Hold Fulfillment Process


Holds are filled using a complex matrix of factors including: PotentialCopies, Items Copy Status, Patrons Status, CheckInLibrary, PickupLibrary, RequestDate, HoldStatus, etc. Changes in any of these factors can change when a hold is filled.

In the broadest terms, the system attempts to match (target) hold requests to copies available at the pickup library, it fills holds opportunistically (which means that an available copy may be targetted at one library, but the hold is ultimately captured for/filled by a copy checked in at the pickup library), and - after other factors - fills holds based on the date and time they were placed.

Holds Targeting

When a hold request is placed, the HoldTargeter will scan the system looking for all PotentialCopies that can fill the hold. The HoldTargeter will re-scan every 24-hours based on the Hold Request Date and time and update PotentialCopies, Items Copy Status, Patrons Status, and other edits made to the hold.

If a copy that can fill the hold is Available or Reshelving, that item will be targetted to fill the hold, and the hold will appear on the owning library's PullListForHoldRequests22. When viewed in the PullListForHoldRequests22, PatronHolds, or ViewHolds, the HoldStatus will be "Waiting for Capture."

If no copies that can fill the hold are Available, no copies are targetted, the hold will display in PatronHolds and ViewHolds with the HoldStatus "Waiting for Copy."

Holds Capture

When a targeted copy is scanned in CheckInItems - from processing the PullListForHoldRequests, discharging from a Patron Account, processing from delivery - the targeted copy is captured for the hold.

Depending on the CheckInLibrary and the PickupLibrary, the item may then go directly to another status, such as In-transit or Ready for Pickup.

At this point, another copy will not be

Pickup Library and Holds

In general, holds are captured based on PickupLibrary.

When an item is returned to a library, the item will be captured to fill the oldest hold to be picked up at that location - regardless of the item's OwningLibrary or other older holds to be picked up elsewhere. The general principle behind this is to limit transits. So long as that item continues to be returned to the same library, it will continue to fill that library's holds. This does not prevent other items from also filling holds at that location.

Copy Status and Holds

Items Copy Status (and Location/Collection) both impact whether or not an item is holdable. NonHoldable Items Copy Status include damaged, missing, and lost. NonHoldable Locations include Reference, Local History, Office. Holds cannot be placed on items that are NonHoldable.

If an item's Items Copy Status or Location/Collection changes to a holdable status or location, the HoldTargeter will update relevant hold records.

If a specific copy is changed from a holdable to a non-holdable status - such as MarkItemDamaged - any captured holds will automatically and immediately transfer to another copy.

Age-based Hold Protection

When items are under Holds Age Based Hold Protection, holds that will be picked up at the item OwningLibrary will be filled first.

Patron Status and Holds

Patron records that are blocked from normal circulation because of excessive fines or overdues cannot place holds.

  • If a patron's status becomes blocked after the hold has been placed, the bad status will prevent the hold for being targetted (the hold status will be listed in the account as "no copy" even if copies are available).
  • If a patron's status becomes blocked after the hold item has been captured and placed in transit, on check in the item will be routed back to the home library or a different patron hold rather than to fill the hold.
  • If a patron's status becomes blocked after the hold item has been made available/ready for pickup, the patron will not be able to check the item out. In all cases, the fine or overdue blocks must be cleared before the hold can be processed. Once the patron is clear, the holds can be manually retargetted or left until the holds targetter runs.

Patron records that have expired can place holds, the holds will be captured and transited to the pickup library. However, the patrons will not be able to check out the item until their account is updated.
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