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OCLC FirstSearch/ILL Direct Request link quick reference

Overview

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

To use the link, your library must use both FirstSearch and WorldCat Resource Sharing (WCRS) and turn on ILL Access (step 4 below).

If your library creates Direct Request profiles, patron-generated requests transferred to WCRS by FirstSearch are processed and automatically sent to the first Lender according to the conditions of the profiles.

If your library does not create profiles, requests appear in your library's Review category in the WCRS Request Manager where your library decides which requests to submit.

Creating the Direct Request 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.
  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.
  3. Create Direct Request Profiles. If you skip this step, all patron-generated requests from FirstSearch go to your Review category in Request Manager.
  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 the Resource Sharing tab of the WorldCat Services Administrative module.

Active upon completion

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

Support

Contact OCLC Support in your region.

Step 1: Create constant data

Create constant data to provide information that the Lender needs to process your patron's request. Data transferred from the FirstSearch request takes precedence over data from the constant data record.

  1. In the Resource Sharing tab, choose Constant Data Records from the Staff ILL Settings drop-down menu.
  2. Click New Blank Record.
  3. Enter the desired data in each field.
     Note: The CD Name field is required.
  4. In the Ship To field, use a slash (/) to separate each line of the address. Substitute a hyphen for slashes in a library's name or address. When possible, format the address as five lines of address, 27 characters on each line, including spaces. If you use a delivery service, type a slash before the delivery service address.

    Example:
    ILL Dept Library Name/P.O. Box nnnn/City, ST
    00000/For UPS:nnnn Street/City, ST 00001
    In the Maximum Cost field,
  5. In the Maximum Cost field, enter the dollar amount your library is willing to pay for interlibrary loans. If you will not pay, type $0 or free. This reflects the total cost, not the cost per page.
     Note: If you do not provide a value, you are responsible for whatever the Lender charges.
  6. Enter other data, if desired.
  7. Click Save Changes.

Constant data for copy requests

The Copyright Compliance field indicates your compliance for photocopy requests.

  • CCG Conforms to CONTU Guidelines
  • CCL Conforms to U.S. Copyright law

Step 2: Create custom holdings

Custom Holdings automatically selects Lenders for those requests that match your Direct Request profiles. You must define Custom Holdings Groups and Paths in order to use the profiles.

Custom holdings groups

The following sample procedure creates three sample groups of libraries that supply loans for free:

FREELOC  Libraries in your local area

FREEREG  Libraries in your region

FREEOTH  All other libraries

The following steps create the group FREELOC. Repeat them to create the groups FREEREG and FREEOTH.

  1. In the Resource Sharing tab, choose Custom Holdings Groups from the Staff ILL Settings drop-down list.
  2. Click New Blank Record.
  3. Enter the Group Name for the custom holdings group you want to create (e.g., FREELOC).
  4. In the Group Description field, type libraries in my local area that supply loans for free.
  5. In the Symbols to be added or removed field, type the OCLC institution symbols for institutions to be included in the custom holdings group.
    Example: aaa bbb ccc ddd OR aaa,bbb,ccc,ddd
  6. When finished, click Add Symbols.
  7. Check your list, then click Save Changes.

Custom holdings paths

This sample procedure creates the custom holdings path.

  1. In the Resource Sharing tab, choose Custom Holdings Paths from the Staff ILL Settings drop-down list.
  2. Click New Blank Record.
  3. Enter the Path Name for the custom holdings path you want to create (example: BOOKS).
  4. In the Path Description field, type for book loans.
  5. From the Groups available to be included in the path list, select FREELOC, FREEREG, and FREEOTH and then click Add.
  6. In the Groups chosen to be included in the path list, change the order of the groups if needed by selecting a group and clicking the Up or Down button.
  7. Click Save Changes.

Step 3: Create Direct Request profiles

Direct Request profiles act as filters for requests sent by your patrons using FirstSearch. When creating your profiles, consider the limits you place on patrons' resource sharing requests. Most libraries create profiles that are not complex.

Profiles check the requests for data that your library considers mandatory. If data is missing, Direct Request sends the request to the Review category in Request Manager.

If the data matches a profile, Direct Request selects Lenders (see Create Custom Holdings), supplies critical borrowing information (see Create Constant Data), and submits the request, which sends it to the first Lender.

  1. In the Resource Sharing tab, choose Direct Request Profiles from the Staff ILL Settings drop-down list.
  2. Click New Blank Record.
  3. Enter the desired data in each field. Leave the field blank if you do not require its information from your patron.
     Note: The Profile Name field is required.
  4. Click Save Changes when finished.

 Note: Options that you specify in profiles must exactly match the FirstSearch request form settings that you define (see Set Patron ILL Settings). For example, if a profile specifies a Patron Department called "Chemistry," the FirstSearch request form must present that option as "Chemistry," not "Chem" or any other variation.

Sample basic loan profile

for this profile element type this data
Profile Name ILLDIR
Description This profile limits requests for recent imprints
Patron Statuses Resident
Patron Departments South branch
Age of Material 100
Route to Review File Options If Held by Your Institution Yes
Constant Data Record BOOKS
Minimum Number in Lender String 1
Custom Holdings Path BOOKS
Produce the Request Yes

Sample loan profile for books in English

for this profile element type this data
Profile Name ILLDIR
Description This profile limits requests for English books
Patron Statuses Undergrad
Bibliographic Formats Books
Language English
Route to Review File Options If Held by Your Institution Yes
Constant Data Record BOOKS
Minimum Number in Lender String 1
Custom Holdings Path BOOKS
Produce the Request Yes

Profiles for copies

If a record contains an Article Title and/or an Article Author, FirstSearch forwards a COPY request. If the record does not contain these specific Article elements, FirstSearch forwards a LOAN request.

CCG is a code provided by the Borrower that indicates the request conforms to CONTU Guidelines.

CCL is a code supplied by the Borrower that indicates the request conforms to U.S. Copyright Law.

Sample copy profile for CCG Copy Requests

for this profile element type this data
Profile Name CCG
Description This profile applies to copy requests within CCG requirements
Request Types Copy
Patron Statuses Manager
Patron Departments Marketing
Age of Material 5
Route to Review File Options If Held by Your Institution Yes
Constant Data Record CCG
Minimum Number in Lender String 1
Custom Holdings Path FASTCOPY
Produce the Request Yes

Sample copy profile for CCL Copy Requests

for this profile element type this data
Profile Name CCL
Description This profile applies to copy requests within CCL requirements
Request Types Copy
Patron Statuses Faculty
Patron Departments Computer Science
Age of Material 5
But No Older Than 100
Route to Review File Options If Held by Your Institution Yes
Constant Data Record CCL
Minimum Number in Lender String 1
Custom Holdings Path FASTCOPY
Produce the Request Yes

Step 4: Set Patron ILL Settings

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 Direct Request profile 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 WCRS.
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 WorldCat Resource Sharing fields as follows:

Firstsearch fields wcrs 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 Direct Requests

Requests that your patrons generate using the FirstSearch/Direct Request link are processed against the Direct Request profiles that you create.

Successful: Requests that match one of your profiles are forwarded to the first potential Lender, and appear in the Direct Produced category on the WCRS Request Manager screen.

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

 

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