Resource sharing using Rapido is based on several elements, including a Primo VE CDI enabled discovery and an active RAPID ILL account. This page focuses on the back-office elements that have to do with the resource sharing and fulfillment aspects of the workflow.
Library processing of Rapido requests, on both the borrower side and lender side, is based on standard resource sharing workflows and requires the resource sharing and fulfillment configurations that make the library processes possible. Working with Rapido enables you to maintain the local resource sharing configurations such as partner records and locate profiles that support managing a resource sharing process with a non-Rapido partner. If you expect to manage resource sharing transactions with non-Rapido partners then the resource sharing configurations that are detailed in the Configuring Resource Sharing document are relevant. The following are exceptions:
- Sending Borrower Request rules (replaced by Rapido Mediation Rules)
- Additional Requested Media (Rapido uses different request forms)
- Configuring Primo Request Form Type by Genre (Rapido uses different request forms)
The following sections focus on specific configuration requirements for Rapido. More information may be found in the relevant sections of the Ex Libris Customer Knowledge Center.
Rapido Members and Resource Sharing Libraries
Use the Settings > Resource Sharing > Configuration > Members to configure Rapido members.
Adding a Resource Sharing Library
Rapido requires a minimum of one member to support borrower or lender requests. Multiple members are supported.
When adding From New Resource Sharing Library, ensure Is resource sharing library is selected. For more information on creating libraries, see Adding Libraries and Configuring Resource Sharing Libraries.
Editing an Existing Resource Sharing Library
More than one member is used when there are multiple campuses that manage their resource sharing operations separately from one another or libraries that run their resource sharing operations independently.
Like any library, the resource sharing library must also have a valid calendar. Note that:
- The ISO Symbol is only required if the resource sharing library is also used for resource sharing transactions with non-Rapido partners. It is not required if the resource sharing library only communicates (as borrower or lender) with Rapido partners.
- The locate process related parameters are not required if the library only communicates (as borrower or lender) with Rapido partners:
- Borrowing setup
- Cancel request on locate failure
- Automatic activate locate profile
- Lending setup
- Automatic location of resources
- Ignore electronic resources
- Automatic creation
- Locate by fields
- Borrowing setup
Use the Borrowing Policies to set the pod priorities. Use to drag and drop according to the order of priorities for borrowing requests.
Add exceptions to override the default borrowing policies.
Configuring Borrowing Request Inactive Filters
- General System Administrator
- Fulfillment Administrator
Resource sharing libraries must have a library Fulfillment Unit.
Resource Sharing Allowed must be enabled in the Fulfillment Unit Rules.
The rules determine:
- Resource sharing eligibility
- Request limits
- Allow pickup locations
- Personal delivery
To manage resource sharing lending requests, you must have a Repository Manager role.
Use the Settings > Resource Sharing > Members > Physical Items Lending Policies to edit the lending policies.
Add Participating Items to specify the terms for each type of item.
The Participating Items are sets of Physical Items used for fulfilling resource sharing requests. Participating Items must be defined for every member.
Physical items are only available for lending when Supplies physical items is checked.
Participating Items sets must be linked to the pods that are assigned to a member.
Add Physical Lending Policy
Use the add physical lending policies to make an item available to a borrower who is not part of a pod. This enables other Rapido users not in a pod to receive offers based on your set criteria.
After entering the lending policy terms, requests for physical items that meet your terms will be able for lending.
The copyright rules must be activated to activate copyright management on the borrower side of the request.
The rs_borrower_copyright_management parameter (Fulfillment > General > Other Settings) must be set to true.
The Rule of Five is an out-of-the box rule and is disabled by default. When enabled, the rule causes the sixth digitally requested request that is placed within the same calendar year for the same material (that has been published within the last five years) to automatically be marked as copyright approved. The request is still sent, but the copyright status is reportable in Analytics.
Configure the copyright rules from Settings > Resource Sharing > Rapido Rules > Borrowing Copyright Rules.
