WEBVTT 1 "Sarah Robledo" (1735562496) 00:00:06.360 --> 00:00:23.130 So let's begin. Hi everyone and welcome. I'm Sarah Robletto, part of the member education team here at OCLC. I'm glad you're here with me today as we take a look at how to get started with world Chair ILL. This session is designed for those of you who are brand new or maybe just brushing up on how to use the system. 2 "Sarah Robledo" (1735562496) 00:00:27.780 --> 00:00:44.070 Today's session is one of two introductory sessions. You're in the Get started class. The other class is called Prepare and plan, and that one focuses more on configuration and settings and way to streamline your processes. You can register here for one or both of the classes. 3 "Sarah Robledo" (1735562496) 00:00:44.070 --> 00:01:04.070 If you registered through the community center, you're automatically enrolled to receive a training badge. If not, you can click on the link on this form, and I'll share the link in the chat or Lucia will share the link, looks like she already has. So you can still request one by sending into the community center using your library's name or OCLC symbol. 4 "Sarah Robledo" (1735562496) 00:01:04.070 --> 00:01:23.190 Again, we will both be monitoring the chat throughout our session, so feel free to ask any questions at any time. We'll also have time for a Q and A at the end. By the end of this session, you will learn the basic steps in worldshare ILL to help you start using the service. 5 "Sarah Robledo" (1735562496) 00:01:23.190 --> 00:01:42.240 1st, we'll explore the basic concept of the service. Second, you will learn how to log into Worldshark ILL for the 1st time and navigate through the options. 3rd, we will explore the search options that will help you find the best philiographic record match for your ILL request. 6 "Sarah Robledo" (1735562496) 00:01:42.240 --> 00:02:00.840 Finally, we'll touch on how lone and copy requests are created in the system and where you can find more documentation and how you can contact OCLC support. We also have a link where we offer several short video tutorials on topics related to worldshare ILL. 7 "Sarah Robledo" (1735562496) 00:02:10.140 --> 00:02:27.300 Let's begin with our 1st topic we'll be touching on today, the basics of World Share ILL. To understand how World Share ILL works, we must 1st discuss the database that's built around called Worldcat. This is the world's largest library catalog containing data from tens of thousands of libraries around the globe. 8 "Sarah Robledo" (1735562496) 00:02:27.300 --> 00:02:47.300 World Share ILL is built on top of the shared resource. As a borrowing library, you can use Worldcap to search for materials and identify libraries that own the items. As a lender, you can make your libraries holdings visible for others to request. Every library in the OCLC system has. 9 "Sarah Robledo" (1735562496) 00:02:47.300 --> 00:02:52.080 The unique OCLC symbol, sort of like a shorthandered an ID for your institution. 10 "Sarah Robledo" (1735562496) 00:02:52.080 --> 00:03:09.450 You can see some examples of these OCLC symbols by looking at the screenshot on the right side of the screen. You'll see these symbols used throughout World Share ILL when identifying borrowers and lenders. So we'll talk about, I'll use it on. 11 "Sarah Robledo" (1735562496) 00:03:09.450 --> 00:03:26.190 Key terms are WorldShare ILL terminology and here's some phrases that I might use. So the borrowing library is the one placing the request. The lending library is the one fulfilling the request. The lender string is a list of potential lenders and there is a max of 15. 12 "Sarah Robledo" (1735562496) 00:03:26.190 --> 00:03:45.840 Per lender string. Loan versus copy loans are for physical items, copies are for scans of articles, chapters, etc. Days to respond is how long a request stays before the request moves to the next lender. Deflections are policies that automatically say NO to request based on your settings. 13 "Sarah Robledo" (1735562496) 00:03:45.840 --> 00:04:04.890 OCLC groups are created by OCLC on behalf of libraries. This can be consortias or other groups of agreements. And then fulfillment is when the item is supplied by the lender. There's also a link to the OCLC glossary on the learner guide, and I believe Lucia also shared it. Thank you Lucia, you're on top of it today. 14 "Sarah Robledo" (1735562496) 00:04:13.290 --> 00:04:30.119 So how does it work? When you go to world share to request an item as a borrowing library, these following things happen. 1st, you search worldcap for an item and locate the item. Then you have your lender string populate with your selected lenders. 15 "Sarah Robledo" (1735562496) 00:04:30.119 --> 00:04:47.849 Next you send the request to your chosen lenders. Finally, you manage the request and you update the request in the system when the item arrives, and in addition for physical items, you manage the request to update the request in the system when your patron is done with the material. Then the item is returned to the owner. 16 "Sarah Robledo" (1735562496) 00:04:47.849 --> 00:05:07.849 You can have some of these steps automated to save you some time. We'll discuss this more in 2nd part of the series, prepare and plan. After searching and finding your item, you then select the lender string to populate any requests. 17 "Sarah Robledo" (1735562496) 00:05:09.329 --> 00:05:29.329 Again, you can select up to 15 libraries at a time. Each library in your lender string has a default of four days to respond to the request. This does not include US national holidays and weekends. Then the system automatically advances the request from the next lender if a lender doesn't respond or says NO to a request. 18 "Sarah Robledo" (1735562496) 00:05:29.329 --> 00:05:47.399 This means the more lenders you add to the lender string, the better your chance for your request to be fulfilled. And there are options to automate the lender string letting the system populate the lender string automatically based on your configurations. And again, we don't go over that in today's class, but we do in the next class that we have. 19 "Sarah Robledo" (1735562496) 00:05:47.399 --> 00:06:03.059 Prepare and plan. So the request type determines your workflow. Loan requests are initiated and managed by the borrowing library and closed by the lending library when the lender receives the physical material back. 20 "Sarah Robledo" (1735562496) 00:06:03.059 --> 00:06:19.619 Such as a book or a DVD and updates the request in the system, marking the request as closed. Copy requests are initiated by the borrowing library and completed and closed when the borrowing library receives the item and updates the request in the system, marking that as received. 