So welcome, everybody, we're going to talk about an introduction to resource sharing workflow today. I know we're going to go through. We're going to talk about how a variety of things. So let's just continue to move forward here.
So today we're going to, we're going to talk about resources available to you to relate into resource sharing the configuration that we have set out for campuses. What we've configured for you within your system or you know what the idea behind that is
Just kind of user roles. It may need to do to do some requesting and trying this new
Technique out in your systems. I'm going to demo an end to end, walk, walk through in a basic version of what it would look like on more of the staff side.
And just general questions if you have them at the end of course you can, like always put in tons of questions if you so desire.
When I do want to mention is some things that we won't be covering today. And if you ask questions about them. I will probably defer those questions.
Into the future. So the Iliad integrations. There is a collaboration happening with ideas project. And there's something on the schedule and every night.
That will start to talk about those. So any questions related to that will all be oh
Hold on.
I'm going to back up a little bit.
And share my screen.
Thank you to the brave soul.
Pointed out. I'm not sharing my screen.
Okay, so
This was, this was the first slide and then this was the overview, what I talked about. There's, there's, where we're going.
And then getting into the list of where we were at
What I will defer
So,
The next on the list is primo customization. So there's a really great. We're going to hardcore into primo admin certification in the next two weeks.
So you can dive in there. And after you've done that. If you still have questions related to anything primo customization that would be the time to bring those up.
Or, you know, you can post those in base camp now. We're not gonna talk about this today. We're not going to talk about the actual back end configuration that was taken with an omen.
And
Not go into anything with the actual notices what they actually look like or printing related to that. That's everything which is you go through and test that you'll be able to see
What pops out and you'll be able to customize those locally deflections is something that we're aware of. If you have a collection that you
You know, it's like special collections. You don't want to go out a we are investigating that in a little more detail. And we'll share that knowledge for me, have that. And we're not going to go into article lending and borrowing. This is very focused on
On books.
So some of the resources available to you. And yes, I will share my slides and when you're done.
Is that
There are some training guides and documentation out in our SLC guides and FAQs. And as we are releasing resource sharing to you we are sharing some of the workflow documentation.
That that's where it goes. You can also search for additional ones they show up or you can ask some new ones.
And then the four day workshop recordings. There was a really great session done by Megan Drake on resource sharing and it went into detail about how the heroes work. And the idea behind them.
And all of that and she went into a lot more detail about the end to end workflow. Then we're going to talk about today she
She mixed in some, some, like, whoa, this is what it looks like in primo when you've done this. And so she makes it a lot of that.
And it's, it's a good, a good reporting. If you haven't seen it, to go back and maybe take a look and get an idea of where some some additional information besides today.
So where are we at now who we are working through the physical items only in all, I just want to reiterate that your articles can go are going to go, however you're currently doing them.
We currently have 42 institutions configured within Sunni. So there's a lot of libraries that you can send things out out into
The resource sharing network and get books back or test that configuration with and the rest remaining will happen over the next month, maybe a little sooner and then you'll be able to test it with pretty much everybody.
Who has physical links in their libraries.
And then for those of you wondering about walking borrowing, we're really working on the resource sharing of the physical items first and then we will. We're going to start looking at how to keep your walking borrowing and it later date.
So that is coming
So what is what configuration didn't set up for you.
So we set it up so that you can borrow and lend between all SUNY institutions or will soon be able to, because there's only 42 libraries currently
For most campuses, your main library is your resource sharing library. This means that your main desk is probably, you need to be at your main desk to process a lot of these books.
And the idea here is that some of you may have noticed previously that there was a resource sharing library and your regular library and you man now may see it. Do not use
The idea of using your main library is that it's going to eliminate the need to transit items from one
Library with an Alma to another library within Alma. So this is just going to reduce workflow particularly smaller institutions, you're not going to want to transit things if you're just kind of checking all in it for desk.
So that's the logic there as you move forward and you may have multiple libraries. The folks setting up your configuration will let you know if you have multiple ELD stops how that's what is configured for you.
Moving forward.
We also set up based on policies set forth, up to the SLC the along loan with renewals for faculty, staff and grad students. It's based on your user groups currently in Allah alone. Alone with no renewals for undergrads.
