Managing Holds

Viewing Holds #

To view holds on a catalog record, click the View Holds tab:

By default, the view is limited to holds designated for pickup at your library, but you may choose to view holds designated for pickup at other libraries by selecting the desired library from the Pickup Library

dropdown menu.  To view all holds on the record, choose EG-IN from the dropdown menu.

A variety of information is displayed in columns in the View Holds tab. To manage the columns and adjust the display as needed, see the Getting Started guide.

There are five types of holds in Evergreen:  Metarecord, Title, Volume, Copy, and Part. Each is indicated by its first letter in the Hold

Type column.

To see more details about a specific Hold

, double click on the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

to open Detail View. click on the row or the checkbox of the desired Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

, and then click the Detail View button:

To return to the list of holds, click List View:

Retrieving the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

for Holds #

There are several options available to retrieve Patron

information when placing a Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

, regardless of Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

type.

By Barcode: After clicking Place Hold

, scan or enter the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

’s barcode within the Place Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

for Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

by barcode text box. Clicking Submit will enter the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

’s preferred pickup location and notification settings.

By Search for Patron

: After clicking Place Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

, click Search for Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

. 

Patron

Search will open in a window. (See Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

Search for full instructions) Once you find the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

, highlight the name and click Select. The Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

’s information will display along with their preferred pickup location and notification settings.

From the Patron

Account: Access the Holds tab within the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

’s account and click Place Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

. The catalog will open along with an “alert” saying, “Placing Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

for Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

[NAME]. After searching for an item, click Place Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

. The Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

’s information will auto-populate, showing the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

’s preferred pickup location and notification settings.

Clicking the Patron

’s name will return staff to the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

’s account, and clicking Clear will remove the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

autofill information from any future holds placed during the same session.

Placing Title-Level Holds #

When a title Hold

is placed on a record, any eligible copy attached to the record can fill the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

.  There are multiple ways to place a title Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

.  To place a title Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

from a list of search results, click the Place Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

link next to the desired title:

To place a “title level” Hold

that will capture all holdings attached to a single MARC record:

Staff member pulls up Patron

record and clicks on Holds and then Place Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

,  Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

logs into My Account, or staff member goes directly to the Catalog. Search for the item in the catalog. Click Place Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

from the search results, or directly from the Bibliographic record

The record that contains data about a work, such as title, author and copyright date. A bibliographic record may have zero or more item attached, which are the things that (may) circulate.

summary page.

Associate the Hold

with the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

if you did not start from the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

record. Select the number of items desired. Confirm library pickup location and Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

notification details and select Place Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

(s).

TIP: Changing the number allows you to place holds for multiple copies for a single Patron

at once, for instance, for use by a book discussion group.

The default notification and pickup location will display upon scanning the Patron

barcode or selecting the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

from the search option. Once filled in, changes can be made at the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

’s request.

At this point, you can also Suspend the Hold

. To suspend the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

, check mark the box to activate the date selector. Type in the Active date

When the item is checked in after being cataloged. This is different from Create date.

or click the calendar icon to select a date. 

TIP: Suspending a Hold

means that the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

will not be filled until after the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

has been activated, either on the Activation date, or by the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

activating it from their account. This allows the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

to ensure that the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

will not be filled when they are unable to borrow the item, for instance, if they will be on vacation.

Prior to placing the Hold

, the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

’s status shows as Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

Pending. 

To place the Hold

, click Place Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

(s). 

The status will show as Hold

Processing and then if successful, update to Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

Succeeded. 

To return to the OPAC view, click Return.

TIP: If you need to place a Hold

on this title for another Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

, click Reset to clear the previous Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

’s data.

If the Hold

was unsuccessful, the error will appear in red below Holds Status. Some of the most common reasons a Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

may fail are:

• Items on the record are too new to Transit

  Material shipped between Evergreen Indiana libraries.

  (active Age Protection
  Allows libraries to prevent holds on newly cataloged books (on an item by item basis) from outside the owning library's brach or system for a designated amount of time.
  );
• No item on the record is transitable;
• The Patron
  Cardholder with an Evergreen Indiana account. See also: user, customer, etc.
  has reached their Hold

  A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

  limit;
• The Patron
  Cardholder with an Evergreen Indiana account. See also: user, customer, etc.
  already has a Hold

  A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

  placed for an item on the record;
• The Patron
  Cardholder with an Evergreen Indiana account. See also: user, customer, etc.
  has a limited access profile and the Hold

  A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

  request is for an r- or m-rated audiovisual material.

If the reason for the Hold

failure is that all the holdable items on the record are currently age protected, you will have the option to place the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

anyway. Click the Override button. A second Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

Pending will appear and if successful, will replace the original error message.

