ILLiad
International
Conference
2013
Cayce Michael
LSU Libraries, Middleton Library Head of Interlibrary Loan
cmichael@lsu.edu 225-578-2057
Sessions Attended
https://www.atlas-sys.com/Conference2013/ConferenceSessions.aspx
Atlas Systems Update (on ILLiad) OCLC Update
Keynote – Strategies for Sustainability Routing Rules for Workflow Streamlining The Right TxT
ILLiad Web Reports
ILLiad Tune-up Top Ten
Not Covered Today
Making the Most of you ILLiad Web Interface Dynamic Student Training Using PowerPoint
Atlas Systems Update (on ILLiad)
Genie Powell
https://www.atlas-sys.com/Conference2013/Presentations/Atlas_Update.pdf Atlas blog: http://community.advertising.microsoft.com/msa/en/atlas/b/blog/default.aspx Facebook: http://www.facebook.com/pages/Atlas-Advertiser-Suite/143235979034638 SQL 2000 no longer supported with 8.3 8.4 arriving May 2013
ILLiad 8.4 Features
More synced with OCLC
Support for 15 lenders in string, coming with
OCLC Worldshare (note: lender will only see their symbol and after)
Days to respond replaced with # times symbol
entered
PD & can see while building lending string
add step to Custom Holdings
Remain aware of deadline, could expire while in
long string
More ILLiad 8.4 Features
Overdues
Automatic, self-controlled option will return 4 Levels: due soon & 3 OD’s
Can select and email Can select for printing
Article Exchange upload and download
Lending – no need for addon, send alert OCLC,
compatible with BSCAN (summer 2013)
Borrowing – can see alert, grab, download & deliver
Can still receive email – take URL & password into ILLiad
Additional ILLiad Resources
LOUIS: https://sites01.lsu.edu/wp/louis/ Knowledge Base Footprints Atlas: https://www.atlas-sys.com/ Documentation (free) Classes (fee) Video Training Library ($999- available
OCLC Update
Katie Birch, Atlas Systems
https://www.atlas-sys.com/Conference2013/Presentations/OCLC_Update.pdf
WorldShare ILL launch March 12, 2013
ILLiad users access this summer (late May?) First Search no longer available Dec 2013
OCLC & Atlas will end customer support for ILLiad
Do Now in Prep for WorldShare (WS)
https://www.oclc.org/content/dam/oclc/services/brochures/214924usf_WorldShare_ILL_Quick_Guide.pdf Subscribe to Sharing-1 and firstsearch-1 https://www3.oclc.org/app/listserv/
Update your constant data and PD info
No slashes in address, fill in as stated
Must use #’s in # fields (no words, like free)(ex. 20.00) Days to respond field
Update library browser to support WS
Request WSKey = Web Services Key (every institution
will have unique URL) in preparation for ILLiad 8.4 http://www.oclc.org/developer/webservices
https://worldcat.org/config/ (this is the replacement location for the OCLC Admin Module)
Helpful OCLC Resources
Migration sources: https://www.oclc.org/migrate-worldshare-ill.en.html
Must set-up new username and password before using
WS, current 9-digit First Search authos will not work (look for announcement)
https://www.oclc.org/worldshare-ill/getting-started.en.html
OCLC WorldShare Interlibrary Loan:
https://www.oclc.org/support/training/portfolios/resource-sharing/worldshare-ill.en.html
OCLC Policies Directory:
https://illpolicies.oclc.org/
WorldCat Services Admin Module:
firstsearch.oclc.org/admin/
OCLC Customer Support:
www.ococ.org/support/ or support@oclc.org
Coming Soon
New IFM Report
IFM payment for IFLA Vouchers ordered
through OCLC - $12/$6 (no shipping charged) – Currently, OCLC monthly billing
http://www.oclc.org/en-US/resource-sharing/features/ifla-vouchers-from-oclc.html
GEBAY – http://www.oclc.org/en-US/worldshare-ill/features/gebay.html
Ask GEBAY for an activation link
To place request: add MyBib eL to “Ship Via”
field, include email address in email field, you will receive a delivery note via email.
