Request forms can utilise a wide variety of data fields. The information in this Appendix is designed to help System administrators choose which field should be used when they are designing a Request form, and for reference staff users to understand what the standard fields are used for.

Your System Administrator is responsible for determining which of these fields appear in each Request form, in what order, and with what descriptive label, so there may be some fields in your Request forms with names not shown on this page.

Some fields can hold up to 2 Million characters, however, all the data you store in these fields will have to be passed across the Internet for display, so be aware that very long fields will create very long URL strings and that the resulting screen will take some time to display. Attachments should be used if you need to handle very large amounts of data.

Data fields can be single line text entry boxes, multi-line text entry fields, and code tables. Your System administrator uses the Data dictionary to manage the creation and naming of data boxes and areas, and Code tables to manage the code table drop down boxes. Both data fields and code tables can be renamed and they can be disabled (no longer able to be used in your RefTracker system).

RefTracker provides many user defined fields, but many RefTracker provided fields have special meanings and so it is important that they are consistently used for the purpose specified here. However, you can apply fields to other purposes, but any special functions associated with that field must be taken into account when deciding to adapt a field to another purpose.

No matter what you use a field for, it must be used consistently so that the integrity of the information in these fields is retained, and appropriate statistics can be gathered. For this reason user defined data boxes areas and code tables must be appropriately named and enabled before they can be used.

Use the Details tab of the Summary screen to see all of the information that has been collected about a question at any specific point in time - in other words, to see all of the data fields that have data recorded in them for that question. The Details tab shows values stored for data fields used in that question, using the labels provided by the Request form used to enter the question. It also shows the question data automatically maintained by RefTracker.

There are six types of data fields associated with a question:

  • Fields relating to the client who asked the question (these fields are displayed in the Client data section of the Details tab). These fields can be used in Request forms (except for Parent/Child questions which are system maintained).
  • Fields relating to the question that has been asked (these fields are displayed in the Question data section of the Details tab). These fields can be used in Request forms.
  • Bibliographic information related to the question (these fields are displayed in the Bibliographic data section of the Details screen). These fields can be used in Request forms.
  • Request form Formatting elements that appear on Request forms, but do not allow data to be collected. These formatting elements are for use in designing Request forms only.
  • Fields relating to the response that has been provided (these fields are displayed in the Response data section of the Details tab. Only the Answer itself can ever be included in the design of a Request form, as no other response data can exist at the time of entering the question.)
  • ILL information related to the question (these fields are displayed in the ILL data section of the Details screen). Only some of the ILL data fields can be included in the design of Request forms because others, such as the dates related to progression through the ILL answering process are not relevant to forms.

The following provides a summary of the use of each field in RefTracker. The summaries are arranged by type as the types determine where the data will be displayed in the Details tab, and the data that will appear close by in the staff emails. System administrators need to be very careful when adapting ILL fields to other uses, that any special characteristics of the field are taken into account:

Max # chars = Maximum number of characters allowed in the field.


Client data fields:

Field name

Max # chars

Used to collect or display

Special characteristics

Address line 1

2000 single line

The first line of the client's street address.

 

Address line 2

2000 single line

The second line of the client's street address.

 

Browser name

system

The type of Browser used to submit this question (as provided by the BrowserUserAgent string) when questions are submitted through the client interface. Browser type might be IE (Internet Explorer), Edge, Chrome, etc. This information can be helpful in diagnosing questions that require IT assistance e.g. Database access problems.

This information is automatically saved for every question submitted through the RefTracker client interface.  This field cannot be included in RefTracker forms, and the fact that it has been collected cannot ever been seen by the client.

You can disable this field in the Data dictionary if you do not want this data collected.

Browser version

system

The Browser version number used to submit this question (as provided by the BrowserUserAgent string) when questions are submitted through the client interface. A version number might be 6.2 for example. This information can be helpful in diagnosing questions that require IT assistance e.g. Database access problems.

