Tipasa document delivery 1:38 pm - 3:23 pm Tuesday, June 25, 2024 | (UTC-04:00) Eastern Time (US & Canada) WEBVTT 1 Rick Newell 00:24:49.360 --> 00:25:07.600 Okay so welcome again, everyone. My name is Rick Newell. I'm a senior product trainer at OCLC, and today's session is about document delivery Tipasa. And the learning objectives for today's session are the After the session you should be able to set up document delivery by configuring automations, which. 2 Rick Newell 00:25:09.520 --> 00:25:28.320 Requests that meet criteria that you specify to your document delivery queue. You should also be able to configure Patron request work forms and notifications for document delivery. And then we'll demonstrate how to fulfill requests from your patrons for physical or electronic. 3 Rick Newell 00:25:28.440 --> 00:25:44.440 Resources at your library holds or licenses, as well as for open access resources. And we'll also show you how to change the fulfillment type between document delivery and ILL request. So a request may come into your new for review queue as an ILL request. 4 Rick Newell 00:25:46.400 --> 00:26:05.960 But it may turn out that you actually own that or license that material, and so you can change your fulfillment type to document delivery. There may also be a situation where you actually do own something or have a license for it, but it's temporarily unavailable for some reason, and you can change your fulfillment type to ILL request. 5 Rick Newell 00:26:08.200 --> 00:26:26.520 So what do we mean by document delivery? Well, in the context of the pasa, what we mean is that you're fulfilling request from your papers to for another library on your fulfilling the request from your collection and I'll say more in a minute about what I mean by your collection. So. 6 Rick Newell 00:26:26.640 --> 00:26:46.920 So the important distinction is that there's not another library involved. So in a sense, when you use a document delivery functionality into PASA, you are acting as both the borrowing library because their year patrons and in a sense you're also acting as the lending library because you're supplying the materials from, from your. 7 Rick Newell 00:26:47.200 --> 00:26:47.440 Collection. 8 Rick Newell 00:26:49.280 --> 00:27:09.040 And your collection could include physical items where you have holding set in worldcat, so maybe the patron doesn't realize that you actually do own this item and they submit an ILL request, but you actually do have the the item. And as long as you're holdings are set in worldcap, and you have the appropriate automations configured. 9 Rick Newell 00:27:09.600 --> 00:27:17.720 Tipasa can recognize that and route the request to your document delivery queue, your collection could also include copies or scans. 10 Rick Newell 00:27:19.280 --> 00:27:28.440 Was probably a better way of saying it from print journals that your library holds. So you may have a service where you will retrieve the item from the shelf and. 11 Rick Newell 00:27:31.280 --> 00:27:50.440 And scan that and make it available to your patrons, and this might be useful if you maybe have patrons that live a long distance from a library branch or the branch that holds that journal or it might be that if you're in an academic library, you might do these scans for, for grad students or faculty or. 12 Rick Newell 00:27:50.600 --> 00:28:02.480 Distance education students. Your collection could also include links to any resources that your library has registered in the Worldcat knowledge base. So for example, there maybe, there maybe. 13 Rick Newell 00:28:04.040 --> 00:28:24.320 Databases or e journals or ebooks that your library has subscribed to and so you can easily use the document delivery features into Pasa to provide those links to your patrients. Now, of course, the patrons could have found these on their own, and that applies to open access links too. 14 Rick Newell 00:28:24.480 --> 00:28:37.680 For Open Access e journals or government documents, for example, but, if they do submit an ILL request rather than having to send in a separate email, you can easily use the document delivery features Tipasa to 15 Rick Newell 00:28:39.280 --> 00:28:54.360 Provide those links for them. And it could also include any links to other, other electronic resources in your library has available. So even if you don't have a service that you advertise to your patronce as document delivery, you may want to consider. 16 Rick Newell 00:28:55.840 --> 00:29:00.240 Enabling the document delivery features in Tipasa just for the reasons that I mentioned. 17 Rick Newell 00:29:03.000 --> 00:29:11.000 By default, the document delivery functionality Tipasa is not turned on, so in order to use it, you, you have to turn it on and configure it. 18 Rick Newell 00:29:14.320 --> 00:29:19.360 So that's what I would like to show you next, and I'm also want to remind. 19 Rick Newell 00:29:20.720 --> 00:29:20.800 In. 20 Rick Newell 00:29:27.520 --> 00:29:28.280 Let's see, let me. 21 Rick Newell 00:29:29.880 --> 00:29:49.880 Go to my web browser. I want to remind you that the learner guide is available on the same page where you signed up for this session, and if you want to print this learner guide, you can click this PDF icon on the upper right corner. And the reason I wanted to show you this right now is that the steps that I'm going to be showing you to configure document. 22 Rick Newell 00:29:50.360 --> 00:30:09.360 Delivery, are also in this learner guide, so you don't have to take notes unless you want to. The next section of learner guide, talks about processing document delivery requests, which will also be going over, going over and changing fulfillment type between requests and document delivery and there's a section about the difference between. 23 Rick Newell 00:30:10.640 --> 00:30:16.240 The URL type open access link versus the fulfillment type. So we'll be going over that later in the session. 24 Rick Newell 00:30:18.400 --> 00:30:19.640 So I'm going to go to. 25 Rick Newell 00:30:21.560 --> 00:30:30.240 Tipasa. I'm already logged in and to configure Tipasa, I'm going to go to OCLC service configuration. But before I do that, I wanted to point out that. 26 Rick Newell 00:30:32.080 --> 00:30:52.240 Because I have some requests that are in my document delivery queue, that queue displays in the quick links in the middle of the screen, you'll notice I have eleven copies in one loan. I also have some that are already in process, so I'm in the process of retrieving these from the stacks or scanning the the articles, for example. And of course. 27 Rick Newell 00:30:52.960 --> 00:30:56.840 Same queue is available for the left navigation and you see the same numbers there. 28 Rick Newell 00:31:10.520 --> 00:31:14.360 So I'm going to go to service configuration by clicking that link under other. 