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    Configuration

    Introduction

    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 Customer Knowledge Center.

    Rapido Partners

    • When joining Rapido PODs there is no need to create/add partners at the institutional level.
    • Once a request is created between two Rapido partners, the partner is added automatically to the partners' list for both institutions at the institutional level (no manual action is required).
    • There are cases where you might want to do resource sharing with a Rapido partner that is not part of a POD you belong to.
      • In this case, you can use the Add Partner function to send the request. As a prerequisite, both sides need to download the partner record from the community tab to the institutional level and work at a peer-to-peer level.

    Rapido Members and Resource Sharing Libraries

    Use the 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.

    Add_New_Member.png

    Resource Sharing Members

    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.

    Is_Resource_Sharing_Library.png

    Organization details

    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.

    Resource Sharing Members.png

    Resource Sharing Members

    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

    Oraganization_Unit_Contact_Information.png

    Contact details

    Borrowing Policies

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

    The borrowing policies configuration.

    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.

    Associated_Rapido_Partners.png

    Locally Managed Rapido Pod

    This section is available for fulfillment network type pods.

    Borrowing Exceptions

    You can also associate the pod with a Rapido member.

    Add exceptions to override the default borrowing policies.

    The Add Exception configuation.

    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).

    Use_Institutional_Borrowing_Policies.png
    Use Institutional Borrowing Policies

    Configuring Borrowing Request Inactive Filters

    To configure the borrowing request inactive filters, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    In order to filter statuses out of the Active Borrowing Requests Rapido Sets, access the Borrowing Requests Inactive Filters code table (Configuration Menu > Fulfillment > Resource Sharing > Borrowing Requests Inactive Filters). For more information, see Code Tables.
    If you customize the code table, you must contact support to re-index the borrowing requests in order to apply your changes. 
    Borrowing Requests Inactive Filters new UI.png
    Borrowing Request Inactive Filters
    Enabling a row means that the status is removed from the Active borrowing request display in the task list.

    Fulfillment Unit and Terms of Use

    Resource sharing libraries must have a library Fulfillment Unit.

    Resource_Sharing_Library.pngFulfillment libraries 

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

    Edit_Fulfillment_Unit.png

    Fulfillment Rules

    The rules determine:

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

    Terms_of_Use_Confirmation.png

    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.png

    Resource Sharing Members

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

    Add_Participating_Items.png

    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.

    Physical items are only available for lending when Supplies physical items is checked.

    Edit_Lending_Policies.png

    Participating Items sets must be linked to the pods that are assigned to a member.

    Physical_Items_Lending_Policies.png

    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 will be available to other institutions when using the Find Partners action from borrowing requests if they have signed the resource sharing agreement.

    Physical_Lending_Policy.png

    Physical Items Lending Policies

    The add physical lending policy configuration.

    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.png

    Add Participating Items

    Automatic Jobs for Renewals and Expired Requests

    When the Expired Resource Sharing Requests job (Configuration > Fulfillment > General > Fulfillment Job Configuration) is set to Active, expired requests are automatically rejected. The default setting for this job is Inactive.

    The expired resource sharing requests job configuration.

    Expired Resource Sharing Requests Job

    For pods that allow automatic renewals, when the Send Courtesy Notices and Handle Loan Renewals Job (Configuration > Fulfillment > General > Fulfillment Job Configuration) is set to Active and Allow Renew for Rapido Pods Requests is checked, expiring resource sharing requests are automatically renewed. The default setting for this job is Inactive.

    AutoRenewal (Fulfillment > Auto Loan Renewal Rules) must be set to True. in the Automatic Loan Renewal Rule Editor.

    The send courtesy notices and handle loan renewals job configuration.

    Send Courtesy Notices and Handle Loan Renewals Job

    Copyright Rules

    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 Configuration > Resource Sharing > Rapido Rules > Borrowing Copyright Rules

    Institution_Rules_List.png

    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.

    Rapido 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.png

    Copyright Parameters

    You have the option to 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.

    The option to add a copyright rule label.