This information is automatically saved for every question submitted through the RefTracker client interface.  This field cannot be included in RefTracker forms, and the fact that it has been collected cannot ever been seen by the client.

You can disable this field in the Data dictionary if you do not want this data collected.

Browser platform

system

The operating system being used to run the Browser used to submit this question (as provided by the BrowserUserAgent string automatically collected when questions are submitted through the client interface). A Browser platform might be Windows/XP for example. This information can be helpful in diagnosing questions that require IT assistance e.g. Database access problems.

This information is automatically saved for every question submitted through the RefTracker client interface.  This field cannot be included in RefTracker forms, and the fact that it has been collected cannot ever been seen by the client.

You can disable this field in the Data dictionary if you do not want this data collected.

Browser user agentsystem

Data about the browser in use when a question is submitted through a client interface form.  This information is automatically collected from the end user's browser.  The BrowserUserAgent string is then decoded by referring to a table of latest browser information obtained from https://www.useragentapi.com/ and the Browser name, version, and platform fields filled. RefTracker obtains a new copy of this BrowserUserAgent information every 60 days, or if a browserUserAgent is found to be not in the current copy of the table.

You can test the information being collected from any device by bringing up the staff interface and going to System>Utilities>Diagnostic tools>Browser details.

 

This information is automatically saved for every question submitted through the RefTracker client interface.  This field cannot be included in RefTracker forms, and the fact that it has been collected cannot ever been seen by the client.

You can disable this field in the Data dictionary if you do not want this data collected.

bcc:All

2000 characters

The email address/es that should be Blind copied on all correspondence in relation to this request.

Must be a validly formatted email address, or more than one email address separated by a semicolon. Cannot be used for any other purpose.

bcc:Answer

2000 characters

The email address/es that should be Blind copied on the response email ONLY. Good for ensuring that other staff are copied on responses as soon as they go out, without letting the client know about the other staff email addresses.

Must be a validly formatted email address, or more than one email address separated by a semicolon. Cannot be used for any other purpose.

bcc:Conf/Answ

2000 characters

The email address/es that the Confirmation email and Response emails ONLY will be Blind copied to (only the answer – intervening correspondence like Query to client will not go to this address/es).

Must be a validly formatted email address, or more than one email address separated by a semicolon. Cannot be used for any other purpose.

cc:All

2000 characters

The email address/es that should be copied on all correspondence in relation to this request. This field is used to save all email address/es in the cc: field of imported emails and will ensure that they are copied on all correspondence as they would be for emails in response to that email.

Must be a validly formatted email address, or more than one email address separated by a semicolon. Cannot be used for any other purpose.

cc:Answer

2000 characters

The email address/es that should be copied on the response email ONLY.

Must be a validly formatted email address, or more than one email address separated by a semicolon. Cannot be used for any other purpose.

cc:Conf/Answ

2000 characters

The email address/es that the Answer will be copied to (only the answer – intervening correspondence like Query to client will not go to this address/es).

Must be a validly formatted email address, or more than one email address separated by a semicolon. Cannot be used for any other purpose.

City

50 single line

The City part of this client's address.

 

Client borrower #

50 single line

The client's library borrower number.

(Later, this may be used by RefTracker for client authentication).

Client email

2000 single line

The client's email address.

Used by RefTracker to email answers and queries to the client who asked this question. This field is validated and must be a valid email address, or more than one separated by a semicolon. The minimum valid email address is a@a.aa

Client fax #

50 single line

The fax number to which a client may require answer information sent.

Will be displayed to the staff member when response by fax is required. Note that client name must also be collected when collecting client fax #.

Client library status

system

Records whether the person asking this question is a member of the library or not (Yes or No - usually for statistical or service level rights purposes). Often used in conjunction with the Client borrower number field.

