Configuration

Introduction

Rapido is fully integrated with Primo VE which provides users with an embedded discovery experience. In addition to this, Rapido includes a set of APIs that can be used in order for other discovery services to integrate with Rapido and enable the different Rapido services such as the Rapido offers.

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 Customer Knowledge Center.

Rapido Members and Resource Sharing Libraries

Use the Resource Sharing > Configuration > Members to configure Rapido members.

Borrowing Policies

Use the Borrowing Policies (Configuration > Resource Sharing > Members) to set the pod priorities. Use  to drag and drop according to the order of priorities for borrowing requests.

Maximum Time to Delivery cannot be left blank. If left blank, no Rapido terms appear in Primo VE and the borrowing request is not sent to Rapido pod partner. There must always be a value, even if the value is 0.

Borrowing Policies

Locally managed pods are checked when Locally Manage Rapido Pod is selected in Fulfillment > Resource Sharing > Rota Templates.

Configure the following fields to include these terms in all offers:

• Delivery Time
• Loan Period
• Check availability and only show terms for available resources

If Check availability and only show terms for available resources is selected, the terms only appear if the item is available.

Locally Managed Rapido Pod

This section is available for fulfillment network type pods.

Borrowing Exceptions

You can associate a pod with a Rapido member.

Add exceptions to override the default borrowing policies. Borrowing exceptions can be defined to allow for variation in working with pods that differ from and override your defined default borrowing policies. The borrowing exceptions do not apply to locally managed pods.

Borrowing Exceptions

Assigning POD Priorities at the lZ Level

For some institutions, it might be relevant to set the POD priority at the IZ level rather than at the member level. To do so, from Resource Sharing > Configuration > Institutional Borrowing Policy, select Use Institutional Borrowing Policies. Define your Default Borrowing Policies and Save. Using this feature overrides the settings in the individual member's policies (Resource Sharing > Configuration > Members).

Maximum Time to Delivery cannot be left blank. If left blank, no Rapido terms appear in Primo VE and the borrowing request is not sent to Rapido pod partner. There must always be a value, even if the value is 0.

Use Institutional Borrowing Policies

Configuring Borrowing Request Inactive Filters

Fulfillment Unit and Terms of Use

Borrowing resource sharing libraries must have a library Fulfillment Unit (Configuration > Fulfillment > Physical Fulfillment > Fulfillment Units).

Fulfillment libraries 

Resource Sharing Allowed must be enabled in the Fulfillment Unit Rules tab.

Fulfillment Rules

The rules determine:

• Resource sharing eligibility
• Request limits
• Allow pickup locations
• Fees
• Personal delivery

Sample Terms of Use (TOU) that allows unlimited resource sharing

For more information, see Supporting Personal Delivery for Requests.

Participating Items

To manage resource sharing lending requests, you must have a Repository Manager role.

Use the Configuration > Resource Sharing > Members > Physical Items Lending Policies to edit the lending policies. 

Resource Sharing Members

Add Participating Items to specify the terms for each type of item.

Participating Items settings

The Participating Items are sets of Physical Items used for fulfilling resource sharing requests. Participating Items must be defined for every member.

Selecting All items from the drop down list does not associate with the defined sets of participating items. Selecting All items referes to all items that exist in this Alma IZ.

The Location is the current location of the item and not the permanent location.

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.

Lending Policies

Adding a Physical Lending Policy

Use the Add Physical Lending Policy to make lending terms available to other Rapido institutions that are not part of a pod. This information is available for other institutions when using the Find Partners action from borrowing requests if they have signed the resource sharing agreement.

Physical Items Lending Policies

Add Physical Lending Policies

After entering the lending policy terms, requests for physical items that meet your terms will be able for lending.

Add Participating Items

Lost Fees

When the parameter rs_use_tou_for_lost_item (Configuration > Resource Sharing > General > Other Settings) is set to true (default false), a Lost Item Fine is automatically added to the patron's account in addition to the Lost Item Replacement Fee when an item is marked as lost or when the number of lost profile days have passed, based on the borrowing library's settings in the library loan Terms of Use (TOU) (Configuration > Fulfillment > Physical Fulfillment > Terms of Use and Policies).

Lost Fees Terms of Use

Excluding Non-Workdays Days from Expiry Period

The Expiry Time (days) can either be defined on a partner or on a lending policy. A job runs that deletes unhandled expired requests. To prevent lending requests from expiring during non-workdays, Rapido enables you to set days to exclude from the expiry period calculation (Configuration > Resource Sharing > Configuration > Resource Sharing Working Days).

Resource Sharing Working Days configuration

Customizing Borrowing Cancellation Reasons

Each institution can customize the list of request-cancellation reasons that appear in the dropdown list of reasons when cancelling requests like holds or resource-sharing borrowing requests. The text available for each of the standard reasons can be modified, and reasons that are not relevant to the institution can be removed from the dropdown list. In addition, the institution can create up to ten new reasons to add to the dropdown list. These options enable the institution to create a list of options that only includes reasons that are actually in use in their libraries, thus preventing problems that arise when an inappropriate reason is selected. The list of cancellation reasons can be edited from Configuration > Fulfillment > Request Cancellation Reasons.

Copyright Rules

The copyright rules must be activated to activate copyright management on the borrower side of the request.

