Introduction to Tipasa 1:44 pm - 3:08 pm Wednesday, February 5, 2025 | (UTC-05:00) Eastern Time (US & Canada) WEBVTT 1 Rick Newell 00:19:37.700 --> 00:19:51.140 So again, my name is Rick Newell. I'm a senior product trainer at OCLC and so I spend my time designing and delivering training for Tipasa as well as Worldshare analytics and circulation and a few other things as well. 2 Rick Newell 00:19:56.300 --> 00:20:15.900 So by the end of today's session, you should be able to describe the major staff and patront features and functions of Tipasa, and we'll also go over how they relate to common borrowing and lending workflows. So we'll talk about my account, we'll talk about Patron request work forms, which you can customize. We'll really encourage you to use. 3 Rick Newell 00:20:16.220 --> 00:20:36.420 Automations. We'll talk about advanced landing workflows and landing priorities. We'll also cover copyright management and proven senders and document delivery and notifications. That sounds like a lot to cover in an hour and it is, but in this session we won't be going into detail of how to set up or use, any of. 4 Rick Newell 00:20:36.780 --> 00:20:45.180 Features. Today's session is a high level overview. We do have three more sessions this month that do cover the details. 6 Rick Newell 00:20:54.620 --> 00:21:00.060 So you may have downloaded or printed a learner guide, which is available. 7 Rick Newell 00:21:01.700 --> 00:21:21.500 Either from, a link that was in the automatic email that Webex sent or, email that I sent late yesterday or early today. Depending on your time zone. And, the, the chart in that learner guide that I'm going to go over with you is, is, also available to you of course, and. 8 Rick Newell 00:21:22.260 --> 00:21:23.420 Let me go ahead and. 9 Rick Newell 00:21:25.980 --> 00:21:28.020 Put a link for that in chat in case. 10 Rick Newell 00:21:29.780 --> 00:21:31.140 You didn't get it and would like to. 11 Rick Newell 00:21:43.980 --> 00:21:46.740 Let me actually just go to that chart. 12 Rick Newell 00:21:48.980 --> 00:22:08.020 And so, the learner guide encourages you encourages you to use smart fulfillment. And that includes real time availability, which means that if you're a lending library and you, you get a request, if it's not actually not available, if it's checked out. 13 Rick Newell 00:22:10.100 --> 00:22:30.380 the system will automatically deflect and send it on to the next lender. We also encourage you to use automated request manager, to save yourself a lot of time and you can also use automation to build smart lender strings, which is much more efficient than building lender strings yourself. And if you follow the links in the Learner Guide 14 Rick Newell 00:22:31.220 --> 00:22:36.620 those link to more information about how to set up and use all of those features. 15 Rick Newell 00:22:38.340 --> 00:22:39.500 We also encourage you to. 16 Rick Newell 00:22:40.900 --> 00:22:53.300 As you're using Tipasa or if you haven't started using it yet, to review your OCLC policies directory records as well as your constant data and your custom holdings groups and paths, and again, there's a link to. 17 Rick Newell 00:22:54.940 --> 00:23:09.580 More information on on doing all of those activities. What I would like to spend the first part of our, our time together is relating to positive features to interlibraryloan workflows. Some of you are migrating from ILLiad, some of you are. 18 Rick Newell 00:23:11.660 --> 00:23:19.140 Upgrading from WorldShareILL, some of you, your libraries have been using Tipasa for a few years, but this relates. 19 Rick Newell 00:23:20.460 --> 00:23:39.940 Things you commonly do in ILL departments to Tipasa features. So let me explain a little bit about how this chart is laid out. You'll notice we have three workflows. One for a loan request, one for copy request, and one for document delivery, which is a feature that you'll find only Tipasa. And. 20 Rick Newell 00:23:40.940 --> 00:24:01.380 We've color coded this chart. Things that are in blue are things that staff with the borrowing library does, things that are in yellow are things that staff in the lending library does, things that are in green are things that the patron does, and we don't see any on this screen, but we will on other screens, things in gray are things that the system does automatically. 21 Rick Newell 00:24:01.740 --> 00:24:02.460 Behind the scenes. 22 Rick Newell 00:24:04.380 --> 00:24:24.300 So, of course, request workflows always begin with the patron, submitting a request or the staff creating a request. So I'm going to click this new loan request and what I want to point out about this is that there are three ways in Tipasa. 23 Rick Newell 00:24:24.420 --> 00:24:44.860 That requests can begin. The first way is the common way, the kind of the expected way in Tipasa. So that means that patrons go into my account, which is a feature of Tipasa and creates a request. They actually usually begin a step before that. They usually begin in a database. 24 Rick Newell 00:24:45.180 --> 00:25:05.380 Such as WorldCat Discovery or any other database or discovery layer that you have configured to send open URL links to Tipasa. When they click on an ILL button, that, button will take them to a request work form in my account. And the bibliographic 25 Rick Newell 00:25:05.620 --> 00:25:25.620 Information will already be populated from the search that they did, and assuming that they logged in, their patron information such as their name, library card number, and so on, will be populated. And all they need to do on that request work form is fill in any additional information that they. 26 Rick Newell 00:25:25.860 --> 00:25:45.700 Want to include or that you require such as a need before date or a maximum cost or a pickup location. Once they have, completed that form, they will click a submit button, and if you have an automation set up to, process new request. 27 Rick Newell 00:25:49.020 --> 00:26:09.060 Whatever The automation is configured to do will happen. One thing that it could do is build a lender string and save it to your new for review queue. Or you might have an automation configured to not only build a lender string, but also send it to potential lending libraries. If the request does not match in automation, then.a 28 Rick Newell 00:26:09.700 --> 00:26:20.020 The request will go to your new for review queue. The second way that request can begin is staff can create requests. So for example, if. 29 Rick Newell 00:26:21.660 --> 00:26:40.500 The request is a result of a an interaction at the reference desk or the Patron calls on the phone and wants to request an item, a staff can go into the Tipasa staff interface, go to the discover item section, and, find the item that the patron wants to request, and then. 30 Rick Newell 00:26:42.780 --> 00:26:44.260 They can build a lender string either. 