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OCLC FirstSearch/ILL Direct Request Link Quick Reference Overview An optional link between the OCLC FirstSearch® service and WorldCat Resource Sharing (WCRS) allows patrons to generate requests for materials cited in FirstSearch databases. This link is only possible if: • Your library uses both FirstSearch and WorldCat Resource Sharing. • Your FirstSearch administrator turns ILL Access On in the WorldCat Services Administrative Module. If your library has created Direct Request profiles, patron- generated workforms transferred to OCLC by FirstSearch are processed and automatically sent to the first Lender according to the conditions of the profile. If you use Direct Request but do not create profiles, the workforms appear in the Review category on the WCRS Request Manager screen. You review the request and determine whether it should be submitted. Creating the Direct Request Link Step Use this system To take this action 1 WorldCat Services Administrative Module Create constant data. Your institution probably has at least one constant data record that contains Ship To and Maximum Cost. If your system completes these fields when you create a workform, go to step 2. 2 WorldCat Services Administrative Module Create custom holdings. The link requires custom holdings information for processing the patron request. If you skip this step, all patron-generated requests from FirstSearch go to your Review File in Request Manager. If you have already created custom holdings, go to step 3. 3 WorldCat Services Administrative Module Create Direct Request Profiles. If you skip this step, all patron-generated requests from FirstSearch go to your Review File in Request Manager. 4 WorldCat Services Administrative Module Set Patron ILL Settings • Turn ILL Access On • Set ILL Settings for Databases • Select the specific formats for WorldCat ILL Access • Customize the Patron ILL Request Form 5 WorldCat Resource Sharing Review results. Constant Data Create constant data to provide information the Lender needs to process your patron’s request. To create a simple constant data record, log on to the WorldCat Services Administrative Module at http://firstsearch.oclc.org/admin and follow these steps: Step Action 1 Go to the Resource Sharing tab. 2 Choose Constant Data Records from the drop-down list under Staff ILL Settings in the sidebar menu. 3 Click New Blank Record. 4 Enter the desired data in each field. Note: The CD Name field must be populated. 5 In the Ship To field, use a slash (/) to separate each line of the address. Substitute a hyphen for slashes in a library's name or address. When possible, format the address as 5 lines of address, 27 characters on each line, including spaces. If you use a delivery service, type a slash before the delivery service address. Example: ILL Dept Library Name/P.O. Box nnnn/City, ST 00000/For UPS:nnnn Street/City, ST 00001 6 In the Maximum Cost field, enter the dollar amount your library is willing to pay for interlibrary loans. If you will not pay, type $0 or free. This reflects the total cost, not the cost per page. Note: If you do not provide a value, you are responsible for whatever the Lender charges. 7 Choose Constant Data Options from the drop-down list under Staff ILL Settings in the sidebar menu to set Persistence and Electronic Delivery Options. 8 Enter other data, if desired. 9 Click Save Changes. Note: Any data transferred from FirstSearch takes precedence over data from the constant data record. OCLC FirstSearch/ILL Direct Request Link Quick Reference 2 Constant Data for Copy Requests The Copyright Compliance option indicates your compliance for photocopy requests. • CCG Conforms to CONTU Guidelines • CCL Conforms to U.S. Copyright law Custom Holdings Custom Holdings automatically selects Lenders for those requests that match your Direct Request profiles. You must define Custom Holdings in order to use the profiles. Custom Holdings Groups In this sample procedure, log on to the WorldCat Services Administrative Module to create three sample groups of libraries you identify that supply loans for free: FREELOC Libraries in your local area FREEREG Libraries in your region FREEOTH All other libraries The following procedure creates the group FREELOC. Repeat it to create the groups FREEREG and FREEOTH. Step Action 1 Go to the Resource Sharing tab. 2 Choose Custom Holdings Groups from the drop- down list under Staff ILL Settings in the sidebar menu. 3 Click New Blank Record. 4 Enter the Group Name for the custom holdings group you want to create (example: FREELOC). 