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.
Staff Accounts
Staff users that access resource sharing task lists must have the following roles:
- Fulfillment Administrator (institution scope). This role is required to access the Fulfillment and the Resource Sharing configuration menu.
- Fulfillment Services Manager/Operator (scope of the resource sharing library) This role is required to access the borrower and lender task lists.
- The role must be within 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.
Customizing the Circulation Desk Pickup Location
In order to present to the patron the circulation desk pickup location for a physical non-returnable request, you can customize the xsl of the letter. To do so, you need to add the name of the resource sharing circulation desk as follows:
<xsl:if test="notification_data/request/assigned_unit_name != ''">
<tr> <td>@@following_item_requested_on@@ <xsl:value-of select="notification_data/request/create_date"/>, @@can_picked_at@@ <xsl:value-of select="notification_data/request/assigned_unit_name"/> @@circulation_desk@@.</td>
</tr>
</xsl:if>
<xsl:if test="notification_data/request/assigned_unit_name = ''">
<tr> <td>@@following_item_requested_on@@ <xsl:value-of select="notification_data/request/create_date"/>, @@can_picked_at@@ {ENTER THE NAME OF THE RESOURCE SHARING CIRCULATION DESK HERE} @@circulation_desk@@.</td>
</tr>
</xsl:if>
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.
Data Sharing Profile
To enable resource sharing shareholding information, you must have a General System Administrator role.
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 jobs are configured from Configuration > Resource Sharing > General > Rapido Jobs Configuration. The following Rapido jobs are available for configuration:
Job Name | Description | Default |
---|---|---|
Automatic delivery of batch digital lending requests from a configured folder. |
Inactive
|
|
Enables lending institutions to send invoices directly to borrowers for requests that include fees. |
Inactive
|
General Other Settings
Resource Sharing - Other Settings
Set the Configuration > Resource Sharing> General > Other Settings menu as follows:
Parameter | Default | Description |
---|---|---|
rapido_automatically_create_partner
|
false
|
Whether or not to allow partners to be created automatically.
|
rapido_default_digital_request_owner |
blank |
Defines the resource sharing library for digital requests. |
rapido_do_not_send_request_when_locate_fails
|
true
|
When set to true, requests are prevented from being sent to a lender when a locate failed due to a technical problem. See Locate Failed.
|
rapido_hide_how_to_get_it_section
|
false
|
When set to true, this parameter hides to How to get it section in Primo VE. See Hiding How to Get It.
|
rapido_hold_shelf_expiration
|
due_date
|
This parameter determines how Rapido calculates the hold shelf expiration for borrowing requests.
See Shelf Expiration. |
rapido_lender_supply_directly_to_patron
|
false
|
This functionality is only for institutions with shared users.
|
rapido_rs_barcode_for_same_inst_requests_prefix
|
false
|
This functionality enables sharing barcodes between the borrower and the lender for Rapido requests. This parameter must be enabled by both the borrower and the lender institution. |
rapido_show_physical_journal_offer
|
false
|
When set to true, Rapido physical journal requests are available.
|
rapido_show_rapid_partner
|
true
|
When set to true, Rapid partners are displayed in the task list.
|
rapido_summary_holding_delimiters
|
;
|
The Rapido summary holding delimiter(s). See Multi-Volume Settings.
|
rapido_use_tou_for_lost_item
|
false
|
When set to true, the library loan terms of use (ToU) are applied to lost items. See Lost Fees.
|
request_note_to_lender
|
true
|
When set to true, notes can be sent to the lender from the request. For more information, see Sending Notes.
This parameter is not relevant for RapidILL requests.
|
Fulfillment - Other 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.
Parameter | Default | Description |
---|---|---|
check_patron_duplicate_borrowing_requests
|
false
|
Determines whether to perform additional check for patrons with similar existing and active borrowing requests.
When set to true, this prevents patrons from requesting a resource that they already have an active request for.
|
check_self_ownership_serial
|
false
|
Whether to check self ownership for serial titles. For more information, see Self Ownership Check.
|
rs_default_digitization_department
|
blank
|
This is the digitization department that is assigned automatically created digitization requests if the rs_auto_request_lending parameter is on.
|
rs_disable_borrowing_auto_assign
|
true
|
When set to false, this setting assigns borrowing requests to a specified staff member for updating.
|
rs_disable_lending_auto_assign
|
false
|
This auto-assigns lending requests to the staff member that updates them.
|
rs_keep_rejected_request_active
|
blank
|
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.
Possible values:
|
rs_use_addressfrom_letter_param | false | Enable resource sharing letters to use the From address in the letter configuration. For more information, see Changing the From Email Address. |
Additional Parameters
Configure the following parameters located at Configuration > Fulfillment > General > Other Settings as follows:
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. |
document_delivery_cleanup_days | Default: 30
Maximum: 90 |
The number of days after which the digital file is deleted. |
Lost Fees
When the parameter rapido_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).
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.
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.
This function is currently only available for mediation rules.
For more information, see Multi-Volume Resource Sharing Workflow.
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 true. By default, this setting is set to false.
Show HOW TO GET IT
|
Hide HOW TO GET IT
|
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.
If Maximum time on hold shelf (Days) is not defined, Rapido uses the request Due date.
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.
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 Configuration > General > Libraries > Add a Library or Edit Library Information > Contact Information tab > Add Address/Edit an existing address, 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
- Ful Cancel Email Letter
- Ful Damaged Email Letter
- Ful Incoming Slip Letter
- Ful Lost Email Letter
- Ful Outgoing Email Letter
- Ful Renew 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
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
For more information, see Configuring Rapido Letters
Sending Notes
When request_note_to_lender (Configuration > Resource Sharing > General > Other Settings) is set to true (default), notes are sent to both the borrowing and lending institutions. When set to false, notes are only sent to the borrowing institution.
This parameter is not in use for RapidILL. The note will not be included with RapidILL requests.
Rapid Partner Visibility
When rapido_show_rapid_partner (Configuration > Resource Sharing > General > Other Settings) parameter is set to true (default), the Rapid Partner field is displayed in the Request information on the right pane. Additionally, requests can be faceted using the Rapid Partner facet. See Facets.
This functionality is especially useful if more than one Rapid Partner is defined.
Configuring 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.
For information on adding non-default fields to Rapido letters, see Available Fields for Rapido Letters.
Letter Name | Letter Description |
---|---|
Patron Letters
|
|
Resource Sharing Request Confirmation Letter
|
Rapido automatically sends a confirmation email when a request is placed to confirm with the patron that their request has been placed.
|
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 emailed to patrons to provide links to the file. See Attaching Digitized Items To Be Sent To a Patron.
This letter can be sent automatically once the lending partner provides the item or when the institution uploads the file manually and sends it to the patron.
|
Ful Borrowing Info Letter
|
|
Change Rapido Request Terms Letter
|
An automatically generated letter that notifies the patron if the terms that were defined by the previous lender were changed when the request is moved to a new lender.
|
Query To Patron Letter
|
|
Lending Workflow Letters
|
|
Ful Incoming Slip Letter
|
A slip that is printed by the 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 can also include a printable barcode image in this letter.
The Ful Incoming Slip Letter and Resource Sharing Shipping Slip Letter both use the same Print Slip button in Alma and Rapido.
For information on extracting metadata from a lending request, see How to add information from the resource sharing request to the lender.
A shipping label can also be added as a template.
|
Ful Resource Request Slip Letter
|
A slip that is printed out by library staff from the Pick Up Requested Resources page when they need to retrieve an item from the shelf. For details on pickup up items from the shelf, see Pickup at Shelf. You may include a printable barcode image on this letter. The barcode is populated for item-level requests, not title-level requests. For title-level requests, there could be multiple possible items, so the barcodes appear as optional barcodes, and not a specific barcode linked to the request. This letter is also printed when an item that had a hold request is returned. This letter does not include the borrowing institution field on the letter by default. To add this field, enable the supplied_to code (Configuration > General > Letters > Letters Configuration) and add <xsl:value-of select="notification_data/partner_name"/> |
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.
|
Emailed to relevant partners detailing the costs for the request.
|
|
Emailed to relevant partners when a lender uses the Send Invoice Lost/Damaged Invoice action. The letter contains the invoice number, request identifier, and the lost/damaged charge for the request.
|
|
Resource Sharing Conversation Letter | Email a partner directly from the lending task list request. This option eases workflows, such as when a lender wants to convey limitations or for any type of messages such as a thank you note. These messages are saved in the request for future reference. |
Resource Sharing Shipping Slip Letter
|
A 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 in this letter.
