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Comprehensive Guide to Aeon Request Limits

Overview​

Request limits in Aeon control how many active requests users can submit at one time. This feature helps institutions manage workload, ensure fair access to archival materials, and maintain efficient reading room operations. This comprehensive guide covers all aspects of configuring, managing, and troubleshooting request limits in Aeon.

Types of Request Limits​

Aeon supports three types of request limits, each serving different administrative needs:

1. Universal Request Limits​

  • Purpose: Sets a default limit that applies to all users system-wide
  • Configuration: Using the RequestLimit customization key
  • Default Value: 0 (unlimited requests)
  • Location: Customization Manager > Web Interface > Limits

2. Status-Specific Request Limits​

  • Purpose: Assigns different limits based on user status (Faculty, Student, Researcher, etc.)
  • Configuration: Custom keys like RequestLimitFaculty, RequestLimitGraduate Student
  • Activation: Requires UserRequestLimit key set to "Yes"
  • Priority: Overrides universal limits

3. Individual Request Limits​

  • Purpose: Sets exceptions for specific users
  • Configuration: Set directly on user records in Aeon Desktop or Web Client
  • Priority: Highest priority - overrides all other limits

Request Limit Hierarchy​

The system checks limits in the following order:

  1. Individual User Limit (if set on user record)
  2. Status-Based Limit (if configured for user's status)
  3. Universal Limit (default for all users)

Important: A value of 0 at any level means unlimited requests are allowed.

Configuration Guide​

Setting Up Universal Request Limits​

  1. Open the Aeon Customization Manager
  2. Navigate to Web Interface > Limits
  3. Locate the RequestLimit key
  4. Enter desired limit value (0 = unlimited)
  5. Save changes

Configuring Status-Specific Request Limits​

Step 1: Enable Status-Based Limits​

  1. In Customization Manager, go to Web Interface > Limits
  2. Set UserRequestLimit to "Yes"

Step 2: Create Status-Specific Keys​

  1. Navigate to System > General > Customization
  2. Add new entries for each user status:
FieldValue Example
CustKeyRequestLimitFaculty
Value10
DescriptionRequest Limit for Faculty Users
AdminCatWeb Interface
AdminKeyLimits
AdminTypeStringValue

Critical Notes:

  • The status portion of the key name MUST match the user status exactly
  • Case sensitivity matters: "Faculty" is not the same as "faculty"
  • For multi-word statuses, include spaces: RequestLimitGraduate Student

Setting Individual User Limits​

  1. Open user record in Aeon Desktop Client or Web Client
  2. Navigate to Additional Information section
  3. Enter value in "Request Limit" field
  4. Save the user record

Queue Configuration​

Understanding Queue Impact on Limits​

Request limits only count requests in specific queues. By default, five queues are included:

  1. Awaiting Future Request Processing
  2. Awaiting Request Processing
  3. In Item Retrieval
  4. Item Checked Out
  5. Item on Hold

Note: Photoduplication queues are excluded by default but can be included.

Configuring Which Queues Count​

  1. Open Customization Manager
  2. Navigate to the Queues table
  3. For each queue, check/uncheck "Include In Request Limits"
  4. Save changes

Important Queue Considerations​

  • Initial Queue Rule: Limits are enforced based on the request's initial queue at creation
  • Routing Impact: If routing rules move requests after creation, users may exceed limits
  • Custom Queues: Inherit settings from their base queue state

Special Cases and Advanced Configuration​

EAD Request Handling​

The SubmitEadRequestsUpToRequestLimit key controls bulk request behavior:

When set to "Yes":

  • Submits requests up to the limit to Awaiting Request Processing
  • Remaining requests go to Awaiting User Review
  • Shows both submission counts to users

When set to "No" (default):

  • All requests go to Awaiting User Review if limit would be exceeded
  • User manually submits from Saved Requests

Example Scenario​

User limit: 5 requests User submits: 6 EAD requests

  • If key = "Yes": 5 processed, 1 saved for review
  • If key = "No": All 6 saved for review

Status Lines and User Interface​

Available Status Lines​

Configure these in Web Interface to show request limit information:

Status LinePurposeDisplay Location
SLActiveRequestShows active request countMultiple pages
SlActiveRequestWithLimitsShows count with limit (e.g., "3 of 10")Multiple pages
SLRequestLimitMetError when limit reachedRequest forms
SLEADRequestsReceivedEAD requests processedAfter EAD submission
SLEADRequestsReceivedUserReviewEAD requests savedAfter EAD submission

Display Locations​

Status lines appear on:

  • MainMenu.html
  • ViewUserReviewRequests.html
  • Request forms
  • After request submission

Note: Leave status line keys blank if not using request limits to ensure proper display.

Best Practices​

Planning Your Configuration​

  1. Analyze Usage Patterns

    • Review historical request data
    • Identify peak periods
    • Consider different user groups' needs

  2. Start Conservative

    • Begin with higher limits
    • Gradually adjust based on experience
    • Monitor impact on operations

  3. Consider User Types

    • Faculty may need higher limits for research
    • Undergraduates might have lower limits
    • External researchers may have different needs

Small Archives:

  • Universal limit: 5-10
  • Faculty: 15
  • Students: 5

Large Research Libraries:

  • Universal limit: 20
  • Faculty: 50
  • Graduate Students: 30
  • Undergraduates: 10

Special Collections:

  • Universal limit: 3-5
  • Researchers: 10
  • General Public: 3

Troubleshooting​

Common Issues and Solutions​

Issue: Users exceeding limits despite configuration

  • Check: Initial queue of new requests
  • Solution: Ensure initial queues are included in limit configuration

Issue: Status-specific limits not working

  • Check: Exact spelling and case of status names
  • Solution: Verify key names match user statuses exactly

Issue: Limits not applying to certain users

  • Check: Individual limits on user records
  • Solution: Remove individual limits if not needed

Issue: EAD requests behaving unexpectedly

  • Check: SubmitEadRequestsUpToRequestLimit setting
  • Solution: Adjust based on desired workflow

Verification Steps​

  1. Test with Test User

    • Create user with known status
    • Submit requests up to limit
    • Verify proper blocking

  2. Check Queue Configuration

    • Review which queues count toward limits
    • Ensure routing rules align with expectations

  3. Monitor Status Lines

    • Verify counts display correctly
    • Check error messages appear when appropriate

Advanced Scenarios​

Temporary Limit Increases​

For researchers with special projects:

  1. Set individual limit on user record
  2. Document reason in user notes
  3. Set reminder to review after project completion

Seasonal Adjustments​

For busy periods:

  1. Temporarily increase universal or status limits
  2. Monitor system performance
  3. Return to normal limits after peak period

Multi-Site Considerations​

For institutions with multiple locations:

  • Consider location-specific routing rules
  • May need different limits per reading room
  • Coordinate policies across sites

Integration with Other Features​

Appointment Scheduling​

  • Consider appointment capacity when setting limits
  • May want lower limits if appointments are required

Photoduplication Orders​

  • Decide if copy orders count toward limits
  • Configure photoduplication queues accordingly

Activities and Events​

  • Activity requests typically don't count toward limits
  • Can be configured if needed

Monitoring and Reporting​

Key Metrics to Track​

  1. Usage Statistics

    • Average requests per user
    • Peak request times
    • Limit reached frequency

  2. User Feedback

    • Complaints about limits
    • Requests for exceptions
    • Workflow impact

  3. Operational Impact

    • Retrieval time changes
    • Staff workload distribution
    • Reading room capacity

Adjustment Strategies​

Based on monitoring:

  • Increase limits if rarely reached
  • Decrease if operations are strained
  • Create more granular status categories
  • Implement time-based limits (future feature)

Summary​

Request limits are a powerful tool for managing Aeon operations. Success requires:

  • Understanding the hierarchy and configuration options
  • Careful planning based on institutional needs
  • Regular monitoring and adjustment
  • Clear communication with users

Remember that request limits are just one tool in managing workflow. Combine with appropriate staffing, efficient processes, and clear policies for best results.