5 In the Group Description field, type libraries in my local area that supply loans for free. 6 In the Symbols to be added or removed field, type the OCLC institution symbols for institutions to be included in the custom holdings group. Separate each with a space or a comma. Example: aaa bbb ccc ddd OR aaa,bbb,ccc,ddd 7 When finished, click Add Symbols. 8 Check your list, then click Save Changes. Custom Holdings Paths This procedure creates the custom holdings path BOOKS. Step Action 1 Go to the Resource Sharing tab. 2 Choose Custom Holdings Paths from the drop-down list under Staff ILL Settings in the sidebar menu. 3 Click New Blank Record. 4 Enter the Path Name for the custom holdings path you want to create (example: BOOKS). 5 In the Path Description field, type for book loans. 6 From the Groups available to be included in the path list, select FREELOC. 7 Click the Add button. 8 Click Save Changes. Direct Request Profiles Direct Request profiles act as filters for requests sent by your patron using FirstSearch. Profiles check for data in the patron requests that your library considers mandatory. If data is missing, Direct Request sends the patron request to the Review File in Request Manager. If the data matches a profile you created, then Direct Request selects Lenders (see Custom Holdings), supplies critical borrowing information (see Constant Data) and submits the request, which sends it to the first Lender. To create and maintain your Direct Request profiles, log on to the WorldCat Services Administrative Module at http://firstsearch.oclc.org/admin and follow these steps: Step Action 1 Go to the Resource Sharing tab. 2 Choose Direct Request Profiles from the drop-down list under Staff ILL Settings in the sidebar menu. 3 Click New Blank Record. 4 Enter the desired data in each field. Note: The Profile Name field must be populated. 5 When finished, click Save Changes. Note: Options you specify in your profiles must exactly match the FirstSearch workform settings you define. For example, if a profile specifies a Patron Department called “Chemistry,” the FirstSearch workform must present that option as “Chemistry,” not “Chem,” or any other variation. Loan Profile for Books in English Consider the limits you place on patrons’ resource sharing requests. Here is a sample profile that allows patrons to request books in English. For this Profile Element Type this Data Profile Name ILLDIR Description This profile limits requests for English books Patron Statuses Undergrad Patron Departments <blank> Bibliographic Formats Books Language English Route to Review File Options If Held by Your Institution Yes Constant Data Record BOOKS Minimum Number in Lender String 1 Custom Holdings Path BOOKS Produce the Request Yes For this sample, all the other elements in the profile are blank. When creating a profile, leave the field blank if you do not require the information from your patron. OCLC FirstSearch/ILL Direct Request Link Quick Reference 3 Simple Loan Profile Most Direct Request users create simple profiles. Here is a sample of an easy profile. For this Profile Element Type this Data Profile Name ILLDIR Description This profile limits requests for recent imprints Patron Statuses Resident Patron Departments South branch Age of Material 100 Route to Review File Options If Held by Your Institution Yes Constant Data Record BOOKS Minimum Number in Lender String 1 Custom Holdings Path BOOKS Produce the Request Yes Profiles for Copies If a record contains an Article Title and/or an Article Author, FirstSearch forwards a COPY request. If the record does not contain these specific Article elements, FirstSearch forwards a LOAN request. Profile for CCG Copy Requests CCG is a code provided by the Borrower that indicates the request conforms to CONTU Guidelines. Here is a sample profile for CCG requests: For this Profile Element Type this Data Profile Name CCG Description This profile applies to copy requests within CCG requirements Request Types Copy Patron Statuses Manager Patron Departments Marketing Age of Material 5 Route to Review File Options If Held by Your Institution Yes Constant Data Record CCG Minimum Number in Lender String 1 Custom Holdings Path FASTCOPY Produce the Request Yes Profile for CCL Copy Requests CCL is a code supplied by the Borrower that indicates the request conforms to U.S. Copyright Law. Here is a sample profile for CCL requests: For this Profile Element Type this Data Profile Nme CCL Description This profile applies to copy requests within CCL requirements Request Types Copy Patron Statuses Faculty Patron Departments Computer Science Age of Material 5 But No Older Than 100 Route to Review File Options If Held by Your Institution Yes Constant Data Record CCL Minimum Number in Lender String 1 Custom Holdings Path FASTCOPY Produce the Request Yes Patron ILL Settings Log on