31 Rick Newell 00:26:45.940 --> 00:27:05.700 Using custom holdings, either manually or you can also actually send that request to automation to take advantage of the automation capabilities or you can display holdings and select lending libraries from a list of libraries to hold that item, and then you create the request and it goes on its way. 32 Rick Newell 00:27:06.420 --> 00:27:26.300 The third way is actually rarely used, there is a blank request work form in the staff interface and you can create a request. Probably the only time you would use that is if you want to create a request for something that is not in WorldCat, maybe a dissertation, for example, and. 33 Rick Newell 00:27:26.820 --> 00:27:36.140 And there's not a WorldCatrecord for it, but you know the university where that dissertation was, was created probably has a copy, you can create a request that way. 34 Rick Newell 00:27:41.540 --> 00:27:46.220 I want to talk a little bit more about the patrong experience. So I mentioned that. 35 Rick Newell 00:27:48.780 --> 00:28:03.980 Patron's used my account, there are actually a lot of things you can configure in in the patrong experience. You can choose to require approval for new ISOL patront accounts. Most libraries will not use that feature because. 36 Rick Newell 00:28:05.780 --> 00:28:16.780 Either you have a Patron database that you're migrating from Iliaid or you have an existing Patron database from WMS circulation, for example. 37 Rick Newell 00:28:18.900 --> 00:28:38.940 And so, if you do choose to use this feature, what will happen is if you receive an ILL request from a patroom that has not previously requested an ILL, then you will be prompted to approve them based on your library's policies, whether they're the correct patront status, maybe alumni. 38 Rick Newell 00:28:39.260 --> 00:28:54.220 Aren't eligible for ILL, for example, or if they have too many fines or unreturned materials, you might choose not to approve them. But again, most libraries do not use that feature. You can also decide whether you want to allow patrients to renew or cancel requests online. 39 Rick Newell 00:28:57.420 --> 00:29:16.220 If you do allow these two options, the renew button will only appear when appropriate, so it will it will only appear when a lender has shipped the item. And it's a loan request rather than a copy request. If a you allow the cancel option patrons will only be able to cancel. 40 Rick Newell 00:29:16.580 --> 00:29:36.460 Request before a lender ships the item. You can also decide whether or not you want to display the patron due date if you check things out to patrons through your circulation system, you may prefer to communicate with them about due dates and overdue notices through your circulation system rather than to pause them. 41 Rick Newell 00:29:36.740 --> 00:29:55.340 And if that's the case, you may want to hide the patron due date Tipasa in my account. Or you could decide to display the patron due date in my account and you can select a number of days to offset the patron's due date. So for example, if the lending library tells you it's due to March twenty fifth and you. 42 Rick Newell 00:29:56.620 --> 00:30:17.020 set an offset of four days, the date that would be displayed to the patron, it would be March twenty first and that gives you time to package the item and send it back to the lending library. I mentioned the patrone request work forms there are three work forms that you can customize. Actually, there are four now, I think, but they're for artic;es. 43 Rick Newell 00:30:17.340 --> 00:30:36.940 Book and other. You can use one, two or all three of these work forms. Most libraries use at least an article and book work forms and you can customize what fields display on these work forms, how those fields are labeled if you don't like the default labels, you can change them. You can also. 44 Rick Newell 00:30:37.820 --> 00:30:41.180 Specify which fields are required and which fields the patron can edit. 45 Rick Newell 00:30:42.860 --> 00:31:00.700 You can also enable and customize notifications. There are about twenty five or thirty, notifications that can be either automated or manual, and automated means that they're triggered by an event that happens in Tipasa, such as you receiving an item or. 46 Rick Newell 00:31:03.860 --> 00:31:12.220 Article being available in article exchange, for example. They're also about fifty custom notifications that you can configure. These are only sent 47 Rick Newell 00:31:14.460 --> 00:31:34.500 Manually, but probably the the standard automated notifications don't cover all the situations, and the custom notifications are basically just templates for emails that you can send to patrons that will display in my account as well. And, you can customize those and send those when you. 48 Rick Newell 00:31:34.500 --> 00:31:40.820 Need to. There are also some notifications for document delivery as opposed to ILL. 49 Rick Newell 00:31:43.100 --> 00:31:48.980 The standard notifications can be sent either via email or text or both. 50 Rick Newell 00:31:50.860 --> 00:31:57.020 The automated excuse me, the custom notifications can only be sent manually. 51 Rick Newell 00:31:58.940 --> 00:32:01.700 So let's talk a little bit about the request workflow. 52 Rick Newell 00:32:11.740 --> 00:32:30.980 So assuming that you've enabled all the options in Tipasa, the Patron submits a request on the Patron work form, if it matches an automation that sends the request to lending libraries, it immediately does that. If it doesn't match such an automation, it goes to your new for review queue. 53 Rick Newell 00:32:31.580 --> 00:32:50.620 Where staff at your library make any edits needed to the request and then send the request. And both of those situations, it goes to potential lending libraries and in most cases a lending library eventually fills that request. In other words, they say yes. 54 Rick Newell 00:32:51.980 --> 00:33:11.420 If it's a copy request and it's a library that you have designated as an approved sender, in other words, a library that you trust to send the the right article and the good quality scan, all the pages and so on, then that proven sender's workflow will, take effect and I'll say more about that in a couple of minutes. 55 Rick Newell 00:33:14.340 --> 00:33:15.420 If it's a loan request. 56 Rick Newell 00:33:18.820 --> 00:33:32.260 The borrowing library staff receive the request and that triggers the notification to the patron that the item is available for them to pick up or if it's a copy request that the article or link are available in my account. 57 Rick Newell 00:33:37.060 --> 00:33:39.980 So let's talk a little bit about what happens after a. 58 Rick Newell 00:33:43.220 --> 00:33:47.660 Request goes to a lending library, so now we're kind of shifting gears and talking about the lender library perspective. 