Document Delivery Workflow

ILLiad’s Document Delivery (Doc Del) Module is useful for distance education or paging services, however, it is not a fully mature module, for example, CopyTitleToClipboard is not a feature available in the Doc Del module. ILLiad Version 8 promises to significantly improve the Doc Del workflow, however, there are several things you can do to improve the Doc Del operation. Most important is the service design, then it’s the use of the Odyssey Helper and the AutoHotKey macro program, and finally, customizing print files, email routing, and routings to streamline or customize workflow.

Service design is important because what service offerings we provide our users, how we segment the service discovery, and policies can make critical challenges to a smooth operation.

If your faculty has a unique user status in ILLiad, customizing ILLiad web pages to that status type can limit offering a free copying/scanning or paging library service to only their accounts. For more information, see the ILLiad Knowledge Base.

Note: For marketing, you can also use ILLiad’s web alerts and direct market the service to a specified user status.

If you have distance education students, you can utilize the DeliveryMe field with value “Mail To Address“ to perform the function of letting staff know to handle this item differently from “Hold for Pickup” (Also, ILLiad has custom email templates for Mail To Address notices in Doc Del and Borrowing) However, by creating a distinct status “DE-UG” for distance education undergraduate, you can also customize the request, main menu, alerts, policies and routings.

Note: Although DE-UG is cryptic, you can set the web page to display a human readable term “Distance Education Undergraduate.” Making short statuses makes helps with various graphs, reports, and staff displays and custom searches.

You can adapt the Doc Del module to offer other types of request services, such as; electronic or print reserve requests, purchase requests, etc. If you give these types of requests separate DocType fields, routings can handle placing them in various queues and processes; DocType can also be flags on the various word templates or emails. For more information, see the ILLiad Knowledge Base.

These take a little longer to implement, but will save you lots of time (and sometimes money) in the long run.

• Email routing - True time savers: contact patrons with custom messages, while updating the status of requests at the same time
• Word templates - Use your (hopefully post-consumer content) paper more effectively

Unessential, but these cool tips can do wonders for your workflow.

• Clearing up stale requests - Tidy up your queues by getting rid of old requests
• Dual monitors - The best thing since sliced bread

• Document Delivery