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OCLC Support

Advanced ILL request search

Sometimes you will want to do a complex search for ILL requests. The Advanced ILL Request Search allows you to limit searches and combine conditions using Boolean operators, to do refined searching. These searches are slower than the Standard searches because they are created on the fly. It is not uncommon for a search to take a minute or two to return hits.

You can access the Advanced ILL Request search by clicking the Advanced link in the top menu bar.

Your Library’s Role:

You can search for requests you have placed by selecting the Borrower option in the Your Library’s role section, or monitor requests for which you are the responder by selecting the Lender Option. Selecting Both will return requests for Borrower and Lender.

It is strongly recommended that you select either Borrower or Lender when using the advance search. Selecting Both will slow down the search and, if you save the search, it will not work if you publish the search to be displayed on the Work Queue.

You can specify the type of results that will display by selecting the appropriate display options: Check box options allow you to select more than one option.

Display sent messages only

To only display requests that have been sent to potential lenders. Requests with a status of Idle will not be displayed when this box is checked.

Display Terminated requests

to include requests that have been cancelled by the end user or terminated by staff.

Display Not Supplied Requests

to include requests that have a status of Not Supplied in the results set. If this box is not ticked, NRE/VDX will not show Not Supplied requests as they are no longer active.

Display circ error request only

to include requests that contain Circ integration errors.

Search Bureau

(If configured) will include all requests for all locations in the Bureau.

Radio buttons allow you to select only one option.

Do not include Completed request

by default, NRE/VDX does not display completed requests

Include Completed request

search will include requests that have been completed’

Completed request only

search will only contain completed requests in your search results

To retrieve all results for your search, you check both Include Completed requests and Display Not Supplied Requests.

Request Status:

You can also limit your search by the qualities of the request.

Status

The status field of the request. More than one status may be selected by using the Shift+Click or Ctrl+Click selection methods.

Authorization status

The current authorization status of the request – the progress of the request within its current status.

Last Action

The last action that the borrower or lender performed on the request. This may be an action that you performed, or it may be an action that your request partner performed (‘Indication’).

Any Action

Any action that the borrower or lender performed on a request at any time in the process.

Service Level

The level of service the lender should provide, such as Normal or Rush.

Service Type 1

The type of service being requested, such as Loan or Copy.

Log Message Type

The type of problem encountered during NRE/VDX processing, such as ‘End of Rota Reached’ and ‘Local Location on Rota.’

Circ Error Type

Type of circ error returned to NRE/VDX such as Action Failed, Connection Failed, etc.

Format

The format of the item, such as Book, Article, DVD, etc.

Other Fields:

The Other Fields section allows you search for specific ILL requests placed. You can use Boolean operators - AND, OR and NOT - to further define your search.

You can search on the following fields:

ILL Number

The NRE/VDX request number

OCLC Number

The OCLC number of the title

Local Request Number

The borrower’s local request number

Patron Name*

Search on the name of the requesting user.

Patron ID

The internal NRE/VDX identifier for the patron.

Patron Barcode

The identification the patron uses in NRE/VDX to authenticate himself.

Patron Status

The user category of the patron

Borrower Code

The identifier for the requesting location e.g. the OCLC or LAC symbol.

Lender Code

The identifier for the responding location e.g. the OCLC or LAC symbol.

Due Date

The date specified by the responder when the item should be returned to the responding library.

Date Created

The date the request was first created.

Date Shipped

The date the Shipped action was taken on the request.

Need by Date

The date by which the item is needed as specified by the lender.

Expiry Date

The date the request will move on from its current responder if there is no response.

Title / Author Keyword*

Retrieves matches on the title and author in the request which include your search term.

ISBN / ISSN*

The ISBN or ISSN entered when the request was created.

Audit No.

A control number given to each transaction performed on a request. You are unlikely to use this.

Supplier Reference

A number sent by the supplier indicating how the request is identified in that system.

  • WSILL: this is the WSILL ILL number
  • ILLiad: this is the ILLiad number
Shipped item The item barcode on the physical item sent by the lending library.
Circulating item

The item barcode given to the physical item when received by the borrowing library.

Local Due Date The date calculated by NRE/VDX for the patron due date.
Receive Date The date the item was received
Returned Date The date the item was returned
Status Change Date The date the status changed for the item
Service Time Date The date the last time something was done to the request
Original Service Date Not likely to be used

The asterisk denotes keyword searches.

To search within a date range using any of the date fields you can use the following format;

  • For a date range from the first of June to October 7, 2014 enter: 1 Jun 2014 - 7 Oct 2014
  • For just the day of June 1, 2014 enter: 1 Jun 2014

Example:

Sort by allows you to choose a field from the list box by which to order the list of requests, for example, ILL Number, Status, Last Action.

Format indicates how the search results will look. Standard is used as the default and displays brief records on screen. Print displays a full print view of each request retrieved.

You may also specify how many requests should display per page. The default is 10 requests per page.

After you have displayed the results of a request search you can begin to manage the requests. For each item listed you can:

  • Select an appropriate action and click the Action button to progress the request.
  • Acknowledge the request as read.
  • Display the item Details. From the details, you can also perform an Action on the request.
  • Print the request.
  • Select requests for Bulk Action.

 

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