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Set up integration

Libraries that subscribe to both Tipasa and WorldShare Management Services can streamline the ILL-circulation process and workflow with Tipasa and WorldShare Circulation integration. Librarians and staff who process ILL loans will no longer have to update WorldShare Circulation manually to create temporary items and patron holds, charge patron ILL fees, checkout items that your library is lending, or checkin items at the end of the loan period.

This topic provides details about how to set up Tipasa and WorldShare Circulation integration.  All steps must be completed for the integration to work properly.

Service Configuration setup

To set up the integration, you need access to the OCLC Service Configuration. If you do not have access, ask your WorldShare Management Services (WMS) administrator, systems librarian or staff member in charge of configuration to assist with access and setup.

Summary and checklist of steps 

Done Service Configuration Action Description
  Step 1: Policy considerations and setup Prior to enabling integration, review your Circulation Policies and configure your shelving location and borrowing institution patron account.
  Step 2: Enable WorldShare Circulation integration with Tipasa Using the ILL Settings section in the WMS Circulation module of the OCLC Service Configuration, enable integration and enter information about the borrowing institution patron barcode, the desired temporary item holding location and shelving location, and optional patron fee policies for ILL materials.
  Step 3: Edit your patron request form Add a Patron ID field to your patron request form for patrons to enter their patron barcode. This entry connects the request to the patron account and creates a hold request in WorldShare Circulation.
  Step 4: Activate integration After you have completed the above steps, activate Tipasa and WorldShare Circulation integration.

Step 1: Policy considerations and setup

The following circulation policies can be set in the WMS Circulation module or the WorldShare ILL module of Service Configuration. 

Review policies for Borrowing integration:

Determine the Item Holding Location and Shelving Location to be used for temporary items created in WorldShare Circulation.  This will determine which Circulation policies will be invoked for ILL requests as well as the location where the temporary item is checked in and the branch where holds are fulfilled.  This location will be entered into the ILL Settings section of the WorldShare Circulation module of the Service Configuration in Step 2.

Based on the chosen Holding Location and Shelving Location, review the following Circulation policies:

Policy Considerations

Circulation Notification Policy

Tipasa Notifications

Determine which notifications to send to patrons.

Circulation notices:

  • Bill Notification
  • Hold Pickup Notification
  • Hold Shelf Expiry Notification
  • Loan Overdue Notification
  • Recall Notifications

Tipasa notices:

  • Loan available for pickup
  • Item about to be due
  • Item overdue

 

Loan Limit Policy and Loan Limit Matrix

Tipasa renewals will not be automatically reflected in Circulation.  

To prevent patrons from being able to renew items in WorldCat Discovery, set the Renew Time Limit to zero (0). 

To allow patrons to renew requests in the User Portal, see Patron Request Management.

Loan Policy and Loan Policy Map

Determine billing, loan periods, renewals, and recalls for ILL items.

 Note:  At checkout, the Due date will revert to the more restrictive of either the Circulation Policy or the due date of the ILL request. 

Bill Reason

Set up a Bill Reason to indicate the patron is being billed for ILL items.  

For ILL fees to be assessed, the associated Bill Reason must be set to Applies to anything under the Associated With setting.  

Hold Fulfillment Policy and Hold Fulfillment Policy Map

Determine pick-up notice and hold shelf expiration date for ILL items.

 Note:  When received, the hold expiration date will be the more restrictive of either the Hold Fulfillment Policy or the Tipasa patron Due date.  

Review policies for Lending integration:

Create a borrowing institution patron account in order to check-out materials that will be lent to other institutions via Tipasa.  

  1. From the Admin module, click on User Management and select New User.
  2. Enter the required information: Barcode, Patron Type, and Home Branch.
  3. Optional. Enter an email address associated with a staff account to receive notifications about lending requests.

When lending materials, you will use this account to check out your items to borrowing libraries.  When viewing the item in WorldShare Circulation, the Item Details will include the Request ID and the borrowing institution for additional reference.

Tipasa_Lending_circ_detail.png

Policy Considerations

Circulation Notification Policy

Tipasa Notifications

If desired, set up notifications for overdue materials to go to your borrowing institution patron account.  Determine which notifications should be sent to the borrowing institution.

Tipasa notices will be sent to the email address of the borrowing institution. 

  • Item about to be due
  • Item overdue (1st – 3rd notices)

Circulation notices will be sent to the email address included on the institution patron account set up by your institution.

  • Bill Notification
  • Loan Overdue Notification
  • Recall Notification

Patron Type Policy

Verify the settings for the Patron Type assigned to your borrowing institution patron account.

 Note:  All limits should be set to No Limit to avoid the account being blocked.

Loan Policy and Loan Policy Map

Determine billing, loan periods, renewals, and recalls for ILL items.

 Note:  The Due date will use the date specified by the lender in the ILL Request.

Step 2: Enable WorldShare Circulation integration with Tipasa

Use the ILL Settings section in the OCLC Service Configuration to enter settings related to Circulation information to be used with the Tipasa integration.

  1. From the WMS Circulation module in the OCLC Service Configuration, navigate to ILL Settings
  2. Under the Tipasa section, select Yes next to Enable.
  3. Enter the Required information:
     
    Field Description
    Borrowing Institution Patron Barcode The barcode for the borrowing institution patron account created in Step 1.  This barcode is used when items are checked out to be lent to borrowing institutions in Tipasa. 
    Temporary Item Holding Location

    Designate the Hold Location for temporary items created within WorldShare Circulation.

    Items will be held at the designated location and may need to be routed to the patron's specified pick-up branch location.

    Temporary Item Shelving Location

    Designate the Item Shelving Location for temporary items created within WorldShare Circulation. 

    Temporary items will be created at the designated location. 

     Note: These settings are required for integration with both borrowing and lending in Tipasa.

  4. Optional.  If you are charging patron fees for your ILL material, enter the information in the Patron Fee section.  Use this section to apply billing policies for your ILL materials.

    If enabled, Patron bills are assessed when the lending library marks a request as Shipped.  The fee will appear in the Bills tab of the patron's Circulation record.  The Request ID will appear in the Bill note.
    • When an item is checked out, the system evaluates the rows in the map in this order until a match is found:
      1. Top to bottom (rows)
      2. Left to right (settings in rows)
         
    • Patron Fee fields:
       
      Field Description
      Patron Policy Policies based on patron account limitations.  See Patron Type Policy for more information.  
      Service Type Determine whether this policy is applicable to Loan or Copy requests.
      Bill Reason

      Indicate which Bill Reason to apply to this policy.  

      For ILL fees to be assessed, the associated Bill Reason must be set to Applies to anything under the Associated With setting.  

      See Bill Reason for more information. 

      Fee Type

      Determine which type of fee to assess:

      • Fixed
        • A fixed amount is assessed against the patron's account in your local WMS currency.
      • Lending Charge
        • The charge from the lending institution is assessed against the patron's account.
          •  If the currency of the lending charge differs from your local WMS currency, the fee will be a Fixed fee in your local WMS currency. Set the Lending Charge Alternative to determine this fixed fee amount.
      Fee Amount

      Set the fixed fee amount.

      This amount is charged to the patron regardless of the lending library's charge.

      If you do not wish to assess a patron bill in certain cases, set:

      • Fee Type to Fixed
      • Fee Amount to 0.00
      Lending Charge Alternative

      Set the fixed fee amount if the currency of the lending charge differs from your local WMS currency. 

      If you do not wish to assess a patron bill in certain cases, set:

      • Fee Type to Fixed
      • Fee Amount to 0.00

       
  5. Click Save.

Step 3: Edit your patron request form

To use the integration with the Patron Request Form:

You must have your Patron Request Form configured with the Patron ID as a required and not editable field so that patrons are required to enter their patron barcode when submitting ILL requests. If you do not already have this field configured, complete the steps below. For additional information about editing the Patron Request Form, see Configure your patron request forms.

  1. Click WorldShare ILL > Patron Request Workforms in the left navigation. 
  2. Ensure that you have a Patron ID field in your form. You can change the name of this field to Patron Barcode or other library-specific terminology to direct the patron to enter this information.
  3. Select the required check box for the Patron ID field to require patrons to enter this information when placing a request. If no Patron ID or an invalid Patron ID is entered, the integration process will not work.
  4. Click Save.

To use the integration without the Patron Request Form:

If you do not use the patron request form to allow patrons to create their own requests, staff can supply the patron ID in the ILL request screen to trigger Tipasa-Circulation integration.

Step 4: Activate Tipasa and WorldShare Circulation integration

After you have completed the above steps, activate Tipasa and WorldShare Circulation integration.

 Caution: Activating features on this page is the final step.  Integration will be active based on the configured settings after this page is saved.

  1. Navigate to your WorldShare ILL module of the OCLC Service Configuration and select Tipasa WMS Integration.
  2. In the Circulation section, select the On check box next to Enable WMS Circulation integration
  3. Optional.  Configure additional options for Borrowing and/or Lending.
  4. Click Save.

 Note: If you had previously activated Circulation integration using the WorldShare ILL > Interlibrary Loan Options module, navigate to the Interlibrary Loan Options module and select Off after following the above steps.  

Borrowing options:  
Configuration description
Create circulation item record on received When the item is marked as Received in Tipasa, the temporary item is created in WorldShare Circulation.
Use supplier's shipped item barcode

The supplier's shipped item barcode is the barcode of the item as entered by the lending library into the request.  If enabled, the supplier's barcode is automatically updated in the Temporary barcode field of the borrowing request.  

 

 Note: The supplier's barcode can be overwritten in the request.

Check in item on returned When the item is updated to Returned in Tipasa, the temporary item is checked in to WorldShare Circulation.
Charge patron on shipped Automatically assess a patron fee when the lending library marks a request as Shipped / In Transit.

Lending options:  
Configuration Description
Check out item on shipped When Tipasa staff reply Yes to a request, the item is checked out to the borrowing institution patron account in WorldShare Circulation.  
Check in item on check in When the item is Checked in/Complete in Tipasa, it is checked in and appears available in WorldShare Circulation.
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