Configure the copyright rules from Configuration > 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 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.
• Number of Requests Per User on Specific Resource — This parameter determines how many requests a user is allowed to make for a resource. For articles, this is determined by ISSN, volume, and issue (if any of these are empty the rule will be skipped). For books, this is determined by ISBN.
• Time Span (In Months) Since Request Date — The amount of time that needs to pass before a resource can be re-requested.

You can add a label to easily determine which copyright rule was applied to a request. When a request meets the rule, the label appears in the task list. Additionally, you can create a set based on the copyright label.

Select to enable Copyright Clearance to automatically approve or reject the copyright clearance request.

Staff Accounts

Patron Accounts

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 choose the Resource sharing library.

General Settings

Set the Configuration > 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_borrowing_auto_assign – default true. When set to false, this setting assigns borrowing requests to a specified staff member for updating.
• rs_disable_lending_auto_assign – default false. This auto-assigns lending requests 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_default_digitization_department. This is the digitization department that is assigned automatically created digitization requests if the rs_auto_request_lending parameter is on.
• check_patron_duplicate_borrowing_requests – true. This prevents patrons from requesting a resource that they already have an active request for.

Locate Failed

When a locate process fails for technical reasons such as missing credentials or communication issues, set rapido_do_not_send_request_when_locate_fails (Configuration > Resource Sharing > General > Other Settings) parameter to true (default) to send the request to the next lender in the rota. Set the parameter to false to send the request to the lender whose locate request failed.

Self Owned Resources

To prevent Rapido offers for self-owned resources, add the below Display Logic Rules (Configuration > Fulfillment > Discovery Interface Display Logic > 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 but requires staff mediation. Mediation rules are used to ensure the exact issue that the patron is requesting is not held locally.

If check_self_ownership_serial is set to true, and one of the below Display Logic Rules is enabled, journal offers are not presented for journals you own or have available, and the request can only be placed by staff mediation, regardless of the coverage.

• Hide service Resource Sharing Request with Ownership by the institution = true
• Hide service Resource Sharing Request with Availability by the institution = true

Multi-Volume Settings

Rapido uses the summary holding delimiter set in Alma to read the summary holdings (currently only available for mediation rules).

For matches based on the summary holdings, Rapido uses a semicolon (;) as the default delimiter. To set the delimiter you want to use, you can use the new rapido_summary_holdings_delimiters (Configuration > Resource Sharing > General > Other Settings) parameter. The parameter value can be any delimiter that you use for your summary holdings.

If the summary holdings is empty, Rapido searches the item information.

Matches are made based on mediation rules such as for Fill Locally and the Self Owned and/or Available options.

For more information, see Multi-Volume Resource Sharing Workflow.

Mediation Rules

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 Configuration > 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 a condition that enables the request to be sent to the lender if that criteria is met. 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. To enable the request to continue 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 Configuration > Resource Sharing > Rapido Rules > 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.

Configuring Shipping Cost Lender Rules

New for December! You can add a rule to apply shipping and overage costs to borrowing requests. These cost fields are controlled by the Base fee page limit (Configuration > Fulfillment > Resource Sharing > Shipping Cost Lender Rules) parameter.

For example, if the total amount of pages permitted at the Base Fee rate is 10, and the total number of pages requested is 20 (calculated from the Pages field on the Borrowing request or the Start page to End page), and the Base fee page limit value is 10, and the Page Overage Fee is 1, then the patron cost is 10 (the total pages requested minus the Base fee page limit value) plus the sum of the amounts configured for the Shipping Cost, Service Level Fee, or Base Fee. In the example below, the total patron cost is 15.

The Base fee page limit rule only applies if the total requested pages exceed the configured Value.

Non-Signed in Users

Use fulfillment terms of use to prevent user types from receiving Rapido offers. For example, create the below Terms of Use rule on the Fulfillment Unit of the Resource Sharing Library.

This rule enables every user to receive an offer when not logged in. When clicking the offer, the login screen appears. 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.

Discovery

Rapido holdings are included in any scope configured to query the Central Index and not filtered by availability.

Hiding Sections

Hiding How to Get It

Rapido enables you to hide the HOW TO GET IT section so that if this feature is not used by your institution, you can remove it. To hide this section, from Configuration > Resource Sharing > General > Other Settings set rapido_hide_how_to_get_it_section to false. By default, this setting is set to true.

Show HOW TO GET IT	Hide HOW TO GET IT

Hiding How to Get it from Other Locations

Rapido enables you to hide the Get it from other locations section from specific user groups or when a user is not logged in. To hide this section, from Configuration > Resource Sharing > Request Forms > Hide Get It From Other Locations select the user group(s) or check Hide section when user is not logged in.

Show Get it from other locations	Hide Get it from other locations

This should only be used for user groups that never see an offer since it hides the section regardless of any display logic rules.

To hide the section when the display logic rules hide the service, this needs to be done using CSS customization in Primo.

Shelf Expiration

To prevent items from sitting on hold shelves for extended periods of time, Rapido enables you to configure if the Maximum time on hold shelf (Days) (Configuration > Fulfillment > Library Management > Circulation Desk > Hold Shelf Information) for an item to remain on a hold shelf before being returned to the lending library should be based on the request Due Date or the Circulation Desk Hold Shelf Expiration Time. Set the parameter rapido_hold_shelf_expiration Configuration > Resource Sharing > General > Other Settings) to either due_date (default) or circ_desk.

