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OCLC FirstSearch/Automated Request Manager link quick reference

Overview

This quick reference describes how to create and use an optional link between the OCLC FirstSearch® service and WorldShare Interlibrary Loan. The link lets patrons generate requests for materials cited in FirstSearch databases.

To use the link, your library must use both FirstSearch and WorldShare Interlibrary Loan and turn on ILL Access (step 4 below).

If your library creates automations through the Automated Request Manager, patron-generated requests transferred to WorldShare Interlibrary Loan by FirstSearch are processed and automatically sent to the first Lender according to the conditions of the automations.

If your library does not create automations, requests appear in your library's Review category in WorldShare Interlibrary Loan where your library decides which requests to submit.

Creating the Automated Request Manager link

Summary of steps

  1. Create constant data. Your institution probably has at least one constant data record that contains Ship To and Maximum Cost. If your system completes these fields when you create a workform, go to step 2.  See Constant Data for more information.
  2. Create custom holdings. The link requires custom holdings information for processing the patron request. If you skip this step, all patron-generated requests from FirstSearch go to your Review category in Request Manager. See Custom Holdings Paths for more information.
  3. Create automations. If you skip this step, all patron-generated requests from FirstSearch go to your Review category in WorldShare Interlibrary Loan.  See Automated Request Manager for more information.
  4. Set Patron ILL Settings. Turn ILL Access On. Set ILL Settings for Databases. Select specific formats for WorldCat ILL Access. Customize the Patron ILL Request Form.

Where to do these steps

Do these steps in OCLC Service Configuration.

Active upon completion

When you complete these steps, patron-generated requests from FirstSearch are immediately processed through automation.

Support

Contact OCLC Support in your region.

Set Patron ILL Settings

The final step is completed in FirstSearch.  Access these settings through the Patron ILL Settings drop-down list in the Resource Sharing tab.

ILL Processing

  1. Check the ILL Access box to let users submit ILL requests while using FirstSearch.
  2. Select one of the ILL Button Display Options to designate when the ILL button will appear to patrons: Display always or Do not display when held by your library.
  3. Enter the ILL Request Form Link Text.
  4. For each FirstSearch database listed under ILL Settings for Databases, select one of the following options:
    • OCLC ILL Review File - Sends it to Review category in Request Manager for review by library staff
    • OCLC ILL Direct Request Profile - Submits it for automation processing
    • ILL via E-mail - Sends it in an email form to the designated addresses.
    • ILL Access off - Does not allow requests
  5. Click Save Changes.

WorldCat ILL Access

  1. Check the box for each WorldCat Document Type (books, maps, sound recordings, etc.) that you let patrons request.
  2. Click Save Changes.

Patron ILL Request Form

Customizing the form is optional. Remember to click Save Changes if you make any changes.

You can control these aspects of the ILL request form:

aspect description
Persistence Check the box if you want data about the user entered in the first ILL request of a FirstSearch session to automatically redisplay in subsequent ILL requests during the session so the patron can accept or edit the data as needed.
Send name to OCLC ILL Select the order in which patron's first and last names are sent to the Patron field in WorldShare Interlibrary Loan.
Recommended: [Last Name First].
Display name to patron Select the order in which FirstSearch Patron ILL Request form prompts for patron's first and last names.
Recommended: [Last Name First].
Library note to patrons Provide information for your patrons.
Recommended: Note library changes and pickup procedures.

You can control whether each user information field:

  • Carries a Field Label that you specify
  • Displays Library-Supplied Data
  • Is required or optional
  • Displays to patrons (Always display required fields)
    Recommended: Do not display Max Cost or Date Needed.
  • Can be modified by patrons

FirstSearch ILL fields map to WorldShare ILL fields as follows:

FirstSearch fields WorldShare Interlibrary Loan fields
First Name, Last Name Patron
Address, City, State/Region/Prov., Postal Code, Country Address
Telephone Phone
Fax Fax
Email Email
Patron ID ID
Max Cost Maximum Cost
Date Needed Need Before
Dept or Branch Department
Status Status
Pick-up Location Pickup Location
Comments Notes

Reviewing automations

Requests that your patrons generate using the FirstSearch/Automated Request Manager link are processed against the automations that you create.

Successful: Requests that match one of your automations are forwarded to the first potential Lender, and appear in the Direct Produced category on the WorldShare Interlibrary Loan screen.

Unsuccessful: Requests that do not match any automations appear in the Review category on the WorldShare Interlibrary Loan screen. The Request History and the Borrowing Notes field provide information about why a request was unsuccessful.

 

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