setting up a new illiad user - libnet.lib.umt.edulibnet.lib.umt.edu/sites/default/files/systems...

SYSTEM INSTRUCTION

MANUALFOR

ILLIAD

BY

PAT GAUCI

NOVEMBER 2, 2012

TABLE OF CONTENTS

Setting up a New ILLiad User................................................................................................................................................ 5

Client Side..................................................................................................................................................................................5

1. Install ILLiad Client................................................................................................................................................5

1a. What is ILLiad.........................................................................................................................................................5

1b. Run ILLiad Client Executable..........................................................................................................................5

1c. Setup Atlas SQL Alias Manager........................................................................................................................5

2. Add User to ILLiad Staff Manager....................................................................................................................6

3. Add ILLiad Addons.................................................................................................................................................6

4. Odyssey Helper........................................................................................................................................................6

5. Map Drives – Use Same Lettering as ILLiad users refer to these by letter....................................7

6. Setup ILL Email in Outlook.................................................................................................................................7

7. Give user Administrative Rights on the local machine...........................................................................7

8. Access to Voyager Catalog...................................................................................................................................7

Server side................................................................................................................................................................................ 7

Upgrading ILLiad........................................................................................................................................................................ 8

Server Side................................................................................................................................................................................ 8

Client Side..................................................................................................................................................................................9

ILLiad Printing............................................................................................................................................................................. 9

Components of ILLiad Printing........................................................................................................................................9

Customizing ILLiad Printer Templates......................................................................................................................13

Atlas ILLiad 8.3 Documentation for Customizing Printer Templates.....................................................13

Customization Manager Key - printdocumentspath............................................................................................13

Modifying Microsoft Word 2010 ILLiad Printer Templates.............................................................................13

Location of Print Templates...........................................................................................................................................17

Customizing ILLiad Email Templates..............................................................................................................................17

Email Templates..................................................................................................................................................................17

Reporting..................................................................................................................................................................................... 19

Annual Statistical Report for Interlibrary Loan.....................................................................................................20

Example of Annual Statistical Report....................................................................................................................20

Explanation of Annual Statistical Report.............................................................................................................22

Courier Reports....................................................................................................................................................................22

Example of Courier Report........................................................................................................................................ 23

MZK Reports..........................................................................................................................................................................24

FY Reports..............................................................................................................................................................................24

Misc Reports.......................................................................................................................................................................... 24

Configuring Email Routing...................................................................................................................................................24

Overview.................................................................................................................................................................................24

Adding Records to the EmailRouting Table.............................................................................................................25

Understanding the FileNameLoan and FileNameArticle Columns...........................................................25

System Routing Rules.............................................................................................................................................................26

System Routing.................................................................................................................................................................... 26

The Routing Table...............................................................................................................................................................26

The Match String................................................................................................................................................................. 27

Double Quotation Marks in ILLiad Routing Rules................................................................................................27

Creating a New Routing Rule.........................................................................................................................................28

Using an Existing Rule as a Template....................................................................................................................28

Creating a Routing Rule from Scratch...................................................................................................................28

General Guidelines for Creating Routing Rules.................................................................................................29

Creating Custom Queues..................................................................................................................................................30

Manage Addons.........................................................................................................................................................................30

OCLC Article Exchange Rule...........................................................................................................................................31

CCC GetItNow........................................................................................................................................................................31

Distributing Addons...........................................................................................................................................................31

What is Article Exchange.................................................................................................................................................31

How it works:........................................................................................................................................................................32

ILLiad Addon Technical Overview...............................................................................................................................32

Addon Folder Structure...............................................................................................................................................32

Lua Files..............................................................................................................................................................................33

Config.xml........................................................................................................................................................................33

Local Settings................................................................................................................................................................34

Distributing Addons......................................................................................................................................................34

Default Addons................................................................................................................................................................36

ILLiad on the Web....................................................................................................................................................................36

Web Pages that were Changed – using text messaging......................................................................................36

Web Pages that are changed the Most.......................................................................................................................37

Web Pages that need to be corrected.........................................................................................................................37

“Not Wanted After” Date..................................................................................................................................................38

Database Manager................................................................................................................................................................... 38

Miscellaneous Information..................................................................................................................................................39

Directory of Butte and Dillon for ILLiad...................................................................................................................39

Locked Out User...................................................................................................................................................................40

Web Alerts..............................................................................................................................................................................40

Connection Manager and/or Odyssey Manager....................................................................................................42

No Incoming Requests in Awaiting Lending Request Processing.............................................................43

ERROR 1625 – When user is running a ILLiad Client Upgrade......................................................................43

Items Delivered to Web....................................................................................................................................................43

Butte and Dillon...................................................................................................................................................................43

New Server for ILLiad....................................................................................................................................................... 44

Latest ILLiad Server Upgrade........................................................................................................................................44

ODBC – Is needed to connect Microsoft Access with Illiad database...........................................................44

SQL Server management Studio on Forms Server...............................................................................................44

Contact OCLC ILLiad Support........................................................................................................................................45

Examples of ILLiad Web Reports.................................................................................................................................45

Flow of Scanned files and Odyssey..............................................................................................................................45

SETTING UP A NEW ILLIAD USER

CLIENT SIDE

1. Install ILLiad Clienta. What is ILLiadb. Run ILLiad Client Executablec. Setup Atlas SQL Alias Manager

2. Add user to ILLiad Staff Manager3. Addons4. Odyssey Helper5. Map Drives6. Setup ILL Email in Outlook7. Give user Administrative Rights on the local machine8. Access to Voyager Catalog

1. INSTALL ILLIAD CLIENT

1A. WHAT IS ILLIAD

OCLC ILLiad is a model, implemented in software, of the interlibrary loan process. The Interlibrary loan is a system whereby libraries lend and borrow material to and from each other for their patrons. There are two sides to the ILL process: Supplying materials to other libraries for their users (Lending) and obtaining materials from other libraries for Mansfield Library users (Borrowing).

1B. RUN ILLIAD CLIENT EXECUTABLE

The client executable can be found at the following places:

1. \\fileserve\datafile\NEWPCs\illiad\ This has been manually downloaded by a Systems ILLiad Staff person from the atlas website and placed here for easy access by other Systems people.

2. \\forms\illiad\Client_Exe_files 3. Atlas Website https://prometheus.atlas-sys.com/dashboard.action under “Looking for the

latest product documentation?” Click on the ILLiad n.n (latest version) and find the Client Executable Files.

Run the ILLiad Client Executable clicking next when prompted and using the default settings. If the software won’t install then right click on the executable and run as administrator.

1C. SETUP ATLAS SQL ALIAS MANAGER

Enter the following information.

https://prometheus.atlas-sys.com/dashboard.action

Database ConnectionServer : 10.8.150.216Database Name: ILLDataConnect Timeout: 15Username : leave blankPassword: leave blank

Logon Accounts Click the Logon.txt Button (nothing will open)Type the following in the lower right portionUsername: MTGPassword: MTGPasswordClick the right most Save button. You will now see MTG appear under Logon Accounts

Click the Save button (third button from left). A window opens to save file. Name file “logon” (without the quotes) and save to the root of the ILLiad folder. Lastly click the Set Default button.*If you need to access Atlas SQL Alias Manager once you exit, right click on icon and run as administrator.

2. ADD USER TO ILLIAD STAFF MANAGER

Copy another MTG ILLiad user (pmarek is a good one to copy) giving new user a Username and Password. This gives the user access to ILLiad and what Transaction Permissions they have. Do not give a regular user access to Customization, Database or Staff Manager Access.

