Shared Server Support

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ILLiad Shared Server is a way for multiple related institutions to share a single ILLiad server. Shared Server Support is designed for institutions that wish to share one database with multiple Interlibrary Loan or Document Delivery processing locations and have each location running ILLiad using their own settings and preferences.

Upgrading to a Shared Server ILLiad System and/or Adding Sites

Institutions currently using Single Server ILLiad Systems that wish to upgrade to Shared Server ILLiad Systems, and institutions that are already using Shared Server ILLiad systems that wish to add new sites to the system, should contact OCLC Sales to deal with any contractual issues regarding the change. Once the appropriate contractual amendments have been made, OCLC will contact Atlas Systems, Inc. to perform the upgrade and/or site addition. Atlas will coordinate this relatively major ILLiad database change with the institution in question.

Original ILLiad licensees with contracts through Atlas Systems, Inc. would still contact Atlas Systems, Inc. directly for information about setting up additional sites in a shared server environment.

OCLCPrimaryLendingDownload Customization Key

This customization key designates which site should be the primary Lending site in a Shared Server ILLiad system that is using shared OCLC symbols. 

Note: This key does not exist by default. When created for a Shared Server ILLiad system with multiple sites sharing an OCLC symbol, it should be created ONLY for the site that is to be designated as the Primary Lending Download site.

  • If each site has its own OCLC symbol, this key is not needed. 
  • If 3 sites on a given server share an OCLC symbol, ONE of those sites needs this key.
  • If 3 sites on a given server share an OCLC symbol, and 3 OTHER sites share a second OCLC symbol, ONE site in each of the two batches of sites needs this key.

Adding the OCLCPrimaryLendingDownload Key

You can add this key by navigating to the Customization table and adding a new line by clicking New Record. The Customization table found under System | General | Customization.

CustKeyOCLCPrimaryLendingDownload
ValueYes
NVTGC*ILL (enter the symbol for the primary site)
Description

Is this site the primary site for downloading OCLC requests for that symbol?

AdminCatSystem
AdminKeyOCLC
AdminTypeYesNo

 

You can also run a script on your database to insert this key:

An Explanation of the ILLiad NVTGC Field

The NVTGC field is unique in that it can designate 2 types of functionality: Site/Affiliation (NVTGC) vs. Delivery Location.

  • Site/Affiliation: A location which will be a fully operational ILL unit, processing borrowing & doc del for its users and lending request from its collection.
    • One ILLiad instance can have multiple Sites. 
    • Each Site will have all ILLiad functionality. 
    • A Site can have multiple Delivery Locations.
    • This type of NVTGC will display as a list of processing centers options when you log-into the Client. 
  • Delivery Location: A location designated strictly for patron pick-up and return of print materials.
    • Email notifications can be customized to reflect information unique to each Delivery Locations such as hours and phone number. 
    • Once you have logged into the client, the system will limit you to viewing only those requests and users Delivery Locations configured for that Site.  In most cases, the Site/Affiliation NVTGC code will be replicated here.
    • There is not a direct way to view which NVTGC codes are configured only as Delivery Locations in the Client or the Customization Manager. We can provided a list for you though.

This design was built under the assumption that each Site on ILLiad instance would have disparate Delivery Locations because they are serving disparate user groups. For example

  • Upland University has 3 Sites on its ILLiad instance: Main, Medical, and Law. 
    • Main library has Delivery Locations Engineering, Music and Architecture.
    • Medical has Delivery Locations Med Library and Research Annex.
    • Law has one Delivery Location at the Law Library.

If you have Delivery Locations that are shared across the Site/Affiliation location, you will need to add new Delivery Location configurations FOR each Site WITHIN each Site. Here's an example of what I mean by that:

  • Upland University ILLiad has 5 Sites which are all also potential Delivery Locations: Main Library (MAIN), Medical Library (MED), East Campus (EAST), Downtown Campus (DTWN), Alpine Research Center (MTN). The Medical Library also has an additional Delivery Location (Research Annex-ANNX) that is only accessible to Medical Library patrons. The following Delivery Locations would need to be created.
    • NVTGC: MAIN
      • Delivery Locations
        • MAIN-MAIN
        • MAIN-MED
        • MAIN-EAST
        • MAIN-DTWN
        • MAIN-MTN
    • NVTGC: MED
      • Delivery Locations
        • MED-MAIN
        • MED-MED
        • MED-EAST
        • MED-DTWN
        • MED-MTN
        • MED-ANNX
    • NVTGC: EAST
      • Delivery Locations
        • EAST-MAIN
        • EAST-MED
        • EAST-EAST
        • EAST-DTWN
        • EAST-MTN
    • NVTGC: DTWN
      • Delivery Locations
        • DTWN-MAIN
        • DTWN-MED
        • DTWN-EAST
        • DTWN-DTWN
        • DTWN-MTN
    • NVTGC: MTN
      • Delivery Locations
        • MTN-MAIN
        • MTN-MED
        • MTN-EAST
        • MTN-DTWN
        • MTN-MTN
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In order to add delivery locations to the ILLiad system, a script will need to be run. This script will create the necessary database entries for any new delivery locations. Information about that process can be found here: Adding Delivery Locations.


Implications for User Records

The user record will always have an NVTGC value which assigns the user to a Site/Affiliation and all the subsequent requests would only be view-able when logging in the Client with that symbol. If the Site has just one Delivery Location, the user record will have an NVTGC value, serving both purposes of Site/Affiliation & Delivery Location. When a site has multiple Delivery Locations, the user is restricted to the Delivery Location options that are configured for his/her NVTGC. However, in the Client User Record ALL DELIVERY LOCATIONS will display in the Location field regardless of the Site/Affiliation under which the Client is viewing. 

The configuration of your web pages determines how the NVTGC value is assigned to user records. See our documentation or contact your support representative for more information on this configuration.

For a further explanation of the NVTGC Field, including the history of the field's creation and its important use and function, see the following PDF file:

The NVTGC Field in ILLiad