ILLiad 8 Primer

Contributed by Christine Sisak, Nazareth College.

Whether you’re just starting out with ILLiad 8, are trying to master the basics, or just need a good training resource for your staff, let our ILLiad 8 primer be your guide. The concise how-tos will help you learn how to do your day-to-day tasks using the new client interface. This primer was developed by Chris Sisak at Nazareth College (an IDS Project mentor and all-around ILLiad magician) and used during two hands-on sessions at the 2009 IDS Project Conference. Please post any comments or suggestions you might have to help us improve this guide.

Get familiar with the new lingo!

Different elements of the ILLiad 8 client.

Lending

Awaiting Lending Request Processing

• Select a request from the Awaiting Request Processing queue (in the Requests Group box). A separate form will pop up
• Click the Z39.50 form tab
• Select the Server/database you will be searching (ie. your local cat or the IDS Availability Server for eSerials)
  • <click>  the appropriate search (ie. Standard #, System #, Title, etc.)
  • <click> to highlight your library’s info (if searching the IDS Server) or your correct holding/format (paper vs. microfilm)
  • <click>  Copy Info (Note the highlighted yellow Call # & Location in your request?)
  • <click>  Finished Searching, or Cancel Request (and select reason), or Conditionalize Request (and select reason).

Printing Lending Pull Slips

On the Lending Tab:

• <click> Print Stacks Search Items
• The ILLiad Printer Settings (LendingArticleSlips.doc) and/or (LendingLoanSlips.doc) prompt boxes will appear.

This is where you can select the printer you want to use for this specific print form. You can also choose to leave the “View merged document before printing” checked/or not, and to Always prompt for this template (or not).

Oops! Need to make a change? They can be found (and edited) under Printer Setup, located under the ILLiad icon (upper left corner of the client form).

Update Stacks Search Results

On the Lending Tab:

• <click> Update Stacks Search Results
• <type> your TN #  (or ILL #) and hit <enter> (or Search) 

NOTE: If you want to search for requests not in In Stacks Searching status <click> In Stacks Searching Only and un-highlight. Then <click> Search or hit <enter>.

• Now you can either as Mark Found, Mark Found Scan Now, Cancel Request, Conditionalize Request

Odyssey Scanning

If you <clicked> Mark Found Scan Now while updating your Scanning screen popped up! Your data should be visible.

• Importing an electronic doc? <Click> Import Image button
• Note that the Deliver button is near the top/left now
• Scanning a doc if you had a scanner? <Click> your Scan button

NOTE: You will need to setup your scanner the first time. Do this by clicking on the little arrow found in the lower right corner of the Scanning box. This expands your scanning options box.

And Another Note: There has been no change in the workflow when using Odyssey Helper. It’s the same OH we know.

Returns

• On Lending tab <click> Lending Returns
• Enter your TN or ILL # and hit <enter>

Borrowing

Clearing Customers

• In System Group box (lower right corner) <click> on Users to Clear
• In Users to Clear column <double click> on the customer you want
• Verify the info. Is it okay? <click> Clear User button on ribbon.

Or… Merge User

• In System Box (lower right corner) <click> on Users to Clear
• In Users to Clear column <double click> on the customer you want. (Keep it highlighted if multiple customers in column).
• In Similar Users column <click> on the old duplicate record. The Merge User button should color in. Click it!
• Merge box pops up. Make your choice!

NOTE: To Unblock a User:

1. In the center of the Home tab type in your user’s Username/Name/ID # and <click> Search.
2. Locate & <click> their record from the list. NOTE: Bold = active, gray = disavowed, red = blocked.
3. <click> on Cleared (located two buttons to the left of Blocked)

Copyright Clearance

• <click>  Awaiting Copyright Clearance in the Requests Group box.
• Check your list on the right side for 5xs
• Going to the CCC?
• <click > the search you want executed – Title/ISSN/Publisher
• Locate the correct record from the CCC and highlight by clicking on it
• <click> Save CCC Information

(Request has now moved into Awaiting IDS Sending or Awaiting Request Processing Queue)

NOTE: If you don’t process Copyright at this time, or those in the list are OK to go on without paying, highlight the OK requests (or if all are OK <click> Select All)  and then <click> No Problem. This clears those onto the next step.

