1. WILIUG Preconference Circulation Kitchen Sink Title priority paging, Fines Paid Report, Holds, Notices, r2007 and more.

2. WILIUG Preconference Mike McClellan Library Training Consultant based in Minneapolis mmcclellan@iii.com

3. Overview Title Priority Paging Holds – High Demand Holds Report – Clear Holdshelf – Frozen holds – Hold options set by library – R2007 renew items with bib holds Undocumented software change – Option to deny holds based on maximum holds – Transit for holds – Broken holds

4. Overview Optional Features requiring Innovative set up – Notice History – Notice Administrator – Fines Payment Data – View Cancelled holds – Auto Notices R2007 move email notice to print Other R2006 and before features – Fines Paid Report – Manager controlled view and edit – Settings search box

5. Title Priority Paging Combines benefits of item paging … – Paging prioritization …and copy returned soonest holds – Any attached item can fill hold Allows staff placed Millennium paging at their location without special set up Suitable for single and multi branch Reduced # of pages to transfer as this is automated Library controls in part when hold moves System setting to cancel hold if not filled generating cancellation notice or keep as Copy Returned Soonest

6. Title Priority Paging Once More With Feeling! Can fill hold with any copy attached to bib – Not item specific – Recently returned – Different copy found on shelf without having to transfer hold

7. Sausage Making Can patron place a hold to begin with 46 > Enable request button suppression for non-requestable materials.......YES – All copies have to be non requestable by request rule – Not loan rule which isn’t checked until the patron authenticates – Scoped searches may button when “inappropriate”

8. Sausage Making At the moment the hold is placed system notes the following – Attached copies that could fill the hold regardless of current status (“-”, “t”, “m” etc) – or if it is on loan (is a bib level hold regardless) – Groups these by location and prioritizes them Loan rule determines which locations are eligible Request rule only is a factor when determining if holds are allowed at all

9. Stuffing In addition system notes: Items that could fill at patron’s pick up location (first) Priority order of other locations (second) System retains order based on pick up location and priority table – Order is set and does not change

10. Grilling When staff print title priority pages system checks for at least on “pagable” copy – Eligible (must be status “-”) – Not checked out – No item hold already – Loan rule allows If none, does not print and moves to next location in priority order So initially the system checks for locations that could possibly fill the hold and then fine tunes the list when staff print the paging slips

11. Grilling Internal distinction between what could initially fill the hold and what gets printed at appropriate time Items that change eligibility – “d” damaged becomes “-” Will page – “-” becomes “d” Will not page Newly created – If location not part of initial “snapshot” Must be checked in

12. Title Priority Paging Setup Once enabled by Innovative, site sets up: – Circ Parameters: Hold Pickup Locations table (part 1) List of Locations entry needs to be – Valid code in Branch Table – In location served for that branch – Typically Bib Level location code for that branch Locations served table should have this code appear only once Do not need to enter all location codes unless patrons can not chose pick up location. – Based on home library – Based on item location

13. Title Priority Paging Setup – Hold Pickup Locations element (part 2) Prioritize locations after all entered (if adding new) Range is 0-999 range 1 is first and 999 is last 0 not paged 999 is default Locations with same number - random within group – Notes Do not enter Hold Pickup Locations in character based system Do not enter data in Library Priority Table if exists

14. Title Priority - Priority Changing library priority does not change paging order for existing pages. – Changing priority from 0 to something does not include this location in paging order – Changing priority from something to 0 will only impact future holds not ones placed when priority wasn’t 0 But will move automatically – Same rules with changing priority order

15. Title Priority Paging Single Location In a single building site, often the location served is not set up during implementation – Will be needed for Title Priority Paging

16. Title Priority Paging Setup 80 > Pageslips: Text #....... Needs text number.Pageslips: Text # 87 > Pageslips: Number of hours before page can be transferred............0Pageslips: Number of hours before page can be transferred – Needs to be a number greater than 0. – Max is 168 hours or one week – Time spent at each branch Number too low – page moves before staff are aware it exists Too high – pages don’t move efficiently

17. Title Priority Paging Setup 93 > Title Paging: Refuse Holds....................................YESTitle Paging: Refuse Holds – Despite label, not related to Title Priority Paging – Actual functionality is default with Title Priority – Item hold in this context would be staff placed or volume field for webopac – Extends same ability to refuse item holds – Can be enabled without Title Priority Paging – Would need to transfer to another item Manually or Transfer program Can not be options grouped

18. Title Priority Paging Setup Change log in manager setting under holds tab – Allow holds on bibs with one item – Otherwise option to place Copy Returned Soonest hold will be grayed out when only one attached item exists.

