5 Resource Sharing Functions in the WorldCat Services Administrative Module

5.1 Patron ILL Settings

Introduction

You can let users submit resource sharing requests to your library while they are using FirstSearch databases that cover materials suitable for resource sharing requests.

Use the following features in the WorldCat Services Administrative Module to turn on and customize WorldCat Resource Sharing in the FirstSearch service. Click the Resource Sharing section of the main menu of the administrative module to access these settings:

  • ILL Processing
  • WorldCat ILL Access
  • Patron ILL Request Form
  • ILL via E-mail
  • ILL Request Management

ILL Processing

Use the ILL Processing feture for the following:

  • To turn on ILL access to allow users to submit requests while using FirstSearch, and to designate when the ILL button appears.
  • To customize the text of the link to the Patron Interlibrary Loan Request form.
  • To control ILL processing by database by selecting the FirstSearch databases from which users can submit requests and the method used to process the requests for each database.

ILL Access.  To let users access WorldCat Resource Sharing and submit requests while using FirstSearch, check the box Access On. If the box is not checked, users cannot submit requests from any database. Select the option you prefer for displaying the ILL button when your library holds the item (by default, the ILL button is always displayed). Click Save Changes.

ILL Request Form Link Text.  This link is what users click to go to the Patron Interlibrary Loan Request form. To change the text of the link, highlight the default text and enter your own text. Click Save Changes.

ILL Settings for Databases.  If you let usrs submit requests, you must also select one of the following processing methods for each database suitable for requests:

  • OCLC ILL Review File.  Select this method if you want your library staff to review all requests that users submit while using the database. To use this method, your library must have access to WorldCat Resource Sharing.
  • OCLC ILL Direct Request Profile.  Select this method if you want all requests that users submit to be processed automatically using the Direct request service. For this option to work correctly, you must also create Direct Request Profiles. To use this method, your library must have access to WorldCat Resource Sharing.
  • ILL via E-mail.  Select this method if you want each request to be sent to your library in an e-mail message. If you choose this option, you must also specify one or two of your library's e-mail address to which requests submitted by your users are sent. See ILL via E-mail below
  • ILL Access off.  Select this method if you do not want users to submit requests while using the database.

WorldCat ILL Access

Use the WorldCat ILL Access feature to control the document types that your institution's FirstSearch users can request through WorldCat Resource Sharing.

The WorldCat ILL Access screen contains a list of WorldCat document types and a check box for each type. For each document type that you want your FirstSearch users to be able to request check the box. You may click Select all to check all document types, or Clear all to uncheck all document types. The ILL button will appear on the gray status bar of a detailed record in the WorldCat database for those document types that you "turn on."

Definitions of WorldCat Document Types The following table provides definitions of the WorldCat document types.

Document Type Definition Default Setting Initial Assignment in the WorldCat Resource Sharing Administrative Module
Archival/Mixed Materials Materials in two or more forms that are usually related by virtue of their having been accumulated by or about a person or body. This category includes comprehensive archives and manuscript collections of mixed forms of materials, such as text, photographs, and sound recordings. off Use existing assignment from WorldCat ILL Access
Articles Text that is part of a larger item such as conference papers, chapters, or articles. Also known as "analytics." on Use existing assignment from WorldCat ILL Access
Books Books, pamphlets, technical reports, typescripts, theses, dissertations, manuscripts and other written works. on Use existing assignment from WorldCat ILL Access
Computer Files Items in the following classes of electronic resources: computer software (including programs, games, images, graphics, sounds, and fonts), numeric data, computer-oriented multimedia, interactive multimedia, and computer-oriented documents. on Use existing assignment from WorldCat ILL Access
E-Audio Leader value of sound recording and cataloged as website with no dimension (300/c) information provided. off Use default setting
E-Serial Serial materials availalbe in electronic format. on Use existing assignment from WorldCat ILL Access
E-Text Non-serial materials cataloged as a website. off Use default setting
Government Documents Any material type code for Government publication. on Use default setting
Integrated Resources Continually updated resources. on Use default setting
Internet Resources Websites with online documents, graphics, systems or services. off Use existing assignment from WorldCat ILL Access
Kits Mixtures of various components issued as a unit and intended primarily for instructional purposes. off Use default setting
Manuscripts An unpublished document, often handwritten or preparatory drafts of authors. off Use default setting
Maps Maps, map manuscripts, globes, atlases, aeronautical charts, navigational charts, celestial charts, remote-sensing images, computer-generated maps, and other cartographic material. on Use existing assignment from WorldCat ILL Access
Microforms Original microform publications. off Use default setting
Musical Scores Printed music materials, including full score, choir score, close score, condensed score, miniature score, part, music manuscript, books of musical studies, and exercises. on Use existing assignment from WorldCat ILL Access
Newspapers Serial publications in newspaper format. on Use default setting
Serials Serial publications such as periodicals, newspapers, annuals, journals, memoirs, proceedings, and monographs. on Use existing assignment from WorldCat ILL Access
Sound Recordings Both musical and non-musical sound recordings. Non-musical sound recordings may include sound effects, bird calls, physical exercise recordings (for example, aerobic workouts) that consist of spoken, shouted, sung, or chanted instructions over musical accompaniment, stories read over incidental music accompaniment, and plays with incidental music. on Use existing assignment from WorldCat ILL Access
Sound Recordings - CD Material type: CD audio. on Use assignment from existing "Sound Recordings"
Sound Recordings - Cassette Material type: cassette recording. on Use assignment from existing "Sound Recordings"
Sound Recordings - LP Material type: LP records. on Use assignment from existing "Sound Recordings"
Visual Materials Projected media-Motion pictures, videorecordings, filmstrips, slides, transparencies, and overhead projections or projected images.Two-dimensional nonprojected graphics-Activity cards, charts, collages, drawings, duplication masters, flash cards, graphics, original artwork, paintings, photonegatives, photoprints, pictures, postcards, posters, prints, spirit masters, study prints, technical drawings, transparency masters, photomechanical reproductions, and reproductions of any of these. Three-dimensional artifacts and naturally occurring objects-Models, dioramas, games, puzzles, simulations, sculptures, and other three-dimensional art works, exhibits, machines, clothing, toys, and stitchery. Also may include microscope specimens (or representations of them) and other specimens mounted for viewing. Kits-Mixtures of various components issued as a unit and intended primarily for instructional purposes. on Use existing assignment from WorldCat ILL Access
Visual Materials - DVD Material type: videodisc. on Use assignment from existing "Visual Materials"
Visual Materials - VHS Material type: VHS. on Use assignment from existing "Visual Materials"

Patron ILL Request Form

The Patron ILL Request Form screen lets you customize the form used in the FirstSearch service to submit requests. By customizing the form, you make it easier for users to submit requests and for library staff to process them. If you make changes on the Patron ILL Request Form screen, be sure to click Save Changes before leaving the screen.

