Introduction to Tipasa 1:34 pm - 3:05 pm Tuesday, February 6, 2024 | (UTC-05:00) Eastern Time (US & Canada) WEBVTT 1 Rick Newell 00:00:00.739 --> 00:00:10.300 Well, I got it from the automated reminder email that web Webex sends out. So that's what I'd like to focus on right now going over that. 2 Rick Newell 00:00:12.900 --> 00:00:32.099 And so I'm going to switch over to a PDF of the learner guide. So the first page of the learner guide has some links to training and documentation of the community center and some links to some more specific documentation on Smartful film. 3 Rick Newell 00:00:32.220 --> 00:00:52.580 Which includes real time availability for ill, which means that when you get a request as a lender to PASSA will consult your catalog and tell you whether or not it's available and if it isn't available, it will automatically send that request on to the next lender as well as auto. 4 Rick Newell 00:00:53.380 --> 00:01:13.060 Manager and smart linder strings, if you don't already have those configured, I strongly encourage the use of automated request manager for both borrowing and lending. It saves you a lot of time and it does some things that, that really are almost impossible to do if you do the manually. 5 Rick Newell 00:01:13.780 --> 00:01:31.140 There is also a reminder to review your records on the OCLC policies directory as well as your constant data and custom holdings, and especially if you're going to be configuring automations, we recommend that you review your, your data before you set up automations. 6 Rick Newell 00:01:32.900 --> 00:01:53.380 So in this chart, let me explain a little bit. I have about the, the legend, so things that the borrowing library staff does are in blue things that the lending library staff does are in yellow things that the patron does are in green and things that the system does automatically behind the SCE. 7 Rick Newell 00:01:53.700 --> 00:02:13.860 Are Engray, we don't see any on this page, but we will on some of the other pages, so you can see that we have three workflows here. one for a loan request, one for a copy request and one for document delivery. The other thing you'll notice about the, the later this chart is that features that are only into PASA, not in Welshare. I. 8 Rick Newell 00:02:13.980 --> 00:02:30.020 LL are in red in a red font. So let's start with a loan request. So typically into Pausa, you begin with, with a new loan request and. 9 Rick Newell 00:02:31.780 --> 00:02:51.620 The most common way to receive a, no one request into the patron actually creates the request. This chart shows in beginning in my account, but usually they began even a step before that, but by searching a database so that could be Worldcad discovery or could be any other database or discovery layer. 10 Rick Newell 00:02:52.260 --> 00:03:12.100 That you have configured to send an open URL link to, to PASA. So in that, that database I'll use World discoveries an example they search and find the item they want to request and it could be, in this case a book for example, but could also be a copy request for. 11 Rick Newell 00:03:12.340 --> 00:03:32.580 For a journal article, so they find the atom they want, they click in IOL button and when they do that, that button sends an open URL link to, to PASA and it populates an IOLO request work form with billographic information from their surge that. 12 Rick Newell 00:03:32.620 --> 00:03:35.660 Also populates that workform with. 13 Rick Newell 00:03:38.580 --> 00:03:57.540 Data, for example, their, their name, their email address library card number, et cetera from their login, and then the patron adds in the additional information that's needed such as a need before date or a maximum cost or a pickup location if any of those things are applicable to your library and then when they've added that information. 14 Rick Newell 00:03:58.980 --> 00:04:18.019 Create request button that create request button sends the request over to the staff interface, and in some cases, if you have an automation set up to automatically, send certain requests that meet criteria that you have specified directly to lenders that reques. 15 Rick Newell 00:04:18.299 --> 00:04:32.780 Can go directly to lending libraries, if you don't have an automation set up or if the request doesn't match the criteria you specify in the automation, it will go to your new for review queue where staff will. 16 Rick Newell 00:04:34.020 --> 00:04:54.500 Review the request and ED in the additional information that's necessary, build a lender string and so on and centered on its way. So that's the most common way for requests to begin to pause them. However, staff can also initiate request. So, for example, if a patron calls on the phone or the request is a result of. 17 Rick Newell 00:04:54.980 --> 00:05:14.980 An interaction at the reference task staff can go into Depasa and use the discover items. part of Deposita to search world cap find the item the patron wants, and then build the lender string and you can do that by applying an automation, which would. 18 Rick Newell 00:05:15.420 --> 00:05:35.460 Your custom holdings, you can also apply custom holdings manually or you can even manually select lenders from a list of libraries to hold the item, and then you create a request. The third way is less common, but it is a possibility, You can also create a request from a blank work form. So if. 19 Rick Newell 00:05:36.140 --> 00:05:55.940 Find a world cap record or you can't find any holdings in our world CAT record for an item that your patron needs. You can create a request from a blank work form, so you might do that, for example, if you're requesting a dissertation and you, you know, that the university where that dissertation was done, probably has a copy of it. 20 Rick Newell 00:05:56.020 --> 00:05:58.860 You can create a request that way. 21 Rick Newell 00:06:02.340 --> 00:06:20.740 So let's talk a little bit more about the patron experience, you can configure and customize almost everything about the patron experience, you can require approval for new ill patron accounts. Most libraries do not do this, and the reason is that you usually. 