19. Why do they move? If the page is not filled – Library not open – Print page but can’t fill the hold – Refuse to fill the hold Page moves automatically – Do not have to run transfer program for these – Moves to next location based on priorities set when hold was placed – Will not move to location if item status is no longer “-”

20. When do they move? System option (87 # of hours to transfer page) plus overnight “chron” job If chron is set for 4 am and option 87 is 24 hours – Hold placed at 2 pm Monday can move at 2 pm Tuesday, however chron says move at 4 am (default) Wednesday Impact of Weekends if Branch is closed – Hold placed Friday at 8 pm moves Sunday morning possibly with staff never seeing page

21. When do they move? Unlike regular item paging – moving to next branch is automatic with Title Priority Paging Reduced time spent running the transfer program – Still need to run it for item pages which don’t automatically move

22. When do they move? Innovative can set chron to ignore weekends – System wide (not options or location based) Keep in mind ratio of time for agency to look vs. time to move efficiently to next agency Does not look at Days Closed table in circulation parameters - enhancement

23. Title Priority Paging Example of too soon – Circulation option was set to 1 hour – Holds placed after closing but before chron job were not being seen by staff at first branch paged In some circumstances only one branch had the item and thus it never paged Became Title level/Copy Returned Soonest Hold

24. Title Priority Paging-Workflow Circulation – notices – Print Title Priority Paging list (auth 394) Is possible for Innovative to enable Title Priority paging slips No option to clear pages Can be automated – see OWLSnet – Print Item paging list or slips Will have some as a result of holds on items with volume fields or staff placed item holds Circulation – Check in to trap hold and generate transit or holdshelf slips – Backdating before hold was placed will not prevent hold from trapping

25. Title Priority Paging - List List shows location code and item call number (if present) of first item at that agency Children's books E/598/KUCHALL.b10558342 Birds/Kuchalla, Susan Troll Associates, c1982 Does only show first item, multiple copies in different locations does not print – Possible print template might fix this

26. Title Priority Paging - Workflow Don’t find item – Find different copy on same bib – check it in – Find no copy or don’t want to fill either Do nothing and let system move it eventually Check in barcode and refuse to fill in order to transfer immediately

27. Title Priority Paging - Workflow End of the cycle – Cycle established when hold first placed – All libraries either Skipped by time Printed but didn’t find Refused – Page is either (not options groupable) Cancelled and notice can be queued Retained as Bib | Copy Returned Soonest Hold – Unlike regular paging where hold is stuck on item

28. TPP – Problems - General If doesn’t work check: – Old library priority table must be completely empty. No blank entries. – Does every branch have an entry in the Hold Pickup Locations table If you have multiple locations served with same locations codes, for printing for example, make sure basic branch location entry is listed ahead of any others.

29. TPP – Problems - General Make sure all locations are represented in Location Served Do not use character based option to edit Hold Locations Table Number of hours to transfer page needs to be set to a number that is not 0. Be careful when deleting Location Served entries – Set priority for that agency to 0 – Wait for everything to move past it

30. TPP – Problems - General Is compatible with priority to local patrons however may produce seemingly inaccurate results. – Patron selects Library A as pick up location and Library B can fill – Different patron selects Library B as pick up location has priority even if request was made later Limit to location problem – Paged items that can not fill the hold since it is limited to a specific location code you might not find – Edit Limit to Location only in Millennium (to none or to one you found) and it will remove the hold overnight

31. TPP – Problems Specific Why did “non holdable” item trigger hold? – Loan rule might actually allow it Check out item to patron and see what loan rule gets assigned then check the Loan Rule & Loan Rule Determiner – Request rule is not checked at check in