21 "Sarah Robledo" (1735562496) 00:06:19.619 --> 00:06:34.919 Then the system automatically closes the request because there is NO material to be returned. You can use IFM for a request with costs. IFM automates the billing process. 22 "Sarah Robledo" (1735562496) 00:06:34.919 --> 00:06:54.919 Of ILL transactions by debiting the borrowing library and crediting the lending library for costs involved using both libraries OCLC accounts. Both libraries must accept IFM for the process to work. Instead of sending and receiving individual individual charges by each library, the charges go to your OCLC monthly invoice. 23 "Sarah Robledo" (1735562496) 00:06:54.919 --> 00:07:03.599 So IFM solves most of your problems with invoicing and paying invoices for ILL. 24 "Sarah Robledo" (1735562496) 00:07:03.599 --> 00:07:18.659 And then today will also touch on article exchange. Article exchange is part of the service and is an option for lenders to supply copy requests. As a lender, you can drop many files per day per authorization and article exchange. Then automatically create. 25 "Sarah Robledo" (1735562496) 00:07:18.659 --> 00:07:36.989 Then article Exchange automatically creates a unique URL and password to protect the document. Then the borrowing library can forward this unique URL and password to their patron. The document expires in 30 days or after five views. The staff preview view does not count towards those five views. 26 "Sarah Robledo" (1735562496) 00:07:43.259 --> 00:07:58.859 Now it's time for part two. How to log in for the 1st time, navigate through the interface options and create additional staff accounts. So there's two different ways to access worldshare ILL. If you're a new subscriber. 27 "Sarah Robledo" (1735562496) 00:07:58.859 --> 00:08:18.209 With World Share ILL, you'll receive an welcome email that includes your library's custom web address for Worldshare ILL, your libraries, Your ILL username, this can be changed later and I'll show you how to change that here in a bit. And then instructions for setting up your worldshare ILL password. 28 "Sarah Robledo" (1735562496) 00:08:18.209 --> 00:08:38.209 As well as a nine digit authorization number and password for stats. You may also be accessing World Share ILL as a new staff member who already previously had access to World Share ILL. So your libraries already had access. You're gonna want to consult with your colleagues, they maybe able to give you your institutions. 29 "Sarah Robledo" (1735562496) 00:08:38.209 --> 00:08:43.949 This custom web address. If not, you can always contact OCLC customer support to get that. 30 "Sarah Robledo" (1735562496) 00:08:43.949 --> 00:09:02.759 And then a colleague with admin permissions, and it's important they have to have admin permissions, can create a username for you. If a colleague creates the username, you will still have to create your password and I'll show you that in a second. And then usernames can always be changed later later on. 31 "Sarah Robledo" (1735562496) 00:09:02.759 --> 00:09:22.759 So I'm gonna go ahead and pause my screen and I'm gonna get up a live instance. Give me one moment here. 32 "Sarah Robledo" (1735562496) 00:09:27.509 --> 00:09:43.169 Okay, you guys should all be seeing the signed screen for my instance. So the 1st time you log in, you're gonna put your username up here. I'll put trainers, and then you're gonna go ahead and click. 33 "Sarah Robledo" (1735562496) 00:09:43.169 --> 00:10:03.169 Request password. You'll have to enter your username here again and then you'll click request. And then what will happen is the email associated with your username will receive a set of instructions to set a password, so that will be how you set your password for the 1st time. 34 "Sarah Robledo" (1735562496) 00:10:03.169 --> 00:10:08.669 Then you have to come to the login screen and request that password reset or set. 35 "Sarah Robledo" (1735562496) 00:10:08.669 --> 00:10:24.689 Once you've got that, you can come back to your user, the login screen, and then put your username and password in and then click sign in. And this will bring you to your Worldshare internlibrary loan homepage. 36 "Sarah Robledo" (1735562496) 00:10:24.689 --> 00:10:44.689 Up in the top right corner, you will see your username. You can click here. At this point, you can change the branch that you're at, you can change your password or you can log out. We also have this help dropdown, which general help will take you to our documentation for iolo. 37 "Sarah Robledo" (1735562496) 00:10:44.689 --> 00:11:00.869 Contact support will help you open the ticket with our OCLC customer support, and then our community center is a really interesting place where you can connect with other libraries using the service, participate in discussions, suggest ideas to the product team, and learn more about events and updates. 38 "Sarah Robledo" (1735562496) 00:11:00.869 --> 00:11:20.869 Then here on the main page, we'll see that we have a new banner coming up because it looks like we have RSC 26 web series. I'm gonna go ahead and exit out of that. And then we have this quick search. This is how you can find any requests that your library has submitted. So you can either do active requests or closed request and you can change. 39 "Sarah Robledo" (1735562496) 00:11:21.449 --> 00:11:41.449 What you would like to search by. Quick links is very similar to the same functionality you'll see in the left side panel. And then if you go down to turnaround time, as a lender, this shows the average time from receiving a. 40 "Sarah Robledo" (1735562496) 00:11:41.449 --> 00:11:55.919 Request to when the borrower receives the item and then you can toggle over to borrowing and this shows the average time from when your library sends a request to when a supplier responds. You'll see it all here. And you can do copies, loans, and copies and loans for each. 41 "Sarah Robledo" (1735562496) 00:11:55.919 --> 00:12:12.449 Alright, then going up to this left side panel, we have the discover items which allows you to search for items either by all worldcat or your libraries holdings. We also have borrowing requests. 