Batch Processing Physical Items

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Ares allows staff to quickly and automatically move transactions from one processing queue to the next using batch processing. Batch processing is available for several workflow processes: Scan Items Later, Item Available at Desk, In Transit to Pickup Site and Batch Item Upload. The Batch Processing forms used for each workflow are physically identical, however each form filters items based on specific process requirements listed in the chart below. Entering an item number or search criteria for an item not matching the requirements results in an error message.

Staff can enter items for processing using an Item ID or a barcode, or by searching for the items in a Search box. Item can be processed manually or immediately using the Auto Process button. Ares batch processing conducts searches based on items in In Stacks Searching. The Batch Processing forms are accessible from the Batch Processing on the Ares Home form.

The Batch Processing Forms, Actions and Criteria

Items entered for batch processing must meet the criteria established for the specific process. The table below lists each batch process, the action that is performed on the item and the item criteria.

Batch Process

Action Performed

Item Criteria

Scan Items Later

Routes items to Awaiting Scanning

Item Available At Desk

Routes items to Item Available At Desk

Only available for items with a Document Type of Hard Copy and a Pickup Location that is not available for processing.

In Transit to Pickup Site

Routes items to In Transit

Only available for items with a Document Type of Hard Copy and a Pickup Location that is different from the Processing Location and is also available for processing.

Batch Item Upload

Batch Processing

Batch upload electronic item files to the web server.

Batch Processing Using the Input Box

The Input box only allows items that are at a status of In Stacks Searching and match the criteria for the batch process you are using. If the item does not meet these requirements an error message will appear.

  1. Scan the barcode or manually enter the barcode or Item ID into the Input box and press your Return/Enter key.
  2. Items are added to the Queued grid and the Course and Item information is displayed at the bottom of the form.
  3. If the Auto Process button is toggled on, the item is processed automatically and the cursor returns to the Input box to continue adding items.
  4. If Auto Process is not selected, click the Process Queue button. You may also continue to add items; when you are finished click the Process Queue button.
  5. The items are processed, routed to the appropriate queue in the workflow process and now appear in the Processed grid.

Batch Processing Using the Search Box

If you do not know an item's ID number you can search for the item using the Search box. This Search feature is similar to the Search box on the Home form, however, it includes a Filtered Items button that narrows the search to items at the status of In Stacks Searching. If the Filtered Items button is disabled, the search returns all items that match the batch processing criteria, regardless of status. If you select an item from search results that is not at the In Stacks Searching status, an error message will appear explaining that the item is not valid and asking if you want to continue processing. Click Yes to continue processing, No to cancel processing and return to the search results.

  1. Enter your search criteria in the search box and click the Search button (the magnifying glass icon).
  2. The system will locate items based on the search and display the transaction records in a grid.
  3. Double-click search results to add items to the processing queue.
  4. Items are added to the queued grid on the screen and the Course and Item information is displayed at the bottom of the form.
  5. If the Auto Process button is toggled on, the item is processed automatically and the cursor returns to the Input box to continue adding items.
  6. If Auto Process is not selected, click the Process Queue button. You may also continue to add items; when you are finished click the Process Queue button.
  7. The items are processed, routed to the appropriate queue in the workflow process and now appear in the Processed grid.

Clearing Processed Items

To remove the items you have processed from the Processed grid and continue processing transactions, click the Clear Processed button.

Removing an Item From the Queued Grid

To remove an item from the Queued grid without processing the item, click the Remove Item button.

Closing the Batch Processing Form

To close the Batch Processing form, click the X in the appropriate tab on the Open Forms Tab Bar.

 

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