WILIUG Preconference

Circulation Kitchen SinkTitle priority paging, Fines Paid Report, Holds,

Notices, r2007 and more.

WILIUG Preconference

• Mike McClellan• Library Training Consultant based in

Minneapolis• mmcclellan@iii.com

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

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

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

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

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”

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

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

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

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

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

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

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

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

Title Priority Paging Setup

• 80 > Pageslips: Text #....... Needs text number.• 87 >

Pageslips: Number of hours before page can be transferred............0– 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

Title Priority Paging Setup• 93 > Title Paging: Refuse Holds

....................................YES– 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

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.

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 “-”

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

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

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

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

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

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

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

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

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.

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

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

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

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

Questions?

Next is more fun with Holds

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

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

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

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

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

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

Hold Thresholds - System

Lines 1-3 are applied to the System ReportLine 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 reportLine 3 is bib material type “g” for av and the Threshold is 3 to report

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 reportLines 7-8 are specific to location ep and bib material type “c” and g” with two specific Threshold settings

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

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

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

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

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

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

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

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

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

.....................ASK– Change from ASK to Place Item in Transit to

remove choice to place hold on holdshelf when item hasn’t been delivered yet.

This

Instead of this

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)

Example Before and After

Charge On Charge – Hold ChangeNew 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

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

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

Transit for Hold Message

• Set by Innovative• Should be on your system already• Adds the “IN TRANSIT (HOLD)”• Status is still “t”

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

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

Questions?

• Moving on from Holds to other topics

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

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

Notice History

• Date and time notices sent– Complied but not sent isn’t recorded

• Viewable in Circulation Desk mode not Notice mode

Millennium

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

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

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

Millennium

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

Millennium

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

Millennium

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

View Cancelled Holds

• Circulation Desk Mode• Holds Tab• View Cancelled Holds button

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

Auto Notices

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

Auto Notices

Notice Type | Location | Options etcSort By | Email Subject (from circulation parameter)Auto Notices Settings | Check Enabled

Auto Notices

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

Auto Notices

Pick days | can not specify time nor can jobs run at different timesInnovative can set jobs to run multiple times however this is all jobs and this is not recommended

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

Auto Notices FTP

Job name for Notice screenIP Address of FTP site | Login and Password of site | Directory PathSpecial Commands required by FTP Site | Default is Binary | III can enable ASCII

Release 2007

• Move notices to print• Use What’s New IGR to review new features

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

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

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

Release 2006

• Fines Paid Report• Manager Controlled View and Edit fields

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

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

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.

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

Manager Controlled FieldsManager View Only Manager Edit Only Result for

Authorized initialsResult for unauthorized

Yes No View and edit Can’t view or edit

No Yes View and edit View only

No No View and edit View and edit

One Authorized function - 202 Management Field AccessAbility to View or Edit depends on which File field group tag is entered

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

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

Trapped Hold Display

For Libraries that call patrons who don’t have email addressesInnovative can add Email and/or Telephone FieldsLabel displays if no data

Questions

• That’s All Folks