The also know that
Chair of that film.
We have Kevin Phillips number
She
Started as soon as the recruiting
Okay, so I'll be doing the missing portion of searches and close that we do at Public Library. Do you have any questions, if I'm going too fast, please stop me. Tell me slow down. If there's a question about what I'm doing and you're saying, I think that that would you guys
Try to, you know, this is how we do it at
Celtic forces. So first thing and have to do is actually have a item that is missing. So
You can, you know, someone comes up to you and they say, I couldn't find this book, you can just really do a quick missing toggle search by looking it up by physical title by title column number barcode and just
So here to item.
And toggle it missing.
So now we have a missing missing out on that we can now start this whole search
So this is how ideally are stacked maintenance coordinator would do we do searches.
Here.
By doing an advanced search under physical item.
And looking for the process type of missing so
Process type
And then you probably want a modification date.
Everything that was after
A week ago.
And then also, just in case, other people are doing searches. I don't know that this might happen, but I want to make sure that we have the where we put our
Searching messages we use internal note to that's one thing you want to talk among all your library, folks, is what notes you use in which areas, maybe divvy them up for certain things and so internal it was given to
Circulation to use for searches. So no one's ever going to put anything in there and no one's ever going to flip any messages in there. I hope
So then we'll just go see the internal note two
Is just empty.
And then when you do that, you're going to get a list of I'm so you can go search
Um, if this is the first time you're creating a search, you might want to save that query and pilot like missing search initial so this will be like the initial searches that you do.
And then later if it's some people like my maintenance corners like to do more until house searches were the first time is doing it the second, the third, and then
Later on, you can do every so often, maybe once a month, do a six months search everything that's been missing for six months.
So,
After this you could obviously export to Excel.
But we all know that it is
Way too much information that you need to hide.
And that's that can be a pain that always hide everything. So if you don't to
Do an export to Excel, you can also have a design analytics, which is what I have
Over here.
Conditional certainly through the initial searches.
And I have it set up to give me
Just the process type is missing the barcode the permanent column number, the location and the title.
And possibly temporary location, just in case it's on display or something like that. You want to go check you know maybe a book display or something where it might other you know other areas where might possibly be.
Also what I do here is I have this little timestamps so this is giving me always missing items of the last week.
And what I also did was I created a we covered this yesterday in the analytics created a scheduled report. So this is actually emailed to the coordinator every Monday. So he didn't care. He has this Excel list ready to go.
In his email.
And so this is what the results like much better than that Excel list that
Would go into the facts.
You wouldn't meet
You and happily. I was just getting both option. I think actually that's what my second coordinator does. And I want to tell him this year. So I'm trying to convince me that
The only thing that this would have the day lifetime exactly as we all know, this will not include the previous day's items that she was after she wears
That one disadvantage, but it would get picked up in the next search. So, if you don't mind, you're searching, you know, for things a little bit later. That's totally fine, especially as it did it on a Monday.
We're less getting Mark Yeah, exactly. So then
Once you've sent the students to the stacks. Let's say they come back with a few of the book. Some, some people like come back with bookstores. They have like an extended list, maybe they just put a checkmark next to the one that
They found my corner like for them to actually come with a book, so he can confirm this, is that book. It's not, you know, a different copies, when you are working quite
hard for us to find the by hydro they're up and down, up and down.
When you export to we would export this so and so it would, are you starting at a here or is sorted by
Sort of the color work don't work. And yeah, the LLC number is doesn't really work and then Michael yeah I
Mean you can
Sort by column number here and in before you export it to excel. I have seen glitches with that. So there's some things that are out of order. And I can't figure out why.
But it didn't have better doors. Initially, then what you need to do and
To get those work correctly. If I
Hear
Quotations won't
Follow
Can below patients have
A different dynamic. Yeah, that's also one of the issues with
All them rather than noise.
For about
Okay, so as readable and it recorded. I mean, I know it's like one step.
And normally, our lives. I mean,
We don't have a lot of items are all right next to each other so you know it's it's not too big of a deal. But yeah, that's probably I'm probably on it.
