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Daily Maintenance

Holds Pull List

The Holds Pull List is updated constantly. Once an item on the list is no longer available or a hold on the list is captured, the items will disappear from the list. The Holds Pull List should be printed at least once a day.

As a best practice, print all or part of the pull list and then pull and process the items, do not print it first thing and then hours later process the list.

There are usually four statuses a hold may have: Waiting for Copy, Waiting for Capture, In Transit, and Ready for Pickup.

  • Waiting-for-copy: all holdable copies are checked out or not available.
  • Waiting-for-capture: an available copy is assigned to the hold. The item shows up on the Holds Pull List waiting for staff to search the shelf and capture the hold.
  • In Transit: holds are captured at a non-pickup branch and on the way to the pick-up location.
  • Ready-for-pick-up: holds are captured and items are on the Hold Shelf waiting for patrons to pick up. Besides capturing holds when checking in items, Evergreen matches holds with available items in your library at regular intervals. Once a matching copy is found, the item’s barcode number is assigned to the hold and the item is put on the Holds Pull List. Staff can print the Holds Pull List and search for the items on shelves.
Retrieve the Holds Pull ListCirculation Menu - Pull List for Hold Requests option
  1. Select Circulation → Pull List for Hold Requests. The Holds Pull List is displayed.
  2. You may re-sort it by clicking the column labels, e.g. Title. You can also add fields to the display by using the column picker.
Print the pull list
  1. Format the printout: go to Administration → Workstation → Print Templates and customize the Holds Shelf List template. Save locally.
  2. On the Holds Pull List screen, click Print Full List

holds shelf print full list button

See also this Holds Pull List Video

Capture Holds

Holds can be captured when a checked-out item is returned (checked-in) or an item on the Holds Pull List is retrieved and captured. When a hold is captured, the hold slip will print and if the patron has chosen to be notified by email, the email notification will be sent out. The item should be put on the hold shelf.

    1. To capture a hold, select Circulation → Capture Holds (or press Shift-F2).Circulation menu - catpture holds option
    2. Scan or type barcode and click Submit.
    3. The hold or transit slip will automatically print if the Auto-print Hold and Transit Slips Checkin Modifier is selected. If the Checkin Modifier isn’t set, a transit or hold print window will appear.
    4. To capture items that have a status other than Available, like Missing or Available Soon, set the Checkin Modifiers
      Retarget Local Holds and Retarget All Statuses. Deselect the Checkin Modifiers after use.

holds capture checkin modifiers menu

If an item is not found on the shelf, mark it missing.

  1. Select each item.
  2. Right-click or use the Actions menu to select Mark Item Missing

If the item is later found, check-in the item and follow the screen prompts.

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Clearing Shelf-Expired Holds

It’s important that expired holds are routinely cleared from the holds shelf physically as well as in Evergreen.  Holds will expire on the shelf after eight days.

The updated workflow for clearing the holds shelf is:

  1. Go to Circulation > Holds Shelf. (Note: you can cancel holds from the Holds Shelf using the Actions drop-down menu.)
  2. Click Show Clearable Holds to list items to clear, including expired holds and canceled holds.
  3. Print the list of “Clearable Holds” and pull the items off the shelf.
    1. format the printout: go to Administration → Workstation → Print Templates and customize the Hold Shelf List template. Save locally.
    2. On the Holds Shelf screen, click Print Full List.
  4. Then, go to Circulation > Checkin. Set the Checkin Modifier Clear Holds Shelf. Scan each item. (IMPORTANT: Turn off the modifier when you are finished!)

NOTE: After discussing with the Circulation Committee, it is NOT advised to use the Clear These Holds button, as it can delete the entire list of expired/canceled holds from the list, which may not always be desired.

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Cash Reports

Cash reports are useful for quickly getting information about money that your library has collected from patrons. This can be helpful in a few different scenarios, such as:

  1. Reconciling a cash drawer at the end of the day.
  2. Seeing how popular a specific payment type is (perhaps when evaluating a food-for-fines program).