Customize the Patron ILL Request form

  Action
1 Select the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Patron ILL Request Form from the drop-down list under Patron ILL Settings in the sidebar menu.
Result:
The system displays the Patron ILL Request Form screen.
2 Set Persistence by clicking the box.
Note:
If the box is checked, data about the user entered in the first resource sharing request of a FirstSearch session is automatically redisplayed in subsequent requests during the session, and can be edited as needed by the user. If the box is not checked, data must be re-entered for each request during a session.
3 Confirm or change the format in the Send name to OCLC ILL box.
If Last Name First is selected, as recommended by OCLC, FirstSearch sends the user's name to WorldCat Resource Sharing with the last name before the first name. For example: Smith, John If First Name First is selected, FirstSearch sends the user's name to WorldCat Resource Sharing with the first name before the last name. For example: John Smith
  Action Result
1 Confirm or change the format in the Display name to patron box. If First Name First is selected, as recommended by OCLC, the FirstSearch Patron ILL Request form prompts for the user's first name before the last name. For example: John Smith If Last Name First is selected, the FirstSearch Patron ILL Request form prompts for the user's last name before the first name. For example: Smith, John
2 In the Library note to patrons box, type any note you want to display to your users on the FirstSearch Patron ILL Request form. The entire note is displayed to users in a single paragraph, even if you type it in multiple paragraphs in the administrative module.
3 Make any necessary changes to the rows in the table using the instructions in steps 7–9 to change each column in a row.Each row in the table below defines the characteristics of one field in the form.  
4 To change a field label, delete any text in the Field Label box and type the new label (up to 20 characters and blank spaces).  
5 To change data, delete any text in the Library-Supplied Data box and type the new data (up to 40 characters and blank spaces in each field).  
6 Add new items in the Dept or Branch, Status or Pick-up Location fields, if necessary, by clicking the appropriate field. In a separate browser window, the system displays the ILL Data Items screen for the field that you clicked.
7 Add, rename or delete items on the screen, then click Done to return to the Patron ILL Request Form screen.  
8 To add or remove a check in the Required by Library box, Displayed to patron box, or Modifiable by patron box, click the box.  
9 Although data for the Comments field can contain many characters, most libraries do not supply data for this field that is intended for the user's comments about the request.  
10 Review the screen and make any additional changes needed.  
11 Click Save Changes. The system confirms your changes.

Fields in OCLC WorldCat Resource Sharing that correspond to fields on the FirstSearch Patron ILL Request form

Data from this field on the Patron ILL Request form Appears in this field in OCLC WordCat Resource Sharing
First Name Patron
Last Name Patron
Address Address
City Address
State/Region/Prov. Address
Postal Code Address
Country Address
Telephone Phone
Fax Fax
Email Email
Patron ID
Note: The Patron ID field will be automatically populated when the patron is logged into FirstSearch via My Account.
ID
Max Cost
Note: The Max Cost in the actual ILL request form is determined by the library's Constant Data Record.
Maximum Cost
Date Needed Need Before
Dept or Branch Department
Status Status
Pick-up Location Pickup Location
Comments Notes

ILL via E-mail

Even if your library does not use OCLC WorldCat Resource Sharing, you can let your users submit requests by selecting the ILL via E-mail processing method for one or more databases. If you do that, you must also use the ILL via E-mail option in the Administrative Module to control the e-mail message that your library receives when a user submits a request. Use these features to specify one or two e-mail addresses that receive the message containing the bibliographic and patron information you need to forward the request to another library. Also, use the features to specify borrowing library information so the e-mail message includes that information as well.

E-mail addresses for ILL Requests Specify one or two of your library's e-mail addresses to receive requests submitted by your users. You must do this if you want to use the ILL via E-mail method to process any requests.

Location Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose ILL via E-mail from the drop-down list under Patron ILL Settings.
Default setting No E-mail Address.

Borrowing Library Information

Purpose Specify any borrowing library information to be included in requests submitted by your users, if you specified the ILL via E-mail method for processing the requests. The information helps you to complete requests that you forward to potential Lenders. You can change the information in individual requests, if necessary, before forwarding them. Your users do not see the borrowing library information. You may specify the following borrowing library information:
  • Ship To address
  • Bill To address
  • Ship Via
  • Maximum Cost
  • Telephone
  • Fax
  • E-mail address
  • Borrowing Notes
Location Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose ILL via E-mail from the drop-down list under Patron ILL Settings.
Default setting Blank for all parts of the borrowing library information, except Ship Via and Bill To address. The default for Ship Via is Library Rate. The default for Bill To is Same.

Information for Lending Library The e-mail messages that your library receives for resource sharing requests processed through the ILL via E-mail method are organized to help library staff complete the requests and forward them to potential Lenders. The following table summarizes the important components of these e-mail messages.

Information Notes
Request ID Add a request ID before forwarding the request to a Lender to identify the request for your records.
Date requested FirstSearch supplies this information automatically.
Borrowing library name and symbol FirstSearch supplies this information automatically.
Date needed FirstSearch supplies this information if you included the Date Needed field in the Patron ILL Request form and the user supplied the information when submitting the request.
Description of the requested item, including verification information and OCLC record number FirstSearch supplies this information from the FirstSearch database record associated with the user's request.
Copyright compliance information Indicate copyright compliance before forwarding the request to a Lender.
Other borrowing library information FirstSearch supplies this information if you specify it in the administrative module. Modify the information, if necessary, before forwarding the request to a Lender.
Patron information, located near the end of the message for easy removal Delete this information from the request that you forward to a Lender. FirstSearch supplies this information if you included fields for it in the FirstSearch Patron ILL Request form and the user supplied the information when submitting the request.
OCLC tracking number, located at the end of the message Provide this number to support staff if they request it for use in problem solving. FirstSearch supplies this information automatically.

ILL Request Management

Use the ILL Request Management feature to determine which request management options will be available to your FirstSearch users.

Note: These options are only available to patrons when they have created an account in FirstSearch and are logged into that account when submitting a request.

Select whether or not the Cancel and Renew options will display for your users. The default is set to display, so de-select the check boxes if you prefer that your users not have the ability to cancel and/or renew their requests from FirstSearch.If you want the due date to display, select the Due Date Display Option and a relative date of 0 to 4 days.

OCLC ILLiad and Resource Sharing in FirstSearch

Libraries that use WorldCat Resource Sharing and OCLC ILLiad Resource Sharing Management software can easily set up resource sharing in FirstSearch to work effectively with OCLC ILLiad.

OCLC ILLiad provides a comprehensive ILL management system that automates the routine borrowing and lending functions within the ILL department for libraries of all types and sizes. It integrates borrowing automation, lending automation, and electronic document delivery in one web-based customer interface. Information about OCLC ILLiad is available at http://www.oclc.org/illiad/.

The Administrative Module steps for setting up resource sharing in FirstSearch to work with OCLC ILLiad are described in the following table:

  Action
1 Use the ILL Processing screen to turn on ILL access in FirstSearch, to select the FirstSearch databases in which users can submit requests, and to select the Direct Request Profile method.
Note: ILLiad does not use the Review File method.
2 Use the Patron ILL Request Form screen to customize the FirstSearch request form.
  • Provide a library note to patrons telling them where to obtain an ILLiad username.
  • For the First Name field, change the field label to ILLiad Username and check the Required, Displayed, and Modifiable boxes for the field.
  • If you want patrons to enter a password, change the label of the Patron ID field to a label for the password and check the Required, Displayed, and Modifiable boxes for the field.
  • For every other field that your library does not need on the request form, remove any checks from the Required, Displayed, and Modifiable boxes.

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5.2 Staff ILL Settings

Introduction

Resource Sharing staff can use WorldCat Resource Sharing to:

  • Search for materials using the discovery view in FirstSearch
  • Display holdings and enter lender strings
  • Enter shipping and billing information and borrowing notes
  • Send requests for materials to WorldCat Resource Sharing

WorldCat Resource Sharing provides access to:

  • Patron ILL capabilities, allowing Resource Sharing staff to make use of Direct Request in FirstSearch (direct to profile or direct to review)
  • Additional tools staff need to allow them to submit requests to WorldCat Resource Sharing (direct to lender)
  • All of the functionality of FirstSearch associated with the FirstSearch authorization (Infotrieve, Select Translation Service, pay-per-use article purchasing, etc.)

