workflow toolkit

Workflow Toolkit

Cyril Oberlander, SUNY Geneseo&

Harriet Sleggs, SUNY Geneseo

Presented @ IDS Conference, August 4-6, 2008Materials available for download at www.idsproject.org

IDS Project

Workflow ToolkitCyril Oberlander & Harriet Sleggs, SUNY Geneseo

IDS Project Conference 2008

Workflow ToolkitWhat is it?Collection of documentation to improve workflow

• ILLiad Settings & Templates

• Best Practices & Techniques

• Email.txt files & Word Templates

• Version 1 is a download of useful files today

• Version 2 will be a wiki with dynamic tutorials

Workflow ToolkitRequirements before we start…• In order to implement most of these, you need access to the

ILLiad’s customization manager, and write access to your server’s Email, Print, and PDF or Elec Del Folders.

• Most of the files in the Workflow Toolkit use ILLiad Local Info values and don’t require editing, but some of the illustrations for email routings require local emails, etc., so configure those to your own needs.

Workflow Toolkit Chapter 1 – General Tips & Intro

Best Practice and Holdings

OCLC Print holdings closed

OPAC Print holdings closed but refer to

Online holdings

OCLC eSerials Holdings Update only attaches

symbol, not holdings

A Solution?PRINT v. 1-44 (1947-1990) |ONLINE v. 38- (1984- ) ILL OK

Chapter 2 Workflow Toolkit – BorrowingEmail Routing for Borrowing means you can use an email to…• Send ALA forms• Send NLM a request• Send other libraries a request

for renewal or resend• Bill users for lost materials• Automate delivery of full text• Send Acquisitions a purchase

request• Send users; renewal or recall

notices, or just a question about a request.

• And More…

Email Routings record all emails sent about a request, and it can change the transaction status of the request.

Streamlined Routing forFull Text Requests to

Document Delivery

IDS ConferenceSUNY Oswego

August 4-6, 2008

Double Click on

Awaiting Request

Processing

Double Click on Article

request

Search fo

r

journal

Open journal

finder and paste

title in

journals

tab

Double Click

on database

DRAFT 7/29/2008

Double Click on

Full Text li

nk to

open article

as

PDF

DRAFT 7/29/2008

Click on File and

then Save to

PDF folder by TN #

Previous Process

Route request

to Document Delivery

Switch to Docume

nt Delivery

Menu

Print Docume

nt Delivery Pull Slips

Refresh Status

Info

Update Document Delivery

Search Results

Notify Electron

ic Delivery

7/29/2008

7/29/2008

Reminder -

Click on File and

Save to PDF

folder by TN #

7/29/2008

Click on

email and

select Full

Text @ Milne

All you have

to do…

Click Send

All that is automated…

1.Status changes to Delivered to

Web2.Email routing pushes to “Milne

Del to Web”

3.Routing rule changes from Borrow

to Doc Del to Del to Web

4.Counts as a Document Delivery fill

Create text file for this email routing.(refer to Email Routing in Workflow toolkit)

Create email routing

Create email routing rule

(For additional help – Refer to

Toolkit and/or ILLiad Knowledge

Base:

http://www.atlas-sys.com/kb)

Reminder - there are 3 pieces that need to be in place before using the new email routing

•Create text file

•Create email routing

•Create routing rule

Workflow Toolkit Chapter 2 – Borrowing

Workflow Toolkit Chapter 3 – Custom Holdings & Direct Request

Workflow Toolkit Chapter 4 - Lending

Workflow Toolkit Chapter 5 – Document Delivery

Workflow Toolkit – Word Templates(See chapters: Borrowing, Lending, Document Delivery)

BorrowingLoanSlips

No user mailing

address info; my

deliverme = Hold for Pickup

Quick module guide:

B=Borrowing D=Doc. Delivery

L=Lending

Quick module & request type

indicatorPaper folds

In half

User & Processing

Info. Citation Information

Easy to find

on the holds

shelf

Return to Borrowing Library

(When ILLiad 8 arrives, it will include

a return to lending library label)

CITEDVOLUM

Used for notes

1. Warning; as you edit… MERGEFIELDS HIDE2. Using IFs to hide irrelevant fields – no value – not visible3. Article fields in Loan slips are for

chapter requests

Borrowing Return Slips

For regional courier services, IF BillingAddress2 has text LAND, it prints LAND in Red; IDS Project is BillingAddress1, and HUB is Address4

Lending

DeliveredBy Ship To

Odyssey flag

Quick module guide:

B=Borrowing D=Doc. Delivery

L=Lending

Citation Information

Library, User & Processing

Info.CITEDVOLUM

Used for notes Quick module

& request type

indicator

IDS Project

LAND & RRLC

IDS Project

Document Delivery (loan) – for home or department Delivery

You can do the same with which library to pickup from, i.e. NVTGC, and other ILLiad fields

I chose “Mail to Address”So ship to my address

appears here

For users who don’t want electronic delivery,

the form says “No Electronic Delivery”

Delivery Info Delivered

by Info

Library, User & Processing &

Copyright Info.

Citation Information

Document Delivery (articles) – for Paging or Storage requests

Quick module guide:

B=Borrowing

D=Doc. Delivery

L=Lending

Workflow ToolkitThank you & Questions? Suggestions?