WEBVTT 1 "Sarah Robledo" (372830720) 00:00:01.699 --> 00:00:22.800 Okay, so let's begin. Hi everyone and welcome. I'm Sarah Robledo part of the member education team here at OCLC. I'm so glad you're here with me today as you take a look at how to get started with WorldShare ILL. This session is designed for those of you who are brand new or maybe just brushing up on how to use the system. 2 "Sarah Robledo" (372830720) 00:00:22.800 --> 00:00:42.800 Oh, give me 1 s, ok. By the end of this session, you have learned the basic steps in World Share ILL to help you start using the service. 1st, we will explore the basic concepts of the service. 3 "Sarah Robledo" (372830720) 00:00:42.800 --> 00:01:03.200 Second, you will learn how to log into worldshare ILL for the 1st time and navigate through the options. 3rd, we will explore the search options that will help you find the best biliographic record match for your ILL request. Finally, we will touch on how loan and copy requests are created in the system and where you can find. 4 "Sarah Robledo" (372830720) 00:01:03.170 --> 00:01:24.480 For our documentation and contact for OCLC support. We also have a link to where we offer several short video tutorials on topics related to World Share ILL. Let's get started with our 1st topic we'll be touching on today. The basics of World Share ILL. 5 "Sarah Robledo" (372830720) 00:01:03.200 --> 00:01:24.480 Our documentation and contact for OCLC support. We also have a link to where we offer several short video tutorials on topics related to World Share ILL. Let's get started with our 1st topic we'll be touching on today, the basics of World Share ILL. 6 "Sarah Robledo" (372830720) 00:01:24.480 --> 00:01:42.840 To understand how WorldShare ILL works, we must 1st discuss the database it's built around called WorldCat. This is the world's large largest library catalog containing data from tens of thousands of libraries around the globe. World Share LL is built on top and of the shared resource. 7 "Sarah Robledo" (372830720) 00:01:42.840 --> 00:02:02.670 As a barring library, you can use Worldcat to search for materials and identify libraries that own the items. As a lender, you can make your library's holdings visible for others to request. Every library in the OCLC system has a unique OCLC symbol, sort of like a shorthand or an ID for your institution. 8 "Sarah Robledo" (372830720) 00:02:02.670 --> 00:02:19.830 You can see some examples of these OCLC symbols by looking at the screenshot on the right side of the screen. You'll see these symbols used throughout the world share ILL when identifying borrowers and lenders. Next we'll go over some key terms in world share ILL. 9 "Sarah Robledo" (372830720) 00:02:19.830 --> 00:02:39.270 The borrowing library is the one placing the request. The lending library is the one fulfilling the request. The lender string is a list of potential lenders and there's a max of 15. Loans versus copy Loans are for physical items such as books. Copies are scans of articles or books chapters. 10 "Sarah Robledo" (372830720) 00:02:39.270 --> 00:02:57.390 The OCLC supplier defines if it, if you're a lender or not in the system, days to respond is how long a request stays before a request moves on to the next lender. Deflections are policies that automatically say NO to request based on your system settings. 11 "Sarah Robledo" (372830720) 00:02:57.390 --> 00:03:15.270 And OCLC groups are created by OCLC on behalf of libraries. This could be consortias or other groups of agreements. And finally, fulfillment is when the item is supplied by the lender. There's also a link to the OCLC glossary on the learner guide and also here on the presentation. 12 "Sarah Robledo" (372830720) 00:03:15.270 --> 00:03:34.860 So how does it work? When you go to world share to request an item as a browing library, these following things happen. 1st, you search Worldcap for an item and locate the item. Then you have your lender string populated with your selected lenders. 13 "Sarah Robledo" (372830720) 00:03:15.300 --> 00:03:34.860 So how does it work? When you go to world share to request an item as a borrowing library, these following things happen. 1st, you search Worldcap for an item and locate the item. Then you have your lender string populated with your selected lenders. 14 "Sarah Robledo" (372830720) 00:03:34.860 --> 00:03:57.080 Next you send your request to your chosen lenders, and then finally you manage the request and update the request in the system when the item arrives. Then you return the item when you have a physical item on loan. You can have some of these steps automated to save you time. 15 "Sarah Robledo" (372830720) 00:03:57.080 --> 00:04:03.780 We discuss this more in 2nd part of the series, prepare and plan. 16 "Sarah Robledo" (372830720) 00:04:03.780 --> 00:04:21.630 After searching and finding your item, you then select the lender string to populate on your request. You can select up to 15 libraries at a time. Each library in your lender string has a default of four days to respond to your request. This does not include US national holidays and weekends. 17 "Sarah Robledo" (372830720) 00:04:21.630 --> 00:04:38.219 Then the system automatically advances the request from the next lender. If a lender doesn't respond or says NO to request. This means the more lenders you add to the lender string, the better chance for your request to be fulfilled. 18 "Sarah Robledo" (372830720) 00:04:38.219 --> 00:04:54.269 There are options to automate the lender string, letting the system populate the lender string automatically based on your own configurations. The request type is very important. The request type determines the workflow. 19 "Sarah Robledo" (372830720) 00:04:54.269 --> 00:05:15.289 Loan requests are initiated and managed by the borrowing library and closed by the lending library when the lender receives the physical item back such as a book or DVD and updates the request in the system, marking the request as completed. Copy requests are initiated by the borrowing library and completed and closed when the borrowing libra. 20 "Sarah Robledo" (372830720) 00:05:15.289 --> 00:05:40.459 Library receives the item and updates the request in the system, marking that as received. Then the system automatically closes the request because there is NO material to be returned. The next feature we are going to discuss is IFM. You can use IFM for requests that involve costs. If M automates the billing process for ILL transactions. 