3. ADD ILLIAD ADDONS

This process has been automated by the AddonDirectory key in the Customization Manager. The only file that needs to be added to the new user is the LocalSettings.xml. Copy this file from another regular ILLiad user and place it in the same location on new computer. The location is c:\program file (x86)\ILLiad\Addons. If the user does not have the program file (x86) folder then use program file. For more information, see Manage Addons.

4. ODYSSEY HELPER

This is now included by default with the ILLiad client installer and the OdsseyHelper.exe file is installed to the ILLiad\Odyssey folder, and a shortcut is created on the desktop.

Two keys in the Customization Manager set the designated folder for the TIF and PDF files used by Odyssey. These have already been set.

1. OdysseyHelperImagesPathDocDel2. OdysseyHelperImagesPathLending

5. MAP DRIVES – USE SAME LETTERING AS ILLIAD USERS REFER TO THESE BY LETTER

H \\forms\convertJ \\fileserve\lendingK \\forms\pdfM \\fileserve\illN \\fileserve\odysseyS \\fileserve\illiadscansW \\fileserve\workZ \\forms\mtgprint

6. SETUP ILL EMAIL IN OUTLOOK

Your Name: Mansfield LibraryEmail Address: [email protected] Type: IMAPIncoming Mail Server: mail.lib.umt.eduOutgoing Mail Server: smtp.umt.eduUser Name: library.illPassword: 1llstudent

DIRECTIONS FOR SETTING UP ILL EMAIL

Go into Account Settings from the File Tab of Outlook 2010.

Click on the E-mail tab and click New. Select E-mail Account and select Next. Select manually configure server settings or additional server types and select Next. Select Internet E-Mail then Next. Enter information, select Next then Finish.

7. GIVE USER ADMINISTRATIVE RIGHTS ON THE LOCAL MACHINE

This is necessary so that user can do the client ILLiad upgrades and use ILLiad.

8. ACCESS TO VOYAGER CATALOG

This should already be done as part of Systems general image install.

SERVER SIDE

Be sure that the user has been added to the ILLiad Group on the Jefferson server.

mailto:[email protected]

UPGRADING ILLIAD

Whenever there is an upgrade there will be release notes on the Atlas website. Email the link to the Release Notes to the ILLiad department users. There are minor and major upgrades. Minor ones are usually fixes and minor enhancements. Minor upgrades involve upgrading the ILLiad client software whereas major upgrades could impact the ILLiad database, Connection Manager Customization Manager, System Manager, Staff Manager, Web Interface, Web Reports, Odyssey, Odyssey Manager and Odyssey Helper. Major upgrades should be communicated with the ILLiad users and scheduled. Doing a major upgrade will impact not only our users but also the users at Butte (MZJ) – Montana Tech and Dillon (MZK) The University of Montana Western. There contact information is listed in the Directory of Butte and Dillon for ILLiad.

SERVER SIDE

Steps to Upgrade ILLiad:

1. Remote into the Forms Server.2. Run the c:\illiad\Admin\ILLiadUpdate.exe file. This updates the ILLiadUpdate.exe file.

a. When there is an option to backup the database, do so. b. Enter the sa password. This is found in the ILLiad Passwords.txt file found in the

tech$ folder on the fileserve server.

c. The next screen will look similar to this window, but will have, I believe, the ILLiadUpdate.exe file listed and maybe others. Click the “Start ILLiad Server Update” button, bottom right.

d. Next, run the c:\illiad\Admin\ILLiadUpdate.exe file again and go through steps b and c again. This time many files will be listed in the Available Updates window and the actual update will occur.

CLIENT SIDE

When users start the ILLiad client they will get a notice to upgrade the client and will select Yes. Occasionally there are some issues with Admin permissions. If so, go to the ILLiad Client from the Start Bar (not a shortcut on desktop), right click and choose Run as Administrator.

ILLIAD PRINTING

COMPONENTS OF ILLIAD PRINTING

In order to print most ILLiad documents used in the course of processing Borrowing, Document Delivery, and Lending requests, ILLiad uses a combination of document templates (Word Documents) and output data files (.xls files). During each print process, the data files and the document templates are merged together to create the new, complete document to be printed. The ways that these different documents and files interact are outlined in the charts that follow:

Borrowing

Print Process

From this Queue Perform this Action Merges with this Word Doc Data File Used

ALA Request

Awaiting ALA Request Processing

From Borrowing Ribbon (Processing Group): Print ALA Requests

BorrowingALARequests.doc ALA.xls

Article Labels

Awaiting Post Receipt Processing

From Borrowing Ribbon (Receive Requests Group): Print Receives

BorrowingArticleLabels.doc Article.xls

Article Slips



BorrowingArticleSlips.doc Article.xls

Loan Labels



BorrowingLoanLabels.doc Loan.xls

Loan SlipsAwaiting Post Receipt Processing


BorrowingLoanSlips.doc Loan.xls

Notification Letter

Awaiting Customer Contact

From Customer Contact Screen. Customer Contact Ribbon (Process Group): Print Notifications

BorrowingNotify.doc BorrowingNotifications.xls

Print Cancellation

N/A

From Borrowing Processing Ribbon (Process Group): Cancel Request. Check Move to Print Queue and click Cancel Request

BorrowingPrintCancellation.doc Note: This document is not included in the default ILLiad installation. It must be created by the Institution wishing to use it.

BCancel.xls

Print Multiple Requests

N/A

From Request Form. Borrowing Processing Ribbon (Printing Group): Add to Print Queue

BorrowingPrintRequest.doc Note: This default template must be opened and merged manually when batch printing.

Printed.xls

Return Address Labels

Awaiting Return Label Printing

From Borrowing Ribbon (Returns Group): Print Returns

BorrowingReturnAddressLabels.doc ReturnsL.xls

Return Slips

Awaiting Return Label Printing

From Borrowing Ribbon (Returns Group): Print Returns

BorrowingReturnSlips.doc Returns.xls

Print Request N/A From Request Form.

Borrowing Processing PrintRequest.doc PrintRequest.xls

Ribbon (Printing Group): Print Request

Document Delivery

Print Process


Article SlipsAwaiting DD Stacks Searching

From Document Delivery Ribbon (Search Stacks Group): Print Pull Slips

DocDelArticleSlips.doc DocDelP.xls

Article Mailing Labels

Awaiting DD Stacks Searching


DocDelArticleMailingLabels.doc DocDelP.xls

Loan LabelsAwaiting DD Stacks Searching


DocDelLoanLabels.doc DocDelL.xls

Loan Mailing Labels

Awaiting DD Stacks Searching


DocDelLoanMailingLabels.doc DocDelL.xls

InvoiceN/A See Note 2 Below.

From Document Delivery Ribbon (Billing Group): Move Invoices to Print Queue There are two ways to generate invoices: Item by Item and by Time Period.

DocDelInvoice.doc DocDelBill.xls

Lending

Print Process


Article SlipsAwaiting Stacks Searching

From Lending Ribbon (Search Stacks Group): Print Stacks Search Items

LendingArticleSlips.doc StacksP.xls

Loan SlipsAwaiting Stacks Searching

From Lending Ribbon (Stacks Search Group): Print Stacks Search Items

LendingLoandSlips.doc StacksL.xls

Loan LabelsAwaiting Stacks Searching

From Lending Ribbon (Search Stacks Group): Print Stacks Search Items

LendingLoanLabels.doc StacksL.xls

Loan Shipping Labels

Awaiting Shipping Label Printing

From Lending Ribbon (Search Stacks Group): Print Shipping Labels

LendingLoanShippingLabels. doc ShpStkL.xls

Article Shipping Labels



LendingArticleShippingLabels .doc ShpStkP.xls

Shipping Labels - All See Note 1 Below.



