1. How to configure and use title hold requests version 18
Presenter: Yoel Kortick

2. Introduction
This presentation assumes that the reader has already read the following existing documentation regarding title hold requests:
Section 17.2 “Title Requests” of the version 18 staff user’s guide, chapter on circulation
Section 48.3 “Creating a title request” of the version 18 system librarian’s guide, chapter on circulation

3. Introduction
This presentation will answer recent inquiries regarding title hold requests including why
Sometimes Hold requests are not created for all related items and sometimes only for some items
Sometimes Hold requests are created with interest date
The “Pickup location” appears to vary when making title hold requests

4. Scenarios
We will demonstrate and show configuration of the following three scenarios when title request is made:
An active hold request will be created for all items related to the bibliographic record. Request dates will be filled in with actual dates – thus all requests are active.
An active hold request will be made for one item while other items of the same bibliographic record will have no hold requests.
An active hold request will be created for one item, and an inactive hold request will be created for another item. In the inactive hold request the dates will be filled in with

5. Scenarios
Only after studying the relationships between the tables and items of all three scenarios will the logic behind the “title requests” setup become clear.

6. tab_roster
The file tab_roster may be present in each adm library data_tab (multi adm setup) or in the common $alephe_tab.
If the file is present in $alephe_tab then it should be empty in the $data_tab directories
In this presentation we will use tab_roster in the $alephe_tab directory
Tab_roster is used in conjunction with ADM $data_tab/tab37

7. tab_roster
This table sets the roster of potential suppliers that will be queued for the fulfillment of a title request.
The table defines groups of potential suppliers per pickup location. The potential suppliers may be either ADM libraries or sublibraries within the ADM.
A potential supplier will be queued for a title request fulfillment only if it has a requestable item.

8. tab_roster Here we have tab_roster set as follows: Thus:!
!!!!!-!!-!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!
HIL 01 N USM50
HYL 01 N MED HIL
Thus:
When the pickup location is HIL potential suppliers of the item are all sub libraries of USM50
When the pickup location is HYL potential suppliers of the item are sub libraries MED and HIL

9. Scenario 1 We will begin now with scenario 1:
An active hold request will be created for all items related to the bibliographic record. Request dates will be filled in with actual date – thus all requests are active.

10. All item statuses may be loaned and requested (tab15.lng)
Scenario 1
System number in USM01, “The Brady Bunch Movie”, has three items in different sub libraries:
Barcode in sub library WID (Main Library)
Barcode in sub library HIL (Humanities Library)
Barcode in sub library HYL (East Asian Library)
All item statuses may be loaned and requested (tab15.lng)

11. Scenario 1 All items get loaned
Barcode loaned to patron id
Barcode loaned to patron id
Barcode loaned to patron id

12. Scenario 1
Patron “Thurston Howell”, ID has permission to make up to 100 title requests

13. Scenario 1
Patron “Thurston Howell”, ID logs into the web OPAC:

14. Scenario 1
And searches for and finds System number in USM01, “The Brady Bunch Movie”
From the full view Thurston clicks “Title Request”

15. Scenario 1
He chooses pickup location “Humanities Library”, which is HIL !
!!!!!-!!-!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!
HIL 01 N USM [This is HIL in tab_roster]

16. Scenario 1
The Title Hold Request is registered

17. Scenario 1
The Title Hold Request could also have been made via the GUI, as will be done in scenarios 2 and 3

18. Scenario 1 After the title request is made:
In the item list tab of the circulation module of the GUI “Requested” appears with barcode , which is in sub library Humanities. This is because “Humanities” (HIL) was chosen as the pickup location.
When selecting any item from the items list, it states “Hold Requests (1,1)”, because it is a “Title Hold Request”.

19. Scenario 1
Regardless of which barcode we select from items list before clicking on “Hold request” in the navigation pane, we have the same information. It is one “identical” hold request on all items.
This is the same information for all items

20. Scenario 1
The title hold request also appears in the patron tab of the circulation module under the “Hold requests” node and the “Title Requests” node.

21. Scenario 1
HIL was chosen as the pickup location. We stated in tab_roster that any library from USM50 is a potential supplier. !
!!!!!-!!-!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!
HIL 01 N USM50 [This is HIL in tab_roster]
This is the list of options for pickup location which user received:

22. Scenario 1 The list of pickup locations was created as follows:!
!!!!!-!!-!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!
HIL 01 N USM [This is HIL in tab_roster]
All usm50 sub libraries
All usm50 sub libraries for which system number has an item
All sub libraries which appear in columns 6-15 of tab37 where column 1 of tab37 is a sub library for which there is an item

23. Scenario 1 System number 96088 has items in WID, HIL and HYL.
These sub libraries appear as follows in ADM $data_tab/tab37 !
!!!!!-!!-!!-!!-!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!
WID ## ## ## # HOME LIT LAW WID MUS ELEC5 MED
HIL ## ## ## # HILR WID LAW MUS HIL HYL
HYL ## ## ## N HYL =
All of these are thus pickup locations

24. Scenario 1 Summary regarding pickup locations
Note that tab_roster does not set which items will influence the pickup list, nor does it influence which suppliers (sub libraries or ADM libraries) will be requested .
The pickup list is always a list of all tab37 pickup locations of all requestable items. All requestable suppliers will always be requested.
tab_roster comes into play at a later stage - when the request is submitted. It then sorts the requested suppliers (sub libraries or ADM libraries) in the queue.