21 "Sarah Robledo" (372830720) 00:05:40.459 --> 00:06:05.629 By debiting the borrowing library and crediting the lending library for the associated costs. For IFM to work both libraries must accept it. Each library can then manage its monthly OCLC invoice and statement as well as access reports to review the requests included in that must invoice. Instead of each library sending or receiving individual charges, all charges are consolidated into your occ. 22 "Sarah Robledo" (372830720) 00:06:05.629 --> 00:06:26.669 CLC monthly invoice. This means IFM streamlines the entire invoicing and payment process for ILL. Eliminating most of the common issues with billing and payment. Article Exchange is part of the World Share ILL service, and it's an option for lenders. 23 "Sarah Robledo" (372830720) 00:06:26.669 --> 00:06:46.669 To supply copy requests. Once a copy request is received, article Exchange automatically creates a unique URL and a password to protect the document. Then the borrowing library can forward this unique URL and password to their patron. 24 "Sarah Robledo" (372830720) 00:06:46.669 --> 00:07:03.269 The document expires in 30 days or after five views. The staff preview view does not count towards those five views. Okay, so we kind of went over a lot already in the beginning of this class. Does anybody have any questions so far? 25 "Sarah Robledo" (372830720) 00:07:03.029 --> 00:07:25.429 About worldshare ILL. Yeah, you can go ahead and type it in the chat if you have any questions? Just make sure you're, oh yeah. 26 "Sarah Robledo" (372830720) 00:07:03.269 --> 00:07:25.429 About Share ILL. Yeah, John you can go ahead and type it in the chat if you have any questions? Just make sure you're, oh, yeah. 27 "Sarah Robledo" (372830720) 00:07:25.429 --> 00:07:46.339 Okay, take your time. 28 "Sarah Robledo" (372830720) 00:08:06.339 --> 00:08:29.641 Okay, so asked, once those theories of potential loaning libraries has been exhausted, will they disappear from future selection options as they do in Ilyad? I'm not sure. Let me let me see. Lucia, do you know the answer to that one? 29 "Sarah Robledo" (372830720) 00:08:06.369 --> 00:08:29.641 Okay, so asked, once this theories of potential loaning libraries has been exhausted, will they disappear from future selection options as they do in Ilyad? I'm not sure. Let me let me see. Lucia, do you know the answer to that one? 30 "Lucia Shelton" (1928977664) 00:08:29.641 --> 00:08:57.289 When you create the lender string and after you reach the last lender and the string, then, can you hear me? Yes, so in Worldshy LL, when you created your lender string after the. 31 "Lucia Shelton" (1928977664) 00:08:57.289 --> 00:09:20.189 The request reached the last lender, then, then you don't have that list for that request. You, what happens to that request is either the request goes as unfilled and you needed to resend that request to a new group of libraries. Is this is your question? 32 "Lucia Shelton" (1928977664) 00:08:57.319 --> 00:09:20.189 The request reached the last lender then then you don't have that list for that request. You, what happens to that request is either the request goes as unfilled and you needed to resend that request to a new group of libraries. Is this your question? 33 "Lucia Shelton" (1928977664) 00:09:20.189 --> 00:09:52.249 No, what happens if the request goes as of goes. 34 "Lucia Shelton" (1928977664) 00:09:52.249 --> 00:10:12.249 And you need to resubmit that request, then you need to select a new group of libraries. I I talk about this. This is a little bit away from this session. I talk about what happens with requests that goes. 35 "Lucia Shelton" (1928977664) 00:10:12.249 --> 00:10:34.379 As unfield and the world share ILL borrowing session. I'll go more specific on this, ok? So, NO NO problem. Your question's very good, but what happens to that request as they go on field, you need to. 36 "Lucia Shelton" (1928977664) 00:10:34.379 --> 00:10:53.159 Select a new group of libraries. You are able to open the request history, see the group of libraries you sent to that request 1st, so you don't send it to the same group of libraries, and then you can select a new group of libraries to send that request to, ok? 37 "Lucia Shelton" (1928977664) 00:10:53.159 --> 00:11:01.422 And thanks again for your question. 38 "Sarah Robledo" (372830720) 00:11:01.422 --> 00:11:15.899 Okay, thank you Lucia. Does anybody else have any other questions before we continue? Alright, we'll go ahead and continue on then. 39 "Sarah Robledo" (372830720) 00:11:15.899 --> 00:11:35.899 So the next part we're gonna talk about is part two. Navigate and create accounts, which is how to log in for the 1st time, navigate through the interface options and create additional staff accounts. So for new subscribers, when your library subscribes to the service, OCLC sends welcome letters. 40 "Sarah Robledo" (372830720) 00:11:35.899 --> 00:11:52.409 This letter includes your library's custom web address for worldshare ILL. Your worldshare ILL username, this can be changed later on, so you're not married to it. Instructions for setting up your worldshare ILL password. 41 "Sarah Robledo" (372830720) 00:11:52.409 --> 00:12:11.669 As well as your nine digit authorization and password to access the statistics report. If you do not have this information, you will need to contact OCLC support to ask them to retrieve this information. And their email is support@OCLC.org. 42 "Sarah Robledo" (372830720) 00:12:11.669 --> 00:12:27.059 If your library is already using the service and you are new to World Share ILL, then you need to contact a colleague at your library to retrieve your library's custom web address for the world, for World Share ILL because that's how you access the service for your library. 43 "Sarah Robledo" (372830720) 00:12:27.059 --> 00:12:45.539 Then you can have your colleague create an account for you to access the service. Once a colleague creates a username for you, you will still have to create your password. And again, usernames can always be changed later on. We do recommend that you bookmark your library's custom web address. 44 "Sarah Robledo" (372830720) 00:12:45.539 --> 00:13:05.539 And remember, contact OCLC support if you need assistance retrieving your custom web address or if you have any issues accessing the service. So let's go live so we can see how this works. Let me share my browser. Give me one moment while I get it up. 45 "Sarah Robledo" (372830720) 00:13:05.539 --> 00:13:10.799 Okay. 46 "Sarah Robledo" (372830720) 00:13:10.799 --> 00:13:30.799 Everybody seeing my screen ok? Great, ok. So the 1st time you log in with that username that either you got from your welcome letter or from one of your colleagues, you're gonna go ahead and type it in this username box for the sign in. But then we're not gonna put a password in. 47 "Sarah Robledo" (372830720) 00:13:30.799 --> 00:13:34.559 Because we don't have one yet, so you're gonna skip that and then you're gonna click. 