This function is intended for libraries that want to offer their readers the retrieval of documents, which they can then pick up in a box from Koval Systems.

• 1 Creating a box retrieval request by the reader
• 2 Handling a box retrieval request by the librarian
  • 2.1 Filter
• 3 Placing in the box
  • 3.1 Module description
  • 3.2 Assigning to a locker
  • 3.3 Creating the box order
• 4 Removal from the locker
  • 4.1 Orders not picked up
• 5 Pickup from the box by the reader
• 6 Notifications and GDPR
• 7 Restricting the offer of box retrieval
• 8 Fees for box retrieval

Creating a box retrieval request by the reader

The reader can request a box retrieval through the web catalogue. The reader must be logged in to the reader account. After finding the document and pressing the Request button, it is necessary to tick Box retrieval, select the required box and press the Request. button.  

(fig. 1)

Handling a box retrieval request by the librarian

The librarian is informed about the existence of a box retrieval request in the lending module under the Action button by the label Box: with the number of waiting requests marked in red.

(fig. 2)

In the Action menu, click Retrieval requests.

(fig. 3)

On the Box retrieval tab there is a list of documents requested for box retrieval. On the subtabs it is also possible to select specific boxes if the library has more of them. Find the individual documents and gradually scan their barcode or RFID chip into the scanning field at the bottom of the form. As the individual documents are scanned, the printer will issue slips to be placed in the document. For this function it is practical to have a  receipt printer. The printing function can be turned off via our support portal.  

(fig. 4)

If you cannot find the document in the library, you can cancel the order by pressing the Delete button. If the reader has an e-mail address filled in, the system offers to send a message about the cancellation of the order.

(fig. 5)

Filter

• New - created requests from readers for box retrieval
• Waiting - scanned items that have not yet been assigned to a specific box, i.e. they need to be processed
• Ready to insert - items assigned to a specific box but not yet physically placed in it
• Inserted into box - items placed in the box, waiting to be picked up by the reader
• Picked up by librarian - cancelled orders that the librarian has already picked up, but the items have not yet been returned via anonymous return

Placing in the box

The items are now ready to be assigned to the individual lockers of the book dispenser. A separate new module, Book dispensers, has been created in Tritius for this assignment.

You get to the module either with the Box management button in the retrieval requests, or by clicking the Book dispensers module tab.

(fig. 6)

Module description

The individual parts of the Book dispenser module are numbered for better orientation.

1. The department at which I am handling the retrieval
2. The book dispenser (if the library owns several boxes, the correct one must be selected)
3. The reader whose orders are being processed
4. The orders of the selected reader that need to be assigned to a locker
5. The locker I am currently working with
6. The locker controls

(fig. 7)

Assigning to a locker

To assign orders to a locker, a free locker must be selected. Then, using the Add into locker and Add all into locker buttons, or by dragging, the orders can be assigned to a specific locker. This reserves the locker for the given reader.

(fig. 8)

Further items can still be added to lockers in the Reserved state.

(fig. 9)

Creating the box order

Clicking the Create button generates a one-time access code which, after being scanned by the box's integrated reader, opens the respective locker into which you place the items.

(fig. 10)

This step also switches the locker to the Waiting for insert state.

(fig. 11)

It is possible to switch the locker from the Waiting for insert state back to the Reserved state using Other actions → Cancel.

(fig. 12)

After the items are placed in the locker and it is closed, an e-mail and/or SMS with the access details is sent to the reader.

The locker state changes to Inserted.

(fig. 13)

Removal from the locker

Orders not picked up

Orders that the reader does not pick up are automatically switched to the Pickup overtime state.

The order can be extended, allowing the reader to pick it up later. The reader receives an e-mail/SMS with the new pickup date.

(fig. 14)

The second option is to cancel the order and prepare it for the librarian to collect from the locker.

(fig. 15)

After cancellation, the order switches to the Cancelled state and is marked as expired in the box. It is then collected via the service screen on the box. 

An e-mail/SMS is sent to the reader informing them that their order has been cancelled and they can no longer pick it up from the box.

(fig. 16)

After the items are removed, the locker is freed again.

The removed items must be returned via anonymous return. This ensures that subsequent reservations are processed.

Pickup from the box by the reader

After the reader picks up the order from the box, the items are marked as borrowed.

An e-mail (if the reader has it enabled, see below) is sent to the reader with a summary of the loans picked up from the box.

Notifications and GDPR

Depending on the notification settings, notifications about waiting box retrievals are sent to the reader. The notifications also include the PIN for opening the box locker.

(fig. 17)

SMS messages are sent to the reader if:

• They have SMS notifications enabled in their notification settings and also have a valid phone number filled in.

E-mails are sent to the reader if:

• They have e-mail notifications enabled in their notification settings and also have a valid e-mail address filled in.

If no notification can be sent to the reader by e-mail or SMS, the box retrieval option is not offered during the document request process - there would be nowhere to send the access details for pickup from the box.

Both e-mails and SMS are always sent by Tritius; the box cannot do this. The text of the messages can therefore be modified - contact support via the helpdesk.

Examples of e-mails sent:

(fig. 18)

Examples of SMS sent:

(fig. 19)

Restricting the offer of box retrieval

The library may want to restrict the offer of box retrieval to some branches only.

For each box it is possible to define the departments or locations at which retrieval into this box is to be offered.

If the library has several boxes, it can therefore define, for each of them, only certain branches from which it is possible to order into each box.

Fees for box retrieval

Fees can be set either:

1. For each ordered item separately.
2. Or for the whole order regardless of the number of items.

Example 1:

• The library charges CZK 5 for each item ordered into the box.
• Reader A orders 1 item into the box → 1 fee of CZK 5 is charged.
• Reader B orders 3 items into the box → 3 fees of CZK 5 each are charged, i.e. CZK 15 in total.

Example 2:

• The library charges CZK 10 for the use of a locker.
• Reader A orders 1 item into the box → CZK 10 is charged for the whole order.
• Reader B orders 3 items into the box → CZK 10 is charged for the whole order.