Workflow Toolkit IDS Project Workflow Toolkit Cyril Oberlander

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

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

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.

Workflow Toolkit Chapter 1 – General Tips & Intro

Best Practice and Holdings OCLC P clo s g n i old rint h sed refe t u b d lose c s g n oldi ngs i h d t l n o i Pr eh Onlin OPAC r to ches a t t a only e t a Upd s g n i ngs d i l d o l o H rials bol, not h e S e sym OCLC A Solution? PRINT v. 1 -44 (1947 -1990) |ONLINE v. 38 - (1984 - ) ILL OK

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.

Streamlined Routing for Full Text Requests to Document Delivery IDS Conference SUNY Oswego August 4 -6, 2008

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

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Crea te e mail rout ing

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Reminder - there are 3 pieces that need to be in place before using the new email routing • Create text file • Create email routing • Create routing rule

Workflow Toolkit Chapter 2 – Borrowing

Workflow Toolkit Chapter 3 – Custom Holdings & Direct Request

Workflow Toolkit Chapter 4 - Lending

Workflow Toolkit Chapter 5 – Document Delivery

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

find s o t d y Eas he hol t on f l she LUM O V D CITE or notes f Used No add user de ress maili l Ho iverm info; ng ld f my or e = Pic kup User & Processing Info. Qu i B= ck m Bo od D= rro ule L=L Doc. wing guid e: en Del din ive g ry Citation Information Paper folds In half Qui c req k mo d u ind est ty ule & icat p or e rary orrowing Lib clude B to rn tu e R rives, it will in 8 ar (When ILLiad bel) ding library la n a return to le

1. War ning; a MERGEF s you edit… IELDS H 2. Usin g IFs to h IDE ide irrele – no valu vant fiel e – not v ds 3. Artic i s ible le fields in Loan s chapter lips are f requests or

Borrowing Return Slips For regional courier services, IF Billing. Address 2 has text LAND, it prints LAND in Red; IDS Project is Billing. Address 1, and HUB is Address 4

Lending Odyssey fla g Qu ic B=B k mo d D= orrow ule g Do L=L c. D ing uide: end eliv ing ery Library, User & Processing Info. Citation Information CITEDVOLUM Used for notes r P S ule & mod k c i e Qu st typ e u q re ator indic ct e j o ID Delivered By LAN D& Ship To t ID r P S RRL C c oje

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

Document Delivery (articles) – for Paging or Storage requests ule guide: Quick mod g B=Borrowin very li D=Doc. De L=Lending For user sw the form ho don’t want ele says “No Electronic delivery , ic Delive ry” Citation Information Library, User & Processing & Copyright Info. Delivery Info Delivered by Info

Workflow Toolkit Thank you & Questions? Suggestions?