48 "Sarah Robledo" (372830720) 00:13:34.559 --> 00:13:54.359 Request password, this little link down here. Then you'll have to put your username in again and then click request and then this will send out to this will send a password reset or setting instructions to the email associated with your username. So you have to do that 1st before you can sign in. 49 "Sarah Robledo" (372830720) 00:13:54.359 --> 00:14:14.359 Then once you've got your username set, you can go here and we can get signed in. So let me put my password in and we'll click sign in. Of course, give me 1 s, I'm gonna pull. 50 "Sarah Robledo" (372830720) 00:14:25.799 --> 00:14:45.799 Okay, this time it actually logged me in. So this is your homepage. Up here in the top right, you'll see, most of our dropdown menus, right here is your username, so my username is trainer. This 1st dropdown is your language for the interface, so you can change the language of your. 51 "Sarah Robledo" (372830720) 00:14:45.799 --> 00:14:49.139 Your interface to any of these languages. 52 "Sarah Robledo" (372830720) 00:14:49.139 --> 00:15:09.139 This help dropdown is, for this 1st one general help that will take you to our documentation, which has our learner guides, our videos, any just documentation on how to get something done, it's all located there. 2nd link will help you open a ticket with World Share or with OCLC support. 53 "Sarah Robledo" (372830720) 00:15:09.139 --> 00:15:28.109 And then this final link right here will take you to our community center and the community center is a place to connect with other libraries using this service. It also allows you to participate in discussions and suggest ideas to the product team and learn about events and updates. 54 "Sarah Robledo" (372830720) 00:15:28.109 --> 00:15:43.469 And then here in the center, this 1st thing is our quick search, and that's where you can search for open, active or closed ILL requests using the index options. So right here is where you can change the search index. 55 "Sarah Robledo" (372830720) 00:15:43.469 --> 00:16:03.119 Below that is the Quik link section and most of what you see here, you're also gonna see over here on the left panel, but you can also get to it here. And then also there's the way to access your policies directory and your service configuration over in this area as well. 56 "Sarah Robledo" (372830720) 00:16:03.119 --> 00:16:20.879 Below that, you'll see turnaround time statistics. As a lender, this shows the average time from receiving a request when the borrower borrower receives the item, and then you can toggle over to borrowing. 57 "Sarah Robledo" (372830720) 00:16:20.879 --> 00:16:40.879 And then as a borrower, it shows the average time from when the library sends a request to when the supplier responds. And then up here, like we talked about earlier, is, our discover items option. So you can click in here and this is how you would search for an item either in worldcat or in your library of holdings. 58 "Sarah Robledo" (372830720) 00:16:40.879 --> 00:17:00.979 There's borrowing requests, which allows you to manage the request your library is making. There's also a lending requests, which allows you to manage request your library is fulfilling, and then there's your print queue which allows you to print your bookstraps and shipping labels. 59 "Sarah Robledo" (372830720) 00:17:00.979 --> 00:17:02.309 Okay. 60 "Sarah Robledo" (372830720) 00:17:02.309 --> 00:17:22.309 Okay, so the 1st thing we're gonna go into is one of the 1st things you'll probably do when you're using World Share ILL and that's creating a new staff account. So to do that, you would need admin permissions, and then you will toggle over, so right now we're on the inner library alone tab because we have admin permissions, we see this admin tab, we're gonna click here. 61 "Sarah Robledo" (372830720) 00:17:22.309 --> 00:17:41.879 And we're gonna search 1st to make sure that this new employee doesn't have an account already created because we don't want to make duplicate accounts, so I always recommend you do this 1st. So let's say our new staff member's name is Buffy Summers, so we'll put in Summers Buffy and then search. 62 "Sarah Robledo" (372830720) 00:17:41.849 --> 00:17:58.139 Which looks like I forgot to delete her earlier, so I already have one home let me go through and delete her. So in that case we wouldn't wanna make an additional account, but we're gonna start from scratch. So let's say we didn't see anybody. 63 "Sarah Robledo" (372830720) 00:17:41.879 --> 00:17:58.139 Which looks like I forgot to delete her earlier, so I already have one home. Let me go through and delete her. So in that case we wouldn't want to make an additional account, but we're gonna start from scratch. So let's say we didn't see anybody. 64 "Sarah Robledo" (372830720) 00:17:58.139 --> 00:18:15.959 Then we could go new user and put in her information. So there's a lot of fields here. You don't need to fill in all these fields. There's only a couple that you have to fill in. The 1st one is the 1st name, so we'll put Lucky here and then the last name summers. 65 "Sarah Robledo" (372830720) 00:18:15.959 --> 00:18:33.839 You don't have to put anything in here, but you do need to put in her email address and you need to make sure that it is correct because that is how she'll get her password setting instructions, so we'll just do The barcode is the username. 66 "Sarah Robledo" (372830720) 00:18:33.839 --> 00:18:49.979 But it can be anything you want to be, whatever your library sets up. Let's do summer B It doesn't have to be numbers. Then you have to choose the type. So we're gonna do staff and you do have to choose the branch. So we'll do main library. 67 "Sarah Robledo" (372830720) 00:18:49.979 --> 00:19:05.759 And then when you're finished, you're gonna create. So we'll let you know that your user has been successfully created, so now you have a new staff account for Buffy. The only problem is she can't do anything yet. You haven't given or assigned roles to her. 68 "Sarah Robledo" (372830720) 00:19:05.759 --> 00:19:25.759 So that's the next thing we'll have to do, and to do that, you're gonna go to this little accordion down here that says roles and open it. And then we're gonna go up to this top right over here and click edit. And then you'll get these check boxes to assign roles to Buffy. There's four main ones here. 69 "Sarah Robledo" (372830720) 00:19:25.759 --> 00:19:29.849 There's the admin that allows full access and configuration changing. 