22 Rick Newell 00:06:21.620 --> 00:06:41.380 Already have a file of, of approved patrons that you're migrating from Eliad or from your, your local, your local Ios, but you, you do have the option to require approval for a new ISL patron accounts. So the first time, a patron request, an ill, you'll be prompted to approve it if you turn that feature on. 23 Rick Newell 00:06:42.020 --> 00:07:01.860 You can also decide whether or not you want to allow patrons to renew or to cancel request online in my account, if you do turn on these features, those renew and cancel buttons only display when appropriate. So, for example, the renew button will only display after a lender has shipped an item and if it's a loan. 24 Rick Newell 00:07:02.220 --> 00:07:22.340 If it's a copy request, the, the renew button will not display the cancel button will only display if you turn that feature on if a lender has not yet shipped an item once they have shipped an item patron can no longer cancel it. You can also decide if, or how you want to display. 25 Rick Newell 00:07:22.420 --> 00:07:43.460 The patron due date. So if you handle due dates and overdue notices, et cetera in your circulation system, rather than into PASA, you can hide the patron dute into PASA, so that the patron doesn't get confusing messages or if you do decide to display the patron due date, you can select. 26 Rick Newell 00:07:44.100 --> 00:08:03.940 A number of days to offset that patrons due day. So let's say, for example, the lending library tells you the item is due February twenty- eight and you want to display a patron due date that several days earlier than that to give you time to package that up and ship it. 27 Rick Newell 00:08:03.940 --> 00:08:20.660 Back to the lending library before that due day. I mentioned the patron request work forms. There are three patron requests work forms that you can customize by default. They're called Article Book and other, but you can actually rename them anything you want and you can. 28 Rick Newell 00:08:22.540 --> 00:08:42.340 Customize system at everything about them, and you can use one, two or all three of these most libraries use at least two for articles and books and part of the reason for that is for articles, you obviously need more information than you do for books or for returnable items. So for articles, you need information about the author entitle of the. 29 Rick Newell 00:08:42.900 --> 00:09:02.820 And the date and volume number et cetera, you can also customize which fields displayed to the patron and you can customize how those fields are labeled. You can also customize which fields are required. There are a lot of notifications that are available. 30 Rick Newell 00:09:02.980 --> 00:09:23.300 Into PASA, there are borrowing library to patron notifications. They're also document delivery library to patron notifications. So if you use the document delivery functionality, there's a separate set of notifications for document delivery. There are about a thirty- five or so notification. 31 Rick Newell 00:09:23.700 --> 00:09:43.780 That are kind of standard notifications. Most of these can be triggered by an event that happens into Pausa such as an item being received or an item becoming overdue. You can also send those notifications manually, in addition to that, there are fifty custom notifications. 32 Rick Newell 00:09:43.980 --> 00:10:02.580 You can configure. So for most libraries there are situations where they would like to have kind of a notification template that they can just customize for the particular situation. The particular transaction and so you can customize those custom notifications as well. 33 Rick Newell 00:10:09.380 --> 00:10:29.860 So once you submit the request, either through automations or through a manual process that you do in the staff interface, the request goes to the lending library and if a lending library can supply it, they will update the status to, yes, and the status will then become shipped in transit and if. 34 Rick Newell 00:10:30.220 --> 00:10:50.340 The lending library, you can take advantage with some advanced lending workflows and those are verifying retrieving scanning and packaging. These are optional. You don't have to use these, but especially if you have more than one person working in your, your IIL lending operations, these can be very use. 35 Rick Newell 00:10:50.500 --> 00:11:10.820 FUL, so if you have student workers or you have volunteers or part- time staff, for example, that do the task of retrieving items from the stacks and kind of scanning if it's a copy request or packaging, if it's a loan request, you can put the request in these queues, which. 36 Rick Newell 00:11:11.540 --> 00:11:31.940 Subcues of cany supply and of that lets the, the people that are doing those tasks know that those are the requests they need to work on. They can print out the request or however, they, they do that to, I do those retrieving scanning and packaging task. So for example, if there's the one person that's responsible for. 37 Rick Newell 00:11:32.580 --> 00:11:53.060 Retrieving items from the stacks and another person does the scanning or packaging the person who does the retrieving can move that request from the retrieving queue to the scanning or packaging queue, depending on whether it's a copy or a loan request and you can use one, two, three or all four of these advanced workflows or you can use none of them if. 38 Rick Newell 00:11:53.060 --> 00:11:56.500 If they don't seem necessary for your library. 39 Rick Newell 00:11:58.180 --> 00:12:18.660 Another feature that is really useful into PAUS as op integration and what that means is that when a request comes into your cany supply queue, it will already have been searched in your catalog and it will display the AVA availability and it will supply the. 40 Rick Newell 00:12:20.020 --> 00:12:39.140 Call number so that you don't have to do a separate step of looking that up and the OPAC integration is available for most integrated library systems as a lender. You can also take advantage of something called Lending priorities. So if there are certain libraries that. 41 Rick Newell 00:12:40.500 --> 00:12:59.620 Process a request first, you can put them in a lending priorities group. So these might be libraries that you're in a consortium with, or they might be libraries that are in your state or are they might be libraries that are on the same courier service as you. So you can, you figure up. 42 Rick Newell 00:12:59.700 --> 00:13:14.540 Five different lending priorities groups and when you receive a request from a library that you've designated as a priority borrower, the request will be and a lending priorities queue as well as in your regular. Can you supply queue? 