29 Rick Newell 00:31:20.720 --> 00:31:25.840 And then once I'm in service configuration I'm going to choose worldshare ILL from the left navigation. 30 Rick Newell 00:31:28.160 --> 00:31:30.400 And then I'm going to go to advanced workflows. 31 Rick Newell 00:31:35.840 --> 00:31:47.400 And under document delivery, I'm going to select this on box. It happens to already be selected, and then the next step is to go down to the bottom of the screen and click save. 32 Rick Newell 00:31:50.840 --> 00:32:09.400 So that part is pretty easy. However, in order for Tipasa to automatically route requests to your document delivery queue as opposed to your new for review queue, you need to have at least one automation and you can get to automations either by clicking this link under, Documents delivery, or you can. 33 Rick Newell 00:32:10.720 --> 00:32:17.000 Go to automated request manager in the left navigation, they both do the same thing. And I hope that you all. 34 Rick Newell 00:32:18.920 --> 00:32:28.920 Already have or are in the process of creating automations. We strongly recommend using automations to do things like apply constant data and. 35 Rick Newell 00:32:31.000 --> 00:32:41.120 To apply tags to optionally, and also to build lender strings. But even if you don't have those kinds of automation set up, you need to. 36 Rick Newell 00:32:43.280 --> 00:33:01.760 Have an automation set up for a document delivery. So I want to show you a couple of options. You'll notice in this, this example training library, we have four borrowing automations. We have two that are specifically for document delivery, and we have one for loans and one for copies. So. 37 Rick Newell 00:33:04.160 --> 00:33:23.640 Let me start with the one for loans. Notice that it says if held by your institution route to document delivery or if it's a duplicate request route to review, if neither one of those conditions apply, then it will be routed to review, but the automation will build a lender string based on a custom holdings path and apply. 38 Rick Newell 00:33:23.960 --> 00:33:34.240 Constant data. And the same idea for copy request if it's held by my institution, write it to my document delivery queue rather than my new for review queue. 39 Rick Newell 00:33:36.280 --> 00:33:56.280 So let's look at this loan automation and see how that's set up. So I click the edit button and so the actions do all those, those things that I just mentioned. If it really isn't ILO request, it's not owned by my library, I want to send it to other libraries. The actions tell the. 40 Rick Newell 00:33:57.440 --> 00:34:16.200 Tell the automation to route the request to review, build a lander string and apply constant data. And here's the document delivery exception. If held by my institution route to document delivery. So you may want to consider for all of your other automations having this exception if held by institution route to document delivery. 41 Rick Newell 00:34:18.120 --> 00:34:19.639 And the same idea for the. 42 Rick Newell 00:34:21.080 --> 00:34:21.879 Copy automation. 43 Rick Newell 00:34:24.720 --> 00:34:36.760 So again, the exception is of held by my institution route to document delivery. Even if you don't have, a loan automation or a copy automation, and I I hope that you do, but you can. 44 Rick Newell 00:34:38.320 --> 00:34:45.639 Set up a an automation just for document delivery. You'll notice in this example I have too, and, notice that. 45 Rick Newell 00:34:48.480 --> 00:35:07.440 I specified if the patrong status and everybody's the patrient type is faculty grad student or staff, I want this automation to apply. But I have a different automation for undergrad students. So maybe for undergrad students I will not scan articles from my, my collection. 46 Rick Newell 00:35:09.080 --> 00:35:29.360 And supply them my want them to come to the library themselves. If you're in a public library, you might be in a situation where maybe your your regular patrons in your service area are eligible for the service, but maybe non residents that that pay a fee for a non resident library card, maybe they're not eligible for this service accor. 47 Rick Newell 00:35:29.560 --> 00:35:31.960 To your policies. So let's take a look at these. 48 Rick Newell 00:35:33.840 --> 00:35:37.560 Automations. So for the first one, I'm going to click edit. 49 Rick Newell 00:35:40.720 --> 00:35:42.920 And I've given this a name and. 50 Rick Newell 00:35:44.920 --> 00:36:05.080 I've given it a description, and so for the patrong statuses I've typed the the statuses, in other words, the patrong types that this apply to applies to. So when you're entering these, remember that they have to match whatever patron types or patront statuses that you have in your patron records. So make. 51 Rick Newell 00:36:05.280 --> 00:36:09.840 Sure you're using the same spelling abbreviations etc. And so. 52 Rick Newell 00:36:12.280 --> 00:36:30.000 What I've said in this, this automation is go ahead and send the request to lenders if my library doesn't own it, but apply the default constant data. However, if it's help by institution route to document delivery. So the next automation is very similar. 53 Rick Newell 00:36:32.160 --> 00:36:37.200 Except that this applies to undergrad students, and so I'm going to do the same thing. 54 Rick Newell 00:36:39.200 --> 00:36:45.240 Rather than routing it to the document delivery queue, I'm going to route it to the review queue. So the automations can. 55 Rick Newell 00:36:47.640 --> 00:36:52.120 Can can vary depending on factors such as patront type. You could also. 56 Rick Newell 00:36:54.640 --> 00:37:14.080 Have matches that matched on, for example, material type. In other words, the format is it a book? Is it a video? Is it, is it something else or is it a copy request or a loan request? There's, lots more information in the help about automation. So I encourage you to. 57 Rick Newell 00:37:15.080 --> 00:37:16.280 To set up these automations. 58 Rick Newell 00:37:17.680 --> 00:37:23.520 What questions do you have about automation spoo before we move on to Patron request work forms and notifications? 59 Rick Newell 00:37:39.560 --> 00:37:59.120 We do have a separate recording trading recorded training session on setting up Patron request work forms, but what I wanted to point out about document delivery is that there are not separate work forms for a document delivery. So when your Patron fills out a work form, remember that usually they begin by searching a database such as Worldcat discover. 