Additionally, when configured (Fulfillment > Resource Sharing > Partners) , you can include the Alternate Symbol by adding the notification_data/alternate_symbol field.
This letter does not include the Pod ID and Pod Name by default. To add these fields, enable pod_id and pod_name labels (Configuration > General > Letters > Letters Configuration).
|
Request New Resource Sharing Partnership Letter |
This letter is used to contact an identified partner within the directory from the Find Partner workflow, using the Send Rapido Request action, to begin the process of adding the potential partner as a new partner.
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Borrowing Workflow Letters
|
|
Resource Sharing Conversation Letter
|
Email a partner directly from the borrowing task list request. This option eases workflows, such as when a borrowing library wants to ask a question or for any type of messages such as a thank you note. These messages are saved in the request for future reference.
Correspondence can be initiated using the Send email to partner action or from the Start Communication button on the Communications tab.
|
Resource Sharing Receive Slip Letter
|
A slip that prints automatically when the Automatic Print Slip option is selected for Received Items. You can include a printable barcode image in this letter.
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Resource Sharing Return Slip Letter
|
Printable when returning a borrowing item to the lender. You can include a printable barcode image on this letter. The letter prints if:
Additionally, when configured (Fulfillment > Resource Sharing > Partners) , you can include the Alternate Symbol by adding the notification_data/alternate_symbol field.
The letter is not relevant for NCIP transactions.
This letter does not include the Pod ID and Pod Name by default. To add these fields, enable pod_id and pod_name labels (Configuration > General > Letters > Letters Configuration).
|
Resource Sharing Email Workflow Letters
|
|
Ful Outgoing Email Letter
|
For borrowing requests sent to a partner with a profile type Email.
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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.
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Lender Reject Email Letter (only if working with email partners)
|
Sent to the borrowing partner when the lending partner has rejected a lending request.
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Lender Will Supply Email Letter (only if working with email partners)
|
When a letter wants to notify a borrowing partner that they are working on a request, this letter is 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.
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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.
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Borrower Return Email Letter (only if working with email partners)
|
Sent to the lending institution when the borrowing institution has returned the loaned item.
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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.
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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.
|
Lending Recall Email Letter (only if working with email partners)
|
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 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.
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Lender Renew Response Email Letter
|
Sent to the borrowing partner when the lending partner responds to a renewal request.
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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.
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Other Letters
|
|
Externally Obtained Letter
|
Sent to patrons; contains a URL for a requested article obtained through the CCC GetItNow service.
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ARTEmail message
|
For working with the British library.
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Rapido Request Letter
|
Rapido sends a request to a potential lender for a new resource sharing partnership.
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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.
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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.
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Document Delivery Link for Multiple SAML Authentication Profiles
For cases where a user has more than one SAML IDP profile in their system should configure the Document Delivery Notification Letter so the SAML link includes the idpCode for the correct SAML profile.
<!-- Do not remove Ex Libris workaround created variable to alter current SAML delivery page -->
<xsl:variable name="SAML_URL">
<xsl:value-of select="notification_data/download_url_saml" />
</xsl:variable>
<xsl:variable name="DOCID">
<xsl:value-of select='substring-after($SAML_URL,"digitalDoc")'/>
</xsl:variable>
<xsl:variable name="GOOD_SAML_URL">
<xsl:value-of select='concat("https:/<Alma Host Name>/services/login?auth=SAML&idpCode=<SAML IDP Profile Code>&digitalDoc=",$DOCID)'/>
</xsl:variable>
</tr>
<tr>
<td><a>
<xsl:attribute name="href">
<xsl:value-of select="$GOOD_SAML_URL"/>
</xsl:attribute>@@for_saml_users@@@@click_here@@</a>
</td>
</tr>
<!-- GOOD_SAML_URL select ends -->
Creating Requests for Unavailable Resources
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.
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.
When adding From New Resource Sharing Library, ensure Is resource sharing library is selected. For more information on creating libraries, see Adding Libraries and Configuring Resource Sharing Libraries.
Editing an Existing Resource Sharing Library
More than one member is used when there are multiple campuses that manage their resource sharing operations separately from one another or libraries that run their resource sharing operations independently.
Like any library, the resource sharing library must also have a valid calendar. Note that:
- The ISO Symbol is only required if the resource sharing library is also used for resource sharing transactions with non-Rapido partners. It is not required if the resource sharing library only communicates (as a borrower or lender) with Rapido partners.
- The locate process related parameters are not required if the library only communicates (as a borrower or lender) with Rapido partners:
- Borrowing setup
- Cancel request on locate failure
- Automatic activate locate profile
- Lending setup
- Automatic location of resources
- Ignore electronic resources
- Automatic creation
- Locate by fields
- Borrowing setup
Fulfillment Unit and Terms of Use
Borrowing resource sharing libraries must have a library Fulfillment Unit (Configuration > Fulfillment > Physical Fulfillment > Fulfillment Units).
Resource Sharing Allowed must be enabled in the Fulfillment Unit Rules tab.
The rules determine:
- Resource sharing eligibility
- Request limits
- Allow pickup locations
- Fees
- Personal delivery
For more information, see Supporting Personal Delivery for Requests.
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.
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.
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.
- 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.
- When converting a borrowing request type, if the owner library is changed, and a value is set for the rapido_default_digital_request_owner (Configuration > Resource Sharing > General > Other Settings) parameter (empty by default), that value is added to the Requested Pickup Location.
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.
Item Policy
Since requests do not receive terms from the pods, you can enable libraries to apply loan TOUs that match the loan and renewal period arrangements made with each partner. For example, when borrowing, the library may want to have item policies created for abiding by the partner terms. A library may create and use separate item policies for a 10-week loan partner, and a 20-week loan partner.
Item policies are required for Rapido and Alma peer-to-peer but are not required for Rapido libraries in hybrid pods.
Creating Temporary Item Rules
These rules add the appropriate item policy to the borrowing items based on the partner that filled the request. This is required for Rapido and Alma for straight p2p.
Loan TOU and Loan Fulfillment Rules
The loan fulfillment unit rules apply the appropriate loan TOUs to borrowed items based on the item policy added to the borrowing item by our temporary item creation rules.
This is required for Rapido and Alma for straight p2p. It may not be configured if a library was not previously configured for Alma resource sharing.
Configuring Lending Terms (Without a Pod)
Lending Resource Sharing TOU and Lending Fulfillment Unit Rules
The lending resource sharing fulfillment unit rules apply the appropriate lending resource sharing TOU based on the resource sharing partner the lending request was received from. This is required for Rapido and Alma libraries for peer-to-peer connection.
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.
- From Fulfillment > Resource Sharing > Rota Templates, select Add Template.
- From the General Information tab, enter a Code and a Name for the rota.
- Select if the rota Type should be Ordered or Non Ordered.
- Select if the rota Status should be Active or Inactive.
- If relevant, select the Locally Managed Rapido Pod checkbox. The pod can then be managed in the pod priority list.
- 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
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 need to select a default, as there is no default level of service that is defined out-of-the-box. (Configuration > Fulfillment > Resource Sharing > Levels of Service)
The Level Of Service information can also be sent from the request forms.
This feature is only relevant for lender-only institutions.
When LEVEL_OF_SERVICE_PHYSICAL or LEVEL_OF_SERVICE_DIGITAL (Configuration > Resource Sharing > Request Forms > Rapido Request Forms Customization) codes are enabled (disabled by default), the values set in the Level of Service table (Configuration > Fulfillment > Resource Sharing > Levels of Service) are displayed on the request form. Additionally, library staff can select a Default Value for the Level of Service.
The Level of Service information appears on the right pane in the Request information.
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.
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.
- Select Configuration > Fulfillment > Resource Sharing > Workflow Profiles.
- Select Add Workflow Profile.
- 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 Borrowing Policies Based on Lenders Terms (Without a Pod)
Configuring RapidILL as a Resource Sharing Partner
Configure RapidILL as a resource sharing partner from the Resource Sharing Partner page (Fulfillment > Resource Sharing > Partners > Add a Partner).