Offer Message

The No Rapido Offer Message appears every time the library decides that an offer tile should not appear. This is governed by the display logic rules.

Examples of cases where this might occur: specific user groups if the resource is available locally, and others.

Configure the offer message from Configuration > 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 is 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 Configuration > Resource Sharing > Request Forms > Note to Patron to include notes to patrons when placing their requests in the request forms.

The following HTML tags are supported:

• Common Block Elements: <p>, <div>, <h1>, <h2>, <h3>, <h4>, <h5>, <h6>, <ul>, <ol>, <li>, <blockquote>,
• Table elements: <tr>, <td>, <th>, <colgroup>, <caption>, <col>, <thead>, <tbody>, <tfoot>
• LINKS: adding href to <a> elements
• Common Inline Formatting Elements: <b>, <i>, <font>, <s>, <u>, <o>, <sup>, <sub>, <ins>, <del>, <strong>, <strike>, <tt>, <code>, <big>, <small>, <br>, <span>, <em>
• IMAGES: <img>

Configuring Patron Queries

Configuring Patron Query Templates

To configure patron query templates, you must have one of the following roles:

• General System Administrator
• Fulfillment Administrator

Patron query templates are configured on the Patron Query Templates mapping table (Configuration > Fulfillment > Resource Sharing > Patron Query Templates). For more information about mapping tables, see Mapping Tables. Each template contains a brief list of fields that are assembled to create the letter sent to the patron. The initial format of the letter is not configurable, but – if configured – the letter can be edited before it is sent.

This option only appears when the send_query_to_patron_use_xsl in the Customer Parameters Mapping Table is set to false (see Configuring Other Settings). When send_query_to_patron_use_xsl is set to true, the Patron Query Types option displays instead (see Configuring Patron Query Types).

Patron Query Templates Mapping Table

The following actions can be performed on this page:

• 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).

Adding Patron Query Templates

You can add a patron query template.

To add a patron query template:

1. Open the PatronQueryTemplates Mapping Table (Configuration Menu > Fulfillment > Resource Sharing > Patron Query Templates).
2. Select Add Row. Enter a name for the template in the Name field.
3. 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.
4. In the Header field, enter a header, such as “Dear Sir/Madam:”.
5. 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.
6. In the Edit if Single field, enter True if the message will be open for editing, or False if the message is sent directly to the patron without any opportunity for editing.
7. Select Add Row. The template appears in the list of templates.
8. Select Customize.

The fields are assembled into a letter that is sent when a user selects Send Query to Patron on the Borrowing Requests in the actions menu.

Configuring Patron Query Types

To configure patron query types, you must have one of the following roles:

• General System Administrator
• Fulfillment Administrator

You can configure alternative versions - patron query types - of the Query to Patron letter using the enhanced XSL Query to Patron letter. You can define up to thirty types of this letter in this way.

Patron query types are configured on the Patron Query Types code table (Configuration Menu > Fulfillment > Resource Sharing > Patron Query Types). For more information about code tables, see Code Tables.

This option appears in the menu only when the send_query_to_patron_use_xsl in the Customer Parameters Mapping Table is set to true (see Configuring Other Settings). When send_query_to_patron_use_xsl is set to false, the Patron Query Templates option appears instead (see Configuring Patron Query Templates). The Patron Query Templates option will become obsolete in the future.

Patron Query Types Code Table Page

Adding a Patron Query Type

You can add a patron query type by enabling one of the types in the code table and configuring it.

To add patron query types:

1. In the Patron Query Types code table (Configuration > Fulfillment > Resource Sharing > Patron Query Types), enable one of the disabled patron query types.
2. Modify the Description of the type you enabled. It is this Description that appears in the drop-down list of query types when Send query to patron is selected from the row actions of a Borrowing Request. The code is used in the XSL of the letter to map the query type to the text that will appear in the Query to Patron letter when the user selects that type of query.
3. Repeat the steps above to add additional patron query types, as required.
4. Select Save when you are done.

For information about configuring the Query to Patron letter for the enabled patron query types, see Configuring Rapido Letters.

The default XSL template only includes rules for patron query types 1 and 2. If your system has more than two types defined, you must add rules for the additional types to the template before you can configure them. You can do this by copying one of the existing rules and modifying the copy as required for each additional rule.

Managing Borrowing Alerts

Alerts are added to requests when information about the request needs to be communicated to the borrower.  

The following alerts are currently supported and can be configured from Configuration > Resource Sharing > Manage Lending Alerts:

• CANCELLED_BY_PATRON (enabled by default)

Managing Lending Alerts

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 from Configuration > Resource Sharing > Manage Lending Alerts:

• Move Request in Process
• Move Request Cancelled (enabled by default)
• Move Request Completed
• Digitization Request in Process
• Digitization Request Cancelled (enabled by default)
• Digitization Request Completed
• Resend Request Received

Downloading Electronic Resources

Rapido includes the ability to select the license fields to be added to the screen rather than using the Primo screen for this flow. (Resource Sharing > Configuration > Manage Download Electronic Resource)

• Interlibrary loan print or fax
• Interlibrary loan secure electronic transmission
• Interlibrary loan electronic
• Interlibrary loan record keeping required indicator
• Interlibrary loan note

Each license field that is enabled appears in the right pane.

