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    Managing Rapido Lending Requests

    Managing Rapido Lending Requests

    This section describes how to manage resource sharing borrowing requests on the Resource Sharing Lending Requests page.
    Refer to Rapido Article Digital Request and Rapido Physical Request for an example of a complete end-to-end process.
    Use Rapido Sets to manage outstanding lending requests (Rapido Sets > Lending Requests > select a borrowing set). Selecting All active lending requests or a specific set enables you to manage your workflow actions.
    Resource_Sharing_Lending.png
    Lending Resource Sharing Requests
    To manage resource sharing lending requests, you must have a fulfillment service operator or manager in the scope of the resource sharing library to manage lending requests.
    In order to manage lending requests, your role is required to be scoped to the resource sharing library.

    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.

    The available actions depend on the request status.

     
    Lending_Workflow.png
    Resource Sharing Lending Requests Task List Page

    You can also multi-select requests to apply bulk actions to the request.

    Multiple_Lending_Requests.png

    Lending Requests
    Resource Sharing Lending Request Actions
    Actions Description
    Assign to
    Use this action to assign the request to a user.
    Bad Citation
    Indicates that metadata information is missing which prevents the request from being processed.
     Change Due Date
    Rapido gives lenders the option to extend a due date for non-expired loans when there is no option to renew the loan. When the lender changes the due date, the borrowing request status updates to Renewed by Partner, and a letter is sent to the patron informing them that the due date is extended.
    Checked In
    Send an ISO checked-in message to the borrowing library indicating that the item was returned to the lending library. The request closes automatically.
    A checked-in ISO message is only sent if the active partner's workflow profile includes Checked In Message as a valid option (see Configuring Workflow Profiles).
    Using the Checked In action does not change the status of the item and the librarian should scan the item after using this action to ensure the item is marked as back in place or routed back to its place.
    Conditional
    A pop-up window is displayed with a mandatory Reason, a Date for reply, which is the last day the lender will wait to receive an answer from the borrower, and a Note field. When the message is submitted, the request status changes to Conditional. An ISO message is sent to the borrower. When a response is received from the borrower, if the response value is No, the request is rejected. If the value is Yes, the Date for Reply field is cleared, and the request status returns to Created lending request.

    Create Digitization Request is available for active requests with physical holdings that are not yet shipped (item_sent_date is empty) and are not cancelled.

    Selecting the action displays a window with the following options:

    • Optional holdings that can fulfill the request, the number of items, and how many holdings are available for the resource sharing process and the summary holding. 
    • Managing Department - for shipping a digital resource, the Managing Department drop-down list is displayed, enabling the user to select which digitization department receives the digitization request. If only one department is available to manage the request, the Managing Department automatically populates with that department. If more than one value exists, the default value is taken from the rs_default_digitization_department CP if exists.

    This field is mandatory.

    • Option to add a note.

    When selecting Create, a digitization request is created for the item. The selected digitization department processes the digitization request.

    For requested resources that are multi-volume or serial resources (i.e., they include issue/volume/description, etc.), the request form contains the following:

    • New ‘Request Specific Item’ checkbox (unchecked by default).
    • When the checkbox is unchecked, the Manual Description field is visible.

    The field is mandatory and is populated with the patron requested information as shown in the Note field of the request.

    When the checkbox is checked, dropdown lists display for the Year, Volume, and Description. The Description is mandatory because it is required to fulfill the request (based on the currently selected holding). The Year and Volume help narrow down the description field values. 

    Available for requests with physical holdings that are not yet shipped (item_sent_date is empty) and are not cancelled. 

    Selecting this action displays a window with the following information and options:

    • Library – with the name of the library that holds the holding
    • Availability – this field contains two date options:
      • If the record does not have a summary holding, the number of items and how many of them are available for the resource sharing process displays 
      • If the record has a summary holding, the availability field displays the summary holding 
    • Summary holding value - the summary holding value can be very long. If the value is too long, the column will contain part of the value and three dots at the end that represent the full summary holding. Hover over the field to see the full value in a tool-tip.
    • Option to add a note.

    When selecting Create Request, a move request is created for the item. The item is always delivered to the resource sharing library that created the move request.

    For requested resources that are multi-volume or serial resources (i.e., they include issue/volume/description, etc.), the request form contains the following:

    • New ‘Request Specific Item’ checkbox (unchecked by default).
    • When the checkbox is unchecked, the Manual Description field is visible.

    The field is mandatory and is populated with the patron requested information as shown in the Note field of the request.