42 "Sarah Robledo" (1735562496) 00:12:12.449 --> 00:12:30.539 Which allows you to manage requester libraries making and lending request, which allows you to manage requester libraries fulfilling. And then we also down here, we'll touch very briefly on the print queue, which is where you can print bookstraps and shipping labels. 43 "Sarah Robledo" (1735562496) 00:12:30.539 --> 00:12:46.559 So for my account, I have an admin role associated with it. So because of that at the very top here where you see inner library alone, you also see a tab for admin, and this is what you need to have to create. 44 "Sarah Robledo" (1735562496) 00:12:46.559 --> 00:13:06.559 Thank you Lucia yes Lucia added some additional information for us in the chat. This is where you would go to see if a account has been made for a staff member or if you need to make a new one. So we'll toggle over here and the 1st thing I always recommend that everybody does regardless of the person's brand new is just. 45 "Sarah Robledo" (1735562496) 00:13:06.559 --> 00:13:11.129 Let's check to see if they have an account yet made. So let's say we have a new. 46 "Sarah Robledo" (1735562496) 00:13:11.129 --> 00:13:30.539 That member named buffy summers. We'll go ahead and search her name 1st to see if it's there and then nope, NO account has been made yet. We can go ahead and safely make her one. So we'll click new user and then the account will open and you don't have to fill out all this. I'm just gonna show you the stuff that is needed. 47 "Sarah Robledo" (1735562496) 00:13:30.539 --> 00:13:49.769 To create a staff account. So we're gonna do buffy, and then our last name is summers. And then barcode is where you would give the username. So this is whatever they're gonna use to log in and this is gonna be what they see up in the top right whenever they're logged in. So we'll do. 48 "Sarah Robledo" (1735562496) 00:13:51.719 --> 00:14:10.679 And then the patrient type is required. So I'm gonna click staff, the registration date auto auto populated for me, and then the home branch is required as well. So I'm gonna select mine. And then the other thing that's very important is the email address. So make sure that you are. 49 "Sarah Robledo" (1735562496) 00:14:10.679 --> 00:14:30.679 Putting that incorrectly because once again, that is how you get the instructions to create your password when you're logging in. And then when you're all finished, you can go ahead and click save. And now an account has been made for buffy. So she can log in. It's just she. 50 "Sarah Robledo" (1735562496) 00:14:30.679 --> 00:14:33.509 Can't do anything with World Share ILO yet. 51 "Sarah Robledo" (1735562496) 00:14:33.509 --> 00:14:53.509 So the next step is that you have to be able to assign roles to her account. And so you'll just scroll down to you see the roles accordion, click on this and then select edit. And these are all the different roles share ILLO roles that you can assign to her staff accounts. I'm not gonna read through all of them, but some important ones are the. 52 "Sarah Robledo" (1735562496) 00:14:53.509 --> 00:15:01.349 Admin role, which is the role that I currently have, and that's why I can see the admin tab and make this account. It allows full access and configuration changes. 53 "Sarah Robledo" (1735562496) 00:15:01.349 --> 00:15:16.829 The ILL user can create a managed request. Report viewer can access statistics, and ILL partners is used when working with libraries outside the system. So you'll go ahead and click whatever permissions you want to give them. 54 "Sarah Robledo" (1735562496) 00:15:16.829 --> 00:15:34.439 And again, Lucia did share our documentation on what each role has associated with, but then you know click save, and now Buffy can log in and then perform those actions because she's been given those roles. 55 "Sarah Robledo" (1735562496) 00:15:34.439 --> 00:15:54.439 If at any point you wanted to edit or delete her account, you would just go and search by name like we did at the beginning. For some reason it does not find here. 56 "Sarah Robledo" (1735562496) 00:15:54.439 --> 00:16:02.549 Hey. 57 "Sarah Robledo" (1735562496) 00:16:02.549 --> 00:16:22.549 I did this earlier today. Okay, here she is. If at any point you needed to edit, you could just go in and edit. You could change her username, you could change the last name if like there's like a marriage situation going on, you can do any of that. Also, this is where you would go then to delete her account, so she's NO longer worked at your library. 58 "Sarah Robledo" (1735562496) 00:16:22.549 --> 00:16:31.499 Right, you would go up here to the top right and select the account. We do recommend that you do this whenever somebody leaves so that they don't have access to your worldshare ILLO any longer. 59 "Sarah Robledo" (1735562496) 00:16:31.499 --> 00:16:51.499 So we'll go ahead and delete, and then it'll let you know on the bottom right that the user has been successfully deleted. So that's our admin tab in creating a new staff account, editing it and deleting it. We're gonna go back to our in our library alone tab, and then we're gonna look at searching now. 60 "Sarah Robledo" (1735562496) 00:16:51.499 --> 00:17:10.319 So there's three different types of searching. There's a basic search, there is an expert search and then an advanced search. The basic search is when you go in and click discover items. Again, we're gonna scope to all worldcat, and then we're gonna search either using. 61 "Sarah Robledo" (1735562496) 00:17:10.319 --> 00:17:30.319 ISBN, ISSN or OCLC number for best results as these are unique. I'll kind of show you if you do a keyword search, let's do one for the book, the colored purple. So just this basic search brings back kind of an overwhelming amount of results. We've got. 62 "Sarah Robledo" (1735562496) 00:17:30.319 --> 00:17:48.509 Over 22000 results and the book that we're actually interested in is the 3rd result brought back and you kind of expect that at the top. So if we change this to ISBN, oop. 63 "Sarah Robledo" (1735562496) 00:17:51.179 --> 00:18:11.179 And we search, you get it back a much more manageable amount of results. We only have 26 now, and everything on this list is kind of what you would expect to see for that book. So that's our basic search. We also have something called expert searching, which a lot of people. 