For neither actually for these larger like technical migration searches. I'm sure that would actually
So once
You're see here. Let's say you've
You've found the item.
And say, bring it down. We just caught
Nice.
Okay, so if you found that you just go to scanning items.
And you know just re shelves it right back to the
To the stacks. You're good to go. Now, for all the items where you didn't
You didn't find that you can do. You can do a couple different ways. They where did it go
You can put the message.
Just put
The other thing that you can do is
Upload a set by just the bar codes that were not found and just run a job inserting that message into each one in that will be just as good. So if you have a lot, you know, let's say you're doing a large tech
Technical migration search with which we've recently done, we would just we have like 300 barcodes. You just upload it, making sure that the header says barcodes, and he just have that one.
That one column and then just go to the job information update probably just showed. Sorry.
An
Architect
Then I would just go down here just to the field that I'm changing
Please.
Make sure
To the one that I'm changing
Sure.
And I always like to do these on itemized list to make, you know, if I did mess something up, like we said earlier, you can go back and maybe six whatever you might have messed up.
So now if we go to Manage set
Right now there's one at least that has an internal note too that was that actually has something in it. So this is a logical set that will change as as we're going and then you could go as you do the searches or one complete to complete
And you can have them as an analytic like we showed earlier, or I have just set for each one that you could easily print up
Placing them now. Yes.
Yes.
All the time results are members or whichever
So these all now have that
That internal look to
Search. Once complete,
And you can always create an analytic as well that's looking for, just give me missing items that have that search. No. And you can just do them all at one and then you do that until you basically are doing searches.
Probably want to do one like six months later to say okay with search works for six months and our collection development library. Take a look.
So you would just do it that that is that has the internal note to saying search three complete and everything that was for six months ago. So again, and Analytics, you can have a running analytic that six months ago, or
A man's set that says six months ago. And then once you do that, you have a couple of options.
You can put defend term note too that says
You know all searches complete and you're selectors can run a lift off of that internal note or you can put it into a location that suppressed now.
If you want to put into location that suppressed that's, you know, probably good for the user, because they won't be you know think that's something there. But if they actually find it then then that becomes problematic because
The person who's checking it out. We'll have to make sure our checking it back in that they make sure that they changed that that location.
So that's just as like call workflow call that you would want to, you know, talk to your, your staff about
Really quickly show you how what you know. Let's see if you go to
Making sure that the library level.
Here in physical location.
You can just create a location that suppressing discovery and is titled, we have one that missing.
And we just click right here for suppressed from discovery, so that it no longer will show up and in one search when someone's looking for it.
faintheart
Title actionable rate up. It's just once they find it. And yet, fill in your in your one
And that's why I think
That's
Yeah, and I think what we ended up doing what most of us end up doing.
Is the search is complete, no internal and have the selectors withdraw it once or act upon it, like the order another copy. So, and actually I think we have, we put our course reserves and you know the instructor copies that we create a records for and they
Said of the leading the whole record out of our system. It's probably coming back another quarter we have been in
Every location, but our primo people are actually able to change the configuration so that there's no like holdings, or something available show a
Day. That's that they show up because we have that same issue with
Anybody have any questions.
Or something, and you have that you're trying complaint or complaints somebody brings it up to the death.
It'll check it out to them. They'll pick it off for missing.
That note in terminal note.
It wouldn't. So basically what you would have to do and I'm just realizing this
Is look for
You run the list. You can see if it's
Because it will take it out of missing you can look for items that are no longer process time missing and all still have that no and do a cleanup.
Yeah appear like a periodical port that probably sends you okay, send me anything that
No longer has process is missing, but still has an internal low of any of those. And then you could probably catch up pretty quickly do it on and you could make that into it mindset yeah there or you can do it in analytics and have it run periodic. Yeah, that's what I was
Yeah.
So you did three call it, you're missing item. It's just not even just, yeah, yeah. Sure thing. So you do three searches. So you do them like one week apart. No.
There.
