Authorisation Status Until the request is actually transmitted this refers to the status
of the request. Once a message has been transmitted this refers to the
status of the current ILL request message. An End User’s request can be
Un-authorised by the ILL Administrator if the request
should not go ahead. When a request is authorised and picked up by a driver
it’s Status is Processed. The
request can be submitted as "To Be Authorised" if you with to
have the system build the rota automatically, or the request can be submitted
as "for manual authorisation" if you wish to enter rota locations
manually.
See also Authorisation Statuses.
Item
Format The item format defines a material/media type combination. It also defines
the ILL request material type. In creating a request, the item format
will be completed according to the material type in the bibliographic
record.
Where there is no direct item format equivalent, additional item formats
have been added. For example, where the material
type is CHAP, the item format 'Part of a book' is selected.
Note: Records retrieved from journal article and non- bibliographic databases
may not contain a material type. VDX can be configured to recognise records
from such databases as being ARTICLES. This can be set up in the
Windows Admin Client.
Our Number The system allocated request number (read only)
Their Number The lender's OCLC Request number i.e. TGQ number (read-only)
Our Local Number Our local number:enter a local request number that you may wish to use in addition to the request number allocated by VDX. You will be able to search for requests using this number.
Status The current status of the request. See ILL
statuses for further information. (read-only)
Service
Type Preferences 1, and 2 e.g. loan, copy. If first choice cannot be supplied,
other choices will be used in order of preference. The default for the
item format (as set up in Windows Admin Client) will be displayed. Override
(or add additional preferences) by selecting from the pull-down boxes.
Note that for communication with the British Library, Service Types are
cumulattve and not alternatives.
Media
Type Preferences Preferences 1-2 e.g. Printed. If first choice cannot be supplied, other
choices will be used in order of preference. Leave blank if the default
media type preferences from the ILL User Location default record are required.
Override (or add additional preferences) by selecting from the pull-down
boxes.
Whereas Item Format
is derived from the bibliographic record, Media
Type specifies how the requested item should be delivered to the
patron/end user. For instance, the patron/end user may locate a Printed Journal, but actually be asking for a Photocopy or machine
readable version.
Client Copyright Type The copyright agreement existing between the End User and the Borrower (Requester) Location. Defaulted value set by User Location Defaults.
The exact sequence of input fields will vary according the format of the requested item.
Title or Journal Title The title of the requested item. Up to 2000 chars. This is either the title of a monograph or the journal title of a serial.
Subtitle Subtitle of the requested item. Up to 2000 chars.
Author Primary author of requested item. Up to 2000 chars.
Series Title and Numbering Series TItle Up to 2000 chars.
Sponsoring Body Sponsoring body, when cataloguing items that are conference proceedings. Up to 2000 chars.
Publisher Publisher name. Up to 240 chars.
Place of publication Place of publication of the requested item. Up to 240 chars.
Date of publication Free text publication date of the requested item. Up to 240 chars.
Edition Edition statement of the requested item. Up to 240 chars.
ISBN ISBN of the requested item. Note there is no form of validation performed on the ISBN. This is to accommodate new 13 character ISBNs for example.
ISSN ISSN of the requested item. Up to 240 chars.
UPC Universal Product Code (aka EAN) . This is the
barcode that can be used to uniquely identify CDs, DVDs, CD-ROMs etc.
Classmark Classification. Up to 240 chars.
Volume/Issue of Article Enter issue details directly. Up to 2000 chars.
Author of Chapter/Article/Paper/Part Enter author details of specific part of main work required.
Title of Chapter/Article/Paper/Part Enter title details of specific part of the main work required.
Date of Chapter/Article/Part/Paper Enter the date of publication for a specific volume / issue.
Pagination of Chapter/Article/Part/Paper If an article is requested, enter page numbers. Up to 240 chars.
Additional Nos Other details - free text, e.g. CODEN. Up to 2000 chars.
Reference Source Verification source, free text. Up to 2000 chars. Usually this is automatically populated with the name of the database where the bibliographic details were retrieved.
Item Note The item note is treated as being part of the bibliographic description
of the requested item It is displayed wherever
the request’s bibliographic details are displayed. It
is always sent as part of the Request message to all lenders in the rota.
