Introduction to Tipasa 1:43 pm - 3:03 pm Tuesday, October 1, 2024 | (UTC-04:00) Eastern Time (US & Canada) WEBVTT 1 Rick Newell 00:20:56.500 --> 00:21:11.620 Okay, so welcome again everyone. This is an introduction to Tipasa. My name is Rick Newell. I'm a senior product trainer at OCLC, which means that I spend my time designing and delivering training for Tipasa, of course, but also for worldshare circulation and report designer. 2 Rick Newell 00:21:14.420 --> 00:21:15.620 And a couple of other things as well. 3 Rick Newell 00:21:19.940 --> 00:21:37.980 And in today's session, this is what you should be able to do by the end of the session, basically you should be able to describe the major staff and patront features and functions of Tipasa and how they relate to common borrowing and lending workflows. So that includes things like my account, which is the patron view of topa. 4 Rick Newell 00:21:38.860 --> 00:21:58.300 Patron request work forms, which you can customize, automations which you can save you a lot of time in processing borrowing and lending requests, advanced lending workflows and lending priorities copyright management, proven centers, document delivery, and notifications. That sounds like a very long list and it is, but today. 5 Rick Newell 00:21:58.700 --> 00:22:14.060 Session is a high level overview of all of the Tipasa features and functions, so we won't be going into detail about any of these features, but we do have three more training sessions this month on the next three Tuesdays that do go into that detail. 6 Rick Newell 00:22:17.700 --> 00:22:35.660 I want to begin by talking about how to poss the features relate to typical interlibrary alone workflows and you have a version of this chart in your learner guide, which you can access from the links in the the email I sent out late yesterday or early this morning. 7 Rick Newell 00:22:37.220 --> 00:22:40.020 But I want to go through a slightly different format of that. 8 Rick Newell 00:22:43.300 --> 00:22:47.260 In some detail. So, you'll notice in this chart we have. 9 Rick Newell 00:22:50.260 --> 00:23:09.500 Workflows for a loan request, for a copy request and for document delivery. So the copy request and document delivery workflow is you'll notice are a little bit shorter because of course there's not a an item to return to a lending library. So let's begin with the loan request. I also want to. 10 Rick Newell 00:23:09.660 --> 00:23:25.220 Point out the, the color coding in this chart. The features that you'll find into Pasa that you will not found, find in worldsharing library alone, some of you have migrated from, from Worldshare ILL are in a red font. 11 Rick Newell 00:23:29.940 --> 00:23:49.860 The actions that staff at the borrowing library does are in a blue background, things that the lending library staff does and are a in a yellow background, things that the patron experiences, their view of Tipasa, are in green, and things the system does automatically behind the scenes are in gray. We don't see any on this page, but we. 12 Rick Newell 00:23:49.860 --> 00:23:51.180 We will on some of the other pages. 13 Rick Newell 00:23:52.540 --> 00:23:57.900 So let's begin with, a new loan request for from a borrower. So. 14 Rick Newell 00:24:00.580 --> 00:24:19.540 Typically in Tipasa, the patroom begins in my account, actually even begin a step before that. They usually begin by searching a database such as WorldCat discovery or any other database or discovery layer that you have configured to send open URL links to Tipasa. So. 15 Rick Newell 00:24:19.940 --> 00:24:39.940 The Patron finds the item they want and they click on an ILL button and the the database or the discovery layer, and that sends the open URL link to Tipasa, and, assuming they're already logged in to my account or if they, they log in, they will then be presented with a work form. 16 Rick Newell 00:24:40.620 --> 00:25:00.860 Request work form, and it will be populated with the bill of graphic information from the search that they did, and it will be populated with their Patron information, like their name, their library card number, and so on. And then they can add any additional information that they want to let library staff know about if there's a need before date or if there's a. 17 Rick Newell 00:25:00.980 --> 00:25:21.060 Maximum cost or a certain location where they want to pick it up if if all any of those are applicable to your library, once they're satisfied with that work form, they click a submit button. If that request matches an automation that your library has previously configured, it will do whatever the automation is configured to do. 18 Rick Newell 00:25:21.500 --> 00:25:31.020 So one of the things that could be enabled to do is to send the request to lending libraries without any staff intervention or the. 19 Rick Newell 00:25:32.420 --> 00:25:52.700 Automation can simply be configured to, build a lender string and apply constant data, and then send it to your new for review queue. If it doesn't match any automation or you have it configured any automations yet, it will go to your new for review queue, whereas the staff member, you can process the request. That's. 20 Rick Newell 00:25:52.740 --> 00:26:12.220 That's the most common way for request to begin into process. However, as a staff member, you can also go into the Tipasa staff interface and find the item that your patron wants by using discover items part of Tipasa, and then you can build a lender string, either using automation. 21 Rick Newell 00:26:13.940 --> 00:26:33.140 Or you can apply custom holdings, either again via automation or manually or you can display holdings, you can display a list of libraries that, that own that item and you can link to policy information and decide, which libraries you want to send the request to. 22 Rick Newell 00:26:33.780 --> 00:26:35.020 And then you create request. 23 Rick Newell 00:26:36.340 --> 00:26:56.740 A third option, which is rarely used is you can create a request from a blank work form. The reason this is not commonly used is that you, you need to find out who has this item that, that you need, but let's say for example you were, you knew a university had a dissertation that was done at their university, but they didn't have holdings in the WorldCat. 24 Rick Newell 00:26:56.900 --> 00:27:01.500 you could create a request from a blank work form just by typing all the information in. 25 Rick Newell 00:27:05.380 --> 00:27:23.060 So that's how requests begin. Let's talk about the Patron experience. So you can configure how Tipasa displays to patrons. One of them is that you can require approval for new ILL patront accounts. Most libraries do not use this feature. 26 Rick Newell 00:27:23.740 --> 00:27:44.060 And the reason is that usually you have a file of already approved patrons from Iliad or from your circulation system, and you do a patron load. However, you have another option and the way it works is that if you receive an ILL request from a patrient who has not previous. 