Acquisitions Workflow

Acquisitions staff will be using the Document Delivery module in the ILLiad 8 client. This workflow will introduce staff to the ILLiad 8 client and guide them through the GIST purchase request workflow. Although the purchasing and cataloging procedures may vary based upon your institution's practices and software, this workflow is intended to touch upon the major steps involved with ILLiad.

When you log into ILLiad for the first time, you will be taken to the Document Delivery menu. In this menu, you will notice many different request queues. Each queue contains requests in corresponding statuses, based upon where the requests are currently in the workflow.

Each queue belongs to a category, and all of the queues you will be using are in the Acquisitions category. You can easily collapse the other categories to make the menu less cluttered, as they are queues used by your ILL staff.

Within the Acquisitions category, you will see the following queues (but not all at once, as empty queues do not appear):

• Awaiting Acquisitions Processing: this queue contains all incoming purchase requests from your users.
• Awaiting Faculty Rep Approval: this queue contains faculty purchase requests that have been forwarded to faculty department representatives for approval.
• Awaiting Librarian Approval: this queue contains faculty purchase requests that were denied due to lack of funds, but could be filled with a subject librarian's allocation.
• Needs Faculty Rep Review: this queue contains all incoming purchase requests from specific departments that require a faculty representative's approval prior to purchase (see your ILLiad administrator for help setting this up).
• Purchase Request Ordered from Vendor: this queue is contains purchase requests that have been fulfilled and the items are on order.

To begin working on incoming purchase requests, double-click on the Awaiting Purchase Request Processing queue.

In ILLiad 8, each new queue opens in its own tabbed menu. You can easily switch back to the Main tab to return to the Document Delivery menu at any time, without having to close the queue. But if you need to, clicking on the X in the tab will close it and exit the queue.

Tip: You can rearrange columns by clicking and dragging the column headings to the left or right.

Open the first request by double-clicking on it. The request will open in a new window, and you can have multiple requests open at one time if needed.

All requests open with the Detail tab selected, displaying all of the general, bibliographic, feedback, and user information. Below is a brief explanation of each section.

	The General Request Information fields contain the unique Transaction Number, which identifies the request. It also contains the Online Full Text field, which will display the GOOGL and/or INARC symbols if either Google Books or the Internet Archive have the item in full text. Also in this group is the Document Type of the requested item.
	The GIST User Feedback fields contain valuable data for evaluating purchase requests. It contains the Cited In field, which lists where the user found the item. The Purchase? field indicates whether or not the user wants your library to consider purchasing the item. The Importance field indicates how essential the item is to the user's research or teaching. The Delivery field lists the user's preferred delivery method for the item. The Alternate Format? field indicates whether or not the user will accept the requested item in an alternate format. The Amazon Price field lists the Amazon.com purchase price and the lowest affiliated vendor price (if applicable).
	This group of tabs displays the item's bibliographic information by default. The other tabs are used only for ILL requests. You can edit the information in these fields if necessary.
	The User fields contain the user's information, including name, status, department, email address, and phone number.
	The Special Conditions fields indicate two important conditions concerning acquisitions: whether or not the user will accept an alternate edition of the item; and whether or not the user will accept the item if it is written in a language other than English. A check mark indicates an affirmative response. The other fields are for ILL use.
	The Item Information fields contain some important information. The Call Number/CCD # field indicates the number of your coordinated collection development partners that already own the item. The Location/IDS # field indicates the number of libraries in your resource sharing consortia own the item. The ISxN field contains the ISBN and the OCLC Number field contains the OCLC number, if available. (To customize the Call Number and Location field labels, see your ILLiad administrator.)
	This contains all of the notes for this request. Users can submit notes on the request form, which will appear here. Staff can add notes as well by double-clicking in the Date, Type, or Added By columns. You can sort notes by those fields, as well. Notes can be added to email templates as desired.

