Hold Request Workform

To access the Hold Request workform, select Circulation > Hold Requests, and search for the hold request. From the Hold Request workform, you work with single or multiple hold requests. If your library is licensed to use the INN-Reach integration, INN-Reach API messages create item-level hold requests in Polaris. See Other library's patron places a hold request using INN-Reach.

Use the toolbar and top part of the workform to:

• Place a new hold request or edit this request - See Placing Hold Requests and Editing Hold Requests.
  • Request date - Displays the date and time when the hold request was created.
  • Activation date - The date the request goes into effect. For new requests, select a date equal to or later than the current date. For active and inactive requests, you can change the date to one equal to or later than the current date.
  • Expiration date - The date the hold request expires, allowing a patron to specify a “not wanted after” date. For new requests, select a date equal to or later than the current date. For active, inactive, and pending requests, you can change the date to one equal to or later than the current date. If the activation date changes, the expiration date automatically changes.
  • Unclaimed date - The date by which the patron must pick up the held item. Otherwise, the request status automatically changes from held to unclaimed at 11:59 p.m., and the item is available for circulation. This field appears only if the request status is held or unclaimed.
  • Pickup - The library where the patron picks up the requested item. You can change the pick-up library for active, inactive, pending, and held requests.
  • Origin - Set automatically. Patron indicates that the request was placed in the PAC. Library indicates that the request was placed in the staff client.
  • Borrow by mail - Licensed feature. Indicates that this request is a Borrow by Mail request, where an item that fills the request is mailed to the patron. See Borrow By Mail Circulation.
  • Tracking - Used with Borrow by Mail. Stores the optional tracking number for a Borrow by mail item that has been shipped to the patron. See Borrow By Mail Circulation.
  • This item only - If the request is an item-level request, this read-only checkbox is automatically checked when you save the hold request.
• Place a single hold request or multiple hold requests consecutively - See Place single or consecutive hold requests.
• Delete this hold request - You can delete a cancelled, expired, inactive, or not-supplied request. Select File > Delete, or click . See Delete hold requests.
• Convert a hold request to an interlibrary loan (ILL) request - You can convert an active, expired, inactive, or not-supplied request. Select Tools > Convert to ILL, or click . See Convert hold requests to ILL requests.
• Deny an item for hold - From a pending request, select Tools > Deny Hold, or click . See Deny items for Requests-To-Fill.
• Cancel a hold request - You can cancel an active, inactive, pending, or not-supplied request. Select Tools > Cancel, or click . See Cancel hold requests.
• Reactivate a hold request - You can reactivate a cancelled, expired, or not-supplied request. Select Tools > Reactivate, or click . See Reactivate hold requests.
• Fill a hold request immediately - From a cancelled, expired, or not-supplied request, select Tools > Fill Now, or click . See Fill a hold request with Fill Now.
• Transfer a request from one bibliographic or item record to another - You can transfer an active or inactive hold request. Select Tools > Transfer. See Transfer a hold request.
• Refresh (update) the data on the workform - Select View > Refresh, or click .
• Print information from this workform - Select File > Print > Current View; File > Print > All Views; or File > Print > List View (when available), or click the down arrow by the print button and make a selection.
• Input patron and bibliographic data - Select View > General, or click .
• Type notes, see request history, work with items - Select View > Notes, or click .
• Request one title for multiple patrons, or multiple titles for one patron - Select View > Multi-Request, or click .

Hold Request Workform - General View

Use the Hold Request workform - General view to input patron and bibliographic data for a hold request. See Placing Hold Requests.

• Find a patron record - Click the Find button by the patron Name box to search for the record of the patron requesting the hold. When you select the patron, the Name, Barcode, Code, and Registered at boxes are filled in.

Note:
The Notification box, which shows the patron’s notification method, is informational only and cannot be edited on the Hold Request workform.

• Scan a patron barcode - If you scan the barcode, the Name, Code, and Registered at boxes are filled in.
• Find a bibliographic or item record - Click the Find button by the bibliographic Title box to search for the bibliographic or item record for the hold request. When you select the title or item, the appropriate Details boxes are filled in. The Item barcode field is filled in for item requests only, not title (bibliographic level) requests.
• Scan an item barcode - With the cursor in the Item barcode field, scan the item barcode directly into the field. The item information is automatically filled in.

Hold Request Workform - Notes View

Use the Hold Request workform - Notes view to enter and view notes about the request, see a list of items that can fill the request, and see the request history. If the hold request includes a note, the Notes view icon is yellow .