Authorizations

Anyone with a Resource Sharing authorization who has linked their authorization to their FirstSearch authorization may use WorldCat Resource Sharing.

Use the following procedure to associate a Resource Sharing authorization with your institution's FirstSearch authorization, or to delete one.
Note:
Contact your institution's ILL department for information on Resource Sharing authorizations. The Resource Sharing and FirstSearch authorizations must belong to the same institution.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Authorizations from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Authorizations screen.
2 To add an authorization, type a FirstSearch authorization for your institution in the FirstSearch Authorization field, then click the Add button. The authorization appears in the FirstSearch Authorization List.
3 To delete an authorization, click the authorization you want to delete, then click the Delete button. The authorization disappears from the FirstSearch Authorization List.
4 Click Save Changes. If you entered an invalid authorization, the system responds with an error message. Possible invalid authorizations include:
  • Authorizations already linked to other FirstSearch authorizations for your institution
  • Authorizations that do not belong to the same institution as your FirstSearch account

Constant Data

Constant Data is stored information that your institution's ILL staff can use to save keystrokes, reduce errors, and ensure consistency when they initiate or respond to requests. Using Constant Data is optional, but accomplishes the following:

  • Automatically transfers repetitive data to workforms and requests
  • Adds to or modifies repetitive data when processing groups of requests or responses

Constant Data can be created to fit routine borrowing or lending situations. In the WorldCat Services Administration Module, use the Constant Data Options screen to set persistence for your Constant Data Records, and to choose electronic delivery options. Use the Constant Data Records screen to view, print, create, edit, and delete Constant Data.

Constant Data Options

Persistence Select whether you wish to have Constant Data Records automatically applied to each Resource Sharing request. If persistence is turned on, a default Constant Data record will automatically be applied. If a modified Constant Data Record is selected, that record will be applied to future requests. If persistence is turned off, you must manually select a Constant Data Record for each Resource Sharing request.

Use the following procedure to set persistence.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Constant Data Options from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Constant Data Options screen.
2 Choose your preference for Persistence.  
3 Click Save Changes.  

Electronic Delivery Options Choose your preferred method of electronic delivery, and enter a URL in the field provided.

Field Definition
Ariel (FTP) FTP delivery via Ariel.
Ariel (E-Mail) Delivery via e-mail through Ariel.
Odyssey Delivery via Odyssey software.
Skype Delivery via Skype software.
Yahoo! Messenger Delivery via your Yahoo! Messenger account.
Windows Live Messenger Delivery via your Windows Live Messenger account.

Constant Data Records

Use the Constant Data Records screen to view, print, create, edit, and delete Constant Data. You may want to set up one default Constant Data Record for the most common type of request your library processes, if you don't already have one.

Create Constant Data Use the following procedure to create Constant Data.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Constant Data Records from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Constant Data Records screen.
2 Click New Blank Record.  
3 Enter the desired data in each field.
Note:
The CD Name field must be populated.
The system populates the fields with the Constant Data for the record you selected.
4 Click Save Changes. The system responds "Constant Data Records screen changes saved" at the top of the screen.

Edit Constant Data Use the following procedure to edit Constant Data.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Constant Data Records from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Constant Data Records screen.
2 In the Select drop-down box, select the Constant Data Record you want to edit.  
3 Click the Go button. The system populates the fields with the Constant Data for the record you selected.
4 Edit the desired fields.  
5 Click Save Changes. The system responds "Constant Data Records screen changes saved" at the top of the screen.

Delete Constant Data Use the following procedure to delete Constant Data.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Constant Data Records from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Constant Data Records screen.
2 In the Select drop-down box, select the Constant Data Record you want to delete.  
3 Click the Go button. The system populates the fields with the Constant Data for the record you selected.
4 Click Delete Record. A pop-up window asks if you want to delete the record.
5 Click OK to delete the record, or Cancel to cancel the deletion. If you clicked OK, the record is deleted. The system responds with "Constant Data Records deleted" at the top of the screen.

View or Print Constant Data Use the following procedure to view or print Constant Data.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Constant Data Records from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Constant Data Records screen.
2 In the Select drop-down box, select the Constant Data Record you want to view or print.  
3 Click the Go button. The system populates the fields with the Constant Data for the record you selected.
4 Click View/Print. The Constant Data Records view/print screen appears.
5 If you want to print the record, click Print Record. If you want only to view the record, click Close Window after you have finished viewing. If you clicked Print Record, the system prompts you to print the record on the printer defined by your system. Click Close Window to return to the Constant Data Records screen.

Fields on the Constant Data Records screen The following is a list of all fields on the Constant Data Records screen in the WorldCat Services Administrative Module.

Field Definition
Borrowing Library Information
CD Name The CD Name field must be populated. Maximum of eight characters, alphanumeric.
Note: You cannot rename a CD record. When you edit a CD name, you create a new Constant Data Record. The system creates a copy of the data in the record under the new name.
Need Before Date by which you want to receive the item. To assign a period of up to 99 days, type +nn. The system will calculate a date that is 1-99 calendar days from today's date. If you leave this field blank, the system provides a default date of 30 calendar days from tomorrow's date. In a Constant Data Record, use only +nn format.
Request Type Loan Only requests for loans will match. Copy Only requests for nonreturnable copies will match.
Edition The system supplies any unless Borrower requests a specific edition.
Ship To Complete mailing address using 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
Bill To Billing address or contact information (only if different from the information in Ship To).
Ship Via Preferred method of shipment.
Electronic Delivery Preferred method(s) of electronic delivery.
ILL Fee Management (IFM) Turns IFM on or off (click Apply to turn it on, unclick Apply to turn it off).
Maximum Cost Maximum amount you will pay for the item. Type the amount you will pay, and check the IFM check box to apply IFM. This reflects the total cost, not the cost per page.
If you will not pay, you must do one of the following:
  • Leave the check box empty and enter free in the Maximum Cost box.
  • Check the check box and enter $0 in the Maximum Cost box.
  • Check the check box and enter 0 in the Maximum Cost box.
Note: If you do not provide a value, you are responsible for whatever the Lender charges. If both the IFM and Maximum Cost boxes are empty, the Lender is able to specify a Maximum Cost amount when the request is returned to you with a status of Shipped. You automatically agree to pay the specified amount when you update the request to RECEIVE WITH TODAY'S DATE.
Copyright Compliance

Indicates your compliance for photocopy requests.
There are 2 valid codes:

