Borrowing Workflow Overview
Welcome to the heart of interlibrary loan! The Borrowing workflow is where you'll help your patrons get the materials they need from other libraries. Whether you're tracking down that obscure dissertation for a graduate student or finding the perfect article for faculty research, this is where the magic happens.
What Borrowing Is All About
Think of borrowing as being a professional matchmaker - you're connecting your patrons with materials from libraries around the world. Every request that comes through represents someone's research, learning, or curiosity, and you're the key to making it happen.
The borrowing workflow follows a natural progression, much like tracking a package from order to delivery. Your patron submits a request, you review and send it out to potential lenders, wait for a library to say "yes," track the item as it travels to you, check it in when it arrives, let your patron know their treasure has arrived, manage the loan period, and eventually send it back home. Each step flows logically into the next, and the Staff Web Client keeps everything organized for you.
If you need to do direct OCLC requesting, ISO messaging, or Z39.50 searching, you'll want to use the Windows client for those tasks. The Web Client focuses on the day-to-day processing that makes up most of your borrowing work.
Finding Your Way Around
When you click into the Borrowing section from your main navigation, you'll find everything organized to match your workflow. The main areas include your borrowing queues (where requests live based on their current status), the receives section (for processing incoming materials), returns management (for sending items back), and search functionality (for finding specific requests quickly).
Understanding Your Queues
Queues are the backbone of borrowing organization. Think of them as smart folders that automatically organize your requests based on what needs to happen next. You'll spend most of your time in a few key queues:
The Awaiting Request Processing queue is your inbox for new patron requests. This is where fresh submissions land, waiting for your expert touch. Similarly, Awaiting Post Receipt Processing holds items that lenders have shipped - they're on their way and will need to be checked in when they arrive. And when it's time to send materials back, you'll find them in Awaiting Return Label Printing.
Other queues track requests as they move through the process. In Transit from Lender shows what's currently making its way to your library. Checked Out to Customer keeps tabs on what your patrons currently have. Awaiting Customer Contact flags items that are ready for pickup but haven't been collected yet.
One of the best things about the borrowing workflow? It works beautifully on tablets and phones. Process returns at the book drop, check in items right at the loading dock, or update statuses while helping patrons in the stacks. The interface adapts perfectly to whatever device you're using.
Power Features That Make Life Easier
Batch Processing: Your Time-Saving Superpower
Why process one item when you can handle twenty in the same time? Batch processing is like having a assistant. When that delivery arrives with multiple ILL packages, use batch receive to check them all in at once. Need to print labels for everything going back to OCLC today? Batch print has you covered. Moving a group of requests to a different processor? Batch route makes it happen in seconds.
Print Management That Actually Works
Gone are the days of wrestling with print templates. The new print system knows exactly what you need and when. Receive labels for newly arrived items, book bands with patron and return information, return labels for items heading back, and pull slips for retrieving held items - everything prints cleanly and consistently.
Visual Cues That Guide Your Work
The system uses smart visual indicators to help you prioritize at a glance. Color coding shows you status instantly - no need to read tiny text to know what's urgent. The flag system lets you mark items that need special handling. Rush requests stand out so they get the attention they deserve. Due dates are prominently displayed to prevent any surprises.
Your Daily Borrowing Rhythm
Every library develops its own workflow rhythm, but here's a typical day in the life of borrowing:
Starting Strong
Your morning probably begins by checking the Awaiting Post Receipt Processing queue. What arrived overnight? Process these deliveries first - patrons are eagerly waiting! Print your receive labels in a batch (much faster than one by one), then send out those "your item has arrived" notifications that make patrons' days.
Keeping the Flow Going
Throughout the day, you're juggling multiple tasks. New requests need review and routing. Patrons call or email with questions about their requests. Renewal requests pop up and need quick decisions. The key is staying on top of each queue so nothing stagnates.
Wrapping Up Right
Before heading home, take a few minutes to check for items due back to lenders. Print return labels for tomorrow's shipment. Update the status on anything you've shipped today. Clear out completed transactions to keep your queues clean. This end-of-day routine sets you up for a smooth tomorrow.
Mobile Moments
Some tasks are perfect for mobile processing. Scanning barcodes at the receiving dock using your tablet's camera. Updating statuses while walking through the library. Checking due dates during a patron consultation. Sending quick notifications between other tasks. The mobile interface makes these micro-workflows seamless.
