Collection details screens

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Learn how to view collection details in the Wise staff client.

The Collections screen is accessed via Items > Changing collections. From here, you can access collection details.

Collection screen

The collection screen displays the collections created for your library. Use the selections at the bottom of the screen to search and view available collections. For more information, see Search for a collection.

Collection details screen

The Collection details screen opens when you right-click on an existing collection in the Collection screen and select Details of this collection, or when you create a new collection.

Collection details screen

The code and name of the collection display at the top of the window.
The submenu contains options for managing collections.
You can view all items contained in a collection in the right part of the screen.
The upper right corner of the screen displays the number of items in the collection.
The information in the left panel of the screen provides collection details.
Items can be managed in the collection using the barcode field.
Buttons to activate a scanning function (Add, Remove, Check in, Inspect).

Collection details

The fields visible in the collection details panel change, depending upon the type of collection.

Field	Description	Applicable Collection Type
Description	Name of the collection (free text field	All
Type	Collection type	All
For	For whom the collection is being compiled (and to whom it will be checked out). Select Customer or Branch.	Permanent, Project, Non-recurring, Title
Status	The status determines what will happen to the collection: On location Loaned History Planned Temporary Structure	Permanent, Project, Non-recurring, Title
Size	Target size. The number of items the collection will/should contain. This number is for reference only.	Permanent, Project, Non-recurring, Title
Buffer	Number of days between two planning lines in the planning module.	Project, Non-recurring, Title
Plannable	Whether or not the collection can be planned using the planning module	Project, Non-recurring, Title
Creation date	Automatically completed at the time of creation, but it can be edited.	Permanent, Non-recurring, Title
Loan date	The loan date is completed by the system and will be displayed in light gray. This field cannot be edited. You can manually enter the intended lending date for new collections. However, as soon as a collection is delivered and loaned out, the actual lending date will be stored here. Note: It is not possible to use a lending date in the future here, this is only possible via Staff lending.	Permanent, Non-recurring, Title
Period	The loan period. It can be automatically entered at the time of creation. If this is blank, complete it manually upon loan/delivery.	Permanent
Return	Return date; this is determined based on the lending date plus the period. This can be edited.	Permanent
type	Select the correct type of collection from the drop-down list.	Permanent, Project, Non-recurring, Title
Comment	This comment is only visible to your institution, on this screen.	All
Show level	The level at which the collection is managed (branch, institution, or system).	All
Method for assigning items	Method for adding to the Route collection: Level - according to the principle of the branch that had it last Route - according to the configured route	Route, Rotating
Return to owner in months	Repair of the Route collection. The number of months before the items must be evaluated by the owner to determine if they should remain in the collection If the item should still be included, how many months until the next evaluation	Route, Rotating
Calendar method	The Route Collection is inactive during vacation. This is intended for route collections for schools (only useful if the library follows the same vacation schedule as the school).	Route, Rotating
Enforce return date	Indicate whether or not the return date will be enforced according to library policy.	Fixed, Non-recurring, Project, Title,
In temporary shelf	It is possible to assign a temporary shelf to a collection. This temporary shelf is used by each receiving branch as soon as the items are scanned upon arrival. Note: Each branch where the collection will be routed should have the same temporary shelf.	All
Maximum number of weeks can be requested online	Maximum number of weeks the collection can be requested via the web.	Project

Collection submenu

Additional options for collections can be found under the Collections menu on the Collection detail screen.

Retrieve collection

A collection can be requested for return using the Retrieve collection function. A collection can only be retrieved by the owner of the collection (the branch that complied the collection).

Go to Items > Changing collections. The Collections window opens.
Use the Select Collection and drop-down list at the bottom of the screen to locate the collection you want to retrieve.
Right-click on the collection and select Details of this collection. The Collection detail window opens.
Go to Collection > Retrieve collection. A confirmation message with the number of items in the collection that are currently checked out appears.
Click Yes. The item status will change to T for all of the items in the collection, with the exception of items that are lost, checked out or blocked.

