WEBVTT 1 "Sarah Robledo" (3854811392) 00:00:00.000 --> 00:00:26.550 So let's begin. Hi everyone and welcome. I'm Sarah Robletto, part of the member education team here at OCLC. I'm so glad you're here with me today as we take a look at how to get started with World Share ILL. The 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" (3854811392) 00:00:26.550 --> 00:00:47.310 Today's session is one of two introductory sessions. You're in the Get started class. The other class is called Prepare and plan. And that one focuses more on configuration settings and ways to streamline your processes. You can register here for one or both. 3 "Sarah Robledo" (3854811392) 00:00:47.310 --> 00:01:06.510 If you register through the community center, you're automatically enrolled to receive a training badge. If not, you can click on the link on this form, and I'll share the link in the chat or Lucia will share the link in the chat, so that you can still request one by signing into the community center using your library's name or OCLC symbol. 4 "Sarah Robledo" (3854811392) 00:01:06.510 --> 00:01:26.510 Again, we'll be monitoring the chat throughout our session, so feel free to ask questions anytime. I'll also have some time for question and answer at the end of the session. By the end of this session, you will have learned the basic steps in World Share ILL to help you start using the surface survey. 5 "Sarah Robledo" (3854811392) 00:01:26.510 --> 00:01:48.890 1st, we'll explore the basic concept of the service. Second, you will learn how to log in to world Shore ILL for the 1st time and navigate through the options. 3rd, we'll explore the search options that will help you best find the best billiographic record match for your ILL request. 6 "Sarah Robledo" (3854811392) 00:01:48.890 --> 00:02:04.320 And finally, we will touch on how loan and copy requests are created in the system and where you can find more documentation and con a contact for OCLC support. We also have a link to where we offer several short video tutorials on topics related to World Share ILLO. 7 "Sarah Robledo" (3854811392) 00:02:04.320 --> 00:02:26.660 So let's begin with the basics of World Share ILL. To understand worldsharre, how worldshare ILL works, we must 1st discuss the database that's built around called Worldcat. This is the world's largest library catalog containing data from tens of thousands of libraries around the globe. World Share ILL is built on top of this share. 8 "Sarah Robledo" (3854811392) 00:02:26.660 --> 00:02:28.770 Good resource. 9 "Sarah Robledo" (3854811392) 00:02:28.770 --> 00:02:48.770 As a borrowing library, you can use Worldcat to search for materials and identify libraries that own the items. As a lender, you can create, you can make your libraries holdings visible for others to request. Every library in the OCLC system has a unique un unique OCLC symbol, sort of like a shorthand. 10 "Sarah Robledo" (3854811392) 00:02:48.770 --> 00:03:04.080 Or ID for your institution. 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 world Shire ILL when identifying borrowers and lenders, and today we'll use them a lot when creating lender strings. 11 "Sarah Robledo" (3854811392) 00:03:04.080 --> 00:03:26.720 So we use a lot of worldshare EIL terminology in today's class and here's just a snippet of some of the things we'll be talking about. The borrowing library is the one placing the request. The lending library is the one fulfilling the request. A lender string is a list of potential lenders, and there is a max of 15 lenders per lender string. 12 "Sarah Robledo" (3854811392) 00:03:26.720 --> 00:03:42.540 Loans versus copy. Loans are for physical items. Copies are scans of articles, chapters, et cetera. Days to respond is how long a request stays before a request moves on to the next Monday. 13 "Sarah Robledo" (3854811392) 00:03:42.540 --> 00:04:01.590 Deflections are policies that automatically say NO to request based on your settings. OCLC groups are created by OCLC on behalf of libraries. This can be consortias or other groups with agreements, and then fulfillment is when the item is actually supplied by the lender. We also have a link. 14 "Sarah Robledo" (3854811392) 00:04:01.590 --> 00:04:17.340 To the OCLC glossary on the learner guide in here in the presentation and Lucia just put that in our chat. Thank you Lucia. So how does it work? When you go to worldshare to request an item as a borrowing library, the following things must happen. 15 "Sarah Robledo" (3854811392) 00:04:17.340 --> 00:04:37.340 1st, you search Worldcap for an item and then locate the item. Then you have the lender string populated with your selected lenders. Next you send your request to your chosen lenders. And finally, you manage the request and update the request in the system when the item arrives, and in addition for physical items. 16 "Sarah Robledo" (3854811392) 00:04:37.340 --> 00:05:03.499 You manage the request. To update the request in the system, when your patron is done with the material, then you return the item to the loan, the owner. You can have some of these steps automated to save you time. We discuss this more in 2nd part of the series prepare and plan. So you discover the item, you choose your lender, you send your request, you receive the item, and then if it is a physical item, you return the item back to the. 17 "Sarah Robledo" (3854811392) 00:05:03.499 --> 00:05:12.959 Under. 18 "Sarah Robledo" (3854811392) 00:05:12.959 --> 00:05:32.959 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 the request. This does not include US national holidays and weekends. Then the system automatically advances the. 19 "Sarah Robledo" (3854811392) 00:05:32.959 --> 00:05:53.879 The request to the next lender if a lender doesn't respond or says NO to route a request. This means the more lenders you add to the lender string, the better your chance for your request to be fulfilled. And there are options to automate the lender string letting the system populate the lender string automatically based on your configurations. 20 "Sarah Robledo" (3854811392) 00:05:53.879 --> 00:06:12.239 The request type determines the workflow. A loan requests are initiated and managed by the borrowing library and closed by the lending library when the lender receives the physical material back such as a book or DVD and updates the request in the system marking the request as completed. 21 "Sarah Robledo" (3854811392) 00:06:12.239 --> 00:06:27.839 Copy requests are initiated by the borrowing library and completed and closed when the borrowing 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. 