43 Rick Newell 00:13:18.180 --> 00:13:36.740 So once the lending library ships that item as the borrowing library, when you receive it in the mail or whatever delivery method, they use, you will mark it as received and the status will change to received in years and we already went over the patron experience. 44 Rick Newell 00:13:37.420 --> 00:13:57.220 Just to kind of give a little more detail when you receive an item when you receive an item, you can configure to pause so that it will automatically send a notification to the patron that the item is available to pick up and remember that notification was customizable also if they log into my account, which again is. 45 Rick Newell 00:13:57.300 --> 00:14:17.700 The patron portal they will be able to see that the item is available and they will be able to see what the due date is, if you've configured that option, they will be able to see where to pick it up and they will be able to request a renewal, if you enable that option when the patron is finished with that item. 46 Rick Newell 00:14:17.940 --> 00:14:31.820 They will return it to you with the library and then you will ship it back to the lending library and when the lending library receives the item back, they will update the status to check incomplete and the request will be closed at that time. 47 Rick Newell 00:14:33.700 --> 00:14:53.540 For copy request, it's both a little simpler and a little more complex. It's simpler because of course there's not an item to return, so the transaction is basically finished when you receive the ATOM as a borrower. So we've already talked about the methods for initiating a. 48 Rick Newell 00:14:54.180 --> 00:15:14.660 Those are really the same as a, as a loan request. We've already talked about the patron experience, but of course for copy request, you may want to manage copyright and to Passa has a number of features to help you do that. Excuse me one is that you can choose to view copyright clear. You're. 49 Rick Newell 00:15:14.780 --> 00:15:35.140 Separate queue, what that means is that if they're one or two people in your library that are responsible for managing copyright compliance when you receive a request that requires a decision from you about copyright, that will be in the copyright queue, as well as your reg. 50 Rick Newell 00:15:35.860 --> 00:15:55.540 Review queue, of course if the item was published more than five years ago, copyright clearance is not required. So that would only appear in your new for review queue, not in your copyright queue, if the item being requested was published within the last five years, the system will attempt to match it to. 51 Rick Newell 00:15:55.620 --> 00:16:16.100 Titles at your labor has previously borrowed this calendar year, and that is the staff member, You can mark that as CCG, applies with copyright guidelines. In other words, clear for fair use or if you've already requested that title five times or more of this calendar year, you can mark it as clear with. 52 Rick Newell 00:16:16.140 --> 00:16:36.580 Pending payment required, and if you choose that option to possible automatically look up the, the cost from the Copyright Clearance center website and display that cost on the screen and you can decide how you want to proceed with that if you decide to go ahead and proceed to possible, keep our running total. 53 Rick Newell 00:16:36.620 --> 00:16:57.060 Of the copyright fees that you owe, and there are some reports that you can generate at whatever frequency you choose to assist you in making those, those royalty payments, you can also choose other, for example, if you decide to buy the article from the publisher or from a vendor that includes the. 54 Rick Newell 00:16:57.340 --> 00:17:16.100 In their feed, not only the fee for their service, but the copyright fees that are due to the copyright owner, you might choose other. So, for example, if you decide to buy it from the, get IT now service or one of the other vendors that provide that service or you can choose to cancel the request. 55 Rick Newell 00:17:17.579 --> 00:17:29.980 You can also clear patron initiate requests or copyright automatically if they match titles use less than five times, that's a lot of words. What that means is that if you have an automation configured to. 56 Rick Newell 00:17:30.980 --> 00:17:51.460 Automatically send requests that me criteria that you have specified directly to lending libraries, if it's a copy request that, for a title that you've used less than five times to possible automatically mark that clear for fair use and as I mentioned their reports that you can generate into PASA, you can view an. 57 Rick Newell 00:17:52.100 --> 00:18:11.660 Copyright information by title. You can also edit copyright usage information, for example, if you mark something as payment required and it should have been a fair use, you can edit that information before you generate the report. You can, you can also export data about payable copyright fees. You can't. 58 Rick Newell 00:18:11.940 --> 00:18:14.780 It's a positive does not have the capability to. 59 Rick Newell 00:18:15.900 --> 00:18:24.500 To actually transmit the payments to Copyright Clearance Center, but it does generate reports that assist you in, in doing that. 60 Rick Newell 00:18:31.140 --> 00:18:51.620 So as a lending library, you can take advantage of those advanced lending workflows and also the, the lending priorities, that's pretty much the same as for a loan request as a borrowing library when you receive that item, you mark it as received, and then the next thing about copy. 61 Rick Newell 00:18:51.940 --> 00:19:12.100 Is not only does that generate a notification to the patron, if he's configured that to let the patron know, it's available, but that article the patron request that also becomes immediately available in my account and all I have to do is click the, the link to, via their article. Another nice feature. 