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Manage manual interlibrary loan (ILL) workflows

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Find information on the manual ILL borrowing and lending workflows available in Circulation.

It is possible to manage interlibrary loans (ILLs) manually outside of established ILL systems such as Tipasa or WorldShare ILL. By managing ILLs manually, it is possible to share items with institutions using differing ILL products or those that lack a standard ILL workflow.

By tagging a hold as a manual ILL request, it is possible to track external request IDs and institution details while the system handles the hold and loan as a standard ILL request.

 Note: WMS Circulation's Manual ILL feature is intended for customers who use external systems, such as ZFL. WorldShare ILL and Tipasa users should continue using the Off-System Requesting functionality.

Manual ILL workflow configuration

Manual ILL workflows can be enabled in the OCLC Service Configuration by navigating to Integrations > ILL Settings > Manual.

Once enabled, you can also configure a default temporary holding and shelving location for temporary items that are automatically created as part of manual ILL workflows. Additionally, you can choose to automatically withdraw temporary items upon check-in.

To create and manage manual ILL requests, staff must have the MANAGE_MANUAL_ILL permission. This permission is available to all Circulation roles except the role Student Worker Restricted. For more information, see Circulation roles. 

Manual workflows 

The following manual ILL workflows and features are available:

Lender workflows

It is possible to create manual ILL lending requests directly from the Circulation Staff UI when you are supplying items to another library outside of an automated ILL system. Manual ILL lending requests can be created directly from the Circulation Staff UI from the following screens:

  • Bibliographic record screen
  • Item screen
  • Patrons holds screen

 Note: Your account must have the new MANAGE_MANUAL_ILL permission to create or edit these requests. For WMS Groups, users will only be able to create a request for patrons at their own institution for items that belong to their own institution.

Lending requests from the Bibliographic record screen

To create a manual ILL lending request from the Bibliographic record screen:

  1. Navigate to Circulation
  2. In the left panel, click Discover Items.
  3. Search for a bibliographic record.
  4. Click the title of a bibliographic record
  5. Click the Holds tab.
  6. Click the arrow next to Place hold and select Place manual ILL lending request. 
  7. The Place manual ILL lending request window opens. Complete the following request fields:

(* indicates a required field):

Field Description
Title Automatically populated.
Patron * Type or scan the barcode of the patron or search for a patron. For external ILL requests, a dedicated user account for tracking off-system requests should be used).

The following search options are available. Click the drop-down menu on the left of the field to make a selection:
  • Name, ID, Email
  • Name
  • Identifier
  • Barcode
  • User ID at Source
  • Email Address
  • Phone Number
  • Street Address
  • Postal Code
External Request ID * Enter the external ID for the request or use the pre-populated ID that the field defaults to. 

 Note: IDs have a max length of 100 characters and cannot be blank or contain spaces. IDs must be unique against other External request IDs and Barcodes.
Requesting Institution

Enter the ISIL for the requesting institution (default) or search for an institution.

The following search options are available. Click the drop-down menu on the left of the field to make a selection:

  • ISIL
  • Symbol
  • Registry ID
Fulfill from Select the location from which to fulfill the hold. 
Pickup institution Automatically populated with the Institution placing the request. Cannot be edited. 
Pickup branch * Defaults to the patron's home branch. Staff can also select a branch from the drop-down menu.
Pickup location * Lists available service locations from the selected branch. Select a location from the drop-down menu.
Hold * Click the calendar icon to select a start and end date for the hold request.
Notes Click the Public or Staff tab to create notes for the request. Notes made in the Staff tab are not visible to patrons. 
  1.  Click Place request. 
  2. Once the request has been successfully placed, the item will appear in the Pull list for retrieval. 


Lending requests from the Item screen

To create a manual ILL lending request from the Item screen:

  1. In the left panel, click Discover Items.
  2. To search by barcode, scan the barcode or type the barcode into the Enter barcode box. If you type the number, click Go or press <Enter>.
  3. To search for items, type your search term(s) in the text box. See Search for items for more information on limiting searches and choosing an index to search.
  4. Click Search or press <Enter>.
  5. Click on the title of the desired item. The Copies screen opens.
  6. Click the pencil icon in the Action column of the desired item. The Item details screen opens. 
  7. Click Place Manual ILL Request at the top right of the screen and complete the following request fields on the Place manual ILL lending request screen: 

    (* indicates a required field):
Field Description
Hold level Only displays for holds placed from the Assist patrons screen. Holds placed from the bibliographic or item record are automatically assumed to be bib-level or item-level holds. 
Title Automatically populated.
Item Automatically populated. Only displays if the request is for an item-level hold. 
Patron * Type or scan the barcode of the patron or search for a patron. For external ILL requests, a dedicated user account for tracking off-system requests should be used.

