Automated Request Manager

 

Use this screen to configure Automations in Automated Request Manager (ARM) to automate ILL workflows.

As a feature of Smart fulfillment, use the Automated Request Manager (ARM) screen to configure automated ILL workflows. Automations are composed of match criteria you define along with actions you want the system to perform on matched requests.

To access this screen, sign in to OCLC Service Configuration, open the WorldShare ILL module from the left navigation, and then select Automated Request Manager.

The Automated Request Manager is divided into two tabs:

  1. Borrowing (Default)
  2. Lending

Automations are a combination of:

  • Matches: What the request should look like.
  • Actions: What the system should do with the request.
  • Exceptions (Borrowing only): When you do not want these actions to occur.
  • Priority: If a request matches multiple automations, which set of actions should be performed.

 Note: Previously configured Direct Request Profiles will appear in the Automated Request Manager as Automations.

Bibliographic matching

Bibliographic matching helps patrons get the item they asked for. When someone submits a new borrowing request through a supported path (listed below), Resource Sharing for Groups searches WorldCat using the citation on the request. It finds WorldCat records that count as good matches for that request. 

The system then picks one main, best matched, WorldCat record for the request. When several records qualify, it picks the one held by the most libraries worldwide. That main record does two jobs: 

  • It fills in bibliographic information on the request (title, OCLC number, and related data). 
  • If you use borrowing automations, it helps the system decide which automation applies. 

This matching runs for eligible new requests even if you do not use the Automated Request Manager. 

More than one WorldCat record can match

Sometimes WorldCat has more than one good record for the same item (for example, different editions of the same work or records for an e-serial vs. a print serial). The request still gets one main record applied, as described above. 

Some automations go further. If the matched automation builds a lender string or sends the request to lenders using a Custom Holdings Path, the Automated Request Manager also checks your preferred lenders against other good matching WorldCat records, not only the main record. That way, a lender is not skipped just because their holdings are on a different edition or different record in WorldCat. 

What borrowing staff usually see first on the request is bibliographic data from the main best matching record. Later, as the request moves through lenders in the lender string, that data may change to match the lender or edition held by each lender in the lender string. 

If no automation applies, or the automation only updates constant data or moves the request to review (it does not build a lender string or send to lenders), this main record is used to update the bibliographic fields on the request, and that is typically the end of matching. 

When bibliographic matching runs

Matching runs automatically when a request is submitted via: 

  • Resource Sharing for Groups request form 
  • OpenURL 
  • Data typed into a blank request form 
  • FirstSearch 

 Note: Matching does not run when staff create a request manually in the staff interface unless the request is sent to automation.

When there is no OCLC number on the request, the same rules use the format of the most widely held record from the search, not mainly the format on the form. 

Notes about matching

  • If the request has only an ISSN or ISBN, the title on the request must be close enough to the WorldCat title. 
  • The system uses ISSN, OCLC number, and ISBN when they appear on the request and looks in WorldCat for records with those identifiers that also pass title checking. 
  • When the request includes an OCLC number, format matching is based on the material format of that WorldCat record (not mainly the format on the request form). Only records whose format is the same or in the same format group as that record are kept—for example, book and e-text are in one group; DVD is not grouped with book. 

When there is no OCLC number on the request, the same rules use the format of the most widely held record from the search, not mainly the format on the form.  Some related formats are treated as equivalent during matching:  

  • Book, E-Text, Integrated Resource, Dissertation, Microform, and Thesis 
  • Serial, E-Serial, Newspaper, Serial - Bound, and Serial - Unbound. 

Print and electronic serial records can both be acceptable when they share an ISSN and pass title checking, because serial formats are in the same group. Other formats each have their own category (for example, DVD, VHS, and sound recording). A request for a DVD will not pull in book or VHS records for the same title. 

