1. Workflow Toolkit Cyril Oberlander, SUNY Geneseo & Harriet Sleggs, SUNY Geneseo Presented @ IDS Conference, August 4-6, 2008 Materials available for download at www.idsproject.orgwww.idsproject.org IDS Project Workflow Toolkit Cyril Oberlander & Harriet Sleggs, SUNY Geneseo IDS Project Conference 2008

2. Workflow Toolkit What is it? Collection of documentation to improve workflow ILLiad Settings & Templates Best Practices & Techniques Email.txt files & Word Templates Version 1 is a download of useful files today Version 2 will be a wiki with dynamic tutorials

3. Workflow Toolkit Requirements before we start… In order to implement most of these, you need access to the ILLiad’s customization manager, and write access to your server’s Email, Print, and PDF or Elec Del Folders. Most of the files in the Workflow Toolkit use ILLiad Local Info values and don’t require editing, but some of the illustrations for email routings require local emails, etc., so configure those to your own needs.

4. Workflow Toolkit Chapter 1 – General Tips & Intro

5. Best Practice and Holdings OCLC Print holdings closed OPAC Print holdings closed but refer to Online holdings OCLC eSerials Holdings Update only attaches symbol, not holdings A Solution? PRINT v. 1-44 (1947-1990) |ONLINE v. 38- (1984- ) ILL OK A Solution? PRINT v. 1-44 (1947-1990) |ONLINE v. 38- (1984- ) ILL OK

6. Chapter 2 Workflow Toolkit – Borrowing Email Routing for Borrowing means you can use an email to… Send ALA forms Send NLM a request Send other libraries a request for renewal or resend Bill users for lost materials Automate delivery of full text Send Acquisitions a purchase request Send users; renewal or recall notices, or just a question about a request. And More… Email Routings record all emails sent about a request, and it can change the transaction status of the request.

7. IDS Conference SUNY Oswego August 4-6, 2008

8. Double Click on Awaiting Request Processing

9. Double Click on Article request

10. Search for journal

11. Open journal finder and paste title in journals tab

12. Double Click on database

13. DRAFT7/29/2008 Double Click on Full Text link to open article as PDF

14. DRAFT7/29/2008 Click on File and then Save to PDF folder by TN #

15. Previous Process Route request to Document Delivery Switch to Document Delivery Menu Print Document Delivery Pull Slips Refresh Status Info Update Document Delivery Search Results Notify Electronic Delivery 7/29/2008

16. Reminder - Click on File and Save to PDF folder by TN #

17. 7/29/2008 Click on email and select Full Text @ Milne

18. All you have to do… Click Send All that is automated… 1. Status changes to Delivered to Web 2. Email routing pushes to “Milne Del to Web” 3. Routing rule changes from Borrow to Doc Del to Del to Web 4. Counts as a Document Delivery fill

20. Create text file for this email routing. ( refer to Email Routing in Workflow toolkit)

21. Create email routing

22. Create email routing rule ( For additional help – Refer to Toolkit and/or ILLiad Knowledge Base: http://www.atlas-sys.com/kbhttp://www.atlas-sys.com/kb)

23. Reminder - there are 3 pieces that need to be in place before using the new email routing Create text fileCreate email routingCreate routing rule

24. Workflow Toolkit Chapter 2 – Borrowing

26. Workflow Toolkit Chapter 3 – Custom Holdings & Direct Request

27. Workflow Toolkit Chapter 4 - Lending

28. Workflow Toolkit Chapter 5 – Document Delivery

29. Workflow Toolkit – Word Templates (See chapters: Borrowing, Lending, Document Delivery) BorrowingLoanSlips

30. No user mailing address info; my deliverme = Hold for Pickup Quick module guide: B=Borrowing D=Doc. Delivery L=Lending Quick module & request type indicator Paper folds In half User & Processing Info. Citation Information Easy to find on the holds shelf Return to Borrowing Library (When ILLiad 8 arrives, it will include a return to lending library label) CITEDVOLUM Used for notes

31. 1.Warning; as you edit… MERGEFIELDS HIDE 2.Using IFs to hide irrelevant fields – no value – not visible 3.Article fields in Loan slips are for chapter requests

32. Borrowing Return Slips For regional courier services, IF BillingAddress2 has text LAND, it prints LAND in Red; IDS Project is BillingAddress1, and HUB is Address4

33. Lending Delivered By Ship To Odyssey flag Quick module guide: B=Borrowing D=Doc. Delivery L=Lending Citation Information Library, User & Processing Info. CITEDVOLUM Used for notes Quick module & request type indicator IDS Project LAND & RRLC IDS Project

34. Document Delivery (loan) – for home or department Delivery You can do the same with which library to pickup from, i.e. NVTGC, and other ILLiad fields I chose “Mail to Address” So ship to my address appears here

35. For users who don’t want electronic delivery, the form says “No Electronic Delivery” Delivery Info Delivered by Info Library, User & Processing & Copyright Info. Citation Information Document Delivery (articles) – for Paging or Storage requests Quick module guide: B=Borrowing D=Doc. Delivery L=Lending

36. Workflow Toolkit Thank you & Questions? Suggestions?