This section describes the processing of requests. This consists of several steps:
- viewing the requests and changing the view as required
- printing the list of requests
- processing the individual requests
- printing address labels
- completing the requests
The Request Maintenance section also serves as the waiting list for items that are currently on loan: these are tagged as "Unavailable".
The default office for processing requests is defined in OPAC Maintenance (Options).
To access Request Maintenance, select Modules > Loans > Reservations Management > Request/Reservations Management.
The following screen will open:
The screen shows all active requests, ie those waiting to be processed, and where there is a copy available. You can change which records are displayed, and how.
Caution! By default the screen shows only requests where there is a copy available: to see waiting lists un-tick the "Available Only" box.
Sorting the requests by title or user
By default, requested items are shown in Title order. You can view the requests by User instead, by clicking User in the Grouping box.
Seeing the request detail
To see all the requests for a particular title or user, either click on the + symbol next to the title or user, or click on Expand All in the Grouping Box. Click Collapse All to return to the original list.
The expanded list looks like this:
The C.A. column indicates whether or not there is a copy available.
The Seq column shows the priority number in the waiting list.
To see the full catalogue record for the item, click on the title - the display opens in a new window.
To see the copies for the item, click on the + symbol next to the item:
This shows you how many copies are available, whether the items are Reference, and whether Send and/or Collect is allowed.
Filtering the requests
By default, the display shows:
- Available Only: requests where there is a copy available
- the processing office for the logged in user
- all requests types
You can change any of these, to see different subsets of the requests.
Unticking the Available Only box then includes in the display the items for which there is no copy currently available, thus serving as the waiting list for these items.
If you are viewing the requests by title, for each title the requests are automatically displayed in the order in which they were received, with the first request at the top.
If you are viewing by user, an additional column (Seq) displays the waiting list priority:
You can bypass the order of the waiting list by simply loaning the item to somebody other than the first person on the list, when the item is returned.
You can print a list of the requests that you want to action, to assist in retrieving them from the shelves. This should be done after you have rejected all the requests you are not going to fulfill (see next section below). Alternatively, you may want to collect all the items after actioning them as described below, in which case you would print the list off afterwards.
Click Print request items in the Actions menu.
The following dialog box opens:
Select the output options that you want, and click Export at the bottom of the screen.
Each request needs to be separately actioned, depending on the type of request, before it can be confirmed as processed.
For each item in the list, of any request type, you can:
|Change the request type|
click on whatever loan type is already showing, to toggle between types
Note that there may be no other options, depending on the request types defined for that record
|Change the delivery method|
click on the current delivery method, to toggle between Send (denoted by a people icon) and Collect (denoted by an envelope icon)
Note that this will change the delivery method for all items requested by that user in one session, where the new delivery method is allowed for that Record Type
|Reject / cancel the request||tick the box(es) next to the item(s) that you do not wish to fulfill, and click Reject request items in the Actions menu.|
You then need to action different request types as follows:
As long as there is a green tick in the column headed C.A. (Copy Available), there are copies available to lend.
The first step is to select which copy is to be loaned. You can either:
- scan or enter the barcode of the item directly into the box, if you have the item to hand - then click Apply
- or select from a list of copies by clicking Select underneath the box:
Click Select next to the copy you wish to lend.
You are returned to the requests list, with the barcode number automatically showing in the box, and the due date calculated.
You can change the due date by clicking on the date. This brings up a calendar from which you can select a different date.
If the C.A. column contains a red cross, it means there are no copies available to lend. To add the request to the waiting list for the item, no action is needed. The waiting lists can be seen at any time by unticking the Available Only box on the display. When one of the copies is returned, the request can be fulfilled.
To action these requests, you need to tick the box under the C.F.R column (for "Copyright Form Received") - the request cannot be processed until this is done.
Supply a Copy requests
No action is needed for these requests.
If you have set one up, the designated email address for the supplying library will receive a notification email listing the items requested, one email per user.
You can print address labels for items that are to be sent to the user. This should be done after you have rejected all the requests you are not going to fulfill and actioned the remainder.
- Click on Print labels in the Actions box - the same dialog box opens as for printing the request list
- Select the output options that you want
- Click Export at the bottom of the screen
To complete the requests (ie remove them from the list of requests awaiting processing):
- Tick all the requests that have been actioned then click Confirm in the Actions menu - you can also do this for one item at a time as you go through the list.
- After confirming the requests, you will see this message:
- The confirmed items will no longer appear in the list of requests
Emails can be defined to send to the user, notifying them that the item is waiting for them to collect from the Library
- Loan requests will now have been issued to the requester