Docline Lending Requests
Overview
The DOCLINE lending requests integration allows you to seamlessly import pending lending requests from DOCLINE directly into your ILLiad system and keep DOCLINE updated with your processing status.
When you import lending requests, the system retrieves all pending requests from DOCLINE that are awaiting receipt confirmation, creates corresponding ILLiad transactions, and automatically acknowledges the import back to DOCLINE. You can then process these requests using your normal ILLiad lending workflow, and any status updates (shipped or cancelled) can be communicated back to DOCLINE.
DOCLINE requests are imported for the currently selected DOCLINE symbol into the currently logged in NVTGC. When updating DOCLINE requests, only updates made to requests in the current NVTGC will be applied.
Accessing Functions
The DOCLINE lending functions are located in the main ILLiad interface on the Lending ribbon tab within the DOCLINE Processing group. You'll see two primary buttons:
Import DOCLINE Requests - This button initiates the process of retrieving pending lending requests from DOCLINE and importing them into ILLiad.
Update DOCLINE Requests - This button sends status updates from ILLiad back to DOCLINE, including shipped and cancelled requests.
Both buttons are only enabled when you're properly authenticated with DOCLINE and your site has DOCLINE integration configured. If the buttons appear disabled, check your DOCLINE authentication status and site configuration.
Screenshot placeholder: Main ILLiad interface showing the Lending ribbon tab with DOCLINE Processing group and both import/update buttons highlighted
Import Process
Starting the Import
Click the "Import DOCLINE Requests" button to begin the import process. The system will show a wait cursor while it retrieves and processes requests, indicating the operation is in progress.
How Import Works
The system first retrieves all pending lending requests from DOCLINE that are awaiting receipt confirmation. Each request is then processed individually through these steps:
- Field Translation - DOCLINE fields are mapped to corresponding ILLiad fields using your configured field translations
- Validation - The system checks that required fields like the ILL number and requesting library are present
- Duplicate Check - Existing transactions are identified to prevent importing the same request twice
- Transaction Creation - Valid requests are created as new lending transactions in ILLiad
- Categorization - Requests are automatically categorized as Normal, Rush, or Urgent Patient Care based on service level
After successfully importing requests, the system automatically sends receipt confirmations back to DOCLINE, acknowledging that you've received and processed the requests.
Import Results
When the import completes, you'll see a detailed results dialog showing:
- Import Statistics - Count of normal, rush, and urgent requests imported
- Processing Summary - Number of requests skipped (duplicates) and any errors encountered
- Field Translation Issues - Any fields that couldn't be translated properly
- Receipt Confirmation - Confirmation that DOCLINE was notified of successful imports
Screenshot placeholder: Import results dialog showing statistics for imported requests including counts by priority level and any processing issues
If field translation errors occur, the dialog will list the specific field names that couldn't be mapped. These requests may still be imported, but you'll need to manually review and complete any missing information.
Review Process
After importing lending requests, you should review the newly created transactions to ensure all information was captured correctly and complete any missing details.
Finding Imported Requests
Imported DOCLINE lending requests appear as new transactions in the Awaiting Lending Request Processing, Awaiting RUSH Request Processing queues, or Awaiting Urgent Patient Care Processing depending on the service level defined in the DOCLINE request. Routing rules are applied to imported DOCLINE requests.
Screenshot placeholder: ILLiad transaction detail screen showing imported DOCLINE lending request with fields populated from import process
Status Updates
The status update process keeps DOCLINE informed about your processing decisions and shipping actions, maintaining synchronization between the two systems.