22 "Sarah Robledo" (3854811392) 00:06:27.839 --> 00:06:47.839 IFM or inner library loan fee management can be used for those requests with costs. IFM automates the billing process of ILL transactions by debiting the borrowing library and crediting the lending library for the costs in. 23 "Sarah Robledo" (3854811392) 00:06:47.839 --> 00:07:15.239 Using both libraries oclc's accounts. Both libraries must accept IFM for the process to work. Instead of sending or receiving individual individual charges by each library, the charges go to your OCLC monthly invoice. So IFM solves most of your problems with invoicing and paying invoices for ILL. And then another thing that we're gonna talk about today is OCLC article exchange. 24 "Sarah Robledo" (3854811392) 00:07:15.239 --> 00:07:31.889 Article exchange is part of the service and is an option for lenders to supply copy requests, so those are our digital requests. As a lender, you can drop many files a day per authorization, and article exchange then automatically creates a uni unique URL and password to protect the document. 25 "Sarah Robledo" (3854811392) 00:07:31.889 --> 00:07:49.979 Then the borrowing library can forward this unique URL and password to the patron. The document expires in 30 days or after five views. And we'll look at this a little bit later, but the staff preview view does not count in those five views that is allowed for the patron. 26 "Sarah Robledo" (3854811392) 00:07:49.979 --> 00:08:07.109 Okay, so now it's time to part for part two. How to log in for the 1st time, navigate through the interface options and create additional staff accounts. So I'm gonna go ahead and bring up my library's URL. 27 "Sarah Robledo" (3854811392) 00:08:07.109 --> 00:08:23.669 1 s here. 28 "Sarah Robledo" (3854811392) 00:08:23.669 --> 00:08:43.669 Actually, before we do that, we got a little bit more here. Hold on 1 s. I jumped the gun a little bit. So when you're accessing worldshare ILL as a new subscriber, so this is libraries that just purchase World Share ILL, you will get a welcome email that includes your library's custom web. 29 "Sarah Robledo" (3854811392) 00:08:43.669 --> 00:09:02.219 Address for World Share ILL, your worldshare ILL username and it can be changed later. Instructions for setting up your worldshare ILL password and a nine digit authorization number and password for stats. So this is if you're brand new in your library gets that welcome letter. 30 "Sarah Robledo" (3854811392) 00:09:02.219 --> 00:09:18.089 If you are new to world Chair ILLO, but your library is not, you'll want to consult with your colleagues. They maybe able to give you your institution's custom web address. If not, CLC customer support can provide that for you. 31 "Sarah Robledo" (3854811392) 00:09:18.089 --> 00:09:35.759 And then a colleague with admin permissions can create a username for you, but it is important they must have the admin role to create staff accounts. If a colleague creates a username for you, you will still have to create your password. 32 "Sarah Robledo" (3854811392) 00:09:35.759 --> 00:09:57.799 And then again, usernames can always be changed later on. Okay, so now we're gonna go live here. 1 s alright so you should all be seeing my library. 33 "Sarah Robledo" (3854811392) 00:09:57.799 --> 00:10:20.659 There's unique world share ILL login. For the, when you do it for the 1st time, there is a step that you have to do, because your co workers can give you your username, but you need to set your password. So when you're signing in for the 1st time, you have to go down to the very bottom here where it says signing in for the 1st time or forgot password and then select request password. 34 "Sarah Robledo" (3854811392) 00:10:20.659 --> 00:10:41.419 Then you'll enter your username here and then click the blue request button. Then you'll, this will send an email to the email associated with the username on the account, with directions for setting up your password. So when you're creating an account for another staff member, you do need to make sure that that email. 35 "Sarah Robledo" (3854811392) 00:10:41.419 --> 00:11:06.109 Well is correct because that's how they'll set their password. Then once you're done with that, and you've got your username and password, you can log in for the 1st time. So we'll put them in here and then click sign in. And if you had multiple branches, you would be prompted 1st before you get to the screen to select a branch. In my test instance here, we only. 36 "Sarah Robledo" (3854811392) 00:11:06.109 --> 00:11:25.139 I have one so I don't have to do that. And then up here in the top right, this is where you'd see your username. You can click the dropdown over here. If you had other branches and you worked at different branches, you could change the branch here. You can change your password at any time here, and then the option to log out is below. 37 "Sarah Robledo" (3854811392) 00:11:25.139 --> 00:11:45.139 We also have this really wonderful help dropdown. Under general help, that's where you're gonna get to documentation, that's where you're gonna see our training videos. That's where this video will be posted after today's class, so that's where you'll get to all of that very helpful stuff. Contact support is where you could open a. 38 "Sarah Robledo" (3854811392) 00:11:45.139 --> 00:12:05.909 Take it with our support department. And then the other option is the community center, and that's something that a lot of people don't utilize, but it's really great. The community center is a place where you can connect with other libraries using the service, participate in discussions, suggest ideas to the product team and learn about events and any updates that are coming up. 39 "Sarah Robledo" (3854811392) 00:12:05.909 --> 00:12:25.909 And then the last thing that you'll see up here is the option to change the interface language if you need to do that. And then, the main page here right in the middle, we do have a little boltin that's saying that we're gonna have a release coming out soon, so sometimes we'll post those up to the very top, so keep an eye on those. 40 "Sarah Robledo" (3854811392) 00:12:25.909 --> 00:12:40.949 And then right below that is the quick search, and that's the area that you're gonna use to find requests that you have questions about, so you can look at active ILL requests or closed requests, and then you can change how you wanna search for them here with this little dropdown. 41 "Sarah Robledo" (3854811392) 00:12:40.949 --> 00:13:00.949 Under that is the quick links area. Everything you see under borrowing is basically a copy of what's on the, the left panel on the screen. And then it does have the ability to go into your policies directory and service configuration. We don't talk about those today in today's class, but we do talk about the. 42 "Sarah Robledo" (3854811392) 00:13:00.949 --> 00:13:22.499 Those more in the next class prepare and plan. And then under that, you'll see the turnaround time. As a lender, this shows the average time from when you receive a request to when the borrower receives the item, and then you can toggle over to borrowing. 