  • CCL: Conforms to U.S. Copyright law
  • CCG: Conforms to CONTU Guidelines
Use None for loan requests.
Fax Your library's Fax number.
E-mail Your library's e-mail or Ariel ® address.
Billing Notes Additional billing information, if necessary.
Borrowing Notes Any additional information needed to clarify the request.
Affiliation Symbols, names, or acronyms of your reciprocal or local groups.
Examples: LVIS, GLOBALGAC
Patron Information
Patron The patron's name. For best results, use the format: last name, first name, middle name or initial. If necessary, add descriptive text to differentiate patrons with similar names. Do not enter patron identification numbers in this field. Use ID instead.
Examples:
Butterworth, Ada Esther Smith, Bob, Art Dept. Smith, Bob, CompSci Dept.If created in FirstSearch, this field contains the data from the FirstSearch fields First Name, Last Name.
ID A number used for patron identification.
Examples:
123-45-6789 ALl/6496KRTXX/0001 OH4751603
If created in FirstSearch, this field contains the data from the FirstSearch field Patron ID.
Department The patron's department. Be consistent in the use of department names.
Example:
Type [Department of Chemistry], [ChemDept], or [Chemistry], but use the same form in other requests for that department.If created in FirstSearch, this field contains the data from the FirstSearch field Dept or Branch.
Status The patron's status.
Examples:
Faculty Executive Undergraduate
If created in FirstSearch, this field contains the data from the FirstSearch field Status.
Address The patron's address.
If created in FirstSearch, this field contains the data from the FirstSearch workform fields First Name, Last Name, Address, City, State/Region/Prov., Postal Code, Country.
Phone The patron's telephone number.If created in FirstSearch, this field contains the data from the FirstSearch field Telephone.
E-mail The patron's e-mail address.If created in FirstSearch, this field contains the data from the FirstSearch field Email.
Fax The patron's Fax number.If created in FirstSearch, this field contains the data from the FirstSearch field Fax.
Notes Any relevant information about the patron.
Examples:
Maximum Cost $5.00 Can pickup from East Branch on Tuesdays
If created in FirstSearch, this field contains the data from the FirstSearch fields Max Cost and Comments.
Lending Information
Due Date The date on which the Borrower should return the item, not the date on which the item should arrive at the lending library. When editing a request, type the specific date or specify a time span of 1-999 days from today's date using the format +nn.
For copy requests, use N/A for the due date. In Constant Data Records, use only the +nn format for loans or N/A for copies.
Example:  20010511 +28
ILL Fee Management (IFM) Turns IFM on or off (click Apply to turn it on, unclick Apply to turn it off).
Lending Charges All costs: handling, photocopying, postage, etc. Type $0 if there are no charges. To accept a Borrower's IFM offer, enter a numeric value, and check the IFM check box.
Examples:
$0$88
Shipped The date on which the item leaves your library (past or current), in [YYYYMMDD] format.
If you provide a value for Shipped in a Constant Data Record, the status of a request changes to Shipped when you respond YES. You must use the -nn format in a Constant Data Record ( -0 supplies the current date, -nn supplies a past date).
Examples:
20001229 -0 -1
Ship Insurance The amount of insurance, if you insure your outgoing loans.
Lending Notes Required only for Conditional responses. Type additional information or a Conditional query. Transfers from Constant Data.Optional for non-Conditional responses. Use for notes about method of payment, invoicing, no-renewal responses, etc.
Lending Restrictions

Restrictions that apply to loans. Example: Library use only.

Return To A complete return mailing address. If you include a due date, you must supply a return address. If you type N/A, you need not complete this field.
Type a slash (/) to separate each line of the address. Substitute a hyphen for any slashes in your library's name or address. When possible, format the address as 5 lines of address, each separated by a slash (/). If you have both a P.O. box and street address, type them as shown in the example.
Example:
ILL Dept Northern Univ Lib/PO Box 100/Northern, OH 44448/For UPS: 1515 Main St./Northern, OH 44446
Return Via A preferred method for returning loaned materials. This field provides tracking information if the item is lost in transit.

Saved Notes

Conditional Notes are used to set any conditions for borrowing or lending. Special library hours, library lending practices or general information may be noted here.

Conditional Notes will appear in WorldCat Resource Sharing on a Pending request screen. You may select text to add as a message to the Borrower outlining your condition(s) for loan.
Note: You may create a maximum of 20 Conditional Saved Notes.
Use the following procedure to add, delete or change the display order of a Conditional Note:

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Saved Notes from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Saved Notes screen.
2 To add a Conditional Note, type a name in the Conditional Note Name field (up to 30 characters and blank spaces).  
3 In the Conditional Note Text field, type any information to identify the note (up to 500 characters and blank spaces).  
4 Click Save Changes. The note name displays in the Select a Conditional Note field.
5 To clear the form and start over, click New Blank Record. The system clears the screen.
6 To delete a conditional note, select the note name in the Select a Conditional Note field. The system fills in the Conditional Note Name and Conditional Note Text fields, and highlights the note name in the Select a Conditional Note list.
7 Click Delete Record. A pop-up window displays to confirm the deletion of the selected note.
8 Click OK to delete the record, or Cancel to cancel the deletion. If you clicked OK, the record is deleted. The system responds with "Saved Notes screen changes saved" at the top of the screen.
9 Click Save Changes. The deletion will not be permanently changed until you click Save Changes. If you do not click Save Changes, an error message will display in a pop-up window when you leave the screen.
10 To change the diplay order of Conditional Notes, select the note name in the Select a Conditional Note field. The system fills in the Conditional Note Name and Conditional Note Text fields, and highlights the note name in the Select a Conditional Note list.
11 Click Move Up or Move Down. The note name will move up or down accordingly in the list.
12 Click Save Changes. The order of the list in the S elect a Conditional Note field will not be permanently changed until you click Save Changes. If you do not click Save Changes, an error message will display in a pop-up window when you leave the screen.
13 Click View/Print to see more information about Conditional Notes. The system displays the Print screen listing all Conditional Notes, with Conditional Note Text, for your institution.

Custom Holdings

Custom Holdings allow you to organize and improve access to the OCLC symbols of your preferred Lenders.

Custom Holdings Groups and Paths To generate Custom Holdings displays and lender strings, the system uses holdings group records and holdings path records that you create for your institution.

A Custom Holdings Group contains the OCLC symbols of preferred Lenders for a particular category of borrowing activities.

A Custom Holdings Path is an ordered list of Custom Holdings Groups appropriate to a set of requests. Within the holdings path record are listed holdings group records in order of borrowing preference.

Custom Holdings Groups

Fields on the Custom Holdings Groups Screen The following is a list of all fields on the Custom Holdings Groups screen in the WorldCat Services Administrative Module.

Field Definition
Group Name The name given to a Custom Holdings Group, consisting of up to eight alphanumeric characters.
Example: BOOKCHRG
Group Description The description of a Custom Holdings Group, consisting of up to 140 alphanumeric characters.
Example:
Institutions that charge for book loans.
Symbols to be added or removed The OCLC symbols for institutions that are part of the Custom Holdings Group.
Examples: AAU ABI ACN

Create a Custom Holdings Group Use the following procedure to create a Custom Holdings Group.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Custom Holdings Groups from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Custom Holdings Groups screen.
2 Click New Blank Record.  
3 Enter the Group Name for the Custom Holdings Group you want to create, and optionally, the Group Description.  
4 In the Symbols to be added or removed field, enter the OCLC symbols for the institutions to be included in the Custom Holdings Group.
Note:
You must include at least one symbol. Separate multiple symbols with a space or comma.
 
5 Click Add Symbols. The symbol(s) added will appear under Symbols currently in your group (#).
If you want to remove the symbol(s) you added, click the symbol(s) under Symbols currently in your group (#), then click Remove Symbols.

Clicking the ? next to the institution symbol under Symbols currently in your group (#) takes you to the OCLC Policies Directory logon screen if you logged in with a FirstSearch authorization, or directly to the OCLC Policies Directory page pertinent to the institution if you logged in with a resource sharing authorization.
6 Click Save Changes. The system responds "Custom Holdings Group has been updated" at the top of the screen.

Edit a Custom Holdings Group Use the following procedure to edit a Custom Holdings Group.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Custom Holdings Groups from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Custom Holdings Groups screen.
2 In the Select drop-down box, select the Custom Holdings Group you want to edit.
Note:
If you want to view a description of the Custom Holdings Group before you edit it, click View/Print Group Descriptions.
 
