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OCLC Support

Document Delivery request fields

Request

The Request tab gives bibliographic information, patron information, and request history of the Document Delivery Request.

Request Details

The Request Details accordion includes important bibliographic information about the request.

Field Description
Source  
Status  
Fulfillment Type  
Local ID

Any local identifier number (for example, a call number or barcode number).

This information can be saved and printed with the request.

Title / Journal Title of the item [e.g., book or journal (if it is an article request)].
Uniform Title Preferred title.
Author Author of the item.
Publisher Publisher name, city of publication, and publication date.
ISBN International Standard Book Number (ten or thirteen-digit number).
ISSN International Standard Serial Number (eight-digit number).
OCLC OCLC Number, a unique identifier assigned to WorldCat Records.
DOI Digital object identifier.
PMID PubMed identifier.
Dissertation Title of Dissertation.
Series Title of Series.

Request Tags

Tags are custom labels that can be applied to active requests. Your library can use tags as a way to group and keep track of requests. Tags are only visible to your library.  For more information, please see Tags.
Type

Indicates the type of request (Copy or Loan).  

Format Format of the item.
Language Language of the item.
Edition Edition of the item.
Preferred edition Preferred edition of the item.
Article Title Title of the requested article.
Article Author Author of the article.
Volume Volume of the item.
Issue/No Issue of the article.
Issue Date Date of the issue.
Pages Page numbers of the article or chapter.
Requested on  
Need Before

Date by which you want to receive the item. 

 Note:  To assign a period of up to 99 days, type +DD for the system to calculate a date that is 1-99 calendar days from today's date.

Verification Source of bibliographic information.

 

Patron

Field Description
Name

The patron's name.

  • For best results, use the format: last name, first name, middle name or initial.
  • If necessary, add descriptive text to differentiate patrons with similar names
  • Do not enter patron identification numbers in this field.  Use ID instead.

Examples:

  • Butterworth, Ada Esther
  • Smith, Bob, CompSCi Dept.
ID A number used for patron identification
Status Patron's status (within the library, company, school, etc.), selected from a list of customized statuses.

For information on how to customize the list, see 11. Field Values.

Department The Department associated with the patron.  For more information on adding Department, see 11. Field Values.  Be consistent in the use of department names.
Patron contact information Enter the patron's address, phone number, or fax number.
Email Patron's Email address.
Pickup Location The patron's preferred pickup location (Maximum 400 branches).

The Pickup Location tag selection box allows you to select from a list of your configured Registry locations or enter other text into the field (e.g., Mail to patron's address).
 

 Note: 

  • When a Registry value is selected, the Registry ID is saved to the request. Only the location name is shown in the UI.
    • The location name appears as a value wherever the Pickup Location appears in the system (i.e., Print templates, Notification data insert, Export, etc.).
    • If you change from a registered location to a text entry, the Registry ID will be removed from the request.
  • When a text entry is added to a request, the new value will appear as an entry in the drop-down list while viewing this request. When you open a different request, you will only see the registry values in the drop-down list. To delete the text entry, click the x next to the value in the field.
Notes

Any relevant information about the request or the patron.  This field cannot be reused.  

Information about the patron can also be added as constant data or edited on the workform directly.

Request History

The Request History accordion provides details about the history of the borrowing request.

Field Description
Copied From If the current request was created from an existing request, a link to the original request ID appears.
Direct Request History Lists status resulting from Direct Request activity, patron validation, and copyright management. 
Supplier History Lists the OCLC symbol of each lending library who engaged with the request, including their response and the date of the response.  
ILL Fee Management (IFM) History Log of all Interlibrary Loan Fee Management related history, if IFM has been used for the request.
Event History  
Notification Log Log of all email and SMS notifications sent related to the request.

Staff Notes

The Staff Notes tab allows you to keep notes that are viewable and searchable only by your library staff. Staff Notes can be added to active and closed requests. The number on the tab indicates how many Staff Notes currently exist for a particular request.

Edit and add Staff Notes

All staff users within an institution can add, edit and delete notes. Any staff member may edit any existing notes. The original author displays in the left column with the most recently-edited-by user name appearing just below the note.

 Note: Only staff with the WorldShare ILL Admin role will be able to see the name of the author of the staff notes.  Staff with the WorldShare ILL User role will see a date and time stamp for when the note was created/updated along with the name of the library.  

The most recently added note will display at the top of the Staff Notes tab. Edited notes display based on the updated date and time.

Add a note

 Note: There can be up to 500 notes per request.

  1. From the request, select Note from the Actions panel.
  2. Add the text of your note to the Add Staff Note text box.
    • There is a 500 character limit for each note.
  3. Click Add.
    • To remove any text added to the Add Staff Note box, click Cancel.

Edit a Staff Note

  1. From the request, click on the Staff Notes tab.
  2. Next to the desired Staff Note, click on the button.
  3. Select Edit.
  4. Make the desired edits in the text box.
  5. Click Update to save your changes.

A message appears confirming the note successfully saved.

Delete a Staff Note

 Caution: Deleted notes are not retrievable.

  1. From the request, click on the Staff Notes tab.
  2. Next to the desired Staff Note, click on the drop-down.
  3. Select Delete.
  4. A message appears asking you to confirm deletion of the Staff Note.
  5. Click Delete.

A message appears confirming the Staff Note has been deleted.

 

 

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