Aeon uses default status queues to move item requests through the standard reading room and photoduplication workflow processes. You can create custom queues if you would like additional queues for processing requests. Custom queues are based on and replicate the processes of, the standard default queues. They are created in the Queues table in the Customization Manager. Staff can edit queues in several ways: rename queues set queues to count against user's request limits, add queues to menu groups, render queues inactive, and delete queues.
For descriptions of the fields in the Queues table, as well as tables listing the default status queues and the workflow process, see The Queues Table.
Understanding the State and StateCode
Each default queue is assigned an internal StateCode that determines how the queue will behave in the workflow process.
This StateCode is represented in the Queues table in the Customization Manager by the State Code and State columns. The State Code column displays the assigned StateCode number, while the State column displays the StateCode of the queue (the behavior of the queue in the workflow process) in text format, using the display name of the default queue assigned that to that StateCode. For example, the default queue Awaiting Request Processing shows a State Code of 35 and a State of Awaiting Request Processing. The StateCode of a default queue, and any custom queues created from it, is linked internally to the InternalCode of the default queue (for example, the StateCode and InternalCode of Awaiting Request Processing are both 35).
When you create a custom queue from a default status queue, the custom queue inherits the StateCode, that is, the behavior of, the default status queue. The State column in the Customization Manager reminds you which default queue's StateCode, that is, behavior, you selected when you created your custom queue. So, a custom queue created from Awaiting Request Processing will have a StateCode of 35 and a State of Awaiting Request Processing.
Creating Custom Queues
To create custom queues:
- Click on the Queues tab in the Customization Manager to bring up the Active Queues table.
- Click the New button on the Queues ribbon, and enter the Name and State Code for the custom queue you want to create in the Edit box.
- The Name given the new custom queue must be original to the custom queue. If the name is not original, a red X will appear on the Name field and you will not be allowed to proceed.
- The State Code determines how the custom queue will behave when it is used and should be chosen from the dropdown selection of States available. The State Code also determines the Queue Type (Transaction or Photoduplication).
- If you want the name of the queue as it appears on the web pages to differ from the name shown in the client, enter that name into the Web Display Name field.
- If you want this queue to be counted in user request limits, click the Include in Request Limits? checkbox.
- If you want to assign this queue to a Menu Group, select it from the dropdown.
- Click Save on the Queues ribbon to save your custom queue.
When it is saved, the new custom queue will be placed in the Active Queues section of the table in the Customization Manager. The green plus sign next to the Queue image informs you this is a custom queue. The new custom queues will show immediately in the routing menu in Aeon, though you may need to close and reopen the client first.
Using the Edit box below the Queues table, you can rename queues, assign web display names and menu groups to queues, and include or remove queues from user's request limits. You can also change the State of custom queues, toggle custom queues inactive and delete custom queues.
The Queues table displays each active default status queue by Name along with the corresponding Web Display Name, State, State Code, Status ID, and Queue Type. You can rename your staff-created custom queues as well assign them new States, which will update the corresponding State Code. Note that when editing custom queues, both the Name and State of staff-created custom queues can be altered, so it is important to make sure that the correct State (workflow process) is given to a newly created or edited queue. Remember that renaming a queue changes that text for all past and future tracking of requests. If you need to add a new queue, it is best to create a new one and not rename an old inactive one.
To rename queues:
- In the Customization Manager, locate the queue that you want to edit; the information for that queue appears below the queue list in the edit box.
- Rename the queue with the desired name. If the queue is a default queue the State field will automatically change to match the name you give the default queue.
- Click Save on the Queues ribbon to save your changes.
Renaming Default Queues
Default queues can be renamed. Note that the corresponding default State and State Code cannot be manually renamed or changed.
However, while you cannot manually change a default State, renaming a default queue automatically changes the description displayed in the State column. Please read the warning information box below, before changing the name of a default status queue.
While it is possible to change the names of default queues, it is not recommended.
When you change the name of a default queue, the display name in the State column of the Customization Manager automatically changes to match the new queue name. In addition, the State of any custom queues automatically changes to match the new State of the default queue from which it was created. At that point, it will no longer be obvious what State (that is, workflow process) the default queue originally used, or what default State a custom queue is using. Again, you will not be able to determine the original default workflow process carried out by the queue by looking at the State.
When you change the name of a default queue, be aware that you are not just changing the display name as it is shown in the client and web pages. Changing the name of a default queue also changes the QueueName in the database. So, for example, if you change Awaiting Request Processing to "New Remote Request", the QueueName field and State column will also change from Awaiting Request Processing to New Remote Request. The State Code of default queues does not change, so you can use the State Code to identify the intended workflow process for the default queue, but without the State description, you won't know what process the State Code is referencing. It is possible to use the Internal Code field as explained in The Queues Table or export data from the Queues table to a file to locate the original State information, if necessary.
Assigning Web Display Names
You can assign a queue an alternate name to display on the web pages if you want it to be different from the default name that displays in the client. Type the name into the Web Display Name field of the edit box. This information is displayed in the Web Display Name field of the Queues table.
Changing the State of Custom Queues
When you create a new custom queue you select the State based on the workflow process you are using. The State you choose determines the Queue Type (Transaction or Photoduplication) of that custom queue. After you have saved the custom queue, you can assign a new State, if necessary, from the states available within that queue type by choosing from the dropdown in the State Code field. This information is displayed in the State and State Code fields of the Queues table (and the Internal Code field if you have added that to your table).
Creating and Assigning Menu Groups
The Menu Group feature allows you to create groupings of queues in the Route menu of the Request form, making the menu easier to work with. You can create Menu Groups when you are creating custom queues or editing queues. Select the queue from within the Queues table that you want to assign to a group, or assign the group when you create the queue. Choose the group from the Menu Group dropdown list. If the group does not yet exist you can create it at any time by typing the name in the dropdown. Menu groups are not restricted by Queue Type so a group can contain queues for both Transaction and Photoduplication requests. This information is displayed in the Menu Group field of the Queues table.
Status Queues and Request Limits
You can use the Include In Request Limits checkbox in the Queues table to determine if a queue should be counted against a user's request limit. If a user has a specified request limit, requests in custom queues that were created based on default active queues are counted against the user's request limit. This information is displayed in the Include In Request Limits field of the Queues table.
Active and Inactive Queues
A custom queue is active as long as it is listed in the Active Queues table. Select the queue and use the Toggle Active button on the Queues ribbon to render a custom queue inactive and move it to the Inactive Queues grid. Inactive custom queues can't be used in processing but are still available to use for statistical purposes. Return a custom queue to active status by again using the Toggle Active button.
Deleting Custom Queues
Delete a custom queue by selecting the queue and clicking the Delete button on the Queues ribbon. Deleting a custom queue will immediately and permanently remove the queue as well as all statistical information related to that queue. Note that custom queues that have been used in a transaction workflow cannot be deleted.