When adding a rule, the following parameters are available by default:
- Number of Requests in Calendar Year — How many times a resource is can be requested in a given year
- Request Type — Electronic or Digital
- Total Copyright Work Percentage — Up to what percentage of a resource can be requested for Electronic and Digital
- Years Since Publication Date — When a resource was published
- New for October! Number of Requests Per User on Specific Resource — How many requests a user is allowed to make for a resource
- New for October! Time Span (In Months) Since Request Date — The amount of time that needs to pass before a resource can be re-requested
Rapdio can only calculate the total work percentage if the total number of pages is known and the page fields are populated. Without this information, the rule will be skipped. This case mostly occurs for requests placed via the blank form Resource Sharing requests and not from a Rapido offer, since the Rapido offer includes all the metadata.Copyright Parameters
Select to enable Copyright Clearance to automatically approve or reject the copyright clearance request.Copyright Clearance
Use the Settings > Resource Sharing > Request Forms > Resource Sharing Copyright Declaration to create the copyright declaration that is attached to the Primo request form. No declaration is mandatory on the request form if the relevant text is not configured using this link.
Staff users that access resource sharing task lists must have the following roles:
- Fulfillment Administrator (institution scope). This role is required in order to access the Fulfillment and the Resource Sharing configuration menu.
- Fulfillment Services Manager/Operator (scope of the resource sharing library) This role is required in order to access the borrower and lender task lists.
- The role must be in the scope of the resource sharing library that the user requires access to. An institution-level scope does not affect this access.
- Only a Repository Manager role can delete a set of participating items.
To place requests, patrons must be assigned a patron role and have an assigned Resource sharing library or a default patron resource sharing library. If this is not defined in the patron's user information, Alma uses the "ill_item_creation_lib_code" customer parameter to chose the Resource sharing library.
Set the Fulfillment > General > Other Settings menu as follows:
The ill_item_creation_lib_code parameter can be used to assign a default library. If this is configured, then the user record does not have to be updated with a resource sharing library.
- rs_disable_lending_auto_assign – true. This prevents lending requests from being automatically assigned to the staff member that updates them
- rs_keep_rejected_request_active – This determines your policy regarding requests that have been rejected by the lender. Use this parameter to determine whether the borrowing or lending requests should remain active when rejected and should continue being processed as an active request, for example in order to process with a broker system.
- None — This is the default setting. The request is completed and is no longer included in the active requests queue.
- Borrowing, Lending, Both — The request remains in the active requests queue of the appropriate task list so the staff has the option to work on the request.
- rs_auto_request_lending. Set this parameter to ‘true’ if lending requests should be picked from the shelf by branch libraries’ fulfillment staff and not by the resource sharing staff. If set to ‘true’, every new lending request that is for a physically held resource automatically triggers a ‘pick from shelf’ request at the branch library.
- rs_default_digitization_department. This is the digitization department that is assigned automatically created digitization requests if the rs_auto_request_lending parameter is on.
- rs_auto_request_lending_with_serials/rs_auto_request_lending_with_volume_issue – These two parameters are relevant only if pick from shelf tasks need to be assigned to branch libraries (i.e. rs_auto_request_lending is ‘true). The parameters determine whether automatic pick from shelf requests are created for the branch library when the request or resource is a serial. The values of these parameters must either be both ‘true’ or both ‘false’. The recommended setup of these depends on how your physical serial inventory is cataloged.
- Select ‘true’ if you do not ship the physical issues but rather digitize them and send a digital copy. Another scenario in which you should use the value ‘true’ is if you catalog a single item that represents all of your serial inventory, i.e. you do not catalog every serial issue. Alma creates a title-level request on the requested title. Before shipping the physical item, catalog it and give it a barcode. Upon completion, the item can be shipped.
- Select false if you physically ship the physical issues and have every issue cataloged in your system. Alma does not create a pick from shelf request automatically in this case. The lending request requires staff mediation for requesting the exact issue that is requested.
- check_patron_duplicate_borrowing_requests – true. This prevents patrons from requesting a resource that they already have an active request for.
- rs_rapido_auto_request_lending_multi_branches – true. This controls if an automatic request should be created in Rapido if a physical resource exists in several libraries.
