Request Details

Until the request is actually transmitted this refers to the status of the request. Once a message has been transmitted this refers to the status of the current ILL request message. An End User’s request can be Un-authorised by the ILL Administrator if the request should not go ahead. When a request is authorised and picked up by a driver it’s Status is Processed. The request can be submitted as "To Be Authorised" if you wish to have the system build the rota automatically, or the request can be submitted as "for manual authorisation" if you wish to enter rota locations manually.

See also Authorisation Statuses.

E.g Loan, Copy non returnable. If first choice cannot be supplied, other choices will be used in order of preference. The default for the item format (as set up in Windows Admin Client) will be displayed. Override (or add additional preferences) by selecting from the pull-down boxes.

Note that for communication with the British Library, Service Types are cumulative and not alternatives.

E.g. Printed. If first choice cannot be supplied, other choices will be used in order of preference. Leave blank if the default media type preferences from the ILL User Location default record are required. Override (or add additional preferences) by selecting from the pull-down boxes.

Whereas Item Format is derived from the bibliographic record, Media Type specifies how the requested item should be delivered to the patron/end user. For instance, the patron/end user may locate a Printed Journal, but actually be asking for a Photocopy or machine readable version.

The copyright agreement existing between the End User and the Borrower (Requester) Location. Defaulted value set by User Location Defaults. Copyright fields only available for certain Item Formats: Article Online, Article Printed, Ejournal, Part of Book, Patent, Print Journal, Report, Thesis.

Enter a local request number that you may wish to use in addition to the request number allocated by VDX. You will be able to search for requests using this number.

The title of the requested item. Up to 2000 chars. This is the title of the Book, Book on CD/Tape, Braille Book, Part of Book, Patent, Report.

Subtitle of the requested item. Up to 2000 chars.

Primary author of requested item. Up to 2000 chars.

Series Title Up to 2000 chars.

Sponsoring body, for example when cataloguing items that are conference proceedings. Up to 2000 chars.

Publisher name. Up to 240 chars.

Place of publication of the requested item. Up to 240 chars.

Free text publication date of the requested item. Up to 240 chars.

Edition statement of the requested item. Up to 240 chars.

Physical description details, e.g. 320 p. : ill.

ISBN of the requested item. Note there is no form of validation performed on the ISBN. This is to accommodate new 13 character ISBNs for example.

The volume number details if present.

Enter the universal Product Code or EAN) . This is the barcode that can be used to uniquely identify CDs etc.

Classification. Up to 240 chars.

The item note is treated as being part of the bibliographic description of the requested item It is displayed wherever the request’s bibliographic details are displayed. It is always sent as part of the Request message to all lenders in the rota.
Up to 2000 characters can be sent and it can be used to to send important additional item information, for example 'Large Print Version' or 'First Edition Only' or to indicate that the Visually Impaired declaration form is completed, signed and on your files. These are notes attached to the ILL request – both outgoing from borrower (requester) and incoming from lenders (responders).
It is displayed on the brief request display under the heading 'notes' and on the full display under the heading 'item note'.  

Enter a local request number that you may wish to use in addition to the request number allocated by VDX. You will be able to search for requests using this number.

Up to 2000 chars. This is the journal title of a serial.

Publisher name. Up to 240 chars.

ISSN of the requested item. Up to 240 chars.

Enter issue details directly. Up to 2000 chars.

Enter the date of publication for a specific volume / issue.

Classification. Up to 240 chars.

Title details of an Article/Paper/Part/Chapter.

Author details of the Article/Paper/Part/Chapter.

Pagination of Article/Part/Paper/Chapter. Up to 240 chars.

Other unique details - free text, e.g. CODEN. Up to 2000 chars.

Verification source, free text. Up to 2000 chars. Usually this is automatically populated with the name of the database where the bibliographic details were retrieved.