For the Profile Type and System Type, select RapidILL. Enter the form details as described at Resource Sharing Partners.
On the Parameters tab, for the Default Library Owner, select the library to be used when creating lending requests. Lending requests received from RapidILL are created in the Resource Sharing Library that you select. Enter the form details on the Parameters tab as described at RapidILL Parameters.
If you are using the RapidR integration, select Enable Rapid Returnables Integration For Rapido. This enables you to manage borrowing and lending requests from your RapidoR network via Rapido. By selecting this checkbox, a Rapid Returnables pod is added to your list of participating Pods, and you need to define its priority on the Borrowing Policies tab of the resource sharing member.
Rapid OAI Holdings
Setting up the OAI integration requires a General Administrator role.
If your institution already has an OAI Repository Definition profile, ensure that you have enabled the necessary IPs (detailed below). The OAI Repository Definition profile settings are viewable from the Actions tab.
- Navigate to Configuration > General > External Systems > Integration Profiles.
- Select Add Integration Profile.
- Under Integration Type, select OAI Repository Definition and select Next.
- Select Active.
- Add a Name, the Admin Email, and a Datestamp of 01/01/2000.
- Allowed IPs: As part of the OAI configuration, you can select whether to expose holdings data to anyone with the link or restrict it only to certain IP addresses. This is done by selecting the Allowed IPs link.
Actions tabWe recommend enabling all IPs. To achieve this, enter 1.1.1.1-255.255.255.255. If you decide to restrict your OAI to specific IP addresses, you must include the following Ex Libris IPs in separate rows:
- 216.147.209.194
- 212.179.71.70
- 54.85.221.162
- Select Customize to save the Allowed IPs, and then save the Integration Profile to finish.
Document Delivery Rules for Automatic Emails
Libraries can choose to have digitally delivered requests automatically notify users once the request is made available by the lender's shipping or borrowing staff. Additionally, staff can mediate the delivered documents prior to delivery to end users. This functionality is controlled by document delivery rules (Configuration > Resource Sharing > Rapido Rules > Send Borrower Document Delivery Rules). The Output Parameter for the default document delivery rule is True by default. When set to True, documents are delivered automatically. When set to False, emails are not forwarded automatically. With the document delivery rules, the available rules parameters are Partner, User Group, or User Statistical Category. Document delivery mediation rules can apply labels to the requests.
This functionality does not apply to URLs sent from a lending request. When a lender fills a request using a URL link, the URL is either sent directly to the patron or directly to the library based on the institution’s borrowing configurations.
Discovery
Rapido holdings are included in any scope configured to query the Central Index and not filtered by availability.
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
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.
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.
Records that are internal to your institution and do not provide benefit to another institution should be considered for suppression from external search.
Suppression from an external search affects the global index and potentially affects searches in the library catalog using Z39.50 and SRU based on your library’s configuration of those profiles.
For more information, watch https://www.youtube.com/watch?v=ZQSlvkTJaIY.
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.
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 javascript customization in Primo.
Hiding Resource Sharing Blank Form Link
You can hide the link to the blank resource sharing form.
Scopes
We recommend configuring Rapido scopes (Discovery > Display Configuration > Configure Views).
There are two options for how to configure your scopes to work with Rapido.
- Configure one scope with one search profile and slot that contains your local inventory as well as the unfiltered Central Index. In this configuration, all results are retrieved in one place. There is no navigation between the library results and the Central Index results (Expand your search and Back to library results are not relevant).
We recommend checking the Do Not Retrieve Local Records from CDI checkbox (Configuration > Discovery > Display Configuration > Configure Views) to avoid receiving duplicate results from the CDI for resources that exist locally when using a blended scope or when you do not want to return results for local resources when searching the central index.
- Configure two separate search profiles, one for the local inventory which consists of the institutional repository, network repository (if relevant), and records from the central index that are available. Configure a second search profile to find everything else, i.e., records that need to be retrieved from a different institution. Configure this slot to access the Central index without filtering by availability. Rapido enables smooth navigation between the two slots with the Expand your search and Back to library links so that the patron does not need to understand what each slot really is.
This can be configured by having one slot and two different search profiles or having two separate slots each with its own search profile.
Displaying Rapido Offers in Primo
You can configure the location of the Rapido offer on the Primo full view record, for example, to set it to be right below the How to Get It section.
Set this in the Full Record Services section of Discovery > View Configuration, by changing the location of the rapidoOffer row from its out-of-the-box location at the end of the section.
Rapido Labels
You can configure Prima Rapido Labels (Configuration > Discovery > Discovery Configuration > Labels). Each new tile begins with rapido.tiles.xxx.
Display Logic Rules: Rapido Tiles
Rapido enables you to configure when to present resource sharing requests and when to hide them. This is done using 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.
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.
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.
Another example would be to hide the physical resource sharing offer if no terms are available as in the following example.
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.
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.
To hide the link to expand the central index scope from the library scope (Didn't find what you were looking for? Click here to expand your search), select the Hide Rapido External Link (Configuration > Discovery > Display Configuration > Configure Views > Search Profile Slots tab and select a profile to edit) checkbox.
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.
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.
Setting Librarian-Assigned Blocks
From the user's Blocks section, you can define if a user is blocked from making loan requests, renewals, resource sharing requests, or hold requests. Each block may contain one or a combination of these blocks, together with a specific reason for the block, as configured by an administrator.
- From the User Block Descriptions table (Configuration > Fulfillment > Patron Configurations > User Block Description), define the reasons for blocking a user, for example, Disruptive behavior in the library. After enabling the relevant reasons, Save.
- From the User Block Definitions table (Configuration Menu > Fulfillment > Patron Configurations > User Block Definitions), assign a block to each reason you specified in the previous step.
- In the Type field, select the type of block: This is a descriptive field, except for Consortial blocks (that are used when copying a block to linked accounts in the network) and Demerits blocks (that are applied by accrued demerits on the user).
- In the Blocked Action field, select which actions to prevent:
- 01 – loan
- 02 – loan, renew
- 03 – loan, renew, hold
- Note: You can set up blocks for resource sharing and create other permutations of these block options (e.g., loan+hold). For these options, contact Ex Libris Support.
- In the Overridable field, select which circulation roles are required to override the block:
- ALL – Any circulation desk operator can override the block
- NONE – Users cannot override the block
- CIRCDESC – A circulation desk manager can override the block
- OPERATOR – A circulation desk manager or a circulation desk operator can override the block (and not a user with circulation desk operator – limited permissions)
- In the Network Block field, select False, as currently we are setting up an institution-only block. If you are part of a network, select True - this copies the block to linked accounts created for your users.
-
Select Save. The block is set. For details, see Configuring User Block Descriptions and Definitions.
-
To add the block to a specific user, find that user in the Manage Users screen (Admin > User Management > Manage Users). In the user's User Details screen, from the Blocks tab, add the Disruptive behavior in the library block to the user and select Save. For details, see Blocking and Unblocking Users.
You can also add an expiry date for the block to have it automatically lifted.
-
To test the block, try to loan the user an item. The following message appears:
As defined above, users with the Circulation Desk Manager or Circulation Desk Operator roles can override the block by selecting Override in the dialog box.
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.
Request Forms
Request forms can be customized from Configuration > Resource Sharing > Request Forms. You can add copyright declarations, notes to patrons, customize the request form, or hiding the How to Get it from Other Locations section of the request form.
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>,
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Table elements: <tr>, <td>, <th>, <colgroup>, <caption>, <col>, <thead>, <tbody>, <tfoot>
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LINKS: adding href to <a> elements
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Common Inline Formatting Elements: <b>, <i>, <font>, <s>, <u>, <o>, <sup>, <sub>, <ins>, <del>, <strong>, <strike>, <tt>, <code>, <big>, <small>, <br>, <span>, <em>
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IMAGES: <img>
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 Messages to Users
When a note is configured on the discoveryOrganizationSelfRegistrationMessage.html or discoveryIndividualSelfRegistrationMessage.html (Configuration > Resource Sharing > Request Forms > Note to Patron) files, you can include a note to the patron on the Self Registration form for individuals or organizations.
Multiple languages are supported for the message.
