When viewing a physical item in Alma, a work order can be placed by clicking on the link Work Order. This can be done by Circ or by any authorized staff user who needs a book to be transited to Technical Services for work.
Notes can be added to the work order with specifics, e.g. "Missing pp. 51-53."
There are four types (or statuses) of Technical Services work orders: Copy Cataloging, Physical Processing, Repair, and Serial/Mono Binding.
These statuses are set by Technical Services after receiving items into the department. The choice of status can be based on Notes.
Note: Unless something is going to be Not in Place for a significant amount of time (e.g. going to the bindery, waiting for missing pages), it is better not to bother placing a work order, because of the hassle of scanning in and out and tracking the work order in Alma.
Suggested best practice: In most cases, Circ should bring items to Technical Services and explain what needs to be done; Technical Services can decide whether or not to place a work order, and do so if warranted.
Place the Work Order
Do a Physical items search for the volume that needs a work order. (Fastest is to search by barcode.)
Click on Work Order.
Request/Process Type: Technical Services
Do not pick from shelf: check if you already have the book in hand.
Note: [enter relevant information, e.g. "missing pp. 51-53" or "needs new label"]
Target Destination: Tech Services
Submit
Scan in Item
When items reach Technical Services, they first need to be scanned in.
Go to Fulfillment => Resource Requests => Scan in Items
Automatically Print Slip: No
Set Status To: [select Copy Cataloging, Physical Processing, Repair, or Serial/Mono Binding]
Done: No
Scan item barcode: [scan in barcode]
At the bottom right of the screen, click on Manage In Process Items
Check the Work that Needs to be Done
After scanning in the item, click on Manage In Process Items at the bottom right of the screen
OR
Go to Tasks => Items - in department
OR
Fulfillment => Resource Requests => Manage In Process Items
[[[At this point you should be able to View notes that give specifics of what needs to be done for item. Why do notes not show?]]] Actions => Edit will show any notes and allow changing of status. If the status needs to be changed, you can do it here.
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If you need to search for a particular work order in Alma:
Do a Quick Search for Requests (a work order is essentially a staff-initiated request)
OR
Fulfillment => Resource Requests => Manage In Process Items and Filter by status and/or search using Find.
OR
Fulfillment => Resource Requests => Monitor Requests & Item Processes and Limit by Request/Process Type and/or Workflow Step Status and/or search using Find.
Do the Work Requested
Do the work requested: repairs, relabels, send for binding, update item record.
Mark the Work as Done in Alma
Fulfillment => Resource Requests => Scan In Items
Automatically Print Slip: No
Set Status To: [ignore]
Done: Yes
Scan item barcode: [scan in barcode]
OR
Go to Fulfillment => Resource Requests => Manage in Process Items
Find item
Check the box next to the item and click Done.
Return to Circ for Reshelving
Note that before being shelved, the items will have to be scanned in at the Circulation Desk responsible for shelving them. Therefore, materials with completed work orders cannot be delivered directly to Reference or Government Publications.
Note too that media items delivered directly to the Media Resources Center and materials delivered directly to Special Collections and the Curriculum Materials Library will also need to be scanned in once they reach their departments, before being shelved. This is done by setting the location in Alma to the appropriate Circulation Desk (Media Resources Center or Special Collections) and then going to Fulfillment => Resource Requests => Scan in Items.
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Work orders can also be created for sets of items. Create an itemized set, then
Administration => Manage Jobs => Run a Job
Choose "Create Physical Item Work Orders"