43 "Sarah Robledo" (3854811392) 00:13:22.499 --> 00:13:42.499 And then it shows the average time from when your library sends a request to when the supplier responds. And you can look at this for copies, loans, and copies and loans, so you can click through all those. And then up here on the left side panel, we have the discover items option, which is where you can begin searching. 44 "Sarah Robledo" (3854811392) 00:13:42.499 --> 00:14:03.049 Borrowing request is where you manage request your library is making. Lending request is where you manage request your library is fulfilling, and then the printer queue down at the bottom is where we would print bookstraps and shipping labels. So that's kind of the quick overview of the main parts of this inner library alone. 45 "Sarah Robledo" (3854811392) 00:14:03.049 --> 00:14:23.049 Tab. The next thing I'm gonna show is option only if when your account was created you were given admin permissions, and that's a special role that you have to be given by whoever created your account. And that role allows you to create staff accounts, edit staff accounts, and delete staff accounts. So for me, since I have that permission. 46 "Sarah Robledo" (3854811392) 00:14:23.049 --> 00:14:46.969 I will see it to the right of the inner library alone tab. If you do not have this permissions, you will never see this tab. So we'll click over here, and this is where you would create a new staff account. So let's say we have a new staff member named Harry Potter, not very unique of a name, I guess, but let's say he's starting and we. 47 "Sarah Robledo" (3854811392) 00:14:46.969 --> 00:15:03.359 You want to make him an account. The very 1st thing I always recommend is that you search for him 1st to see if there is an account made already. Sometimes when your staff members will have, one of your colleagues will have made one for you and you just don't want to duplicate that work. So we always search to see. 48 "Sarah Robledo" (3854811392) 00:15:03.359 --> 00:15:21.359 If one exists, and it doesn't, so we can go ahead and create a new user. And there are a lot of fields here. You don't have to fill in every single one. I'm just gonna show you today the ones that are necessary to make an account. So we're gonna put in the name, Harry. 49 "Sarah Robledo" (3854811392) 00:15:21.359 --> 00:15:41.359 And then the last name potter. We're gonna skip all of these, and then we do need to put a barcode in and that's where you make the username. So when you're logging in for the 1st time, that is your username. So I'll put it here, and then you are required to choose a patron type, and then you. 50 "Sarah Robledo" (3854811392) 00:15:41.359 --> 00:16:13.699 Are required to have the registration dates. It does automatically input the day that you're creating it, but if you did need to choose it for some reason or change it for some reason you could. And then the home branch, I only have one option, but if your library has multiple branches, that's where you would choose that. And then the other really important thing when you're creating the staff account is that you add an email because again that is when we click that send password information, that's the email that they're gonna get to set their password. So let's. 51 "Sarah Robledo" (3854811392) 00:16:13.699 --> 00:16:18.779 Two. 52 "Sarah Robledo" (3854811392) 00:16:18.779 --> 00:16:38.779 That there, and then you'll just check to make sure everything looks good. And then when you're done, you're gonna click save. So at this point we have created an account for Harry. He can log into our instance, our institution's instance of World Share ILL. He just can't do anything cause we haven't given him permissions, so basically he. 53 "Sarah Robledo" (3854811392) 00:16:38.779 --> 00:17:04.049 You would just log in and not be able to interact with it at all. So the next step is to assign those roles. And so to do that, you'll go down to this rules accordion and click, and then we're gonna click edit. And then we're gonna choose the roles for Harry. So the admin allows full access and configurations changes. That's what's allowing me to do what I'm doing right now. That's why I can see the admin tab. 54 "Sarah Robledo" (3854811392) 00:17:04.049 --> 00:17:20.369 The ILL user can create and manage request. Reports viewer can access statistics. An ILL partner is used when working with libraries outside the system. So you'll go ahead and give them the roles that they need, and then when you're done, you're gonna click save. 55 "Sarah Robledo" (3854811392) 00:17:20.369 --> 00:17:37.199 So now, Harry can log in and actually do some work in our worldshare ILL instance. And, I believe, oh yeah, Lucia already added the accounts roles doc in there too, so if you guys wanted to look further at that, you could. 56 "Sarah Robledo" (3854811392) 00:17:37.199 --> 00:17:57.199 At any point with this admin role, I can edit Harry's account. So let's say, he changes his name for some reason, I can change it there. If he doesn't like his username, at any point I can come in and change his username and his password, you're just gonna want to make sure that you click save when you're done. The other thing that we really recommend is that when. 57 "Sarah Robledo" (3854811392) 00:17:57.199 --> 00:18:26.219 An employee leaves that you delete the account, so they can't access your worldshare ILL anymore. And you would do that here as well. So over here where you say, you can see delete account, we'd click that oop. And then we'd say yes, we definitely want to delete this, but this action cannot be undone, so just be sure when you're doing it. And Harry can NO longer access our institution at all. So that is how you would create and manage and assign roles in the admin tab. 58 "Sarah Robledo" (3854811392) 00:18:26.219 --> 00:18:42.869 The next thing we're gonna look at is back on our, in our library loan page. We're gonna look at searching. So we're gonna go back to the inner library loan tab, and then searching is all done under discover items. 59 "Sarah Robledo" (3854811392) 00:18:42.869 --> 00:19:00.479 For a basic search, you're gonna wanna use an ISBN ISSN or OCLC number for the best results as there are as these are unique. So. 60 "Sarah Robledo" (3854811392) 00:19:00.479 --> 00:19:17.909 If you're searching by title, author or keyword, you're gonna get too many results or duplicates. So a good example of this is if I'm searching for the book, the colored purple, I'm gonna search. We get an overwhelming. 