Item Status

The Item Status screen is very helpful. Many actions can be taken by either circulation staff or catalogers on this screen. Here we will cover some circulation-related functions, namely:

Checking Item Status
Viewing Past Circulations
Marking items damaged or missing, and other functions
Placing Holds from Item Status screen

Checking Item Status

To check the status of an item, select Search → Search for copies by Barcode.
Scan the barcode, or type it and click Submit. The current status of the item is displayed, with selected other fields.

Figure 1. Item Status screen
You can use the column picker to select more fields to view.
If you want to save the columns you added, for future sessions, click Save Columns from the column picker.

Figure 2. Column picker
Click the Detail View button and the item summary and circulation history will be displayed.

Figure 3. Detail view

Figure 4. Detail view screen
Click List View to switch back to the full list of items you’ve scanned in.

Figure 5. List view button

If the item’s status is Available, the displayed due date refers to the previous circulation due date.

Uploading Items from a File into Item Status

You can load a batch of items all at once. To do this, click Choose File and find the file saved on your computer.

Figure 6. Choose File button

The file should be a plain list of item barcodes, one per line. The file must be saved in simple text format (i.e. .txt file extension).

To ensure smooth uploading and further processing on the items, it is recommended that the list contain no more than 100 items. Use the drop down list to change the number of lines you wish to load in Item Status.

One way to get a batch listing of barcodes: copy them from the barcode column on a statistical report you’ve downloaded, and paste them into a simple text file!

View Past Circulations

Bring up your item in the Item Status screen as mentioned above with Scan Item by Barcode or going to Circulation → Item Status.
Scan the item barcode.
Select Detail View.
Choose Recent Circ History. The item’s recent circulation history is displayed.

Figure 7. Recent Circ History tab
You can also view a list of the last few circulations using the Circ History List tab. This screen will show up to the last 4 circulations, if they all occurred within the last year.
To retrieve the patron(s) of the last circulations, click on the name of the patron. The patron record will be displayed.

Mark Items Damaged, Missing, and Other Functions

Select the item. Click on Actions for Selected Items → Mark as Damaged, Mark as Missing, or Mark as Discard/Weed.

Figure 8. Mark items in different statuses

Following the above procedure, you can check in and renew items by using the Check In Items and Renew Items on the dropdown menu.

Figure 9. Check In and Renew

Depending on the library’s policy, when marking an item damaged, bills (cost and/or processing fee) may be inserted into the borrower’s account.

Placing Holds in Item Status

In previous versions of the Evergreen client, a hold placed in Item Status would not display hold notification preferences on the hold slip. However, holds from Item Status will now bring over their notification options.

Figure 10. Requesting item in Item Status

Figure 11. Request item form

Hold Shelf Slip will display hold notification preferences if the Honor user preferences is checked.

Under Hold Type you can choose whether it is a title-level hold (for any copy listed on the same record – generally recommended), or a copy-level hold (for a single specific individual copy).

Item Status Reference

Below is a reference table of all item statuses and their behavior in Evergreen. This also indicates whether a status is stock in Evergreen or was added by Bibliomation.

Because status dictates item behavior, keeping Item Status as a display field is recommended on the Item Status and Checkin screens.

Table 1. Item Status Behavior Reference
Status	Pull List?	Holdable?	OPAC Visible?	Restricts Deletion?	Stock/Custom
Available	Yes	Yes	Yes	No	Stock Evergreen
Bindery	No	No	No	No	Stock Evergreen
Canceled Transit	No	Yes	Yes	No	Stock Evergreen
Cataloging	No	Yes	Yes	No	Stock Evergreen
Checked out	No	Yes	Yes	Yes	Stock Evergreen
Damaged	No	No	No	No	Stock Evergreen
Discard/Weed	No	No	No	No	Stock Evergreen
Display	Yes	Yes	Yes	No	Custom Biblio Status
Held for Program	No	Yes	Yes	No	Custom Biblio Status
ILL	No	No	No	No	Stock Evergreen
In Library Use Only	No	No	Yes	No	Custom Biblio Status
In process	No	Yes	Yes	No	Stock Evergreen
In transit	No	Yes	Yes	Yes	Stock Evergreen
Long Overdue	No	No	No	Yes	Stock Evergreen
Lost	No	No	No	Yes	Stock Evergreen
Lost (legacy)	No	No	No	No	Custom Biblio Status
Lost and Paid	No	No	No	No	Stock Evergreen
Mending	No	No	No	No	Custom Biblio Status
Missing	No	No	No	No	Stock Evergreen
On holds shelf	No	Yes	Yes	Yes	Stock Evergreen
On order	No	Yes	Yes	No	Stock Evergreen
On reservation shelf	No	Yes	Yes	No	Stock Evergreen
Phone Request on Hold Shelf	Yes	Yes	Yes	No	Custom Biblio Status
Received	Yes	Yes	Yes	No	Custom Biblio Status
Recently Returned	Yes	Yes	Yes	No	Stock Evergreen
Reserves	No	No	No	No	Stock Evergreen

Understanding Status Behaviors

Holdable: Items that are not in a holdable status don’t allow holds to be placed on them and will not be targeted for holds. When checking in items from one of these statuses, turn on the Retarget Local Holds and Retarget All Statuses checkin modifiers to ensure holds are captured in the proper order.
Pull List: Some statuses are holdable but will not appear on the pull list. Only statuses marked "Yes" in the Pull List column will generate pull list entries.
Restricts Deletion: Items in statuses that restrict deletion should be changed to a non-restricting status before deleting. It is best to check the item in first to prevent any "hanging" transactions on the patron record.
OPAC Visible: Items in a status that is not OPAC visible will appear when logged into the staff client, but will not appear in the public, patron-facing catalog.