Configuring Rapido Letters

The following letters (Configuration > General > Letters > Letters Configuration) are used by Rapido throughout the different flows.

For information on adding non-default fields to Rapido letters, see Available Fields for Rapido Letters.

Changing the From Email Address

You can set the default sent from email address to be different from the main library email address. When rs_use_addressfrom_letter_param (Configuration > Fulfillment > General > Other Settings) is set to true (default false), instead of letters being sent from the Preferred Email Address set in Fulfillment > Library Management > Contact Information, the email is sent from the letter configuration addressFrom (Configuration > General > Letters > Letters Configuration) on the following letters:

• Borrower Claim Email Letter
• Borrower Overdue Email Letter
• Borrower Receive Email Letter
• Borrower Return Email Letter
• Externally Obtained Letter
• Fil Outgoing Email Letter
• Ful Cancel Email Letter
• Ful Renew Email Letter
• Ful Incoming Slip Letter
• Ful Damaged Email Letter
• Ful Lost Email Letter
• Lender Checked-in Email Letter
• Lending Recall Email Letter
• Lender Reject Email Letter
• Lender Response Email Letter
• Lender Ship Email Letter
• Lender Will Supply Email Letter
• Query To Patron Letter
• Rapido member letter
• Resource Sharing Request Confirmation Letter
• Resource Sharing Return Slip Letter
• Resource Sharing Shipping Slip Letter

Preferred email address

 

addressFrom email address

In addition, for the following three letters, signature_email needs to be replaced in the XSL with address_from in order to prevent the preferred email address from appearing at the bottom of the email:

• Externally Obtained Letter
• Query To Patron Letter
• Rapido member letter

XSL

Preferred email address on three letters

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.

Resource Sharing Between Libraries in the Same Alma Institution

Rapido supports performing resource sharing between libraries in the same institution. This is not a common scenario, and you need to open a support ticket to enable it.

Below are the requirements for this to be enabled:

• The libraries in the institution (IZ) do not do a pick from shelf from other libraries. Each library serves its own patrons.
• Contact support to create the relevant POD to include the libraries in the institution and to enable this specific configuration (ngrs_allow_iz_rs parameter must be set to True).
• Each member in the library must associate participating items with the POD and the pod must be set in the correct pod priority order for borrowing priorities.

Associating Pickup Locations with Resource Sharing Members

This feature enables the borrowing experience for libraries with multiple resource sharing libraries to be more efficient. By selecting Add Definition (Configuration > Resource Sharing > Configuration > Associate Pickup Location with RS Member) and adding a Pickup Location and RS Member, borrowing requests are handled by the closest or most convenient library.

Enabling Branches to Ship Directly

This feature enables institutions to define which library can ship on its own, without needing to send the resource to the resource sharing library to ship the resource to the borrowing institution.

Check Ship resource sharing resources directly (Configuration > General > Libraries > Add a Library or Edit Library Information) to allow branches to ship resources directly to a borrowing institution instead of sending the request to the associated resource sharing library.

We recommend enabling the Move to Branch to Automatically create move or digitization request for incoming request, (see Create Move Request Configuration). This creates the fulfillment request for the staff at the branch to handle without needing to access the resource sharing requests task list.

If the above is configured and the staff has fulfillment privileges in the library defined as allowed to ship resources directly from the branch while at the scope of that library, the Shipping Items menu (Fulfillment > Resource Sharing > Shipping Items) and the Scan In Item page > Shipping Items button are visible. The user can use either one of them to ship the resource. The resource sharing request is then updated accordingly, for example, Shipped Physically.

Configuring Lending Scanning Options

You can set a message to warn users that scanning in items will complete the lending process.

Configure the Complete lending request (Configuration > Fulfillment > Physical Fulfillment > Scan In Messages Configuration) parameter (default Show message None).

If Show message is set to Popup message and 'Cancel" available at popup is set to Yes, if an item is scanned in and is part of a Resource Sharing Request that is linked to a lending request with the status Shipped Physically, a warning message requires the user to Confirm or Cancel. This prevents users from unintentionally completing the lending request.

If Show message is set to Feedback message and 'Cancel" available at popup is set to Yes, the feedback notifies the user that the request will be completed, but the scan in action cannot be canceled.

Consortia Resource Sharing

For some institutions, in specific cases, if a resource exists, and you want to create a request for an unavailable resource, the request is still created under the pod that owns it and will be filled when the selected condition is fulfilled.

To create a hold request for unavailable resources, select:

• When Resource is Unavailable in the Current Pod — don't send the request to the next pod, keep the request with the current pod until the resource becomes available
• When Resource is Unavailable in Any of the Member Pods — check all pods to see if the resource is available at another pod

If one of the above options is selected, the request will not expire, and the library card Estimated pick up and Estimated due date are updated to: Cannot be determined.

The default setting is Never. These settings are defined at the pod level. Contact support for more information.

Peer-to-Peer: Working with Partners Beyond the Pods

Rapido libraries can be connected with other Rapido libraries through Pods.

Mutual commitments within pods can include no transaction fees, delivery time, loan period, and more requests. To avoid overload on specific libraries, Rapido also allows load balance requests to ensure everyone lends and borrows equally. For more information, see Rapido Pods. Use this form to be added to a pod by Ex Libris.