61 "Sarah Robledo" (3854811392) 00:19:17.909 --> 00:19:37.909 20 over 22000 results. And the book that we actually want is the 4th down, so I mean, it is there, but it's not the top result that you would expect, and you also just don't want to click through this many results. So what we would recommend. 62 "Sarah Robledo" (3854811392) 00:19:37.909 --> 00:19:57.929 In this case is searching by ISBN, so if I switch this to ISBN and I think I have it saved in my, this should be it. If we search by the color purples ISBN, we get a much more manageable 26 results. The book that we expect to see at the very top is at the very top. 63 "Sarah Robledo" (3854811392) 00:19:57.929 --> 00:20:13.589 So that's why we recommend when you can using those more specific results or search terms. Another thing that we have is something called expert search. Some people refer to it as power searching. 64 "Sarah Robledo" (3854811392) 00:20:13.589 --> 00:20:33.589 And that's the ability to use boolean operators and search indexes to narrow down your search when you do a keyword search. If you ever forget what search indexes you can use or which boolean operators you can use, there is this little black question mark. If you click this little black circle, it gives you a little snippet. 65 "Sarah Robledo" (3854811392) 00:20:33.589 --> 00:21:01.439 Of what search phrases you search indexes you can use and what boolean operators you can use. Just remember and or not must be capitalized. And then there's also a link to our documentation where there's a lot on search indexes. And you could be looking at this for a while cause there's there's a lot of different search indexes. And Lucia did put that in the chat too. Thank you Lucia. So, this comes in. 66 "Sarah Robledo" (3854811392) 00:21:01.439 --> 00:21:21.439 Very helpful when you're looking for a popular book. So let's say we have somebody come up to us and they want the book to fall in our stars. If we just did a keyword search for this, we get over 5000 books and it's not the 1st result that we would expect at the top. If we went ahead and did an expert search. 67 "Sarah Robledo" (3854811392) 00:21:21.439 --> 00:21:43.279 Search so we could do title, the fault in our stars, and then the Boolean operator and, and then author green, and then search. You get a more manageable 676 results, and the materials that you expect are at the. 68 "Sarah Robledo" (3854811392) 00:21:43.279 --> 00:22:17.419 Very top. So we've got the book version, the DVD version, the audio booked version, they all come to the top. It just gives you better search results. And then the very last type of search that we have is the advanced search, and the 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 single letters or an asterisk to replace multiple letters. Just make sure to have at least two. 69 "Sarah Robledo" (3854811392) 00:22:17.419 --> 00:22:39.319 Two letters before the asterisk. So that's searching, and now I'm gonna switch back to my PowerPoint here. Give me one moment. 70 "Sarah Robledo" (3854811392) 00:22:39.319 --> 00:22:48.539 Alright, so now we're gonna look at. 71 "Sarah Robledo" (3854811392) 00:22:48.539 --> 00:23:08.539 What a lot of people are interested in when they come to this class and that's an overview of creating ILL requests. So let's say we have a customer come in Jane Austin, and she wants two different items that she needs to request. The 1st one's gonna be a physical book, so this is gonna be a loan request since it's a. 72 "Sarah Robledo" (3854811392) 00:23:08.539 --> 00:23:36.719 Physical book, and the book is called a Hero with a thousand faces. And then she also needs a digital article that is in a e resource journal called Microplastic Accumulation and fresh water ecosystems. So she wants to request both of these. We're gonna go ahead and show you how we would do this in World Share ILL, so give me 1 s while I get their instance back up. 73 "Sarah Robledo" (3854811392) 00:23:36.719 --> 00:24:01.369 Okay, so here we are back in World Share in our library alone. And one thing I forgot to show you that is important is that whenever you do a search in World Share ILLO, it does save them for you, which is really wonderful because if you want to try a bunch of different searches to see which one gives you the best results. 74 "Sarah Robledo" (3854811392) 00:24:01.369 --> 00:24:18.959 Faults, you can click through to all of them, but then you can also click out of them when you're done. Or you can close all the tabs really quickly here. And we're gonna clear this. Oops, one of the nice clear new search. So we're gonna look for that book 1st, the hero with a thousand faces. 75 "Sarah Robledo" (3854811392) 00:24:18.959 --> 00:24:38.959 So we're gonna do an advanced search and I'm gonna put the title, and then I'm gonna do an author as well. I'm gonna put Campbell, and then I want to limit by format because I, this is a loan copy, so I only want the physical. 76 "Sarah Robledo" (3854811392) 00:24:38.959 --> 00:25:04.349 Book, so I'm gonna make sure that we put book print book as one of our limiting formats and then we're gonna click search. And then we get all of our search results. They are ordered by the ones with the most library holdings. You can change that with this dropdown up here, so if you prefer to see see the search results in another way you can. 77 "Sarah Robledo" (3854811392) 00:25:04.349 --> 00:25:23.279 And then what you'll want to do is work with your customer who we have Jane and just make sure that this is the right item that you want to place on hold for her. You can hover over this blue eye and it gives you like a little snapshot of some important information. You can always click into it to see more. 78 "Sarah Robledo" (3854811392) 00:25:23.279 --> 00:25:40.919 But if the snapshot gives them enough and the customer says yep, that's what I need, you can go ahead and place this ILL request. I'm gonna show you two different ways. The 1st way is if you have automation already set up, this is the faster way. 79 "Sarah Robledo" (3854811392) 00:25:40.919 --> 00:26:00.919 Again, in today's class, we don't go over setting up automations. That is in our next class prepare and plan. So if you had that set up, this is how you would do it. So you would click create a request and then you would just simply do send now and then just send off to automation. And that is it for creating this request if you have automation set up. But again, we discussed that. 80 "Sarah Robledo" (3854811392) 00:26:00.919 --> 00:26:23.809 A little bit more and prepare and plan. We don't talk about it today. If you do not have automation set up, NO problem. You can still do a request. So we're gonna go back to that search, and then to create a request, you would simply just click on any of the holding information in the middle. And this brings you to a page where you will create your lender string, which. 