1. Expired/Cancelled Holds Report
2. Circulation Notices
3. Trace Items Report
For more in-depth information, read the Horizon Guide section on Reports.
This is a list of items on your hold shelf that the borrower has not picked up. All locations must print this everyday. It is important that you remove all items that have expired or been cancelled from the Hold Shelf and check them in.
Patrons must pick up holds within 7 days of being notified that an item on hold is ready. This is necessary to ensure that items are fairly circulated and not sitting idle on a shelf when desired by other patrons. It is possible to modify a hold expiration date, but it should only be performed under extenuating circumstances and it should not be a regular occurrence.
Instructions to run the Expired/Cancelled Holds Report:
1. Open Circulation Reports by clicking icon on toolbar called Circ Reports or going to the Circulation folder and clicking open Circulation Reports. This opens a new window.
2. Click on Request Menu.
3. Open Expired/Cancelled.
4. After the data has loaded, Sort the list in the order you like.
5. Go to File and Print.
6. Collect items from hold shelf and check them in.
Running notices is a 2-step process: they have to be generated and then outputted. There are 2 batches to run, Auto Notices and Pre-Overdue Notices.
Auto Notices will send reminder emails to borrowers with overdue items, tell borrowers about items being held, and print letters for borrowers with lost items.
Pre-Overdue Notices will send reminder emails to borrowers 4 days before items are due back.
These notices will only be sent to borrowers that have provided an email address for their borrower record.
Instructions to run the Circulation Notices:
1. Open Circulation Reports by clicking icon on toolbar called Circ Reports or going to the Circulation folder and clicking open Circulation Reports. This opens a new window.
2. Click on Notices > Notice Output.
3. Click on New Batch at the bottom of the window.
4. Select Pre-Overdue Notice.
5. The Select Location window pops up, and the black arrow should already be next to your library location; if not, select your library location from the list.
6. Click 'OK' to send the notices. A progress bar appears when the notices are being created.
7. Repeat [Step 3]: Click on New Batch at the bottom of the window.
8. Select Auto Notice.
9. The Select Location window pops up, and the black arrow should already be next to your library location; if not, select your library location from the list.
10. Click 'OK' to send the notices. A progress bar appears when the notices are being created.
11. Now that both of the sets of notices have been created, we have to send them - scroll to the very bottom of the list of notices on the Circulation Reports window to find the reports that you just created.
12. Select both of the reports created for your library, then select Output at the bottom of the window.
13. If any borrowers receive notices by paper mail instead of e-mail notification, these notifications will print from your printer. Click Ok on the printer pop-up window.
14. A progress window will appear when the emails are being sent. This can take some time to complete.
Video: Running Circulation Notices
Run a Trace Item Report every 3 months. This report presents a list of items with the status set to Trace - meaning that, when they appeared on a Pull List at your library, they could not be found. Try to find the items on this list by Shelf Reading in the general area that this book should be, check if it was knocked over behind the row of books or miss-shelved in the wrong place.
Instructions to run the Trace Item Report:
1. Look to the side-bar on the left and click on Group Editor, and then double-click on Item Report. The Compound Search window appears.
2. Select Status from the Indexes list.
3. Type 'trace' in the Search for: box
4. Click (the circle next to) AND - within the Search String box, search_status = 'trace' should appear.
5. Now select Loc from the Indexes list.
6. Type your 3-digit library code in the Search for: box.
7. Click Search at the bottom of the Compound Search window.
8. A list of items will appear. You can print the list by selecting the printer icon at the top of the Horizon window.
Video: Using Item Report for Advanced Searches
*This video shows how to use the Item Report function in general - follow the instructions above for running a 'Trace Item' report