LendingLoanShippingLabels.doc OR LendingArticleShippingLabels.doc

ShpStk.xls

Overdue Letter 1

Item Shipped

From Lending Overdues Form: Lending Overdues Ribbon (Process Group): Send Overdue Notices

LendingOverdueLetter1.doc LendingOverdues1.xls

Overdue Letter 2

Item Shipped



Overdue Letter 3

Item Shipped



InvoiceN/A See Note 2 Below.

From Lending Ribbon (Billing Group): Move Invoices to Print Queue See Note 3 Below.

LendingInvoice.doc LendBill.xls

Print Request N/A

From Request Form. Lending Processing Ribbon (Printing Group): Print Request

PrintRequest.doc PrintRequest.xls

Print Multiple Requests

N/A

From Request Form. Lending Processing Ribbon (Printing Group): Add to Print

LendingPrintRequest.doc Note: Note: This default template must be opened and merged manually when batch

LPrinted.xls

Queue printing

Notes About Printing.Note 1. If you wish to combine the Article and Loan Shipping Labels into one print document rather than handling them separately, you may use either the LendingLoanShippingLabels.doc or the LendingArticleShippingLabels.doc. Whichever you use will need to be altered to look for the ShipStk.xls data file.Note 2. When printing Lending or Document Delivery Invoices, the current queue or status of the transaction does not matter as long as the transaction has been marked as found and the billing charges have been applied. Invoices may be generated at any point in the process after that.Note 3. There are two ways to generate invoices:1. Item by Item: Invoices are printed after the requested item has been marked as found (at the same time as the Address Labels).2. By Time Period & Lender Symbol (Bulk): Invoices are generated and printed at any time after the item has been sent to the requesting institution.If Billing for Document Delivery or Lending is turned on for your institution, your method of invoicing may be set to one or the other using the Customization Manager.

CUSTOMIZING ILLIAD PRINTER TEMPLATES

ATLAS ILLIAD 8.3 DOCUMENTATION FOR CUSTOMIZING PRINTER TEMPLATES

https://prometheus.atlas-sys.com/display/illiad/Customizing+Printer+Templates

CUSTOMIZATION MANAGER KEY - PRINTDOCUMENTSPATH

The PrintDocumentsPath key tells were the Print Templates are located. This is currently set to \\10.8.150.216\MTGPrint .

MODIFYING MICROSOFT WORD 2010 ILLIAD PRINTER TEMPLATES

1. If modifying template(s) from a computer that doesn’t use ILLiad on a daily basic then copy the xls file(s) from an active ILLiad user to your computer.

a. The specific xls file to copy, based on the template to be changed, is listed in the Components of ILLiad Printing and in the Atlas documentation. Use the link above.

b. The location to copy the xls file from is c:\users\(username)\my documents\ILLiad\Print and paste it to the same location on your computer.

2. Copy Template from \\forms\MTGPrint (sharename) or \\forms\illiad\print\ to local computer.

https://prometheus.atlas-sys.com/display/illiad/Customizing+Printer+Templates

3. Open document in Microsoft Word. A window similar to this will be displayed:

4. Select Yes5. After selecting Yes, an Error window similar to this will be displayed:

6. Take careful note of the filename with the .xls extension. This should match the file you copied in step 1b. In this example it is DocDelP.xls, click OK.

7. A third Window called Data Link Properties will open:

8. Click OK.9. The Fourth Window - After selecting OK the Error window from Step 5 will display again:

Click OK.10. The Fifth Window “Microsoft Word” will now display:

11. Click on Find Data Source…12. Browse on local computer to Documents – ILLiad – Print and choose filename and choose

the xls file you noted from step 6.

13. Now select the proper Table name. Either LegacyQueue$ or PrintQueue$. For MTG’s templates use PrintQueue$.

The LegacyQueue worksheet exists in the .xls files so that Word templates created for ILLiad 7.4 and prior will still work without changing merge field names. We suggest using the PrintQueue worksheet for any new Word templates you create as they have more complete and clear field names, e.g., Transactions.TransactionNumber versus TRANSACTIO.14. Next choose SAVE AS. Give Template a different name and save to local computer. This step

is very necessary for the location of the .xls file to be saved. If you just choose Save this information will not be saved with the document. Close Document.

15. Open New Template you created in step 14.16. The following window will open:

17. Select Yes.18. The document will now open so modifications can be made.19. To add a Merge Field click on Mailings and then Insert Merge Field.20. To see all the Merge Codes press Alt-F921. After all changes are made Save document and then rename to the original document name,

test and then save to the MTGPrint sharename or (\\forms\ILLiad\Print) directory.

NOTE: Adding New Merge FieldsILLiad exports certain tables to the .xls files for Microsoft Word to read into the templates. Usually those tables include:Transactions: Data related to specific requestsUsers: Data related to patrons using ILLiadLenderAddresses: Data related to other libraries, both borrowing and lendingLocalInfo: Data related to your libraryYou can add any ILLiad field related to the current record by clicking the Insert Merge Field drop-down box on the Mailings tab of the Word template.Clicking a field name on the list will add the record to the mail merge document and show a merge tag within the template.

The word merge fields for a specific print template can be viewed in the PrintQueue worksheet of that template's .xls file.For example, to view the merge fields available in the PrintRequest.doc Word template, look in the PrintQueue of the PrintRequest.xls file.Note that if the xls file does not exist, you will have to print the document once to generate the .xls file in order to view the PrintQueue worksheet.Editing is easier if the MERGEFIELD coding is not visible. To toggle the codes off and on, use Alt F9.See the images to the right for examples of adding merge fields, the fields in the XLS file and in the document.

LOCATION OF PRINT TEMPLATES

\\10.8.150.216\MTGPrint or \\forms\MTGPRINT

There are several locations that you will find these templates on the local computer, but none of them are used because only the templates on the Forms server are used as indicated by the PrintDocumentsPath key in the Customization Manager. These different locations were from older versions of ILLiad and whenever a new client install is done the print templates are put in the following folder: Program Files or Program Files (x86), ILLiad, Print.

CUSTOMIZING ILLIAD EMAIL TEMPLATES

EMAIL TEMPLATES

MTG Email Location: On Forms server at C:\illiad\Email, \\Forms\MTGEmail\ (Sharename)

