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SOLS VDX User Manual - Southern Ontario Library Service

1. Welcome to INFO Lacs e User Manual VDX Web Client User Manual Abstract This document isa user guid lo the VOX Web Cont tis provided primary for hose responsible for operating a VOX ineribrary loan Searching and requesing system using the web environment Based on VOX Version 274 Prepared by Jil Pangbome Southern Ontario Library Service INFO Operations and Training Creation Date uly 2006 Revision Date Symbols used to highlight text Take note indicator A caution on best use practices or a warning note about actions that could be damaging to your implementation Prepared by Souther Ontario brary Saves July 2006 base o VOX Vein 274 EEE BEN 998888588 85 B8 Table of Contents YDX Environment Typical Daily Workfow Vx Login Standard Search Current Profle Menu Progression of bib search against Profles Bibliographic Detas Display Non INFO Search shared profile Sorting search resuits Saving a search Saving his oa saved list Creating requests from search results Adding Noles toa request Service Screen Requester Screen What happens wen you submit a request Whats Rota Variation No ISBN so how do you gat a Rota Variation Forcing a request to speci location s in a Hit and bypassing DocFind Rota creation Variation Requesting a Journal Article Variation Completing a Blank Request Form
2. You can also retrieve with a request search for Status w Aulhoresbon Status To be Acknowodged 2 Select Details button Select Audit button lo examine the Received Dat at the borrowing library as well as the original due dete and desired due date Determine if you Con en he duc dae fr ho Bouse coral 8 Actors Renew Anemones 9 Dates Received bate Co Der 2005 Doelrod Duo Dato 16 Jar 2006 Due ate Ca Jan 2008 wan BP Responder fh Seven Prepared by Souther Ontario brary Service July 2006 base oa VOX Vein 274 EEE 3 Select Renew Answer Yes or Renew Answer No fom Actions Available drop down 4 responding Yes complete with new dua date and notes as required and subi 5 Status updates ta Shipped Processed Renew Answar Yes Conditional Reply Yes or No processing When a lending brary actions a request with Conditional Answer the borrowing leary should respond witha Conditional Reply Yes or Conditional Reply No 1o indicate t the lending Worary They accept the conditions for loan 1 Finding Conditional Answer responses that need your attention a Alending brary wil find the borrowing brary response queued under the in Process category on the Lender Work Queue Select the hyperlink number in the Witting column You can also revive with a request search for Status In Process combine with Last Acton Conditional Reply Y
3. use agan as needed Save current search Seach Sj het FY TE Ha a 0 0 no Eel ind a jo ag Eu ed The saved search remains available until you delete it Practical applications Book clubs choo class project or a patron thal wants to read everything by ane author a few at a imme Save the search witha relevant name Prepared by Southam Omara brary Sevice July 2006 base o VOX Version 274 KEE Getting at your saved searches to use them agai Use the Sears ink atthe top ofthe screen to access previously saved searches You may Re run the search as twas originally run or Edt ta choose a diferent search profile lo run against or change he search enter When you no longer have any use fr the Saved Search you can Delete i Your Saved Searches Senile tet eat ya nA pa la ap at a none PE wa Seton sai tein tn Wan hn sand ate tn Ep ind RPE 7 Saving hits to a saved li Ti Sa Use this bution on specific bib histo Re in a Saved List for later processing Select OK when prompted lo add resul saved ist Parana or En 1 se ease Warning The bib hits are saved for the current log on session only 1f you exit VDX the Saved List is ost Prepared by Sauer Ontario Library Service July 2008 based on VOX Veron 274 LEE Retrieving the Saved List to process it further Use
4. Ongoing Management of borrowing orders Performing 3 Request Search Work Guous 2 VOX Operator s To Do ist Follow up on ldeiCheck Manual Receiving an em at Requester Location Patron Notification for Received ems Returning an tem to the Lending Library Standard Returned Report Renewing a request Replying to a Conditional Answer Canceling a Request Completing a Request Follow up procedure for Endo Rota Requests Managing user records at your location Searching Modifying Expiring User Records Searching Location Records Monitoring incoming requests to your Library Standard Pick List Used by Responder library Responding to New Request for Laan Shipping the hem Standard Shipping Report Cancel Pending Renewal Pending CConational Reply Yes or No processing Checkin ihe tems returned to your bray Chapter 1 Introduction Chapter 2 Bibliographic Searching Chapter 3 Request Administration Chapter 4 User Registration Chapter 5 Location Data Chapter 6 Lending Procedures Prepared by Souther Omara bray Sevice ly 2006 based o VOX Version 274 EE uve age a Viewing and pining Standard Reports Batch Reruns Re Printng Standard Reports Explanation of Monthly ILL Statistics contents Service Screen Options Further Explained Create patron record on the fly Print screen and Audit Dots Processing Multiple Requests with Buk Acton Communication and Support Appendix 1 Appendix 2 Ap
5. and Shipped Place holds respond to requests to Caneel or Renew Follow up an overdue items Responding to incoming requests requires regula attention As a responder f you do not apply state hang a request wl explo tn working daya ips weekends and eal olay fer belg directed s ourloation anit ll ove on to the nex ation ay athe Rs Ths feature i a ta bee requeatt ning here shoul a problem at a esponing locaton Expy sould never be weds procedure bya ending ray tet he system move requests on Network Participation palicles spc that responding libraries wil provide staf 1o the tel function uch tha guests wl be responded 1o within 48 hours Prepared by Souther Oana bray Sevice ly 2006 based ca VOX Version 274 Tar VDX Login The opening VDX screen gives the user the option to BibSearch or to Login VOX can be used for searching by cicking the BibSaarey button nthe lef panel menu Login is required to Submit requests rack requests and edil user Information and profs INE J Login To log into VOX 1 Select the Login button on the left hand menu bar 2 Enter your barcode and password into the Input boxes 3 Select the appropiate authentication service INFO for Ontario Public bray staff users 4 Select the Login button on the bottom ofthe Login screen Auer ho ned in VDX wil not be abl to lag on to the Web Adin Client or ZPO
6. ly meng E iin Spt ese Ante Ss sang a seach er va ee Select Requests button in the left panel menu to got an ILL Request Search scraen iter Select Your Library s Rol a Responder for incoming requests sent to you from other locations Requester for outgoing requests that you want borrow fam other locations Status fed allows you to select single or multiple status types for a search To request multiple hold lt C gt key wile selecting from the let Combine elements for your search from any of the Request Status pulldown menus ce soroling Use hotkey o advance in the pul down menus and re ia Type So advance lo Shipped Make use of Other Field drop down menus wih Boolean operators Sort your results with Sort by options Prepared by Souther Ontario brary Saree July 2006 base o VOX Vein 274 EEE Some practical examples using Request Search Role Looking for Formula Requester Find items on hold for you so you can Status Pending followup with the lender or cancel ifl contin nth e nly Taz ation Answer Hold indication Requestor Find oustanding Microfim orders for Status Pending your patron nts th Other Fields Cent Barcode Boolean Operator AND Responder symbol OTAR Ww ora Responder Find overdue tems with due date before the end of July that you can update with an Overdue or Re az Retin Received Ind
7. acts as a term browse wilh these words as a phrase in the resus a To perform a more complex search with fd tags and Boolean operators select the Advanced hyporink atthe lop of the screen For bib searching tips practice the examples in VDX procedure supplement document titled Simple or Advanced Seareh in VOX When and Why Prepared by Southam Omara brary Sevice July 2006 base o VOX Version 274 KEE Hyperlinks along the top of search screens Single Advanced Poles Rute Sue nly Saved Lit Sw Current Profile menu 1 Observe Current Profile drop down menu A search profile presents a group of brary collectons for searching In addon lo the INFO Union catalogue wih the combined holdings of 110 Ontario publ lbraies there are 55 SOLS libraries and 4 OLSN libraries providing ve 239 50 targets for searching INFO system administration staff has created default profes based on geography Users can nol edit or delete shared default profles The shared default profies curently avaiable are Non INFO search shared OLS North shared Ontario College amp University Libraries shared SOLS Bruce Perth Wellington shared SOLS Muskoka Simcoe York shared SOLS Niagara Peninsula shared SOLS Rideau Area shared SOLS Thames Area shared SOLS Toronto and Eastward shared 2 Select Collections hyparink to collapse et of collections that display on your screen 3 Experimen
8. Library Sonic July 2006 based o VOX Vein 274 EEE VDX Standard Reports Reports Menu Select Reports button in the left panel manu The Reports menu includes standard activity reports and statistical reports INFO Reports ist ri se Oouger ren E Coe 6 Stans atmo let ica ema eT At f rn Le Viewing and printing Standard Reports 1 Select radio button beside the desired Standard report IMPORTANT Leave the Start Date and End Date bores blank Do nat enter dates 2 Select Generate Report button 3 The system wil generate a POF report of all the records not printed since tha last report thal type was generated Each report that is generated represents unigua Bath and wal not overlap reports printed previously 4 To pint the report use Adobe Acrobat print icon or Fle gt Print command Each standard report may be printed once when generated fyou need to access the report again follow instuctions for re penlting Slandard Reports using Bateh Rerun Warning H you have not been taking regular Standard activity reports they may contain a large number of olde items and so may not be particularly relevant ta your current activity After the first report is generated subsequent reports will reflect current activity Prepared by Southam Omara brary Saves July 2006 base oa VOX Vein 274 EEE Batch Reruns e Printing Standard Reports Standard r
9. Monthly ILL Statistics report Select Reports button in the left panel menu Check the radia button beside Monthiy LL Statistics Leave the Start Date and End Dale boxes blank DO NOT ENTER DATES Select Generate Report button The report w l display on your screen To print the raport use your browser s print command Fle gt Print or the Printer icon tics contents Explanation of Monthly ILL Stati The VOX monthly report is designed to provide data required in the inlenlbrary loan section of the Ontario provincial Annual Survey of Pubic Libraries It does not count other Requester states such as Relumed Not Supplied or Canceled It does ot count interim Responder states such as Wl Supply Answer Hold Note tis important to remember that there is an overlap in the timelines of these reports 1n the report below the December a001 Requester Received figure of 88 tems is not to be interpreted as B ofthe 98 requests issued in December 2001 were received Some of the 88 tems received in December could include requests issued in a previous month Monthy iL Statebes report for OCOL a Mer sens eur Pec eqer nner Pg nee gn ee im wm FE FE Fk r mm mkm km E mn 1 2 3 4 8 6 8 raat Fist raa raz Any ILL activity that was not performed within VDX needs to be tracked manually and added to VDX generated figures For instance ifyou requested 6 Microfilms from