And then a short loan for things like media center DVDs and other
Other
Items that are traditionally often a short phone. We also have know requesting so for user groups that are like visitor. So if a visitor happens to be able to log into your primo they will not be able to request a a resource sharing requests through this method.
Waste you get into on the back end, you will be able to see request that needs to have potential and then your users when they log into primo will be able to see requests that they sent
In the end, where they are so like if they're them arrived at the circ desk and can check out or you know they put the request in
And just kind of a heads up that as you work on local to us. There's a chance that it could impact how resource sharing works for you and it may be working just great. And you changed a local to you and all of a sudden, things start to work differently. And that could be life.
Right. Are there any questions so far before I dive into the meat of how you're going to actually send requests.
So at you you is a terms of use. And so as you look through the documentation, you're going to see
A tear you abbreviated quite a bit and it just means your config terms of use and configuration.
On what you can lend to different folks so you can land your main book collection to this many people for this. Many like to this user group for this amount of time. That's what those are. Good question.
Okay. We'll move on to user roles. So this is also in those FAQ document stations that are getting sent out and I've seen some posts related to these on base camp. So I know all of you are working hard and dining in
So these are the ones you need. You can follow up and find this again at another time. I just noting here that when things need to be scoped the library. It's the library that is set up as your resource sharing degree.
Which, like I mentioned before, most of them are your, your main library.
So,
The next thing we're going to actually start doing some demos, so I'm going to
pump out of that and and go in to an instance, I want to thank cool scale and purchase. Today I'm going to demo off of of a bear instances that we can see how this rules.
So per user roles.
Just, just this is just a quick refresher of what I'm talking about. You're going to, if you're looking for a specific staff user, you can search for them.
And
You're gonna want to add a rule to them.
Sleep or Homer.
So,
Down here you can add a role, your user roles, you'll see what they currently have. And you can add a new one. Or if you have a profile setup, you can do that. But let's pop into your role.
And we're only going to set up one just because I'm giving you an idea of a reminder of how to set up these walls down to fulfillment and we're going to set up the fulfillment services operator.
And then click Add.
And you want to change the status to active and this is where you want to scope it to your library. And this is one of the instances code will scale as one of the first set up. So that's still there. That's not the library that set up for you. It's your main library.
And that day. If you want to add an expiration date because you know the person's leaving you can do that. That's all you need to do and just stable.
And you do that for the ones the other ones listed. I will say that once you start really getting nitty gritty on your roles locally.
You may not mean the fulfillment Services Manager for everybody, but when you do this initial testing. You're going to want want that role to be able to go in and process the request that kind of really get in there and see what's happening.
Alright, so
Let's. And then the other thing while we're looking here. Oh.
I have a question. So I'm going to pause
I can handle it.
Okay.
Okay, um,
So something else. It's really useful.
Is that you may want to add widgets to your homepage will come back and take a look at this in a moment.
And what they actually populate but if you haven't added widgets one that's really useful for resource sharing is your task widget.
So I'm going to go ahead and add that in so that we can see that change over time. So as you can see, there's actually three requests here already will will go and place a request to see how this goes in.
So that's rules and kind of setting up but you've set up your rules, you've added a task widget, which you don't have to do, but it's going to make it pretty nice and streamline for you a little more
Now let's see how the end to end workflow rules out
I'm going to actually go over to purchase.
And
In this case I am going to change it to the SUNY catalog, because I know that I want to put this request out this way.
And they have an interesting title.
To this user at
Purchase is really interested in, you know, some clothing fashion or that this book.
And they see that there is indeed a books they take a look in
And there's this resource sharing option. So if you've made no customization to pre oh this is what it's going to look like. I will say that you have to be logged into primo to see us. If you're not, you will see a banner that says please login for available watchers.
And I'm particularly focusing on one institution, just so that I know where it's going to land and I can show you the rest of the process.
If there's multiple institutions, you can still send off a request, and it's been a shift through what is called a Rota and just shift through the different lenders, like a lender string.
And again, if you haven't. This is the default
Request Form. This is also customizable that you can show as little or as much as you want.
So I'm just going to come down here and click Send request and meet new changes.
And the request to successfully placed
If you are a user and you want to see that your request was put out you can
pop into your library card and see that you have a request.
I will mention that purchase is set up for
For a walk in borrowing and so there's some additional things going on here it this is what your users and see a request for
And there is a request about primo and I know Shannon is covering it. But just for folks who are watching the recording.