32. TTP – Problems Specific Why no paging slip? Item at location is: – Not “-” available at time paging slip would print – Checked out – Already has an item hold – Not holdable due to request rule or loan rule – No correct Loan Rule Determiner entry – 0 priority for the pick up location – Read request program needs restarting Contact III or make an edit to Hold Priority table – Cancelling the hold

33. Questions? Next is more fun with Holds

34. Holds High Demand Holds Report Clear the Holdshelf Frozen Holds Hold options set by library R2007 Renew items with bib holds Undocumented change Deny hold maximum Transit for Hold Broken Holds

35. High Demand Holds New report with r2007 Compares # of holds to # items – Local and System Reports Supplements Purchase Alerts No Innovative set up required Library enters reporting thresholds Uses Hold Pickup Location table and Bcode2 Material Type

36. High Demand Holds Report works like View Outstanding Holds – Data is collected via overnight chron job – Doesn’t reflect “today” – As a result very quick to compile report even with large data sets

37. High Demand Holds – Set Up Authorization 373 Circulation Parameters and 388 Edit Hold Threshold Hold Pickup Locations must be completely entered in circulation parameters Bibliographic material types must exist in Fixed Length codes. – Typically bcode2 mat type – Can’t use item field – Could use different bib fixed field - Innovative

38. High Demand Holds – Set Up Circulation Parameters – Hold Thresholds – Table allows you to set a baseline and then exceptions for the system and each location reports – 16,000 possible entries in this table – Reads from bottom up – Option to move entries – Uses wildcards – Certain entries are basically required

39. High Demand Holds – Set Up Add a System threshold – System all items attached to bib and all holds attached to bib (item or pick up location doesn’t matter) – Threshold report titles when it equals or exceeds number between 1 – 99 (example: if 5, don’t report 1-4, report 5 and above) Add wildcard threshold (location) – Default for running a local report – (example 14 locations but 3 want different threshold for something) Add wildcard threshold (material) – Optional – If you wish different material types to report at a different number

40. Hold Thresholds - System Lines 1-3 are applied to the System Report Line 1 says that for all material types not called out in next two lines (in this example) the Threshold is 5 to be reported. Line 2 is bib material type “a” for printed material and the Threshold is 4 to report Line 3 is bib material type “g” for av and the Threshold is 3 to report

41. Hold Thresholds – Non System Lines 4-9 are applied to the individual Branch Reports (Select Pickup Location) Line 4 (?????) says that for all material types not called out in next 5 lines (in this example) the Threshold is 1 to be reported. Lines 5, 6 and 9 are pick up locations of eb, ep and iu along with wildcard of “*” for all material not called out below and the Threshold is 1, 5 and 5 respectively to report Lines 7-8 are specific to location ep and bib material type “c” and g” with two specific Threshold settings

42. Holds – Clear the Holdshelf Keeps virtual and physical holdshelf in sync Highly recommend – Size limit to file (5 megs) – System may become unstable if this becomes huge Updates several system generated reports – Info about the system – circulation status (charc) – System generated items on holdshelf in create lists

43. Holds – Clear the Holdshelf Item belongs to your location with no additional holds – changes it to “-” reshelve Item belongs to a different location – check it in to generate transit slip and place in transit status Item has hold at your location – check in Item has hold at different location – check in

44. Holds – Clear the Holdshelf If clears too soon – Check loan rule transaction is under – System uses days closed of item location and not pick up location – Problems with Days Closed – NNA date comes up after item is on holdshelf – Cancelling the hold

45. Holds – Clear the Holdshelf How can staff keep a hold for extra days due to special circumstances? – If circumstances are not really all that unique, consider changing time to pick up element in loan rule – Check out material to dummy/staff account Override item on holdshelf messages Immediately check in to re trap for initial patron with new time to pick up – Check out to patron

46. Holds – Frozen Holds Patrons can not freeze holds when placed – Only in My Millennium after hold is placed Not Needed Before always becomes 255 days Only patron can unfreeze hold. Staff can not edit the NNB date in this case

