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    Managing Rapido Borrowing Requests

    Managing Rapido Borrowing Requests

    This section describes how to manage resource sharing borrowing requests, these are requests received from your patrons.
    You must have a fulfillment service operator or manager in the scope of the resource sharing library to manage borrowing requests.
    Refer to Rapido Article Digital Request and Rapido Physical Request for an example of a complete end-to-end process.
    Use the Rapido Sets to access the borrowing requests (Rapido Sets > Borrowing Requests > select a borrowing set). Selecting All active borrowing requests or a specific set enables you to manage your workflow actions. The number count enables you to quickly focus on which workflows need attention.
    Resource_Sharing_Borrowing.png
    Borrowing Resource Sharing Requests

    When an intended lender cancels a request, the request is no longer considered completed. The request is now sent to the next lender on the list, and the History indicates that the previous lender rejected the request with a note that: The lender shipped the request but then scanned it back to the library. Therefore, the lender was removed from the rota of this request.

    Due Dates

    The lending due date calculation includes the delivery shipping time to the borrower, the loan period, and the return shipping time to the lender.

    For example, if the shipping time is five days and the loan period is 14 days, and the current date is May 1, 2021, then the Lending Due Date = May 25, 2021 (May 1st + 5 (shipping to the borrower) + 14 (loan period) + 5 (shipping to the lender)).

    Once the resource is shipped and the shipping message is sent to the borrower, the borrowing due date will also be May 25, 2021.​

    The loan period is the Borrowing Due Date minus the return shipping period. In our example, May 25th - five shipping days = May 20, 2021.​

    Workflow Actions

    Each item includes the request details and the request status. Filter the requests using the facets or search bar.
    Select an item to add labels to the request or save the request as a new set. You also have the option to add a note to the patron.
    Select edit to update any of the request details. Select Edit.png to apply the relevant action to the request as per the Actions table. The request status updates according to the action selected.
    Additionally, the request status updates when the lending library performs an action for the request.

    The available actions depend on the request status.

    Borrowing_Workflow.png

    Resource Sharing Borrowing Requests Task List Page
    You can also multi-select requests to apply bulk actions to the requests.

    Multiple_Requests.png

    Borrowing Requests

    To filter out borrowing requests from active Rapido sets, see Configuring Borrowing Request Inactive Filters.

    Resource Sharing Borrowing Request Actions
    Action Description
    Assign to
    Use this action to assign the request to a user.
    Cancel

    The borrowing request cannot be canceled after shipment but the fulfillment request can (either via My Account for patron or via Manage Patron Services page for staff). If a fulfillment request is cancelled after shipment, upon receiving the item in the borrowing library, the item will immediately be marked to send back to the lender.

    Cancel the request. Appears only when:

    • The request is still active
    • The request does not have a status of Loan
    • The request has not been shipped
    • No partner exists or the active partner is associated with a borrowing workflow profile where the Canceled by staff Is included
    When canceling a request, the request’s status becomes Canceled by staff.

    You can also delete requests in Primo, on the My Account tab. When doing so, the borrowing request’s status becomes Canceled. If an item is on the hold shelf when canceled in Primo:

    • The hold request is canceled
    • The item moves to the expired hold shelf
    • The request is marked as Completed

    For details on the Primo My Account tab, see My Account.

    When a request is canceled, a message is sent to the patron. The letter is Ful Cancel Email Letter. To configure the message, see Configuring Alma Letters.

    Check Out to Patron

    Marks that the patron received a physical non-returnable item and completes the request.

    Conditional Reply
    This action enables the lender to send the borrower a condition for the request. When selecting this action, you have the option to select a Conditional Reason, Date for reply, and a Note. Select Yes or No in response to the condition specified by the lender. If the response is Yes, the request status changes to Sent and the Date for Reply field is cleared. If the response is No, the status changes to Rejected by Partner and continues to the next partner in the rota.
    Convert To Rapido Request

    This action is only available during implementation for the testing period.

    Damaged

    Send an email to the lender to report that damage occurred and set the status to Damaged communicated. Appears only:

    Duplicate
    Create a new request based on the existing one. You can then modify the request as required on the Resource Sharing Borrowing Request page.
    When duplicating a Resource Sharing Borrowing request, the values in the following fields are copied to the new request:
    • Title
    • ISSN, ISBN (Metadata fields)
    • Author
    • Requester
    • Owner
    • Request Status
    • Requested Format
    • Delivery Location
    • Request Note
    For circumstances where none of your partners can fill your request, the Find partners opens the Potential Lenders list of lenders who have the requested resource and can possibly fill the request.

    Used to do document delivery for material owned by the institution via Rapido.