So it really depends on the corner. It's usually a Monday, Tuesday, Wednesday, I feel for three days in a row. Yeah, it's usually something like that. It comes into work. So, where he might have a short creative that can do a quick 10 items search
For your for your eyes and how many
We found that now that when we're doing the converts resource sharing for adult find it and market missing. We're missing list is getting a little bit
Because we're actively searching for these items, much more than not, the patrons know a lot of times they're telling us that it was missing. It's or so. Right.
Yeah, you immediately market Pedro comes and
Find the common market missing right away, or do you do
Right away to go live or it be better. Yeah. If they don't find it then you had it.
Really depends on how many students you have, like, what's your staffing is available at that moment, if you think that it might be just that user error I would usually
send some enough to go quickly look for it. But if they really wanted to get it to refer sharing and we just want to market missing really quick that that might be a reason why we decided to market missing and let them know requested to resource sharing
For us.
We could all the requests for it. So in case someone in my hand. I'm
Not able to get out. So then also
We need a different pair of that I
And one person doesn't see it another person.
And then you do have a some
Excellent. So
They are homework and find
A word to them.
And so many native Valley.
If you want
We can just mark.
I'm just going to stop sharing real quick.
Setup.
Things they put all our like
Thing that someone might want to use the library links to them on about speech.
We're back up and running here. So I'm going to go over claims return searching
A lot of this might be redundant, but just play along with me.
So the first thing you need to do when somebody says that an item has they have checked out, we thought they returned is go into their record and this is my test records to there's no
Purpose. She's here.
To click on all loans and Mary has says that she's returned the rules of magic and how dare we still have this check
So, first thing we can do is go in and just market as claims return in this action menu here.
It brings up an option to put in a note and you can if you'd like.
So let's see. She says she turned it in last week.
So now that you've put in this note there's only two ways you can go back and see that no one is in the patrons records here. It's now shows as a loan Note. I'm in the other way is an analytics, which I will show you when I get there. So from here we can you note.
And of course, you can see there's a history here as my test record. So I have several of the journal
But this might, you know, give you some information.
While you're answering questions at the depth for the patrons.
Please interrupted. Anyway, with special note i remember correctly alone is resolved those notes, go with it. Yeah, so that's not an abuser record up just attached to this. Yeah, it is correct.
Um, you can also put notes in the user record.
About the search is that's what you would like to do as well.
So,
For the sake of the next section I'm going to mark this item last here.
Because oftentimes now our patron don't know that this is still checked out to them until they get that bill that says they owe us money.
Yeah, I didn't quickly because they'll show it later. Oh, but it's been only ok
So,
Now she just got the email. Hey,
I owe you money. But no, I turn that book in. So there's two options, things that you can do.
I'm going to go actually out of sync with
The first option is you can leave it in last status and go into the item record.
And use one of the search field that you, but they have already been in here. You've negotiated with the other departments in your library.
So save. I've been allocated internal note one. So that's the one I'm using for my searches and you can put in. This is the note that I put in for testing. But if you want to do the search, search notes.
That Kevin just demonstrated, that's something that you can do as well.
I will cancel that. And then
When they get into the next step. There's ways of finding these items so that you can create the search for that.
And then the other one is to just market as sounds
This has some
Configuration implications that I will also go over the first one being that now this patron has received an email saying this item is found, and they've been credited so we can turn that off and I'll show you how to do that. And then also
updating your last loan profile so that these claims returned items. Don't get Mark last during the, during your search process.
And then they will fall off your list.
So, so now that I've marked it found, I think those you clench return again. So I'm going to make it last. Just so I can do my church.
Okay.
So does everyone understand that the reason she's market losses because open overdue a certain amount of times the
Last
Email with Bill and that's usually when they
Say I returned it. And at that point, once was lost can't market crane. We can't market. Yeah, so like right now, it will be over the options market is there is no I'm Jonathan either found
Their issues. So I found the case on that.
Word.
Played item.
Yeah. And I said, I'll show you how to do that. Yeah, that's
Right, right. Say you know don't want to confuse them too much.
But also if you leave it in this last status, you have this bill to deal with and on our campus if they owe us money. They don't get to check out so you can move this bill.
Into a dispute status, just by going into your fine here clicking on that. Actions menu and clicking dispute.