Keynote – Strategies for Sustainability:
Resource Sharing in the Digital World,
Liz Bishoff
https://www.atlas-sys.com/Conference2013/Presentations/Keynote_Strategies_for_Sustainability_Liz_Bishoff.pdf
Europeana – multi-heritage shared
database: www.europeana.eu Digital Library of America (DPLA)
Launched April 2013 by Boston Public Library
Hathi Trust – public domain digitized
material, ILL step before ordering (Google Books)
Routing Rules for Workflow Streamlining,
John Brunswick and Shawn Styer - Atlas
Systems
“Take the mystery out of ILLiad routing and make ILLiad do the work by automating tasks and
skipping unneeded steps in your workflow! Learn about routing rules and match strings, email
routing, routing addon possibilities, article
exchange routing, borrower status routing, and copyright routing.”
Custom Queues
To add a Custom Queue
Open the Customization Manager (CM)
Go to System, Custom Queues
Click on the Custom Queues table
Click on New Record
Queue Name = What you want to call the queue
Process Type = Borrowing, Lending, Doc Del
Objective &
Popular Routing Uses
Move request outside of standard workflow
automatically. Step-by-step directions via PPT, but LOUIS would make the changes in CM.
Move to custom queue
Skip step in processing, i.e. article in lending Go back step in processing
Filter printing
Change process type
Types of Routing Rules
3 Types
1. System 2. Email 3. Addon
Accessing System Routing CM
Routing Rules are set up using a Routing Table in the CM Open the Customization Manager
Go to System, Routing, RoutingOn Make sure RoutingOn is set to “Yes”
Go to System, Routing
Double click on the Routing table
Click on New Record in the upper left corner Could also use Copy Record
Make your entries
Click on Save when done
Restart the ILLiad Client for rule to take effect
*Directly from PPT: http://www.atlassys.com/training/handouts/routingrules2013.pdf
Routing Syntax Explained
Field Name Description
RuleNo This is a unique rule number that you assign to the rules. The first rule that applies to a given transaction
based on the rule definition is applied to the transaction.
RuleActive This is set to Yes or No, activating or deactivating this rule. A rule with a RuleActive value of No
will be ignored by the system.
ProcessType This specifies the ProcessType (Borrowing, Lending or Doc Del) to which a given rule applies. A
transaction must have a matching ProcessType value before the rule will be applied. TransactionStatus This specifies the TransactionStatus to which a given rule applies. A
transaction must have a matching TransactionStatus value before the rule will be applied. This value may be any legitimate ILLiad status, including any existing Custom Queues.
MatchString This specifies the remainder of the query string that must be matched by a transaction before
the rule is applied. For Borrowing, this query string should only reference the Users(ALL) and Transactions tables, unless a compound routing rule is used. For Lending, this query string should only reference the LenderAddresses(ALL) and Transactions tables, unless a compound routing rule is used. See further explanation below.
NewProcessType This specifies the new process type to which the transaction will be routed when the rule is
applied. This value does not usually need to change. It is possible to route transactions back and forth between Borrowing and Doc Del. Lending transactions cannot change
RequestType.
NewTransactionStatus This specifies the new Transaction Status to which the transaction will be routed when the rule
is applied. This value may be any legitimate ILLiad status, including any existing Custom Queues.
RuleDescription This describes what the rule is intended to do.