25. Scenario 1 Item in the WID sub library is returned:
And a message is received that the item has holds

26. Scenario 2 We will continue now with scenario 2:
An active hold request will be made for one item while other items of the same bibliographic record will have no hold requests.

27. Both item statuses may be loaned and requested
Scenario 2
System number in USM01, “TV Favorites”, has two items in different sub libraries:
Barcode in sub library HIL (Humanities Library)
Barcode in sub library WID (Main Library)
Both item statuses may be loaned and requested

28. Scenario 2 Both items get loaned
Barcode loaned to patron id
Barcode loaned to patron id

29. Scenario 2 In $alephe_tab/tab_roster we have:!
!!!!!-!!-!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!
WID 01 N WID HIL
In ADM $data_tab/tab37 we have: !
!!!!!-!!-!!-!!-!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!
WID ## ## ## # WID LAW
HIL ## ## ## # HIL MED
Thus when making title hold request our options for pickup location will be: WID (Main Library), LAW (Law Library), HIL (Humanities Library) and MED (Medicine Library)

30. Scenario 2
A title request is made for Thurston Howell for barcode (in WID Library). Request is made via GUI.

31. Scenario 2
The option title request is checked

32. Scenario 2
The options for pickup location are made from the combination of tab_roster and tab37
We choose WID (Main Library) as the pickup location

33. Scenario 2
If from the items list we choose the item which is in the WID (Main library) then we see “hold requests (1,1)” in the hold requests node of the navigation pane.

34. Scenario 2
If from the items list we choose the item which is in the HIL (Humanities library) then we see do not see “hold requests (1,1)” in the hold requests node of the navigation pane.
In scenario 1 we did see “hold requests (1,1)” in the hold requests node of the navigation pane for all items.

35. Here it is in Hold Requests node
Scenario 2
Here it is in Hold Requests node

36. Scenario 2
The reason a hold request was not created for the item in HIL sub library is as follows:
We chose pickup location WID
In tab37 when the sub library location is HIL the only possible pickup locations are HIL and MED (and not WID).
HIL ## ## ## # HIL MED [HIL in tab37]
There is no option for pickup location WID when HIL is the item sub library. We chose WID as the pickup location and thus no hold request will be created when item is in HIL sub library. A hold request “couldn’t” be made because WID is not a possible pickup location for the item.

37. Scenario 3 We will continue now with scenario 3:
An active hold request will be created for one item, and an inactive hold request will be created for another item. In the inactive hold request the dates will be filled in with

38. Both item statuses may be loaned and requested
Scenario 3
Now we have a similar situation to scenario 2.
System number in USM01, “TV Favorites”:
Barcode in sub library WID (Main Library)
Barcode in sub library HIL (Humanities Library)
Both item statuses may be loaned and requested

39. Scenario 3 Both items get loaned
Barcode loaned to patron id
Barcode loaned to patron id

40. Scenario 3 In $alephe_tab/tab_roster we have:!
!!!!!-!!-!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!
WID 01 N WID HIL
In ADM $data_tab/tab37 we have: !
!!!!!-!!-!!-!!-!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!
WID ## ## ## # WID LAW
HIL ## ## ## # HIL MED WID
In scenario 2 we did not have WID as an option of pickup location when item has sub library HIL. As a result a hold request was not created when a title request was made on a record and WID was chosen as the pickup location and HIL was the item sub library.

41. Scenario 3
A title request is made for Thurston Howell for barcode (in WID Library). Request is made via GUI.

42. Scenario 3
A title request is made and WID is the pickup sub library

43. Scenario 3
When the barcode in the WID sub library is chosen from the items tab of the circulation module it does state “Hold Requests (1,1)

44. Scenario 3
When the barcode in the HIL sub library is chosen from the items tab of the circulation module it does not state “Hold Requests (1,1)

45. Scenario 3
When patron is retrieved via patrons tab of the GUI both items appear in “Hold Requests” node of the navigation pane:
The item in HIL sub library has request dates
The item in WID sub library has “normal” request dates

46. Scenario 3
The item in HIL sub library has request dates

47. Scenario 3
The item in WID sub library has “normal” dates

48. Scenario 3 If the item with request dates 999999 is returned:
A message does not appear that the item has hold requests. This is because the hold request for this item is “inactive”. That is, the request dates are in the future.

49. Scenario 3 If the item with current request dates is returned:
A message does appear that the item has hold requests.
This is because the hold request for this item is “active”. That is, the request dates are current.

50. Scenario 3
When the letter is printed…

51. Scenario 3
The Hold Request gets status “S” on Hold shelf (like other non title hold requests). The inactive hold request remains.
Inactive Hold request
Hold request with status S

52. Scenario 3
But if either of the items are loaned to OR

53. Scenario 3
Then both hold requests are deleted.

54. Scenario 3 So now we must ask:
How come the item in HIL sub library has request dates , but the item in WID sub library has “normal” request dates.

55. Scenario 3
The only way to make multiple items of the same bibliographic record all get current request dates is to have USM50 in column 4 of tab_roster. This was the case in scenario 1.
When column 4 (and on) includes sub libraries, an additional hold request will be created but it will have as the request dates.

56. Scenario 3
Regarding the fact that scenario 1 had USM50 in tab_roster and scenario 3 has sublibraries:
There is a major functional difference between tab_roster that is defined with ADM suppliers (USM50 USM51) and a tab_roster that is defined with sublibrary suppliers (WID HIL). The first views the entire ADM as a single supplier, making the entire ADM a single stop in the queue, while the latter views each sublibrary as a separate supplier, making each sublibrary a separate stop in the queue.