Workflow Toolkit Cyril Oberlander, SUNY Geneseo & Harriet Sleggs, SUNY Geneseo IDS Conference, August 4-6, 2008 Materials available for download at IDS Project Workflow Toolkit Cyril Oberlander & Harriet Sleggs, SUNY Geneseo IDS Project Conference 2008

Workflow Toolkit What is it? Collection of documentation to improve workflow ILLiad Settings & Templates Best Practices & Techniques .txt files & Word Templates Version 1 is a download of useful files today Version 2 will be a wiki with dynamic tutorials

Workflow Toolkit Requirements before we start… In order to implement most of these, you need access to the ILLiad’s customization manager, and write access to your server’s , Print, and PDF or Elec Del Folders. Most of the files in the Workflow Toolkit use ILLiad Local Info values and don’t require editing, but some of the illustrations for routings require local s, etc., so configure those to your own needs.

Workflow Toolkit Chapter 1 – General Tips & Intro

Best Practice and Holdings OCLC Print holdings closed OPAC Print holdings closed but refer to Online holdings OCLC eSerials Holdings Update only attaches symbol, not holdings A Solution? PRINT v ( ) |ONLINE v. 38- (1984- ) ILL OK A Solution? PRINT v ( ) |ONLINE v. 38- (1984- ) ILL OK

Chapter 2 Workflow Toolkit – Borrowing Routing for Borrowing means you can use an to… Send ALA forms Send NLM a request Send other libraries a request for renewal or resend Bill users for lost materials Automate delivery of full text Send Acquisitions a purchase request Send users; renewal or recall notices, or just a question about a request. And More… Routings record all s sent about a request, and it can change the transaction status of the request.

IDS Conference SUNY Oswego August 4-6, 2008

Double Click on Awaiting Request Processing

Double Click on Article request

Search for journal

Open journal finder and paste title in journals tab

Double Click on database

DRAFT7/29/2008 Double Click on Full Text link to open article as PDF

DRAFT7/29/2008 Click on File and then Save to PDF folder by TN #

Previous Process Route request to Document Delivery Switch to Document Delivery Menu Print Document Delivery Pull Slips Refresh Status Info Update Document Delivery Search Results Notify Electronic Delivery 7/29/2008

Reminder - Click on File and Save to PDF folder by TN #

7/29/2008 Click on and select Full Milne

All you have to do… Click Send All that is automated… 1. Status changes to Delivered to Web 2. routing pushes to “Milne Del to Web” 3. Routing rule changes from Borrow to Doc Del to Del to Web 4. Counts as a Document Delivery fill

Create text file for this routing. ( refer to Routing in Workflow toolkit)

Create routing

Create routing rule ( For additional help – Refer to Toolkit and/or ILLiad Knowledge Base:

Reminder - there are 3 pieces that need to be in place before using the new routing Create text fileCreate routingCreate routing rule

Workflow Toolkit Chapter 2 – Borrowing

Workflow Toolkit Chapter 3 – Custom Holdings & Direct Request

Workflow Toolkit Chapter 4 - Lending

Workflow Toolkit Chapter 5 – Document Delivery

Workflow Toolkit – Word Templates (See chapters: Borrowing, Lending, Document Delivery) BorrowingLoanSlips

No user mailing address info; my deliverme = Hold for Pickup Quick module guide: B=Borrowing D=Doc. Delivery L=Lending Quick module & request type indicator Paper folds In half User & Processing Info. Citation Information Easy to find on the holds shelf Return to Borrowing Library (When ILLiad 8 arrives, it will include a return to lending library label) CITEDVOLUM Used for notes

1.Warning; as you edit… MERGEFIELDS HIDE 2.Using IFs to hide irrelevant fields – no value – not visible 3.Article fields in Loan slips are for chapter requests

Borrowing Return Slips For regional courier services, IF BillingAddress2 has text LAND, it prints LAND in Red; IDS Project is BillingAddress1, and HUB is Address4

Lending Delivered By Ship To Odyssey flag Quick module guide: B=Borrowing D=Doc. Delivery L=Lending Citation Information Library, User & Processing Info. CITEDVOLUM Used for notes Quick module & request type indicator IDS Project LAND & RRLC IDS Project

Document Delivery (loan) – for home or department Delivery You can do the same with which library to pickup from, i.e. NVTGC, and other ILLiad fields I chose “Mail to Address” So ship to my address appears here

For users who don’t want electronic delivery, the form says “No Electronic Delivery” Delivery Info Delivered by Info Library, User & Processing & Copyright Info. Citation Information Document Delivery (articles) – for Paging or Storage requests Quick module guide: B=Borrowing D=Doc. Delivery L=Lending

Workflow Toolkit Thank you & Questions? Suggestions?