Self Owned Resources
To prevent Rapido offers for self-owned resources, add the below Display Logic Rules:
- Hide service Resource Sharing Request with Ownership by the institution = true — hides the Rapido offer when there is physical inventory
- Hide service Resource Sharing Request if exists service Full Text — hides the Rapido offer when there is electronic inventory
Setting check_self_ownership_serial to false enables request placement when the local resource is a serial. Mediation rules are used to ensure the exact issue that the patron is requesting is indeed not locally held.
If check_self_ownership_serial is set to true, and one of the below Display Logic Rules is enabled, journal offers will not be presented for journals you own or have available.
- Hide service Resource Sharing Request with Ownership by the institution = true
- Hide service Resource Sharing Request with Availability by the institution = true
Any borrowing request created in Rapido is automatically sent to a matching lender, either based on a Rapido offer or based on locally managed rota templates. Use the Settings > Resource Sharing > Rapido Rules > Borrowing Mediation Rules to establish rules for when requests should not automatically be filled and require staff mediation to advance the request to the next step.
Mediation rules are created with an ‘exit criteria’, which is the condition that allows the request to be sent after meeting the rules criteria. For example, consider the below rule for managing requests that have been placed for resources that are owned by the library:
- Any request that meets the criteria of ‘Self Ownership=true’ is stopped for mediation.
- An ‘exit criteria’ rule requires that there is no ‘SELF_OWNED_APPROVED’ label.
The result of this rule is that requests are stopped for mediation (i.e. the status is ‘ready to be sent’) even when there is a known potential lender. In order to allow the request to continue on its lifecycle, the operator removes the ‘SELF_OWNED’ label (that is automatically assigned by the rule) from the request and adds a ‘SELF_OWNED_APPROVED’ label instead.
Use the Settings > Resource Sharing > Borrowing Mediation Rules to add labels to control your mediation rules.
Labels are automatically created based on mediation rules. Each rule's Output Parameter determines when manual intervention is required for handling a request.
For mediation rules such as Missing article/book metadata there are two optional operators:
In List — requires all selected fields to be filled to send the request without mediation.
All In List — will not stop for mediation if at least one field is filled in so that the users can send requests to lenders even if only one field is populated.
Available Mediation Rules
Below are the various mediation rules available:
- Converted from hold request
- Missing article metadata fields
- Missing books metadata fields
- Needed by date
- Rapido request
- Request with note
- Request completed
- Requested format
- Selected Pod
- Self ownership
- Statistical category of requester
- User group
- Years since publications date
Non-Signed in Users
This rule enables every user to receive an offer when not logged in. When clicking the offer, the login screen displays. The login action reloads the full view page with the Rapido offer. If the rule prevents the user from receiving this request, no offer is presented.
We recommend configuring Rapido scopes (Discovery > Display Configuration > Configure Views).
The first scope is the initial search including your local catalog + CDI full text activations with filter by availability (My library catalog).
The second scope is that CentralIndex not filtered by availability which includes the Rapido index for Rapido customers (Beyond my library).
Rapido holdings are included in the first CentralIndex scope defined as not filtered by availability.
EasyActive and FullyFlexible
EasyActive – all collections are automatically searchable in discovery and do not require a proactive search activation by the library staff.
FullyFlexible – beyond the activation of your own library holdings, the institution controls which collections are searchable in your discovery.
Either option can be used with Rapido.
EasyActive exposes more content beyond your library collections than FullyFlexible. This enables patrons to create resource sharing requests directly from their search results rather than needing to use the blank form for their request. This avoids unnecessary errors in their requests and provides patrons with clear visibility for the request such as delivery time for Rapido offers.
Displaying Rapido Offers in Primo
You can configure the location of the Rapido offer on the Primo full view record, for example, to set it to be right below the How to Get It section.
Set this in the Full Record Services section of Discovery > View Configuration, by changing the location of the ‘rapidoOffer’ row from its out-of-the-box location at the end of the section.
Rapido Holdings Index Records
The Rapido Holding Index contains the index of all Rapido library holdings. The record displayed is a single anonymized record. The index does not include records suppressed by the institution and external data sources. Additionally, only records that are included in the inclusion criteria below are included in the index.