 

Client location

50 code table

Client location is the primary indicator of where a client is located. It indicates their physical location (and so their time zone) and may also indicate an organisational structure within that location, such as Department. Client locations are set up and managed using the Locations function in the System menu.

Using the Locations function, Client locations can be related to Receipt locations so that questions from specific client locations can be automatically accepted into the library location responsible for handling questions from that client location.When a client enters a question, the client interface will presume the default Client location unless a different client location has been specified in the forms parameter line. Client location can also be set by using the Client location field in Request forms. When a staff member enters a question the Client location is only recorded if it is included in the design of the Request form.

Client mobile #

50 single line

The mobile/cell phone number at which a client can be contacted.

This information will be quoted to the staff member whenever the phone contact method has been selected with the opportunity to send an SMS message to this phone via email (if your library has an email to SMS service like Altarama's Reference by SMS).

Client name

200 single line

The primary client name field. If you only need one client name field use this one. Mandatory for collection when contact method is phone, fax, mail, or in person.

This information will be quoted to the staff member whenever correspondence with the client is required. Included in the Client name search.

Client name 2

200 single line

The client's second name - use if name needs to be separated into first and second name.

This information will be quoted to the staff member whenever correspondence with the client is required. Included in the client name search.

Client phone #

50 single line

The phone number at which a client can be contacted.

This information will be quoted to the staff member whenever the phone contact method has been selected. Note that Client name must also be collected whenever you collect Client phone #.

Client zip/post code

50 single line

The client's postal code part of their address.

 

Country

50 code table

The Country part of the client's street address, as selected from the values provided by the Country code table. This code table is a standard list used by web enabled applications.

The values in this code table are International standards and so they cannot be deleted, but you can disable entries to create a shorter list. If you need new entries like "Asia" and "Africa" it might be better to create a code table specifically to meet your need using a user defined code table.

Department/Group

50 code table

Used to collect the Department, Practice group, or any other grouping to which the client belongs.

 

Device type

Phone
Desktop

The type of device that the client is using to access the RefTracker form is automatically detected and recorded when a form is completed by the client. This information can be helpful in diagnosing access issues.This information is automatically saved for every question submitted through the RefTracker client interface.  This field cannot be included in RefTracker forms, and the fact that it has been collected cannot ever been seen by the client.

IM name

100 single line

The Instant messaging network membership name or email address (as appropriate to the IM type/network selected) for this client.

When this field is used in a RefTracker template (e.g. for an email) it is formatted as "<IM network name> - <IM name>" e.g. MSN - maryb@amb.com, or AOL - maryb0303, so that in templates there is no need to also include the IM type field. An IM type must always have been specified for the information in this field to be stored. When displayed in the Answer screen this information is hyperlinked so that Instant Messages can be sent directly to the client using that link.

IM Type

system Code table

The Instant Messaging network to be used as selected from the entries in the Instant Messaging code table.

In request forms, the IM network selected or pre-set in this field, is only recorded if a corresponding IM name is provided in the same Request form.

IP Address

system

The IP address from where the client submitted this question (or for questions recorded by staff, the IP address of the computer from which the symptoms being reported in the question being logged, were experienced). This information can be helpful in diagnosing questions that require IT assistance e.g. Database access problems.

This information is automatically saved for every question submitted through the RefTracker client interface.  This field cannot be included in RefTracker forms, and the fact that it has been collected cannot ever been seen by the client.

You can disable this field in the Data dictionary if you do not want this data collected.

Language

System Code table

Used to automatically save the client's preferred language, as determined from the Locale information saved from their browser, matched to the languages available in your RefTracker system.  If there is no match your default language as defined in the Language code table, will be used.  The Language value saved for each question only displays in the Details tab if more than one language is enabled in your RefTracker system, and this field is enabled in the Data dictionary (it is disabled by default).

This information is automatically saved for every question submitted through the RefTracker client interface. This field cannot be included in RefTracker forms, and the fact that it has been collected cannot ever been seen by the client.