59 Rick Newell 00:33:49.540 --> 00:34:05.980 So if the lender can fill the request, they retrieve it from the shelves and they can take advantage of what's called advanced lending workflows. Advanced lending workflows are four additional queues that. 60 Rick Newell 00:34:07.620 --> 00:34:22.020 lending libraries can use if you want to. You don't have to use them, but they can be very helpful if you have more than one person working on lending activities, you can put things in a verifying queue. So if you. 61 Rick Newell 00:34:24.100 --> 00:34:38.659 Want, want some another staff member in your library to verify the request, make sure that you can fill it, you can put it in that queue. I'm not sure how many libraries use that queue, but another one that a lot of libraries do use is the retrieving queue. So if you have. 62 Rick Newell 00:34:40.860 --> 00:34:46.179 Some student assostamts, for example, that retrieve items from the shelves, 63 Rick Newell 00:34:50.540 --> 00:35:10.820 If you want to let them know which requests are ready for them to retrieve, you can put request in the retrieving queue. And depending on whether it's a loan or a copy request, that student assistant could then put it in the scanning or the packaging queue. If another person is going to be doing that part of the workflow. So you put it in the scanning. 64 Rick Newell 00:35:11.140 --> 00:35:22.020 Queue to let the person know those are the requests that are ready for them to scan, and you could put it in the packaging queue to let whoever's going to be doing that activity know that the item is ready to package and ship. 65 Rick Newell 00:35:26.860 --> 00:35:44.020 Another Really useful feature, which is available for, for almost all integrated library systems is OPAC integration. And that means that when you receive a request as a lending library, it automatically looks the item up in your catalog and tells. 66 Rick Newell 00:35:44.140 --> 00:35:57.380 You that it's available and it supplies the location and call number and puts it in the request in a field that's called local ID. And that's really useful because. 67 Rick Newell 00:36:00.020 --> 00:36:19.100 That will be able to be printed on a bookstrap or sticker or a full request, which facilitates retrieving the items from the stacks. Lenders can also take advantage of something called lending priorities. So if you are a member of a consortium, for example, or if you give priority to. 68 Rick Newell 00:36:19.860 --> 00:36:38.540 Libraries in your state or you have reciprocal agreements or you want to set priorities for libraries in the same courier service, you can designate a groups of libraries that you consider priority borrowers. You could actually con configure up to five different 69 Rick Newell 00:36:39.940 --> 00:36:59.660 Priority borrower groups. If you receive a request from a library that you've designated as a priority borrower, the request will be in your lending priorities queue, it will also be in your Can you supply queue. If the request is from a library that you've not designated as 70 Rick Newell 00:37:00.300 --> 00:37:07.340 A priority barrower, then the request will be just in your Can you supply queue. So what this allows you to do is to. 71 Rick Newell 00:37:09.940 --> 00:37:17.980 Give priority as the name implies, to certain libraries. If you want to process their requests before you process requests from other libraries. 72 Rick Newell 00:37:20.300 --> 00:37:39.860 So when the lending library responds yes, and they put the item in the mail, a few days later, you will receive it as a borrowing library and as a borrower you will mark as received, the status then becomes received/in use, and the patron experience features that we've. 73 Rick Newell 00:37:39.940 --> 00:37:40.460 Already talked about. 74 Rick Newell 00:37:42.340 --> 00:38:02.340 Will be in effect and what that means is that the patron will receive a notification, a text or an email, or both, letting them know that the item is ready for them to use and they can also in my account, they can see the pickup location, the due date, and so on. When the patron. 75 Rick Newell 00:38:02.500 --> 00:38:09.020 Finishes with that item and they, they bring it back to the ILL department as the borrowing library, you will. 76 Rick Newell 00:38:10.700 --> 00:38:21.420 Return the item and mark it returned and send it back to the lending library. When the lending library receives it, they mark it as checked in/complete and the request is then closed. 77 Rick Newell 00:38:24.340 --> 00:38:27.340 For copy requests, the same methods for. 78 Rick Newell 00:38:28.740 --> 00:38:43.940 Request beginning are in effect as the ones we already talked about for loan request and the same Patron experience features are are available. But of course for copy requests, you have to be concerned with copyright management. 79 Rick Newell 00:38:47.780 --> 00:38:49.460 So Tipasa has a number of features. 80 Rick Newell 00:38:51.020 --> 00:39:10.980 That assist you with managing copyright, and this is the copyright feature that I'm talking about are for libraries in the United States, and if there are libraries in the session today are listening to the recording that are not in the United States, of course different countries have different copyright laws and there are different Tipasa features for. 81 Rick Newell 00:39:11.740 --> 00:39:31.660 Non US copyright. But what I'm talking about here is the copyright management features for you for the United States libraries. One of those features is that you can view requests that need a copyright clearance decision from you in a separate queue if you want to. So they will be in a copyright queue as well as in your regular New for. 82 Rick Newell 00:39:32.180 --> 00:39:43.500 Review queue. You can also clear patron initiated requests for copyright automatically if they match tiles used less than five times. That's a lot of words. What it means is that. 83 Rick Newell 00:39:45.180 --> 00:39:54.540 If you receive a request from a Patron and you have used that title here more than five times during this calendar year. 84 Rick Newell 00:39:56.380 --> 00:40:12.380 Then, assuming you have an appropriate automation configured, that automation can automatically build the lender strings, send the request to the lending library and automatically increment your copyright count for that title. So in other words, it doesn't have to wait for any staff intervention. 85 Rick Newell 00:40:14.340 --> 00:40:30.860 Of course, if the article being requested was published more than five years ago, copywright clearance is not required. If the article being requested was published fewer than five years ago Tipasa matches that request to previously borrowed titles. 86 Rick Newell 00:40:32.220 --> 00:40:52.140 And it will tell you, how many times you've used that title this year, and if you've used it fewer than five times, then or five times or fewer I should say, you will probably mark it as clear for fair use CCG. If you've used that for more than five times, then. 87 Rick Newell 00:40:53.260 --> 00:41:12.260 You might choose clear with pending payment required. If you choose that option Tipasa automatically looks up the royalties from the copyright clearance center website and display right Tipasa on the request, what the royalties would be for that, rticle. And if you decide to proceed. 