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How do I change ILL request statuses?
KBA-01398-D5R4
Question
How do I change ILL request statuses?
Answer

In the Aleph Interlibrary Loan (ILL) module, the life of a request is managed through its request status. Common statuses are NewSent to SupplierShippedReceived, and Returned, though there are many others. A request will change status when it is acted upon directly (e.g., when an item is shipped or received). Requests will also change statuses as a result of automatic processing jobs that allow for unmediated service. For example, the system will automatically locate potential suppliers and send the request to the first supplier on the list, which changes the request’s status. It is also possible to change a request’s status manually, using the Change Status tool. This functionality, though, is limited.

For borrowing libraries, it is possible to change a request’s status manually only if there is no partner library associated with the request. This is because a manual change to a request’s status at the borrowing library does not update the request status at the lending library to which they have sent the request to be filled. If the lending library request is not updated, they may continue to act upon the request, causing the statuses at the two libraries to become out-of-synch. When this happens, the requests become “frozen” and staff can no longer manage them in the ILL module.

An example may help illustrate:

 

Library A sends a new request to Library B.

 

Library A manually changes their request status from Sent to Supplier to Waiting for Process. Library A then sends the request to a different supplier, Library C.

 

Library B does not get the message because manual status changes do not update the partner. Library B ships the item.

 

Library A’s request status changes to Shipped, but the system thinks Library C shipped the item. Library A cannot receive Library B’s item. Further, if Library C also ships the item, Library A will not be able to receive that one either. The system will freeze and the ability to process the request at all libraries will be lost.

Manual status changes will not notify a partner library, and request statuses will become unmanageable if the partner request statuses are not aligned. There are, however, several statuses on the borrowing and lending sides which are not associated with a partner, because a partner has not yet been located or because the transaction is complete. These statuses can be changed.

Most of the manual status changes are used for cleanup, moving completed requests to Closed or Deleted status. (Note: Deleted status only removes the request from the Aleph ILL module interface and status tree; it does not remove the request from the database. Deleted requests can still be pulled up by the original request number if necessary.)

        

 

Statuses that can be changed are listed below.

 

Borrowing Statuses

 

 

Status:

Can Be Changed To:

New

Canceled

New

Deleted

Expired

New

Expired

Canceled

Expired

Deleted

Locate Failed

Canceled

Locate Failed

Deleted

Sent to Supplier

Canceled

Unfilled

Deleted

Canceled

Deleted

Lost

Closed

Closed

Deleted

 

Lending Statuses

 

 

Status:

Can Be Changed To:

New

Canceled by Borrower

New

New – Staff Review

New – Staff Review

New

Canceled by borrower

Deleted

Expired

Closed

Expired

Deleted

Lost

Closed

Answer Unfilled

Closed

Answer Unfilled

Deleted

Closed

Deleted

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