automate your request process: office hour
TRANSCRIPT
May 18, 2020
Automate your request process:Office hour
Jenny Rosenfeld & Audrey Heisel Heather BlackOCLC Atlas Systems
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
ILLIAD APPLICATIONS OF
OCLC AUTOMATION
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
All automations applied when requests are
routed to Awaiting Direct Request
Sending
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
Automation Actions available for ILLiad
• Apply Constant Data
• Send Request to Lenders
Review not an option
recommended for ILLiad users
Automation Exceptions
Not recommended
for ILLiad users
Similar functions can be enabled with Routing Rules
Automation Example for ILLiad
SETTING UP BASIC
AUTOMATIONS
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
Copy and Loan Automations
Where to start
• Sign in to OCLC Service
Configuration
https://worldcat.org/config
• Click WorldShare ILL >
Automated Request
Manager
Create a new Automation
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
Add Match Criteria
• Multiple match criteria
can be added
• For a basic
automation, create
match points for
format and request
type
Add Actions
• Build Lender String
• Apply Constant Data
Add Exceptions
• If Duplicate Request,
Route to Review
• If Held By My
Institution, Route to
Review
Save Automation
Create a new Automation - Copies
• Change the name,
priority, and request
type
Basic Automation in Tipasa
PATRON-INITIATED REQUESTING
IN WORLDSHARE ILL
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)
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
WorldCat Discovery setup – Request button
• Configure the text to
display on the
Request item button in
WorldCat Discovery
WorldCat Discovery setup – Request button type
• For WorldShare ILL
libraries, select
WCRS/WS ILL button
type
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
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
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
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
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
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
WorldCat Discovery – Patron Experience
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
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)
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
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
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
FirstSearch – where to display request button
• Select WorldCat ILL Access
• Decide which item types
should have a Request
button enabled
• Save Changes
FirstSearch – Patron request form
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
FirstSearch – Patron Experience
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
ADDITIONAL QUESTIONS?
Workshop 4: Constant Data
