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While initially developed with system-provided values, the goal is to eventually provide libraries who are using a workflow engine the ability to customize these values (and behavior) for their needs.
As of KiwiPoppy, only Availability is currently implemented, as a field labeled Item status. Note that a few availability items are still being developed - see Availability Implementation List for more details.
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| Status | Implemented | App triggering | Brief description |
| On order | Yes | Order (point of order), Data Import | Item has been ordered, but not yet received |
| In process | Yes | Order (point of receipt/check in), Data Import, Others? | Item has been received, but not yet ready to circulate (may also be applied in other circumstances, e.g. damaged book being sent to bindery, so it's off the shelf for a while) |
| Available | Yes | Inventory (when creating a new item), Check in, Data Import | Item is on the shelf (available to patrons) and ready to circulate (if allowed) |
| Checked out | Yes | Check out | Item has been checked out to a user |
| In transit | Yes | Check in | Item is traveling to where it is needed (e.g. home location for reshelving, pickup point for a request) |
| Awaiting pickup | Yes | Check in | Requested item has been checked in and it is at the proper service point (waiting for a patron to pick it up) |
| Missing | Yes | Inventory (dropdown, not from the edit screen) | Item is not on the shelf, but not checked out to anyone and not officially withdrawn/weeded; still hope that it may turn up again |
| Withdrawn | Yes | Inventory, Data Import | Item has been removed from the collection |
| Claimed returned | Yes | Users | Patron checked out an item, or an item was aged to lost, and the patron claims to have returned the item; library gives them the benefit of the doubt (i.e. removes the checkout) while they look for it |
| Declared lost | Yes | Users | Patron checked out an item, and the patron reports the item lost; loan is stil still active and the fine/fee has not been paid |
| Aged to lost | Yes | Automated, triggered by the passage of time in relation to the loan's due date & the associated fee/fine policy | Loaned item is so overdue the library assumes the user has lost it |
| Long missing | Yes | Inventory | An item that was not loaned to the patron is not where it should be on the shelf. The library has thoroughly searched for it and is 99% sure it will not be found. |
| Lost and paid | Yes | Automated, triggered by patron paying off a bill associated with Declared lost or Aged to lost | Item that the library is not getting back: an item checked out to a patron that they've paid for because the library's not getting it back |
| Paged | Yes | Requests | Item has been paged and needs to be retrieved from its shelving location |
| Awaiting delivery | Yes | Check In | Item has an open delivery request, but check out to patron was stopped/paused (because item doesn't circulate, item has missing pieces, etc.) |
| Order closed | Yes | Orders; Data Import | An item that has not been received, but the order for it has been closed |
| Unavailable | Yes | Item is not available to patrons | |
| Unknown | Yes | Item status is not known (used for records imported from other ILSes) | |
| In process (not requestable) | Yes | Being worked on by staff, and not requestable by patrons | |
| Intellectual item | Yes | Dummy item/intellectual item. Has a record, but does not physically circulate. | |
| Restricted | Yes | Item is available, but there are limits on its circulation (e.g., CDL) |
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- This alternative workflow leverages the Circulation Rules system. Rules can be written so that the temporary locations do not allow for requesting or loans.
- Requiring staff to use temporary locations plus Check In and Check Out to move items preserves up-to-date transit information - so you should know if an item is moving in between behind-the-scenes processes and locaitonslocations.
- For those who export location information to a discovery layer, the use of the temporary location can provide an easy way to signal to patrons where an item is and why it's not available.
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- This requires staff to be able to comfortable comfortably navigate the four-level location hierarchy, and for libraries with lots of processes to manage, it may get unwiedlyunwieldy.
- In order for routing to work, this also requires the creation of behind-the-scenes service points (though you could have one service point for many locations – it is a one to many relationship.)
- As of Q12020, there is no way to do a bulk edit of item records in FOLIO inventory, so managing the temporary location process requires touching the item record directly.
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As of September 2020, the item state value is an uncontrolled string (see
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