This manual is intended to show AISD library staff how to do various day to day functions withing WorkFlows. If you can not find what you are looking for, please contact the LMC for further assistance.
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Checking Out Items
Log into WorkFlows with Circulation Credentials.
Under "Common Tasks" click the "Checkout" wizard (stamp icon).
Scan or type the user ID in the "USER ID" box.
If you do not have the user ID, click on the "USER Search" helper (green figure with magnifying glass icon) and search by user's name.
Scan or type the item barcode in the "Item ID" box. If you type the barcode, hit ENTER or click "Check Out Item To User"
Note that the title/item ID appears in the box under "Lists of checkouts" and note the due date.
When finished, click on the "Checkout to New User" button.
Potential Issues
"User Blocked"
Investigate the issue and decide whether or not to override using the override password.
"User Barred"
Only used by Professional Resource Library (PRL)
Investigate the issue by checking the comments in the user record - this CANNOT be overridden with a password.
The PRL must remove the bar.
Have the user contact the PRL to resolve the issue.
"Item not found in catalog"
Decide if the item should be in your collection.
If you want to add the item follow the cataloging instructions or contact the Cataloging Librarian, Carrie Bresnehen (4-4928).
If you have a large number of items not found in the catalog contact the Cataloging Librarian, Carrie Bresnehen (4-4928).
"Item set to missing"
Item was previously set to missing. Check in item and verify that the home location is set correctly.
"Item may not be circulated"
The item type and/or location of this item is set up to not circulate. Check the item type and location to verify that this is true. If it SHOULD circulate change item type/location appropriately and check out to user.
Check that "Circulate" is set to "Y" (see image). If circulate is set to "N," use the tech login to change the circulation setting.
"Item was not discharged. Override to clear charge."
This book has not been checked in. To check it out to the user, enter the override code and the book will be checked in and automatically checked out to the new user.
System Displays a totally different title than what you entered.
Contact the Cataloging Librarian, Carrie Bresnehen (4-4928)
Checking Out ScreenCast
WF Check Out 9.2.20.webm
Checking In Items
Log into WorkFlows with Circulation credentials.
Under "Common Tasks" click the “CheckIn” wizard (open book with hand).
Scan (or type) in the barcode (if you type the barcode, you must hit ENTER or click the “Discharge Item” button).
Note that the item checked in by checking the title in the “List of Changes” window and check the “ROUTE TO” location.
When finished with all checking in, click the “close” button.
Potential Issues
System says, “Item not checked out”
This item was not previously checked out.
Press "Enter" or click OK to get rid of the message and continue.
System says, “Route to _____ (another library’s name)”
The item either belongs to someone else OR that it thinks it is an item that belongs to someone else.
Look at the item barcode to verify what library it belongs to.
If it is yours, Click on CANCEL to tell the system not to put the item In Transit and contact the Cataloging Librarian.
If it is NOT yours, Click OK and route the item to the correct library through Library Logistics.
System Displays a totally different title than what you entered.
Contact the Cataloging Librarian, Carrie Bresnehen (4-4928)
System says, "Route to ILL"
The item was borrowed from another location to fulfill and Inter Library Loan (ILL) request. Scan the item again to check it in once more and route the item to the correct library through Library Logistics.
Checking In ScreenCast
WF Checking In 9.2.20.webm
Renewing Materials
ALWAYS renew materials individually to avoid renewing items belonging to another library or items that are not near their due date.
NEVER check the "Select All" box for item renewal
When renewing multiple items, check the due date and only renew items that need to be renewed.
Check the item barcode in the Item ID column, if your school number is not in the barcode, it is not your library's item. Do not renew items that do not belong to you.
There are two options for renewals:
If a user calls to renew or comes in but does not have the materials with them:
Click on the "Renew User" wizard (green figure in a red circle)
Enter User ID
If you don't know the user ID, look up the user by clicking on the "User Search" helper (green figure with a magnifying glass).
Look up the user, highlight the correct name and click on the "Renew Items for User" button.
Select items for renewal by clicking once on the "Renew" box at the left of the Title list.
Note the new due date and click the "OK" button when done.
If a user has the materials:
Click the "Renew Item" wizard (open book in a red circle)
Scan barcode to renew.
Click the "OK" button if the scanner did not complete the transaction.
NOTE: If the user wants a printed list of items:
While the list of materials or User's record is on the screen, go to File -> Print Screen.
The user's record will appear in a web browser in HTML format.
From the browser go to File -> Print.
Choose the correct printer and click OK
Once the record has printed, close the web browser and return to Workflows.
Renewing Materials Screencast
WF Renew Materials 9.2.20.webm
In-Transit
When checking in an item that belongs to another library, the following dialog box appears with the options "Put Item in Transit" or "Cancel"
Before you click either option, check the item that was just scanned:
Does the item have your library's barcode on it?
Does the barcode have your library's school number on it after the "50"?
Is the item stamped as your library's item?
If NO to all of the above, click "Put Item in Transit" and send the item to the owning library via Library Logistics.
If YES to all of the above, the item belongs to your library and the record needs to be edited with the correct information.
If YES to some and NO to others, click cancel and contact the Cataloging Librarian.
