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ILL ADMINISTRATION

Chapter 2. INTERLIBRARY LOAN REQUESTS

   

 

Using Select a Patron (SHAREit/SIP2 Authentication)

NOTE: For systems utilizing the optional SIP2 functionality, the Select a Patron screen is displayed when the ILL Request Form or Blank Request Form is accessed. The desired patron must be selected from either the SHAREit database or SIP2 database before the request form is displayed.

NOTE: For systems utilizing optional NCIP (with enhanced lookup) functionality, the SHAREit Lookup screen displays. The desired patron must be located before the request form is displayed (see Using Enhanced NCIP Lookup for details). For systems utilizing the User Administration module as the only means to manage authenticated patrons (see the User Administration User Guide for more information) the Patron Lookup function can be used to locate the desired patron  (see Using Patron Lookup (SHAREit Authentication only) for details).

When a patron is selected through the Select a Patron screen, the system will automatically fill the patron information fields (Patron Name, Library Card Number, Address, Phone, Fax and Email) on the ILL Request Form or Blank Request Form. You can select a patron from the SHAREit database or from the external SIP2 database.

To select a patron from the SHAREit database:

  1. When you access the ILL Request Form or Blank Request Form, the Select a Patron screen displays.
  2. Click the SHAREit Lookup tab.
    • The screen refreshes to display the SHAREit Lookup form fields.

Patron Lookup Screen - Share it Lookup

Patron Lookup Screen - SHAREit Lookup

  1. Enter the term you wish to locate in the Search Patron text box, as desired:

    NOTE: You may enter a complete or partial search term.

    • You can enter a user’s last name, full name or barcode in the Search Patron text box.

      NOTE: When entering a user’s full name, use the format “last name, first name.”

    • If desired, modify your query to search additional fields in the user record:
      • Enter the term you wish to locate in the And text box.
      • Select the index you wish to search from the In menu.
  2. Click the Search button to submit your search.
    • The Select a Patron screen refreshes to display a list of all users that matched your search criteria. The Barcode, Firstname, Lastname and Address are included for each entry in the list.

      NOTE: If your search is unsuccessful, the message “No patrons found matching the search criteria” shows. Re-enter your search criteria and resubmit the search as necessary.

    • If desired, you can reconfigure, sort and filter Lookup results (see the System Basics User Guide for details).
  3. If your search returns 250 results or fewer:
    • If desired, modify your search term in the Barcode / Lastname / Lastname, Firstname text box and click the Search button to resubmit your search.
      • The screen refreshes to display all users that matched your modified search criteria.
    • If desired, modify your query to search additional fields in the user record:
      • Enter the term you wish to locate in the And text box.
      • Select the index you wish to search from the In menu.
      • Click the Search button to submit your search.

        The screen refreshes to display all users that matched your modified search criteria.

        NOTE: If your search is unsuccessful, the message “No patrons found matching the search criteria” shows. Re-enter your search criteria and resubmit the search as necessary.

  4. If your search returns more than 250 results:
    • The message “Too many results were found. Try including additional search criteria like Phone Or Email.” Displays at the bottom of the list of users.
      • If desired, click the “Phone” or “Email” link to modify your query to search the selected field in the user record.

        The screen scrolls to the data entry fields with the cursor positioned in the And text box, and the appropriate index (Phone or Email) selected from the In menu.

        Enter the term you wish to locate in the And text box.

        Click the Search button to submit your search.

        The screen refreshes to display all users that matched your modified search criteria.

      • If desired, modify your search term in the Search Patron text box and click the Search button to resubmit your search.

        The screen refreshes to display all users that matched your modified search criteria.

      • If desired, modify your query to search additional fields in the user record:

        Enter the term you wish to locate in the And text box.

        Select the index you wish to search from the In menu.

        Click the Search button to submit your search.

        The screen refreshes to display all users that matched your modified search criteria.

  5. Click the desired user.
    • The Select a Patron screen closes, and the request form displays. Information from the user record for the selected user is automatically entered in the Patron Name (Last, First), Library Card Number, Address, Phone, Fax and Email fields, as appropriate.

To select a patron from the SIP2 database:

  1. When you access the ILL Request Form or Blank Request Form, the Select a Patron screen displays.
  2. Click the ILS Lookup tab.
    • The screen refreshes to display the ILS Lookup form fields.

Patron Lookup Screen – ILS Lookup

Patron Lookup Screen – ILS Lookup

  1. Enter the patron’s barcode and PIN in the Barcode and Pin text boxes.
    • The Pin displays as a series of “bullets.”
  2. Click the Search button to submit your search.
    • If the Barcode cannot be authenticated, the message “Unable to authenticate user barcode (barcode)” shows briefly at the top of the screen. Re-enter your search criteria and resubmit the search as needed.
    • If the Barcode can be authenticated, the Select a Patron screen closes, and the request form displays. Information from the user record for the selected user is automatically entered in the Patron Name (Last, First), Library Card Number, Address, Phone, Fax and Email fields, as appropriate.