10. Requests with Bulle Action Prepared by Souther Ontario bran Serves July 2006 based on VAX Vein 274 Wats Patron Notification for Received Items VOX wil generate a printable report isting received items wih patron contact information and plekup location There are up ta five received iam sips par page The sips ean be cult insert nthe books for staff making lelephone calls to patons There are two ways to get a Standard Received Report 1 Use the Standard Received Report indicator on the Borrower Work Queue Select the hyprinenumberin the Waring column 2 Allemalely you may select Reports in the left panel manu Select Standard Received Report on tha Reports manu Received Report Details Telephone Number The phone number feld is filed in onthe report am Cent Home section of patron s record ifyou have entered data NOTE Many ibfaries are saving slaps in paton user record creation process by ang the phone number in brackets after the patron s surname Email 1f your ibrary hs the optional patron notification by email feature activated than any patrons with an ema address in thi user record wil automaticaly recelve an emai 5010400 10 cam lo the brary fo pick up thet dem whan library staff perform the Received action on an item The absence ofan email address on the Standard Receved report indicates that a phone call is necessary Pickup Point Sta can redirect material from the centralized I
11. according 1o pre set netuctions Ta be successful he request Must contain fn ISBN or ISSN for DacFind to be able lo work with i What is a Rota The Rota is a routing system for requests When a request is sent it goes to the fret brary on ha ist I that frst ibrar cannot supply em request goes automaicaly to next brary and soon unl a lending Horan responds tat wil ican tem The Rota is bust by a background processor called DacFing that collects sits and sorts a rota 1 First DocFind collects locations from al possible targets that are a match for the ISBN ISSN oF LCCN in the record lf here is no number in the record hat has been submited the DocFind processor cannot work wilh tio collect locations 2 Second DocFind sits through the collected locations matching against rules that sif out locations that do not lend 3 particular media type or have sel up a suspension because hay are temporary unavailable 3 Lastly DocFind sorts the remaining locations based an a profle for your library set up at the system admiisrabve level Geographic proximity and delvery methods are profi factors 4 Iie Rota is bul suecesstuly the request is automatically authorized and sent lo fist location on the Rota The status changes from Idle to Pending unis the Responder takes action The operator has nothing further lo do What if a Rota does not get built If request does not meet requirements or a Rota is not succeasfuly built it remains lle and t
12. i Select Media Type Photocopy enter Vollssue volume number date of issue enter Author of Chapter name of author of article enter Tle of Chapter tlle of rice enter Pages page numbers where article is located Emer Vol es at Tle of ane page on Create Regist Ma an TL E rae Soe rr gg 3 On Service screen Service Profiy select Copy Non Returnabl Delivery Method select Faxif dasied as opposed arrival by courier or post Need by or Expiry specify f applicable Copyright Type select Copyright Cleared Copyright Subtype select CANCOPY Copyright Signed blank or Not Applicable signature not required in Canada 4 To ink his request to a patton record select Requester button Type in patron s barcode and select 5 Return lo Main screen and select Authorization Status and Submit Tr you cannot locate serial title follow directions for completing a blank request form This farm can be sent to your non located library Le your designated SOLS Office for further research Prepared by Souhern Ontario brary Sevice July 2006 base o VOX Version 274 EEE Variation Completing a Blank Request Form In situation where no suitable bibliographic records located a blank request frm can be completed and submited lo selected cations 1 Select Greate link at top of Request screen 1 C
13. published in Hawkesbury Ontario Hits are from the Hawkesbury Ottawa and Stormont Dundas amp Glengarry targets which are all in the SOLS Rideau Area wed You can mova through pages of results by clicking on 2 or 3 ele of BL om nat 1h 000 Prepared by Southam Ontario Libary Saree July 2006 based oa VOX Vein 274 EEE Bibliographic Details Display ESTEE Use this button on brief results to display ful bibliographic details for an itm as wel as holdings information within that it Result Details a l gt 7 ro nm En Rl Wag Cheek fr presence of Holdings Please Understand Is partan to understand that you are only dealing wth Banding an appropriate biblographie record at hi stage The syste soo ye beg talk or a peopl Roka Keay fem wc boron hele Seatac leat bib itso compare nak information 1 aot aes Te proces of finding Mary from which ors will not even begin unt afer an item Requested helo colleion process dependent on a ISBN LCEN ISSN beng present u toe chosen iS help to check he Det seen ta selfs umber sia the reir you re about choose PB Request D gt sts a Use blue arrows lo nexlprevous through search results 4 Ck the Results link at the top of the screen to return to bra display search Prepared by Sauer Ontario Library Service July 2008 based on VOX Veron 274 LEE Non INFO Search s
14. retrieve records malching your search terms exactly but is not case sensitive 2 Any part wil retrieve matches including your search term in any pat of the sing e g You enter brant snd check Any part because you do not kr tis County of rant or Brant County ot part wil relieve matches including your search term at the beginning of the sting 12 Last part will retriave matches including your search term at the end of the sting Seto Any part and submit without any search criteria to obtain all location records Selecting the correct location code for a rota If your search isto find location code to enter into a Rota be careful to select the correct code Ifa library has branches be sure to choose the code for he locaton where ILL activity is centraized Look for ihe word Main fer he name Another clue is the Interlibrary Laan Status designation for the location Lending institutions wil have he word Responder and Requester status Responder and Requester a trary systom s centralized ILL location Requesting Only 2 ibeary hat is a borrower only Responder Only a library that is a provider only e Ontario Archives Not anILL Participant a brary or branch that isnot active on ihe system Prepared by Souther Ontario brary Sevice July 2006 base o VOX Version 274 EEE Chapter 6 Lending Procedures Prepared by Southam Omara Libary Sonics July 2006 based ca VOX Veron 274 Bars Monitoring inc
15. the Hebrew Sciences Library using their web request form inthe month of December 2001 you would add 98 6 fora total of 104 Requester Requests issued Ifyou received 3 of those 6 mierofilms in January 200 You would add B4 3 fora total 87 Requester Received tems Prepared by Southam Onal brary Serves July 2006 based o VOX Version 274 EEE Heading Description 1 Moot VOX adds each days statics automatealy just ater mideight 1o the tmnt coun Tere Ihe guren or n arent dy re not 2 Z350 Searches Orintarest any Nota requted statist count submited 230 50 searches in he prod covered Each earch ny audited courses one earch avn though more an tne tet sta resource spat fe overas Search Foe example tring a Simple Sear foie Erma ead on INFO Greater Saou and Torn Pub iba targeta cota as ore 3 Requestor Raquests This counts requests created by this location hat re made to othe Tare nthe prod covered Unauthorized requests are Included in ream cost Thue coespnds to e Pros Aral Srey Oe NOTE A request hat has gone to multi eats only counts as 1 aquest o he requster side 4 Requester Shipped Ind Ofitrast ony Nota requted state Th counts number a requis at had a Shed ication apple in the pad covered There canbe an vera nat some oft have Stesequenty been pocesced os Raced Some may tll be n 5 Requester Received Number of tems borrowed Counts requests tht hi location
16. the end of a rota ls there a diferent ection of ne ftom with a different ISBN that would work ust as well for your patron I you find something suatle make a new request Use Complete on the Not Sppled Check Manuaf record clear Prepared by Southam Ontario Ubrary Sevice July 2006 based o VOX Version 274 CEE 5 you are going lo send the request to your OLS office for further mediation a Select Rota button Type in the location cade for your OLS office OHESC or OSUN and use Add 10 Rota Button b Select Services seen lo specify 1 patron is witing to pay fee Select No Expiry for Expiration ype e Retum to Main screen a in Notes type any special instructions OLS staf handing your request eg Patron wil pay charges up to 15 a Select Authorized in Authorization Status dropdown menu and Submit 6 Ifyou are NOT pursuing an End of Rota request further Select Complete button The request w l disappear rom active request display You might prin the request lo facitate natfying the patron that request wil nol be pursued further its Your pracice to commuricate this to herm Warning Remember the request will have disappeared from regular search query display after they are Complete f there is a future patron enquiry the request will only he accesible f you select Authorization Status Complete as part of the search Ifyou are undecided on your next step because you have to consult
17. July 2006 base oa VOX Vein 274 EEE samp of Bulk Asin Autoren seen Bulk Action Authorisation hoe canoe Choose a bulk actior 1 Select the desired bulk actin fram the Aetion pull down menu and Submit 2 Respond accordingly to the next serean by entering the details for the selected acon This information should apply to al the requests selected Far maple a Select Answer Nonsupply fom Action pull down menu and Submit This displays the ILL request form for the Actor Nonsuppy stale 3 Update ihe form for Reason for Nonsupply e n use on loan Add a Note if appropriate and Submit 3 The Bulk Action Authorization Report indicates which requests were successful If some of mem were nol check the status Using Bulk Action link for a blank bulk action sereen Asan altematve to placing ick marks on individual requests on a result sereen an operator can ype n request numbers separated by blanks or commas on 3 blank bik achon screen retneved by selecting the Bulk Action hypenink at the top of he ILL Request Search screen mr The blank bulk action sereen is useful for typing in multiple request numbers from a Pick List that you plan to update with Answer Non Supply or Shipped typing in multiple request numbers from a stack of Thank You for the use of this material slips that accompanied retumed items to be updated to aChecked ln status Prepared by Southam Omara Ubrary Se
18. LL locaton ta the location where patron wil be picking up the tam Due Date Interibrary Loan or Circulation department staff can determine patron s due date based on Dus to Supper dale Entered By indicates who paced the request In the example below the request was placed by Middlesex County staff on Jane Dow s behalf f Jane Doe was using the Zpotl patron Interface to VOX to place her ovm ILL requests than the Entered By eld would display lane Dee arpa Sts Reaves Rept Paton Nene Jane Doe 442 1284 Barcode OAR OCDE Phone Plehup Pott Mithaes Coty Chaco Tale Murder on Washington Square Pam Cre book Sunol Esse Coty Man ue Suppl 20 8 P2005 Prepared by Southam Ontario bran Saves July 2006 base oa VOX Vein 274 EEE Returning an Item to the Lending Library When patron has finished with an intribrary loan item and relumed it 1o the borrowing library itis processed in VOX for return lo the lending institution The request status is updated to Relumed Jl both the borrowing and lending view 1 Search for relevant request record with any of the folowing a Enter your request number in ILL No prompt in Other Fields b Select Author or Tile from the Other Fields pull down menu and enter as appropriate Browse through the Received category in your Borrower Work Queue 2 Select Action button on desired record 3 Select Retumed in the Actions Available drop down menu an