27 Rick Newell 00:27:44.380 --> 00:27:56.700 Requested an ILL, you can be prompted to approve that, that page or you proceed with the request, and you might base that approval on maybe Patron type on maybe. 28 Rick Newell 00:27:59.060 --> 00:27:59.980 Non residents or maybe. 29 Rick Newell 00:28:01.780 --> 00:28:21.540 Undergraduates are not eligible for ILL in your library or maybe they have too many fines or overdue items. So you can, you can turn that on. But again, most libraries don't use that. You can also decide whether or not you want to allow patronts to renew or to cancel requests online. If you enable these two features. 30 Rick Newell 00:28:21.940 --> 00:28:42.300 The renew or canceled buttons will only display when appropriate. So for example, the renew button will only display for a loan request where a lender has shipped the item. The canceled button will only display when a lender has not yet shipped the item. You can also also decide if or how you want to display a patront due. 31 Rick Newell 00:28:43.060 --> 00:29:02.740 So if you prefer to check things out to your patrons in your circulation system, you can hide the patron due date into PASA or you can decide to display the patron due date into PASA, and if you do, you can select a number of days where you want to offset the patron's due date. For example, if the learning library tells you it's due. 32 Rick Newell 00:29:03.540 --> 00:29:23.260 October fifteenth, then you feel you need four days to package it and mail it back to the lending library, you can offset the patron's due date so that the date the displays to them as four days earlier than than the the due date that the lending library gave you. I briefly mentioned. 33 Rick Newell 00:29:23.500 --> 00:29:43.340 Patron request work forms. There are three work forms that you can customize and you can use one, two or all three of these. Most libraries use at least two for article and for book, and you can customize which fields display on these work forms, how these fields are labeled. For example, if you don't like the default label for. 34 Rick Newell 00:29:44.660 --> 00:29:54.060 Library card number, you can change it to something that that's more meaningful to your patrons. You can decide which fields are required and which fields patronts can edit. 35 Rick Newell 00:29:55.980 --> 00:30:15.740 You can also enable and customize notifications. There are about thirty notifications for a borrowing library to Patron. There are some additional ones when you are, are using document delivery and they're also fifty customs notifications that you that you can configure. The standard notification. 36 Rick Newell 00:30:16.140 --> 00:30:35.780 The the thirty or so, most of them can be triggered automatically by an event that happens into Pasa such as you receiving an item that the patron has requested or an item becoming overdue. You can also send these notifications manually as you do that by going to. 37 Rick Newell 00:30:36.620 --> 00:30:43.540 The request and clicking any any oh an email button and then selecting the notification that you want to send. 38 Rick Newell 00:30:46.020 --> 00:30:48.460 Most of these notifications, the standard ones. 39 Rick Newell 00:30:49.860 --> 00:31:09.900 Can be sent via either email or text or both. And again, you customize how you want to send these and whether they're sent automatically or manually. You also customize the content of the notifications. The standard notifications have some default fields that are included such as the request number. 40 Rick Newell 00:31:10.220 --> 00:31:22.020 Title, and so on, but you can use data inserts to customize what fields displayed and you can also add other additional information such as your library's contact information. 41 Rick Newell 00:31:32.060 --> 00:31:51.700 So once you send the request to the lender either via automation or manually, the lending library, assuming they can supply it responds yes, and then the status becomes shipped in transit and they mail the item to you. The lending library could take advantage of something called advanced. 42 Rick Newell 00:31:51.780 --> 00:31:52.540 Lending workflows. 43 Rick Newell 00:31:54.460 --> 00:32:14.460 And these are four additional queues that are helpful for our larger libraries or libraries that have more than one staff member working on lending that help them assign work to different staff members. And those advanced lending workflows are verifying, retrieving packaging, and scanning. So. 44 Rick Newell 00:32:14.940 --> 00:32:35.300 I'm not sure how many libraries use the verifying queue, but, if you want to view all the new requests and then put them in the the verifying queue, you could do that. It's more typical to use the retrieving queue. So once you have looked at the request and it's ready for maybe your student workers. 45 Rick Newell 00:32:35.380 --> 00:32:55.740 Or your, your assistance to retrieve it from the stacks, you can move that request to the retrieving queue. And that way the staff that are responsible for that activity know that those are the ones that they need to, to print pull slips for and go to the shelves and find the items. If that's a loan request, once they retrieve the item, they might want to. 46 Rick Newell 00:32:55.820 --> 00:33:11.660 Move it to a packaging queue with a different staff member is going to be doing that. If it's a copy request, the person who retrieved it from the stacks may want to move it to the scanning queue. Again, if a different person is going to be, doing that. 47 Rick Newell 00:33:13.820 --> 00:33:23.660 So again, you can use one, two, three or all four of these or you can use none of them. They're completely optional, but they can be very helpful for libraries that have several staff working on lending. 48 Rick Newell 00:33:27.460 --> 00:33:34.940 Another feature that is useful to lenders is OPAC integration. This means that for most integrated library systems. 49 Rick Newell 00:33:37.420 --> 00:33:57.220 When you receive a request in your, can you supply queue, it will already have the, the location and call number populated, so automatically does a lookup in your catalog, so you know, what the call number is, and you can just print it out or whatever you want to. 50 Rick Newell 00:33:57.220 --> 00:34:03.540 To do with that at that point, you don't have to, to do a separate step of looking that up. If you. 51 Rick Newell 00:34:05.580 --> 00:34:18.300 Own item but it's checked out, it's not available, you can set up policies in the policies directory to do an auto deflection so that it won't, you won't even see it if it's, if it's not available. So that's another option. 52 Rick Newell 00:34:20.899 --> 00:34:29.620 Lenders can also take advantage of something called lending priorities. So if you have a libraries, let's say in your state or in your consortium or. 53 Rick Newell 00:34:31.260 --> 00:34:51.580 Libraries that are in the same courier, for example, you might want to give those requests priority. And you can configure up to five different lending priorities groups, most libraries only use one or two. And the way this works is that you can figure a, a group, you decide which libraries you want to, designate as prior. 