Locale

System Code table

Used to automatically save the client's preferred (as set by their browser) date format and language so that this can be used in further correspondence with them.  The Locale value saved for each question only displays in the Details tab if this field is enabled in the Data dictionary (it is disabled by default).

This information is automatically saved for every question submitted through the RefTracker client interface.  This field cannot be included in RefTracker forms, and the fact that it has been collected cannot ever been seen by the client.

Personal title

50 Code table

Used to collect the client's title e.g. Mr, Mrs, Dr, Professor using selections from the Personal title code table.

 

Referring URL

2000 single line

The URL of the web page that the client was using when they clicked the link to the RefTracker form used to enter this request. It can be used to see what the client was looking at when they decided to place this request.  If the form was brought up from a bookmark, or from a link in a RefTracker email, or any other scenario where the URL of a RefTracker client interface page was not embedded in a web page outside of the RefTracker client interface, no value will be recorded for this field.

This information is automatically saved for every question submitted through the RefTracker client interface.  This field cannot be included in RefTracker forms, and the fact that it has been collected cannot ever been seen by the client.

Region

200 single line

Used to collect the Region part of a client's street address, or a description of the Organisation, Department or group that they belong to.

 

Response method

System Code table

The client chooses the preferred method for the library to correspond with them using this field which provide a drop down box controlled by the Response method code table.

The values for this Response method code table are set by RefTracker because the system automatically sends emails when email contact is selected, but will show the staff member appropriate contact information if any other contact method has been selected. It is mandatory that every request form includes this field but it can be a hidden field.

Skypename200 single lineUsed to create a hyperlink in the client contact details that can be used to bring up Skype for outgoing communication with the client. 

SMS gateway

system Code table

The Email to SMS service to be used, as selected from the drop down box created by the SMS gateway code table.  The client's mobile number will be used to send emails to this service from RefTracker.

 

State

50 Code table

Used to collect the State part of the client's street address by selecting a value from the drop down box created by the State code table.

 

10 x user defined code tables

50 Code table

10 Code tables that can be appropriately named and used by your library for any other client related information that you want to collect via drop down boxes.

 

5 x user defined text boxes

200 single line

5 Single line data entry fields that can be appropriately named and used by your library for any other client related information that you want to collect via a single line text entry field.

 

5 x user defined text areas

2 Million multi line

5 Multi-line line data entry fields that can be appropriately named and used by your library for any other client related information that you want to collect via a single line text entry field.

 


Question data fields:

Field name

Max # chars

Used to collect or display

Special characteristics

Age/Group

50 Code table

This field is used to gather information about the type of person to whom the answer should be pitched, or the level at which a required item should be aimed. In public libraries this field is likely to be used to obtain information about the educational level to which the response should be pitched. Note that this has been set as a question data field, as it is an attribute of the response.  If you are looking for a field that describes the Age group of the requester try using the Department/Group field in the Client table as that is an attribute of the client.

 

Client note

2 Million multi line

This field is used to allow clients to submit comments over and above those allowed for by other fields in a Request form.

Note that information in this field can be seen by the client if they use the client interface "Change question" function, so it is vital that this field is not used for internal comments.

Client reference #

20 single line

Allows any reference number that clients want associated with their question, to be recorded e.g. a business submitting a question might quote a reference number, or a question referred on to you by your IT department might already have an IT department call number.
Legal libraries use this field for Matter number or Billing number.

Any information included in this field will be quoted in the subject line of all emails sent to the client about this question, so that it will be easy for them to recognise the question. Some high volume libraries have been known to use this field to enter a subject for the question. The subject entered here will then appear in the subject line of all emails sent to the client about this question, making it easier for client's with little time, or client's who have submitted large numbers of questions to the library, to be able to quickly recognise which question is being referred to.
A column containing any data recorded in this field appears in the "View all my questions" client interface screen, as this is information important to end users.  The column heading will use the name that you have applied to this field in the Data dictionary.

