Top Ten Ways to Simplify Your ILLiad Workflow Tina Baich Karen Janke IUPUI University Library

Torrent (‘tȯr-ənt): A stream of water flowing with great swiftness and impetuosity, whether from the steepness of its course, or from being temporarily flooded (OED) The increasing, and sometimes overwhelming, volume of requests received by ILL departments as users’ abilities to find sources and place requests becomes easier and easier (CNB)

Before: Cortes Bank, California

Today’s Top Ten: 1. Odyssey with Trusted Sender 2. Custom Queues 3. System Routing 4. Direct Request 5. Bypassing Copyright Clearance 6. Custom s 7. Modifying Word templates 8. Converting pdfs to tiffs 9. Deflections 10. Using Lending Web Pages

1. Odyssey with Trusted Sender What is it? Allows you to receive articles and deliver to customer without staff intervention. Process: 1. Lending library sends article to your ILLiad server. 2. Item received and updated on OCLC 3. Article converted to PDF and put on web 4. Patron notified via

Setting Up Trusted Sender Customization Manager: Odyssey >> Trusted > OdysseyAutoElecDel key Possible Values: Never, Trusted, Always

How Trusting Are You? Never: You trust no one. All articles require staff intervention Trusted: You trust specific libraries, but must designate each as trusted by editing address for lender Always: You trust everyone Quality Concerns NOT an issue Zhen Ye (Lan) Yang (2004). Customer Satisfaction with Interlibrary Loan Service-deliverEdocs: a Case Study. Journal of Interlibrary Loan, Document Delivery & Information Supply, 14 (4),

Effect of Trusted Sender 3 Years Later Fastest article delivered in 36 Minutes by CIN (University of Cincinnati) 2/14/05 – 1/31/08N Requests % of Total Mean TT in DaysSignificance Mediated8,10660%5.6 P =.000 Odyssey w/TS5,23340%4.0

2. Custom Queues Allows you to add ILLiad queues appropriate to your workflow Easily created in the Customization Manager’s Custom Queues Table

Creating a Custom Queue 1. Give your queue a name. 2. Identify whether it is a borrowing or lending function. 3. Enter your NVTGC.

In Practice… New queues appear under the Route menu in ILLiad request. Can manually route a request to the new queue.

3. System Routing Rules Automatically route transactions to other statuses or process types Change the default ILLiad processes by having the system automatically skip or add steps to the basic ILL process Often works in conjunction with Custom Queues Rube Goldberg™ & © of Rube Goldberg, Inc.Rube Goldberg, Inc.

Examples of System Routing Loan requests from Awaiting Shipping Label Printing to Item Shipped to avoid printing shipping labels. Direct Request for loans Loan requests for new books to queue for purchasing Thesis borrowing requests to special queue Bypass copyright for articles older than 5 years Route requests for Dissertation Abstracts International to thesis queue Patron requests to special queue (e.g. faculty, department, or specific individual) Requests from specific lending partners to special queue

Setting Up System Routing RoutingOn Key set to YES (System >> Routing) Add new rules in Routing table (System >> Routing) Caution: Shared Table! NOTE: Routing Rules are applied IN ORDER. Can move between DocDel and Borrowing only Usually only use Users, Transactions, and LenderAddresses table when writing MatchString. Users will see transaction statuses.

Routing Table MatchString Example: t.RequestType = 'Loan' and (t.LoanDate like '%2005%' or t.LoanDate like '%2006%' or t.LoanDate like '%2007%' or t.LoanDate like '%2008%') and (NVTGC='IUP' or NVTGC='Herron') Single Quotes (e.g. ‘’), % as wild card

3a. Import Queues for Lending Separate borrowing libraries into different processing queues Customization Manager: Lending Import Queues Borrower Status Can set these for a large group through an SQL run on the ILLiad server use ILLData go insert into BorrowerStatus values ('ABC','Awaiting Free Lending Processing','ILL'), values (‘XYZ','Awaiting Free Lending Processing',’ILL’)

4. Direct Request Allows you to quickly handle routine requests without staff intervention Since February 2006: IUP had 1,400 items filled Added bonus: If rejects, System Notes tell who owns it 1. Request matched profile ALI./2. Held by group IUSYS Further Info ILLiad Documentation: under Implementation, Unmediated ILL OCLC Direct Request Planning Guide

Direct Request Prerequisites Custom Holdings Path for Direct Requests Most likely need to create a new Path or new Groups Disable ILL from FirstSearch. Fulfillment tab, Patron ILL Settings. Uncheck ILL Access Help with Custom Holdings haring/customholdings/default.htm haring/customholdings/default.htm

Create Direct Request Profile Profile Does What? How Do I Get There? 1. Defines which requests are eligible for Direct Request. 2. Specifies the holding path for requests 3. Specifies a constant data record to apply. 1. FirstSearch Admin Module 2. Resource Sharing Tab 3. Staff ILL Settings 4. Direct Request Profile - OR- From ILLiad Client 1. OCLC Menu 2. Resource Sharing Settings 3. Direct Request Profile Tab

Creating Direct Request Profile in WCRS/FirstSearch Admin Get to FirstSearch Admin (can do this in WCRS)

Creating the Direct Request Profile In FirstSearch Admin When ready with Custom Holdings, click New Blank Record.