54 Rick Newell 00:34:51.820 --> 00:35:11.820 Borrowers using custom holdings or a profile group. When you receive a new lending request from a library that you've designated as a priority borrower, that request will be in your lending priorities queue as well as in your regular canny supply queue. If it's a request from a library outside of that, that group. 55 Rick Newell 00:35:12.140 --> 00:35:17.380 That you've configured as priority borrowers, then the request will only be in your Can you supply queue. 56 Rick Newell 00:35:21.100 --> 00:35:21.740 So once the. 57 Rick Newell 00:35:22.980 --> 00:35:43.180 Lending library ships the item, as the borrowing library, when you receive it, you mark it as received on the status then becomes received in use. And the Patron experience features that we've already talked about, come into play again, and, so assuming you've configured a notification to. 58 Rick Newell 00:35:43.540 --> 00:35:51.820 Notify the patron that the item is ready to pick up, they will receive that notification automatically as soon as you mark it received and use. 59 Rick Newell 00:35:53.780 --> 00:36:09.860 When the patron finishes with the item and they bring it back to your library, you mark the item returned and send it back to the lending library, and when, then when the lending library receives that in a back, they mark it as checked in complete and the request is closed at that point. 60 Rick Newell 00:36:12.660 --> 00:36:24.620 For copy request, the beginning of the process at least is very similar. So the same options for beginning request, are, available just as we already talked about. 61 Rick Newell 00:36:30.820 --> 00:36:42.020 And so the patron experience is also similar. So, the Patron does a search in a database, they find the article they want to request, they click the ILL button and. 62 Rick Newell 00:36:43.660 --> 00:37:03.460 The request work form will be populated with the bibliographic information including the journal title, the article information such as the article author, title, date, volume pages, and so on. And if there's any additional information they need to add, they could do that before they submit the request. 63 Rick Newell 00:37:05.380 --> 00:37:24.300 For Copy requests, of course there's also at least for libraries in the United States, copyright considerations. So this is the way the the US copyright features work in Tipasa. One of them is that you can view requests that need a copyright decision from you in a separate queue. This is useful if. 64 Rick Newell 00:37:24.580 --> 00:37:26.140 If there are one or two people in your library that are. 65 Rick Newell 00:37:28.220 --> 00:37:42.500 Interested in or responsible I should say, for copyright compliance. You can also clear patron initiated requests for copyright automatically if they match titles used less than five times. What that means is that. 66 Rick Newell 00:37:44.100 --> 00:38:04.140 If you have used the title less than five times, if you have an automation configured to automatically send requests that meet criteria that you have specified to lending libraries, then it will bypass that, that copyright clearance step that will automatically be marked as as fair use. Of course, for United. 67 Rick Newell 00:38:04.260 --> 00:38:24.460 States libraries, if the article was published more than five years ago copyright clearance is not required, if the article was published within the last five years, to pass a matches that that journal title to previously borrowed titles for this calendar year, and then as a staff member, you mark that. 68 Rick Newell 00:38:24.740 --> 00:38:45.100 Either as clear for fair use CCG, or a clear with pending payment required, and if you mark that option to possible automatically look up the cost from the copyright clearance center and display that cost in the request, and then you can decide how you want to proceed. If she. 69 Rick Newell 00:38:45.220 --> 00:39:05.660 You decide to proceed with that request to possible automatically keep our running total of the copyright fees that you owe. You can also mark it as other. For example, if you if you decide to buy the article from a vendor that includes in their fee, not only the fee for their service, but also the, the royalties that are due to the copyright own. 70 Rick Newell 00:39:07.900 --> 00:39:25.860 You might choose to mark that as other. Or you can cancel a request if if that's your decision or your policy. I mentioned that to Pasa automatically keeps a running total of the copyright fees that you owe. One of the additional copyright management functions into PASA is. 71 Rick Newell 00:39:26.220 --> 00:39:36.100 That you can view and export copyright information by title, so you can see how many times you've requested articles from a specific journal, and you can get details on the. 72 Rick Newell 00:39:37.980 --> 00:39:48.620 The request number, the cost, number of pages et cetera. You can also edit copyright usage information before you generate reports. So for example, if you mark something as. 73 Rick Newell 00:39:49.940 --> 00:40:09.740 Fee payment required and it should have been fair use or you marked something as CCL complies with copyright law and it should have been CCG, it complies with copyright guidelines, you can edit that before you generate your reports, and you can also export data about payable copyright fees. Toposa does not have a mechanism to. 74 Rick Newell 00:40:11.700 --> 00:40:19.260 Transmit payment to the copyright clearance center, but the reports do assist you in, in making those payments. 75 Rick Newell 00:40:24.580 --> 00:40:43.420 So just like with loan request, once you are satisfied with the request and you've dealt with copyright clearance if required, you send the request to the lending library and the lending library could take advantage of the same advanced lending workflows, verifying and retrieving. 76 Rick Newell 00:40:43.660 --> 00:40:47.740 And scanning that we've already talked about, that can take advantage of lending priorities. 77 Rick Newell 00:40:50.140 --> 00:41:09.820 Which are a way of giving priority to priority borrowers, and when you receive the item, you mark it as received, and at that point, the request is closed because there's for a copy requests there's not anything to return to the lending library. So the patron, assum. 78 Rick Newell 00:41:09.980 --> 00:41:15.620 You've configured notifications will receive a notification the item is available and. 79 Rick Newell 00:41:16.900 --> 00:41:35.660 And the, my, my account, they that's where they can access the article. They could just click the link in my account or they can even click the link in the notification to access their article. However, there's another really cool feature for a copy requests, which is proven senders, and so. 80 Rick Newell 00:41:37.500 --> 00:41:57.580 Assuming that you have automations configured, if the patront submits a copy request that matches an automation request that sends a request to lenders or if borrowing library staff automatically manually submit a copy of requests I should say, when a library that you've designated is approved and send a response. 