47. Holds – Frozen Holds Not all holds can be frozen – If there are available copies that could fill the hold – Items that are in transit – Item is on holdshelf for the patron or in transit to fill hold for patron – Number of available items is more then patron’s position on wait list A skipped over hold remains until patron unfreezes it. – The hold position becomes whatever it is at the moment unfrozen

48. Holds – Frozen (paging) A frozen hold generally will not initiate a paging slip with Title Priority Paging A thawed hold generally will initiate a paging request if there are available copies Staff place holds with a NNB date will generate a problem page slip – Can’t check in to trap – Doesn’t initiate new paging slip at NNB date

49. Holds – Frozen Holds www option freeze_holds to enable Presumably could be enabled by patron type which could allow some consortia partners to turn off

50. Hold Options – Set by library Log in manager – Holds tab – set default cancel if not needed by – Holds tab – set use hold locations System Options – Circulation (igr 107117) – 100 > Check-in: Check in bib hold at wrong location.....................ASKCheck-in: Check in bib hold at wrong location – Change from ASK to Place Item in Transit to remove choice to place hold on holdshelf when item hasn’t been delivered yet.

51. This

52. Instead of this

53. Renew with Bib hold R2007 option Innovative set up required – Give library staff the ability to override Renew Not Allowed Blocks Authorization 092 Override Hold Blocks IGR 107607 Renew from Circulation Desk or Renew (no patron)

54. Example Before and After

55. Charge On Charge – Hold Change New undocumented behavior Check out item that is on the holdshelf to a different patron or Department record. – Previous behavior had original hold remain on that item – New behavior has the item become a bib level hold Does not address standard enhancement request for cancel or move to bib option instead Does deal with trapped item is damaged problem

56. Charge On Charge – Hold Change Override the two messages to do the Charge On Charge and check out to a Department or patron card Original trapped hold – Ready for Pick Up on patron record Hold on original card goes to a Copy Returned Soonest Hold

57. Deny Maximum Holds Innovative can set the maximum number of holds allowed per copy Ratio of holds to copies like purchase alerts – Example maximum is 2 holds 1 copy can have 2 bib, 1 bib + 1 item or 2 item holds 5 copies can have hold combinations that don’t exceed 10 – 9 bib + 1 item Only status “-” considered for items attached to bib

58. Transit for Hold Message Set by Innovative Should be on your system already Adds the “IN TRANSIT (HOLD)” Status is still “t”

59. Broken Holds Failed to find matching hold / Error Hold count doesn’t match Relationship between the fields in the patron record do not match the corresponding field in the item or bib Typical causes – Freeing busy records – Client session crashes Considerable work done with r2006 to identify and correct software issues

60. Broken Holds Contact Help Desk to fix individual problems SC – utility to fix and repair – Better idea to determine why holds are breaking as opposed to just having the system attempt to fix – Utility may need to be reinstalled upon upgrading

61. Questions? Moving on from Holds to other topics

62. Optional Features – III/Library Notice History – SC Enable Record of Notices Sent Notice Administrator – SC Enable Notices Administrator Fine Payment Data – SC Enable Additional Fine Payment Fields View Cancelled holds – SC Change Number of Days to Retain Cancelled Hold Information (automatic with r2006?) Auto notices – SC Change Notice Mode – Auto/Saved Notices Table

63. Notice History Contractual development so missing functionality - enhancements Authorization 42 or 58 View Notice History (usually) Default number of days is 14 can be increased – Oldest data is overwritten Not options groupable IGR 107241

64. Notice History Date and time notices sent – Complied but not sent isn’t recorded Viewable in Circulation Desk mode not Notice mode

65. Millennium

66. Notices Administrator Requires you have either setting to Save or Automate Notices By default – you are allowed to create notices for your location (set in log in manager), all notices or a single branch location. – Options group is set in log in – Saved parameters for your log in Requires Authorization

67. Fine Payment Data Payment data – Enables staff to indicate method of payment with a brief note – Can also code a transaction as waived with a note indicating why. – Shows in Patron Fines Payment Note – Shows in Fines Paid Report Innovative enables

68. Fine Payment Data Edit new circulation parameter table – Auth 373 (circ param) & 312 (edit payment types) – 15 single character type and 40 character label – Order shown is order presented to staff Can use Move button to reorder – Include Other or Waived or both – Restart Millennium