Use Item Note to send the lender important additional item information like 'Large Print Version' or 'First Edition Only' or to indicate that the Visually Impaired declaration form is completed, signed and on your files.

Our local number - enter a local request number that you may wish to use in addition to the request number allocated by VDX. You will be able to search for requests using this number.

Up to 2000 chars. This is the title of the work, e.g. String quintet no. 1, A major, op. 18.

The statement of responsibility, e.g. Mendelssohn-Bartholdy, Felix. This is stored in the database the same as 'Author'.

Series Title Up to 2000 chars.

Sponsoring body, for example when cataloguing items that are conference proceedings. Up to 2000 chars.

Publisher name. Up to 240 chars.

Place of publication of the requested item. Up to 240 chars.

Free text publication date of the requested item. Up to 240 chars.

Edition statement of the requested item. Up to 240 chars.

Physical description details, e.g. 5 parts.

International Standard Music Number if available. Free text, up to 240 chars.

ISBN of the requested item. Note there is no form of validation performed on the ISBN. This is to accommodate new 13 character ISBNs for example.

Volume details if present.

Classification. Up to 240 chars.

Opus number, e.g. no.1.

The key signature the music is written in, e.g. A major.

A list of the instruments the music is written for, e.g. For string trio and harp.

Scope or version, e.g. Libretto.

Can be selected from the drop down, e.g. Miniature score.

Standard or Tabbed are available from the drop down.

Number of copies e.g. of a vocal score. A number up to 5 characters.

Enter a local request number that you may wish to use in addition to the request number allocated by VDX. You will be able to search for requests using this number.

The title of the requested item. Up to 2000 chars. This is the title of the Book, Book on CD/Tape, Braille Book, Part of Book, Patent, Report.

Subtitle of the requested item. Up to 2000 chars.

The director, producer, cast etc of the requested item. Up to 2000 chars. This is stored in the database the same as 'Author'.

Series Title Up to 2000 chars.

Studio / Publisher name. Up to 240 chars.

Place of publication of the requested item. Up to 240 chars.

Free text publication date of the requested item. Up to 240 chars.

Edition statement of the requested item. Up to 240 chars.

Physical description details, e.g. 2 video discs.

ISBN of the requested item. Note there is no form of validation performed on the ISBN. This is to accommodate new 13 character ISBNs for example.

The volume number details if present.

Enter the universal Product Code or EAN) . This is the barcode that can be used to uniquely identify CDs etc.

Classification. Up to 240 chars.

The item note is treated as being part of the bibliographic description of the requested item It is displayed wherever the request’s bibliographic details are displayed. It is always sent as part of the Request message to all lenders in the rota.
Up to 2000 characters can be sent and it can be used to to send important additional item information, for example 'Large Print Version' or 'First Edition Only' or to indicate that the Visually Impaired declaration form is completed, signed and on your files. These are notes attached to the ILL request – both outgoing from borrower (requester) and incoming from lenders (responders).
It is displayed on the brief request display under the heading 'notes' and on the full display under the heading 'item note'.  

Enter a local request number that you may wish to use in addition to the request number allocated by VDX. You will be able to search for requests using this number.

The title of the requested item. Up to 2000 chars. This is the title of the Book, Book on CD/Tape, Braille Book, Part of Book, Patent, Report.

Subtitle of the requested item. Up to 2000 chars.

Artist or Composer details for requested sound recording. Up to 2000 chars. This is stored in the database the same as 'Author'.

Series Title Up to 2000 chars.

Record label name.

Place of publication of the requested item. Up to 240 chars.

Free text publication date of the requested item. Up to 240 chars.

Edition statement of the requested item. Up to 240 chars.

Physical description details, e.g. 1 sound disc (56 min.) : digital.

ISBN of the requested item. Note there is no form of validation performed on the ISBN. This is to accommodate new 13 character ISBNs for example.

The volume number details if present.

Enter the universal Product Code or EAN) . This is the barcode that can be used to uniquely identify CDs etc.