81 Rick Newell 00:41:57.860 --> 00:42:18.340 Yes, assuming they use article exchange, which mostly let me libraries do, to pass it automatically updates the status of the request momentarily to in transit, IFM interlibrary alone fee manage was is involved. In other words, if the lending library is charging you a fee for this article, that's a possi. 82 Rick Newell 00:42:18.620 --> 00:42:38.620 Automatically debit the charge from you as a borrowing library and credit the the charge to the to the lending library and this is all on OCLC invoices at the end of the month, and then to pass a marks the request as received and updates the status to closed. And more importantly, if you have designated that library as approved and. 83 Rick Newell 00:42:39.100 --> 00:42:40.660 In other words, a library that. 84 Rick Newell 00:42:42.100 --> 00:43:01.540 You trust to send, the right article, good quality scan, all the pages and so on, then the article exchange link is immediately available to the patrient in my account and their Patron automatically receives a notification. So what it means is that no staff intervention is needed. So. 85 Rick Newell 00:43:03.220 --> 00:43:22.660 The patrient can receive their, their article much more quickly with less work for staff. So let's say, for example, that you are in the Eastern time zone in the United States and your Patron request an article at six PM on Friday after your ILL staff has already left for the weekend. 86 Rick Newell 00:43:24.260 --> 00:43:36.980 And that is filled by a lending library, and the Pacific time zone in the US, and their, their staff is still working. Patron receives their request maybe in an hour or so rather than having to wait until. 87 Rick Newell 00:43:38.660 --> 00:43:58.620 Monday when when your staff is back in the office again. And you can choose one of these three options for proven centers. You can designate all lenders as proven centers or only lenders in a custom holdings group libraries that you have previous experience with or you can also exclude certain lenders in a custom holdings group if you have had bad. 88 Rick Newell 00:43:58.900 --> 00:44:08.860 Experiences with certain lenders and you don't, you don't trust them to, provide a good quality scan et cetera, you can exclude lenders that are in a custom holdings group. 89 Rick Newell 00:44:16.500 --> 00:44:35.460 Document delivery is a feature that is available into PASA and the way it works is that their year patrons and your supplying materials from your collection, which could mean physical items that you own or electronic resources that you have licensed or or that are open access. 90 Rick Newell 00:44:36.460 --> 00:44:56.340 So in a lot of cases, theoretically at least, the Patrick could find these open access articles on their own or they could find an article by, by searching a database that you subscribe to or an ebook that you, you have access to. But since library staff are usually better at searching, the pat. 91 Rick Newell 00:44:57.420 --> 00:45:09.220 Sometimes patrons submit what they think is an ILL request, but it turns out that it doesn't need to go to a lending library because you actually have that, that resource within your own library's collection. 92 Rick Newell 00:45:11.140 --> 00:45:13.900 So the Patron can fill out a blank work form or they can. 93 Rick Newell 00:45:16.300 --> 00:45:19.660 They can do a search and submit the request, and then. 94 Rick Newell 00:45:21.420 --> 00:45:41.780 It goes into your document delivery key if Tapassan can determine that you own the item, either from your world can't holdings or from the WorldCat knowledge base, and then the advantage of document delivery is that this gives you an easy way to supply the, let's say it's an electronic item, an easy way to supply the link to the patroom. 95 Rick Newell 00:45:41.940 --> 00:46:02.220 Whether it's open access or something that you've licensed or something that you, you own. And because with document delivery, you're acting in a sense as both the borrowing library and the lending library because your supplying materials from your own collection, you can take advantage of advanced lending workflows if they make sense for your library. So. 96 Rick Newell 00:46:02.340 --> 00:46:18.380 So you could, take advantage of the retrieving scanning and packaging workflows. Let's say if you're going to be shipping the item to a Patron that's a distanced education student or a patron that that doesn't live near a library branch. 97 Rick Newell 00:46:20.060 --> 00:46:39.540 The OPAC integration is also available here, so, Deposa will let's say it's a print item to Pasa will look up the item in your catalog, and the determine that you own the item, put it in your document delivery queue and also supply the call number so that you can retrieve the. 98 Rick Newell 00:46:40.140 --> 00:46:41.100 Item from the stacks. 99 Rick Newell 00:46:42.780 --> 00:46:50.540 There are a couple of other Tipasa features that I haven't mentioned yet. One of them is tags and another is staff notes. 100 Rick Newell 00:46:52.580 --> 00:46:56.740 Staff notes and tags are very similar, but they're a way of. 101 Rick Newell 00:46:59.300 --> 00:47:18.940 Maybe designating special processing for certain, certain requests and tags and staff notes are both searchable. They're only visible to staff at year library. They're not visible to patrons or to staff at the other library, but for example, you might tag a request as rush or if a certain staff member in your library needs to look at the. 102 Rick Newell 00:47:19.140 --> 00:47:30.380 Request, you can tag it with their name or their initials, for example, so this could be very useful. Also automations are something that we highly encourage you to use. 103 Rick Newell 00:47:32.340 --> 00:47:52.380 Automation can save you a lot of time. They can also enable you to process request a more consistently. Automations are available for both borrowing and lending. So for borrowing automations, you can automatically apply the tags that I just mentioned. You can also automatically. 104 Rick Newell 00:47:52.500 --> 00:48:01.980 Apply constant data. So you might have different constant data for copy requests and loan requests, for example, we also strongly encourage you to. 105 Rick Newell 00:48:03.420 --> 00:48:23.420 Use automations to at least build a lender string. So based on criteria that you have specified using your custom holdings groups and pass to pause it can automatically build a lender string and this is much more efficient than building a lender string manually because automation can take advantage of some. 106 Rick Newell 00:48:24.420 --> 00:48:32.660 Data that is difficult or in some cases impossible to to access when you build a lender string manually. 