Up to 2000 characters can be sent and it can be used to to
send important additional item information, for example 'Large Print Version'
or 'First Edition Only' or to indicate that the Visually Impaired declaration
form is completed, signed and on your files. These are notes attached
to the ILL request – both outgoing from borrower (requester) and incoming
from lenders (responders).
It is displayed on the brief request display under the heading 'notes'
and on the full display under the heading 'item note'.
Well
Known Control numbers This box shows the list of extracted control numbers. This
box will only be visible if it has been configured in Windows Admin to
be displayed on the Request Entry form.
A single list of control numbers is displayed - sorted alphabetically
by control-number-type. Additional 'well-known' control numbers can be
entered by choosing a control number type, entering the number and clicking
on 'Add'.
An existing control number can be edited by highlighting the number to
be edited in the control number box, Updating the control number in the
input field and clicking on 'Update'.
Note: It is only possible to enter ”well-known” number types. Local control
numbers cannot be entered as they may not be recognisable to all rota
locations.
The Rota section is always available.
Whether the location and item details are also available depends upon how your administrators have configured the system.
Available/Selected Locations VDX can be configured to insert a rota automatically when submitting
the request. This can be added to and re-ordered.
To add additional locations to the 'selected box'
1.Enter Library symbol or name in search box.
2.Click on 'search'.
3.Highlight one or more locations in the 'Available' box or click on 'Select All' to
select all from the 'Available' box.
4.Click on 'Add' to transfer to
the ' Selected' box.
To remove locations from the 'selected box'
Highlight one or more locations in the 'Selected' box or click on 'Deselect All' to
select all from the 'Available' box.
Symbol This is the location code of the location you have currently selected in the Rota. (Read only).
Description Description of the location.
Suspension Relates to the location you have currently selected in the Rota. Yes
or No. Suspended locations can be added to the rotas of new requests.
They will automatically
be skipped if they are still suspended when the request attempts to move
to them. Suspended locations
will then be moved to the end of the rota and will
be re-tried if they become available before the request reaches the end
of its life.
Control Numbers/Item numbers VDX displays any local numbers associated with the requested item at
the current rota location. In order to edit a number, select it and click
on update to update the fields below.
Control No VDX displays the control numbers and associated item numbers at the
selected rota location.
A new control number can be added by placing the cursor in the input field,
entering the control number and clicking on the 'Add' button.
To update an existing control number, highlight the control number to be
updated and enter the amended control number in the input field. Click
on the 'Update' button.
To delete an existing control number, highlight the control number to be
deleted and clock on the 'Delete' button.
Item No VDX will display the item numbers for the control numbers at the selected
rota location.
The item number can be deleted by highlighting the item number to be deleted
and clicking on the ' Delete' button
The item number can be updated by highlighting the item number to be updated
so that the details appear in the 'selected item details' boxes.
Amend the details in the item box and click on the 'Update' button.
A new item number can be associated with a control number by highlighting
the control number, entering the item number in the box below and clicking
on the 'Add' button.
Call Number The shelf mark or call number where the item is physically located.
Up to 240 chars. This field allows you to specify the actual call number
for the currently selected rota location.. This can be helpful as it informs
the location of the item's physical whereabouts.
This field is usually populated from the holdings in the bibliographic
record as a result of searching. A call number can be updated or added
by:
-Highlighting the relevant control number and item number in the control
number and item number boxes.
-The relevant item specific details will be displayed.
-To update an existing call number, enter the amended
call number and click on the 'Update' button.
-To add a new call number, enter the new call number and click on the 'Add'
button.
Chronology The run of journal issues available for the current location in the rota. The docfind driver moves the rota position on to the next location that stocks the actual physical issue. Locations where chronology indicates the issue is not held may be rejected if the option to select locations is enabled (Windows Admin.Client - ILL User Location Defaults). Non editable field.
Enumeration The run of years/months available for the current location in the rota. Locations where enumeration indicates the issue is not held may be rejected if the option to select locations by holdings is enabled (see Resource groups)
Availibility Indicates the current availability of the requested item at the current location in the rota. If the item is not currently available at a specific location (e.g. out on loan) then the docfind driver may remove this location from the rota if this field indicates that the item is available AND the option to select locations by availability is enabled (see Resource Groups) Non editable field.
