(Go-Live) Recommended Renew Workflow for VDX Requests

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Recommendation

Renewal workflows for VDX requests do not require harmonization across campuses, and should be left for local teams to determine how best to handle the renewals. The Fulfillment and ILL FG has provided two workflow options for the new-to-alma campuses to consider when choosing a workflow that best suits their needs. Existing Alma campuses may elect to continue with their current workflows, or adopt one of the two workflows from UCD and UCSB described below.

UCSB has also provided their current workflow being used during COVID, because the UCSB ILL staff believe it can be a process to handle renewal requests for materials borrowed from WSILL lenders after SILS go-live.

Background

There will be two ways, potentially, that users can request a loan renewal:

• Through My ILL Request, which will simply send an email to the ILL borrowing unit, which will need to manually handle the renewal in VDX and Alma.

• Through Alma, in which case there is no good mechanism for informing the ILL unit. Different solutions have been tried

Recommended Workflows

UCD

We allow the patrons to renew in Alma. There are two steps toward facilitating that.

1. Fulfillment Configuration> Other Settings> Ignore Lender Due Date setting: Set “ignore_lender_due_date” to True

2. Configure temporary item creation rules for NCIP partners:

   1. https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/080Configuring_Fulfillment/090Resource_Sharing?uxp=true

   2. For example: UCD uses three temporary item creation rules

In parallel with allowing patrons to renew their material in Alma, we batch auto renew in VDX until the patron returns the item.

1. Identify transactions approaching due date.

   1. You can either do a date-range search in VDX

   2. or you can use the Jasper report developed by Ralph at OCLC.

      1. https://ucill.vdxhost.com:11000/login.html

      2. login: ucill password: sT4t157ics

      3. Use report: root>oclc>reports>UCILL>Requested Items Approaching Due Date

   3. Identify transactions with No Renewal, Overdue, and Recalled status and recall them in Alma.

   4. Renew everything else in a batch.

UCSB

Disable Alma renew and have patron renew in My ILL Requests. (To Disable Renew, make sure Ignore Lender Due Date is set to False. Configuration Path: Fulfillment Configuration> Other Settings> Ignore Lender Due Date)

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