[Evergreen-general] Documentation for item status

[Lindsay Stratton]

Hi Benjamin,

Here are a few thoughts, some of which are documented in places...

   - Besides staff editing an item directly, what are the other conditions
   that cause the item status to change, and how do they change?
      - Check In, aka Process Items in Ye Olden Evergreene Tymes, does most
      of the status change heavy lifting. In addition to discharging a
      borrowed item from a patron account (status change from checked out to
      Recently Returned), also changes non-circulating statuses like
      Damaged/Lost/Bindery/Cataloging/etc. back to circulating
(active) statuses;
      captures holds, from a pull list or opportunistically, and sets
items to On
      Holds Shelf or In Transit; changes new items from In Process to Available
      - Check In, and allied processes (like Renew, Clear Hold Shelf), sort
      of stack status changes. Ex: an item being checked in from a
loan that can
      fill a hold will go from Checked Out to Recently Returned to On Holds
      Shelf or In Transit
         - If you have access to the database, there is an audit table
         - auditor.asset_copy_history - that shows these types of changes
      - Other processes, like Checkout, Cancel Transit, Mark
      Lost/Missing/Damaged/Discard/etc. produce the related statuses,
and some of
      the resulting statuses are defined in Library Settings
      - Some statuses are changed by Action Trigger, such as Checked Out
      (overdue) to Lost
      - Some statuses are changed based on Library Settings, such as
      Recently Returned to Available
      - Lost is changed to Lost and Paid when a bill is paid in full (if
      enabled)


   - Do all items get reshelving status on check in?
      - Sort of! See above!
      - Reshelving is more or less specific to items that are going to the
      shelf. If other things are needed, like transits/pending holds,
the status
      will effectively skip reshelving
      - Some items, like Pre-cat circs, typically go to Cataloging status


   - When reshelving status expires, what determines the new status?
      - I've always sort of assumed the "Available" is a hardcoded default
      status, because that item should be on the shelf, ready to be checked out
      or able to be targeted for a hold, etc., but... IDK


Lindsay

*Lindsay Stratton*
*Systems Librarian*
Westchester Library System
570 Taxter Rd., 4th Floor
Elmsford, NY 10523
lstratton at wlsmail.org


On Thu, May 25, 2023 at 12:08 PM Benjamin Kalish via Evergreen-general <
evergreen-general at list.evergreen-ils.org> wrote:

> Hi, folks!
>
> I've been unable to find documentation of how item statuses work! Could
> someone point me in the right direction?
>
> I know there is a list of item status and instructions for adding new
> status at Evergreen docs / System Administration From the Staff Client /
> Item Statuses
> <https://docs.evergreen-ils.org/eg/docs/3.8/admin/copy_statuses.html#:~:text=To%20navigate%20to%20the%20item,of%20items%20in%20your%20system.>,
> but it leaves some fundamental questions unanswered:
>
>    - Besides staff editing an item directly, what are the other
>    conditions that cause the item status to change, and how do they change?
>    - Do all items get reshelving status on check in?
>    - When reshelving status expires, what determines the new status?
>
> I'm particularly interested in how items with status custom statuses (we
> use In Library Use, Display, and Storage a lot at my library) change on
> checkin, but I feel like all of this should be well documented in some easy
> to find place.
>
> Benjamin Kalish
> Forbes Library / 413-587-1012 / bkalish at forbeslibrary.org
>
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