70 "Sarah Robledo" (372830720) 00:19:29.849 --> 00:19:47.699 There's the ILL user that can create a manage request. The report viewer can access statistics and ILL reports, and that ILL partner is used when working with libraries outside the system. So then you would just click in here, assign the roles, and then say save. 71 "Sarah Robledo" (372830720) 00:19:47.699 --> 00:20:07.699 So now Buffy has her staff account and she has those permissions to do those things in worldshare ILL. At any point if you need to change anything, you can go back through and change anything with her account that you need to do. You can change her name if she gets remarried or changes it. You can change the username and. 72 "Sarah Robledo" (372830720) 00:20:07.699 --> 00:20:26.549 At any point and you can delete the user if for some reason they leave your library or or which positions. So we do that up here with the delete user record. And then it's gonna ask you, are you sure this can't be undone? We'll say delete, and now her account has been completely deleted. 73 "Sarah Robledo" (372830720) 00:20:26.549 --> 00:20:45.389 Alright, let me pull my, give me 1 s here. I'm gonna pull my PowerPoint back up. So here. 74 "Sarah Robledo" (372830720) 00:20:45.389 --> 00:21:05.129 Everybody's seeing this ok? Wonderful. This is just a little bit more about roles, so you can compare them and then there's also a link here in this slide for the role definition if you want to see more about that. Does anybody have any questions about logging in? 75 "Sarah Robledo" (372830720) 00:21:05.129 --> 00:21:22.289 Are creating an account before we continue alright. 76 "Sarah Robledo" (372830720) 00:21:22.259 --> 00:21:40.049 Oh, you have a question? If you have a question, if you just type it into the chat so we can all see. 77 "Sarah Robledo" (372830720) 00:21:22.289 --> 00:21:40.049 Oh, you have a question Tonia? I have a question, if you just type it into the chat so we can all see. 78 "Sarah Robledo" (372830720) 00:21:56.309 --> 00:22:15.629 Yes yes, I do show that at the before the end of the class yes. So you go through the process of borrowing both copy and a loan, so you will see that. We're just not quite there yet. Okay. All right, then I'm gonna continue. 79 "Sarah Robledo" (372830720) 00:22:15.629 --> 00:22:31.109 There's NO other questions. Alright, so the the next thing is I'm actually gonna ask you guys a question. If you just answer in the chat, that would be great. 80 "Sarah Robledo" (372830720) 00:22:31.109 --> 00:22:49.409 So the question is select the correct statement. So which one's correct? The type of request copy your loan is not important. That's number one. Number two is staff accounts are created by OCLC only. Number three is the lender string can have up to 15 lenders. 81 "Sarah Robledo" (372830720) 00:22:49.409 --> 00:23:05.879 Our number four is you can access world share ILL using any world share ILL URL. So if you guys could just answer that, one, two or three, which one's correct? 82 "Sarah Robledo" (372830720) 00:23:05.879 --> 00:23:22.829 Okay, looks like we got a bunch of responses and yes, you guys are all correct, you're good listeners. The lender string can have up to 15 lenders, that is the correct statement. Okay, so now under part three, which is our search options. 83 "Sarah Robledo" (372830720) 00:23:22.769 --> 00:23:41.339 There's three different types of searches, basic, expert and advance, and we'll look at these now in the World Share ILL interface, so let me get world share ILL back up. Okay, so now we're done with the admin tab. We're gonna toggle back over to inter library alone. 84 "Sarah Robledo" (372830720) 00:23:22.829 --> 00:23:41.339 There's three different types of searches, basic, expert and advance, and we'll look at these now in the worldshare ILL interface. So let me get worldshare ILL back up. Okay, so now we're done with the admin tab. We're gonna toggle back over to inter library alone. 85 "Sarah Robledo" (372830720) 00:23:41.339 --> 00:23:57.959 And we're gonna go to discover items. This is our searching interface. So for a basic search, we recommend that you use an ISPN and ISSN or OCLC number for the best results as these are unique. 86 "Sarah Robledo" (372830720) 00:23:57.959 --> 00:24:15.989 Searches by title, author or keyword keyword may return too many results or duplicates. So I'll just show an example of this happening. Let's say we had a customer come up and they wanted the color purple, the book. So if we just put in the keywords or just like a keyword search to color purple. 87 "Sarah Robledo" (372830720) 00:24:15.989 --> 00:24:33.929 We get a ton of results back over 21000. That's just overwhelming. Plus the book itself is the 3rd on the list. It's just so much better if we use an ISBN, so let me grab that ISBN for the colored purple and we can just compare the results then. So. 88 "Sarah Robledo" (372830720) 00:24:33.929 --> 00:24:53.929 We're gonna change the index to ISVN and we'll put the ISBN for the color purple in here and then click search, and then we only have 30 results, which is way more reasonable, and the book that we expect to see is at the very top. So we do always recommend that you use. 89 "Sarah Robledo" (372830720) 00:24:51.839 --> 00:25:11.839 So we do always recommend that you use ISBN, ISSN or OCLC number over title. They do have the, these tabs that kind of store your searches, so if you're doing a bunch of different searches trying to find something and you liked a search that you did before and you want. 90 "Sarah Robledo" (372830720) 00:24:53.929 --> 00:24:56.939 ISBN, ISSN or OCLC number. 91 "Sarah Robledo" (372830720) 00:24:56.939 --> 00:25:14.459 Overtile. They do have the, these tabs that kind of store your searches. So if you're doing a bunch of different searches trying to find something and you like a search that you did before and you want to go back to it, we do save that search. 92 "Sarah Robledo" (372830720) 00:25:11.839 --> 00:25:14.459 When I go back to it, we do save that search. 93 "Sarah Robledo" (372830720) 00:25:14.459 --> 00:25:34.459 So you can click back over here in this tab to see the previous search that you've done. If you're all done searching, you can close all tabs at the same time, then I'd just like to clear out whatever I had in the search. You can also use export search, which is basically like a type of power search. You do need to be on the keyword. 94 "Sarah Robledo" (372830720) 00:25:34.459 --> 00:25:53.999 Forward index for this. And then to see what search power searching terms you can use, you click into this little question mark and it will show you which power search things you can use. So you can do author title, subject, and then you can use boolean operators and or or not. 95 "Sarah Robledo" (372830720) 00:25:53.999 --> 00:26:13.589 So we'll show how this works. Let's say that we were just doing a keyword search for the Fault and our stars. Which is a pretty popular book without any power searching. You get over 2000 results and the actual book is number two on the results list. 96 "Sarah Robledo" (372830720) 00:26:13.589 --> 00:26:31.469 So if we wanted the power search, we could put our expert search, you would put TI and then the faults in our stars, and we'd keep it on a keyword search, and then we put the Boolean and then AU for author. 