107 Rick Newell 00:48:35.620 --> 00:48:49.260 So you can once the lender string is built, you can have to process send that request to your review queue, your new for review queue. If you're not quite ready to, to send it automatically to lending libraries, you can. 108 Rick Newell 00:48:50.900 --> 00:49:11.020 Use automations to enable to pause it to send requests for items that you own to your document delivery queue. That's an item that you hold or to a purchase queue, again, depending on criteria that you specify such as maybe publication date material type and so on. If your library uses WorldShare. 109 Rick Newell 00:49:11.460 --> 00:49:13.100 Acquisitions, you can also. 110 Rick Newell 00:49:15.300 --> 00:49:26.540 Configure Tipasa to send the request to WMS acquisitions, again meeting criteria that you specify such as material type, publication date etc. 111 Rick Newell 00:49:29.060 --> 00:49:48.740 You can configure automations to have Tipasa automatically send the request to potential lenders and we encourage you to think about doing this. So in addition to the criteria that I already mentioned, such as publication date and material format, you can also match. 112 Rick Newell 00:49:51.060 --> 00:50:09.260 Automations to requests based on the language of the item, the need before a date that the Patron has specified. A patron department, a note that a patron has written, so for example, you might want to see the request if the patron is written any kind of note or if they have used certain words in. 113 Rick Newell 00:50:09.540 --> 00:50:17.660 Note, you can also match based on patront status or Patron types such as undergraduate, graduate, faculty, etc. 114 Rick Newell 00:50:18.980 --> 00:50:24.180 The maximum cost if that's applicable to your library and the request type loan or copy. 115 Rick Newell 00:50:26.420 --> 00:50:39.060 Automations are also available when you're the lending library. At this point, automations can do two things. They can add tags and they can apply constant data. And this is very useful if you have. 116 Rick Newell 00:50:40.940 --> 00:50:56.100 Complicated policies. So for example, if you don't charge libraries in your state, but you charge libraries outside your state or you don't charge libraries that are in your consortium, but you charge a different fee to libraries that are outside your consortium. 117 Rick Newell 00:50:58.900 --> 00:51:07.020 You know, that can all be used to apply the the appropriate constant data and it's a way of applying constant data more consistently and systematically. 118 Rick Newell 00:51:08.620 --> 00:51:12.940 And the criteria that you can use for lending automations are branch holding location, so. 119 Rick Newell 00:51:15.060 --> 00:51:17.940 If it's held in a branch, you can. 120 Rick Newell 00:51:19.860 --> 00:51:39.620 Apply constant data or add tags and you might need to process the request differently. You can also based on shelling location within a branch, you can also base it on custom holdings group or profile group membership with the requesting library. And that's how you would apply different constant data for different environment libraries. 121 Rick Newell 00:51:40.380 --> 00:51:45.020 You can also match based on request type loan or copy and material format. 122 Rick Newell 00:51:47.940 --> 00:51:53.700 We also have a separate self paced training on automation, so I encourage you to, to take advantage of that. 123 Rick Newell 00:51:59.060 --> 00:52:16.940 So let's just briefly review the request workflow. So assuming all available options are enabled, the Patron submits a request on a patron workform, so again they they usually search a database or a discovery layer and click on an ILL button and then that is. 124 Rick Newell 00:52:18.820 --> 00:52:22.340 That populates the request work form with the buildographic information. 125 Rick Newell 00:52:25.780 --> 00:52:36.620 It doesn't match an automation that automatically sends the request to lenders, it will go into your new for review queue, and then every staff you will edit the request as needed and then send the request. 126 Rick Newell 00:52:37.940 --> 00:52:58.340 When the lending library fills the request and those those two last steps I just mentioned will be bypassed if you have an automation that automatically sends a request to lenders. When the lending library fills that request, that proven senders workflow that I mentioned will apply if it's a copy request and if it's a library that you've designated as a prove. 127 Rick Newell 00:52:59.700 --> 00:53:14.780 If that that's not applicable, then when you as a barring library staff receive the request, the page will automatically receive appropriate notifications, and if it's a copy request, the article or link will be in my account. 128 Rick Newell 00:53:21.860 --> 00:53:27.260 So what questions do you have about the typical workflows and how to pass the features can help with those. 129 Rick Newell 00:53:37.700 --> 00:53:56.860 Remember you can send any questions you may have in chat. I'm not seeing any questions. What I want to do next is go through in a little more detail a request life cycle. So first we'll look at this from the perspective of the borrowing library, first for a loan request and then for copy request. 130 Rick Newell 00:53:57.860 --> 00:54:01.100 And then we'll look at it from the perspective of the lending library. 131 Rick Newell 00:54:03.180 --> 00:54:15.420 So, as I mentioned, the patron completes a request form for a book, in this example, it's a loan request. And remember that you can customize the, the request work form. So. 132 Rick Newell 00:54:17.820 --> 00:54:18.780 Feels that you would probably want to. 133 Rick Newell 00:54:25.540 --> 00:54:42.660 Trying to read read the chat and talk at the same time, so if you want to, customize this form, you can. So you would probably want to keep fields that are the defaults such as title publisher, date, and so on. But noticing in this example, rather than library card number. 134 Rick Newell 00:54:44.060 --> 00:55:03.140 We have customized this label to be bronco ID, something that's more meaningful for, for that particular library. You can also customize a dropdown list of pickup locations if that's applicable to your library, if there's more than one pickup location. 135 Rick Newell 00:55:03.900 --> 00:55:24.100 And you can decide again which fields display, which, which fields are required, the fields that are required to have an asterisk next to them, and you can also decide which fields of patrient can edit. So, going back to the question in channel, if you have a proven sender and there's a problem with the scan, does the request. 136 Rick Newell 00:55:24.420 --> 00:55:25.220 Need to be resent? 137 Rick Newell 00:55:28.580 --> 00:55:35.180 You you could, but what I would probably do instead is I would probably use the email function and. 138 Rick Newell 00:55:36.540 --> 00:55:44.300 And there are borrowing library to lending library notifications that you can send. So, you can configure a template. 