    • Upload existing file — When a digital request is active, Rapido offers a Fill locally action so that the borrowing institution can locally fill a request without needing to send the request to a lender in cases such as where the resource was found in open access or the library owns it. When using the Fill locally action, the borrower can either Upload file to send the resource and complete the request from the borrower's library. Once the file is sent, the system closes the borrowing request, and the partner is set to the borrowing library name.
    • Create lending request — You can use the Create lending request to supply the file at a later stage. In this case, the lending request will be awaiting your staff to be fulfilled.

    This action is also available for libraries that are closed for lending.

    General Message

    Send a general message with a borrowing request to a lender (for ISO/Mail partners)

    This does not include requests processed by Rapid.

    Locate Resource
    A non-Rapido request manually activates the Borrowing Locate process. This action only appears if the request has an assigned partner or rota. See Borrowing Locate Process.
    Lost
    Send an email to the lender and set the status to Lost communicated. Appears only:
    • For Rapido email or ISO partners
    • When the request is received by the library (and not as 'Physical non-returnable') and has not yet been returned to the partner.
    • When Lost communicated is enabled in the borrowing workflow profile. See Adding Workflow Profiles.
    Override Local Holding

    This action is relevant for Document Delivery. Rapid prevents you from placing requests that you already have a holding for such as digital requests for resources that your institution owns. Use this action to override this and enable the request to be sent to Rapid.

    Purchase Request

    For Fulfillment Services Operators / Managers with the privilege Submit Purchase Request RS enabled, you can create a purchase request with the information in the borrowing request.  If you do not have this privilege enabled, open a support ticket. If the borrowing request is inactive, you are directed directly to a purchase request form. If the borrowing request is active, a window is displayed to select whether to cancel the borrowing request or keep the borrowing request active alongside the purchase request.

    The purchase request's requester field is populated so that:

    • If the resource sharing request was canceled, the field is populated with the requester from the original borrowing resource sharing request.
    • If the resource sharing request was inactive or kept active, the requester field is populated with the logged in user's ID.
    Reactivate

    Appears only when Reactivated is enabled in the borrowing workflow profile. See Adding Workflow Profiles. Select this option to reactivate resource sharing request. A temporary item is recreated using the previous barcode with the process status set to In resource sharing. The library and location of the item are set to the same values as when the item was initially created. If the item is not yet on loan, a hold request is reinitiated. When reactivating, two options appear on the confirmation window: Reactivate loan and Send general message. If no loan is initiated, the request status is Request Reactivated. The request's original external ID is maintained.

    Receive

    Select a receiving format and enter a temporary barcode to enable receiving the resource. If the generate_resource_sharing_temp_barcode configuration setting is set to true, the temporary barcode is displayed automatically (see Configuring Other Settings).

    Reject

    Use Reject when the lender rejected the request but for some reason, the request in the borrower's system was not updated automatically. This is primarily used for partners who work with email.

    If the patron is no longer interested in the request, use the cancel option as cancel enables you to choose whether to send the patron a cancellation notice or not.

    Mark a request rejected by the lending institution as Rejected. Reject is only visible if the workflow option Reject is enabled.

    Release assign
    Enables you to unassign an assigned request from a user.
    Renew

    This option is only available for Rapido requests if the pod’s terms allow renewal.

    Renew a resource sharing borrowing request. A dialog box is displayed to enter a due date for the request and an optional note in the Internal note and/or Note to partner fields. For details on these fields, see step 3 in Rejecting a Borrowing Request. The request status updates to Renewed by Partner. For more information, see Managing Borrowing Renewals.

    This option is displayed when Staff renewal is selected for lending requests in the Resource Sharing Lending Workflow Profile (see Configuring Workflow Profiles).

    If the request is renewed, a message is sent to the patron and a renewal fee may be charged. The letter is Full Borrowing Info Letter. To configure the message, see Configuring Alma Letters. A resource sharing renewal fee is set as part of a fulfillment policy; see Adding Fulfillment Policies.

    For more information about requesting renewal of a borrowing request, see the ISO ILL: Request Renewal video (10:06 mins).

    Request Renew

    Request renewal of a resource sharing borrowing request under the following conditions:

    • The lending pod must allow renewing.
    • A Resource Sharing Lending Workflow Profile exists with Staff Renewal enabled.
    • The partner is not part of a fulfillment network.
    • The item has arrived.
    • The item has not been returned.

    A dialog box is displayed to enter a due date for the request and an optional note which displays in the Notes tab page of the request.

    If the Resource Sharing Lending Workflow Profile has the Renewal Response and Staff Renewal options selected, the request status changes to Renew Requested. For details on workflow profiles, see Configuring Workflow Profiles.

    If the request is renewed, a message is sent to the patron and a renewal fee may be charged. The letter is Full Borrowing Info Letter. To configure the message, see Configuring Alma Letters. A resource sharing renewal fee is set as part of a fulfillment policy; see Adding Fulfillment Policies.