Anything that you just saw a lot of it can be customized. It's all primo and please join us for the primo customization and then certification in the next two weeks, we can really dive in and figure out how we can make this look a little different for our users.
So now that we've seen that the user has requested it. Let's go hop over to koval scale and it does take a moment, so it's okay and then I was chatting for for a few extra seconds here because sometimes it's not an it's pretty quick. It's just not super quick.
So I have four requests in the pickup for shelf so I could click from here. So you know that there's things to do.
If you're not there. Let me show you what it might look like if you went directly to your task list. I didn't want to make sure you have that there
But there's under fulfillment. Once you've added all those roles. These resource. I can't move my
These resource sharing rules over here the lending requests in the borrowing requests and receiving items and shipping items are going to be how you manage a lot of this functionality.
So if you've added those roles and you're not seeing those there's something with the wall scoping need, you need to log out and log back in a couple troubleshooting is there. So, this is what you should see and
We are now the lender.
So there's a lot in here because Poolesville has been testing this for a little while. So there's some old request before we added some new configuration. There's also some new requests in here.
Somebody is out there testing right now.
And sending out
Things about master plans and apparently coble still doesn't really have that locally, like it's it's there, but it's not. It's what happens when it says no resources located and so
That's going to be rejected yesterday so many send one in, and the resources located, it's ready to be processed and today's
And so there's a whole list here, if you do go into this list and you need to narrow it down. There's all of these facets on the side. And right now there's two that came in today. And I know I want to do what came in today. So I want to focus on that.
And
This is the one I just sent building and dressing for adults order and just focus on one request right now.
Feel free to go ahead and as some folks are go ahead and send these requests out. You may have noticed, I will say that I've sent out quite a few from upstate to a variety of people. So if you want to test it. Feel free or now, now is the time.
So you're going to click, you're going to check
The specific ones you want or you can just roll with all of them in select all, and you can do your print slip report or I'm going to just do a print slip
And then only do one
And you're going to click that.
And it was printed successfully wherever you get those printing setup and customize and it will pretty much be a whole slip. So you can go check yourself shells, go find it.
And that's what's happening right now you're going to find it.
And then you have the book in hand, you have gone out. If you found it very excited.
Your session kind of time to back out to the center.
And you're ready to ship the book because you have it.
So what you want to do is pop under fulfillment.
And, you know, from the Prince slip slip that it is not for a global play patron is boring other institution. So you're going to do shipping items.
I will say, and Megan. If you watch the recording from Megan rate back in December. She reiterated that
The easiest and most streamlined workflow is when you use the tools that were designed for this. You can Mish mosh it into other places, like, you know, manage, like other places and try and send it out, it may work.
But the most streamlined version is, you know, it's going somewhere else. So let's chip.
There's just the background there.
Ok so here
You can choose to purchase live, I would test it out right now they are customizable. You have to go in and
play with that a little bit.
You can add a note, if you really want to, you can put in multiple items, the really big key here is this would be a note to yourself. And this would be a note to the person and they get it really key thing here is the barcode and that's for the most part, all you need to do.
I have the barcode on the side. So I'm going to paste it in, in theory, you have the book in front of you so you wouldn't have to go searching for the book.
Alright, so a slip was printed because I had said, Yes, I'm in whatever fashion is set up for global scale.
And so I apologize global scale if it's all going to your printer.
You're welcome. And it down below. It gives you kind of a heads up of everything that happens. So it's going
To purchase and and checked it out and off it goes.
Then you can also see as our identifier here, which should be obviously
Okay.
Catherine is letting me know that the email is just going, I'm not
sending lots of things and confusing folks, is it spits out of a printer.
Alright, so now I've shipped it off to purchase. So now we have to go visit purchase.
So the staff at purchase are opening up all their ELD bags and they, you know, processing things as they normally would. And then they find this book from home skill.
That, you know, does it look like they're Interlibrary Loan books so they can they can see that it's going to be processed through over
And they're going to receive it.
So here, you may have to change this. When you first go in, but it's going to remember your settings.
You need to select external identifier, because the barcodes within Sydney are not unique. So you are essentially picking an external identifier. I will explain that a second that will become the barcode this item.