97 "Sarah Robledo" (372830720) 00:26:31.469 --> 00:26:46.859 And then green, then you can hit search. And then we only get 659, it's still a lot but not as bad as before, and the book that we expect to see is number one and then the different formats follow, so that's just a better search overall. 98 "Sarah Robledo" (372830720) 00:26:46.859 --> 00:27:06.859 And then the final search that we have is advanced searching. Advanced search allows you to combine up to five indexes and add filters like format, language or publisher. You can use truncation tools like the pound sign to replace a single letter or an asterisk to replace multiple letters. 99 "Sarah Robledo" (372830720) 00:27:06.859 --> 00:27:24.719 But you do have to make sure that you have at least two letters before an asterisk. Alright, let me switch back over to my PowerPoint now. So do we have any questions about searching? 100 "Sarah Robledo" (372830720) 00:27:31.799 --> 00:27:50.819 Yes, and Lucia said expert search is very useful for phrased title search to go get directly to the specific title fast. Thank you Lucia. 101 "Sarah Robledo" (372830720) 00:27:50.819 --> 00:28:10.819 Okay, if NO questions and we're gonna go into creating an ilo barring request. So let's say we have two customers come in. One wants a. 102 "Sarah Robledo" (372830720) 00:28:10.819 --> 00:28:30.889 Loan request for a physical item, which is the fortress rabble. They want that book. And then we have another customer who comes in who wants an article called the Mosses of the Mediterranean, so they want this digital item sent to them. They just want this article from this online journal. 103 "Sarah Robledo" (372830720) 00:28:30.889 --> 00:28:34.859 So we'll show you I'll go into worldshare ILL. 104 "Sarah Robledo" (372830720) 00:28:34.859 --> 00:28:51.749 I can show you how this would go. Give me one moment here. Right, so we're back here into inter library alone. We're gonna go ahead and close all these tabs, get all these searches out, and then we're gonna hit clear. And to demonstrate this one, we're gonna use the advanced search. 105 "Sarah Robledo" (372830720) 00:28:51.749 --> 00:29:11.749 So we'll put as much as we know in here to get the right book to come up for our customer, so we'll put fortress. Let me make sure I spell this right, rabble. And then the author we know is gamble. And then we only want to see physical books so we. 106 "Sarah Robledo" (372830720) 00:29:11.749 --> 00:29:17.099 You can limit by that too. 107 "Sarah Robledo" (372830720) 00:29:17.099 --> 00:29:37.099 Books and then we can put print books, and then we'll hit search, and then this will bring up your search results. They are listed in order of how many holdings the libraries have of these items. So, a hundred and 59 libraries on this. 108 "Sarah Robledo" (372830720) 00:29:37.099 --> 00:29:39.059 One that's gonna go to the 1st. 109 "Sarah Robledo" (372830720) 00:29:39.059 --> 00:29:59.059 1st spot. You can sort by different options by clicking this dropdown and you can change the option of how you want them sorted by the relevancy. You can also click on this little blue eye or hover over it, and then you can see a little the biographic snapshot to make sure that this is the item that your customer. 110 "Sarah Robledo" (372830720) 00:29:59.059 --> 00:30:03.209 Wants as well. So those are just two ways of getting like a little bit more information. 111 "Sarah Robledo" (372830720) 00:30:03.209 --> 00:30:22.139 And then let's say the customer knows for sure this is the book I want, you can go over here to create requests, and then brings up the rec request form. If you have your automation set up, which we do go over in another class. 112 "Sarah Robledo" (372830720) 00:30:22.139 --> 00:30:39.059 You can go ahead and just send it to automation and you're done here. But that's only if you have automation set up. We don't go over that in this class, but we do go over it in another class. But you can do it manually as well, so I'll show you that now. So we'll go back to that search that I ran. 113 "Sarah Robledo" (372830720) 00:30:39.059 --> 00:30:56.969 By clicking here, and then we got all of our search results back up. To do a manual request, you'll click any of these holdings informations here in the middle column. So I'm gonna click on all holdings for the item I want, and it brings up this where you would need to select your lender strength, which would be. 114 "Sarah Robledo" (372830720) 00:30:56.969 --> 00:31:12.929 The list of libraries that you're gonna ask to let you borrow your material. If you have set up custom holdings paths and we don't show how to do that here in today's class, but if you have set them up you can select them here, but going to this dropdown, and. 115 "Sarah Robledo" (372830720) 00:31:12.929 --> 00:31:30.209 There's one that we have that's free books, so we're gonna click that one, and then we're gonna hit go and that will populate your lender string with any of those libraries that have this booking could supply it for you. So that automatically. 116 "Sarah Robledo" (372830720) 00:31:30.209 --> 00:31:50.209 Populates still industry. If you don't have that and you need to manually add your own, you can do that as well by, looking at the list that you have, and then you can hover over this white, like this little blue eye again. If you click here, it will take you to this library's policies directory. 117 "Sarah Robledo" (372830720) 00:31:50.209 --> 00:31:54.359 So you could check their policies to see if they even loan out this item. 118 "Sarah Robledo" (372830720) 00:31:54.359 --> 00:32:14.359 Or this type of item. You can also, if it says that it has it, you can click into it if it's hyperlinked, and then you can see their real time availability from their library catalog. So this should bring up up, yeah. So we can see, hey, this library has it in, their policies directory shows that they are lending up. 119 "Sarah Robledo" (372830720) 00:32:14.359 --> 00:32:16.979 Materials like this, this would be a good candidate. 