19. RTAL This Seige be stched on or ob he User ear in Web Admin or Window Admin Client Screen Layouts Once a staff user has logged in to VOX as an ILL Administrator the menu har on the left side of tha seroen is expanded 1o include options available to that level of privilege This menu bar amains consistent thoughout the VOX session Nols that your barcode 15 displayed under Barcode in he left panel after you have logged in Additional buitons w l also appear on the top menu bar The tap row buttons are content sensitive and w l change depending on the functions you are using within VOX Prepared by Southam Ontario brary Sevice July 2006 base o VOX Vein 274 ta Chapter 2 Bibliographic searching by Souther Omara Liban Serice July 2006 based o VOX Vein 274 EZE Standard Search Once a user has logged info VOX the Standard Search screen is displayed are of Standart Sach serman wh staf loge esa 8 Standard search i a key word ANY wher in the record search In Search for enter key words from the ie Add the authors last name f you wish ie Gone with the wind mitchell 12 Use lt Entar gt oF Submit button to execute the search agains the selected collections a Use asterisk wildcard when you want to expand onthe word you are searching ia nurs for nurse nurses or nursing a Use quotations to phrase search for mare succinct resus ie Gone fishing
20. Saved List hyper nk at the op ofthe screen io access the current My Saved List My Saved List astute Se ara E KORE aE R G smn 3 a ce ping upto poopy Wan Sie gy ta Sei Bene toda pect om saved J Remove to remove selected items Bree Bem to email to self branch staff or patron for verification PRequsst to process VDX requests in batch mode Prepared by Southam Ontario Ubrary Saves July 2006 base o VOX Vein 274 LEE Creating requests from search results Use the Request button on the desired item to pull bbiographic detaas ino VOX ILL Request form thal you complete and submit into the VDX system TIP Ifyou selected Request button prematurely and do not want to proceed with requesting the item simply select Results hyperlink at the top of screen to return to search results display Creating requests as a batch from saved list Allamately you can select the Saved List ryparink a the top of the screen ta access the currant aly Saved List Select random Heme or use Select all ems and then use the Request buon to parse the fle of saved items into VOX ILL Request forms that you process one at a time Note 1 of indicator al the top of the screen You can Skip that request and process the et one or Cancel out of requesting made completely The main sen sha the Beare nen pen te LL Request b m TLL Reque
21. ars Pagination Tan article is requested enter page numbers Up to 240 chars onal ier details ree text Up to 2000 chars Verification Source Verification source free text Up to 2000 chars Bibliographic number The unique number for this tem on a specific database For example in the UK the British Library s British National Bibliography number may apply Noles Enter any addtional note about the Wem requred Up to 2000 chars Prepared by Souther Ontario brary Sonics July 2006 based o VOX Version 274 EEE Chapter 3 Request Administration Prepared by Souther Omara brary Senice July 2006 based o VOX Veron 274 EEE Ongoing Management of Borrowing Orders The Responder location s w l action your request wih shipped not supplied ete which causes tha status of your request lo change accordingly ILL Statuses ISO From the point when a request is created lo the point where the request is salisfed a number of messages may be sent between the requesting locaton and the Responder s From the Viewpoint ofthe requesting locaton the statuses have the following meanings Ide The request is new and has not yet been authorized or processed by wan ILL evr at he requesting location Pending The request is picked up by an ILL diver and sent toa Responder oF a message has been received staing thatthe tom wil be supplied or
22. ate Shipped Dalvery2018 VanPost tng memo cost 5168 on nw sie shiping 7 by Southam Ontario ban Sevice July 2006 based o VOX Vein 274 EEE Cutline Cancel Pending Requests to cancel should be responded ton a timely fashion The requesting brary is dependent on your response ta get closure onthe request 1 Finding requests to cancel that need your attention a There is a Cancel Pending indicator on the Lender Work Queue Select the hyparink number in he Wang eum You can also retrieve with a request search for Status Cancel Pending combined with Auorstion Status Ta be Acknowodged 2 Select Details button Select Audit button to examine Audit details 8 request sll In Process at your locaton Cancel Reply Ves Have you shipped the tem or answered in some way Cancel Reply No 3 Select Cancel Reply Yes or Cancel Reply No fom Actions Available pull down menu and process accordingly Ifyou use Cancel Raply Ves the request wil auls complele as a frished request Renewal Pending Libraries will ask for an extended due date by sending a request for renewal tis up to the ending brary f they wish to grant or deny 3 renewal 1 Finding requests for renewal that need your attention a There is a Renew Pending indicator on the Lender Werk Queue Select the hyperink number in the Wating column Renew Pending combined
23. aticaly goto frst locaton on the Rota when you submit thom Ifa Rota does not get bul or there are errors wth the request a operator neds fo mediate mese further See Folow up on ldlelCheck Manual No Rota procedures Ifyou have patrons or branch sa submiting requests under thelr own login the centralized location may have lo further process requests in an Automediated AuhManual state Details on this authartzaton status are available through specic application training 5 Process received items for patron pick up Update request status 10 Received Pint Received Report wih patron contact details Notify patron 1o pickup tam automaticaly by email or manually by telephone 6 Process returned items to go back to lender Update request status 10 Returned Print Retumed Report with address label and packing slp Package for courier or postal delvery lending library 7 Ongoing Management of Borrowing Requests Ona regular basis you need lo process renewals respond to conditional answers cancel requests and check for Endo Rola requests Best practice isto stay ontop of Enc of Rota requests that have gone through allocations in the Rota without being suppled You may decide fo nd mare locations or reserve from a locaton that was previously Nor Supp i Use See Follow up procedures for End of Rota requests 8 Perform Lending activities Geta pick tet check local system and shelves for availabilty Process Non Supply answers
24. ce Shipped the borower s Print Display includes Shipping Details and Due Date Prepared by Sauer Ontario brary Service July 2008 based on VOX Version 274 EEE Appendix 4 Processing Multiple Requests with Bulk Action You may process several requests requiring the same activity using Bulk Action All requests to be processed together must have the same action and particulars For instance if you are processing multiple requests with Answer Non Suppy you should be selecting the same reason for non suppy for that group such as ln Use There are many VOX actions that can be aff cienly processed n bulk Received Retumed Answer Conditional group being processed must be same condition Answer Non Supply group being processed must be same reason for Non Supply answer Wil Supply newer Retry Shipped group boing processed must be same due date and loan conditions Selecting from the request display screen 1 Select the small Bulk box othe right ofthe records aclivily buttons This pus a check mark in the box forthe tems you want fo bulk process You ca also use oar buttons labelled Select al Deseloc al Clear all and Reset RI RET ok or PEER SC i Sea SNR a ii ate eis 2 Select button to submit selected requests for bulk authorization A bulk action authoreaton screen wil dieplay Prepared by Souther Ontario brary Saves
25. d Submit 4 Make any required changes to Action Returned frm change retum dale add any notes and Submit Action Returned Sit 8 NL no 282075 Renn DutejTT AOR eq 1 sepa Rema Via SOLS 3 0 mew ore ee Ere Hl mir You can use Bulk Action feature when performing the Returned action See Appendix 4 Processing Multiple Requests with Bulk Action paved by Souther Omara brary Serves July 2006 based o VOX Vein 274 EEE Standard Returned Report VOX wil generate a printable report isting retumed tems with address label for the lending brary and a Thank you sip with request detals There are two ways to get a Standard Retumed Report 1 Use the Standard Returned Report indicalor on the Borrower Work Queue Select the hyperlink number in the Wating column 2 Atemataly you may select Reports in the left menu panel Select Standard Returned Report on tha Reports man Returned Report Details This report produces a Thank You insert and shipping label for each tem to be retumed I print two retuned tem sips per page Cut ihe To address block o tape to the parcel The address block wil contain SOLS Van Route iformation if applicable ye TIP Highlight Van Route information in yellow so it stands out prominently for courier drivers Ifyou use mail as your delivery service disregard the van route information and send parcel sing Canada Posts Library Book Rate The lending brar
26. da Fal Dealng used NUS copyratt lank Select as appropriate when requesting copies CCANCOPY used in Canada Coppi lank Select as appropriate when requesting copes Sed Ret Roglcabte Slpnatre stained You may select Not Aoplicable or simply leave ban 0t equredin Canada Prepared by Southam Omara brary Sonic July 2006 based oa VOX Version 274 EEE Appendix 2 Create patron record on the fly In VOX each lary patron that uses the ILLO Service can be set up by the rary staff with a user record This enables the system fo automatealy incorporate patton information into the ILLO records and reports I also ensures that each patron has been authorized by his or her respective itary as being 2 responsible user brary staff may findit eases o enter patton records on the fly as they make requests sean EE TTT areata Follow these steps 1 Open a second window in your browser by ane af he folowing a Selecting Fle Now b performing a lt CIE N gt 2 Inthe newly opened browser window select User in the left panel 3 Avoid creating a duplicate patron record Search by Barcode or Sumame to confirm thers fet recor for this patron in case you made 5 ipa when you entered tha barcode onthe Requester serean Be sure enler your library code preface fra barcode search Sore eres 7 i
27. e Request Field Details Field Name Explanatory Notes Authorization Statue Curent Authorization status of is request An end users request can be Un Authorized by the ILL Administrator the request should hot go ahead When a request is Authorized and picked up by a driver i s status is Processed when you are the responding location the status of incoming requests is Processed tera Type When entering a new request choose the relevant type of publeation from the ist box Alternatively this data may already be defaulted from user location defaults Tite The tile ofthe requested item Up to 2000 chars Subtle Subtle ofthe requested fem Up to 2000 chars Primary author of requested item Up to 2000 chars Sponsoring Body Sponsoring body when cataloguing items which are conference proceedings Upto 2000 chars Eaten Edition statement of the requested tem Up to 240 chars Publisher Publisher name Up to 240 chars Place of publication Place of publication of the requested fer Up 216 chars Date of publication Free text publication date of the requested em Up to 240 chars SN ISBN of the requested item Up to 240 chars ISSN TSSN ofthe requested item Up to 240 chars Classmark Classification or Cal number Up to 240 chars Shalimar Enter the shelf mark of where tho tem is physical located Up to 240 chars Serial Tile Serial tle Up to 2000 chars Emer issue details directly Upto 2000 ch
28. e e Donathing about providing the tem unless you get a Conditional Answer Yes from the requesting lrary 4 Process Answer Hold This response is used to confi that you have placed a hold when you have been asked to reserve and tem Select Answer Hold from Actions Ava able pul down manu and Submit Entar a date tat you estimate the item might become available Add a Note if necessary Shipping the Item Select Shipped from Actions Availabe pull down menu and Submit 2 A pop up box appears and VOX recaloulates any shipping costs associated with the request brie message displays if his ccaws depending upon the serie details between the Requester and Responder 3 Complete the Shipped Acton form with 3 Due Date ype n dale commonly 35 days hence unless otherwise requested 3 Ship Medium usually Printed but could be Video Audio Photocopy ele 8 Delivery Method usualy SOLS Van Post but could be fax 4 Spacity Ship Conditions Commonly here are no condiions and this can be skipped Could be cient signatu brary use only ete You can also select Other and type your space cantons in Noles 5 Continue processing shipped tems unl you are done Use the Standard Shipping Report for packing slp wih request datas and address label for requesting library 0 You can bulk action Shipped for tems with same due date and conditions See Appendix 4 Processing M
