WEBVTT 1 "Sarah Robledo" (779069696) 00:00:12.119 --> 00:00:32.119 Welcome to the introduction to World Share ILL prepare and plan course. Please feel free to drop questions in the chat at any time. We'll, I'll make sure they're addressed. I am alone in today's class. The person who usually insists me is out on vacation, so I will do my best to keep an eye on the chat. But if I miss anything, it's not intentional I will try to answer everything at the end. 2 "Sarah Robledo" (779069696) 00:00:32.119 --> 00:00:34.590 I do miss anything as I'm going along, but. 3 "Sarah Robledo" (779069696) 00:00:34.590 --> 00:00:54.150 It will just be me today This session is part of a two course introductory series for World Share ILL. The 1st course get started covers the basics like logging in for the 1st time. 4 "Sarah Robledo" (779069696) 00:00:54.150 --> 00:01:14.150 Navigating the interface and creating staff accounts. Today's course is prepare and plan, which builds on that foundation. You can register for their course and recordings are available afterwards. If you register through the community center events page, you're automatically set to your. 5 "Sarah Robledo" (779069696) 00:01:14.150 --> 00:01:16.470 Receive a training badge after this session. 6 "Sarah Robledo" (779069696) 00:01:16.470 --> 00:01:36.470 If you didn't register that way or if you're watching the recording, you can still receive the badge by completing the form at the URL of the screen. I'll also paste it into our chat. Give me one moment here while I grab that for you guys. 7 "Sarah Robledo" (779069696) 00:01:40.170 --> 00:01:59.850 So that's in the chat. Here's what we'll cover today. Four topics designed to improve your experience and speed up your ILO process. By the end, you'll know the basic configuration steps to set up ILO for your library. 8 "Sarah Robledo" (779069696) 00:01:59.850 --> 00:02:16.050 Such as how to update your OCLC policies directory page, the service configuration options you'll want to prepare, how to pre select preferred libraries as a borrower or as a lender. 9 "Sarah Robledo" (779069696) 00:02:16.050 --> 00:02:33.630 How to set up automation for parts of the World Share ILL workflow, and we'll also highlight where to find documentation, short tutorial videos, and how to contact OCLC support. Before we dive in, let's learn a few key terms you'll hear today. 10 "Sarah Robledo" (779069696) 00:02:33.630 --> 00:02:52.590 Borrowing library is a library requesting the items. The lending library is the library supplying the items. A lender string is a list of prospective lenders for a request. A loan is a physical item like a book or DVD that must be returned. 11 "Sarah Robledo" (779069696) 00:02:52.590 --> 00:03:10.800 A copy is a reproduction like an article PDF or a chapter scan. OCLC supplier indicates whether your library lends in the system. Days to respond is how long your request stays with the lender for an action. 12 "Sarah Robledo" (779069696) 00:03:10.800 --> 00:03:26.400 Deflections are rules that allow the system to respond NO on your behalf. OCLC groups are groups configured by OCLC on behalf of libraries, and fulfillment is the when the item was successfully supplied by the lender. 13 "Sarah Robledo" (779069696) 00:03:26.400 --> 00:03:42.810 And I'll also share a link to the glossary here. 1 s. I'll pop that in the chat as well. 14 "Sarah Robledo" (779069696) 00:03:42.810 --> 00:04:02.010 So why is it important to prepare and plan for world share ILL? Because configuration you set now saves time later, reduces errors, speeds up processing, and helps when issues arise. For what I'm showing you today, you'll need an admin role on your account to update your oclc's policies directory and to set up configuration in the service config. 15 "Sarah Robledo" (779069696) 00:04:02.010 --> 00:04:20.790 If your library is part of resource sharing for groups, oclc's implementation team configures automation and requestability for in group requests. If you also handle requests outside your group, you'll want to prepare for those as well by updating your policies directory page. 16 "Sarah Robledo" (779069696) 00:04:20.790 --> 00:04:39.179 So the 1st thing we're gonna look at is updating your OCLC policies directory, and to find that you'll go log into your instance of World Share ILL and it's on the homepage under quick links and you'll see it here under other for policies directory. So let me go ahead and get logged into my institution. One moment, please. 17 "Sarah Robledo" (779069696) 00:04:51.179 --> 00:05:11.179 Okay, so now you should be seeing my instance, my internal instance of worldshare in our library alone. And like I said earlier, it's gonna be on the homepage under quick links, you'll see it under the other category. 18 "Sarah Robledo" (779069696) 00:05:11.179 --> 00:05:27.179 And you can click policies directory, and since I had admin permissions, it automatically logs me into my institution's policies directory. If you don't have admin permissions, you're gonna wanna meet with one of your colleagues who has those to get in here. So you'll open up. 19 "Sarah Robledo" (779069696) 00:05:27.179 --> 00:05:47.179 On the profile tab, and the most important thing on this tab is this OCLC supplier status right here. So if you click edit next to it, you can toggle your OCLC supplier from yes to NO, you'll want to set NO if you do not want to receive lending requests and you'll want to. 20 "Sarah Robledo" (779069696) 00:05:47.179 --> 00:05:49.589 But yes, if you do want to lend. 21 "Sarah Robledo" (779069696) 00:05:49.589 --> 00:06:08.879 And then underneath that, you'll choose your days to respond. The default is four days for each, but you can choose anything from one to 20 days. Weekends and US national holidays are not counted and they can be different. So if you want two days for your copies and four days for your loans, you can have it that way. 22 "Sarah Robledo" (779069696) 00:06:08.879 --> 00:06:25.199 And then when you're done, you'll click save. And now you are an OCLC supplier and these are your days to respond. If at any point you wanted to change that, you could click edit and make those changes. Now, a lot of institutions are closed. 23 "Sarah Robledo" (779069696) 00:06:25.199 --> 00:06:41.669 For whether it be like an academic break or construction and they don't want to be a supplier during that time, you don't have to go to your profiles tab and turn off your supplier status, you can actually schedule a closure. So to do that, we're gonna go over to the schedule tab, and then under closures. 