to the WorldCat Services Administrative Module at http://firstsearch.oclc.org/admin. Click the Resource Sharing tab to access Patron ILL Settings to: • Turn ILL Access On • Set the ILL Settings for Databases option to OCLC ILL Direct Request Profile for each database for which you will allow patron-generated requests • Select the specific formats for WorldCat ILL Access • Customize the Patron ILL Request Form Once these tasks are completed, patron-generated workforms from FirstSearch are immediately processed through Direct Request. ILL Access Choose ILL Processing from the drop-down list under Patron ILL Settings to let users submit ILL requests while using FirstSearch and designate when the ILL button will appear to users. ILL Settings for Databases For each FirstSearch database, specify one of the following options: Option Effect on Patron-Generated Requests OCLC ILL Review File Sends to the Review File in Request Manager for review by library staff. OCLC ILL Direct Request Profile Submits for Direct Request profile processing. ILL via E-mail Sends the request in e-mail form to designated addresses. ILL Access off Does not allow requests. OCLC FirstSearch/ILL Direct Request Link Quick Reference WorldCat ILL Access Select the specific WorldCat Document Types (books, maps, sound recordings, etc.) that you will allow patrons to request. Choose WorldCat ILL Access from the drop-down list under Patron ILL Settings. Customize the Patron ILL Request Form Choose Patron ILL Request Form from the drop-down list under Patron ILL Settings. Customizing the form is optional. You can control these aspects of the ILL request form: Aspect Description Persistence Lets you control whether data about the user entered in the first ILL request of a FirstSearch session is automatically redisplayed in subsequent ILL requests during the session and can be edited as needed by the user. Send name to OCLC ILL Lets you control the order in which the patron’s first and last names are sent to Patron field of the FirstSearch workform. OCLC recommends [Last Name First]. Display name to patron Lets you control the order in which the FirstSearch Patron ILL Request form prompts for the patron’s first and last names. OCLC recommends [First Name First]. Library note to patrons Lets you provide information to your patrons. OCLC recommends noting any library-assessed charges or fees, or procedures for pickup. User information fields Lets you control whether each of the specified fields: • Carries a Field Label you specify • Displays Library-Supplied Data • Is required or optional • Displays to patrons (Note: Always display required fields to patrons.) • Can be modified by patrons OCLC recommends that you not display Max Cost or Date Needed in the workform. 4 FirstSearch ILL Fields FirstSearch ILL fields map to WorldCat Resource Sharing as follows: These Fields in FirstSearch Correspond to these WorldCat Resource Sharing Fields First Name, Last Name Patron Address, City, State/Region/Prov., Postal Code, Country Address Telephone Phone Fax Fax Email Email Patron ID ID Max Cost Maximum Cost Date Needed Need Before Dept or Branch Department Status Status Reviewing Direct Requests Requests that your patrons generate using the FirstSearch/Direct Request link are processed against the Direct Request profiles that you create. Successful: Requests that match one of your profilesare forwarded to the first potential Lender, and appear in the Direct Produced category on the WCRS Request Manager screen. Unsuccessful: Requests that do not match any profile appear in the Review category on the WCRS Request Manager screen. The Request History and the Borrowing Notes field provide information about why a request was unsuccessful. Support OCLC support staff: E-mail: email@example.com Telephone: 1-800-848-5800 (USA) or +1-614-793-8682 (7:00 am to 9:00 pm, U.S. Eastern time, Monday–Friday) Ordering copies of this publication Action 1 To order additional copies of this publication, send an e- mail request to firstname.lastname@example.org. Include the product code (REF2153). 2 You may also use the OCLC Index of Documentation at https://www3.oclc.org/documentation/. If the Order hard copy link is available, you may use it to request a printed copy. ISO 9001 Certified Product Code REF2153 0807/10440W, OCLC The following OCLC product, service and business names are trademarks or service marks of OCLC, Inc.: OCLC, WorldCat, WorldCat Resource Sharing and “The world’s libraries. Connected.” In addition, the WorldCat symbol and OCLC symbol are service marks of OCLC. Third-party product and service names are trademarks or service marks of their respective owners. OCLC grants permission to photocopy this publication as needed.