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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.
    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 management.
    Borrowing Resource Sharing Requests

    When an intended lender cancels a request, the request is no longer considered completed. The request is then 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 append a note to the request.
    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.

    The Borrowing Requests workflow screen.

    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 using My Account for patron or using Manage Patron Services page for staff). If a fulfillment request is cancelled after shipment, upon receiving the item in the borrowing library, the item is immediately marked to send back to the lender.

    The Cancel action only appears 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 Request Letter. To configure the message, see Configuring Alma Letters.

    Cancel partner
    This action sends a cancellation notice to the lender and the borrowing request is kept active so that Rapido then looks for the next possible lender.
    Use this action when you do not want to use the current partner, for example, a non-responding partner.
    This action is accessible from the full view of the request and will soon be added as an action in the actions menu.
    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 Request Type You can change the type of request by converting the request type and adding the required information (such as pages or chapter numbers when converting to a book chapter).
    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
    Enrich from Global Index
    This action automates your ability to improve the data associated with the request, for example where poor metadata was provided in the Resource Sharing Blank form.
    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.
    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.
    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

    This action is available:

    1. If the Operator has the Reactivate privilege in the scope of the owner of the request (contact Ex Libris support to enable this option).
    2. Appears only when Reactivated is enabled in the Borrowing Workflow Profile. See Adding Workflow Profiles.
    3. The status is one of the following: CANCELLED, REQUEST_COMPLETED, CANCELLED_BY_PATRON ,CANCEL_REQUESTED, REJECTED, EXPORT_TO_THIRD_PARTY.

    Select this option to reactivate a resource sharing request whose status is Request completed or Shipped digitally. It is intended to revive a completed request, enabling it to reset its status and put it back into the proper workflow step. It updates the last active lending request. When using this action, you can send a message to the lending side. 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.

    Recalculate Partner
    Recalculate is used for Rapido pods to re-run the process to find a partner. For rotas (including locally managed pods), non-active partners from the rota are removed, and it re-runs the process of auto-assigning a rota. It is a valid action if the requested item has not yet shipped. This action sends a cancellation notice to the partner assigned before using the action.
    We recommend using this action for cases such as locate failed, or when the request is stuck on Created Borrowing request.
    During the Rapido implementation, this action is also used to route a request to Rapido (not needed for every request!)
    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 to update a request that was rejected by the lender but not automatically updated on the borrower side, for example, using email. When used on the borrower side, it does not send any message to the lender but does try to find another partner. It is a valid action if the requested item has not been shipped yet.

    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 appears 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.

    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.

    New for July! Search in Market
    This action is visible if the:​
    • Request is material type of  book
    • Request format is physical 
    • Library is using Rialto​
    • Staff have the appropriate user roles: ​
     
     

    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.

    Borrowing Mediation Rules

    Borrowing mediation rules can be configured and used for managing borrowing requests to enable staff mediation, automatically apply labels, support fulfillment of filling locally owned items, or automatically cancelling requests. For more information on configuring mediation rules, see Mediation Rules.

    Mediating Based on ISBN/ISSN

    You can upload a spreadsheet that contains a list of ISBNs/ISSNs that the institution would like to mediate in order to determine whether to allow borrowing resource sharing for the resources included in the file. For example,  this can be used to mediate requests for textbooks. This is done from the Input Parameters (Configuration > Resource Sharing > Rapido Rules > Borrowing Mediation Rules), select Add Parameter > Excel with ISBN/ISSN. Select the folder icon clipboard_e4160ccbb3e21d617b956c93381518d36.png to upload an Excel file.

    The Excel file can only contain one column.

    The Excel with ISBN/ISBN input parameter.
    Excel with ISBN/ISSN Input Parameter
    When a request is received that contains an ISBN/ISSN that is listed on the Excel file, the request is stopped for mediation and the label that you define in the mediation rule is added to the request.
    A borrowing request stopped for mediation.
    Request stopped for mediation

    Mediating Based on Copyright Status

    To enable library staff to work more efficiently, when the parameter rs_borrower_copyright_management (Configuration > Fulfillment > General > Other Settings) is set to true (default false), copyright information for requests is displayed and manageable from the right pane of a request.