Customizing the Request Form
Rapido Offer Fields
Library staff can configure the Rapido form (Configuration > Resource Sharing > Request Forms > Rapido Request Forms Customization) by enabling or disabling any of the fields. Additionally, fields can be marked as Mandatory.
Article Title, Pickup Institution, Pickup Location, and Email remain mandatory fields and cannot be configured.
For book chapter requests, the Chapter Number or From Page/To Page fields are mandatory regardless of configuration.
Request It! Bookmark
When the parameter request_it_enabled (Configuration > Resource Sharing > General > Other Settings) is set to true (default false), the Request It! menu option is available for logged in users who have permission to use the blank form. For more information, see Harvesting External Resources for Resource Sharing.
Turning off the parameter does not prevent the form from further use. However, if the blank form is disabled, this form is also disabled. Libraries can share the link for users to save as a bookmark. Additionally, the request is considered Request Created from Blank Form by the mediation rules.
The requestIt title, requestIt.userBlocked, requestIt.notLoggedIn error messages can be configured from Discovery > Display Configuration > Labels. See Rapido Labels.
Cost to Patron
Configure the Cost to Patron (Configuration > Resource Sharing > Members) to charge a patron based on their user group and the material type requested (Physical/Digital). The cost associated with digital requests is only for requests that are handled by the Rapid network.
The cost is only effective once the borrowing library receives the item.
Expand the Cost to Patron section and select Add Cost to Patron.
Add a Cost Type.
Add the groups and their cost.
Assign the cost to a POD for a selected member.
Article Delivery Message
Document Delivery requires configuration for integration with RapidILL. See RapidILL Based Resource Sharing Workflow.
The document download page is displayed when a patron selects 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 Configuration > General > User Interface Settings > Alma Logo and Color Scheme menu as the login page logo.
Rapido Partners
- When joining Rapido PODs there is no need to create/add partners at the institution 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 allow resource sharing for a Rapido partner who 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 (Fulfillment > Resource Sharing > Partners) to the institutional level and work at a peer-to-peer level.
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.
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:
- 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
- Configure the Borrowing Policies pods order based on priority.
Borrowing Policies pod priority
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.
From the Parameters tab, enter the email address that should receive the ALA form.
Defining Terms for Peer-to-Peer Resource Sharing (with Non-Rapido Libraries)
When requests are not fulfilled by Rapido, the following entities are used to create a peer-to-peer workflow:
Configuring Partners
To configure the communication between Alma and resource sharing systems, you must have the following role:
- Resource Sharing Partners Manager
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.
For more information, watch Working with Partners Beyond Your Pods
Enabling Self Registration for Net Lenders
For organizations or institutions that do not have a resource sharing solution and 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.
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.
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 mediate by requests created by self registered users. When the mediation rule User Authorized for Resource Sharing (Configuration > Resource Sharing > Rapido Rules > Borrowing Mediation Rules) is set to No, the first request created by self registered users receives is stopped for mediation. As with other mediation rules, labels can be applied to create the relevant set to make your workflows more efficient.
Creating Corresponding Partners for Self Registered User Partners
When Create Corresponding Partner is selected, once this self registered user creates a request in the institution, the request is created as a lending request. The library then fulfills the request and ships it to the patron directly.
The created partner is marked as a Self Registered partner and the New Request Alert checkbox is automatically selected on the partner record, but can be deselected. This enables institutions such as net lending institutions to manage all resource sharing requests from the partner perspective consolidating all the resource sharing activity.
Enabling Direct Charge Functionality
Billing fields can be enabled or disabled on the Self Registration Form Customization. The Enable direct charge functionality must be checked on the Borrower Self Registration form (Configuration > Resource Sharing > Configuration > Borrower Self Registration) for the Enable Direct Charge Functionality section to be visible on the corresponding partners created by self registration. Additionally, the field names can be modified as necessary.
When a Maximum Request Cost is added to the self registration form, these fields are then populated on the user's Resource Sharing Partner (Fulfillment > Resource Sharing > Partners) details.
When the contact billing address is different than the contact address, users can deselect the Use contact address as billing address on the self registration form and then enter the relevant details for the billing address.
Configuring Copyright Billing Settings
To assist with copyright billing, the Resource Sharing Partner (Fulfillment > Resource Sharing > Partners) includes an Enable Direct Charge Functionality checkbox (default unchecked). When checked, library staff can set whether the borrowing or lending partner is responsible for the Copyright Payment when payments apply. Borrower responsibility is selected by default. The field enables the customer to explicitly request the LHL pay the copyright fee on their behalf and bill them for it or to choose to handle the fee on their own.
Additionally, when the Enable Direct Charge Functionality checkbox is checked, library staff can check the Use Consolidated Billing checkbox to consolidate billing with this partner so that billing will occur monthly.
Configuring Maximum Request Costs
Due to the wide variance of copyright fees, the Resource Sharing Partner (Fulfillment > Resource Sharing > Partners) now includes an Enable Direct Charge Functionality checkbox (default unchecked). When checked, library staff can configure a Maximum Request Cost to apply to borrowing requests. This field enables the requestor to apply the maximum cost they accept without additional approval. If no value is added, no limit is applied to the requests.
Scanning for shipping is not supported when maximum costs are configured.
The lending rules only apply to Rapido digital requests or non-Rapido physical and digital requests. Physical Rapido requests apply the policy terms.
When changes are made to a request, the lending rules only apply when the changes are saved.
If an alert is removed, the Override Max Cost checkbox is automatically checked, and the Override Max Cost Amount remains at zero. Therefore, no limit is applied.
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.
For more information, watch Find Partners.
Additionally, the partner also needs to enable you as a resource sharing partner (Fulfillment > Resource Sharing > Partners).
- Select Add Partner.
- Enter a partner Code.
- Select a Profile Type.
Email partners must be configured with an Email Profile Type.
- If necessary, select a System Type.
- Enter a partner Name.
- Configure any other relevant fields/checkboxes/dropdown lists.
- 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.
Creating Borrowing Partners Automatically
For lenders who receive borrowing requests from partners who do not share the same pod, or the request is not a Rapido request, borrowers can now be created automatically. When the parameter rapido_automatically_create_partner (Configuration > Resource Sharing > General > Other Settings) is true (default false), borrowing partners are automatically created for requests that are not Rapido requests and the partners do not share a pod. These automatically generated partners are only available for ISO 18626 and NCIP P2P.
If any required information is missing from an auto-generated partner, an alert is added to the request to indicate that information is missing that will prevent the request from being filled.
Configuring a Resource Sharing Partner
- 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
- Enter a code and name for the resource sharing partner. Note that the code can contain only alphanumeric characters.
- In the Profile type field, select the type of protocol you want to create. Options are:
- ARTEmail
- BLDSS
- External System
- Fulfillment Network
- Inn-Reach API
- ISO
- ISO 18626
- KERIS
- NACSIS
- NCIP
- NCIP-P2P
- RapidILL
- SLNP
The ISO parameters are the same for ISO ILL 10160/10161 and ISO 18626.
- 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.
- 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 = YesNavigator 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 = NoINN 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 = NoILLiad requires logging in againEnable 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). - Enter values in the Average supply time, Delivery delay, and Currency fields.
- 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. - 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).
- 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.
- 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.
- If an incoming NCIP message cannot identify the partner, the NCIP partner that has the Default Partner checkbox selected is used.
- 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.
- 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 checkbox 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.
- 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.
- 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.
- In the Parameters tab, configure the resource sharing parameters. For more information, see Partner Parameters below.
Resource Sharing Partner Page – Parameters Tab
- 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
ARTEmail Parameters
NCIP Parameters
Section | Field | Description |
---|---|---|
General Information | User identifier type (Required) | The identification type used to match users when a message contains a user ID. Select one of the options predefined by an administrator. See Viewing Additional User Identifier Types. |
Request pushing method (Required) | Select the type of link — OpenURL or Link—that is used to push the request into the resource sharing system. If you select OpenURL, the Add user auto login to URL field appears. | |
URL template | The URL that is used to send patrons from Primo to the resource sharing library’s Web site. | |
Broker System NCIP URL | The URL to communicate with the NCIP broker. | |
Add user auto login to URL | Select Yes to add a user’s login credentials to the URL, thereby logging the user in automatically upon accessing the URL. This field displays only when Request pushing method = OpenURL.