Notice how the request grid transforms into easy-to-read cards on your phone? That's responsive design at work. Every screen adapts to give you the best possible experience on whatever device you're using.
Playing Nice with Other Modules
Borrowing doesn't exist in isolation - it connects smoothly with other parts of ILLiad:
Circulation Integration
When you receive an item, it flows naturally into circulation. Due dates calculate automatically based on your policies. Renewals process through the same system. If you use fines, they integrate seamlessly. It's all connected, so you're not duplicating effort.
Document Delivery Crossover
Sometimes an article request becomes a loan, or vice versa. The system handles these transitions gracefully. Electronic delivery options appear when appropriate. Notifications work the same regardless of format. Your patrons get what they need without you having to jump through hoops.
User Management Connections
Every borrowing request connects to a patron record. You can see their full request history, check their account standing, add notes for future reference, and manage their borrowing privileges - all from within the borrowing workflow.
Understanding Permissions
Not everyone needs access to everything, and the permission system reflects that. Here's how borrowing permissions typically break down:
Staff with full borrowing access can do it all - process any request, manage billing, cancel requests when needed, and override blocks when appropriate. Those with limited access might only view requests and work with specific queues, without touching billing or cancellations. Receiving specialists focus on incoming materials - processing arrivals, printing labels, and updating statuses.
If features seem to be missing from your interface, it's probably a permissions thing. Your Staff Manager can adjust your access level to match your responsibilities.
Working Smarter, Not Harder
Efficiency Secrets
The fastest processors know these tricks: Tab and Enter keys are your friends for flying through forms. Escape closes dialogs instantly - no hunting for the X button. Customize your grid columns to show what matters most to you. Save your favorite sort orders and filters. Set up templates for common note scenarios.
When using mobile devices, embrace landscape mode for barcode scanning. Good lighting makes all the difference for camera scanning. Keep that lens clean - a smudged camera means failed scans. Trust the auto-focus, but hold steady for best results.
Quality Never Goes Out of Style
Speed matters, but accuracy matters more. Always verify that ISBN matches what you ordered. Check condition notes - "slight water damage" might matter to your patron. Confirm patron information before that notification goes out. Document anything unusual in the notes. Future you will thank present you for good documentation.
Communication Is Key
Great borrowing staff are great communicators. Build a library of note templates for common situations. Update patrons promptly - they're anxiously waiting for news. Document any quirks with lending libraries for future reference. Flag items for your supervisor when you need backup. Clear communication prevents problems and builds trust.
When Things Go Sideways
Even in the best workflows, hiccups happen. Here's how to handle the common ones:
When barcodes won't scan, first check the barcode itself - is it wrinkled or faded? Try different angles to avoid glare. When all else fails, manual entry works fine. If your camera's not cooperating, give the lens a quick clean.
Print problems usually have simple solutions. Double-check you've selected the right template. Make sure your printer is actually connected and online. Preview before printing to catch layout issues. If jobs are piling up, clear the print queue and start fresh.
Feeling lost about a request's status? The transaction history tells the whole story. Every status change is logged with timestamps. Check what actions have been taken and by whom. When in doubt, your supervisor can see additional details.
Ready to Dive In?
The best way to learn borrowing is by doing. Start with these guides in order:
- Checking In Items - Master the receiving process and get items ready for patrons
- Processing Requests - Learn to manage requests from submission to fulfillment
- Managing Returns - Handle the full cycle by sending items back efficiently
- Billing Integration - Process charges and fees when they apply
Ask your supervisor about training mode - it's a safe space where you can practice every aspect of borrowing without affecting real requests. Make all the mistakes you want while you're learning!
Level Up Your Skills
Once you're comfortable with the basics, these resources will make you a power user:
- Search Functionality - Become a finding wizard with advanced search techniques
- Print Management - Customize printing to match your workflow perfectly
- Keyboard Shortcuts - Speed through tasks like a pro
Remember, every borrowing request you process connects someone with knowledge they need. Whether it's a student finishing their thesis, a researcher breaking new ground, or a curious mind exploring new topics, you're making it possible. Welcome to borrowing - where library magic happens every day!
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