29. e end user made al the ime of request creation When the end user places amp patron inated request thay can enter a note in Client Instructions Responders do hot see ths ata type from a Requester VDX can be configured la override automatic request processing 1 there are cent insbuctons a Request Msg Send this note onthe frst action to each responder the request is sent lo Used for Instructions that are relevant to any responder i e Large Print required Send Messages Transmit this note with every message for this request from the requester a Send No This message is a Local Nate that is never sent to the other side Its helpful for intemal brary Infermation associated with the requsst such as it being for special exhibitor book club Prepared by Southam Omara brary Sevice July 2006 base o VOX Version 274 HEE Service Screen Select the Service button on a new request lo modify service information the 10 enice default setings wil not be appropriate for he request See Appendix 1 Service Screen Options Further Explained Action REQUEST Series ven apres once Ger to Expity Days Copii sate aos Sian Prepared by Sauer viata brary Secs July 2008 based on VOX Version 274 EEE Requester Screen 799 carer Select the Requester button on a new request to nk the request lo a patron s 5 ser details recor NOTE Using this featur
30. e is optional Some libraries choose to create patron user records in DX to make use of VDX generated Received Reports patron notification by email functionality and to be able to Search request by patron name On the other hand some libraries choose to request everything as staf and match the incoming item to a request file to obtain the requesting patron contact detail for noi Action REQUEST Requester ivi apna iSeries BoRoquwsr Reet Boreads 13 1 Emm Cant Kame STAFF Proto entering patron deta Gio Horcads OSTEO me Requester delal ae Cemi a lan state ETA he request STAR Pap Lncation el Sroud Man Enter patron s barcode and click Validate button to lnk request to the patrons user details If a user record exists the patron information over wilas the STAFF default lion Name Sarah Jobnean 2267S neice avon deta display dient TE a Cen Name sactn afer you 3 ave sueeastuly vated Client status PATRO apie paren eer mene n inisti Saud Mein Pickup Loc NOTE you get ERROR with client barcode no user details available afer you click on Validate button the patron record does not exist and you will need to create ane See Appendix 2 Create patron record on the fly Prepared by Southam Ontario brary Sevice July 2006 based o VOX Vein 274 Bats r 3 The fina
31. ea alow 8 days before expiry pang locaton hats very busy ona may nat have Me opportuni orespondin ays Place on Hold Blank detour Leave a lank au No Responder Poley Aw request to move hough al pte action a Nor Fata ae you end up gang back 5 a sng locaton select Yes ond ype Hesse reserve not on shel Stotemertn request Notes ess ney No Leave atNO Do NOT select Ye wich causes Docfind processor Ye rely olan colecon ra age tat re sown on ial unt Thi slows ings up conaderaty Forward No Leave NO Do NOT select Yee The request Rota bustin INFO by Souther Omara bray Sevice July 2006 based ca VOX Version 274 EEE Uae Noten wed In Pen Mex coet eras appropiate Highest dollar value hat wl be ai curency Leng ist ofewrencas Seles app ost aly Canadian dle or Rec Aorees Banko cto Select as appropriate Ne Used to Indicate that you have or do nat have a sea ofc wit a responder wai NL WII pay fee Blankino eta Select as appropriate acceptable rn Paton Bank Do NOT use his Copy Type Copyright Cleared Used by pation when they have insted request Fal Dealing Copyright Type Blank Select as appropriate when requesting copes Cope Cleared isthe roquesing tran responsi o communicate oo pte lender hat Your ear eared to request opis cn Behalf of pavens under he terms of your lensing Copyigh cleared used ln Cana
32. ect Details button and then Audit to see what responses you got from landing locations Allemately select Print button you can print or cancel the print ta view request details on screen Things to look for in Audit 1 Non Supply Lost this locaton is nat an option Nar Supply In Use viable could go back t this location Suspended viable the location was skipped in rota because of service suspension Expred ntaton vabl the locaton let request expire without a state change but could go back to tha location t try again 3 Ifyou are going to retry any locations or request a reserve a Select Action button on request Request is the only option in drop dawn menu on Request Acton seen Submit b Select Rota button Type in location code s you are going to retry and use Ad to rota button e Select Main button Are you resending the request to a single locaton Request a reserve fom that locaton ifitem isnot on shelf Type a Send Ves Not to this affoct XXX please reserve if not on shelf Where XKK is responders NUC or name NOTE you have entered multiple locations inthe Rota to retry then a reserve statement is not appropriate 4 Select Authorized in Authorization Status drop down menu and Submit The request wal update Pending wih the fest or only location you typed into the Rota 4 Perform a new bibseareh The recard ISBN that you iniially selected has gone through
33. ed wih the frst or only location onthe Rola How does this bypass DocFind The DecFind processor only works with To Be Authorized requests By submiting the request Authorized you have bypassed the DocFind processor The Later processor picked up the Authorized request and sent ito the frst location s you forced into the rota with your check mark on the request creation screen Warning Some libraries have branch display in the database This is handy if patron wanted to hop in ther car and drive to a branch to get an item When using this procedure YOU MUST BE CAREFUL that you place tick marks on locations that are Main or the centralized ILL locations Do NOT select a branch VDX will send the request tothe branch location if you have forced them into the Rota The branch location does not map tothe parent location unless you are involving the DacFind processor The ranch however is non operative in the VDX environment and your request wil sit unattended to expire in 4 days when there is no state change when it wil move on to other locations in the rota Prepared by Souther Omara brary Sevice ly 2006 based on VOX Version 274 EEE Variation Requesting a Journal Article You may request magazin articles on VOX 1 Da search to locate serial tle e g Newsweek 2 On Main Create Request screen Select Material Type Seriel sometimes it sil says Monograph and you have to fx
34. elephone or email Both ofthese delails can be recorded onthe tial User Details screen 1 Select New Address bution at the bottom of the User Details seren 2 Yau wil ikely choose Client Home from the Address Type drop down menu You can select char types of addresses for patron such ae Client Detvery Client Biling should those details be afferent than Cilant Home Select Save versus Save and entering more than one type of adress 3 When address information has been recorded it wil display on seraen under the User Details when a User Search is performed Prepared by Southam Ontario ban Saves July 2006 base o VOX Vein 274 EEE Chapter 5 Location Data by Souther Ontario Liban Sonic July 2006 based oa VOX Vein 274 EEE Library Location Records Location is the term used in VOX tor those sites providing material o you tof requests A location can be another brary or a document celvery supplier All shes that you have interlibrary Gan relationships with should have a VOX location record When your VOX system is installed your organization is entered as a location and your relevant Goation and service delal are recorded You can view allocation recards in VOX but you il only be able to edit your own location record All users are assigned to a location Library Staff users only are able to view and manage user records assigned to ter locaton NOTE New locations ca
35. emporary suspended Follow up 1 Select Details button on results seraen to check for presence of an ISBN a theres an ISBN look at it carefully DocFind reads an ISBN as 10 characters flowed bbyaspace If he SBN was polluted wilh a period o another character in he 11 position delete the unwanted characters and resubmit the request To be Authorized ib run the request through the DocFind processor again b there is no number in record perform another bibsearch io see if here is a suitable record for e patron s needs that does have an ISBN If not use the original Boh and res a rota See Variation No ISBN 56 how do you get a Rota 2 Select Audit button on Details screen to see additional cuss for he Check Manual Status The only or the last cation in the rota coud be Location currently suspended from responder duties at he time your request was sent lo herm Audit Details Location Dae Action From To Local Due Date Additonal Information Fanon ath Jul 2008 12 5 apo Jul 2005 12 Messages Date Desciption Message ls su ZE 1238 Location cure suepended D ul 6 123 End oot rached 3 not pursuing the iter further an operator can select Complete buton on request search result view This wil remove the request form active request display tis appropriate lo use Completa because the request in not actively engaged wi a responding library Prepared by Souham Ontario brary Sevice July 2006 based
36. eports are printed in batches and each raport is assigned a batch number The system keeps track of these batches and holds them In memory To view or pint a report alert has been generated 1 Select Reports button in lef panel menu 2 Check the ratio button beside Batch Reruns on tha report menu IMPORTANT Leave he Start Date and End Date boxes blank 3 Select Generate Report button A Bateh Reruns table wil appear For each report the table specifies the date and ime ii was generated ls batch number the type of report your brary s user barcode and the number of ems in ihe report Batch numbers are unique fr each ype af report NOTE You will have a blank white sereen until the Batch Rerun table loads You may think nothing is happening and be tempted to click Submit again Be patient Experiences can vary but it ean take 20 40 seconds for the sereen to refresh Batch Reruns f6 sport 525510055955956 2 6 7 Rana Recset in ow 7 1 060065 Trad nae ave 060038 Rens um owe 1 UBT 76 ana Raced Ut OAM 1 To view a report from Batch Rerun 1 Cheek the radio button beside the desired report 2 Select Generate Report button 3 To pintthe report use Adobe Acrobat pent icon or Fila gt P int command Prepared by Souther Omara Ubrary Sevice July 2006 base o VOX Vein 274 EEE Interpretation of VDX
37. es Indication 2 For Conditional Reply No you do nothing Use the Complete button to remove request fom your active request display fle 3 For Conditional Reply Yes fellow up by shipping the item Check in the items returned to your library This is an important step not to be skipped or overlooked When the item you lent through interlibrary loa is returned to your library it should be processed as Checked Ifyou fail to do this the borrowing library is left with the request in an incomplete state tis the Check in action that causes a request to auto complete and be removed fra active request fle for both the lender and the borrower 8 itis important for the lending library to Check being delared overdue or muissing in transit returned items to prevent them from 1 Select Action button on relevant record 2 Select Checked from Actions Available pul down manu and Submit 3 Curent dale appears in Check in Dale feld on Action Checkedin screen Change date f necessary and Submit mir You can perform Check In processing with bulk actian Save the Return Thank you packing slips fom returned tems as they are unpacked The Request number ison the slips for entry into bulk action sereen See Appendix 4 Processing Multiple Requests with Bulk Action Prepared by Souhern Omara Ubrary Saves July 2006 based oa VOX Version 274 GEL Chapter 7 VDX Reports Prepared by Souther Omara