    The copyright status on the right pane.

    Copyright status on the right pane
    To edit the copyright status:
    1. Select the pencil icon clipboard_ea0a5df2103313362f12337b4f7ba4cde.png.

      The copyright information can only be edited for requests that have not yet been sent.

      The copyright status pencil icon.

      Edit Copyright status
    2. Select the relevant Copyright status, select Calculate copyright status, and select Save. The request status updates based on the copyright calculation. 

      The option to edit copyright status.

      Set Copyright status

      The copyright status is also accessible from the Edit pane.

      The copyright status on the edit pane.

      Copyright status on the Edit pane

    Workflows

    Adding a Note

    You can add notes to requests by selecting Add Note from the right pane.

    The option to add a note in the right pane.

    Add Note

    By default, system notes are included in the Active Notes facet, but notes added from the right pane are added as dismissed, and therefore, the note is not included in the Active Notes facet.

    The active notes facet.

    Active Notes facet

    To activate notes added from the right pane, edit the request, and select Update Notes > Activate Notes from the Notes tab.

    The option to activate notes.

    Activate Notes

    A Notes label is then added to the request, and the note is now included in the Active Notes facet.

    The notes label and activate notes filter.

    Notes label and Active Notes filter

    Managing Alerts

    When configured, (see Managing Borrowing Alerts), if a patron cancels a request that has already been shipped by the lender, the borrower receives an alert in the borrowing task list that the patron cancelled the request.

    The alert icon on the borrowing task list.

    Alert icon
    The alert message.
    Alert
    If the borrowing library receives the item for the cancelled request, a message appears informing the borrower that the item should be sent back to the lender.
    Alert to the borrower that the item should be returned.
    Message to return item

    Uploading a Document

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

    Upload_file.png

    Upload file

    Browse to or drag and drop 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

    Resupplying a Request

    If there is a problem with a digitally supplied request, you can use the Resupply Request action to request a new copy from the lender.

    The resupply request action.

    Resupply request action

    Enter a Reason for resupplying the request.

    The resupply request reason.

    Resupply Request Reason

    The status updates to Request sent to partner.

    Request sent to partner status.

    Request sent to partner

    The lender then receives an alert and a note to resupply the request.

    Filling a Request 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

    Sending a Query to a 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.

    Finding 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

    You can add a partner by copying the partner from the Community tab (Fulfillment > Resource Sharing > Partners), or you can automatically copy the partner using the here link on the Rapido Request New Resource Sharing Partnership request letter.

    New Resource Sharing Partnership request letter.png
    Rapido Request New Resource Sharing Partnership request letter

    Creating an ALA Form and Sending it to Partner

    In cases where a resource was not found within an institution's resource sharing network, you can auto-generate the ALA form and add it as an attachment to the letter. This reduces the manual work involved in creating ALA forms as part of a last resort mechanism to find partners to fill a borrowing request.

    When a borrowing request is sent to a resource sharing partner configured with an ALA Email Profile Type, the resource sharing partner receives the request letter with the ALA form attachment. For more information, see Configuring an ALA Profile Type.

    The Borrowing Request updates with the ALA partner.

    A borrowing request sent to ALA configured partner.

    A borrowing request sent to an ALA configured partner

    The ALA form is added as an attachment to the request letter.

    The ALA form attached to the Requested Material letter.

    The ALA form attached to the Requested Material letter

    The ALA form fields are populated according to the request metadata.

    For physical requests, the Request for: Loan checkbox is checked, and the title and author are added to the text box.

    For digital requests, the Request for: Copy checkbox is checked, and the title, article/chapter, author (if there is one) are added to the text box.

    For resources that are more than five years old, the Other provisions of copyright law (CCL) checkbox is checked. Otherwise, the 108 (g) (2) Guidelines (CCG) checkbox is checked.