Select Yes when configuring integration with a Relais system (see Configuring Alma/Broker Integration).
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Enable service for guest user | Indicates whether the link to the partner appears in Primo when the patron is not logged in. | |
Disable service when | Select the parameters upon which the service is to be disabled. Possible values are:
When a guest user or a user without a configured campus performs any of the campus-level disabling activities, Alma disables/hides the service based on a self-ownership check done on the institution level.
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|
Loan period | The amount of time the user has before having to return the item to the resource sharing library. (This may be seen by patrons in Primo.) | |
Default library owner | The resource sharing library that manages the borrowing request created by this profile. | |
Download Certificate Button |
This button is used to authenticate the TCP communication for encrypted messages sent to Alma using the SLNP protocol. The button appears for NCIP partners after the partner has been saved the first time.
Each click on this button creates a "new" certificate and therefore can break encryption if that new certificate is not immediately installed on the partner side.
For more information on the certificate, see the Developer Network.
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Request Item
An NCIP message is sent when a lending request is registered on the borrowing side.
|
Resource sharing library | The single resource sharing library that is supported for all actions. Select from a list predefined by an administrator. |
Bibliographic record ID type | Select a parameter by which resource sharing requests are to be searched. Possible values are:
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Support Borrowing | Use if the broker system notifies Alma about new borrowing requests at the time they are created using the Request Item NCIPmessages. Most broker systems do use this message to notify a borrower about a new borrowing request. Rather, the message is used at the point when the item is received. Leave the checkbox unselected, unless you are sure that your broker system also uses the Request Item message for notifying about new borrower requests. | |
Check Out Item
An NCIP message is sent when an item is shipped from the lending side to the borrowing side.
|
Default library (Required) | The resource sharing library to use as the default, if there are multiple resource sharing libraries. |
Default location
(Required)
|
The temporary location at the resource sharing library that is assigned to an item that is shipped to a resource sharing borrower. Select from a list predefined by an administrator. | |
Default item policy
(Required)
|
The policy that is attached to an item that is shipped to a resource sharing borrower. Select from a list predefined by an administrator. | |
Accept Item
An NCIP message is sent when the arrival of an item is registered on the borrowing side.
|
Default location (Required) | The temporary location at the receiving library. Select from a list predefined by an administrator.
This location is assigned to an item that is shipped to a resource sharing borrower, unless a different location has been assigned by a Temporary Item Creation Rule.
|
Resource sharing library | The resource sharing library, if there are multiple resource sharing libraries. | |
Default pickup library | The default pickup location to which temporary items are transferred when an item arrives for a borrowing request. Select from a list of libraries predefined by an administrator. | |
Automatic receive |
Select to enable receiving resource sharing items automatically. Automatic receiving enables staff to register a Receive action in the broker system, without having to repeat the Receive action in Alma.
Enabling this option allows multiple AcceptItem requests to be processed for a single multi-item borrowing request. This is applicable if the requests contain the same request ID but different barcodes and the request ID is active. If the option is not enabled, multiple requests will be created with the same request ID.
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Receive desk | Select a desk at which the item is to be received. The available options are the desks of the library that is specified in the Default library owner field. The value you select indicates the location where the item arrives when the AcceptItem message is received.
This field displays only when Automatic receive is selected.
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Look Up User
An NCIP message is sent when a patron attempts to create a request at the resource sharing system.
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Require authentication | Select whether authentication should or should not be required for the resource sharing library’s website. When working with a Relais broker, select No. |
Export to Third Party | Export to third party | Used for ILLiad, Tipasa, Worldshare ILL, and Relais. See ILLiad parameters; Tipasa, Worldshare ILL, and Relais Parameters below. |
Create User Fiscal Transaction A received NCIP message can create a request fee. |
Create fee using |
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- The NCIP URL, in the following format: https://<Alma domain>/view/NCIPServlet
- The AgencyID, which is your Alma institution code
- The ApplicationProfileType, which is the code defined on the Resource Sharing Partner page (see step 2 above)
NCIP Peer-to-Peer Parameters
- Supports ADD request – Select this box if you want to enable the ability to send requests to an alternate physical location or email address (which you can select to do in the Request Attribute section of the Creating a Borrowing Request page).
- User identifier type – The identification type that will be used to match users when a message contains a user ID. Select one of the options predefined by an administrator. See Managing User Identifiers.
- Server – Enter the partner’s server name (or IP address).
- Institution code – Enter the partner's Alma institution code.
- Partner symbol – The symbol by which the ILL partner is referred. The symbol must be unique to all other partner and ISO symbols. This includes NCIP-P2P, SLNP, and ISO partners.
- Request Expiry – Configure when the partner’s lending settings expire. Choose from the following:
- No expiry – The request does not expire
- Expire by interest date – The request expires on the date specified in the Needed by field on the Resource Sharing Borrowing Request page (displayed when creating a borrowing request).
- Expiry time – The Expiry time field appears, where you enter a number. This value indicates the number of days after the request has been sent to the lender that the request expires.
- Send requester information – Select this option to enable requests sent using the specified partner to contain information about the requesting patron, such as their name and email. It is recommended to select this option only if the third-party system requires this information in order to properly handle the request.
- Shared barcodes – Select to enable sharing item barcodes between lending and borrowing institutions.
- Email Address – Used for sending overdue notifications.
- Resending Overdue Days Interval – A whole number that indicates the number of days for recurring overdue notifications.
ISO Parameters
- Alma supports the following ISO Resource Sharing messages: ILL Request, Shipped, Received, Returned, Checked-In, Answer – Unfilled, Cancel/Cancel Reply, and General Messages.
- ISO partners can fulfill digital resource sharing requests using the link document delivery option.
- The ISO parameters are the same for ISO ILL 10160/10161 and ISO 18626.
- Supports ADD Address – Select to include the requester’s email in the ILL request, enabling the lending partner to send the shipped resource directly to the requester.
- Server – the partner’s server or IP address. If the partner also uses Alma, use the Alma domain (see Logging Into and Out of the User Interface) as the server.
- Port – the partner’s ILL port number. If the partner also uses Alma, this is port 9001.
- ISO symbol – the symbol by which the ILL partner is referred. The symbol must be unique to all other partner and ISO symbols. This includes NCIP-P2P, SLNP, and ISO partners.
- Request Expiry – configure when the partner’s lending settings expire. Choose from the following:
- No expiry – The request does not expire
- Expire by interest date – The request expires on the date specified in the Needed by field on the Resource Sharing Borrowing Request page (displayed when creating a borrowing request).
- Expiry time – The Expiry time field appears, where you enter a number. This value indicates the number of days after the request has been sent to the lender that the request expires.
- Send requester information – Select this option to enable requests sent via the specified partner to contain information about the requesting patron, such as their name and email. It is recommended to select this option only if the third-party system requires this information in order to properly handle the request.
- Shared barcodes – Select to enable sharing item barcodes between lending and borrowing institutions. If both the lending and borrowing partners have this option selected, the lending library sends a barcode with the Shipped message, and the borrowing library uses the Shipped message to determine the lender item's barcode. The barcode displays as the Temporary Barcode value on the Receiving Items page (displayed when selecting Receive for a borrowing request), and can be used for identifying the received item when accessing the Received Items page (see Receiving Items).
- Ignore Lender Shipping Cost – Select this checkbox to use the borrower's set cost. When the checkbox is not selected, the lender-side costs override the borrower's cost. Note that when the checkbox is not selected, the borrowing institution's cost is overridden even if the lender has not communicated a cost value, i.e. it is considered as if a value of 0 is communicated to the borrower.
- Resending Overdue Days Interval – A whole number that indicates the number of days for recurring overdue notifications.
Peer-to-Peer Partner Parameters
Some Ex Libris resource sharing customers have inquired about integration with OCLC resource sharing products through the open standard, ISO 18626. This integration is not currently supported and therefore, this integration cannot be implemented until further notice. Accordingly, the only method available to Ex Libris resource sharing customers who want to integrate with an OCLC resource sharing solution (i.e., WorldShare ILL or Tipasa) is the existing request transfer message method, which requires a subscription to the relevant OCLC resource sharing solution.
To configure peer-to-peer parameters:
- Create a partner record with the Profile Type ISO 18626.
