seal 2.0 / illiad manual for library staff...seal 2.0 / illiad documentation – introduction...
TRANSCRIPT
SEAL 2.0 / ILLiad
MANUAL FOR LIBRARY STAFF
Amy Hillick, SUNY Orange
Zachary Spalding, Southeastern NY Library Resources Council
Southeastern NY Library Resources Council 2
Southeastern NY Library Resources Council 3
SEAL 2.0 / ILLiad documentation – Introduction
Southeastern Access to Libraries version 2.0 (SEAL) – the SEAL ILL System, developed and
administered by Southeastern NY Library Resources Council, includes a virtual union catalog
and requesting via email. The virtual union catalog is hosted by Index Data and includes links to
the catalogs of academic, public, school and special libraries in the eight (Columbia, Dutchess,
Greene, Orange, Putnam, Rockland, Sullivan, and Ulster) county region of southeastern New
York State.
One ILLiad workflow is being offered for the email based SEAL system. Version updates that
affect the suggested workflow will be published on an as needed basis. Please feel free to
adopt these procedures or modify them to best suit your local needs.
We appreciate your help to make this system work smoothly and efficiently. “Interlibrary loan is
based on a tradition of sharing resources between various types and sizes of libraries and rests
on the belief that no library, no matter how large or well supported, is self-sufficient. It is also
evident that some libraries are net lenders and others are net borrowers, but the system of
interlibrary loan still rests on the belief that all libraries should be willing to lend if they are
willing to borrow.” Quoted from the Southeastern Regional Interlibrary Loan Code.
Thank you to Amy Hillick, SUNY Orange for developing these procedures and to Mark Sullivan,
IDS Project for developing the SEAL addon! They helped make it possible for ILLiad users to
import SEAL requests easily and place requests to other libraries in the Southeastern region.
Judy Fischetti
Member Services Librarian
Southeastern NY Library Resources Council
January 3, 2017
Southeastern NY Library Resources Council 4
Contents
Lending processing (Loans) ........................................................................................................................... 5
Borrowing processing (Loans) ....................................................................................................................... 8
Request in process .................................................................................................................................... 8
SEAL Addon ............................................................................................................................................. 11
Addresses Maintenance ...................................................................................................................... 12
Group Maintenance ............................................................................................................................ 13
Systems notes for workflow ....................................................................................................................... 13
Borrowing ................................................................................................................................................ 13
Direct Request ..................................................................................................................................... 13
Custom queue (optional) .................................................................................................................... 14
Reasons for Cancellation ..................................................................................................................... 14
ILLiad custom emails/notifications ......................................................................................................... 15
Email routing (Lending) ....................................................................................................................... 19
Custom Searches ................................................................................................................................. 20
Requests .............................................................................................................................................. 21
Lender Addresses ............................................................................................................................... 22
Statistics ...................................................................................................................................................... 22
Southeastern NY Library Resources Council 5
Lending processing (Loans)
An email will arrive from. . . . SENYLRC SEAL [email protected] with the subject line “ILL
Request from another library ILL# 2016-40.”
1. Open the requesting library’s Lender Address record and click on Add Request. Please
check that the address you have matches what is in the email request. If you need to
add a new address record please consult https://prometheus.atlas-
sys.com/display/illiad/Adding+and+Modifying+Address+Records
Southeastern NY Library Resources Council 6
2. Set Request type, Doc type, and make sure the System ID is set to OTH. A request from
SEAL could be either for a book/loan or article. The request notification will let you
know. Make sure you have the correct request and doc type when adding to ILLiad.
3. Then click on the SEAL Email Import Tab.
4. For this step you will have to copy the text of the email from your email program to
ILLiad. When in your email reading the request, copy all the text, then switch back to
this screen in ILLiad and right click in the white space and select paste. Then click on the
import arrow at the top.
Southeastern NY Library Resources Council 7
5. You will be switched back to the detail screen for the request
6. Take one of the steps below.
a. Save the request to go to Awaiting Lending Request Processing.