• Notes - Staff display notes are printed on the hold slip, and appear when an item that can fill a hold request is trapped An item is said to be trapped for a hold when an item that fills a request is scanned at circulation and the system links the item to a specific request, either automatically or by displaying a message that prompts you for a decision. at circulation. Non-public notes appear on this workform only. You can type and edit text in these fields. Patron notes are entered by the patron when the request is placed from the PAC. PAC display notes are available to the patron in the PAC patron account - Request page, and can be edited if you have the system-level Circulation permission Modify PAC display note: Allow.

Note:
Libraries that use Polaris Borrow by Mail may have default text in the Staff display and PAC display notes fields. See Borrow By Mail Circulation.

• Request history - Lists each change in the request’s status. For requests placed from the PAC, the user name is PAC. The Branch column lists the item’s assigned branch, where a branch has an item eligible to fill the request. For example, if the status is Pending and Library A is the branch, the request appears on Library A’s requests-to-fill (RTF Requests-To-Fill or RTF processing sends hold requests to designated libraries in a specified order. A library chooses to fill or deny the request. The request is routed until it is filled, it expires, or every library denies it.) report.
  The Action column lists the following types of statuses:

  Note:
  For more information on these statuses, see Set Holds Options: RTF Processing.

  • An item has trapped and been held for this request
  • An item linked to this request has been checked out
  • An item record modification resulted in the completion of the RTF routing cycle The request-to-fill (RTF) routing cycle includes a primary and a secondary cycle defined by the Holds Routing Tables. You can enter a number of branches as responder branches, beginning with the requestor (your) branch. The cycle tries to fill a hold at the same branch first, and then tries to fill the hold at the next branch listed in the primary routing table. After a preset amount of time, the branches in the secondary table try to fill the hold, each in turn.
  • An item was held but not claimed by the patron
  • An item was located for this request
  • Primary RTF processing placed request on pick list
  • Primary RTF processing placed request on pick list - primary RTF routing cycle The request-to-fill (RTF) routing cycle includes a primary and a secondary cycle defined by the Holds Routing Tables. You can enter a number of branches as responder branches, beginning with the requestor (your) branch. The cycle tries to fill a hold at the same branch first, and then tries to fill the hold at the next branch listed in the primary routing table. After a preset amount of time, the branches in the secondary table try to fill the hold, each in turn. completed
  • Request activated during request creation
  • Request canceled by patron via self check
  • Request canceled due to item record deletion
  • Request canceled due to patron merge
  • Request canceled manually
  • Request has reached the expiration date
  • Request is not supplied
  • Request is not supplied because item was declared lost manually
  • Request is not supplied because no bib record exists
  • Request is not supplied because overdue item was billed and declared lost
  • Request is not supplied because the item is not holdable
  • Request is not supplied because the item was denied
  • Request is not supplied because the system determined no items were available for this patron
  • Request is not supplied due to bib record deletion
  • Request is not supplied due to item record deletion
  • Request pickup branch was modified
  • Request placed on a pick list as a result of a located item returned to RTF processing
  • Request reactivated as a result of ask me later processing
  • Request reactivated because activation date modified
  • Request reactivated because all items were denied for a branch in RTF
  • Request reactivated because one item was denied for a branch in RTF
  • Request reactivated by system processing
  • Request reactivated due to item record deletion
  • Request reactivated during circulation processing
  • Request reactivated during RTF processing
  • Request reactivated during RTF processing - primary RTF routing cycle completed
  • Request reactivated during RTF processing - primary RTF routing cycle completed and moved to secondary RTF
  • Request reactivated during RTF processing - secondary RTF routing cycle completed
  • Request reactivated manually by user
  • Request was made inactive because activation date modified
  • Request was made inactive during request creation
  • Request was shipped to the pickup branch
  • Secondary RTF processing placed request on pick list
  • Secondary RTF processing placed request on pick list - primary RTF routing cycle completed
  • Secondary RTF processing placed request on pick list - secondary RTF routing cycle completed
• Request satisfied by list - Lists all the items that can fill the hold request and are bound to it. You can right-click an item to open the item record.

Hold Request Workform - Multi-Request View

Use the Hold Request workform - Multi-Request view to:

• Place hold requests for multiple titles for one patron at once - Click above the Titles list. See Place hold requests - multiple titles, one patron. To remove titles, select them and click .

Tip:
You can group a patron’s hold requests, so that when one is filled, the rest are deleted. See Grouping a Patron’s Hold Requests.

• Place the hold request for a single title for multiple patrons at once - Click above the Patrons list. See Place hold requests - multiple patrons, one title. To remove patrons, select them and click .