Borrowing E-MailsIs In

Customization Manager

E-mail Process From This Queue Action Performed Email Template We use Template

YBorrowing-Email

Article Received -

Hold for Pickup

Awaiting Customer

Contact

Contact Customers illart.txt Y

N Article Received -

Mailed to Address

Awaiting Customer

Contact

Contact Customers illartdel.txt N

YBorrowing-Email

Loan Received -

Hold for Pickup

Awaiting Customer

Contact

Contact Customers illloan.txt Y

N Loan Received -

Mailed to Address

Awaiting Customer

Contact

Contact Customers illloandel.txt N

N Multiple Items

Received

Awaiting Customer

Contact

Contact Customers illmnotify.txt N

YOdyssey–Email

Under 2 subheadings

Electronic Delivery In Electronic Delivery

Processing

Deliver Electronic Article ElecDel.txt Y

YBorrowing-

Cancellations

Cancel Request Varies Cancel Request Cancel.txt Y

NN

E-mail Route Article Varies E-mail Routing routeart.txt,

branchart.txt

NN

NN

E-mail Route Loan Varies E-mail Routing routeloan.txt,

branchloan.txt

NN

YBorrowing-Customer

Clearance

Customer Clearance N/A Customer Cleared clearcus.txt N

N Customer Clearance N/A Automatically Clears the

Customer

autoclearcust.txt N

YBorrowing-Customer

Clearance

Customer Clearance N/A Customer Disavowed disavow.txt N

N Merge Customers N/A Customer Records Merged mergecus.txt N

YBorrowing-Overdues

Overdues Checked out to

Customer

Overdue Notification 1 Sent overdue1.txt Y

YBorrowing-Overdues


Customer


YBorrowing-Overdues

Overdues Checked Out to

Customer


YWeb Interface-

Authentication Under 2

subheadings

Password Reset N/A Resets the Borrowing

Password

passwordreset.txt Y

Document Delivery E-MailsIs In



YDoc Del-EMail

Article Received -

Hold for Pickup

Awaiting Doc Del

Customer Contact

Contact Customers illddart.txt Y

N Article Received -

Mailed to Address

Awaiting Doc Del

Customer Contact

Contact Customers illddartdel.txt N

YDoc Del-EMail

Loan Received -

Hold for Pickup

Awaiting Doc Del

Customer Contact

Contact Customers illddloan.txt Y

N Loan Received - Awaiting Doc Del Contact Customers illddloandel.txt N

Mailed to Address Customer Contact

N Multiple Items

Received

Awaiting Doc Del

Customer Contact

Contact Customers ddmnotify.txt N

YOdyssey-Email

Odyssey

Odyssey-Email DocDel

Electronic Delivery Awaiting Document

Delivery Scanning

Scan and Deliver Article ElecDel.txt Y

YBorrowing-

Cancellations


Lending E-MailsIs In



YLending-Cancellations

Cancel Request Varies Cancel Request lendingcancel.txt N


Password Reset N/A Resets the Lending Password lendpasswordreset.txt Y

YLending-Overdues


Customer

Overdue Notification 1 Sent lendingoverdue1.txt Y

YLending-Overdues


Customer


YLending-Overdues

Overdues Checked Out to

Customer




REPORTING

Queries are run from the ILLiad Access database. The database is located here: \\fileserve\tech$\illiad reporting\ILLiad.accdb. Web Reports are ran by the ILLiad Manager and can be accessed within ILLiad or through a browser at this URL address: http://forms.lib.umt.edu/illiad/WebReports/Login.aspx .

All previous Reports and Stats are located in the sub folder called Reports and Stats. \\fileserve\tech$\illiad reporting\Reports and Stats.

Each time you open the Access database and choose to run a report it will ask for the SQL Server Login ID and password. The Login ID is: illiadlink. The password is stored in the \\fileserve\tech$\illiad report\ILLiad passwords.txt file.

http://forms.lib.umt.edu/illiad/WebReports/Login.aspx

ANNUAL STATISTICAL REPORT FOR INTERLIBRARY LOAN

EXAMPLE OF ANNUAL STATISTICAL REPORT

ANNUAL STATISTICAL REPORTINTERLIBRARY LOAN

JULY 1, 2009 – JUNE 30, 2010

Year 2005-2006

2006-2007

2007-2008

2008-2009

2009-2010

Total Requests Processed

41,335

38,190

35,588

33,356

32,341

Query – FY Total Requests Processed

Total Requests Unfilled

644 1561 1126 1061 838 Query – FY Total Requests Unfilled

Unfilled request % of total

1% 4% 3% 3% 2.5%

DETAILED FILLED BORROWING TRANSACTIONS

Requests 2005-2006

2006-2007

2007-2008

2008-2009

2009-2010

Web Reports

Articles/nonreturnables

8296

6984

5759

5033

3997

Borrowing – Requests Finished and Cancelled-Article-MTGTotal Number of Requests:

Loans/returnables

9033

8053

9488

6927

6467

Borrowing – Requests Finished and Cancelled-Loan-MTGTotal Number of Requests:

Document Delivery

790 1095

1313

1551

2470

Document Delivery – Requests Finished and Cancelled-Both—MTGTotal Number of Requests:

TOTALS 18,119

16,132

16,560

13,511

12,934

DETAILED FILLED LENDING TRANSACTIONSRequests 2005-

20062006-2007

2007-2008

2008-2009

2009-2010

Web Reports

Articles/nonreturnables

13,191

11,265

8652 9302 9699 Lending – Requests Filled and Unfilled-Article-MTG-AllTotal Number of Requests:

Loans/returnables 9381 9232 9250 9482 8912 Lending – Requests Filled and Unfilled-Loan-MTG-AllTotal Number of Requests:

TOTALS 22,572

20,497

17,902

18,784

18,611

MT STATE REIMBURSEMENT TRANSACTIONS

Requests

2005-2006

2006-2007

2007-2008

2008-2009

2009-2010

Loaned to other libraries

5,657

5,027

3395 4719 4861 Query – Fy MT Reimbursement Lending Total

Borrowed from other libraries

1,853

1,587

1427 1506 1691 Query – Fy MT Reimbursement Borrowing Total

FY 2010 ILL Transactions by User Type: Query – FY Total Active ILL users 1 (Percentages

provided by ILLiad Manager) Report gives total amounts.

Total number of active ILL users in ILLiad 1142 (about % of total number UM students, staff,

faculty)

Total number of active Grad ILLiad users 423 (about 37% of total ILL users)

Total number of active Undergrad ILLiad users 408 (about 36% of total ILL users)

Total number of active Faculty ILLiad users 201 (about 18% of total ILL users)

Total number of active Staff ILLiad users 84 (about 7% of total ILL users)

In FY 1990 ILL Transactions by User Type = 48% Grad Students

31% Faculty

15% Undergrad Students

6% Staff

EXPLANATION OF ANNUAL STATISTICAL REPORT

The last column explains how the information was gathered.

1. FY Total Requests Processed Query – Open the Fiscal Year Query in design mode and change the TransactionDate date, save and close. Next run the FY Total Requests Processed Query. Export the report to Excel. Send to ILLiad Manager.

2. FY Total Requests Unfilled Query - Open the Fiscal Year Query in design mode and change the TransactionDate date, save and close. Next run the FT Total Requests Unfilled Query. Export the report to Excel. Send to ILLiad Manager.

3. FY MT Reimbursement Lending Total Query - Open the Fy MT Reimbursement Lending Total Query in design mode and change the date, save and then run the report. Take note of the total, no need to export report. Send total to ILLiad Manager.

4. FY MT Reimbursement Borrowing Total Query – Open the Query in design mode and change the date, save and then run the report. Take note of the total, no need to export report. Send total to ILLiad Manager.

5. FY Total Active ILL Users 1 Query – Open the FY Total Active ILL Users Query in design mode and change the TransactionDate date, save and close. Next run the FY Total Active ILL Users 1 Query. Export the report to Excel. Open the Excel report and total the CountOfUse column. This is the Total number of active ILL users in ILLiad total. Send total to ILLiad Manager.

COURIER REPORTS

The ILLiad Assistant Manager will contact the Systems ILLiad staff person with a list of libraries Code participating in the Courier Program and what month(s) for the report. The resulting report is then emailed to the ILLiad Assistant Manager.

1. Open the Courier Libraries Preliminary Query in design mode and enter the list of library Codes in the LendingLibrary field. Enter the date in the TransactionDate field, save and close query.

2. Run the Courier Libraries for Monthly Report. Export the report to Excel.3. There is a third query called Courier libraries Detail Info which was used by the Systems

ILLiad staff person for verifying purposes only. This is not needed for the Courier Report.4. Open the Excel Monthly Report. We need to have borrowing and lending separated with

totals as well as have them grouped together by library with totals. Copy the information and paste it below the information that is already there. Then you can sort this copied information by Lending Library and then by ProcessType. There is a template called Courier Libraries template.xlsx that you can copy and paste information into. The graphs

will need to have the series and the Axis Labels reset. This is done by selecting the graph and then selecting “Select Data” from the Design tab on the Chart Tools Tab.

