The Item Form

Routes items to the Awaiting Stacks Searching queue.

Routes physical items to In Transit to Pickup Site.

Routes physical items to Item Available at Reserve Desk.

Sends email from the Item form and routes the item to
the specified status queue.

Routes the item to Item Cancelled by Staff and notifies
the course instructor.

Opens the scanning form where you can scan, import
and upload items to the web.

The Upload button uploads a file to the web and then
routes the item based on the Active Date.

Opens the Course form for the selected item.

Copies citation information and associated electronic
documents from an existing item to the currently open item.

Refreshes the form.

Saves any unsaved information on the form.

Opens the previous Item in the queue.

Field is read-only.

Populated from Sites table.

Value is required and must match an entry in the list.

Populated from the drop-down list in web via Sites table. If no pickup location is specified when items are added via web the course default pickup location is used.

Value is required and must match an entry in the list.

If the pickup location for the item changes and the current loan period does not exist for that location, the loan period will be reset automatically to the default "Not a Loan" and highlighted to warn you of the change.

Field is read-only.

Populated from CancellationsReasons table when an item is canceled.

Monograph (MON) or Serial (SER)

Dropdown field. If any other value is found the field defaults to Serial.

The Item Type field designates the item record as either Monograph or Serial. It correlates to the Items.ItemType field in the database. The Item Type is populated from the DocumentTypes table: the DocumentTypeName value displays on the Item form, the DocumentTypeValue value is stored in the Items.DocumentType field of the database.

Populated from DocumentTypes table.

Dropdown field. Must match an entry in the list.

The Document Type field denotes how the item will be supplied to the student user. It is a value such as Hard Copy Reserve Item, Create a document now, Excel, HTML, PDF, Web Page Link, etc.

Button is enabled when a URL value exists in the field. Clicking button opens URL link with the default browser. If the URL contains a proxy prefix the Web Proxy checkbox is checked.

The Location field contains a web link button that is enabled when there is a URL value in the field. When the button is clicked, the link opens in the default browser. If the location value starts with "http" the link is determined by the value of the Items.Proxy field:

• If the link uses a proxy prefix as determined by the UseProxy and ProxyPrefix customization keys, the value of Items.Proxy is set to 1. The URL is the concatenation of the ProxyPrefix key and the Items.Location value.
• If the link does not use a proxy prefix, Items.Proxy is set to 0. The URL is the Items.Location value.
• If the location field does not include HTTP, the URL is equal to SystemURL + AresDocPath + Items.Location.

File size including 1 decimal place using the largest possible unit of the following: B (bytes), KB (kilobytes), MB (megabytes), GB (gigabytes), TB (terabytes) or PB (petabytes)

Field is populated when an item is associated with an electronic file via uploading, cloning or batch uploading. Field is cleared when the file is deleted.

Comma-delimited list of tags from ItemTags table with ItemID of the item and Tagger value of Instructor.

Edit box. Staff can manage a list of Instructor Tags added by user; changes are saved to web pages.

Populated using the LabelValue field in CustomDropDown table.

Dropdown field. Must match an entry in the list.

The Item Format field denotes the physical or electronic format of the item placed on reserves and is a value based on the default web pages for creating new Ares records. The default format values are Article, Audio, Book, Book Chapter, Free Text, Instructor Upload, and Video. The Item Format correlates to the Items.ItemFormat field in the database and is populated using the LabelValue field from the CustomDropDown table.

Checkbox. This field was previously named Items.Active.

The Visible to Students checkbox determines whether an item can be viewed by students in the course. This check box is checked automatically by default when new items are created in either the web or the client. If the box is unchecked, the item will not be accessible from the web pages even if it is available during the active date range. In addition to the Active parameters, electronic items cannot be viewed from the web interface unless they are at a status of Item Available on Electronic Reserves.

Checkbox

Checkbox. If the URL in the Location field contains a proxy prefix the Web Proxy checkbox is checked.

Sites wanting to always use a web proxy when dealing with web link items can specify a default value for the Web Proxy checkbox by setting the ProxyDefault customization key to Yes. The ProxyDefault key controls the value of the Web Proxy checkbox on the client Item form and allows sites to always use a web proxy when dealing with web links. In order for the Ares client and DLL to consider the ProxyDefault key, there must be a value in the ProxyPrefix key and the UseProxy key must be set to Yes. If the DocumentType is a web link, or edits are made to a web link's Location value on the Item form, the web proxy checkbox will be checked. Submitting a web link item through the web sets the item's proxy field based on this key, and the web proxy checkbox in the client will be checked.

Calendar dropdown.

The active date range is determined by the Active Date and Inactive Date fields and is, by default, the length of the course semester. Items are accessible from the web pages during the dates specified for the active date range. The Active and Inactive Date fields can be changed by typing in the date fields or clicking on the arrow in the field to open a calendar dropdown. The Active Date cannot be before the start date of the semester (Courses.StartDate). The Inactive Date cannot be after the end date of the semester (Courses.StopDate). When an item reaches the Active Date the System Manager automatically activates the item and changes the item status to Item Available at Reserve Desk or Item Available on Electronic Reserves. When an item reaches the Inactive Date the System Manager automatically deactivates the item and changes the item status to Item Removed from Reserves.

Calendar Dropdown.

The entries in the Loan Period dropdown list are populated from the default value of Not a Loan and the values in the LoanPeriods table in the customization manager. Which entries are visible in the list are determined by whether the Site key in the LoanPeriods table is set to ALL or the current pickup site.

• If the Document Type is a Hard Copy Reserve Item, choose the Loan Period from the options in the dropdown list.
• If the Document Type is anything other than HardCopy, the only available option should be Not a Loan.
• If no selection is made from the dropdown list, the Loan Period defaults to Not a Loan when the item is saved.

The default Awaiting Copyright Processing SQL query determines which items require copyright processing and go to Awaiting Copyright Processing.

Populated by the Copyright Obtained button on Process Copyright form or manually if copyright obtained through rightsholder.

Checkbox. This field was previously named Items.ItemCopyright.

An auto-calculated number based on the page range from the Pages field.

An auto-calculated percentage based on the Page Count and Entire Work Pages fields. This will be rounded to a whole number.

Populated from values in CustomDropDown table.

Pages needed for the request. Supports multiple page ranges. Value determines the auto-calculated value in the Page Count field.

Field can contain only digits, commas, semi-colons, and dashes. Example: 5-10,12,14-18 or 5-10;12;14-18. If spaces are used in value they are ignored.