62 Rick Newell 00:19:12.740 --> 00:19:20.020 In Topasa is called Proven Senders and what this means is that. 63 Rick Newell 00:19:22.780 --> 00:19:41.540 The patron can get their request, their article, a lot faster. So the way this starts is that the patrons submits a copy request and if that matches an automation that automatically sends a request to lenders. No, no staff intervention is needed if you haven't configured such. 64 Rick Newell 00:19:42.100 --> 00:20:02.020 Or the request does not match an automation borrowing library staff can submit the copy request and if the lending library is the one that you designated as a proven sender, as soon as the lending library response, yes, in other words, they, they've uploaded the article to article Exchange. 65 Rick Newell 00:20:02.780 --> 00:20:22.500 Then the system momentarily updates a status to in transit and if, if M- inter library loan fee management is involved. So if the lending library charges the barming library, a fee that will be debated from the borrower and credited to the lender and that's all settled through the BOR. 66 Rick Newell 00:20:23.580 --> 00:20:43.780 OCLC invoices, and then the system marks a request is received an update to status to closed and more importantly from the patrons perspective that article Exchange Link is then available to the patron my account. So let's say, for example, that the patron submits a request on a Friday. 67 Rick Newell 00:20:43.940 --> 00:21:04.260 Afternoon and your IIL department is close for the weekend. Well, if you have an automation configure to automatically send that request to lenders, it's possible that a lending library that, that is still open and staff working will fill that request and the patron gets a request on Friday afternoon. 68 Rick Newell 00:21:04.260 --> 00:21:24.740 Instead of waiting until Monday, when, when your IIL department is open again, and there are several new options for proven senders up until several months ago you, there was only one way of designating proven senders and that was by using a custom holdings group. However you can now designate. 69 Rick Newell 00:21:24.780 --> 00:21:45.220 All lenders as proven senders or you can also include only lenders that you specify in a custom holdings group or you can only exclude certain lenders from a custom holdings group. So if you want to turn this on, for all lenders, except, you know, that there are a few libraries that, that really. 70 Rick Newell 00:21:45.940 --> 00:22:04.340 Don't have a good history of supplying the right article or good quality scans or copying all the pages you can exclude those lenders from proven senders, so it's, it's very flexible and it really does save a lot of time not only for your staff, but also for patrons, so we encourage you to take advantage of that. 71 Rick Newell 00:22:06.980 --> 00:22:26.180 So Taposa has a feature called Document Delivery. So you may have a service in your library where if you're an academic library, for example, you may deliver things to faculty offices or you may send items through the campus mail, but even if you. 72 Rick Newell 00:22:26.300 --> 00:22:46.660 Provide such a service, even if you're in a public library or you're a- maybe an academic library that has distance distance education students or even if you, you don't, you might want to turn on this document delivery functionality because it gives you a way of easily providing link. 73 Rick Newell 00:22:46.780 --> 00:23:06.460 To patrons from items that you don't need to request from another library because your library actually owns them or licenses them. So, for example, if it's an open access article or journal or if it's something that's available from a database that your library subscribes to. 74 Rick Newell 00:23:07.180 --> 00:23:27.620 Theoretically, the patron could have found this on their own without even asking the library for an IIL request, but since library staff are usually better than patrons searching, this gives you an easy way to provide that link to the patron and we cover that much more detail in our document delivery training session. So the same. 75 Rick Newell 00:23:28.260 --> 00:23:48.100 Experience features that we've already talked about are available with document delivery in a sense. Your acting is both a borrowing library because it's your patron, but in a sense, you're also acting as the lending library because you're supplying the material, so you could take advantage of those advanced lending workflows if they make sense. 76 Rick Newell 00:23:48.140 --> 00:24:08.580 So if it's something that you're going to need to ship to a distance education student or a patron, that's not near a branch, for example, you can use those verifying and retrieving scanning and packaging cues if, if you want to, if they, if they make sense, there are some other features that. 77 Rick Newell 00:24:08.620 --> 00:24:29.060 I haven't mentioned yet. One of them is tags and staff notes, staff notes are available in Rocher ILL as well, tanks are kind of similar to, to staff notes, but they, they display in some of the, the, the list of. 78 Rick Newell 00:24:29.500 --> 00:24:49.540 That you might encander as you work with, to PASA and they are useful if you need to tag an item for the special processing, for example, if it's a rush request or if it's something that a particular staff member in your library needs to look at, you can tag it the tags and staff notes are both searchable. 79 Rick Newell 00:24:49.980 --> 00:25:07.740 And they're only visible to your library staff, not to the patron or to the other library and they, they stay with the request even after the request is closed and I do encourage you to use automations as well. In fact, let's take a quick look at some more information about automations. 80 Rick Newell 00:25:11.020 --> 00:25:30.500 Automations available for both borrowing and lending, and one of the things that borrowing automation is, can do, is add tags. So with request meets criteria that you specify such as material format or language or need before day, you can add a tag. 81 Rick Newell 00:25:32.020 --> 00:25:50.820 Apply constant data. So one of the criteria is the, the request type, is that a copy request or loan request? You can apply a constant data based on based on the request type and you can have the automation build a lender string. 82 Rick Newell 00:25:51.020 --> 00:26:11.460 These are the smart lender strings that I mentioned, and we really encourage you to use automations to be able to lender string because the automation can take advantage of a lot of information that is difficult or impossible to access if you build the industry manually, you can also choose. 