ILL ADMINISTRATION
Chapter 3. MANAGING REQUESTS
Updating ILL Requests
To change the status of an ILL request:
- Determine the appropriate status option based on the current status of the request. The specific options presented in the Status menus depend upon the current status of the request (see ILL Status Definitions for details).
- To apply status changes on a request-by-request basis, select the desired option from the Status menu for each title in the list.
- To apply the same status change to multiple selected requests, filter the
status browse list to display only those requests to which you wish to
apply a common status change (see the
System
Basics User Guide for more information), then click the
Change Visible Status icon
and choose the
desired status from the Update Status Requests for this page only menu.NOTE: If the filtered Status Browse List is more than one page long, BE SURE to update the requests on all pages of the filtered list.
- To update all requests in the Status Browse List, apply the same
status change to all titles in the list using the This will update
ALL requests with this status. Not just the requests on this page menu.
NOTE: The This will update ALL requests with this status. Not just the requests on this page menu is available only when two or more requests are present in the Status Browse List.
- For Lenders only: When updating the status of a request currently at a status of Pending, Will Supply/In Process or Pending Cancel, it is necessary to include a reason or condition along with the status change. Select the appropriate reason or condition from the Reason/Condition menu for each title in the list or apply the same reason or condition to all titles in the list using the This will update ALL requests with this status. Not just the requests on this page - Reason/Condition menu (see Lender’s Reasons/Conditions for Response for details). A default reason or condition is provided if the lender does not need to provide a specific one.
- For Borrowers only: Lenders may provide a reason or condition when updating the status of a request (see Lender’s Reasons/Conditions for Response for details). Reasons or conditions specified by the lender are shown in the History Info field on the Full Record Display for the request (see Viewing ILL Request History for details). Be sure you understand and accept the reason or condition specified before updating the status of the request. Additionally, it may be necessary to modify the request to conform to or address the lender’s stated conditions.
NOTE: In some cases, you can change the status of a request in the Items awaiting trading partner response field (see Updating Trading Partner Status for conditions).
- If necessary, add History Notes (see
Viewing ILL Request History (borrower) or
(lender) for details) pertaining to
the status change for an ILL request using the Full Record Display for the
request.
- For Borrowers only: Requests with a status of Awaiting Approval, Cancelled, ILL Review, Patron Cancellation Requests, Retry or Unfilled include a For Patron: Why Request was not Filled field. If appropriate, enter any explanatory text for the patron indicating the reason that the request was not filled (item is owned locally, Need By date was too soon, etc.). Text entered in this field is viewable by the patron through the ILL Request Tracking and Your Transactions – Items From Other Libraries features. Text is displayed to the patron in the Status field under the heading “Note.”
- Click the Submit button to change the status of the request(s) and return
to the current status browse list.
NOTE: To reset the Status menus for all requests to their initial conditions, click the Reset button before updating.
- Once you have updated the status of all requests in the browse list, the browse list automatically closes and returns you to the Status Browse screen.
NOTE: When performing a “batch” update (updating the status for multiple ILL requests), in cases where the status for one or more requests cannot be updated due to system-defined limitations on status updates for the request(s), an advisory dialog displays the message “Some requests could not be updated” and the original status of the request(s) is retained. Click the OK button to close the dialog and return to the Status Browse screen.
To view the Full Record Display for an ILL request:
Click a title link in the browse list to display the Full Record Display for that request (see Full Record Display (borrower) or Full Record Display (lender) for details).
NOTE: You may also use the Full Record Display to change the status of an ILL request.