Exclude records from the Rapido holdings index by using the Suppress from External Search option (see https://youtu.be/ZQSlvkTJaIY). For Rapido, configuration of Z39.50 s not relevant.
Use at least one of the following criteria:
External system number (035)
LCCN + brief title + year
LCCN + fuzzy title + year
LCCN + full title + pagination
OCLC + brief title + year
OCLC + fuzzy title + year
OCLC + full title + pagination
ISBN + brief title + date
ISBN + fuzzy title + date
ISBN + full title + pagination
IncorrectISBN + full title + date
IncorrectISBN + full title + pagination
Full title + main entry + date + pagination
Full title + main entry + date + fuzzy pagination
Full title + date + publisher + pagination + [main entry]
Full title + date + publisher + fuzzy pagination + [main entry]
Full title + date + pagination + [main entry]
Full title + date + fuzzy pagination + [main entry]
Full title + date + publisher + [main entry]
LCCN + brief title
OCLC + brief title
ISSN + brief title
Full title (not in common serials list) + place of publication + country of publication + Main entry conditional
Full title (not in common serials list) + date + place of publication + main heading (conditional) + ISSN conditional
Full title (not in common serials list)+ date + main entry
Full title (can be in list of common titles) + date + main entry + place of publication
Fuzzy title (not in list of common titles) + date + main entry + place of publication
Records in the Rapido Holding Index
Below is an example from a full record in the Rapido holdings index (including a Rapido offer). The Source of the record is Global Title Index, the owning library is not included, and the information is not available for the patrons.
You can configure Rapido labels (Discovery > Labels > Prima Rapido Labels). Each new tile begins with rapido.tiles.xxx.
<!--Physical - best offer -->
<ref:codeValue codeValue="Get a physical copy" code="rapido.tiles.physical.best_offer.line_1" />
<ref:codeValue codeValue="Delivered in" code="rapido.tiles.physical.best_offer.line_2.first_part" />
<ref:codeValue codeValue="Days" code="rapido.tiles.physical.best_offer.line_2.second_part" />
<ref:codeValue codeValue="Keep for" code="rapido.tiles.physical.best_offer.line_3.first_part" />
<ref:codeValue codeValue="days" code="rapido.tiles.physical.best_offer.line_3.second_part" />
<!--Physical - no best offer -->
<ref:codeValue codeValue="Request a " code="rapido.tiles.physical.no_best_offer.line_1" />
<ref:codeValue codeValue="physical copy " code="rapido.tiles.physical.no_best_offer.line_2" />
<ref:codeValue codeValue=" " code="rapido.tiles.physical.no_best_offer.line_3" />
<!--Digital - best offer -->
<ref:codeValue codeValue="Get a digital copy" code="rapido.tiles.digital.best_offer.line_1" />
<ref:codeValue codeValue="Delivered in" code="rapido.tiles.digital.best_offer.line_2.first_part" />
<ref:codeValue codeValue="Hours" code="rapido.tiles.digital.best_offer.line_2.second_part" />
<ref:codeValue codeValue="by email" code="rapido.tiles.digital.best_offer.line_3" />
<!--Digital - no best offer -->
<ref:codeValue codeValue="Request a " code="rapido.tiles.digital.no_best_offer.line_1" />
<ref:codeValue codeValue="digital copy " code="rapido.tiles.digital.no_best_offer.line_2" />
<ref:codeValue codeValue=" " code="rapido.tiles.digital.no_best_offer.line_3"/>
<!--Digital Chapter - best offer -->
<ref:codeValue codeValue="Need a chapter?" code="rapido.tiles.digital_chapter.best_offer.line_1" />
<ref:codeValue codeValue="Delivered in" code="rapido.tiles.digital_chapter.best_offer.line_2.first_part" />
<ref:codeValue codeValue="Hours" code="rapido.tiles.digital_chapter.best_offer.line_2.second_part" />
<ref:codeValue codeValue="by email" code="rapido.tiles.digital_chapter.best_offer.line_3" />
<!--Digital Chapter - no best offer -->
<ref:codeValue codeValue="Request a " code="rapido.tiles.digital_chapter.no_best_offer.line_1" />
<ref:codeValue codeValue="digital chapter " code="rapido.tiles.digital_chapter.no_best_offer.line_2" />
<ref:codeValue codeValue=" " code="rapido.tiles.digital_chapter.no_best_offer.line_3" />
<!--Journal - no best offer -->
<ref:codeValue codeValue="Request an " code="rapido.tiles.journal.no_best_offer.line_1" />
<ref:codeValue codeValue="article from this journal " code="rapido.tiles.journal.no_best_offer.line_2" />
<ref:codeValue codeValue=" " code="rapido.tiles.journal.no_best_offer.line_3" />
Rapdio Offer Fields
New for October! You can configure the Rapido form (Settings > Resource Sharing > Rapido Request Forms Customization) by enabling or disabling any of the fields.