Private Note A private note that can only be seen by staff at your library.
Public
Note A public note is sent to the other party in the current request, either
as part of the current action/message, or as a specific "ILL MEssage"
if that action used to enter the note was "Send Public Note"
VDX can be configured to either take Patron Details from a user database or have them entered manually.
If a database is being used, then the ILL staff user will be prompted to enter a patron barcode and select a usere database.
The system will then retrieve the patrons details and add them to the current request.
if a patron database is not being used, then the ILL staff user will be prompted to enter the patron's name, and their email address.
Patron barcode The display of this field is dependent on your organisation's local configuration. If Validate ILL Requester is enabled in the Windows Admin.Client (see Resource Groups) this field is displayed. If so, you enter the barcode of the user who is placing the request or for whom the request is being placed. When creating a new request this defaults to the name of the user currently logged on. To validate the user for whom you are creating the request enter their barcode and click the validate button. This ensures you are creating a request for a valid VDX user. An error message displays if not.
Patron name The name of the user placing this request. This is the name of the ILL Administrator until you validate the actual end user for whom you are creating the request. The end user name then displays here. Non-editable field. Use Patron Barcode to edit.
Patron ID Internally generated number of the current requesting user. This is the ILL Administrator ID until you validate the actual end user for whom you are creating the request. The end user ID then displays here. Non-editable field. Use Patron Barcode to edit.
Patron Status The user category of the user placing this request. This is the category of the ILL Administrator until you validate the actual end user for whom you are creating the request. The end user's category then displays here. Non-editable field. Use Patron barcode to edit.
Patron email The user’s email address may default from the user record. If not it can be entered (or it can be changed). Depending on how user alerting is configured, an email address may be required here so that an alerting email can be sent to the user. See System Administrators online help for configuration of User Alerting.
Amount Willing to Pay This is the maximum cost that the Patron is prepared to spend on this request This may be more or less than the amount the Borrower is prepared to spend.
Currency Select currency of the Max Cost.
Service Type This allows for a third alternative or cumulative Service Type to be specified. e.g. loan, copy. If first choice cannot be supplied, other choices will be used in order of preference. The default for the item format (as set up in Windows Admin Client) will be displayed. Override (or add additional preferences) by selecting from the pull-down boxes.
Media Type Preferences Third media type preferenc: e.g. Printed. If
first choice cannot be supplied, other choices will be used in order of
preference. Leave blank if the default media type preferences from the
ILL User Location default record are required. Override (or add additional
preferences) by selecting from the pull-down boxes.
Whereas Item Format
is derived from the bibliographic record, Media
Type specifies how the requested item should be delivered to the
patron/end user. For instance, the patron/end user may locate a Printed Journal, but actually be asking for a Photocopy or machine
readable version.
Service Level Level of service for the request, Standard, Fast, or Express. Values will normally be defaulted from ILL User Loc Defaults based upon the number of days between the date this request is placed to the stated Need-By-Date.
Place on Hold Whether the responder may place the item on hold if it is not currently available. Value may be defaulted from ILL User Loc Defaults: request service defaults.
Max.Cost Maximum cost Borrower is prepared to pay, format 0.00. Value may be defaulted from ILL User Loc Defaults: Request service defaults.
Currency Select currency of the Max Cost.
Need by Date Click the Calendar icon to choose a date the item is required by. Format dd-mmm-yyyy. Value may be defaulted from ILL User Loc Defaults.
Expiry Type Tells the system how to calculate the Expiry
Date:
Use Need Before
with a time limit set in Need
By.
Use Calc from Expiry
Days with a number of days entered in Expiry Days.
Use No Expiry
if you do not wish to set any time limit. Value is usually defaulted from
ILL User Loc Defaults.
Expiry Days Enter the number of days this request may remain pending at a responder before it is automatically expired at that responder. This number is usually defaulted from ILL User Loc Defaults. Works in conjunction with Expiry Type: Calc from Expiry Days.
Delivery Method This displays the requested delivery method.
Pickup Location The location from which the requesting user collects the request. Use the pull down box to select a suitable location. Note local policy/configuration determines whether or not the Pickup Location acts as the Borrower (Requester) or Delivery Address and whether a pickup 'group' location can appear in the combo.