64 "Sarah Robledo" (1735562496) 00:18:11.179 --> 00:18:29.339 Referred to as power searching as well, but that's where you can use search indexes and Boolean operators to narrow down your search. So to use the expert search, you do have to use the keyword index, and then if you ever forget what search indexes you can use. 65 "Sarah Robledo" (1735562496) 00:18:29.339 --> 00:18:44.819 Or what boolean operators you can use. You can click this little black question mark and it'll give you a little blurb about what some of the search indexes you can use and some of the boolean operators. Just. 66 "Sarah Robledo" (1735562496) 00:18:44.819 --> 00:19:04.819 Remember that when you use the boolean operators and or or not, they almost be capitalized. And then there's also a link out to even more search indexes if you wanted to look at those. So I'll kind of demonstrate why this is important. Let's say we did a search for. 67 "Sarah Robledo" (1735562496) 00:19:04.819 --> 00:19:21.899 A very popular book, the Fault in our Stars. You get back a lot of results over 2000. If we wanted to use that expert search, we could do title, the fault in our stars. 68 "Sarah Robledo" (1735562496) 00:19:21.899 --> 00:19:41.039 And then all capitalized and for the Boolean operator, author for another search index green, and then hit search, and you get still a pretty big list, but this is much more manageable, 671 and the book that we do want is at the very top. It's our 1st result. 69 "Sarah Robledo" (1735562496) 00:19:41.039 --> 00:19:59.189 So it is helpful. The last type of search that we have is expert search or advanced search. Advanced search allows you to combine up to five indexes and add filters like format, language or publisher. You can use truncation tools like the pound sign to replace single letters. 70 "Sarah Robledo" (1735562496) 00:19:59.189 --> 00:20:14.309 Or an asterisk to replace multiple letters. Just make sure to have at least two letters before the asterisk. So we'll go ahead and look at this live, but 1st I'm gonna pull up my PowerPoint once again, 1 s here. 71 "Sarah Robledo" (1735562496) 00:20:42.059 --> 00:21:01.349 Okay, so let's say we had a customer named Stephen King Walkin and he wants two items to be placed to request on world Chair ILL. So the 1st one is a loan request, the book, the hero with a thousand faces, and remember a loan request means he wants the physical item. 72 "Sarah Robledo" (1735562496) 00:21:01.349 --> 00:21:17.009 2nd item is an E resource, an e article for microplastic accumulation and fresh water ecosystems. And that's from the online journal, environmental science, and technology. So we can go ahead. 73 "Sarah Robledo" (1735562496) 00:21:17.009 --> 00:21:37.009 And go to our instance again, and I'm gonna show you how this would work, how we place these holds. Okay, you should all be seeing our World Share Isle instance again, and I actually forgot to show you this is something. 74 "Sarah Robledo" (1735562496) 00:21:37.009 --> 00:21:43.739 Really cool. When you're doing all these searches, you'll kind of notice over here on the left side of the screen. 75 "Sarah Robledo" (1735562496) 00:21:43.739 --> 00:22:00.839 It saves each search that you've run, so you can always go back to them. If you're done with them, you can go ahead and start exiting out of them or you can click this close all tabs button and it will close all your searches. I'm gonna go ahead and clear here and we're gonna go ahead and search for that book. 76 "Sarah Robledo" (1735562496) 00:22:00.839 --> 00:22:20.579 That Steven wanted. So we're gonna do a keyword search for the hero with a thousand faces, and then the author is Campbell. And then this is a loan request so he wants the physical book. 77 "Sarah Robledo" (1735562496) 00:22:20.579 --> 00:22:35.819 So we're gonna make sure the format is for print books, so we'll go down till we find print book and select that, and then click search. So here's all of our search results. They are sorted by. 78 "Sarah Robledo" (1735562496) 00:22:35.819 --> 00:22:55.819 The item with the most holdings. That's the default. You can change it by clicking the sort by option. You can change it to any of these. If you want to make sure that this is actually the book that he, that Stephen wants, you can go over this blue eye, and it kind of gives you a little snapshot. 79 "Sarah Robledo" (1735562496) 00:22:55.819 --> 00:22:56.579 Okay. 80 "Sarah Robledo" (1735562496) 00:22:56.579 --> 00:23:16.579 You have additional information to kind of quickly see if this is the book that he's requesting. So once you've worked with your customer and determined yes, this is the right book, there are two ways to go ahead and send the request. The 1st way I'm gonna show you is the fast way of doing it if you have set up automations. And again, we don't go. 81 "Sarah Robledo" (1735562496) 00:23:16.579 --> 00:23:22.049 Through setting up automations in today's class, we do that in more advanced classes that we offer. 82 "Sarah Robledo" (1735562496) 00:23:22.049 --> 00:23:39.719 But I'll show you how it would work if you do have the automation set up. So once you determine this is the right book, you would select create request and then simply where it says send now, you would send to automation and then that request would go off for you. 83 "Sarah Robledo" (1735562496) 00:23:39.719 --> 00:23:56.099 If you do not have that set up, again, we have classes where we show you how to do that, but you can also do this manually, which I can show you now. So we're gonna go back to the search that we performed. And then we're gonna click on any of the holding information here in the middle. 84 "Sarah Robledo" (1735562496) 00:23:56.099 --> 00:24:11.309 So the 1st thing we have to do, is build our lender string. If you already have created a custom holdings path, and again we show how to create a custom holdings path in our next class, you can select it here. 85 "Sarah Robledo" (1735562496) 00:24:11.309 --> 00:24:27.479 So you can go to filter by custom holdings path, go to the dropdown, and then select it. So I'm gonna do free books, so these are all libraries that alone with, that with NO charge. 