    Labels

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

    Copyright_Clearance.png

    Copyright Clearance

    The Rapido rules only apply to borrowing requests. For Alma copyright rules, which apply to lending requests, see Configuring Digitization and Copyright Rules.

    Copyright Declaration

    Use the Configuration > 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.

    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>

    Staff Accounts

    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.

    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.

    User_Information.png

    Patron settings

    General Settings

    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_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.

    New for July! 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:

    • 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

    Hide_Resource_Sharing.png

    Self Owned Resource settings

    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

    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 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 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.

    Borrowing_Mediation_Rule_Editor.png

    Borrowing Mediation Rule Editor

    Use the Configuration > 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.

    Labels.png

    Borrowing Mediation Setup
     

    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.

    For testing purposes, see Testing Your Workflow for Borrowing/Lending Requests for creating testing mediation rules.

    Available Mediation Rules

    Below are the various mediation rules available:

    • Converted from hold request
    • Labels
    • Missing article metadata fields
    • Missing books metadata fields
    • Needed by date
    • Partner
    • Price
    • Rapido request
    • Request with note
    • Request status
    • Requested format
    • Requester (only for testing purposes. For more information, see Testing Your Workflow for Borrowing/Lending Requests.)
    • Requests created from blank form
    • Self Owned And Available
    • Self ownership
    • Statistical category of requester
    • Supplying Pod
    • User group
    • Years since publication date

    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.

    Configuring_Resource_Sharing_Library.png

    Fulfillment Unit Rules

    Fulfillment_Unit_Rules_Editor.png

    Fulfillment Unit Rules Editor

    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

    Scopes

    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 does not require 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.

    Rapido_Offers_In_Primo.png

    Rapido Offers

    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.

    View_Configuration.png

    Records

    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 is not relevant. 

    Inclusion Criteria

    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.

    Rapido_Holding_Index.png

    Rapido Holding Index Record

    Rapido Offers

    Rapido Labels

    You can configure Rapido labels (Discovery > Discovery Configuration > Labels > Rapido Labels). Each new tile begins with rapido.tiles.xxx.

    The Rapido discovery labels.

    Rapido labels

    Rapido Offer Fields

    You can configure the Rapido form (Settings > Resource Sharing > Rapido Request Forms Customization) by enabling or disabling any of the fields.

    Request_Form_Table.png

    Request form table

    Configuring Rapido Tiles and Resource Sharing Options

    Rapido enables you to configure when to present resource sharing requests and when to hide them. This is done via the display logic rules under Configuration > Fulfillment > Discovery Interface Display Logic > Display Logic Rules. The display logic rules that influence the appearance of Rapido tiles are:

    • Resource Sharing Request
    • Rapido Digital Offer
    • Rapido Journal Offer
    • Rapido Physical Offer

    No Rapido offers are shown for external resources. There is no need to configure this via the display logic rules.

    The display logic rules configuration pane.

    Hide service
    Resource Sharing Request

    This option is used to control the display of all Rapido tiles (physical, digital, and journal), such as in the following cases:

    • For which users (user groups) to present resource sharing services
    • Whether services should be presented if the library owns the resource
    • Whether services should be presented if the library has the resource available
    • Whether services should be presented if a full text service is available for the resource
    • Whether services should be available when a purchase request exists for the resource
    • Whether services should be presented when the representation exists in Alma
    • Whether services should be presented for specific Resource types — The resource types correspond to the PrimoVE resources in the Facet Resource Type labels.

    If a rule exists that hides offers for specific user groups, the tiles are also hidden for non-logged in users.

    When the display logic rules restrict placing requests where no offers are available, the tile indicates that No offer available at this time.

    The configuration form for display logic rules to hide services.

    Hide service
    Rapido Specific Offers

    The following services are specific to the type of offer:

    • Rapido Digital Offer
    • Rapido Journal Offer
    • Rapido Physical Offer

    They enable you to manipulate the display of the Rapido tiles according to specific conditions and for specific users if defined.