3 Click the Go button. The system populates the fields for the group you selected. You cannot edit a Custom Holdings Group unless these fields are loaded.
4 To add or remove symbols, type the symbols in the Symbols to be added or removed field, and click Add Symbols or Remove Symbols.  
5 Click Save Changes. The system responds "Custom Holdings Group has been updated" at the top of the screen.

Delete a Custom Holdings Group Use the following procedure to delete a Custom Holdings Group.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Custom Holdings Groups from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Custom Holdings Groups screen.
2 In the Select drop-down box, select the Custom Holdings Group you want to delete.
Note:
If you want to view a description of the Custom Holdings Group before you edit it, click View/Print Group Descriptions.
 
3 Click the Go button. The system populates the fields for the group you selected. You cannot edit a Custom Holdings Group unless these fields are loaded.
4 Click Delete Record. A pop-up window asks if you want to delete the record.
5 Click OK to delete the Custom Holdings Group (or Cancel to cancel the deletion). The system responds "Custom Holdings Group has been deleted" at the top of the screen.

View or Print a Custom Holdings Group Use the following procedure to view or print Custom Holdings Group data.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Custom Holdings Groups from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Custom Holdings Groups screen.
2

In the Select drop-down box, select the Custom Holdings Group you want to view or print.

 
3 Click the Go button. The system populates the fields with the Custom Holdings Group data for the record you selected.
4 Click the View/Print button to view or print details of a single record, or View/Print Group Descriptions for more detailed information about all groups. The system pops up the Custom Holdings Groups view/print screen.
5 View the record, or click Print or Print Record to print. If you chose a print option, the system prompts you to print the record on the printer defined by your system.
6 Click Close Window when you are done. The system displays the Custom Holdings Groups screen.

Custom Holdings Paths

Fields on the Custom Holdings Paths Screen The following is a list of all fields on the Custom Holdings Paths screen in the WorldCat Services Administrative Module.

Field Definition
Path Name The name given to a Custom Holdings Path, consisting of up to eight alphanumeric characters. Example: DOTLIBS
Path Description The description of a Custom Holdings Path, consisting of up to 140 alphanumeric characters. Example: Dept of Transportation libraries and other partners.
Groups available to be included in the path The names and descriptions of Custom Holdings Groups that can be included in the group holdings path.
Groups chosen to be included in the path The names and descriptions of Custom Holdings Groups that are currently included in the group holdings path or that will be included when changes are saved.

Create a Custom Holdings Path Use the following procedure to create a Custom Holdings Path.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Custom Holdings Paths from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Custom Holdings Paths screen.
2 Click New Blank Record.  
3 Enter the Path Name for the Custom Holdings Path you want to create, and optionally, the Path Description.  
4 In the Groups available to be included in the path field, click the group(s) you want to include in the Custom Holdings Path. To select two or more nonadjacent groups to add simultaneously, hold down the <Ctrl> key when you click the groups.To select two or more adjacent groups to add simultaneously, click the first group you want to add, press the <Shift> key, then click the last group. All the groups in between will be selected.  
5 Click the Add button. If you want to remove the group(s) you added, click the group(s) under Groups chosen to be included in the path, then click the Remove button. To change the order of groups in the path, click a group or groups and use the Up or Down buttons. The group(s) you added appear under Groups chosen to be included in the path.
6 Click Save Changes. The system responds "Custom Holdings Path has been updated" at the top of the screen.

Edit a Custom Holdings Path Use the following procedure to edit a Custom Holdings Path.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Custom Holdings Paths from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Custom Holdings Paths screen.
2 In the Select drop-down box, select the Custom Holdings Path you want to edit.
Note:
If you want to view a description of the Custom Holdings Path before you edit it, click View/Print Path Descriptions.
 
3 Click the Go button. The system populates the fields for the path you selected.
Note: You cannot edit a Custom HoldingsPath unless these fields are loaded.
4 Edit the Path Description, or Groups... fields as you desire.  
5 Click Save Changes. The system responds "Custom Holdings Path has been updated" at the top of the screen.

Delete a Custom Holdings Path Use the following procedure to delete a Custom Holdings Path.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Custom Holdings Paths from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Custom Holdings Paths screen.
2 In the Select drop-down box, select the Custom Holdings Path you want to delete.
Note:
If you want to view a description of the Custom Holdings Path before you edit it, click View/Print Group Descriptions.
 
3 Click the Go button. The system populates the fields for the path you selected.
Note: You cannot delete a Custom Holdings Path unless these fields are loaded.
4 Click Delete Record. A pop-up window asks if you want to delete the record.
5 Click OK to delete the Custom Holdings Path (or Cancel to cancel the deletion). The system responds "Custom Holdings Path has been deleted" at the top of the screen.

View or Print a Custom Holdings Path Use the following procedure to view or print Custom Holdings Path data.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Custom Holdings Paths from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Custom Holdings Paths screen.
2

In the Select drop-down box, select the Custom Holdings Path you want to view or print.

 
3 Click the Go button. The system populates the fields with the Custom Holdings Path data for the path you selected.
4 Click the View/Print button to view or print details of a single record, or View/Print Path Descriptions for more detailed information about all paths. The system pops up the Custom Holdings Paths view/print screen.
5 View the record, or click Print or Print Record to print. If you chose a print option, the system prompts you to print the record on the printer defined by your system.
6 Click Close Window when you are done. The system displays the Custom Holdings Paths screen.

Direct Request Profiles

Direct Request automates your request process; it automatically submits patron-generated requests created in your system to WorldCat Resource Sharing Lenders for fulfillment.

You create a Direct Request Profile for every group of eligible requests, specifying:

  • Which requests are eligible for Direct Request
  • The Custom Holdings Path for requests to selected Lenders
  • A Constant Data Record to apply borrowing library information

What are the Criteria for Creating Direct Request Profiles? Every library has different criteria for creating Direct Request Profiles. You are likely to group eligible requests and create your profiles based on the criteria most important to you. For example, based on your lending policies, your most important criterion may be whether an item is a loan or a photocopy. You may consider the patron's status to be the most important element and create profiles based on each patron status. Another perspective might be to focus on potential Lenders, building profiles based on holdings paths.

Fields on the Direct Request Profiles screen The following is a list of all fields on the Direct Request Profiles screen in the WorldCat Services Administrative Module.

Field Definition
Profile Information
Profile Name The Profile Name field must be populated. Maximum of eight characters, alphanumeric, that clearly indicates the scope of the group of requests to which the profile pertains. The name must be unique.In reports generated by Direct Request, the profile is identified only by name. Profile names are not case sensitive, so, for example, TEST is the same as test. Examples: facloan max5copy recipln
Description A description of the group of requests to which the profile pertains, up to 140 alpha-numeric characters long. Leave blank if no description is necessary. Examples: Loans for faculty Copy requests costing less than $5.00 Loans sent to reciprocal insts
Request Sources Indicates if the source of a request is relevant to the profile, and if so, displays the source name or names. If you want the profile to apply to requests from particular sources, type the names of up to six sources in the boxes provided. Source names can be up to eight alpha-numeric characters. The values must be valid values from the Source field in your resource sharing requests.

Source names are not case sensitive, so FS5ILL is the same as fs5ill. Spelling is important. Leave blank if the source of a request is not relevant to the profile.