24 "Sarah Robledo" (779069696) 00:06:41.669 --> 00:06:57.179 We'll click add, and then we'll give it a name so falls coming up, so we'll put fall break. And then you have to choose the type, and we'll say academic break, and then you'll give it a start and end date. 25 "Sarah Robledo" (779069696) 00:06:57.179 --> 00:07:17.179 So let's say, 18 November to 3 December and then you have to choose if you're an OCLC supplier during this time. So since my institution is gonna be completely closed, we don't want to get any lending requests, I'm gonna say NO. So I won't receive any. 26 "Sarah Robledo" (779069696) 00:07:17.179 --> 00:07:18.599 That's during that time. 27 "Sarah Robledo" (779069696) 00:07:18.599 --> 00:07:38.599 And then I can go ahead and click save, and the system knows to turn off my OCLC supplier status during that time. You can edit it or delete it when it's over, but that is an optional thing if you just wanna temporarily pause your OCLC supplier status. The other thing on this tab that. 28 "Sarah Robledo" (779069696) 00:07:38.599 --> 00:07:57.269 Is recommended but not required is your operating hours, so this is your library's hours that you're open. It's really great for any libraries that are doing any worldshire ILL interactions with you because they know when to contact you. So just like a closure, you would click this add button. 29 "Sarah Robledo" (779069696) 00:07:57.269 --> 00:08:17.269 Give it a name, select a start and end day. So if you have the same hours Monday through Friday, you can select that and then do your opening time to the time you close. We do get the question a lot what happens if we have one day that's unique, because a lot of places have a. 30 "Sarah Robledo" (779069696) 00:08:17.269 --> 00:08:21.869 Saturday or Sunday hour that's shorter than the rest of the week, you would just simply. 31 "Sarah Robledo" (779069696) 00:08:21.869 --> 00:08:40.469 Put the start date and the end date as the same day. And then when you're finished, you click save, and then this is how it looks so that other libraries who might be interacting with you in brochure ILL, NO one's best to contact you. Again, it's not necessary, but it is recommended. 32 "Sarah Robledo" (779069696) 00:08:40.469 --> 00:09:00.469 And then the next tab we're gonna look at is the contacts tab. Just like with our operating hours, it's not necessary to have contacts, but we really, really strongly recommend that you at least have a general contact so that if anything goes wrong with one of your inner library alone interactions that somebody. 33 "Sarah Robledo" (779069696) 00:09:00.469 --> 00:09:09.719 We'll have a way to get in contact with you from another library. So we do recommend at least a general, but you can add as many as you'd like. And again, you would just simply click add. 34 "Sarah Robledo" (779069696) 00:09:09.719 --> 00:09:29.719 Select the contact type and then fill it out as detailed as you possibly can. But you don't need all of them, but we do really recommend at least a general. The next tab we're gonna look at is this collections tab. 35 "Sarah Robledo" (779069696) 00:09:29.719 --> 00:09:34.109 And this is for the those special collections with special rules, so. 36 "Sarah Robledo" (779069696) 00:09:34.109 --> 00:09:54.109 You can see right now we have a special collection that's hardy Boys 1st editions and we don't circulate those. So that's where you can add those special collections that might be fragile or valuable that you don't want to circulate. So I can simply click add, put a new collection name. So maybe we have the Nancy Drew complete 1st editions, and we would say that those. 37 "Sarah Robledo" (779069696) 00:09:54.109 --> 00:10:13.499 Those don't circulate, and then you can put a note in here if you'd like. And then you can just click save. And then later when creating copies and loan policies, you can reference these collections and assign any special rules or policies that maybe needed. 38 "Sarah Robledo" (779069696) 00:10:13.499 --> 00:10:31.259 And then the very last tab here in the policies directory is the policies tab, which is probably the most popular one and the reason that you're hidden here the most. And here, there are three areas. There's your deflection policies, there's your copies policies, and there's your loan policies. 39 "Sarah Robledo" (779069696) 00:10:31.259 --> 00:10:51.239 So deflections let the system answer NO on behalf of your library based on your library's rules or policies. My colleague goes into detail on this profile tab in her worldshare ILL lending course, and there are also short videos, but we will go over it here a little bit. We don't go too in depth. So to add a new deflection, you would click add. 40 "Sarah Robledo" (779069696) 00:10:51.239 --> 00:11:08.879 And then you would give it a name, and then you have to choose the request type. So are you deflecting copies loans or copies or loans? And then you have to choose the deflection type. So do you want a real time deflection? 41 "Sarah Robledo" (779069696) 00:11:08.879 --> 00:11:28.879 Do you want real time deflection except when you're the last in the lender string or do you want to disable this deflection? You can deflect based on borrower maximum costs. You can deflect certain borrowers, certain items, and then this one's really popular. You can deflect based on material H So a lot of libraries don't like to loan out. 42 "Sarah Robledo" (779069696) 00:11:28.879 --> 00:11:33.869 Newer items because they're popular and valuable at their location, so you could say I don't wanna. 43 "Sarah Robledo" (779069696) 00:11:33.869 --> 00:11:53.669 I want to deflect any request that's less than a year. You could do that here. Conversely, if you've got very old items and they're fragile and valuable, you can deflect those. So if you don't wanna blend out anything over 50 years, you could go ahead and deflect that here. And then add any notes and you would click save at the end. 44 "Sarah Robledo" (779069696) 00:11:56.099 --> 00:12:15.479 So what will happen is the system will look into your deflection policy and request that match your deflections will automatically be answered NO, and will not be arrived, will not arrive at your library. In the interface, items that you're deflecting show with green checks, items excluded from deflections show as a red X. 45 "Sarah Robledo" (779069696) 00:12:15.479 --> 00:12:35.159 So that's deflections, and again, my colleague goes into deflections even more in depth in her lending course, so definitely look into that if you're interested. The next thing we're gonna look at is the copies policy, and so these are your policies for those digital items that you have. 46 "Sarah Robledo" (779069696) 00:12:35.159 --> 00:12:54.239 You want to use this to communicate your rules to borrowers. It does not block requests, so it doesn't act like a deflection. It's not gonna do anything automatically for you. It's kind of a read only, information area for other libraries who might want to add you to their lender strings. So this is how you're gonna share information about your copies policies. 