Note: It can take a while for the item status to change, depending on the size of the collection. The return date is completed by the system, based on the lending date and period.

Transmit collection

Transmit collection allows you to deliver or pass on a changing collection.

Go to Items > Changing collections. The Collections window opens.
Use the Select Collection and drop-down list at the bottom of the screen to locate the collection you want to retrieve.
Right-click on the collection and select Details of this collection. The Collection detail window opens.
Enter the destination in the Branch field in the left panel of the screen.
Make sure that a Period (in days) is established. If the lending date is not the current date, enter it manually.
Click Save.
Go to Collection > Transmit collection. The item status will change to T for all of the items in the collection, with the exception of items that are lost, checked out or blocked.

Note: It can take a while for the item status to change, depending on the size of the collection. The return date is completed by the system, based on the lending date and period.

Lend collection

The Lend collection function allows you to lend the collection out to another institution.

Go to Items > Changing collections. The Collections window opens.
Use the Select Collection and drop-down list at the bottom of the screen to locate the collection you want to retrieve.
Right-click on the collection and select Details of this collection. The Collection detail window opens.
Make sure that the Period (in days) is established. If the lending date is not the current date, enter it manually.
Click Save.
Go to Collection > Transmit collection. A confirmation message appears.
Click Yes. The item status will change to U for all of the items in the collection, with the exception of items that are lost, checked out or blocked. The return date is completed by the system, based on the lending date and period.

In the collection details window, the relevant customer ID is displayed for each item with the status U. This only applies to collections that are checked out to a customer (school or institution).

Block collection

If Enforce return date is not selected for the collection, customers can check out the items in a collection endlessly. The collection does not have to be returned or sent to a different branch. To put a stop to the customer's ability to check out items, use Block collection.

Go to Items > Changing collections. The Collections window opens.
Use the Select Collection and drop-down list at the bottom of the screen to locate the collection you want to retrieve.
Right-click on the collection and select Details of this collection. The Collection detail window opens.
Go to Collection > Block collection. A confirmation message appears.
Click Yes. A confirmation message appears: Collection is blocked.
Click OK. Items in the collection are assigned the item status C. An alert is displayed at the service desk when items in the collection are circulated.

Once the owner checks the item in, the block is removed.

Empty collection

All items can be removed from a collection using the Empty collection function.

Go to Items > Changing collections. The Collections window opens.
Use the Select Collection and drop-down list at the bottom of the screen to locate the collection you want to retrieve.
Right-click on the collection and select Details of this collection. The Collection detail window opens.
Go to Collection > Empty collection. A confirmation message appears.
Click OK.

All of the items in the collection are removed.

Terminate collection

A collection can be completely removed using the Terminate collection function.

Go to Items > Changing collections. The Collections window opens.
Use the Select Collection and drop-down list at the bottom of the screen to locate the collection you want to retrieve.
Right-click on the collection and select Details of this collection. The Collection detail window opens.
Go to Collection > Terminate collection. A confirmation message appears.
Click Yes. The collection is deleted.

Count collection

The Count collection function allows you to count the number of items in a collection by status.

Go to Items > Changing collections. The Collections window opens.
Use the Select Collection and drop-down list at the bottom of the screen to locate the collection you want to retrieve.
Right-click on the collection and select Details of this collection. The Collection detail window opens.
Go to Collection > Count collection. A Notes window opens displaying the following counts:
- Items in collection
- Items loaned
- Items on location
- Items on transport
- Items with a different status
Click OK to close the window.

Print

Use the Print function to print information about the collection.

Open the collection details screen of the collection you want to print.
Select:
- Print collection to print a list of the items in the collection. Select the sequence and data to be printed. You can also select a branch (container) for route collections.
- Print labels to print labels for the items in the collection,
- Print packing list to print a packing list for sending the collection.
- Print collection barcode to print the barcode assigned to the collection. This can be scanned to display collection details.