And you can put a note in here if you want the reason why you're putting it into
Your church.
And now, but it does here is it doesn't get rid of the fine. You see, has a disputed balance. Now, but it doesn't
Define doesn't block them from doing anything that finds with blocks them from doing so.
You can keep a record of the fine better than if you're just waving it
And you can, but they still get the checkout.
And then you can also change the status.
To in dispute. And that will show you
See, I've got a bunch of stuff has I've been and these two. I'll go over in a bit, but
Because of this,
How in dispute work basically there's another caveat to it. So, which I'll get into
But anyway, this is an option. And you can do this with your regular fine. It's not just for you know clinch returned or loss. This is like, no, it's
overdue fines for recalls books that they turned in three days late and you know you're investigating. You can put that fine in dispute and then
I'll show you how to put it back.
When you've made your decision.
When you are see photos climbed to the law when you come back to the ground and all the records the Reginald checked out and whatever. It's the same as before. Yes.
Okay.
Yeah, it does not only only active finds show up on the borrowing activity report.
Please let me know if I'm wrong, because that's like when my assumption for the last three years removed from what I've seen like of the notice
Okay, so I'm going to get out of the patron record here and go into how to create your search list.
And again, these depend on which option, you're using. If you're going to keep the items and lost or if you're going to make everything claims return. So we'll go with the everything is inflamed returned option at the moment.
You can do a fulfillment that I think they did the same thing with morning
Again, so we'll just I'm going to start with a because it'll show up at the top of my list.
And then again with your descriptions
I would
Always put a description that says what parameters, you're using because the parameters will not follow you to your list. And if you ever have to wonder how you came about.
Creating that list, you know, the description is a great way to say that. So I'm going to item with
Returns.
And I'm not going to put a date in here because I want to know everything that's on planes returns. So
We'll chose that leave the rest blank and safe here.
Have
Want to make sure I'm on track with my notes.
You can also use
Loan status and the or the due date.
Fields and the status fields. If you do want to narrow it down, but I would think that we would just not you want to get a list of everything. So we can search it, and then you can go to view my sets or from admin manage sets there.
And I should have it right, I claim is your turn list.
So now we have our members and
As I said this morning. This is just a list of the items. So this is great for pulling your searches.
And creating your list using the cell manipulating your Excel spreadsheet.
But it does not give you an easy access to the user.
So if you have the item in hand and you need to know the user, you're probably going to have to search it, you're not going to have that information on your list, you can do that and analytics, which I will show you how
To do.
The second option for searching
Is to do a
Managed set from this physical item search bar up here. So, have to look at my notes. Sure. Remember what I did for advanced searching
You'd want it again narrow it down by the process type
And return. You can also do an or statement. So now I've got some of these process types of claims return and some of them are as last if that's the route that you're going. And you can do the or statement with the process type equals loss.
But I only want to limit the last items to those ones with a note. So then I do an AM statements with the internal note one containing clincher term.
Now the order of your statements is important with Boolean searches. So the way this is written, is it going to search for this or this end of this combined
So you want to make sure that your statement.
everything after that is a group
So we'll search
So now I have four and not one
Is not there. So I must have not
Titles my claims returning note. Currently, he's an F.
So I sought out there.
Well, wonderful live presentations this worked when I was testing and
See what I put in here.
Claims returned. Wonder if capitalization matters.
Go back to my advanced search
Don't have 20
And this is actually what I got. Because some of these have notes that migrated from
Sierra they migrated from
But anyway, it's in there.
And then you can also, if you want to narrow it down with your facets over here.
Again, do the same thing, you know, create your list and Excel you can save this query and it will save it as a logical query. So it will run every time you open it will save you some time.
Listen, just do that we can save our query. And this one, you don't have to put a
Description
But I would still again.
This one, it will retain your, your search criteria. So you can see that every time.
You open it.
Oh, that's right, cuz I need to put it to ask for that.
And there is here. So this one's a logical set and it will rerun every time I click on results. So if I went in added another claims return item, it would show up and you can see your search criteria up here and
So the third
Type of report you can do is in analytics to caveat that the data is not current. So, you will have that delay.