Your, you may want to automatically notify the patient patrons that it is here. You may not, depends on how quick your patrons run to pick up their items and how quickly you process.
I'm going to turn that off right now.
And then, if any of you are really savvy you caught that I grabs the
This code for the bottom that is its external identifier attached to this transaction. It does print on the slips that go out and these are unique as they head out. So we're going to be using these as your local barcode. If you choose to do that some other way locally.
That is up to you. This is what we are recommending and we will support.
So now that you have that all you have to do. Okay.
And then
Because you already have that external identifier. We're going to redo that make up the barcode.
So I'm going to put that in.
Now,
For the most part, you don't have to do anything but add that our code book safe.
warning us a great question is, if it's scalable from the print slip
It depends on how your prints lips, lips out and and so those are customized customizable and I encourage you to check it out.
My recollection is yes, but everybody's could be configured differently.
What I will mention here is that it's automatically recognizing that it's a long loan. If it is a media item, it should recognize that as well and shipped it to short low
And so your due date is based on that.
I'm method and your location is borrowing and I, this is something of interest that is different than our current system. So it's going to put it into a temporary location called borrowing AT COLE skill. This either went into a temporary location of lending and so
Just note that that's how it's indicating and knows within the system, but it's not. You can't check it out. And it's out somewhere. It's always
Out somewhere else.
So we're going to go ahead and click Save.
And Heidi when you get a chance, can you show what it looks like in the coble skills Alma as far as that this record.
It will I was a don't I needed to click Save.
Screen. Um, so here it shows that it's on the bookshelf. And so now it's waiting for the user to come pick it up.
So I will pop back over into pool skill. Something I will say about how it looks in the different places. It's really good for you to pop in and take a look at the demo that Megan Drake did in
December really went into that back and forth to really try and show you how that all looked, I have no problem taking
This is where it does look a little strange and
It's been moved to this lending.
It normally is in became is not available from beach and the system knows that. So if you see things that are in l&d it's in the lending location and it's like a duplicate temporary kind of move. And if it's underscore Bo are it's in your borrowing mutation.
So does this answer.
How it looks in cool skill for you. Awesome. It is
So we're going to pop back over to purchase.
So the patron would get notified in if you uncheck the box. If you have set up a way to send out old show old shell notices in a different way. And you may also be able to do it manually. I don't know if
That's I haven't investigated how to do it manually per item.
But there is a job.
Okay, so now I'm sitting on the old old shell. So no just acts like a normal, normal request for folks.
So the user comes up and says, Hey, I have this book, you're like, Oh, that's awesome. What's your code. What's your name,
This is where you use that external identifier again because it's not your local book.
And then use that as your barcode.
To click OK.
It's checked out.
I also want you to show up in their remote as well.
With the due date what it is.
What policies, all those things.
The patron goes on their happy way and check out the book, please.
So now you know it's been it's it's may 2020 21st in there, you know, all nervous because they're the book is almost do they come and bring it back to you, and you've got this whole stack of books and you're scanning them in. Well, you can see that it goes somewhere else.
So you can
And you're going to return the item. It's in your box.
But Elena is a great question about if the system can read an external barcode with your scanner. It depends on your scanner.
It all depends on your scanner and how they do. I've taken scanners and done all sorts of things, the ISP and numbers on the back of the book. Sometimes you can scan scan other things. So it really depends on how that goes.
And right now there has not been any recommendation on how to stickers or anything else to keep with the book.
Yeah, I mean, I think, you know, Heidi, it's probably good to note that we do know that printing and, you know, all those things back and forth with campuses is something that we needed to address but
We're, we're just getting the system working now. And I think we would work with the working group to develop, you know, kind of those best practices of
The either, whether it's stickers or pull slips or whatever it might be, to facilitate the back and forth, but I haven't gotten to that point.
Thanks.
And thanks for bringing that up.
So great. So it's in May and we're returning it
And you can see that it's external identifiers there.
And you just click OK. It's there. Or if your scanner automatically hits entering wouldn't have to click ok we have for you.
So,
There is
It normally if printing was set up fully there's something here, it would print course. I wouldn't see it because it's it's not going to me right now.
But it does tell you, hey, this is not local. It's going to call will scale. It tells you that, and you can. Okay. And you can do whatever you need to do to to send that out.
And there will also be that principles.
So now, the idea is that you package this up, put it in the ELD box and in the bags and then also goes back to school.
