When articles are imported into Electronic Delivery, they are routed to one of four possible queues: No ILL Number match, No Ariel Lender Match, Review or Print.

Odyssey articles will ALWAYS match an existing ILLiad transaction in the database and will thus ALWAYS display in either the Review or Print queues ready for image manipulation and/or delivery to the customer. Ariel articles may display in any of the above queues depending on the information sent with the article and the Ariel IP address information existing in the receiving institution's ElecDelAddresses table.

Transaction Number and ILL Matched

Depending on how the request was processed determines if the incoming document has been matched and is ready to be processed or if the ILL number or Ariel Lender Symbol needs to be matched. No matter what queue the article is imported into (i.e., No ILL Number match), each process will end up needing to follow the same steps for reviewing and printing.

Review and Print

Follow these steps when Awaiting Odyssey Processing items are downloaded and matched to transaction number which displays in the Review list in lower left of scanning form:

  1. Click transaction number in the Review or Print box to highlight the request and view in right hand viewing screen
  2. View/Edit Scanned document with Document Editing Features
  3. Click Deliver button in Processing Ribbon
    1. Item is loaded to and is accessible from patron’s web account
    2. Patron is automatically notified by email of item availability
    3. Item available until patron deletes or expiry date as set in Customization Manager
    4. Transaction updated to Complete in OCLC
    5. Transaction updated to Delivered to Web status in ILLiad
  4. Odyssey requests sent from an ILLiad server always match an existing TN
    1. No manual matching of electronic documents to existing transactions or IP addresses to Lender symbols is required.
      1. Odyssey requests sent from an Odyssey stand-alone machine may need to be matched to ILLiad transactions if information was entered incorrectly during the sending process
  5. Transaction in Delivered to Web status will remain available in the patron’s web account until:
    1. Clean Up date set in Customization Manager
    2. Deleted by Patron
  6. Automatically routed to Request Finished

No ILL Number Match

This queue contains articles that come in via Ariel with no resolvable ILL Number information in the Document ID field. Odyssey Documents will always have this information and should never need to be routed to this queue. These items need to be matched with an existing transaction record in ILLiad for processing to continue.

Selecting an Article

Click on an article in the No ILL Number Match queue. Items in this queue will appear with temporary filenames that look like this: Temp3 - 123.123.123.123

Temp3 in the above example is a*temporary file designation that indicates that the selected article has not yet been matched to an ILLiad Transaction number. 123.123.123.123 is the IP address for the Ariel machine that sent the article. Once the article is selected, both the article and its thumbnail images will appear in the Document area to the right.

Manipulating the Electronic Article to Determine Transaction or ILL Number

You can change the page that you are viewing by clicking on the appropriate thumbnail on the left side of the document pane. If the lender has sent a coversheet or an OCLC record, zoom in so that you can read it. This is done with the Zoom icon. You can zoom in or out, you can fit the selected page's height or width to the image window, or you can zoom to a specific percentage of the scanned document's size.

Matching the Article to an ILLiad Transaction

If you can see either the ILL Number or the ILLiad Transaction Number in the electronic article, you have the ability to assoicate the article with the appropriate ILLiad record by following the steps outlined below:

  1. Select the record in the No ILL Number Match list
    1. The document will load and Request Information will display on the right side of the screen
  2. Identify the TN or ILL number associated with the document
    1. The TN of ILL number may display in the Request Information section to the right of the No ILL Number Match list
    2. Otherwise, use the Zoom and other document display tools in the ribbon to view the document and identify the ILL number or Transaction Number from the document coversheet that was sent to you
    3. If you need to you can minimize the Electronic Delivery Processing window to return to the client in order to look at requests in the Request Sent queue or search by article title to find a transaction number
  3. Add the ILL number or TN to the box below the No ILL Number Match display window
  4. Click the Match ILL Number in the ribbon
    1. If the number matches, the transaction should move to the No Ariel Lender Match box and continue with the Lender selection process below
    2. If the number does not match, you will receive an error indicating that the request is in the wrong status (i.e. not Request Sent status). This may happen if the request has been cancelled or otherwise moved manually from Request Sent
      1. Minimize the Electronic Delivery window to return to the client and open the request and view the request status. You may need to investigate why the request was moved and determine if the document is still needed. For example, if the request was cancelled by the patron, you will not need to deliver the document
      2. If the document is still needed,
        1. Manually route the request back to Request Sent and close the request
        2. Return to the Electronic Delivery window and repeat the matching steps above
      3. If the document it not needed,
        1. Return to the Electronic Delivery window
        2. Select the document to remove in the No ILL Number Match window
        3. Click Delete in the ribbon
  5. Select the Lender
    1. This step may be skipped if the Lender information is linked to the document correctly
    2. If the Lender is not linked correctly, the list of lenders from the request will appear in Lender box
    3. Select that is indicated on the cover sheet or navigate to the Transaction to see the lender indicated in the Lender field
    4. Click the Attach Lender Info button in the ribbon
    5. The transaction number will display in the Review box
  6. Continue processing steps as outlined in the Transaction Number and ILL Matched section above
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Once an article has been successfully matched to an ILLiad transaction, the record will move to one of the three remaining queues.

No Ariel Lender Match

This queue is for articles that have been successfully matched to an ILLiad transaction number, but have been received from an unknown Ariel IP address. Once a Lender Symbol is matched to an Ariel IP address for the first time, this information is written to the ElecDelAddresses table in the ILLiad database. Subsequent articles from the same IP address will match the selected symbol upon reaching this stage of Electronic Delivery processing.

Odyssey documents will always have this information and should never need to be routed to this queue.

For articles in this queue, you will need to associate the lender symbol with the Ariel IP address for processing to continue. Items in this queue will appear with temporary filenames that look like this: 54321 - 123.123.123.123

54321 in the above example is the ILLiad Transaction Number for the selected article. 123.123.123.123 is the IP address for the Ariel machine that sent the article.

Matching an Ariel IP Address to a Lender Symbol

Click on an article in the No Ariel Lender Match queue. The lender string will be displayed beside the queue for that item. If the article you are checking in is an OCLC request, the ILLiad Connection Manager may have already selected the correct lender from the symbols in the lending string based on the downloaded shipped status in the OCLC record. If the item was requested using other means, or if the shipping institution has not yet been updated, choose the Lender from the Lender String by selecting the radio button next to the correct lender. Be sure to select the lending institution that actually provided the article.

If the item you are receiving was requested via Docline, the Lender symbol displayed will be the first lender from which the article was requested. This will not necessarily be the institution that actually provided the requested item. If the lender symbol does not match that of the actual provider of the request, type in the six digit Docline code for the institution providing the article in the box above the Search For Address button, and click the button. If the lender has sent a cover sheet, or any identifying information, zoom in so that you can read it with the Zoom button. Once you have specified the lending institution click Attach Lender Info. This will associate this Ariel address with this lender. Once it is successfully matched, the record will move to one of the two remaining queues.

You should only have to do this once for each Ariel IP address.

Continue processing steps as outlined in the Transaction Number and ILL Matched section above.