139 Rick Newell 00:55:46.260 --> 00:55:56.300 So that it automatically copies information such as the, the request number, the bibliographic information and so on, and send that email to the. 140 Rick Newell 00:55:58.300 --> 00:56:03.020 To the lending library and say, hey, you know, page twenty five and twenty six are missing from the scan. 141 Rick Newell 00:56:05.220 --> 00:56:23.220 So that, you, you could resend the request, but I think most libraries were probably prefer not to, to resend the request, but they're probably several ways of handling that. But, off the top of my head I think probably that email function Within Tipasa would be the better way to handle that. 142 Rick Newell 00:56:26.180 --> 00:56:45.300 If you do decide to resend the request, there is a new button in Tipasa. If you want to send it to the same lender or different lender, you can use a new button so that you don't have to re enter all of the rekey all the information in the request. You can just choose a different. 143 Rick Newell 00:56:50.020 --> 00:56:54.780 So I hope that helps with that question. And if not, feel free to send a follow up in chat. 144 Rick Newell 00:57:02.820 --> 00:57:21.860 The patroon completes a request form for a bug and if you have not configured an automation to automatically send the request to lending libraries, you will encounter the request in your new for review queue. So you open that queue and that displays a list of requests in that queue, and then you click the. 145 Rick Newell 00:57:22.060 --> 00:57:25.580 Title or the request ID to open the request that you want to work with. 146 Rick Newell 00:57:27.900 --> 00:57:47.580 And if automation has built a smart lender string and applied constant data, notice that when you view the request, the lender string is already completed, and, constant data has applied information such as your shipping address and if you scroll down to the bottom of the request and look. 147 Rick Newell 00:57:47.620 --> 00:58:07.700 Look at the request history, specifically the automation history, you can see that in this example, this matched a profile or an automation called loan, several libraries deflected it automatically due to request type, one deflected it due to format type, produced option off means that you have not chosen to. 148 Rick Newell 00:58:08.220 --> 00:58:26.660 Send the request automatically to lending libraries, but you have automatically built a lender string, and again this is much easier and much more efficient than building a lender string manually. If however the request is a little more complicated and you have some reason to believe that the. 149 Rick Newell 00:58:27.980 --> 00:58:48.300 OCLC WorldCat record that the request is linked to is not necessarily the best record, you can search WorldCat by clicking the magnifying glass next to the tile offer publisher, and you can build a lender string manually. You can also apply constant data if it's not already been applied by auto. 150 Rick Newell 00:58:48.460 --> 00:58:48.660 Automation. 151 Rick Newell 00:58:50.660 --> 00:58:55.500 And the constant data would supply information such as your shipping address and so on. 152 Rick Newell 00:58:57.900 --> 00:59:17.180 If you do decide to search WorldCat, you can click the title for more information to see more complete bill of graphic information. You can apply custom holdings by selecting your custom holdings path or you can select holdings manually by displaying holdings from your state or your region, which is. 153 Rick Newell 00:59:17.300 --> 00:59:20.740 Your state and adjacent states or you can display all holdings. 154 Rick Newell 00:59:22.420 --> 00:59:25.100 And then you update the request to apply that lender string. 155 Rick Newell 00:59:27.460 --> 00:59:30.980 Make any further edits that are necessary and then send the request. 156 Rick Newell 00:59:34.940 --> 00:59:52.460 So, a couple days we'll go by or maybe several days and the book will arrive in the mail, and most lending libraries will include a bookstrap or a sticker or the full request with the item and one of the things on that, that printout will be. 157 Rick Newell 00:59:53.100 --> 01:00:13.100 The request ID number in the form of a barcode. If you have a barcode reader, you can simply scan the request barcode to mark it as received. So even though the lending library probably included a bookstrapper sticker, you may want to print your own, which is more specific to your library and has information or could. 158 Rick Newell 01:00:13.580 --> 01:00:23.460 And have the information for your patron about how to return the due date etc. And you can check that option for print bookstrap stickers and then mark as received. 159 Rick Newell 01:00:26.660 --> 01:00:42.180 Once you mark it as received, the, request status is updated in my account and notice that in this example, the due date displays and the Patron can renew the item if you've enabled that option, and the patron receives a notification. 160 Rick Newell 01:00:43.700 --> 01:01:04.060 Yeah an email notification, a text notification or both, and remember that you can customize these notifications. So, by default, things like the request number and title, author and publisher, are included, but you can again customize those. And then you can customize it with additional information such as. 161 Rick Newell 01:01:05.620 --> 01:01:10.860 On the contact information for your library or about instructions for returning the item and so on. 162 Rick Newell 01:01:14.100 --> 01:01:32.780 For a copy request, again, the patron usually begins by doing a search in a database, and when they click the ILL button, the request work form, notice it's a journal article, a request work form rather than a book request work form in this case. So that request work form will be populated with bill of graphic. 163 Rick Newell 01:01:35.660 --> 01:01:54.620 And remember the copy request can be automatic if the request matches an automation that you've configured and the request is filled by a library that you designated as a proven sender and that lending library uses article exchange, which almost all lending libraries do, then the patron is notified as soon as the le. 164 Rick Newell 01:01:54.940 --> 01:02:02.460 Library says yes, and they can access the article in my account all without any intervention by the borrowing library staff. 165 Rick Newell 01:02:04.500 --> 01:02:23.820 So this is what it would look like, let's say it's a journal article that the lingle lingual I bring his scan. When the patron logs into their My account, they can see the build of graphic information and all they have to do is click that available to view link and then they can view the article. And of course they can download it or print it or whatever they want to do with it. 166 Rick Newell 01:02:27.300 --> 01:02:38.860 Document delivery request, and this example that patron has completed a request form for a book, probably thinking that this is something that's not available in your library, but if you determine that, that it is. 167 Rick Newell 01:02:41.500 --> 01:02:59.820 Or if Tipasa determines that it is based on your WorldCat holdings, then it will be in your document delivery queue rather than your new for review queue. And by the way, you can move request from document delivery to new for review or from new for review to document delivery. 