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Hold Fulfillment Policy

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Use this screen to create or edit hold fulfillment policies which determine how long items are on the hold shelf.

To access this screen, sign in Service Configuration, open the WMS Circulation left navigation, select Holds and Schedules, and then select the Hold Fulfillment Policy link.

Use this screen to determine how long items are on the hold shelf.

  • The hold shelf is the location in your library where items on hold are stored until picked up by patrons.

Create or edit hold fulfillment policies

  1. On the Hold Request Policy screen, click Create New, or click the Policy Name you want to edit.
  2. On the Create New or Edit Policy screen, enter a Policy Name.
  3. Fill in the Hold Fulfillment Policy fields.
  4. Click Save.

Hold Fulfillment Policy fields

Use the descriptions for the Hold Shelf Expiration and Fulfillment sections of the Hold Fulfillment Policy fields to help create your hold fulfillment policies.

Hold Shelf Expiration

Field Description
Hold Shelf Period.
  1. Amount of time the item is available on the hold shelf.
    • The time begins when the item is checked in at the pickup location.
    • Patrons have the duration of the period to pick up their hold .
    • At the end of the period, if the item is not picked up, the system sends the Hold Shelf Expiration Notification Policy and the item is listed in the Clear hold shelf report for removal from the hold shelf.
    • Exclude closed hours: If disabled (default), the hold shelf period will continue to include time that your library is closed. 
      • When enabled, the hold shelf period will only include time that the pickup location is open.  The calculated hold shelf period will not expire when your library is closed and patrons will have the configured amount of time to pickup their reserved items.

         Note: The open hours of the pickup branch are used if the branch's open hours are set to override your institution hours.  

    • Limit to hold expiry date:  If enabled (default), the item's hold shelf period will be limited to the unfulfilled hold's expiry date.
In-House Use Period
  1. Specify an amount of time for a patron to consult an item reserved for in-house use. The In-House Use Period is an optional configuration to adjust the hold's expiration date automatically when a reserved item is consulted in house for the first time. This hold reservation period will be calculated from the moment the request moves to In use status. See Manage in-house use of items for more information.
    1. Optional. Select the Exclude closed hours option to calculate the duration using only the time when the pickup location is open. The open hours of the branch are used if that branch's open hours are set to override your institution's hours. 
      • If you do not want the hold shelf expiry period to be adjusted at the first in-house use, you may leave the In-House Use Period blank
Hold Shelf Expiration Notification Policy
  1. Select the hold shelf expiration notification that will be sent to the patron when their hold expires from the Hold Shelf.

Fulfillment

Field Description
Bill For Picking Up Hold Automatically bill a patron when the requested material is checked out to their account or the item is used in-house for the first time. Select a fixed bill from the list. Create fixed bills on the Bill Structures screen.
Item Approval Determine if the requested material should automatically be set to be approved by an authorized member of library staff. The hold will not display as Ready for use when in this state. Refer to Hold approval and preparation for more information.
Item Preparation Determine if the requested material should automatically be set to be prepared by an authorized member of library staff. The hold will not display as Ready for use when in this state. Refer to Hold approval and preparation for more information.
Hold Pickup Notification Policy Select the hold pickup notification that will be sent to the patron when their hold is available. Create hold pickup notifications on the Notification Policies screen.

Notifications

Fulfilled Hold Notice

Once you have created a Fulfilled Hold Notice in the Holds section of the Next-Generation Notifications module, complete the below settings:

  • Configure notification: Toggle to Yes to expand full configuration options. Configure all settings once the configuration options appear.
    • First choice reply-to address: Select the reply to address to use for the notification. Options include:
    • Second choice reply-to-address: Select the second choice for reply-to address. Only appears if Use the address configured by patron type is selected for the First choice reply-to address. 
    • Proxy borrowing: Determine how to send notifications when an item is checked out by a proxy account. Options include:
      • Send to primary patron only
      • Send to proxy patron only
      • Send to primary and proxy patrons
    • Use open hours to calculate fulfilled hold notices?:  Determine whether to use open hours for hold notices.
    • Select the Template to use.
    • Schedule after hold fulfilled: Determine the cadence of sending the notification by Minutes or Hours.