83 Rick Newell 00:26:11.700 --> 00:26:31.020 If you do have automation build a lender strength to still wrap the request to review so that you can review before it goes to lenders, but you can also choose to send it directly to lending libraries or you can have it sent to document delivery queues if it's something that you're library holds, you can also. 84 Rick Newell 00:26:32.140 --> 00:26:52.420 The request to a purchase queue or if you use a Wheelshare Management Services, you can send it to WMS acquisitions again, based on criteria such as the agent material, the format of the material book electronic et cetera, or if the patron is written a note or particular patron status. 85 Rick Newell 00:26:52.900 --> 00:27:12.900 Type, those are Katri that you can use, you can also use a lending automations, lending automations can do two things. They can apply tags and they can apply constant data. So if you, if you are a library that charges borrowing libraries based on whether they're in your state. 86 Rick Newell 00:27:13.100 --> 00:27:23.300 Whether they're in your consortium or whether you have a cypical agreement, automations are a way of applying the correct constant data. 87 Rick Newell 00:27:25.060 --> 00:27:45.540 And this could also apply to things like shipping method, et cetera and the, some of the match criteria that you can use for lending automations are branch holding location or shelving location within a branch also whether the library is part of a, a custom holdings group or a profile group. Other criteria are request type of. 88 Rick Newell 00:27:45.860 --> 00:27:47.100 IAL format. 89 Rick Newell 00:27:49.380 --> 00:28:09.220 Make a quick scan and be sure that I haven't forgotten anything. I, I just want to go over briefly the request to workflow. This is kind of a way of reviewing. So typically the patrons submits a request on the patron work form if that matches the automation that you've configure the automatically sends a request to lenders, it will go directly to the lending library. 90 Rick Newell 00:28:09.260 --> 00:28:29.700 If not, it will go to your new for review queue and as borrowing every staff you will edit the request as needed and send the request when the lending library fills a request, the, when they, when they ship it, if it's a copy request and it's a library that you've designated as a proven. 91 Rick Newell 00:28:30.380 --> 00:28:50.180 That workflow that we talked about will apply if that's a laund request or if it's not approve in sender for a copy request when you receive the request as the Browing Library that will automatically trigger the appropriate notification to the patron, assuming you've configured it, and if it's a copy request. 92 Rick Newell 00:28:50.260 --> 00:28:54.500 The article or link will be in the patrons. My account. 93 Rick Newell 00:28:59.140 --> 00:29:11.780 Okay, so I think we've covered everything as far as the, the workflow, what questions do you have about that workflow before we move on to a life cycle of a request. 94 Rick Newell 00:29:16.420 --> 00:29:20.860 Remember you can unmute your microphone if you have on or you can. 95 Rick Newell 00:29:22.180 --> 00:29:42.660 Send a message in chat, sending it to everyone. So if you think of questions, feel free to type those into chat while you're doing that. I'll go ahead and move on to a request life cycle. so we'll look at this first when the perspective of a borrowing library first for a loan request and then for a copy request. so. 96 Rick Newell 00:29:42.740 --> 00:30:03.140 This is an example of the request form for a book that a patron might see remember that this will be populated in most cases from a search that a patron did in a database or a discovery layer and when the patron clicks the ill button that will be, the form will be populated with that. Bill. The graphic information. 97 Rick Newell 00:30:03.140 --> 00:30:23.620 Information and it will be populated also with information such as their library, card number, email address name, et cetera from their login notice that some of the fields in this request work form have an asterisk which means that those are, are required field. So. 98 Rick Newell 00:30:24.460 --> 00:30:44.860 Not be able to submit the form until they have completed that, that field that you have designated is required and in some cases, this will already be pre- populated. You can also configure a list of pickup locations. So if you have more than a pickup location in your library, you can configure a drop- down menu, a pickup location. 99 Rick Newell 00:30:45.580 --> 00:31:05.980 And you can customize how these fields are labeled noticing this example, rather than library card number or whatever the, the default label is, we've relabeled this bronco ID. That's something that would be meaningful to, to patrons in our library. So when the patron adds in any additional information that. 100 Rick Newell 00:31:06.300 --> 00:31:26.460 Needed, they submit the request and if it has not matched an automation that sends a request to lending libraries, you'll see the request in your new for review queue under borrowing, you can open that new for review queue and you'll see a list of requests in that queue and. 101 Rick Newell 00:31:26.500 --> 00:31:46.940 Then you can click either the request ID or the title to open the individual request and if you have used automation, which I hope you have to build a smart lender string and apply constant data notice that the lending string will already be populated based on Briteria that. 102 Rick Newell 00:31:47.060 --> 00:32:07.420 Specified, including custom holdings, passing groups and notice that it will also be populated with information like you're shipping address from your constant data. I noticed that if you look at the very bottom of the request and a request history, some things that automation has done are that. 103 Rick Newell 00:32:07.460 --> 00:32:27.900 Matched it to a profile. In other words, a, an automation that has been called long by this library. Some of the potential lending libraries have been deflected due to request type or format type produce option off means that in this automation, you've chosen not to send it directly to lending libraries, but. 104 Rick Newell 00:32:29.220 --> 00:32:34.500 Populated the lender string and that saves you an incredible amount of time. 105 Rick Newell 00:32:36.380 --> 00:32:56.060 If you don't have an automation configured or if the request doesn't match an automation that you've configured and most cases, the request will already be linked with the most appropriate world count record from the search of the patron did, or if there's an ISPN. 106 Rick Newell 00:32:56.860 --> 00:33:13.180 Or OCLC number in the request, there's a process that works behind the scenes called Bid match to select the appropriate world count record. So, in most cases you won't need to worry about searching world care. However you can, if you feel that the. 107 Rick Newell 00:33:14.740 --> 00:33:35.100 The automatically selected roll account record is not the best one. You can search world cap by clicking the magnifying glass next to the title ice BN et cetera. You can build the lender string manually, if you choose to, and you can apply constant data, which would have information. 