View How does Borrowing workflow work? (Receiving Items)
How to tell Clio that an item has been received
When items arrive
When a physical or digital item arrives, it's important to update Clio, so that Clio knows what has happened with the request. This of course helps Clio provide you with accurate information about a request's history but also allows Clio to provide you with helpful statistics.
If your requests have been processed via another system, such as OCLC, Rapid, or the BL, be sure that you have recently downloaded the messages from those systems so that Clio has as much information as possible about the requests. That means less work for you, as Clio will already know things about the supplying library and due dates.
If your requests have been processed via another system, such as OCLC, Rapid, or the BL, be sure that you have recently downloaded the messages from those systems so that Clio has as much information as possible about the requests. That means less work for you, as Clio will already know things about the supplying library and due dates.
Updating options
There are two options for updating requests and it's a matter of personal preference which one you use. You can locate the request you need to update (using a category filter or quick search) and open it, using the update options panel to update to received-copy or received-loan. Alternatively, you can use the dedicated update page (found in the Tasks menu) and enter either the Clio ID or the ILL System ID (the Docline, OCLC, Rapid or BL number) to bring up the request and then process the update.
Try both options and see which you prefer. It's fine to use different methods in different situations (or each person in the office might have a different preference).
You might find that you use the update page when processing a stack of books but that you use the Pending/Attention category to update items sent via ArticleExchange or RapidURL.
Try both options and see which you prefer. It's fine to use different methods in different situations (or each person in the office might have a different preference).
You might find that you use the update page when processing a stack of books but that you use the Pending/Attention category to update items sent via ArticleExchange or RapidURL.
Notices and printouts
When you update an item to received copy or received loan you can have Clio send a notice to the patron, letting them know the item has arrived and providing any further instructions. To send the notice, check the 'Send Notice' checkbox - if you generally want the notice to go out, be sure to set the 'send automatically' option on the email notice to yes. That will check the checkbox by default - you can always turn it off for an individual request if need be.
Bookstraps, labels and copy coversheets can all be printed as well. They can be edited in the Edit Printouts area, and the print checkboxes default setting can be controlled in the Printing preference item.
When printouts are generated as part of an update, Clio puts them into the Printouts menu at the top of the page, so that you don't have to see a print popup page for each bookstrap or coversheet one at a time. When you want to send the printouts to the printer, use the Printouts menu. If others in the office are also updating items you may see that the Print Mine and Print All numbers are different. You can decide whether you want to send all the printouts to the printer, or just the ones that you've personally generated.
Bookstraps, labels and copy coversheets can all be printed as well. They can be edited in the Edit Printouts area, and the print checkboxes default setting can be controlled in the Printing preference item.
When printouts are generated as part of an update, Clio puts them into the Printouts menu at the top of the page, so that you don't have to see a print popup page for each bookstrap or coversheet one at a time. When you want to send the printouts to the printer, use the Printouts menu. If others in the office are also updating items you may see that the Print Mine and Print All numbers are different. You can decide whether you want to send all the printouts to the printer, or just the ones that you've personally generated.
Adding information
Clio displays as much information as it has about the lending library, due dates, pdf links, charges. If any of this information is not already present you can of course add it here on the update panels. If necessary you can create a library record for the lending library.
When Clio receives a due date, either on the update panel or from an external ILL system, Clio applies your patron-due-date preferences to set the patron due date. This setting can be found in the Due-Overdue-Recall preference item.
For more information about receiving pdfs click here.
When Clio receives a due date, either on the update panel or from an external ILL system, Clio applies your patron-due-date preferences to set the patron due date. This setting can be found in the Due-Overdue-Recall preference item.
For more information about receiving pdfs click here.
LMS
For libraries which connect Clio to an NCIP-compatible library management system, Clio will also send the LMS a message for received-loan items, asking the LMS to create a temporary record for the item, and letting the LMS know which patron has received the item. The details of how the LMS processes this information depends a bit on your LMS but typically it triggers the book-on-hold process.