Third-party Integration Workflow

1. Patron requests ILL item

The workflow begins when the patron submits an ILL request using the Patron Request Form.

 Caution: The Patron Request Form must contain the Patron ID field so patrons are required to enter their patron identifier when submitting a request.

By default, the Interlibrary Loan Identifier (illId) from the patron’s Tipasa record will auto-populate on the request form when the patron logs in to place a request in Tipasa.  If your patrons do not have an Interlibrary Loan Identifier in their Tipasa patron records, please contact OCLC Support for assistance.

The Patron ID from the request form is the connection between the ILL Request and the ILS, so it needs to be a value that can be used to look up the patron in the third-party ILS. Library staff can also initiate requests for the patron within Tipasa by providing the patron's ILS identifier in the Patron ID field of the ILL Request.

2. ILL staff review request and send to lenders (Tipasa)

Once the request is received in Tipasa, library staff need to review the request and send it to lenders.

So überprüfen und senden Sie die Anfrage:

1. Click the Interlibrary Loan tab.
2. On the left navigation, click Borrowing Requests > New for Review.
3. Click the Request ID or Title to view the request.
4. Verify the patrons' ILS identifier is saved in the Patron ID field.
5. Prüfen Sie die Anfrage und wählen Sie die Kreditgeber aus.
6. Click Send Request to send the request.
7. Wenn die Anfrage gesendet wurde, wird eine Bestätigungsmeldung angezeigt.
8. Click the Request ID in the confirmation message to return to the request.

Überlegungen

• The ILL request will be directed to the New for Review queue or match an automation (if set up). With automation, information in the request is matched against the automation. If the request matches the automation, it is processed based on the Automation Request Manager settings. See Automated Request Manager.  Some libraries may automatically send out patron-initiated ILL requests to select lenders.
• Abhängig vom Arbeitsablauf Ihres ILL-Personals kann die ILL-Anforderung unter „Neu zur Überprüfung“ vor dem Senden überprüft (als überprüft markiert) werden. Mit anderen Worten: Es kann sein, dass Ihr Personal für die Prüfung und Auswahl der Kreditgeber zuständig ist, während ein anderer Mitarbeiter die endgültige Prüfung und Einreichung vornimmt. Wenn Ihre Bibliothek Anfragen vor der Übermittlung überprüft, können Sie in diesem Schritt auch die Überprüfung des Benutzernamens und des Barcodes hinzufügen.

3. ILL staff receive item from lender (Tipasa)

Once you receive the item from the lender, you need to confirm or enter the item's barcode in the ILL Request in Tipasa and mark the request as received. The system will use the barcode to create the temporary item, which can be seen in step 4.

So bestätigen Sie den Barcode und markieren den Artikel als erhalten:

1. Click the Interlibrary Loan tab.
2. On the left navigation, click Borrowing Requests > In Transit.
3. In the request for the item, enter the temporary barcode in the designated section.
   • If you have determined to use the supplier's shipped item barcode as configured in the Circulation Integration module of the Service Configuration, this value will automatically populate here. The supplier's shipped item barcode will also appear in the Supplier's Item Barcode field in the request.
   • If you have determined to use the request ID as configured in the Circulation Integration module of the Service Configuration, this value will automatically populate here.

   

    Note: The supplier's shipped item barcode can be replaced in the Temporary Barcode field. You may wish to use the Tipasa Request ID as the item's barcode to more easily research the ILL request after it has been closed by the lending library.

4. Click Mark as received.
5. If you have configured to create a circulation item record on received in the  Circulation Integration module of the Service Configuration, a temporary item will be created with the barcode entered in the Temporary Barcode field.
   
   In the Circulation History, an update shows the temporary item is pending creation. The time to complete the record may vary, but it is generally within seconds.
6. Click Refresh to reload the Request History.
7. Upon completion, the Request History status will say "Temporary item record [barcode] successfully created.".
8. Nach Abschluss dieser Schritte sollte das ILL-Personal einen Buchgurt ausdrucken, ihn am physischen Artikel anbringen und den physischen Artikel an das Ausleihpersonal senden.

Patrons can track the process of the ILL request by checking their My Account. The On Route status is displayed to the patron as "This item is being sent to [patron's pickup location]."

Überlegungen

If you have configured to charge patron on shipped (Alma or WMS only) in the Circulation Integration module of the Service Configuration, fees will be assessed to the patron's account when the item is shipped from the lender.

To configure Fees for ILL items, please see Patron Fees.

If you have enabled Circulation Integration, do not batch receive loan requests. Each request should be received separately so that an item barcode can be specified for use in the third-party system.

4. Temporäres Element wird erstellt und reserviert (System)

If you have configured this setting in the Circulation Integration module of the Service Configuration, after you mark a request as received, the system creates a temporary item and places an item-level hold on the item for the patron.

In Alma, you can confirm that the system created the temporary item by doing a Physical items – Barcode search.

5. Circulation staff check in the item (Third-party)

 Note: If you are using Alma Hold Pickup notifications, Circulation staff receive the physical item from the ILL department and scan in the item to trigger a pick-up notification or Hold Receipt when the item arrives at the patron's pickup location.

If you are using Tipasa Loan available for pickup notifications, that notification will go out when the item is marked as received in Tipasa (or after the amount of delay you have configured for this notification in Service Configuration).