    This action can only be used once.

    If Renewal Response was not selected for the workflow profile, the request is automatically renewed after selecting the Request renew link; the request's status is Renewed by partner, and the Renew link does not display.
    This option appears for requests with a Received status.
    Resubmit

    Send the request to Rapid again.

    Resupply Request
    For Rapid document deliveries, after a request is completed, Rapido enables you to request a new copy of the original request in case the original request was not properly received. This action reopens the request on the borrower's side for RapidILL requests if the request is complete.
    This action can only be used once.
    Return

    Displays when the request is received by the library (and not as 'Physical non-returnable') and has not yet been returned to the partner. If the borrowing Workflow Profile for the partner includes the Lender check in option, the request status changes to Returned item to partner (see Configuring Workflow Profiles).

    The Resource Sharing Return Slip Letter is printed when returning a borrowing item to the lender. For more information, see Configuring Alma Letters.

    Display the query types configured on the Patron Query Types Code Table page (see Configuring Patron Query Types). The Select email template dialog box appears to select the email template you want to be used for the query. The dialog box also contains a Note to Patron field for a free text note to be included on the Query to Patron letter (QueryToPatronLetter). If there is only one template type of Query to Patron, the dialog box will appear with just the Note to Patron field available for input.

    For details on system behavior when selecting this option, see Configuring Patron Queries.

    Show File

    Applies to digital requests. Selecting this option downloads the file.

    Status Query

    Request a status update from the lending institution. This is only applicable to Rapido and ISO partners.

    The returned borrower ISO status is recorded in a note. Each ISO status corresponds to the following Rapido request statuses:

    • Not supplied - Rejected by partner, Locate failed, Canceled By Patron, Expired
    • Pending - Created borrowing request, Request sent to partner, Ready to be sent, Locate in process, Will Supply, Pending Approval
    • In Process - Loaned item to patron, Returned by patron, Renew request not accepted, Renewed by partner, Renew requested, Renew Accepted, Mediated Patron Renewal, Exported to third party, Manual renew, Automatic renew, Waiting for receive digitally
    • Cancel Pending - Cancel request not accepted, Waiting for cancel response
    • Canceled - Canceled by partner, Canceled by staff
    • Shipped - Shipped Digitally, Shipped Physically
    • Received - Physically received by library, Digitally received by library, Received - not for loan
    • Overdue - Overdue request
    • Returned - Returned item to partner
    • Checked In - Request Completed, Lender check in, Externally Obtained
    • Recall - Recalled by partner
    • Lost - Report lost item to partner, Declared lost by partner
    • Unknown - Report damaged item to partner

    For digital requests or for any requests the library permits sharing electronically, use Upload file to attach the file to the request. This enables the Send to Patron option to be available.

    For this feature, your browser settings must be configured to allow viewing of PDF files.

    View

    View requested information. Only displays when the request’s status is one of the following:

    • Returned item to partner
    • Request completed - The request was either delivered or canceled before reaching the hold shelf.
    • Shipped digitally
    • Canceled by partner
    • Cancel requested
    View Local Resources

    If local resources exist but a borrower creates a resource sharing request, you can view the local resources for the request.

    Upload a Document Workflow

    Use the Upload file action to include attachments along with a request. 

    Upload_file.png

    Upload file

    Drag and drop or browse to your files to include them with your request.

    Deliver_Document.png

    Document Delivery

    Your attachments are displayed at the bottom of the window. Select Send to submit your documents with your request.

    Send_Documents.png

    Send document

    You receive a delivery confirmation message after submitting your request and your request status updates to Request Completed.

    Delivered_Request.png

    Delivery confirmation

    Fill Locally

    For active, digital requests, use the Fill locally action to manually fill a digital request that is readily available.

    Fill locally is also available for libraries that are closed for lending.

    Fill_Locally.png

    Fill locally - Upload file

    Upon selecting Upload file, the Document Delivery window opens for you to upload your digital document.

    You can Preview your document prior to sending it or Delete if you need to cancel or replace the document.

    Document_Delivery.png

    Document Delivery

    After sending the document, the Borrowing Request status updates to Shipped Digitally, and a File available indicator is added to the request.

    Shipped_Digitally.png

    Shipped Digitally

    Send Query to Patron

    Upon emailing a patron through the Send query to patron action, an icon is displayed indicating that you have sent a correspondence to the patron. 

    QueryIcon.png

    Query icon

    Additionally, a Query to patron section appears on the right-pane of the request with the details of the query. Upon selecting Information received from patron and refreshing the page, the icon is removed.

    You can view attachments by selecting View Attachments.

    QueryToPatronDetails.png

    Query to patron details

    Query activity is also viewable when editing a request and selecting Attachments.

    Attachments.png

    Attachments

    You can also filter by the Need Patron Information facet for requests with active patron notes. Additionally, you can create a set based on requests with active patron notes.