The following search options are available. Click the drop-down menu on the left of the field to make a selection:
  • Name, ID, Email
  • Name
  • Identifier
  • Barcode
  • User ID at Source
  • Email Address
  • Phone Number
  • Street Address
  • Postal Code
External Request ID * Enter the external ID for the request or use the pre-populated ID that the field defaults to. 

 Note: IDs have a max length of 100 characters and cannot be blank or contain spaces. IDs must be unique against other External request IDs and Barcodes.
Requesting Institution

Enter the ISIL for the requesting institution (default) or search for an institution.

The following search options are available. Click the drop-down menu on the left of the field to make a selection:

  • ISIL
  • Symbol
  • Registry ID
Pickup institution Automatically populated with the Institution placing the request. Cannot be edited. 
Pickup branch * Defaults to the patron's home branch. Staff can also select a branch from the drop-down menu.
Pickup location * Lists available service locations from the selected branch. Sselect a location from the drop-down menu.
Hold * Click the calendar icon to select a start and end date for the hold request.
Recall Displays on items that are currently checked out. Check the box and set a recall date to recall the item from the current borrower to fulfill the external lending request. 
Prioritize Check the box to move the patron to the top of the queue, if necessary. Displays when creating a new hold (or when editing an existing external ILL hold if the hold has not been fulfilled yet). 

 Note: Users must have the MOVE_HOLD_REQUEST permission in order to use Prioritize. 
Notes Click the Public or Staff tab to create notes for the request. Notes made in the Staff tab are not visible to patrons. 
  1. Click Place request. 
  2. Once the request has been successfully placed, the item will appear in the Pull list for retrieval. 


Lending requests from the Patron holds screen

To create a manual ILL lending request from the Patron holds screen:

  1. Search for a patron
  2. Click the name of the patron that the request will be made under.  For external ILL requests, a dedicated user account for tracking off-system requests should be used).
  3. Click on the Holds tab.
  4. Click the arrow next to Place hold and select Place manual ILL lending request. 
  5. The Place manual ILL lending request window opens. Complete the following request fields:

(* indicates a required field):

Field Description
Title Automatically populated.
Patron * Type or scan the barcode of the patron or search for a patron. For external ILL requests, a dedicated user account for tracking off-system requests should be used.

The following search options are available. Click the drop-down menu on the left of the field to make a selection:
 
  • Name, ID, Email
  • Name
  • Identifier
  • Barcode
  • User ID at Source
  • Email Address
  • Phone Number
  • Street Address
  • Postal Code
External Request ID * Enter the external ID for the request or use the pre-populated ID that the field defaults to. 

 Note: IDs have a max length of 100 characters and cannot be blank or contain spaces. IDs must be unique against other External request IDs and Barcodes.
Requesting Institution

Enter the ISIL for the requesting institution (default) or search for an institution.

The following search options are available. Click the drop-down menu on the left of the field to make a selection:

  • ISIL
  • Symbol
  • Registry ID
Fulfill from Select the location from which to fulfill the hold. 
Pickup institution Automatically populated with the Institution placing the request. Cannot be edited. 
Pickup branch * Defaults to the patron's home branch. Staff can also select a branch from the drop-down menu.
Pickup location * Lists available service locations from the selected branch. Select a location from the drop-down menu.
Hold * Click the calendar icon to select a start and end date for the hold request.
Notes Click the Public or Staff tab to create notes for the request. Notes made in the Staff tab are not visible to patrons. 
  1. Click Place request. 
  2. Once the request has been successfully placed, the item will appear in the Pull list for retrieval. 

Manage manual ILL lending requests

View, edit, and delete manual ILL requests. The External Request ID is tracked throughout the system and displays in the Item Status widget, Patron holds list, and Pull list.

Manual ILL lending requests are identified as Manual across Circulation. Staff with the MANAGE_MANUAL_ILL permission can edit the External Request ID and Requesting Institution while the request is active. All other fields follow existing Circulation edit rules and permissions.

Borrower workflows

Manual ILL borrowing requests can be created when requesting items from another library outside of an automated ILL system. Use the Place manual ILL borrowing request option in the Circulation Staff UI to place these requests. Manual ILL borrowing requests can be created directly from the Circulation Staff UI from the following screens:

  • Bibliographic record screen
  • Patron holds screen

Manual ILL borrowing requests are managed like standard ILL holds and loans, and remain linked to the External Request ID throughout the request lifecycle. The External Request ID displays in the Item Status widget, Patron holds list and the Pull list. For more information on searching by External Request IDs, see Temporary item search below. 

Manual ILL borrowing requests automatically create a temporary item, generate an editable External Request ID, and allow you to record the Supplying Institution, using an ISIL, OCLC Symbol, Registry ID, or free text. Optionally, you can enter an ILL loan due date.