120 "Sarah Robledo" (372830720) 00:32:16.979 --> 00:32:34.499 For putting on your lender straight because you're likely to get it. You can sort the column to show you just libraries that will supply it, and you can click here. If it has a little-that means they will not supply, so we'll click it one more time to get all the yeses, which means they will. 121 "Sarah Robledo" (372830720) 00:32:34.499 --> 00:32:52.199 And then if you find a library that sounds good and it sounds like it might match what you need, you just click yes and it will start putting their OCLC symbols up there onto your lenderstrike, so you can keep going, add as many as you like, and you can do multiple lender strings by. 122 "Sarah Robledo" (372830720) 00:32:52.199 --> 00:33:12.059 Switching the quantity here, so you could do as many lender strings as you'd like. Just remember, each lender string can only have 15 libraries on it. Sorry, not as many as you'd like. You're limited to 20, but each lender string can have 15 libraries and you can have up to 20 lender strings. 123 "Sarah Robledo" (372830720) 00:33:12.059 --> 00:33:29.549 If you wanted to. Once you're finished with your lender string, let me grab mine you will hit create request. 124 "Sarah Robledo" (372830720) 00:33:29.549 --> 00:33:45.779 And then you'll go to the request form. One thing that you can do that makes your life a little bit easier is you can create constant data that you then add to your request forms. We do go over that in another class. To apply that, you hit this little dropdown here. 125 "Sarah Robledo" (372830720) 00:33:45.779 --> 00:34:05.779 And then you go to free loan where there? And so this will add some of my libraries information to this form already for me so I don't have to type it out over and over and over again. So in this form we see this is the book information, this is the book we want. You can change. 126 "Sarah Robledo" (372830720) 00:34:05.779 --> 00:34:22.919 Use the addition if you'd like, there is the option to change the day that you need it before, so if you need it urgently or like they have a project coming up and if it doesn't come in by a certain time, you can change this so that it kind of expires out. 127 "Sarah Robledo" (372830720) 00:34:22.919 --> 00:34:42.359 By clicking a date on the calendar, you can see your lender string here, and then this is kind of where the constant data comes into play. This is my library's information that when I chose that free loan constant data, it all filled in for me, so I don't have to do it. 128 "Sarah Robledo" (372830720) 00:34:42.359 --> 00:35:02.359 There's a very important part here, and that is the maximum IFM costs that you're willing to pay. You cannot leave this blank. If you want items that are free, make sure that you put 0.00 in because if you do not enter an amount, you'll be responsible for whatever the lender charges. So make sure that if you want items that are free to. 129 "Sarah Robledo" (372830720) 00:35:02.359 --> 00:35:08.279 That you're at least entering 0.00 and it does default to that, just make sure you don't delete that. 130 "Sarah Robledo" (372830720) 00:35:08.279 --> 00:35:28.279 And then we do have to add the Patron's name, so let's say that we had a customer named Corey Matthews, and then the other thing that we need is his email. So you can put that and then when you're finished. 131 "Sarah Robledo" (372830720) 00:35:28.279 --> 00:35:34.559 So review everything, make sure everything looks good, and you'll click send request. 132 "Sarah Robledo" (372830720) 00:35:34.559 --> 00:35:50.609 It will very quickly create a request ID for you. I'm gonna copy this before it disappears because it disappears really fast. But you can use this request ID to make any changes or look at this in the future, so to do that, we'll go to. 133 "Sarah Robledo" (372830720) 00:35:50.609 --> 00:36:10.609 Interlobary alone home. I've already copied that request ID, I know this is an active request. I will put that new request ID in and it will pull up the request that we just created. At this time, NO library has said that they'll fulfill it, so we can still make changes. There is over here on the right. 134 "Sarah Robledo" (372830720) 00:36:10.609 --> 00:36:15.719 The ability to add a note and this is for your library staff to see. So like if you. 135 "Sarah Robledo" (372830720) 00:36:15.719 --> 00:36:31.109 Always have like a workflow that you put your initials in you can here or, you know, if you just want somebody to know like this is a school project, you can add that your library staff and coworkers will see that note. You can change it, let's say. 136 "Sarah Robledo" (372830720) 00:36:31.109 --> 00:36:49.139 Corey comes back and he says I only want a certain addition, you can change it to this edition, but you do want to make sure that you click save after you make any changes in here. There's also the opportunity to write a note to the blending library so you can say Patrick needs this. 137 "Sarah Robledo" (372830720) 00:36:53.639 --> 00:37:10.049 ASAP so that they know it's important, you can do anything like that. Also, if Corey decides he got it some, you know, get some other way, he doesn't need this book anymore, you can cancel the request at this stage, and that's up here under cancel request. So you would just hit. 138 "Sarah Robledo" (372830720) 00:37:10.049 --> 00:37:25.139 Cancel request. So there are three different ways a lending library could respond. The 1st is NO, which would then mean that your request would go on to the next library in the lender string. 139 "Sarah Robledo" (372830720) 00:37:25.139 --> 00:37:45.139 There's conditional, which means they need a little bit more information before they can make their decision, and you would see it under borrowing request conditional, and you can kind of see the conditions over here like they need additional information and you do have to respond to this what whatever they need in order for that to either be determined as a yes or a NO. 140 "Sarah Robledo" (372830720) 00:37:45.139 --> 00:38:05.329 And if they say yes, yes, we can like apply this to you, it will go into in transit. So we can see it here that it was shipped out on the 26th yesterday, and you can access this item either by clicking the request ID or on. 141 "Sarah Robledo" (372830720) 00:38:05.329 --> 00:38:10.739 On the title, it doesn't matter which one it'll open either way. So when this item comes in. 142 "Sarah Robledo" (372830720) 00:38:10.739 --> 00:38:27.600 You can go ahead and print the bookstraps or stickers and mark it as received. So we'll say, hey, we got this book. We'll mark it as received, and then this will move to the received. 143 "Sarah Robledo" (372830720) 00:38:27.600 --> 00:38:42.600 In use, bucket, and then from here, this is kind of where it stays while Corey is looking at this item, and then Corey will bring back the item eventually, and then you'll click back into it. 144 "Sarah Robledo" (372830720) 00:38:42.600 --> 00:38:57.690 You'll wanna print return labels and then return the item. If for some reason you forgot or something happened to the, the bookstraps or anything like that, you can still do those here. You can add the bookstrap or a sticker still. 