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Parameters and Planning

Let’s go over the parameters and notes for the Create physical item work orders job:

 [Go to EL Knowledge Center page: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/050Administration/070Managing_Jobs/020Running_Manual_Jobs_on_Defined_Sets#Manual_Jobs_and_Their_Relevant_Parameters]

There are additional notes about the effects of running jobs scattered elsewhere in the documentation.


Creating the Set

Create the set for the Withdraw Items job using the following criteria:

  • Use Physical Items search type to act on item records.
  • Use any criteria to search, depending on what they need to do

If you use a file to create your set: For the Withdraw Items job, you can only use Barcode or Item ID as a unique identifier. (JK CONFIRM) To get a list of Item IDs, you can ask for or run an Analytics report based on other criteria that includes the Item record ID in the report, then move that column to the first position and upload it to create the set.

 

Running the Create Physical Item Work Orders Job

Based on the parameters you reviewed earlier, make your choices now:

  1. From the Work Order Type drop-down menu, select the work order you want to place on the items.
  2. From the Department drop-down menu, select the department where the work order items should be sent.
  3. For Do not pick from shelf:
    1. If you already have the items in hand, check the Do not pick from shelf box.
    2. If you do not have the items in hand (you need to request them from other libraries/offsite storage), leave the Do not pick from shelf box unchecked.
  4. Click Next.

Reviewing Job Results

What happens next?

If the item was not already in hand, and the Do not pick from shelf box was unchecked, items will appear on the pick lists of the owning libraries. If the items are in Offsite Storage locations, requests will be transmitted in the next feed to HD or Recap. These request feeds go out three times a day.

When the items are scanned at any circulation desk other than the work order location (for example, at the owning Library’s circulation desk or at the work order destination library's main circulation desk), a pop-up will notify the operator to transit the item to the work order department that you selected when you ran the create the work orders job.

The items will need to be scanned in at the work order department to remove them from transit, and then processed per local Work Order workflow. For more on Work Orders, see the functional documentation.

Verifying & Monitoring Requests

To verify pending requests or track where items are in their work order process, you can either look for individual items or the entire set of items, whichever makes more sense.

To find a single item's requests:

  • You can see the request by performing a physical item search for an item’s barcode and then clicking on the hyperlinked number next to the word “Requests” in the item display to view the item’s request queue.
  • From the main Alma search bar, perform a Requests search on the item’s barcode. All active and waiting requests will appear.

In the event that there are multiple requests on an item, the most recent request will appear last in the queue. However, you can force the priority of a request (see Fulfillment Requests documentation).

 

To find all of the requests on that work order:

  • Under Admin >> Manage Sets, find the itemized set you created, click on Members, then scan the list to see what the current Status and Process type (workflow step) are for each item in the set.
  • Use the Resource Request Monitoring list, if the items are still mostly in the work order (not Done):
    1. Go to Fulfillment >> Resource Requests >> Monitor Requests & Item Processes
    2. Use the facets on the left to limit the list:
      1. Request/Process Type of the Work Order Type you created (such as Imaging Services Work Order)
      2. Pickup Location (the work order department) or Owner (your unit)
      3. If needed, use Request Date to narrow it further, and then any other facets that will help.
    3. Review all of the requests and their current workflow step there.

 

 

Harvard Documentation

Work Orders

Initiating Work Orders in Batch

Sets documentation and online training materials

Ex Libris Documentation

Managing Requests and Work Orders

Running Manual jobs on Defined Sets

Overview of Jobs – Batch Job Planning Guidelines (for time)

Managing Jobs and Sets section page

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