1. South Dakota Library Network ALEPH Integrated ILL (ILL2) Set Up Working with Potential Suppliers Lists South Dakota Library Network 1200 University, Unit 9672 Spearfish, SD 57799 www.sdln.net © South Dakota Library Network, 2008 ©Ex Libris (USA), 2007 Modified for SDLN Version 18.01

2. ILL2 Set Up Setting Up Integrated ILL 2 In order to begin working with Integrated ILL functions, you must do the following: Create an authorized staff user Create a roster of potential suppliers (for borrowing requests) NOTE:SDLN staff will be ILL ADM library administrators

3. ILL2 Set Up Creating roster of potential suppliers 3 A default list of potential suppliers has been loaded for each XXX40 library. You will need to edit this list for your location. The roster comes into play in the following manner – when a borrowing request is processed, the system attempts to ‘Locate’ the material on each relevant supplier’s database, and to identify which suppliers from the roster have available items. “Successful” suppliers are assigned to the request. When a supplier is unable to fulfill the request, the request is sent to the next supplier in the list, and so on. The order of the suppliers is determined either by their order in the roster, or by random selection (depending on how you set the different levels of suppliers in your roster).

4. ILL2 Set Up Creating roster of potential suppliers 4 Each ILL Unit configures its own roster of potential suppliers, for each type of material (for example, photocopy, microform) and for the format in which the material should be supplied (returnable (loan), non-returnable (copy). Features of the roster are: Each ILL unit controls its own roster Entries in the list can be set for particular types of media (for example, Machine-Readable, photocopy) Entries in the list can be set for particular methods of supply (for example loan, photocopy)

5. ILL2 Set Up Creating roster of potential suppliers 5 Features of the roster are (cont): Each entry (supplier) in the list is profiled for: Base which is searched. Note: when adding a new line to the potential supplier list, the system will automatically fill in the supplier's default Locate Base (as defined in the supplier's partner record). Average Supply Days- Number of days it takes for material to be supplied (This defaults from the partner information and the default setting is 3 days for courier libraries and 5 days for USPS libraries.) Return Delay - How long it takes to return material that has been supplied (This defaults from the partner information and the default setting is 3 days for courier libraries and 5 days for USPS libraries.)

6. ILL2 Set Up Creating roster of potential suppliers 6 Features of the roster are (cont): Expiry Days –Number of days after which the request expires at a potential supplier and moves to the next potential supplier on the list. (3 days should allow plenty of time for the potential suppler to respond to your ILL request.) The roster can contain levels (groups) Your choices are 1-9 and 99. You may want to group your potential suppliers by location or those you use most often. The suppliers within a level can be sequenced, or can be randomized (It is best to randomize so you are not overloading one library with your requests.)

7. ILL2 Set Up Creating roster of potential suppliers 7 To work with your roster: In Integrated ILL, choose the Potential Suppliers node in the Administration tab:

8. ILL2 Set Up Creating roster of potential suppliers 8 The default potential supplier list displays:

9. ILL2 Set Up Creating a roster of potential suppliers 9 It is possible to change both the level and the sequence of a potential supplier. Note that you can only change the level or sequence to a level or sequence that already exists. If you want to move the potential supplier to a level that does not exist you will need to delete the potential supplier and add them back in.

10. ILL2 Set Up Creating a roster of potential suppliers 10 In this example, we can change NSU in Level 01 to Sequence 02, 03, or 04.

11. ILL2 Set Up Creating roster of potential suppliers 11 You can filter the list by filling in one or more of the fields at the left of the Potential Suppliers list: Type in a supplier partner code or click the ellipse to get the list of partner codes

12. ILL2 Set Up Creating roster of potential suppliers 12 You can filter the list by filling in one or more of the fields at the left of the Potential Suppliers list: Click dropdown for Media / Level:

13. ILL2 Set Up Creating roster of potential suppliers 13 Actions include: View a list of the In the Potential Supplier’s list, select a potential supplier Supplier from the Suppliers drop-down list records for one partner and click Go (the drop-down list is ordered alphabetically by Partner code). If you want to filter the resulting list further, for example, to see if a potential supplier record exists for the media type Microform (copy), select a media type from the Media/Level drop-down list and click Go.

14. ILL2 Set Up Creating roster of potential suppliers 14 View a list of all In the Potential Suppliers list, leave the partners with Supplier drop-down list empty, choose potential supplier a media type from the Media/Level records of one drop-down list and click Go. particular media type This list will show you the order in which the system searches for potential suppliers within a media type. If you want to further limit this list so that you only see the group of potential suppliers for one media type within one specific level, select the level (01, 02 and so on) from the Media/Level drop-down list and click Go.

15. ILL2 Set Up Creating roster of potential suppliers 15 Start over and perform In the Potential Suppliers list, click a different search Clear to clear the search filters Rearrange the order in In the Potential Suppliers list, select a which the system sets potential supplier, choose Level from potential suppliers within the Rearrange Supplier section, a group, or to move a choose the Sequence number that you supplier from one group wish to assign to the highlighted to another supplier and click Rearrange. The potential supplier record will move to the appropriate place in the list.

16. ILL2 Set Up Creating roster of potential suppliers 16 Randomize the order of In the Potential Suppliers list, select one the potential suppliers of the lines in the level and click within a level Randomize (if the group of suppliers is already randomized, the button will be labeled De-Randomize, in which case the suppliers will be sequenced). Add a new potential In the Potential Suppliers list, Click Add. supplier An empty entry form will open in the lower pane.

17. ILL2 Set Up Creating roster of potential suppliers 17 View and/or update a Select the relevant line in the Potential potential supplier entry Suppliers List. The lower pane displays a tab containing the supplier roster information and another tab with the supplier roster form for updating. Remove a potential supplier In the Potential Suppliers list, select a from his place in the roster roster line and click Delete. This removes the highlighted roster line; it does not remove all the roster lines of this supplier.