47 "Sarah Robledo" (779069696) 00:12:54.239 --> 00:13:10.589 And just like before, you would click add, but there it goes, give a policy name, choose the copy type, any fees associated with your policies. 48 "Sarah Robledo" (779069696) 00:13:10.589 --> 00:13:30.589 Any borrower information, item information, and then any delivery information as well. And then you could click save. And when other institutions are looking at this, items that you are deflecting will show as green checks or sorry. So that's wrong. Green checks indicate what you do some. 49 "Sarah Robledo" (779069696) 00:13:30.589 --> 00:13:36.119 Apply Red X's show what you don't. So this is different than deflecting. 50 "Sarah Robledo" (779069696) 00:13:36.119 --> 00:13:56.119 Green checks indicate what you supply red X's or what you don't. Very similarly, the loans policy is gonna be your library's policy for your physical items such as books. Again, it is read only. It is not gonna deflect anything on your behalf, so anything you put. 51 "Sarah Robledo" (779069696) 00:13:56.119 --> 00:13:58.289 Here is just information only. 52 "Sarah Robledo" (779069696) 00:13:58.289 --> 00:14:18.289 You would simply click add again, put in the policy name because these are physical items, there is a little bit more information that you can add such as how long you're gonna loan out an item and how many times that item can be renewed. Once the borrowing institution hits those maximum renewals, the renewal option will. 53 "Sarah Robledo" (779069696) 00:14:18.289 --> 00:14:23.579 Completely dis disappear from the interface so they won't be able to renew it past what you've set. 54 "Sarah Robledo" (779069696) 00:14:23.579 --> 00:14:43.579 Any fees associated with any of your loans, any borrowing information. And then this items area is where we can include those collections such as the Nancy drew or the Hardy Boys 1st edition, and make special rules for those. And then you can add any delivery information as well. 55 "Sarah Robledo" (779069696) 00:14:43.579 --> 00:14:44.249 While. 56 "Sarah Robledo" (779069696) 00:14:44.249 --> 00:15:04.249 And then you click save. Rachel's asking, are all the categories under policies only relevant to institution that will be lenders? Yes, typically that's where people would come in here to see if they're building a lender string if you lend out the. 57 "Sarah Robledo" (779069696) 00:15:04.249 --> 00:15:22.529 Material that they are interested in. So unless anybody else can think of any other, reason that somebody would use it, but I think that's typically the only reason that people come in here just to kind of see if that you're a good candidate for a borrowing request. Good question. 58 "Sarah Robledo" (779069696) 00:15:25.289 --> 00:15:45.289 All right, and then just like with copies, green checks equals something that you will supply Red X means not supplied, and it just helps other libraries understand your rules for supplying ILL. So that's a really quick overview of our policies directory and all the different cabs. And again, if you have. 59 "Sarah Robledo" (779069696) 00:15:45.289 --> 00:15:49.289 More questions about the deflection area which is kind of a confusing area. 60 "Sarah Robledo" (779069696) 00:15:49.289 --> 00:16:09.289 I do recommend that you sign up for that lending course to learn some more information. Alright let me pull my PowerPoint back up. 1 s. 61 "Sarah Robledo" (779069696) 00:16:09.289 --> 00:16:17.189 Alright, so now we're gonna move on. 62 "Sarah Robledo" (779069696) 00:16:17.189 --> 00:16:37.189 To the OCLC service configuration where you can customize how your library uses worldshare ILL, even if it's not your responsibility to manage configurations for your library, it's important to know where these settings come from, so you understand what's happening in your system. So just like with policies directory, you do need the admin role in your account to make changes. 63 "Sarah Robledo" (779069696) 00:16:39.389 --> 00:16:59.389 And just like with policies directory, we do access it from our intern library alone homepage, at least for now, I believe that actually this is gonna change here. I think next month you're gonna access service, the policies directory inside the service config next month, I believe, so my class will look a little different next month, but for now we are still. 64 "Sarah Robledo" (779069696) 00:16:59.389 --> 00:17:02.669 Going to access everything here under the other. 65 "Sarah Robledo" (779069696) 00:17:02.669 --> 00:17:21.959 Menu, so I'll show you live. Give me 1 s while I pull it up. Alright, so here we are back at our inner library loan homepage, and then again under quick links and service config, that's where we'll click to access. 66 "Sarah Robledo" (779069696) 00:17:21.959 --> 00:17:41.959 It's gonna have me log in and again because I have those admin permissions, it does take me right into the service configuration. Up here in the top left is where you'll see your username. If you have any questions when you're working in the service config, you can go ahead and contact support here. You can change the interface language. 67 "Sarah Robledo" (779069696) 00:17:41.959 --> 00:18:00.929 Here and you can sign out here as well. Service configuration is where you control many of the options that shape your ILL workflow, and we're gonna get started here on the left side panel. Most of what we'll be working with today is in World Share ILL, so we'll click in here. 68 "Sarah Robledo" (779069696) 00:18:00.929 --> 00:18:20.929 And the 1st thing we're gonna look at is constant data, which is one of my favorite things in World Share ILL. So constant data stores your library's standard information so you don't have to type it for every request. It saves time and helps avoid mistakes. 69 "Sarah Robledo" (779069696) 00:18:20.929 --> 00:18:41.149 You can create as many constant data records as you want, but don't create so many that it becomes confusing. We do recommend at least one for loan and one for copy. Let's create one constant data record together. Under borrower data here, we're in the borrower data tab. You will see that there's a default. 70 "Sarah Robledo" (779069696) 00:18:41.149 --> 00:19:00.029 All our data constant data already here, but it doesn't specify loan or copy, so that's why we recommend that you create those at the very least for your institution. So to create a new one, we would simply select create new. 71 "Sarah Robledo" (779069696) 00:19:00.029 --> 00:19:17.879 And give it a name. So I'm gonna call mine Reloan Ohio, and then give it a description that reminds you and your colleagues while you created this what record. So we'll do libraries. 