Batch Hold Modification

Batch Hold Modification

In 25.11+, staff can batch modify holds directly from the staff interface using the Batch modify holds feature in the Tools module. This is a powerful tool to help libraries manage holds, especially when unforeseen circumstances like unexpected closures arise! In the past, batch hold modifications could only be performed from the database, but this feature is now available directly to libraries.

Libraries can control who has access to the feature with the new 'Perform batch modification of holds (batch_modify_holds)' permission (under 'Use all tools (expand for granular tools permissions) (tools)'). Without that permission, staff will not be able to perform batch hold modifications.

Using the Tool

To modify a group of holds, navigate to Tools > Batch modify holds. To start, staff will search for holds to modify based on expiration dates, pickup library, status, and more:

The available criteria are:
  1. Expiration date from and Expiration date to: Holds expiring starting on a date ('from'), ending on a date ('to'), or use both for a range. Expiration dates include system-set (per DefaultHoldExpirationdate, if applicable) and patron-set expiration dates for unfilled holds, as well as filled hold expiration dates (as set by ReservesMaxPickUpDelay).
  2. Libraries: Holds' pickup library.
    1. If left blank, Koha will look for holds set for pickup at all locations.
    2. Multiple selections are allowed.
  3. Found status: This also allows multiple selections. The options are:
    1. 'No status' excludes holds with any found status (in transit, in processing, and waiting).
    2. 'In transit' means holds that have triggered to fill and are currently in transit to their pickup library.
    3. 'In processing' means holds that need processing per HoldsNeedProcessingSIP.
    4. 'Waiting' means holds that have been filled and are waiting on the holds shelf for patron pickup.
      Alert
      'No status' is not the same as leaving this field blank. If this field is left blank, Koha will look for holds with any of the found statuses above and for those without a found status.
  4. Suspended: Choose not suspended, suspended, or leave blank for both.
  5. Suspended until from and Suspended until to: Date range for suspended holds.
  6. Hold note: Searches the contents of the 'Notes' field if a note exists on the hold.
Once holds are identified, staff can change their expiration date or library, suspend (with or without a suspension expiration date), unsuspend, add a new hold note, or clear any existing hold notes:

Alert
While using this tool, keep in mind:
  1. Notes: If a note is added to a hold that already has a note, the new note will replace, not append to, the existing one.
  2. Waiting holds: The tool cannot update the pickup library for holds with any found status (in transit, waiting, or in processing):
  3. Notifications: Patrons are not automatically notified about changes to pickup location, suspension status, or expiration date, so libraries should communicate that separately as needed. (Changes will be reflected in their OPAC/Aspen accounts, but no new notice is sent.)
  4. Logging: Changes made to holds using batch hold modification will be logged beginning in 26.05 (see Bug 41883 - Modifications using batch hold modification tool aren't logged).
  5. Disallowed locations: Also starting in 26.05, staff will be prevented from updating pickup locations for non-waiting holds to disallowed libraries (see Bug 41882 - Batch hold modification tool updates pickup locations to disallowed libraries).

Example Scenario

North Branch needs to close for a building emergency from 3/1 to 3/7, so their manager wants to extend the expiration date for all filled holds set to expire during that time to allow patrons extra days to pick up their items. To find these holds, they would use the following criteria:

Koha will find holds matching the criteria above. Staff then select the holds they want to modify (individually, or by using 'Select all visible rows'), select their modification(s), and then click 'Modify holds'. In this example, they are changing these holds' expiration date to 3/10:

The results screen will show modified holds, including links to bibs and patrons:

Learn More

Holds in Koha (Help Center article)
Koha 25.11: Manager's Overview (Help Center article)
Holds (Koha manual)

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