OR
b. Manual routing can be used if needed.
7. Process as a normal Lending request until “Update Stacks Searching.”
8. After Mark Found is clicked on in ILLiad, return to the email and verify that your library
will be filling the request by clicking Yes. If the request is being cancelled, click No to
send notification to the borrowing library.
9. At this point you can use all the ILLiad functions to track and monitor this loan. So
features like renewal, overdue notices, and recall can be handle the same way you are
doing them in ILLiad now. You can find some customized email templates on page 12 of
this manual that you might find useful for working with other libraries in SEAL.
Southeastern NY Library Resources Council 8
Borrowing processing (Loans)
Please note: If you intend to use the same request form, the ILL number, OCLC Number,
Lending String and System ID all need to be cleared of OCLC data to prevent the request from
continually returning to Awaiting Unfilled Processing.
Please note that the presence of an e-journal holding in SEAL does not mean that the item is
available for ILL. If you plan to create a request in SEAL first, please route it to Awaiting
Copyright Clearance if it was published in the last five years.
Request in process If you patron have submit a request to you through ILLiad, you can easily check SEAL and make
the request within ILLiad.
1. Double click on Awaiting Request Processing and open the request.
Southeastern NY Library Resources Council 9
2. From this window click on SEAL Search.
3. A SEAL search will happen automatically. When you find the item you are looking for,
you may click on the request button and ILLiad will automatically log you into SEAL to
make the request. At this point please consult the SEAL manual to be familiar with
making requests.
4. When the other library responds to the request, you will want to update the status of
the request in ILLiad to let the patron know it was filled or to note you need to request it
from another location.
An email with the subject line ILL Request Filled ILL# 2016-49 may prompt a change in ILLiad
status to Request Sent.
An email with the subject line ILL Request Not Filled ILL# 2016-49 will result in a repeat of the
SEAL addon search process or you may have to try another service to fill the request.
Remember to cancel the unfilled request in OCLC request!
Southeastern NY Library Resources Council 10
Please refer to the systems note Reasons for Cancellation.
Southeastern NY Library Resources Council 11
ILLiad SEAL Addon
This addon will have to be installed on each ILLiad client computer; you can download it at the following
site:
http://www.senylrc.org/seal
The download is a zip file called seal.zip; unzip the file and place the unzipped seal folder in
c:\Program Files (x86)\ILLiad\Addons folder.
After you log into ILLiad go over the SEAL addon settings by clicking on the system tab and then
Manage Addons.
Then click on SEAL Catalog and make sure Active is set to Yes and then enter the username and
password for your SEAL account
Southeastern NY Library Resources Council 12
Addresses Maintenance
If you wish to add all SEAL libraries ahead of time or verify all their information, SENYLRC can
provide a spread sheet with their information upon request.
OCLC will load lender address records for a fee, an ILLiad library hosting their own server can
load them using SQL Management Studio, or the records can be edited manually.
1. When reviewing address records please review the following fields:
a. Disable ISO upon system changeover.
b. Add phone, fax, Odyssey, email.
c. Merge records for the libraries that are currently using OCLC unless you have a
need to keep separate statistics. For a list of active OCLC symbols in the region
consult http://www.senylrc.org/senyoclc
d. Change the Default Shipping Loan to SEAL if you wish to make these records
searchable in the system using that field. To add SEAL to the list, go to the
Customization Manager—System Billing – Setup—BillingShippingFees. Click New
Record.
Southeastern NY Library Resources Council 13
Group Maintenance
A SEAL group may be used for statistical purposes.
https://prometheus.atlas-sys.com/display/illiad/ILLiad+Groups+Maintenance
ILLiad Client – System – Other – Groups Maintenance
Systems notes for workflow
Borrowing
Direct Request
If you plan to create a new request in Borrowing, it may be necessary to edit your Direct
Request Sending Routing Rule to prevent the new request from going out automatically.