86 "Sarah Robledo" (1735562496) 00:24:27.479 --> 00:24:43.109 And then it will populate our lender string for us. So these are all the libraries that we're gonna ask for this book. If you don't have a custom holdings task configured, you can do it manually. So we're gonna go ahead and clear this out. 87 "Sarah Robledo" (1735562496) 00:24:43.109 --> 00:25:03.109 And then clear this out and we're gonna come down here to the list of all the libraries. So the 1st thing I recommend is limiting two libraries that are suppliers. And you can tell their suppliers if it says yes under the supplier column, if there is a little blank, that means that they are not supplying. So you can filter by that so. 88 "Sarah Robledo" (1735562496) 00:25:03.109 --> 00:25:20.219 So I click twice to get all the suppliers to the very top. The next thing you can do when you're trying to determine whether or not to put a library in the lender string is take a look at their policies directory, and you can do that really quick from this page by clicking this little blue eye. 89 "Sarah Robledo" (1735562496) 00:25:20.219 --> 00:25:36.059 And it will take you directly to this institution's policies directory, and then you can click over into their policies and scroll down to see if they even loan out the type of item that you're looking to borrow. So yeah, we can see yep they do. 90 "Sarah Robledo" (1735562496) 00:25:36.059 --> 00:25:52.589 So they'd be a good candidate to put on our lender string so that we can get this item. Another thing you can do is if the library is hyperlinked, if the name is hyperlinked like you see here, you can click in and as long as they've configured it correctly, it should bring you directly to their library catalog. 91 "Sarah Robledo" (1735562496) 00:25:52.589 --> 00:26:11.099 Where you can see real time availability to see if it's available right now and then more likely to supply this book. So we can see at this library, they have it in and available, so it's a good library to put on our lender string. And then once you've determined, hey, that's a good library. 92 "Sarah Robledo" (1735562496) 00:26:11.099 --> 00:26:26.879 You need to put the symbol up in the lender string. You don't actually have to copy and paste it though. Any library that you think would be a good fit, you would simply just click on the yes and then it will bring it up to the lender string for you. So you could just go through. 93 "Sarah Robledo" (1735562496) 00:26:26.879 --> 00:26:46.879 And start adding libraries to your lender string. Again, you can do up to 15, and what's really nice is you can't click a library twice. So you can't accidentally duplicate a library in your lender string once you've clicked it once, it won't allow you to do it again. And then you can get up to 15, and again, the more you have, the better your chances of the. 94 "Sarah Robledo" (1735562496) 00:26:46.879 --> 00:26:50.369 Item being fulfilled. 95 "Sarah Robledo" (1735562496) 00:26:50.369 --> 00:27:07.049 If you had the time, you can create up to 20 lender strings if you would like. So 15 libraries in each lender string, 20 lender strings. You'd be very likely to get that item, most likely then. Alright, I'm gonna go ahead and complete it and put my lender string in. 96 "Sarah Robledo" (1735562496) 00:27:07.049 --> 00:27:25.589 And then we're gonna go ahead and click create request, and this brings you to the request screen. This looks a little different since we had the update. The very 1st thing that I always do and I recommend doing, and we don't show how to create it here, but we do show it in our next class is apply constant data. 97 "Sarah Robledo" (1735562496) 00:27:25.589 --> 00:27:43.889 And it constant data just saves you time because it fills in some of those fields for you, so you're not just repeating, adding the same information over and over again to your request. So I'll go ahead and add that 1st and we'll do free loan. 98 "Sarah Robledo" (1735562496) 00:27:43.889 --> 00:28:02.849 And then as soon as I make any change on this screen, this undo changes button comes up, so if for some reason I wanted to take that off my request, I could just click undo changes and it would take the constant data off. Request quantity is where you could say I want more than one copy if you'd wanted to. 99 "Sarah Robledo" (1735562496) 00:28:02.849 --> 00:28:19.769 You probably want to double check to make sure that the book that you're requesting is correct, so you could do that here. If they wanted a specific item or addition, you could do that here. And then there's also this need before option, so this is really helpful if they have a project. 100 "Sarah Robledo" (1735562496) 00:28:19.769 --> 00:28:37.109 And they're putting a bunch of books on hold and they don't care about getting the book if it doesn't arrive at a certain time. So you can just click this little calendar and then you can select a date which they don't want the book if it hasn't been supplied by then. You can see your lunderstorm here again. 101 "Sarah Robledo" (1735562496) 00:28:37.109 --> 00:28:57.109 And then this is the borrowing libraries information. Electronic delivery doesn't matter right now because we're doing a loan request and a copy request. One really important part is the maximum cost. This is something you can never skip, always make sure there's something in there because if you want items that are free, you have to end enter 0.00. If you. 102 "Sarah Robledo" (1735562496) 00:28:57.109 --> 00:29:10.109 Leave that blank, you'll be responsible for whatever fee the lender charges. So they charge $250 you're responsible for that. So we do like to remind everybody, make sure that the 0.00 is there. 103 "Sarah Robledo" (1735562496) 00:29:10.109 --> 00:29:26.159 The shipping information, this is what that constant data filled in for me to kind of save me some time and put all this information in so I don't have to do it every single time I could create a request. So that would all be in here. And then the next thing that you need to fill out. 104 "Sarah Robledo" (1735562496) 00:29:26.159 --> 00:29:41.699 Is this basic patront information, so we could go ahead and put his name in here so we do even king. And then the other really important thing is his email address that we could do. 105 "Sarah Robledo" (1735562496) 00:29:41.699 --> 00:29:57.989 And then when everything looks good, you can go ahead and send it, and then a request. 106 "Sarah Robledo" (1735562496) 00:29:57.989 --> 00:30:17.969 Will be created and this is the request number. I'm gonna go ahead and copy it really fast before it disappears. And then in the future, as long as nobody has supplied this item, you can make any changes to this request. So if we're still waiting for somebody to supply it, you can go in and make a change. So I'll go ahead. 