Bug 40505

Summary: Add ability to archive an ILL request
Product: Koha Reporter: Esther Melander <esther.melander>
Component: ILLAssignee: Bugs List <koha-bugs>
Status: NEW --- QA Contact: Testopia <testopia>
Severity: enhancement    
Priority: P5 - low CC: Chip.Halvorsen, dbarden, kkrueger, lisette, lthorrat, pedro.amorim, tomascohen
Version: 24.11   
Hardware: All   
OS: All   
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Crowdfunding goal: 0 Patch complexity: ---
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Description Esther Melander 2025-07-24 19:41:40 UTC
It would be nice to be able to archive a request. It would require the ability to select requests and then perform an action to archive. The ILL request table could get quite unwieldy overtime as more requests are processed. Perhaps there could a tab for archived requests?
Comment 1 Lisette Scheer 2025-09-24 17:29:52 UTC
Preferably we could have a cronjob to say if it's been in x status for y days, archive it
Comment 2 Chip Halvorsen 2025-10-03 18:05:27 UTC
+1 
I would find this very helpful.
Comment 3 Daniel B. 2025-10-03 18:09:07 UTC
CCPL would also find this very helpful.
Comment 4 Kristi Krueger 2025-11-11 20:35:05 UTC
Agreed! This would be helpful for libraries that go through a lot of ILL requests in a month.
Comment 5 Pedro Amorim 2025-11-12 09:23:49 UTC
Hi all, how would you envision an archived request differing from a completed one?
Comment 6 Kristi Krueger 2025-11-12 14:12:24 UTC
As a user, I envision the archived requests would be moved off the list of ILL requests we can view, so that the table is not flooded with old-ish cancelled requests. We go through over 10,000 ILL requests in a month, so anything to manage the table of requests is appreciated. It is nice to be able to check if a request was cancelled within the past month or so, but after that, it could be archived/cleared out.

Right now our ILLHiddenRequestStatuses are  O_ITEM_CHECKED_IN|B_ITEM_CHECKED_IN|COMP

Interested to read what others would like to see here, too.
Comment 7 Chip Halvorsen 2025-11-12 15:15:54 UTC
As Kristi said, it would make the table more manageable. When the table is large, it can take some time to search or filter it. We process about 1,000 requests a month, about one tenth of what Kristi's library does, and it still can be slow to search.

Would this archive the records to an old_requests type of table? That might be good for ability to run reports on them.

We would like to hide checked-in, completed and canceled statuses and possibly others after we see how the new Rapido ILL plugin works. 

I like Lisette's comment about a configurable cronjob. With a smaller database, we might want to keep requests longer before archiving.
Comment 8 Lisette Scheer 2025-11-12 16:12:32 UTC
We could even use COMP as the status it moves to so it's hidden, but having it be able to automatically change from one status to another would be helpful.