88 Rick Newell 00:41:13.820 --> 00:41:20.820 Tipasa keeps a running total of copyright fees, and there are various reports you can generate that. 89 Rick Newell 00:41:23.300 --> 00:41:42.980 Allow you to view and export copyright, information by title and export data about payable copyright fees, Tipasa does not have the capability to actually pay the copyright fees within Tipaa, but it does generate reports that assist you in, in making those payments. You could also choose to mark as others, so for example. 90 Rick Newell 00:41:43.180 --> 00:42:03.460 If you decide to buy the article from a service that includes in their fee, not only the fee for their service, but the royalty fees that are due to the copyright owner, you might choose to mark that as other. Or you can cancel a request if, if that's your policy. So a lot of useful features for, for managing. 91 Rick Newell 00:42:03.660 --> 00:42:04.100 Copyright. 92 Rick Newell 00:42:09.700 --> 00:42:24.260 Once copyright has been cleared or if it's a article that is published more than five years ago, doesn't require copywright clearance, you will then send the request on its way or automation might possibly send it on its way to landing libraries, and. 93 Rick Newell 00:42:26.340 --> 00:42:46.420 The lending library could take advantage of the advanced lending workflows and lending library, lending priorities that we've already talked about, and when they probably what they will do and ninety nine percent or more of cases is they will make the article available via article exchange. So it's all electronic. . 94 Rick Newell 00:42:47.220 --> 00:42:56.380 So As soon as they mark yes, the status changes to shipped in transit and then as a barbing library, you mark it as received and. 95 Rick Newell 00:42:58.060 --> 00:43:16.260 That will, assuming you have the appropriate notifications configured, that will generate a, email or text to the Patron letting them know that the article is available and they can access that from within my account. However, there's another really cool feature that we really encourage you to use called proven senders. 96 Rick Newell 00:43:18.140 --> 00:43:21.100 I alluded to this a little bit earlier, but now let's go into a little more detail. 97 Rick Newell 00:43:22.460 --> 00:43:41.140 So what this means is that if a Patron submits a copy request that matches the automation that sends requests to lenders automatically or as borrowing library staff you submit the copy request, when that library that you've designated as a proven sender, in other words, a library that you trust to. 98 Rick Newell 00:43:44.860 --> 00:43:53.740 Article and all the pages, good quality scan and so on. If they respond yes and they've used article exchange, then the. 99 Rick Newell 00:43:55.340 --> 00:44:15.420 Status changes briefly to in transit. If IFM (interlibrary loan fee management) is involved, then IFM debits the charge from the borrowing library and credits the charge to the lending library, and the system then marks the request as received and updates the status to closed, and more importantly, the article exchan. 100 Rick Newell 00:44:16.140 --> 00:44:35.740 Is immediately available to the patron in my account and assuming you've configured automated messages and notifies the patron that it's available. So what this means is that let's say the patron submits a request on Friday night and let's say you're in the Eastern time zone, and it's filled. 101 Rick Newell 00:44:37.660 --> 00:44:56.260 A library that's in the Pacific time zone that is still working at that time after your ILL staff has already gone home for the weekend. That means that the patron could get their their article probably in a couple of hours rather than having to wait until Monday when your ILL staff is back in the office. And you can choose. 102 Rick Newell 00:44:57.300 --> 00:45:16.900 Several options for proven senders and these additional options are new within the last couple of years. One option that a lot of the libraries really like is you can include all lenders as proven senders. Or you can include only lenders in a custom holdings group or you can exclude only lenders in a cus. 103 Rick Newell 00:45:17.100 --> 00:45:29.580 Holdings group. So if you have a couple of libraries that have a history of not, not providing good quality scans, you could exclude those linders from proven senders so that you would manually receive it. 104 Rick Newell 00:45:38.780 --> 00:45:56.500 The third workflow is for document delivery and document delivery in the context of Tipasa means that you're supplying materials from your collection to your patrons. So when a patron submits a request, they may not necessarily know or care whether it. 105 Rick Newell 00:45:56.860 --> 00:46:13.740 is filled by something you obtained from another library or something that is actually available in your collection or maybe something that's open access or maybe an e journal article from a database that you license. So the patron submits a request. 106 Rick Newell 00:46:15.340 --> 00:46:19.140 Using the same patron experience features we've already talked about, and. 107 Rick Newell 00:46:21.660 --> 00:46:41.300 Tipasa determines that you own it based on your WorldCAt holdings or your knowledge base holdings, then sends it to your document delivery queue rather than your new for review queue. And because in document delivery you're in a sense acting as the 108 Rick Newell 00:46:41.420 --> 00:46:44.420 Lending library because you're supplying the material from your collection. 109 Rick Newell 00:46:46.060 --> 00:47:00.420 And you're also acting as a borrowing library because it's your patron. You could take advantage of those advanced lending workflows if you want to. And so that means you can put it in the retrieving queue, and, you can. 110 Rick Newell 00:47:01.900 --> 00:47:08.740 Then put it in the scanning queue or the packaging queue. For example, if you're going to be shipping it to a distanced education student or. 111 Rick Newell 00:47:11.900 --> 00:47:13.620 Sending it to a faculty member, for example. 112 Rick Newell 00:47:21.940 --> 00:47:35.620 Tipasa also takes advantage of the OPAC integration for document delivery requests so it will look up the item in your catalog and supply the availability, location, and call number. 113 Rick Newell 00:47:37.180 --> 00:47:43.660 And those same patron experience features are available that that we already talked about, meaning that. 114 Rick Newell 00:47:45.740 --> 00:48:00.580 You can notify the Patron through automated messages that the item is available. And document delivery by the way is a really good way of, providing open access or licensed materials to patrons. So. 115 Rick Newell 00:48:02.220 --> 00:48:19.740 These are things that the patron probably could have found on their own, but they didn't realize that and they submitted what maybe they thought was an ILL request, and rather than having a whole separate workflow, you can provide that material to them from right within Tipaa. 