107 "Sarah Robledo" (1735562496) 00:30:17.969 --> 00:30:35.939 And put the request ID in here and make sure there's NO space and then hit search, and then we'll see the request coming through right here. And then at this point you can make changes. A lot of places like to add notes. 108 "Sarah Robledo" (1735562496) 00:30:35.939 --> 00:30:50.999 And put initials for the staff member who's working on it so I could put my name or my initials and say add note. That will change this tab, so now anybody working on this request could see that there's a staff note here and you could toggle over and see it. 109 "Sarah Robledo" (1735562496) 00:30:50.999 --> 00:31:10.999 There's also this request history tab, which will allow you to see the history of this request. So sometimes that's helpful if you think something's going wrong, you can go in here and check to see if something is off in this request. You can also make any changes here. So let's say they really want. 110 "Sarah Robledo" (1735562496) 00:31:10.999 --> 00:31:16.049 This edition, this specific edition, you could toggle that over. 111 "Sarah Robledo" (1735562496) 00:31:16.049 --> 00:31:33.569 You can also write notes to the borrowing library, and then when you're done, you do wanna go ahead and make sure that you click save because otherwise any change that you made. 112 "Sarah Robledo" (1735562496) 00:31:33.569 --> 00:31:51.689 Will not save. Also, because nobody has said yes to this and supplied the item, you can still cancel this request. So let's say that our customer found this some other way, you could go ahead and click cancel here and then that would cancel the request. 113 "Sarah Robledo" (1735562496) 00:31:51.689 --> 00:32:09.449 So at this point, there are three different ways the libraries on your lender string can respond. The 1st is they can just simply say NO. If they say NO, it's gonna go ahead and move to the next library on the lender string. If they can say. 114 "Sarah Robledo" (1735562496) 00:32:09.449 --> 00:32:29.449 They can respond conditional, which I'll show you right here. You go under burn request and if they reply conditional, you would see it under this conditional area. And that just simply means means that they need more information. So before they determine yes or NO, they need a little bit more information from you. So you'd have to go in and provide that information to that library before the. 115 "Sarah Robledo" (1735562496) 00:32:29.449 --> 00:32:49.079 They make their determination or they could say yes and supply the item, and when that happens, the item will go in transit. So we'll go over here. And so this item has gone in transit and I can see it here, the hero with a thousand faces, so a library has said yes to me, they are going to supply it. 116 "Sarah Robledo" (1735562496) 00:32:49.079 --> 00:33:05.549 And then once you've received it, you're gonna go ahead and click this little add to bookstraps stickers print queue, and then mark receives. And now the items received. 117 "Sarah Robledo" (1735562496) 00:33:05.549 --> 00:33:22.829 So you can give it out to your, you know, cover it in the bookstrap, give it to the patron. They've got it to be used wherever they need to. And then if you need to return it or extend it, you would go to received and use. 118 "Sarah Robledo" (1735562496) 00:33:22.829 --> 00:33:40.019 And then click on it here. You can either mark it as returned, request a renewal or mark as lost in, in this area. Once you clicked mark as returned, you can check the little box to add the return labels. 119 "Sarah Robledo" (1735562496) 00:33:40.019 --> 00:33:55.259 And print queue and then mark as returned and at this point it's checked back in for you guys and you wrap the return label on it and you can send it out. But this request will not close. 120 "Sarah Robledo" (1735562496) 00:33:55.259 --> 00:34:15.259 Until the lending library checks that book back in. Once it's back in their possession and they've checked it back in at their library, that is what actually closes this request. And then to print anything that you cause we saw the book labels and the return labels, to print those, you would just simply go down to the. 121 "Sarah Robledo" (1735562496) 00:34:15.259 --> 00:34:18.689 Print Q down here. 122 "Sarah Robledo" (1735562496) 00:34:18.689 --> 00:34:36.239 And you will see return labels here, and you can click it and then print and then book straps and stickers, same thing, you would just click on it and then print as well. So that is for physical items. That's the life cycle. 123 "Sarah Robledo" (1735562496) 00:34:36.239 --> 00:34:53.159 Of a loan request in world Shore ILLO. The next one we're gonna look at is a copy request in world Shore ilo. And we're gonna use article exchange for that. So let me go ahead and close all my tabs. 124 "Sarah Robledo" (1735562496) 00:34:53.159 --> 00:35:10.979 Okay. And if you will recall, he wanted the item micro the article microplastics, accumulation and fresh water ecosystems. When you're making a copy request though, we do recommend. 125 "Sarah Robledo" (1735562496) 00:35:10.979 --> 00:35:28.619 That you search by journal level and then narrow it down when you're doing the request form to the article. It's just better to search for the journal and then later on narrow it down to the article, so I'll show you here, so. 126 "Sarah Robledo" (1735562496) 00:35:28.619 --> 00:35:48.619 We'll do an IFFM search for the journal, and the article is in environmental science and technology. So just like with the loan, if you have automation set up, you would simply just go to create. 127 "Sarah Robledo" (1735562496) 00:35:48.619 --> 00:36:08.279 Request, and then you click send now and then send to automation. But that is only if you have automation set up. If we're doing it manually, you can switch back, double check to make sure it's the right article or journal, and then click on any of the holdings. 128 "Sarah Robledo" (1735562496) 00:36:09.599 --> 00:36:29.599 So once again create your lender straight. You can add a custom holdings path if you have that. There's one thing that's a little different here that's helpful is that the libraries often have their holding information for that online journal so you can make sure that that has the years that you. 129 "Sarah Robledo" (1735562496) 00:36:29.599 --> 00:36:46.649 You need to request the article from. So you can also look at the holding information when making your determinations. And just like before, you would just go through and click on libraries that you think would actually lend the item to build your lender string. 