There we go.
Okay, so I've created this my clincher turn analytics here.
And I have limited it just to this one patrons have the filter primary identifier, so that we don't show the rest of my patrons here.
This one I have just for the claims return items. So we have the borrowing information. So it's that important for you to have that in a way to do it.
Also the book information call number title code due date. And then I also have the process status and here is your loan notes. So this is where you can see that note that in there.
And
My sisters are the process that is equals cleanse returned. You can also do the same and the or statement I had done with the managed sets searching and you can also Celeste.
Loss.
But what I would do here is
This loan status equals active. This is very important because if you don't have it as an act as active, you will get claims returned items that have already been checked in and that screws up your list.
So you would if you're going to do the or statements with the last items I would put this at the top and then your process that is your turn, and the process status of or process status of loss and with the note so
If you check in the claims returned to
Get cleared.
It was no longer
It would but analytics retains everything. I mean, it does in almost at the history of it, go in Analytics. And when you go to an item record you can see
The history of what status. It was
Really good. I wouldn't know.
How to find that out process, trying to figure it out. Yeah.
Yeah, everything was fine. Yeah.
So also, I want to point out, Megan pointed this out yesterday, but the search function up here is very handy because then you know you don't know where alone statuses that you can just search for it. And there it is.
OK.
So that is
Making an item plans returned and searching. They may have questions please at 330 right
Before that. Oh, good. I have time
We will move
We can put it on the teeth yeah i i have my notes, but they're not in any way all of
These are all being recorded, but I will work on these kind of recommend workflows that was done today is getting them on that Wiki page that I showed you that this morning will work on this.
Okay so finding an item.
Will go back in here.
So if the item just has the claims returned status and you didn't add any notes to the item record you can just check it in
The status will Claire item will be returned off their record and
That's it, that's the end of it is the item is in the last status, however, and you put the sign in dispute. There are some steps that need to be taken before
You check in the item.
Back to
marry his account here. And I have this book.
And last status.
And there's that fine that I've put in dispute. So the first thing is I want to go in
And delete my note.
Also, while I'm in here. I'll show you that history town of your item changes. So you can see how much I've used this for testing and things
Those are all of the
statuses. So that's where he translates that information to analytics.
Make sure you say if otherwise that believing that note is not going to stick
Then you'll want
You want to go back into your active balance.
Status in dispute.
Take this and
restore it.
And now you say you can add a comment if you'd like.
Item
ecommerce store.
You want to do it. Yes, I do.
And now you can see that there is an active balance here.
So the issue. The reason why I kept this stuff down here.
If you just check in and items with the last status, it will check it in, it will clear it from the patient's record, but it doesn't do anything with the fine.
Because that it doesn't
There's a glitch in how it credit the
Credit. Yeah, so it puts this credit in this
In dispute status.
And you actually have to manually go in and wave these fines.
Really, I can't you know you have to
There's another table where he has to say your credit is available and and I guess it's Sam so doesn't have that, so I'll have to change it.
Go back to active
And now there's the fine there.
And then you can check the item in
And they'll get the email or not, depending on how you set that up.
So yes, I know I
Want to
Make sure my notes. I don't forget anything here.
Okay, so it's the item is not found you can keep it just
Not do anything with it and add it to your, you know, continuing searches.
You can use the method that Kevin demonstrated by adding those search notes in there saying I searched for it. This time I searched for at that time, we can keep track of it in the patron record.
Personally, I would recommend using
The methods that Kevin described that way you can keep track of how many times you search for it. When you look in the item record. You know how many times you search for it.
However, if you're using last status, you might want to negotiate using two of these internal note fields so that you're not overriding one internal note with the other
So,
And that's a conversation. You'll have to have in your institution.
So I'm going to Marxist
Okay. Mark, that is sound. So this is where I would go
So this item was in claims return status.
I can just put that back there. So we can see
And
I searched for, you know, my two months. I'm going to search. It's past its date that it
Needs to mark this item last you've adjusted our last phone profiles, which also get into so that claims return items art Mark last we have to do it manually. And this is where to choose a yeah
I should have done that earlier. I didn't know
So this is where you would go in, like, I've done several times and just market last manually.