60 Rick Newell 00:37:59.760 --> 00:38:17.320 Or any other database that you have configured to send open URL links to, to PASA, and the work form is not populated with the build of graphing information from their search, as well as Patron information from, from their sign on, from their their patron record. So you'll notice there are. 61 Rick Newell 00:38:19.400 --> 00:38:39.400 Several request work forms, but they're none that are called document delivery. So especially for something like the book request form, notice that we have a sort of a standard set of fields that have billing graphic information, author title publisher, day, ISBN etc. But especially for. 62 Rick Newell 00:38:39.560 --> 00:38:59.840 Document delivery, if you're going to be delivering materials to patrons, either delivering them to let's say a faculty mailbox or mailing them or shipping them to the patron's home address, for example, then you might want to consider including some additional information in your patron request work for. 63 Rick Newell 00:39:00.680 --> 00:39:03.920 So you may want to consider adding things such as. 64 Rick Newell 00:39:05.800 --> 00:39:25.880 Campus mail stop or preferred delivery address. So notice that by default these address fields are called address one and address two. And in this example, we've relabeled those to whatever makes sense for our situation, and we've made sure to make them editable by checking that box, but we have not made them required. 65 Rick Newell 00:39:26.320 --> 00:39:42.960 And then of course if you are going to include address fields, you want to include city country, state, postal code, and, and country, even if all of your patrons are in the United States, you need to have that country field in the form. 66 Rick Newell 00:39:44.920 --> 00:39:49.960 Fault value of the United States, but Toposa needs that in order to display the, the state. 67 Rick Newell 00:39:52.080 --> 00:39:56.880 List of states. And you can have a default value for, for states as well. 68 Rick Newell 00:40:00.720 --> 00:40:20.560 You can also include a note to Patron, so in this example, this is something that displays on the work form itself, and it gives instructions to patrients, so it says for distance edge students enter your preferred delivery address for faculty grad students, please enter your campus mail stop. If you are in a public library. 69 Rick Newell 00:40:21.280 --> 00:40:22.920 You know, you might want to have instructions about. 70 Rick Newell 00:40:25.160 --> 00:40:27.360 When patrons need to supply their, their address. 71 Rick Newell 00:40:29.000 --> 00:40:49.240 You you may already in fact, you probably do have this information in your patroom records, but, sometimes the, the address that Patron wants the items shipped to is not the same address that you have in your, your patron records. So it kind of depends on your library situation and your your library's policies. Let's take a look, look at the preview of this. 72 Rick Newell 00:40:49.480 --> 00:40:51.880 This form. I'll do that by clicking the preview button. 73 Rick Newell 00:41:00.000 --> 00:41:02.640 And this is what the form would, would look like to the patron. 74 Rick Newell 00:41:04.240 --> 00:41:12.040 So, the bibly graphic information would in most cases be already populated or what patrient can fill in a blank form. And. 75 Rick Newell 00:41:15.120 --> 00:41:22.760 Notice this has, we have some default pickup locations configured so that Patrick can select a pickup location and. 76 Rick Newell 00:41:25.480 --> 00:41:39.040 Notice that those note to patrons display on the form and there's a place for them to enter their, their address. So just need to consider if you are going to be shipping or delivering materials to patrons. 77 Rick Newell 00:41:46.360 --> 00:42:06.080 The only thing I wanted to point out about this is that you do want to leave the default fields in the form for OCLC number and ISBN or for the article request work from the ISSN. Even though in most cases you might not be expecting the patront to, to fill that in, if they. 78 Rick Newell 00:42:08.960 --> 00:42:12.840 If they are searching a database such as worldcad discovery. 79 Rick Newell 00:42:14.680 --> 00:42:31.080 That, that information will already be populating and you want to be sure that's in the work form so that it will be in the request. There is a question in chat about where do we find the pickup location option. So that is the the notice there are two patron sections to the work form and. 80 Rick Newell 00:42:32.640 --> 00:42:36.400 Pickup location is under there. So the way that you configure this is that. 81 Rick Newell 00:42:38.160 --> 00:42:39.000 You go to this. 82 Rick Newell 00:42:41.200 --> 00:42:47.800 This dropdown arrow that says a pickup location and so what you can do is. 83 Rick Newell 00:42:51.280 --> 00:42:52.080 Go ahead and configure this. 84 Rick Newell 00:42:55.480 --> 00:43:10.840 In this case, this library happens to be a WMS library. So the place where you can figure it is you go to ILS locations under circulation integration. Let me show you another example from a library that is not. 85 Rick Newell 00:43:12.720 --> 00:43:15.160 WMS, so I'm going to go to. 86 Rick Newell 00:43:18.560 --> 00:43:19.680 Different training library. 87 Rick Newell 00:43:28.720 --> 00:43:31.120 If I type the password correctly I'll be able to log in. 88 Rick Newell 00:43:42.160 --> 00:43:44.240 So I'm going to go to inter library loan. 89 Rick Newell 00:43:48.320 --> 00:43:50.240 And then I'm going to go to service configuration. 90 Rick Newell 00:43:55.040 --> 00:43:57.400 And then I'm going to go to worldshare ILL. 91 Rick Newell 00:44:11.600 --> 00:44:20.640 And then I'm going to go to request forms, and then I'm going to go to book request form, and in this form I'm going to scroll down to that pickup location. 92 Rick Newell 00:44:25.040 --> 00:44:33.360 And it's the same here to add or add a locations, you go to ILL ILS locations under circulation integration. So, let me. 93 Rick Newell 00:44:47.480 --> 00:44:51.000 Under circulation integration, click OK. 94 Rick Newell 00:44:53.840 --> 00:44:54.480 And so. 95 Rick Newell 00:44:56.400 --> 00:45:13.720 This, this is where you can add locations. So, and in this example we already have three locations configured. If I wanted to add another one, I would click this add location button. So I would type in the name and an optional code and then click save. So, let's say. 96 Rick Newell 00:45:18.200 --> 00:45:20.720 That my location is West Side branch. 97 Rick Newell 00:45:23.360 --> 00:45:42.360 And then what that will do is when the patron fills out the form, because I have designated this as active, the, when the patron sees the form, that will be one of the, the choices on the dropdown menu. So kind of a complicated answer to your question, but basically you you go to. 98 Rick Newell 00:45:42.560 --> 00:45:47.600 Circulation integration and then you, you can add or edit your, your. 99 Rick Newell 00:45:49.840 --> 00:45:54.240 Your locations there and then those will be available to your Patron. 100 Rick Newell 00:45:56.000 --> 00:45:57.520 So I'm going to log on from. 101 Rick Newell 00:46:00.480 --> 00:46:00.840 This library. 