About the Pull/Pick List

  • The Pick List updates in real time and can be printed at any time, including multiple times a day, if desired.
  • You can print a report with all items, or you can print individual slips.
  • The list can also be exported to Excel for further sorting/processing.
  • In Alma, there is no distinction between Not on Shelf, Lost, or Missing, so when you see Missing below, you can assume it means Item not in place/on shelf.
  • Any requests that are not filled within 7 days are automatically marked as missing.

Processing the Pick List

  1. Go to Fulfillment >> Pick from Shelf
  2. If needed, use the facets on the left to limit the pick list (to a call number range, to be sent to the same destination, for the same request or material type, etc.)
  3. Click Print Slip Report
  4. The dialog box gives you three choices:
    1. To print the results, click the Printer button, select the specific printer, then click Send
    2. To download the results, choose the preferred output format (XML or Excel) and click Download
    3. To email the list to someone, select User at the top, select a user, and click Send
      1. Note: the user you are sending to must be part of the "include" list for that specific Pick List
  5. Using your printed lists, pull the items from the stacks and return to the desk
  6. Go to Fulfillment >> Return items
  7. Scan the barcode of each item(s) physically pulled
    1. For missing items, follow the steps below
  8. Proceed according to local workflows to transfer materials or to place on hold shelves

Marking Items Missing on a Pick List

  1. Confirm the items are Missing, that is, they were not found in the stacks, reshelving, etc.
  2. Go to Fulfillment >> Pick from Shelf
  3. Locate the first missing request/title.
    1. You can do this by scrolling through the list or using the facets on the left to limit what's being viewed from the pick list
  4. On the item's record, click on Mark as Missing (if not visible, click on the row action item list icon (the ellipsis) and choose Mark as Missing)
    1. Note: You will be prompted that it will mark the entire holding as missing, but this will only mark the items on that holding (your current location, such as Tozzer) as missing, not the holdings at all Harvard libraries combined.
  5. The request now moves to the holding at the next available Harvard library, if any. If there are none, the patron will receive an email informing them the request was not filled.

Using Skip Location - Best Practices

If an item is available at multiple Harvard libraries, you will have the option to choose Skip Location to push the item request to another location.

  • If an item is genuinely missing from the shelf, use Mark as missing, not Skip Location. (You might do this to give it "one more look," for instance.) If you select Skip Location, you will need to go back and mark the item as missing, which risks it not being properly marked missing.
  • If an item is not missing, but needs to be put into a work order, use Skip Location.
    • Example: an item is in hand but needs preservation work
      1. Choose Skip Location in the pick list to send the request on to another location
      2. Initiate a work order for the item. Once you initiate the work order, that item will not be available for patron requests. Initiate the work order as soon as possible after skipping your location in the pick list.



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