Resource Sharing Training Guide

Printing Pull Slips

Unable to supply a requested item?

Updating Stack Search Results

Updating multi-item requests

Forgot to add the barcode?

Filling Article Requests

Printing pull slips

1. In ILLiad, select the Lending tab from the main screen
2. Locate and open the pull slip queue for your library
   1. NOTE: If there is only one request in the queue, opening the queue will open the request. In this case, just close the request to return to queue view.
3. Highlight the first request in the queue. Click the DOWN ARROW under PRINT and select CLEAR PRINT QUEUE. Click OK to confirm. This will ensure that only new requests print.
4. Click again on the DOWN ARROW under PRINT and select PRINT ALL REQUESTS. Click OK to confirm.
5. Open the shortcut to "LENDING Template" Word document on your desktop
6.  A dialog box in Word will open: "Opening this document will run the following SQL command...". Click YES.
7. The Word doc will open. Click on the Mailings tab.
8. Click on the DOWN ARROW under the FINISH & MERGE button and select PRINT DOCUMENTS
9. Click on OK to print all records
10. Click on OK again in the print screen
11. Close the Word doc but DO NOT SAVE
12. When all pull slips have printed successfully, go back to the Pull Slip Queue in ILLiad, highlight all the requests in your queue, click on the ROUTE button on the toolbar, and select IN STACKS SEARCHING
    1. TIP: To quickly highlight all requests, click the first one and CTRL+A.

If you are unable to supply a requested item for any reason, follow the steps below.

1. DO NOT cancel the request
2. From the Home tab in ILLiad, enter the TN into the number field (make sure the "ALL" filter is applied)
3. When the request opens, double-click in the Notes area at the bottom of the request window and select ADD NOTE
4. Explain the reason the item can't be supplied, and click ADD
5. Click on the ROUTE button in the request window and select .UNABLE TO PROCESS
6. Close the request.

Once you've printed pull slips and retrieved the books, update their status.

1. Click on UPDATE STACKS SEARCH in the Lending tab or at the top of the ILLiad window (contact ILS if this button doesn't appear in your ILLiad)
2. Enter the TN of the first item and hit Enter
3. Make sure OCLC Status = Considering OR is blank (there will be no OCLC status for JerseyCat records)
   1. If the request is in "Record not found" status, do not update the request; just move on and process the next TN.
4. Scan the book barcode into the Item Barcode field (**THIS IS IMPORTANT AND NECESSARY**. If you forgot to add the barcode, here is what you should do.)
   1. If the request has multiple pieces, please follow these steps.
5. Click MARK FOUND
6. If the Add Billing Charges window opens, click on CHARGE (all fees have been predetermined and there is no need to change anything) 
7. The request will automatically clear and you can scan the next TN until all requests have been updated
8. Highlight the due date and any special instructions on the pull slip - this is where any lending restrictions will appear
   1. Indicate on the band if there is any damage on the book prior to checkout
   2. Indicate on the band if there are any extra items (score parts, CD inside back cover, map inserts, etc.)
9. Fold the pull slip lengthwise and insert into the middle of the book with the borrowing library's shipping information visible
10. Processed materials are now ready to be shipped. ***NBL please label all loans to SHIPPING -- (ILL)

Does the request have multiple items?

1. Click on UPDATE STACKS SEARCH at the top of the ILLiad window. NOTE: Contact ILS if this button doesn't appear in your ILLiad
2. Enter the TN of the first item and hit Enter.
3. Make sure the OCLC Status = CONSIDERING or is blank. If it is in "Record not found" status, do not update the request; just move on to the next TN. 
4. In the pieces field, enter the total number of pieces being sent for the request.
5. Scan the first barcode into the Item Barcode field. For each additional barcode, add a space and then scan in the next barcode.
6. Click MARK FOUND.
7. Make sure the total number of pieces is correct on the paperwork. Insert it and compile the books together with a rubber band. 
    

If you have updated a request but forgot to add the barcode, this is how to correct the error:

1. From the Home tab in ILLiad, enter the TN into the Number field and hit Enter
2. When the request window opens, locate the RefNum field and scan the book barcode

3. Click on MARK FOUND and click on CHARGE if the billing window pops up
   1. If the Add Billing Charges window pops up, click on YES to overwrite the details
4. The item will be automatically updated and moved to the Resource Sharing Library in Alma 

Instructions for filling ILL article requests

1. Scan the article. Use the TN number from the ILS paperwork as the file name.
2. Log in to ILLiad
3. Using the ILS paperwork, enter the TN into the Number field and press ENTER to open the request
4. Click MARK FOUND SCAN NOW 
5. If the Billing window opens, click on CHARGE
6. The Scanning window will open and the scanned file should be automatically pulled into ILLiad. If the preview does not appear, click on IMPORT DOCUMENT and manually import the file.
7. Verify that the correct article is displayed in the preview pane by comparing the scan to the request detail information on the left-hand side of the screen and on the ILS paperwork
8. Edit the article to remove black areas and rotate as necessary (only TIFFs can be edited at this point in ILLiad; you cannot edit PDFs)
9. Send the article
   1. If the Send via Odyssey button is blue, click on it. This will automatically send the article to the borrowing library, update the request to finished status, and close the request.
   2. If the Send via Odyssey button is greyed out, click on the arrow next to Send via Article Exchange and select Send as PDF. This will automatically send the article to the borrowing library, update the request to finished status, and close the request.