108 Rick Newell 00:33:35.460 --> 00:33:55.580 Such as your shipping address, maximum cost, et cetera, if you do search world, cat, you can click the title for more information and then you can select holdings manually by displaying a list of libraries that hold that in your state or your region, which is. 109 Rick Newell 00:33:55.780 --> 00:34:03.180 State and adjacent states or all libraries or more efficiently you can apply a custom holdings path. 110 Rick Newell 00:34:04.820 --> 00:34:14.419 And then you update the request to apply that linder sting that you have Bill and make any other edits that are necessary and then send the request. 111 Rick Newell 00:34:17.980 --> 00:34:37.179 Hopefully after a few days, the book will arrive in the mail and usually the lending library will supply some paperwork, either a Bookstrap or sticker or maybe a printer to the full request that has the request information and it has that request ID. 112 Rick Newell 00:34:37.300 --> 00:34:57.660 Number in the form of a bar code. So if you have a barcode reader, an easy way to update that to received is to scan that request barcode and even though the lending library lending library probably included a bookstrapper sticker, some borrowing libraries, like to print their own bookstrap or sticker that is more meaningful to their PA. 113 Rick Newell 00:34:58.540 --> 00:35:05.460 Information such as a date and how to return it et cetera and so you can mark as received. 114 Rick Newell 00:35:07.900 --> 00:35:27.740 When you do that, the request is automatically updated in my account, so you can see in this example, the Patrick can see cover AR and they can see some bibly graphic information they can see when it's due and they can renew the request if your library has enabled that option and. 115 Rick Newell 00:35:27.940 --> 00:35:36.220 If they click that renewal button that request will go directly to the lending library, they can also choose to request the item again. 116 Rick Newell 00:35:37.540 --> 00:35:58.460 And the botto portion of the screen is an example of a notification that you can configure, so you can customize system by everything about these notifications, so you can supply whatever text you want and the notifications also use something called data inserts. So. 117 Rick Newell 00:35:59.100 --> 00:36:18.940 Will insert information from the request such as the request number, big graphic information, pick up location, and then you can add information about how to contact your IIL department and so on. So the notifications can be sent via email or text or. 118 Rick Newell 00:36:22.820 --> 00:36:39.340 For a copy request, the Patrick completes a request form for a journal article and remember that usually this will be populated automatically from a search that they did in a database, but the Patrick can also fill out a blank work form, so they submit this request. 119 Rick Newell 00:36:41.340 --> 00:36:59.900 And remember that copy request can be automatic if the request matches an automation that you're library has configured, and that request is filled by a library that you've designated as a proven sender and the lending library uses article exchange, which most libraries do then as. 120 Rick Newell 00:36:59.900 --> 00:37:15.820 As soon as the lending laboring updates, the status to yes, the patron is notified, assuming that you can figured in notification and they can access the article in their, my account all without any intervention by borrowing library staff. 121 Rick Newell 00:37:17.180 --> 00:37:37.660 And this is an example of what it would look like to the patron in my account. So on the left, they can see the, the biblographic information and all I have to do to view the article is click available to view, but default they can view it five times or, and. 122 Rick Newell 00:37:37.980 --> 00:37:49.940 Thirty days and that's to help comply with Copyright guidelines, but of course, when they view it, they can download it or print it or whatever they, they want to do with it. 123 Rick Newell 00:37:52.380 --> 00:38:11.580 For our document delivery request, the patron still completes a request form. So into PASA, the workforms are used for both document delivery and ill. So sometimes when a patron request, something, they don't necessarily know, or maybe even care whether the request is going. 124 Rick Newell 00:38:11.580 --> 00:38:26.420 Going to be fulfilled by something that you obtain from another library or something that your library already owns or, or licenses. So they, they submit the request, this example is for a book. 125 Rick Newell 00:38:28.220 --> 00:38:48.060 And if it's something that's, that's held by your library, if it matches an appropriate automation, the request will go to your document delivery queue, if you have enabled that, that functionality rather than your new for review queue, so you might have a different different workflow process for items that you, that you own. 126 Rick Newell 00:38:48.700 --> 00:39:08.540 As opposed to items that you are going to obtain from another library and by the way you can change the fulfillment type. So if it is something that you're library owns, but it's not available. Maybe it's long overdue or it's missing or it's at the bindary you can change the fulfillment type to ill- request. You can also change a fulf. 127 Rick Newell 00:39:08.900 --> 00:39:12.540 Tied from IIL request to document deliveries. So. 128 Rick Newell 00:39:13.660 --> 00:39:33.980 If it's something that doesn't have very complete information and once you supply more information, you determine that, you actually do own it or that it's available via open access or it's something that your library licenses you can change your fulfillment type to document delivery and take advantage of that functionality, instead. 