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6.1. New Items and Holds

Last Updated 12/19/2025

Activating Holds on Newly Cataloged Items

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When processing new items, catalogers should use the Retarget Local Holds Checking Modifier in order to ensure the newly cataloged item is considered for hold fulfillment before shelving.

Because of the way Evergreen targets holds, newly cataloged items are not guaranteed to fulfill pre-existing holds after the new item record is created unless staff take additional actions when checking these items in for the first time. In order to have Evergreen immediately add newly cataloged items to the pool of potential copies eligible to fill holds, staff can either use Checkin Modifiers or manually retarget a patron's hold. Using Checkin Modifiers is generally faster, since newly cataloged items must be checked in anyway, to change their status from In process to Available/Reshelving.

NOTE: If no action is taken to retarget a new item for holds, the item may begin to appear on the pull-list for holds requests within about 24 hours.

Checkin Modifiers

If your cataloging turn-around time is shorter than 24 hours you can ensure the new copy is captured correctly at check in by checking in the item using the check in modifiers Retarget Local Holds and Retarget All Statuses:

NOTE: Remember that checkin modifiers are 'sticky', so be sure to uncheck the boxes when you are finished, as these modifiers should not be applied to normal checkins.

Manual Retargeting

If you need to manually retarget the item to capture for a hold:

1. After adding the item, click on the View Holds tab.
   

2. If there are outstanding hold requests, select the hold from a patron in your system that is next in line.
   
3. Choose Find Another Target from teh Actions Menu. This forces Evergreen to re-target the hold and recognize the newly cataloged item.
4. Check in the new item to capture it for the selected hold.

DO NOT retarget more than one hold at a time and do not retarget a hold for any patron (line item) where another barcode is already listed as a target.

Impact of Centralized Cataloging on Holds

Items, by default, will be targeted to fill a hold at the workstation branch where they are checked in. When library systems catalog centrally, it can mean that items will always get checked in for the first time at the main branch and immediately target the next hold for pickup only at the main branch, never targeting holds at other branches until all holds at the main branch are satisfied).

To mitigate that effect, there are two options:

Retain In Process Status during Transit to Owning Branch

You can send some of your new copies to other branches while they are still in an In process status. Staff at each branch may check the newly cataloged items in for the first time using the same checkin modifiers as above. 

This option is recommended for libraries with a very large volume of materials being cataloged centrally and shipped to branches, but requires they have a good system in place for tracking items that are not placed In Transit.

Note: Because these items will not be in an In transit status when sent to the other branch, you will need to notify staff at the branch of the required special handling and wrap/label the items so that they are checked in with the appropriate checkin modifiers. 

Checkin Without Modifiers at the Central Branch

If catalogers at the central branch check items in without any checkin modifiers, the items should be sent to an In Transit status. Without the Re-Target Local Holds modifier applied, the item should bypass holds at the checkin branch. Staff at each branch may check the newly cataloged items in for the first time using the same checkin modifiers as above. 

This option is recommended for libraries that don't usually catalog centraly, and only have occassional items that need to be handled this way. Items are less likely to get misplaced because they are put into an In Transit status, but the extra step of turning off the circ modifier for items being sent to other branches may create issues if it's missed.