130 "Sarah Robledo" (1735562496) 00:36:46.649 --> 00:37:03.959 I'll add my symbol here, and then we'll click create request and then we'll bring you back to the create request screen. Once again, we're gonna apply constant data just to make things a little easier for us. 131 "Sarah Robledo" (1735562496) 00:37:03.959 --> 00:37:20.489 So where it says NO constant data applied, I'm gonna go down to free copy. We only want one copy of this article, and then this is where we're gonna have to put a little bit more information in so we can get the right article sent to us. 132 "Sarah Robledo" (1735562496) 00:37:20.489 --> 00:37:37.289 So we'll add the article name here, which is microplastic accumulation and freshwater ecosystems. And then we'll put the volume, which is volume twelve, issue 53, and then issue date. 133 "Sarah Robledo" (1735562496) 00:37:37.289 --> 00:37:56.279 Just give them as much information as you have about the specific article, and then you can give him a need before if they have a need before a date. And then once again, we've got our lender string information and then here this is important now since we are doing. 134 "Sarah Robledo" (1735562496) 00:37:56.279 --> 00:38:15.930 A copy request, we do need to choose our preferred delivery service since we are just going over article exchange today. I'm just gonna select article exchange. Much like with loans, you do need to put a cost in for maximum costs so make sure that at least says 0.00. If you want. 135 "Sarah Robledo" (1735562496) 00:38:15.930 --> 00:38:35.930 Items that are free of charge, just do not leave that blank that underneath because we did our constant data, all of these fields are filled out for us just making it a little bit easier. And then once again, we're gonna put in our patron's basic information. In this case, it is very important to get the right email because. 136 "Sarah Robledo" (1735562496) 00:38:35.930 --> 00:38:39.240 That is how our customer is going to receive. 137 "Sarah Robledo" (1735562496) 00:38:39.240 --> 00:38:59.240 His digital copy of this article, so we'll put his name in again and then down here, make sure that you've got the right email. 138 "Sarah Robledo" (1735562496) 00:38:59.240 --> 00:39:17.700 And then when you're done, make sure everything's ok. You can go ahead and click send now. Again, just like within loans, if nobody has supplied this digital copy to you yet, you can still make changes. 139 "Sarah Robledo" (1735562496) 00:39:17.700 --> 00:39:37.410 If you hadn't had time to copy the request ID or you didn't know the request ID, you can always find it in the future by going to borrowing requests and then looking at awaiting response. So here's the one that we just placed. It's still awaiting response. We can click into it. 140 "Sarah Robledo" (1735562496) 00:39:37.410 --> 00:39:56.400 We can make any notes if we wanted to just like before, and we can make any changes to it. And then make sure you always click save. And then again if even all of a sudden decides he doesn't need this article anymore, you could cancel the request here as well. 141 "Sarah Robledo" (1735562496) 00:39:56.400 --> 00:40:16.400 So just like with the loan, any library on the lender string has three options. They can say NO, and then it moves on to the next library in the lender string. They can also conditional reply and that's that'll be the same like we saw before, where you just have to give additional information before they made their decision about whether to loan it or not. 142 "Sarah Robledo" (1735562496) 00:40:16.400 --> 00:40:33.900 Or they could say yes and then it goes into your AE alert queue. So you'll see it right here, right below your barring request. So we'll click in there, and if they supplied it, you'll see it in this queue. So here's where it is. 143 "Sarah Robledo" (1735562496) 00:40:33.900 --> 00:40:51.450 We'll click into it. And then you'll want to do an extra step here that you didn't have to do with the loan and that's where you're gonna want to preview the item to make sure that it is the correct. 144 "Sarah Robledo" (1735562496) 00:40:51.450 --> 00:41:08.850 Article that your Patron wanted. And again, you have five Stephen has five views, but this staff view preview does not count. So when you click this little I, you'll be able to see the article to make sure it's the right one. And yes, it looks like it matches. 145 "Sarah Robledo" (1735562496) 00:41:08.850 --> 00:41:24.150 And then once you're sure it matches, you're gonna click this little option down here where it says email document to patron. And then it'll pull the email from the request that we created. 146 "Sarah Robledo" (1735562496) 00:41:24.150 --> 00:41:41.520 And then it'll let them know, here's your file at this URL, and this is your password. And again, they have 30 days or five views before this expires, so we like to recommend that you put that as a note. So we say you have. 147 "Sarah Robledo" (1735562496) 00:41:48.930 --> 00:42:04.890 Your patroom notes, and then when you're done, you're gonna go ahead and click send email and it'll be sent off to Stephen. He'll receive it. He can click in and look at it up to five times or up or for 30 days. 148 "Sarah Robledo" (1735562496) 00:42:04.890 --> 00:42:24.210 But since we are now done with it, we can mark it as received. So right here we'll mark received. We do not have to add bookstraps or stickers because this is a digital item, so we'll mark received and now this is done, this request is closed. 