After your library is added to the pod by the Ex Libris staff:

1. Configure participating items for the pod (Configuration > Resource Sharing > Configuration > Members > Physical Items Lending Policies). When this is complete, the defined participating items are listed next to the pod name under the physical items lending policies section.

   

   Physical Items Lending Policies configuration
2. Configure the Borrowing Policies pods order based on priority.
   
   Borrowing Policies pod priority

Hybrid Pods

A hybrid pod is a pod that contains libraries performing resource sharing using Alma with Rapido libraries. All libraries need to be listed in the resource sharing directory. This happens automatically for Rapido libraries while adding members can be done by Alma libraries. For more information, see Contributing to the Resource Sharing Directory. 

Lending Policies

New for November! Requests involving hybrid pods use the pod policy rather than the Terms of Use (TOU). You can configure exceptions for requests received from specific members to apply the TOU rather than the pod policy. Members who are part of a hybrid pod can add an exception to the Override Pod Policies for Specific Hybrid Pod Partners section on the Physical Items Lending Policies tab  (Configuration > Resource Sharing > Configuration > Members).

Hybrid pods can set the lending terms for requests to use:

• Terms of use only
• Pod policy first then Terms of use
• Terms of use first the Pod policy

If no exception is added, the behavior remains where the pod policy is applied to the request.

Establishing New Partners

The Find partners action finds partners that are in the directory and have enabled data sharing (See Data Sharing Profile). For more information, see Finding Partners.

These institutions can also be found in the Community tab (Fulfillment > Resource Sharing > Partners). where they can be copied to your partner list on the Institution tab.

Additionally, the partner also needs to enable you as a resource sharing partner (Fulfillment > Resource Sharing > Partners).

1. Select Add Partner.
2. Enter a partner Code.
3. Select a Profile Type.
   Email partners must be configured with an Email Profile Type.
4. If necessary, select a System Type.
5. Enter a partner Name.
6. Configure any other relevant fields/checkboxes/dropdown lists.
7. Select Save.
   
   Add Resource Sharing Partner

   Peer-to-peer requests sent outside of a pod do not use pod terms. Instead, the fulfillment unit rules determine the lending terms.

Configuring an ALA Profile Type

From the Fulfillment > Resource Sharing > Partners > General Information tab, select ALA Email as the Profile Type. The System Type defaults to Other.

Configuring Partners

Resource sharing partners can be created to define the types of requests/receive communication that takes place between Alma/Rapido and a resource sharing system.

Your resource sharing partners can be other libraries or other resource sharing tools such as ILLIAD, BL, Subito, etc.

Start by creating the partners you want to work with.

From the Resource Sharing Partner List page (Fulfillment > Resource Sharing > Partners), select Add Partner.

You can find some partner libraries in the Alma directory under the Community tab.

Configuring Workflow Profiles

Resource sharing workflows may include many steps, not all of which are required by your library. For example, some libraries do not allow recalls, or some libraries do not allow renewal requests.

Workflow Profiles enable you to configure the resource sharing steps that are allowed for library-managed workflows.

1. Select Configuration > Fulfillment > Resource Sharing > Workflow Profiles.
2. Select Add Workflow Profile.
3. Create a workflow profile for borrowing and a workflow profile for lending.
   
   Add Workflow Profile

   Workflow Profiles are then linked to Partner records and define how the workflows are managed when that partner is a peer partner.

For more information, see Workflow Profiles.

Configuring Locate Profiles

When configured (Configuration > Fulfillment > Resource Sharing > Locate Profiles), a locate profile defines how you search the resource sharing partner's catalog. After configuring a locate profile, you associate the profile with a partner. For more information, see Locating Items.

Configuring Borrowing Policies Based on Lenders Terms (Without a Pod)

Configuring Lending Terms (Without a Pod)

Configuring Rota Templates

Using partners without using a pod can be managed in multiple ways.

When you create a borrowing request, you can manually assign one or more partners to the request, either directly and/or using one or more rotas.

A rota is a list of partners queried to see if they can fill a particular resource sharing borrowing request. A rota can be ordered, where the partners are queried in a specific order, or at random. You can have multiple rotas, each defined by a rota template.

1. From Fulfillment > Resource Sharing > Rota Templates, select Add Template.
2. From the General Information tab, enter a Code and a Name for the rota.
3. Select if the rota Type should be Ordered or Non Ordered.
4. Select if the rota Status should be Active or Inactive.
5. If relevant, select the Locally Managed Rapido Pod checkbox. The pod can then be managed in the pod priority list.
6. Select Save and add members. The rota template is added.

   

   Rota template form

Configuring Rota Assignment Rules

Rota assignment rules determine the conditions under which rota templates are invoked.

Configure rota assignment rules on the Rota Assignment Rules List page (Configuration > Fulfillment > Resource Sharing > Rota Assignment Rules).

If a rota is not added as a Rapido local pod, Rapido uses the Rota assignment rules to determine which rota to assign the request based on the Rota assignment rules. 

Rota is also assigned automatically if it matches a rota assignment rule. The rota is used as a list of targets to request from, one at a time. Different rotas can be used for different purposes. For example, an institution may set up a quick to respond rota, an expensive but likely to fill rota, or an e-material experts rota.