145 "Sarah Robledo" (372830720) 00:38:57.690 --> 00:39:13.680 At this point, and you would just click add to bookstrack the sticker print queue, and then you can click return item. And then at this point, just send the item back to the library. 146 "Sarah Robledo" (372830720) 00:39:13.680 --> 00:39:31.680 And when they check that item in, that is when the this request will finally be closed. So it takes a while, their item has to return back to the lending library before this request is closed. And if you need to print anything, you would go down to this print queue. 147 "Sarah Robledo" (372830720) 00:39:31.680 --> 00:39:49.050 And you can see the return labels that you need to print here, and you can see the book straps or stickers that you need to print here. So that is a loan request. And then remember we had another customer. 148 "Sarah Robledo" (372830720) 00:39:49.050 --> 00:40:06.960 Who wanted to do a digital article request. So with this one, Yes yes, I can, there will be a recording and there's a learner guide and you can access the slides as well, yes, so we'll have all of that. That's a great question, 149 "Sarah Robledo" (372830720) 00:40:06.960 --> 00:40:26.370 All right, I'm gonna go ahead and close all these tabs so we can start a brand new search. And so we're gonna search for that article, the Mosses of Meditraneean, and it's in a journal called the Cryptogamic biologic. And what we recommend that you do when you are. 150 "Sarah Robledo" (372830720) 00:40:26.370 --> 00:40:43.740 Putting up a copy request for an article. We recommend that you search for the article at the item level, I mean at the journal level cause it increases your chance of receiving the material, so you're not gonna wanna search for the article, you're gonna want to search for the journal and then we'll add the article information in 1st. 151 "Sarah Robledo" (372830720) 00:40:43.740 --> 00:40:59.130 So we know the ISSN of this journal. Let me grab it here. I'm gonna type it in. Nope, help if I clicked it. 152 "Sarah Robledo" (372830720) 00:41:05.040 --> 00:41:23.490 So this helps me bring up the cryptogamic biology. I hope I'm saying that right, I'm probably not. And then you can work with your customer to understand is this the journal you need that has the article? If they say yes, you can go ahead and create a request here. 153 "Sarah Robledo" (372830720) 00:41:23.490 --> 00:41:41.100 And again, just like before, if you had automation set up, you could just go ahead and send it on to automation. If you don't, you can click back here and just like we did before, you're gonna wanna click on the, one of the holdings links, so we'll do all holdings. 154 "Sarah Robledo" (372830720) 00:41:41.100 --> 00:41:58.140 It's a little different here compared to loans because they do have the coverage of the journals some of these libraries do, so you can see under holdings you got a little bit of the coverage or like what they actually have. 155 "Sarah Robledo" (372830720) 00:41:58.140 --> 00:42:13.890 So you can take a look here and see like, ok, does this library have the years that I need for this article? If you had custom holdings passed, you could add them here or you could just go through and start adding them the way that we did before by just clicking yes. 156 "Sarah Robledo" (372830720) 00:42:13.890 --> 00:42:31.470 Until you've created your lender string. I'm gonna go ahead and put my lender string in now. Once you've got that, you'll select create request. It'll pull up another request form. 157 "Sarah Robledo" (372830720) 00:42:31.470 --> 00:42:51.470 Just like before, we're gonna add constant data. This time we're gonna do free copy because we're doing a copy request on alone, and it'll add our libraries information in for me, kind of reduce some of my steps. There are a little, a couple things that are different when we're filling out this form, because we searched at the journal. 158 "Sarah Robledo" (372830720) 00:42:51.470 --> 00:43:06.390 Level instead of the article level, we now need to put the article information in. And the more you can put in, the better. So they need the article called the Mosses of the Meditraneean. 159 "Sarah Robledo" (372830720) 00:43:06.390 --> 00:43:23.670 I don't know the author, but I know it's volume 304I know it's issued two and I know it came from the April 2013 journal. Then you'll see the lender string. 160 "Sarah Robledo" (372830720) 00:43:23.670 --> 00:43:42.570 It'll allow you to choose how you'd like your electronic delivery. We're gonna do article exchange, but you could change it there if you needed to. And then it kind of fills in our library's information because of that constant data we applied. Again, you're gonna wanna put a maximum cost in here. 161 "Sarah Robledo" (372830720) 00:43:42.570 --> 00:44:01.500 Don't leave it blank, and then this part's really important. You need to put the customer's name in. So we'll do Sean Hunter, and then since his email is what's, is gonna be used to send him this digital copy, you need to make sure that the email is correct. So. 162 "Sarah Robledo" (372830720) 00:44:04.590 --> 00:44:22.740 And then you'll review your request, make sure it all looks good, and then send it off. Again, you can click here, copy it, whatever you want to do to make sure you can get back to this request. You can also see it by going to borrowing request. 163 "Sarah Robledo" (372830720) 00:44:22.740 --> 00:44:42.150 And then awaiting response. We'll find it here as well. So here it is, here's that cryptogammy biology biology journal we're requesting. We can click on the title to open it up. It brings with the form back up. You can cancel the request, you can change anything. 164 "Sarah Robledo" (372830720) 00:44:42.150 --> 00:45:01.290 In here, just make sure you hit save, just like before. Just like with a loan, they can say NO, and if that's the case it moves on to the next library in the lender string. They can say conditional, they'll give you a reason why, or if they do fulfill it, instead of going in your in transit. 165 "Sarah Robledo" (372830720) 00:45:01.290 --> 00:45:20.640 Area it goes into your AE alert. So up here at the very top, we'll click here, and we'll see it right here. It was shipped today, I mean it wasn't really shipped because it's digital, but we can see that it was sent today. You can either click on the ID or the title to access it, so we'll click here. 166 "Sarah Robledo" (372830720) 00:45:20.610 --> 00:45:38.610 And then we would wanna go in. Article Exchange does make a unique URL and password for your customer, and then you can click preview to make sure, hey, is this the right thing? Yep. Looks right. It's the same journal. 167 "Sarah Robledo" (372830720) 00:45:20.640 --> 00:45:38.640 And then we would wanna go in. Article Exchange does make a unique URL and password for your customer. And then you can click preview to make sure, hey, is this the right thing? Yep. It looks right, it's the same journal. 