After evaluating the request and the funds available to the user (within your ILS), you now move it along in the workflow. This is done using the Send Email feature of ILLiad, which both notifies the user of a particular action using a form email and also moves the request to the appropriate queue.

The following options are available (but could differ if you created or deleted an email routing during implementation–see your ILLiad administrator for help customizing these emails).

• Acq Ask Faculty Rep Approval: moves the request to the “Awaiting Faculty Rep Approval” queue and asks the department rep to approve or disapprove the request and reply back to Acquisitions with instructions.
• Acq Ask Librarian Approval: moves the request to the “Awaiting Librarian Approval” queue and asks a subject librarian for approval to fulfill the request by using the librarian's allocation for purchasing item. In the To field, enter the librarian's email address. In the Body of the email, enter the librarian's name, the cost of the book, and the remaining fund allocation.
• Acq Cancel Due to Lack of Funds: cancels the request and notifies the user that the purchase request is cancelled due to a lack of funds in the department's budget/allocation.
• Acq Cancel Due to CCD: cancels the request and notifies the user that the purchase request is cancelled due to item being widely held by other libraries in the group.
• Acq Cancel Due to Ebook: cancels the request and notifies the user that the purchase request is cancelled due to the item being freely available online. It also explains that cataloging of the item will occur shortly.
• Acq Available at Milne: cancels the request and notifies the user that the purchase request is cancelled because the item is already owned by Milne Library. Prior to selecting this from the Send Email menu, be sure to insert the item's call number and location in the Call Number/CCD # and Location/IDS # fields (you must click Save for them to import into the email automatically).
• Acq Ordered from Vendor: moves the request to the “Purchase Request Ordered from Vendor” queue and notifies the user that the purchase request has been ordered. Use this once you have actually ordered the item, downloaded the OCLC record, and added it to your catalog (per your normal practices).

Note: You can close the request and come back to it later.

Click the Send button to send the email, or click on the X in the Edit Email Form tab to cancel sending the email. After sending the email, you can close the request and move on to the next in the queue.

Depending upon your policies, you may have incoming purchase requests appear in the Needs Faculty Rep Approval queue. This queue contains requests from specific departments that require all requests to first be approved by their faculty representatives.

Double-click on this queue to open it. Then, double-click on the first request to begin working on it.

After evaluating the request and the funds available to the user (within your ILS), click on the Send Email button and select Acq Ask Faculty Rep Approval. In the To field, enter the faculty representative's email address. In the Body of the email, enter the rep's name, the cost of the book, and the remaining fund allocation. Then click Send.

This will move the request to the Awaiting Faculty Rep Approval queue. Once you have sent the email, close the request and move on to the next in the queue.

While working on either the Awaiting Acquisitions Processing or Needs Faculty Rep Approval queues, requests that were moved by the Acq Ask Faculty Rep Approval email will appear here. Depending upon the response of the faculty rep, you may use either of the following emails to move the request through the workflow.

• Acq Cancel Due to No Approval: cancels the request and notifies the user that the purchase request was cancelled because the faculty representative did not approve it.
• Acq Ordered from Vendor: moves the request to the “Purchase Request Ordered from Vendor” queue and notifies the user that the purchase request has been ordered. Use this once you have actually ordered the item, downloaded the OCLC record, and added it to your catalog (per your normal practices).

While working on the Awaiting Acquisitions Processing queue, requests that were moved by the Acq Ask Librarian Approval email will appear here. Depending upon the response of the librarian, you may use either of the following emails to move the request through the workflow.

• Acq Cancel Due to Lack of Funds: cancels the request and notifies the user that the purchase request is cancelled due to a lack of funds in the department's budget/allocation.
• Acq Ordered from Vendor: moves the request to the “Purchase Request Ordered from Vendor” queue and notifies the user that the purchase request has been ordered. Use this once you have actually ordered the item, downloaded the OCLC record, and added it to your catalog (per your normal practices).

