Automate your request process: Office hour
Transcript of Automate your request process: Office hour
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May 18, 2020
Automate your request process:Office hour
Jenny Rosenfeld & Audrey Heisel Heather BlackOCLC Atlas Systems
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Today’s agenda
• Address questions asked in advance
• Specific ILLiad applications of Automated Request
Manager
• Step-by-step setup of a basic automation
• Setting up patron-initiated requesting for WorldShare ILL
• Additional questions you have
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ILLIAD APPLICATIONS OF
OCLC AUTOMATION
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Enable Automation—Customization Manager
• Borrowing
– Direct Request
– DirectRequestEnabled
– Set to Yes by default
• Add Routing Rule for
unmediated processing
• Add Custom Queue to
manually route to
Automation
– Good for testing
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All automations applied when requests are
routed to Awaiting Direct Request
Sending
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Automation Matches available for ILLiad
• Age of Material
• Formats
• Languages
• Need at Earliest
• Request Type
Other options managed
with Routing Rules
Patron Data not passed
to OCLC Processing
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Automation Actions available for ILLiad
• Apply Constant Data
• Send Request to Lenders
Review not an option
recommended for ILLiad users
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Automation Exceptions
Not recommended
for ILLiad users
Similar functions can be enabled with Routing Rules
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Automation Example for ILLiad
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SETTING UP BASIC
AUTOMATIONS
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Setting up a basic Automation
• Automations can be created for both loan and copy
requests
• It's recommended to create an automation that will route
items you own and duplicate requests to the review queue
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Copy and Loan Automations
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Where to start
• Sign in to OCLC Service
Configuration
https://worldcat.org/config
• Click WorldShare ILL >
Automated Request
Manager
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Create a new Automation
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Create a new Automation - Loans
• Choose an
appropriate name for
your automation
• Apply a priority to the
automation
• Lower numbers have
the highest priority
• The most specific
automations should
have the highest
priority
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Add Match Criteria
• Multiple match criteria
can be added
• For a basic
automation, create
match points for
format and request
type
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Add Actions
• Build Lender String
• Apply Constant Data
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Add Exceptions
• If Duplicate Request,
Route to Review
• If Held By My
Institution, Route to
Review
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Save Automation
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Create a new Automation - Copies
• Change the name,
priority, and request
type
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Basic Automation in Tipasa
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PATRON-INITIATED REQUESTING
IN WORLDSHARE ILL
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From where can patrons request?
• WorldCat Discovery
– Can add request button directly in Discovery
– Can also configure OCLC Link Resolver from other databases
– Can control when button appears (by availability status or item type)
• FirstSearch
– Can select databases to display request button
– Can control when button appears (by item type)
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WorldCat Discovery setup
• Configure request button
• Configure when request button should appear
• Configure Link Resolver
• Configure request form
• Add link to OCLC link resolver to other databases
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WorldCat Discovery setup – Request button
• Configure the text to
display on the
Request item button in
WorldCat Discovery
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WorldCat Discovery setup – Request button type
• For WorldShare ILL
libraries, select
WCRS/WS ILL button
type
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WorldCat Discovery setup – Decide when
request button should appear
• Decide which material
types should have a
Request button
displayed; this is for
items you do not hold
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WorldCat Discovery setup – Save changes
• Note: You can also
have the ILL request
button appear on items
you own; configuration
is based on item type
or a combination of
item type and item
status (if you have
WorldCat Discovery
with availability)
• Save changes when
finished
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WorldCat Discovery – Link Resolver and A-Z list
• You can configure a request button to appear on your A-Z list
• You can also add your base Link Resolver URL to other databases to
direct users back to WorldCat Discovery for fulfillment
• This works in combination with the WorldCat Discovery Request Form
• Help is available
here: https://help.oclc.org/Librarian_Toolbox/OCLC_Service_Configuration/WorldCat_
Discovery_and_WorldCat_Local/A_Z_List_and_OCLC_Link_Resolver
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WorldCat Discovery – Link Resolver set up
• Enable the Fulfillment
Button if you want
patrons to be able to
make an ILL request
from your Link
Resolver/A-Z List
landing page
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WorldCat Discovery – Link Resolver
• For databases that
support it, you can
add your Link
Resolver Base URL in
their admin settings
• This drives patrons to
Discovery to look for
the availability of their
desired item
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WorldCat Discovery – Request Form
• This form is under WorldShare ILL > Patron Request Workforms
• Open the accordion to edit the fields and field labels on the form
• This is the form your patrons will see when clicking Request buttons in
WorldCat Discovery or from the A-Z List
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WorldCat Discovery – Patron Experience
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WorldCat Discovery Link Resolver –
Patron Experience
• This example starts with results
from a ProQuest database
• Patron can check for full text with
the OCLC Link Resolver and then
get to an ILL request form
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FirstSearch setup
• Enable ILL access from FirstSearch Admin
• Configure when to display request buttons
• Configure request form
• Configure button behavior
– Send patron requests to your New for Review queue
– Send patron requests to automation (Direct Request)
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FirstSearch setup – FirstSearch Admin
• Log in to firstsearch.oclc.org/admin with your ILL authorization
• Once logged in, make sure you are on the Resource Sharing tab
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FirstSearch – Request button
• Click on ILL Processing
• Check ILL Access = On
• Decide if you want the button to always display
or just when not held
• Configure text to display on the request button
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FirstSearch – Request button behavior
• On the same page,
configure which FirstSearch
databases should display
the request button
• Configure what happens to
the patron requests:
• Review file
• Direct Request (sends
through Automation)
• Save Changes
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FirstSearch – where to display request button
• Select WorldCat ILL Access
• Decide which item types
should have a Request
button enabled
• Save Changes
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FirstSearch – Patron request form
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FirstSearch – Patron experience
If you have configured
the request button to
appear in the database
and for the item type, the
Request button displays
in the Detailed record
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FirstSearch – Patron Experience
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Additional Considerations
• Your ILL page for patrons should include instructions to
search for items and place requests from WorldCat
Discovery and FirstSearch
• Directing patrons to request in this way decreases your
workload
• Requests arrive in WorldShare ILL's Staff interface with
good bib data
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ADDITIONAL QUESTIONS?
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Workshop 4: Constant Data