102 Rick Newell 00:46:15.120 --> 00:46:23.240 I want to go back to the the first library was at and the other thing I want to look at in terms of configuration is, notifications. 103 Rick Newell 00:46:32.920 --> 00:46:52.840 So probably you already have notifications configured, at least for borrowing library to Patron, but there's a separate set of document delivery library to patron notifications, so if you are going to use a document delivery functionality, you will also want to enable those. So by default none of these are enable. 104 Rick Newell 00:46:54.200 --> 00:47:00.320 But you can enable these for either manual sending, automated or both. So. 105 Rick Newell 00:47:02.120 --> 00:47:21.280 For example, if, you are going to scan articles and make them available to your patrons, the article exchange, you can turn on these notifications so that when you, when you click the complete button after you scan the article and, and attached it to the request. 106 Rick Newell 00:47:22.600 --> 00:47:35.800 If you choose automated, then, the patrom will automatically receive a notification in my account, as well as an email or text notification or both, and. 107 Rick Newell 00:47:37.840 --> 00:47:46.800 That will let them know that their their article is available. So of course in order to set that up, you need to click edit. And there's a default. 108 Rick Newell 00:47:48.840 --> 00:47:58.360 Set of fields that are in this, this notification, but you can edit this to include whatever information you want. So. 109 Rick Newell 00:48:01.000 --> 00:48:20.040 By default it includes things like the allow request number, bill of graphic information about the article. If you wanted to add additional information or delete information, if you don't think pages needs to be in the, the, the notification, you could delete that or if you. 110 Rick Newell 00:48:21.000 --> 00:48:37.720 Change your mind decide that does need to be there, the way that you add that information is you use these data inserts over on the right, and then what's possible do is it will populate the notification with that, data from the the request. 111 Rick Newell 00:48:39.880 --> 00:48:59.560 And then of course you can add whatever other text you want. So you could have contact information for your library, for example, same idea with text notifications if you choose to enable that, you, can use these data inserts to include whatever information you want in the text notifi. 112 Rick Newell 00:49:00.880 --> 00:49:03.400 And, save your changes. 113 Rick Newell 00:49:07.320 --> 00:49:27.440 And I get a confirmation message that that template has been saved. Keep that you can also configure up to fifty custom notifications. These are only available for manual sending a worldshare. When you click the email button in the request and they are only available for email as opposed to text. 114 Rick Newell 00:49:28.080 --> 00:49:37.800 But if these standard notifications for a document delivery don't meet all of your needs, you can configure these email templates under custom notifications. 115 Rick Newell 00:49:40.360 --> 00:49:44.600 So what questions do you have about the work forms or the notifications. 116 Rick Newell 00:50:04.240 --> 00:50:07.720 To review some reasons you might want to consider a document delivery. 117 Rick Newell 00:50:12.960 --> 00:50:31.920 One reason is you allow patrients to request copies or scan its from journals that are held in your your print collection or you fill book or returnable, request and returnable item request for items that your library holds themship them to your, your patrons or deliver them to, for example, faculty offices. 118 Rick Newell 00:50:35.440 --> 00:50:43.600 I also wanted to give you a quick reminder, sometimes people try to configure the automations for document delivery and they don't see this. 119 Rick Newell 00:50:45.200 --> 00:51:03.160 This exception for route to document delivery. And the reason is first you have to turn on the, the document delivery option under advanced workflows, and once you have that turned on, then you should see probably four options for exceptions, including route to document delivery. 120 Rick Newell 00:51:07.400 --> 00:51:27.320 Also keep in mind that in order for to pass it to automatically route to document delivery queue, not only do you need to have an automation configured, but the request must contain an ISPN ISSN or OCLC number, that's how to Pasa is able to determine that your library actually does owner license this material based. 121 Rick Newell 00:51:27.480 --> 00:51:47.760 On your worldcap holdings or the Worldcap knowledge base registrations. If the request doesn't have any of those numbers, then the request will will route to your new for review queue, and as I mentioned earlier, and I'll show you this later, you can change the fulfillment type from ILL request to. 122 Rick Newell 00:51:48.720 --> 00:51:55.360 Delivery. And once you determine that you actually do, have, that item available in your own collection. 123 Rick Newell 00:51:58.800 --> 00:52:10.920 So what I would like to do at this point, if there are no further questions, is show you kind of a daily workflow for processing document delivery request. So I'm going to go over to my web browser again. 124 Rick Newell 00:52:13.600 --> 00:52:29.960 And notice that I have eleven copy requests and one loan request in my document delivery queue, and I can open those either by going to the left navigation or the quick links in the middle of the screen, and the first one I want to take a look at is. 125 Rick Newell 00:52:33.720 --> 00:52:34.040 Request for. 126 Rick Newell 00:52:35.320 --> 00:52:36.880 For performance improvement quarterly. 127 Rick Newell 00:52:38.600 --> 00:52:41.080 So I'm going to open that request by clicking the. 128 Rick Newell 00:52:42.400 --> 00:52:45.120 Title or the request ID, and. 129 Rick Newell 00:52:47.240 --> 00:53:03.680 Notice that in this example, it says that I have a local holdings, and so I'm going to click that link to see my local holdings and it turns out that I have three volumes of this volume's forty throw forty four through forty seven. So. 130 Rick Newell 00:53:05.440 --> 00:53:09.680 Temporarily I'm going to click that cancel button. I'm going to look at the request to see what the. 131 Rick Newell 00:53:12.120 --> 00:53:22.080 Which which volume in year the patroom is requesting and it turns out this is volume forty five, which is September two thousand six. So I'm going to view my local holdings again. 