System Routing Table Explained
Rule No = a unique number, identifies the rule Rule Active = Yes or No
Process Type = Borrowing, Lending, Doc Del
Transaction Status = the request status where the rule
starts
Match String = the parameters for the rule
New Process Type = Borrowing, Lending, Doc Del
New Transaction Status = the status we want to move
the request to, could be a Custom Queue
Rule Description = free text describing the rule
System Routing Example
Skip article shipping labels in Lending
Process Type = Lending
Transaction Status = Awaiting Shipping Label Printing Match String = t.RequestType = ‘Article’
New Process Type = Lending
New Transaction Status = Request Finished
Language/Coding Explained
SQL language: =,>,<, NOT IN, IN, (<>, !=), LIKETable Aliases: T = Transactions; U = Users; L = Lender Addresses Single quotes: Used instead of double in SQL to denote text string
User status equals faculty: u.status
ex. ‘Faculty’
User status does not equal faculty
ex. U.status<>’Faculty’
“IN” is used to list multiple values
ex. u.status in (‘Faculty’,’Staff’)
“NOT IN” use if list of items to be included is long,
and you just want to name the item(s) that will not be included
ex. u.status not in (‘Faculty’,’Staff’)
LIKE uses % as a wildcard
Continue SQL, Table, Single Quotes
AND/OR used for combing terms,
ex. u.status = ‘Faculty’ and department = ‘Geology’
(will choose any hits with both)
ex. u.status = ‘Faculty’ or department = ‘Geology’
(will pull any hits with either or both)
‘ ‘ (parentheses) group related terms
ex. u.status = ‘Faculty’ or (u.status = ‘Staff’ and
department = ‘Geology’)
You can route based on Notes or History entries
ex. t.username = ‘OCD’ and t.TransactionNumber IN
(select distinct TransactionNumber from Notes where Note like’%SHIP IN BOX%’)
Popular System Routing Rules
Lending
Skip article shipping labels
Skip loan shipping labels for courier loans
Borrowing
Skip Copyright Clearance if older than 5 yrs
Route faculty requests to custom queue
Checkout loans after notifying patrons
IMPORTANT ROUTING NOTICE
Routing rules are listed from least to greatest in
the Routing Table by “Rule No.”
Once ILLiad finds a match from the Routing
Table, the route process with stop once the request is moved to the new status
Order your routing rules from most to least
Email Routing
Used in conjunction with custom emails 2 main components
Email routing rule Email template
Email static message max of 225 characters
Ex: Automatic overdue notices for 3rd stage route to
Popular Email Routing
Renewal approved/denied Recall
Request from remote storage Request for purchase
Email Routing Rules Explained
In CM: Go to System, EMail Double click on the EMailRouting table
Click on New Record
Or Copy Record
Process Type = Borrowing, Lending, or Doc Del Name = Name of this rule
Default To Address = Where email will be sent
Blank in Borrowing or Doc Del sends to patron Blank in Lending sends to borrowing library Could be fixed address, like in-library contact
Default to Name = Specify “To” name in email
More on Email Routing
Explained
Default Subject = Subject line of the email
Default From Address = Where email is coming from Blank will use value in EmailFromAddress key in Customization Manager Default From Name = Name of the sender
Blank will use value in EmailFromName key in CM
Default Status = Status of where you want request routed to
upon sending email
Blank field = Status will not change
File Name Loan = Name of email template to use for loans File Name Article = Name of the email template to use for
articles
NVTGC = Your site code, should be filled in Save system changes
Addon Routing
Addons can be used to route requests to
another status
When matchstings exceed 255 characters
Routing occurs based on a time condition
Routing of requests not touched by staff Routing is combined with other process
Additional Information
ILLiad System Routing Documentation https://prometheus.atlas-sys.com/display/illiad/System+Routing+and+Routing+Rules ILLiad EMail Routing Documentation
The Right Txt, Ohio University,
Derek Malone,
maloned@ohio.edu, 740-593-2691https://www.atlas-sys.com/Conference2013/Presentations/The_Right_Txt.pdf
Stats from research: 75% teenagers text; 47% teens
have smartphones
Summer 2012 Ohio Univ started texting
Biggest hurdle – text & email message must be same
(for now) & previous messages too long, can add link to more info on web page, links occasionally dead
http://www.library.ohiou.edu/services/borrowing/interlibrary-loan-and-document-express/
Most messages revised to be “text” friendly (OD,
delivery, renewals, cleared), but some still aren’t
Text # could be manually taken out in longer messages
Maximum character limit 140
New Patron Registration Ex.