72 "Sarah Robledo" (779069696) 00:19:17.879 --> 00:19:33.449 In Ohio at NO cost. And then you can add a need before date. To do so, you would put a plus sign and then the amount of days that you would like to add to every request. So I'm gonna say 30 days. 73 "Sarah Robledo" (779069696) 00:19:33.449 --> 00:19:53.449 And then we need to check request type. We're gonna do physical loans, so we'll click on that. You can put any addition information in. And then this is the really important part and the part that needs to be accurate and it's the part that's gonna save you a lot, a lot of time when creating your borrowing request. 74 "Sarah Robledo" (779069696) 00:19:53.449 --> 00:19:56.849 And that is the shipping information. 75 "Sarah Robledo" (779069696) 00:19:56.849 --> 00:20:15.929 So you'd put, put as much in here as you possibly can. What's really important is the name, the address, the phone number, and the email. So we'll go ahead and put a name in, and address, the phone number. 76 "Sarah Robledo" (779069696) 00:20:15.929 --> 00:20:35.279 And then the email, and then for billing information, if it's different, you would want to fill this in, but if it's the same as shipping, you could go ahead and click this little box and it'll pull the information over for you. 77 "Sarah Robledo" (779069696) 00:20:35.279 --> 00:20:55.279 And then at this point you can make any borrowing notes if you have any and you if this was a copy constant data record, you could add your electronic delivery, but these are physical items, so we're gonna skip that. The one thing that we do want to have is the maximum cost. So since we're doing free items. 78 "Sarah Robledo" (779069696) 00:20:55.279 --> 00:21:11.129 In Ohio I'm gonna make this 0.00. Please make sure that you enter that in there. It's very important because if you leave this blank, you'll be responsible for whatever the lender charges. And there is the option to change the currency. 79 "Sarah Robledo" (779069696) 00:21:11.129 --> 00:21:31.129 I'm in the United States so it's USD, but there is also Canadian dollars, euros, UK pounds, and South African rant. And then when you're all finished, you're gonna click save, but my service config is. 80 "Sarah Robledo" (779069696) 00:21:31.129 --> 00:21:49.109 Little slow. Oh, it's because it's just ok gotta change this. Hold on. 81 "Sarah Robledo" (779069696) 00:21:56.819 --> 00:22:13.889 Now we can click save. And now your constant data record is ready. You can edit or delete it at any time, but then if you toggle over to lender data, there is a default and that works pretty well, so it's. 82 "Sarah Robledo" (779069696) 00:22:13.889 --> 00:22:33.889 Is optional if you wanted to create additional constant data for your lender, but we do recommend again for borrowed data to create at least a copy and a loan constant data record. All right. And then one of the. 83 "Sarah Robledo" (779069696) 00:22:33.889 --> 00:22:41.789 Things that's new here, we've done some updates to the service configuration. You'll see that there's persistent setting up here and you can toggle this on. 84 "Sarah Robledo" (779069696) 00:22:41.789 --> 00:23:01.789 If you're using automation, we do recommend leaving this unchecked. If it's checked, the system will automatically reapply the last constant data you used, which can cause errors, so it's better to apply the right record manually or through automation. So we, if you're using automation, just go ahead and leave this unchecked, but that is new. It's been added to this page. It will. 85 "Sarah Robledo" (779069696) 00:23:01.789 --> 00:23:03.479 Wasn't here before. 86 "Sarah Robledo" (779069696) 00:23:03.479 --> 00:23:22.589 A couple things are a little different here in the service config as we start getting ready for that big update next month. So the next thing we're gonna look at is the knowledge base integration, which is under here under world share ILL ILL and then knowledge base integration. 87 "Sarah Robledo" (779069696) 00:23:22.589 --> 00:23:42.179 You can turn this on if your library has added electronic collections to the Worldcat knowledge base, but this enabled when a page one submits an ILL request or when you process a lending request, the system checks your library's coverage. If you hold the item electronically, a link appears in the ILL request details. So. 88 "Sarah Robledo" (779069696) 00:23:42.179 --> 00:24:02.179 You can also when you click this it also gives you the option to determine if the system can automatically respond NO if you don't have the item in your knowledge base too, so you can click that as well. And then when you're done, just make sure you click save. And then a new tab that we didn't have before is this internal staff notifications below the knowledge base. 89 "Sarah Robledo" (779069696) 00:24:02.179 --> 00:24:20.249 This integration. If you click here, the article exchange notifications, this feature allows lenders to supply copies through article exchange. If you'd like to be notified when this happens, you can enter up to five email addresses here. So if you click in. 90 "Sarah Robledo" (779069696) 00:24:20.249 --> 00:24:40.249 You have the op the option to add up to five emails, and then you can preview and send test emails. For unfilled request notification, if NO library fills one of your borrowing requests, you can receive a notification. Again, if you turn this on, you can do up to five emails. 91 "Sarah Robledo" (779069696) 00:24:40.249 --> 00:24:58.979 Emails and preview and send a test email. There's also the option as a lender to be notified when new requests arrive at your library. If you turn this on, you can add up to five emails just like before. The one thing when you're doing this is it's easy to forget. 92 "Sarah Robledo" (779069696) 00:24:58.979 --> 00:25:14.429 To click save, it's kind of small down here. Make sure when you make any changes that you're clicking save down there at the bottom of the page. So you can repaint any of your changes. Alright, let me go back to the PowerPoint to show you the next thing. 93 "Sarah Robledo" (779069696) 00:25:14.429 --> 00:25:34.429 Finally, let's set up the online catalog linking so staff can quickly check availability in your OAPAC from within World Share ILL. 94 "Sarah Robledo" (779069696) 00:25:34.429 --> 00:25:51.869 So in service configuration, under Worldcat registry, you'll click online catalog, and then you're gonna wanna enable the feature, and then from the dropdown, select your library system and enter your catalogs URL and then click save. 95 "Sarah Robledo" (779069696) 00:25:51.869 --> 00:26:09.059 Once configured, your library's name will appear as a hyperlink in ILLF forms and holding displays. This lets you or other libraries click directly into your catalog to confirm item availability. 