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3.19. New Items and Holds

Last Updated 11/03/2023

Newly Cataloged Items and Holds

Because of the way Evergreen targets holds, newly cataloged items are not guaranteed to fulfill pre-existing holds up to 24 hours 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.

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:

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. Normally, this is a good thing, as it limits transit times and costs. However 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 (which might be a long time).

To mitigate that effect, you can send some of your new copies to other branches while they are still in an In process status. Let staff at each branch check the newly cataloged items in for the first time using the same checkin modifiers as above. 

Because these items should not be scanned and 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 not checked in the usual way. You may even want to identify specific staff members at each branch to handle these items. The designated staff will need to be sure to uncheck the checkin modifiers after they finish scanning the items. Forgetting to do so can cause havoc with regular check ins, as checkin modifiers are “sticky” and will remain in place even after exiting and logging back into Evergreen.

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, then choose Actions and click on Find Another Target. This forces Evergreen to re-target the hold and recognize the newly cataloged item.
3. 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.