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Query results

Find information about the results grid and the display of a request in Relais ILL.

Overview

After entering your search criteria then either a single request or a results grid displays.  

If no requests are retrieved then the following error displays:  

Your search did not retrieve any requests. Please try again.

If more than 500 requests are retrieved then the following error displays:

Your query found more than the maximum number of requests that can be retrieved.  Please refine your search and try again.

By default the maximum number of requests retrieved is 500.  It is possible to configure this number.

When working in a shared system, staff at the requesting library and at the current supplying library are the only ones that are allowed to update requests.  Staff from other libraries may query and view the request and have the option to add a note.

Single request retrieved 

When the search you entered retrieves only one request then only this request displays.  You can now see the constant request information, the tabs and the request history. See Display of a request for more information.

At the top of the tab the Exact Query drop down and input box displays. This streamlines processing for a batch of requests where you have an exact number readily available, e.g., a request number or a barcode, since as soon as the current request is updated, you can enter the next number.

Results grid

When the search you entered retrieves more than one request then a grid displays with the results.

The following columns display:

  • Request Number:  Relais request number
  • Title:  Title of the publication, e.g., book title
  • Author:  Author of the publication
  • Submitted On:  Date the request was submitted
  • Need Before:  Need by date if provided by the requester
    • Hidden by default
  • Due Date:  If the request has been updated as a loan, the due date
  • Status Date:  Date and time of the current status
  • Status:  Current status

It is possible to configure the grid, for example by hiding columns and changing the names of the column headings.  

The number of requests retrieved displays in the upper right of the grid. 

By default up to 100 requests display on a single page.  The maximum number of requests per page is configurable.

  • If there are more than 100 requests, then you can navigate to other pages using the arrows.  The number of pages displays in the upper left of the grid.
     

Sorting the results

Columns can be sorted in ascending and descending order.  

  • To sort the results, click on the column heading. 

For example, the following results grid has been sorted on the Title column.  

 Note:  When sorting results that span multiple pages, all the results are sorted, not just the page currently displayed.

Exporting requests

An option to Export requests can be configured to display in the top right hand corner of the page above the request grid. This options allows staff to export the request data to a comma delimited csv file.

After clicking on Export requests the staff member is prompted to indicate what fields from the requests to include in the file of requests.  

Two columns display:

  • the right hand side lists the fields to include in the file by default
  • the left hand side lists the remaining fields which may be selected

Use  arrow to add more fields to the file.

Use to remove fields from the file

Use  to change the order in which the field is placed in the file 

Click Reset to display the original defaults in the left and right hand columns.  

Click Download to create and export the comma delimited csv file.

View a specific request

  • To view a specific request, click on the request in the grid - anywhere in the row.  You can now see the constant request information, the tabs and the request history.  See Display of a request for more information.

  • To close this request, click on the minus sign or click on another request.

 Caution: Each time you open a request, Relais checks the current status and updates it accordingly and determines which tab or tabs to display.

For example:

If you update a request as a loan, then the status that is displayed remains at scan or updated until the next time you open the request.  The request history is not updated until the next time you open the request.

Display of a request

There are three components to the display

  • Constant request information
  • A tab or a set of tabs
  • The request history

Constant request information

The following information displays:

  • Request from your patron

  • Request from another library



     
  • Request Number:  Relais request number
  • Title:  Title of the publication, e.g., book title
  • Requested By:
    • For requests from patrons: the name and the patron ID
      • The patron name and ID only display if the patron is from your library. Staff from other libraries do not see your patron information.
    • For requests from other libraries: the library name and symbol
  • Submitted On:  Date the request was submitted
  • Need By Date:  Need by date if provided by the requester
  • Status Date:  Date and time of the current status
  • Status:  Current status
  • Notes:  Any notes provided by the requester

Request status

The current status for each request is determined when the request is retrieved as a single request or when the request is opened in the results grid.  The status depends on a number for factors, including:

Status Used when

Name of the current RequestFlow queue. For example:

  • Print Request
  • Scan or Update - Internal

Requests

  • not yet updated as a loan, or
  • no Reason Unfilled has been assigned
  • Reason Unfilled has been assigned but no message sent
Shipped Request has been updated using the Ship Loan tab
On Loan Request has been updated using the Loan tab
Sent Back Request has been updated using the Send Back tab
Returned Request has been updated using the Return tab
Unfilled

Request has been updated with a Reason Unfilled, e.g. Not on shelf, No locations found, and a message sent to the requester

Cancelled The patron requesting library has cancelled the request or staff has updated the request indicating the requester has canceled, i.e., assigned Reason Unfilled = "Request Cancelled (CRQ)"

Tabs

When a single request displays or a request is selected in the results grid, one or more tabs display depending on the current status of the request.  

Currently the possible tabs are:  

Loan

The Ship Loan tab displays when a request is in a Scan or Update queue, i.e., the bookband has been printed or emailed.

For more information, please see Loan an item.

This tab is used to update a request when:

  • loaning an item or items to another library

Supply

The supply tab always displays.

For more information, please see Supply documents to your own patron or another library.

This tab is used to add documents to service a request.

Unfilled

The Unfilled tab displays prior to the request being shipped/loaned.

For more information, please see Update as unfilled.

This tab is used to indicate a reason for non-supply, e.g., Not on shelf, No locations found.

Bib Info The Bib Info tab always displays. This tab is used to view bibliographic information from the request and to update it as required.

Request Info

The Request Info tab always displays to staff who are associated directly with the request type for the request being viewed.

This tab is used to view specific information for the request being viewed.

Delivery Info

The Delivery Info tab always displays to staff who are associated directly with the request type for the request being viewed.

This tab is used to view specific information for the request being viewed.

 

Request Routing

The Request Routing tab always displays.

For more information, see Request Routng tab.

 

This tab is used to view the existing routing list associated with a patron’s request, view a list of all configured suppliers in the system, and modify the routing list as appropriate.

Standard buttons

At the bottom of each tab is a set of standard buttons.

Add Note

You can use the Add Note button at any time to add a note to the request history.  

  1. After entering your note click Update.
  2. To clear the note you have entered, click Clear.
  3. To return to the tab without adding a note click Cancel.

Display of the Add Note button is optional.

Patron Record

If using NCIP or eSIP and you need to be able to update the patron barcode in order for the AcceptItem message to be successful, then use the Patron Record button.

  1. After entering the new barcode click Update.
  2. To clear the barcode you have entered, click Reset.
  3. To return to the tab without updating the barcode click Cancel.

If you are part of a shared system, the Patron Record only displays for requests from your own patrons.

Configure Standard Buttons

To hide or displays any standard buttons contact your local Relais Administrator.

Request history

Under the tab or tabs the full request history displays.

  • To expand any of the lines in the history, highlight the line and click

Configure the query results and the grid

Any of the following items can be configured for each staff group.  

  1. Maximum number of requests to retrieve
    • The default number of requests retrieved via a query is 500, you can configure a different maximum number.  
  2. Maximum number of requests to display in one page of the grid.  
    • The default number of requests that display in one page of the results grid is 100, you can configure a different number to display.  
  3. The results grid
    • In the results grid you can:
      • hide columns
      • change the columns' heading name
      • change the default sort by field (Request Number by default)
      • change the default sort order (Ascending by default)

 Note:  To make configuration changes on the results grid contact your local Relais Administrator and specify the changes you want

 

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