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
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?