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Article Exchange workflow

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Find information about the lender process, borrower process, and patron process using Article Exchange in WorldShare Interlibrary Loan.

Access Article Exchange within the WorldShare Interlibrary Loan interface or directly at the Article Exchange portal.

Article Exchange workflow

The following workflow describes how to use Article Exchange to supply an item. The process works as follows:

  1. A borrowing institution sends a Copy request to a lending institution.
  2. The lending institution staff checks to determine if they can supply the article. 
  3. If the lending institution has the document, they save it to the appropriate location on their workstation, network drive, etc., as determined by the library's policy, in one of the supported file types. 
  4. The lending institution staff person logs into WorldShare Interlibrary Loan with their custom Web address, authorization, and password.

 Note: WorldShare ILL and Tipasa libraries are able to use Article Exchange to send and receive electronic documents with libraries using ILLiad. ILLiad libraries: See Sending and Receiving Electronic Documents Between Different Resource Sharing Systems.

Run time: 6:41

This video provides an overview on what Article Exchange is and demonstrates use of Article Exchange in filling copy requests as a Lender and receiving those copies as a Borrower and emailing the AE details to the patron.

 

Lender process

Once logged in, the Lender should:

  1. In the request, click OCLC Article Exchange under the URL field.
  2. Locate the article file on your computer.
  3. Click Open.
  4. Click Drop file.
  5. The URL field is updated with the URL, the Password field is updated with the password, and a Preview button appears.
  6. Save the request.
  7. Update the request status to Shipped.

Scannx and BSCAN integration Edit section

If you are using a Scannx or BSCAN scanner, you can automatically update the lending request with the Article Exchange URL and password after scanning the document.

  1. Configure your Scannx or BSCAN device for WorldShare ILL and Article Exchange integration. 
    • Please see Scannx or BSCAN documentation for additional assistance.  
  2. From your scanner:
    • If using Scannx, select the WorldShare ILL or Article Exchange option.
    • If using BSCAN, select WorldShare ILL or Article Exchange from the Delivery Method drop-down list.
  3. Scan the document and enter the Request ID.
    • The Request ID in WorldShare ILL is connected with the ID uploaded via the scanner.
  4. The URL and password for the document appear automatically in WorldShare ILL.
  5. Click Yes to respond yes to the request.

Borrower process

 Notes: 

  • Configure an email to be sent when a borrowing request has been filled using Article Exchange. See Article Exchange Email Notification.
  • If your library's policies and the copyright policies within your country are not reflected by the default view and access timeframes for copy documents, use the Article Exchange Retention Settings to customize the number of views allowed and the number of days after the first view that a user can access a document through Article Exchange.
  • Use the Copyright Compliance Declaration setting to direct users to an Article Exchange page where they will acknowledge that they have read the copyright compliance statement prior to processing their document.

Once logged in, the Borrower should:

  1. On the left navigation, click Borrowing Requests > AE Alert.
  2. On the AE Alert screen, click the request ID or Title to display the request.
  3. The request appears, and the AE Alert information appears to the right under the Request Details accordion.
  4. (Optional) Click Preview to preview the item. Note: Previewing the document does not count against the number of times the document can be viewed.
  5. Click Email doc to patron to send an email to let the patron know there is a document available for pick-up. The Email Request screen appears.
    • Note: If the borrower and patron email addresses are in the appropriate fields in the request, they will be automatically mapped to the From and To address boxes in the email template. Citation data will also transfer to the email, along with information about how long the file will be maintained in Article Exchange.*
  6. If needed, add the From, To, and CC (optional) email addresses and edit the Subject and Body as needed.
  7. Click Send.

 Note: You will need to click Mark as Received to complete the request.

* To avoid errors in email formatting, include only a valid email address (do not include extra text) in the Email field of your constant data records.

Provide an article via email

A borrower can also use Article Exchange to provide an article they received from the lender via email.

  1. Locate and open the item in the In Transit queue.
  2. Click OCLC Article Exchange under the URL field.
  3. Locate the article file on your computer.
  4. Click Open.
  5. Click Drop file. The URL field is updated with the URL, the Password field is updated with the password, and a Preview button appears.
  6. Click Save.
  7. (Optional) Click Preview to preview the item. Previewing the document does not count against the number of times the document can be viewed.
  8. Click Email doc to patron to send an email to let the patron know there is a document available for pick-up. The Email Request screen appears.
    • Note: If the borrower and patron email addresses are in the appropriate fields in the request, they will be automatically mapped to the From and To address boxes in the email template. Citation data will also transfer to the email, along with information about how long the file will be maintained in Article Exchange.*
  9. If needed, add the From, To, and CC (optional) email addresses and edit the Subject and Body as needed.
  10. Click Send.

 Note: You will need to click Mark as Received to complete the request.

* To avoid errors in email formatting, include only a valid email address (do not include extra text) in the Email field of your constant data records.

Patron process

After receiving the email, the patron should:

  1. Open the email, which includes a tinyURL and password for the article.
  2. Click the URL to see the article online.
  3. The OCLC Article Exchange screen appears, asking for the password.
  4. Type the password in the field provided.
  5. Click Get my file.
  6. If the library has enabled the Copyright Compliance Declaration setting in OCLC Service Configuration, library users will be directed to an Article Exchange page to acknowledge that they have read the copyright compliance statement.
    • Click Proceed to acknowledge the copyright compliance statement. The document will then be processed.
  7. A File Download window opens.
  8. Choose to either Open or Save the document.