To access this screen click on requests in the left hand pane. This displays either a Standard requests search or an Advanced requests search or the Work Queue, depending on how your system is configured. To change the default display click on either Standard Search or Advanced Search at the top of the screen. The simple search is designed to deliver the search results with better performance. The advanced search may take longer to display results as it provides more complex search options (though a similar search in either screen will take a similar length of time).
You can monitor both incoming and outgoing requests. Note that all searches are restricted to requests where your own location is either the Borrower (Requester) or the Lender (Responder).
Note: when you click on the requests button this will show either Standard / Advanced search screens or the Work Queue. This depends on configuration in System.Config.xsl (check with your system manager).
All searches, except those on ILL Numbers, exclude Complete, Cancelled, and Supplied ILLs.
ILL Numbers (ILL no (i.e. Our Number), TQ, TGQ (i.e. Their Number), STQ)
You can search on a unique number that could identify the request (no prefix required). Enter only one number and submit. Any of the 4 types of number are possible: ILL number, Transaction Qualifier, Transaction Group Qualifier, Subtransaction Qualifier. This search returns an ILL request whatever the status.
Search using first few words of the Title. The search terms are 'normalised' so that search input is converted to lower case, punctuation is removed, word stemming occurs ('farming', 'farmer', 'farms' = 'farm'), removal of leading articles (a, an, the..), and right truncation. Note it is recommended you do not use a wildcard (%) at the beginning the of search terms as this will adversely affect performance especially on large databases.
Do an exact match search on the client barcode. After entering, the barcode is automatically upper-cased for you.
Search on the name of the requesting user. This searches on whatever is in the Client Name field which is usually the users full name rather than just surname. Therefore searching 'bloggs' will return 'Bloggs, Fred' but not 'Fred Bloggs'. The search is right (but not left) truncated and terms are also 'normalised' (e.g. McArthur = macarthur).
Search on the date when the request is due back at the responding library, Oracle format (01 Jan 2007).
Search on all requests you have sent to a specific lender (responder). Enter the code present in the Location details record.
ILL Numbers (ILL no (i.e. Our Number), TQ, TGQ, STQ)
You can search on a unique number that could identify the request (no prefix required). Enter only one number and submit. Any of the 4 types of number are possible: ILL number, Transaction Qualifier, Transaction Group Qualifier, Subtransaction Qualifier.
Search using first few words of the Title. The search terms are 'normalised' so that search input is converted to lower case, punctuation is removed, word stemming occurs ('farming', 'farmer', 'farms' = 'farm'), removal of leading articles (a, an, the..), and right truncation. Note it is recommended you do not use a wildcard (%) at the beginning the of search terms as this will adversely affect performance especially on large databases.
Search on the date when the request is due back at the responding library, Oracle format (01 Jan 2007).
Search on all requests you have received from a specific requesting library. Enter the code present in the Location details record.
This allows you to select:
Requests which are incoming requests (Lender (Responder) from other locations to your location i.e. when your location is the Lender (Responder) Location.
Requests, which are outgoing requests (Borrower (Requester)) to other locations from your location i.e. when your location is the Borrower (Requester) Location. These will be requests made by your End Users or on behalf of End Users at your location.
Both will retrieve incoming requests and outgoing requests that match your other criteria.
This is optional, but can be used to add further refinements to your search. Request Status fields allow you to retrieve records against their current position in the VDX system cycle – e.g. all requests that are overdue, all un-authorised requests, etc. Select one or more of the following from the pull-down boxes:
Status e.g. Pending, In Process. You can multi-select rather than just having to select a single value.
Authorisation Status e.g. Authorised, Processed.
Last Action: search on the last action performed on the request.
Service Level e.g. Normal- Local Search.
Service Type 1 e.g. Loan, Copy Non-Returnable.
Log Message Type. You can search by the log messages that result when a request is set to Check Manual.
Format e.g. Video DVD. You can search by the requested item format, for example to distinguish between The Lord of the Rings requested as a book or as a DVD.
Tip: The ILLStatus,Authorisation Status,Last Action and Format search fields are configurable in the Windows Admin Client so that the content of the pull down boxes can be changed. The options available in the boxes can be changed, and the order that the options appear in can be changed. See the System Administrators online help: Change Value Sequence.
This section allows you to select requests by ILL, bibliographic details, or by borrower (requester) details. Select the field from the pull-down menu, enter the term you want to use to search and then combine (if required) with another term using AND, OR or AND NOT operators. For example, you could search for the progress of outgoing requests for a specific End User.
Sort allows you to choose a field from the list box by which to order the list of requests.
Format allows you to define the output of the search. Standard is used as the default and displays brief records. Print can be used to display full details of each request allowing you to page through records one-by-one and print out individual request records if required.
After completing your selections, press the submit button at the bottom of the screen.
Both standard and advanced searches provide the same type of hitlist. For each item listed you can select:
an appropriate action from the pull-down list and the Action button to perform the action.
to complete a request, select Complete from the pull down list and click on the action button.
the Acknowledge button to flag the request as having been reviewed. (Note: this button does not replace the authorisation status change made by VDX after an action has been made on the request e.g. To be Acknowledged to Processed). If a request is displayed in the detailed format, it will automatically be acknowledged.
the Details button to display the full request.
the Print button to print the request to a selected printer.
the BL Art Format button to show the contents of the email that would be sent to the British Library Document Supply Centre (BLDSC) in ARTEmail format.
the 'note' icon indicates that there is a new note to read.
Tip: When the Details record is closed, the user is automatically returned to the current request on the hitlist.