Classification. Up to 240 chars.

The item note is treated as being part of the bibliographic description of the requested item It is displayed wherever the request’s bibliographic details are displayed. It is always sent as part of the Request message to all lenders in the rota.
Up to 2000 characters can be sent and it can be used to to send important additional item information, for example 'Large Print Version' or 'First Edition Only' or to indicate that the Visually Impaired declaration form is completed, signed and on your files. These are notes attached to the ILL request – both outgoing from borrower (requester) and incoming from lenders (responders).
It is displayed on the brief request display under the heading 'notes' and on the full display under the heading 'item note'.  

This is the location code of the location you have currently selected in the Rota. (Read only).

Description of the location.

Relates to the location you have currently selected in the Rota. Yes or No. Suspended locations can be added to the rotas of new requests. They will automatically be skipped if they are still suspended when the request attempts to move to them. Suspended locations will then be moved to the end of the rota and will be re-tried if they become available before the request reaches the end of its life.

VDX displays the control numbers and associated item numbers at the selected rota location.

A new control number can be added by placing the cursor in the input field, entering the control number and clicking on the 'Add' button.

To update an existing control number, highlight the control number to be updated and enter the amended control number in the input field. Click on the 'Update' button.

To delete an existing control number, highlight the control number to be deleted and clock on the 'Delete' button.

VDX will display the item numbers for the control numbers at the selected rota location.

The item number can be deleted by highlighting the item number to be deleted and clicking on the ' Delete' button

The item number can be updated by highlighting the item number to be updated so that the details appear in the 'selected item details' boxes.

Amend the details in the item box and click on the 'Update' button.

A new item number can be associated with a control number by highlighting the control number, entering the item number in the box below and clicking on the 'Add' button.

The shelf mark or call number where the item is physically located. Up to 240 chars. This field allows you to specify the actual call number for the currently selected rota location. This can be helpful as it informs the location of the item's physical whereabouts.

This field is usually populated from the holdings in the bibliographic record as a result of searching. A call number can be updated:

-Select the relevant control number and item number in the Control Number and Item Number boxes.

-Enter the revised call number in the Call Number field and click on the Update button.

A call number can be added. If no call number is provided you can manually enter one:

-Select the relevant Location in the Rota Details: Selected field.

-Enter the new call number directly in the Call Number field and click on the Add button.

The run of journal issues available for the current location in the rota. The docfind driver moves the rota position on to the next location that stocks the actual physical issue. Locations where chronology indicates the issue is not held may be rejected if the option to select locations is enabled (Windows Admin.Client - ILL User Location Defaults). Non editable field.

The run of years/months available for the current location in the rota. Locations where enumeration indicates the issue is not held may be rejected if the option to select locations by holdings is enabled (see Resource groups)

A private note that can only be seen by staff at your library.

The name of the user placing this request. This is the name of the ILL Administrator until you validate the actual end user for whom you are creating the request. The end user name then displays here. Non-editable field. Use Patron Barcode to edit.

The user’s email address may default from the user record. If not it can be entered (or it can be changed). Depending on how user alerting is configured, an email address may be required here so that an alerting email can be sent to the user. See System Administrators online help for configuration of User Alerting.

Level of service for the request, Standard, Fast, or Express. Values will normally be defaulted from ILL User Loc Defaults based upon the number of days between the date this request is placed to the stated Need-By-Date.

Whether the responder may place the item on hold if it is not currently available. Value may be defaulted from ILL User Loc Defaults: request service defaults.

Maximum cost Borrower is prepared to pay, format 0.00. Value may be defaulted from ILL User Loc Defaults: Request service defaults. Note: this field may or may not be visible depending on Permissions setting in Resource Groups.

Click the Calendar icon to choose a date the item is required by. Format dd-mmm-yyyy. Value may be defaulted from ILL User Loc Defaults.

Tells the system how to calculate the Expiry Date: