Rialto End-to-End Order Lifecycle for Community Zone Based Records
This page describes the order lifecycle for institutions using Community Zone (CZ) delivery in Rialto.
For general information about claims handling, see Monitoring the Order Status.
Order Workflows - Rialto Invoiced vs. Referral Model
The order lifecycle differs depending on whether the order is processed through the Rialto Invoiced or the Referral Model.
| Rialto Invoiced Model | Referral Model |
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Rialto E-Firm Local and Community Zone Collections
When adding an order to the cart, Rialto will search the Community Zone for a matching bibliographic record, starting with the vendor’s recommended collection (refer to Current Platforms to see recommended collections), and following with the entire Community Zone if no match was found in that collection. When a match is found, the full MARC record metadata from the CZ is displayed (to purchasers) in the cart, excluding any local fields from the book template. If no match is found in the CZ, a brief record will be created at checkout. After title checkout, the order is sent to Ex Libris and the selected content provider.
If the institution is using an Institution Zone (IZ) or a local collection, a local record and portfolio are created.
If the institution is using a CZ collection, the bibliographic record and portfolio are linked to the Community Zone.
The bibliographic record is attached to the purchase order line (POL) with a status of Sent. Portfolio activation occurs after Rialto receives an activation confirmation from the provider. For providers that support rapid activation (see Platforms that Offer Rapid Activation on Rialto), activation typically occurs within one hour.
Once activation is confirmed, Ex Libris sends the invoice to the institution's FTP directory.
Record delivery, activation, and invoicing are independent processes. An invoice is not required for portfolio activation.
Referral Model
Orders placed using the referral model follow a different fulfillment workflow. Instead of being invoiced by Rialto, orders are transmitted directly to the selected supplier using Electronic Data Interchange (EDI).
After checkout:
- Rialto creates the purchase order line (POL).
- The order is sent to the supplier through EDI.
- The supplier ships the order and provides invoicing and bibliographic records.
- Once the invoice is received, Rialto closes the POL.
Not Yet Published (NYP) Ebooks in Rialto
Rialto supports visibility and ordering for pre-publication print titles and ebook content. These titles are identified by the Not Yet Published badge (see List of Rialto Badges).
Participating platforms either provide Ex Libris with an NYP (Not Yet Published) status or a guaranteed on-sale date.
Libraries can view NYP titles, save them to lists for future purchasing, or place pre-orders. When a pre-order is placed, Rialto holds the order until the title becomes available and then releases it to the appropriate provider for fulfillment.
NYP Ebooks: FAQs
- Will all platforms provide NYP titles?
No. Some platforms cannot provide this information, but we will continue working with our integration partners to increase the number of platforms that support NYP content.
- Why does the same title show 'Available' from one platform and 'Not Yet Published' from another?
Availability information varies by platform and falls into one of three categories:
- Category 1 providers do not yet provide NYP information. Their titles appear in Rialto only when they are available for purchase.
- Category 2 providers provide NYP information. Their titles appear in Rialto before publication, and the provider notifies Rialto when they become available for fulfillment.
- Category 3 providers do not provide NYP information but may make titles available before their official publication date. Their titles appear in Rialto and are eligible for fulfillment when they become available from the provider.
- How does the fulfillment process work?
When placing a pre-order for a print or electronic book, Rialto follows the backorder durations you configured during implementation. If no backorder duration is configured, then:
- When preordering a print title, Rialto attempts to purchase the title monthly until the order is fulfilled or canceled. Orders older than 365 days are automatically canceled.
- When preordering an ebook title, Rialto fulfills the order as soon as the provider reports that the title is available.