Oh, we have to go back to school.
And so it's been a long time. So you're back on your home home area.
And it comes back and you can tell that it's, it, it came in and ELD back
You know, it went. It was somewhere else and it came back. So you're now receiving a a request back in. So you're going to want to use receiving items.
So you're bringing back your own item, the system, you, you, it is your barcode. So here is when you can look at the book and say this is our book it was coming back to us and you can put in your own barcode. It's the original barcode here.
There, there is no notifying the patron reverting this one so it wouldn't it wouldn't do anything to can unplug it, so that they don't nobody gets notified, it came back.
To global scale. If you do put in the old 170 p you are with the digits on it, it will do anything. So you do have to bring on barcode if it's coming back to you.
So I'm going to go ahead and
Receive this item.
Well, that's funny.
Well, I can show you that it won't work for the external identifier, either.
And I think it may not have updated again so
You'll get almost the same answer. You should get this one.
Okay, yeah, we don't know about that.
But eventually, it will catch up the barcode so
Let me wait a moment here on that one.
And check out what the questions are so somebody asked who gets the checkout statistics that is something also we are starting to investigate that our analytics working group is going to kind of take
A look you can start taking a look as you send these around and and see where those go
There's ends and see who, who, who is getting check out
Any other questions.
I just want to address the the barcode question that came up
So as you as you as you know, Heidi. We did not put the in the network zone where we put in the resource sharing partners. We did not put shared barcode. So my understanding is that it's likely not to work if you're scanning another institutions barcodes.
Into your own your own Alma. And the reason we did not is that there is a fair amount of duplication of barcodes in in different instances.
So, you know, we certainly could undo that we'd have to go in and touch the configuration 60 times. But, you know, if we choose to
Deal with the duplication and know that there's errors, we can go back to that. But I think we, you know, we want to try the
External Id to see how well that works especially if it's a scandal barcode on a slip with the book. So it, work it would work just like your Interlibrary Loan would work. So
You know that, did I miss represent anything there. Heidi. I don't think it's going to work if you scan the other institutions barcode.
Yeah, and
If, if it happens more and there's duplicates. It's a good grabbed the wrong one.
So overdue notices are
Would be defined locally.
Because it's, it is now your patron, just like a regular I ll is now.
So that would have been through. However, you set that up locally.
Let's see if we can
We can get this. I don't know.
We try to come back. Leave this beach and come back.
Um,
It was this, this was
Are you in the right screen because it says borrowing request isn't didn't wasn't Kobo skilled a lender or my incorrect.
Yeah, so I am checking my notes, you're shooting for you. Am I am screen.
So, my apologies. I misspoke. You're going to return the items because it's coming back to you.
This is what happens when you don't read your notes you end up on the wrong screen.
So you actually go to so return items.
And
I noticed that you could choose whole shelf. If you're doing that in case somebody else has it out or different things like that really right now all I care about is scanning a barcode.
Okay, so it says the item is on loan which was how the system was set up as technically true because it was returned. Anyway, the other person. It was in that temporary
Location of lending.
And so now it is being re shelled under this next step here is being Rochelle and going back up to where every three shelving.
So right here is one of the examples of why you are mean libraries setup it as to be able to manage your resource sharing. Because right now, it's just going to go read shelving, as opposed to having to transit Mac in order to shelf.
Okay.
Does anybody have any questions on this.
Will you think about your questions. The final note that I wanted to say is that we have many
Many libraries. Now in this. And so if you want to be able to specifically test a resource sharing, you know, get together with your
Other Sunni colleague and say, can we test this today and you send a send things between each other and you can see how it goes. And you know that the act, the requests are coming in so that you can actually
Test that and see that and if you run into problems, then you can you can post that out to base camp to see what's what's happening where you going wrong. We may get more of a collaborative effort.
I will try to, if any of you fill the ones that I sent out from upstate I will try to fill them and send them back your way.
Just kind of I will, I will try and do that next few days. Well, you
already checked out.
Yes, there was a question that I'm sorry I wanted to just give a little bit of context. So about the you're in Rochelle to the library ups ups upstairs stack. So then there was a question of, do you need to re scan this in at the circulation desk.
Or to make it available or or not. And I know that that depends on how you have your
How you know how you set things up, but it could you talk about that if there's another scan needed after this or not and if so, how would you
If you wanted to. How would you get rid of that.
