'Staff search' allows staff to search targets to place a request on behalf of a patron or library or find suppliers for a request that has come in via a patron request form. If a single result is returned for a search in 'staff search', the user is no longer required to select the single search result to see the added details and associated requested response. The record will now expand automatically. This is a new function in Portal 3.1.
The staff search function can be found in the side menu of the Staff Portal.
The staff search window allows staff to key in search criteria pertinent to the search that they wish to conduct. In the staff search window, staff can select a defined group of targets that can be used to search under specific criteria.
Staff servicing lending requests from other institutions or requests from their patrons may have access to two search groups in the staff search window, 'Lending' and 'Borrowing'. The lending group uses the staff member's home library target for search, and the borrowing group uses the staff member's home target and a variety of other preferred targets for search. Additional groups can be configured if needed.
Staff may enter specific types of search terms.
By default, the options are:
For each index for which search terms are entered, the patron can specify whether to use all terms entered (AND logic), any of the terms entered (OR logic) or search the terms as a phrase (PHRASE).
Staff can either use a single or multi-criteria search to fulfill the service request for a patron or library.
To run a search:
When staff members click Search on the staff search window, the system executes and merges like materials based on batching against the title, author, publication date, and format. Staff can also narrow the number of results by filtering either/or by publication date and format. If the material requested is displayed, then staff can select one of the results that appear in the list by clicking on that record. If the result does not appear, then staff can click 'revise search.'
You can filter your search results using the Date and Format filters above the search results list. The options available in each drop-down list are based on the items in the results list. Selected filters will be applied to the search results list as soon as they are selected.
Additional search resources can be added if the catalog supports URL parameters. The link will be based on the search result format and constructed using the information in the search result record. Additional search resources include, but are not limited to:
To access an additional resource:
Staff can submit a request on behalf of the patron or library by clicking on the record. If configured, the record will show additional bibliographic information.
Note:
If the patron or library does not exist in the Relais database then a message will pop up stating the record does not exist. If the patron record cannot be found and NCIP is enabled, then another window will appear asking for the patron barcode. Once the barcode is entered, the system will search the ILS looking for the patron and library. Based on the configuration, Relais will create a skeletal patron record, allowing you to continue with the request submission.
The patron or library record appears on the fulfillment window. If staff need to place more than one request for a patron or library, they can click the retain option to retain the patron or library. The record details will be kept and staff will not have to reidentify the patron or library for subsequent searches. If staff members have associated the incorrect patron or library with the title being requested, they can click 'Change Patron' in order to search for the correct patron or library to place the request for.
If staff members are placing a request on behalf of a patron and there are locally available locations returned in the search, staff members will be presented with two options for responding to the request. They can 'Place a local hold' or 'Submit a request. The default option is 'place a local hold'. Staff can transfer to the local catalog and place a hold on the title for the patron and the request would be handled within the ILS.
The staff search request detail display includes a field of information when displaying journal/article results. The volume/issue number field may include summary holdings and/or volume and/or issue details associated with the journal/article material if supported by the Z39/50 target returning the results.
As some serial material may include number volume and issue record details, the option to display more or less detail is included within the volume/issue number field and can be selected by staff on a record by record basis, as desired.
Note:
This same copy form feature has been added to the Staff Portal, Bib Info, Request Info, and Delivery Info tabs to make the capture of data on these forms easier for staff members who may require it.
When enabled, library staff can see an estimated arrival date from the supplier in the routing list when using the staff search function. The date format is configurable.
Load Balancing options include:
In the request routing tab, the estimated turnaround time associated with each of the suppliers can be displayed in the routing list grid, if the data is available and enabled.
If the patron is a distance education patron, staff can choose the 'Submit request' option. This allows staff to fill the request through Relais.
Whether staff members select the 'Submit request' option, or it appears by default because locally available locations are no returned, the search will return all available locations to build a routing list. If there are multiple available locations, staff can use the up/down arrows to re-order the locations in the routing list prior to submitting the request.
A message will appear in the fulfillment window stating that the request has been submitted with a request number. An email will be automatically sent to the patron or library stating that that ILL request has been submitted on their behalf.