And then they get an email that says this item is now, last but ideally you've been communicating with
A sat outside of the all my emails that they get so
It probably wouldn't be a surprise to them.
To say that, hey, this items now.
And by doing that, as you've seen several time charges your replacement costs.
TV, doesn't it. Well, maybe people in a configure different ways like for us isn't found in 30 days automatically, whether it's our planes return. They're not anything that's checkout over 30 days 30 days overdue just automatically goes to wash status. That brings me to my configuration.
Oh, I also want to just to point out that you can
Send activity report to them.
At any time, you don't have to wait until the job runs monthly you can send it off and it won't show the industry you find it will still show the status of the item that's on their record and the due date so you know that's one way to communicate with
With your, your patrons.
So configurations here, there's a couple things you'll want to do
One of the problems that I found was that
Your this claims returned item mid search gets Mark loss because it the due date is in that sweet spot for my last one profile to pick it up.
And unless you're adding notes to the item record, you really don't have a way of knowing that that item is now off your list and you've told us patron that you're going to search for two months.
You search for a week. It's now last and you're no longer searching for it. So we can go in and adjust the
overdoing last loan profile gonna pick my first change. Oh, I don't want to deal with them. Okay. Well, this one here.
So one of the glitches that we found with this overdoing last phone profile that
May or may not have been fixed didn't keep up on it was that if you didn't have for some campuses. If you didn't have anything set in this loan status. The it would only show
Default
We were one of those people. Yeah, yeah. We don't change.
Yeah, we were also. So that's why I added all these things in here.
So you can just go through if you
And just select everything except for you can uncheck your claims returns and your claims return with overdue charge which honestly I don't know why or when that
That status comes into play. I have not found it, but just be on the safe side.
You can uncheck those. You can also just use these boxes up here.
We have not made our policy decisions. So I don't want to save this cancel this out, but
Then not waive those items are not
Caught up in your last phone profile and you can ensure that they stay in the cleanser turns status for as long as you want them.
The downside is that and for all of those items you need to manually mark them as last and we and I would say check your last from profile because
We realized that we people who had renewed items. But then, you know, it went past like 90 days where it normally would go loss because renewed as the loan status wasn't check
It wasn't changing and to LA in LA. So we have people have really overdo it. And they just never, never got the notification of loss and never changed it. So, you know, check right
And then also we have multiple last long. Whoa files for
Various people so you will need to go into everyone that has changed a lot.
In order to remove those to clinch return plates return with overdue charge fields that way it will matter the item, it won't matter, the person
Nothing with those statuses will be included.
Yay, okay. And then the last thing that you want to do is when you have an item, at last, and and you
Found it market is found sends them an email saying you have the refund and I probably have a million of them just from doing this right here so you can go into your configuration menu under General here, click on the letter activity.
And this is called the full refund bone letter.
I just like searching
Apparently, his does not
Because there's no there's no spaces in this one right last riff. And there it is right there so you can
If you have never customize this letter, you'll need to first go in and click on customized
And then that will give you the option over here to just disable it.
And so now this letter will not send. Make sure you click Save. With everything again. I am not going to click save, because we have not made our policy decision.
So that's just how you turn that off. And that's what we did and forward to because of confusion that people are getting mixed up that we found it.
But sometimes, like
Book that has like one that has gone a lot. They got bill and then they weren't getting
They'll get a return
Yeah.
Well, the thing
When they're over
Things never pay attention there and two they receive them on lots of the company was how much money they want to return it. Yes, that's the moment I can
Climb return and love to the thousands. Yes. So I, a lot of them are saying that I found the book and
That's a really
Big help right
And it looks like we have time for questions either for anything I presented or anything heavens presented or anything that you just thought up in the last hour.
So for us, my major problem. I
Feel
What has been really helpful information. There are ways around this.
Or allow no, sorry.
We can get out of here early.
Well, I'll be I'll probably stick around for a little bit. If anybody wants some
Can we end the meeting now.