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 to open Detail View. click on the row or the checkbox of the desired Hold, and then click the Detail View button:
To return to the list of holds, click List View:
Retrieving the Patron for Holds #
There are several options available to retrieve Patron information when placing a Hold, regardless of Hold type.
By Barcode: After clicking Place Hold, scan or enter the Patron’s barcode within the Place Hold for Patron by barcode text box. Clicking Submit will enter the Patron’s preferred pickup location and notification settings.
By Search for Patron: After clicking Place Hold, click Search for Patron.
Patron Search will open in a window. (See Patron Search for full instructions) Once you find the Patron, highlight the name and click Select. The Patron’s information will display along with their preferred pickup location and notification settings.
From the Patron Account: Access the Holds tab within the Patron’s account and click Place Hold. The catalog will open along with an “alert” saying, “Placing Hold for Patron [NAME]. After searching for an item, click Place Hold. The Patron’s information will auto-populate, showing the Patron’s preferred pickup location and notification settings.
Clicking the Patron’s name will return staff to the Patron’s account, and clicking Clear will remove the Patron 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. There are multiple ways to place a title Hold. To place a title Hold from a list of search results, click the Place Hold 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, Patron logs into My Account, or staff member goes directly to the Catalog. Search for the item in the catalog. Click Place Hold from the search results, or directly from the Bibliographic record summary page.
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Associate the Hold with the Patron if you did not start from the Patron record. Select the number of items desired. Confirm library pickup location and Hold notification details and select Place Hold(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 from the search option. Once filled in, changes can be made at the Patron’s request.
At this point, you can also Suspend the Hold. To suspend the Hold, check mark the box to activate the date selector. Type in the Active date or click the calendar icon to select a date.
TIP: Suspending a Hold means that the Hold will not be filled until after the Hold has been activated, either on the Activation date, or by the Patron activating it from their account. This allows the Patron to ensure that the Hold 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’s status shows as Hold Pending.
To place the Hold, click Place Hold(s).
The status will show as Hold Processing and then if successful, update to Hold Succeeded.
To return to the OPAC view, click Return.
TIP: If you need to place a Hold on this title for another Patron, click Reset to clear the previous Patron’s data.
If the Hold was unsuccessful, the error will appear in red below Holds Status. Some of the most common reasons a Hold may fail are:
- Items on the record are too new to Transit (active Age Protection);
- No item on the record is transitable;
- The Patron has reached their Hold limit;
- The Patron already has a Hold placed for an item on the record;
- The Patron has a limited access profile and the Hold 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 anyway. Click the Override button. A second Hold 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 is that if multiple libraries have applied the same part to their items, any transitible items with this part applied can fill the Hold. For example, any libraries’ transiting DVDs that have been assigned the part “Disc 1” can fill a Part Hold that is placed on Disc 1 of a set. However, if the Hold is a Volume or Copy Hold, only the library which owns that volume or copy can fill the Hold.
In order to place a Part Hold:
- Staff member pulls up the Patron record and clicks on Holds and then Place Hold, the Patron logs into My Account, or the staff member goes directly to the Catalog.
- Search and retrieve the item in the catalog.
- Click Place Hold from the search results, or directly from the Bibliographic record summary page.
- Associate the Hold with the Patron if you did not start from the Patron record, and select a part from the list.
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 or Call Number Hold beneath the Holdable? column.
Item Hold corresponds to the desired item/barcode. Only that particular item with that barcode can fill the Hold. Call Number Hold 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 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 for Patron by barcode or search for the Patron.
Three item-level Hold options will appear: Item Hold, Recall Hold, and Force Item Hold with Item Hold selected by default. Click Place Hold(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 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 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 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 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(s) will be transferred. Then click the Mark for: dropdown menu and select Title Hold 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. Click on the row or the checkbox of the Hold(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(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(s) was/were to have been transferred. If the Hold(s) is/are not immediately displayed, it may be necessary to refresh 
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 with the Hold. If necessary to view more and/or different holds, change the Pickup Library. Select the Hold(s) to be canceled by clicking the corresponding row(s) or checkbox(es), and then right-click or select Actions and choose Cancel Hold.
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 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 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 turns out to be damaged or missing. After you have changed the status of the item, you can retarget the Hold so the system will look for another copy to fill the Hold.
To retarget a Hold, click on the View Holds tab of the Bibliographic record with the Hold. If necessary to view more and/or different holds, change the Pickup Library. Select the Hold(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.