Subject: ILLiad Registration Notification Body:
Thank you for registering with Ohio University Libraries ILLiad. We will notify you by email when an item is received.
Sign up for text message notification:
http://www.surveymonkey.com/s/SW93KKW
Key Factors for Ohio
Patrons sign up for text through Survey Monkey.
No option to sign-up when creating ILLiad
account, because have to add provider info.
Sign-ups checked daily – slow, now 1-4 daily # is added at end of patron last name
Patrons who get texts continue to receive emails:
Provider #@text address,email address (no sp)
Offer most popular providers -
OSU offers T-Mobile, Boost, Sprint, Verizon, Bell South
Don’t have unlimited text, prob for patron (notify)
Error with E-article Delivery
Derek says this:
“Any electronically delivered article (doc del or borrowing) will run into a notification issue. You’ll see the outgoing e-mail
error, so you can click that, open the transaction itself, and send a notice manually from there. It will work that way just fine. Then, delete that error, and you’re done. Those are the only errors though, and they’ll tell you when it happens.”
ILLiad Web Reports
Kevin Ford, Atlas Systems
https://www.atlas-sys.com/Conference2013/Presentations/ILLiad_Web_Reports.pdf
Settings
If web reports option is not showing, it
needs to turned on in CM
Naturally set up for all to have access, but
Types of Web Reports
Borrowing Lending Doc Del Admin
About Web Reports
ILLiad vs OCLC – sometimes differ
because counting different things
Open see listing and explanation
End Date does not include entered date, so
enter day after when applicable (FY)
OCLC Stat Terms Explained
OCLC Borrower Overview
Request Initiated ILL requests created and sent to lender.
From WorldCat The requests were made from an OCLC Bib record.
Cancelled Borrower cancelled the request. (They can only do this if the
request is still pending or in process.)
Filled When lender says Yes and updates to Shipped.
Loan Shipped record has a valid date in the DueDate field. Copy Shipped record has a N/A in the DueDate filed.
Unfilled Request goes to a status of Unfilled.
Avg Turnaround From the day/hour/minute the request was created by the
borrower to the day/hour/minute the Borrower updated request to Received.
Avg Turnaround un From the day/hour/minute the request was created by the
borrower to the day/hour/minute the request went to Unfilled.
Custom Searching
Method to run additional stats not offered
with Web Reports
Searches can be saved & shared
If getting multiple hits of same record, get
more specific with search
Saving – right click to remove files or
group files
ILLiad Tune-up Top Ten
Heather Black
https://www.atlas-sys.com/Conference2013/Presentations/Tune_Up_Top_Ten_Makeover_Tips.pdf
“Rent an Atlas Expert” - approx $4,000 Workflow revisions and best practices Problem solving
Explain & enhance ILLiad use Project approach & guidance
Top Jobs
Printing Routing Rules Email Routing Training Workflow Efficiencies Addons (search free internet sources), Odyssey,
OCLC ILL Service Function, Non-Routing Processing Web Editing
Printing
Sorting & filtering print jobs
Sort by call number
Eliminate return labels for couriers
Suppressing print prompts
Storing templates on shared drive Updating print export
Customize print templates
Add courier
?’s To Ask Yourself About Printing
Would an enhancement help to make
pull slips or loan labels more understandable or helpful?
Is there printed material that I don’t use? Is there material that I manually delete
before printing?
Routing Rules
Skip label printing (Non-Odyssey article del) Skip copyright for article over 5 yrs old Routing requests for alternate pick-up
local or home del
Routing new requests to special queues
Patron Type
?’s To Ask Yourself about
Routing Rules
Is there a patron type that you would like
to serve differently?
Are you taking unnecessary steps during
processing?