    For example, if your institution does not offer document delivery services, you can hide the Digital Offer completely by configuring the display logic rule as in the example below. With this configuration, only physical offers appear.

    The hide service for Rapido digital offers configuration.

    Hide service for Rapido Digital Offers

    Another example would be to hide the physical resource sharing offer if no terms are available as in the following example.

    The hide service for Rapido physical offers configuration.

    Hide service for Rapido Digital Offers

    For more information, watch Managing the Display of Rapido Offers.

    Hiding Rapido Offers for Link in Resource Records

    Rapido enables you to hide resource sharing requests so that Rapido offers are not shown when the record has a direct link to the resource (the Link in Record method). Select Configuration > Fulfillment > Discovery Interface Display Logic > Display Logic Rules > New > Add Rule and hide service Resource Sharing Request. when Full Text is selected in if exists service.

    The display logic rules configuration pane.

    Hide service

    The resource sharing restriction appears when the DLR rule is set to hide the service.

    Resource sharing restrictions enabled
     

    Hiding Sections

    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 Resource Sharing > General > Other Settings set rapido_hide_how_to_get_it_section to false. By default, this setting is set to true.

    Hide_How_To_Get_It.png Show_How_To_Get_It.png
    Show HOW TO GET IT
    Hide HOW TO GET IT

    Sending Notes

    When set to true (default) (rapido_note_to_lender Resource Sharing > General > Other Settings) notes are sent to both the borrowing and lending institution. When set to false, notes are only sent to the borrowing institution.

    Display Rapido Functionality

    Your institution can determine which views and slots should include Rapido functionality such as the Rapido offers, the link to access resources beyond your library collection, etc.

    To enable this option on a global level, select the Display Rapido Functionality (Configuration > Discovery > Display Configuration > Configure Views > General tab and select a view to edit) checkbox. This option is checked by default.

    The display Rapido functionality configuration.

    Discovery Configuration - Display Rapido Functionality

    To hide this option for a specific search profile slot, select the Hide Rapido External Link (Configuration > Discovery > Display Configuration > Configure Views > Search Profile Slots tab and select a profile to edit) checkbox.

    The option to hide the Rapido expand link.

    Discovery Configuration - Edit Profile Slot

    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.

    Configuring_Rapido_Offer_Message.png
    Rapido Offers Configuration

    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.

    Download_Successful.png

    Document Delivery status

    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.

    Edit the Configuration Files for notes for physical requests and notes for digital requests.
    Note_To_Patron_Configuration.png
    Configured Notes
    Add your note text.
    Note_To_Patron_Configuration_File.png
    Note Configuration
    Your note appears at the top of the request form.
    Note_on_Request_Form.png
    Request Form

    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

    The Query to Patron Letter is sent to the patron when a user selects the Send Query to Patron action from a Borrowing Request item. (See Managing Borrowing Requests Send Query to Patron.) Rapido provides two systems for configuring these letters in Rapido: patron query templates and patron query types. We recommend using patron query types.
    • 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.
    You can configure Rapido to use either patron query templates or types, but not both, using the send_query_to_patron_use_xsl parameter in the Customer Parameters Mapping Table. We recommend setting this parameter to true.
    Patron query types are deployed by default. Patron query templates are deprecated and will be removed in a future version of Rapido.
    Requests are sent using the Send Query to Patron link beneath a resource request on the Resource Sharing Borrowing Requests page.

    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 Menu > 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 New UI.png
    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 types of letters to be sent to patrons using the enhanced XSL Query to Patron Letter. You can define up to thirty types of letters, for example, a welcome letter, a response to a request, and so forth.
    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 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 New UI.png
    Patron Query Types Code Table
    The following actions can be performed on this page:
    • 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)

    Adding Patron Query Type

    You can add a patron query type.
    To add a patron query type:
    1. 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 New UI.png
      Patron Query Types Code Table
    2. 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.
    3. 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.
    4. Select Save when you are done.
    To configure the Query to Patron letter, see Example Letter Customization: Query to Patron Letter.

    Cost to Patron

    Configure the Cost to Patron (Configuration > Resource Sharing > Members) to charge a patron based on their user group. You can also assign a cost for materials via Rapid.

    The cost is only effective once the borrowing library receives the item.

    Expand the Cost to Patron section and select Add Cost to Patron.

    The add cost to patron configuration.

    Cost to Patron configuration

    Add a Cost Type.

    The cost type setting.

    Cost to Patron

    Add the groups and their cost.

    The option to add a cost to user groups.

    Add User Groups 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.

    Alerts.png

    Lending Requests Alerts

    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. 

    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)

    The following are out-of-the-box and can be deleted if they are not needed:

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

    Electronic_Resources.png

    Electronic Resources

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

    Rapido Letters

    To configure letters, you must have one of the following roles:

    • General System Administrator
    • Letter Administrator

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

    • Borrower Overdue Email Letter — Sent by the lending institution to the borrowing partner when a resource is overdue. When sent using ISO protocol, the request on the borrowing side is automatically marked as overdue.
    • Externally Obtained Letter — Sent to patrons; contains a URL for a requested article obtained through the CCC GetItNow service.
    • Ful Damaged Email Letter — Sent to the lending partner to notify them that a resource sharing item has been damaged.
    • Ful Lost Email Letter — Sent to the lending partner to notify them that a resource sharing item has been lost
    • Ful Outgoing Email Letter — The borrowing request sent to a partner with profile type Email.
    • Ful Renew Email Letter – only if working with email partners — Indicates that a resource sharing request has been renewed. Sent to partners automatically when a resource sharing borrowing request is sent to a partner whose Type = Email.
    • Lending Recall Email Letter– only if working with email partners — Sent to the borrowing partner when an item is recalled and must be returned.
    • Query To Patron Letter —
    • Borrower Receive Email Letter– only if working with email partners — Sent to the lending institution when the loaned item has been received at the borrowing institution.
    • Borrower Return Email Letter– only if working with email partners — Sent to the lending institution when the borrowing institution has returned the loaned item.
    • General Message Email Letter– only if working with email partners — An email sent to the resource sharing partner to alert them of a new general message that has been entered on the request.
    • Resource Sharing Return Slip Letter — Printable when returning a borrowing item to the lender. You may include a printable barcode image on this letter. Printing the letter will take place if:
      • Scanning in an item triggers a return (including Managing Patron Services and Return Items menu option)
      • Using the Return option in the task list (see Workflow Actions)

    The letter is not relevant for NCIP transactions

    • Interested In Letter — Informs someone who is registered as “interested in” about a change in a PO line status. For details on interested users, see the description in Find PO Lines for Receiving Fields in Receiving Physical Material.
    • ARTEmail message — For working with the British library.
    • Document Delivery Notification Letter — When a patron has requested digital material and the send method on the request is Attach Documents - Link, this notification is sent to patrons to provide links to the file. See Attaching Digitized Items To Be Sent To a Patron.
    • Resource Sharing Shipping Slip Letter — Sent to a user when the user selects the Ship Item link for a lending request and then selects Automatically Print Slip = Yes on the Shipping Items page. You can include a printable barcode image on this letter.
    • Resource Sharing Receive Slip Letter — A slip that prints automatically when the Automatic Print Slip option is selected on Receiving Items. You can include a printable barcode image in this letter.
    • Lending Requests Report Slip Letter — A slip that is printed out by library staff for the selected requests in the lending task list that lists the availability of the items so that they can be taken off the shelf and shipped to the requester.
    • Lending Recall Email Letter — Sent to the borrowing partner when an item is recalled and must be returned. Not used in Rapido but is used in Peer to Peer. In Rapido a general message is being used for sending recall.
    • Lender Will Supply Email Letter – only if working with email partners — Sent to the borrowing partner when the status of a resource sharing request changes to Will Supply.
    • Lender Ship Email Letter — Sent to the borrowing partner to indicate that the requested item has been shipped.
    • Lender Renew Response Email Letter — Sent to the borrowing partner when the lending partner responds to a renewal request.
    • Lender Reject Email Letter – only if working with email partners — Sent to the borrowing partner when the lending partner has rejected a lending request.
    • Lender Checked-In Email Letter – only if working with email partners — Sent to the borrowing partner when an item was checked in at the lending institution.
    • Ful Incoming Slip Letter — A slip that is printed out by library staff from the Resource Sharing Lending Requests Task List when they need to retrieve an item from the shelf to be shipped to a borrower (see the print slip description in Receiving Physical Material). You may include a printable barcode image in this letter.
    • Ful Borrowing Info Letter — Sent to patrons; indicates whether a loaned resource sharing item was successfully renewed. See Managing Resource Sharing Borrowing Requests.
    • Borrower Claim Email Letter — For peer-to-peer partners, the letter is sent when the Automatic Claim field is enabled on the borrowing request and the value of the Time to Claim (days) is reached. See Resource Sharing Partners.
    • Change Rapido Request Terms Letter — A letter that will notify the patron if the terms that were defined by the previous lender were changed when the request is moved to a new lender.
    • Resource Sharing Request Confirmation Letter — Rapido sends a confirmation email when a request is placed.
    • Send Rapido Request Letter — Rapido sends a request to a potential lender for a new resource sharing partnership.

    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.

    resource_sharing_partners.png

    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. resource_sharing_partners_parameters_tab.png

    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.

    Additional Parameters

    Configure the following parameters located at Configuration > Fulfillment > General > Other Settings as follows:

    Additional Configuration
    Parameter Default Value Description
    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 can 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.
    document_delivery_cleanup_days Default: 30

    Maximum: 90

    The number of days after which the digital file is deleted.

    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.

    The associate pickup location with a resource sharing member configuration.

    Associate Pickup Location with RS Member configuration
    • If the pickup location does not belong to a library that serves as the resource sharing library, and the pickup location is not defined, the library is selected randomly.
    • If the pickup location is attached to a member, but the member is not part of the pod or Rota from where the request received the offer, the owning library is not the member defined in the configuration. The owning library is the member that was assigned when getting the Rapido offer.

    Consortia Resource Sharing

    For some intuitions, 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.

    Configuration options when a resource is unavailable.

    Create Request for Unavailable Resources options

    Integrating Rapido and ILLiad

    Alma institutions who are “Lenders Only” can 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.

    Illiad.png

    Member Attributes - 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 and User identifier regex (Fulfillment > 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.

    The regex identifier field.

    Regex identifier fields

    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.

    Reshare_Integration.png

    Reshare integration

    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.

    The ReShare configuration screen.

    Reshare credentials

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

    Enable the Locally Managed Pod option.

    General Information - Locally Manage Rapido Pod

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

    Borrowing policies order.

    Borrowing Policies

    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.

    Export to Third PartyTipasa-WorldShare configuration.

    Export to Third Party

    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 Alma in a peer-to-peer rota as a supplier for last resort (see Peer-to-Peer Resource Sharing in the Resource Sharing Guide). Enter WorldShare ILL in the Fulfillment > Resource Sharing > Partners > General tab. Configure the API settings in the Fulfillment > Resource Sharing > Partners > Parameters > EXPORT TO THIRD PARTY section.

    Export to Third PartyTipasa-WorldShare configuration.

    Export to Third Party

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

    New for July! Integrating Rapido and CCC/Reprints Desk

    For borrowing requests that did not find a lender via current networks, there are cases in which the library would like to interact with external partners such as CCC or Reprints Desk that may be able to supply the resource. Use the API (Fulfillment > Resource Sharing > Partners > Parameters > EXPORT TO THIRD PARTY) to enable these organizations to send updates into Rapido and enable the external partner to update the borrowing request.

    Data Sharing Profile

    To enable resource sharing shareholding infromation, you must have a General System Administrator role.

    The Data Sharing Profile (Configuration > General > General Configuration> Data Sharing Profile) option enables institutions to shareholding 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.

    The data resource sharing profile agreement and configuration screen.

    Data Resource Sharing Profile Configuration
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