Commonly Used Source Codes:
FSILLSTF
FS5ILL
FSISOILL
FSIPIG
Request Types Loan (default value) Only requests for returnable loans will match the profile.
Copy Only requests for nonreturnable copies will match the profile.
Patron Statuses Patron status or statuses, if any, to which the profile applies, up to 72 alpha-numeric characters long. Patron status is not case sensitive, so Grad is the same as grad. Spelling is important, however, so Grad is not the same as Graduate.

Spaces and commas are not valid; they are used as delimiters between multiple patron statuses. If the profile applies to more than one status, type each status separated by at least one blank space or comma.

Leave blank if the status of patrons does not apply to the group of requests you are profiling. Examples: Grad UnderGrad Faculty
Note: The value must match the status value form the Patron Interlibrary Loan Request form.
Patron Departments Patron department or departments, if any, to which the profile applies, up to 72 alpha-numeric characters long. Patron department is not case sensitive, so CompSci is the same as compsci. Spelling is important, however, so CompSci is not the same as CSCI.

Spaces and commas are not valid characters; they are used as delimiters. If the profile applies to more than one department, type each department separated by at least one blank space or comma. Leave blank if department does not apply to the group of requests you are profiling. Examples: CompSci Chemistry Biology
Note: The value must match the status value form the Patron Interlibrary Loan Request form.
Patron Will Pay Up To The amount (in US dollars), if any, the patron will pay for the requested material.

For a request to match a profile, the amount specified in the request must be equal to or greater than the amount specified in the profile. For example, if the request specifies 7 ($7.00), and the profile specifies 5 ($5.00), the request matches the profile--a patron willing to pay $7 is also willing to pay $5. On the other hand, if the profile specifies 10, then the profile does not match, because a patron willing to pay $7 is not willing to pay $10.

Type a number from 0-1000. A value of 0 means that the patron is not willing to pay anything for the material being requested. Leave blank if the amount the patron will pay does not apply to the group of requests you are profiling. Examples: 6 6.00 6.10
Note: Do not type the dollar ($) symbol.
Need At Earliest Used with But Not Later Than to define a date range, if any, within which the patron must receive the material.

In a loan request, the patron's date requirement is specified in the Need Before field. For example, a Need Before value of 4 means that the patron must receive the material within four days of creating the request. To match the profile, the Need Before value in a request must fall within the range you specify in the profile by values you associate with Need At Earliest and But Not Later Than.

For example, if the profile has a Need At Earliest value of 4 and a But Not Later Than value of 7, an incoming request with a Need Before value of 5 will match the profile. However, if the patron specifies a Need Before value of 3 in the request, the request will not match the profile.

Type a whole number from 0-1000. Leave both fields blank if date range does not apply to the group of requests you are profiling.
But No Later Than See Need At Earliest.
Bibliographic Formats One or more bibliographic formats that a request must specify if it is to match the profile. Select a format from the list provided. Do not select a format if it does not apply to the group of requests you are profiling.
Age of Material For Loans: Used with But No Older Than to restrict the borrowing of items that are either very new or very old based on their publication date.
Note: The number you type in Age of Material must be smaller than the number you type in But No Older Than.

For Copies: Age of Material can be used to designate whether the copy request is CCG or CCL. The age is pulled from the Article Date field in combination with an appropriate Constant Data Record. Libraries can set a Copyright designation using Direct Request Profiles. A copy-based request that comes through Direct Request with an Article date field of 1994 could be matched to a Direct Request Profile with CCL in the Copyright Compliance field.

Type a whole number from 0-1000 representing the age of the material in years. Leave blank if the age of the material does not apply to the group of requests you are profiling.
But No Older Than See Age of Material.
Language One or more languages that a request must specify if it is to match the profile.
Route to Review File Options
If Potential Duplicate Request Yes - potential duplicate requests will be sent to your Review File. No - a request can be processed whether or not it is a potential duplicate.
If Held By Your Institution Yes - requests will be sent to your Review File when your institution holds the requested item. No - a request can be processed whether or not your institution holds the requested item.
If Held By Custom Holdings Group If you want requests matching this profile to be routed to your Review File when one or more members of a particular group holds the requested item, select the name of the Custom Holdings Group record that identifies the group. Select one group name from the list provided.

The list includes all current Custom Holdings Groups for your institution. If group holdings are not relevant to the set of requests you are profiling, do not select a Custom Holdings Group. Examples: The group name that represents all library branches on your campus. The group name that represents consortia for which you have special borrowing procedures.
Additional Profile Options
Constant Data Record The Constant Data Record, if any, that applies to the group of requests you are profiling. The list contains all current Constant Data Records for your institution.
Note: If you want to define a Constant Data Record for this group, create the Constant Data Record BEFORE creating the profile.

Select a Constant Data Record from the list provided. Do not select from the list if no current Constant Data Record applies to the group of requests you are profiling.
Minimum Number in Lender String The minimum number of Lenders that must be specified in the request in order for the request to match the profile. For example, if the minimum number of Lenders specified in the profile is 4, an incoming request with only three Lenders does not match.
Choose 1, 2, 3, 4, or 5 from the drop-down menu. A lender string must have at least one Lender.
Custom Holdings Path Direct Request finds Lenders for requests based upon Custom Holdings Paths you define. The list contains all current Custom Holdings Paths defined for your institution. Select one path from the list provided.
Produce The Request Yes - you want Direct Request to automatically produce requests that match this profile. No - you want Direct Request to put all matching requests in Request Manager so you can review the work done by Direct Request before it is sent to a Lender.

Create a Direct Request Profile Use the following procedure to create a Direct Request Profile.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Direct Request Profiles from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Direct Request Profiles screen.
2 Enter the desired data in each field, or edit existing data if you have already entered data that you want to change.
Note:
Required fields are marked with an asterisk (*).
 
3 Click Save Changes. The system responds "Direct Request Profiles screen changes saved" at the top of the screen.

Edit a Direct Request Profile Use the following procedure to edit a Direct Request Profile.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Direct Request Profiles from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Direct Request Profiles screen.
2 In the Select drop-down box, select the Direct Request Profile you want to edit.
Note:
If you want to view a description of the Custom Holdings Path before you edit it, click View/Print Path Descriptions.
 
3 Click the Go button. The system populates the fields for the profile you selected.
4 Edit the fields as you desire.  
5 Click Save Changes. The system responds "Direct Request Profiles screen changes saved" at the top of the screen.

Delete a Direct Request Profile Use the following procedure to delete a Direct Request Profile.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Direct Request Profiles from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Direct Request Profiles screen.
2 In the Select drop-down box, select the Direct Request Profile you want to delete.  
3 Click the Go button. The system populates the fields for the profile you selected.
4 Click Delete Record. A pop-up window asks if you want to delete the record.
5 Click OK to delete the profile (or Cancel to cancel the deletion). The system responds "Direct Request Profile deleted" at the top of the screen.

View or Print a Direct Request Profile Use the following procedure to view or print a Direct Request Profile.

  Action Result
1 Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Custom Holdings Paths from the drop-down list under Staff ILL Settings in the sidebar menu. The system displays the Direct Request Profiles screen.
2 In the Select drop-down box, select the Direct Request Profile you want to view or print.  
3 Click the Go button. The system populates the fields for the profile you selected.
4 Click the View/Print button to view or print details of a single record, or View/Print Profile Descriptions for more detailed information about all profiles. The system pops up the Direct Request Profiles view/print screen.
5 View the record, or click Print or Print Record to print. If you chose a print option, the system prompts you to print the record on the printer defined by your system.
6 Click Close Window when you are done. The system displays the Direct Request Profiles screen.

Journal Settings

The Journal Settings features let you turn access to full text on and off by journal.