    Find Partners

    To enable you to establish new peer-to-peer partnerships, for circumstances where none of your partners can fill your request or when the requested material is not held by your partners, the Borrowing Request Find partners action opens the Potential Lenders list of lenders who have the requested resource and can possibly fill the request. This action can be performed as needed. It is useful for requests with Created borrowing request or Rejected by partner statuses.

    For more information, watch Find Partners.

    This action is not available for article requests.

    The find partners action.

    Find partners action

    The Potential Lenders list is a list of partners who set their Data Sharing Profile (Configuration > General > General Configuration > Data Sharing Profile) to Yes to allow shareholding information for resource sharing purposes. This provides an opportunity for your institution to establish new resource sharing partnerships and networks with other institutions that agree to do so. Allowing your institution’s holdings information to be shared for this purpose does not mean that your institution is required to allow resource sharing with any other institutions. None of your users’ personal data is used.

    From the Potential Lenders list, select potential lenders, and then select Create Rota to add the potential lenders to your rota. The lenders are added to your Rota with a Pending Status

    Only Directory members can be added to your Rota.

    The potential lenders list.

    Potential Lenders

    Once a lender is part of your rota, you can email the lender to request a resource using the Send Rapido Request Letter (Configuration > General > Letters > Letters Configuration > RapidoRequestNewResourceSharingPartnershipLetter) on the Resource Sharing Borrowing Request page Rota tab. The letter sent to the potential lender should disclose information about the requested material, how to contact the borrowing library, and how to configure the borrowing partner. If the potential lender agrees to lend the resource, the library can contact the borrower to confirm the completion of the configuration and the ability to lend. The borrower can now send the request to them. Once configured, the lender remains in your Rota for future manual requests. Additionally, you can select Activate to permanently add the lender to your Rota.

    The option to send a Rapido request letter.

    Send Rapido Request Letter

    Integrating with Reprints Desk

    Rapido uses the Cloud App Article Galaxy Add-on. This Cloud App uses Reprints Desk to check whether an article is available for acquisition, including pricing information. If you are acquiring the article, the whole application workflow is processed automatically. This includes sending the resource to the user and closing the request.

    Configuring Reprints Desk

    Configure Reprints Desk to communicate with Rapido (Fulfillment > Resource Sharing > Partners > Add Partner).

    The Reprints Desk configuration screen.

    Reprints Desk configuration

    On the Parameters tab, enter the Username and Password supplied to you by Reprints Desk.

    reprints parameters.png

    Reprints Desk parameters

    Submitting a Request to Reprints Desk

    Open the borrowing task list and pin the Article Galaxy Add-on from the Cloud App Center.

    The Article Galaxy Add-on.

    Article Galaxy Add-on

    Article Galaxy returns a list of publications with the publication details.

    Request publication details.

    Publication details

    If Article Galaxy cannot fill a request, rather than displaying a price, a message appears informing you that Article Galaxy cannot fill this request.

    Requests that cannot be filled are disabled.

    Cannot fill request message.

    Message that Article Galaxy cannot fill this request

    You can Select all or manually select each publication you want to order for requests that contain publication details.

    A list of requests.

    Selected requests

    Upon submitting your order, a message informs you that your request was submitted successfully.

    A message that your request was successfully submitted.

    Message that the request was successfully submitted

    The request partner updates to Reprints Desk and the status updates to Request sent to partner.

    reprints request sent to partner.png

    Updated lender and status

    The External identifier, random number (Additional Identifier), and Shipping Cost are all updated with details supplied by Reprints Desk.

    Reprints desk details on a request.

    Reprints Desk details

    When Reprints Desk fills the request, the file becomes available for download. If Reprints Desk is unable to file the request, a note is added to the request that the request cannot be downloaded.

    A note informing the user that the download failed.

    Request cannot be downloaded

    New for December! Searching and Creating Requests from the Global Title Index

    You can create Rapido requests by searching the CDI on the Global Title Index.

    The option to search the Global Index.
    Global index
    From those results, you can create a request by directly searching the Global index.
    The option to create a request from the global index.
    Create a request from the GTI
    Select a Requester. Owner and Requested Pickup Location are auto-populated.
    Select Save to submit your request. All the details of the request are sent.
    The general information tab details.
    Request details
    The volume/chapter/page information is not included in the request. The librarian needs to manually edit the request to add this information.
    You can also create a request from the Borrowing Requests list by selecting Create Request > From Search > Global Index.
    The option to manually create a request from a GTI search.
    Create Request by searching the Global Index
    Then enter your search text in the Global index search bar or use the Advanced search.
    The option to manually search the GTI.
    Option to search the Global index
    You can also navigate directly to the Advanced search.
    The option to perform an advanced search.
    Global index Advanced search
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