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Article Exchange workflow

Article Exchange workflow

The following workflow describes how to use Article Exchange to borrow or receive 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 WorldShare Interlibrary Loan with their custom Web address, authorization and password.

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. 

 

 

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. Update the request status to Shipped.

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. Note: Previewing the document does not count against the number of times the document can be viewed.
  5. Click Email doc to patron to send an email to let the patron know there is a document available for pick-up. The Email Request screen appears.
    • Note: If the borrower and patron email addresses are in the appropriate fields in the request, they will be automatically mapped to the From and To address boxes in the email template. Citation data will also transfer to the email, along with information about how long the file will be maintained in Article Exchange.*
  6. If needed, add the From, To, and CC (optional) email addresses and edit the Subject and Body as needed.
  7. Click Send.

 Note: You will need to click Mark as Received to complete the request.

* To avoid errors in email formatting, include only a valid email address (do not include extra text) in the Email field of your constant data records.

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 Email doc to patron to send an email to let the patron know there is a document available for pick-up. The Email Request screen appears.

    • Note: If the borrower and patron email addresses are in the appropriate fields in the request, they will be automatically mapped to the From and To address boxes in the email template. Citation data will also transfer to the email, along with information about how long the file will be maintained in Article Exchange.*
  9. If needed, add the From, To, and CC (optional) email addresses and edith the Subject and Body as needed.
  10. Click Send.

 Note: You will need to click Mark as Received to complete the request.

* To avoid errors in email formatting, include only a valid email address (do not include extra text) in the Email field of your constant data records.

Patron process

After receiving the email, the patron should:

  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.
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