Access

Description
Purpose Make full text from individual journals covered by your FirstSearch subscription available or unavailable for viewing.
Default setting On.
Available Values
On (checked) If the box is checked, full text from the journal is available for users to view.
Off (not checked) If the box is not checked, full text from the journal is not available for users to view.

Additional guidelines for setting values:

  • A box appears in the Access column of the Journal Settings screen for each journal covered by your FirstSearch subscription. Your subscription may cover all available issues of the journal or just some of them.
  • Because all the full text controlled by the Access feature is covered by your FirstSearch subscription, you probably will not want to turn off access to any of these journals.
  • To place a check in every box in the column on the page you are currently viewing, click Select all.
  • To remove all checks in the column on the page you are currently viewing, click Clear all.
  • When additional journals are added to your FirstSearch subscriptions, Access is turned on for them.

Enable Purchase

Description
Purpose Make full text from individual journals not covered by your FirstSearch subscription available or unavailable for viewing.
Default setting Off.
Available Values
On (checked) If the box is checked, full text from the journal is available for users to view.
Off (not checked) If the box is not checked, full text from the journal is not available for users to view.

Search for journals on the Journal Settings Screen:

Search for box, in box and Go button The Search for box, in box, and Go button on the Journal Settings screen are used to find journals on the Journal Settings screen.

  Action
1 In the in box, select one of the following search types:
  • Show All Titles
  • ISSN
  • Title Words
  • Title Starts With
  • Monthly
2 In the Search for box:
  • Do not type anything if you selected Show All Titles or Monthly (show all journals that contain Monthly in the Billing Method column). The system ignores the Search for box when Show All Titles or Monthly is selected.
  • Type an entire ISSN (with or without the hyphen) if you selected ISSN.
  • Type part of a journal title if you selected Title Words (see Guidelines for Title Words searches, below).
  • Type the beginning of a journal title if you selected Title Starts With (see Guidelines for Title Starts With searches, below).
3 Click the Go button.

Guidelines for Title Words searches When typing a part of a title in the Search for box:

  • Type a string of three or more characters (letters, numbers, blank spaces, symbols, or punctuation).
  • Type the characters in the order in which they appear in the title.
  • Do not exclude any characters within the string.
  • Do not use search operators, such as wildcard characters or Boolean operators (AND, OR, NOT).

Title Words example: To search for the title Accounting, Auditing & Accountability Journal, you could type any one of the following parts:

  • aud
  • audit
  • auditing
  • accounting
  • accounting, auditing
  • auditing & acc

You should not type any of the following because characters are missing within each string:

  • accounting accountability
  • accounting journal
  • auditing acc (This is missing an &.)

Guidelines for Title Starts With searches When typing the beginning of a title in the Search for box:

  • Type a string of one or more characters (letters, numbers, blank spaces, symbols, or punctuation).
  • Type the characters in the order in which they appear in the title, starting with the first character.
  • Do not exclude any characters within the string.
  • Do not use search operators, such as wildcard characters or Boolean operators (AND, OR, NOT).

Title Starts With example To search for the title Accounting, Auditing & Accountability Journal, you could type any one of the following beginnings:

  • a
  • acc
  • account
  • accounting, auditing &
  • accounting, auditing & accountability journal

You should not type any of the following:

  • auditing (this is not a beginning of the title.)
  • accounting auditing (this is missing a comma.)

Monthly and A-Z Links Click the Monthly link to the left of the A-Z links to find all journals that contain Monthly in the Billing Method column. Articles in these journals are available for purchase, and your FirstSearch account has no subscription covering any of their issues.Clicking Monthly finds the same titles as selecting Monthly in the in box and clicking the Go button.

Click one of the A-Z links to find the journal titles that begin with the letter clicked. Clicking a letter finds the same titles as selecting Title Starts With in the in box, typing the letter in the Search for box, and clicking the Go button.

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5.4 OpenURL Links

Overview

Some libraries use OpenURL servers to help connect their users to available online resources. For example, a user retrieves a record in an online database that contains a description of a document. The user wants to view the full text from the document. The record contains a link that leads to an OpenURL server. The user clicks the link. The link sends information about the document to the server. The server displays a screen that contains links likely to lead to the document or more information about it.

The OpenURL Links feature allows libraries to add links in FirstSearch databases that lead to their OpenURL servers.

If you add the links, they appear in detailed records in FirstSearch databases. When a user clicks a link, FirstSearch submits information from the record to the OpenURL server. The resulting server screen is displayed in a new pop-up window.

Note: When you make changes to your OpenURL server(s) in the WorldCat Services Administrative Module, the changes are automatically updated in the WorldCat Registry.

To add the links, you must:

  • Specify the URL for each OpenURL server.
  • Specify the URL of an icon for each server and/or specify the text to be displayed as a link.
  • Make the icon(s) and/or link text available in one or more FirstSearch databases.

Add OpenURL Server Select an OpenURL Server from the drop-down list, or type the URL of a new OpenURL server for your library. You can also click the Test button to send an ISBN to the URL and view the results. You can use the ISBN provided or type another one.

Select OpenURL Server Select a URL for an existing OpenURL server to rename, delete, add databases to, or remove databases from.

Add OpenURL Icon File Specify the URL for an icon that FirstSearch will display as a link leading to the designated OpenURL server. If you do not specify an icon file URL, you must specify link text. You can also click a Test button to view a sample page containing the icon and/or link text. (The sample links do not lead to the OpenURL server.)

Note: The recommended image size of the icon is 16 pixels high and up to 64 pixels wide. If the image is more than 16 pixels high, FirstSearch scales its height to 16 pixels and scales its width proportionally.

Add OpenURL Link Text Specify the text that FirstSearch will display as a link leading to the designated OpenURL server. You can specify both an icon file URL and link text. If you do not specify any link text, you must specify an icon file URL. You can also click a Test button to view a sample link containing the icon and/or link text. (The sample links do not lead to the OpenURL server.)

Choose Databases Choose the FirstSearch databases in which you want to make the links (icon and/or link text) available. By default, the links are available in all the databases included in your FirstSearch account. If you do not want the links to appear in some databases, remove the databases from the Databases Included list.

OpenURL Servers

Add an OpenURL Server

Note: You may have a maximum of ten OpenURL servers at one time. If you attempt to add a new OpenURL server without first adding an icon file URL or link text for the previously added OpenURL server, the system will display an alert telling you to add an icon file URL or link text or both, or delete the server you previously added.

  Action Result
1 Click OpenURL Links in the sidebar menu of the Resource Sharing section of the main menu. The system displays the OpenURL Links screen.
2 Select an OpenURL Server from the drop-down list, or type the URL of a new OpenURL server for your library in the Add OpenURL Server field.  
3 Accept the ISBN provided for testing access to your library's OpenURL server or type another ISBN in its place.  
4 Click the Test button. The system displays a new browser window containing the screen that your OpenURL server displays for the test ISBN.
5 Close the new window. If the test was successful, click the Add Server button. If the test was not successful, verify that you have the correct URL for your library's OpenURL server, then repeat steps 2-4. The name of the server you added appears in the Select OpenURL Server field.
6 If you want to change the URL for the icon that FirstSearch displays as a link to the OpenURL server, type it in the Add OpenURL Icon File field. AND/OR If you want to change the link text that FirstSearch displays as a link to the OpenURL server, type it in the Add OpenURL Link Text field. You must supply the icon file URL, link text, or both. The recommended image size of the icon is 16 pixels high and up to 64 pixels wide. If the image is more than 16 pixels high, FirstSearch scales its height to 16 pixels and scales its width proportionally.
7 Click the Test button to test the appearance of the icon and/or the link text. The system displays a new browser window with a sample link containing the icon and/or link text. The purpose of the sample is to show the appearance of the icon and/or link text. Neither link leads to the new OpenURL server.
8 Close the new window. If the test was successful, click the Add/Rename Icon File button, and/or Add/Rename Link Text button, depending on what you have added. If the test was not successful, verify that you have the correct URL for the icon file, then repeat steps 6-7.  
9 In the Databases Included list, remove any databases in which you do not want the icon link or link text for your OpenURL server to appear. To remove a database:
  1. Click the database in the Databases Included list.
  2. Click the Remove button.