96 "Sarah Robledo" (779069696) 00:26:09.059 --> 00:26:26.609 So that's something that's really important when people are creating, lender strings because they want to add libraries that they know have their item in, so they're more likely to get it. So it's good to see your real time availability, so we do recommend that you do this. 97 "Sarah Robledo" (779069696) 00:26:29.129 --> 00:26:48.659 Alright, now let's talk about custom holdings, which let you pre select libraries you prefer to borrow from or lend to. It's an option for borrowers and lenders. Custom holdings save time, reduce costs, and improve turnaround by giving the system a set of preferred libraries to choose from. 98 "Sarah Robledo" (779069696) 00:26:48.659 --> 00:27:08.659 Why use them a few common reasons? As a borrower, you can pre select libraries that don't charge fees. You can prioritize nearby libraries for faster delivery of physical items. For copies, you can prioritize libraries with shorter response times, are those known for supplying electronic items quickly, as a lender. 99 "Sarah Robledo" (779069696) 00:27:08.659 --> 00:27:18.719 You can create custom holdings to prioritize barrowers or exclude libraries you don't want or can't supply to. 100 "Sarah Robledo" (779069696) 00:27:18.719 --> 00:27:38.719 Here's how they work. A custom holdings group is a set of libraries that meet your criteria. A custom holdings path tells the system the order in which to search those groups when building a lender string. Our learner guide has a link to a short video on how to create custom holdings as well as a link to the documentation. Let me grab that for you guys, 1 s here. 101 "Sarah Robledo" (779069696) 00:27:38.719 --> 00:27:56.549 I'll put it in the chat cause custom holdings can be a little confusing, so that's now in the chat. 102 "Sarah Robledo" (779069696) 00:27:56.549 --> 00:28:12.809 E.g., you might want to create a group of zero cost libraries and a group of regional libraries close to you. Then you can build a path that tells the system to check those groups 1st when filling requests. So let's go live to look at these custom holdings. 103 "Sarah Robledo" (779069696) 00:28:12.809 --> 00:28:32.399 So let me bring up my institution again, one moment here ok so we're back in the service config and then under World Share ILL, we're gonna go to custom holdings groups. 104 "Sarah Robledo" (779069696) 00:28:32.399 --> 00:28:48.719 And then we're gonna go ahead and click create a new custom holdings group. And then the form will be empty for us to fill out. So the 1st thing we're gonna do is give it a name. I'm gonna do. 105 "Sarah Robledo" (779069696) 00:28:48.719 --> 00:29:07.769 New Mexico libraries. And then for the description, I'm gonna put libraries in New Mexico with NO cost. Now you need to add library symbols to the group. 106 "Sarah Robledo" (779069696) 00:29:07.769 --> 00:29:23.249 You can copy and paste symbols from a notepad or you can search the policies directory directly. So I've kept my policies directory. I see a question came in. If I create a new custom holdings group, are the other libraries that I added notify. 107 "Sarah Robledo" (779069696) 00:29:23.249 --> 00:29:43.249 No, it's just on your end. That's fully on your end. Good question. You're welcome. Okay, so we're gonna go back into policies directory, that's why I kept it open. The policies directory has this wonderful search function to. 108 "Sarah Robledo" (779069696) 00:29:43.249 --> 00:29:51.899 Find those institutions that match the custom holdings group that you are creating. So since we want. 109 "Sarah Robledo" (779069696) 00:29:51.899 --> 00:30:11.899 Well, 1st things 1st, I always select OCLC supplier. I only want to see libraries that are lending currently, and then you can choose your states, and since we're doing New Mexico, I would select that and then I want New Mexico libraries that loan for free. 110 "Sarah Robledo" (779069696) 00:30:11.899 --> 00:30:14.669 So I'm gonna put 0.00 here. 111 "Sarah Robledo" (779069696) 00:30:14.669 --> 00:30:33.719 And then I'm gonna click search. And then the policies directory gives me 38 institutions that match that criteria that I have. And you don't have to go through and copy and paste all these symbols and then go back to the service config. There's this little option right here in blue that says display symbols. 112 "Sarah Robledo" (779069696) 00:30:33.719 --> 00:30:50.039 If you click here, you can just quickly copy all those OCLC symbols, then toggle back to your OCLC service configuration and select add and edit symbols, and then we can copy and paste them all in here. 113 "Sarah Robledo" (779069696) 00:30:50.039 --> 00:31:10.039 And then we'd select update symbols. If at this point there's a library in here that you don't want to be in your group, you can click this little X and they'll be removed. And when you're done, you would just click save as new. So you've now created. 114 "Sarah Robledo" (779069696) 00:31:10.039 --> 00:31:30.349 Your custom holdings group for new Mexico libraries that supply items with NO cost. You can create multiple groups, edit them later or then delete them at any point too. So down here in the bottom left is where you could go. 115 "Sarah Robledo" (779069696) 00:31:30.349 --> 00:31:49.949 And delete the whole custom holdings group. So the next thing we're gonna do is build the path to tell the system how to use our groups. So right under custom holdings group is custom holdings path. We'll click here. We will create a new custom holdings path. 116 "Sarah Robledo" (779069696) 00:31:49.949 --> 00:32:05.129 Give it a name. So I'm gonna say Southwest libraries, and then give it a brief description. So libraries in the Southwest. 117 "Sarah Robledo" (779069696) 00:32:05.129 --> 00:32:24.239 One at NO cost. And then what you're gonna do is you're gonna go down to all your custom holdings group that you have created and then start adding the ones that fit your criteria. So Arizona's down there. 118 "Sarah Robledo" (779069696) 00:32:24.239 --> 00:32:39.359 Missouri, we just start doing New Mexico. Oh yep, Catherine, that's a great question. That's gonna be the next part when I go over profiled groups. So that is not gonna be one of your. 119 "Sarah Robledo" (779069696) 00:32:39.359 --> 00:32:55.679 Custom holdings groups, that is a profile group and that is in a different area and I'm gonna go right into that. So if you just give me one moment I'll answer that question for you. And then you can just also if you're doing a lot at the same time, an easy tip is you can hit control. 