So,
Let me look it up for you see you can see it.
Have an answer, but let's let's go take a look
So now, before actually this didn't even this line of became didn't have any availability, because it was in the length temporary lending location it for Kobo skill.
Their check in at the desk has been set up. So now it's available to users and IT IS JUST PUT INTO A shelving.
Status many traditional iOS is have this functionality and that can be configured the amount of time it stays
And shows up as Corey shelving can be adjusted and configured and I don't know how long. Yours is set up, you have to take a walk.
By a story. I have on this is there was a public library that would put them all on carts.
So they would always make their shelving because they were always behind like two or three days long so that if you came in and tried to find the book. It was probably on those carts and not actually
Up on the stack. So if you receive your books, very quickly. You don't need a really long the shelving time and it's kind of just kind of a heads up so that you know pretty quickly as a staff member where it might be. It's kind of the idea behind that circulation configuration functionality.
So the answer is
For here. It's available. You might want to check your local configuration and going through the chat so scanning it in to definitely walk through your configuration, see where you're at.
So many asked if it returns back to stacks and I think I just explained that. So I didn't explain that. Well, do you know about the was showing functionality.
And how you there was a there was a question a bit ago from I believe in Corning that was asking about, like, who gets the circulation statistics, in essence, and I think that, you know,
If you want to handle that or or not.
Yeah, so
I mentioned that we, the analytics working group is starting to look in that and that some of you all might really want to look at it, it's really important to you.
So one thing I have
noticed in your traditional iOS is I've had a conversation with somebody. One time we had a mind blowing day of if you check out your IRL book in in all of going on.
And then you put it in your Iliad or other resource sharing system you technically get to Cirque stats for that, depending on how you roll out your search.
And and this way.
I, I would lean towards the you get resource sharing statistics for this as you can show that it went out for resource sharing the actual circulation happened to purchase so cool skill can see
That they sent an item.
Purchase as the service because it was a Cirque there. And so they're
Both items you can track. They just may need to be trained me or just with that thought process in mind. It's a resource sharing
Out versus the circulation.
Then, so that was a what's more in blood, please go ahead and post Catherine did point that her configuration is set up to reshare about transits
So she has gotten her RACHEL, LITTLE BIT.
Deeper than that.
Again hopping in and play with your sister and see what's what's happening.
And Heidi, I can speak to the question that came in from Mohawk Valley Community College. So unless we've reached out to you specifically we're setting up your
Your Alma resource sharing so that your main library and for the case of Mohawk Valley, it would be your, your Utica campus library.
And. But that's not to say that we can't set it up where you can transit things to your Rome campus library, but it starts to get really complicated based on, you know,
What scenarios, would you be transiting items to your Rome Campus Library. Is it based on the user's location, etc. So I think we can have those follow up consultations, we do to set up the circulation workflows that come after for transiting to another library on the borrowing side.
We just, you know,
It became something that we knew we would have to do these in depth consultations with campuses, or you know get actually risk involved, perhaps, for some of the scenarios.
And, you know,
We can we can have that conversation with you, but it's set up that you're borrowing would go into your main library, pretty much.
Then there's a great question about how do you set up the Rochelle without transit and I would throw this mag out to all of you watching. Is there somebody
It's gonna say with somebody who would like to demo that Catherine did states, let me
Me open a word, so that folks.
Watching the recording would be able to see this.
For if you're in a large group and can't see the chat so encountering and set it up for global scale, and she says that it's in configuration and fulfillment under library management's reshare without transit rules.
And
That there was a default rule and they sent it.
Are there other questions, comments.
Anybody wanted to dive into things, they're seeing mostly related to resource sharing
Or you can all take the next 10 minutes and we'll practice some requests sending
Plan out some time.
I'm just a note on timing Bill and I have been discussing what we think we can do. There's a couple campuses that
We know they have some, you know, complex things going on. So we might take a little longer to get to them, but our intent is to get everyone done by the end of this weekend.
You know, outside of maybe one or two that we need, we might need some consult from X Libra to make sure we're setting it up correctly, but pretty much 5859 of the campuses should be done by the end of this weekend.
You will get an email when your instance is ready for you.
Well, if there aren't any questions. I am going to stop the recording.