This function is intended for libraries that want to offer their readers the option of having documents set aside, which they can then collect from a Furtodo box.

• 1 Creating a box retrieval request by the reader
• 2 Handling the box retrieval request by the librarian
  • 2.1 Filter
• 3 Inserting into the box
  • 3.1 Description of the module
  • 3.2 Assigning to a locker
  • 3.3 Creating the box order
• 4 Removing from the locker
  • 4.1 Uncollected orders
• 5 Collection from the box by the reader
• 6 Notifications and GDPR
• 7 Restricting the offering of box retrieval
• 8 Charges 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 the 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 Box: label with the number of waiting requests highlighted in red.

(fig. 2)

In the Action menu, click the Retrieval requests item.

(fig. 3)

The Box retrieval tab contains a list of documents requested to be set aside in a box. In the subtabs it is also possible to select specific boxes, if the library has several. Find the individual documents and gradually scan their barcode or RFID chip into the scanning field at the bottom of the form. While the individual documents are being 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 switched off through our support portal.  

(fig. 4)

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

(fig. 5)

Filter

• New - box retrieval requests created by readers
• 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 collected by the reader
• Picked up by librarian - cancelled orders that the librarian has already taken out, but the items have not yet been returned through anonymous return

Inserting into the box

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

Description of the module

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

1. The department where 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 selected reader's orders 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. The locker is thereby reserved 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 integrated reader of the box, opens the relevant 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 email and/or SMS with the access details is sent to the reader.

The state of the locker changes to Inserted.

(fig. 13)

Removing from the locker

Uncollected orders

Orders that the reader does not collect automatically switch to the Pickup overtime state.

The order can be extended, thereby allowing the reader to collect it later. However, the box does not inform the reader about the extension of the order.

(fig. 14)

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

(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. 

The box does not inform the reader about the cancellation of the order.

(fig. 16)

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

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

Collection from the box by the reader

After the reader collects the order from the box, the items are marked as lent.

An email with a summary of the loans collected from the box is sent to the reader (if this is enabled for them, see below).

In the Book dispensers section, the locker is marked as Not available for approx. 30 min after collection - this is a property of the box, whereby the reader can reopen the locker during this time in case they forgot something in it.

During this time it is not possible to create new orders for the locker. After it elapses, the locker is made available again.

(fig. 17)

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. 18)

SMS messages are sent to the reader if:

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

Emails are sent to the reader if:

• They have email notification enabled in the notification settings and also have a valid email address filled in.

If a notification cannot be sent to the reader by either email or SMS, the box retrieval option is not offered to them during the process of requesting the document - there would be nowhere to send the access details for collection from the box.

Both the emails and the SMS messages are sent by the Furtodo box, not by Tritius - Tritius only sends the contact details to the box. Any problems with sending emails or SMS messages must therefore be resolved with Furtodo.

Examples of emails sent:

(fig. 19)

Examples of SMS messages sent:

(fig. 20)

Restricting the offering of box retrieval

The library may want to restrict the offering 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.

Charges for box retrieval

Charges 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 charge of CZK 5 is applied.
• Reader B orders 3 items into the box → 3 charges of CZK 5 each are applied, 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.