This table will be shown when there are active Supply a Copy requests based on the filters assigned.
If you do not see this table, then either there are no current requests for Supply a Copy Requests or you may want to try adjusting the filters, for example to show All Requests rather than ones that can only be fulfilled immediately.
The Table itself is made up of a number of columns, with a row for every requested title an example of which is shown here:
User can select one or more requests and then use one of the function buttons at the top of the screen, for example Confirm, Cancel or export selected requests.
You can select all rows by clicking the checkbox in the column header.
This columns indicates whether the Title is currently availalble. There are three types of availability:
Green tick indicates the Title has copies available in your office that can be used to fulfil this request.
Orange tick indicates the Title has no copies in your office but there are copies in another office, titles with orange tick may require the user to use the Transfer function, found under More in the Actions column.
Red X indicates the Title has not copies currently available in your office or any other office. Requests with this status will not be fulfilled until a copy becomes available or another copy is purchased. Note that you will not see rows with this icon unless you have set the Availability filter to All or Unavailable.
The Title of the requested record will be shown. If the request is for a specific volume or journal issue, then these details will be shown, this is provided to give the user more information about the title that has been requested. The Title is hyperlinked thus allowing the user to click it, which will open up the record from the Portal as a pop up:
The name of the user is shown with the first name then surname followed by the user ID .
Type & Date
The date the request was made is shown along with the Type. The reason the type is shown here, is that the same table will be used eventually in other parts of the system so we currently showing this.
The delivery preference that the user may have made when they palced the request is shown. Delivery can either be Send or Collect.
Requests that have a Send Delivery type are shown with the following icon:
Requests that have a Collection Delivery type are shown with the following icon:
The user can hover above the icon to show the tool tip and click on it to change the delivery type, providing the other delivery type is available for the office the user is in. (This is determined in the Library Infrastructure maintenance in the original LMS).
If delivery can be changed, when user clicks on it, the icon changes to show the other delivery type.
If the requestor specified an expiry date, i.e. if the user requires the item by a specified date, then this will be shown in red.
After this date, the request will automatically be cancelled by an automated task .
If the requestor has added a note when making their request, this will be shown by a Note icon:
Hovering over this icon, will show the note that the user entered.
The View Location link is shown in this column to allow the user to view the locations that that can be used to fulfil this Supply a Copy request
If user clicks on the link a pop up opens.
If there are no copies available then the user is informed:
If there are copies then the list of copies available is shown:
The table shown is made up of the following Field Columns:
The office of the shown copy is provided
The name of the Library location is provided
If the copy has a Sub Location, this will be shown otherwise it will be empty
Shows the barcode of the copy (if one exists)
If the copy has a Shelf Reference this is shown.
Shows the loan period assigned to the copy
If the copy is Reference, it will show Yes, if not then it will show No
The current status of the copy will be shown, in most cases this will show In (or localised wording) as this table will not show copies that are not currently available.
If the item was to be loaned today, it shows the Due Date that it would be loaned to.
The user can close the window once they have finished with the pop up using the Grey X in the top right hand corner.
# of Copies
When user makes a Supply a copy request, they may have specified how many copies they want to receive. This will be shown in the column.
As seen in some of the examples above, the Status will change based on an action performed. The various status available are:
This is the default status and will be shown for every row before any changes are made to the request.
Request Transferred to Office X
Will be shown if the request has been transferred to another office.
Request Transferred From Office X
Will be shown if the request has been transferred back from another office i.e. they reject the request.
The Actions column can contain up to three Action buttons:
Clicking this Green button will confirm the request and one of two actions will be performed depending on the Delivery type selected:
Delivery = Send
When delivery is set to Send and the user clicks on Confirm. On Confirmation, the entry will be removed from the table and a green confirm message across the top of the screen will show the request has successfully been confirmed and the process is completed, the user can send the request to the user (they may use the Print Address report to print the address label).
Delivery = Collection
When delivery is set to Collection and the user clicks on Confirm, it moves the request into the Awaiting Collection tab and if enabled, will send an email to the user informing them that the item is ready for collection.
Clicking this Grey button will open a pop up asking the user to confirm that they want to cancel the request:
If the user clicks on Cancel then the pop up will close and the request will not be cancelled.
If the user clicks on OK then the pop up will close and the request selected will be cancelled and moved into the History tab.
For this type of request, there can be one Action option under the More button:
Allows the request to be passed to another office. This option will only appear if there is a copy available in another office. See section on Transfers
Note the More Option will only appear if Transfer is enabled and if there are copies available in another office.