116 Rick Newell 00:48:26.020 --> 00:48:41.740 There are some other features that are available that apply to both borrower and lender for all request types. One of those is tags and the other staff notes. Staff notes are available in WorldShyare ILL as well, but tags are only available in. 117 Rick Newell 00:48:43.700 --> 00:48:55.860 Tipasa, and they both serve very similar functions. They're a way of communicating to other staff in your library or just reminders for yourself. They are searchable and. 118 Rick Newell 00:48:57.980 --> 00:49:11.660 Libraries use these, for example, to indicate that a request needs some kind of special processing if it's a rush request, for example, or if you need to follow up with the Patron and clarify what it is they want. 119 Rick Newell 00:49:14.380 --> 00:49:22.700 Another really useful feature is automations, and I want to talk a little bit about automations. We really, really strongly encourage you to use automations. 120 Rick Newell 00:49:24.780 --> 00:49:37.980 Automations for borrowing libraries can do a number of things that can add those tags. They can apply constant data, and we recommend that you use automations to apply constant data rather than. 121 Rick Newell 00:49:40.660 --> 00:49:42.020 Applying constant data manually. 122 Rick Newell 00:49:45.260 --> 00:49:54.780 This ensures consistency. You can also have automations build a lender string, and again we really encourage you to have automations build lender strings because. 123 Rick Newell 00:49:56.700 --> 00:50:16.940 The lender strings that are built by automation take advantage of some data that is not readily available to you if you build under strings manually. The automation can, after it's built the lender strings, send the request to your new for review queue or it can send it to document delivery. 124 Rick Newell 00:50:17.100 --> 00:50:37.540 If it's an item of the year library holds, it can also send it to a purchasing queue or to WMS acquisitions if you use WMS acquisitions or they can also send it directly to lending libraries, which obviously really speeds up the process. And the automations can match on a number of different criteria. 125 Rick Newell 00:50:38.300 --> 00:50:57.900 The age of material in other words, the publication date, the material format, for example, maybe you only want a particular automation to apply only to books. The language of the item being requested and need before date, for example, maybe if they need before date is within five days, maybe you want to. 126 Rick Newell 00:50:59.340 --> 00:51:19.780 Tipasa to apply a rush tag to that request. You can also base automations on match criteria such as patron department or patron status, in other words, Patron type or Patron note, so if the patron ihas written, any note, you may want to send that to your new for review 127 Rick Newell 00:51:19.780 --> 00:51:20.940 Queue rather than. 128 Rick Newell 00:51:22.500 --> 00:51:24.940 sending it to lenders. You can also. 129 Rick Newell 00:51:26.860 --> 00:51:32.940 Base it on match criteria such as the maximum cost the patron has specified or the request type, loan or copy. 130 Rick Newell 00:51:34.620 --> 00:51:53.860 Lending automations can also apply tags and constant data and you can base the match criteria on the branch or shelving location or custom holding group or profile group membership of the requesting library. So maybe you charge some library and not other libraries. 131 Rick Newell 00:51:55.420 --> 00:52:12.460 So you can put those libraries that you charge, for example, in a custom holdings group and apply a different constant data than you would apply to libraries that you don't charge. You can also base the automation match criteria on request type and material format. 132 Rick Newell 00:52:15.500 --> 00:52:16.540 Let's see if I forgot anything. 133 Rick Newell 00:52:20.860 --> 00:52:28.300 Nope, I think I covered everything. So what questions do you have at this point about how a typical ILL workflows relate to. 134 Rick Newell 00:52:31.620 --> 00:52:32.540 Tipasa features. 135 Rick Newell 00:52:38.500 --> 00:52:55.460 Remember you can send any questions you may have in chat or you can unmute your microphone and ask questions verbally. So we've gone through how to possible features relate to typical workflows, but now we'd like to look at this from a different perspective, the life cycle of a request. 136 Rick Newell 00:52:57.140 --> 00:53:05.380 First from the perspective of the borrowing library, and then we'll look at the requests life cycle from the perspective of the lending library. 137 Rick Newell 00:53:07.380 --> 00:53:16.660 So I mentioned that the patron completes a request form, and, this example is for a book, and in this example. 138 Rick Newell 00:53:18.300 --> 00:53:33.300 the bibligraphic information has already been populated from the search that the Patron did. And so the only things that the patron would need to fill in are the need before date if applicable, specify a pickup location. 139 Rick Newell 00:53:35.460 --> 00:53:48.940 And any notes they want to enter or amount willing to pay and you'll notice that some of these fields have an asterisk next to the field label, which means that this library has decided to require. 140 Rick Newell 00:53:50.900 --> 00:53:51.780 That particular field. 141 Rick Newell 00:54:08.140 --> 00:54:24.420 So I just added the link to the learner guide again in the chat. You can also decide what these fields are called. So if you don't like the default neede before, you can, you can change that field label. Or there's a field for. 142 Rick Newell 00:54:26.300 --> 00:54:40.900 Library card number or I don't remember what it's the default label is in Tip0asa, but notice that this library has called a bronco ID. That's something that's meaningful to their patrons, their patrons will know what that is. So the Patron submits the request form. 143 Rick Newell 00:54:43.420 --> 00:54:51.140 And, if it doesn't match an automation that sends it directly to lenders, it will be in your new for review queue. 144 Rick Newell 00:54:54.180 --> 00:55:02.380 You'll open that new for review queue, and then you'll, click the the request ID or title of the request that you want to work with. 145 Rick Newell 00:55:05.780 --> 00:55:21.020 And, if automation has built a smart lender string and applied constant data, notice that the lender string is already populated. Notice that the information such as the shipping address of the borrowing library is already populated, and notice that. 146 Rick Newell 00:55:22.980 --> 00:55:41.580 The automation history under request history tells you exactly what's happened with that request. It matched a profile in other words, an automation called loan, couple of libraries deflected it and produce option is off, which means that this automation does not send it directly to lending libraries. 147 Rick Newell 00:55:44.580 --> 00:55:49.260 So in most cases it's not necessary to search WorldCat because. 