Currency

50 Code table

This field can be used to indicate the age of the material that the client is looking for, for example you might provide the following options in the Currency code table associated with this field: most recent references, only references less than one year old, only reference less than 2 years old, oldest references available.

 

Email Subject1000 charactersWhen a question is created from an imported email, the Subject line from that email is placed in this field.  If the question was not created by email importing this field will be blank.  The most common use for this field is in the definition of the Subject line for emails sent in response to an imported email e.g.  the Subject field for refm500emailing is "Response - {question_subject}". According to the standard, the maximum length of an email Subject line is 1000 characters.  This field can be inserted in Request forms to make the Email Subject line highly visible, but it should not be used for any other purpose than receiving the Email Subject via the email importing process.  Note that some email system only accept a maximum 78 characters of a subject so emails sent by RefTracker will only use, at most, the first 78 characters of this field. 

Format

50 Code table

This field can be used to indicate the format of response material that would be most helpful to the client, or it can be used to indicate that the client is only interested in specific format materials as a response. A value is selected from the drop down box created by the Format code table.i

 

Item Summary2 Million multi lineThis field saves the Item summary information for a question, as defined by the Item summary definition in the Request form used to save this question (see the Edit options mode, Other options tab for the definition of how the data in this field is constructed).  This field will always display italicised.Cannot be used for any other purpose

Last useful date

system

The date after which this information will be of no use to the client.Some libraries use this field to store the date negotiated with the client for provision of a response.

Parameter 2.12 controls how this field can be used to determine the date by which an answer should be provided.
When Last useful date is used in a request form, the form with display with the Objective response date and  time showing in this field.  Form user's only need to change this value if they need the response at an earlier time.  A Last useful date value will only be recorded if the form user changes this value.

Other imported data

system

Used to store information about the source of this question, given that it has been imported using a process like bulk question load or RefTracker to RefTracker question transfer. This field also holds data that could not be specifically mapped to any other field by the question loading process.

Cannot be used for any other purpose.

Places already looked

2 Million multi line

This field is provided so that clients and staff submitting questions can indicate the research that they have already done, so that it is not duplicated.

 

Priority

50 Code table

This field should be used to indicate the level of urgency with which this question should be handled according to a selection from the Priority code table. For example, the values set in this code table might be: low, normal, high, extreme.

The Priority code table associates an image with each of these priority levels (Normal is usually blank so that images only appear if the priority level is other than Normal). The image is displayed wherever the question Received date is displayed, such as in searches of the work database like the Open questions screen, in order to serve as a visual reminder of the urgency of this question. It is also displayed wherever the priority level is shown such as in the Details screen.

Question

2 Million multi line

The text of the question to be answered, and the text by which this question will be identified in screen like the Open questions screen.

It is mandatory that every request form includes this field.
This field is the only field that, by default, allows clients to submit HTML formatted information.  Any text provided in this field is encoded to ensure that any HTML included in it can never by executed.

Rating

50 Code table

This field is used to indicate the level of satisfaction that your clients are attributing to your service via a drop down box controlled by the Rating code table. It is usually used in the comments/suggestions input form, or other forms requiring an evaluation e.g. a survey question.

 

Reason for request

50 Code table

This field is used to indicate why people are using your library using the values in the Reason code table. In public libraries, it might simply be: work related, hobby related, education related, etc., but in Special libraries it may be used to indicate the type of work being undertaken by the client e.g. research work, presentation, report, case work. Similarly for Academic libraries, the types of work might be: assignment, thesis, research work, class preparation, etc.

 

Receipt location

50 Code table

This field is used to indicate the library location at which the question was first accepted, and is used for statistical purposes. The values for this field are controlled by the Locations function in the System menu.

