK.

The item will immediately disappear from the list without affecting the hold itself, which will be filled by the next available holding in accordance with the hold matrix.

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