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Document Ordering

Document ordering is the process of choosing and ordering items to be produced and viewed at your organisation on a particular day.

This section contains an overview of how document ordering works in CalmView, along with how you can use the CalmView configurator to set up document ordering in the way that your organisation requires.

Order Methods

There are 3 options when it comes to document ordering in CalmView:

None - When this option is selected, no document ordering features are available, the researcher can add items to the basket ('My Items' page), but none can be ordered.

Calm - This option can only be used if CalmView is connected to the live Calm system. It provides a direct connection to your Calm data. Researchers can place orders online and also view and amend their orders.

Offline - If you don't wish to connect CalmView to your live Calm system, choose this option to allow researchers to request orders by email.

The relevant order method is chosen in the Configurator. More information on Calm-based document ordering and Offline ordering is given on separate pages, below this one on the menu to the left.
 

My Items

The 'My Items' page is a 'basket' of items that the researcher is interested in. It can be thought of as a bookmark list or shopping cart. The 'My Items' list is only held for the duration of the web session, it is not stored once the session has expired. The 'My Items' summary appears to the left of the quick search box at the top of a CalmView page, it details the number of items currently in the 'My Items' list.


How to enable 'My Items'

In the configurator, the 'My Items' setting is found in the DataSource section, under Data Groups, then CalmView, Catalog and My Items. The setting is simply called 'My Items' and is the first one on this page. Tick the checkbox and click the Save button to enable the My Items basket and summary.


Adding to 'My Items'

Items can be added to the 'My Items' list using either the link on the overview (search results) page or the record page itself. The text for these links can be customised using the configurator, see Add to Basket Text for overview and Add to Basket Link Text for record page.

Items can be added to 'My Items' regardless of whether they can be ordered or not. If any of the items can be ordered they will appear in the 'My Items' list with a checkbox next to them.

Researchers can add items to the 'My Items' list without having to log in.

The reference number that appears in the "Item xxx has been added to your items" message will come from the field defined for display in the "My Items" editor. For example, this might be the RefNo field or the AltRefNo field in Calm.
 

Viewing and Printing 'My Items'

Clicking the 'My Items' link at the top of the page (next to the quick search box) will display the 'My Items' list with the option to remove any item/s from the list.

You can choose which field contents are shown in the 'ID' and 'Title' columns, using the configurator to set the Label field and Description field respectively.

Clicking the 'Print preview' button on this page will display the list in print format (in a separate window). From here you can print the list of 'My Items'.
 

Substitutions

If an item has a substitute for ordering purposes (for example, where a microfilm is produced in place of the original item), this will need to be marked in the Catalog database. To do this, add an "OrderRefNo" field to the item's Catalog record in Calm. Complete the field with the RefNo of the substitute item. When the original item is ordered, the substitute item will be produced instead. Substitute items may themselves have substitutions.
 

Ordering an item

An item can be ordered (using the Calm-based or the offline method) if:

  • The 'Order Status' field is filled on the item record in Calm

  • The item record has not been transferred to conservation

  • The 'Order Status Override' field has not been filled on the item record in Calm. This field is used to mark an item which has been withdrawn from circulation temporarily.

Please note: Nothing will be orderable if 'None' is chosen for document ordering method in the configurator.

On the 'My Items' page, items that are orderable will have a checkbox displayed next to them. Tick the checkbox and then press the 'Order selected items for viewing' button to initiate the ordering process.

If you press the 'Order selected items for viewing' button with no items selected, an error message will appear. This message can be customised using the configurator.