    The ALA form.
    ALA form

    The distorted font for the Volume, Issue, and Pages fields on the generated ALA form is a known issue.

    Searching the Market — Rialto Integration

    New for July! Rapido institutions can use Rialto from a borrowing request to order highly requested titles and books that are unavailable from lending partners. When selecting the Search in Market action, the Rialto results are displayed in a slider window, enabling you to purchase materials in a streamlined end-to-end workflow.

    The Search in Market action.
    Search in Market
    You can refine your search results by:
    • Keywords
    • Author
    • ISBN
    • Title
    Matching Rialto results.
    Matching Results

    When the resource is located, the View All Offers button displays the available offers.

    The option to link and add to cart.
    Link and Add to Cart

    The Rialto In your cart medallion is added to your item and added to your cart.

    "In your cart" indication.
    In your cart

    The Rapido request indicates that the item was added to the shopping cart.

    In Rialto cart indication.
    In Rialto cart

    Integrating with Research Solutions

    Rapido uses the Cloud App Article Galaxy Add-on. This Cloud App uses Research Solutions 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 the Article Galaxy Add-on requires a username and password supplied by Research Solutions. To obtain these credentials use their document delivery sign up form.

    Configuring Research Solutions

    Configure Research Solutions to communicate with Rapido (Fulfillment > Resource Sharing > Partners > Add Partner).

    To configure Research Solutions to communicate with Rapido:
    1. From the Add Partner form General Information tab, enter the Code Reprints_Desk.
    2. Select Profile Type External System.
    3. Select System Type Reprints Desk.
    4. Enter a Name.

      The Research Soutions configuration screen.

      Research Solutions configuration
    5. On the Parameters tab, enter the Username and Password supplied to you by Research Solutions and select Save. Research Solutions is now configured as a partner.

      The research solutions parameters.

      Research Solutions parameters

    Submitting a Request to Research Solutions

    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. Prices are only displayed for requests that include an ISSN\ISBN, Publication Year, and Pages.

    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 Research Solutions 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 Research Solutions.

    Reprints desk details on a request.

    Research Solutions details

    When Research Solutions fills the request, the file becomes available for download. If Research Solutions 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

    Integrating with Copyright Clearance Center (CCC) Get It Now

    This Cloud App uses CCC Get It Now to expand your virtual collection and provide students and faculty with full-text articles from unsubscribed journals 24 hours a day, 7 days a week. This enables you to purchase articles that cannot be fulfilled by regular partners.

     To use the CCC Get It Now Add-on in Rapido, you must first sign an agreement with CCC and create a Get It Now account. If you have any questions or would like a Get It Now agreement sent to you, please email getitnowsupport@copyright.com. Signign the agreement will provide you with the institution code that is needed for configuration. 

    Configuring CCC Get It Now

    Configure CCC Get It Now to communicate with Rapido (Fulfillment > Resource Sharing > Partners > Add Partner).

    The CCC configuration screen.

    CCC configuration

    Activating CCC Get It Now

    CCC Get It Now must be activated before you can submit requests.

    To activate CCC Get It Now:
    1. Select the Cloud App Center icon clipboard_e934f475379a5c4db37f6989440e4ee89.png.
    2. Search for the App.
    3. Select Activate. The CCC Get It Now Add-on is now activated.

      Activating the CCC cloud app.

      CCC Get It Now activation
    4. Contact Get It Now Customer Service at getitnowsupport@copyright.com to notify CCC that you have activated Get It Now within Rapido. CCC will then adjust your account to ensure your implementation works smoothly.

    This step is mandatory in order to allow article requests to be submitted. Failure to do this step will result in an error message when submitting a request.

    Configuring CCC Get It Now Settings

    After activating the CCC Get It Now Add-on, configure the CCC Get It Now settings.

    To configure the CCC Get It Now settings:
    1. Select the Cloud App Center icon clipboard_e934f475379a5c4db37f6989440e4ee89.png.
    2. Search for the App and select Open.
      Open the CCC add-on.

