The Staff Client Catalog Search

See Grand Rapids Public Library Training Documents for a list of all Evergreen training topics.

Staff Client Catalog Search Overview

After logging in to the staff client, press F3 or click Search >the Catalog to search the catalog

• The default search page is the same as the Advanced Search page patrons use in the public catalog.
• A Simple Search box appears at the top of your search results page.
• All the features of Simple Searching and Advanced Searching remain the same when searching the catalog from the staff client.

Because you are logged into the staff client, you'll see your username on the left, just as you would when logged into the patron catalog

Use Go Back and Go Forward at the upper left of the tab just like the forward and back buttons in a web browser.

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Viewing a Record

When you view a record in the catalog using the staff client, there is additional information visible in the pane at the top of your window

• You can see information such as the TCN and when the record was Last Edited.
• Use Start, Previous, Next, and End to move through the titles in your title group as you would Start, <<, >>, and End in the public catalog.
• Note that the same search in the staff client produces more results than in the public catalog. Ghost records (bibliographic records with no attached items) do not display in the public catalog, but staff can still see them in the staff client.

Actions for this Record provides access to a number of functions

• OPAC View switches the display to that of the public catalog when you are in another action.
• MARC View shows the MARC record for the item.
• MARC Edit enters the MARC editor for making changes to the MARC record.
• Holdings Maintenance shows the Holdings Maintenance view for the record.
• View Holds shows holds for the record and allows you to edit specific holds.
• Add to Bucket
• Mark for Overlay
• Delete Record deletes this record from the catalog. Evergreen asks you to confirm this action.
• Duplicate in New Tab opens the record in its default view in a new tab.
• Remove this Frame removes the top information frame and shows only the bottom view.
• Set bottom interface as default allows you to choose which view will be your default view for records. Set the current view to the view you prefer, then click Set bottom interface as default. When you open item records, the display will use your default view.
• Reset Display restores the system defaults, removing preferences you have chosen using the options above.

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Item Details or Copy Info

When you view an item in the catalog using the staff client, you can link to the Item Details through Copy Info

• Click Details and then Copy Info.
• The Item Details window pops up with information on holds, transits, and last circulation.

• Last Circulation indicates, among other details, the Check In Time and Check In Library.
• Add Billing is useful for damaged items.
• Retrieve Last Patron is useful for finding out further information about the last patron to checkout the item.

You can also find Item Details through Search >for copies by Barcode or F5.

• Search your item barcode.
• Click Actions for Selected Items and Show Item Details or right click on the item and click Show Item Details.

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Placing Holds

Press F3 or click Search >the Catalog to search the catalog for a patron's request. Click Place Hold from within your search results list or an item record. Enter the patron’s barcode number and click Submit or click Place hold for my account if you are placing the hold for the staff account from which you are logged in

Next you'll be asked to Create/Edit the hold

• You will see information about the item you are requesting and the patron's or staff account's contact information.
• You can edit the phone number, but the change will only hold true for this hold request. To permanently update the patron's account you must edit their patron record from Checkout or Patron Search.
• Evergreen will automatically notify by email, when available, unless you disable email notification.
• Patrons can add or change email addresses through My Account or staff can do it for them through Checkout or Patron Search.
• Evergreen defaults to the patron's home library for a Pickup location, but you can select a different location from the dropdown box.
• As in the public catalog, Suspend this hold saves the patron’s place in line, but he or she will not be notified of availability until the hold is activated.
• Advanced Hold Options allows you to choose multiple Acceptable Alternative Formats the patron would accept to fill the hold. The hold will be filled with whichever format can be delivered first.
• See Hold Features for a complete discussion of suspending holds and advanced hold options.
• Confirm the hold with Place Hold. An alert will display to let you know if the hold was successfully placed or not. The hold has not been placed until you complete this step.

To place a Title Hold

• Click place hold in the title results list or

• click place hold in the upper right corner of an individual record.

• Enter the patron’s barcode number and click Submit or click Place hold for my account if you are placing the hold for the staff account from which you are logged in.
• Create/Edit a hold will indicate the Title for the item you've requested.
• Use Title Hold for a bibliographic level hold on a single format of a title.

To place a Meta Hold

• Begin as with a Title Hold. Click place hold in the title results list or click place hold in the upper right corner of an individual record.
• Enter the patron’s barcode number and click Submit or click Place hold for my account if you are placing the hold for the staff account from which you are logged in.
• Click Advanced Hold Options in Create/Edit a hold and select the Acceptable Alternative Formats.
• Use Meta Hold for a bibliographic level hold on multiple formats of a title.

To place a Volume Hold

• Scroll down to the Copy Summary section.
• Click place hold in the actions column.
• Enter the patron’s barcode number and click Submit or click Place hold for my account if you are placing the hold for the staff account from which you are logged in.
• Create/Edit a hold will now indicate the Call Number for the volume you've requested and show the Hold Type as Volume Hold.
• Use Volume Hold for a Title Hold on a specific volume call number (such as a volume in a DVD series) or for a Title Hold on the specific items at a single location (if the patron only wants one of the John Grishams at your branch, not from anywhere in the system).

To place a Copy Hold

• Click details beside the call number for a branch's item.
• Click place hold beside the barcode of the copy you wish to request.
• Enter the patron’s barcode number and click Submit or click Place hold for my account if you are placing the hold for the staff account from which you are logged in.
• Create/Edit a hold will now indicate the specific Call Number and Barcode for the copy you've requested and show the Hold Type as Copy Hold.
• Use Copy Hold for an item-specific hold on a single barcode.

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Editing Existing Holds

Enter the patron's account through Checkout or Patron Search and click Holds

• Click on one or more holds to select them, then click Actions for Selected Holds.
• Edit Pickup Library changes the pickup location for all holds selected.
• Edit Phone Notification changes the phone number used for notification for selected holds only. To permanently update a patron's phone number you must edit their patron record, not just their hold requests.
• Set Email Notification allows you to activate or deactivate email notification for selected holds. To permanently add or update an email address, you must edit their patron record, not just their hold requests.
• Edit Activation Date sets, changes, or eliminates the activation date for selected holds.
• Activate Hold activates selected suspended holds.
• Suspend Hold suspends selected holds but does not allow you to set an activation date.
• Cancel Hold cancels selected holds.

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Viewing Holds on an Item

When you view a record in the catalog using the staff client, you can also View Holds on that record.

• Click Actions for this Record and then View Holds.
• Display or hide columns of information with the column manager button on the right.
• Sort columns by clicking on the column heading.

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Holds Topics Covered in other EGwiki Articles

• Holds at Checkout
• Holds at Checkin
• Holdable Settings
• Holds Priority and Targeting

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