Pulling & Capturing Holds

Holds Pull List

There are usually four statuses a hold may have: Waiting for Copy, Waiting for Capture, In Transit and Ready for Pickup.

  1. Waiting-for-copy: all holdable copies are checked out or not available.
  2. Waiting-for-capture: an available copy is assigned to the hold. The item shows up on the Holds Pull List waiting for staff to search the shelf and capture the hold.
  3. In Transit: holds are captured at a non-pickup branch and on the way to the pick-up location.
  4. Ready-for-pick-up: holds are captured and items are on the Hold Shelf waiting for patrons to pick up. Besides capturing holds when checking in items, Evergreen matches holds with available items in your library at regular intervals. Once a matching copy is found, the item’s barcode number is assigned to the hold and the item is put on the Holds Pull List. Staff can print the Holds Pull List and search for the items on shelves.
  5. To retrieve your Holds Pull List, select CirculationPull List for Hold Requests.

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  6. The Holds Pull List is displayed. You may re-sort it by clicking the column labels, e.g. Title. You can also add fields to the display by using the column picker.

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    Note

    Column adjustments will only affect the screen display and the CSV download for the holds pull list. It will not affect the printable holds pull list.

  7. The maximum number of holds initially displayed on the pull list is about 100. Use Fetch More Holds to retrieve more records. You may have to click Reload for those records to appear in the display.

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  8. The following options are available for printing the pull list:

    • Print Full Pull List prints Title, Author, Shelving Location, Call Number and Item Barcode. This method uses less paper than the alternate strategy.
    • Print Full Pull List (Alternate Strategy) prints the same fields as the above option but also includes a patron barcode. This list will also first sort by copy location, as ordered under AdminLocal AdministrationCopy Location Order.
    • Save List CSV to File – This option is available from the List Actions button and saves all fields in the screen display to a CSV file. This file can then be opened in Excel or another spreadsheet program. This option provides more flexibility in identifying fields that should be printed.

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      With the CSV option, if you are including barcodes in the holds pull list, you will need to take the following steps to make the barcode display properly: in Excel, select the entire barcode column, right-click and select Format Cells, click Number as the category and then reduce the number of decimal places to 0.

  9. You may perform hold management tasks by using the Actions for Selected Holds dropdown list.

The Holds Pull List is updated constantly. Once an item on the list is no longer available or a hold on the list is captured, the items will disappear from the list. The Holds Pull List should be printed at least once a day.

Capturing Holds

Holds can be captured when a checked-out item is returned (checked in) or an item on the Holds Pull List is retrieved and captured. When a hold is captured, the hold slip will be printed and if the patron has chosen to be notified by email, the email notification will be sent out. The item should be put on the hold shelf.

  1. To capture a hold, select CirculationCapture Holds; click Check InCapture Holds on the circulation toolbar; or hit Shift-F2.

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  2. Scan or type barcode and click Submit.

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  3. The following hold slip is automatically printed. (This slip will not display on the Capture Holds screen, but will display on a Check In screen not set to automatically print slips.)

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  4. If the item should be sent to another location, a hold transit slip will be printed. (This slip will not display on the Capture Holds screen, but may display on a Check In screen that is not set to automatically print slips.)

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    Tip

    If a patron has an OPAC/Staff Client Holds Alias in his/her account, it will be used on the hold slip instead of the patron’s name. Holds can also be captured on the CirculationCheck In Items screen where you have more control over automatic slip printing.