148 Rick Newell 00:55:51.140 --> 00:56:11.460 Tipasa automatically does a process called bib match, which searches WorldCat and applies the most appropriate bibliographic record to the request. However, if you have reason to believe that maybe that's not the most appropriate record, you can search WorldCat by clicking the magnifying glass next to, for example. 149 Rick Newell 00:56:11.620 --> 00:56:23.220 The title or the ISBN, you can build a lender string by clicking view holdings, and you can also apply constant data if appropriate if the automation didn't apply it. 150 Rick Newell 00:56:26.540 --> 00:56:37.780 The results of the worldcast search, this is what it might look like. You can click the title for more complete bibliographic information or you can manually select which libraries to send the request to. 151 Rick Newell 00:56:39.380 --> 00:56:49.220 From a list of libraries in your state or regional holdings, which is your state and adjacent states or all holdings or you can apply custom holdings. These are. 152 Rick Newell 00:56:51.100 --> 00:56:53.100 Groups of libraries that you have already designated as. 153 Rick Newell 00:56:55.140 --> 00:56:57.420 your kind of favorite lenders. 154 Rick Newell 00:56:59.980 --> 00:57:02.940 Then you would then update the request to apply that lender string. 155 Rick Newell 00:57:04.860 --> 00:57:07.420 Make any necessary edits, and send the request. 156 Rick Newell 00:57:10.660 --> 00:57:29.220 Few days later, the book will arrive in the mail or whatever shipping method the lending library has used, and you will mark it as received. You can also print bookstraps stickers if needed. Probably the lending library has already included a bookstrap or sticker with information about the request, but. 157 Rick Newell 00:57:29.940 --> 00:57:48.980 A lot of borrowing libraries like to print their own bookstraps that are specific to their library and have maybe some additional information for their patron about due dates and when to return it or where to return it, for example. So once you mark as received, that generates notifications to the Patron. So. 158 Rick Newell 00:57:50.820 --> 00:58:10.260 In the, my account, they can see when it's due, if there was a pickup location designated if your library has more than one pickup location, that pickup location will also, be displayed there. They can also request a renewal if your library has allowed that option, and. 159 Rick Newell 00:58:10.660 --> 00:58:30.140 And the bottom part of the screen is an example of a notification that you can send to Patrons. So, the default notifications have, some default fields such as author title publisher et cetera, and then you can designate any additional fields. 160 Rick Newell 00:58:31.260 --> 00:58:39.100 That you want in the notification and any sort of free text information about your library's contact information and so on. 161 Rick Newell 00:58:44.180 --> 00:58:50.140 For a copy request, the patron completes a request form for a journal article, and again, the bibliographic information. 162 Rick Newell 00:58:51.940 --> 00:59:12.020 Would be populated from the search that they did in WorldCat Discovery or any other discovery tool you have that sends open URL links to Tipaa, and they would only need to fill in any additional information such as a need before date or maximum cost, any anything else that is specific to your library. 163 Rick Newell 00:59:14.220 --> 00:59:32.500 Remember the copy request can be automatic if the request matches an automation and the proven sender that you've designated fills that request using article exchange, then the patron is notified and they can access the article all without any intervention by the borrowing. 164 Rick Newell 00:59:32.620 --> 00:59:40.660 Library staff. So that saves time for your staff and it also enables the Patron to get their requested item much more quickly. 165 Rick Newell 00:59:43.500 --> 00:59:57.260 So this is an example of what it might look like in my account. The patron would receive an email or text notification letting them know that the item is available and all I have to do in my account is click that available to view link. 166 Rick Newell 00:59:59.460 --> 01:00:12.620 And, the link expires after thirty days or after five years for a copyright reasons. But of course when the patron views them they can download it or print it or whatever they want to do with it. 167 Rick Newell 01:00:16.180 --> 01:00:29.860 For document delivery requests again remember that the same work forms are used for ILL requests and document delivery because again chances are the patron doesn't know or care where the item is coming from. So they submit the request. 168 Rick Newell 01:00:32.820 --> 01:00:39.380 And if the request matches an appropriate automation and it's something that your library holds, again, based on your. 169 Rick Newell 01:00:41.060 --> 01:00:52.300 WorldCat holdings or your knowledge base holdings, the request goes to your document delivery queue rather than your new for review queue. And you can work with copies and loans separately if you want to. 170 Rick Newell 01:00:55.220 --> 01:01:13.060 As I mentioned, you can also use those advanced lending queues if you want to. It's not required, but you can, send this to the retrieving queue, for example, and then this example is for a book, so you might send it to a packaging queue if you're going to be sending it to a distanc ed student, for example. 171 Rick Newell 01:01:16.260 --> 01:01:26.060 Once you have done that and you're ready to ship it, you mark it as complete, which will generate the notification to the Patron that the item is on its way. 172 Rick Newell 01:01:28.500 --> 01:01:33.420 Or that it's available to pick up if, if that's the option that you have chosen. 173 Rick Newell 01:01:36.740 --> 01:01:38.620 And again, the status is updated in my account. 174 Rick Newell 01:01:42.980 --> 01:01:48.620 So that is a life cycle request from the borrowing library perspective. What questions do you have about that? 175 Rick Newell 01:01:57.940 --> 01:02:00.940 Let's look at the life cycle of requests from the lending library perspective. 176 Rick Newell 01:02:02.460 --> 01:02:02.540 So. 177 Rick Newell 01:02:04.380 --> 01:02:06.220 In this example, this library has. 178 Rick Newell 01:02:07.540 --> 01:02:08.940 Designated certain libraries as. 179 Rick Newell 01:02:10.980 --> 01:02:25.180 Priority borrowers. It's a little bit confusing because it's called lending priorities but the lending priorities libraries are priority borrowers, but they have put several libraries into a group that they have called capital City. So. 180 Rick Newell 01:02:27.300 --> 01:02:35.820 Those request that are in the lending priorities queue will also be in the, in the regular Can you supply queue. 181 Rick Newell 01:02:37.820 --> 01:02:57.460 So, as I mentioned earlier, OPAC integration is available for almost all integrated library systems. So this is what would happen when you receive a request and you're new for review queue excuse me, your, can you supply queue or your lending priorities queue. And notice that down in the bottom right portion of this. 182 Rick Newell 01:02:58.020 --> 01:02:59.980 This slide, it tells you. 183 Rick Newell 01:03:01.740 --> 01:03:21.140 It's located in the main branch, the shelving location within the main branch is stacks. You can see the call number it tells you that it's available and how long ago it checked the availability. It also populates that local ID field with the location and call number, and that's really useful because. 