69. Millennium

70. Fine Payment Data Collect or Waive payment, a new box to record Payment type and note will appear Must record a payment type so include an Other or Waive option for better statistics Note is up to 150 characters Multiple fines paid or waived will record first entry in each

71. Millennium

72. Fine Payment Data View in patron record under Fines Paid – Might be a slight delay before it appears after financial transaction has been concluded. View in exported Fines Paid Report Note not retroactive to previously paid transactions

73. Millennium

74. View Cancelled Holds No set up required Authorization 316 (view cancelled holds) Not options groupable Does not show virtual holds – No InnReach or Innovative ILL module Does not include Not Needed After Default time period to retain is 30 days – Recommended maximum is 365 days WebOPAC would show web log in if set up

75. View Cancelled Holds Circulation Desk Mode Holds Tab View Cancelled Holds button

76. Auto Notices 3 Notice set ups – Manual: on demand no option to save settings – Save Jobs: on demand but can save settings – Auto: save settings and run automatically SC Change Notices Mode

77. Auto Notices Auto notices/Save notice job Select a Job Name or click on the New button

78. Auto Notices Notice Type | Location | Options etc Sort By | Email Subject (from circulation parameter) Auto Notices Settings | Check Enabled

79. Auto Notices Move all notices to Print | Send via FTP | (requires either an email printer path or FTP destination) Schedule

80. Auto Notices Pick days | can not specify time nor can jobs run at different times Innovative can set jobs to run multiple times however this is all jobs and this is not recommended

81. Auto Notices Save printer – Email Printer Could be real email address Fake email if simply wish to kill these – FTP Need to have FTP software on destination First save name of file like Overdues

82. Auto Notices FTP Job name for Notice screen IP Address of FTP site | Login and Password of site | Directory Path Special Commands required by FTP Site | Default is Binary | III can enable ASCII

83. Release 2007 Move notices to print Use What’s New IGR to review new features

84. Move Notices to Print New option to take individual email notices and move to print queue Remove those from email queue and then not mail or print to dummy / email printer – Professors – Library Board etc. No Innovative set up required IGR 105690

85. Move Notices to Print Right click function Reverts back to email queue if not cleared Possible workflow to remove – Print desirable print job first – Examine email file and move to print – New print file has only undesirable X to end of file trick Send as email

86. Use IGR to review new features What’s New Usually correctly indicates if Innovative set up is needed Link to IGR specific pages Handy for previous features as well

87. Release 2006 Fines Paid Report Manager Controlled View and Edit fields

88. Fines Paid Report Replaces text based – New customers no longer get text based – Existing customers will see it removed Millennium (igr 106896) – MySQL file instead of flat file Size limit expands – Additional data viewable upon export – Same detail in patron record under Fines Paid

89. Fines Paid Report Authorization 315 (View Fines Paid) Authorization 313 (Clear Fines Database)! Not retroactive or tied to text based file Starts with first “new” transaction – Default starting date

90. Fines Paid Report Owning location records payments (fines or replacment) on your material but collected anywhere unless modified Owning location from manual charges To see payments made at your location use the statistics group and then modify location as needed.

91. Manager Controlled Fields Developed for ERM to protect confidential licensing data Expanded to other modules – Protect SSN – School ID number in consortia – Field can also be seen but not edited Innovative set up required

92. Manager Controlled Fields Manager View OnlyManager Edit OnlyResult for Authorized initials Result for unauthorized YesNoView and editCan’t view or edit NoYesView and editView only No View and edit One Authorized function - 202 Management Field Access Ability to View or Edit depends on which File field group tag is entered

93. Indexes and Search Tab Search/Holds mode review order of indexes – Innovative can re order so most commonly used is listed first followed by next desirable – Settings: Search tab Cursor is in the Select Index Cursor is in the Input Text box Module specific

94. Auto check out Innovative enabled Designate specific ptypes to have checked in holds automatically be checked out Distance learning ILL Academic holds workflow IGR 105103

95. Trapped Hold Display For Libraries that call patrons who don’t have email addresses Innovative can add Email and/or Telephone Fields Label displays if no data

96. Questions That’s All Folks