Managing Ares Workflow During COVID-19

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This is a living document that is being edited as new options and information are available. Thank you for your patience. 

There are several features in Ares that can allow you to limit, disable, or re-route requests from your web users.

Editing Web Pages | Editing Status Lines | Creating Web Alerts | Client-Generated Email Responses | Item Routing and Flags |  Editing OpenURL Mapping

 

Editing Web Pages

You can edit your request menus or any of your hard copy request forms (Book, Video, Multimedia, etc.) to hide request portions/supply methods and add a message saying that requests for physical reserves are not being accepted during limited staff hours. This will prevent a user from submitting a request, expecting it to be filled, only to find out it was cancelled later. 

Review each request form. Would the requested reserve item always be hard copy... always be digital... or might it be both? If your Book request form allows instructors to provide URLs to eBooks, you might choose to only suppress supply options that lead to hard copy requests (e.g. "Please have library staff pull the material off the shelves" or "I will bring the material to the library"). If your Book request form's supply options will always result in a hard copy reserve, you may prefer to disable the link to the Book request form, instead.

Below is an example of how to comment out hard copy supply options in the <fieldset> section of the SupplyMethod field in Ares 4.7's default IRFAudio.html form.

And this is what the edited form's supply options would look like:

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If you're using Ares' Shared Lists feature, you'll want to make edits in both the traditional and the shared list forms and menus.

Here is an example of how to comment out the Book request link on the Shared List item addition menu in Ares 4.7's default ISLRFMenu.html form.

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And this is what the edited menu would look like.

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Editing Status Lines

If you are allowing instructors to place requests, you can edit the status line for when it is received to say that some items may take longer to fill or not be available. The Customization Key to change is SLInstructorSubmitItemSuccess under Web Status Lines | Items. You can expand on the default wording. 

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Creating Web Alerts

You can add a Web Alert to your web pages that notifies all users about limited access to physical reserves. At this time, Web Alerts can only be set with a Type of "System." This will be fixed in the next release of Ares, Ares 5.0. Unchecking the "User can delete" box will make the message appear every time a user visits the Ares home page until the web alert is manually removed by staff or the set Inactive Date arrives. Web Alerts are set up under the System tab in the client under Web Alerts. 

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Client-Generated Email Responses

For loans requests that are already in the Awaiting Reserves Processing queue, you can create a custom email that will notify the instructor and move the request to another queue to save for later. You will need to create the email text in the Email Templates section of the Customization Manager and add a corresponding entry in the EmailRouting table.

Here is an example of the EmailRouting entry. The Default Status indicates the destination status for the item, upon the email's sending.

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 Here is the corresponding Item Template Email in Email Templates. (You might want to save time by copying an existing template and editing its text and subject.)

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To see a newly-added email option, you should close and re-open Ares Clients that are already running. Once you're back in the Client, open an item request and click the Email button drop down. Select your new email template and the draft will appear for you to confirm, edit (if necessary), and send. The item status will be automatically updated to reflect the Default Status indicated in the EmailRouting entry.

You can see the tracking and email copies in the history tab.

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Item Routing and Flags (Single & Batch)

If you need to manually route items currently listed as Available at Reserve Desk to a temporary holding queue, new statuses may be created in the CustomQueues table in the Customization Manager. You may elect to have the status act as a Flag or as a queue. To see a newly-added queue or flag, you should close and re-open Ares Clients that are already running.

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Once you're back in the Client, you can route a single item to a new queue by clicking the Route button drop down from within the Item record and select the new status. If you'd like to update the status of more than one item at a time, select multiple items from any grid view and use the green Route button drop down to select the new status.

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You may also add flags to individual items or to more than one item at a time. Use the Add Flag button drop down from an individual item record to select the flag you'd like to add to a single item. If you'd like to add a flag to more than one item at a time, select multiple items from any grid view and use the Add Flag button drop down to select which flag you'd like to add.

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You can see the tracking and email copies in the history tab.

 

Editing OpenURLMapping

If you have configured Ares to receive OpenURL requests from your OPAC, you may adjust the OpenURLMapping table's settings and have requests for books open in the book chapter request form. To make this change, edit the Ares Value column where the OpenURL Field Values entry says "book."  The Ares Value would change to: Serial:IRFOpenURLArticle.html|Article. Remember to change both book entries - there will be one with an Ares Action set as "Substitute:genre" and set as "Substitute:rft.genre."

This may be confusing for customers who submit requests regularly through OpenURL and get a request form they are not expecting. You may want to add a note at the top of your IRFOpenURLArticle.html form to indicate that this is only for a particular chapter versus the entire book.  The more information you can provide on the web form, the better, if you choose this option.

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