129 Rick Newell 00:39:35.420 --> 00:39:54.620 And as I mentioned, if it's something that a physical item that you're library owns, you can take advantage of those advanced lending cues, which normally are used by the lending library, but for document delivery in a sense, you are acting as a lending library because you're, you're supplying the material supplying the material. 130 Rick Newell 00:39:54.660 --> 00:40:01.900 So you can mark that item as retrieving, and then when the staff member, who does it retrieves that they could mark it as packaging. 131 Rick Newell 00:40:05.500 --> 00:40:24.060 When you market as complete, then you might need to, via the patron information to get their shipping address, for example, where they want the item shipped and you can then mark it as complete and the Patrick can see the status in my account, they will all. 132 Rick Newell 00:40:25.440 --> 00:40:28.280 Whatever notifications you have configured. 133 Rick Newell 00:40:38.200 --> 00:40:42.840 So let's look at this run the perspective of the lending library. Now. 134 Rick Newell 00:40:43.960 --> 00:40:56.000 So one of the features that I mentioned when we were talking about the workflow is that as a lending library, you can't configure a lending priorities groups and you can either. 135 Rick Newell 00:40:57.440 --> 00:41:17.880 These might be libraries that are in your consortium that you share a city with or share a state with, or that you share a courier with. So, in this example we're looking at lending priorities group, which is which this library has named Capital City because that's the name of their consortium. The subcues. 136 Rick Newell 00:41:17.920 --> 00:41:38.320 Or minor cues that you see under lending prayer lending priorities are similar to the ones that you would see under Canya supply, so you can work with copies and loans separately if you choose to. So for this example, it's a loan request and this library is set up for OPAC integration. 137 Rick Newell 00:41:38.360 --> 00:41:58.840 Which means that if you look at that number one, the, you can see the availability status, so it was checked four days ago and here's the branch and location within the branch and the call number and that is also populated in the local ID field and the reason you care. 138 Rick Newell 00:41:58.880 --> 00:42:19.320 About that is because if you print a Bookstrap or sticker a print a full request that local ID field with the location and call number will be on that request, which will help in retrieving the items from the stacks. So what you might do next is just add that to the Bookstrap sticker print queue. 139 Rick Newell 00:42:20.040 --> 00:42:24.400 And then Mark is retrieving and so. 140 Rick Newell 00:42:26.360 --> 00:42:46.200 What typically would happen is somebody else is going to be doing that retrieving stab is that they would open that Bookstrap sticker print queue or open the retrieving queue and print the Bookstraps or sticker and retrieve the items from the stacks, if you don't have op- integration set up, you can do something similar. 141 Rick Newell 00:42:46.280 --> 00:43:06.080 But it's a few more CLEX, you configure the, the search, my libraries online catalog link and service configuration, so that the PASA knows how to search your libraries catalog and your local catalog will open in a separate browser tab or window. You can verify the availability. 142 Rick Newell 00:43:06.760 --> 00:43:16.760 Manually copy and paste that call number into the local ID field, and then the same thing add to Bookstrap sticker print queue and Marcus retrieving. 143 Rick Newell 00:43:19.480 --> 00:43:38.680 If your assistant, maybe it's a student worker, if you're in an academic library, they can open that print queue under lending for bookstraps or stickers select the request for which, for which they want to print the bookstraps or stickers and then print, and this is an, an example of what. 144 Rick Newell 00:43:38.920 --> 00:43:59.160 Bookstrap would look like notice that it has the request ID both in ireadable form and in the form of a bar code and it has that local ID field with the location and call number, as well as some billographic information and some request information, so they will get the books from the shell, go back to. 145 Rick Newell 00:43:59.440 --> 00:44:11.120 Their computer and open the retrieving queue and scan those request ID barcodes to batch update to packaging. That's, that's one way of doing it. It's certainly not the only way. 146 Rick Newell 00:44:12.600 --> 00:44:32.680 And if someone else is going to be doing the actual packaging, they can again scan that request ID bar code on the bookstrapper sticker and open the request, a print shipping labels, they can print Bookstraps if they're not already printed and respond. Yes. 147 Rick Newell 00:44:34.360 --> 00:44:48.440 And then put the item in the mail for a copy request. The lending priority still are applicable. You can work with copies and loan separately if you choose to. 148 Rick Newell 00:44:49.720 --> 00:45:01.840 And so you retrieve the item from the stacks. You scan the, the article and after you scan the article and you saved it somewhere on your computer, you click article exchange. 149 Rick Newell 00:45:05.520 --> 00:45:21.160 Once you've navigated to the article that you've saved on your computer, you click drop file. That's what attaches the, the PDF file to the, to the request, and then the next step is to click, yes. 150 Rick Newell 00:45:22.360 --> 00:45:32.720 And that finishes the request from the perspective of the lending library. So from that point it's immediately available to the patron at the Borrowing Library. 151 Rick Newell 00:45:34.840 --> 00:45:51.360 The system actually generates a URL and a password, but it's a lending library. You don't really care about that, but the patron, it's a borrowing library can use that information to retrieve their article. So what questions do you have about that typical workflow. 