To remove multiple adjacent databases simultaneously:

  1. Hold down the <Shift> key.
  2. Click the first and last database you want to remove.
  3. Click the Remove button.

To remove multiple non-adjacent databases simultaneously:

  1. Hold down the <Ctrl> key.
  2. Click each non-adjacent database you want to remove.
  3. Click the Remove button.
By default, the links appear in all of the databases included in your FirstSearch account.

Note: You must include at least one database before you can perform the next step.

10 Click Save Changes. The system acknowledges your changes.
11 Go to the FirstSearch service to test the links. If changes are needed, return to the administrative module and repeat the appropriate steps above.  

Rename an OpenURL Server

  Action Result
1 Click OpenURL Links in the sidebar menu of the Resource Sharing section of the main menu. The system displays the OpenURL Links screen.
2 In the Select OpenURL Server field, click the server you want to rename.  
3 Click the Rename Server button. A Script Prompt box appears, in which you can enter a new URL for the OpenURL server.
4 Type the new URL for the OpenURL server in the Script Prompt box.  
5 Click OK to make the change, or Cancel to cancel it. If you clicked OK, the name of the server changes in the Select OpenURL Server field.
6 If you clicked OK, accept the ISBN provided for testing access to the OpenURL server or type another ISBN in its place.  
7 Click the Test button. The system displays a new browser window containing the screen that the OpenURL server displays for the test ISBN.
8 Close the new window. If the test was successful, go to the next step. If the test was not successful, verify that you have the correct URL for the OpenURL server, then repeat steps 3-7.  
9 If you want to change the URL for the icon that FirstSearch displays as a link to the OpenURL server, type it in the Add OpenURL Icon File field. AND/OR If you want to change the link text that FirstSearch displays as a link to the OpenURL server, type it in the Add OpenURL Link Text field. You must supply the icon file URL, link text, or both. The recommended image size of the icon is 16 pixels high and up to 64 pixels wide. If the image is more than 16 pixels high, FirstSearch scales its height to 16 pixels and scales its width proportionally.
10 Click the Test button. The system displays a new browser window with a sample link containing the icon and/or link text. The purpose of the sample is to show the appearance of the icon and/or link text. Neither link leads to the new OpenURL server.
11 Close the new window. If the test was successful, click the Add/Rename Icon File button and/or the Add/Rename Link Text button, depending on what you have added. If the test was not successful, verify that you have the correct URL for the icon file, then repeat steps 9-10.  
12 In the Databases Included list, remove any databases in which you do not want the icon link or link text for the OpenURL server to appear. To remove a database, click the database in the Databases Included list, then click the Remove button. To remove multiple adjacent databases simultaneously:
  1. Hold down the <Shift> key.
  2. Click the first and last database you want to remove.
  3. Click the Remove button.

To remove multiple non-adjacent databases simultaneously:

  1. Hold down the <Ctrl> key.
  2. Click each non-adjacent database you want to remove.
  3. Click the Remove button.
By default, the links appear in all of the databases included in your FirstSearch account.

Note: You must include at least one database before you can perform the next step.

13 Click Save Changes. The system acknowledges your changes.
14 Go to the FirstSearch service to test the links. If changes are needed, return to the administrative module and repeat the appropriate steps above.  

Delete an OpenURL Server

  Action Result
1 Click OpenURL Links in the sidebar menu of the Resource Sharing section of the main menu. The system displays the OpenURL Links screen.
2 In the Select OpenURL Server field, click the server you want to delete.  
3 Click the Delete Server button. A pop-up window asks you to confirm that you want to delete the OpenURL server you selected.
4 Click OK to delete the server, or Cancel to cancel the deletion. If you click OK, the server URL disappears from the Select OpenURL Server field. If you click Cancel, it remains.
5 Click Save Changes. The system acknowledges your changes.
6 Go to the FirstSearch service to test the deletion. If changes are needed, return to the administrative module and repeat the appropriate steps above.  

Add or rename an icon file URL

  Action Result
1 Click OpenURL Links in the sidebar menu of the Resource Sharing section of the main menu. The system displays the OpenURL Links screen.
2 In the Select OpenURL Server field, click the OpenURL server for which you want to add or rename an icon file URL.  
3 In the Add OpenURL Icon File field: Type in the new icon file URL OR Rename an existing icon file URL. The recommended image size of the icon is 16 pixels high and up to 64 pixels wide. If the image is more than 16 pixels high, FirstSearch scales its height to 16 pixels and scales its width proportionally.
4 Click the Add/Rename Icon File button.  
5 Click the Test button. The system displays a new browser window with a sample icon. The purpose of the sample is to show the appearance of the icon. The icon does not lead to your library's OpenURL server.
6 Close the new window. If the test was successful, go to the next step. If the test was not successful, verify that you have the correct URL for icon file, then repeat steps 3-5.  
7 Click Save Changes. The system acknowledges your changes.
8 Go to the FirstSearch service to test the link. If changes are needed, return to the administrative module and repeat the appropriate steps above.  

Add or rename link text

  Action Result
1 Click OpenURL Links in the sidebar menu of the Resource Sharing section of the main menu. The system displays the OpenURL Links screen.
2 In the Select OpenURL Server field, click the OpenURL server for which you want to add or rename link text.  
3 In the Add OpenURL Link Text field: Type in the new link text. OR Rename existing link text.  
4 Click the Add/Rename Link Text button.  
5 Click the Test button. The system displays a new browser window with sample link text. The purpose of the sample is to show the appearance of the link text. The link text does not lead to your library's OpenURL server.
6 Close the new window. If the test was successful, go to the next step. If the test was not successful, verify that you have the correct link text, then repeat steps 3-5.  
7 Click Save Changes. The system acknowledges your changes.
8 Go to the FirstSearch service to test the text. If changes are needed, return to the administrative module and repeat the appropriate steps above.  

Remove databases

  Action Result
1 Click OpenURL Links in the sidebar menu of the Resource Sharing section of the main menu. The system displays the OpenURL Links screen.
2 Identify the OpenURL server from which you want to remove databases. The Databases Included list shows all the databases that are currently included for the OpenURL server you identified.
3 In the Databases Included list, remove any databases in which you do not want the icon link or link text for your OpenURL server to appear. To remove a database, click the database in the Databases Included list, then click the Remove button. To remove multiple adjacent databases simultaneously:
  1. Hold down the <Shift> key.
  2. Click the first and last database you want to remove.
  3. Click the Remove button.

To remove multiple non-adjacent databases simultaneously:

  1. Hold down the <Ctrl> key.
  2. Click each non-adjacent database you want to remove.
  3. Click the Remove button.

Note: You must include at least one database before you can perform the next step.

4 Click Save Changes. The system acknowledges your changes.
5 Go to the FirstSearch service to test the changes. If necessary, repeat the appropriate steps above.  

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