EXAMPLE OF COURIER REPORT

MZK REPORTS

There are three reports that are run each month for the month before and sent to Denice Rust [email protected]. MZK Borrowing, MZK Cancelled and MZK Lending. Access the queries through the ILLaid Access database. Open each query, change the TranacationDate date, run the query, export to Excel and email.

FY REPORTS

There are several FY reports in the ILLiad Access database too numerous to list here. Each one gives a good description in the title. Open the one you want to run in design mode to see if it’s calling another query and what information needs to be changed such as the date field.

MISC REPORTS

There are two queries in the ILLiad Access database called Borrowing Turnaround time and Lending Turnaround time which call several other queries. This is NOT working correctly but left them in the list of queries for future development. Currently the ILLiad Manager is using the ILLiad Web Reports for the Turnaround time reports.

Many other queries are available. Some have been used once and others many times. These can be used as is or used to develop other queries.

CONFIGURING EMAIL ROUTING

This information was taken from Atlas’ documentation: https://prometheus.atlas-sys.com/display/illiad/Configuring+Email+Routing

Email routing is a tool that allows you to use email templates in ILLiad to standardize communications between ILL staff and ILLiad users while simultaneously routing items to the appropriate status.

OVERVIEW

Email routing is a tool that allows you to use email templates in ILLiad to standardize communications between ILL staff and ILLiad users while simultaneously routing items to the appropriate status.

Sending a message to a user to notify them that an item request has been cancelled is an example of what can be done with email routing.

Email routing is configured using the EmailRouting table located in the System | Email section of the configuration manager.

https://prometheus.atlas-sys.com/display/illiad/Configuring+Email+Routing

https://prometheus.atlas-sys.com/display/illiad/Configuring+Email+Routing


The email templates used in item email routing are the default .txt templates or the email templates created under the E-mail Templates tab in the customization manager.

See Creating and Editing Email Templates for an overview and guidelines on creating and working with email templates.

See Routing Items Using Email Routing to learn how to route items in the client using email routing.

ADDING RECORDS TO THE EMAILROUTING TABLE

In order for the email routing feature to work, the EmailRouting table record must include the process type, a name for the email routing rule, the status you want the item to be routed to when the email is sent, and the specific email templates to be used for articles and loans.

You can also specify a default subject line and default To and From address information. If no information is supplied in the address columns it will be filled in with the information from the Request form.

Add a new entry to the EmailRouting table by placing correct values in the columns listed below.

Process Type: Borrowing or Lending Name: The name of the new email routing rule. This will show in the dropdown menu box

of the Send E-mail command in the client. Default To Address: Use if you want the email to go to a specific email address. Default To Name: Use if you want the email to be addressed to a specific person or

department. Default CC Address: Use if you want the email to CC to a specific email address. Default Subject: Use this line to specify the purpose for the email. While not a required

field, it is convenient to have this line automatically entered on the email form. Default From Address: Use if you want the email to go to a specific email address. If left

blank, defaults to the address value in EmailFromAddress. Default From Name: Use if you want the email to go to a specific email address. If left

blank, defaults to the address value in EmailFromName. Default Status: The status that you want the item to route to when the email is sent. File Name Loan: The email template to use with the email routing rule when the item is a

Loan. File Name Article: The email template to use with the email routing rule when the item is

an Article.

UNDERSTANDING THE FILENAMELOAN AND FILENAMEARTICLE COLUMNS

The FileNameLoan and FileNameArticle columns allow you to create one routing rule for two separate article and loan email templates.

If you have two distinct templates that you use for a routing process for your articles and loans, entering the names of the templates into these columns tells ILLiad which template to used based off of whether the Loan or Article type is selected in the Request form.

Note that the complete email template filename needs to be entered as a value in these fields. For example, a .TXT email template called AwaitingSpecialProcessing.txt needs to be entered as AwaitingSpecialProcessing.txt. An email template created in the customization manager does not have a .txt suffix and should be entered as AwaitingSpecialProcessing.

SYSTEM ROUTING RULES

This information was taken from Atlas’ documentation: https://prometheus.atlas-sys.com/display/illiad/System+Routing+and+Routing+Rules

SYSTEM ROUTING

The process of automatically routing transactions to other statuses or process types in ILLiad using the Routing table and routing rules is referred to as System Routing. System Routing is one of the most powerful functions of the ILLiad system. By using the Routing table, you can change default ILLiad processes by having the system automatically skip or add steps to the basic ILL process.

THE ROUTING TABLE

The Routing table, located at System | Routing | Routing, stores any routing rules that are created for your ILLiad system. As various functions are performed in ILLiad, these rules are applied according to the criteria specified in each rule definition. The Routing table is made up of several fields and associated values. These are:

Field Name Description

RuleNoThis is a unique rule number that you assign to the rules. The first rule that applies to a given transaction based on the rule definition is applied to the transaction.

RuleActiveThis is set to Yes or No, activating or deactivating this rule. A rule with a RuleActive value of No will be ignored by the system.

ProcessTypeThis specifies the ProcessType (Borrowing, Lending or Doc Del) to which a given rule applies. A transaction must have a matching ProcessType value before the rule will be applied.

TransactionStatus

This specifies the TransactionStatus to which a given rule applies. A transaction must have a matching TransactionStatus value before the rule will be applied. This value may be any legitimate ILLiad status, including any existing Custom Queues.

MatchString

This specifies the remainder of the query string that must be matched by a transaction before the rule is applied. For Borrowing, this query string should only reference the Users(ALL) and Transactions tables, unless a compound routing rule is used. For Lending, this query string should only reference the LenderAddresses(ALL) and Transactions tables, unless a compound routing rule is used. See further explanation below.

NewProcessType This specifies the new process type to which the transaction will be routed when the rule is applied. This value does not usually need to change. It is possible to route transactions back and forth between Borrowing and Doc

https://prometheus.atlas-sys.com/display/illiad/System+Routing+and+Routing+Rules

Field Name DescriptionDel. Lending transactions cannot change RequestType.

NewTransactionStatusThis specifies the new Transaction Status to which the transaction will be routed when the rule is applied. This value may be any legitimate ILLiad status, including any existing Custom Queues.

RuleDescription This describes what the rule is intended to do.

THE MATCH STRING

The Match String is arguably the most important piece of the Routing table. Each time the status of a transaction is changed by the ILLiad client, the system also runs a query to cycle through any rules that exist in the Routing table and determine if any active routing rules should be applied to that transaction. When the system runs this query, it attaches the MatchString value for each active routing rule to the end of the query to determine what rule, if any, should be applied to each transaction at that time.

The query used to apply routing rules is as follows:

Select * from Transactions t, Users u where t.Username = u.Username and t.TransactionNumber = and

In the above query, the value is replaced by the actual TransactionNumber value of the transaction being processed. Likewise, the value is replaced by the actual MatchString value for each Routing rule in turn.

Thus the Matchstring value is where you may set the conditions that distinguish one routing rule from another. These conditions, coupled with the other conditions specified in a routing rule, determine which transactions are impacted by the rule and which are not.

As stated in the above table, in Borrowing, this query string should only reference the Users(ALL) and Transactions tables, unless a compound routing rule is used. In Lending, this query string should only reference the LenderAddresses(ALL) and Transactions tables, unless a compound routing rule is used.