132 Rick Newell 00:53:33.560 --> 00:53:34.080 Sorry, that was. 133 Rick Newell 00:53:35.440 --> 00:53:43.360 Olume forty five. I have a bad memory. So I'm going to select this one for volume forty five and then click apply. I'll notice when I do that. 134 Rick Newell 00:53:45.720 --> 00:54:05.480 Then to process is able to populate the local ID field with the location and branch and call number. So, because in as I mentioned earlier in a sense, my library is acting as both the borrowing library and the lending library because I'm supplying it from my collection. What I ma. 135 Rick Newell 00:54:05.640 --> 00:54:16.640 Want to do is I may want to mark this as retrieving. So if you have enabled this advanced workflow, for lending, it also becomes available in. 136 Rick Newell 00:54:18.600 --> 00:54:25.320 In document delivery, and you don't have to use this, but if you find it useful, you can, so I can mark it as retrieving. 137 Rick Newell 00:54:27.400 --> 00:54:29.080 Actually I need to save it first. 138 Rick Newell 00:54:31.840 --> 00:54:50.640 And then I can mark as retrieving, and then I might also want to print this and the advantage of that local ID field containing the location and call number is of course if I print this, that call number and location will be on the printout. So I can either print this single. 139 Rick Newell 00:54:50.960 --> 00:55:03.000 Request now or I can add it to the request print queue if I want to print these all on a badge. So if I click print now, the screen I see next will vary depending on my, my web browser. 140 Rick Newell 00:55:05.680 --> 00:55:20.880 Make this a little bit bigger so you can kind of sort of see it. And then I would click the the printer button, which again varies depending on my web browser and then I can, you know, use that to retrieve the item from the shell. 141 Rick Newell 00:55:28.920 --> 00:55:31.200 So here's the printer button which was hidden when I. 142 Rick Newell 00:55:33.320 --> 00:55:41.640 Made a bigger, so I would print this and then again use that to facilitate retrieving the from the shelf, and I'm going to now. 143 Rick Newell 00:55:48.000 --> 00:55:53.080 Close that window and so then I could go on to my, my next request. 144 Rick Newell 00:55:54.560 --> 00:55:59.040 So, another one I want to look at is this request for foot and ankle International. 145 Rick Newell 00:56:01.440 --> 00:56:05.960 And again, notice, I have three, three holdings and. 146 Rick Newell 00:56:09.040 --> 00:56:12.120 The patroom is requesting volume forty, twenty nineteen. 147 Rick Newell 00:56:16.240 --> 00:56:19.760 So I'm going to choose this one, click apply, and again, the. 148 Rick Newell 00:56:22.680 --> 00:56:34.600 The local ID field is populated with the location and call number and then I could mark as retrieving and I certainly don't have to do that. I could add it to the request print queue to print later. If. 149 Rick Newell 00:56:35.960 --> 00:56:39.880 I choose to print these in a badge. So if you do choose to. 150 Rick Newell 00:56:44.880 --> 00:57:04.560 To use the, the advanced workflows, those would be under document delivery, notice I have seven in retrieving, so, one that I added just now and several that I added earlier, but if I have an assistant working on this and actually retrieving the items from the stacks, what. 151 Rick Newell 00:57:04.720 --> 00:57:13.400 What they could do is work with this retrieving queue. And if the request haven't already been printed, they can, they can print from this queue or they could. 152 Rick Newell 00:57:15.240 --> 00:57:24.120 They could work from the print queue and there's there's no right or wrong way to do this, whatever works for the particular workflow in your library, if they do use the. 153 Rick Newell 00:57:26.000 --> 00:57:37.880 Retrieving queue, if they're going to be scanning it, they, they don't need to do anything further except scan it, but if let's say once they've retrieved it, someone else is going to be doing the actual scanning. 154 Rick Newell 00:57:39.440 --> 00:57:42.760 What they could do, once they retrieved it is they could. 155 Rick Newell 00:57:44.800 --> 00:57:45.600 Mark as scanning. 156 Rick Newell 00:57:49.520 --> 00:57:56.520 And then whoever's going to be doing the scanning part knows that those are the ones that they need to work on. So. 157 Rick Newell 00:57:58.480 --> 00:58:17.520 If you're familiar with this process from being a lender, then it's really the same process for documents delivery. So what you would do once you've retrieved the item is you would scan it, the article to somewhere on your computer, and then, what you would do once you have it scan is click OCLC article exchange. 158 Rick Newell 00:58:18.400 --> 00:58:20.680 And then put it on your computer. 159 Rick Newell 00:58:42.640 --> 00:58:46.280 Yeah sorry I'm still trying to figure out where I put things on my new computer. 160 Rick Newell 00:58:55.280 --> 00:58:56.200 It's on the desktop. 161 Rick Newell 00:59:12.840 --> 00:59:16.600 And then once you have found the article on your computer, you click drop file. 162 Rick Newell 00:59:19.200 --> 00:59:24.800 And then, this step is a little bit different than it is for a lender. Rather than. 163 Rick Newell 00:59:26.520 --> 00:59:46.400 Clicking yes, you click mark as complete. So when you click mark as complete, a couple of things happen. The scanned article will immediately be available to the Patron in my account, and if you have configured automated notification, you, the patrient will receive that notification letting them know that. 164 Rick Newell 00:59:46.640 --> 00:59:47.320 The article is available. 165 Rick Newell 00:59:50.920 --> 00:59:57.840 And you get a confirmation message. So what questions do you have about processing a request for an article. 166 Rick Newell 01:00:09.800 --> 01:00:30.120 Well, another common situation is that the Patron requests something that is actually an electronic resource that you have licensed, this could be a database or e journal or e book that your library has subscribed to and again the Patron theoretically could find this on their own, but since. 167 Rick Newell 01:00:30.280 --> 01:00:44.560 Library stuff are usually better at finding these things than patrons are, rather than doing a separate email to the patron, if they've submitted an ILL request thinking that's what they need to do, then you can make this available. 168 Rick Newell 01:00:46.920 --> 01:00:58.800 Document delivery. So, because this is a training library and I don't really have a subscriptions to these databases in the journals in any books I'm going to show you a PowerPoint slide. So. 169 Rick Newell 01:01:00.240 --> 01:01:20.720 This is an example of what it would look like. If you have your collections Or journals or ebooks registered in the Worldcap knowledge base, when you see that request and you're new for review queue, under library's holdings information, it will list all of the collections in which this item was available. So in this. 170 Rick Newell 01:01:20.880 --> 01:01:23.880 Example notice that it's available in several different collections. 