Routing Rules and Custom Queues

One of ILLiad's best features is the routing rule. Routing rules are queries that will automatically change the status of requests based upon certain conditions. You can implement as many routing rules as you'd like, so long as they don't conflict with one another. By creating custom queues, you can have requests routed to special statuses unique to your workflow. GIST utilizes both custom queues and routing rules to enable distinct acquisitions and ILL workflows within ILLiad.

After customizing your webpages and repurposing fields, you are able to use routing rules and email routing to place requests in custom queues for acquisitions processing. For more information about creating custom queues, see the Atlas documentation.

At the most basic, you will need to create the following custom queues to begin the GIST workflow:

However, SUNY Geneseo has set up these additional queues for its workflow:

Tip: It is recommended that you plan out your entire workflow to determine any other custom queues that you need. When naming custom queues, be mindful of the fact that your users will see those names when checking their online ILLiad accounts. This is the only way they know the status of their requests.

Once you have created your custom queues, you can begin to route requests there. The following routing rules are developed by SUNY Geneseo for the GIST workflow. For more information about routing rules, see the Atlas documentaiton.

Note: Some of these routing rules are optional, but they must remain in this order. All routing rules must come before your Direct Request routing rule.

GIST indicates whether or not a requested item is locally held by your library by placing “Locally Held” into the WantedBy field (labeled Locally Held/Online Full Text in the GIST customized client layout). This routing rule places the request in the Purchase Request Locally Held queue, informing your staff to verify the item's availability and either canceling, purchasing, or routing the request to ILL staff.

t.CitedTitle = 'Purchase' AND t.WantedBy <> NULL AND t.WantedBy like '%Locally Held%'

Similar to the preceding routing rule, this applies to ILL requests that are locally held and places them in the Awaiting Library Local Processing queue, informing your staff to verify the item's availability and either canceling, borrowing, or routing the request to Acquisitions staff.

t.CitedTitle <> 'Purchase' AND t.WantedBy <> NULL AND t.WantedBy like '%Locally Held%'

(Optional) GIST indicates whether or not a requested item is available in full text in Google Books, HATHI Trust, or the Internet Archive. If so, the GOOGL, HATHI, or INARC OCLC symbols will be added to the WantedBy field (labeled Locally Held/Online Full Text in the GIST customized client layout). This routing rule will automatically route those requests to a special queue (if the user will accept alternate formats).Once in the queue, you can easily use the Full Text on Web email routing to fill these requests. If the request is available in HATHI, then a TinyURL will be inserted into the CitedIn field, and subsequently in the custom email template.

t.WantedBy <> NULL AND (t.WantedBy like '%GOOGL%' OR t.WantedBy like '%HATHI%' ) AND t.ReferenceNumber = 'Alternate Formats OK'

(Optional) If you participate in a coordinated collection development group, then this routing rule is essential. It routes requests to the Purchase Request Exceeds CCD Limit queue if the holdings exceed your CCD limit. To edit the MatchString if your limit is more than 3, simply add additional AND t.CallNumber <> '' statements. Once in this queue, your acquisitions staff know to use the Acq Cancel Due to CCD email routing.

t.CitedTitle = 'Purchase' AND t.CallNumber <> 'No Holdings' AND t.CallNumber <> '0' AND t.CallNumber<> '1' AND t.CallNumber <> '2' AND t.CallNumber <> '3'

(Optional) If you know that every purchase request from specific departments must first be approved by a faculty representative or librarian, you can implement the following routing rule to place those requests in a special Document Delivery queue. You can then use the Acq Ask Faculty Rep Approval or Acq Ask Librarian Approval email routing to contact them. Make sure that this routing rule goes before your routing rules for Direct Request and Awaiting Acquisitions Processing, but after the Google Books routing rule.

t.CitedTitle = 'Purchase' AND t.TransactionNumber not in (select transactionnumber from tracking where changedto='awaiting acquisitions processing') AND u.Department='Psychology'

Note: For Librarian review, simply change the NewTransactionStatus to Needs Librarian Review. Be sure to also create a corresponding custom queue by that name.

To apply this rule to multiple departments, see the following MatchString example (separating any additional departments with an OR operator):

t.CitedTitle = 'Purchase' AND t.TransactionNumber not in (select transactionnumber from tracking where changedto='awaiting acquisitions processing') AND (u.Department='Psychology' OR u.Department=’Biology’)

By default, ILLiad places users’ requests into the Awaiting Request Processing queue in the Borrowing module. This routing rule routes all requests that users recommend for purchase to the Awaiting Acquisitions Processing queue in Document Delivery. Be sure that you place this rule before your Direct Request routing rule, or else the requests will be sent to OCLC for ILL processing.

t.CitedTitle = 'Purchase' AND t.TransactionNumber not in (select transactionnumber from tracking where changedto='awaiting acquisitions processing')