38. es nett he ime a fequest vansocion wat fore response st ead Rola Leave at delet oc ove ide elon duty seacing a pelor Specie deadine Expiration Type Blank system detour Bink Stout Cale From Expiry Daya used most often Cale From Expy Days Tis eld works esa By Date Blank Leave blank If sccepting 190 day Need By No Spay ete a ne request expision ype Request wil hehe move rough the Rota 4 ays pe tap uns sated Betis Daye sop comply roaches 198 dys Dale depending Cale fom Expy Daye Takes loday dale and adds pon me pe e number of oye creed Explralion Day ald below to sel ihe ube of days quest walls or 8 fol eeponge fm each locaton os 3 request pocerses tough he Rota The global system deus ays Need by Date Uses date l Need by Date to expe he fequest Mle cycle Ta does nat nt he tne he ast aaah wats sch Fes POs No Expy This choice over des any ime init for a ual remain ata Rota calan Use gang to Single locaton such a OLS ffs or mediate of brary and Archives Canada ox Archives of Ona Expiration Days Blank system detour Blank stout 4 daye used most ten Icale From System dtautis countot Theis now ong a request wl at at a Rota lation Expiry Dates Sworking days dscourdng witout sate change before tunes cut ed exes aes 0 end moves ono et Senate Operator types n a fgure to alow a rota locaton mare umber ol days ries Ihe 4 day ona parteua eques lg Operate y
39. from the Available Actions drop down ment 4 Respond lo the prompts and add notes accordingly a Ifyou respond with Conditional Reply No and there are other locations in the request Rta ibe moved onto them b Ifyou respond with Conditional Reply Yes the lending tbrary wil follow up by shipping the tam Your request wil queue in Wating column of the in Process category of the responding brary s Lender Work Queue The status w l be In Process with Last Acton Canditional Reply Yes indication Prepared by Southam Ontario Ubrary Sevice July 2006 based o VOX Vein 274 CEE Cancelling a Request You can cancel a request at any time unt t has been received It is possible to use the Cancel RRequsst Action even wha the requests stil Pending potential before the Supplier has aven seem the request The action of canceling a request does not necessarily mean that t wil be cancelled The Cancel simply causes the systom fo send a request tothe current responder locaton te cancel he request Tha Responder locaton may decide fo ceptor reject the request lo cancel based on faving already shipped the tam before geting the request 10 cancel men a requesting location uses the CancekRequest Action the status of the request becomes CANCEL PENDING untl the Responder confirms cancelation Yes or No WARNING you are canceling the request because you no longer want it at all from anyone than be sureto g
40. hared profile Imagine that you have not had success with any of the INFO profes so now you are going to ty outside of INFO 12 Does an AMICUS search indicate that Library and Archives Canada OONL has a lending copy If so you can request wth VOX Soe VDX procedure supplement document itl Borrowing from Library and Archives Canada OONL using VOX a Can you try AMAZON to verily the details of the latest ust seen on Opa tem a Could a curent topical request be satisied with articles from the Glabe and Mail Try searching the Globe and Mal target for something that you have heard on the news recent You can print or email me results fom tha Glebe and Mal webpage Curent Frotile NarINEQ Sear shared 8 Search tor Collections Searchable Collections I Amazes noe NEO I AMICUS IroniNFE I Blaha Mal oon NED Sua Reference Billolh qus of Aches nationals du Quebec Prepared by Southam Ona brary Sevice July 2006 base o VOX Vein 274 EEE Things you can do with Bib Search Results Sorting search results Bring a specific targets results to the top of the resus list To see Windsor results at the top of tha ist dek on Windsor Public Library hyperink Results 0 a REED Br pe 22 Se ee ln Lp eae ys rn we oe Saving a search Use this bution at the top of the search results screen to save the search
41. he Aurorizaton becomes Check Manual It wil need ta be checked and further manipuatad by he operator lo get f going See Follow up on lale Gheck Manual Typical status changes on a request The borrower is referred to as a REQUESTER following ISO terms As your request moves trough the syslam it wal display the folowing statuses as it is processed at each stage lale Transaction has nat started Pending DDocFind has authorized request to the frst location in the Rota list Shipped FRespanderflander has shipped the item to roquesterrborower Not supplied Respanderlender could not supply tem Received am has been received by te requeslarlborower Retumed _ Requaeterborrower has retumad te tam 10 the rosponderlender Prepared by Southam Ontario Ubrary Serves July 2006 based o VOX Vein 274 EEE Variation No ISBN so how do you get a Rota Sometimes we sae hits in search results for items that do not have an ISBN or ISSN DocFind processor wll not buld a Rota for these so the operator has to make a Rola happen Zam rece stn REE Material Tope Moregroph Tale Comite Suite ne We of Gamile Claudel Radin s muse and ices set iio tes Sacer Booka Place of publication Newark Date of pbc e1 Mem Desealption pon 258i Hem No ISN tson issn Chennai Autor of 00 pet Tle of Chapter ita Paper Part Volumes date of pula Pagination Additonal No
42. ication ea Other Fields TP a Buk Aon annus ogucky Due Date 30 Jul 2006 Responder Find items that you shipped ta Status Shipped Waterioa Pubic Library between the continent 10 and 20 of June 2008 Oar Fitts Requester Symbol OWT Boolean Operator AND Date Stipped 10 Jun 2006 20 Jun 2006 iowa Seiad pe Reitman Geo it ce Son By Last Action Date Ascending Te pecan se depts st Rt on Entering dates in your request searches Other Fields Date Searches must be entered ddlmmmlyyyy Use hypen for ranges and to indicate less than or more than eg fora date range enter as 01 Jan 2004 30 Jan 2004 23 for datos before enter as 30 Jan 2004 129 for datos after enter as 30 Jan 3004 Printing results of your request searches Sometimes the operator would tke a printout to facilitate checking on requests that need further atention The Format default is Standard for screen display of search resus To print change Format selection to Pent Format standard EE print Prepared by Souther Ona brary Saves July 2006 based oa VOX Vein 274 EEE Work Queue a VDX Operator s To Do list Work Queue displays a snapshot of the current ILL workload both as a requester and responder The report lists the folal number of requests grouped by request satus If a locaton has no sna certain status at status wil not be ante work queue Total reflects the otal numbe
43. in er o hts tom any INFO prota You went to see f any Ontario Univer Ura wing VOX Typleay a tary puts a prolle presenta the home prae ter profiles OLSNorm shared NanINEO ohare Cont Calage amp isnarea Prepared by Sauer Ontario Library Series July 2008 based on VOX Version 274 LEE Exorcise Try a search using profiles Imagine you ar a brary in the SOLS Bruce Perth Welington shared pofia It makes sense for you to use that profle as your day to day home profle for the initial search Your patron has requested Tile Hooked on fish tales by Author Briggs Richard You try standard search Current Profile SOLS Eruce PentvWalington sheved foakadan shinies Biggs But get O hits Select Hlategy link at the top of the screen Scroll to the boom of the History sing to your hooked on fish tales briggs search and select Edi Your search reappears n an Advanced Seareh screen Select a diferent Profle from the list and Submit so your search runs again but this time witha naw group ol targets You try a different profile 6 nt Profile SOLS Muskoka Simenaffork shoved sce O hits again Select the History link again to access your last search Select Edit and try Current Profile SOLS Fieeeu Area shara Ber Bonen Deki Bingo This tite is
44. l step submitting the request The final step in request creation is using the Submit buon Just prior to submit ng you must check the Authorization Status of the request on the Main serean There are exceptions but in nearly every circumstance you should leave the uihorizaton a the default To be Authorized for new requests tat conta an ISBN The Rota is bul based on the ISBN after you use the Submit button on 3 To be Authorized request VDX has been configured to auto authoize requests after he background processors ave but he Rota ready set FETT Okay After you select submit you see a New Request confrmation screen indicating the request was successfully submitted and has a system assigned request number aur raqueat has Geen euey submited hag aes gnad an id 2595106 1o the requost the Requests option to tack the status of hie request Itcan be useful to record the request number on the paper request form as verification that request has now been entered into VDX Prepared by Southam Ontario Ubrary Sevice July 2006 based o VOX Vein 274 EEE What happens in the background when you submit a request a When you use Submit button on a To be Authorized request itis writen to your Requester Outgoing Borrowing requests fle VX assigns a request number a VOX passes the request o the DocFind processor which bulds a ist ot holding ibraries cated 2 Rola
45. l user records for your location that begin with the letter A Select Category Enter staf and set match to Exact to obtain all user records for your location that have been given staff privileges Make sure there are no inappropriate Sta category records The Staff category allows more privileges within VDX and should only be used for etal library staff working in VDX Prepared by Southam Ontario Ubrary Servos July 2006 based o VOX Vein 274 ELE Example of User Search suns 5 ain Pe PDE wna eH PDE sors prea WE a Select Details button to view the user record in detail a select Edit button if you wish to modify the user record a Select Expire button an the resuils ist io expire a user record This can also be done entering a dale in the expiration date fel inthe edit screen You can ban a patron s record if they have abused Intorbrar loan or have unpaid fines Change Banned to Yas VOX wil alert you that patron records banned a Update Password synchronizes patroniuser authentication service For user records stored on tha VOX system or on a SIP server database enter the new password in both he password and confirm password fel Select update password box before using Submit lo ave the change Adding patron address information optional Entering address information to a patron s User Detals records optional Patron contact is most often made by t
46. mod a status bution can be hacked to show details as they relate ta each individual target Meme matching a user s query are put into a single it it regardess of the original source database of the tem End users patrons wishing to place requests for material electronically must be added to the VOX system by adminisira ve staff and subsequently be given a user ID and password for logging into the VOX Web Client The login permission level for patrons enables fewer privieges than those for administrative staf End user information can also be added to the VOX database from 5 remote database such as an existing culation database using the SIP standard if supported VDX components The Web C ient atows library staff to perform tasks such as routine processing of incoming and outgoing requests and management of user records for your own location End users have access fo search and request aces through use of a standard web browser interface Windows Administrative Client The Windows Administrative Clent runs on Windows desktop machines and is used for the initial configuration of tha VOX system and ongoing system acmintation VOX Transaction Store The VOX Transaction Sore forms the core of the VOX system It sores and maintain all requests and iraneacions and aio stores individual user access details The data supporting underlying protocol drivers is maintained within the core database The server includes mochanisms for I