Creating the Direct Request Profile In FirstSearch Admin You decide the parameters: Format Age Language If held by you or other Custom Holdings Group

Direct Request Profile Creation in ILLiad Client OCLC Menu >> Resource Sharing Settings > Direct Request Profiles Lacks context-sensitive help

Direct Request in ILLiad (v or higher) DirectRequestEnabled key must be set to Yes. (Borrowing >> Direct Request) SystemIDOCLCSymbol should be set to your OCLC symbol (System >> General) Routing rule – moves requests from Awaiting Request Processing to Awaiting Direct Request Sending. ILLiad Connection Manager Service sends the request to OCLC and imports Lending String and ILL and OCLC Accession Number.

ILLiad Routing Rule Exists by default, but is inactive. Modify Match String as appropriate and make active Our Match String: (t.ISSN > '' or t.ESPNumber >'') and t.RequestType = 'Loan' and (t.LendingString = '' or t.LendingString is NULL) and u.Cleared='Yes' and (u.NVTGC='IUP' or u.NVTGC='Herron')

If successful, only see if filled, unfilled, or conditional May reject based on your profile parameters Direct Request Notes in ILLiad

5. Bypass Copyright Clearance Borrowing custom routing rule Allows article requests older than five years to go directly into processing Saves staff time in the Awaiting Copyright Clearance queue Speeds turnaround time by eliminating an unnecessary step, especially if you have unmediated borrowing for articles

t.PhotoJournalYear<'2003' and (u.NVTGC='IUP' or u.NVTGC='Herron')

6. Custom s Provides you with templates for commonly sent s so you aren’t constantly recreating the wheel Helps you track all communication about a given transaction through ILLiad Creates an electronic trail that all staff members can access Consistency and efficiency

Custom Examples Borrowing National Library of Medicine Request Acquisitions Purchase Request On Demand Notification Lending Not Received? Special Collections Request Lost or Damaged Items

The How-To Your s are located on your ILLiad server. Use an existing as a template. Field names can be found by searching in ILLiad. Save the notepad document. Add the to the Routing table in the Customization Manager.

7. Modifying Word Templates Why? Put the info you need to know in a strategic location on the page in a size/format that works for you Can brand your documents to your library to consolidate information How? Word docs in the PRINT folder on your ILLiad server Need ‘write’ access to edit them MAKE A COPY of the originals before you modify!

Mailings Tab in Word 2007 Highlight Merge Fields Insert Merge Field Implementation Guide Customizing Word Templates Word Merge Fields Rules = if….then…else and other conditional logic statements

Logic Rules {IF {MERGEFILED BILLINGC_1} = “Default” “$15IFM or $20 Invoice Monthly. Additional charge applies for RUSH.” “”} Will be blank in template. Need to Right Click on spot in Word and select Toggle Field Codes to see if it’s there. Example of Logic Rule for Billing Categories

LendingArticleSlips.doc Modifications: Designed to be folded in half Delivery method printed vertically (e.g. Ariel/Odyssey) In Process Date Re-send request at bottom

LendingLoanSlip.doc Modifications: Print one item & insert into book. No shipping labels necessary. Return Address Label for borrowing library Barcodes for ILL and TN If…then statement for billing category

8. Converting PDFs to TIFs Ariel and Odyssey both require the use of TIF files. Converting PDFs saves paper and time by eliminating printing and rescanning of articles. Check your e-journal license agreements first

Recommended Options DocMorph – free online program allows conversion of one file at a time MyMorph – free download allows conversion of multiple files at a time Both programs are courtesy of the:

DocMorph

DocMorph Process

MyMorph

MyMorph Process

Odyssey Lending

Ariel

Odyssey Lending

9. Deflections Save staff time Set in OCLC Connexion Set in OCLC Policies Directory Format OCLC Group Borrower Max Cost Material Age

OCLC Policies Directory Once you get to your “Unit,” click on Policies. From there, click on Deflections to see your current deflections and create new.

OCLC Policies Directory

Deflections You can also set item deflections using Connexion. Create Local Holdings Constant Data Records Search for title Apply Constant Data to your Local Holdings While this takes more time, you can avoid getting requests for Reference, Special Collections, or other non-circulating material.

OCLC Connexion

10. Using Lending Web Pages Allows lending libraries who don’t use OCLC to enter requests directly into your ILLiad system. No more re-keying, can stop accepting fax/mail requests. Can put lending policies online, too! Just need to tell people what the URL is: Policies Directory Link from ILLiad Borrowing or other library web pages.

If we get an /fax request: 1. Send a canned (or fax) to borrowing library to notify about our web request form. 2. Borrowing Library requests an account through an online form that sends to departmental Lending staff add/modify the library’s address, final step is to click ‘RESET Web Password’ button. 4. Send canned to borrowing library giving Logon (Symbol)/Password (default is ILL) 5. Borrowing library places request on web form.

View for Borrowing Library:

Staff Process Same as with OCLC request…except: Created custom Generic for Conditionals Created custom Cancellation -- tells borrowing library that request is cancelled. If item is cancelled, send FIRST, then cancel.

After: Whitsunday Beach – Queensland, Australia

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