      Open CCC

    3. Select the ellipse clipboard_ea6ed366755f8a708efb68a404edf04aa.png to open the CCC Get It Now Settings form.
      The CCC settings configuration.

      CCC settings

    4. Enter the CCC Get It Now Settings details and select Save.

      The Institute is the receiving partner.

      The email address in the ILL Email Address field is the email address that receives the purchased articles.

      CCC add-on settings.png

      CCC Get It Now Settings form

    Submitting a Request to CCC Get It Now

    Open the borrowing task list and search for the CCC Add-on from the Cloud App Center. The CCC Add-on opens with results of which publications are available for purchase and their prices.

    The CCC Add-on.

    CCC Add-on

    You can Select all or manually select each publication you want to order for available resources and then select Request all X items.

    Returned request results.

    Returned request results

    The request partner updates to CCC, the status updates to Request sent to partner, and the External identifier automatically updates to match the identifier assigned by CCC.

    CCC supplied borrowing request.

    Updated lender and status

    Once the requested article is received, the library staff can download the article and attach it to the borrowing request using the Fill locally > Upload file action. The request then updates to Complete.

    Searching and Creating Requests from the Global Title Index

    The following roles can search the Global index:

    • Fulfillment Services Operator
    • Fulfillment Services Manager

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

    The option to search the Global Index.
    Global index
    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.
    From those results, you can create a request by directly searching the Global index.
    To enable you to send a request based on lender information, when searching the Global index, Potential Physical Pod information and Potential Physical Lenders are viewable in the right pane. Each record displays which pod holds the resource from the pods you are part of.
    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 navigate directly to the Advanced search.
    The option to perform an advanced search.
    Global index Advanced search
    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

    Enriching a Global Title Index Request

    You can enrich a borrowing request from Global Title index results using the Enrich from Global Index action. This automates your current manual work in cases, for example, where poor metadata was provided in the Resource Sharing Blank form.
    The enrich from global index action.
    Enrich from Global Index

    Converting a Borrowing Request Type

    You can convert a request type placed by a user by using the Convert Request Type action from the available actions for the request. This action is available for the following statuses:

    • Request created
    • Ready to send
    • Locate failed
    • Rejected
    • Resubmit
    • Expired
    • Recalled
    • Pending approval
    • Reject
    • Bad citation
    • Local holding
    The option to convert a request type.
    Convert Request Type action

    Once this action is selected, you can select the type of request to convert to and add the required information (such as pages or chapter numbers when converting to a book chapter).

    The option to convert to Journal is only available if the customer parameter rapido_show_physical_journal_offer (Configuration > Resource Sharing > General > Other Settings) is enabled.

    The convert request type options.

    Convert Request Type options

    Once converted, the Request type change is logged in the History and the lending request partner is recalculated.

    Additionally, when converting a request type, the Owner and Requested Pickup Location fields are editable.

    If the Owner only contains one option, the field is not editable.

    When changing the Owner, the Requested Pickup Location updates accordingly. Also see  Associating Pickup Locations with Resource Sharing Members. If the value of the Requested Format is changed to Digital, the Owner automatically updates to the default digital owner.

    Editable Owner and Requested Pickup Location fields

    Printing Slips in Bulk

    The Print Slip bulk action enables the library staff to reprint received or returned slips in bulk. When multiple borrowing requests are selected, selecting Print Slip reprints all the slips.

    The option to print slips from the borrowing task list.
    Print Slip
    For requests that were not received, no print slip is printed.
    For requests that were received but not yet returned, the Resource Sharing Receive Slip Letter is printed.
    For requests that were returned, the Resource Sharing Return Slip Letter is printed.
    When multiple items are selected, all slips that were received/returned are printed, and a message appears indicating which slips were printed successfully, and which slips could not be printed.
    The print status message.
    Print Slips statuses

    Declaring an Item as Lost

    When an item is overdue, and the patron has not returned the item, you can mark the item as Lost from the borrowing task list.

    The borrowing request lost action.

    Lost borrowing action

    The borrower is prompted to enter a note in the Lost Item form.

    The lost item reason.