DOUBLE QUOTATION MARKS IN ILLIAD ROUTING RULES

In accordance with current SQL query standards, ILLiad 8.0 does not support the use of double quotation marks in routing rule match strings. Any quotation marks being used in existing routing rule match strings should be replaced with single quotation marks as shown in following example.

Old routing rule match string that uses double quotation marks:

u.Status = "Faculty" AND t.RequestType = "Loan"

New routing rule match string after changing double quotation marks to single quotation marks:

u.Status = 'Faculty' AND t.RequestType = 'Loan'

If an existing routing rule is matching against a value that contains a single quotation mark in the value string (ie: u.LastName = "D'Angelo"), the double quotation marks should be replaced with single quotation marks and the existing single quotation mark should be replaced with two single quotation marks as shown in the following example.

Old routing rule match string that uses double quotation marks:

u.Status = 'Faculty' AND u.LastName = "D'Angelo"

New routing rule match string after changing double quotation marks to single quotation marks. Note that the formatting for the u.LastName value here is [single quote]D[single quote][single quote]Angelo[single quote]:

u.Status = 'Faculty' AND u.LastName = 'D''Angelo'

These changes can be made by opening the ILLiad Customization Manager and navigating to the Routing table under System | Routing.

CREATING A NEW ROUTING RULE

Open the Customization Manager and go to System | Routing | Routing. This will display the Routing table. You can use the New Record and Copy Record buttons in the Table Options section of the Home Ribbon to create a new Routing Rule from scratch or copy an existing record as use it as a template.

USING AN EXISTING RULE AS A TEMPLATE

To use an existing routing rule as a template for a new one, select a rule that is as similar as possible to the one you wish to create and click the Copy Record button.

This will copy the existing rule as a new rule and allow you to edit the fields in the Edit Row grid before adding it to the table. Change the keys as appropriate to create the new routing rule. Once you have the rule set up as you desire, click the Save button to add it to your Routing table.

CREATING A ROUTING RULE FROM SCRATCH

To create a new routing rule, click the New Record button to open a blank Edit Row grid below the table. Edit the fields in the grid, completing the keys as appropriate to create the new routing rule. Once you have the rule set up as you desire, click the Save button to add it to your Routing table.

GENERAL GUIDELINES FOR CREATING ROUTING RULES

Routing Rules should be created so that no two routing rules apply to the same transaction at the same time. This means that the ProcessType, TransactionStatus, and MatchString values, taken collectively, should be unique for each rule in the table.

Routing Rules should be created so that they are unique to your process tracking. In other words, the same rule should not apply to the same transaction multiple times during the course of standard processing. Routing Rules should be created to be unique to a specific step of your process.

Routing Rules should only reference the Users(ALL), Transactions, and/or LenderAddresses(ALL) table.

The Routing Rule MatchString value cannot exceed 255 characters.

TIP. Routing Rules Across Modules

SUMMARYWhen setting up ILLiad routing rules that originate in the Borrowing module and route transactions to the Doc Del module (or vice versa), the ProcessType value in the Routing table should be set to the transaction's original module and the NewProcessType value should be set to the destination module.

EXAMPLES

To route a transaction to a special status in Document Delivery when it is routed to Doc Del from Borrowing, you would need to set up a routing rule like the following example:

Field NameValue| RuleNo | 6 |

RuleActiveYes

ProcessType BorrowingTransactionStatus Awaiting Document Delivery ProcessingMatchString Whatever your criteria might be. Example: u.Status = 'Faculty'NewProcessType Doc DelNewTransactionStatus Awaiting Special Doc Del Processing

RuleDescriptionMoves transactions meeting my criteria to Awaiting Special Doc Del Processing when routed to Doc Del from Borrowing.

To route a transaction to a special status in Borrowing when it is routed back to Borrowing from Doc Del, you would need to set up a routing rule like the following example:

Field NameValue| RuleNo | 6 |

RuleActiveYes

ProcessType Doc DelTransactionStatus Awaiting Request Processing

MatchString Whatever your criteria might be. Example: u.Status = 'Faculty'NewProcessType BorrowingNewTransactionStatus Awaiting Failed Doc Del Faculty Processing

RuleDescriptionMoves transactions meeting my criteria to Awaiting Failed Doc Del Faculty Processing when routed to Borrowing from Doc Del.

CREATING CUSTOM QUEUES

Custom Queues allow you to set up holding queues to which you can route transactions in the ILLiad client. These queues are available in each module of ILLiad and, once created, appear in the Request Groups on the Home Page and under the Route menu on the Request Form. They also are used by the EMailRouting and Routing table as destination queues.

For example, to create a queue called "Awaiting Reference Staff Processing" so that your reference staff would be able to review certain requests when needed, you would add a custom queue in the CustomQueues table.

First, open the Customization Manager and select System | Custom Queues, then the Custom Queues table. The table will be displayed on the right.

Choose New Record from the Table Options on the Home Ribbon to create a blank form for entering the queue, or copy a record to use as a template by choosing Copy Record. Type or edit the Queue Name (i.e. Awaiting Reference Staff Processing), the ProcessType (Borrowing, Lending or Doc Del) and the NVTGC field.

For non-shared server sites, the NVTGC field would be ILL for Borrowing and Document Delivery and Lending for Lending. For shared server sites, the NVTGC field would be your processing site code.

Choose Save to add your Custom Queue to the table. You must exit and restart the ILLiad Client before you will see the addition of any new queues.

MANAGE ADDONS

Two ADDONS, OCLC Article Exchange and CCC GetItNow have been added to the ILLiad system. For Article Exchange a rule was setup in Customization Manager under System, Routing, shown as Rule No. 14 below.

OCLC ARTICLE EXCHANGE RULE

CCC GETITNOW

DISTRIBUTING ADDONS

Addons are being distributed automatically as described below. They are located here: \\fileserve\ill\ILL Share Folder\Addon. The only file that needs to be added to the local computer is the LocalSettings.xml. Copy this file from another regular ILLiad user and place it in the same location for the new user. The location is c:\program file (x86)\ILLiad\Addons. If the user does not have the program file (x86) folder then use program file. See https://prometheus.atlas-sys.com/display/ILLiadAddons/ILLiad+Addon+Technical+Overview for more information.

WHAT IS ARTICLE EXCHANGE

Article Exchange: Secure, copyright-compliant delivery of documents

The Article Exchange document-sharing site provides a single, secure location where lending libraries can place requested documents and library users can retrieve articles or book chapters obtained for them via interlibrary loan. This site adds convenience, security and enhanced copyright compliance to article sharing through interlibrary loan. Article Exchange is accessible from within the WorldCat Resource Sharing service and through an ILLiad Addon.

Article Exchange:

https://prometheus.atlas-sys.com/display/ILLiadAddons/ILLiad+Addon+Technical+Overview


Eliminates security issues often encountered when documents are transmitted through email. Files up to 60 MB – including high resolution documents – can be placed on the site for pick-up by library users.

Supports compliance with copyright guidelines with automatic deletion of files. Viewed files are deleted after 5 days or 5 views and unviewed files are deleted after 30 days.

Minimizes local technical support because the Web site requires no software download or special arrangements for access through a local firewall.

Provides platform-independent access from PCs, MACs or any operating system.

Article Exchange supports delivery of documents in the following formats: BMP, GIF,J2K, JIF, JFI, JFIF, JP2,JPE, JPEG, JPF, JPM, JPX, JPG, MDI, MJ2, PEG/JFIF, JPEG 2000, PDF, PNG, PSD, TIF, TIFF, TGA, TPIC and WEBP.

