Libraries that subscribe to both Tipasa and WorldShare Management Services can streamline the ILL-circulation process and workflow with Tipasa and WorldShare Circulation integration. Librarians and staff who process ILL loans will no longer have to update WorldShare Circulation manually to create temporary items and patron holds, charge patron ILL fees, check out items that your library is lending, or check in items at the end of the loan period.
This topic provides details about how to set up Tipasa and WorldShare Circulation integration. All steps must be completed for the integration to work properly.
To set up the integration, you need access to the OCLC Service Configuration. If you do not have access, ask your WorldShare Management Services (WMS) administrator, systems librarian or staff member in charge of configuration to assist with access and setup.
Done | Service Configuration action | Descripción |
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Step 1: Policy considerations and setup | Prior to enabling integration, review your Circulation Policies and configure your shelving location and borrowing institution patron account. | |
Step 2: Enable WorldShare Circulation integration with Tipasa | Using the ILL Settings section in the WMS Circulation module of the OCLC Service Configuration, enable integration and enter information about the borrowing institution patron barcode, the desired temporary item holding location and shelving location, and optional patron fee policies for ILL materials. | |
Step 3: Edit your patron request form | Add a Patron ID field to your patron request form for patrons to enter their patron barcode. This entry connects the request to the patron account and creates a hold request in WorldShare Circulation. | |
Step 4: Activate integration | After you have completed the above steps, activate Tipasa and WorldShare Circulation integration. |
The following circulation policies can be set in the WMS Circulation module or the WorldShare ILL module of Service Configuration.
Determine the Item Holding Location and Shelving Location to be used for temporary items created in WorldShare Circulation. This will determine which Circulation policies will be invoked for ILL requests as well as the location where the temporary item is checked in and the branch where holds are fulfilled. This location will be entered into the ILL Settings section of the WorldShare Circulation module of the Service Configuration in Step 2.
Based on the chosen Holding Location and Shelving Location, review the following Circulation policies:
Policy | Considerations |
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Determine which notifications to send to patrons.
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Tipasa renewals will not be automatically reflected in Circulation. To prevent patrons from being able to renew items in WorldCat Discovery, set the Renew Time Limit to zero (0). To allow patrons to renew requests in My Account, see Patron Request Management. |
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Determine billing, loan periods, renewals, and recalls for ILL items. Note: At checkout, the Due date will revert to the more restrictive of either the Circulation Policy or the due date of the ILL request. |
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Bill Reason |
Set up a Bill Reason to indicate the patron is being billed for ILL items. For ILL fees to be assessed, the associated Bill Reason must be set to Applies to anything under the Associated With setting. |
Determine pick-up notice and hold shelf expiration date for ILL items. Note: When received, the hold expiration date will be the more restrictive of either the Hold Fulfillment Policy or the Tipasa patron Due date. |
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Hold Pickup Locations Map |
Tipasa integration allows libraries to choose Registry branches as pickup locations. If no pickup location is selected in the request or the pickup location in the request is not a WMS branch, then Circulation’s hold request will default to using the patron’s home branch as the pickup location. Ensure that holds created by Tipasa have valid pickup locations by including a row in the Hold Pickup Locations Map where the Holding Location is the WS ILL location, Shelving Location is set to All, and all patron home branches are represented in the Default Pickup Locations and/or Alternatives Pickup Locations. |
Create a borrowing institution patron account in order to check-out materials that will be lent to other institutions via Tipasa.
When lending materials, you will use this account to check out your items to borrowing libraries. When viewing the item in WorldShare Circulation, the Item Details will include the Request ID and the borrowing institution for additional reference.
Policy | Considerations |
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If desired, set up notifications for overdue materials to go to your borrowing institution patron account. Determine which notifications should be sent to the borrowing institution. Tipasa notices will be sent to the email address of the borrowing institution.
Circulation notices will be sent to the email address included on the institution patron account set up by your institution. |
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Verify the settings for the Patron Type assigned to your borrowing institution patron account. Note: All limits should be set to No Limit to avoid the account being blocked. |
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Determine billing, loan periods, renewals, and recalls for ILL items. Note: The Due date will use the date specified by the lender in the ILL Request. |
Use the ILL Settings section in the OCLC Service Configuration to enter settings related to Circulation information to be used with the Tipasa integration.
Campo | Descripción |
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Borrowing Institution Patron Barcode | The barcode for the borrowing institution patron account created in Step 1. This barcode is used when items are checked out to be lent to borrowing institutions in Tipasa. |
Temporary Item Holding Location |
Designate the Hold Location for temporary items created within WorldShare Circulation. Items will be held at the designated location and may need to be routed to the patron's specified pick-up branch location. |
Temporary Item Shelving Location |
Designate the Item Shelving Location for temporary items created within WorldShare Circulation. Temporary items will be created at the designated location. |
Note: These settings are required for integration with both borrowing and lending in Tipasa.
Campo | Descripción |
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Patron Policy | Policies based on patron account limitations. See Patron Type Policy for more information. |
Service Type | Determine whether this policy is applicable to Loan or Copy requests. |
Bill Reason |
Indicate which Bill Reason to apply to this policy. For ILL fees to be assessed, the associated Bill Reason must be set to Applies to anything under the Associated With setting. See Bill Reason for more information. |
Fee Type |
Determine which type of fee to assess:
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Fee Amount |
This amount is charged to the patron regardless of the lending library's charge. If you do not wish to assess a patron bill in certain cases, set:
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Lending Charge Alternative |
Set the fixed fee amount if the currency of the lending charge differs from your local WMS currency. If you do not wish to assess a patron bill in certain cases, set:
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To use the integration with the Patron Request Form:
You must have your Patron Request Form configured with the Patron ID as a required and not editable field so that patrons are required to enter their patron barcode when submitting ILL requests. If you do not already have this field configured, complete the steps below. For additional information about editing the Patron Request Form, see Configure your patron request forms.
To use the integration without the Patron Request Form:
If you do not use the patron request form to allow patrons to create their own requests, staff can supply the patron ID in the ILL request screen to trigger Tipasa-Circulation integration.
After you have completed the above steps, activate Tipasa and WorldShare Circulation integration.
Caution: Activating features on this page is the final step. Integration will be active based on the configured settings after this page is saved.
Configuration | Descripción |
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Create circulation item record on received | When the item is marked as Received in Tipasa, the temporary item is created in WorldShare Circulation. |
Use supplier's shipped item barcode |
The supplier's shipped item barcode is the barcode of the item as entered by the lending library into the request. If enabled, the supplier's barcode is automatically updated in the Temporary barcode field of the borrowing request. Note: The supplier's barcode can be overwritten in the request. If the supplier does not enter a barcode in the request, you will need to manually enter one when receiving the item. You can select whichever value you would like for the barcode, such as the barcode on the item or the Interlibrary Loan Request ID. |
Use request ID as item barcode | The request ID is a unique number assigned to your ILL request after it is submitted. If enabled, the request ID is automatically updated in the Temporary barcode field of the borrowing request. Note: The supplier's barcode can be overwritten in the request. |
Check in item on returned | When the item is updated to Returned in Tipasa, the temporary item is checked into WorldShare Circulation. |
Charge patron on shipped | Automatically assess a patron fee when the lending library marks a request as Shipped / In Transit. |
Configuration | Descripción |
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Check out item on shipped | When Tipasa staff reply Yes to a request, the item is checked out to the borrowing institution patron account in WorldShare Circulation. |
Check in item on check in | When the item is Checked in/Complete in Tipasa, it is checked in and appears available in WorldShare Circulation. |