47. n choose fo create a VOX User record and ink patron information to the request when itis created in VOX Soe The Requester Screen for specie datas Also see Appendix 2 Create patron record on the fly Prepared by Southam Ontario bran Sevice July 2006 based o VOX Vein 274 Bat Adding Notes to a Request The requester can decide whether the note is local to the currant system only whether it should be transmated 1o the current ILL responder only or to all future responders This is decided by the Note type allocated to each nele Use the New Note Type pull down box select an appropriala note type to accompany the ILL request message Enter the actual note or instructions in the free text New Note box for his request The most recent note displays on the tp along with the location source of the notes and the state sol when the ale is created For example Noles 12 July 2006 20 44 TESTS Received Tha cover was damaged on aval 06 July 2006 09 31 TEST Request LARGE PRINT needed please Note type Now Noto Typo SendYes 2 emire 0 ae Send Yes This default sting transmits the note withthe current action ta current responder ONLY and is nol transmitted 1o subsequent responders Used for structions that are only relevant a the current location i e OBU please reserve if not on shelf a Client inst This is a noe rom th
48. n database or lo slit feedback fram one another on policy or procedural matters tis avaliable to INFO users in SOLS and OLS North Forinstrucions on joining this ist see its brary calmaimanliztnfe ogi ntouser 3 Check INFO pages on SOLS Website Check hit soe orgresourcashsringIINFOvindex him on a regular basis to see VOX support documentation announcements new procedures FAQ and other ILL related inks Contact INFO HelpDesk for Support Telephone 1 800 387 5765 ext 4 Email helodesk sols ora Website hito www sols orgresourcesharing helpdesw index him Prepared by Southern Ona Library Service July 2006 based an VOX Version 2 7 4 0300
49. n no prima fr astro tester ne shoul a Match Exact OAny pat OFist pat OLast pat coe es Sat RA 4 fuser record is not found select Greate link at of sereen and complete User Details form and Submit 5 Staff may wish lo leave this second browser window open in order to be ready to add atonal patrons on ne y as they work at cresting naw request 6 Return ta primary browser window by electing it in your task bar It should stil be open at Requester screen 7 Enlor patron s barcode in Requestor scracn and select Validate The screen will fash wth tne patron information automaticaly added to the form Prepared by Souther Ontario brary Secs July 2006 based oa VOX Vein 274 Tas Appendix 3 Print screen and Audit Details 35 wtf PUBL Eire Man ae Ske Sac cine Ho Stine Nan Been Na Oshawa Main 0 3 Patrons Main 10 Alar Main 11 Onto Mein Explanation on Audit in this Sample 8 Waterloo got request frst andi Expired at tha location afer 4 days without a state change Kichener gol he request next They responded Answer Wil Supply which held the requ thre wile they investigate availablity at a branch s Kitchener subsequently responded Answer Non Supply Linen got he request next Thay responded Answer Wil Supply which held the request while they invesigated availablity s Lincoln shipped the am on Nov 16 3 On
50. n the left hand menu panel Use the Create link at the top ol the User Search screen User DETTE ie auc 5239 trie El os ane 3 Entering User Details 1 Barcode entar your litany location cade in caps e g OGAL followed by a hyphen no spaces and a unique number forthe patron can be up to 20 characlers lang Usually this is the patron s brary card number 2 9 patron ibrar card number 0429 would be entered as OSTRO 0429 Nore Why enter the library location eode plus hyphen preface This authenticates the barcode as belonging to a patron of your library system Potentially libraries could use the same barcode numbers Prepared by Souther Ontario brary Sevice July 2006 base o VOX Version 274 CEE 2 Password enter a standard password consistently for all user records For secunly you must enter something DO NOT LEAVE IT BLANK All staff creating user records should now and use tha same password NOTE Passwords are assigned to patrons because the system is designed to allow direct requesting and tricking of requests by patrons Direct use of VDX by patrons may not be in the immediate future for your librry and some libraries may never want to enable this function However patron passwords are set up for future use and to protect confidentiality of patron records 3 First Name nto ful first name e Sally or Carol of Richard A
51. nnot be created using the Web Client They must be created by the VDX system administrator SOLS using the VDX Windows Administrative Client uP Hit snot convenient to leave your current activity you ean open a second window in your browser to perform the location search Open second window with Fle New Window or lt CNTRL gt N Searching Location Records You can lock up a libran s code address phone and fax details and email address forthe ILL department by loking up their record in the Location database TEE Select Location button on the left hand menu panel to display Location Search Location Search Search Location Symbol h coe lL Match ShatDeserten Orit pat O Lect pat Long Descxion i P Sum Reser Prepared by Souham Ontario ban Sevice July 2006 base oa VOX Version 274 Bae Select your search era fom Search drop down manu Location Code OSWS This ia h unique ID used foc he locaton by e VOX database Location Symbol NLC BNC OSWS This e recognized cade or at locaton 438 designated bye ISO Naming Ahoy dhe i Libary and Canada Short Description WhitchurStouf This iz he teeta name used lo he locton nthe VOX database teng Description Whtcurh Souflle Man Ti inne ag dean vat dn a Select the appropriate radio button from the Match menu Match Enact O Any patt First pent C Last pat a Exact wil
52. nterfacing with external systems via ISO 1LL and 239 50 for example A directory of information bout remote ibraies and databases is held onthe VOX Explain database 239 60 profes and usage restrictions for example The server also includes the web gateway z3950 The server can act as a 239 50 target accepting incoming item order massages from remote 239 50 1804LL Protocol The server includes all necessary protocol states to act as a requesting locaton and to send messages o supplier braves or document providers through the ISO LL protocol Prepared by Southam Oman bray Sevice July 2006 based on VOX Version 274 EEE Typical Daily Workflow for a VDX operator 1 Check regular email Review emai for LL relevant communications such as VOX user advisories and patron email notfeaion bounce backs See Appendix 5 Communications and Support 2 Collect new borrowing orders Collect paper requests rom fax intor branch mail and reference information service staff The paper request form should include patron barcode phone number and emal whore convenient 3 Search INFO and create ILL requests Perform bibliographic search in INFO Request desired items add notes specify services link patron details and submit requests Where a suitable bibliographic racord is NOT located nthe search you can ereate a request In VOX using a blank form 4 Deal with requests that have not been automatically sent by VDX Most requests wil autom
53. o VOX Version 274 EEE Receiving an Item at Requester Location When an IL request tem is received the database needs tobe updated withthe Received Status The lem is usualy accompanied by a paper copy ofthe request Ths paperwork wal Include your ibrarys ILL number Earl of Standard Shing Repo pee seni om lander mt em Cabana Wan PLDT FROM SOLS VAN ROUTE ht Square Chaya Orta 1s 245 Request Date Date Shipped 1 80 2000 Delivery Method SOLS VanPest Billing Meto cost o0 ease te wey urbe 8612800 ay oes Author Fates Ken Tile Te key to Rebecca Request Noles Perform Received action 1 Search for relevant request record wth any of the folowing a Enter your request number in ILL No prompt in Other Fils Yau should find your request number onthe accompanying paperwork b Select Author or Tle rom th Other Fields pull down manu and enter as appropriate Browse through the Shipped category in your Borrower Work Queue 2 Select Action button on desirad record 3 Select Received from Actions Availabe drop down menu and Submit 4 This displays an Action Received screen Change Received dala if relevant Assign a Local Due date Add a Note If required and Submit 5 Proceed with patron notiicaon and forwarding item to pickup location circulation desk a branch et mp You can use Bulk Action feature when performing the Received action See Appendix 4 Processing Multiple
54. oming requests to your Library Ifyou operate as a Responder other organizations you wil need to monitor for incoming requests ona regular bass All new requests for your locaton have a status of In Process There are several options for becoming aware of incoming requests 1 Select Requests in left manu panel Select Responder as Your Library s Rak Search with Status In Process combined wih Authorization To be Acknowledged tb display the requests rom other libraries that need immediate attention However new requests wil be mixed in wth equates that you may already be working on 2 Browse In Process category in Lender Work Queue However new requests Wl be mixed in wih requests thal you may already be working on 3 Takea Standard Pick list VOX wil generate a printable ist of all new requests that have come in since the last pick list was generate Standard Pick List Used by Responder library 1 Select using the Standard Pick list indicator on the Lender Work Queue Click on the hyporinked number inthe Waling column Alternately you may select Reports in the left menu panel Select Standard Pick list on the Reporte menu 2 This report prints multiple items per page It includes requests that have been designated In Process at your locaton since the last Standard Pick List was generated IMPORTANT f you do not generate a Standard Pick List rouinaly you should be conscious that might contain
55. ompleta form with as much bibliographic dala as possible Its mandatory to enter a tile 2 Create the Rota You may decide lo send he request to your nanacated library for further research Or you may send the request directly to a I orary you know has the tam but you Cannot locate n a search Action REQUEST Rota Bren acar en By commas he SET gE Att Rola bor Select auton an eFC oat neocon oa Use UPPERCASE asian tray am ota nu nesta im Laer apa ye oe a ge n Th postin ot In Rola can be aged the up and down oe A ote cai canbe deste sin Delete Select Bute gen Delete selection 4 Select Service button to modify service information as required At least one Service Type preference and Media Type preference should axis for example Loan and Printed 5 70101 request to a patron record select Requester butlon Type in patron s barcode and select Vaidate 6 Finally change the Authorization Status to Authorized and Submit Tir you must manually build a Rota you ean open a second browser window to find location codes to facilitate easy processing You can then click back and forth between the two sereens one on the Rota and one on Location search seen See Chapter 5 Location Data Prepared by Souther Onto bran Saves July 2006 based on VAX Vein 274 Ba
56. oto delete all rota locations before you send your request to Cancel tthe current responder Ifa responding library updates the request with Cancel Repy Yes it ill automatically move on tothe next Rota location if there is one The stops are 1 Locate the relevant item and select the Action button a Determine if you need to delete other locations in the rota before proceeding wit the Cancel Select Local Change Request Details from Available Actions drop down menu and Submit b Select Rota button a there are no other locations in he rota select Results ink at top of screen Yeu wil have lo select Action button again onthe request process the cancel there are ater locations in the rola select them and use Delete selection button IMPORTANT Select Submit button above the line on the Rota screen fr the location deletions to take a Select Results ink on fhe resting Action Successful screen You w l have ta select Acton bution again on the request lo process fhe cancel 2 Select he Caneel option fom Available Actions drop dawn menu and Submit 3 Make any changes Aetion Cancel form and Submit Prepared by Southam Ontario brary Saree July 2008 base o VOX Version 274 CEE Completing a Request Complete requests are removed from regular request display You can stil access the request wilh a search query Status 96 or Not Supplied whatever the case may be combined with A