    Lost Item note

    The borrowing status request updates to Lost communicated.

    Borrowing request lost status.

    Lost communicated status

    After the lender sends the Lost Item message to the borrower with the relevant replacement fee, the fee is displayed in the borrowing request as a message. Add the fees to the Request costs. To charge the patron, from the borrowing request select Send Query To Patron. If configured, the lost item fee appears on the Query To Patron Letter.

    The option to edit request costs.

    Request costs

    Applying Lost Fees

    In order to discourage patrons from losing items, this feature enables the borrowing library to charge patrons a fee for losing an item, even if the lending library does not charge a fee, and even if the item is ultimately found.

    When configured (see Lost Items), 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).

    The patron fines and fees.

    Patron Lost item fines and fees

    Additionally, the Lost Item Bill letter is emailed to the patron notifying them of the fees they owe.

    The lost item bill.
    Lost Item Bill

    If the patron finds the lost item, when the borrower either selects Found Item is selected from the Patron Services or selects Checked in from the task list, the following messages appear indicating that the replacement fee will be refunded; however, the active balance for the Lost item process fee remains.

    A message indicating that the loaned item was found.
    Messages indicating item was found and refund amount
    The remaining fine for losing the item.
    Remaining fee
    The Lost Item Replacement Fee Refund letter is sent informing the patron that they are only responsible to pay the Lost item replacement fee.
    The Lost Item Replacement Fee Refund letter.
    Lost Item Replacement Fee Refund

    Applying Shipping Costs

    The Resource Sharing Borrowing Request form includes the following Request Costs fields:

    • Service Level Fee
    • Page Overage Fee
    • Base Fee
    • Copyright Fee

    The resource sharing request form.

    Request Costs Fields

    These cost fields are controlled by the Base fee page limit (Configuration > Fulfillment > Resource Sharing > Shipping Cost Lender Rules) parameter. (See Configuring Shipping Cost Lender Rules.)

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

    When the costs are applied, a note is added to the borrowing request right pane indicating the costs and the costs are displayed in the Request costs section of the right pane.

    The note cost details and request costs on the right pane.

    Right pane Note and Request costs

    Workflow Statuses

    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.