Borrowing requests from the Bibliographic record screen

To create a manual ILL borrowing request from the Bibliographic record screen:

  1. Navigate to Circulation
  2. In the left panel, click Discover Items.
  3. Search for a bibliographic record.
  4. Click the title of a bibliographic record
  5. Click the Holds tab.
  6. Click the arrow next to Place hold and select Place manual ILL borrowing request. 
  7. The Place manual ILL borrowing request window opens. Complete the following request fields:

(* indicates a required field):

Field Description
Title Automatically populated.
Patron * Type or scan the barcode of the patron or search for a patron. For external ILL requests, a dedicated user account for tracking off-system requests should be used.

The following search options are available. Click the drop-down menu on the left of the field to make a selection:
  • Name, ID, Email
  • Name
  • Identifier
  • Barcode
  • User ID at Source
  • Email Address
  • Phone Number
  • Street Address
  • Postal Code
External Request ID * Enter the external ID for the request or use the pre-populated ID that the field defaults to. 

 Note: IDs have a max length of 100 characters and cannot be blank or contain spaces. IDs must be unique from other External request IDs and Barcodes.
Supplying Institution

Enter the ISIL for the supplying institution (default) or search for an institution.

The following search options are available. Click the drop-down menu on the left of the field to make a selection:

  • ISIL
  • Symbol
  • Registry ID
  • Free text
Loan Due Date Enter a due date for the loan. Dates can be typed into the field in MM/DD/YYYY format or entered by clicking the calendar icon. 
Pickup institution Automatically populated with the Institution placing the request. Cannot be edited. 
Pickup branch * Defaults to the patron's home branch. Staff can also select a branch from the drop-down menu.
Pickup location  Lists available service locations from the selected branch. Select a location from the drop-down menu.
Hold * Click the calendar icon to select a start and end date for the hold request.
Suspend Enter a date range to suspend the hold, if desired. Dates can be typed into the field in MM/DD/YYYY format or entered by clicking the calendar icon. 
Notes Click the Public or Staff tab to create notes for the request. Notes made in the Staff tab are not visible to patrons. 
  1.  Click Place request. 

Borrowing requests from the Patrons holds screen

To create a manual ILL borrowing request from the Patron holds screen:

  1. Search for a patron
  2. Click the name of the patron that the request will be made under.  For external ILL requests, a dedicated user account for tracking off-system requests should be used).
  3. Click on the Holds tab.
  4. Click the arrow next to Place hold and select Place manual ILL borrowing request. 
  5. The Place manual ILL borrowing request window opens. Complete the following request fields:

(* indicates a required field):

Field Description
Title* Enter a title and click Find. The field defaults to title selection directly from WorldCat. To enter free text instead, click the magnifying glass icon and select Free text.
Patron  Automatically populated with the Patron the request is being made under. Cannot be edited. 
External Request ID * Enter the external ID for the request or use the pre-populated ID that the field defaults to. 

 Note: IDs have a max length of 100 characters and cannot be blank or contain spaces. IDs must be unique against other External request IDs and Barcodes.
Supplying Institution

Enter the ISIL for the supplying institution (default) or search for an institution.

The following search options are available. Click the drop-down menu on the left of the field to make a selection:

  • ISIL
  • Symbol
  • Registry ID
  • Free text
Loan Due Date Enter a due date for the loan. Dates can be typed into the field in MM/DD/YYYY format or entered by clicking the calendar icon. 
Pickup institution Automatically populated with the Institution placing the request. Cannot be edited. 
Pickup branch * Defaults to the patron's home branch. Staff can also select a branch from the drop-down menu.
Pickup location  Lists available service locations from the selected branch. Select a location from the drop-down menu.
Hold * Enter a date range for the hold. Dates can be typed into the field in MM/DD/YYYY format or entered by clicking the calendar icon. 
Suspend Enter a date range to suspend the hold, if desired. Dates can be typed into the field in MM/DD/YYYY format or entered by clicking the calendar icon. 
Notes Click the Public or Staff tab to create notes for the request. Notes made in the Staff tab are not visible to patrons. 
  1. Click Place request. 

Manage manual ILL borrowing requests

Manual ILL borrowing requests are identified as Manual across Circulation. Staff with the MANAGE_MANUAL_ILL permission can edit the External Request ID, Supplying Institution and loan due date while the request is active. All other fields follow existing Circulation edit rules and permissions.

Temporary item search

It is possible to search for temporary items related to external requests using the External Request search index under Discover Items.

To search for a temporary item related to an external request:

  1. Navigate to Circulation
  2. In the left panel, click Discover Items.
  3. Select Temporary Items from the Data Type drop-down menu.
  4. Select External Request from the Index drop-down menu.
  5. Enter the External Request ID in the Term(s) field. 
  6. Click Search.

 Note:  Temporary items related to manual ILL borrowing requests will be automatically withdrawn upon check in if a library has configured the automatic withdrawal of temporary items related to ILL requests. For more information, see ILL Settings. Temporary items created for manual ILL borrowing requests will also be withdrawn if the hold is deleted.

Patron notifications

External request IDs are also included on Next-Generation Notifications (NGNs) for relevant loan and overdue notices.