How it works:

Borrowing libraries use the "Borrowing Notes" field of the request form to indicate their desire to retrieve a document from this site. Lending libraries scan documents and upload them to the site for retrieval by users. They have two ways to inform borrowing libraries of a document's availability:

1. The site generates a unique tinyURL and password for each document. Cut and paste the tinyurl and password in the Lending Notes or Alert field of the request form and update the request status to SHPPED.

2. Use the email function within Article Exchange. When they upload the file, the site generates a unique tinyURL and password for each document. An email button is also present so the lender can click on the email button, insert the borrower's email address and send the link and password directly to the borrower.

Once a file has been retrieved, it remains available for 5 days or 5 views. After 5 days, the file will be removed. A file can be picked up a maximum of five times for each URL/password combination. Files not retrieved remain available for 30 days.

ILLIAD ADDON TECHNICAL OVERVIEW

This information was taken from The Atlas ILLiad documentation last edited on Aug 13, 2012


ADDON FOLDER STRUCTURE

The ILLiad Addon system follows a simple one folder per addon structure. Each addon should have a separate folder in the "[ILLiadClientFolder]\Addons" directory. This folder is referred to as the base folder for the addon, and it should have a unique name that is descriptive of the addon it contains. Inside the base folder for each addon should be at the minimum one configuration file named config.xml and one Lua script file. The directory structure inside the addon folder can be designed in whatever way makes management and maintenance of the addon easiest. The only


limitation is that the config.xml file be in the addon's base folder. This same folder structure should be used for addons stored on a shared server, substituting the directory defined by the "AddonDirectory" key for the "Addons" directory.

LUA FILES

Each addon should have at least one lua file. Lua files are plain text files with a .lua extension that contain the script text for an addon. The script text for a single addon can be divided between as many Lua files as desired for easier management and maintenance of the addon. Regardless of how many Lua files are used for an addon, all of the files must be included in the files list in the addon's config.xml file in order to be automatically included when the addon is loaded.

CONFIG.XML

The config.xml file required for all addons contains the basic descriptive information required to make the addon run properly. In the config.xml file, a number of values such as Name, author, version, settings, files and associated forms are defined. A sample configuration file can be found here. The elements allowed in the configuration file and what they do are as follows:

Name - The name of the addon. This should be unique between addons. Author - The name of the person or organization responsible for the creation and

maintenance of the addon. Version - The current version of the addon. This is vital for allowing automatic downloads

of updated scripts from a network share. The only time an existing addon will be replaced on a local machine by a script from a server share is if the version number in the configuration file of the server share version is higher than that of the local version.

Active - This determines whether or not the addon should be loaded into the system. Inactive addons may still be downloaded from server shares.

Description - A description of the addon's purpose. Forms -A list of Form elements which define the names of the forms in ILLiad that the

addon should be loaded on. Currently, the only form supported is FormRequest. Settings - A list of setting elements that define the name, default value, type, and description

of all settings used by the addon. Descriptions of these elements can be found below. Files - A list of File elements which define the location of each file that should be

automatically included when the addon is loaded. There must be at least one file listed for all addons, and one of the files listed must contain a function named Init(), which will be called when the addon loads. The entries may be either rooted (full path) or relative to the config.xml file; for files in the same folder as the config.xml file, only the file name is necessary.

The following attributes and elements are required for each Setting element in the configuration file:

Name (Attribute) - The name that will be used for referencing the setting in the Manage Addons interface and when calling the GetSetting method in the addon's script files.

Value (Attribute) - The default value of the setting. Type (Attribute) - The data type for the setting. Allowed types include string, boolean, and

number.

Description (Element) - A brief description of the setting's purpose.

LOCAL SETTINGS

In addition to the default settings for an addon, which can be defined in the settings section of the addon's configuration file, users are able to modify the value of each setting in a given addon. These values are then persisted as Local Settings. The settings for addons can be changed via the Manage Addons interface in ILLiad. Once they have been changed, they are saved to a joint Local Settings file (shared by all addons) named LocalSettings.xml, which is independent of the addon's config.xml file and is stored in the "Addons" folder on the client machine. This allows addons to be easily updated by simply replacing the entire folder without having to worry about losing your local settings. It also enables users to easily copy the LocalSettings.xml file to other machines in order to easily distribute custom settings.

DISTRIBUTING ADDONS

The ILLiad Addon system contains a feature that allows for easy distribution of addons to client machines using a server share. By simply setting the value of a customization key named "AddonDirectory" (see image, Creating the AddonDirectory Customization Key), users can drop all desired addons into the directory specified in the "AddonDirectory" key, and the addons will be automatically downloaded and used by all client machines capable of accessing the directory. In addition, each addon is able to define a version, which allows the sharing system to detect updated addons in the shared directory. Updated scripts are downloaded automatically to replace outdated local versions. This occurs every time ILLiad is loaded and each time the Refresh Cache button is clicked in the Manage Addons interface, ensuring that all users are always using the latest addon versions.

Creating the AddonDirectory Customization Key

Note that if you have a shared server installation, you can specify a different location for each NVTGC site code or use the same. You just need to create the key for each symbol.

In addition to the automated distribution of addons via a server share, it is also possible to easily share addons with other institutions or users that cannot access a server share. Simply distribute the entire addon folder using whatever distribution model (ftp server, download page, etc) is easiest. Each user can place the addon folder in their local "Addons" folder and the addon will be picked up the next time ILLiad is opened or the Refresh Cache button is clicked in the Manage Addons interface.

To create the AddonDirectory key in the ILLiad Customization Manager:

1. Navigate to the Customization table (located under System | General).2. Click the New Record button. 3. Enter the following values to create the key:

Cust Key = AddonDirectory Value = [actual directory – i.e. G:\ILLiad\Addons] Description = Remote directory for Addons Admin Cat = System Admin Key = General

Admin Type = StringValue

4. Click the Save button to add the key to the Customization table.

DEFAULT ADDONS

With the release of the ILLiad Addon system came several addons that were written by Atlas and provided by default. They are listed below. All of these addons are considered by Atlas to be open for update. In other words, future updates will operate under the assumption that these addons can be safely overwritten with new versions. What this means for users is that in the event that changes to one of the addons below are necessary, the changes should be made by copying the addon files to a new base folder with a different name, updating the copied version and setting the original version to inactive (via the Active setting in the configuration file). This will prevent the Atlas update system from deleting your changes in future ILLiad updates.

AtlasAmazonSearch AtlasGoogleScholarSearch AtlasGoogleSearch AtlasTrackShipping AtlasWorldCatLocalSearch

ILLIAD ON THE WEB

Location of web pages - C:\Inetpub\wwwroot\illiad\mtg on the Forms server

WEB PAGES THAT WERE CHANGED – USING TEXT MESSAGING

The Text number (ie. [email protected]) went in the EMailAddress field. If no Text number was used than the Official University Email address went in the EMailAddress field.

When using a Text number, then the Official University Email address went in the Country field. This way the email templates would not have to be changed, but staff would still be able to see the email address in the Country field under Local/Mailing Address in ILLiad.

WEB PAGES THAT ARE CHANGED THE MOST

When making changes to ILLiad web pages, first copy the file to local computer, test and then upload to the forms server.

When changes are made to the ChangeUserInformation.html, NewAuthRegistration.html, or the NewUserRegistration.html the changes need to be made in all three files.

WEB PAGES THAT NEED TO BE CORRECTED

ChangeUserInformation.html, NewAuthRegistration.html, and NewUserRegistration.html

Secondary Address Information is not a required field, but if you don’t put a zero in the Secondary Address Line 1 then an error message that says “Secondary Address is a required field. If you don’t have a campus address, please enter 0” and the Secondary Address Line 2 is highlighted in red.