168 Rick Newell 01:03:01.660 --> 01:03:04.140 Based on whether the item is available or not. 169 Rick Newell 01:03:08.180 --> 01:03:21.820 You can also, with document delivery, take advantage of advanced lending queues. If you choose to. So you can mark this as retrieving and you can mark it as packaging if you're going to be shipping this item to the patron. 170 Rick Newell 01:03:25.900 --> 01:03:35.340 And then you mark it as complete, you can view the patron information if you need to view their, their address information, for example, to ship the item to them. 171 Rick Newell 01:03:37.700 --> 01:03:52.700 And then the status is updated in my account. And again, you might also configure a notification to notify the patron that your shipping the item to them or if you want them to come to the library and pick it up and you could configure the notification to say that. 172 Rick Newell 01:03:55.900 --> 01:04:04.340 So we looked at the life cycle from the perspective of the barring library, now that's let's look at it from the perspective of the lending library. So. 173 Rick Newell 01:04:06.180 --> 01:04:26.300 Assuming that you have configured certain groups of libraries as priority borrowers, if you receive a request from a library that you saw designated, the request will be in your lending priorities queue as well as your regular canny supply queue. And notice that you can work with copies and lo. 174 Rick Newell 01:04:26.580 --> 01:04:27.580 Separately if you choose to. 175 Rick Newell 01:04:30.820 --> 01:04:42.820 For a loan request, if you have OPAC integration configured and again this is available for most integrated library systems, the automatic catalog lookup will show the availability. 176 Rick Newell 01:04:45.660 --> 01:05:03.980 And it will also tell you the branch, the shelling location within a branch and then the call number. And the reason that is useful is that, that is also in the local ID field, which prints on bookstrapper bookstraps or stickers or full requests, so you might want to do at this point is. 177 Rick Newell 01:05:04.900 --> 01:05:12.340 Add this to the bookstrap sticker print queue, and then move this to the retrieving queue by clicking mark as retrieving. 178 Rick Newell 01:05:15.700 --> 01:05:33.700 If you don't have OPAC integration configured or you have one of the few ilss for which is not available, you could do a similar process but it's a few more clicks. So what you could do is you could configure this search my libraries online catalog link so that the person knows how to search your catalog. 179 Rick Newell 01:05:34.300 --> 01:05:54.660 And then, if you click that link, what's it's configured, your local catalog will open in a separate browser tab or window, and then your local catalog you can verify the availability and manually copy and paste the call number into the local ID field and then add that to the. 180 Rick Newell 01:05:54.660 --> 01:05:58.220 The bookstrap sticker print queue, and then mark as retrieving. 181 Rick Newell 01:06:00.580 --> 01:06:19.500 If you have an assistant, a student worker or I'm gonna be a volunteer, a part time staff that is going to be doing the actual retrieving, one way that they could proceed is they could open the print queue for lending, in other words, those book straps or stickers that you've already sent to the, the print queue. 182 Rick Newell 01:06:20.340 --> 01:06:23.460 Select the request they want to print and then click the print button. 183 Rick Newell 01:06:26.660 --> 01:06:43.820 They then use those bookstraps or stickers or full requests to get the books from the shelf. Notice that the the bookstrap in this example has a local ID field which has the branch location and call number, and it also has information such as the author and title. 184 Rick Newell 01:06:45.860 --> 01:07:05.380 And then once they have retrieved the items from the stacks, they can open that retrieving queue under lending priorities, and then they might want to update the status to packaging if another person is going to be doing that step. So one way that they could do this is they could scan the request barcodes on those. 185 Rick Newell 01:07:05.740 --> 01:07:19.300 Bookstraps to, to specify the requests that they want to update to packaging. If another person is going to be doing the packaging step, again, they could scan that request barcode to open the request. 186 Rick Newell 01:07:21.140 --> 01:07:31.540 And then they can print shipping labels by checking that box. They can also print bookstraps if they have not previously been printed, and then they can respond yes. 187 Rick Newell 01:07:33.380 --> 01:07:38.780 They will then go to the shipping labels print queue and print the shipping labels and put the items in the mail. 188 Rick Newell 01:07:43.540 --> 01:07:59.460 For a copy request, again, this example is showing the the lending priorities queues the same process would apply for irregular cany supply queue if it's not a library that you've designated as a priority borrower. You open that queue. 189 Rick Newell 01:08:01.500 --> 01:08:07.660 And after you have scanned the article, you open the request and click OCLC article exchange. 190 Rick Newell 01:08:11.820 --> 01:08:14.900 You find wherever you have saved that, that scan on your computer. 191 Rick Newell 01:08:16.819 --> 01:08:18.819 And then you click drop file. 192 Rick Newell 01:08:23.900 --> 01:08:43.180 At that point to pause a generates a URL and a password which is the linear library you don't really care about, but the Patron is the borrowing library can use that information to access our article. So at this point you click yeah and at that point, you're done. Because it's a copy request is nothing to be returned to you. So. 193 Rick Newell 01:08:43.620 --> 01:08:47.660 As a lending library, you're finished when you, when you click yes and. 194 Rick Newell 01:08:50.100 --> 01:08:54.220 My completes the the process for that request. So what questions do you have about. 195 Rick Newell 01:08:57.100 --> 01:09:01.620 The life cycle of request from the borrowing library or the lending library perspective. 196 Rick Newell 01:09:13.500 --> 01:09:15.420 You know, I just want to point out a couple of things. 197 Rick Newell 01:09:17.819 --> 01:09:23.259 If you have been using Tipasa for a while, you may have noticed that the modernized staff interface. 198 Rick Newell 01:09:24.740 --> 01:09:44.740 Looks a little bit different as of June sixteenth. It's a little bit easier to read, things are in a, in a bigger font, for example, and so that that became available June sixteenth and their are continuing enhancements to the the modernized staff interface. I also want to point out. 199 Rick Newell 01:09:45.299 --> 01:10:03.420 Documentation and training, and of course you can go directly to this URL, help dot OCLC dot org. You can also access the help from the need help menu into process, so I'll I'll show you both methods. So I'm going to go over to my web browser. 