3.3 Profiles

Overview

The percentage of your requests handled by the Direct-to-Profile option depends upon the criteria for eligible requests.

You create a Direct Request profile for every group of eligible requests. the profiles serve 3 purposes:

1. To define which requests are eligible for Direct Request.

2. To specify the holding path for requests with no lenders or insufficient lenders.

3. To specify a constant data record to apply to incomplete requests.

Profile perspective

Your perspective of borrowing criteria is unique. For example, based on your ILL policies, the most important criterion may be whether an item is a loan or a photocopy. You are likely to group eligible requests and create your profiles from that perspective. Or, you may consider the patron's status 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.

Create profiles on the World Wide Web

You create and maintain your Direct Request profiles in the OCLC Service Configuration.

Before creating profiles:

  • Learn how to select multiple items from a list on your browser. The method varies from browser to browser. Check with your systems person if you are not sure how to do this
  • Think about the differences between eligible and ineligible requests
  • Study the descriptions of the profile elements in this chapter

To learn how to create a profile, review the WorldShare Interlibrary Loan, Direct Request Profiles section of the OCLC Service Configuration User Guide.  

View Profiles

You can return to the Web site to view the parameters of any Direct Request profile you have created. Do not print the profile summaries from the Web site to keep in a notebook, because you may make changes to your profiles. Always view you profiles online so you know you are viewing the current version.

Modify or delete profiles

Modify or delete your Direct Request profiles through the Web site.

Profile elements

The OCLC system supplies elements Date added and Date replaced. You supply the remaining information for elements in a profile. The OCLC system validates a Direct Request profile when it is added or replaced.

The following table lists each profile element you define, its description, notes about entering the data in a profile, and rules. Elements are listed in the order they appear in the online profile form.

Element Description or Note Rules
Profile name Name of the profile record.

In reports generated by ILL Direct Request, the profile is identified only by name. Give you profile a name that clearly indicates the scope of the group of request to which it refers (e.g., facopies).

Required.

Up to 8 alphanumeric characters.

Not case-sensitive.

Description Description of the profile record (e.g., Faculty request for copies). Leave blank if no description is necessary. Optional.

Maximum 140 characters.

Request source(s) Use this option to profile groups of requests based on their common source (:Source: in the ILL request).

Type the name of the source in the box provided.

If a profile applies to more than 1 source, type each source separated by at least 1 blank space or a comma.

Leave blank if the source of a request is not relevant to the profile.

Example:

FS5ILL, CICVEL

Optional.

Up to 8 alphanumeric characters.

Must be a valid value from :source: in ILL requests.

Not case-sensitive.

Commas and blanks are not valid in source names

Type of request Identifies the request as being for a loan or copy.

Select one or more options from the list provided.

If creating a profile for nonreturnable copies only, de-select loan and select copy instead. If you select both, your profile will match requests for either loans or copies. If you select neither, ILL Direct Request does not use the Type of Request element when matching profiles. OCLC recommends you choose either loan or copy.

Optional.

Default=loan

Patron status(es) Patron status(es) you define (e.g., grad, undergrad).

Type the patron status in the box provided. If a profile applies to more than 1 status, type each status separated by at least 1 blank space or a comma.

Leave blank if status does not apply to the group of requests you are profiling (e.g., if the profile applies to all statuses.)

Optional.

No limit on number of statuses.

Maximum 65 characters for each status.

Not case sensitive.

Commas and blanks are not valid in status names.

Patron department(s) Departments you define.

Type the patron department in the box provided. If a profile applies to more than one department, type each department separated by at least one blank space or a comma.

Leave blank if department does not apply to the group of requests you are profiling (e.g., if the profile applies to all departments).

Optional.

No limit on number of departments.

Maximum 67 characters for each department.

Not case-sensitive.

Commas and blanks are not valid in department names.

Amount patron pays :Maxcost: is defined in an OCLC ILL workform record as the amount the borrowing library is willing to spend for a loan or photocopy.

The amount patron pays is the portion of the library's :Maxcost: paid by the patron. How much the patron pays is defined by your library's internal ILL policies and not by the Direct-to-Profile option.

Type a number in the box provided in the profile form.  Example: 6.10

Do not type the dollar ($) symbol.

A value of 0 means the patron is not willing to pay anything.

Leave blank if the amount the patron pays does not apply to the group of requests you are profiling.

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.

Example:

If the request specifies 7 and the profile specifies 5, the request matches the profile--a patron willing to pay $7 is also willing to pay $5. 

If the profile specifies 10, the profile does not match. A patron willing to pay $7 is not willing to pay $10.