120 "Sarah Robledo" (779069696) 00:32:55.679 --> 00:33:14.159 And then select multiple, so I could do Texas two and then add, if you accidentally add something that doesn't belong in your path, you can remove it by highlighting it and selecting remove. And then once they're over here, you can order them in importance too, so the top. 121 "Sarah Robledo" (779069696) 00:33:14.159 --> 00:33:29.189 Whatever you want to be looked at 1st can you go up the very top? So Charles is asking, is there a way to emit public libraries from. 122 "Sarah Robledo" (779069696) 00:33:29.189 --> 00:33:49.189 The custom holdings path and select only academic libraries you know, I think there might be in the policies directory. I wonder if there's a way to do what type of library. That's a good question, Charles. I don't know how we distinguish. 123 "Sarah Robledo" (779069696) 00:33:49.189 --> 00:33:50.609 Between. 124 "Sarah Robledo" (779069696) 00:33:50.609 --> 00:34:10.609 I've never done that before. Let me, I'm gonna write that down and I'll get back to you on that cause I'm not sure that should be something that we can do because otherwise you would have to go through and then just remove them from the from the group. So yeah. There might be some profile groups that are only academic libraries too, so that might be. 125 "Sarah Robledo" (779069696) 00:34:10.609 --> 00:34:22.229 Another thing that you could use instead of creating your own group, but yeah, I don't see anything over here on my search criteria. And James yes, we do send a copy of the transcript. 126 "Sarah Robledo" (779069696) 00:34:22.229 --> 00:34:40.559 As well as that you'll, there'll be a full recording of today's training that you can see too that will come with the email. Yeah, that makes sense to Charles. Yeah, you would definitely need something like that then. There might be a profile group. I'm gonna, I'll talk with my colleagues too. There might just be a. 127 "Sarah Robledo" (779069696) 00:34:40.559 --> 00:34:57.449 It might just be easier for you with a profile group than creating your own groups. Oh, yeah, NO problem James. Okay, so that is our, how we would create. 128 "Sarah Robledo" (779069696) 00:34:57.449 --> 00:35:16.409 A custom holdings group and a custom holdings path. One really important thing to know though is if you need to delete a group, you need to 1st remove it from any path it belongs to. If you try to delete it without doing this, you'll get an error message and I do actually have the error message here. So let me pull it up for you 1 s. 129 "Sarah Robledo" (779069696) 00:35:23.759 --> 00:35:43.759 So, if we try to delete the group. 130 "Sarah Robledo" (779069696) 00:35:43.759 --> 00:36:01.739 Before removing it from the past, you'll get this error that says we apologize, there seems to be a problem with the module you are accessing. Please come back later or try a different module, so you need to remove the group from the path or delete the passwords referenced, then delete the group in order to not get this error. 131 "Sarah Robledo" (779069696) 00:36:04.439 --> 00:36:21.989 All right. And so this is the question that we had earlier about Elvis. So in addition to groups that you build, OCLC maintains profile groups on behalf of libraries, and this might be where we have something that might help, Charles you with the medical colleges. 132 "Sarah Robledo" (779069696) 00:36:21.989 --> 00:36:41.989 Some of our most popular profile groups are the express program. That's for fast turnaround of digital items usually within 18 h. Our e books are libraries with rights to lend entire ebooks. Film our libraries supplying auto visual materials free of charge. Long is libraries. 133 "Sarah Robledo" (779069696) 00:36:41.989 --> 00:36:51.599 Is offering loan periods of twelve plus weeks and then probably our most popular is Elvis, which is library is very interested in sharing resources free of charge. 134 "Sarah Robledo" (779069696) 00:36:51.599 --> 00:37:11.599 To join one of these profile groups, you do need to email OCLC resource sharing@OCLC.org. And if we pull up where we just were, I'm gonna go right back right under these custom holdings groups are our profile groups that we. 135 "Sarah Robledo" (779069696) 00:37:11.599 --> 00:37:17.219 Have signed up for. So you could add these custom holdings paths so I could scroll down. 136 "Sarah Robledo" (779069696) 00:37:17.219 --> 00:37:32.699 Until I see Elvis, Right here, and then I could add it to this custom holdings path, and then I could order it wherever I want it in the list. 137 "Sarah Robledo" (779069696) 00:37:32.699 --> 00:37:52.699 You can delete, so say that you, subscribe to these lists, but you don't want all the libraries that are in Elvis, you can delete those libraries, but you have to go back to custom holdings groups 1st. And then from the custom holdings group dropdown you have to select it. So let me go into Elvis here. 138 "Sarah Robledo" (779069696) 00:37:54.479 --> 00:38:14.479 There it is. And then like before, you could go through and start deselecting the libraries. So that might be an option Charles, if you see public libraries instead of academic libraries that might work, but there's gotta be an easier way so I will research that for you. 139 "Sarah Robledo" (779069696) 00:38:14.479 --> 00:38:34.850 But yeah, that's how you'd remove some from the profile group Elvis if you want to, and then you would just click save. The only exception to the, to the profile group is the express program libraries. Twice a year, you'll receive a list of participants and then from. 140 "Sarah Robledo" (779069696) 00:38:34.850 --> 00:38:42.180 From this, the library must create the custom holdings group 1st with those symbols from the list and then create the custom holdings path. 141 "Sarah Robledo" (779069696) 00:38:42.180 --> 00:39:00.210 You also have to name both the group and the path as express programs. So what I'm gonna do really quick is I'm gonna show how to create a fast copies group. So we're gonna go back to custom holdings group and then I'm gonna create a new custom holdings group. 142 "Sarah Robledo" (779069696) 00:39:02.400 --> 00:39:20.760 And I'm gonna manually create a fast copies group. So I'm gonna call this simply fast copies, and then my description is get copies fast. And then once again, we have to add those symbols. If you already have them, you could just copy and paste them here. 143 "Sarah Robledo" (779069696) 00:39:20.760 --> 00:39:39.150 I'm gonna go back to the policies directory and I'm gonna reset this search so that we can find institutions that will supply us copies quickly. So the 1st thing I'm gonna do like always is check that they're an OCLC supplier, then under days to respond, I'm gonna select four. 144 "Sarah Robledo" (779069696) 00:39:39.150 --> 00:39:59.150 Because I want those copies fast I want them within four days. We're gonna go ahead and click out. The other thing that we do recommend when you're trying to get copies really fast is open it up to internal international lenders because it's a copy. You might have a student, you know how students are, who at 02:00 in the morning needs an article in your library. 