81 "Sarah Robledo" (3854811392) 00:26:23.809 --> 00:26:44.219 This is the list of libraries that you want to request the item from. If you've already set this up and again, we'll talk about this in the next class, but if you've already set up custom holdings paths, you could simply just go in and choose a custom holdings path. So let's say we already have this set up and we wanted to do. 82 "Sarah Robledo" (3854811392) 00:26:44.219 --> 00:27:00.869 Free books, so this would be a lending string that I know all the libraries lend for free and then click go. And then it will automatically populate that lending string for me based on that custom holdings path. 83 "Sarah Robledo" (3854811392) 00:27:00.869 --> 00:27:20.869 And then you could just go ahead and create the request from here. If you don't have those set up, that's totally fine. We can do this all manually, so I'm gonna go ahead and just delete everything out here. And we're gonna do that by looking at all these libraries below. The 1st thing that I'm gonna recommend is making sure that they're a supplier. That's the most important thing. 84 "Sarah Robledo" (3854811392) 00:27:20.869 --> 00:27:48.929 And you can bring all the suppliers to the top, and you'll know they're the supplier because it'll say yes right here under the supplier column, oh thank you Lucia, and then the the little slashes mean that they're not a supplier. So I always like to bring the suppliers to the top, so we'll just double click right here and then that brings all the ones that I say yes to supplying to the very top. 85 "Sarah Robledo" (3854811392) 00:27:48.929 --> 00:28:04.619 And then this is where you kind of have to do some investigation to build your lender string. When you're looking at these libraries, if you click on this blue eye, it will take you directly to the libraries policies directory, and then you can click over to their policies tab. 86 "Sarah Robledo" (3854811392) 00:28:04.619 --> 00:28:24.619 And then scroll down and see if they even loan out the type of material that you're trying to get. So yeah, we could see yep this does loan out print materials, we could use this library on our lender string. There's also the option if the library is highlighted, not all of them are gonna be highlighted, but. 87 "Sarah Robledo" (3854811392) 00:28:24.619 --> 00:28:46.249 Most of these are. If the library is highlighted, you can click on it, like this books county library, and it will take you directly to the library's catalog where you can see the real time availability for the book that you're looking for. So I can see right now that this library has the item and it's available, so they would be a very good library to choose for our lending string because they're. 88 "Sarah Robledo" (3854811392) 00:28:46.249 --> 00:29:06.439 They have it, they're likely to give it to us. And then when you found libraries that you want to add to your lender string, you don't have to copy and paste all the OCLC symbols. You would simply just click the the little yes and then it'll pull it up to the lender string for you. And again, you can do 15 libraries. 89 "Sarah Robledo" (3854811392) 00:29:06.439 --> 00:29:26.699 One nice thing is you can't click a library twice because when you're doing this fast, it might accidentally happen, it won't let you select it more than once. So you just go through, choose your 15 libraries, and then you could do this up to 20 times. You can create 20 lender strings with 15 libraries each. 90 "Sarah Robledo" (3854811392) 00:29:26.699 --> 00:29:44.399 Alright, and I'm gonna put my test library in so we don't actually create a real request today and we're gonna go ahead and click create request. So this is my lender string. And this brings you to. 91 "Sarah Robledo" (3854811392) 00:29:44.399 --> 00:30:04.399 The ILL request screen, the 1st thing I'm gonna do is I'm gonna add something called constant data. Again, we go over this more in the next class. I know I feel like a broken record saying that, but constant data is an overlay where it fills in some of the fields for you, so that you, for every request you're not. 92 "Sarah Robledo" (3854811392) 00:30:04.399 --> 00:30:35.459 Writing the same thing over and over again, it just saves you some time and you can create a lots of different constant data. And in this situation I'm gonna do free loan because I want a free book loan. So I'm gonna click that and it's added it to my request. Because it's added now to my request, I now have the option to undo changes that wasn't there before, but whenever you add something to the screen, that button appears. The top part is just gonna be the items information. 93 "Sarah Robledo" (3854811392) 00:30:35.459 --> 00:30:52.409 You can choose if you want this addition or any addition, you can add a need before time. So if it's like for a project and if they don't get it after a certain time they don't care to get it anymore, you can add that here. 94 "Sarah Robledo" (3854811392) 00:30:52.409 --> 00:31:07.739 This is your lending library's information, so this is my lender string with my my one library in it just because again we have to use a test library for this. And then under borrowing library, we're gonna ignore electronic delivery. 95 "Sarah Robledo" (3854811392) 00:31:07.739 --> 00:31:27.739 Because this is a physical item, so we don't need to put anything there. But the biggest thing and one of the things I'd really like to hammer home, if you don't remember anything else from today, please remember that you need to have something in the maximum cost field over here on the right. It must at least say 0.00 if you want items that are free. If you leave this. 96 "Sarah Robledo" (3854811392) 00:31:27.739 --> 00:31:53.819 If link your library is responsible for whatever the lender charges. So make sure whatever you're doing, make sure there's something in that field. And then the shipping information, this is where that constant data I was talking about comes in. This pulls all my libraries information in for me so I don't have to put it in. So that's all been added for me. You can add a borrowing note if you want, and then we'll put. 97 "Sarah Robledo" (3854811392) 00:31:53.819 --> 00:32:08.909 The basic information for the patron. So Jane Austin, and then we'll add her email. 98 "Sarah Robledo" (3854811392) 00:32:08.909 --> 00:32:25.799 And then you'll just want to double check to make sure everything looks good. And when you're sure you can go ahead and send this request off. And I'm gonna quickly cause sometimes this disappears, I'm gonna copy this request ID, so I have it. 99 "Sarah Robledo" (3854811392) 00:32:25.799 --> 00:32:43.859 Because if at any point before the lib a library supplies this item to you, you can still make changes to this request. So if somebody, if Jane came back up to me and said, hey, I need to make a change to my loan request, you would simply come back to the homepage. 