A rota of partners can be combined within your Rapido pods and can also be used as a last resort; for the latter, you need to configure the rota assignment rules which define when to apply this rota. See Configuring Rota Templates.

You can then manage the rota under the Pod Priority table (Configuration > Resource Sharing > Configuration > Member > Borrowing Policies).

Defining a Default Level of Service

Level of Service — Assigned when the request requires one of the selected levels of service. You need to select a default, as there is no default level of service that is defined out of the box.

The Level of Service is included in the lending request data slip and in the email request sent by the borrower to an email partner.

You can define the default level of service under (Configuration > Fulfillment > Resource Sharing > Levels of Service).

Integrating with Z39.50

Z39.50 integration must be configured and active for exposing the library’s holdings availability to the other members of the resource sharing network.

From the Integration Profile List page (Configuration > General > External Systems > Integration Profiles), select Add Integration Profile. The first page of the integration profile wizard appears.

From the Integration type drop-down list, select Z39.50 Server.

For more information, see Z39.50 integration.

Enabling  Self Registration for Net Lenders

For organizations or institutions that do not have a resource sharing solution and you still want to be able to lend to those organizations/institutions, such as government agencies, museums, non-profits, and independent researchers, you can now lend resources to those patrons by creating a user account for those patrons to create resource sharing requests.

From the Borrower Self Registration form (Configuration > Resource Sharing > Configuration > Borrower Self Registration), you can select which user groups can self register from the Individuals User Group and Organizations User Group drop down lists, or select Self Registration Form Customization to enable/disable form fields or change the label Descriptions.

You can set the View Configuration (Discovery > Display Configuration > Configure Views) for the login form. From the General tab, when Display Rapido Functionality is checked, the Allow Self Registration checkbox is presented.

Last Resort Partners — Process Requests Using Another Broker

Configuring a Resource Sharing Partner

1. From the Resource Sharing Partner List page (Fulfillment > Resource Sharing > Partners), select Add Partner. The Resource Sharing Partner page opens to the General Information tab.
   In order to add partners of Profile Type Fulfillment Network, you must first add a dummy entry to the Fulfillment Members table (Configuration > General > Network Groups  > Fulfillment Member). Only then can you add the partners to the Fulfillment Networks Groups page (Configuration > General > Network Groups > Fulfillment Network Groups). Once you have set up all the Partners in the Network Zone, you can either leave that dummy entry in the Fulfillment Members table in the Network Zone or delete it. If you decide to delete it, the partners are displayed as Profile Type Fulfillment Network (Not Listed) in the Fulfillment Partners table, but they are functional as Fulfillment Network partners.
   
   General Information

Users can add a partner record using the Resource Sharing Directory. Use the Community tab to look for the partner record you want to create and select Copy. The copied record appears in your Institutions tab as one of your local partner records and can be freely updated and used in one of your rota templates.

Community tab 

2. Enter a code and name for the resource sharing partner. Note that the code can contain only alphanumeric characters.
3. In the Profile type field, select the type of protocol you want to create. Options are:
   • ARTEmail
   • BLDSS
   • Email
   • External System
   • Fulfillment Network
   • Inn-Reach API
   • ISO
   • ISO 18626
   • KERIS
   • NACSIS
   • NCIP
   • NCIP-P2P
   • RapidILL
   • SLNP

4. Optionally, select Inactive from the Status dropdown list if you do not want the partner to be active.
   The status affects only peer-to-peer requests, such as ISO, but does not affect broker-managed requests such as NCIP. NCIP requests are still received even if an NCIP type profile is marked inactive.
5. Select the resource sharing system with which you are integrating from the System type dropdown list (for Ex Libris’ informational purposes). This is mandatory.
   For a profile with an External System profile type, select CCC GetItNow as the System Type (this is the default).

   When an NCIP profile is configured, the indicated broker types must be configured with the following NCIP parameters in the partner Parameters tab:

   Additional Configurations	Description
   Relais	Request pushing method = OpenURL The URL is defined as follows, where the XXX and YYY values are provided to each institution by Relais: https://h7.relais-host.com/<XXX>/loginRFT.jsp?LS=<YYY> Add User to Login = Yes Enable Service for Guest User = No Loan Period = <Free text, which is displayed in the Get It tab>
   OCLC Navigator	Request pushing method = Link The Navigator system cannot receive an OpenURL as input; the configurable link can only be a static link. To configure a dynamic link to the Navigator system, use General Electronic Services (see Adding a General Electronic Service). Enable Service to Guest User = Yes Navigator requires a new login when being accessed. Loan Period = <Free text, which is displayed in the Get It tab>
   INN Reach	Request pushing method = Link General Electronic Service creates a link with an OpenURL template, as described in Adding a General Electronic Service. Enable Service for Guest User = No INN Reach does not trigger an authentication process, as authentication is expected to have taken place before accessing the INN Reach request form. Loan Period = <Free text, which is displayed on the Get It tab>
   ILLiad	Request pushing method = Link General Electronic Service creates a link with an OpenURL template, as described in Adding a General Electronic Service. Add user login to URL = No ILLiad requires logging in again Enable service for guest user = Yes Loan Period = <Free text, which is displayed in the Get It tab> The configured brokers display as links on the Primo Get It tab. For more information about brokers in the Get It tab, see More Information About Resource Sharing Broker in Get It. General Electronic Services - Displays a Primo link to an external service (such as Amazon), as an additional way to retrieve resources. You can also create rules to assign different links to be used for different resources (such as for a book or DOI). For details, see Adding a General Electronic Service. Display Logic Rules - Indicates when a certain broker link will display or be hidden in Primo (see Configuring Display Logic Rules).