184 Rick Newell 01:03:21.780 --> 01:03:36.220 One thing you might want to do is add this to the bookstrap sticker print queue, and you could also add it to the request print queue if you want to print full request or you could print the individual request immediately. 185 Rick Newell 01:03:39.100 --> 01:03:42.180 Excuse me, but it's sending added to the bookstrap sticker print queue. 186 Rick Newell 01:03:43.580 --> 01:03:45.780 The next thing you might want to do is mark it as retrieving. 187 Rick Newell 01:03:48.740 --> 01:04:06.980 If you don't have OPAC integration set up or you use one of the few systems for which OPAC integration is not available, you could do a similar process, but it's a couple more clicks. You can configure that search my libraries online catalog link and service configuration so that Tipasa knows how to. 188 Rick Newell 01:04:07.860 --> 01:04:08.700 Search your catalog. 189 Rick Newell 01:04:10.460 --> 01:04:30.820 And then when you click that link, your catalog will open in a separate browser tab or window, and you can see the the status, and you can manually copy the call number and paste it into that local ID field, and then, the next two steps are the same you would add it to the bookstrap sticker print queue. 190 Rick Newell 01:04:31.100 --> 01:04:32.340 And mark as retrieving. 191 Rick Newell 01:04:36.420 --> 01:04:53.860 Once it's in the retrieving queue or the the student worker that's going to be doing the next part of the process can either go to the retrieving queue or they could go to the bookstrap stickers print queue. Assuming they go to that bookstrap sticker print queue, they've opened that queue under lending bookstrap stickers. 192 Rick Newell 01:04:54.740 --> 01:05:00.020 Select the request for which they want to print the bookstraps, and then click print. 193 Rick Newell 01:05:02.900 --> 01:05:21.580 And on the left is an example of what, that bookstrap might look like. Notice it has the request ID number both in eye readable form and in the form of a barcode. It has a local ID field with a location and call number. It has some additional bibliographic information, and . 194 Rick Newell 01:05:26.300 --> 01:05:32.940 Information about who the borrowing library is that has their symbol and there's some additional information that that can be included. 195 Rick Newell 01:05:34.900 --> 01:05:55.140 So they would get the the books from the shelf and put that bookstrap with the item or attach it to the item. And then open the retrieving queue. This is one possible workflow, and scan those request barcodes on those bookstraps, and the reason they would do that is to change the status from. 196 Rick Newell 01:05:55.380 --> 01:05:56.700 From retrieving to packaging. 197 Rick Newell 01:05:58.620 --> 01:06:04.300 So maybe that person works in the morning and the next student worker who, is going to be. 198 Rick Newell 01:06:05.660 --> 01:06:15.740 Doing the next part of the process works in the afternoon, that student worker who works in the afternoon could scan that request ID barcode, they could just do this from the Tiposa home screen. 199 Rick Newell 01:06:17.740 --> 01:06:37.540 They could then check this box to print shipping labels. They could also print bookstraps if they've not been printed previously, and then respond yes. So you want to be sure that you respond yes before you put the item in the mail, but you also want to be sure that you don't respond yes until. 200 Rick Newell 01:06:37.740 --> 01:06:45.460 You actually have the item in hand in case the item is, is not on the shelf where it should be, for example. So once you respond, yes. 201 Rick Newell 01:06:49.060 --> 01:06:52.740 your work as a lender is done except for actually shipping the item. 202 Rick Newell 01:06:55.180 --> 01:07:01.820 For a copy request, again, you can take advantage of lending priorities for copy requests as well as for loan request. 203 Rick Newell 01:07:04.620 --> 01:07:06.020 So you scan the article. 204 Rick Newell 01:07:07.700 --> 01:07:09.740 And after you scan the article, you. 205 Rick Newell 01:07:11.620 --> 01:07:17.420 Open that request in Tipasa and click OCLC article Exchange in the request. 206 Rick Newell 01:07:20.540 --> 01:07:37.860 And then you navigate to wherever you've saved that scanned file on your computer, a lot of the libraries like to use the request ID number as the file name, and then click drop file, and what that does is it attaches that file, that scan to the request. 207 Rick Newell 01:07:40.460 --> 01:07:45.780 You don't need shipping labels or bookstraps since it's going to be transmitted electronically, and then. 209 Rick Newell 01:07:51.140 --> 01:07:51.980 You respond yes. 210 Rick Newell 01:07:53.740 --> 01:08:14.140 Actually after you drop a file, the system generates a URL and password, which as the lending library, you don't really care about, but the patron at the borrowing library can use that information to retrieve their article. In most cases, all you need to do after you drop file is click yes. However, 211 Rick Newell 01:08:14.260 --> 01:08:25.299 If you want to check and make sure that you attached the right article or that all the pages are included, for example, you can click preview. But in most cases you'll skip that step and just click yes. 212 Rick Newell 01:08:29.140 --> 01:08:34.060 So what questions do you have about the perspective from the borrowing library. 214 Rick Newell 01:08:55.900 --> 01:08:59.060 I want to point out a couple of things as we're wrapping up. 215 Rick Newell 01:09:01.580 --> 01:09:08.140 One is that help is available, from right within the Tipasa interface, so I'm actually going to. 216 Rick Newell 01:09:10.339 --> 01:09:11.819 Go to the Tipasa interface. 217 Rick Newell 01:09:16.900 --> 01:09:19.259 And I'm going to go to interlibrary loan. 218 Rick Newell 01:09:23.420 --> 01:09:24.100 And you can see. 219 Rick Newell 01:09:28.540 --> 01:09:43.580 The home screen. And by the way, if, if your library has been using Tipasa for a while, you may notice that the user interface has been modernized. It's a little bit easier to read and, if you go to. 220 Rick Newell 01:09:48.420 --> 01:10:07.580 The new for review queue for example, you can more easily see that the date requested and the need before date, and you can sort by any column that has an arrow next to it. Another thing I want to point out is this need help menu. So if you click general help. 221 Rick Newell 01:10:10.460 --> 01:10:19.420 That goes to the help dot OCLC dot org page. And if you're looking for documentation or training for Tipassa you would then go to resource sharing. 222 Rick Newell 01:10:20.940 --> 01:10:21.900 And then Tipasa. 