Requests (UXPROD-790)

[UXPROD-3972] TLR: allow request on instance with no item record Created: 19/Jan/23  Updated: 30/Nov/23  Resolved: 31/Mar/23

Status: Closed
Project: UX Product
Components: None
Affects versions: None
Fix versions: Quesnelia (R1 2024)
Parent: Requests

Type: New Feature Priority: P2
Reporter: Stephanie Buck Assignee: Stephanie Buck
Resolution: Won't Do Votes: 0
Labels: loc, resourceaccess, title_level_requests
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Attachments: PNG File Allow holds without holdings or items.png    
Issue links:
Defines
is defined by UIREQ-902 TLR: Update settings to allow holds o... Closed
Relates
relates to CIRC-266 Create and retrieve a Title Level Re... Open
relates to UXPROD-4163 Find way to make TLR holds on instanc... Draft
Requires
is required by UXPROD-4047 Allow printing slips for Requests (Ho... Closed
is required by UXPROD-4057 Create request status: Open – Not on ... Draft
Release: Quesnelia (R1 2024)
Epic Link: Requests
Front End Estimate: Very Small (VS) < 1day
Front End Estimator: Stephanie Buck
Front-End Confidence factor: 60%
Back End Estimate: XL < 15 days
Back End Estimator: Stephanie Buck
Back-End Confidence factor: 50%
Development Team: Vega
PO Rank: 0
Rank: Cornell (Full Sum 2021): R5

 Description   

Current situation or problem

FOLIO lacks the ability to place a request on an instance that does not have at least one item and there is a need in some libraries to be able to do so.  See use case below.

Notes:

  • A user can place a title level hold request on an instance with no holdings and no items ( CIRC-1677 Closed )
  • A title level page request cannot be placed on an instance with no items because by definition, a page is a request linked to an item. 
  • An inventory record created through FOLIO's UI contains a holding record; an inventory record cannot be created without a holding via FOLIO's UI

In scope:

Allow requests to be placed on instance records with no item records for the use cases below

Find way to make this configurable - not all libraries will want this ability enabled

Out of scope

Allow printing of pick slips for TLR holds ( UXPROD-4047 Closed )

Use case(s)

A library has many copies of a title (instance), but no copies (or not all copies) have been inventoried (barcode linked to item record). When a patron needs an item from that instance, a staff member will go look for the item. To track this request and search, a hold needs to be placed. 

1. An instance, holding and at least one item exist. It doesn't matter if the one item is available or not, the request is placed (ONSITE general request) - current functionality
2. An instance and holding exist, but no item (congressional use only) - Future functionality (congressional use only) 
3. No bib record at all, via phone or email --> staff create records (bib & holding?) so request can be placed or tracked (congressional use only)
4. An instance, no holdings --> request can be placed - Orchid functionality

Congressional only:

Use Case : The library has bibliographic records in the OPAC for titles that have not yet been acquired or received. There are no holding records and no item records but Congressional patrons need the ability to request them.

Use Case : The library has bibliographic records in the OPAC which have a holding (usually incomplete-no call number) but no item record. Congressional patrons need the ability to request these.

Use Case : There is no bibliographic record in the OPAC for the title that the Congressional patron requests (via phone or email, not ACS). The Congressional Loan librarian creates a provisional bib record so the item can now be requested in the OPAC.

Use Case : The OPAC has a bibliographic record with an incomplete holding record (HREC with no call number) and incomplete item record (marked “in process”). Congressional patrons need the ability to request these titles even though they are not available yet for circulation because they are being cataloged.

Use Case : Items that are marked “In Use”, “Lost”, “Missing in Inventory” , and “In Transit” all need to be requested by Congressional patrons. The circulation status of items in the catalog has no bearing on whether or not the item can be requested by a Congressional patron.

Proposed solution/stories

Make this a setting of the request policy (see attachment)

  • This would require changes to the circulation rules system to include holdings-only in the request policy checks. These changes may enable TLR to better understand what kind of request is allowed (rather than listing page, hold, recall and sending an error when a user selects the wrong type)
  • This may help to address holds on instances with holdings BUT no items (this is related to printing pick slips on TLR holds with no items UXPROD-4047 Closed ) because holdings have locations

Make this a TLR setting - Settings > Circulation > Requests > Title level requests

Additional info

  • This does not apply to remote storage/offsite collections. Everything offsite is completely inventoried, so item status rules within FOLIO will be followed. (If pick slips are configurable by service point, and remote is a service point, then we can work around not wanting remote storage items to be subject to use cases 1, 2 and 3)
  • Desire pick slips for hold requests on titles with no holding records ( UXPROD-4047 Closed )
  • Title level requests (holds) should cover use cases 1 and 2 (excepting congressional needs)
  • From LC: There should be no problem in creating a bib record with holdings/item records attached to it.

If the bib record won’t be suppressed that’s another issue we should discuss.
Keep in mind that we have bib records that we keep just to record the Do Not Acquire decision.

Questions

  • If a "page only" request policy is created for the remote storage location, how does that affect a patron's ability to create TLRs?
  • How are TLRs placed through discovery/opac effected?
  • Congressional waitlist only?
  • Except for items stored in off-site locations, fixed locations?

Dependencies

- Service point locations in relation to remote storage UXPROD-4047 Closed

Potential workflow changes

  • If a holding record can be created at the time of request for use cases 2, 3 and 4, then this could be managed by current TLR functionality


 Comments   
Comment by Stephanie Buck [ 20/Feb/23 ]

Updating this feature to address items only. Holdings will be addressed in CIRC-1677 Closed

Comment by Stephanie Buck [ 31/Mar/23 ]

The functionality described already exists and/or will be available via bug fix in Orchid. 
The requirement to make this functionality optional will be a separate feature. 

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