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Article Exchange workflow

Article Exchange workflow

The following workflow describes how to use Article Exchange to supply an item. The process works as follows:

  1. A borrowing institution sends a Copy request to a lending institution.
  2. The lending institution staff checks to determine if they can supply the article. 
  3. If the lending institution has the document, they save it to the appropriate location on their workstation, network drive, etc., as determined by the library's policy, in one of the Supported File Types
  4. The lending institution staff person logs into Tipasa with their custom Web address, authorization and password.

Lender process

Once logged in, the Lender should:

  1. In the request, click OCLC Article Exchange under the URL field.
  2. Locate the article file on your computer.
  3. Click Open.
  4. Click Drop file.
  5. The URL field is updated with the URL, the Password field is updated with the password, and a Preview button appears.
  6. (Optional) Click Preview to review the item. Previewing the document does not count against the number of times the document can be viewed.
  7. Apply appropriate Constant Data record for an article/copy request, being mindful of any reciprocal agreements you might have.
  8. Make certain the request type is set to Copy.
  9. Update the request status to Shipped

 Note: If your scanner has an "Article Exchange" option, do not use that function; doing so will circumvent the Tipasa article exchange process.

Scannx and BSCAN integration

If you are using a Scannx or BSCAN scanner, you can automatically update the lending or document delivery request with the Article Exchange URL and password after scanning the document.

  1. Configure your Scannx or BSCAN device for Tipasa and Article Exchange integration. 
    • Please see Scannx or BSCAN documentation for additional assistance.  
  2. From your scanner:
    • If using Scannx, select the Tipasa or Article Exchange option.
    • If using BSCAN, select Tipasa or Article Exchange from the Delivery Method drop-down list.
  1. Scan the document and enter the Request ID.
    • The Request ID in Tipasa is connected with the ID uploaded via the scanner.
  2. The URL and password for the document appear automatically in Tipasa.
  3. Optional.  In the Advanced Workflow section of the Service Configuration, configure the option to automatically move requests fulfilled using an Article-Exchange connected scanner to Shipped status.  Similarly, configure the option to automatically complete document delivery requests when documents are fulfilled using an Article-Exchange connected scanner.
  4. Click Yes to respond yes to the request.

Borrower process

Once logged in, the Borrower should:

  1. On the left navigation, click Borrowing Requests > AE Alert.
  2. On the AE Alert screen, click the request ID or Title to display the request.
  3. The request appears, and the AE Alert information appears to the right under the Request Details accordion.
  4. (Optional) Click Preview to preview the item. Previewing the document does not count against the number of times the document can be viewed.
  5. Mark the item as Received.  If you have enabled the Article available in Article Exchange notification, the patron will receive a message alerting them that the item is available in the user portal.

 Note: If item was provided by a proven sender, the request will automatically be updated to Received, the status updated to Closed, and the patron will receive a notification automatically.

Provide an article via email

A borrower can also use Article Exchange to provide an article they received from the lender via email.

  1. Locate and open the item in the In Transit queue.
  2. Click OCLC Article Exchange under the URL field.
  3. Locate the article file on your computer.
  4. Click Open.
  5. Click Drop file. The URL field is updated with the URL, the Password field is updated with the password, and a Preview button appears.
  6. Click Save.
  7. (Optional) Click Preview to preview the item. Previewing the document does not count against the number of times the document can be viewed.
  8. Click Mark as Received. If you have enabled the Article available in Article Exchange notification, the patron will receive a message alerting them that the item is available in the user portal. The request is closed.

Patron Process

Patrons have two options for receiving a requested article:

  1. The patron can sign in to the user portal, using their case sensitive password, to access the article. The article will remain available for 30 days or 5 uses.
  2. Via email link:
    1. Open the email, which includes a tinyURL and password for the article.
    2. Click the URL to see the article online. The OCLC Article Exchange screen appears, asking for the password.
    3. Type the password in the field provided.
    4. Click Get my file. A File Download window opens.
    5. Choose to either Open or Save the document.

Watch a video

OCLC Article Exchange (5:47)

This video provides an overview on what Article Exchange is and demonstrates use of Article Exchange in filling copy requests as a Lender and receiving those copies as a Borrower and emailing the AE details to the patron. 

 

 

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