Use the No Rapido Offer Message to alert users which offer is restricted from borrowing. Configure the offer message from Settings > Resource Sharing > Configuration > No Rapido Offer Message.
Enter the text to alert users that an item is not available for borrowing.
Self Ownership Check
The check_self_ownership_serial parameter (Fulfillment > General > Other Settings) determines whether requesting are allowed for articles without checking local ownership.
Set this to 'false' so that article requesting is always allowed without checking the local physical inventory first.
Alma cannot determine whether the exact coverage of the requested article is in your physical holdings. Therefore, setting this parameter to 'false' allows the patron to request the article. We recommend mediating these requests in order to first verify local availability using the Self Ownership parameter of the mediation rules.
The Document Delivery Page
Document Delivery requires configuration for integration with RapidILL. See RapidILL Based Resource Sharing Workflow.
The document download page that Alma displays when a patron clicks an email link using your institution’s CNAME (e.g. instituitonA.alma.exlibrisgroup.com) and not the classic link (e.g. https://ap01-.alma.exlibrisgroup.com...TITUTIONA_INST) link. This requires intervention from your IT department if you have not authorized the CNAME URL before.
The document download page uses the logo that is defined in your General > Alma Logo and Color Scheme menu as the login page logo.
Note to Patron
Use the Settings > Resource Sharing > Request Forms > Note to Patron to include notes to patrons when placing their requests in the request forms.
Configuring Patron Queries
- Old system: Patron query templates are a basic means of configuring patron letters. You can enter multiple letters and configure the fields in the letters. You cannot edit the initial structure of the letter, but – if configured – you can edit the letter before it is sent.
This system is deprecated and will be removed in an upcoming version.
- New system: Patron query types use Alma’s flexible XSL style sheet letter configuration system for each query, which is more flexible. You can define up to thirty types of letters that will be sent when a user selects to send a query to a patron, for example, a welcome letter, a response to a request, and so forth.
- General System Administrator
- Fulfillment Administrator
- Add a patron query template (see Adding Patron Query Templates)
- Edit a patron query template (Modify the column values in the Mapping Table Rows section).
- Delete a patron query template (select Delete).
- Open the PatronQueryTemplates Mapping Table (Configuration Menu > Fulfillment > Resource Sharing > Patron Query Templates).
- Select Add Row. Enter a name for the template in the Name field.
- In the Subject field, enter a subject. You can use the variables %reqId% and %reqName%; these will be replaced with the borrowing or lending request’s external ID or the patron’s name, respectively.
- In the Header field, enter a header, such as “Dear Sir/Madam:”.
- Enter additional lines in Query Line 1, 2, and 3. These fields are substituted into the Query to Patron Letter. For more information, see Example Letter Customization: Query to Patron Letter.
- In the Edit if Single field, enter True if the message will be open for editing, or False if the message will be sent directly to the patron without any opportunity for editing.
- Select Add Row. The template appears in the list of templates.
- Select Customize.
- General System Administrator
- Fulfillment Administrator
- Add a patron query type (see Adding Patron Query Type)
- Edit a patron query type (Modify the column values in the Mapping Table Rows section)
- On the Patron Query Types Code Table Page (Configuration Menu > Fulfillment > Resource Sharing > Patron Query Types), enable the relevant patron query types.
Patron Query Types Code Table
- You can modify the enabled entries' descriptions. Note that the Description column's text appears in the drop-down of query types (after selecting Send Query to Patron for a Borrowing request), and the code enables you to map the exact text to be used for each query type.