Limiting which WorldCat records can match 

Most of the time, bibliographic matching may include more than one acceptable WorldCat record when ISBN, ISSN, or OCLC number searches find equivalent editions or cataloging choices. That helps automation find lenders among your most preferred partners when any related record is acceptable. 

Other times you already know the exact WorldCat record you want to use to find lenders. You do not want matching to expand the list of acceptable records using other identifiers on the request. The same need comes up when a patron requires large print and a regular print copy is not acceptable. 

Edition preference and edition text on the request tell matching when to narrow results. Matching uses these values as originally submitted on the request, before it updates bibliographic fields. 

Setting edition preference on the request 

Edition preference and edition text must be on the request when it is submitted or when staff send it to automation. You can set them in the staff interface, on patron request forms, or both. 

  • Staff interface: When staff create or edit a borrowing request, use the Request details section.
    • Set Preferred edition to This edition when you need matching to use a specific WorldCat record and not broaden to other editions.
    • Use Edition for edition notes (for example, large print), together with the OCLC number and other bibliographic fields.
    • To apply a particular record, search Discover Items from the request (for example, using the magnifying glass next to the title or a standard number), open the record, and apply its bibliographic data to the request, or enter the OCLC number directly in Request details.
    • Confirm any edition-related fields and the OCLC number before you send the request to automation. 
  • Patron request forms: Patron interlibrary loan forms can optionally include the same information.
    • In Patron Request Workforms, your library can add the Edition field (patron section) and Edition (text) (bibliographic section).
      • Large-print detection matches phrases in edition text (for example, large print, large type), not yes/no answers.
      • Patrons only see fields your library adds to the form. If a field is not on the form, patrons cannot enter that information on that submission; staff can still set edition preference, edition text, and the OCLC number in the staff interface. 

This edition with an OCLC number 

Choose This edition when staff or the patron need that specific WorldCat record, not a different edition the system might otherwise find from ISBN or ISSN. 

When This edition is selected and the request includes an OCLC number, acceptable matches are limited to that OCLC number only. Bibliographic matching does not use ISBN or ISSN on the request to add other acceptable records. If that OCLC number cannot be matched, the request typically moves to Review for staff follow-up. 

Selecting This edition without an OCLC number on the request does not narrow matching by itself. 

Large print in edition text 

When edition text indicates large print (recognized English and non-English phrases, matched without regard to case), acceptable matches are limited to large-print print-book records in WorldCat. This works together with the usual identifier, title, and material format rules. 

This edition and large print can both apply. If This edition is selected with an OCLC number and edition text indicates large print, matching uses only that OCLC number and the record must also qualify as large print. If it does not, the request will move to Review. 

Other edition settings 

Any edition (or no preference selected) keeps the broader matching behavior described earlier, except when edition text triggers large print filtering. 

Most recent edition does not change which WorldCat records are acceptable during bibliographic matching. 

Request history includes an automation history with notes when these rules restricted matching or caused an ISBN or ISSN search to be skipped. Staff can review those notes when a request lands in Review. 

Persistence Setting and Automated Request Manager

We recommend that libraries do not use constant data persistence and toggle the Persistence Setting to Off in the OCLC Service Configuration > WorldShare ILL > Constant Data module.  Instead, apply constant data for both borrowing and lending via automation. 

For borrowing requests:

  • When the Persistence Setting is enabled in the OCLC Service Configuration > WorldShare ILL > Constant Data module, the DEFAULT constant data record overrides other Constant Data applications including through automation. If using automations to apply constant data on borrowing requests, turn off the Persistence Setting. See Constant Data.

For lending requests:

  • Constant data persistence will be blocked on lending requests where automation has taken an action to apply a constant data record.
  • When the Persistence Setting is enabled in the OCLC Service Configuration > WorldShare ILL > Constant Data module, and when an automation has taken an action to apply constant data on a request:
    • Persistence will be disabled on that lending request.
    • A warning message will appear in orange at the top of the screen alerting users that constant data persistence is turned on, but automation has already performed that activity, with a recommendation that constant data persistence be turned off in service configuration.
  • When the Persistence Setting is enabled in the OCLC Service Configuration > WorldShare ILL > Constant Data module, and an automation has not taken an action to apply constant data on a request, constant data persistence will operate as usual.