200 Rick Newell 01:10:07.220 --> 01:10:11.660 And I'm already logged in and so I can go to this need help menu. 201 Rick Newell 01:10:13.300 --> 01:10:15.740 And then choose General Help. 202 Rick Newell 01:10:18.460 --> 01:10:20.780 And I'll navigate to resource sharing. 203 Rick Newell 01:10:24.140 --> 01:10:25.260 And then to Pasa. 204 Rick Newell 01:10:31.140 --> 01:10:44.620 And then you would choose whatever category of information you're interested in. So, for example, if you, want to know how to process request as a borrowing library choose that option. 205 Rick Newell 01:10:46.740 --> 01:11:06.220 And there's very detailed information here. I'm gonna use a breadcrumbs to the top to go back. One of the thing I want to point out that is not obvious is that some of these categories have this ellipsis, these three dots at the bottom of the category. It's easy to. 206 Rick Newell 01:11:06.340 --> 01:11:11.620 Miss that, but if you click that, it will show you the rest of the items in that category. 207 Rick Newell 01:11:17.940 --> 01:11:26.420 Also want to point out, in addition to the information about pager management with my account and so on, excuse me. 208 Rick Newell 01:11:28.220 --> 01:11:34.500 There is this reference section. So if you want to know what the categories and queues are, for example. 209 Rick Newell 01:11:36.540 --> 01:11:47.260 This has very detailed information about the borrowing request queues and what what actions you could take on requests that are in that are in each queue. 210 Rick Newell 01:11:53.100 --> 01:12:00.620 Another, topic that I want to point out is notes. There are various kinds of notes into PASA and. 211 Rick Newell 01:12:02.140 --> 01:12:22.380 So for example, there are borrowing notes billing notes, patrient notes, and the nice thing about this table is it tells you what what that note is, how many characters can be in that field, whether this comes from the borrowing library or the patron or the lending library, it tells you who it's visible to, and in what, what. 212 Rick Newell 01:12:22.540 --> 01:12:27.340 What queues this is or what statuses this can be edited. So for example. 213 Rick Newell 01:12:29.540 --> 01:12:45.540 You'll notice the staff notes are only visible to the the the library that that created them. They're not visible to the other library or to, to Patrons. So this helps explain what the different kinds of note fields are. 214 Rick Newell 01:12:51.940 --> 01:13:12.340 And I also want to point out training. So you probably all are somewhat familiar with the training category because you went there to register for the session today, but it's way down at the bottom. I want to point out a couple of things. So, you can register for. 215 Rick Newell 01:13:13.220 --> 01:13:27.620 So you can also be recorded sessions, so after the session today, this view recorded session link will link to the recording of today's session. Right now it links to the last time week. We did this live. There are also, some additional. 216 Rick Newell 01:13:30.380 --> 01:13:38.900 Self paced training available. So there is a self paced training available on borrowing workflows. There are also. 217 Rick Newell 01:13:40.700 --> 01:13:53.540 And videos on printing bookstraps and return labels or what to do with expired overdue or on filled requests, so you may find those very useful. Let's go to copyright management. 218 Rick Newell 01:14:01.980 --> 01:14:04.180 Actually that's, that's not where I wanted to go I wanted to go. 219 Rick Newell 01:14:06.460 --> 01:14:06.740 Back here. 220 Rick Newell 01:14:08.860 --> 01:14:12.460 And I'm going to go to find upcoming training. 221 Rick Newell 01:14:17.820 --> 01:14:22.380 I'm sorry I clicked on the wrong thing. Let's go to resource sharing to Pasa. 222 Rick Newell 01:14:26.020 --> 01:14:27.340 And then I'll scroll down to. 223 Rick Newell 01:14:28.900 --> 01:14:29.060 Training. 224 Rick Newell 01:14:40.820 --> 01:14:42.220 And we've recently changed this. 225 Rick Newell 01:14:45.940 --> 01:15:04.060 So let's go to lending. What what I wanted to point out here is that you can view a recorded session if you decide not to register for a live session, also a transcript of the recordings are available. The presentation slides are available and also there's a learner guide. With this particular course, you can also access. 226 Rick Newell 01:15:04.420 --> 01:15:09.540 A simulation and a quiz. So I encourage you to take advantage of all of those. 227 Rick Newell 01:15:11.980 --> 01:15:13.060 So I also. 228 Rick Newell 01:15:16.620 --> 01:15:29.420 To point out on the same need help menu, there's a link to the community center. The community center is a great place to have discussions with deposit users and other institutions, maybe a library that has the same. 229 Rick Newell 01:15:30.660 --> 01:15:42.220 Local catalog that you do, for example, it's a good place to find out about upcoming news and events like a product insight session, which is presented by my colleagues and product management. It's also a place to. 230 Rick Newell 01:15:43.500 --> 01:15:52.460 Contribute enhancement requests or to search previously submitted enhancement request and add your volter, your comments. So I encourage you to take advantage of the community center. 231 Rick Newell 01:15:54.740 --> 01:15:56.340 And at this point I am going to. 232 Rick Newell 01:15:59.620 --> 01:16:00.300 Give you a link to. 233 Rick Newell 01:16:02.340 --> 01:16:21.980 A quiz or a knowledge check and we're not going to take time to do this as part of the session because we're just about out of time, but what I would encourage you to do is to click that link that's in chat, and that will take you to a knowledge check, which will help you review what you have learned about today. 234 Rick Newell 01:16:23.140 --> 01:16:27.620 Will take about three minutes, so i encourage you to do that as you're exiting from today's session. 235 Rick Newell 01:16:30.580 --> 01:16:35.100 And if the chat panel's not displaying, you can click that chat button at the, at the bottom right of the screen. 236 Rick Newell 01:16:39.980 --> 01:16:43.780 So before we conclude today's session, what other questions would you like to ask. 237 Rick Newell 01:16:52.700 --> 01:17:11.100 Remember we did have three additional live training sessions this month, next Tuesday on lending workflows, a week after that copyright management for United States libraries. And a week after that, a session on document delivery. When you exit from the session today, you'll be directed automatically to an. 238 Rick Newell 01:17:11.140 --> 01:17:31.580 Evaluation form. We would appreciate any feedback you might have on this session will help us improve our feature training sessions. When you get to that pharma, it's going to ask you for the instructor name, so that's my name Rick Nool, and of course the class name is an introduction to Tipasa. So I hope to see what the upcoming training sessions Until then, thank you for coming. 239 Rick Newell 01:17:32.300 --> 01:17:33.540 And have a great rest of your day.