Receipt Location is automatically created and recorded by RefTracker on receipt of the question.
When a client enters a question, the client interface uses the default Client location as set in the System/Locations function, if a Client location has not already been set in that client session. Client location can also be set by using the Client location field in Request forms. The Locations function determines a relationship between client location and staff locations and the question will be receipted into the staff location determined by that relationship. If there is only one Client location defined in the Locations function, the system is said to have the client location function configured out, and in that scenario, if Staff location is built into the form, Receipt location will be set to that Staff location (this is so that requests can be directed to appropriate staff teams even when client locations is not important to your organisation).
When a staff member enters a question the receipt location will be the library location of that staff member unless they specifically select another Staff location in the receipt section of the New screen.

Received via

50 Code table

This field is used to indicate how the question arrived at your library e.g. by phone, or email, or from your web pages.

 

Request group

50 Code table

This field is used to obtain statistics about broad groups of requests that come into your organisation. Request types are associated with request groups in a two tier structure so that, for example, the Reference group might total the statistics for all reference related question such as Architecture and Science questions.

 

Request type

50 Code table

This field is used to indicate the type of request, e.g. Architecture, Science or New book, so that statistics can be gathered about the types of request your organisation handles. Every question must have a request type. Question can be allocated according to their request type, so its an important attribute.

 

Response level

50 Code table

This field is used to indicate the amount and type of work that clients need, or are entitled to, from their librarian by using values for the Response level code table. Public libraries might use this field for values such as: simple fact, short response, researched response; whereas Special libraries might select values that reflect the corporate level of the client e.g. Staff, Manager, Director, External. Academic libraries might select values that reflect academic standing e.g. Undergraduate, Postgraduate, Master, Doctoral, Staff, Professor, Chancellor.

 

Staff location

System code table

This field is used to allow the staff location into which this question will arrive to be selected, or pre-set when hidden.

The values presented in this field are controlled by the Systems/Location function. If you have set up service location in this table then you should be including Client location in your form and that will result in the staff location being automatically set correctly.

Staff note

2 Million multi line

This field is used to allow staff to submit comments over and above those allowed for by other fields in a Request form. For example this would be the appropriate field to be used for collection development comments resulting from this question.

This field can never be seen by the client, and is not available for use in Request forms.

Subject line

2000 characters

If this field is included in the Request forms used to import an email, the Subject line of the email will be inserted into this field.  So it is desirable to include the "Subject line" field in all Request forms use for new question email importing.

You can also use this field for a "Short summary" of the request.  Wherever the question is summarised, such as in the OPen questions screen or at the top of the Question answering screens, any data in the Subject line field will appear on a new line and bolded, above the Question text field data.

The primary use of this field is to allow the Subject line of the imported email, to be included in the Subject line of correspondence about that email.   To do that the {question_Subject} field has to be included in the Subject line of the appropriate email templates in the RefTracker Email templates code table.

Transcript no

system

This field is used to store the transcript reference number when a question has been referred from an online reference system such as Altarama's VRLplus or RefChatter, to RefTracker.

This is the question_transcript_no component of the transcript URL for that online reference service as defined for that online reference service in the Received via code table (which means that all URL's passing information from an online reference system to RefTracker should include the appropriate "Received via" value for that online reference system in the URL string). Therefore this field should not be used for any other purpose than for interfacing online reference systems.

Transcript site

50 system

This field records the name of the online reference service from which this question originated, if it originated from a virtual service . .

This is the question_transcript_site component of the transcript URL for that online reference service as defined for that online reference service in the Received via code table.This field should not be used for any other purpose than for interfacing online reference systems.

Transcript URL

1000 characters system

This is the URL or domain of the online reference service where the transcript has come from.

This is the question_transcript_url component of the transcript URL for that online reference service as defined for that online reference service in the Received via code table.This field should not be used for any other purpose than for interfacing online reference systems.