171 Rick Newell 01:01:26.480 --> 01:01:45.320 Is one of those collections and then you will obtain the, the, the appropriate link, the URL, and then you change that, you paste that URL into the the request and then follow the the procedures that I'm I'm going to show you. So. 172 Rick Newell 01:01:45.760 --> 01:01:47.800 I'm going to go back to my. 173 Rick Newell 01:01:54.160 --> 01:01:58.520 Actually, this is in the document delivery queue, so what I'm going to do is. 174 Rick Newell 01:01:59.880 --> 01:02:01.720 Find the example that I want to use. 175 Rick Newell 01:02:05.000 --> 01:02:07.480 And this is for journal of accounting research. 176 Rick Newell 01:02:10.240 --> 01:02:23.640 So the Patron has submitted this this request and the patron probably thinks it's something that you're going to obtain from another library, but it turns out your library does actually own it. So. 177 Rick Newell 01:02:26.640 --> 01:02:46.320 Topasa has determined that you own it and so it is in your document delivery key, which is what you want. However, in this case, rather than the URL type article exchange, what you want to choose is KB link, and I'm going to just paste in a, a link that I have previously found. 178 Rick Newell 01:02:58.920 --> 01:03:02.240 And then once I've done that, because I pasted in that link. 179 Rick Newell 01:03:03.880 --> 01:03:05.920 I'm going to click save. 180 Rick Newell 01:03:10.600 --> 01:03:13.400 And then, what I'm going to do is. 181 Rick Newell 01:03:14.720 --> 01:03:20.200 Mark as complete. And again, once you do that, that immediately becomes available to the Patron in. 182 Rick Newell 01:03:21.680 --> 01:03:27.520 In my account. And if you have configured an automated notification, then. 183 Rick Newell 01:03:29.480 --> 01:03:33.000 The will receive that notification letting them know that it's available. 184 Rick Newell 01:03:37.280 --> 01:03:40.560 So let me do one more example of a knowledge base link. 185 Rick Newell 01:03:44.200 --> 01:03:47.200 And it's going to be for this one that's music analysis. 186 Rick Newell 01:03:50.600 --> 01:03:54.760 And so again I'm going to change the URL type to KB link. 187 Rick Newell 01:03:57.320 --> 01:04:00.360 And then I'm going to paste in a URL. 188 Rick Newell 01:04:10.400 --> 01:04:11.640 And then I'm going to click save. 189 Rick Newell 01:04:14.160 --> 01:04:20.960 And then I'm going to mark as complete. And the reason it makes a difference, what URL type you select is that with article exchange. 190 Rick Newell 01:04:22.920 --> 01:04:25.680 Because you've scanned this from a print journal. 191 Rick Newell 01:04:27.880 --> 01:04:30.600 The Patron will be able to access it in my account, but. 192 Rick Newell 01:04:32.160 --> 01:04:52.320 To five views or thirty days because of copyright considerations with a KB link, there are no restrictions such as five days or five views or thirty days, but the patron does have to be authenticated as one of your library patrons. However, your library does authentication. And so that's. 193 Rick Newell 01:04:52.600 --> 01:04:57.200 Why you want to change the URL type to KB link. So again, i'll mark as complete. 194 Rick Newell 01:05:00.880 --> 01:05:19.400 And another situation you may encounter is an open access item. So it maybe an open access journal or it maybe a government document or something else else else that's open access, and, again, the Patron could find this themselves, they could even just do a google search for. 195 Rick Newell 01:05:19.440 --> 01:05:38.480 For example, but the Patron has submitted an ILL request because they don't realize that this is open access. So, let's look at an example of that. These two requests actually are not in my document delivery queue. They are in my, new for review queue under borrowing request. 196 Rick Newell 01:05:41.480 --> 01:05:43.680 And the one that I want to look at is. 197 Rick Newell 01:05:46.640 --> 01:05:48.280 Advances and fuzzy systems. 198 Rick Newell 01:05:50.360 --> 01:06:04.920 And notice that in this example there there's a digital object identifier, but there's no ISPN or ISSN or OCLC number because a Patron didn't have that information, but they have supplied the article information. 199 Rick Newell 01:06:06.240 --> 01:06:13.240 And notice that under open access it says view now free. So, I'm going to. 200 Rick Newell 01:06:15.800 --> 01:06:17.400 This view now link. 201 Rick Newell 01:06:19.680 --> 01:06:31.800 And in this example happens to take me to the directory of Open Access journals, and here's the article. Graduals sets and approach to fuzzy sets. That's the article of Patron wants. So I'm going to click that. 202 Rick Newell 01:06:33.880 --> 01:06:33.960 And. 203 Rick Newell 01:06:35.600 --> 01:06:42.920 Then I'm going to copy, actually I'm not going to copy this URL because I noticed there's a link here for read online. 204 Rick Newell 01:06:44.720 --> 01:06:53.480 That actually takes me to the full article and notice it actually does display the full article because this is Open Access, so I'm going to copy this URL. 205 Rick Newell 01:06:56.200 --> 01:07:06.720 So I press control C on my keyboard, then I'm going to go back to to Pasa and I'm going to change the fulfillment tab to document delivery. 206 Rick Newell 01:07:09.640 --> 01:07:14.880 And then, I'm going to change the URL type to open access link. 207 Rick Newell 01:07:16.640 --> 01:07:22.760 And then I'm going to paste in that URL, and then because I made some changes, I'm going to click Save. 208 Rick Newell 01:07:24.960 --> 01:07:26.560 And then I'm going to mark as complete. 209 Rick Newell 01:07:29.280 --> 01:07:39.880 I also wanted to show you another option. Notice there are links for searching Google scholar, Google Books or just playing Google. I have been able to find that by searching Google Scholar. 210 Rick Newell 01:07:42.320 --> 01:07:49.400 And sometimes the view now link works better and sometimes the Google scholar link works better. So I'll notice that I did find. 211 Rick Newell 01:07:51.120 --> 01:07:57.120 This but notice that these link to procast Wiley and UGR, whatever that is. 212 Rick Newell 01:08:02.680 --> 01:08:22.600 So this makes it look like you, you have to subscribe or or buy the article, but by clicking the view now link, I would say we'll to determine that it really is open access. Sometimes the Google Scholar link willy you directly to the, the, the Open Access article. It just kind of depends on, on that particular example. 213 Rick Newell 01:08:23.200 --> 01:08:25.080 So in this case I'm going to mark as complete. 214 Rick Newell 01:08:27.920 --> 01:08:32.120 And let's do one more example, the next example. 215 Rick Newell 01:08:34.640 --> 01:08:36.960 Actually, this one is in the document delivery queue. 216 Rick Newell 01:08:41.040 --> 01:08:42.240 Ronteris and Zology. 