Placing Part-Level Holds #

Holds on monographic parts (parts, for short) are placed like Title holds, but when a record has monographic parts attached, there is an option to select a specific part on which to place the Hold

.  

The advantage of placing a Part Hold

rather than a call number or Copy Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

is that if multiple libraries have applied the same part to their items, any transitible items with this part applied can fill the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

.  For example, any libraries’ transiting DVDs that have been assigned the part “Disc 1” can fill a Part Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

that is placed on Disc 1 of a set.  However, if the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

is a Volume or Copy Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

, only the library which owns that volume or copy can fill the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

.

In order to place a Part Hold

:

1. Staff member pulls up the Patron
   Cardholder with an Evergreen Indiana account. See also: user, customer, etc.
   record and clicks on Holds and then Place Hold

   A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

   , the Patron
   Cardholder with an Evergreen Indiana account. See also: user, customer, etc.
   logs into My Account, or the staff member goes directly to the Catalog.
2. Search and retrieve the item in the catalog.
3. Click Place Hold

   A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

   from the search results, or directly from the Bibliographic record
   The record that contains data about a work, such as title, author and copyright date. A bibliographic record may have zero or more item attached, which are the things that (may) circulate.
   summary page. 

4. Associate the Hold

   A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

   with the Patron
   Cardholder with an Evergreen Indiana account. See also: user, customer, etc.
   if you did not start from the Patron
   Cardholder with an Evergreen Indiana account. See also: user, customer, etc.
   record,  and select a part from the list. 

5. Confirm library pickup location and Hold

   A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

   notification details and click Place Hold

   A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

   (s).

For more information on monographic parts, see Managing Monographic Parts.

Placing Item and Call Number Holds #

Item holds are holds on a specific copy (barcode). Only the item with that barcode will fill the Hold

. These are useful when you need to check a particular copy for damage, spine label, etc.

Call Number (volume) holds are holds placed on a specific call number. Any item attached to the same record, from the same library, with the same call number can fill the Hold

. These are useful when a work has multiple volumes and no monographic parts have been applied, or when you need one of multiple copies from a library and you don’t care which copy you get. 

NOTE: Item and Call Number holds can only be placed from the staff Client

. Patrons cannot place copy or call number holds in the OPAC.  If you want patrons to be able to choose a particular volume when placing holds from the OPAC, monographic parts must be used. See Managing Monographic Parts.

Item and Call Number holds can be placed from the Item Table tab of a record in the web Client

.

TIP: If you want to place a Hold

on copies or call numbers at your library, you may find it easier when you search the catalog to limit the search to your library so that only your copies will be displayed, as seen in the screenshot below.

To place a Hold

on a particular item or call number, click Item Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

or Call Number Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

beneath the Holdable? column.

Item Hold

corresponds to the desired item/barcode. Only that particular item with that barcode can fill the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

. Call Number Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

corresponds to the desired call number.

NOTE: Do not use the Place Hold

link; that is used for Title and Part holds.

After selecting the Hold

type, complete placing the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

as usual (See Placing Holds).

Item holds can also be placed on the Holdings View tab.  This method allows multiple Copy holds to be placed at once. Access Holdings View and select the desired copy(ies) by clicking the corresponding row(s) or checkbox(es), and then right-click or select the Actions dropdown menu and click Request Items:

Request Items will open with the selected items listed below the user information:

By default, the Place Hold

for this staff account option will be checked, but if desired, switch to Place Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

for Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

by barcode or search for the Patron

Cardholder with an Evergreen Indiana account. See also: user, customer, etc.

.

Three item-level Hold

options will appear: Item Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

, Recall Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

, and Force Item Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

with Item Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

selected by default. Click Place Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

(s). The Holds Status will update telling staff whether the holds succeeded or failed.

Click Return to go back to Holdings View. From there, you can access View Holds to see the successfully placed holds with a Hold

type of “C”.

Placing Metarecord Holds #

Metarecord holds can be filled by items on separate bibliographic records.  These can be useful when any version of a title is acceptable.  For example, a Metarecord Hold

could be filled by a title’s regular print edition, its large print edition, or its audiobook edition.

To place a metrecord Hold

, check mark Group Formats/Editions from the staff catalog prior to searching.

The Group Formats and Editions option can also be applied to search results after performing either a Basic or an Advanced search (you will have to click Search again).

Applying the Group Formats and Editions option will combine multiple bibliographic records in the search results list.  This often means that titles in the search results will have multiple format icons associated with them.

TIP: If you click on the title link from the search results, it will load all records that were grouped within that metarecord search.

To place a Metarecord Hold

, click the Place Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

link associated with the desired title.

You can see that the item summary area now says, “Placing METARECORD Hold

on record(s)”, and below that is the option to select what formats and languages to place a Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

on.