168 "Sarah Robledo" (372830720) 00:45:38.610 --> 00:45:54.900 That's all wonderful. And again, the staff preview does not count towards the five views, so you can click in there and it's not gonna take away from their five views. And then when you're done making sure everything looks good, you're gonna go ahead and email the document. 169 "Sarah Robledo" (372830720) 00:45:38.640 --> 00:45:54.900 That's all wonderful. And again, the staff preview does not count towards the five views, so you can click in there and it's not gonna take away from their five views. And then when you're done making sure everything looks good, you're gonna go ahead and email the document. 170 "Sarah Robledo" (372830720) 00:45:54.900 --> 00:46:11.250 To the patron. We do recommend that you add a note here up top, so expires in 30 days or in five views. It'll have all the information he needs to access this article. 171 "Sarah Robledo" (372830720) 00:46:11.250 --> 00:46:31.250 And then you would hit send and it would go out to your customer. Once you're done with that, you would go ahead, let me copy this request ID, and you're gonna mark it as received. And at this point, this request is closed because there's NO physical item that needs to be returned to the library. So if you were looking for this item in the future. 172 "Sarah Robledo" (372830720) 00:46:31.250 --> 00:46:37.410 Future, you would have to go back up to interlibrary on hold and you would have to toggle over to closed request. 173 "Sarah Robledo" (372830720) 00:46:37.410 --> 00:46:54.600 And then you would have to put the request ID in and then you can see, but you can't make any changes because it's all been closed. Alright, so that is copy request. Let me toggle back over to my PowerPoint. 174 "Sarah Robledo" (372830720) 00:47:09.540 --> 00:47:25.110 Because I want to show you guys what it would look like from the lender side, so let's see it's not wanting to go directly there. 175 "Sarah Robledo" (372830720) 00:47:25.110 --> 00:47:43.020 I have to click through. Okay, so this is what it looks like if you're the lending library and you've got this loan request. So you'll see it in your cany supply. The next thing you'll want to do is search your library's catalog to see if you have this item and if it's available. 176 "Sarah Robledo" (372830720) 00:47:40.650 --> 00:47:56.580 And if it's available, then you would reply either yes or NO or conditional. The copy request is very similar. You get a candy supply as well notification. 177 "Sarah Robledo" (372830720) 00:47:43.020 --> 00:47:59.070 Then you would reply either yes or NO or conditional. The copy request is very similar. You get a candy supply as well, notification. You can search your library's catalog again. 178 "Sarah Robledo" (372830720) 00:47:56.580 --> 00:48:16.170 You can search your library's catalog again, but then at this point you would need to upload the document or the article, and then, it would create that unique URL for the customer. Then you'd either say yes, NO, and it moves on to the next lender in the lender string or conditional, you need more information. 179 "Sarah Robledo" (372830720) 00:47:59.070 --> 00:48:16.170 But then at this point you would need to upload the document or the article, and then, it would create that unique URL for the customer. Then you'd either say yes, NO, and it moves on to the next lender in the lender string or conditional, you need more information. 180 "Sarah Robledo" (372830720) 00:48:16.170 --> 00:48:36.170 So that's what it looks like on the lender side. Alright, does anybody have any questions at this point about the copy doing a loan or copy request? 181 "Sarah Robledo" (372830720) 00:48:36.170 --> 00:48:42.000 No. Okay. 182 "Sarah Robledo" (372830720) 00:48:42.000 --> 00:48:57.120 Then we'll go ahead and I have a couple more questions for you guys. Alright, so the 1st question is if I want to create a request for pages or chapters of a book, so not the whole book, just pages or chapters. 183 "Sarah Robledo" (372830720) 00:48:57.120 --> 00:49:16.590 The type of request to choose is either one, a copy or two alone. Yes, you are alright. It is one copy. 184 "Sarah Robledo" (372830720) 00:49:16.590 --> 00:49:32.130 Alright, and then this is another selected correct statement. Is it, is So which one's correct? Number one search options are to search Worldcat only. Number two, I can combine up to five indexes in advanced search. 185 "Sarah Robledo" (372830720) 00:49:32.130 --> 00:49:52.130 Number three, advanced search never allows using part of the title. Number four, requesting multiple copies of the same title is not allowed. This one's a bit harder. 186 "Sarah Robledo" (372830720) 00:49:52.130 --> 00:50:05.070 Okay, so this one is. 187 "Sarah Robledo" (372830720) 00:50:05.070 --> 00:50:25.070 Two yes, you're right Sandy. You can combine up to five indexes in advanced search. Alright, does anybody have like any questions about anything that we went over to today's class? Now's the time? 188 "Sarah Robledo" (372830720) 00:50:25.070 --> 00:50:36.030 And I'll stick around a little bit at the end too if anybody has anything come up. 189 "Sarah Robledo" (372830720) 00:50:36.030 --> 00:50:53.610 Oh, and yes, thank you Mallory. The learner guy that accompanies this class has just been added to the chat, so if you wanna look at that, and then again that's how you request a trading trading badge. So just to wrap this up, in this session, we've reviewed how to log in. 190 "Sarah Robledo" (372830720) 00:50:53.610 --> 00:51:13.610 A navigate World Share ILL, how to create and manage staff accounts, how to search for items, and how to create both flown and copy requests. We also looked at borrower and lender workflows. If you want to go deeper, you can register for additional training sessions. 191 "Sarah Robledo" (372830720) 00:51:13.610 --> 00:51:22.620 The borrowing and lending sessions cover more detail and the prepare and plan sessions focuses on basic configurations of ILO. 192 "Sarah Robledo" (372830720) 00:51:22.620 --> 00:51:42.620 You can also access the support portal at help.OCLC.org or use the help link at the top right of your world share ILL screen. You'll receive a follow up email with a link to the recording and the hands up, handouts. When prompted, please take a moment to complete the evaluation form, and thank you all for participating. It's been a lovely 1st. 193 "Sarah Robledo" (372830720) 00:51:42.620 --> 00:51:46.470 Training. 194 "Sarah Robledo" (372830720) 00:51:46.470 --> 00:52:06.470 Thank you all. Like I said, I'll just stick around just in case anybody else has any questions, and thank you so much for your participation.