6. Enter values in the Average supply time, Delivery delay, and Currency fields.
7. Select the Supports borrowing and/or Supports lending checkboxes. The workflows selected here control the actions that can be performed on the borrowing and lending request task lists for the defined partner.
   Choose one of the workflows from the dropdown list predefined by an administrator (Configuration > Fulfillment > Resource Sharing > Workflow Profiles). For details on configuring workflow profiles, see Configuring Workflow Profiles.
8. In the Delivery delay field, enter the number of days required to deliver the item. The due date calculated when the received item is loaned to the requesting patron is automatically advanced by the number of days indicated in this field.
   For example, if the due date when receiving the item is June 5, 2013 and Delivery Delay = 4, the Due Date value displays on the Patron Services page as June 1, 2013, to allow 4 days for item delivery and ensure that the item arrives by its actual due date of June 5.
   For more information about managing the due date for an interlibrary loan, see the Interlibrary Loan With Due Date video (7:01 mins).
9. The Local Status field appears for institutions that centrally manage their partner records in the Network Zone. It enables an individual institution to locally deactivate a partner record even though the partner is active for the collaborative network.
10. In the Locate profile field, select a locate profile to determine how the partner’s catalog is to be searched. The Holding code and Institution Code fields appear. Institution Code is a display field that shows the institution code that is configured for the selected locate profile. This field must be populated in order to use links (rather than attachments) for the digital shipment of a resource sharing request if the institutions are not part of the same network zone. For details on locate profiles, see Configuring Locate Profiles and Configuring Copyright Management.
11. If an incoming NCIP message cannot identify the partner, the NCIP partner that has the Default Partner check box selected is used. 
12. In the Holding code field, enter a library or campus code. The locate process for the partner searches the library/campus indicated by the value in this field. Specifying a holdings code enables you to:
    • Determine whether a requested resource is available at a specific campus of a potential supplier.
    • Request the resource from that lender only if the resource is owned at the requested campus.
13. For peer-to-peer partners, selecting the Automatic Claim field enables the Time to Claim (days) field. This triggers an automatic claim letter (RSBorrowerClaimEmailLetter) when a configured period of time is reached. For example, when the Automatic Claim check box is selected and the Time to Claim (days) field is set to 7, if a request was sent 7 days ago and the request's status is still Sent, a claim letter is automatically triggered and the request status is set to Claimed.
14. For peer-to-peer partners, selecting the Automatic Cancel field enables the Time to Cancel (days) and Cancellation Reason fields. The cancellation uses the same workflow as the manual cancel partner option and sends an automatic cancelation notification to the partner and continues through the rota.
    For the cancelation and claim action to take place, you must activate the Resource Sharing Claiming and Cancelation job using the Fulfillment Jobs Configuration page. See Configuring Fulfillment Jobs. 
15. In the Contact Information tab, add an address, phone number, and email information for the resource sharing partner (for informational purposes only; information for sending the resource sharing request is entered in the Parameters tab – see the following step). For instructions, see Adding User Contact Information.
16. In the Parameters tab, configure the resource sharing parameters. For more information, see Partner Parameters below.
    
    Resource Sharing Partner Page – Parameters Tab
17. Select Save. The resource sharing partner is created and appears on the Resource Sharing Partner List page.
    The partner can then be selected from the Partner dropdown list (accessible when selecting the Edit, Duplicate, or Send options on the Resource Sharing Borrowing Requests page) or Supplied to drop-down list (accessible when selecting the Edit or Duplicate options on the Resource Sharing Lending Requests Task List page).
    A Notes tab is available when editing the resource sharing partner (Actions > Edit).

For more information, see Broker-Based Resource Sharing.

Broker Connection Parameters

Integrating Rapido and ILLiad

Alma institutions that are “Lenders Only” can specify whether they are managing resource sharing from Alma or ILLiad. If ILLiad is selected (Configuration > Resource Sharing > Configuration > 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.

Use the parameters User identifier regex (Fulfillment > Resource Sharing > Partners > ILLiad partner) so that when requests are passed to ILLiad, ILLiad now recognizes the identifier. By default, this field is blank.

The User identifier regex field in the example below indicates that Alma should use the identifying information until the @ to match the User identifier type Primary Identifier in ILLiad.

For more information, see the Developers Network.

Integrating Rapido and Reshare

Rapido enables you to push user borrowing requests to Reshare (Fulfillment > Resource Sharing > Partners). Rapido can check whether the resource is found in the ReShare network without your users needing to leave their known discovery system. Additionally, your users do not need to enable Rapido to search for the resource they need via the various resource sharing options that your institution supports.

Enter the ReShare credentials on the Parameters tab.

The RESHARE SHARED INVENTORY CONFIGURATION section is used for searching on the ReShare network. The RESHARE OPENURL CONFIGURATION section is used for pushing borrowing requests. The RESHARE API (MOD-RS) CONFIGURATION is used for syncing Rapido with the ReShare request. The ReShare Updates Job (Admin > Monitor Jobs > Fulfillment > Scheduled tab) runs every four hours and is enabled automatically upon configuring ReShare.

