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Patron history

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Learn about patron history, which includes Transaction History and Notification History.

History

Includes Transaction History and Notification History, if you have chosen to store this information. These settings are optional and must be activated in OCLC Service Configuration (WorldShare Circulation > Admin/General > History). If you choose not to store this information, the History tab does not appear. For more information on storing history, see History.

For information on available reports, see Circulation reports.  

 Note: For information regarding which Circulation roles allow staff to see transaction and notification history, see Circulation roles.  

Transactions

The system retains circulation transactions (check ins, check outs, etc.) related to items and patrons when transaction history is stored.

  • For Circulation groups:
    • Library staff are able to view all retained transactions for patrons and items, regardless of where the event took place or the home library of the patron or item. For example, you will be able to see history for your patrons, even if they checked out or returned materials at a different library in your group.
      • For the best experience, all members of the group should consider retaining transactions for the same period of time. Only transactions within the relevant retention period will be displayed to library staff. Refer to Admin/General, History to verify staff transaction history settings.

Transaction history is stored:

  • In the Transaction History section of the Item Details screen (item transaction history)
  • In the History tab of a patron account (patron transaction history)
  • Columns include:
    • Date: Date and time of the transaction
    • Transaction: Type of transaction
      • Transaction values
        • Check Out
        • Check In
        • Renew
        • Change Due Date
        • Claimed Lost
        • Claimed Returned
        • Claimed Never Had
        • Found
    • Title: Title of item
    • Barcode: Barcode of the item
    • Recorded by:  Person performing the transaction 
    • Source: Application or service that originated the transaction event. See Report objects D-H for more information about the Event Transaction Source Report Object.
      • Source values
        Action completed via

        Source

        Transaction History in Circulation

        Event Transaction Source

        Circulation Events universe in Report Designer
        WorldShare Circulation staff application Staff STAFF
        Offline Circulation client Offline Circulation OFFLINE
        SIP2 Self Service SIP

        Library Policy 

        ex/ automated renewal

        		 System POLICY

        WorldCat Discovery My Account
        Patron Profile

        		 Patron/External Application PLATFORM_PATRON

        Staff Profile

        Digby

        		 External Application NCIP_API_LEGACY

        WMS Circulation API

        Digby

        		 External Application CIRC_API
        Acquisitions place hold Acquisitions ACQUISITIONS
        WorldShare ILL or Tipasa integration Interlibrary Loan ILL
        WorldCat Navigator integration WorldCat Navigator NAVIGATOR
        ZFL-Server integration ZFL-Server ZFL
        Miscellaneous services or in some transactions prior to February 2019 Other

        OTHER

        N/A

Notifications

Find all notifications related to a specific patron and view all of the items that were included in a specific notification. If your library already has notification history enabled, all of the existing history data will be visible in the interface.

  • Review your notification history settings and retention period in OCLC Service Configuration > WMS Circulation > General/Admin > History > Notification History.

Notification history has one row for each email notification that is sent to the patron. View the date and time that the email was queued or sent, the notification type, the email address where the message was sent, and the status of the email. Open the Details panel to see the list of items that were included in the notification.

Use the Item barcode search to find all of the notifications related to a specific item.

Circulation_modernized_patron_notifications.png

Filter the list of notifications by notification Type or by Status. 

The system retains notices sent to patrons when notification history is stored.

  • For Circulation groups:
    • Library staff are able to view all retained notifications for patrons and items, regardless of where the event took place or the home library of the patron or item. For example, you will be able to view bill receipts and overdue notification history for your patrons, even if they checked out or returned materials at a different library in your group.
      • For the best experience, all members of the group should consider retaining notifications for the same period of time. Only notifications within the relevant retention period will be displayed to library staff. Refer to Admin/General, History to verify staff transaction history settings.

Column descriptions

Some columns need explanation:
Transaction Data Description
Detail panel toggle

Choose to display the Details panel to see the list of items that were included in the notification. Information includes:

  • Title
  • Item Barcode
Date Date and time the notification was sent.
Type The type of notification that was sent. To view all notification types, see Notification Policy.
Template The template used for the notification.
Channel The type of notification that was created (Email or Print).
Sender The sender of the notification.
Status
Descriptions of all Statuses:
 
Status Format Definition
Authentication Error Email, Print An internal error. One of the services cannot be accessed due to authentication failure. The notice was not created.
Cannot Create Delivery Email The notice was created but could not be sent to the server that delivers email notices.
Cannot Create Formatter Email, Print A problem was encountered when attempting to format the notice. The notice was not created.
Connection Lost Email, Print Connection between WorldShare Circulation and the notification service was lost. The notice was not created. The notice was not created.
Empty Template Email, Print The notice could not be created because the corresponding notification template is empty.
Formatting Error Email, Print A problem was encountered when formatting the notice. The notice was not created.
Invalid Address Email The information in the email address field of the patron profile is not in a recognized format. The notice was created but was not sent to the server that delivers email notices.
No Address Email The notice was created but the patron profile does not have a valid email address. The notice was not sent to the server that delivers the email notices.
Not Sent Email, Print The notice was created but either was not sent to the server that delivers email notices or was not added to the file of notices for printing.
Problem Sending Notification Email The notice was created but could not be sent to the server that delivers email notices.
Scheduled for later Delivery Email The notice was created but has not yet been sent to the server that delivers email notices.
Successfully delivered Email, Print

For email notices: the notice was successfully sent to the server that sends out email notices.

For print notices: the notice was included in the file of printed notices.
Unknown Address Email Information is contained in the email address field of the patron profile but is not in a recognized format. The notice was created but was not sent to the server that delivers email notices.
Unspecified Temporary Error Email, Print An error occurred when trying to create the notice. The probable cause is configuration of the notification template. The notice was not created.
Valid Address, but mail not sent Email The notice was created but not sent to the server that delivers email notices.

Any changes to notices or email addresses as a result of a status will only affect subsequent notices. Notices cannot be resent.

Configure columns

  1. On the right side of the screen, click the Show columns Worldshare_Circulation_Show_columns.pngbutton.
  2. In the Show Columns window, check or uncheck the columns you want to show or hide. 
    • The columns you checked or unchecked are shown or hidden.
    • Select Hide All to remove all the column headings for display.
  3. Close the Show Columns window by clicking anywhere outside it.