Handling Items with Work Orders

Handling an Item Sent by a Work Order to Your Department

If a Work Order is initiated on an item by a Department or Circ Desk to your department, your department should Scan in Item when it arrives. 

• When you Scan in Item, set a status. The status depends on Work Order Type and may be as simple as Received or In Process.
• If you do not Scan in Item and set a status, there will be no status. 
  • When you see an item in a Work Order and it has no status, this will usually mean that the department has not yet processed the item/bin, or that the bin/item is still in transit to them.  
  • Example: a Circ Desk initiates a Work Order for Preservation/Collections Care. When the item arrives, Collections Care should Scan in Item and give it a status. This will let everyone know that the item arrived at Collections Care. 

Once an item has been scanned in by the department and an initial status has been set, staff members in that department (and only that department) can change the status at any time. (See next section)

Note for 625 Shelf Prep / Metadata Creation Staff

Change your Currently at to the department that acquired the material (e.g. ITS, Judaica, etc.)

Change a Work Order Status

There are two ways to change the status of an item in a work order for your department. These steps can also be used to set an initial status if the item is already in a work order for your department but has no status yet. 

Option 1: Scan In Item (one at a time)

1. Go to the Scan in Item screen (available from both the Acquisitions and Fulfillment menus)
2. Update the Set Status To field
3. Done should be No
4. Scan in barcode

Option 2: In Process Items Screen (multiple items at once)

1. Go to either of these menus (they go to the same page):
   1. Acquisitions > Receiving Departments Items
   2. Fulfillment > Manage in Process items
2. Use the filters or the search box as needed
3. Check off the items that need to be changed
4. Use the Change Status button in the upper right

Mark a Work Order as Done

Note for 625 Shelf Prep / Metadata Creation staff

Change your Currently at to the department that received the material.

Option 1: Scan In Items Screen

1. Go to Scan In Items
2. Set Done to Yes
3. Scan in the item

The item status field will be disregarded when you use the Done option.

Option 2: Manage In Process Items Screen

1. Go to Manage In Process Items
2. Use the checkboxes at the right to select one or more items
3. Click on Done in the upper right.

Alternatively, use the row action item icon (the ellipsis) on an individual item and choose Done from the menu.

Transfer a Work Order to Another Department of the Same Work Order Type

If a item is in a work order for one department, and another department of the same work order type scans it in, the original work order is transferred from the original department to the department scanning in the item.

Example: If something is received by a Tech Services Dept and Kept in Department at the home library, and a different Tech Services Department scans it in, the item is now in place at the new department, and the work order for the receiving department is closed.

Printing Slips

There are two ways to print a slip for an item in a work order:

• After using Scan in Items, choose the ellipsis and Print Slip
• Go to Manage In Process Items, choose the ellipsis and Print Slip

Note: If you choose Print Slip for material that was sent to a Tech Services Department via work order - rather than received and kept in the department - Alma will print the Resource Request Slip Letter instead of the Receiving Slip Letter (Arrival Slip).