100 "Sarah Robledo" (3854811392) 00:32:43.859 --> 00:33:03.859 And then search by that request ID that I just copied and pasted. And since it hasn't been supplied yet, in returned, it's still an active request, we'd hit Yes, and then it comes up. Some things that people do after they've placed an item is they add notes. A lot of locations do a staff. 101 "Sarah Robledo" (3854811392) 00:33:03.859 --> 00:33:29.989 To note where they put their initials of whatever worker was working on that. So I can add that here. So then now on the staff notes tab, you'll see a one because I've added my initials. There's also the request history over here as well. So if you're kind of wondering if you do have automation set up and you're wondering what automation was applied to your request, you could see that here or if you had any other questions about the request. You can also make changes at that. 102 "Sarah Robledo" (3854811392) 00:33:29.989 --> 00:33:51.539 At this point, maybe she's decided, hey, I really want just this specific edition. We could toggle over to that. And as soon as you make changes, the save option becomes selectable. You can also write a borrowing note to the borrowing library or the landing library, we could say need ASAP. 103 "Sarah Robledo" (3854811392) 00:33:51.539 --> 00:34:11.539 And then click save. And then also, if at any point she doesn't need this anymore and it hasn't been supplied yet, we can still cancel the request. So that's that option right there too. So when this goes to the lender string, the library's in the lender string, they can reply three different ways. The 1st way is that. 104 "Sarah Robledo" (3854811392) 00:34:11.539 --> 00:34:35.719 You can say NO, and if that's the case, it moves on to the next library and the lender string. The other option is a conditional response, and you'll see those under borrowing request requests, and there's this little conditional tab right here. If you click there, it'll bring up the items that libraries have responded conditionally to. And that just simply means they need a little bit more information before they can make their final determine. 105 "Sarah Robledo" (3854811392) 00:34:35.719 --> 00:34:59.459 Termination. So you'll see some items in here. You need to supply that information to the lending library, and then they'll make their determination of whether or not they're gonna give it to you. And then once they do say yes, it will go in transit. So here we can see that the book that we want is, they said yes, it is now in transit to us. 106 "Sarah Robledo" (3854811392) 00:34:59.459 --> 00:35:15.329 So I'll click here, and then when you've received it, you will go ahead and look at the book, add the book straps and stickers, and then mark it as received. 107 "Sarah Robledo" (3854811392) 00:35:15.329 --> 00:35:34.529 And then the l the customer will get the book, they can use it, and they can either come back and say, hey, I'm ready to return this book or I need to renew this book or I've lost this book. There's there's three different things that they can do with the book once they have it. And. 108 "Sarah Robledo" (3854811392) 00:35:34.529 --> 00:35:53.489 Once it goes there, they can come back and tell you any of those and you'll find it in the received area. And again, you'll mark it as returned whenever they're ready to send it back. If they want to request a renewal, you can do that here or you can mark it lost here as well. 109 "Sarah Robledo" (3854811392) 00:35:53.489 --> 00:36:10.949 But when you're ready to send it back to the lending library, you're gonna mark it as returned. You're gonna wanna make sure you little, you do the little checkbox next to add to return labels, and then you're gonna mark it as returned. And at this point, you're sending it back. 110 "Sarah Robledo" (3854811392) 00:36:10.949 --> 00:36:29.699 To the owning library, but this request will not be closed until the owning library checks that book in still. So you're sending it back, it's just not fully gonna be closed until it's checked in at the original location. And then we've sent a lot of things to the print queue. 111 "Sarah Robledo" (3854811392) 00:36:29.699 --> 00:36:45.599 So, just quickly we'll look at this. All the way to at the very bottom and the bottom left is the print queue option, and then we'll click on borrowing, and you can see all the different things that are weighted waiting to be printed. 112 "Sarah Robledo" (3854811392) 00:36:45.599 --> 00:37:01.469 So here's our return labels, you would just simply click on them and then continue to the print format. Same thing with bookstraps and book stickers. So that is everything for a loan request. And again, it's gonna stay in. 113 "Sarah Robledo" (3854811392) 00:37:01.469 --> 00:37:16.619 As an open active request until that original owning library checks that book back in. Alright, and then if you'll remember, I'm gonna close all this. She also wanted. 114 "Sarah Robledo" (3854811392) 00:37:16.619 --> 00:37:32.009 A digital article two about microplastics. So that's the next thing we're gonna look at. The thing that I would, I'm gonna clear all this out. 115 "Sarah Robledo" (3854811392) 00:37:32.009 --> 00:37:52.009 One thing that we say whenever we're talking about digital articles is that we do recommend that you're searching for the digital item by journal level and not get down to the article level. We'll do that later, when we're creating the copy requests, but when you're searching. 116 "Sarah Robledo" (3854811392) 00:37:52.009 --> 00:38:19.219 Looking for it, we always recommend that you start out at the journal level. So we'll go ahead and search by ISSN, and I'll put that in here little search. And then just like before, you'll get your list of results ordered by the ones with the most holdings at the top. Again, you can always change it here by this little source. 117 "Sarah Robledo" (3854811392) 00:38:19.219 --> 00:38:36.510 Down dropdown, sort by dropdown, and then just like before, there's also this little blue eye that you can hover over to get more information about this online journal. And just like with a loan request, if you have automation set up. 118 "Sarah Robledo" (3854811392) 00:38:36.510 --> 00:38:55.770 It's very fast to create a request. You would just simply create requests and then send to automation. If you don't have that set up just like before with a loan request, you could go through and create your lender string. You're just gonna set select one of the holdings information in the middle. 