Use for information

2 Million multi line

This field is provided so that clients and staff submitting questions can provide a textual description of how the information will be used. Often such a textual description elicits much more useful information that either the Reason for request, or Level of response drop down box options can do.

 

50 x user defined code tables

50 Code tables

50 Code tables that can be appropriately named and used by your library for any other question related information that you want to collect via drop down boxes.

 

20 by user defined text boxes

200 single line

20 Single line data entry fields that can be appropriately named and used by your library for any other question related information that you want to collect via a single line text entry field.

 

20 by user defined text areas

2 Million Multi line

20 multi line data entry fields that can be appropriately named and used by your library for any other question related information that you want to collect via a multi line text entry field.

 

10 by user defined date fields

dd/mm/yyyy or mm/dd/yyyy according to the user's browser preferred date format

10 date fields that can be appropriately named and used by your library for any other question related information that you need collected in date format.

 


Bibliographic data fields:

Field name

Max # chars

Used to collect or display

Special characteristics

Actual price

8 numerics including a decimal point if applicable

Actual price for the item.

 

Author

2000 single line

The author of an item being requested.

Included in summary of the item at the top of each Question answering screen.

Article title

2 Million multi line

The title of a journal being requested.

Included in summary of the item at the top of each Question answering screen.Also included in Search screen results.

Bib Comment

2 Million multi line

Any additional information that supplements the data collected in other bibliographic fields.

 

Bibliographic level

50 Code table

The value in this field is chosen from the Bibliographic level code table which contains the standard MARC bibliographic levels of: monograph and serial. The purpose of this field is to allow bibliographic information in RefTracker to be converted to MARC format.

 

Bibliographic type

50 Code table

The value in this field is chosen from the Bibliographic type code table which contains the standard MARC bibliographic types. The purpose of this field is to allow bibliographic information in RefTracker to be converted to MARC format.

 

Call #

200 single line

The call number of an item being requested.

 

Chapter

200 single line

The chapter relevant to an item being requested.

 

Copies actual

9 digits

Actual number of copies provided to the client.

 

Copies requested

9 digits

Number of copies requested by the client.

 

Copyright compliance

50 code table

Whether the client has agreed to copyright conditions (with options available determined by the Copyright compliance code table).

 

Date of Publication

200 single line

The date of publication of an item being requested.

 

Edition

200 single line

Edition of an item being requested.

 

Estimated price

8 numerics including a decimal point if applicable

Estimated price for the item or maximum price that the client is prepared to pay.

 

ISBN/ISSN

200 single line

The ISBN or ISSN of an item being requested.

 

Issue date/number

200 single line

The issue date or issue number of a journal being requested.

Included in summary of the item at the top of each Question answering screen.

Name of publisher

200 single line

The publisher of an item being requested.

 

Number of copies

9 digits

Number of anything related to this item.

 

Pages

100 single line

The page/page number relevant to an item being requested.

Included in summary of the item at the top of each Question answering screen.

Place of publication

200 single line

The place of publication of an item being requested.

 

Title

2 Million multi line

The title of an item being requested.

It is mandatory that whenever a bibliographic field is used in a form, the Title field must be used in the form.Included in summary of the item at the top of each Question answering screen. Also included in Search screen results.

5 x user defined code tables

50 Code tables

5 Code tables that can be appropriately named and used by your library for any other item related information that you want to collect via drop down boxes.

 

5 x user defined text boxes

200 single line

5 Single line data entry fields that can be appropriately named and used by your library for any other item related information that you want to collect via a single line text entry field.

 

5 x by user defined text areas

2 Million multi line

5 multi line data entry fields that can be appropriately named and used by your library for any other item related information that you want to collect via a multi line text entry field.

 

Volume

200 single line

The volume number of a journal being requested.

Included in summary of the item at the top of each Question answering screen.

 
ILL data fields:

Field name

Max # chars

Used to collect or display

Special characteristics

ILL Comment

2 Million multi line

Any information that adds to the data collected about the ILL.