    When the checkbox is checked, dropdown lists display for the Year, Volume, and Description. The Description is mandatory because it is required to fulfill the request (based on the currently selected holding). The Year and Volume help narrow down the description field values.

    Detach from MMS

    Detach a lending request from its inventory.

    Download Electronic Resource
    Used for retrieving electronic resources. When selecting this action, you are directed to the resource owned by the library in order to fulfill the lending request. 
    Duplicate
    Create a new request based on the existing one. The Resource Sharing Request page opens, and you can modify the request parameters in the Request Attribute section as needed.
    When duplicating a Resource Sharing Borrowing request, the values in the following fields are copied to the new request:
    • Request Status
    • External identifier
    • Format
    General message
    Send a general message with a lending request to the borrower (see Sending a General Message with a Resource Sharing Request).
    You can also use the General message action to recall an item since there is no dedicated Recall action in Rapido.
    Locate resource

    Displayed for requests that do not have an inventory attached in order to find a resource and attached to the request for further processing.

    Sends the borrower details about the fee for the lost item.
    Print slip

    Print a call slip for the item containing both the external ID and barcode of the item.

    For requests that have not yet been shipped, this option prints an incoming request slip, Full Incoming Slip Letter. For requests that have already shipped, this option prints a shipping slip, Resource Sharing Shipping Slip Letter, containing additional information specific to the item being shipped.

    For information on these slips, see Configuring Alma Letters.

    Reject
    Mark a request rejected by the lending institution as Rejected (see Rejecting a Borrowing Request). Reject is only visible if the workflow option Reject is enabled. When rejecting a lending request you must enter a reason. The reasons are transferred to the borrowing library so a common set of reasons is used. The list can be found here.
    Release assign
    Enables you to unassign an assigned request from a user.
    Ship item Physically

    Ship the item associated with the request.

    Once the files ship, the request updates to either Shipped Physically or Request Completed depending on whether the Complete the request checkbox is selected on the Shipping Physically page. 

    Ship item Digitally

    Ship the item associated with the request.

    Add the relevant files to the lending request (i.e. have not been created as part of a digitization workflow). Once the files are uploaded you can preview them to see that you have selected the correct resource. After selecting Send, the request updates to either Shipped Digitally or Request Completed depending on whether the Complete the request checkbox is selected on the Shipping Digitally page.

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

    Status Query

    Request a status update from the borrowing institution. This is only applicable to ISO partners.

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

    • Not supplied - Rejected the borrower request, Locate failed, Expired
    • Pending - Created lending request, Being processed, Will Supply, Non expiring
    • In Process - Staff renewal, Renewal response
    • Cancel Pending - Cancel reply
    • Canceled - Canceled
    • Shipped - Shipped Physically, Shipped Digitally
    • Received - Received by partner
    • Renew Pending - Renew requested, Patron renewal
    • Overdue - Overdue request
    • Returned - Returned by partner
    • Checked In - Lender check in, Request Completed
    • Recall - Recalled item
    • Lost - Lost
    • Unknown - Damaged, all other
    Will supply
    Update a request that has not yet shipped with a Will Supply status. This is only displayed when the request is not yet shipped and the borrowing partner's workflow includes Will Supply (see Configuring Workflow Profiles).

    Create Move Request Workflow

    Use the Create Move Request action to assign physical requests that have not yet shipped to the relevant library.Create_Move_Request.png

    Create Move Request action

    Selecting this action displays a window with the following information and options:

    • Location – the name of the library that holds the holding

    • Availability – this field contains two options:

      • If the record does not have a summary holding, the number of items and how many of them are available for the resource sharing process displays 

      • If the record has a summary holding, the availability field displays the summary holding

    Suppressed.png indicates that a recorded is suppressed.

    Create_Move_Request_Selection.png

    Create Move Request options

    If you do not select a library, the most sensible library will be chosen for you.

    When selecting Create Request, a move request is created for the item, and the status updates to Being Processed. The item is always delivered to the resource sharing library that created the move request.

    For requested resources that are multi-volume or serial resources (i.e., they include issue/volume/description, etc.), the request form contains the following:

    • New ‘Request Specific Item’ checkbox (unchecked by default).

    • When the checkbox is unchecked, the Manual Description field is visible.

    The field is mandatory and is populated with the patron requested information as shown in the Note field of the request.

    When the checkbox is checked, dropdown lists display for the Year, Volume, and Description. The Description is mandatory because it is required to fulfill the request (based on the currently selected holding). The Year and Volume help narrow down the description field values.