Borrowing

Automations allow you to determine how patron-generated requests are processed. OCLC recommends creating at least one borrowing automation for loans and one for copies. Keep the following in mind when you are configuring automations:

  • Automations are applied based on the Automation Priority setting. A patron-generated request is compared against all automations. Of all the automations that match the request, the automation with the highest priority, or lowest assigned Automation Priority number, will be applied to the request.
    • Each automation must have a unique numerical value for Automation Priority.
    • Assign the highest Priority (lowest number) to your most specific automations.
  • Each automation must have at least one Match, Action, or Exception (not one of each).  
    • If you do not select any match criteria, your automation will apply to all requests.  
    • If you select matches but not actions or exceptions, all requests matching that automation will be routed to review.  

Standard Actions for Borrowing

At the top of the screen is a list of the standard actions the system automatically performs on new borrowing requests.  All libraries will see the four actions on the left of the screen:

  • Bibliographic record matching
    • Requests that are not matched to a WorldCat record will not go through automation and will appear in the Review queue.
  • WorldCat holdings check
  • Knowledge base holdings check
  • Custom Holdings Group check

Additional actions are available in Tipasa:

Configure Main Automations for Borrowing

To add an automation:

  1. Select the Borrowing tab.
  2. Click + Add New.
  3. Enter a Name and assign a Priority.  See Main Automation fields for Borrowing fields for more information.
  4. Select any desired match criteria from the Matches drop-down menu.  See Automation Match criteria for Borrowing for more information.  
    • If you do not select a match criteria, the automation will apply to all requests.  
    • Click the Add a Match button Add a match button to configure additional match criteria.
  5. Select any desired actions from the Actions drop-down menu.  See Automation Actions for Borrowing for more information.
    • Click the Add an Action button Add an Action button to configure additional match criteria.
  6. Click the Add an Exception button Add an Exception option to select any Exceptions.  See Automation Exceptions for Borrowing for more information.
    • If any exceptions are true on a matched automation, only the exception will apply and the rest of the selected actions will not apply except for the Add Request Tags action.
  7. Click Save.

To edit an automation:

  1. From the Main Automations list, select the Edit button associated with the desired automation.
  2. Edit information, as appropriate.  Remove matches, actions, and exceptions with the remove button Remove button.
  3. Click Save.

To delete an automation:

  1. From the Main Automations list, select the Delete button next to the desired automation.
  2. On the confirmation window, click Delete.

Main Automation fields for Borrowing

Field Description
Name*

The name of this automation (20-character limit, with no special characters) that indicates the scope of the group of requests to which the automation pertains. The name must be unique.

Note: Names are not case sensitive, so, for example, TEST is the same as test.

Examples:
EARTICLTEST
MAXCOPY

 Note: If you had included a Description on your previously configured Direct Request Profiles, the description will appear as read-only text on the Automation.
Priority*

Set a numeric priority to each automation. 

  • When a patron initiated request is generated, it is compared to all configured automations.  When requests match multiple automations, the automation with the highest priority, or lowest number, will be assigned to the request.  
    • Each automation must have a unique numerical value for Priority.  

Automation Match criteria for Borrowing

Configure match criteria based on details of the request.

Field Description
Age of Material

For Loans:

Used to restrict the borrowing of items that are either very new or very old based on their publication date.
Note: The number you type in Age of Material must be smaller than the number you type in but no older than.

For Copies: 

Type a whole number from 0-1000 representing the age of the material in years. 
Formats
  • One or more bibliographic formats that a request must specify if it is to match the automation.
  • Select a format from the list provided. 
Languages One or more languages that a request must specify if it is to match the automation.
Need at Earliest
  • Used to define a date range, if any, within which the patron must receive the material.
  • In a loan request, the patron's date requirement is specified in the field named Need Before. For example, a Need Before value of 4 means that the patron must receive the material within four days of creating the request. To match the automation, the Need Before value in a request must fall within the range you specify in the automation by values you associate with Need At Earliest and but no later than.
  • For example, if the automation has a Need At Earliest value of 4 and a but no later than value of 7, an incoming request with a Need Before value of 5 will match the automation. However, if the patron specifies a Need Before value of 3 in the request, the request will not match the automation.
  • Type a whole number from 0-1000. 
Patron Departments
  • Patron department or departments, if any, to which the automation applies, up to 65 alpha-numeric characters long.
  • Patron department is not case sensitive, so CompSci is the same as compsci. Spelling is important, however, so CompSci is not the same as CSCI.
  • If the automation applies to more than one department, type each department separated by comma.

Examples: 
CompSci
Chemistry
Biology
Patron Note

Indicates if a patron has entered a note on the request.  Match on:

  • Check the Any words checkbox to retrieve requests that have any patron note. 
  • Enter keywords or phrases into the text box to retrieve requests containing patron notes with the specified keywords or phrases. 
    • When multiple terms are entered, they are connected with the Boolean operator of OR.  
Patron Statuses
  • Patron status or statuses, if any, to which the automation applies, up to 65 alpha-numeric characters long.
  • Patron status is not case sensitive, so Grad is the same as grad. Spelling is important, however, so Grad is not the same as Graduate.
  • If the automation applies to more than one status, type each status separated by comma.

Examples: 
Grad
UnderGrad
Faculty
Patron Will Pay Up To
  • The amount (in US dollars), if any, the patron will pay for the requested material.
  • If matching on patron’s max cost, consider making the field required on request forms, as null values will never match an automation with this criteria.
  • For a request to match an automation, the amount specified in the request must be equal to or greater than the amount specified in the automation. For example, if the request specifies 7 ($7.00), and the automation specifies 5 ($5.00), the request matches the automation--- a patron willing to pay $7 is also willing to pay $5. On the other hand, if the automation specifies 10, then the automation does not match, because a patron willing to pay $7 is not willing to pay $10.
  • Type a number. Do not type the dollar ($) symbol. A value of 0 means that the patron is not willing to pay anything for the material being requested. 

Examples:
6
6.00
6.10
Request Sources
  • Indicates if the source of a request is relevant to the automation, and if so, the source name or names.
  • If you want the automation to apply to requests from particular sources, type the names of the sources in the box provided, separated by comma. Source names can be up to eight alpha-numeric characters. The values must be valid values in your ILL requests.
  • Source names are not case sensitive, so FSILL is the same as fsill. Spelling is important, however, so FSlink is not acceptable as the valid value FSILL.
  • See ILL sources for more information.

Examples:
FSILL
FSlink
Request Type
  • Loan - Only requests for loans will match the automation. 
  • Copy - Only requests for nonreturnable copies will match the automation.

Automation Actions for Borrowing

Once you have determined which requests you would like to automate, Automations can be configured with specific actions.

 Note: Some Actions are mutually exclusive from others.  Unavailable actions are automatically removed as you build the automation. 

Field Description
Add Request Tags

Select the request tag(s) to automatically apply to requests matching this automation. Press enter after selecting a tag and ensure the tag turns blue before saving. For more information on request tags, see Tags.

Available additional Actions
  • Apply Constant Data
  • Build Lender String
  • Route Request to Review
  • Route Request to Review for Purchase
  • Route Request to WMS Acquisitions
  • Send Request to Lenders
Apply Constant Data

Select the Constant Data record, if any, that you want to apply to the requests matching this automation.  Once you select this action, you will see a dropdown list of all current Constant Data records for your institution.  

