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Circulation Manual

The official circulation manual for OPAL

Virtual Record Cleanup

This cleanup process will minimize the amount of broken OhioLINK holds in the system. Item records with leftover virtual patrons fall into two categories: patrons who have cancelled requests and items not properly checked in. This is a two-step process. Cancelled INN-Reach requests show up on both lists. It is a good idea to run the list of cancelled INN-Reach requests in Step 1 and process those before doing Step 2.


Step 1

Locate items with cancelled INN-Reach Requests:

  • Go to Create Lists and choose and empty slot in your range
  • Click on Search Records
  • Name the list so you can identify it
  • Use the Virtual Record Cleanup – Step 1 saved query and ensure that Store Record Type is Item and you're using a Scoped Range.
  • The saved search should look like this:

     Item Status       =          -
AND  Item Message      has        cancelled
AND  Item Virtual Rec  exists
AND  Item Due Date     not exist  - -

  • Click Search
  • View the resulting list

To clear the records:

  • Navigate to the INN-Reach Checkout to Remote Site function
  • As you check out each item, the system will notify you that the request was cancelled
  • Rerun the list to see if all items have been cleared

Step 2

To clear items that did not properly check in:

  • Go to Create Lists and choose and empty slot in your range
  • Click on Search Records
  • Name the list so you can identify it
  • Use the Virtual Record Cleanup - Step 2 saved query and ensure that Store Record Type is Item and you're using a Scoped Range.
  • The saved search should look like this:

     Item Status       =          -
AND  Item Virtual Rec  exists
AND  Item Due Date     not exist  - -

To clear the records:

  • Enter the Search / Holds function
  • Locate the item record (copy and paste the barcode from the list of records located in the create list search)
  • Edit the item record: Change the item's status to @
  • Go to checkin in the side menu and check the item in
  • This should clear the virtual patron

Once all items have been cleared run the list again to see if all are removed.