Optional.

Range is 0.00 to 1000.00 (US dollars and cents).

Note: Your system must supply messages to patrons regarding charges or restrictions. ILL Direct Request does not send messages to the patron.

Need Before date Represents the date range within which the patron must receive the material.

Type a number in 1 or both of the boxes provided.

Leave both boxes blank if Need Before date does not apply to the group of requests you are profiling.

To match, the :NeedBefore: value in a request must fall within the range you specify in the profile.

Example:

If Need Before in the profile has "at earliest" 4 and "no later than" 7, an incoming request with a :NeedBefore: date 5 days from today matches the profile. However, if the patron specifies a date 3 days from today, the request does not match the profile.

Optional.

Use whole numbers.

Range is  0 to 1000.

Do not type a plus (+) sign.

Lower bound must be less than or equal to upper bound.

Bibliographic format(s) Books, serials, visual materials, mixed materials, maps, scores, sound recordings, computer files.

Select 1 or more bibliographic formats from the list. How you select multiple items from the lest depends on your Web browser.

Do not select a bibliographic format if it does not apply to the group of requests you are profiling (e.g., if the profile applies to all formats).

Optional.
Age of material Used to restrict the borrowing of items that are either very new or very old.

Type a whole number in 1 or both boxes provided to represent the age of the material in years.

Do not specify an age if it does not apply to the group of requests your are profiling (e.g., if the profile applies to material regardless of age).

Optional.

Range is 0 to 1000.

The number in the "at least" box must be less than or equal to the number in the "not older than" box.

Language(s) Allows you to specify one or more languages.

Select 1 or more languages from the list provided. How you select depends on your Web browser.

Do not select a language if it does not apply to the group of requests your are profiling (e.g., if the profile applies to all languages).

Optional.
Route to Review File if request is a duplicate You decide whether possible duplicate requests are forwarded or routed to the Review File.

Click yes if you want a request sent to the Review file if it is a possible duplicate.

Click no if you want a request forwarded to the first potential lender even if it is a possible duplicate.

Required.

Only yes and no are valid.

Default = no.

Route to Review File if item is held by institution?

(holding prohibition)
You decide whether requests for items that your library holds are forwarded or sent to the Review File.

Click yes if you want requests within this group to be sent to your Review File when your institution holds the requested item.

Click no if the request can be processed whether or not your institution holds the requested item.

Required.

Only yes and no are valid.

Default = no.

Route to Review File if item is held by [Custom Holdings Group] You decide whether requests for items held by members of a specific Custom Holdings Group are forwarded or sent to the Review File.

If you want requests to be sent to the Review File when held by a member of a specific Holdings Group, select a Group name from the list provided. The list includes all current Custom Holdings Groups in OCLC Interlibrary Loan for your institution.

If you use this option, the OCLC system places up to 5 institution symbols into the :DIRECT NOTES: field. The symbols are from the Custom Holdings Group record that contained a potential lender for the item.

Example:

Select the Holdings Group name that represents all library branches on your campus or the Group name that represents groups for which you have special borrowing procedures. (Or, in OCLC ILL, create a Custom Holdings Group that covers branches and groups, then create a Direct Request profile choosing that Custom Holdings Group name.)

Optional.
Constant data name Select 1 Constant Data record from the list provided. The list includes all current Constant Data records in the OCLC Interlibrary Loan service for you institution.

If you want to define a Constant Data record for this group, you must create it before creating the profile.

Do not select a constant data name if it does not apply to the group of requests you are profiling.

Optional.
Minimum number of lenders The fewest number of lenders that can appear in a lender string.

Choose 1,2,3,4, or 5 from the drop-down menu.

If after ILL Direct Request processing, the request still has fewer than the minimum number specified in the profile, the request is not produced; it is put in your Review File.

Example:

If the minimum number of lenders specified in the profile is 4, a request with only 3 lenders will be put in your Review File.

Required.

Default = 1 (A lender string must have at least one lender.

Custom Holdings path name ILL Direct Request finds lenders for requests based upon Custom Holdings paths you have defined.

Select 1 path from the list provided. The list includes all current Custom Holdings paths in the OCLC Interlibrary Loan service for your institution.

Required.
Produce the request? You must specify whether you want ILL Direct Request to produce requests that match the profile or put the matching requests in your Review File so you can review them before they are sent to a lender.

If you want ILL Direct Request to automatically produce requests that match this profile, click yes.

If you want ILL Direct Request to put all matching request in your Review File, click no.

Required.

Only yes and no are valid.

Default = no.