149 "Sarah Robledo" (1735562496) 00:42:24.210 --> 00:42:42.690 So if you were ever to go back and you can, you can always look up a closed request, but to find it, we'd have to go back to our quick search. We wouldn't be able to look under active requests anymore, we'd have to toggle over to close requests and put the ID in. 150 "Sarah Robledo" (1735562496) 00:42:42.690 --> 00:43:02.690 And then it would bring it up, you wouldn't be able to cancel it or make any changes, but if you had any questions about it, you could view it at this screen. So that is how you would do a copy requests and a library alone. I am gonna go ahead really quick here and toggle over to my PowerPoint just so you can see what it looks like. 151 "Sarah Robledo" (1735562496) 00:43:02.690 --> 00:43:22.700 From the lender side when one comes through, so give me 1 s here. 152 "Sarah Robledo" (1735562496) 00:43:22.700 --> 00:43:36.720 Okay, you should now be seeing my PowerPoint. This is what it would look like. 153 "Sarah Robledo" (1735562496) 00:43:36.720 --> 00:43:56.720 For a lending library, a view of their loan request. So this is their inter library loan screen, they're under lending request. They'll have this little button that says, can you supply and then it'll click open to this page where you they'll then look at their catalog to see. 154 "Sarah Robledo" (1735562496) 00:43:56.720 --> 00:44:15.120 Hey, do we have this item? Is it in? And then if it is, you can determine yes, I'm gonna supply this. No, you can give a reason or you can reply conditional and tell them that additional information is needed. When the library gets a copy request. 155 "Sarah Robledo" (1735562496) 00:44:15.120 --> 00:44:33.060 Again, they will go to their lending requests, to their candy supply queue, click in copies. The 1st thing they're gonna want to do is make sure that they have it. Then they're gonna have to upload the file, then reply yes. 156 "Sarah Robledo" (1735562496) 00:44:33.060 --> 00:44:52.530 No, or conditional. Okay, so now I'm gonna pause for questions. Does anybody have any questions? I know we threw a lot at you there. 157 "Sarah Robledo" (1735562496) 00:44:52.530 --> 00:45:08.490 If not, I'm gonna have some questions for you and hopefully it works. I was having a little bit of difficulty earlier with it so I'll give you a second or two. I'm gonna grab a drink and again you can always put them. 158 "Sarah Robledo" (1735562496) 00:45:08.490 --> 00:45:24.180 In the chat ok if nobody has any questions, I'm gonna go ahead and I'm gonna bring up Slido, give me one moment. 159 "Sarah Robledo" (1735562496) 00:45:49.790 --> 00:45:53.340 Okay. 160 "Sarah Robledo" (1735562496) 00:45:53.340 --> 00:46:11.940 Are you guys seeing that on the side of the screen? The question? If not, I'll also put it here. It was acting kind of weird earlier. Oh, I see there's a question from Sarah, is there a way to see how many users I have registered? 161 "Sarah Robledo" (1735562496) 00:46:11.940 --> 00:46:31.440 Oh, that's a good question. Lucia, do You got the answer to that? You mean like. 162 "Sarah Robledo" (1735562496) 00:46:31.440 --> 00:46:51.440 How many, like staff you have added. 163 "Sarah Robledo" (1735562496) 00:46:51.440 --> 00:46:58.740 You see it says you can choose indexes under admin to search for. 164 "Sarah Robledo" (1735562496) 00:46:58.740 --> 00:47:15.180 That I've never, I wonder what would happen if you I'll look that up for you. I wonder what would happen if you just did like an asterisk search in the search if it would pull back like every staff member. 165 "Sarah Robledo" (1735562496) 00:47:15.180 --> 00:47:31.920 I'll look into that for you. That's a good question. Okay, thank you Sarah. We'll, we'll look at that. 166 "Sarah Robledo" (1735562496) 00:47:31.920 --> 00:47:48.420 Alright, is everybody seeing the question that I have up currently? Select the correct statement, the type of request copy of loan is not important. Staff accounts are created by OCLC only. 167 "Sarah Robledo" (1735562496) 00:47:48.420 --> 00:48:04.560 The lender string can have up to 15 lenders or you can access worldshare ILL using world share, any world share ILL URL. So the correct answer is, and it looks like everybody responded with it, is. 168 "Sarah Robledo" (1735562496) 00:48:04.560 --> 00:48:21.360 The lender string can have up to 50 lenders. Oh, Lucia has the answer. If you go to admin select the index home location and select your branch, then you'll see a list of all your staff there. 169 "Sarah Robledo" (1735562496) 00:48:21.360 --> 00:48:40.710 Thank you, Vicia. Alright, the next question is. 170 "Sarah Robledo" (1735562496) 00:48:40.710 --> 00:49:00.710 If you want to create a request for pages or chapters of a book and print, the type of request to choose is either one copy or two loan. So I'll give you guys a second. 171 "Sarah Robledo" (1735562496) 00:49:10.890 --> 00:49:28.560 Alright, the answer is copy one. And then my final question for you is another correct statement. 172 "Sarah Robledo" (1735562496) 00:49:28.560 --> 00:49:45.570 Select the correct statement. Search options. Search options are a way to search worldcat only. I can combine up to five indexes in the advanced search. Advanced search never allows using part of the title. 173 "Sarah Robledo" (1735562496) 00:49:45.570 --> 00:50:04.530 I'm requesting multiple copies of the same title is not allowed. I'll give you a couple seconds and then the correct answer is. 174 "Sarah Robledo" (1735562496) 00:50:04.530 --> 00:50:21.690 I can combine up to five indexes in an advanced search So in this session, we've reviewed how. 175 "Sarah Robledo" (1735562496) 00:50:21.690 --> 00:50:36.870 The login and navigate world share ILLO, how to create a managed staff account, how to search for items, and how to create both loan and copy requests. We also looked at borrower and lending workflows. 176 "Sarah Robledo" (1735562496) 00:50:36.870 --> 00:50:56.870 If you want to go deeper, you can register for additional training sessions. The borrowing and lending sessions cover more details and the prepare and plan session focuses on basic configurations. You can also access the support portal at help.OCLC.org or use the help link in the top right of your worldshare. 177 "Sarah Robledo" (1735562496) 00:50:56.870 --> 00:51:16.350 The screen. You'll receive a follow up email with a link to the recording and handouts and I think Lucia is gonna go ahead and post the learner guide in the chat as well. When prompted, please take a moment to complete the evaluation form. It's very helpful for us. And thank you guys so much for participating. 178 "Sarah Robledo" (1735562496) 00:51:16.350 --> 00:51:36.350 And I'll stick around if anybody has any additional questions. I do see that Vanessa added a little bit more to about having to do a search for partial email because not all the staff have the branches selected. So yeah, if you don't have your branch selected, you probably want to. 179 "Sarah Robledo" (1735562496) 00:51:36.350 --> 00:51:55.200 Try that as well. Alright, thank you so much guys. And again, I'll stick around just a little bit if anybody has any questions, I'm gonna go ahead and stop the recording though.