119 "Sarah Robledo" (3854811392) 00:38:55.770 --> 00:39:15.450 And then just before like before you're gonna build your lender string or add your custom holdings path if you have that. One thing that's a bit different when you're looking at online resources is that many of them do have their holding information. 120 "Sarah Robledo" (3854811392) 00:39:15.450 --> 00:39:32.670 Also available, so you're gonna want to make sure that when you're making a request that they actually have the years for the digital item that you need. So you would just simply, like before, go through and click yes, I'm gonna add my. 121 "Sarah Robledo" (3854811392) 00:39:32.670 --> 00:39:48.840 Test, OCLC symbol, and we're gonna go ahead and create a request again. Alright, so that brings up the create request screen again, just like before. 122 "Sarah Robledo" (3854811392) 00:39:48.840 --> 00:40:08.840 With the loan, I'm gonna add constant data to this work form so I don't have to fill out those, those contact information from my library over and over again. So I'm gonna go up here to the top right, and then I'm gonna select free copy this time because we're using, we're doing a copy, not a loan request. 123 "Sarah Robledo" (3854811392) 00:40:08.840 --> 00:40:25.320 And then we're gonna come here and this is where we're gonna narrow it down to the actual article. So we've got all the journal information here, but now we need to ask for the actual article inside the journal that Jane needs. So I'm gonna put in. 124 "Sarah Robledo" (3854811392) 00:40:25.320 --> 00:40:45.150 The article title, and then I'm gonna add the volume, the issue number, and then the date, but you'll put as much information as you have in here just so you can make sure you get the right article. 125 "Sarah Robledo" (3854811392) 00:40:45.150 --> 00:41:05.150 From the lending library. Just like before, if you have a need before date, you can select it from the calendar, but if not, you can leave it blank. Here's my lending string information. And then with electronic delivery, we do need to select one. Today we're just going over article exchange, so that's what I'm gonna select. But if you were using something else, you could select it there. 126 "Sarah Robledo" (3854811392) 00:41:05.150 --> 00:41:22.110 There. Just like with a physical loan, you do wanna put that maximum cost in. So make sure that at least 0.00 is entered if you want free loans, don't leave it blank. And then this is where. 127 "Sarah Robledo" (3854811392) 00:41:22.110 --> 00:41:37.530 Our, information was pulled in for us right here, so we don't have to add it all in. You can add any barring notes if you need to. And then this is really important. 128 "Sarah Robledo" (3854811392) 00:41:37.530 --> 00:41:56.430 When you're filling this out, you need to make sure that you're getting the customer's email correct because that's how they will receive this digital copy when it comes from the library. So we'll make sure this is being added. 129 "Sarah Robledo" (3854811392) 00:41:56.430 --> 00:42:20.330 And then when you're done, you can send it off to those lending libraries. Just like with your loan, if nobody has supplied it, you can still make changes. If for some reason you have not copied, you don't have the request ID and you want to see it, you. 130 "Sarah Robledo" (3854811392) 00:42:20.330 --> 00:42:26.850 Can always go to borrowing requests and look at. 131 "Sarah Robledo" (3854811392) 00:42:26.850 --> 00:42:46.466 Awaiting response and you'll see any requests that have a response. I see we have a question. When it comes to requesting materials, I'm not seeing, are you able to see the question that came in Lucia? 132 "Lucia Shelton (OCLC)" (3402340096) 00:42:46.466 --> 00:42:49.542 Yeah, I I can see it. I'm reading right now. 133 "Sarah Robledo" (3854811392) 00:42:49.542 --> 00:43:01.862 No. Okay, thank you. For some reason, my chat's only showing me the message from 02:28, it's not showing me newer, so it popped up on my screen. 134 "Lucia Shelton (OCLC)" (3402340096) 00:43:01.862 --> 00:43:36.589 But I can't read it. The question is if the library, the borrowing library, input the patrons information, the pay transaction if it's safe to put the information there. And the answer is it is because only the borrowing library can see that information. Once you send the your request to the lenders, the lenders don't see the pay transaction. It's only for your library, for you to have a control of which patron is requesting that item, ok? 135 "Sarah Robledo" (3854811392) 00:43:36.589 --> 00:43:57.080 Thank you, Lucia. Always gonna have one class with technical problems for sure. Okay, so, if she wanted to make changes, we could go in here, click on it, and make any changes since nobody has supplied this item yet. So just like before, everyone. 136 "Sarah Robledo" (3854811392) 00:43:57.080 --> 00:44:03.030 To add a staff note we could if that was our protocol. 137 "Sarah Robledo" (3854811392) 00:44:03.030 --> 00:44:23.030 Or we could change the need by date, anything like that. You're just gonna wanna save. Also, if for some reason Jane doesn't need this anymore, you can cancel it here as well. Just like with a loan, they can respond three different ways. They can say NO, and then it will move on to the next library in your lenders. 138 "Sarah Robledo" (3854811392) 00:44:23.030 --> 00:44:39.900 String, they can say conditional, they can respond conditionally and then you'll just have to provide that information for them before they make their determination or they can say yes, and then it will appear under borrowing request in your article exchange alert. So we'll click here. 139 "Sarah Robledo" (3854811392) 00:44:39.900 --> 00:44:59.550 And then we can see at the very top that we have this item supplied to us, so we can click into it, and you don't have to add bookstracks or stickers to the print queue because this is a digital item. They're not getting a physical item. There's NO need to do that. 140 "Sarah Robledo" (3854811392) 00:44:59.550 --> 00:45:19.550 You will want to go down where it says electronic delivery, and you're gonna wanna hover over and click this file preview. Again, the staff preview does not count against their five views, but you do wanna make sure that they're getting the right material. So I can see yep, this is the article they asked for. 141 "Sarah Robledo" (3854811392) 00:45:19.550 --> 00:45:35.610 And then the next step is simply to email the document to the patrood. So this pulls in her information and that's why I said it's important to make sure your the email is correct because it pulls in that email from the request. And then we do suggest that you write. 