Review the ILS documentation for the check in workflow:

• Alma
• Horizon
• Millennium
• Sierra
• Symphony

For more information about configuring Tipasa Loan available for pickup notifications (including time delays), see Edit and send notifications.

6. Circulation staff check out the item to patron (Third-party)

Wenn der Kunde kommt, um den Artikel abzuholen, leiht das Ausleihpersonal den Artikel an den Kunden aus. 

Review the ILS documentation for the check out workflow:

• Alma
• Horizon
• Millennium
• Sierra
• Symphony

7. Renewal request approved (System)

If you have activated the Update due date upon lender approval of renewal request in the Circulation integration section of the OCLC Service Configuration, the due date of the temporary item is updated in the circulation system when a renewal request has been approved by the lending library.

8. Patron returns item and staff check in item (Third-party/Tipasa)

Die Zeit vergeht, während der Benutzer den Artikel ausgeliehen hat. Wenn der Benutzer den Artikel zurückgibt, checkt das Ausleihpersonal oder das Fernleihpersonal den Artikel ein.

So checken Sie den Artikel ein:

If you have enabled the Check in item on check in functionality in the Circulation Integration module of the OCLC Service Configuration, the item is automatically checked-in when the request is marked as returned in Tipasa.

1. Tipasa staff mark the request as Returned.
2. The Circulation History in Tipasa will show the Temporary item checked in to the circulation system.
3. The item in Circulation will be deleted.

Ausleihpersonal:

Review ILS documentation for the check in workflow:

• Alma
• Horizon
• Millennium
• Sierra
• Symphony

Tipasa staff:

Sobald der Artikel an die ILL-Abteilung zurückgegeben wurde, kennzeichnet das ILL-Personal den Artikel als zurückgegeben und schickt ihn an den Verleiher zurück.

So markieren Sie den Artikel als erhalten und geben ihn an den Verleiher zurück:

1. Click the Interlibrary Loan tab.
2. Klicken Sie in der linken Navigation auf „Druckwarteschlange“ > „Rücksendeetiketten“.
3. Bestätigen Sie, dass der Artikel aufgeführt ist.
4. On the left navigation, click Borrowing Requests > Received/In Use and open the item's request.
5. Click Return Item.
6. Eine Bestätigungsmeldung wird angezeigt und der Artikelstatus wird auf „Zurückgegeben“ aktualisiert.
7. Klicken Sie in der linken Navigation auf „Druckwarteschlange“ > „Rücksendeetiketten“. Verarbeiten Sie die Druckwarteschlange.
8. Drucken Sie das Etikett aus.

Befestigen Sie das Etikett am Paket mit dem Artikel und senden Sie es an den Kreditgeber. Sobald der Verleiher den zurückgegebenen Artikel erhält, kennzeichnet er ihn als „Eingecheckt/Abgeschlossen“ und die ILL-Anfrage wird geschlossen.

1. ILL-Mitarbeiter reagieren auf Ausleihanfragen

1. On the left navigation, click Lending Requests > Can you Supply? and review the Loan requests.
2. Sobald der angeforderte Artikel abgerufen wurde, geben Sie im Abschnitt „Anforderungsdetails“ den Barcode in das Feld „Artikel-Barcode“ ein.
   • For libraries using Symphony or Horizon, a hold will be placed on available items in their collection.
     • When a new lending request comes in, the system can trigger the circulation system to start routing the requested item to the ILL department for shipping.  When the item is held at a branch, the branch staff are notified that the item is needed so they can get it en route quickly.
3. Geben Sie das gewünschte Fälligkeitsdatum ein.
4. Geben Sie zusätzliche Pflichtfelder an.
5. Antworten Sie mit Ja. Der Status wird auf „Versendet/Unterwegs“ aktualisiert.
6. Optional. Drucken Sie Versandetiketten und Buchgurte/Aufkleber.
7. If configured in the Circulation Integration module, the item is checked out of your third-party Circulation environment when shipped to the borrowing library.
8. The Circulation History in Tipasa will indicate that the Item checked out of circulation system.
9. The item is moved to the ILL temporary location in your circulation system as configured when setting up integration.
   • The Due Date is set by the request's due date in Tipasa and not by Circulation policy configurations.

2. Erhalten Sie den Artikel von der ausleihenden Institution

Bei Rückgabe des Artikels:

1. On the left navigation, under Lending Requests, click Returned > Returned/In Transit.
2. On the Returned/In Transit screen, click the request ID or Title to display the request.
3. In the request, review and confirm the information in the Request Details accordion.
4. To complete the request, click Checked-in/Complete.
5. A confirmation message appears and the request is complete.
   Note: If the item is marked Not Returned, it appears in the left navigation under Returned > Returned but Missing and ages out of the system after 180 days.
6. If configured in the Circulation Integration module, when the item is Checked in/Complete in Tipasa, it is restored to its permanent location and appears available in your third-party Circulation environment.

If the item is checked in to your Circulation environment prior to Tipasa:

• Staff will be prompted to act on the item in Resource Sharing.
• Tipasa staff will need to mark the request as Checked-in/Complete.

•  Note: Checking in first in Alma will not cause problems with the integration.