Southeastern NY Library Resources Council 14
Custom queue (optional)
https://prometheus.atlas-sys.com/display/illiad/Creating+Custom+Queues
Reasons for Cancellation
CM—Borrowing—Cancellations--ReasonsForCancellation
Southeastern NY Library Resources Council 15
ILLiad custom emails/notifications System documentation for setup custom emails
https://prometheus.atlas-sys.com/display/illiad/Creating+and+Editing+Email+Templates
https://prometheus.atlas-sys.com/display/illiad/Adding+Email+Routing+Rules
https://prometheus.atlas-sys.com/display/illiad/Email+Routing
https://prometheus.atlas-sys.com/display/illiad/Sending+Emails+Using+Email+Routing
Email templates are created using the Notification Templates tab in the Customization
Manager. Email routing also needs to be set up for full functionality.
Southeastern NY Library Resources Council 16
Lending Notifications – Recall
Dear <#LenderAddress.LibraryName>,
SEAL Number: <#Transaction.ILLNumber>
Loan Title: <#LoanTitle>
Loan Author: <#LoanAuthor>
TN: <#TransactionNumber>
is being recalled. Please return it to us as soon as possible.
Interlibrary Loan office hours are <#BorrowingHours>.
Thank you for the rapid return of this item.
If you have any questions about this e-mail please contact us at
<#LocalInfo.LendingEMailAddress>
Our office phone number is <#LocalInfo.LendingPhone>.
Sincerely,
<#LocalInfo.LendingContactName>
<#LibraryName>
Southeastern NY Library Resources Council 17
Lending Notifications – Renewal denied
Dear <#LenderAddress.LibraryName>,
A request you have placed for renewal of: Title: <#LoanTitle> Author: <#LoanAuthor> SEAL Number: <#Transaction.ILLNumber> TN: <#TransactionNumber> has been denied. Please return it as soon as possible. If you have any questions, please contact the Interlibrary Loan office at <#LocalInfo.LendingEMailAddress> or <#LocalInfo.LendingPhone> with the ILLiad Transaction Number <#TransactionNumber>. Sincerely, Interlibrary Loan Staff Questions and comments regarding ILL policies and procedures may be directed to <#GeneralEMailAddress>. Our office phone number is <#BorrowingPhone>. ILL office hours are <#BorrowingHours>.
Southeastern NY Library Resources Council 18
Lending Notifications – Renewed
Dear <#LenderAddress.LibraryName>, The renewal you have requested for <#LoanTitle> has been approved, it is now due: <#DueDate> Title: <#LoanTitle> Author: <#LoanAuthor> SEAL ILL number: <#Transaction.ILLNumber> Please refer to our contact information below if you have questions regarding your request. When contacting us, please have the transaction number <#TransactionNumber> available. Sincerely, Interlibrary Loan Staff Questions and comments regarding ILL policies and procedures may be directed to <#GeneralEMailAddress>. Our office phone number is <#BorrowingPhone>. ILL office hours are <#BorrowingHours>.
Southeastern NY Library Resources Council 19
Email routing (Lending)
Customization Manager – System – Email – EmailRouting
Southeastern NY Library Resources Council 20
Borrowing Notifications
Standard Renewal OK, Renewal NO, and Recall messages are functional.
Custom Searches
Custom searches for tracking can be built by clicking on the Custom Search for requests or
lender addresses.
https://prometheus.atlas-sys.com/display/illiad/Custom+Search+Conditions+and+Filters
https://prometheus.atlas-sys.com/display/illiad/Saving+Custom+Search+Queries
Southeastern NY Library Resources Council 21
Requests
Southeastern NY Library Resources Council 22
Lender Addresses
Statistics The Fill Rate report, available in Borrowing and Lending, may provide data on submitted, cancelled, in
process, and filled requests for the SEAL ILLiad group as well as any other in region group. OCLC libraries
in SEAL can be in multiple groups or separated depending on your reporting requirements. SENYLRC will
also be providing statistics.