Evergreen payments are divided into two different types:

  • Desk payments in which a staff member simply accepted a credit card, check, or cash payment. These are associated with the staff person’s workstation.
  • User payments in which a staff member had to make a specific decision about whether to accept a payment of goods or work; or forgave or granted credit to a particular patron. These payments are associated with the user. Note: If a staff member works at more than one location, user payments are associated with their home library.

To use the cash reports,

  1. Go to Administration > Local Administration > Cash Reports.
  2. Select the time period and library you are interested in. Click Submit.

Accessing Lost Notices

While logged into Evergreen, access to print notices is available at https://egstaff.westchesterlibraries.org/notices/index.html. If you bookmark the page, you can right-click the bookmark and open in a new tab for easy, daily access.

When you first access the notice link, it will ask for a username and password. Enter your Evergreen sign in (AD credentials).

When the page loads, follow your library link. Dates for which your library has notices appear in descending order. Lost notices are available for 1 month, in keeping with the WLS privacy policy.

Note: The Lost Notices Link has been known to act intermittently.  If you cannot access the link the first time you open it, wait 30 minutes and try again.  If this does not work, email Technology Trainer, Allison Pryor (apryor@wlsmail.org) and she will download and email you the PDFs.

Because Notices expire after a month, you may want to download and save your library’s Lost Notices into a folder in your library share drive.

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Weekly Maintenance

Managing Pending Patrons

Note:  Not every library accepts patron registrations via the pending patrons option.  Check with your TechXpert or supervisor before continuing.

  1. In the staff client select Circulation → Pending Patrons.
  2. Select the patron you would like to review. In this screen you have the option to Load the pending patron information to create a permanent library account.
  3. To create a permanent library account for the patron, click on the patron’s row, click on the Load Patron button at the top of the screen. This will load the patron self-registration information into the main Patron Registration form. Verify the data entry.
    **Manually update the Password field to match the last 4 digits of the Daytime Phone field.**
  4. Enter Fill in the necessary patron information for your library, and click Save to create the permanent patron account.

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Monthly Maintenance

Transit List

The transit list is used to track items that have been in the delivery longer than expected; processing includes canceling transits, marking items missing, and retargeting holds. Best practice is to check the list once a month.

Go to Administration → Local Administration → Transit List.  Your library will already be selected.

  1. Make sure you are looking at the Transits To display
  2. Sort Your List by column headerText that lists steps for checking for the fist time. Set the Start date to March 14, 2019. Set the end date to one month before today's date. Configure your columns. Add Shelving Location, Call Number Label, Last Name , and Patron Barcode. Remember to save.
    • Shelving Location to check shelves
    • Send Date/Time column header to sort the list by the oldest transit date to the newest.
    • Barcode column header if you would like to sort your library’s items first.
  3. Print the Transit List using the Print Full Grid option found in the drop-down menu to the right of the page sorter.
  4. Check your shelves for any items on the list.

For your items

  1. If found, select the items and choose Cancel Transit to change the transit status. This action prevents the patron holds from lingering indefinitely.
    A confirmation pop-up display that indicates if there are holds associated with the transit and will re-target those holds
    Click Cancel Transit. The transits disappear from the list and the copy status changes to “Canceled Transit”
  2. If not found, Cancel the transits as above. Then add the items to a bucket.
    Go to Cataloging > Item Buckets. Choose your bucket and edit the status of the items to Missing (permissions may be needed to change the item status).

For another library’s item

    1. If found and meant to fill a hold at your library, go to the patron record to verify the hold.
      Check the item in to change the hold status for Ready For Pickup
    2. If not found and meant to fill a hold at your library, open the title link in a new tab
      On the View Holds tab, select the item and go to Actions>Find a new target. This will prompt the system to look again for another copy.

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Quarterly Maintenance

Closed Dates Editor

To add or edit regularly scheduled library hours or closed days of the week, such as every Sunday, send a help desk request to helpdesk@wlsmail.org.

A closed date will not be used by the system as a due date or a hold pickup date. Within the closed dates editor screen, scheduled closed dates are listed and can be scoped by date.

For information on updating your library’s Closed Dates Editor, please see the Local Administration Essentials guide.

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