152 Rick Newell 00:46:05.880 --> 00:46:23.800 I just want to give you a couple of quick reminders and also talk about documentation and training in the staff interface into Pasa, if you need help, we want to consult the extensive documentation. You can go to the upper, right corner and expand that need help. 153 Rick Newell 00:46:23.960 --> 00:46:37.760 Menu and then select general help or you can also go directly to the URL that you see here on your screen, and I'm going to go to that, there are a couple of things I want to point out about the help. 154 Rick Newell 00:46:39.160 --> 00:46:59.640 So this is the help or to PASA and you'll notice that it's under a resource sharing, which is not surprising, and there are various categories, for example, get started borrowing requests lending request. One thing I want to point out that's not obvious. Is that under borrowing request, for example, not. 155 Rick Newell 00:47:00.320 --> 00:47:20.120 At the end of this list, there's this little elipsis. These three dots that are very faint and very small, but if you click that, it will show you the rest of the items under borrowing request. So keep that in mind also if you. 156 Rick Newell 00:47:20.240 --> 00:47:21.760 Want to. 157 Rick Newell 00:47:23.360 --> 00:47:43.800 See more information about items under, under a menu item. So, for example, let's say that you're interested in smart fulfillment, you can click the heading to display the information there's detailed information here and I. 158 Rick Newell 00:47:43.840 --> 00:47:56.160 Encourage you to take a look at this if you haven't, Yeah, set up automations, Another thing that's not obvious. Is that on most screens, let me actually go to a different screen. 159 Rick Newell 00:48:01.240 --> 00:48:18.200 In the upper, right corner there is this little PDF icon. So if you want to print a page of the help, you can do that by clicking export page as a PDF. that's that little small faint icon on the upper, right corner. 160 Rick Newell 00:48:20.280 --> 00:48:24.040 It's a couple of other things to point out about the help. 161 Rick Newell 00:48:30.520 --> 00:48:44.240 There's also a category of help called Reference and so, for example, if you need information about the categories and queues, what, what do those mean you can get that information here. 162 Rick Newell 00:48:47.160 --> 00:49:06.360 Notice also there are breadcrumps at the top to, to backtrack to, to whatever you were looking at. Previously also want to point out notes. There are a lot of different kinds of notes that are available into PASA and this is a really good explanation of borrowing notes, Billing notes, patron nodes. 163 Rick Newell 00:49:06.360 --> 00:49:21.240 Staff nodes and so on, And this tells you where they come from who they're visible to the Barwing Library or the Lending Library or the patron and when they are editable. 164 Rick Newell 00:49:26.200 --> 00:49:30.120 There's also information here about configuration. 165 Rick Newell 00:49:32.640 --> 00:49:45.440 So if you need information on setting up those automations or the customizing the notifications or the work forms, you can find that extensive information here. 166 Rick Newell 00:49:51.200 --> 00:50:03.920 Also if you need to contact my colleagues in OCLC support, if you click contact support that will display a contact information for OCLC supporting your region. So. 167 Rick Newell 00:50:06.040 --> 00:50:25.720 Well, display the phone number and an email address or the link to create a ticket. You can also link to the community center and you, you may be aware that several months ago, maybe it's six months ago. Now we implement. 168 Rick Newell 00:50:26.580 --> 00:50:46.940 Form for the community center. This platform is a lot easier to use and some of the things you can do are the community center or that you can have discussions with other toposy users and other institutions you can ask them how they're, they're doing things you can get a list of news and events, for example, resource sharing product. 169 Rick Newell 00:50:46.980 --> 00:51:07.420 Insights or was one last week? I think it was where the product managers for Tipasa. tell you about the new features that are coming into PASA. This is also a place where you can search enhancement requests. They're now called Ideas or contribute your own. So if. 170 Rick Newell 00:51:07.540 --> 00:51:27.900 Say, well, yeah, that's to Possia has some really great features, but I really wish it could also do this. This is where you can submit those ideas. You can also vote on or comment on requests and other libraries have submitted. So I encourage you to take advantage of all the features that are available in the community. 171 Rick Newell 00:51:31.100 --> 00:51:44.940 I also wanted to let you know that there is a knowledge check, we won't take time to do it during the session since we're just about out of time, but I'm going to put that link into chat, and I'm also going to put a couple of other links in there. 172 Rick Newell 00:51:49.660 --> 00:52:06.940 And so just before you exit this session, you can click on that link for the knowledge check and as I said, it will take about three minutes and it's just a way of reviewing what we learned today. So if you don't have the chat panel open, you can click that chat button at the bottom right of. 173 Rick Newell 00:52:08.500 --> 00:52:14.740 Viewing a recording, you can click the little thought balloon in the upper right of the screen. 174 Rick Newell 00:52:16.540 --> 00:52:33.820 I also put in chat a link to the South pace borrowing course, so I encourage you to take advantage of that if you would like to learn about how to do borrowing into PASA, there's also a link to the learner guide that we went through at the beginning of the session. 175 Rick Newell 00:52:40.220 --> 00:53:00.700 So I want to thank all of you for coming today. We do have three more sessions this month on letting workflows, copyright and document delivery when you exit from Webex, you'll automatically be directed to an evaluation form, so we would appreciate any feedback You might have on the session that will help us improve our training when you get to that pharma, it's going to. 176 Rick Newell 00:53:01.100 --> 00:53:16.300 For the instructor name. So it's my name Rick New and the class name of course is introduction to, to PASA. So thank you for coming and I hope to see you at some more sessions this month and have a great rest of your day. Thanks.