1. South Dakota Library Network Remote ILL Workflow Creating Borrowing Requests South Dakota Library Network 1200 University, Unit 9672 Spearfish, SD 57799 www.sdln.net © South Dakota Library Network, 2009 ©Ex Libris (USA), 2008 Modified for SDLN Version 18.01

2. Remote ILL Workflow The Integrated ILL module The ALEPH ILL2 software client allows you to create borrowing ILL requests, as well as supply lending requests. For the purposes of Remote ILL users, only borrowing issues will be discussed. You can carry out the following ILL borrowing steps via the ILL2 software client: 1. Create New Requests 2. Locate Suppliers 3. Send Requests (LENDER works on request) 4. Receive Material 5. Return Material (in the case of a loaned item) 2

3. Remote ILL Workflow The Integrated ILL module In addition to the above basic ILL activities, you can also carry out additional transactions such as: 1. Renewal Requests 2. Declaring Loaned Items as Lost/Damaged 3. Free-text Messages 3

4. Remote ILL Workflow Prerequisites for ILL Download the ALEPH ILL2 software client To access the ALEPH ILL2 software client, you must download it to your computer. (see separate download instructions) Remote ILL Partner Set Up (see separate Set Up instructions) 4

5. Remote ILL Workflow Module tabs Borrowing Lending Administrative Search Borrowing requests are created via the Search tab and processed via the Borrowing tab 5

6. Remote ILL Workflow Create new Borrowing Request Log in to the ALEPH ILL2 Module: Go to your computer's Start Menu, Programs, Aleph 500 and activate your Aleph client ( Interlibrary Loan 2) by double clicking. You will see a login window: Please contact SDLN for your user name and password. 6

7. Remote ILL Workflow Create new Borrowing Request Conduct a search for the requested material in the Search Tab (binoculars). Be certain that SDLN Full Catalog is selected for the Base. 7

8. Remote ILL Workflow Create new Borrowing Request Double-click the results line or click ‘Show’ in the lower pane to display the records associated with your search. 8

9. Remote ILL Workflow Create new Borrowing Request Select the record that best matches the item you wish to request. Click ‘ ILL Request’ in lower pane. 9

10. Remote ILL Workflow Create New Borrowing Request Select ‘Borrowing Request’ as the request type, and click ‘OK’. 10

11. Remote ILL Workflow Create new Borrowing Request In the borrowing request form, enter your ILL Unit patron ID (alternatively, you can select your patron from the patron list by clicking the ellipse button). Enter the need-by date, select your Media send method and click ‘Send’ to create the request. 11

12. Remote ILL Workflow Create new Borrowing Request The borrowing request will display on the screen with a ‘New’ status. It will proceed to Waiting for Process since you have chosen unmediated locate in your partner record. If you wish to check locations, click ‘Locate’ to determine which libraries own the item. 12

13. Remote ILL Workflow Create new Borrowing Request Locate possible suppliers: you can display a “Locate Preview” window to review the “locate” process, to see which suppliers were checked, and the outcome of each check. To preview the Locate process: From the Borrowing menu, select “Preview on Locate”: 13

14. Remote ILL Workflow Create new Borrowing Request Locate possible suppliers: When you click Locate from the List of requests, the Locate Preview window displays: To complete the Process, click Locate 14

15. Remote ILL Workflow Create new Borrowing Request After the locate is performed, a list of potential suppliers appears in tab4 of the lower pane. Rearrange the list if necessary by clicking ‘Re-arrange.’ Once the list is set, click ‘Send’ to send the request to the first library on the list. 15

16. Remote ILL Workflow Create new Borrowing Request The request status changes to Sent to Supplier 16

17. Remote ILL Workflow The Borrowing tab is used for viewing and handling outgoing requests. The tab has two modes of display, Functional and Summary. Functional mode In the Functional display, actions can be carried out, and records can be updated. Viewing Borrowing Requests The functional view presents a list of requests and gives options for working with the requests on the right side of the screen. 17

18. Remote ILL Workflow Viewing Borrowing Requests Summary mode The Summary mode gives an overview of the requests and messages. This view serves as an index to the requests, displaying the number of requests per status, and with the ability to select a group of requests for Functional display and action. You can limit the display to list only statuses that currently have requests. To do so, select the View Active St. check box. 18

19. Remote ILL Workflow View new Borrowing requests Open the Borrowing tab (click the tab or press F5) and click Summary mode. Select the New, or New – Staff Review folder, if there are requests there. Otherwise, choose Waiting for Process to display summary information, and to select requests for processing: 19

20. Remote ILL Workflow View new Borrowing requests You can choose a Status Display group from the drop-down list. Although the list offers grouping by: Type of request, Active Supplier, Open Date, Last Activity Date, only Type and Open Date are relevant for NEW requests. 20

21. Remote ILL Workflow View new Borrowing requests NEW requests are processed automatically, you should ignore the “New” sub-node in the Summary. If requests in this status pile up, this can be an indication that the automatic processing has stopped, and you should inform system personnel of the situation. You should, however, deal with “New – Staff Review” And you must Send all Waiting for Process requests to suppliers. 21

22. Remote ILL Workflow Handling new borrowing requests Requests are initially assigned the status NEW, or NEM (New-Staff Review). The request status is NEM if a patron note has been registered in the request; otherwise the status is NEW. NOTE: NEW requests will change status to Waiting for process as they are located by the system. If the partner record is set to Unmediated locate, the central ILL server will perform the locate function. Once requests are located, you must manually Send, to have status change to Sent to Supplier. 22