217 Rick Newell 01:08:44.880 --> 01:08:46.000 So notice that this is. 218 Rick Newell 01:08:53.880 --> 01:09:12.440 This is in several collections including academic search complete, directory of open access journals, and a pub med. But it's also available through several of these view now links. And, I'm gonna use this opportunity to explain how to pass and knows that it's open access. 219 Rick Newell 01:09:15.400 --> 01:09:34.520 There are, there's a special worldcat knowledge base open access collections and whether or not your library uses the Worldcat knowledge base all to possible libraries have access to this information and this special knowledge base collection and to process applies this information. 220 Rick Newell 01:09:34.880 --> 01:09:42.080 Automatically when available. So, in this example, I'm going to click the. 221 Rick Newell 01:09:43.880 --> 01:09:46.440 One of these view now links. I'll just choose this first one. 222 Rick Newell 01:09:51.160 --> 01:09:53.240 And this example it takes me right to the. 223 Rick Newell 01:09:54.880 --> 01:09:55.800 Article that I want. 224 Rick Newell 01:09:57.960 --> 01:10:02.480 And it happens to be open access, so I'm going to copy that URL. 225 Rick Newell 01:10:04.920 --> 01:10:21.200 The fulfillment type has already document delivery and I can see that right here, but I need to change the URL type to open access and then paste in the URL. And again, the reason that you want to change the URL type to Open Access is because unlike. 226 Rick Newell 01:10:22.800 --> 01:10:38.200 An article exchange link, which would be limited to five user thirty days or a knowledge base link, a KB link, where, the patroom would need to be authenticated. The patroom doesn't need to be authenticated for an open access link because it's open access. 227 Rick Newell 01:10:39.800 --> 01:10:47.560 So I'll click save and then mark as complete. And I want to, again, point out the. 228 Rick Newell 01:10:49.680 --> 01:10:50.520 The learner guide. 229 Rick Newell 01:10:56.840 --> 01:11:15.120 I mentioned that we would come back to this difference between the URL type open access link and the fulfillment type open access. So what I just demonstrated is the option that we recommend, change the fulfillment type to document delivery if it's not already document delivery, and then change the URL type to. 230 Rick Newell 01:11:15.280 --> 01:11:16.240 Open Access Link. 231 Rick Newell 01:11:18.120 --> 01:11:31.040 And when you do that, the link will be available to the patroom in my account and if you've configured an automated notification, the patroom will be notified automatically. There is another option which we don't recommend. 232 Rick Newell 01:11:32.640 --> 01:11:37.400 And that's using the fulfillment type open access, with that method. 233 Rick Newell 01:11:39.080 --> 01:11:59.280 As soon as you click Marcus complete, that request closes and then you're no longer able to communicate with the patrient through to PASA. So, if you did use this option, you would first need to click the email button and let the Patron know that the, the article is available. The reason this option. 234 Rick Newell 01:12:00.160 --> 01:12:19.680 It's for libraries that choose not to enable the document delivery functionality, they may want to use the fulfillment type open access, but assuming that you're going to enable the document delivery functionality, we recommend that you use this first option, which again is the fulfillment type document delivery and the ur. 235 Rick Newell 01:12:20.200 --> 01:12:21.600 Type open access link. 236 Rick Newell 01:12:31.600 --> 01:12:34.000 So you've already seen an example of. 237 Rick Newell 01:12:36.160 --> 01:12:36.600 How we can. 238 Rick Newell 01:12:39.880 --> 01:12:54.040 Change the fulfillment type from, from an ILL request, which is in your new for review queue to to document delivery. But you can also go the other direction. So let's look at a couple of examples of that. 239 Rick Newell 01:13:00.880 --> 01:13:04.360 So I'm going to go back to my new for review queue. 240 Rick Newell 01:13:08.560 --> 01:13:12.520 And I'm going to look at this first request and this, this is a an ILL request. 241 Rick Newell 01:13:21.480 --> 01:13:37.840 And notice in this example, the Patron has supplied the, the title, author publisher et cetera, but there's no ISPN or OCLC number, in the request so to possible was not able to determine that, that we own this item. 242 Rick Newell 01:13:40.800 --> 01:13:52.240 So, what I'm going to do is I'm going to, do a search of worldcap and so I'm going to click this magnifying glass next to the title. 243 Rick Newell 01:13:54.640 --> 01:14:03.000 And that's going to search Worldcat and notice that it says held by my library. So, I'm going to click the. 244 Rick Newell 01:14:04.360 --> 01:14:24.640 Title to display more information, and then I'm going to apply this data to the request, and now that has supplied the ISBN and the OCLC number. So if there had been an isbn or an OCL or OCLC number in the request, to possibly would have been able to determine that, that we own this. 245 Rick Newell 01:14:25.400 --> 01:14:41.200 And it would have already supplied the information and the local ID field would be populated with the location and call number. But because that information was not initially in the request, what I can do is search my library's online catalog. 246 Rick Newell 01:14:42.880 --> 01:14:49.120 And for this library, the online catalog happens to be worldcat discovery, and so I'm going to. 247 Rick Newell 01:14:56.160 --> 01:15:01.240 And then I'm going to go back to worldshare and I'm going to paste the information in. 248 Rick Newell 01:15:03.520 --> 01:15:05.200 And I'm going to save. 249 Rick Newell 01:15:07.600 --> 01:15:24.760 And so now the information will be in the request so I can use a printout to retrieve this item from the stacks. But notice that the fulfillment type does not say document delivery. So what I'm going to do is change the fulfillment type to document delivery. 250 Rick Newell 01:15:32.000 --> 01:15:47.960 And now once I've retrieved the item from the stacks, and I'm ready to put it on the whole shelf or ship it to the patron, what I can do is click mark as complete, and again the patron will then be notified assuming that I have a configured an automated notification. 251 Rick Newell 01:15:58.200 --> 01:16:06.920 So I want to show you one more example of changing changing the fulfillment type. So I'm going to go to the document delivery queue. 252 Rick Newell 01:16:09.080 --> 01:16:11.240 And I'm going to look at this request for. 253 Rick Newell 01:16:14.880 --> 01:16:17.040 The journal of the American Chemical Society. 254 Rick Newell 01:16:18.640 --> 01:16:39.120 And notice the Patron has requested an article that is and that year twenty eighteen volume one forty and our library actually does have this journal, but we have volume one thirty. So Topasa is smart enough to know that we have holdings on this, but unfortunately it's not smart enough. 