In-Transit ScreenCast
WF In Transit 9.2.20.webmPlacing a Hold
Note: Holds should only be placed for items owned by your library. To check out items owned by other schools, follow the Inter-Library Loan (ILL) procedure.
To place a hold on an item belonging to your library:
Open the [Holds Maintenance] group and click on the "Place Hold" wizard (gold lock with a hand).
Use the "Item Search and Display" helper (open book with a magnifying glass) and search for the item. Note: if the book was the last item searched it will appear as a button next to the Item ID field. (See image)
Verify that the item displayed is the item in question, and click on the barcode of the item in the "Call Number/Item" tab.
Enter the user ID in the appropriate box.
Verify that the "Pickup at" location is listed as your library and click the "Place Hold" button.
Click the "Place Hold" button at the bottom of the window.
Note:
The hold level is TITLE by default, if any copy of this title at your school is returned, that copy will be held for the user.
The range level is LIBRARY so only items from your library can be placed as a hold, do not change this selection.
When an item is on hold the shelving location will show as "Holds." When the item is checked in it will route to "Holds."
Holds expire after 90 days by default.
Placing a Hold Screencast
WF Placing a Hold 9.2.20.webmPlacing a Hold
Note: Holds should only be placed for items owned by your library. To check out items owned by other schools, follow the Inter-Library Loan (ILL) procedure.
To place a hold on an item belonging to your library:
Open the [Holds Maintenance] group and click on the "Place Hold" wizard (gold lock with a hand).
Use the "Item Search and Display" helper (open book with a magnifying glass) and search for the item. Note: if the book was the last item searched it will appear as a button next to the Item ID field. (See image)
Verify that the item displayed is the item in question, and click on the barcode of the item in the "Call Number/Item" tab.
Enter the user ID in the appropriate box.
Verify that the "Pickup at" location is listed as your library and click the "Place Hold" button.
Click the "Place Hold" button at the bottom of the window.
Note:
The hold level is TITLE by default, if any copy of this title at your school is returned, that copy will be held for the user.
The range level is LIBRARY so only items from your library can be placed as a hold, do not change this selection.
When an item is on hold the shelving location will show as "Holds." When the item is checked in it will route to "Holds."
Holds expire after 90 days by default.
Placing a Hold Screencast
WF Placing a Hold 9.2.20.webmModifying a Due Date
Modify a due date before checkout
In the [Common Tasks] Click on the "CheckOut" wizard (due date stamp) and enter the user ID.
In the check out window select the "Special Due Date" helper (calendar icon).
3. Click on the gadget (diamond next to the text entry box) next to "Special due date."
4. Choose the desired due date and click "OK."
5. Choose one of the following options and click "OK"
"For this user only"
"For this checkout only"
"From now on" (this will apply the due date to all items that are checked out to users during the checkout session
6. Back in the checkout window, scan the items to check them out to the user.
Changing Due Date Before Checkout ScreenCast
WF Modifying a Due Date before checkout 9.2.20.webmModify a due date after checkout
Open the [Special Circulation Functions] group and select the "Modify Due Dates" wizard (due date stamp with a pencil and eraser).
Find the user whose dates need to be modified.
Click the box under "Modify" for each item you want to modify.
Click on the diamond next to the due date that you want to modify.
Select the new due date and Click OK. The new due date will appear on the date due box.
Click the "Modify User Due Dates" button to accept. A "record updated" message will appear in the far right column.
Click "CLOSE"
Modify a Due Date After Check Out ScreenCast
WF Modifying a Due Date after checkout 9.2.20.webmChecking Out When WorkFlows is Down
Log into Windows using your EID.
Click here to Download a copy of the "backup program" and save it to your desktop (link will prompt you to download the file)
if you have any difficulty obtaining the file contact Library Technology and they will provide a copy
Rename the file "Checkouts MM_DD_YY" if you make multiple copies of the file, you should add the teachers name to the beginning of the file, i.e. "Name MM_DD_YY"
Enter information into columns A and C, you can either type or scan User IDs and Item IDs into these columns, the barcode columns will autofill.
Continue filling in the document as long as WorkFlows is down.
What to do once WorkFlows is Back Up
Login to WF and check in all items returned while WF was down.
PRINT out your spreadsheet files created while WF was down, sheets must be printed for the barcodes to scan.
In WF click the "Checkout" icon.
Scan the first user's ID (use override code if needed)
Click "Special Due Date" and enter the correct due date, click "From now on" and click "OK"
Scan the item barcode, if the user has more than one item, scan all barcodes for that user.
When finished with the user, click "checkout to new user" and repeat the steps above.
Interlibrary Loan (ILL)
Borrowing library requests an interlibrary loan (ILL) from another AISD library (lending library). This is a librarian to librarian request done via email or phone call.
The lending library checks out the requested item to the borrowing library's ILL user. To find the ILL user, do a user search: "name" and "ALL_LIBS."
Lending library puts the item in transit to the borrowing library.
Once the borrowing library receives the item, the borrowing library checks out the item to the ID of the requesting user.
On the "Item in Transit" dialog box click, "Release Item."
Select "Special Due Date" helper and adjust the due date.
When the user returns the item to the borrowing library, the borrowing library checks it in twice. The first time it will say "Route to ILL" and the second time it will say "put item in transit."
Borrowing library puts item in transit to lending library.
When the lending library receives the item, check in the item.