  • The Constant Data record, if any, that applies to the group of requests you are automating. The list contains all current Constant Data records for your institution.
  • Select a Constant Data record from the list provided. Do not select from the list if no current Constant Data record applies to the group of requests you are automating.
    Note: If you want to define a Constant Data record for this group, create the Constant Data record before creating the automation.
Available additional Actions
  • Add Request Tags
  • Build Lender String
  • Route Request to Review
  • Send Request to Lenders
Build Lender String

Select this option if you want to build a lender string on the request without sending the request automatically out to lenders.  Once you select this option, you will be asked to select a Custom Holdings Path from the full list of Custom Holdings Paths currently configured for your institution.  The matching requests will have lender strings applied and moved to review.

Available additional Actions
  • Add Request Tags
  • Apply Constant Data
  • Route Request to Review
  • Deflections: Libraries deflecting for a reason that would impact your request are not included in the lender string. This includes service type, format, borrower’s max cost, group affiliation, e-license terms, or material age. Automation history will show lenders that were excluded because of deflection so that you can adjust the request upon resubmit for a more favorable response.
  • OCLC knowledge base coverage range: Holdings are added from the WorldCat knowledge base where the lender holds the year or volume requested.
  • Electronic license terms: Holdings are added from the WorldCat knowledge base where the lender has a license that allows ILL.
  • Print Serials
    • Lenders will be added to the lender string if they:
      • Hold the requested year or volume based on the information in the 853 and 863 fields of the Local Holdings Record (LHR).
      • Have LHRs for the title but the system cannot determine if holdings match the requested item.
      • Do not have a title-level deflection in the 008 field of the LHR indicating they will not lend or copy the item.
    • The lenders are then sorted by turnaround time.
  • Turnaround time
    • Lenders are sorted by turnaround time within each Custom Holdings Group in a Custom Holdings Path. User's preferences for ordering the lender string are retained. Turnaround time order is determined by the below calculations to create the best lender string for each request without overwhelming lenders who have a quick turnaround time:   
      • The system calculates a daily average turnaround time for lenders based on historical data from the past year. This average turnaround time is recalculated daily.
      • Each library’s current queue depth or number of outstanding lending requests is considered upon assigning requests. The current queue depth is calculated hourly.
    • Turnaround time is defined as the time between when a lender is assigned a request to the time when the item is available to the borrower.
      • For Loans: the time from when the lender was assigned to when the borrower received the item.
      • For Copies: the time from when the lender was assigned to when the lender shipped the item.

When a borrowing automation includes a local holdings exception (e.g., If Held By My Institution), the system generates a recommended lender string before sending the request to your Review File. This process enables you to review requests for items held locally while keeping the recommended lender string intact for future reference, in case the request is later submitted through interlibrary loan.
Route Request to Review

Automation will move matching requests to your Review queue.   If you do not select an action that routes a request elsewhere (to lenders, purchase, or Document Delivery), this action will apply by default.

Available additional Actions
  • Add Request Tags
  • Apply Constant Data
  • Build Lender String
Route Request to Review for Purchase

Requests will be sent to your Purchasing Requests > Review for Purchase queue.

Available additional Actions
  • Add Request Tags
Route Request to WMS Acquisitions

For WMS libraries only.  Automation will move matching requests to WorldShare Acquisitions for purchase consideration.

Available additional Actions
  • Add Request Tags
Send Request to Lenders
  • Select this option if you want to route the request automatically to lenders.
    • Once you select this option, you will be asked to select a Custom Holdings Paths from the full list of Custom Holdings Paths currently configured for your institution.  Matching requests will be routed to lenders in the Custom Holdings Path you select who hold the requested item.  
    • You will also be asked to select the minimum number of lenders in your selected Custom Holdings Path who hold the requested item.  You can select from 1-5.  
      • This is not the overall number of libraries who have WorldCat holdings on the requested item. This is the minimum number of lenders in your designated Custom Holdings Path who should hold the item before the request is sent automatically to those lenders.

     Notes:
    • An approved patron must be linked to the request in order for the automation to send the request to lenders. If no patron has been linked to the request, or the linked patron is not approved or blocked, the lender string will still be built and constant data applied, but the request will be sent to the Review queue.
    • If a local holdings exception is triggered, Automation does not automatically send the request to lenders. Instead, it builds the recommended lender string and routes the request to your Review File according to the configured exception.
  • If this acts on a loan request, you should also specify an action to Apply Constant Data and then select the constant data record of your choice. The constant data record you select should include shipping and billing addresses. If you do not specify a constant data record with this action, your request will be moved to review with a message in Automation History stating that shipToAddress1 and/or the billToAddress1 is missing.
  • Print Serials
    • Lenders will be excluded from the lender string if they:
      • Do not hold the requested year or volume based on the information in the 853 and 863 fields of the Local Holdings Record (LHR)
      • Have a title-level deflection in the 008 field of the LHR indicating they will not lend or copy the item.
    • Once these lenders have been excluded, the remaining lenders are sorted by turnaround time.
  • Turnaround time
    • Turnaround time is calculated from when a lender is assigned a request to the time when the item is available to the borrower.
      • For Loans: the time from when the lender was assigned to when the borrower received the item.
      • For Copies: the time from when the lender was assigned to when the lender shipped the item.
    • Lenders are sorted by turnaround time within each Custom Holdings Group in a Custom Holdings Path. User's preferences for ordering the lender string are retained. Turnaround time order is determined by the below calculations to create the best lender string for each request without overwhelming lenders who have a quick turnaround time:   
      • The system calculates a daily average turnaround time for lenders based on historical data from the past year. This average turnaround time is recalculated daily.
      • Each library’s current queue depth or number of outstanding lending requests is considered upon assigning requests. The current queue depth is calculated hourly.
Available additional Actions
  • Add Request Tags
  • Apply Constant Data

Automation Exceptions for Borrowing

Configure exceptions in Automation that apply instead of the defined actions when they are true.

Field Description
If Duplicate Request, Route to Review

Potential duplicate requests will be sent to your Review File.
If Held By Custom Holdings Group, Route to Review
  • If you want requests matching this automation to be routed to your Review File when one or more members of a particular group holds the requested item, select the name of the Custom Holdings group record that identifies the group. Select one group name from the list provided.
  • The list includes all current Custom Holdings groups for your institution. If group holdings are not relevant to the set of requests you are automating, do not select a Custom Holdings group.

Examples:

  • The group name that represents all library branches on your campus.
  • The group name that represents consortia for which you have special borrowing procedures.

 Note: If the automation also includes the Build Lender String or Send Request to Lenders action, Automation builds a recommended lender string before routing the request to your Review File. The request will remain in your Review File until you decide whether to fulfill the request locally or send it to lenders.
If Held By My Institution, Route to Document Delivery

When selected, all requests from your patrons for items held by your institution will be moved to your Document Delivery queue for separate processing.

 Notes: 

  • Document Delivery must first be turned on in order for you to select this option. See Set up Document Delivery for more information.
  • When using this action alongside Build Lender String or Send Request to Lenders, Tipasa will create the lender string based on the selected Custom Holdings Path. However, because the request is routed to Document Delivery, the lender string will not be visible. If the fulfillment type is later changed back to an ILL Request, the previously generated lender string will be displayed.
If Held By My Institution, Route to Review Requests will be sent to your Review File when your institution holds the requested item.
  • If the automation also includes the Build Lender String or Send Request to Lenders action, Automation builds a recommended lender string before routing the request to your Review File.
    • This request is not automatically sent to lenders.
    • Review this request and use the recommended lender string if you determine that borrowing through interlibrary loan is appropriate (e.g., the local copy is unavailable, at another branch, or not suitable for the patron's need).