- Select System Type Tipasa or WorldShare ILL.
- From the Parameters tab, configure the following parameters:
- The partner’s Symbol.
- The Server URL in the Server field.
- The API key.
- Save your configuration settings.
Email Parameters
- Email address - The email address to which resource sharing borrowing requests are to be sent. Note that if you are working in a sandbox environment or in a pre-”Go Live” production environment, the entered address must be added to the Email Include List Mapping Table in General Configuration > Configuration menu > External Systems > Allowed Emails. For details, see Configuring Allowed Emails).
- Resending Overdue Days Interval – A whole number that indicates the number of days for recurring overdue notifications.
Overriding Pod Policies
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.
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.
Creating Hybrid Pods
If a library determines it wants to create a pod that consists of other libraries, or its needs are not met by existing pods, the library can inform Ex Libris of the pod terms they require. The pod terms are defined in the pod table. Ex Libris then creates the pod and notifies the libraries that the pod exists.
Rapido libraries do not need to download any libraries. Alma libraries need to download both Rapido and Alma libraries.
Hybrid Pod Tasks for Partners Using Rapido
Partners are created automatically once a borrowing or lending request with each partner is created. The Rapido libraries do not need to download or create partners.
To complete the configuration, the hybrid pod must be placed in the correct order of the pod priority list for each resource sharing member.
Hybrid Pod Tasks for Partners Not Using Rapido
Non-Rapido libraries must manually download or create partners.
When a request is sent from a Rapido partner to a non-Rapido partner, and both partners are part of the same hybrid pod, when the lender receives the request, the lender is converted to a Rapido Patner.
When a request is sent from a non-Rapido partner to a Rapido partner and both when the lender receives the request, and both partners are part of the same hybrid pod, when the lender receives the request, the borrower is converted to a Rapido Patner.
- Join the resource sharing directory (Configuration > Fulfillment > Contribute to Resource Sharing Directory > Resource Sharing Directory Member). For more information, see Contributing to the Resource Sharing Directory.
- Copy each partner in the hybrid pod from the Community tab (Fulfillment > Resource Sharing > Partners) in the partner list.
- Add partners to a rota template (see Configuring Rota Templates) and refer to the configuration of rota assignment rules to configure Rota Assignment Rules.
- Create Terms of Use (TOUs) that reflect the terms of the hybrid pod. For more information, see Fulfillment Unit and Terms of Use.
- Add lending and borrowing workflow profiles and attach them to the non-Rapido pod partners. For more information, see Basic Resource Sharing Configurations and Configuring Workflow Profiles.
- Workflow profile selection recommendations:
Borrowing:
AUTOMATIC_RENEW,AUTO_WILL_SUPPLY,CANCELLED,CANCELLED_BY_PATRON,CANCEL_NOT_ACCEPTED,CANCEL_REQUESTED,CONDITIONAL,DAMAGED_COMMUNICATED,DECLARED_LOST,LENDER_CHECK_IN,LOST_COMMUNICATED,MANUAL_RENEW,REACTIVATED,REJECT,RENEW_REQUESTED,REQUEST_ACCEPTED,WILL_SUPPLY
Lending:
CHANGE_DUE_DATE,CONDITIONAL,LENDER_CHECK_IN,PATRON_RENEWAL,REACTIVATED,RENEW_REPLY,STAFF_RENEWAL
- Workflow profile selection recommendations:
Hybrid Pod Task for Both Partner Types
Attach participating items to the pod. See Participating Items.
Configuring Borrowing Request Inactive Filters
- General System Administrator
- Fulfillment Administrator
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.
For more information, watch Copyright Management.
The rs_borrower_copyright_management parameter (Fulfillment > General > Other Settings) must be set to true for the copyright rules to work.
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.
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.
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.
The Rapido rules only apply to borrowing requests. For Alma copyright rules, which apply to lending requests, see Configuring Digitization and Copyright Rules.
Adding a Digitization and Copyright Rule
- From the Digitization Workflow Rules List page (Configuration > Fulfillment > Copyright Management > Digitization and Copyright Rules), select Add Rule. The Digitization Workflow Setup page appears.
Digitization Workflow SetupTo create a copy from an existing digitization and copyright rule, select Duplicate from the row actions list. Once you have copied the rule, you can edit it, as required.
- In the Digitization Workflow Rule Editor section, enter a name (required) and description (optional) for the rule.
- In the Input Parameters section, enter clauses for the rule. Each clause has a clause type (Name), Operator, and Value. A clause may look like User group = Graduate student or Publication date contains 2010. The clause list is as follows:
Digitization and Copyright Rule Clause Types Name Type Description Operators Values Article Title Exists Comparison Verify if the requested article is already requested by another copyright clearance request. The article is identified by ISSN, volume, issue, and pages. = - true
- false
Articles in Issue Evaluation Check the total number of articles in the journal issue. - >
- =
- <
- Not Equals
Number Available in Electronic Evaluation Verify if an electronic copy exists for the material. = - true
- false
Chapter Already Requested Comparison Check if the requested chapter is already requested by another copyright clearance request. The chapter is identified by ISBN. = - true
- false
Citation Material Type Evaluation Check the material type. - =
- InList
- Is Empty
- Is Not Empty
- Not Equals
- NotInList
- contains
The current list of material types (for example, Abstract, Anthology, and so forth). Copyright Agency Approval Permission Evaluation Verify regional copyright licensing agency approval for the material. Select all values for a valid match. InList - Digital Approved
- Scanning Approved
- Digital Declined
- Scanning Declined
Copyright Previously Approved Comparison Verify if the requested material is already approved by another copyright clearance request. The material is identified by various factors, such as ISBN or ISSN. Required, but has no effect Required, but has no effect Copyright Record Related to Course Filter Restricts comparison checks to existing copyright clearance requests that are associated with a course. = - true
- false
In the Same Academic Department
Comparison
Verify if requesting academic department is the same academic department to which the course belongs.
=
-
true
-
false
In the Same Course Filter Restricts comparison checks to existing requests associated with the same course as the request. At least one of the following additional rules must be defined: Article Title Exists, Articles in Issue, Chapter Already Requested, Total Copyright Number of Chapters, Total Copyright Work Percentage.= - true
- false
Material Required Dates Filter Restricts comparison checks to existing requests that overlap the Date Available From/To date range of the request. If this date range is missing, use the course's date range. If there is no associated course, use today's date as the start date with no end date. At least one of the following additional rules must be defined: Article Title Exists, Articles in Issue, Chapter Already Requested, Total Copyright Number of Chapters, Total Copyright Work Percentage.= - true
- false
Number of Requests Comparison Compare the number of previous copyright clearance requests to a value. The number of requests considered are only those that evaluate to true according to the Time Span (In Calendar Years) clause. - >
- =
- <
- Not Equals
Number Partial Digitization Evaluation Evaluate whether this is a partial digitization request. - =
- InList
- Is Empty
- Is Not Empty
- Not Equals
- NotInList
- contains
- true
- false
Patron Status Evaluation Evaluate the requester's active status. - =
- InList
- Is Empty
- Is Not Empty
- Not Equals
- NotInList
- contains
- Active
- Inactive
Publication Date Evaluation Evaluate the publication status of the requested item. - >
- =
- <
- Not Equals
Number Years Since Publication Evaluation Evaluates whether the publication date of the resource is within the defined time range - >
- =
- <
- Not Equals
Number Publisher Evaluation Check the publisher against a pre-defined list of publishers. Set the parameter publisher to check against all publishers.- =
- All
- InList
- Is Empty
- Is Not Empty
- Not Equals
- NotInList
- contains
Publisher Request Type Evaluation Verify the request type. - =
- InList
- Is Empty
- Is Not Empty
- Not Equals
- NotInList
- contains
- Borrowing resource sharing digitization request
- Course related digitization
- Lending resource sharing digitization request
- Patron digitization
- Staff digitization
Required Pages Evaluation Verify the number of pages requested by the current request. - >
- =
- <
- Not Equals
Number Resource Total PagesEvaluationCheck the total number of pages of the entire work (how many total pages are in the item being requested). This information is calculated based on the value in the Pages field in the Edit Reading List Citation page. If the Resource Total Pages field contains characters that are not digits or roman numerals followed by digits or roman numerals, then the calculation will not work. For example, the rule will not be able to process the following: vi, 336 pages,24. In this case, you can manually enter the value in the Resource Total Pages field in the Copyright Attributes tab in order for the rule to process the calculation.-
>
-
=
-
<
-
Not Equals
NumberTime Span (In Calendar Years) Evaluation Verify that the request was made within / before the indicated number of years. This value also acts as a filter clause for the Number of Requests clause. - >
- <
Number Total Copyright Number of Chapters Comparison Verify the total number of chapters requested, including previous requests. Rapido looks at the ISBN, then looks at all outstanding and overlapping requests with the same ISBN, extracts which chapters are being / have been requested, and sums them up to get this value. - >
- =
- <
- Not Equals
Number Total Copyright Work Percentage Comparison Verify the percentage of the work requested, including previous requests. Rapido looks at the ISBN, then looks at all outstanding and overlapping requests with the same ISBN, extracts which pages are being / have been requested, and sums them up to get this value. This rule evaluates to false if the number of pages is not specified.- >
- =
- <
- Not Equals
Number between 0 and 100 User Group Evaluation Evaluate the user group of the requester. The list of values includes all user groups.- =
- InList
- Is Empty
- Is Not Empty
- Not Equals
- NotInList
- contains
A user group Example:- Clauses:
- Total Copyright Work Percentage < 10 Material
Note that the number is rounded. For example, Total Copyright Work Percentage <16 means that everything up to 16.4% is included. - Material Required Dates = True
- Request Type = Course related digitization
- Copyright Record Related to Course = True
- ISBN 1-86189-411-2
- Dates 1/1/2016 - 30/1/2016
- Pages 15-20 (6 pages)
- Status Approved
- Total Copyright Work Percentage < 10 Material
- New Request 1:
- ISBN 1-86189-411-2
- Dates 10/1/2016 - 2/2/2016
- Pages 35-40 (6 pages)
- Total Resource Pages 220
- New Request 2:
- ISBN 1-86189-411-2
- Dates 15/1/2016 - 3/2/2016
- Pages 40-60 (21 pages)
- Total Resource Pages 220
- Select Add Parameter. The clause is added to the rule.
