Configure audit records

Learn how to change the content and display of audit records in Relais ILL.

Overview

There are multiple elements that can be configured in the Audit Record for each request.  

Some of the configuration options are applicable for the display only to patrons and other libraries (NOT to staff).

 Note: In Relais D2D and in shared Relais ILL systems all members must agree on the text to display.

Hide columns

Configuring which columns to hide (if any) can be configured separately for the web forms used by patrons and other libraries from those used by staff.

For example, hide the User column (that displays the staff Login ID).

Hide the User column - example 1

Hide the User column - example 2

Hide rows

This applies only to web forms used by patrons and other libraries. Rows are not hidden to staff.

Modify the text of the location

For example to change the text of the Location 'Move To Next'

Location = Move to Next

to 'Request Moved'.

Location = Request Moved

Modify the text of the function

For example change the text of the Function 'Delivered' 

Function = Delivered

to 'Sent'.

Function = Sent

Modify the text of the Note

To modify the text in the Note column, submit a Configuration Change incident to Support Centre Plus. Provide details of the row to be changed and the text to be changed. This modification is made by Relais International staff.

Hide columns in audit records

 Note: Customers using the Relais Hosted Service should contact OCLC Support - indicate which column(s) in the audit record to hide.

To hide specific columns, for example the User column, in the audit records that display to patrons and libraries using the web forms and to staff:

Example 1 - Hide the User column

The following shows the default version of the audit record, all columns are displayed.

Audit record example

To hide the User column update the following lines from the [RequestStatus Table Settings] section to:

System_DateEnabled=Y
System_LocationEnabled=Y
System_FunctionEnabled=Y
System_UserEnabled=N
System_MessageEnabled=Y
System_NoteEnabled=Y

Save the relaisweb.ini

The next time a user (staff, patron or another library) logs in the audit record is displayed as:

Audit record example

Hide entries in audit records

The Function associated with an entry in the audit record determines whether or not it is displayed to patrons and other libraries using the web forms.  

While all entries may be of interest and value to staff (whether using the Windows Login or the staff web) it is probable that you want to hide some of these entries from requesters - the level of detail may not be appropriate or may be confusing to them.  

To hide specific entries: 

  1. Login to Table Maintenance.
  2. Select the Audit Codes tab.
  3. Select the Status Function tab.
  4. Highlight the function that you want to hide.
  5. Select Display for Patron = No.
  6. Click Update.
  7. Close Table Maintenance. The corresponding row is hidden the next time a patron or another library looks at the audit record for a request.

Table Maintenance window

Example 1 - Hide the Request Sent entries

By default all entries for an audit record are displayed to staff.  

Example of an audit record

To hide the Borrowing Request / Request Sent entry from patrons and other libraries 

  1. Login to Table Maintenance.
  2. Select the Audit Codes tab.
  3. Select the Status Function tab.
  4. Highlight the row corresponding to Request Sent.
  5. Select Display for Patron = No.
  6. Click Update.
  7. Close Table Maintenance. The corresponding row is hidden the next time a patron or another libraries looks at the audit record for a request.

Example of audit records with Request Sent column hidden

 Note: A status function may be used in multiple places. If it is hidden as described above all entries with the function will be hidden. Contact OCLC Support if you want to hide specific occurrences of a status function but not others.

Modify the text of the function

To modify the text of the function: 

  1. Login to Table Maintenance.
  2. Select the Audit Codes tab.
  3. Select the Status Function tab.
  4. Highlight the function that you want to modify.
  5. Change the Description.
  6. Click Update.
  7. Close Table Maintenance. The text is modified the next time staff, a patron or another library looks at the audit record for a request.

Table Maintenance window

Modify the text of the location

 Caution: This changes the text for all requests in the system.

To modify the text of the location: 

  1. Login to Table Maintenance.
  2. Select the Audit Codes tab.
  3. Select the Status Location tab.
  4. Highlight the Location that you want to modify.
  5. Change the Description.
  6. Click Update.
  7. Close Table Maintenance. The text is modified the next time staff, a patron or another library looks at the audit record for a request.  

Table Maintenance window