Use borrowing automations with Tipasa

Automations allow you to determine how patron-generated requests are processed. Once a patron request has been submitted, with an automation, you can select whether the request, if matching the automation, should be produced (sent) to lenders or forwarded to your New for Review queue.

With Tipasa, you can set up your Automations to work in conjunction with the following features: Copyright, Document Delivery, and Proven Senders. You may want to set up multiple Automations to correspond with the Tipasa features, but you should keep the following in mind when you are creating your automations:

  • Automations are applied based on the Priority setting.  A patron-generated request is compared against all automations.  Of all the automations that match the request, the automation with the highest priority, or lowest assigned Priority number, will be applied to the request.  
    • Each automation must have a unique numerical value for Priority.  
  • OCLC recommends creating an Automation for loans and an Automation for copies.

Basic borrowing automations

A recommended set of automations would Route Request to Review if the request is a duplicate or Route Request to Review or Route to Document Delivery if the item is held. If this automation is not configured, the system applies constant data and moves the request to review.

In the read-only borrowing automation summary, automations configured with Send Request to Lenders and a local holdings exception display Build Lender String beneath the exception. This reflects how Automation processes requests when a local holdings exception is encountered.

Examples

Screenshot showing basic borrowing automations in Service Configuration

  1. LOANS: 

    If the request is not a duplicate and is not held by your institution, the system will apply the Constant Data record and build a lender string based on the holding libraries in the Custom Holdings Path and route the request to Review.
     
    1. Under Matches, select Request Type > Loan.   
    2. Click the Add an Exception button Add an Exception option and select If Duplicate Request, Route to Review.   
    3. Click the Add an Exception button Add an Exception option and select If Held By My Institution, Route to Document Delivery.
    4. Under Actions, select Send Request to Lenders and select the Custom Holdings Path to use. 
      • An approved patron must be linked to the request in order for the automation to send the request to lenders. If no patron has been linked to the request, or the linked patron is not approved or blocked, the request will be sent to the Review queue.
    5. Click the  Add an Action button Add an Action option and select Apply Constant Data and select the Constant Data record to use.
       
  2. COPIES:  

    If the request is not a duplicate and is not held by your institution, the system will apply the Constant Data record and build a lender string based on the holding libraries in the Custom Holdings Path and route the request to Review.
     
    1. Under Matches, select Request Type > Copy.   
    2. Click the Add an Exception button Add an Exception option and select If Duplicate Request, Route to Review.   
    3. Click the Add an Exception button Add an Exception option and select If Held By My Institution, Route to Document Delivery.
    4. Under Actions, select Send Request to Lenders and select the Custom Holdings Path to use. 
      • An approved patron must be linked to the request in order for the automation to send the request to lenders. If no patron has been linked to the request, or the linked patron is not approved or blocked, the request will be sent to the Review queue.
    5. Click the  Add an Action button Add an Action option and select Apply Constant Data and select the Constant Data record to use.

Advanced borrowing automations

The following are examples of how to expand your automations.  

Examples

Screenshot showing advanced borrowing automations in Service Configuration

  1. PATRONNOTE

    Any requests that have a patron note will not be sent to lenders, allowing for staff to read the patron's note and fill the request accordingly.  
     
    1. Under Matches, select Patron Note.  Select the Any words checkbox to retrieve requests that have any patron note.
    2. Under Actions, select Route Request to Review. 
       
  2. PURCHASE

    Books and eBooks requested by faculty will be routed to review for purchase. 
     
    1. Under Matches, select Patron Status > Faculty.
    2. Select Add a match button Add a match and select Formats.  Select Book and E-Text from the available list.
    3. Under Actions, select Route Request to Review for Purchase.
       
  3. AUDIOVISUAL

    Any request matching the specific formats will be sent to a specific set of lenders configured as a Custom Holdings Group who are known to fill audiovisual requests for a reasonable cost and loan period.  
     
    1. Under Matches, select Formats and choose Sound Recording LP, Visual Material DVD, Sound Recording Cassette, Sound Recording, Visual Material VHS, Sound Recording CD, and Visual Material.  You can select multiple formats from the available list.  
    2. Under Actions, select Build Lender String and select the Custom Holdings Path to use to send to lenders known to fill these types of requests. 
    3. Select Add an Action button Add an Action and select Apply Constant Data and select the Constant Data record to use.

Lending 

Using the Automated Request Manager, lenders can choose to apply designated constant data records to lending requests based on the identity of the borrowing library, the type of request, or the material format being requested. This ensures that lending charges, notes, policies, and addresses are accurately applied to lending requests, saving staff time and ensuring compliance with local policies and preferences.

  • Automations are applied based on the Automation Priority setting. A patron-generated request is compared against all automations. Of all the automations that match the request, the automation with the highest priority, or lowest assigned Automation Priority number, will be applied to the request.
    • Each automation must have a unique numerical value for Automation Priority.
    • Assign the highest Priority (lowest number) to your most specific automations.
  • If you do not select a match criteria, the automation will apply to all requests.   

Standard Actions for Lending

At the top of the screen is a list of the standard actions the system automatically performs on new lending requests.  All libraries will see the actions on the left of the screen:

  • Deflections
  • Supplier status check
  • Knowledge base holdings check
  • Group affiliations check
  • Time to Respond
  • Real time availability check

Configure Main Automations for Lending

To add an automation:

  1. Select the Lending tab.
  2. Click + Add New.
  3. The Enable box will be checked by default and the automation will immediately be in effect upon saving. The automation will display Yes in the Enabled column.
  4. Enter a Name and assign a Priority.  See Main Automation fields for Lending fields for more information.
  5. Select any desired match criteria from the Matches drop-down menu.  See Automation Match criteria for Lending for more information.  
    • Click the Add a match button Add a match button to configure additional match criteria.
  6. Select any desired actions from the Actions drop-down menu.  See Automation Actions for Lending for more information.
    • Automations that specify actions but no Match criteria will match all requests.
    • Click the Add an Action button Add an Action button to configure additional match criteria. 
  7. Click Save.

To edit an automation:

  1. From the Main Automations list, select the Edit button associated with the desired automation.
  2. Edit information, as appropriate.  Remove matches, actions, and exceptions with the remove button Remove button.
  3. Click Save.

To delete an automation:

  1. From the Main Automations list, select the Delete button next to the desired automation.
  2. On the confirmation window, click Delete.

Main Automation fields for Lending

Field Description
Enable

By default, when an automation is created, the Enable box will be checked and the automation will immediately be in effect upon saving. The automation will display Yes in the Enabled column.

Staff can edit automations and uncheck the Enable box so the automation is no longer in effect and displays as No in the Enabled column. 
Name*

The name of this automation (40-character limit) that indicates the scope of the group of requests to which the automation pertains. The name must be unique.

Names are not case-sensitive.

 
Priority*

Set a numeric priority to each automation. The priority must be a positive integer of 9 digits or less.

  • When requests match multiple automations, the automation with the highest priority, or lowest number, will be assigned to the request.  
    • Each automation must have a unique numerical value for Priority.  

Automation Match criteria for Lending

Field Description
Borrower Group

 
Formats
  • One or more bibliographic formats that a request must specify if it is to match the automation.
  • Select a format from the list provided. 
Request Type

Specify copy or loan requests:

  • Loan - Only requests for loans will match the automation. 
  • Copy - Only requests for nonreturnable copies will match the automation.

If no request type is selected, the automation will apply to both copy and loan requests.

Automation Actions for Lending

Field Description
Apply Constant Data Apply a designated Lender Constant Data record as an action.

Use lending automations with WorldShare ILL

Refer to Automated Request Manager for Lending for use cases and examples.

Use Reports to assess automations 

Refer to Assess automations to learn how to access and use the Borrower Resource Sharing and Lender Resource Sharing Stats Reports to track your library's use of automation.