57. pendix 3 Appendix 4 Appendix 5 Chapter 7 VOX Reports Appendices Prepared by Southam Oman bray Sevice ly 2006 based ca VOX Version 274 E Chapter 1 Introduction by Souther Ontario bay Sonic July 2006 based o VOX Vein 274 EZE The Web Client and Searching The VOX web interface allows end users patrons or staff access to both local and remote databases or targets through a singe access pont Anonymous users can usa VOX for Searching only Logging in allows patrons to place requests for ems check the status oftheir requests and eit ther user profi Logging in as staff allows even more functionally The VOX Explain database records specific information about each avaiable database When performing a Z39 50 search of several databases the VOX server can determine which search elds access points are available for each databace selected The search can then change the default display of available search fields to display only those supported by the databases you have selecied to search Users can choose between a simple search and an advanced search The simple search contains only one search option for entering search criteria It performs 239 50 searches matching on the fie only Users should simply enter a few words of the tile for their search Crieria The advanced search allonsselecton of 239 60 searchable felds and Boolean operators in order to constuct more precise searches As a search i perfor
58. placed on hold o he request has been forwarded to another locaton in process This is the status of 3 request when frst arriving at a responding locaton or when containing a new message Forward The Responder has forwarded the request o another location conditional The request has reached a stage where it can only be satisfied if the requesing locaton meets spectad conditions cance pending The Requester has initiated cancellation but no response to this yet received from the Responder Cancelled The request has been cancelled by the Responder Shipped The tem has been shipped to the Requester Received The tem has been received from the Responder Returned The tem has been shipped back tothe Responder Recall The tem has been recalled by the Responder Renew Overdue A request has been made for the renewal ofan item which is overdue Renew pending A request has been made for the renewal of the tom Lost The tem cannot be found Overdue The Requester has been notified thatthe item is overdue Not supplod The ILL transaction has reached a stage where the request cannot be filed by the Responder Prepared by Souther Omara bay Sevice ly 2006 based on VOX Version 274 EEE Performing a Request Search You can perform various search strategies retrieve requests All searches are restricted to requests where your own locaton is her the Requester or Responder ILL Request Search f Si Fa
59. pplying the tam a Select Answer Non supply Actions Available pul down menu and Submit Select Reason from pul down menu Le In Use Lost Non Circulating Requests processed Non supply wil Auio Complete shorty afer the Non Supply Acton has updated the status in The Auo Complet is on the respondar s se only The request wil go to the next location in the rola if here is one Prepared by Souther Omara brary Sevice July 2006 base o VOX Version 274 EEE 2 Process Answer Wil Supply This response confims your intention supply and is usualy used when there wil be shart delay a few days before the Shipped status canbe applied such as retrieval fom Stacks or a branch It iz not used when an Hem i n use a Select Answer Will Supply from Actions Available pulldown menu and Submit Select Reason from pul dawn menu i In Process This response holds the request fr further ation and overrides the 4 day expiry period 3 Process Answer Conditional This response is used to indicate that a condition must be agreed before responder wil snip he tem The requester must send a Cond sonal Reply Before responder wil take further action Select Answer Conditional from Actions Available pull dawn menu and Submit Select Reason from pull down menu Le Library use Only ar Charges Indicate proposed delivery metho f appropriate Add a Note f appropriat
60. processed n he Received aco e padod covered Same ol as hem may have been requste inthe previous month The ugureconesponds to the Prov Annual Survey box number xh 6 Reeponder Requests Number of requests ecu rom other vas Thais he number oncoming request that you handled in the pod a22 Covered epersess of wheter you supply thm oo This tigre coresponds tothe Provide Annual Survey box number Fae 7 Responder Stipped Number of tems let Counts requests his locaton processed Shipped Ine pv covared rgardas fhe serves yp suchas oan sd rang ogy tonstumatia Tis igure conasponds tothe Prova Nina Sey bax number F312 8 Responder Not Suppled Ofierast ony Nota requted stati Coats request at is locaton dec processed as Not Supoted in the pad covered 9 Responder Exped Orintarest ony Not a requted sats Coats requests hat he esponde locaton alowed to expire hat were not processed wii the aa kn paid fr waling of Eee ota exch Geral nen tna Needy Prepared by Sauer Ontario Library July 2008 based on VOX Version 274 EEE Appendices Prepared by Souther Ontario bay Service July 2006 based o VOX Veron 274 ats Appendix 1 Service Screen Options Further Explained The VOX Service screen has many options Fortunately the defaults are suitable for the majority of requests so you don often need to vs this screen to make changes System assigned defaults are marked with inthis chart They apply whe
61. r of requests in that state Waiting reflects a subset of the total that currently has an authortzaton status of To Be Acknowledged and potentially could need operator review or response How to access Work Queue From Request Search screen Select Work Queue ink at the top of he seven 3 From Reports menu Select Work Queue n the Isl Viewing and Processing Requests Select the hyperlinked number in the Total or Wating columns lo display he requests in that calagory You can ven or action the request eat ca Work Queue Bonower fof Tip When you see a number displayed in the Standard Report categories of Received Returned Shipping or Fick list you can access these reports from Work Queue Prepared by Souther Ontario brary Sevice July 2006 based o VOX Version 274 EEE Follow up on Idle Check Manual When you submit requests with authorization To Be Authorizes sometimes there is a hiccup The request is writen back to the request database as Idle Check Manual for operator atenton Possible reasons 1 The Rota was not built because there was no ISBN ISSN or other request number for Docind lo work with 2 Sometimes there is no Rola even with good ISBN etc DocFind may have collected locations for a Rota but they were all sified out because they do not provide fe services you have requested or because thar LL service is t
62. re pulldown menus are blank Usage Note Blank stout Loar used most onan Select Copy non returnable wen requestag You ean select multiple service types to indicate ta a scala espa hat you wold ace eer Blank taut Pinte used most often Select Microform when requesting mrt You can select multiple media types to indicate toa scala responder hat you wold ace eer lank Stout SOLS VarvPox used most oten Dadictng serves by SOLS von a postal delvery Courier implies commercial 1 for a lee Faczimile tax used to instruct hal you wat 10000005 faxed to you versus sat by van or mal Blank stout Normal Local Sere used most on pions toa commonly ued in bol Bank Copy non returneble Geet Extimata Frome Resa Essential Loan Lecatons Meo not acceptable ques Patent Reged Respond Spe Translation Oty system celat Motor Photocopy Pina system delat lank Fistral roca FTP pes Ga cole Fo Responder Bian Express Local Search Normal Local Search Rush Local Search Promet Serves Type 1 Seven Type 2 Media Type 1 Meda Type 2 Delivery Metad Sonica Level Prepared by Souther Oana Ube Senice July 2006 based ca VOX Version 274 EEE pions Promet most commonty used In boa ege Notes Need by Date Detauts 10 190 days tom VOX uss the date a Need By Data fel to expire the fuente requests le cele Ths do
63. ry might be useful in an Environment where patron s pay an annual fee for library service 3 Select Not in Banned box 10 Has Presigned Copyright Select Yes for requesting photocopies for the patron 11 Default Pickup Location 1 you have branches you can selact a piekup location default for this patron 12 Once the fom is complete selact Submit button at the botlom of the screen io create a new user recordin te VOX dalabase Prepared by Southam Ontario Libary Saves July 2006 based oa VOX Vein 274 CEE Searching Modifying Expiring User Records TEE Select User button on the left hand menu pane to display User Search screen User Search Sanh Bercoda 7 0 aceon waleh address ly pat O Last pat oma Select your search criteria from Search drop down menu Enter your search terms into the free text search box ea Select the appeoprate radio button from the Match menu Match Enact O Any patt First pent C Last pat Exact wil revieve records matching your search toms exact but is not case sensitive Any part wil rerieve matches including your search term in any part of the sting ot part w l reteve matches including your search term atthe beginning of the string rh term at the end of the sting Last part wil relieve matches including yours ns Select Surname Enter letter A and set match to Any part to obtain al
64. s Some Coury Holdings At ta Rota Inettnion Call Humber Volumes Dates gt 11 ars Bounty Main BCI Bic seen ar 1 Puttick mark in Add to Rota box beside desirable location s or use Select AIF button it appropiate 2 Change Authorization Status to Authorized and use the submit button DocFind wil take the location s you have forced into the Rota with your ck mark in Add to Rata and sort them based on te groups hierarchy in your prof Prepared by Sauer Ontario brary Sevce July 2008 based on VOX Veron 274 ELE Variation Forcing a Request to specific location s in a Hit and bypassing DocFind Rota creation Even with an ISBN in the record there are occasions where you want to bypass DocFing processor building a Rola You might want bypass the request automatically being sent to the frst location ina Rota without you having an opportunty to see wha thats Perhaps you have negotiated that an item is set aside for you at a specie location so you just want the request o go there Or parhaps that location is nearby and usually responds quickly To take control the steps are 1 Puta ick mark in the box for that location on the request screen 2 Intentionally change the Authorization Status to Authorized on the Create Request crecn and then Submit 3 Araquest number is assigned and the request upgrades to status of Pending and Authorization of Processed Its engag
65. st Ob snes ere menan ST Prepared by Southam Ontario Liban Saves July 2006 base o VOX Vein 274 LEE Work the 4 buttons when creating requests Main screen is whore you start and end Confirm Media Type is correct and E vein the record contains an ISBN Add a Nate appropriate See Adding Notes to a Request for selecting appropriate Note Type The last thing you do is select Authorization Status before using Submit See The final step submitting the request Operator does not need to visit this ser The Rota screen is blank on intial request creation The rota is not built until afer a request is submitted Under certain crcumetances an operator woud eter locations for the rola Operator might not need to visit this sereen The Service screen is where required services are specified Media yp deiivery method copyright compliance Generally ihe defaults apply to most requests for monographic material such as books COs and auciotapes and the operator does not need t visit this screen ed See Appendix 1 Service Screen Options Further Expl Operator might not need to visit this sereen BeReqester The Requester screen is where patron information is inked to the request This is optional Some libres request everthing as STAFF and keap a paper copy of he requested Rem with patron contact information Other Hora