When Updates Are Sent
Status updates are sent when you use the "Update DOCLINE Requests" button. The system automatically identifies which requests need status updates by checking your recent processing activities for:
- Cancelled/Rejected Requests - Any lending requests you've marked as cancelled or rejected
- Shipped Requests - Any requests you've marked as filled or shipped
Update Process
Click the "Update DOCLINE Requests" button to send pending status updates to DOCLINE. The system will:
- Find Status Changes - Identify requests with new cancelled or shipped status
- Send Cancellations - Report rejected requests to DOCLINE with appropriate reason codes
- Send Shipments - Report filled/shipped requests to DOCLINE
Update Results
After the update process completes, you'll see a results dialog showing:
- Cancelled Requests - Number of rejection notifications sent to DOCLINE
- Shipped Requests - Number of fill/shipment notifications sent to DOCLINE
- Errors - Any requests that couldn't be updated (detailed information logged)
Screenshot placeholder: Update results dialog showing counts of cancelled and shipped requests sent to DOCLINE
If errors occur during the update process, the affected requests remain in the tracking system for retry on the next update cycle.
Batch Operations
Both import and update operations are designed to handle multiple requests efficiently
Best Practices
For optimal import and update processing:
- Regular Import Schedule - Import requests regularly to prevent large backlogs
- Timely Status Updates - Send updates promptly after processing decisions to maintain synchronization
- Review Before Large Imports - Check your field translations and configuration before importing large batches
Error Handling
The system includes comprehensive error handling to manage various issues that can occur during import and update operations.
Import Errors
During the import process, several types of errors may occur:
Field Translation Errors - These occur when DOCLINE fields can't be mapped to ILLiad fields using your configured translations. The request may still be imported, but you'll need to manually complete missing information.
Validation Errors - These happen when required fields like the ILL number or requesting library are missing from the DOCLINE request. Such requests are marked as errored and not imported.
Duplicate Detection - When a request already exists in ILLiad, it's marked as skipped rather than creating a duplicate transaction.
Database Errors - If there are issues creating the ILLiad transaction, the request is marked as errored and remains in DOCLINE for retry.
Update Errors
Status update errors typically involve:
Communication Errors - Network or authentication issues that prevent contacting DOCLINE. These requests remain in the update queue for retry.
Request Status Conflicts - If DOCLINE indicates a request has already been processed, the system treats this as successful rather than an error.
Error Recovery
The system is designed for automatic error recovery:
- Failed Imports - Problematic requests remain in DOCLINE and can be retried on the next import
- Failed Updates - Status changes remain in the tracking system for retry on the next update cycle
- Authentication Issues - The system automatically attempts to refresh authentication tokens when needed
Screenshot placeholder: Error details section of results dialog showing specific field translation errors and guidance for resolution
Troubleshooting
Import Issues
No Requests Imported
- Verify there are pending requests in DOCLINE awaiting receipt
- Check your DOCLINE authentication and library selection
- Review error messages in the results dialog for specific issues
- Confirm you have the correct DOCLINE symbol selected in the System tab
Field Translation Problems
- Review your field translation configuration to ensure DOCLINE fields map to valid ILLiad fields
- Check the technical documentation for field mapping requirements
- Test translations with a small batch before processing large imports
Missing Transaction Details
- Verify that required field translations are configured
- Check that the DOCLINE requests contain the expected field values
- Review field translation error messages for specific mapping issues
Update Issues
Status Updates Not Sent
- Confirm that requests have been processed through your normal ILLiad lending workflow
- Verify that the requesting transactions were originally imported from DOCLINE
- Check your authentication status with DOCLINE
- Confirm you have the correct DOCLINE symbol selected in the system tab
- Confirm you are logged into the NVTGC with the requests that have been updated
Authentication Problems
- Verify your DOCLINE API credentials are current and valid
- Check that your site configuration includes the required DOCLINE symbol
- Contact your system administrator if authentication continues to fail
Connectivity Issues
- Confirm your internet connection and ability to reach the DOCLINE API
- Check for any firewall or proxy settings that might block API calls
- Review error logs for specific network-related error messages
Getting Help
If you continue to experience issues:
- Check Error Logs - Review the detailed application logs for specific error messages and technical details
- Review Configuration - Verify your DOCLINE integration settings and field translations
Screenshot placeholder: ILLiad application log showing DOCLINE import/update activity with detailed error messages for troubleshooting purposes