- You can select enabled entries as templates for the Send Query to Patron email and can modify the entries on the Query to Patron Letter Code Table page.
- Select Save when you are done.
Cost to Patron
Configure the Cost to Patron to charge a patron based on their user group.
The cost is only effective once the borrowing library receives the item.
Expand the Cost to Patron section and select Add Cost to Patron.
Add the groups and their cost.
Assign the cost to a POD for a selected member.
Display Alerts in Lending Requests
Alerts can be attached to a lending request during the main steps of a request's workflow.
The alerts show the progress of the request (In Process, Canceled, or Completed). The following alerts are currently supported and can be configured in Configuration > Resource Sharing > Manage Rapido Alerts:
- Move Request in Process
- Move Request Cancelled
- Move Request Completed
- Digitization Request in Process
- Digitization Request Cancelled
- Digitization Request Completed
Digitization Request Cancelled and Move Request Cancelled are enabled by default.
The following letters are used by Rapido throughout the different flows:
- Borrower Overdue Email Letter
- Externally Obtained Letter
- Ful Damaged Email Letter
- Ful Lost Email Letter
- Ful Outgoing Email Letter
- Ful Renew Email Letter – only if working with email partners
- Lending Recall Email Letter– only if working with email partners
- Query To Patron Letter
- Borrower Receive Email Letter– only if working with email partners
- Borrower Return Email Letter– only if working with email partners
- General Message Email Letter– only if working with email partners
- Lender Email Letter
- Resource Sharing Return Slip Letter
- Interested In Letter
- ARTEmail message
- Document Delivery Notification Letter
- Resource Sharing Shipping Slip Letter
- Resource Sharing Receive Slip Letter
- Lending Requests Report Slip Letter
- Lending Recall Email Letter
- Lender Will Supply Email Letter– only if working with email partners
- Lender Ship Email Letter
- Lender Renew Response Email Letter
- Lender Reject Email Letter – only if working with email partners
- Lender Checked-In Email Letter – only if working with email partners
- Ful Incoming Slip Letter
- Ful Borrowing Info Letter
- Borrower Claim Email Letter
- Change Rapido Request Terms Letter
For more information, see Configuring Alma Letters
Setting Up Rapid
To enable Rapido document delivery setup, you need to define Rapid as a partner and load your holdings by using the Alma Holdings Harvest for RapidILL.
Configuring RapidILL as a Resource Sharing Partner
Configure RapidILL as a resource sharing partner from the Resource Sharing Partner page (Fulfillment > Resource Sharing > Partners > Add a Partner).
For the Profile Type and System Type, select RapidILL. Enter the form details as described at Resource Sharing Partners.
On the Parameters tab, for the Default Library Owner, select the library to be used when creating lending requests. Lending requests received from RapidILL are created in the Resource Sharing Library that you select. Enter the form details on the Parameters tab as described at RapidILL Parameters.
If you are using the RapidR integration, select Enable Rapid Returnables Integration For Rapido. This enables you to manage borrowing and lending requests from your RapidoR network via Rapido. By selecting this checkbox, a Rapid Returnables pod is added to your list of participating Pods and you need to define its priority on the Borrowing Policies tab of the resource sharing member.
Configure the following parameters located at Configuration > Fulfillment > General > Other Settings as follows:
|rs_keep_rejected_request_active||Borrowing||Keep rejected resource sharing requests active as a borrowing request to keep it open if it is rejected by RapidILL|
|borrower_document_delivery_maximum_views||2||The maximum number of times patrons are able to access the link for RapidILL document delivery.|
|borrower_document_delivery_send_automatically||true||Whether the email to the patron is sent automatically when a document is received on the borrower side.|
|The number of days after which the digital file is deleted.|
Integrating Rapido and ILLiad
Alma institutions who are “Lenders Only” can now specify whether they are managing resource sharing from Alma or ILLiad. If ILLiad is selected (Configuration > Resource Sharing > Members) the lending request for this institution is created and can be managed from ILLiad.
When a request status changes from being calculated to presenting the Lending library details, the Lending library information and contact details are also available in the right pane.