142 "Sarah Robledo" (3854811392) 00:45:35.610 --> 00:45:55.610 At the very top, this email expires after 30 days or five views. Just to remind them, and then once you've made sure it all looks ok, they have, so what you can see in the. 143 "Sarah Robledo" (3854811392) 00:45:55.610 --> 00:46:11.010 The intent of the email is they have a URL that they can access and then it does automatically give them a password then to access it. And they can do that five times or for 30 days, whatever comes 1st. And then we'll go ahead and send the email off. 144 "Sarah Robledo" (3854811392) 00:46:11.010 --> 00:46:30.300 And then the very last thing that we have to do is mark the item as received. And then at this point, this request is completely closed because it is a digital item. There is NO physical item that we that we need to return to the owning library. So. 145 "Sarah Robledo" (3854811392) 00:46:30.300 --> 00:46:49.890 If you were ever to search for this request again, you wouldn't be able to find it under active requests. You would have to toggle over to close request and put the request ID in. And then you can see it. But again, it is closed because they have received their digital item. It is now, we are done with it. 146 "Sarah Robledo" (3854811392) 00:46:49.890 --> 00:47:09.890 Because it doesn't need to be returned. Alright, I'm gonna pull my PowerPoint back up. Give me 1 s. 147 "Sarah Robledo" (3854811392) 00:47:09.890 --> 00:47:23.490 Okay, so, because we, we didn't show you what the lending library can see when they get a loan request. We do have this PowerPoint so you can kind of see what they. 148 "Sarah Robledo" (3854811392) 00:47:23.490 --> 00:47:43.490 See when it comes through. So the very 1st thing they're gonna see is, oop, I don't know what just happened there. Can you supply it? And then once you, so you'll click in there and then you you'll want to click into your library's catalog to see if you actually have it. 149 "Sarah Robledo" (3854811392) 00:47:43.490 --> 00:48:02.550 And then you have to make a determination. Yes, we can supply that. No, we can't, and you can give a reason, and then you can reply conditionally, and then the dropdown will let you choose what additional information you need before you make your final determinations. So that's for loans. This is your physical items. When you get a. 150 "Sarah Robledo" (3854811392) 00:48:02.550 --> 00:48:19.590 Article exchange digital request, it will come in under Kenny supply. You'll want to search your library catalog to see if you can find it. Then you'll need to upload the file to send them, and then either reply yes. 151 "Sarah Robledo" (3854811392) 00:48:19.590 --> 00:48:37.290 No, or conditional. Alright, so I know that's a lot. We go through a lot in this course. Does anybody have any questions so far? I'll take a break and. 152 "Sarah Robledo" (3854811392) 00:48:37.290 --> 00:48:57.290 Get a drink, we'll just add them to the chat if you have any questions Okay. 153 "Sarah Robledo" (3854811392) 00:48:57.290 --> 00:49:13.740 Okay, if we have NO questions, I'm gonna try here to add cause I have some questions for you. So give me one moment here. I'm gonna try to get an app that's added. 154 "Sarah Robledo" (3854811392) 00:49:13.740 --> 00:49:30.720 Oh, we did get a question. If a borrowing request is closed, does that mean the lending library received it from the borrower? Yes, it does. Yep. As soon as that lending library gets the item and checks it in is closed. 155 "Sarah Robledo" (3854811392) 00:49:30.720 --> 00:49:50.010 That's a good question. Thank you Margaret. Alright, I can't get my Slido to work. There's an option to, let's see. Yeah, I can't, so there's like a quiz thing that I add. 156 "Sarah Robledo" (3854811392) 00:49:50.010 --> 00:50:10.010 And it's not showing up for some reason. So I'm just gonna go ahead and just we're gonna do this through chat. I'm not gonna have the widget come up. So the question is, select the correct statement and you can just put the correct answer in the chat when if you guys get a second. The 1st number one is the type of request copy of loan. 157 "Sarah Robledo" (3854811392) 00:50:10.010 --> 00:50:30.010 Copy alone is not important. Number two is staff accounts are created by OCLC only. Number three is the lender string can have up to 15 lenders. And number four is you can access world share ILL using any world share ILL URL. And yes, you guys were really fast. Good job. The answer is three. The. 158 "Sarah Robledo" (3854811392) 00:50:30.010 --> 00:50:33.030 Lender string can have up to 15 lenders. 159 "Sarah Robledo" (3854811392) 00:50:33.030 --> 00:50:52.590 And then the next question is, if I want to create a request for pages or chapters of a book and print, the type of request to choose is one copy or two loan. Yes, you guys got it. You're very fast, it's copy. 160 "Sarah Robledo" (3854811392) 00:50:57.840 --> 00:51:15.570 Okay, so in this session, we've reviewed how to log in and navigate world Share ILL. I don't know what is happening with my PowerPoint here. How to create and managed staff accounts. 161 "Sarah Robledo" (3854811392) 00:51:15.570 --> 00:51:35.570 How to search for items and how to create both loan and copy requests. We also looked at borrower and lender workflows. If you want to go deeper, you can register for additional training sessions. The borrowing and lending sessions cover more detail and the preparing plan session focuses on. 162 "Sarah Robledo" (3854811392) 00:51:35.570 --> 00:51:46.410 Basic configuration. So that's where we go over making constant data, and all those different things that I said were not like automation that we didn't go too far into or custom holdings. 163 "Sarah Robledo" (3854811392) 00:51:46.410 --> 00:52:02.640 Okay. You can also access the support portal at help.OCLC.org or use the help link in the top right of your worldshare ILL screen. 164 "Sarah Robledo" (3854811392) 00:52:02.640 --> 00:52:22.640 You'll also receive a follow up email with a link to the recording and handouts. When prompted, please take a moment to complete the evaluation form. It's really helpful to us to know that you guys are seeing the right material that you want to be seeing. So if you could fill out that evaluation form, we'd really appreciate it. And thank you again for participating. I'm sorry about the couple. 165 "Sarah Robledo" (3854811392) 00:52:22.640 --> 00:52:29.310 Technological hiccups I don't know why I couldn't see that one question come through, but thank you again to Lucia for being there to help. 166 "Sarah Robledo" (3854811392) 00:52:29.310 --> 00:52:49.310 And I'll just stick around just in case anybody else has any other questions, but thank you again for such a great session. Have a good rest of your day. 167 "Sarah Robledo" (3854811392) 00:53:09.310 --> 00:53:22.170 Alrighty, it looks like there's NO additional questions, so I'm gonna go ahead and end this webinar. Again, thank you so much everybody for joining today. Have a good one.