“NOT WANTED AFTER” DATE

The date in the needbydate.txt file (C:\inetpub\wwwroot\illiad\mtg\) on the forms server needs to be changed every semester and the ILLiad Department will notify the ILLiad staff person to make this change. The field is called “Not Wanted After” in the ILLiad Client.

DATABASE MANAGER

Documentation - https://prometheus.atlas-sys.com/display/illiad/The+ILLiad+Database+Manager#TheILLiadDatabaseManager-FunctionsoftheILLiadDatabaseManager

Taken from the Atlas Documentation:

The ILLiad Database Manager is a tool that allows you to manage your ILLiad database by periodically deleting old data from your ILLiad database, including Transaction and Patron data.

Transactions can be deleted according to a time period specified in the Customization Manager.

Patrons can be deleted ONLY if they do not have any Transactions associated with them. Patrons can also be blocked to prohibit them from submitting requests.

Important: Please be VERY aware that the ILLiad Database Manager is a tool specifically designed to DELETE data from your ILLiad database. This tool is NOT to be used lightly.

Example of query to delete patrons using the Database Manager:

https://prometheus.atlas-sys.com/display/illiad/The+ILLiad+Database+Manager#TheILLiadDatabaseManager-FunctionsoftheILLiadDatabaseManager

https://prometheus.atlas-sys.com/display/illiad/The+ILLiad+Database+Manager#TheILLiadDatabaseManager-FunctionsoftheILLiadDatabaseManager

MISCELLANEOUS INFORMATION

DIRECTORY OF BUTTE AND DILLON FOR ILLIAD

MZJ Butte – Montana Tech www.mtech.edu

Marcia Lubick [email protected] 496-4287Computer Support Spec I

----------------------------------------------------------------------------------------Frances Holmes [email protected] 496-4222

Username: fholmes Library Tech II----------------------------------------------------------------------------------------Karen Gerhardt [email protected]: kgerhardt




----------------------------------------------------------------------------------------Username: librequests----------------------------------------------------------------------------------------

MZK Dillon – The University of Montana Westernwww.umwestern.edu

Denice Rust [email protected] 683-7491Username: d_rust Technical Services-Libr----------------------------------------------------------------------------------------Bill Dwyer [email protected] 683-7164Username: b_dwyer Computer Technician----------------------------------------------------------------------------------------

LOCKED OUT USER

Butte - Montana Tech (MZJ) and Dillon Western (MZK) - locked (disabled) accounts

Instructions are for the Forms server using Windows Server 2008.

1. Use Remote Desktop Connections to access the Forms server.2. Go to Server Manager through Administrative Tools.3. Choose Users under Local Users and Groups.4. Right click on the user who is locked out and select properties.5. Under the General tab uncheck "Account is disabled" and click OK.6. Log off the Forms Server.

WEB ALERTS

Web Alerts allow you a centralized place to communicate your business hours, special events or other timely and important information to your users.



http://www.umwestern.edu/

CONNECTION MANAGER AND/OR ODYSSEY MANAGER

ILLiad users can check to see if Connection Manager and/or Odyssey Manager are running. Look at the Alerts window on the main screen of ILLiad.

This many errors shown in the Connection Manager Alert is your first indication that it is not running. Double click on Connection Manager to see information about Connection Manager.

This shows when Connection Manager was started. When it was last run and when the next run is scheduled. If you see something odd, you can put in a helpdesk request to check whether Connection Manager is running.

This is the information for Odyssey Manager.

NO INCOMING REQUESTS IN AWAITING LENDING REQUEST PROCESSING

This most likely is an indication that the Connection Manager is not running. Systems can check on the forms server too. Occasionally it can appear to be started but really isn’t. You can stop and start it while others are working in the client.

ERROR 1625 – WHEN USER IS RUNNING A ILLIAD CLIENT UPGRADE

Error 1625 – “This installation is forbidden by system policy”

Run ILLiad Client as Administrator – to do this right click on the ILLiad Client from the Start menu, not a desktop shortcut, and choose Run as Administrator.

ITEMS DELIVERED TO WEB

These are not included in Request Finished. They are either deleted by customer or in 30 days, at which time they show as Request Finished.

BUTTE AND DILLON

1. New users need to be added to “Users” and “Groups” in the Local Users and Groups part of Computer Management.

2. Occasionally a user will become disabled. Go to “Users” in the Local Users and Groups part of Computer Management and check if “Account is disabled” in the properties windows.

3. Map Drives at Butte and Dillon – walking a user through the setup process Choose a drive letter Type in a folder name (see below for list of folders) Username will be - 10.8.150.216\username - the username used on Forms

server in local users Password: this is the local password, same password as logging into illiad

4. Mapped Drives Folder: \\10.8.150.216\illiad for both Folder: \\10.8.150.216\MZJ for Butte folder: \\10.8.150.216\MZJemail for Butte folder: \\10.8.150.216\MZKEmail for Dillon

folder: \\10.8.150.216\pdf for both folder: \\10.8.150.216\print for Butte folder: \\10.8.150.216\Western for Dillon

5. MZJ Butte usernames, passwords are kept in ILLiad passwords.txt file in tech$ folder on the fileserve server.

fholmes kgerhardt librequests

6. MZK Dillon usernames, passwords are kept in ILLiad passwords.txt file in tech$ folder on the fileserve server.

d_dwyer d_rust

NEW SERVER FOR ILLIAD

Was put into production on 10-12-2011

LATEST ILLIAD SERVER UPGRADE

Illiad 8.3 was done on 9/23/2012. Minor client upgrades bring it to 8.3.4.0

ODBC – IS NEEDED TO CONNECT MICROSOFT ACCESS WITH ILLIAD DATABASE

Double click on the Data Sources (ODBC) in the Administrative Tools in Control PanelSystem DSNName: illiadLinkDesc: Link to illiad SQL databaseServer: Forms.lib.umt.edu

NextHow should SQL Server verify the authenticity of the login ID?

With SQL Server NT authentication using a login ID and password entered by userConnect to SQL Server to obtain default setting for the additional configuration options

Login ID: illiadlinkPassword: see the ILLiad Passwords.txt file in the tech$ folder on the fileserve serverNext

Change the default database to ILLDataNextFinish

Test Data Source

SQL SERVER MANAGEMENT STUDIO ON FORMS SERVER

This can be used to run queries on the ILLiad database, to see the table names or column names within a table.

Server type: Database EngineServer name: (local)Authentication: SQL Server AuthenticationLogin: illiadlinkPassword: see the ILLiad Passwords.txt file in the tech$ folder on the fileserve serverClick Connect

CONTACT OCLC ILLIAD SUPPORT

Email: [email protected]

Phone: 1-800-848-5800

Online Documentation: https://prometheus.atlas-sys.com/dashboard.action

OCLC ILLiad Support, training and documentation: http://www.oclc.org/illiad/support/default.htm/

To access or join the ILLiad listserve: http://listserv.oclc.org/archives/ill-l.html

EXAMPLES OF ILLIAD WEB REPORTS

https://prometheus.atlas-sys.com/display/illiad/ILLiad+Reporting+and+Statistics+Guide

FLOW OF SCANNED FILES AND ODYSSEY

https://prometheus.atlas-sys.com/display/illiad/ILLiad+Reporting+and+Statistics+Guide

http://listserv.oclc.org/archives/ill-l.html

http://www.oclc.org/illiad/support/default.htm/

https://prometheus.atlas-sys.com/dashboard.action