- Repeat the previous two steps to add additional clauses.
- Under Workflow Setup, select the digitization target. For more information, see Digitization Processing.
- Digital inventory (representation) – The digitized files are added to titles. Enter the following additional fields:
- The usage type and access rights policy can be changed when adding the digital file to the record, but the collection cannot.
- When creating digital inventory, you can determine if a representation is remote.
- Active / Inactive – determines if the representation is discoverable.
- Default Collection – The default collection to which to assign the title (if not already assigned).
- Usage Type – Whether the representation is the Master copy or a Derivative. (The master is the original copy and the derivative is, for example, a copy with a lower resolution.)
- Access Rights Policy – The policy that defines the permissions that patrons have to request digital resources.
- Document delivery - attachment – The digitization request requires only a portion of the resource to be digitized.
- Document delivery - link – Enables the operator to upload files to a document storage folder and send the file link to the patron. If multiple files are uploaded, they are stored in the folder as a .zip file and will download to the customer as a .zip file. When this option is selected, another field appears: Maximum views. Enter the number of times the patron may access this link before it is automatically deleted from the server. Note that if no value is entered in this field, then the number of accesses is not limited.
If this option is used for resource sharing requests, and the borrowing partner is not a member of the same network zone as the lender institution (or there is no network zone set up for the institutions), then the Institution Code must be configured on the borrower's partner record with the borrower's institution code. See Resource Sharing Partners.
If the digitization workflow rule defines the digitization target as an attachment, an email is sent to the requester email with the document as an attachment to the email.
Rapido has an attachment size limitation. Additionally, the email provider may remove attachments that are larger than the email provider's size limit.
Alma ISO partners — If the digitization workflow rule defines that the digitization target is a link, then there is no size limitation and the file is stored (either on the borrower or lender side) for the patron to access.
All peer-to-peer partners (except for Alma ISO partners) — Even if the digitization workflow rule defines the digitization target as a link, an email is sent to the requester email with the document as an attachment to the email.
- Digital inventory (representation) – The digitized files are added to titles. Enter the following additional fields:
- Under Approval/Copyright Clearance Processing, select:
- Approval – The request requires approval by a user with the Digital Approval Operator role.
- Copyright clearance – The request requires copyright clearance by the Digitization Manager.
- If you select either of the two previous options, select how the approval affects the digitization workflow:
- In parallel to digitization workflow – The digitization workflow is activated without waiting for the approval task to be approved, but does not finish until the approval task is approved. This is the default option.
The representation is handled as follows:
- While the request is being processed, the representation is marked as inactive.
- If the request is approved, the representation is marked as active.
- If the request is rejected, the representation is deleted.
- Blocks digitization workflow – The request workflow is activated only after the approval is completed.
- Automatically approved – A new approval task is created as Approved, and the request workflow continues.
- In parallel to digitization workflow – The digitization workflow is activated without waiting for the approval task to be approved, but does not finish until the approval task is approved. This is the default option.
- Select Save to store the new 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 Borrowing Alerts:
Code | Description | Enabled By Default |
---|---|---|
CANCELLED_BY_PATRON | Patron cancelled the request but the borrowing request can not be cancelled | Yes |
LOAN_CONDITION | The request has loan condition | No |
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.
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.
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.
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.
Configuring Patron Query Templates
- General System Administrator
- Fulfillment Administrator
- Add a patron query template (see Adding Patron Query Templates)
- Edit a patron query template (Modify the column values in the Mapping Table Rows section).
- Delete a patron query template (select Delete).
Adding Patron Query Templates
- Open the PatronQueryTemplates Mapping Table (Configuration Menu > Fulfillment > Resource Sharing > Patron Query Templates).
- Select Add Row. Enter a name for the template in the Name field.
- In the Subject field, enter a subject. You can use the variables %reqId% and %reqName%; these will be replaced with the borrowing or lending request’s external ID or the patron’s name, respectively.
- In the Header field, enter a header, such as “Dear Sir/Madam:”.
- Enter additional lines in Query Line 1, 2, and 3. These fields are substituted into the Query to Patron Letter. For more information, see Example Letter Customization: Query to Patron Letter.
- In the Edit if Single field, enter True if the message will be open for editing, or False if the message is sent directly to the patron without any opportunity for editing.
- Select Add Row. The template appears in the list of templates.
- Select Customize.
Configuring Patron Query Types
- General System Administrator
- Fulfillment Administrator
Adding a Patron Query Type
- In the Patron Query Types code table (Configuration > Fulfillment > Resource Sharing > Patron Query Types), enable one of the disabled patron query types.
- 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.
- Repeat the steps above to add additional patron query types, as required.
- Select Save when you are done.
Configuring Patron Queries
- Old system: Patron query templates are a basic means of configuring patron letters. You can enter multiple letters and configure the fields in the letters. You cannot edit the initial structure of the letter, but – if configured – you can edit the letter before it is sent.
This system is deprecated and will be removed in an upcoming version.
- New system: Patron query types use Alma’s flexible XSL style sheet letter configuration system for each query, which is more flexible. You can define up to thirty types of letters that will be sent when a user selects to send a query to a patron, for example, a welcome letter, a response to a request, and so forth.
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.
Requests with a mediation rule to stop requests for self-owned resources (Self Ownership = True and Self Owned And Available = True) are stopped regardless of the Ignore Local Holding (Fulfillment > Resource Sharing > Partners > Parameters tab) setting.
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 — does 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 test mediation rules.
Available Mediation Input Parameters
Below are the various mediation rules available:
- Borrowing Owning Library
- Converted from hold request
- Excel with ISBN/ISSN — Upload a spreadsheet that contains ISBNs/ISSNs that the institution does not want to allow resource sharing for those resources
- Invalid ISSN
- Invalid ISBN
- Labels
- Missing article metadata fields
- Missing books metadata fields
- Needed by date
- Partner
- Pickup Location
- 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 Authorized for Resource Sharing
- User group
- Years since publication date
Available Mediation Actions
The following actions are available for mediation rules:
- Cancel Request - automatically cancels requests when the mediation rule applies to a request.
- Fill Locally - manually fill a digital request that is readily available. Also see Automating the Process.
- Test Locally - enables libraries to interact locally to create borrowing and lending requests at the local institution for both physical and digital requests. Also see Testing Your Workflow for Borrowing/Lending Requests.
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 > Configuration > Manage Lending Alerts:
Code | Description | Enabled By Default |
---|---|---|
AUTO_GENERATED_PARTNER_MISSING_DATA | Auto-Generated Partner Missing Manadatory Information | Yes |
CITATION_DIGITIZATION_REQUEST_CANCELLED | Digitization Request Cancelled | Yes |
CITATION_DIGITIZATION_REQUEST_COMPLETED | Digitization Request Completed | No |
CITATION_DIGITIZATION_REQUEST_IN_PROCESS | Digitization Request in Process | No |
CITATION_MOVE_REQUEST_CANCELLED | Move Request Cancelled | Yes |
CITATION_MOVE_REQUEST_COMPLETED | Move Request Completed | No |
CITATION_MOVE_REQUEST_PROCESS | Move Request in Process | No |
REQUEST_COST_EXCEEDED | Request Cost Exceeds Maximum Borrowing Cost Allowed | Yes |
REQUESTER_EMAIL_EMPTY | Requester Email Empty | Yes |
RESEND_REQUEST_RECEIVED | Resend Request Received | No |
Configuring Shipping Cost Lender Rules
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. These costs are displayed on the right pane of the borrowing and lending requests.
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.
Send Invoice to Partner Job
Lending institutions can send invoices directly to borrowers for requests that include fees using the Send Invoice to Partner job, (Inactive by default).
You can specify which partners should be emailed invoices (default All). The partners available in the list are partners with at least one lending request attached to them with a processing fee. The Job processing start date is the last date the job ran. If the job has not run, the Job processing start date defaults to today's date.
The Send Invoice to Partner job report can be accessed from Admin > Manage Jobs and Sets > Monitor Jobs > History tab with a list of how many invoices were sent successfully and the reason for those that failed, along with the name of the invoices that failed and why.
When the Send Invoice to Partner job runs successfully, the Partner Invoice Letter (Configuration > General > Letters > Letters Configuration) is emailed to relevant partners detailing the costs for the request.
Defining Participating Items Sets for RapidILL
An automated Alma job publishes an automatically updated set of titles through the OAI protocol on a weekly basis. This set is enriched with item information so that RapidILL has all the details it needs.
RapidILL automatically pulls this data weekly and processes it into RapidILL holdings. These are the holdings that RapidILL uses to determine which requests are received and what is locally owned.
Each title extracts the following metadata from the holdings process:
- Title
- ISBN/ISSN/OCLC number
- Location/Collection
- Call Number/URL
- Years/Volumes (journals only)
For information on defining sets, see Rapid OAI Holdings - Step 2: Defining Sets.
Setting Lending Request Limits
This configuration may be relevant for libraries where copyright limits apply to lenders. Currently, these settings need to be configured in RapidILL.
New for December! Lenders can now configure how many requests to allow from a single borrower within a specified number of hours.
- From the RapidILL Settings > My Profile > Copyright Settings page, check the Lending Request Limits checkbox.
- Enter the maximum Number of Requests.
- Enter the interval by Length of Time (in hours) to allow the borrower to send requests.
- Select Save. Requests from the same borrower are limited, and additional requests move to another lender. If there are no additional lenders, the request is rejected by RapidILL partner.
Automatically Ship Rapido Digital Requests Job
Rapido supports batch automatic delivery of digital lending requests from a configured folder. This functionality uses the Automatically Ship Rapido Digital Requests (default Inactive) 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.
The Automatically Ship Rapido Digital Requests job relies on the file names being saved with the internal identifier of the lending request.
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.
Conditional Terms of Use for Digital Requests
Lenders filling digital requests can indicate whether the supplied document has terms of use. If shipping terms of use are applied, the request requires manual handling by the borrowing staff. Terms of use can indicate requirements such as supplying the document as a physical non-returnable printout for copyright compliance such as printing a physical copy that can be shared with the patron as a non-returnable physical copy. This new option enhances copyright control by enabling the lender to specify to the borrower that the document cannot be shared with the patron. As a lender, you can enable the relevant terms from Configuration > Fulfillment > Resource Sharing > Shipping Terms of Use. By default, only the NONE term is enabled. The other available terms are:
- Library use only
- No reproduction
- Client signature required
- Special collections supervision required
Lending License Visibility
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
Each license field that is enabled appears in the right pane.
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.
Add Participating Items to specify the terms for each type of item.
The Participating Items are sets of Physical Items used for fulfilling resource sharing requests. Participating Items must be defined for every member.
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.
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.
After entering the lending policy terms, requests for physical items that meet your terms will be able for lending.
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).
Disabling Lending Hours in Rapido
To disable resource sharing lending hours, you must have a General System Administrator role.
- Select Configuration > General > Libraries > Add a Library or Edit Library Information.
- From the resource sharing library Summary tab, select Temporarily inactive for lending.
- If relevant, select the Inactive dates range.
For RapidILL users, when the parameter rs_update_rapid_with_lending_offtime (Configuration > Fulfillment > General > Other Settings) is set to true (default false), changes to the Inactive dates range field automatically updates the RapidILL Lending Off Hours.
- The start date must be less than one year in the future.
- The duration cannot be longer than 30 days.
- Setting this configuration to true means that the configured inactive dates override the dates submitted using RapidILL webpages.
- The temporarily inactive checkbox remains selected after the date range until it is manually deselected.
Also see Disabling lending hours for RapidILL.
The date range does not determine when lending resumes. To resume lending, the library must manually deselect the Temporarily inactive for lending checkbox.
If there are active lending requests that cannot be filled due to the need to become temporarily inactive for lending, staff can reject these requests to move them to the next partner.
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 Reshelve Without Transit Rules
To configure reshelve without transit rules, you must have one of the following roles:
- General System Administrator
- Fulfillment Administrator
You configure reshelve without transit rules from the Reshelve Without Transit Rules page (Configuration > Fulfillment > Library Management > Reshelve Without Transit Rules) to set relationship rules between libraries, departments, and circulation desks so that transit for reshelving is not required between certain libraries. This reduces redundant work effort by not automatically putting items in transit for reshelving when the libraries are close to each other. This does not affect other transit types, such as hold shelf, work orders, and processing.
The default input parameter rules are empty. The default output parameter is set to False, which means all items should be set into transit when reshelving.
Each rule can be either enabled or disabled. By default, both rules are enabled.
Configuring Scan In Messages
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.
Last Resort Partners — Process Requests Using Another Broker
Configuring a Last Resort Partner
Managing your requests in Rapido supports the user experience for staff and patrons. By adding partners from other systems, you can maximize the number of requests that are managed in one place with the familiar automated workflows. Libraries may want to use another broker if requests are unfilled by partners established in Rapido. See Establishing New Partners.
There are various reasons that libraries may opt to utilize a second resource sharing solution or broker. Connecting Rapido with another interlibrary loan system is processed through another broker or partner of last resort. This is used for moving unfilled requests from Rapido into another system for processing within that system. You can then create a rota template with the partner of last resort and add a rota assignment rule for using this partner. See Configuring Rota Templates and Configuring Rota Assignment Rules.
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.
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 through 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.
To ensure a smooth integration, verify that the pickup locations list in Rapido is configured in ReShare as well.
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.
To enable third party integrations to better support and manage requests, the Pickup Location, library Name, and library ID are automatically transferred when sending Tipasa requests. Additionally, when Send requester information (Fulfillment > Resource Sharing > Partners > Parameters tab) is checked, other patron details such as their email address, username, first name, and last name are also included when sending the request.
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.
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).
To enable information to be transferred to an NCIP broker, the parameter rs_block_sending_requester_info (Configuration > Fulfillment > General > Other Settings) must be set to false. For more information, see Configuring Other Settings (Fulfillment).
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).
To enable third party integrations to better support and manage requests, the Pickup Location, library Name, and library ID are automatically transferred when sending WorldShare requests. Additionally, when Send requester information (Fulfillment > Resource Sharing > Partners > Parameters tab) is checked, other patron details such as their email address, username, first name, and last name are also included when sending the request.
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.
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.
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 Relais 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 Relais, as it is with other NCIP broker systems.