Do some requests need more attention
Email Routing
Query other depts concerning ILL Correspond with patron concerning
requests
Citation clarification Recalls
?’s To Ask Yourself About
Email Routing
Do you email request queries outside of
ILLiad?
Do you need to communicate with other
departments or patrons concerning requests?
Training
Clarification to passed down info New employees
New workflows
?’s To Ask Yourself Concerning
Training
Are you confident in all areas concerning
ILLiad?
Are there employees in your department
Workflow Efficiencies
Non-Routine Processing Conditionals
Unfilled
Special Messages
Connection Manager Errors
OCLC ILL Service Functions
Deflections (PD, local holdings record) Custom Holdings
Direct Request
Odyssey Implementation/Electronic Delivery
Trusted Sender Odyssey Helper
Converting pdf docs to tif docs with Odyssey
Addons
Catalog Searching Serials A-Z List
?’s To Ask Yourself Concerning
Workflow Efficiency
Do you search outside of ILLiad?
Do you check holdings info in more than one place?
Do you supply patron access to internet available
resources? If so, how streamlined is that process?
Is ILL process efficient?
Could you improve article turnaround time?
Deleting lending requests often? Manually creating lending strings? Do you like your renewal process? Are you monitoring stop sign?
Database Maintenance
Merging sites
Moving from self-hosted to hosted Username changes
?’s To Ask Yourself Concerning
Database Maintenance
Do you need to make a big change
Making the Most of your ILLiad Web
Interface, Kerry Keegan and Stephanie
Spires - Atlas Systems
Studies show attention to F shaped pattern (top, left-hand corner)
2012 session PPT recommended: Beyond Out of
the Box, http://www.atlas-sys.com/conference/2012-illiad-international-conference-session-archive/
Specific SQL Codes to ILLiad – see PPT LOUIS –HTML?
Remember most of what you see can be changed
and/or added to fit your needs, ex. adding check boxes (tag as lender note & they will see it), changing words, changing colors & shapes, add patron search box
Tools for Editing
Notepad ++ (source code editor)
W3C Schools (online tutorials CSS, HTML,...) Rsizr (resizes images)
Molio (CSS Resource)
Pixlr (similar to Photoshop, but free)
Remember to check HTML, CSS, Javascript in all browsers (IE, Mozilla)
Don’t directly edit on production web pages, use Testweb
Ideas & Notes
Item info fields can be renamed to fit site needs,
ex. help with stats.
Individual ILLiad clients: rt click & choose custom
layout; right click on field to rename & choose rename; type in new name & choose save.
LOUIS change on request forms.
Note field – choose “Lender” to show lender note;
also can designate additional fields to be added in OCLC Constant Data for lender to see
More Ideas & Notes
Specific pages can be made for specific patrons Status lines – constant message in emails, ILLiad
headers (by default), elsewhere on web pages
RSS Feeds and Alerts can be set-up to directly to
Dynamic Student Training
Using PowerPoint, Bethany
Ketting & JoAnn Marvel,
Western Carolina University
https://www.atlas-sys.com/Conference2013/Presentations/Dynamic_Student_Training_Using_Powerpoint.pdf
Students ¼ of staff in US Academic Libraries Students juggling many responsibilities
PPT easy way to visually explain ILL operations
Breakdown ILL workflow & create PPT for each process Chance for collaboration with other depts (stack
searching, etc)
Ask students for feedback to cont to improve See PPT for specifics on making slides
Team Building
Library Lock-in w/ team building and
training
Twice semester group meetings and/or
Resources
www.edutopia.org EducationPlanner.org www.ithaca.edu/mathcs/LearnStyle/learningStyle Learning- Styles-Online.com www.officearrow.com/8-fun-activities-to-help-build-your-team.htmlClosing Remarks
2014 ILLiad Conference scheduled for
Contact Info
Cayce Michael LSU Libraries, Middleton
Library
Head of Interlibrary Loan cmichael@lsu.edu
