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Overview

After entering your search criteria then either a single request or a results grid displays.  

if no requests are retrieved then the following error displays:  

Your search did not retrieve any requests. Please try again.

if more than 500 requests are retrieved then the following error displays:

Your query found more than the maximum number of requests that can be retrieved.  Please refine your search and try again.  

By default the maximum number of requests retrieved is 500.  It is possible to configure this number.

When working in a shared system, staff at the requesting library and at the current supplying library are the only ones that are allowed to update requests.  Staff from other libraries may query and view the request and have the option to add a note.


On this page

Single request retrieved 

When the search you entered retrieves only one request then only this request displays.  You can see the constant request information, the tabs and the request history.


At the top of the tab the Exact Query drop down and input box displays. This streamlines processing for a batch of requests where you have an exact number readily available, e.g., a request number or a barcode, since as soon as the current request is updated, you can enter the next number.


Results grid

When the search you entered retrieves more than one request then a grid displays with the results.

The following columns display:

Request NumberRelais request number
TitleTitle of the publication, e.g., book title or journal title
AuthorAuthor of the publication
Submitted OnDate the request was submitted
Need BeforeNeed by date if provided by the requester
Due DateIf the request has been updated as a loan, the due date
Status DateDate and time of the current status
StatusCurrent status

It is possible to configure the grid, for example by hiding columns and changing the names of the column headings.  


The number of requests retrieved displays in the upper right of the grid. 

By default up to 100 requests display on a single page.  The maximum number of requests per page is configurable.

If there are more than 100 requests, then you can navigate to other pages using the arrows.  The number of pages displays in the upper left of the grid.  

Sorting the results

Columns can be sorted in ascending and descending order.  For example, the following results grid has been sorted on the Status column.  

To sort the results, click on the column heading.  

When sorting results that span multiple pages, all the results are sorted, not just the page currently displayed.

View a specific request

To view a specific request, click on the request in the grid - anywhere in the row.  You can now see the constant request information, the tabs and the request history.

To close this request, click on the minus sign or click on another request.

EACH TIME YOU OPEN A REQUEST RELAIS CHECKS THE CURRENT STATUS AND UPDATES IT ACCORDINGLY AND DETERMINES WHAT TAB OR TABS TO DISPLAY.

FOR EXAMPLE

  • IF YOU UPDATE A REQUEST AS A LOAN, THEN THE STATUS THAT IS DISPLAYED REMAINS AT SCAN OR UPDATE UNTIL THE NEXT TIME YOU OPEN THE REQUEST. 
  • THE REQUEST HISTORY IS NOT UPDATED UNTIL THE NEXT TIME YOU OPEN THE REQUEST


Display of a request

There are three components to the display

Constant request information

The following information displays:

Request NumberRelais request number
TitleTitle of the publication, e.g., book title or journal title
Requested By

For requests from patrons: the name and the patron ID

In a shared database the patron name and ID only display if the patron is from your library. Staff from other libraries do not see your patron information.

For requests from other libraries: the library name and symbol

Submitted OnDate the request was submitted
Need By DateNeed by date if provided by the requester
Status DateDate and time of the current status
StatusCurrent status
NotesAny notes provided by the requester
Request status

The current status for each request is determined when the request is retrieved as a single request or when the request is opened in the results grid.  The status depends on a number for factors, including:

StatusUsed when

Name of the current RequestFlow queue. For example:

  • Search Auto - Supplying
  • Print Request
  • Scan or Update - Internal
  • Review Queue - List Exhausted
  • Email Delivery

 Requests

  • not yet updated as a loan, or
  • for which no document has been sent, or
  • no Reason Unfilled has been assigned
  • Reason Unfilled has been assigned but no message sent

Article Sent

Document has been supplied and sent to the requester
Shipped

Request has been updated using the Ship Loan tab

This status is used only in a shared system and is seen only if you are at the supplying library.

On LoanRequest has been updated using the Loan tab
Sent Back

Request has been updated using the Send Back tab

This status is used only in a shared system and is seen only if you are at the requesting library.

ReturnedRequest has been updated using the Return tab
OverdueRequest has been updated by Loan Notices as overdue.

Recalled

Request has been updated via Loan Tracking as Recalled

Renewal Requested

A renewal for an item currently on loan has been requested.
Renewal RefusedA request for a renewal has been refused.
RenewedAn item currently on loan has been renewed.
DamagedAn item sent or received has been reported damaged.
LostAn item sent or received has been reported missing.
MissingAn item sent or received has been reported lost.
UnfilledRequest has been updated with a Reason Unfilled, e.g., Not on shelf, No locations found, and a message sent to the requester
CancelledThe patron or requesting library has cancelled the request or staff has updated the request indicating the requester has cancelled, i.e., assigned Reason Unfilled = "Request Cancelled (CRQ)"


Tabs

When a single request displays or a request is selected in the results grid, one or more tabs display depending on the current status of the request.  

Currently the possible tabs are:  

Ship Loan

The Ship Loan tab displays when a request is in a Scan or Update queue.

This tab displays only in a shared system.

This tab is used in a shared system only. It is used to update a request when:

  • loaning an item or items to another library in your shared system
LoanThe Loan tab displays when a request is in a Scan or Update queue.

This tab is used to update a request when:

  • loaning an item or items to another library
  • loaning an item or items to a patron (received from an external library)
Send Back

The Send Back tab displays when there is an item or items on loan for the request.

This tab displays only in a shared system.

This tab is used in a shared system only. This tab is used to update a request when:

    • returning a book that you loaned to a patron that was supplied from another library in your shared system
ReturnThe Return tab displays when there is an item or items on loan for the request.

This tab is used to update a request when:

    • returning a book that you loaned to another library
    • returning a book that you loaned to a patron 
Unfilled The Unfilled tab displays when the request is any queue prior to delivery, e.g., Search Manual - Supplying, Scan or Update.This tab is used to indicate a reason for non-supply, e.g., Not on shelf, No locations found
Bib InfoThe Bib Info tab always displays.This tab is used to view bibliographic information from the request and to update it as required. 

Standard buttons

At the bottom of each tab is a set of standard buttons.

Add Note

You can use the Add Note button at any time to add a note to the request history.  

  • After entering your note click Update

  • To clear the note you have entered, click Clear
  • To return to the tab without adding a note click Cancel

Display of the Add Note button is optional

Patron Record

If using NCIP or eSIP and you need to be able to update the patron barcode in order for the AcceptItem message to be successful, then use the Patron Record button.

  • After entering the new barcode click Update

  • To clear the barcode you have entered, click Reset
  • To return to the tab without updating the barcode click Cancel

If you are part of a shared system, the Patron Record only displays for requests from your own patrons.

Configure Standard Buttons

To hide or displays any standard buttons contact Relais Support

Request history

Under the tab or tabs the full request history displays.

To expand any of the lines in the history, highlight the line and click

Configure the query results and the grid

Any of the following items can be configured for each staff group.  

  1. Maximum number of requests to retrieve

    The default number of requests retrieved via a query is 500, you can configure a different maximum number.  
  2. Maximum number of requests to display in one page of the grid.  

    The default number of requests that display in one page of the results grid is 100, you can configure a different number to display.  
  3. The results grid

    In the results grid you can:
  • hide columns
  • change the columns' heading name
  • change the default sort by field (Request Number by default)
  • change the default sort order (Ascending by default)
To make configuration changes on the results grid contact Relais Support and specify the changes you want.



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