Add the ReShare partner as a locally managed Rapido pod (Fulfillment > Resource Sharing > Rota Templates).

Once the partner record is added to a rota, you can order the pod priority from the Borrowing Policies (Configuration > Resource Sharing > Members) tab.

Integrating Rapido and Tipasa

You can push borrowing requests from Rapido to Tipasa to further process requests. NCIP updates are also sent to Alma as required.

This option enables requests that have not been fulfilled by a local peer-to-peer rota to be automatically pushed into Tipasa, where they are further processed as a broker-managed request. This eliminates the need to manually transfer such requests to Tipasa.

Enter Tipasa in the Fulfillment > Resource Sharing > Partners > General tab. Configure the API settings in the Fulfillment > Resource Sharing > Partners > Parameters > EXPORT TO THIRD PARTY section.

For the Export to Third Party radio button, select Yes. Enter the URL and API key as supplied by Tipasa, and the Requesting agency ID that they expect to identify your library.

The Close request when exported defines whether the borrowing request is closed after export or is managed under the same borrowing request. Since these systems are not able to use the exported request’s ID to further send NCIP messages that hook up to the existing request, we recommend setting this parameter to true, resulting in the request being closed in Alma when it is exported. A new request with a different ID is created when the item is received in Tipasa, as it is with other NCIP broker systems.

Integrating Rapido and WorldShare

You can push borrowing requests from Rapido to WorldShare to further process requests.

This option enables requests that have not been fulfilled by a local peer-to-peer rota to be automatically pushed into WorldShare, where they are further processed as a broker-managed request. This eliminates the need to manually transfer such requests to WorldShare.

WorldShare ILL can be set up in a peer-to-peer rota as a supplier for last resort (see Peer-to-Peer Resource Sharing in the Resource Sharing Guide).

From the Fulfillment > Resource Sharing > Partners > General Information tab, select NCIP as the Profile Type and select WorldShare ILL as the System Type.

Configure the API settings in the Fulfillment > Resource Sharing > Partners > Parameters > EXPORT TO THIRD PARTY section.

For the Export to Third Party radio button, select Yes. Enter the API key and Server URL as supplied by WorldShare ILL, and the Requesting agency ID that they expect to identify your library (e.g., the institution's OCLC symbol in OCLC-XXX format).

The Close request when exported defines whether the borrowing request is closed after export or is managed under the same borrowing request. Since these systems are not able to use the exported request’s ID to further send NCIP messages that hook up to the existing request, we recommend enabling this parameter, resulting in the request being closed in Alma when it is exported. A new request with a different ID is created when the item is received in WorldShare, as it is with other NCIP broker systems.

Integrating Rapido and Relais

Relais can be configured in a resource sharing rota as a supplier of last resort (see Peer-to-Peer Resource Sharing in the Resource Sharing Guide).

From the Fulfillment > Resource Sharing > Partners > General Information tab, select NCIP as the Profile Type and select Relais ILL as the System Type.

The Close request when exported defines whether the borrowing request is closed after export or is managed under the same borrowing request. Since these systems are not able to use the exported request’s ID to further send NCIP messages that hook up to the existing request, we recommend enabling this parameter, resulting in the request being closed in Alma when it is exported. A new request with a different ID is created when the item is received in Relais, as it is with other NCIP broker systems.

Data Sharing Profile

The Data Sharing Profile (Configuration > General > General Configuration> Data Sharing Profile) option enables institutions to share holding information for resource sharing purposes. When set to Yes, this indicates that the institution has agreed to share its information. The default setting for this option is No. We strongly recommend setting this option to Yes.

For more information, see Data Sharing FAQs.

Configuring Rapido Jobs

Rapido supports batch automatic delivery of digital lending requests from a configured folder. This functionality uses the Automatically Ship Rapido Digital Requests (default Inactive) (Configuration > Resource Sharing > General > Rapido Jobs Configuration) job to scan a configured folder to then attach files to the right request. The attached files are then automatically sent to fill the borrowing request. Configuring this job enables staff to skip manually attaching files to individual lending requests. To enable automatic processing for lending requests with scanned resources saved in a folder, use the Automatically Ship Rapido Digital Requests job.

Select Add Row and select the S/FTP Connection Type (as configured in Configuration > General > External Systems > S/FTP definitions) and Rapido Member. The job can be scheduled hourly, daily, weekly, or monthly, or you can Run Now.

When using this job, the lending files should be saved with the internal identifier name.

The Digitization Workflow Setup (Configuration > Fulfillment > Copyright Management > Digitization and Copyright Rules) determines what kind of output the borrowing institution receives, based on what output type (link or attachment) is selected in the Select digitization target drop down list. When the job is run, a folder AutoShipFileTmp is created in the institution's root directory folder with a folder for shipped files and a folder for failed deliveries.

Disabling Lending Hours in Rapido

1. Select Configuration > General > Libraries > Add a Library or Edit Library Information.
2. From the resource sharing library Summary tab, select Temporarily inactive for lending.
3. If relevant, select the Inactive dates range.

Also see Disabling lending hours for RapidILL.