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View statistics and reminders sent

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Find information on how to view circulation statistics and reminders sent for single items, multipart items, and serial items.

From the Copies screen you can view statistics and reminders sent for a single item, a multipart item, or a serial item.

Open the Copies screen

  1. Using Discover Items, find an item you want to add to your holdings or edit.
  2. On the search results screen, click the item's title.
  3. If the Copies screen does not appear, click Copies in the upper right corner.
    • Filter the Copies by Branch/Shelving Location or Branch/Temporary Shelving Location.  The filter selection will persist for the duration of your current session and will persist as you move between Circulation and Record Manager. 

       Note: The copy results may be automatically filtered to the branch you chose when logging into WMS if the relevant Institution Setting has been enabled in Record Manager. For more information, see Automatically filter selected copies list to branch.

View circulation statistics

  1. For single items, on the Copies screen, in the row for the item you want to edit, click View/Edit.
  2. For items in a multipart set or a serial set, on the Copies screen, click the row for the set containing the item you want to view. The items in the set appear under Holdings for Selected Copy. In the row for the item, click View/Edit.
  3. On Item screen, in the upper right corner, click Statistics.

Statistics are available only for barcoded items that have circulated at least once. WorldShare Reports leverages your statistics in order to provide access to multiple Circulation reports that allow you to better understand library activities and track key metrics over time.

Column Description
Status

Current circulation status of the item including patron information if applicable

 Note: If its proxy patron is associated with the item's current status, the primary patron's name will also display.
Last Seen

Date/Time and branch that the item was last checked out, checked-in using any mode (Auto, Non-loan Return, or Inventory), or renewed at a specific branch by a staff member. See Manually update the Last Seen date and location for more information.
Issued Count Total number of times that the item has been checked out or renewed.
Issued Count YTD Total number of times that the item has been checked out or renewed since January of the current calendar year.
In-House Use Count

The number of times the item is marked In use per hold.

  • Subsequent updates to In use status will not update the In-House Use Count. This count is updated once per hold fulfilled in-house.  
In-House Use Date

Date/Time that the item was marked In use for the most recently fulfilled hold.

  • Subsequent updates to In use status will not update the In-House Use Date. This count is updated once per hold fulfilled in-house.  
Soft Issued Count Total number of times that the item was checked in using the Non Loan Return check-in Mode
Soft Issued Count YTD Number of times the item was checked in using the Non Loan Return check-in Mode during the current calendar year
Inventoried Count

Number of times an item was inventoried

 Note: This is incremented when an item is checked in with the Inventory Mode.
Last Inventoried Date/Time the item was last inventoried
Last Issued

Checkout date/time of the previous, terminated loan.

  • This is not the current checkout date/time if the item is actively on loan.
Last Loan Ended

Date/Time the item's most recent loan ended

  • A loan may have ended because the item was checked in or the patron claimed the item was lost, already returned, or was never on loan to them.
    • If the patron claimed that the item was already returned, then the date and time specified for the return will be recorded. If a check-in was backdated or occurred offline, then the date and time specified will be recorded.
Last Issued To

The name of the patron that checked out the item.

If retention of this field is disabled or the patron record no longer exists, the name of the institution that last borrowed the material appears in the Last Issued To field. Refer to History, Item Statistics: Last Issued To to disable retention.

 Note: If its proxy patron is associated with the item's last issuance, the primary patron's name will also display.
Date Issued Checkout date/time of the current, active loan.
Due Date from Issue Due date of the current, active loan.
Date Last Renewed Date/Time the current,active loan was last renewed. 
Reminders Sent

Number of reminders sent to the current patron about this item

 Note: The count will remain until the item is checked out to the next patron

Watch a video

Non loan and inventory check in and item statistics

Run time: 7:34

In this video, you will learn how to perform non loan and inventory check ins, as well as how these actions affect the item statistics.

 

Manually update the Last Seen date and location

Update an item's last seen statistics to specify a location inside a branch to monitor exactly where and when a barcoded item was last seen or processed at a library location. 

 Note: Updating last seen statistics will not change the item's status or impact circulation policies. Last seen statistics are informational only.

Any user with a Circulation or Student Worker role can navigate to the item Statistics screen to view or update when and where an item was last seen. Use the Edit button to open the editing options:

  1. Navigate to the item Statistics screen.
  2. Use the Edit button next to the Last Seen information. Options include:
    1. Use the drop-down to select any Branch Location currently configured for your branch.
    2. Enter a one-time, custom location value up to 50 characters in length.
    3. To update the last seen date and time to your current branch, leave the entry box blank. This will clear any previously selected location.
  3. Click Update.

The following actions will continue to automatically update last-seen statistics to reflect where and when an event took place:

  • Check in
  • Inventory
  • Non-loan return
  • Check out
  • Mark in Use
  • Mark Ready for Use
  • Renew (excluding renewals done via My Account or automatic renewal)

View reminders sent

  1. For single items, on the Copies screen, in the row for the item you want to edit, click View/Edit.
  2. For items in a multipart set or a serial set, on the Copies screen, click the row for the set containing the item you want to view. The items in the set appear under Holdings for Selected Copy. In the row for the item, click View/Edit.
  3. On the Item screen, in the upper right corner, click Statistics.
  4. On the Statistics screen, under Reminders Sent, click Details.
Some columns need explanation:
 
Column Description
Notice

The type of notice that was sent out.

To view all notification types, see Notification Policy.
Type Sent The type of notice that was created (Email or Print).
Notice Status

Whether the notice was successfully created or failed:

Status Description
Creation Failed Communications between Circulation and the Notification Service failed.
Creation in Process The message is being processed by the Notification Service but hasn’t been sent to the server that delivers email notices.
Successfully Created The message was created and sent to the server that delivers email notices.

Reminders are retained until item’s next checkout. Reminders cannot be manually resent.

For information about notices sent to patrons when notification history is stored, see Notification history.