 

ILL Exact edition

Check box

Whether an exact edition is required or not.

 

ILL Loan

Check box

Whether the item is required on Loan or not.

Not available for use in Request forms.

ILL Overseas Location

Check box

Whether the item is required from an overseas location, or not.

 

ILL Request level

50 Code table

Method of delivery requested for this item.

 

ILL Actual receipt date

date

Date on which ILL was received.

Not available for use in Request forms.

ILL Expected receipt date

date

Date ILL is request to arrive.

Not available for use in Request forms.

ILL Voucher details

200 single line

Text describing any voucher used to pay for the ILL.

 

ILL Source of reference

200 single line

Text describing where the fact that the item could be requested by ILL was found.

 

ILL Request number

200 single line

Text describing any request number associated with the ILL request by the supplying library.

 

ILL Date requested

date

Date on which this ILL request was made.

Not available for use in Request forms.

ILL Requirements

2 Million multi line

Text description of any special instructions regarding this ILL.

 

ILL Copy for retention

Check box

Whether a copy of the item that will be kept by the requesting library is required.

Not available for use in Request forms.

ILL Actual returned date

date

The date on which the ILL was returned

Not available for use in Request forms.

ILL Return method

200 single line

Text describing how the ILL is to be returned.

Not available for use in Request forms.

 
Response data fields:

Field name

Max # chars

Used to collect or display

Special characteristics

Answer

2 Million multi line

The field in which the staff member develops their answer, and when complete, holds the completed answer.

This is the field that will be sent to the client as their answer.

Category

100 Code table

The classification given to the question on closing - usually a subject or authority classification, as selected from the values provided by the Category code table. Multiple selections can be made from the drop down box created by this code table.

Not available for use in Request forms.

Closing comment

2000 characters

This field is presented in the Closing division for questions where the Request forms specifies it should appear. It takes Alpha numeric characters and so can be used for collection of any text or numeric closing detail, such as a description of why a particular Expertise or Category was applied, or even for things like "Number of documents provided".

Not available for use in Request forms.

Evaluation rating

50 Codetable

The rating provided by the client in relation to the response they received in relation to this request, if one was provided, as selected from the values provided by the Evaluation code table.

Not available for use in Request forms.

Evaluation comment

2 Million multi line

A comment elaborating on the Evaluation rating provided by the client in relation to the response they received to this request.

Not available for use in Request forms.

Expertise

50 Codetable

The level of staff expertise required to answer this question, as selected from the values controlled by the Expertise code table.

Not available for use in Request forms.

Resources

50 Code table

2000 for the description that can be entered for each Resource

The Resources that proved useful in providing this response, selected from the values in the Resources code table. Multiple selections can be made from the display created by the Resources code table.

Not available for use in Request forms.



Formatting elements:

Field name

Max # chars

Used to collect or display

Special characteristics

Attach files

n/a

This field is used to allow clients to choose to submit attachments with their questions. In the client interface the attachment process happens in the confirmation screen. This field does not display in the staff interface as question attachments are done in the Answer screen in the staff interface. Any files submitted in this way will be stored in the client subdirectory for attachments.

Note that it is possible for clients to submit viruses using this feature, so libraries with systems accessible from the Internet, should be very careful about attachment received from clients. For this reason, libraries can choose whether to include this feature in each Request form they create.It is also important to remember that client attachments are private - for this reason they are not included in emails back to clients such as Confirmations and Responses, and they are never included when a question is added to the KB.

Divider

n/a

Draws a line across the width of the data entry portion of your Request form.

Display feature for Request forms - not used for storing data.

Text display

1000

The note associated with this field will appear as text across the data entry part of your Request form. Usually used to insert instructions about filling out the form. To insert a blank line add a note containing only a space.

Display feature for Request forms - not used for storing data.

For programmers, more information is provided about these fields in the Data dictionary and the Global variables help pages.