Receiving Requests: Downloading and Importing Lending Requests

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To receive most Lending requests, they must first be downloaded from the service used by the requesting institution to make the request. Typically, these types of requests include OCLC and Docline requests.

Downloading OCLC Lending Requests Using the ILLiad Connection Manager

The ILLiad Connection Manager is a program that runs on an institution's ILLiad server and interfaces with OCLC to perform downloads and updates of ILL records. It runs as a service on your ILLiad server and operates in the background at two-hour intervals. It replaces the OCLC Micro Enhancer and the ILLiad Connector for ILLiad users by performing all the ILLiad to OCLC batch processes, such as automatically downloading from the OCLC Current Statuses and updating ILL Records, according to its specified schedule. Once the ILLiad Connection Manager is set up, no further action is required. It will update to and download from OCLC according to its specified schedule.

Opening a Request

When a request is imported, it will be at Awaiting Lending Request Processing. Double-click on Awaiting Lending Request Processing to get the list of transactions at that status. Double-click on a transaction to open the Request form.

To help prevent multiple staff users from processing a request at the same time, a request is moved into the Request In Processing status when it is opened from a Request Processing Queue. This status change will keep that request from displaying in the queue list and being readily available for processing from that list.

A Request Queue is considered to be the following:

  • Any custom queue
  • Awaiting ALA Request Processing
  • Awaiting Request Processing
  • Awaiting Document Delivery Processing
  • Awaiting Lending Request Processing
  • Awaiting Conditional Request Processing
  • Awaiting Renewal Request Processing

There is nothing to prevent another ILLiad staff member from finding that request another way–such as searching for the request and opening it from the search results--or if they had already had the request list open and the form was not refreshed, and from opening that request.

Checking Addresses

If the request does not have a matching address, an Address form will display. Note there are no addresses listed in the address book (the top right box). The info in the top left is the symbol and address information pulled from the request itself. ILLiad then parses the shipping and billing information into fields for a more legible address below that. If you think the address in the bottom left looks okay, click Add to create an address.

You only need to add an address if there isn't one there already.

Once you've added an address, it will show in the top right grid and the menu will change to let you select it or update it. You'll want to select the address next. Once you select the address, that form will close and show you the Request form. You'll notice the address number is highlighted in yellow because you selected an address and edited that field but it hasn't been saved yet. If you click the Save icon on the top left of the form, that will set the chosen address and remove the yellow highlighting. Note that if you were to close this form without saving you may be prompted to save. If you say no, the next time you open the request, you'll have to pick the address again.

How addresses work in general

ILLiad tries to match up the shipping and billing information sent with the Docline request to specific fields in the Address table for shipping and billing. If it finds an address in the system already where the shipping and billing match, it uses that address and address number and you won't be prompted to pick one. If there are no addresses at all for that symbol, you'll need to add one then select it (like the instructions above). If there are addresses but they don't match up with what the most recent request has sent as shipping and billing, it will prompt you to verify the address. This is where you want to be careful to not just add an address that may be duplicate, but check that the address in the top left may match something that already exists in the list of addresses in the top right. Then you would just select the address and update it.

 

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