If you participate in a coordinated collection development group, then duplication is a concern when purchasing new items. With GIST, the number of libraries that own a title in your CCD group appears in the Call Number/CCD # field (configure these groups within the GIST config file). Based upon the duplication limit your group has agreed upon, purchase requests for titles exceeding that limit will be moved to this queue.

To move these requests through the workflow, simply open the request, click on the Send Email button, and select Acq Cancel Due to CCD. Or if you are making an exception to this limit, then choose another Email as appropriate.

Whenever GIST discovers that a requested item is locally held by your library, it places “Locally Held” in the Locally Held/Online Full Text field. ILLiad then moves that request to the Purchase Request Locally Held queue. To verify your local holdings and the item's availability, click on the Z39.50 tab.

If your ILS is not listed as the selected Z39.50 server, click on the Z39.50 button and choose your ILS from the list. Your local holdings and availability should be displayed in the search results. If the item is available, click on the Copy Bib Info button and then click on the Detail tab.

If the item is not available, click on the Detail tab to return to the request. You may want to purchase the item if it's lost or missing. Or, you can route the request to ILL by clicking on the top half of the Route to Borrowing button. Be sure to leave a note in the Notes field explaining the situation.

Any request that was moved by the Acq Ordered from Vendor email will appear here. When an item arrives, open this queue by double-clicking on it. In the queue, double-click on the appropriate request to open it.

Once the item is processed per your normal practices, add its call number and location to the ILLiad fields (you must click Save for them to import into the email automatically). Prepare the item for the user's stated delivery method (hold for pickup, place on course reserve, etc.).

Next, click on the Send Email button and select one of the following emails, depending upon the user's delivery preference:

• Acq Purchase Request Received: updates the request to finished and notifies user that item has arrived and is on the hold shelf or in the collection.
• Acq Purchase Request on Reserve: updates the request to finished and notifies user that item has arrived and has been placed on the reserve shelf according to user's instructions.

This completes the GIST workflow.

ILLiad allows you to search for both requests and users from within the Home ribbon. You can access the Home ribbon at any time, and search results will always open in a new tab so you don't lose your place.

You can search for requests using the following criteria:

• Number: search by transaction number.
• User Information: search by username, first name, or last name.
• Citation Information: title, author, or call number.

You can also limit your search a few different ways.

If you want a more detailed search, click on the Custom Request Search button.

This provides a powerful interface that allows you to search through all of the transaction, user, and tracking fields.

You can save your custom searches to reuse them in the future.

You can search for user accounts using the following criteria:

• Username
• Name
• ID

If you want a more detailed search, click on the Custom User Search button.

This provides a powerful interface that allows you to search through all of the user fields.

Once you have retrieved a user record, you can view the user's information.

Clicking on the Requests tab will display a list of all of the user's requests. To group the list by purchase requests, scroll to the right until you see the CitedTitle column. Then, click and drag the column header to the blue bar above.

You can also review the user's email history by clicking on the Email History tab. This will display all of the emails that have been sent to the user from within ILLiad, allowing you to double-check that notifications were successfully sent.

You can manually add purchase requests for users once you have opened their user record. Simply click on the Document Delivery button in the Home ribbon's Add Request group.

A blank request will appear. Be sure to do the following:

• Click on the Loan radio button in the General Request Information fields.
• In the Purchase? field, type “Purchase” to designate it as a purchase request (otherwise, it will not appear in the Awaiting Acqusitions Processing queue).
• In the Loan Info tab, enter as much bibliographic information as possible.
• Click on the Save button to create the request (closing the request will not create it).
• Click on the Route button and choose Awaiting Acquisitions Processing.
• Next, click on the OCLC tab. This allows you to search WorldCat to determine your local, CCD, or statewide holdings. For help searching OCLC, see the Atlas documentation (Note: you may want to talk with your ILLiad administrator to set up a CCD custom holdings group).