66. t with target selection buttons under the cllcton ist The Deselect all button is handy to quickly untick everything on te list and then tick a specif target for a search wam Prepared by Southam Omara Ubrary Saves July 2006 base o VOX Version 274 EE Progression of Bib Search against Profiles Tis chart suggests the typical progression of bib searching agains profiles for a SOLS ibrar An OLS N ibrary would search the OLS Nort shared profi frst and then progress to SOLS profes and then Non INFO profes you get uta Nila ounces seren no ter fequest The DocFind proceso wil collet ALL Thesis thal area mach or the ISE o cree the rota een i you did nat arch thoes bare The tary sles a diferent feared ete Ard so on Moving teough athe shred protesnocarsay uments Greater Sudbury Nore ay Thunder Bay and Temes I Natonal ean not lend you a py hey may send you Answer peat netuctns erie Unt any ot wanted on he search perhaps because they Typical Progression of Bib Search against Profiles INFO and up 29 dona targets geographical cosest you Up o 10 targets hat are AMICUS Now NFO target OCU targets hat are ourrenly aco on VOX Every sete shoud wate run against a primary serch pote Nona tom your omits tom any SOLS weary pts o hits tom any INFO prolle Perhaps you want to fee Liba and hives Canada CON has nang pr
67. tema that you became aware of using another Inquiry method and may have already responded to the request The Status feld in lep right commer of Pick List might say Shipped for instance instead af In Process 3 The Responder can 3 Use the call numbers and bibiographic information to check availabiity 4 Observe instructional Information in Request Notes For instance lo reserve or provide extended oan 8 Observe requested format in Format field For instance Printd or Fim arvideo recording Observe requested Devry Method For instance SOLS Van Post or Faxed 4 The batch number is provided on the print out should there be a paper jam or some other reason that the raport needs be viewed or printed again through Balch Reruns Prepared by Souham Ontario brary Serves July 2008 base o VOX Version 274 ELE 5 The Responder can write availabiity notes on the printed Pick List and search for tems that are on shelf Pectin teme 1al Recs ORES Pri 184G IOS Bach o Ad Sta Pcs S052 Pee 1AU0 2005 Baten 84 Stns Freese 2013 RM Responding to New Requests for Loan oP Use bulk action feature xcept on anomalies ie different reason for Non Supply different due ate for Shipped different reason for Will upply In Process See Appendix 4 Processing Multiple Requests with Bulk Action 1 Process Answer Non Supply This response indicates that your location wil not be su
68. the patron or collect other information you can park the request until you are ready lo make a decision a Change the Authorization Status to For Manual Authorization b Ala later dale you can get he request going again with step 3 4 or 5 or Complete the request as in sip 6 Not Supplied For Manual Authorization requests are rebiovable by a number of request search configurations Search by Request patron name or tile a Search Status Not Supplied combined wilh Authorization Status For Manual Authorzation Browse the Not Supplied category in Borrower Work Queue Prepared by Southam Ontario brary Serves July 2006 base oa VOX Vein 274 CEE Chapter 4 User Registration Prepared by Southam Ontario Library Service July 2006 based o VOX Vein 274 CEE Managing user records at your location This section describes how to use the Web Client manage user records at your location You must be a user wih staff level privileges in order to manage user records When users are registered in the VOX system hay are assigned to a spect location You wil only be able manage users assigned lo your location Creating patron user records enables the system to automaticaly incorporate patron information Into ine ILL records and reports also ensures that each patron has been authorized by is or her respective library as a responsible user Creating New User Records EEE Crick on the User bution o
69. ultiple Requests with Bulk Action Prepared by Southam Ontario Ubrary Sonics July 2006 based oa VOX Vein 274 Bats Standard Shipping Report 1 Take a Standard Shipping Report aller you have processed items for shipping VOX wil generate a printable a packing slip and address label fr the requesting brary for tems you have processed as shipped a There is a Standard Shipping Report indicator on the Lender Wark Queue Select he number in the Waiting eal Ib Altemataly you may select Reports in the left menu panel Select Standard Shipping Report on the Reports menu 2 Cutoff the To address block above the line to tape fo the parca The address block wll contain SOLS Van Route information applicable mr Highlight Van Route information in yellow lt o it stands out prominently for courier divers Ifyou use mail as your delivery service disregard the van route information and send parcel using Canada Posts Library Book Rate Include a postage pre paid return mailing label inside the book 3 Leave the From address block below the cut ine and packing slp details intact and include it wih the book when is shipped The packing sip has the borrowing library s request number o faciltate ther Received processing when the tem arrives at thelr location jh County Male Publ brary tO S0L5 VAN ROUTE Eat Sarat Dae Contra tan Pub ary ings Norn Sue reseed ton Nisan Request Date 1 206 D
70. uthorization Status Compla Warning A request that is pending with a responder location should never be completed until a Request to Caneel has heen acknowledged bythe responder Only use the Complete button on requests that are Idle or Not Supplied as they are not active wilh a potential responder 1 Locate the relevant tem 2 Select he Complete button 3 The request wil be given the authorization status of Complete mir You ean use Bulk Acton feature when performing the Complete action See Appendix 4 Processing Multiple Requests with Bulk Action Certain actions in VOX have been set up to auto complete requests Thay are Action Performed by Auto Completes for Answer Non Supply Responder Responder only cancel Reply Yes Responder Responder only Checked n Responder when tem is both Requester and Responder returned 10 Mom Received Requester on a Copy Non both Requester and Responder Retumable Prepared by Southam Omara brary Sevice July 2006 base oa VOX Vein 274 CEE Follow up procedure for End of Rota Requests Requests that have moved through al Rota locatons without being satisfied bacome Not Supplied Check Manual and require further mediation by the ILL operater 1 Search for End of Rola request records with either a search for Status Not Supplied combined with Authorization Status b browse the Not Supplied category in Borrower Work Queue 2 Sel
71. vice July 2008 based o VOX Version 274 EEE http Appendix 5 Communication and Support 1 Check ILL email daily INFO HelpDesk wil ely on emai o send VOX announcements and procedural advisories It is important for library Inerbrary Loan staff to mortar ther emai of ILL related messages in a timely fashion The VOX system also uses be ILL operators email 2040055 for bounce back patron email notfeaions and for responses beyond INFO consortia generic script interoan actly Warning Iti imperative to let HelpDesk know if your email address changes we ean update your address in the ILL lists and the VDX system administration configu 2 Interlibrary Loan Email Lists Three lists are established for communication with and amongst VDX users seneeamin lbrany onca This a closed ist for INFO HelpDesk and VOX administration staff communicate with al INFO users Only the maderalor s can send messages to this it tis used to announce system availabilty and procedural advisories 1 List members are limited 1o interibrary loan department staff of SOLS libraries Email addresses of thse departments have been added to the Est Ike alsn ca List members are ited interlibrary loan department staff of OLSN libraries euser lbranonca This isa voluntary sgn up fit hat INFO users can subscribe to broadcast general enquisas such as does anybody have an item not found i
72. void using inital 4 Sumame entar surname Enter patron s phone number in brackets ater sumame Tir Entering patron s home phone after surmame is a quick way tn see this information for future patron notification Jt bypasses the need to go inte a different Address information sereens to enter patron s phone number It does not pollute the surname field for patron enquiry by Surname because you can search on any part 5 Emall Including an e mail address allows patron to take advantage of automatic e mail notification for received items if you have optad to activate this feature for your brary NOTE The patron s phone number and email display on the Standard Received Report after you proces the Received action on items If the Patron Notification by Email feature is tivated for your library and Hf a valid e mail addres is entered ina patron s user record the patron will automatically receive an e mail to come to the library to pick up their ILL item The absence of an email address on the Standard Received Report printout indicates that the patron needs to be notified by telephone 6 Category select Approved Patron 7 Join Date enter current data 8 Expiration date enter only if you want patrons record expire altar a fixed length of ime Nore Setting an expiry date gives an error message when you create a request for an expired patron You then un expire ther record or leave it expired Expi
73. w l be queued under Renew Pending category in your Borrower Work Queue ra Rc RR ERA a wal renewal was granted or denied If lender applied Renew Answer Yes the new due dale 5 Thelenders sponse reverts status Received and Last Actor feld indicates i suling screen or ust view and nates can be viewed by selecting Print button Print th the details Cancel to abort printing i i a Gee Prepared by Souther Ontario brary Saves July 2006 based o VOX Vein 274 GEE Replying to a Conditional Answer Conditional answers from potential lenders wil queue under Canitona in the Borrower Wark econ ibe volt 0 Waci Gals Renee Onde EAT np Before you respond select print and eancel to abort printing in order ta have a quick peck at the rota on this request Are there other locations to go to besides the current responder who is offering you a conditional lan It might affect your Yes or No decision when you reply to the Answer Conditional Iadiation 1 Select Action button 2 You wil see the reason for the Conditional answer on the resulting Action ILL Request Screen I might be charges or in orary use only If you need consult with the patron before responding take a print of the request as a reference 3 Depending on your decision select Conditional Reply Yes or Conditional Reply No
74. y likely provided a return Postage pre paid self addressed return label The respondr s request number is on this sip to faciitate Check In action when they get the tam back in ther possession Keren Main Pub Lary 70 SOLS VAN ROUTE L Gunn Seat eh Feel Kicherer Orton aac E Gute FROM Haniton Man Pui trary AR Thank you for the use of this mat Stal th Request Ose 26 40 2006 0 ser stata Change 2 446 2000 on meer Tie Why ar afrak ta tef you who 1a insights an set arn pn roth ae emma ILL Notes Dur paton damaged bok cover Place nivise f any capes Prepared by Souther Ontario bran Sevice July 2006 based o VOX Vein 274 CEE Renewing a request Common practice is ta allow the patron to keep the interloan item whi you pursue a renewal If the lender does not grant a renewal or i they send a Recall status the borrowing library must obtain the borrowed Ham and return i promptly 1 Fin the request by patron enquiry ite request number or browse the Received category in your Borrower Work Que 2 Select Action bution an request Select Renew from Available Actions drop down menu and sum 3 Respond tothe prompts in Action Renew screen Enter a Desired Due Date Add anole if appropriate and submit Action Renew UL wc TS Tie vn ttt 60 0 oe Date 2 Desde Date TANBEHOE Jeo 92009 4 Request status updates to RenewPending and Last Action Renew It

SOLS VDX User Manual - Southern Ontario Library Service

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