223 Rick Newell 01:10:27.980 --> 01:10:46.060 And there's fairly extensive documentation. I want to point out a couple of things that are not real obvious, notice that some of these boxes have this very faint, very small show all, button which looks like three dots or an ellipsis. So. 224 Rick Newell 01:10:46.580 --> 01:10:57.180 If you click that, you will be able to see the rest of the the items in that category. So if you're interested in information about processing requests, for example. 225 Rick Newell 01:10:58.820 --> 01:11:06.380 You would click that link and that will take you to the help page, and that has again a lot of detailed information. 226 Rick Newell 01:11:12.100 --> 01:11:13.300 Couple of the other things I'll point out. 227 Rick Newell 01:11:15.060 --> 01:11:21.980 Here's a whole section on smart fulfillment. So, I really encourage you to take a look at this, this page and. 228 Rick Newell 01:11:23.860 --> 01:11:32.620 Some of these things you can set up yourself, some, especially if your library has been using Tipasa for a while, may already be configured. 229 Rick Newell 01:11:34.500 --> 01:11:44.100 And you can use this page to find out whether there's any additional smart fulfillment options that you want to configure both as, as a borrower and a lender. 230 Rick Newell 01:11:46.700 --> 01:11:47.620 I'll also point out. 231 Rick Newell 01:11:51.940 --> 01:11:52.740 Keep scrolling down. 232 Rick Newell 01:11:56.620 --> 01:12:07.380 There is this reference section and you might not necessarily think to look for things here, but, there is an explanation of categories and queues. 233 Rick Newell 01:12:09.180 --> 01:12:10.060 So for example. 234 Rick Newell 01:12:13.140 --> 01:12:14.180 This will tell you. 235 Rick Newell 01:12:21.660 --> 01:12:28.300 Borrowing request queues that will give you the name of the queue and tell you what that queue is all about and what. 236 Rick Newell 01:12:29.780 --> 01:12:35.980 What you can do as a borrowing library or a lending library for lending queues. So it tells you what actions you can do. 237 Rick Newell 01:12:39.140 --> 01:12:40.100 Couple of other things in the. 238 Rick Newell 01:12:41.820 --> 01:13:00.900 Reference section, this tells you how to configure open URL, to send a request to, Tipasa and have it automatically populate the bibliographic information. This also has information about ILL statuses and request aging. Sometimes I see. 239 Rick Newell 01:13:02.460 --> 01:13:17.100 Questions in the community center about why did this request disappear? Well, after a certain number of days, requests do change statuses automatically, so for example, requests go to unfilled status after. 240 Rick Newell 01:13:18.900 --> 01:13:20.140 Excuse me, after thirty days. 241 Rick Newell 01:13:22.900 --> 01:13:26.860 And let's see what else is here. Let's actually go to. 242 Rick Newell 01:13:31.900 --> 01:13:32.540 The training section. 243 Rick Newell 01:13:36.180 --> 01:13:44.580 And you probably all came here to register for, this class, but if you want to view a recording later or maybe you. 244 Rick Newell 01:13:46.780 --> 01:13:47.740 You're interested in the. 245 Rick Newell 01:13:49.860 --> 01:13:52.780 Lending session, but you go to register for an upcoming training. 246 Rick Newell 01:13:54.100 --> 01:14:01.180 And then that session is Wednesday February twelfth, but you already have a meeting at that time. If you want to. 247 Rick Newell 01:14:05.900 --> 01:14:09.180 Instead, oops, that's where I meant to go. 248 Rick Newell 01:14:24.300 --> 01:14:43.860 This is where I meant to go. So what I wanted to point out is that, the recording is available on the same page as the, the where you can register for the live session. So you can click this link and that will let you access the recording. The presentation slides and learner guide are. 249 Rick Newell 01:14:44.060 --> 01:14:59.900 Also available. So, if you, if you lose the link to the learner guide that I put in chat, and it's a week later and you want the learner guide, you can access it by clicking this link or you can also access presentation slides. You can also access the course quiz. 250 Rick Newell 01:15:01.300 --> 01:15:04.020 Which I'm going to encourage you to do in a few minutes when we end the session. 251 Rick Newell 01:15:06.100 --> 01:15:07.340 I also want to point out that. 252 Rick Newell 01:15:09.540 --> 01:15:10.540 Let's actually go to. 253 Rick Newell 01:15:16.020 --> 01:15:20.820 Resource sharing and Tipasa again. And I'm going to scroll down to. 254 Rick Newell 01:15:22.540 --> 01:15:22.860 Training again. 255 Rick Newell 01:15:25.540 --> 01:15:44.740 We also have some self paced training and some short videos. So there is a self paced course on Tipasa borrowing workflows. There are short videos on things like printing bookstraps and return labels and, how to deal with requests that are expiring or overdue or unfilled. 256 Rick Newell 01:15:47.380 --> 01:15:51.540 I also want to point out that you can get to the community center from the need help menu. 257 Rick Newell 01:15:55.700 --> 01:16:02.940 I already have it open and this is the Tipasa community. This is a really good place to have discussions with other libraries or to. 258 Rick Newell 01:16:05.780 --> 01:16:24.580 Find out about Tipasa news, events that are coming up, ideas is where you can submit your own enhancement requests or you can search enhancement requests that have already been submitted and you can vote on them. You can access a roadmap what's planned for, for the future into processa. 259 Rick Newell 01:16:25.500 --> 01:16:35.940 There's also a link to, Tipasa system status, so if there's a planned maintenance, that would be, that would be listed here. 260 Rick Newell 01:16:37.860 --> 01:16:41.940 So this is a lot of really useful information, so I encourage you to take advantage of that. 261 Rick Newell 01:16:47.580 --> 01:16:53.900 As I mentioned, there's a knowledge check quiz that takes about three minutes and I'll put that link in chat. 262 Rick Newell 01:17:03.540 --> 01:17:07.180 And as you're exiting this, Webex session that will. 263 Rick Newell 01:17:08.660 --> 01:17:28.140 I encourage you to take advantage of that, that will again as I said, take about three minutes and it will just kind of remind you of some things that we covered in today's session. So I will be sending out the recording link to everyone who registered for the session, and of course that's also available on that help page that that we discussed. 264 Rick Newell 01:17:29.300 --> 01:17:49.140 We do have three more Tipasa training sessions this month, one next Wednesday on lending workflows, the following Wednesday on a copyright management and the following week it might be on a Tuesday on document delivery, so I encourage you to register for those sessions if you're not already. So. 265 Rick Newell 01:17:49.620 --> 01:18:00.700 If you have additional questions, I will be online in the session for a few more minutes. Otherwise, I want to thank you all for coming today. Hope you enjoy using Tapasa and have a great rest of your day. Thanks.