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Undo Request Statuses

Illume members requested the ability to be able to "Undo" more status options, than just "Undo Shipped", for when a Staff member accidentally selects the wrong status update. This enhancement request was the top-voted enhancement by all Auto-Graphics SHAREit customers in 2020 and was approved to be added to the software!

Staff must have the ILL Permission "Undo Request Statuses" checked off on their account permissions in order to access any "Undo" actions. More information below or contact us if you'd like assistance updating your account.

Undo Status Options Available:

  • Undo 'Shipped' Status: If your library accidentally marks a request as status Lender > Shipped but can't actually deliver the item - there's the option to "Undo Shipped" a request. Starting May 28th 2026, the "Undo Shipped" option will be available for the Lender to use until the request is updated to “Received” by the borrowing library. More information in our FAQ here: https://illumebc.ca/faq-undo-shipped
     
  • Undo 'Received' Status: If your library accidentally marks a request as status Borrower > Received before the material physically arrives - there's now the option to "Undo Received" a request. This action will move the request back to it's previous status (eg. Pending, Will Supply/In Process, Shipped or Not Received).

    For example, the SHAREit software lets a borrower update to Received before an attached Lender has actually indicated they'll ship the item. Previously Staff had to close/complete the request when this error occurred. Please Note for NCIP borrower libraries the NCIP "AcceptItem" message cannot be undone so Staff must manually delete the temporary bib record created and remove the hold placed for the patron in your ILS. 
     
  • Undo 'Rejected Renewal' Status: If your library accidentally rejected a Lender Renewal request in error, staff now have the option of selecting the "Undo Rejected Renewal" option from the status drop-down in order to revert the request to it's previous status of "Renew Pending" or "Renew/Overdue". This status update will be available for 7 calendar days after the initial status update change or until the Borrower library has updated the status (eg. to Cancelled).
     
  • Undo 'Lost' Status: Auto-Graphics has now added the "Undo Lost" option to the status drop-down for both Borrowers & Lenders!
    • Borrowers: If a Borrower has accidentally marked a request as "Lost" they can use the "Undo Lost" option for up to 7 days. Borrowers can only use this status update on requests they themselves marked as "Lost". If a Lender library marks the item as "Lost", the borrower staff cannot undo. 
    • Lenders: The "Undo Lost" option is available to Lenders who accidentally mark the status of an item to "Lost". Lenders can also "Undo Lost" if a Borrower library accidentally marks an item as Lost but the item has arrived back at the Lender.

Important Notes:

  • The "Undo" status option, for all statuses except "Shipped", will only be available for 7 calendar days after the initial status update. If it's been longer than 7 days or the status of the request has been changed to a different status (eg. Check In) then the "Undo" option is no longer available.
  • The "Undo Request Statuses" status updates cannot be used on requests with ISO libraries as their software (eg. Relais) does not recognize these status changes. Please contact an ISO library directly instead to discuss any status update errors.

Account Permission for the "Undo Request Statuses" feature:

ILL Staff must have the ILL Permission "Undo Request Statuses" checked-off in their Account permissions in order to access these status updates within your requests. Check-out our Account Editing/Creation FAQ for additional information and screenshots or follow the steps below. Or contact us for assistance updating your account.

Recommended: As the Undo Status options should rarely be used and carefully implemented -- we recommend this permission is only activated on Illume Admin (Library Superuser) accounts and not necessarily for all staff accounts. For example, using the Lender > Undo Shipped or Borrower > Cancel Shipped Request status changes may have workflow implications for the currently assigned partner library. We often recommend consulting with the other library before using these status options.

To activate this option on an account:

  1. Login as an Illume Admin and choose Staff Dashboard > User Admin > Manage Users (new).
  2. Search for the user account by name or use the Advanced tab and filter to all Account Status equals Enabled to browse a list of all accounts. 
  3. Click on the edit "pencil" icon on the account you wish to update to open the Access Control, Settings and Permissions for that account.
  4. Click the "Access Control" tab and select the "ILL Admin" section.
  5. Under the "Permissions" section, check-off the "Undo Request Statuses" option to add this permission.
  6. Click Save to submit your changes!

Please contact us if you have any additional questions or concerns!