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    Monitoring the Order Status

    The following roles are required to view the order history:
    • Rialto manager
    • Purchasing Operator
    • Super Selector
    • Selector

    Once a cart has been submitted, either by a Selector to Acquisitions staff, or by the Acquisitions staff to vendor, the order appear on the Order History page. The Order History page allows viewing the order status and monitoring the progress taking place on the order. 

    All users can view the state of all orders: both the orders that all selection staff submitted, and all orders that are being fulfilled by the Acquisition staff.

    By default, the page opens with the most recent orders at the top. If the list of orders is long, you can search for the desired order directly by title, or by date range, or you can narrow down the list by applying facets.  

    For information on order history and monitoring the order status, watch Order History (1.5 min).

    To monitor order status:

    • Open the Order History page (Market > Order History > Order History). Find the order whose status you would like to monitor, and view its status. 
      Order history page new.jpg

    Staff users can opt into receiving order status notifications for orders that are rejected, cancelled or needing review. The user can be notified by a pop-up message and by an email notification, if configured. See User Notifications in Rialto.

    Order Statuses

    An order goes through the below statuses. The status workflows differ slightly for the selection and the approval staff. 
    • Waiting for Approval (for Selectors only): The order is in the Approver's queue. 

    • Order Placed (for Selectors only): The item was reviewed, checked out, and approved by the Approver.
      Order Placed (Activated): as above, for electronic orders. 
      Open the Details pane to see how many copies were ordered (for print titles), links to the Purchase Order and Purchase Order Lines pages, fund and shelving location (for print titles), and the order status details. You can facet by this status. 

    • Rejected: The item was rejected. Open the Details pane to see the rejection reason and rejection date. 

      Currently the default rejection reason in Rialto is "Irrelevant". An option to select between several rejection reasons will be added in the future.

    • Processing: the order is being processed by the vendor. 
      Order status details generate directly from the vendor. To view the full progress and messages, select the arrow next to the Purchase Order links. Vendor messages display in received order.

    • Fully Received: The order was received by the relevant library (for physical orders).
      Activated: The order was activated in the portfolio (for electronic orders). 

    • Order Complete: The order was fulfilled by Rialto and the PO Line was closed (for physical orders).
      Order Complete (Activated): as above (for electronic orders). 

    • Canceled: The order was pulled back by the Selector. 

    Searching for Orders in the Order History List 

    On the Order History page (Market > Order History > Order History), you can search for orders by various means. 

    To search for orders:
    • By text: You can search for an order by Title, ISBN, PO Line Reference, Offering ID, or MMS ID. To search, select the desired option in the dropdown, enter the desired text and select search icon.png. To remove the text, click X within the dropdown.
    • By date range: To find an order within a given time period, click within the dates filter and use the calendar to narrow your results. Choose from pre-determined date rages, or select your own date range. To remove the date filter, click X within the dates filter.
    • By facets: To eliminate irrelevant order from view, you can use the facets. In the facet list, select the values for which you want to see results. The facets selected to filter the list appear at the top of the Facets panel. Click X to clear the facets you want to remove.

    Facets on the Order History Page

    The following facets are available:

    • Status – The format of the order: Approved, Waiting for Approval, Rejected, Canceled (order has been cancelled within Alma), To be Canceled (Cancellation sent from ProQuest and needs to be manually cancelled in Alma).
    • Citation Type – The type of citation format of the order, if a citation linker was used to create the order
    • Selector - The user who created the order. 
      When you open the Order History page, the 'Selected by Me' facet is selected by default.
    • Approver - The user who approved the order.
    • Material Type – The format of the ordered material: electronic (e-books, etc.) or physical.
    • Owning Library – The library on whose behalf the order was made. Note that you can see shelving location in the order details.
    • Requester – The user who submitted the order. 
    • Created from Reading List – Whether the order came from an integrated reading list (Leganto, Talis, etc.)
    • Processing Department
    • Academic Department
    • Course Year
    • Course Term
    • Citation Tag 
    • Fund -  You can refine your order history by fund to give you better visibility for spend from a particular fund in Rialto.
    • Rush - If you are configured to allow for rush purchases, you can refine the order history by whether or not rush shipment was requested for an item. 
    • Routes – You can filter orders by categories defined by your institution.

      The values in this field are configured by the institution. If the values were not configured by the institution, this facet does not appear. To configure the values for your institution, contact Customer Support. 

    • Assign to – The user who last edited the order during the approval and checkout process.
    • Transaction Type – enables to select between the transaction types Firm order, Selection plan, and EBA, so that you can readily identify orders. 
    • Selection Plan Profile – enables you to to narrow down the results to specific Selection Plans.

    The display of facet values is dynamic and reflects only the values that belong to orders available in the order history. For example, if you do not see a certain value in your facets list, this means that you do not have orders with this value in your order history. 

    Saving Selected Facets for Future Sessions

    On the Order History page, you can to save the selections made in the facets for future sessions. 

    To save selected facets for future sessions:
    1. Make your selections in the Facets pane and select Save facets
      saving facets for future sessions.png
    2. To clear all facets, select Clear all and then Save facets

    Resubmitting Rejected Orders

    The "Resubmit" action appears for rejected orders in the Order History page. It enables you to quickly locate and resubmit for approval an order that was rejected. When you select "Resubmit", the original rejected order remains in the Order History page, and a new approval request is created in the cart (you will see the number on the cart icon.png cart icon incremented by one). There is no limit on the number of times an order can be resubmitted.

    The "Resubmit" action is available for any user who has permissions to add offers to a cart (it is not restricted to the originally requesting user).

    This action is available on the Order History page only when the New Shopping Cart is enabled. To turn this feature on, please contact Customer Support. 

    resumbit button on order history page.png

    Returning Submitted Order to the Cart

    The "Return to Cart" action appears for orders in the Order History. It enables you to send an item that is still awaiting approval from the Order History page back to your cart, so that you can quickly edit it before it is approved. When selecting "Return to Cart", the cart item is removed from the Order History page, as well as the Orders Awaiting Approval page, and is returned to your cart with all its information, where you can make your edits and send it for approval once again. This action appears only on orders that:

    • were submitted by you,
    • are still in the awaiting approval status,
    • have not yet been assigned to an Approver. Once the order is assigned to an Approver, this action disappears. 

    This action is available on the Order History page only when the New Shopping Cart is enabled. To turn this feature on, please contact Customer Support. 

    return to cart on order history page.png

    Cancelling Orders Awaiting Approval

    The "Reject" action appears for orders on the Order History page. It enables you remove an item from the approver workflow on the Orders Awaiting Approval page, if that (submitted in error). When selecting then confirming "Reject", the cart item is removed from Orders Awaiting Approval, and displays as rejected in the Order History. You then have the option to "Resubmit" the order in the future if you choose. This action appears only on orders that:

    • were submitted by you,
    • are still in the 'Awaiting Approval status,
    • have not yet been assigned to an Approver. Once the order is assigned to an Approver, this action disappears.

    This action is available on the Order History page only when the New Shopping Cart is enabled. To turn this feature on, please contact Customer Support. 

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