145 "Sarah Robledo" (779069696) 00:39:59.150 --> 00:40:18.840 Is not open, but maybe somewhere in the UK is and they can supply that article to them faster. So you can come in here and then you do want to make sure that you're selecting where you are 1st. So since I'm in the United States, I'm gonna want to make sure that I am selecting that. 146 "Sarah Robledo" (779069696) 00:40:18.840 --> 00:40:36.420 Ah, I don't know why it's, and then selecting other countries so that maybe if we're closed they can get it earlier. So I'll do New Zealand. 147 "Sarah Robledo" (779069696) 00:40:36.420 --> 00:40:56.420 We can see them all there. And then if you wanted free copies, you would add that here. And then you could do your search. This gives me a huge amount of results because we opened it to international lenders. So I've got an overwhelming 1666 institutions that match what I'm searching for. You don't need. 148 "Sarah Robledo" (779069696) 00:40:56.420 --> 00:41:01.590 You put all of that into your service configuration, you could just do a chunk. 149 "Sarah Robledo" (779069696) 00:41:01.590 --> 00:41:17.160 Of them so I could copy this, then go on here, add or edit the symbols, put them in here, update symbols, and then again at this point, if there's anything I wanted to remove, I could. 150 "Sarah Robledo" (779069696) 00:41:17.160 --> 00:41:37.160 By clicking the little Xs and then when you're done, you're gonna click save. So this will, this has created a custom holdings group then we can go make a custom holdings path that allows us. 151 "Sarah Robledo" (779069696) 00:41:37.160 --> 00:41:38.880 This to get. 152 "Sarah Robledo" (779069696) 00:41:38.880 --> 00:41:58.880 Digital copies quickly. Alright. After you create your constant data and customer holdings, you can then configure automation to allow the system to automatically apply your customer data and customer holdings and other options to speed up the process. 153 "Sarah Robledo" (779069696) 00:41:58.880 --> 00:42:04.290 Processing of your request instead of doing everything manually. 154 "Sarah Robledo" (779069696) 00:42:04.290 --> 00:42:24.290 So the next part we're gonna look at, let me go back to my PowerPoint here is setting. 155 "Sarah Robledo" (779069696) 00:42:24.290 --> 00:42:25.950 Up automation. 156 "Sarah Robledo" (779069696) 00:42:25.950 --> 00:42:45.950 So automation saves you time by letting the system apply your rules instead of handling every request manually. You can create automations both as a borrowing library and as a lending library. And this can be a confusing topic, so we do have documentat. 157 "Sarah Robledo" (779069696) 00:42:45.950 --> 00:42:54.090 And self paced training that you can access and let me go ahead and put that in the chat for you guys. 158 "Sarah Robledo" (779069696) 00:42:54.090 --> 00:43:14.090 Because even when teaching it, this is like one of the most difficult pieces, so let me put that additional information in here So that's in the chat and then now. 159 "Sarah Robledo" (779069696) 00:43:14.090 --> 00:43:20.400 We're gonna go live to see the automated requests manager together. 160 "Sarah Robledo" (779069696) 00:43:20.400 --> 00:43:37.890 Let me get on my powerpoints. All right, so we're back in our service configuration. We are now gonna go to World share ILL and then we're gonna click on automated request manager. It defaults to the borrowing tab. 161 "Sarah Robledo" (779069696) 00:43:37.890 --> 00:43:55.440 And as a borrowing library, automation can match the best bill geographic record. Check your worldcap holdings to see if you already own the item. Reference your cus your knowledge base if you've turned that on inner library alone options and use your custom holdings groups and pass to build a lender string. 162 "Sarah Robledo" (779069696) 00:43:55.440 --> 00:44:15.440 So we're gonna go ahead and create an automation together. So we'll click add new, and we'll give it a name. I'm gonna name it loan, and then you have to assign a priority for this automation lower numbers equal higher priority. So the system applies the lowest number 1st for this. 163 "Sarah Robledo" (779069696) 00:44:15.440 --> 00:44:17.880 Example I'm gonna give it a priority of ten. 164 "Sarah Robledo" (779069696) 00:44:17.880 --> 00:44:36.780 And then we have to define our matches. There are multiple things that you can match on. So we've got format, material age, language, patront type, department, request type, and resource. 165 "Sarah Robledo" (779069696) 00:44:36.780 --> 00:44:54.480 Request sources. I'm gonna do formats since I am doing a loan automation. I'm gonna check those items that are physical. So, just like before, when we're highlighting, we can click and hold control. 166 "Sarah Robledo" (779069696) 00:44:54.480 --> 00:45:14.480 To select multiple at the same time, so a max physical score, we can highlight all those. And then you can define your actions. So from the actions tab, we can apply constant data like we created. 167 "Sarah Robledo" (779069696) 00:45:15.660 --> 00:45:35.660 And then we could select free loan, so we'll automatically apply that constant data for us, and then we could do another, add another action. You can select the vendor string, route request to review or send requests directly to lenders. If you. 168 "Sarah Robledo" (779069696) 00:45:35.660 --> 00:45:48.780 You select brought request to review somebody at your institution can review the request before it goes off or if you trust the automations completely, you can just send it right off to the lenders. I'm gonna go ahead and click build lender string. 169 "Sarah Robledo" (779069696) 00:45:48.780 --> 00:46:08.040 And then we can choose and then the lenders, so we'll do free cop oh free loans, and then you have to add exceptions. 170 "Sarah Robledo" (779069696) 00:46:12.360 --> 00:46:29.790 So you can add an exception if it's a duplicate request you want to review it or if it's held by a custom holdings group route to review or if it's held by my institution route to review. So you can always add those and you can add more than one. You can just click clicking these add buttons, and then when you're done, you're gonna click save. 171 "Sarah Robledo" (779069696) 00:46:29.790 --> 00:46:45.030 And you've created a new automation. So, how does this work then when you're an inner library alone? So let's toggle back over to my institution, my instance, and we're just gonna do a search for a book, so. 172 "Sarah Robledo" (779069696) 00:46:45.030 --> 00:47:02.400 I'm gonna do happy place by Emily Henry. And then you'll gonna want to verify with your customers this the one that you're interested in? And when they say yes, that's the right one, it's super easy. You're just gonna go create request. 