    Create Move Digitization Request Configuration

    Rapido automatically creates move requests for journal articles found via Rapid while enabling a manual process for those that were not found in the Rapid Pods.

    Requests are not created automatically for lending requests that were added manually.

    Use this setting when pick from shelf and digitization are processed by a library branch rather than a resource sharing library.   This configuration automatically updates the lending request status to being processed and automatically creates a move or digitization request based on the requested format.

    You have the option to exclude automating requests:

    • For serial items
      • Always
      • For non-RapidILL partners
    • For multi-volume items
    • When items are available in multiple branches

    Branch_Automation.png

    Move to Branch Automation

    Create Digitization Request Workflow

    Use the Create Digitization Request action to assign digital requests that were not yet delivered to the relevant library.

    Create_Digitization_Request.png

    Create Digitization Request action

    Selecting the action displays the following options:

    • Optional holdings that can fulfill the request, the number of items, and how many holdings are available for the resource sharing process and the summary holding.
    • Managing Department - for shipping a digital resource, the Managing Department drop-down list is displayed, enabling the user to select which digitization department receives the digitization request. If only one department is available to manage the request, the Managing Department automatically populates with that department. If more than one value exists, the default value is taken from the rs_default_digitization_department customer parameter if it exists.
    • Option to add a note.

    Create_Digitization_Request_Selection.png

    Create Digitization Request options

    If you do not select a library, the most sensible library will be chosen for you.

    When selecting Create Request, a digitization request is created for the item, and the status updates to Being Processed. The selected digitization department processes the digitization request.

    For requested resources that are multi-volume or serial resources (i.e., they include issue/volume/description, etc.), the request form contains the following:

    • ‘Request Specific Item’ checkbox (unchecked by default)
    • When the checkbox is unchecked, the Manual Description field is visible.

    The field is mandatory and is populated with the patron requested information as shown in the Note field of the request.

    When the checkbox is checked, dropdown lists display for the Year, Volume, and Description. The Description is mandatory because it is required to fulfill the request (based on the currently selected holding). The Year and Volume help narrow down the description field values.

    Lost Workflow

    Select the borrowing Lost action.

    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.

    Borrowing Lost Item Note

    The borrowing status request updates to Lost communicated.

    Borrowing request lost status.

    Lost communicated status

    A note is added to the lending request and the item status updates to Lost.

    The lending request lost item note.

    Note added to the Lending Request

    The lender can then apply the Lost action to the item and send a message to the borrower about the Lost Item fee. 

    The Lost lending action.

    Lost lending action

    The lending lost item form.

    Lending Lost Item Message

    The fee is only displayed in the Message. From the borrowing side, if needed, you need to manually add the fee information to the request or add it as a fee to the patron.

    The option to edit request costs.

    Request costs

    Expired Lending Requests

    When a pod is configured with expiration terms, lending requests include an expiration date and the number of days before a request is due to expire.

    Pod expiry details on a request.

    Pod/Request information with expiration details

    Requests can be faceted by Expiration Date.

    Expiration Date facet options.

    Expiration Date facet

    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 requests are automatically renewed.

    Ship Directly to Branch

    To allow branches to ship resources directly to a borrowing institution instead of sending the request to the associated resource sharing library, select Ship resource sharing resources directly (Configuration > General > Libraries > Add a Library or Edit Library Information). When Ship resource sharing resources directly is checked and the staff has fulfillment privileges in the library defined to allow shipping of resources directly from the branch while at the scope of that library, the Shipping Items menu (Fulfillment > Resource Sharing > Shipping Items) menu 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). For more information, see Enabling Branches to Ship Directly.

    We recommend setting the move to branch to automatic, (see Create Move Digitization 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.

    Resupply Request Workflow

    When RESEND_REQUEST_RECEIVED (Configuration > Resource Sharing > Configuration > Manage Rapido Alerts) is configured, Rapido includes alerts to notify lenders when the borrowing institution uses the Resupply Request action.

    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 receives an alert and a note with the request, and the request status updates to Created lending request.

    Resupply request notes and alerts.

    Lending Request Notes and Alerts

    Resend Requests can also be saved as sets.

    New for December! Sorting by Shelving Location Workflow

    To efficiently organize your lending requests, you can sort lending requests by location. After selecting Sort by: Shelving Location, when printing pickup slips, the pickup slips are printed in order by shelving location.

    This is only relevant for requests that have not yet shipped.

    The option to sort by shelving location.
    Shelving Location
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