255 Rick Newell 01:16:39.200 --> 01:16:59.040 To know that we don't have holdings for this particular volume of the the patron wants. So, based on our holdings, our Worldcap holdings Toposa has, has rated this to our document delivery queue, but it turns out that we can't supply this because we don't have that volume. So what we want to do. 256 Rick Newell 01:16:59.680 --> 01:17:02.960 In this case is change to the fulfillment type to ILL request. 257 Rick Newell 01:17:04.840 --> 01:17:11.560 And then we would treat this as we would any other ILL request. So, for example, we could view our holdings. 258 Rick Newell 01:17:13.920 --> 01:17:16.160 We could select a custom holdings path. 259 Rick Newell 01:17:18.880 --> 01:17:20.280 And this is a training library, so. 260 Rick Newell 01:17:22.000 --> 01:17:31.120 It's not going to find any libraries that actually own this. Let me choose loan Elvis and so we could supply that custom holdings path, update the request. 261 Rick Newell 01:17:35.080 --> 01:17:49.760 And again, because this is not a real request, I'm not going to actually send it to any of those libraries so I'm just going to type in a symbol of another training library, and then I am going to save and send the request. 262 Rick Newell 01:17:52.400 --> 01:17:54.240 Double check that I don't have any real libraries. 263 Rick Newell 01:17:57.240 --> 01:18:00.840 So what questions do you have about processing your day to day. 264 Rick Newell 01:18:03.080 --> 01:18:04.000 Document delivery request. 265 Rick Newell 01:18:19.040 --> 01:18:20.360 There's one other thing I want to show you about. 266 Rick Newell 01:18:22.800 --> 01:18:39.440 About document delivery and that is that under the analytics tab, there are three reports that are available that will help you monitor and manage your use of document delivery. So again, you get to those by clicking analytics and then reports, and then reports again. 267 Rick Newell 01:18:40.840 --> 01:18:47.600 And if you select inner library alone, there are three reports. The first one is called document delivery activity overview. 268 Rick Newell 01:18:51.200 --> 01:19:08.520 And for each month, this, provides account of document delivery requests, how many were filled, the average turnaround time for those that were filled, and also account of those that were canceled and expired. So, you need to specify the starting and ending date. So. 269 Rick Newell 01:19:10.840 --> 01:19:14.320 I'm going to go back to January twenty twenty three, and for the end date. 270 Rick Newell 01:19:16.760 --> 01:19:18.200 Go through May of twenty twenty four. 271 Rick Newell 01:19:20.600 --> 01:19:26.600 And so the report is going to display that information in both a graph form and in a table form. 272 Rick Newell 01:19:30.760 --> 01:19:31.960 So again, you can see the. 273 Rick Newell 01:19:33.200 --> 01:19:52.760 Count of requests that were filled, the average turnaround time, and the count of, requests that were canceled are expired. Another request is, document delivery re report I should say is document delivery request detail. And again, you need to specify the starting and ending date. For this. 274 Rick Newell 01:19:54.000 --> 01:20:02.320 When it gives you a, a calendar widget, so i'll select June first of twenty three and for the end date I'll select today's date. 275 Rick Newell 01:20:04.360 --> 01:20:13.760 So as you can see, this is going to supply detailed information including bibly graphic information such as the request number, the author title, et cetera. 276 Rick Newell 01:20:20.560 --> 01:20:21.600 If I scroll over to the right. 277 Rick Newell 01:20:29.200 --> 01:20:37.880 Gives me some more information including the patrons department, the patron type, biblic African information for article request. 278 Rick Newell 01:20:39.760 --> 01:20:59.320 Very detailed information, the volume date pages et cetera, any tags that you've applied to the request, and date and time information such as the date and time requested, closed, canceled, and so on. And with this report, you can filter it by material format or patrony department. 279 Rick Newell 01:20:59.640 --> 01:21:19.960 If that information is in the the request patront status or, the source system. Did it come from the patron or from, from Worldshire ILL? So if I limited this to example, for example, to environmental studies, and then it will just show me the request for where that is the patrony department. 280 Rick Newell 01:21:20.520 --> 01:21:26.920 And the last report is document delivery request statistics, which is very similar to the overview. 281 Rick Newell 01:21:32.400 --> 01:21:32.880 Accept that. 282 Rick Newell 01:21:37.520 --> 01:21:39.640 There are three different ways that you can view this. 283 Rick Newell 01:21:47.600 --> 01:21:48.960 And the default. 284 Rick Newell 01:21:51.040 --> 01:21:52.840 Is by patron's status or. 285 Rick Newell 01:21:54.960 --> 01:22:13.600 Patron type. So I can see that I had nine requests for grad students, one for undergrads and I can see the average turnaround time. I could also view this by patrony department or by material format. So probably the most interesting example is by Patron Department. 286 Rick Newell 01:22:21.000 --> 01:22:32.480 So I'm going to paste into chat a link for a quiz where we're actually out of time, so we won't take time to do this during the, the session, but I'm going to go ahead and paste this into chat. 287 Rick Newell 01:22:42.960 --> 01:22:55.720 As we are concluding the session, I would encourage you to go ahead and take advantage of this quiz. It'll probably take three or four minutes to complete the quiz. That will help reinforce the what what you learned in today's session. 288 Rick Newell 01:23:03.360 --> 01:23:22.880 And I want to remind you all that you can get to that quiz as well as additional documentation and training by going to the need help menu into Pasa and then selecting general Health or of course you can set a bookmark our favorite for that help page as well. Also want to remind you about the community center. This. 289 Rick Newell 01:23:22.960 --> 01:23:43.280 This is a great place to submit enhancement request or to have discussions with the Pasa users and other libraries. When you exit from the Webex session today, you'll be directed automatically to an evaluation form. We would appreciate any feedback you might have when you get to that form, it's going to ask you for the instructor name, which of course is my name. 290 Rick Newell 01:23:43.560 --> 01:24:02.600 Rick Noel, and the class name of course is Document delivery. So I want to thank all of you for coming to the session today. Hope you enjoy using Tapasa and I will be online in the session for a few more minutes if you have any, any questions. Otherwise, thanks for coming today. Have a great rest of your day. Thanks.