173 "Sarah Robledo" (779069696) 00:47:02.400 --> 00:47:19.890 And then since we have automation set up for loans, you can just go send to automation and it'll take care of it from there for you. If you have set it up that you want to review it before they go off, you will see those under borrowing requests. 174 "Sarah Robledo" (779069696) 00:47:22.620 --> 00:47:42.620 Awaiting new for review or NO, awaiting. Hold on 1 s. I believe it's a new new for review. Yes, and then you can send it off. If not it would be in product produced and that means it goes straight off to the library. You don't want to review it 1st. 175 "Sarah Robledo" (779069696) 00:47:42.620 --> 00:48:02.750 And then if they agreed to supply it and you're interested to see what automation was attached to it, you would simply go to in transit, which means a library is providing you that item, click into it, and then in this request, you can see request history, and this is where you would see what automation. 176 "Sarah Robledo" (779069696) 00:48:02.750 --> 00:48:12.960 And was applied. This is a test instance, so we do not actually have automations fully set up, we don't actually do real requests. You know, that would mess up. 177 "Sarah Robledo" (779069696) 00:48:12.960 --> 00:48:28.290 Library's all over, so there is actually NO automation attached to it, but if this was a real library instance and you had that set up, you would be able to see what automation was applied here. Alright. 178 "Sarah Robledo" (779069696) 00:48:28.290 --> 00:48:46.440 And then if we toggle over to lending, as a lending library, automations can check your deflections, check your supplier status, look at your knowledge base holdings if you turn that on inner library loan options. Respect your group affiliations, days to respond and turnaround time. 179 "Sarah Robledo" (779069696) 00:48:46.440 --> 00:49:01.470 And even check real time availability in your catalog if it's configured. If the item is checked out, the system will skip your library and the lender string. So just like when we did with the borrowing automation for lending, you would just click add new. 180 "Sarah Robledo" (779069696) 00:49:01.470 --> 00:49:19.230 You would give it a name, define your matches. So here we have the options barrower group, format and request type. And then you would define your actions such as applying constant data, and then you would click save. 181 "Sarah Robledo" (779069696) 00:49:19.230 --> 00:49:34.530 So with this setup, the system will only send your library request that you are ready to fulfill. That saves you time and prevents unfillable requests. So why does automation matter? 182 "Sarah Robledo" (779069696) 00:49:34.530 --> 00:49:54.300 As a borrowing library, the system looks into the library and the lender string that can reply fast. So we'll look to see if the library has configured automations and if they have it, they will automatically skip that lender and move up the lender string as fast as possible to get to the lenders who can supply that item. For lenders, it filters requests so you can only get what they supply. 183 "Sarah Robledo" (779069696) 00:49:55.740 --> 00:50:15.740 Alright, let's go back to our PowerPoint. I know that's a lot. We go over a lot in this course. 184 "Sarah Robledo" (779069696) 00:50:15.740 --> 00:50:22.740 We've now walked through the four major topics for today's session. You've seen how to update your policies directory page. 185 "Sarah Robledo" (779069696) 00:50:22.740 --> 00:50:40.170 Configure service configuration settings such as constant data, notifications printing, and catalog linking. We've created custom holding groups and paths and understood oclc's profile groups, and we've set up automation to streamline borrowing and lending workflows. 186 "Sarah Robledo" (779069696) 00:50:40.170 --> 00:51:00.170 Together these steps save you time, minimize errors and speed up your processing and your library's ILL service. As you begin using worldshare ILL, remember you're not on your own. OCLC provides extensive support and training resources. From your worldshare ILL instance, look in the upper right corner underneath help to access the OCL. 187 "Sarah Robledo" (779069696) 00:51:00.170 --> 00:51:04.680 C support portal. You can go directly to help.OCLC.org as well. 188 "Sarah Robledo" (779069696) 00:51:04.680 --> 00:51:23.910 In the support portal, select resource sharing, World Share inter library alone, and here you'll find step by step instructions for all the features we covered today. A short tutorial videos on specific topics like creating deflection policies or setting up automation and documents organized by topics so you can quickly find what you need. 189 "Sarah Robledo" (779069696) 00:51:23.910 --> 00:51:42.330 You'll also receive a follow up email with links to today's recording, the handout, as well as a copy of the presentation with all the links in the screenshots, so if you didn't copy all the links from the chat, it's ok. You'll get them. That way we'll have direct references for everything we discussed. 190 "Sarah Robledo" (779069696) 00:51:42.330 --> 00:52:01.620 Today's session was part of the introduction to World Share ILL series. After this, you can register for the next courses. There's the World Share borrowing course, which goes into more detail about borrower workflows and the World Share ILL lending, which focuses on lender configuration and best practices. 191 "Sarah Robledo" (779069696) 00:52:01.620 --> 00:52:21.620 You're welcome to register for either or both depending on your responsibilities. And then my colleague created this quiz that can test your knowledge after completing these introductory courses. So let me go ahead and I'll grab that URL and send it to you guys if you're interested in taking it. 192 "Sarah Robledo" (779069696) 00:52:21.620 --> 00:52:30.720 Right. 193 "Sarah Robledo" (779069696) 00:52:30.720 --> 00:52:47.010 So I've added that to the chat. Alright, so we've reached the end of today's session. You guys did really well. I know it's a lot of information, and I appreciate your participation. There was a lot of really wonderful questions. I will follow up. 194 "Sarah Robledo" (779069696) 00:52:47.010 --> 00:53:07.010 With you about, filtering out those public libraries Charles cause, yeah, that's a good question. I'm not sure there's gotta be a way that we can do that. When you leave the session, a window will pop up on your screen. Please take a moment to complete the evaluation form. We really value your. 195 "Sarah Robledo" (779069696) 00:53:07.010 --> 00:53:23.910 Feedback and thank you again for joining me for the introduction to Roster ILL prepare and plan class. You'll receive a follow up email with all resources we mentioned, and for any additional training questions, please feel free to contact us at training@OCLC.org, and I'll stick around if you guys have any questions. 196 "Sarah Robledo" (779069696) 00:53:23.910 --> 00:53:35.360 Okay thank you.