NOTE:  Selecting more than one option in either the format or the language list does not result in multiple holds.  Only one Hold

is placed, but it can be filled by items from multiple bibliographic records.

Complete placing the Hold

.  (See Placing Title Holds)

NOTE: The grouped items may not always be equivalent, so it is wise to check to ensure that holds are filled with acceptable items.

Transferring Holds #

The Title Hold

Transfer function allows you to easily move holds from one Bibliographic record

The record that contains data about a work, such as title, author and copyright date. A bibliographic record may have zero or more item attached, which are the things that (may) circulate.

to another. 

This might be necessary for several reasons. Examples include: a replacement copy being a different edition than the original and, therefore, belonging on a different Bibliographic record

; a Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

accidentally being placed on the wrong record; items and holds having been migrated or merged to the wrong record; etc.

To transfer Title holds from one record to another, access the Bibliographic record

summary to which the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

(s) will be transferred.  Then click the Mark for: dropdown menu and select Title Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

Transfer.

NOTE: Once a record has been selected, the database ID will appear next to the link in parentheses. This will remain until you select a new record or click Reset Record Marks.

A small green box that says “Hold

Transfer Destination Set” will appear in the lower right corner of the page.

Next, open the record to which the Hold

is currently attached, and then click on the View Holds tab.  If necessary to view more and/or different holds, change the Pickup Library

The library designated to be the location a patron will pick up their hold request.

.  Click on the row or the checkbox of the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

(s) to be transferred, and then right-click or select the Actions dropdown menu and choose Transfer to Marked Title.

A dialog box will open asking you to confirm the transfer. Verify that the record is correct, then click Transfer.

The Hold

(s) will be transferred. The page will refresh, and the transferred Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

(s) will no longer be displayed on this record. A confirmation will appear in the bottom right.

To see the transferred Hold

(s), go to the View Holds tab of the record to which the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

(s) was/were to have been transferred.  If the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

(s) is/are not immediately displayed, it may be necessary to refresh the page and/or change the Pickup Library

The library designated to be the location a patron will pick up their hold request.

.

TIP: It is recommended to click Reset Record Marks within the Mark for: drop downIn order to make sure that no records are marked as destinations for transferred holds.

NOTE:  This function is for title-level holds only. While it will appear that you can transfer item, call number, part, and metarecord holds, the transfer will fail.  There will be no failure alert, but the Hold

will not transfer. 

Canceling Holds #

To cancel a Hold

, click on the View Holds tab of the Bibliographic record

The record that contains data about a work, such as title, author and copyright date. A bibliographic record may have zero or more item attached, which are the things that (may) circulate.

with the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

.  If necessary to view more and/or different holds, change the Pickup Library

The library designated to be the location a patron will pick up their hold request.

.  Select the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

(s) to be canceled by clicking the corresponding row(s) or checkbox(es), and then right-click or select Actions and choose Cancel Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

.

The Cancel Holds dialog box will open. Select the Cancel Reason and enter any notes within the supplied field, if desired. Click Cancel Hold

.

The Hold

will be canceled. The dialog box will close, the screen will refresh, and the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

will no longer be displayed.

Retargeting Holds #

Retargeting holds causes the system to check for another available copy to fill a Hold

.  

The system checks at particular intervals to see if there are copies available to fill a Hold

. It does not check automatically when new copies are added or when some types of Item Status

Item Status allow syou to see the status of an item without having to go to the actual bibliographic record.

changes occur (for instance when an item is changed from On Order to In Process or when items marked as Damaged or Missing or set to other non-circulating statuses are once again made available for circulation). This means that even if there are holds on the record, these new or newly-changed items will go to reshelving; these items can be checked out if found by patrons before the system next checks for available copies.  You can prevent this by retargeting holds when items are added or status changes are made.

Another instance when it is appropriate to retarget a Hold

is when an item to be pulled for a Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

turns out to be damaged or missing. After you have changed the status of the item, you can retarget the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

so the system will look for another copy to fill the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

.

To retarget a Hold

, click on the View Holds tab of the Bibliographic record

The record that contains data about a work, such as title, author and copyright date. A bibliographic record may have zero or more item attached, which are the things that (may) circulate.

with the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

.  If necessary to view more and/or different holds, change the Pickup Library

The library designated to be the location a patron will pick up their hold request.

.  Select the Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

(s) to be retargeted by clicking the corresponding row(s) or checkbox(es), and then right-click or select Actions and choose Find Another Target.

A dialog box will open to confirm resetting the Hold

(s).  Click Retarget.

The box will disappear, and the list of holds will refresh.  At this time, the Hold

(s) has/have been retargeted, and the system will now recognize new items and items with a changed status as being available to fill holds. A confirmation will appear on the bottom right of the browser.