    Resource Sharing Borrowing Request Statues
    Action Description
    Automatic renew
    The borrowing request can automatically be renewed.
    Bad citation
    A lender received the request and thought that there was something wrong with the citation; for example, the pages do not match the article.
    • Fix the citation and resend the request.
    • If there's nothing wrong with the citation, send the request to another partner. RapidILL will first resend the request to other lenders. The request is only resent to the original lender if there are no alternative lenders. If the borrower sees that the request is resent to the same RapidILL partner, the borrower should choose a different partner.
    Cancel request not accepted A cancellation request can be rejected by the partner.
    Cancelled by partner A request can be canceled by the lending partner and notification is received by the borrowing partner. When a lender cancels the request, if there are other lenders, the request will be sent to them. Otherwise, it will remain at this status.
    Cancelled by patron A request can be canceled by a patron.
    Cancelled by staff A request can be canceled by a staff member. The borrowing library is not fulfilling the request.
    Claimed
    For peer-to-peer partners, selecting the Automatic Claim field on the partner record enables the Time to Claim (days) field. This triggers an automatic claim letter (RSBorrowerClaimEmailLetter or General message) when a configured period of time is reached.
    When a claim letter is automatically triggered, the request status is set to Claimed.
    Conditional The lender has responded with a conditional response to fulfilling the request.
    Created borrowing request The request was created but was not assigned a partner.
    Damaged communicated A damaged item can be reported by the partner. When enabled, the Damaged row action is enabled for a borrowing request. See Managing Resource Sharing Borrowing Requests.
    Declared lost by partner An item can be declared lost by the partner.
    Deleted Staff can delete requests but staff cannot see these requests. Your requests at this status are not visible.
    Digitally received by library Request can either be closed automatically once digitally supplied or requests can remain open once delivered. Requests remain with this status.
    Expired
    Request expired for the lender. If there are no other predefined lenders, the request moves to the next lender. Otherwise, it remains at this status.
    Expired is a final state. When a request expires, the request is cancelled and a letter is sent to the patron. The request remains active enabling a librarian to reactivate the request if the librarian chooses to look for another lender.
    Exported to third party The request was sent to partner as a last resort and is being processed outside of this system.
    Externally Obtained Manually update the status after receiving an item from the third-party partner. This is used as part of the Sending a Request for a CCC GetItNow service
    Lender check in This status must be set manually. The request is not closed by the borrower until a message is received that the item was checked in.
    This option should not be selected in workflow profiles that are used by broker partners because it causes the request to wait for lender confirmation.
    Loaned item to patron Item was checked out for the patron.
    Local holding Item was identified as local owned.
    Locate failed A lender match could not be found. Staff may want to review requested data or, manually assign a lender, or cancel the request.
    Locate in process This status is a temporary status used while searching for a holdings match.
    Lost and fee paid This is a manually set status for updating the borrower that the lost item fee was paid.
    Lost communicated
    When the Lost action is selected for a borrowing request, the request's status changes to Lost Communicated, and a letter is sent to the lender.
    Manual renew Enable manually approving renewal requests for borrowing partners linked to the specified workflow profile when automatic renewals are not allowed.
    For details on system behavior when this option is selected, see the Renew and Renew Reply entries in Workflow Actions.
    Mediated Patron Renewal Enable Mediated Patron Renewal to require operator review before renewals are transmitted to the lender. A mediated renewal receives the status of Mediated Patron Renewal while it is waiting for operator review. Once requests are sent to the lending institution, the request status is set to Renew Requested.
    Overdue request When the Send Overdue Message to Resource Sharing Borrowing Partner job runs on the lender side, an overdue message is sent to the borrower and the request status is updated. See Send Overdue Message to Resource Sharing Borrowing Partner.
    Pending Approval This status is triggered by the copyright process.
    Physically received by library This status is automatically set after applying the Receive action.
    Reactivated A request receives this status after using the Reactive action after staff have further acted on the request.
    To enable this feature, you must contact Ex Libris Support.
    Ready to be sent The request is waiting to be sent to the partner.
    Recalled by partner
    This is a manually set status when the lender uses the General Message to recall the item.
    The Recalled by Partner status places a recall on the item even if the Terms of Use prohibits recalls.
    Received - not for loan The item was received by the borrowing library; however, the item is not available for loan to the patron. Some examples of when to use this status are: When the due not cannot be assigned or when the library hours are not configured. 
    Rejected by partner The lender has rejected the request as they are unable to fulfill it.
    Renew request not accepted The lender has rejected the request for renewal.
    Renew requested A request for renewal was initiated.
    Renewed by partner The lender has granted permission for renewal.
    Report damaged item to partner This is a manually assigned status set after sending a general message to the lender or contacting the lender to notify them that an item was damaged.
    Reported lost item to partner This is a manually assigned status set after sending a general message to the lender or contacting the lender to notify them that an item was lost.
    Request accepted
    This is a manually set status. A requested item can be accepted by the partner.
    This status can be used in the workflow profile and used for proprietary purposes.
    Request Completed This status is a terminal status and all aspects of the request are completed.
    Request sent to partner The request was sent to the partner, and the partner is processing the request.
    Returned by patron The patron has returned the item, and it is in transit to the resource sharing library for that library to scan in and return. The status updates to Returned to partner or Shipped to partner.
    Returned item to partner The patron returned the item. The item is in transit to the resource sharing library to be scanned in by the lender.
    Shipped Digitally This status is used when borrower_document_delivery_send_automatically is set to false in order to mediate the forwarding of digital content to the patron, or if documents are shared as attachments rather than links.
    Shipped Physically The partner updated the status to Shipped.
    Waiting for cancel response When this option is selected, if a borrower cancels a request, the request is not actually cancelled until the lender sends a cancellation response.
    Will Supply A partner can change the status of the request if it has not yet shipped but will be shipping soon.
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