Awaiting Request Processing

• <click> into Awaiting Request Processing
• <double click> on a request
• A separate window pops up and the Detail tab is displayed
• <click> OCLC tab
• <click> on the search you want executed (ISxN, Derived, Keyword, etc.)
• Choose your record from the list (if you received one)
• From the form tab <click> Holdings and select the custom holdings you would use.
• Fill in your Selected Lenders category with library symbols. Then <click> Create Work Form
• Everything look OK?  <click> Send Request (on the form tab- right)
• <click> Request Sent (on form tab – left)

Receives

• <click> Check In From Lending Library
• <type>  your TN#, ILL #, etc.
• Choose  either Check In, Check In Scan Now, Check In Scan Later, Partial/Incorrect (according to what you have)

For Articles:

• If you’ve chosen Check In Scan Now you can now Scan, Scan & Insert (if you have an attached scanner) or Import your Image
• Then <click> Deliver

For Books:

• Check your due date, Lending String, lending conditions/anything else. Okay? Then choose Check In.

Note: Want to search up an item not in the “Request Sent” status? Click on Sent Only to un-highlight, and then click Search.

Unfilleds

• <click> into Awaiting Unfilled Processing and locate a/an:

Book or Article Request

• <click> on one
• A separate window pops up and the Detail tab is displayed

For Books & Articles:

• <click> OCLC tab
• <click> Searching tab
• <click> on the search you want executed (ISxN, Derived, Keyword, etc.)
• Choose your record from the list (if you received one)
• From the form tab <click> Holdings and select the custom holdings you would use.

Under the Holdings tab in the Previous Requests you can see your “Reasons for No”

• Fill in your Selected Lenders category with library symbols. Then <click> Create Work Form
• Everything look OK?  <click> Send Request (on the form tab- right)
• <click> Request Sent (on form tab – left)

Your old OCLC ILL request will be deleted from OCLC. It is available under the History tab in the category Resubmission. This history (and the “Reasons for No”) will appear also under the OCLC tab in the category Holdings/Previous Requests.)

Unfilled and at the end of the line for OCLC requesting?

For those requests you are no longer resubmitting through OCLC (you might be filling it through a vendor or ALA), or will be completely cancelling back to the patron you must first delete from the request from OCLC. Here’s how:

• <click> into Awaiting Unfilled Processing and locate your request
• In the Tab Bar (above the Ribbon) <click> OCLC
• <click> Show
• <click> Delete

If you are completely cancelling <click> Cancel Request and proceed from there with your message to the patron.

If you plan to resubmit to a vendor or as an ALA request, from the Detail tab <click> Import Into Resubmission to retain the history of your OCLC requesting (under the History tab).  Now you can fill in your Lender String accordingly (ex. Amazon), change your System ID info, then <click> Request Sent.

Conditionals

• <click> into Awaiting Conditional Processing and locate your request
• Check the Notes field to find out why the Lending Library conditionaled

If you want to respond ‘Yes’ and add your own note in return:

1. <click> the OCLC tab in the Tab Bar above the Ribbon
2. <click> Show
3. Make your changes now and <click> Save
4. <click> Yes
5. <click> Request Sent

If you want to respond ‘No’ and let it go on to the next library:

1. <click> the OCLC tab in the Tab Bar above the Ribbon
2. <click> No

If you want to respond ‘No’ and delete it out to start a new request:

1. If it is on the last library in the string, <click> the OCLC tab in the Tab Bar above the Ribbon
2. <click> No (this will pop it into Awaiting Unfilled Processing)
3. Close out of the request and now follow the Unfilled Processing described previously.

Returns

• <click> Check In
• Enter your TN or ILL # and hit <enter>

Note:  You can Print Returns from this same Check In screen or by <clicking> on the icon Print Returns above

Customization of Forms

Quick Access Toolbar

• <right click> on any icon in either Borrowing/Lending/DD that you use often. Option for Add to Quick Access Toolbar pops up. You can also use this to remove icons.

Customize your Layout – Any forms are customizable. But for this exercise:

• <click> an Awaiting Request Processing request in the Requests Group area
• <right click> anywhere on the body of the form and select Customize Layout
• Now you can move things off the form by click & dragging fields off the form and onto the Customization box. Try removing Allow Photocopies and Priority Shipping

Note:  Remember to “save” often as you can always revert back to the last ‘good’ customized form you had if you majorly mess it up.

Another Note: Total disaster?  <right click> on the form again and do a Restore Default. This will take you back to the original ILLiad pages.

Customized Searches

Where did they go?

• From the Home tab you will notice in the bottom right corners of the Search boxes (in the Ribbon area) there are arrows.  <Click> on one.
• Now you can do your customized searches and Save/Load/Export

Miscellaneous

Quick Print of a Request from the Request form

• <click> the circle icon in the far upper left corner of the request (looks like an index card) & choose Print

Note: Remember to edit your new print template in c:ILLiad8PrintPrintRequest.doc

Awaiting Extensive Searching Queue disappear?

At some institutions this Queue has disappeared from the Borrowing Side. To Get it back – log into your Customization Manager.

<Click open> System/CustomQueues/CustomQueues and add QueueName = Awaiting Extensive Searching NVTGC = ILL ProcessType = Borrowing