Peer to Peer Resource Sharing

Receiving Physical Items

1. On the Received Items page (Fulfillment > Resource Sharing > Receiving Items), select a format for the received items in the Received format field that you want to view (Digital, Physical, or Physical non-returnable), regardless of which method you use to receive resource sharing materials.
   
   Received Items Page
2. Select an Identifier type by which received items are to be identified:
   • Barcode
   • External identifier

3. Clear the Automatically notify patron check box to prevent Alma from sending a notification email to the requesting patron when the item arrives at the resource sharing library. This can be useful for Resource Sharing Borrowing Requests with the format Physical non-returnable, when the receive operation is used to notify Alma that an item has already been supplied directly to the patron, so that no additional item ready for collection notification to the patron is required. By default, this check box is selected. 

4. Optionally, add a note in either or both of the following fields: This note appears in the following format:
   <Name of partner><Note text>
5. Internal note: A note that appears only on the side from which it is sent (that is, when configuring a note from the borrower, the note appears only in the list of borrowing requests. When configuring a note from the lender, the note appears only in the list of lending requests). These notes do not appear on the History tab, and are to be used for notes not intended to be publicized (that is, they are not sent to the peer partner). An example of a note would be a borrower writing, This lender has historically been difficult to deal with.
   • Note to partner: The note that is sent to the partner. This note appears in the Notes tab of both the sender of the note and the receiver of the note, and on the request’s History tab (i.e. – Only in reading room).
6. Enter a barcode or an external identifier for the received resource in the Barcode or External identifier field and select OK. The field that appears corresponds to the Identifier type selection, performed in step 2.
   • If you selected Physical as the received format, a dialog box opens where you configure receiving information for the item:
     
     Receiving a Physical Item – Dialog Box
     Configure the fields in the dialog box fields, as described in the following table:

     Receiving a Physical Item Dialog Box Fields

     Field	Description
     Automatically print slip	Select Yes to automatically print the Resource Sharing Receive Slip Letter, the option defaults to No. The selection is remembered for the duration of the session. When set to Yes, if multiple items are being scanned, a print slip is generated for each barcode. For more information on configuring the letter, see Configuring Alma Letters.
     Multiple Items	Select the check box if multiple items were received from the lender for this request.
     Temporary barcode	Enter the item’s temporary barcode.
     Item policy	Select an item policy for the item. For details on item policies, see Configuring Item Policies.
     Location	Select the location of where the item is to be received. When receiving an item from an NCIP partner, the value of this field is the value specified in the Default Location field on the Resource Sharing Partner page Parameters tab (see NCIP Parameters).
     Fulfillment note	Enter a note, as required.
     Due date	Configure a due date for the item. If the NCIP Resource Sharing Borrowing Request message contains a due date, the date displays in this field. A due date that is in the past or is for a date by which the item cannot be delivered (for example, the item is due tomorrow and delivery takes 3 days for the item to arrive), the item must be handled accordingly (see the section, To handle a non-deliverable item and enable it for delivery, in Receiving Items).
     Internal note	As described in step 4 above.
     Note to partner	As described in step 4 above.
     Shipping Cost	The shipping cost is defined in the relevant policy. It may be overridden by changing the value at this point.
     Patron Receive Cost	The patron receive cost is the resource sharing receive fee defined in the relevant policy. It may be overridden by changing the value at this point.
     Patron Request Cost	The patron request cost is the resource sharing request fee defined in the relevant policy. It may be overridden by changing the value at this point.
     For Reading-Room Use Only	Select to restrict access to a reading room.

     The values of the Item policy and Location fields are populated with the values of the Temporary Item Creation Rule for the item (see Configuring Temporary Item Creation Rules). If no rule is configured, the Item Policy field is empty and the Location field contains the current location of the item, based on the library and institution default settings.
   • If you selected Digital as the received format, the received item displays at the bottom of the page.
     
     Received Items Page – Digital Item
     Select Complete the request when you have completed the request to mark it as closed. If you do not select this option, the resource's status is listed in the Resource Sharing Borrowing Requests list as Digitally received by library.
7. When working with a Physical non-returnable request, select Complete the request to change the item's status to Request Completed and mark the request as Closed. If you do not select Complete the request, the resource's status is listed on the Resource Sharing Borrowing Requests page as Physically received by library. If Automatically Print Slip is set to Yes, the Receiving Slip Letter (code: ReceivingSlipLetter) is printed for physical and physical non-returnable items. For more information on the receive slip, see Configuring Alma Letters.
   For more information about non-returnable requests, see the Non-Returnable Borrowing Requests video (4:26 mins).
8. If the lender is an ISO or NCIP partner, the request’s status is updated and the Received message is sent.

• Select Cancel to return to the Received Items page and modify the due date. When you fix the due date, the item displays on the Resource Sharing Borrowing Requests page with the status Physically Received by Library.
• Select OK to retain the insufficient due date. The item displays on the Resource Sharing Borrowing Requests page with the status Received - not for loan, indicating that the item has been received by the Resource Sharing Borrowing Library, but cannot be loaned.

Receiving Digital Files

A lending institution may send a digital request directly to the patron if the request included a patron email address. 

The lender may send an email with the digitized resource attached. The operator on the borrower side verifies the digital item and sends it to the patron, closing the request at the same time. Sending the file to the patron is done by using the 'Upload File' action. This action uploads the file to the Alma cloud storage and allows also sending the file to the patron. The patron will receive an email with a secured link to the resource, and will have to authenticate before gaining access to the resource.The file will remain in the Alma storage for a configurable period of time (default 30 days).

The staff can also view the file and resend it using the 'Show File' and "Send File to Patron" actions.

For more information about digital document delivery of resource sharing requests,see the More Information About Digital Fulfillment of Resource Sharing Requests video (18:43 mins) and More Information on Article Requesting in Alma Resource Sharing (16:54 min)

Borrowing Requests

• No barcodes are empty
• No barcodes are duplicated
• No barcodes are already used (in the repository)

1. On the Received Items page (Fulfillment > Resource Sharing > Receiving Items), enter the External Identifier and select OK. A pop-up appears indicating that the request is already received.
2. Select Confirm. A pop-up appears to enter the barcodes. Enter the barcodes one at a time and select OK after each one. (See Receive Multiple Items above.)
   When accessing the pop-up after the original receive, the multiple items check box, due date and costs are view-only, taking their values from the original receive.
3. Select Done when all barcodes are entered.

• The status of the request changes to Loaned to Patron when any of the items is loaned.
• Cancelling a hold request cancels only the specific hold request. The parent borrowing request is only canceled if all items are canceled.
• Renew and recall messages received from the lender update all loans under the parent request.
• Only one renew fee is applied to the loan.
• In Primo, only one item will appear for the request on the Requests List of the My Account tab.

Lending Requests

Create Move Request

Ship Physical Item to Borrowing Library

Renew/Recall/Overdue Handling

Check In Physical Item

Create and Send Digital Item

Wait for Borrower Notification that Item was Received

Receiving Digitally Sent Requests

When a lender sends a digital request, it is automatically forwarded to the patron, depending on the borrower_document_delivery_send_automatically parameter (see RapidILL Based Resource Sharing Workflow). If the lender filled shipping terms of use (see Delivering Digitized Items Using the Document Delivery Page), then the digital resource is not automatically forwarded and the request remains in the Shipped Digitally status, waiting for manual processing.