Fulfilled Hold Reminder

Once you have created a Fulfilled Hold Reminder in the Holds section of the Next-Generation Notifications module, complete the below settings:

  • Configure notification: Toggle to Yes to expand full configuration options. Configure all settings once the configuration options appear.
    • First choice reply-to address: Select the reply to address to use for the notification. Options include:
    • Second choice reply-to-address: Select the second choice for reply-to address. Only appears if Use the address configured by patron type is selected for the First choice reply-to address. 
    • Proxy borrowing: Determine how to send notifications when an item is checked out by a proxy account. Options include:
      • Send to primary patron only
      • Send to proxy patron only
      • Send to primary and proxy patrons
    • Use open hours to calculate fulfilled hold notices?:  Determine whether to use open hours for hold notices.
    • Series Schedule: Determine on which schedule to send the notification before expiration occurs. 
      • Select the timeframe after the due date for which to send the notification. Options include:
        • Minutes
        • Hours
        • Days
        • Weeks
        • Months
      • Select the Time to send the notification. Options include:
        • At the due time
        • At opening time
        • At closing time
        • At a specific time. An additional box appears to enter the specified time upon selection.
      • Select the Notification Template. 

Fulfilled Hold Expiration Confirmation

Once you have created a Fulfilled Hold Expiration Confirmation in the Holds section of the Next-Generation Notifications module, complete the below settings:

  • Configure notification: Toggle to Yes to expand full configuration options. Configure all settings once the configuration options appear.
    • Select the Template to use.
    • First choice reply-to address: Select the reply to address to use for the notification. Options include:
    • Second choice reply-to-address: Select the second choice for reply-to address. Only appears if Use the address configured by patron type is selected for the First choice reply-to address. 
    • Proxy borrowing: Determine how to send notifications when an item is checked out by a proxy account. Options include:
      • Send to primary patron only
      • Send to proxy patron only
      • Send to primary and proxy patrons

Fulfilled Hold Deletion Confirmation

Once you have created a Fulfilled Hold Deletion Confirmation in the Holds section of the Next-Generation Notifications module, complete the below settings:

  • Configure notification: Toggle to Yes to expand full configuration options. Configure all settings once the configuration options appear.
    • Select the Template to use.
    • First choice reply-to address: Select the reply to address to use for the notification. Options include:
    • Second choice reply-to-address: Select the second choice for reply-to address. Only appears if Use the address configured by patron type is selected for the First choice reply-to address. 
    • Proxy borrowing: Determine how to send notifications when an item is checked out by a proxy account. Options include:
      • Send to primary patron only
      • Send to proxy patron only
      • Send to primary and proxy patrons

Fulfilled Hold Completion Confirmation

Once you have created a Fulfilled Hold Completion Confirmation in the Holds section of the Next-Generation Notifications module, complete the below settings:

  • Configure notification: Toggle to Yes to expand full configuration options. Configure all settings once the configuration options appear.
    • Select the Template to use.
    • First choice reply-to address: Select the reply to address to use for the notification. Options include:
    • Second choice reply-to-address: Select the second choice for reply-to address. Only appears if Use the address configured by patron type is selected for the First choice reply-to address. 
    • Proxy borrowing: Determine how to send notifications when an item is checked out by a proxy account. Options include:
      • Send to primary patron only
      • Send to proxy patron only
      • Send to primary and proxy patrons

Copy hold fulfillment policies

  1. Click the Policy Name you want to copy.
  2. In the top right corner, click Copy. The copied policy appears.
  3. Enter a policy name and edit any additional fields.
  4. Click Save

Delete hold fulfillment policies

Policies cannot be deleted if they are in use.

  1. Click the Policy Name you want to delete.
  2. In the top right corner, click Delete.
  3. On the Confirm window, click OK.

Related policies

Hold Fulfillment Policy depends upon:

Hold Fulfillment Policy is used in: