Service Configuration Guide
Last updated - 1/13/2017
© 2016 OCLC Online Computer Library Center, Inc.
6565 Kilgour Place
Dublin, OH 43017-3395
OCLC® users are hereby granted permission to reproduce this manual for their internal use.
Reproduction of substantial portions of this manual must contain the OCLC copyright notice.
Unless otherwise noted, all product and service names are registered trademarks or trademarks of OCLC.
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Contents
Contents
3
Introduction
6
Getting Started with OCLC Service Configuration
7
Sign in to Service Configuration
10
Create a WorldCat Account
12
Add an institution to configure
13
Verify or change your account information
14
My WorldCat.org
15
Full Text and Open Access Links
16
Full Text OpenURL Resolvers (outgoing requests)
17
Google Analytics (WorldCat Discovery only)
18
Holding Codes Translation Table
19
ILS Support and Maintenance
21
Local and Enhanced Content
22
OPAC Statuses, Locations and Circulation Policies
23
Place Hold/Request Buttons
26
Relevancy and Scoping
28
User Interface Options
30
Metasearch Content
Licensed Content and Databases
Inbound Links and A-Z
Full Text OpenURL Resolvers (incoming requests)
Mobile Client
36
37
39
40
42
Contact Information
43
Library URLs
44
WMS Circulation
45
WMS Circulation policy dependencies
46
Admin/General
50
Accruing Fines Policy
51
Default Locations
52
Deleted Items
53
Display Patron Information
54
History
55
Hold Fulfillment Preferences
57
Hold Priority
58
POS Printer Preferences
59
Replacement Cost
60
UI Preferences
61
UI Tax Policy
62
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Bill Reason
63
Bill Structure
65
Circulation Receipts
68
Debt Collection
71
Group Payment Policy
73
Hold Fulfillment Policy
74
Hold Fulfillment Policy Map
76
Hold Limit Matrix
78
Hold Limit Policy
80
Hold Request Policy
82
Hold Request Policy Map
85
Loan Limit Matrix
87
Loan Limit Policy
89
Loan Policy
91
Loan Policy Map
94
Location Policy
96
Long Overdue and Lost Policy
101
Notification Policy
103
Offline Client
107
Download and run the Offline Circulation client
108
Use the Offline Circulation client
112
Synchronize (upload) transactions
114
Offline client support
116
Patron Type Policy
117
Payment Method
120
Scheduling Policy
121
Scheduling Policy Map
123
SIP2 Configuration
125
SIP2 IP Address
129
WorldCat Registry
130
Authorized Users
131
Branches and Affiliates
132
Contacts
133
Create a New Institution
135
Currency and Locale
137
Identifiers
138
Map
141
Name and Location
142
Online Catalog
146
Open Hours
148
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Profile history
150
Profile Summary
151
Search
152
Virtual Reference
154
IP Addresses
Manage IP Addresses
WorldShare Interlibrary Loan
155
156
158
Borrower Data
159
Custom Holdings Groups
162
Custom Holdings Paths
164
Direct Request Profiles
165
Interlibrary Loan Options
169
Lender Data
171
Patron Request Workforms
173
Configure your patron request form
174
WorldCat Discovery Request Form
176
WorldCat Discovery Request Form Fields
179
Prime Advanced Workflows
181
Prime Notifications
182
Prime Patron Settings
183
Print Settings
184
Purchase Options
187
Web Service Keys
188
Manage Your Web Service Keys
189
Manage Your Web Service Key Requests
190
Request a Web Service Key
191
WMS Institution
192
Branch Opening Hours Override Settings
193
Institution Borrower Categories
194
Patron Custom Data
196
Article Exchange Custom
Article Exchange - Custom Configuration
OpenURL Resolvers
197
198
201
OpenURL Resolvers
202
Contact OCLC Support
204
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1
Introduction
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Getting Started with OCLC Service Configuration
OCLC® Service Configuration uses WorldCat Services account information to configure institution-related information. For
OCLC members, it also allows configuration of OCLC products and services.
Any user will be able to use WorldCat® Registry settings to configure institution information, but you may only see other OCLC
products and services to which you subscribe.
®
WorldCat Discovery
WorldCat Discovery Services provides a suite of cloud-based applications that brings the FirstSearch and WorldCat Local services together. Administrative settings for WorldCat Discovery are in OCLC Service Configuration; however, only specific settings are needed to configure WorldCat Discovery. Once you have your WorldCat Discovery URL, use the concise guide,
WorldCat Discovery settings and customizations, to lead you through the relevant modules to personalize your WorldCat Discovery interface and enable searchable content. Libraries will not use the FirstSearch administrative interface to manage
WorldCat Discovery.
Libraries that add for-free options to their WorldCat Discovery Service subscription have additional configuration settings. See
the WorldCat Discovery documentation page, WorldCat Discovery: Getting Started with Options, and this guide as needed.
WorldCat ® Local
Configure your WorldCat Local settings:
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Update your banner, custom links and display settings.
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Set the default sort order of your search results.
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Edit your local relevancy group.
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Specify the OpenURL resolvers that will display.
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Customize your Place Hold and Request buttons (WorldCat Local only).
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Define circulation and lending policies (WorldCat Local only).
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Customize your OCLC Holding Code Location information (WorldCat Local only).
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Display content or links to your end users.
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Supply a feedback e-mail address, and describe the level of system support you provide.
Metasearch Content
Select and organize databases that your users can search.
Global Policies
Set your general resource sharing policies and charges.
Mobile Client
Set up contact information for your WorldCat Mobile users.
EasyBib
Export data to EasyBib (subscription service).
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WorldShare™ Management Services (WMS) Circulation
Configure your Circulation settings for WMS:
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Set patron types for your users.
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Add location policies for branch locations of your library.
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Set loan limits for your patrons.
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Set loan policies for your users.
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Set up non-standard billing reasons.
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Select any billing payment methods that your library accepts.
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Set up billing structures for your users.
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Set hold limits for items.
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Set hold policies for items.
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Add branch locations for your site.
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Add and edit e-mail notifications for your site.
WorldCat ® Registry
Configure and maintain a profile that defines your institutional identity, to enable all web users access to your institution's services and set relevant data for other OCLC products.
Configure your WorldCat Registry settings:
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Create a new institution
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Update or add directory-style information such as name, home page and identifiers.
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List services such as your online catalog, IP addresses, OpenURL resolvers, and virtual reference service.
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Add a mapped location and hours of operation.
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Set branch and affiliation information.
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Supply your institution’s staff contacts.
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View an institution’s profile summary and profile history.
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Share or download an institution’s profile.
IP Addresses
Manage your IP addresses for OCLC products and services.
WorldShare ® Interlibrary Loan
Note: These screens are only available to select libraries (temporarily).
Configure your settings for OCLC WorldShare Interlibrary Loan:
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Configure your interlibrary loan options.
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Set borrower and lender constant data.
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Configure custom holdings settings.
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Configure direct request profiles.
Web Service Keys
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Web Service Keys (WSKeys) are now requested and managed at the OCLC Developer Network. For information on requesting
a WSKey, see Authentication and Authorization.
System Requirements
Recommended browsers:
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Google Chrome, latest version
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Microsoft® Internet Explorer, versions 7+
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Mozilla Firefox, versions 3.6+
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Sign in to Service Configuration
Sign in to Service Configuration to configure settings for your institution(s). There are two ways to sign in. You can Sign in with your WorldCat Account (page 10) or Sign in
with your OCLC Services Account (WorldShare users) (page 10) .
To sign in to Service Configuration:
1. Go to the Service Configuration Sign In screen at https://worldcat.org/config/.
2. Decide how you want to sign in. You have two options:
a. Click Sign in to Service Configuration if you want
to Sign in with your WorldCat Account (page 10) , or
b. Click Use Your OCLC Services Account if you
want to Sign in with your OCLC Services Account
(WorldShare users) (page 10)
1. If it is your first time signing in using this
method, you will be prompted to search for
your institution. Enter your institution's
OCLC symbol, name, or zip code.
2. Click Continue or press <Enter>.
3. Enter your User Name and Password.
4. Click Sign In or press <Enter>.
Sign in with your WorldCat Account
You will want to sign in with your WorldCat Account if:
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You have used your WorldCat Account to sign in to Service Configuration before and want to continue using your account.
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You want to configure multiple institutions at once.
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You use any of the following services: WorldCat.org, WorldCat Discovery, WorldCat Registry, Metadata Content.
Sign in with your OCLC Services Account (WorldShare users)
You will want to sign in with your OCLC Services Account if:
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You are a WorldShare user and want to use your WorldShare account to sign in to Service Configuration.
You only want to configure the settings for the institution tied to your WorldShare account (if you want to configure multiple institution at once, you will need to sign
in with your WorldCat Account).
You use any of the following WorldShare services: Acquisitions, Circulation, Collection Manager, Discovery (if you have a WorldShare staff account), Interlibrary
Loan, License Manager, Record Manager.
See also:
Create a WorldCat Account (page 12)
Verify or change your account information (page 14)
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Create a WorldCat Account
Follow the below instructions to create a WorldCat Account. A WorldCat Account can also be used for other OCLC services
such as WorldCat.org, WebJunction, WorldCat Registry, and the OCLC Online Service Center.
If you have an OCLC Services Account (WorldShare users), you can use your account to sign into Service Configuration. For
more information, see Sign in to Service Configuration (page 10) .
To create an account:
1. Go to the OCLC Service Configuration Sign In screen at https://worldcat.org/config/.
2. On the Sign In screen, in the upper right corner, click Create an account.
3. On the Create an account screen, fill in the fields. Required fields are marked with an asterisk (*).
4. Click Create an account.
5. The account settings screen appears. Follow the steps under Add an institution to configure (page 13) to add an institution to configure.
See also:
Add an institution to configure (page 13)
Sign in to Service Configuration (page 10)
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Add an institution to configure
Note: These instructions only apply if you signed in to Service Configuration with a WorldCat Account.
If you have not yet added institutions that you are authorized to configure, follow the below instructions after you Sign in to Service Configuration (page 10) .
To add an institution:
1. On the Service Configuration home page, in the upper right corner, click Settings.
2. Under the Institutions [you] can configure section, click Authorize me for an Institution.
3. On the Add more institutions to configure, enter your FirstSearch, OCLC Resource Sharing, or Connexion Autho and
Password.
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Note: You must use a FirstSearch, OCLC Resource Sharing, or Connexion authorization and administrative
password associated with that account. If you manage an account for a service other than those listed, contact
OCLC Order Services at [email protected].
4. Click Add Institution.
5. If accepted, a configuration message appears. The new institution will be available for configuration in a few business
hours.
6. On the left panel, click Home to return to the Service Configuration home page.
See also:
Create a WorldCat Account (page 12)
Sign in to Service Configuration (page 10)
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Verify or change your account information
Note: These instructions only apply if you signed in to Service Configuration with a WorldCat Account.
After you Sign in to Service Configuration (page 10) , you can verify or change your account information.
To verify or change your account information:
1. On the Service Configuration home page, in the upper right corner, click Settings.
2. Change any fields, if needed.
3. Click Save Personal Information.
4. Optional. If you need to change your password, click Change Password.
a. In the Change Password window, enter your Current Password, a New Password, and retype your New
Password.
b. Click Change Password.
See also:
Create a WorldCat Account (page 12)
Sign in to Service Configuration (page 10)
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2
My WorldCat.org
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Full Text and Open Access Links
Use this screen to set the appearance of full text links in WorldCat Local.
When you are finished, click Save Changes to save and continue, or Cancel to start over.
Configure the display of full text links in WorldCat Local
Check the appropriate check boxes to display links in WorldCat Local.
Note: Options may differ, depending on your subscription and settings.
Detailed Record page – display the following links:
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Links from the WorldCat knowledge base to full text content.
Note: For some users, this link will be: Links from the WorldCat knowledge base to open access content/free content.
The link appears only for items from the WorldCat knowledge base for which you have identified a subscription.
Link display order can be configured in the Provider Preferences section of the WorldCat knowledge base Configuration Settings module.
Full-text Limiter in WorldCat Local
The presence of the full-text limiter on the Advanced Search and search results screens is tied to links from the
WorldCat knowledge base to full text content. Links from WorldCat knowledge base must be enabled for the full-text limiter to display.
To turn on the full-text limiter, you must select the “Links from the WorldCat knowledge base to full text content” option.
If you have already enabled these links you must resave the module in the Service Configuration to trigger the full-text
limiter.
The full-text limiter limits to full text your library subscribes to as indicated by your holdings in the WorldCat knowledge
base. The knowledge base is included in your cataloging subscription. To find out how to use the knowledge base,
please see WorldShare Collection Manager documentation.
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Links from LHRs (if applicable)
Note: LHRs can be enabled in the OPAC Statuses, Locations and Circulation Policies (page 23) module.
Search Results page – display the following links:
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Links from the WorldCat knowledge base to full text content.
Note: For some users, this link will be: Links from the WorldCat knowledge base to open access content/free content.
The link appears only for items from the WorldCat knowledge base for which you have identified a subscription.
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Links from LHRs (if applicable)
Note: LHRs can be enabled in the OPAC Statuses, Locations and Circulation Policies (page 23) module.
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Master WorldCat record 856 and 956 links to open access content/free content
Some examples of providers include:
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.gov/.edu documents (i.e., GPO.gov, ERIC, etc.)
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Hathi Trust Digital Library
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Internet Archive (Archive.org)/Project Gutenburg (Gutenberg.org)
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WorldCat Digital Collection Gateway (i.e., CAMIO, OAIster, ContentDM, etc.)
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Other (i.e., MARC 506)
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Full Text OpenURL Resolvers (outgoing requests)
Use this screen to specify the OpenURL resolvers that will display for outgoing requests.
For additional help see our WorldCat Discovery and WorldCat Local tutorials.
Full Text OpenURL Resolver (optional)
If you have a full text OpenURL resolver configured to display, a button or link to the resolver will display to users. If your
OpenURL Resolver or your ILLiad resolver is missing or not working as expected, supply the URL to the correct resolver.
Field
Action
Which Full Text
Choose which resolver (your library’s, your consortium’s, etc.) you wish to display from the
Resolver should dis- drop-down list.
play?
Button or Link Label
If you would like to change the label, type the text you would like to use for your full text button.
For best display, keep this label under 30 characters. Click the check box to open the link in a
new window when users click the button.
Configure the Full
Text OpenURL
Resolver
Choose a Full Text OpenURL Resolver from the OpenURL Resolvers you have already
registered with OCLC. Click View registered OpenURL Resolvers to go to your OpenURL
Resolvers list in the WorldCat Registry.
For items held/not
held by…
Choose the option you prefer for when you want to display full text to your users at the local,
group and worldwide levels (if applicable).
When you are finished making changes, click Save Changes to save and continue, or Cancel to start over.
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Google Analytics (WorldCat Discovery only)
Use this screen to enter your Google Analytics Tracker ID for use with WorldCat Discovery.
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For a video tutorial, see Using Google Analytics with WorldCat Discovery (YouTube).
Before using this screen
1. Go to http://www.google.com/analytics/.
2. Sign up for Google Analytics and set up a Universal Analytics Account.
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If you have an existing account, it is recommended that you create a new account for use with WorldCat Discovery.
If you are currently using Google Classic Analytics, you will need to create a Universal Analytics Account for use
with WorldCat Discovery.
To enable Google Analytics:
1. Enter your Google Analytics Tracker ID into the text field.
2. Click Save Changes.
3. Go to Google Analytics to see the data collected for WorldCat Discovery.
Sample data
This image is representative of the data Google Analytics collects from WorldCat Discovery:
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Holding Codes Translation Table
When OCLC retrieves local holdings records (LHRs) for an item, we will display the "Location" of the item in the Availability
section of your WorldCat Local/Discovery.
If you would like to display a user-friendly location name instead of a Holding Code from the LHR, you can customize the display on this screen. This feature is available to:
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WMS libraries
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WorldCat Local/Discovery libraries that have purchased the Availability option
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WorldCat Discovery libraries that have LHRs in WorldCat
Create rows in the holding codes translation table
Before you can use the Holding Codes Translation Table, you may have to configure the following settings, if you:
1. Are using LHRs for location names and call numbers only:
a. On the left navigation, click Local and Enhanced Content.
b. Under Local Holdings Records, click Enable display of LHR Location and Call Number (without
availability).
2. Have the Availability option and are receiving a message on the Holding Codes Translation Table screen that says,
"You are currently not using LHRs...":
a. On the left navigation, click OPAC Statuses, Locations and Circulation Policies.
b. Above the table at the bottom of the screen, click the check box next to First display LHR with option to
search local OPAC for availability.
c. Repeat for all formats (tabs above the table) you want to show the location for.
To create rows in the Holding Codes Translation Table:
1. At the top of the table click add 1 row or add 10 rows, depending on the number of rows you want to add.
2. In the newly added row(s), click on the table cells and fill out the fields that apply to your library:
Field
Description
1 Default Symbols
Click the radio button if you want to make this your default location.
2 Holding Symbol
Enter your OCLC holding symbol in all caps.
3 Holding Code
If you...
Description
Have an existing holding
library code
Enter the four letter holding code in all caps.
Do not know your holding Send an email to [email protected] with the follibrary code
lowing information:
Need a new holding library code
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Your first and last name
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Email address
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Phone number
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Your library's name and OCLC symbol
Send an email to [email protected]. Include the
information in the row above and the following:
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The new four-character symbol
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Description
If you...
Description
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The name/description
4 Branch Registry ID In order to receive a Branch Registry ID, you must enter your branch information on the
Create a New Institution (page 135) screen in the WorldCat Registry module. At the end
of this process, your newly created branch will be assigned its own Registry ID.
5 Display Name
Enter the name as you would like it to appear in WorldCat Local/Discovery and/or WMS.
6 Shelving Scheme
From the list, select the type of shelving scheme used by your library.
7 Shelving Location
Enter the branch's shelving locations.
OCLC encourages members to make a copy of their shelving locations prior to making
any edits. To make sure you have no typos:
1. Copy and paste the cells into Microsoft® Word as Unformatted Text, using the
Home > Paste > Paste Special command.
2. Do a search to Find and Replace to find any paragraph returns (^p) and replace
with ;.
3. Check to make sure there is no extra ; at the beginning or end of the list.
3. Click Save Changes.
Delete rows
1. Click the check box next to the row(s) you want to delete.
2. At the top of the table, click deleted selected row(s).
See also:
Local and Enhanced Content (page 22)
OPAC Statuses, Locations and Circulation Policies (page 23)
Update Holdings in WorldCat Through Batchload (for information on loading LHRs)
WorldShare Interlibrary Loan and WorldShare Circulation Integration (for information on setting up an interlibrary loan)
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ILS Support and Maintenance
Use this screen to supply a feedback e-mail address, and describe the level of system support you provide (if available).
When you are finished, click Cancel to start over, or Save Changes to save and continue.
For additional help see our WorldCat Discovery and WorldCat Local tutorials.
User Support
WorldCat.org will forward any patron feedback sent through the WorldCat.org Feedback form to the institution purchasing this
product. Librarian feedback will be sent to OCLC Customer Support.
Forward feedback to this email: Provide an email address for feedback to your institution.
System Support and Maintenance (if available)
Field
Action
Select your time
zone
Choose a time zone from the drop-down list.
Regular support
hours
Choose 24 x 7 or click Add another regular support hours timeframe to add your hours.
After-hours support
Click Add another after-hours support timeframe to add your hours.
Do you have a stand- Click Add another scheduled downtime timeframe to add your hours.
ard, scheduled downtime for your
system?
Do you have a service unavailable
page during downtime?
Supply the URL for your service unavailable Web page, if applicable. For example,
http://www.lib.edu/nopagefound.html.
Do you have a
Supply the URL for your status updates Web page, if applicable. For example, http://www.lib.ewebpage for status du/nopagefound.html.
updates during downtime?
Search URL that
OCLC may use to
test to the OPAC
Supply the URL that OCLC may use to test your OPAC. Must include a valid OCLC search (for
example, http://www.lib.edu/search/o70176934).
Additional notes
Any additional information you wish to supply.
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Local and Enhanced Content
Use this screen to display optional content to your end users.
When you are finished, click Save Changes to save and continue, or Cancel to start over.
Syndetic Solutions Enrichment Content
(if applicable)
(Note: Only applicable to WorldCat Local full subscribers in the U.S.)
Use this feature to show or hide evaluative content elements from Syndetic Solutions within WorldCat Local.
Your Syndetic Solutions Client Code is shown.
Local Data Visibility
(if applicable)
Use this feature to enable visibility of local bibliographic data, along with Master bibliographic data on the Detailed Record page
of WorldCat Local/Discovery.
To use this feature, you must have loaded and stored your local bibliographic data at OCLC. You should then be able to see the
option to enable visibility of this data.
Contact [email protected] if you wish to enable this feature.
For further information on Local bibliographic data, see Batchload documentation.
Local Holdings Records
(if applicable)
Use this section to enable additional settings for your local holdings records (LHRs).
Setting
Description
Who can use this setting?
Enable searching of
Select to allow users to search through your LHR All libraries
Local Holdings Records data.
(LHRs)
Enable display of LHR Select to display location and call number informLocation and Call Num- ation from your LHRs.
ber (without availability)
LHR location and call number information will be
displayed in the Holding Libraries section under
the Check Holdings button.
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Only libraries who have not purchased the Availability option.
Do not use this setting if you are a WMS library, a
WorldCat Local library, or a WorldCat Discovery
library who purchased the Availability option (see
Item Availability from the OPAC (page 23) for more
details).
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OPAC Statuses, Locations and Circulation Policies
(Only applicable for WMS, WorldCat Local, and WorldCat Discovery libraries using the for-fee availability option)
Use this screen to define circulation and lending policies. WorldCat Local uses OCLC numbers to link between WorldCat Local
and your catalog. Therefore, OCLC numbers must be present in your local catalog, and must be consistently indexed within
your ILS.
If you would like to configure your WorldCat Local to search your library catalog using the NISO Z39.50 Protocol, you may also
need to map the OCLC number index to an attribute in your Z39.50 server.
When you are finished, click Save Changes to save and continue, or Cancel to start over.
For additional help see our WorldCat Discovery and WorldCat Local tutorials.
Local links to online content
WorldCat Local will attempt to get local OPAC links (for example, 856 links) to online content from the OPAC:
Which local OPAC links to online content should display in WorldCat Local: Links have been set at a default level. Click
the check box if you do not wish to display OPAC links to online content that look like a duplicate of one already retrieved from
the OPAC.
These fields are not editable at this time. If you feel these are incorrect, contact OCLC Support.
Item Availability from the OPAC
WorldCat Local will attempt to get local item availability information from your local OPAC. The following information is listed
for you in OCLC Service Configuration:
Note: Some of these fields are not editable at this time. If you feel these are incorrect, contact OCLC Support.
Field
Action
Select your ILS
Vendor
Your ILS Vendor is listed.
Select your ILS Product/Version
Your ILS Product/Version is listed.
How should
WorldCat Local get
item information?
Shows your selection of whether you want OCLC to “scrape” the information from the OPAC, or
use Z39.50.
Enter the URL used The URL for your catalog. For example: http:// olc1.ohiolink.edu/search/o77496353
to search for items in
Click the check box if you do not wish to display holdings and availability information that look
the catalog by
like a duplicate of one already retrieved from the OPAC.
OCLC#
Display Item AvailChoose whether or not you want to display availability on the Search Results screen in
ability on search res- WorldCat Local.
ults
Would you like to
treat some item
types as a different
kind of item?
Choose whether or not you want to use default WorldCat Local item types. If you want to treat
some item types as a different item, provide that information in the table.
Note: MARC fields are determined by the WorldCat Master record.
Note: Some of these fields are not editable at this time. If you feel these are incorrect, contact OCLC Support.
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OPAC Status grid
The OPAC Status grid lists all status messages and fulfillment options that appear in your OPAC. You can change the data in
the table by typing directly in the table cells.
Note: If the item's library location impacts the policies you set for the item, include all possible combinations of statuses and
locations. If the location of an item does not impact the policies you set for the item, leave the Location cell blank.
Status
Definition
OPAC Status Message
Item status message that WorldCat Local retrieves from your OPAC (e.g., In Process, On
Shelf, etc.)
Location
Item shelving location that WorldCat Local retrieves from your OPAC (e.g., Main Stacks,
Reserves, etc.)
OCLC Standard
Status Message
Maps your status string from the OPAC to a standard status (optional).
Status Treatment
Choose whether OPAC Status is available or unavailable. This also controls the availability
messaging for items with this OPAC status.
Local Online Links
Choose whether to display any Online OPAC links that are found in your OPAC (e.g. 856 links)
for items with this OPAC Status and Location combination.
Fulfillment for (Level For items held by Level 1 (your institution), select the check box when you want to display the
1)
Place hold button.
Fulfillment for (Level For items held by Level 2 (your consortium or group), select the check box when you want to dis2)
play the Place hold button.
Fulfillment for (Level For items held by Level 3 (your second consortium or group), select the check box when you
3)
want to display the Place hold button.
Fulfillment for (Level For items held by Level 4 (all WorldCat), select the check box when you want to display a
4)
Request Item button for interlibrary loan requests.
Full Text OpenURL
Choose whether to display the Full text OpenURL resolver for items with this OPAC Status and
Location combination.
Note: Depending on your institution’s configuration, all columns may not be displayed.
To configure column options:
Step Action
Result
1
Click column options.
The Column Options pop-up window appears.
2
Choose which column options you would like to see by
clicking the Show and Hide buttons.
3
For the columns listed, choose which logic to apply when
determining what buttons or links should display based on
the statuses and locations retrieved from the OPAC for a
given item.
The table will be reconfigured for the chosen
options.
Note: A circulating status is any status/location row that
has a Status Treatment defined as "available" or "unavailable".
Table row options:
l
To copy the configuration for this item type and paste the settings to another item type for your institution, click copy to
and select an option from the drop-down list.
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l
To add rows, click either the add 1 row or add 10 rows buttons.
l
To delete rows, click the check box next to the row you would like to remove, then click delete selected row(s).
Using Local Holdings Records (LHRs) for Serial Information
When the LHR option is selected, the following information from an LHR is displayed in WorldCat Local:
l
Online links (856)
l
Summary holdings data
l
Call number (852 $k, h, i, m – in this order)
When the LHR is not used or not found, WorldCat Local searches the local OPAC for availability information.
To display LHRs for serial, article and e-serial information, check the box under the serial tab at the bottom of the screen.
The check box will automatically be selected on the article and e-serial tabs.
Then complete the Holding Codes Translation Table (page 19) .
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Place Hold/Request Buttons
Use this screen to customize your Place Hold and Request buttons.
When you are finished, click Save Changes to save and continue or Cancel to start over.
For additional help see our WorldCat Discovery and WorldCat Local tutorials.
Note: The Place Hold (Level 1) button is available to all WorldCat Local and WMS libraries and to WorldCat Discovery libraries
who have purchased the for-fee availability option. All libraries can enable a supported Resource Sharing fulfillment option.
Important notes for all button labels:
l
l
l
If you use WorldCat Local, your customized text will appear as the button label.
If you use WorldCat Discovery, the button labels will display as Place Hold or Request Item, depending on what the
institution has configured. Any custom text you enter will be displayed as hover text and a tool tip. When a user hovers
over the button in your interface, the default hover text will appear as whatever that institution has customized. The button itself will read as one of the following: Place Hold or Request Item.
If you have configured a Full Text OpenURL resolver for outgoing requests, the button text will display as Check eResources. Any custom text you enter will be displayed as hover text and a tool tip. Place Hold/Request button (Level 1)
If patron-initiated requests are allowed, a fulfillment button will appear to users. You may customize the button by providing the
following:
Field
Action
Level 1 Button Label What terminology do you prefer for patron-initiated requests for items in your collection? For
best display, keep this label under 25 characters. Click the check box to open the link in a new
window when users click the button.
Note: This button text will be used in the select menus under the For items owned by… section.
Place Hold/Request button (Level 2, and Level 3 if applicable)
If patron-initiated requests are allowed, a fulfillment button will appear to users. You may customize the button by providing the
following:
Field
Action
Level 2 (and Level 3
if applicable) Button
Label
What terminology do you prefer for patron-initiated requests for items in your group's collection?
For best display, keep this label under 25 characters. Click the check box to open the link in a
new window when users click the button.
Note: This button text will be used in the select menus under the For items owned by... (page 27)
section.
Resource Sharing (Any Level)
If you have Resource Sharing Management software that will accept incoming OpenURLs, you can configure it as your
resource sharing option in WorldCat Local and WorldCat Discovery. If you do not have resource sharing configuration via
OpenURL, WorldCat Local and WorldCat Discovery will display resource sharing options to your patrons when a user is IP
authenticated to WorldShare Interlibrary Loan.
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The resource sharing options configured at this level (regardless of who holds the item) will always be used. If you do not have
ILLiad, WorldCat Local will use WorldShare Interlibrary Loan to let patrons initiate interlibrary loan requests as configured by
your settings.
Field
Action
Resource Sharing
Button Label
This button text will be used in the select menus under the For items owned by... (page 27) section.
l
Type of button configuration
Click the check box to open the link in a new window when users click the button.
Choose the type of button for your OpenURL Resolver:
l
l
l
Choose OpenURL 1.0 if you use an OpenURL 1.0 based solution (such as ILLiad or a
web request form)
Choose Custom URL if you use WorldShare ILL, WorldCat Discovery, WorldCat Local
or WMS, to take users to the correct ILL service or workform
Choose WCRS/WS ILL if you use WorldCat Resource Sharing or WorldShare ILL
Note: WorldCat Discovery users may only choose OpenURL 1.0 or WCRS/WS ILL.
Choose an
OpenURL Resolver
from the OpenURL
Resolvers you have
already registered
with OCLC
Choose a resource sharing OpenURL Resolver from the OpenURL Resolvers you have already
registered with OCLC. Click View registered OpenURL Resolvers to go to your OpenURL
Resolvers list in the WorldCat Registry.
Configure an additional button
(optional)
You may configure more than one fulfillment button to handle resource sharing requests (at level
2, 3, or 4), although only one button may show at a time. To configure an additional button, click
Configure an additional button.
For items owned by...
Choose the options you prefer for when you want to display the fulfillment options to your users at the local, group and worldwide levels.
Click the arrow next to each section title to expand or collapse the fulfillment options for each level. Local options correspond to
the Level 1 Fullfillment column in the OPAC status table on the OPAC Statuses, Locations and Circulation Policies (page 23)
module. Group options correspond to the Level 2 and Level 3 (if applicable) Fulfillment column in the table, and worldwide
options correspond to the Level 4 Fulfilllment column.
Note: WorldCat Navigator member libraries please contact OCLC to make changes to these OpenURL Resolver Resource
Sharing settings.
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Relevancy and Scoping
Use this screen to set the default sort order of your search results, and edit your local relevancy group. When the sort order in
WorldCat Local is set to "Library and Relevance," the search results will display based on the levels of relevancy configured
here. By default, WorldCat Local displays results for your institution or institutions first, followed by Libraries Worldwide.
When you are finished, click Cancel to start over, or Save Changes to save and continue.
For additional help see our WorldCat Discovery and WorldCat Local tutorials.
OCLC symbols that represent your institution (1st Level of Relevancy)
Items held by your OCLC institution symbols will be sorted first. A patron searching on your WorldCat.org will be affiliated with
institutions at this level. The libraries represented by these symbols must share a catalog in order to return holdings and availability.
Field
Action
OCLC Symbols
Enter OCLC symbols separated by commas. Click Find OCLC institution symbols to find an
OCLC participating library or its symbol.
Note: If any changes are made to your OCLC symbols, items held by your library will temporarily not be displayed in WorldCat.org until the next business day (approximately 9 a.m. US
Eastern time). This also applies to holdings for your original symbol.
Display name
This name will appear on the "Libraries that own this item" line on the search results, in scoping
drop-downs, and in the detailed item view where availability is shown.
Note: You can also confirm how the display name is shown in the User Interface Options (page
30) module under Institution Name.
Note: Any changes to your institution information will not be reflected in WorldCat.org until the following business day (approximately 9 a.m. US Eastern time). Items held by your library will temporarily not be displayed until the next business day.
2nd/3rd Level of Relevancy (optional)
In your WorldCat.org, items held at these levels will sort immediately after the level configured in the 1st Level of Relevancy
(above).This is usually a consortia catalog, or a group that lends items to your patrons. If a different scope hasn’t been selected
by a user, WorldCat.org will limit results to items held by the configured default scoping level.
Field
Action
OCLC Symbols
Select your participating library group from the drop-down list. If your library group is not listed,
enter the OCLC institution symbols of all of the members of your library group.
Enter OCLC symbols separated by commas. Click Find OCLC institution symbols to find an
OCLC participating library or its symbol.
Display name
This name will appear on the "Held by" line on the search results in WorldCat Local, in scoping
drop-downs, and in the detailed item view where availability is shown.
Note: Any changes to your institution information will not be reflected in WorldCat.org until the following business day (approximately 9 a.m. US Eastern time). Items held by your library will temporarily not be displayed until the next business day.
Default Scoping Level
Scoping gives users the ability to limit results to items held by your institution, or items held by your institution and those held
by Libraries Worldwide. Choose the default scoping level you prefer from the drop-down list. The user has the option of overriding this setting.
Libraries not using WorldCat Local have the option to turn off scoping entirely.
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Default sort on search results
Field
Action
Default sort
You may define how search results are sorted by default when initially displayed. A user may
change this setting to view other sort options, but every time a search result is initially displayed, the default sort setting will always be selected. Choose your default sort level from the
drop-down list.
Display the top 5 relevancy results in
addition to the
“Library and Relevance” results
(known item searching)
You may also choose to display the top five relevancy results for a search in WorldCat Local. If
enabled, WorldCat Local will display the top five most relevant items from any library, followed
by the library and relevance. Note: Configuring the top five relevancy results will have no
impact on the default sort order. If you’ve configured a sort order other than Library and Relevance it will continue to be the default and the top five relevancy results will only display when
the user manually sorts to Library and Relevance using the drop-down in WorldCat Local. The
user can collapse the top 5 results if they do not want them.
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User Interface Options
Use this screen to update your banner, custom links and display settings. Indicate if and where you would like to change the
default settings. Guidelines for formatting are provided where necessary.
After making changes to the sections described below, click Cancel to start over, or Save Changes to save and continue.
For additional help see our WorldCat Discovery and WorldCat Local tutorials.
Your WorldCat.org URL
Review your URL. If it is acceptable as is, go on to Customize the banner (optional) (page 30) . If you would like to change the
URL, send a request (include your institution's registry ID) to [email protected].
Field
Action
WorldCat Local
Redirect
Check this box to automatically redirect WorldCat.org users to your WorldCat Local when they
go to a record on www.worldcat.org.
Note: Users must be IP authenticated to your institution.
Institution Name
This name will appear in the "Libraries that own this item" line on the search results, in scoping
drop-downs, and in the detailed item view where availability is shown. This name is configured
in the Relevancy and Scoping (page 28) module under Display name (page 28) .
Language Options
Select the language that displays for the logo, buttons, and labels in WorldCat Local. The default language is English.
Only certain options are available at this time. More options will be made available in future releases.
Customize the banner (optional)
If you would like to change the banner at the top of your WorldCat.org screen, follow the steps below.
See the images below for examples of banner customizations.
Field
Action
Pick a color for the
banner
Type the hex value in the field provided, or use the color picker to find a hex value.
Logo image URL
If your WorldCat.org currently does not have a logo image, or if you would like to replace the current logo image, provide a URL to an image of your institution’s logo. The URL must be no
longer than 255 characters. The logo image also cannot exceed 80 pixels in height and 275
pixels in width.
Note: Images larger than this will automatically be resized.
For the best user experience, we recommend configuring a secure image (beginning with
"https://”). If the logo image uses “http://” but your user is accessing your WorldCat Local URL
via a secured URL, the logo image will not display in the header. In this case, users will see
your text from the Alt-text for the logo field in place of the logo image.
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Action
After adding your logo, click test URL to confirm your choice.
Alt-text for the logo
Type text that will appear when the cursor hovers over the logo.
Note: Make sure that the colors used for Alt-text for the logo and Text to appear with logo
are descriptive, and the colors are a good combination with the banner color.
Home page URL
Type the URL for the page where the user is sent when they click the logo image.
Text to appear with
logo
You can also display text with your logo (40-character limit).
Note: Make sure that the colors used for Alt-text for the logo and Text to appear with logo
are descriptive, and the colors are a good combination with the banner color.
Configure the default Choose whether or not to add full text to your default search behavior in WorldCat Local. Adding
search behavior of
this feature will result in additional search options for full text under Advanced Search.
the simple search
Note: The full text fields will only display for databases which support full text.
box
Custom links Choose
up to 7 custom links
to appear in the banner
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You can create up to seven custom links that will display on your WorldCat Local screens.
Provide the URLs, link type and accompanying text for up to seven custom web links (e.g.,
links leading to your library home page, Ask a Librarian, or the patron account
There is a 25 character limit on the text for each link.
Service Configuration Guide
Field
Last updated - 1/13/2017
Action
Note: If you wish to allow remote access outside your IP address, one of your custom links
must be to your remote access page, and you must choose "remote access login" as the link
type.
Custom link: Display
Chat Widget
If you want to provide a link to a chat widget, you must use Custom link 1. The chat widget will
open in a new window when the Chat link is clicked in WorldCat Local.
Link type: Select library contact info.
Display Chat Widget: To display the chat widget for patrons, select Yes. The recommended
size for the widget is 185 pixels wide x 275 pixels high.
Do you have a QuestionPoint account? If you are a QuestionPoint user, your Qwidget can
be generated by supplying your QuestionPoint User ID in the box provided. If you do not have a
QuestionPoint account, you can display a different chat widget in WorldCat Local by pasting a
code snippet in the box provided.
Chat code: When copying and pasting a code snippet, ensure that it is copied directly from the
source. When the code is copied from an e-mail or text document, carriage returns can sometimes be entered which will cause the code to fail.
Always display chat window: Check the box if you want to always display the chat window. If
the box is not checked, the chat widget will be launched when the user selects the “Library
Contact Info” link, identified by the display text.
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Field
Action
Custom link: A to Z
list
Create this link to allow patrons to discover electronic journals held within the WorldCat knowledge base.
Link type: Select other.
URL: Enter the following URL format:
http://[library].on.worldcat.org/atoztitles
URL as shown in Inbound Links and A-Z, Full Text OpenURL Resolvers (incoming requests)
Color of links and
text in the banner
To customize the color of banner links and text, type a hex value in the field provided (must be 6
characters), or use the color picker to find a hex value.
Customize links and buttons (optional)
Choose colors to display throughout WorldCat.org. Type the hex value in the field provided (must be six characters), or use the
color picker to find a hex value. See the images below for examples of each custom color.
Custom Color
Hex Value
Search and fulfillment buttons
(example: 999999)
Search box
The search box is set
automatically and cannot be changed.
Unvisited Links
(example: 333333)
Hover Links
(example: CC0000)
Visited Links
(example: 5A458D)
General display settings
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Display buying options?
Buy It is an optional feature that provides an additional delivery method for your users. Turning on the Buy it link allows your patrons the option to purchase titles that are available via Amazon.com, Barnes & Noble, Better World Books, Baker & Taylor,
and British Library. The Buy it link is determined by ISBN.
Activate Course Reserves
If you are using WorldCat Discovery or WorldShare Management Services to manage Course Reserves, see Course
Reserves in WorldCat Discovery Services.
If you are using WorldCat Local to manage Course Reserves, activating the Course Reserves link allows your patrons to
search for courses and reserved materials in your collection. Course Reserves appears under the Search drop-down menu in
WorldCat Local.
There are two levels of permissions in Course Reserves:
l
Manager—create/edit/delete courses and titles in courses
l
Maintainer—add/remove titles to existing courses
To create and maintain courses, you will need to sign into your WorldCat.org account in WorldCat Local. Libraries with access
to OCLC Service Configuration will have access to the Manager role in Course Reserves. If you experience any issues logging
in, or with your ability to create and/or manage course reserves after logging in, contact [email protected] for assistance.
Include your institution’s OCLC symbol when submitting your request.Similarly, if you would like to request access for other
users at your institution, you may also do so by contacting [email protected].
Customize availability column labels (optional)
Column labels for availability information in WorldCat Local are customizable. The default column labels shown will display if
these fields are not changed.
Library availability
To change the column labels for physical availability, type the desired label name in each field.
Customize authentication prompt for restricted content
(Only applicable for WMS, WorldCat Local, and WorldCat Discovery institutions using the remote database search
option)
A prompt will appear when the user attempts to view records in WorldCat Local that require authentication. You can customize
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the text that appears in the prompt.Use the default text, or customize your text by clicking Use custom text.
Note: When default text is selected, the fields under Use custom text are not editable.
Field
Action
Message
Type a custom message about your authentication process. There is a 300-character limit in
this field. Note: Do not use line breaks, carriage returns or special characters.
Remote login button
text
This button will always take the user to the remote access link defined in the custom web links.
There is a 70-character limit.
Link text to unauthenticated searching
This link will only display when the user is attempting to view search results that have a mixture
of restricted and unrestricted searching. There is a 120-character limit.
Other links
Show other links, such as a link to the Advanced Search screen or previous screen.
Example of the default prompt text:
Customize WMS Sign In Labels
Use these fields to customize the labels for your WMS Sign In screen.
Field
Action
Custom WMS ‘User
Name’ label
Provide a label for the User Name field on your WMS Sign In screen.
Custom WMS ‘Pass- Provide a label for the Password field on your WMS Sign In screen.
word’ label
Forgot Password
text
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Use the default text, or customize your text by typing over the text. There is a 255 character
limit.
3
Metasearch Content
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Licensed Content and Databases
Use this screen to select databases that your users can search.
When you are finished, click Cancel to start over, or Save Changes to save and continue.
Select Databases that a user can search in WorldCat Local/Discovery
Users will be able to search any of the selected databases by using Advanced Search in xxx.worldcat.org. If no databases are
selected, WorldCat Local/Discovery will automatically be the database a user can search. A message appears with a link to
add databases.
Searchable databases on xxx.worldcat.org:Selected databases appear in the list.
To change your settings:
Step Action
Result
1
Click add/remove databases to see a list of available databases. The Select database to search window displays.
2
Click the check box next to each database to be included.
Note: If your institution does not have an unlimited subscription to a
database, a warning message will appear. If you would like to continue and make this database searchable, enter your authorization
and password and click Continue. If you click Cancel, the database will not be added.
The database name appears in the right
column under Selected Databases.
If you wish to select non-OCLC licensed databases, you may
select those but may be asked to provide a username and password for each. Databases with a double asterisk (**) require credentials.
3
When you select a database, it appears with an icon. The default
icon
means that the database uses holdings in WorldCat to
determine if your library holds an item.Note: If the database can be
treated as held, you can switch the icon to elevate your holdings in
search results.Mouse over the icon to see if it can be switched. The
icon will turn gray and change to
if it can be switched.
4
Click Done.
A Warning message appears.Note: This
message does not currently apply to
WorldCat Local customers. This message
reflects our development efforts to begin
allowing API access to the central index and
data available for search through an API. We
continue to work on this type of access to
improve your ability to use WorldCat Local
data in your library. We will inform you when
this functionality is available to you.
5
Click Continue, or click Cancel to start over.
You are returned to the Licensed Content
and Databases screen.
Organize your databases (optional)
You can create, name, and modify custom groups of databases to assist users in selecting the appropriate resources to
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search.
A database may appear in more than one group. In order for a database to appear in a group, you must have selected it to
appear on xxx.worldcat.org in the Select Databases that a user can search in WorldCat Local/Discovery (page 37) section.
You must have at least two databases selected to create a group. If no groups have been created, a message will display.
Groups If you have two or more databases selected, you may create a new group.
To create a group:
Step Action
Result
1
Click Create a new database group.
The Group Name and Databases in this
group fields appear. All selected databases
appear in the drop-down menu.
2
Type a Group Name in the space provided.
A confirmation message appears to tell you if
the name is available.
3
Click the check box next to each database to be included.
4
Click save group.
The new group information appears.
If you have created groups, you may edit a group from this screen.
To edit a group:
Step Action
Result
1
Click edit group.
The Group Name and Databases in this
group fields become editable.
2
Change the Group Name, if desired.
3
Click the check box next to each database to be included or
excluded.
4
Click save group, or cancel changes to start over.
The new group information appears.
Group display order: If you have two or more groups, you can define a display order. Highlight a group name from the list and
use the arrows to order the custom groups based on how you would like them displayed to the user. Users will be able to see all
databases ordered alphabetically below the groups.
Default database/group: Choose the default database from the drop-down list.
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Inbound Links and A-Z
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Full Text OpenURL Resolvers (incoming requests)
Use this screen to set link resolution for incoming requests (requests for full text from third-party vendors like Google Scholar
and PubMed).
You must have collections of title metadata in the WorldCat knowledge base in order for this open URL resolver page to display
properly.
When you are finished, click Cancel to start over, or Save Changes to save and continue.
Link Resolution Page for Incoming Requests with A-Z Title List
Field
Action
Base URL
Select the version of the OpenURL link resolver you will be using:
l
l
l
Version 1: This is the older edition of the link resolver and A-Z list. It is no longer being
updated and will be discontinued in 2015.
Version 2: This is the current version and is updated periodically.
Note: For libraries who do not subscribe to WorldCat Discovery, only Version 2 is available for selection.
Copy and paste your selected Base URL to your vendor databases in order to resolve inbound
OpenURLs against your library's knowledge base holdings.
Bypass Landing
Page
Click Yes to automatically take the user to the first full text link found, skipping the resolution
page.
Click No if you’d like the user to see the resolution page.
Default Search /
Browse
Default ILR Landing Page: Choose which page users will see first:
l
Browse: A-Z page showing the default browse type selected.
l
Search: Search page showing the default search type.
Default Search Type: Choose which type of search page will display initially to users:
l
Articles: Full citation article searches
l
Journals: Individual journal title searches
l
eBooks: Individual eBook title searches
l
eBooks Citation: Full eBook citation searches
Default Browse Type: Choose which type of browse page will display initially to users.
l
Journals: Available journal titles
l
eBooks: Available eBook titles
Note: Requires eBook Browse to be enabled
l
Journal Search
eBook Search
Select the default search style users will be presented with for journal title searching:
l
Starts with i.e. "Journal of Science*"
l
Match all words i.e. "Journal" AND "Science"
l
Match exact words i.e. "Journal of Science"
l
Match any words i.e. "Journal" OR "Science"
Select the default search style users will be presented with for eBook title searching.
l
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Collections: Available database collections (both collections containing titles and database-only collections)
Match all words i.e. "Journal" AND "Science"
Service Configuration Guide
Field
eBook Browse
Last updated - 1/13/2017
Action
l
Match exact words i.e. "Journal of Science"
l
Match any words i.e. "Journal" OR "Science"
Click Yes or No to turn eBook Browse on or off.
Note: Browsing eBooks can involve millions of titles and therefore may not work effectively
depending on the number of holdings configured. If problems occur, eBook browsing can be
turned back off.
Always Display
ILR Fulfillment
Click Yes to use the option you have selected in My WorldCat.org > Place Hold/Request Buttons:
l
l
WCRS/WSILL: The button will only display when there is enough information provided
to create a fulfillment request.
OpenURL 1.0: The fulfillment button will always display.
Report A Bad Link
When the button is enabled, your patrons can report a bad link to OCLC to resolve.
Online Catalog
Display online catalog: Select whether or not you would like the system to display an online
catalog link. If Yes is selected, the system will link to your configured OPAC and pass an identifier as a search (either an ISSN or ISBN.)
Online catalog text can be configured to customize how users will see your Online Catalog
link. For customized alternate languages, select Add Translated Display Text (optional.)
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5
Mobile Client
Service Configuration Guide
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Contact Information
Use this screen to set contact information for your WorldCat Mobile users.
Step Action
Result
1
If you choose Yes, only the Library’s
Mobile Home Page field is configurable
under Library URLs (page 44) .
Click Yes to display ONLY a search box on your Mobile home
page.
OR
Click No to display library details, such as contact information, library hours and address.
2
Click Save Changes to save and continue, or Cancel to start
over.
A confirmation message appears.
Contact Information
Your institution’s contact information is listed. Contact information is acquired from the WorldCat Registry:
l
Changes to your contact information can be made in the WorldCat Registry’s Name and Location (page 142) module.
l
Changes to your days and hours of operation can be made in the WorldCat Registry’s Open Hours (page 148) module.
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Library URLs
Use this screen to set URLs and RSS feeds to your library’s catalog for your WorldCat Mobile users.
Mobile Client Library URLs
Step Action
Result
1
Enter a URL for your institution's mobile home page in the field
provided.
2
Click Test next to the field to check if it displays properly.
3
Select either the option to use the URL configured in the User Interface Options (page 30) module, or the Name and Location (page 142)
module.
4
Click Save Changes to save and continue, or Cancel to start
over.
The Web page opens in a new browser window.
A confirmation message appears.
Note: If you chose Yes under Contact Information (page 43) , only the Library’s Mobile Home Page field is configurable on this
screen.
Field
Action
Library’s Mobile Catalog Enter a URL for your library’s mobile catalog.
Event RSS Feed
Enter a URL for your library’s RSS event page.
News RSS Feed
Enter a URL for your library’s RSS news page.
When you are finished, click Cancel to start over, or Save Changes to save and continue.
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6
WMS Circulation
Service Configuration Guide
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WMS Circulation policy dependencies
The following table provides an overview of each policy within the WMS Circulation module and how they depend on other settings in Service Configuration:
Circulation Policy
Admin/General (page 50) >
Accruing Fines Policy (page
51)
Used To
Depends Upon
Determine if accruing fines
and fees should be included
in a patron's outstanding bill
value limit
Applies to all patron types
that have an Outstanding Bill
Value Limit (page 118) set in
their Patron Type Policy
Used In
(page 117)
Admin/General (page 50) >
Default Locations (page 52)
Set the default location for a Holding Code, as set on the
free text hold request
Holding Codes Translation
Table (page 19) screen.
Shelving Location, as set on
the Holding Codes Translation Table screen.
Admin/General (page 50) >
Deleted Items (page 53)
Set a retention period for
deleted items
Admin/General (page 50) >
Display Patron Information
Determine how to display
patron notes and patron
expiry warnings
(page 54)
Admin/General (page 50) >
History (page 55)
OCLC recommends retaining deleted items for a minimum of two weeks.
Determine if the system will
store transaction history and
for how long
Admin/General (page 50) >
Determine if your library's
Hold Fulfillment Preferences patrons will be preferred over
(page 57)
patrons from other libraries
within your group
(only applicable to
WMS libraries with group
aware)
Admin/General (page 50)
> Hold Priority (page 58)
Set hold priorities based
Material Format*
upon format and patron type
Patron type, as set on the
Institution Borrower Categories (page 194) screen in
the WMS Institution module.
Admin/General (page 50) >
POS Printer Preferences
(page 59)
Download the POS (point of
sale) printer application and
set your port number
Admin/General (page 50) >
Replacement Cost (page 60)
Set default replacements
costs for material formats
Admin/General (page 50) > UI Set if a staff alert will display
Preferences (page 61)
when items with lost, missing, claimed never had, or
claimed returned statuses
are checked in
Admin/General (page 50) > UI Control the display of tax val- You must select auto calTax Policy (page 62)
ues on bills in patron
culate tax on the Bill Reason
accounts
(page 63) screen for tax to be
included in bills.
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Long Overdue and Lost
Policy (page 101)
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Circulation Policy
Last updated - 1/13/2017
Used To
Depends Upon
Used In
Tax rate, as set on the Currency and Locale (page 137)
screen in the WorldCat
Registry module.
Bill Reason (page 63)
Set reasons for billing a patron
Bill Structure (page 65)
Long Overdue and Lost
Policy (page 101)
Manual billing in WorldShare
Circulation
Bill Structure (page 65)
Manage fixed and periodic
bills
Bill Reason (page 63)
Hold Fulfillment Policy (page
74)
Hold Request Policy (page 82)
Long Overdue and Lost
Policy (page 101)
Loan Policy (page 91)
Circulation Receipts (page 68) Customize circulation
receipts
Debt Collection (page 71)
Integrate WorldShare Circulation with an external
debt collection service
External integration
Group Payment Policy (page Determine which institutions
73)
in your group can accept payment and waive bills for your
patrons
Hold Fulfillment Policy (page Determine how long items
74)
stay on the hold shelf
Bill Structure (page 65)
Hold Fulfillment Policy Map
Hold Fulfillment Policy (page
(page 76)
Apply hold fulfillment
policies to patron types and
items
Notification Policy (page 103)
Hold Fulfillment Policy Map
(page 76)
74)
Holding Code, as set on the
Holding Codes Translation
Table (page 19) screen.
Patron Type Policy (page 117)
Material Format*
Shelving Location, as set on
the Holding Codes Translation Table screen.
Hold Limit Matrix (page 78)
Apply hold limit policies to
patron types and material
format
Hold Limit Policy (page 80)
Material Format*
Patron Type Policy (page 117)
Hold Limit Policy (page 80)
Limit the number of items patrons can place on hold
Hold Request Policy (page
Set how long hold requests
remain active in the system
82)
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Hold Limit Matrix (page 78)
Bill Structure (page 65)
Notification Policy (page 103)
Hold Request Policy Map
(page 85)
Service Configuration Guide
Circulation Policy
Hold Request Policy Map
(page 85)
Last updated - 1/13/2017
Used To
Apply hold request policies
to patron types and material
formats
Depends Upon
Used In
Hold Request Policy (page
82)
Material Format*
Patron Type Policy (page 117)
Loan Limit Matrix (page 87)
Apply loan limit policies to
patron types and items
Holding Code, as set on the
Holding Codes Translation
Table (page 19) screen.
Material Format*
Loan Limit Policy (page 89)
Patron Type Policy (page 117)
Shelving Location, as set on
the Holding Codes Translation Table screen.
Loan Limit Policy (page 89)
Limit patron accounts based
on items on loan, total value
of loans, and times a loan
can be renewed
Loan Policy (page 91)
Set loan periods for patrons
Loan Limit Matrix (page 87)
Bill Structure (page 65)
Loan Policy Map (page 94)
Notification Policy (page 103)
Open Hours (page 148)
Loan Policy Map (page 94)
Apply loan policies and long
overdue and lost policies to
patron types and items
Holding Code, as set on the
Holding Codes Translation
Table (page 19) screen.
Loan Policy (page 91)
Long Overdue and Lost
Policy (page 101)
Material Format*
Patron Type Policy (page 117)
Shelving Location, as set on
the Holding Codes Translation Table screen.
Location Policy (page 96)
Configure item availability,
hold fulfillment availability,
reshelving period, and in processing status for items
based on their location
Holding Code, as set on the
Holding Codes Translation
Table (page 19) screen.
Material Format*
Shelving Location, as set on
the Holding Codes Translation Table screen.
Long Overdue and Lost
Policy (page 101)
Determine when items
Bill Reason (page 63)
become long overdue or lost
Bill Structure (page 65)
for billing purposes
Replacement Cost (page 60)
Loan Policy Map (page 94)
Notification Policy (page 103)
Configure notifications and
when to send them
Hold Fulfillment Policy (page
74)
Hold Request Policy (page 82)
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Used To
Depends Upon
Used In
Loan Policy (page 91)
Patron Type Policy (page 117)
Scheduling Policy (page 121)
Offline Client (page 107)
Download the Offline Circulation client, which allows
you to perform circulation
transactions when
WorldShare Circulation is
not available
Holding Code, as set on the
Holding Codes Translation
Table (page 19) screen.
WMS NCIP Service WSKey
Patron Type Policy (page 117) Set patron limits for each pat- Institution Borrower Catron type
egories (page 194)
Notification Policy (page 103)
Hold Fulfillment Policy Map
(page 76)
Hold Limit Matrix (page 78)
Hold Request Policy Map
(page 85)
Loan Limit Matrix (page 87)
Loan Policy Map (page 94)
Scheduling Policy Map (page
123)
Payment Method (page 120)
Set accepted billing payment
methods
Room Configuration
Currently disabled
Scheduling Policy (page 121)
Set scheduling periods for
items
Manual billing in WorldShare
Circulation
Notification Policy (page 103)
Scheduling Policy Map (page
123)
Scheduling Policy Map (page Apply scheduling policies to Holding Code, as set on the
123)
patron type and items
Holding Codes Translation
Table (page 19) screen.
Material Format*
Patron Type Policy (page 117)
Scheduling Policy (page 121)
Shelving Location, as set on
the Holding Codes Translation Table screen.
SIP2 Configuration (page 125) Specify the settings for your
SIP2 client (such as a self
checkout machine)
External integration
SIP2 Custom Messages
Customize SIP2 messages
External integration
SIP2 IP Address (page 129)
Register the IP addresses of
your SIP2 clients for communication with the server
External integration
* Material format is defined in an item's master record. For more information, see Material Type Names and Codes to determine
how the master record provides material format.
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Admin/General
There are eleven settings within Admin/General:
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Accruing Fines Policy (page 51)
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Default Locations (page 52)
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Deleted Items (page 53)
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Display Patron Information (page 54)
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History (page 55)
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Hold Fulfillment Preferences (page 57)
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Hold Priority (page 58)
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Replacement Cost (page 60)
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POS Printer Preferences (page 59)
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UI Preferences (page 61)
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UI Tax Policy (page 62)
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Accruing Fines Policy
Use this screen to determine if accruing fines and fees should be included in a patron's outstanding bill value limit. The Outstanding Bill Value Limit (page 118) is the maximum amount of fines, fees, and bills that the patron can accrue before they are
blocked from checking out items. For more information on the outstanding bill value limit and how to configure it, see Patron
Type Policy (page 117) .
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This is an institution-level setting and applies to all patron types that have an Outstanding Bill Value Limit (page 118) set
in their Patron Type Policy (page 117) .
The default setting is No.
Accruing Fines Policy settings
The following table describes the settings you can select on the Accruing Fines Policy screen:
Setting
Description
Yes
Accruing fines and fees will be included when the system calculates the outstanding bill value
limit for a patron.
No
Accruing fines and fees will not be included when the system calculates the outstanding bill
value limit for a patron. Accruing fines and fees will be included in the limit only when the overdue items are returned to the library.
View accruing fines and fees in WorldShare Circulation
You can see any accruing charges on the Bills tab in a patron's account:
For more information on viewing a patron's bills, see View a patron's bills.
See also:
Patron Type Policy (page 117)
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Default Locations
Use this screen to set the default location for a free text hold request.
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Free text hold requests allow patrons to enter text in a free text box when placing holds on items in WorldCat Local/Discovery.
A default holding and shelving location is required and will be used as your default location if OCLC staff has activated
free text hold requests for your instance of WMS.
If you would like to activate free text hold requests, contact OCLC Support or your Implementation Manager.
In WorldCat Local/Discovery, on the Hold Request screen, when a patron places an item-level hold on a multipart set or serial
within the default location, they will be able to select Other from the list of copies/volumes and type in their request.
Once a hold is placed on an item using the free text hold request, the item appears on the Pull List with a system generated barcode and the patron supplied text.
Default Locations fields:
Field
Description
Default Holding Loca- Holding Code, as set on the Holding Codes Translation Table (page 19) screen.
tion
Default Shelving Loca- Shelving Location, as set on the Holding Codes Translation Table (page 19) screen.
tion
If an item has a temporary and permanent location in WMS, the circulation policy will use the temporary location.
See also:
Pull List
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Deleted Items
Use this screen to set a retention period for deleted items.
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Items deleted from WMS will not display to the public, but will be saved by the system.
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Until the item is purged from the system, staff will be able to retrieve the item by barcode in WMS.
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The system-wide job to purge deleted items runs every Sunday. Deleted items will be retained until the job runs.
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The system retains old barcodes until the deleted items are purged.
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A deleted item's status is Withdrawn.
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A deleted barcode may not be able to be reused until the item has been purged.
Deleted Items fields:
Field
Description
Retain Deleted items
for
The length of time deleted items will be retained.
See also:
Item statuses
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It is recommended to retain deleted items for a minimum of two weeks. Enter 0 to purge deleted
items the next time the system-wide job runs.
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Display Patron Information
Use this screen to configure patron notes display settings and patron expiry warnings in WMS.
Patron Notes
Use this setting to display the types of notes visible in the Account Overview section of the patron account.
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See View and use patron records for more information on public and staff notes.
Patron Notes fields:
Field
Description
Patron Note Types to
Display
Select the note types to be shown on the patron account:
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Staff notes only
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Both Public and Staff notes
The default setting is to display staff notes only.
Patron Expiry Warning
Use this setting to configure a popup notification when a patron's account is approaching its circulation expiration date.
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This is a global setting for all patron accounts, regardless of patron type or home branch.
Patron Expiry Warning fields:
Field
Description
Display on Accessing Select if you want to receive popup notifications about patron account expiration dates:
Patron Account
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As a Blocking Popup
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Never
The default setting is not to display a notification.
Display Period
If you select to receive popup notifications, you must set the length of time prior to the patron
account's expiration date that the notification should appear.
See also:
View and use patron records
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History
Use this screen to store transaction history and notification history.
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Transaction history and notification history are not dependent on one another; you can choose to store one, both, or
none.
Transaction History
Use this setting to store transaction history for items and patrons.
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The system retains circulation transactions (check ins, check outs, etc.) when transaction history is stored.
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When stored, transaction history can be viewed:
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In the Transaction History section of the Item Details screen (item transaction history)
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In the History tab of a patron account (patron transaction history)
Transaction History fields:
Field
Description
Retain history for
If you select to store transaction history, you must set the length of time transaction history will be
retained.
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Store history
Enter 0 to turn off automatic purging and retain history indefinitely.
Select if you want to store transaction history:
Setting
Description
No
Transaction history will not be stored.
(default)
Yes
Transaction history will be stored for the specified length of time.
Purging
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On the item statistics screen, the patron associated with the status of the item and the last patron the item was issued
to will always be shown, regardless of the transaction history setting.
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Only transactions that take place after transaction history has been set to Store will be retained.
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Once transaction history is purged, it cannot be recovered.
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Changing transaction history from Store to Do Not Store will not retain previously stored history. All transactions will be
purged.
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Notification History
Use this setting to store notification history.
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The system retains the notifications sent to patrons when notification history is stored.
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When stored, notification history can be viewed in History tab of the patron record
Notification History fields:
Field
Description
Retain history for
If you select to store notification history, you must set the length of time transaction history will be
retained.
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Store history
The maximum time notification history can be stored is 18 months.
Select if you want to store notification history:
Setting
Description
No
Notification history will not be stored.
(default)
Yes
Notification history will be stored for the specified length of time.
See also:
History, Discover items (item transaction history)
History, View and use patron records (patron transaction history and notification history)
Item statuses
View statistics
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Hold Fulfillment Preferences
Use this screen to prefer to fulfill holds for your library's patrons before patrons of other libraries within your group.
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This setting only applies to libraries that are part of a WMS group.
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This is a global setting that governs all items owned by the library.
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The default setting is No.
Hold Fulfillment Preferences settings
The following table describes the settings you can select on the Hold Fulfillment Preferences screen:
Setting
Description
Yes
Your library patrons' holds will be fulfilled before patrons of other libraries within your group.
Items owned by the library that are currently available or become available by being checked in
will fulfill a hold request for a patron from your library regardless of the patron's position in the
title's hold queue.
No
Your library's patrons will not be preferred when fulfilling holds. Holds will be fulfilled in chronological order, regardless of patron's library.
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Hold Priority
Use this screen to set hold priority for patron types.
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Hold priority determines which patron type receives an item on hold first.
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Patron types are created on the Institution Borrower Categories (page 194) screen in the WMS Institution module.
Hold Priority fields:
Field
Description
Add/Delete
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To add a row, click the plus sign ( ).
(rightmost column)
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To delete a row, click the minus sign ( ).
Borrower Category
Patron type, as set on the Institution Borrower Categories (page 194) screen in the WMS Institution
module.
It is recommended to add a row for each patron type
Material Format
Material format is defined in an item's master record.
For more information, see Material Type Names and Codes to determine how the master record
provides material format.
Priority
Priority level for the patron type. The lower the number, the higher the priority.
Multiple rows can have the same priority level.
Use the following configuration to provide the same hold priority to all patrons:
Material Format
Borrower Category
Priority
All
All
1
Use the following configuration to provide faculty with a higher hold priority than other patrons:
Material Format
Borrower Category
Priority
All
Faculty
1
All
All
2
This will automatically place faculty hold requests at the top of the queue.
Related policies:
Hold Priority depends upon:
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Institution Borrower Categories (page 194)
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POS Printer Preferences
Use this screen to download the POS (point of sale) printer application and set your port number.
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Installing the POS printer application will improve the compatibility and reliability of printing of receipt printers.
You must have the Java Runtime Environment (JRE) and JavaPOS ADK installed on your computer where the POS
printer is installed.
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You must repeat this process for every computer that has a receipt printer attached.
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For more information on how to setup a POS printer, see Set up your POS printer for use with Circulation.
Step 1: Sign into OCLC Service Configuration
1. Sign into Service Configuration. For details, see Sign in to Service Configuration.
2. On the left panel, click WMS Circulation > Admin/General.
3. On the Admin/General screen, click POS Printer Preferences.
Step 2: Download the POS printer application
1. If you are using this page for the first time, the Server port field will be blank. Enter 7557 to use the default server port.
2. To accept the default server port, click Save.
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You will receive an error message if the default port is being used by a different application.
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If the port is already in use, enter a port number between 1024 and 65535.
3. To download the application, click Click Here to Download the POS Printer application.
4. Once the application has been downloaded, locate the file on your computer and run the application. This process could
take several minutes. Follow any on-screen installation steps.
5. Log in to WorldShare. POSPrinter should appear as a printer option (it may take up to 5 minutes for the application to
become active). See General POS printer application usage (page 59) for more details.
General POS printer application usage
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If you use Google Chrome or Internet Explorer, you need to manually activate the POS Printer Application prior to
accessing WorldShare Circulation.
You can manually activate the application by opening Start > All Programs > WMS POS Printer Server Application
> WMS POS Printer Server Application.
The POS Printer Application may take up to 5 minutes to become fully active. Once active, POSPrinter will be visible in
the Receipt Option list in WorldShare Circulation.
If the POSPrinter printer option does not display after 5 minutes, without closing your browser, try logging out and back
in to WorldShare.
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Replacement Cost
Use this screen to set default replacements costs for material formats.
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Refer to Long Overdue and Lost Policy (page 101) to see when and how replacement cost is applied.
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It is recommended that libraries add replacement costs for their most common material formats.
If an item does not have a cost listed in its local holding record (field 876 ‡c) or a replacement cost, then the system cannot assign a charge.
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Replacement Cost fields:
Field
Description
Add/Delete
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To add a row, click the plus sign ( ).
(rightmost column)
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To delete a row, click the minus sign ( ).
Material Format
Material format is defined in an item's master record.
For more information, see Material Type Names and Codes to determine how the master record
provides material format.
Replacement Cost
Amount of the replacement cost for the specific material type.
Related policies:
Replacement Cost is used in:
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Long Overdue and Lost
Policy (page 101)
See also:
Material Type Names and Codes
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UI Preferences
Use this screen to set check in alerts for selected item statuses.
Click the check boxes to select that staff receive an alert in WorldShare Circulation when items with the following statuses
are checked in:
Item status
Default?
Lost
Yes
Missing
Yes
Claimed Never Had
No
Claimed Returned
No
For information on how to mark items as claimed lost, claimed returned, or claimed never had, see Change loan status.
For information on how to mark items as missing, see View and use item records.
See also:
View and use item records
Change loan status
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UI Tax Policy
Use this screen to control the display of tax values on bills in patron accounts.
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The system calculates tax so it is included in the total amount.
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You must select auto calculate tax on the Bill Reason (page 63) screen for tax to be included in bills.
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Enter the tax rate for your institution on the Currency and Locale (page 137) screen in the WorldCat Registry module.
UI Tax Policy fields:
Field
Description
UI Tax Policy
Select to show tax in the Bills tab in the patron account:
Setting
Bill amount is underlined.
Show
Nowhere
Bill amount is not
underlined.
Currency and Locale (page 137)
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System Display
Show Every- Tax amount appears in a popup window when you put
where
the cursor over the bill amount.
Related policies:
Bill Reason (page 63)
Description
Popup window does not display.
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Bill Reason
Use this screen to create bill reasons. Bill reasons are used to indicate why a patron is being billed.
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The bills reasons you create on this screen can be used in:
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Bill Structure (page 65)
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Long Overdue and Lost Policy (page 101)
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Manually creating a bill
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Bill reasons have certain restrictions based on what you select in the Associated With (page 63) field.
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For information on creating a bill, see Create a bill for a fine or fee.
Create or edit bill reasons
1. On the Bill Reasons screen, click Create New, or click the Policy Name you want to edit.
2. On the Create New or Edit Policy screen, fill in the fields in the order below:
Field
Description
1 Policy Name
Name of the policy.
2 Associated With
Select when the bill reason is applied:
Setting
Description
Applies to anything Bill reason can be used with or without an item associated
with the bill.
Only applies to
items
Bill reason can only be used if there is an item associated
with the bill.
If you try to create a bill without an item, an alert message
appears. Depending on your account, you may have to
enter an override.
Only applies to
holds
3 Auto Calculate
Tax?
Bill reason can only be used for holds.
Click the check box to incorporate tax into the bill. Tax will only display in WorldShare
Circulation if Show Everywhere is selected in UI Tax Policy (page 62) (page under
Admin/General).
Enter the tax rate for your institution on the Currency and Locale (page 137) screen in the
WorldCat Registry module.
3. Click Save.
Copy bill reasons
1. Click the Policy Name you want to copy.
2. In the top right corner, click Copy. The copied policy appears.
3. Enter a policy name and edit any additional fields.
4. Click Save.
Delete bill reasons
Policies cannot be deleted if they are in use.
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1. Click the Policy Name you want to delete.
2. In the top right corner, click Delete.
3. On the Confirm window, click OK.
Related policies:
Bill Reasons are used in:
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Bill Structure (page 65)
Long Overdue and Lost
Policy (page 101)
See also:
Create a bill for a fine or fee
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Bill Structure
Use this screen to set up bill structures.
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Bill structures determine the amount of bills and how long fines and fees will be accrued.
View bill structures
Use the Bill Structures screen to view all your bill structures.
The following table describes the fields on the Bill Structures screen:
Field
Description
Bill Structure Type
Type of bill structure:
Type
Description
Fixed Bill
Fixed bills contain a static bill amount.
Periodic
Bill
Periodic bills increase by the amount you choose over the length of time you
choose.
Last Modified
Date and time the policy was last modified.
Policy Name
Name of the policy. Click the Policy Name to edit the policy.
Create or edit a fixed bill
1. On the Bill Structures screen, click Create New, or click the Policy Name you want to edit.
2. Enter a policy name.
3. Select a Bill Reason from the list.
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Create bill reasons on the Bill Reason (page 63) screen.
4. If you are creating a new bill, in the Bill Type list, click Fixed Bill.
5. In the Amount field, enter an amount.
6. Click Save.
Create or edit a periodic bill
1. On the Bill Structures screen, click Create New, or click the Policy Name you want to edit.
2. Enter a policy name.
3. Select a Bill Reason from the list
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Create bill reasons on the Bill Reason (page 63) screen.
4. If you are creating a new bill, in the Bill Type list, click Periodic Bill.
5. Use the Recurring Amounts Per Period table to set bill fines and fees:
Column
Description
Amount
Enter an amount.
Recurrence
Select how often the amount is accrued.
Duration
Enter the period of time the recurring amount will last.
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Column
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Description
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Add/Delete
(rightmost column)
Duration does not take into account any closed hours or days.
The system reads the rows in the Recurring Amounts Per Period table from top to bottom
until the Duration ends, or the Maximum amount is reached.
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To add a row, click the plus sign ( ).
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To delete a row, click the minus sign ( ).
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The move a row up, click the up arrow ( ).
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To move a row down, click the down arrow ( ).
6. If you would like to charge no less than an amount, enter the amount in the Minimum amount field.
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If you do not want the field to apply, click the No Limit check box.
7. If you would like to charge no more than an amount, enter the amount in the Maximum amount field.
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If you do not want the field to apply, click the No Limit check box.
8. Click Save.
Copy bill structures
1. Click the Policy Name you want to copy.
2. In the top right corner, click Copy. The copied policy appears.
3. Enter a policy name and edit any additional fields.
4. Click Save.
Delete bill structures
Policies cannot be deleted if they are in use.
1. Click the Policy Name you want to delete.
2. In the top right corner, click Delete.
3. On the Confirm window, click OK.
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Related policies:
Bill Structure depends upon:
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Bill Reason (page 63)
Bill Structure is used in:
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Hold Request Policy (page
82)
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Hold Fulfillment Policy (page
74)
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Loan Policy (page 91)
Long Overdue and Lost
Policy (page 101)
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Circulation Receipts
Use this screen to customize receipts. Receipts can be printed or emailed to the patron.
View circulation receipts
Use the Circulation Receipts screen to view all the receipts available for editing. The following table describes the fields on the
Circulation Receipts screen:
Field
Description
Receipt Name
There are eight types of receipts you can edit:
Receipt Name
Receipt Location in WMS
BILL
In the Bills tab of a patron record.
CHECK_IN
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When paying, waiving, or canceling a bill.
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For information on paying and waiving bills, see Pay or waive bills.
On the Check In screen.
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DUE_DATE
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ROUTING
Items become automatically selected when they are checked out to
a patron.
For information on checking out an item, see Check out items.
When an item is checked in and it fulfills an open hold request.
You must select a Receipt Option in order for the receipt to print or
be emailed.
For information on checking in items, see Check in items.
Select items from the pull list (the Select for Print / Forwarding
column must be visible) and click Receipt.
This is not the same as printing the entire pull list.
For information on the pull list and configuring its columns, see Pull
list and clear hold shelf.
In the Bills tab of a patron record.
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When refunding a bill.
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For information on refunding a bill, see Refund a bill.
On the Check In screen.
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Select items from the check out and click Receipt.
On the Pull List.
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REFUND
For information on checking in items, see Check in items.
On the Check In screen.
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PULL_LIST_
ENTRY
The Email option will only display if all items selected are for a single
patron.
In the Checkout tab of a patron record.
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HOLD
Select the checked in items, choose a Receipt Option, and click
Receipt.
When an item is checked in and needs to be routed to a different
branch.
You must select a Receipt Option in order for the receipt to print or
Service Configuration Guide
Field
Last updated - 1/13/2017
Description
Receipt Name
Receipt Location in WMS
be emailed.
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SCHEDULE
For information on checking in items, see Check in items.
On the Check In screen.
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When an item is checked in and it fulfills an open schedule request.
You must select a Receipt Option in order for the receipt to print or
be emailed.
For information on checking in items, see Check in items.
Status
Indicates whether the receipt has been edited.
Last Modified
Date and time the receipt was last edited.
Edit a circulation receipt
1. Click the Receipt Name you want to edit.
2. Optional. Enter a header.
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The text you enter will appear at the top of the receipt.
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Do not enter more than 200 characters.
3. Select the check boxes to indicate the information you want to include on the receipt.
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For Patron information only: If you want this information to also be included on the header of the receipt, click
Show in receipt title.
4. Optional. Enter a footer.
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The text you enter will appear at the bottom of the receipt.
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Do not enter more than 200 characters.
5. Click Save.
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See also:
Check in items
Check out items
Pay or waive bills
Pull list and clear hold shelf
Refund a bill
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Debt Collection
This feature allows WorldShare Circulation to work with Unique Management Services, Inc., the principal material recovery
agency in the global library marketplace.
Selection Criteria
Use this screen to specify the criteria the system uses to select patron accounts to send to Unique Management.
1. On the Selection Criteria screen, fill in the fields in the order below:
Field
Description
1
Minimum Patron
Balance
The minimum amount patrons must owe before they are eligible to be sent to debt collection.
2
Oldest Fine Date
The oldest date of a fine that should be considered when calculating whether or not patrons are eligible to be sent to debt collection.
3
Grace Period
The period during which accrued fines are not considered when calculating the patron
balance.
4
Minimum
Patron Age
The minimum age a patron must be before their account is selected for debt collection.
5
Included Patron
Types
Select the Patron Types that are eligible for debt collection. Patron Types are set on
the Institution Borrower Categories (page 194) screen in the WMS Institution module.
6
Included Bill
Reasons
Select the Bill Reasons to be included when calculating the patron balance. Create bill
reasons on the Bill Reason (page 63) screen.
7
Processing Fee Bill Select the text that will appear on the bill for the processing fee that the library
Reason (optional) assesses if a patron is sent to debt collection.
8
Processing Fee Bill The amount of the fee the library assesses if the patron is sent to debt collection.
Amount
9
Staff Name
The staff member(s) who will be notified when the process has finished.
10 Scheduling
Select how often the file is created.
11 Time
Select the time of day when the file is created.
2. Click Save.
File Review
Use this screen to review the patron files in preparation for sending.
1. On the File Review screen, review the patron information.
2. Optional. Select Exempted to exclude the patron from all future instances of debt collection.
3. Optional. Select Exclude Now to exclude the patron from debt collection one time.
4. When you are finished, you have three options:
1. Click Reset Selection Criteria to reset all submission criteria and discard the current data.
2. Click Save Changes to save without submitting the data for transmission.
3. Click Submit to send the list to Unique Management.
File Transmission Configuration
Use this screen to specify the details of how the file should be transmitted. The file will be encrypted prior to transmission.
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1. On the File Transmission Configuration screen, fill in the fields in the order below:
Field
Description
1 File Format
Select the file format.
2 Transmission
Select the method to send the file.
3 Staff Name
The staff member(s) who will be notified when the file transmission is complete.
4 Email Address
Email address of your contact at Unique Management.
2. Click Save.
Manage Shared Key
Use this screen to create a shared key that will be used by Unique Management to decrypt the file.
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A shared key must be created before the library completes the File Transmission Configuration.
Manage Shared Key fields:
Field
Description
Shared Key Name
Select the name of the shared key.
Shared Key
The system supplied shared key that is created and will be used to encrypt and decrypt the file. It is
the library's responsibility to send the shared key to their contact at Unique Management.
Update Patron Reports
Use this screen to determine when an updated file of eligible patrons should be sent to Unique Management.
1. On the Update Patrons Report screen, fill in the fields in the order below:
Field
Description
1 Staff Name
The staff member(s) who will be notified when the process is finished.
2 Scheduling
Select how often the report is run.
3 Time
Select the time of day the file is created.
2. Click Save.
Synchronization Report
Use this screen to configure when to submit a report of all patrons currently in debt collection status and the current total balance of outstanding debt as represented in WMS Circulation. This enables Unique Management to verify the data in both systems.
1. On the Synchronization Report screen, fill in the fields in the order below:
Field
Description
1 Staff Name
The staff member(s) who will be notified when the process is finished.
2 Scheduling
Select how often the report is run.
3 Time
Select the time of day the file is created.
2. Click Save.
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Group Payment Policy
Use this screen to determine which institutions in your group can accept payment and waive bills for your patrons.
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This setting only applies to WMS libraries with group aware.
You can allow all institutions in your group to accept payment and waive fines, or you can apply specific permissions for
each individual institution.
If you do not set a group payment policy, institutions in your group can accept payments for your patrons, but will be
unable to waive your patron's bills.
Create or edit a group payment policy
1. On the Group Payment Policy screen, click Create New, or click the Policy Name you want to edit.
2. On the Create New or Edit Policy screen, you have two options:
1. Grant all institutions in your group the ability to accept payment and waive bills by selecting the check box in the
All institutions can pay or waive field.
2. Create individual rules for each institution in your group using the table at the bottom of the screen:
1. In the Member ID field, select the institution.
2. In the Can Pay field, click the check box to allow the institution to accept payment for bills.
3. In the Can Waive column, click the check box to allow the institution to waive bills.
4. To add an institution, click the plus sign ( ). To remove an institution, click the minus sign ( ).
3. Click Save.
Delete group payment policy
Policies cannot be deleted if they are in use.
1. Click the Policy Name you want to delete.
2. In the top right corner, click Delete.
3. On the Confirm window, click OK.
See also:
Pay, waive, refund, or cancel bills
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Hold Fulfillment Policy
Use this screen to determine how long items are on the hold shelf.
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The hold shelf is the location in your library where items on hold are stored until picked up by patrons.
Create or edit hold fulfillment policies
1. On the Hold Request Policy screen, click Create New, or click the Policy Name you want to edit.
2. On the Create New or Edit Policy screen, fill in the fields in the order below:
Field
Description
1 Policy Name
Name of the policy.
2 Hold
Expiration Period
Amount of time the item is available on the hold shelf.
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The time begins when the item is checked in from the Pull List.
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Patrons have the duration of the period to pick up their hold .
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At the end of the period, if the item is not picked up, the system sends the Hold
Shelf Expiration Notification Policy (page 74) , and the item is listed in the Clear
Hold Shelf report for removal from the hold shelf.
3 Bill for picking up
hold
Select a fixed bill from the list. Create fixed bills on the Bill Structure (page 65) screen.
4 Hold Pickup Notification Policy
Select the hold pickup notification that will be sent to the patron when their hold is available. Create hold pickup notifications on the Notification Policy (page 103) screen.
5 Hold Shelf Expiration Notification
Policy
Select the hold shelf expiration notification that will be sent to the patron when their hold
expires from the Hold Shelf.
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Create hold shelf expiry notifications on the Notification Policy (page 103) screen.
This notification will be sent to patrons who failed to pick up their hold during the
time set in the Hold Expiration Period (page 74) .
If you do not select a hold shelf expiration notification, the notification sent to the
patron will default to the Hold Request Expiration Notification Policy (page 82)
selected on the Hold Request Policy (page 82) screen.
3. Click Save.
Copy hold fulfillment policies
1. Click the Policy Name you want to copy.
2. In the top right corner, click Copy. The copied policy appears.
3. Enter a policy name and edit any additional fields.
4. Click Save.
Delete hold fulfillment policies
Policies cannot be deleted if they are in use.
1. Click the Policy Name you want to delete.
2. In the top right corner, click Delete.
3. On the Confirm window, click OK.
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Related policies:
Hold Fulfillment Policy depends
upon:
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Bill Structure (page 65)
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Notification Policy (page 103)
See also:
Clear Hold Shelf
Pull List
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Hold Fulfillment Policy is used in:
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Hold Fulfillment Policy Map
(page 76)
Service Configuration Guide
Last updated - 1/13/2017
Hold Fulfillment Policy Map
Use this screen to apply hold fulfillment policies to patron types and items.
Processing order
When an item is available to fulfill a hold, the system evaluates the rows in the map in this order until a match is found:
1. Top to bottom (rows)
2. Left to right (settings in rows)
It is recommended to:
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Put your most restrictive rows at the top of the map
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Have a row at the bottom of the map to cover all patron types, material formats, branches, and locations
Create or edit rows in the hold request policy map
1. On the Hold Fulfillment Policy Map screen, fill in the fields in the order below:
Field
Description
1 Patron Policy
Select the Patron Policy from the list. Create patron type policies on the Patron Type
Policy (page 117) screen.
2 Material Format
Material format is defined in an item's master record.
For more information, see Material Type Names and Codes to determine how the master record provides material format.
3 Holding Location
Holding Code, as set on the Holding Codes Translation Table (page 19) screen.
You must select a holding location in order to select a shelving location.
4 Shelving Location
Shelving Location, as set on the Holding Codes Translation Table (page 19) screen.
If an item has a temporary and permanent location in WMS, the circulation policy will
use the temporary location.
5 Hold Fulfillment
Policy
6 Add/Delete
(rightmost column)
2. Click Save.
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Select the Hold Fulfillment Policy from the list. Create hold fulfillment policies on the
Hold Fulfillment Policy (page 74) screen.
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To add a row, click the plus sign ( ).
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To delete a row, click the minus sign ( ).
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To change a row's position on the map, use the up ( ) and down ( ) arrows.
Service Configuration Guide
Related policies:
Loan Policy Map depends upon:
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Bill Reason (page 63)
Holding Codes Translation
Table (page 19)
Patron Type Policy (page
117)
See also:
Material Type Names and Codes
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Hold Limit Matrix
Use this screen to apply hold limit policies to patron types and material format.
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Shelving location cannot be applied on this screen to limit holds, only patron type and material format.
If you want to limit holds based on shelving location, you can set Fulfil Holds for (field on the Location Policy (page 96)
screen) to No patrons or Branch patrons only.
The place hold button that appears in WorldCat Local/Discovery can be configured on the Place Hold/Request Buttons
(page 26) screen in the MyWorldCat.org module.
Processing order
1. When an item is placed on hold, the system evaluates all the rows in the matrix for any matches.
2. If the system finds one or more matches, it determines whether the hold limit (hold count) has been exceeded.
3. If the hold limit has been exceeded, the reason will be displayed in an Acknowledgement window. Depending on your
account type, you will need to override or acknowledge the message in order to allow the circulation transaction.
It is recommended to have a row to cover all patron types and material formats.
Create or edit rows in the hold limit matrix
1. On the Hold Limit Matrix screen, fill in the fields in the order below:
Field
Description
1 Patron Policy
Select the Patron Policy from the list. Create patron type policies on the Patron Type
Policy (page 117) screen.
2 Material Format
Material format is defined in an item's master record.
For more information, see Material Type Names and Codes to determine how the master record provides material format.
3 Hold Limits Policy
Select the Holds Limit Policy from the list. Create hold limit policies on the Hold Limit
Policy (page 80) screen.
4 Add/Delete
(rightmost column)
2. Click Save.
Related policies:
Loan Limit Matrix depends upon:
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Hold Limit Policy (page 80)
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Patron Type Policy (page
117)
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To add a row, click the plus sign ( ).
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To delete a row, click the minus sign ( ).
Service Configuration Guide
See also:
Location Policy (page 96)
Place Hold/Request Buttons (page 26)
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Hold Limit Policy
Use this screen to limit the number of items patrons can place on hold.
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Patrons exceed their hold limits when they try to place more holds than the number listed in the policy.
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For example, if a patron has a hold count limit of 1, the policy will take effect when they try to place a second
hold.
When patrons exceed the limits set in the policy:
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Patrons are unable to place holds in WorldCat Local/Discovery
The system displays an alert message when staff place a hold for the patron. Depending on their account type,
staff will need to override or acknowledge the message.
Create or edit hold limit policies
1. On the Hold Limit Policy screen, click Create New, or click the Policy Name you want to edit.
2. On the Create New or Edit Policy screen, fill in the fields in the order below. If you do not want a field to apply, click the
No Limit check box.
Field
Description
1 Policy Name
Name of the policy.
2 Verified* Hold
Count Limit
Maximum number of holds that can be placed by a verified patron.
3 Unverified* Hold
Count Limit
Maximum number of holds that can be placed by an unverified patron.
*For more information on verified and unverified patron records, see View and use patron records.
3. Click Save.
Copy hold limit policies
1. Click the Policy Name you want to copy.
2. In the top right corner, click Copy. The copied policy appears.
3. Enter a policy name and edit any additional fields.
4. Click Save.
Delete hold limit policies
Policies cannot be deleted if they are in use.
1. Click the Policy Name you want to delete.
2. In the top right corner, click Delete.
3. On the Confirm window, click OK.
Related policies:
Hold Limit Policy is used in:
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Hold Limit Matrix (page 78)
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See also:
View and use patron records
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Hold Request Policy
Use this screen to set hold request policies for items.
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Hold request policies are used to set how long hold requests remain active, the holds forwarding policy for libraries with
multiple locations or branches, and if patrons can place holds on items they have checked out.
Libraries using WorldShare Circulation and WorldShare ILL integration: The Default Hold Request
Period (page 82) (see #2 in the table below) will be in effect from the time the ILL request is placed until the item is
received from the lender. Consider average ILL processing times when setting the Default Hold Request Period.
Create or edit hold request policies
1. On the Hold Request Policy screen, click Create New, or click the Policy Name you want to edit.
2. On the Create New or Edit Policy screen, fill in the fields in the order below:
Field
Description
1 Policy Name
Name of the policy.
2 Default Hold
Request Period
How long holds remain active in the system.
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3 Hold Fixed Due
Date(s)
Holds will expire if they are not fulfilled within the chosen period.
If you do not want any holds to expire, leave the Unlimited check box selected.
Note: Unlimited holds will expire 20 years from the date the hold is placed.
Hold fixed due dates are set dates holds will no longer be active in the system. For
example, the last date of the semester.
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Hold fixed due dates have to be maintained on each hold request policy.
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You can enter multiple hold fixed due dates.
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If a hold fixed due date has passed, it will no longer apply.
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If a hold fixed due date is not found, the system will use the time set in Default
Hold Request Period.
4 Bill for placing hold Fixed amount applied to the patron's account when a hold is placed. Create fixed bills
on the Bill Structure (page 65) screen.
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Patrons cannot place a hold in WorldCat Local/Discovery if there is a bill associated with placing holds
If staff place a hold in WMS for a patron, they will need to, depending on their
account type, override or acknowledge the bill amount due for placing the hold.
5 Bill for expired hold Fixed amount applied to the patron's account when a hold expires. Create fixed bills on
the Bill Structure (page 65) screen.
6 Hold Request Expir- Select the hold request expiration notification that will be sent to the patron when their
ation Notification
hold expires or is deleted.
Policy
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Create hold request expiry notifications on the Notification Policy (page 103)
screen.
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If you do not select a Hold Shelf Expiration Notification Policy (page 74) on the
Hold Fulfillment Policy (page 74) screen, then the hold request expiration notification will also be sent to the patron when their item expires from the Hold Shelf
(the patron failed to pick up their hold during the time set in the Hold
Expiration Period (page 74) ).
Service Configuration Guide
Field
Last updated - 1/13/2017
Description
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7 Forwarding Policy
For more information on deleting holds, see Delete a hold from the item record
and Delete a hold from a patron account.
Select the forwarding policy:
Setting
Globally forwarded by default
Description
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Prefers Pickup location if any items
are available
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When a hold is placed on an item and it is available
at multiple branch locations, the item will appear on
the pull list for every branch that can fulfill the hold.
Recommended for libraries with one branch.
When a hold is placed on an item and it is available
at multiple branches, the item will appear on the pull
list for the branch that is the patron's pickup location.
If staff determine that the hold cannot be fulfilled,
they can forward the hold to the other branches.
If the item is not available at the pickup location, the
item will appear on the pull list for every branch that
can fulfill the hold.
8 Hold can be placed Select whether patrons can place holds on items they have checked out:
if patron has item
Setting
Description
on loan
Hold can be
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Patrons can place holds on items they checked out.
placed
Hold can only be
placed with an
override
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Patrons cannot place holds on items they have
checked out in WorldCat Local/Discovery.
Staff can place the hold for them, but, depending on
the account type, will need to override or acknowledge the hold in WMS.
3. Click Save.
Copy hold request policies
1. Click the Policy Name you want to copy.
2. In the top right corner, click Copy. The copied policy appears.
3. Enter a policy name and edit any additional fields.
4. Click Save.
Delete hold request policies
Policies cannot be deleted if they are in use.
1. Click the Policy Name you want to delete.
2. In the top right corner, click Delete.
3. On the Confirm window, click OK.
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Related policies:
Hold Request Policy depends
upon:
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Bill Structure (page 65)
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Notification Policy (page 103)
See also:
Delete a hold from the item record
Delete a hold from a patron account
Pull list
Page 84 of 204
Hold Request Policy is used in:
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Hold Request Policy Map
(page 85)
Service Configuration Guide
Last updated - 1/13/2017
Hold Request Policy Map
Use this screen to apply hold request policies to patron types and material formats.
Processing order
When an item is placed on hold, the system evaluates the rows in the map in this order until a match is found:
1. Top to bottom (rows)
2. Left to right (settings in rows)
It is recommended to:
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Put your most restrictive rows at the top of the map
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Have a row at the bottom of the map to cover all patron types and material formats
Create or edit rows in the hold request policy map
1. On the Hold Request Policy Map screen, fill in the fields in the order below:
Field
Description
1 Patron Policy
Select the Patron Policy from the list. Create patron type policies on the Patron Type
Policy (page 117) screen.
2 Material Format
Material format is defined in an item's master record.
For more information, see Material Type Names and Codes to determine how the master record provides material format.
3 Hold Request
Policy
Select the Hold Request Policy. Create hold request policies on the Hold Request
Policy (page 82) screen.
4 Add/Delete
(rightmost column)
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To add a row, click the plus sign ( ).
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To delete a row, click the minus sign ( ).
2. If needed, add or delete rows:
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To add a row, click the plus sign ( ).
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To delete a row, click the minus sign ( ).
3. To change a row's position on the map, use the up ( ) and down ( ) arrows.
4. Click Save.
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Related policies:
Loan Policy Map depends upon:
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Hold Request Policy (page
82)
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Patron Type Policy (page
117)
See also:
Material Type Names and Codes
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Loan Limit Matrix
Use this screen to apply loan limit policies to patron types and items.
Processing order
1. When an item is checked out, the system evaluates all rows in the matrix for any matches.
2. If the system finds one or more matches, it determines whether any loan limits (loan count, loan value, renew time) have
been exceeded.
3. If one or more loan limits have been exceeded, the reason(s) will be displayed in an Acknowledgement window. Depending on your account type, you will need to override or acknowledge the message in order to allow the circulation transaction.
It is recommended to have a row to cover all patron types, material formats, branches, and locations.
Create or edit rows in the loan limit matrix
1. On the Loan Limit Matrix screen, fill in the fields in the order below:
Field
Description
1 Patron Policy
Select the Patron Policy from the list. Create patron type policies on the Patron Type
Policy (page 117) screen.
2 Material Format
Material format is defined in an item's master record.
For more information, see Material Type Names and Codes to determine how the master record provides material format.
3 Holding Location
Holding Code, as set on the Holding Codes Translation Table (page 19) screen.
You must select a holding location in order to select a shelving location.
4 Shelving Location
Shelving Location, as set on the Holding Codes Translation Table (page 19) screen.
If an item has a temporary and permanent location in WMS, the circulation policy will
use the temporary location.
5 Loan Limit Policy
6 Add/Delete
(rightmost column)
2. Click Save.
Page 87 of 204
Select the Loan Limit Policy from the list. Create loan limit policies on the Loan Limit
Policy (page 89) screen.
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To add a row, click the plus sign ( ).
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To delete a row, click the minus sign ( ).
Service Configuration Guide
Related policies:
Loan Limit Matrix depends upon:
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Holding Codes Translation
Table (page 19)
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Loan Limit Policy (page 89)
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Patron Type Policy (page
117)
See also:
Material Type Names and Codes
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Loan Limit Policy
Use this screen to limit patron accounts based on items on loan, total value of loans, and times a loan can be renewed.
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When patrons exceed the limits set in the policy:
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The system displays an alert message when staff check an item out for the patron. Depending on their account
type, staff will need to override or acknowledge the message.
Create or edit loan limit policies
1. On the Loan Limit Policy screen, click Create New, or click the Policy Name you want to edit.
2. On the Create New or Edit Policy screen, fill in the fields in the order below. If you do not want a field to apply, click the
No Limit check box.
Field
Description
1 Policy Name
Name of the policy.
2 Verified* Loan
Count Limit
Number limit of loans placed by a verified patron.
3 Verified* Loan
Value Limit
Maximum amount of all loaned items.
This value is calculated based on the item cost in the local holdings record (LHR) field
876 ‡c.
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If an item has no cost in its LHR, it will not add to this value.
If the amount entered here differs from the Total Loan Value Limit (page 118) in the
Patron Type Policy, then the most restrictive amount is applied.
4 Verified* Renew
Time Limit
Number of times a loan can be renewed by a verified patron.
5 Unverified* Loan
Count Limit
Number of loans placed by an unverified patron.
6 Unverified* Loan
Value Limit
Maximum amount of all loaned items.
This value is calculated based on the item cost in the local holdings record (LHR) field
876 ‡c.
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If an item has no cost in its LHR, it will not add to this value.
7 Unverified* Renew Number of times a loan can be renewed by an unverified patron.
Time Limit
*For more information on verified and unverified patron records, see View and use patron records.
3. Click Save.
Copy loan limit policies
1. Click the Policy Name you want to copy.
2. In the top right corner, click Copy. The copied policy appears.
3. Enter a policy name and edit any additional fields.
4. Click Save.
Delete loan limit policies
Policies cannot be deleted if they are in use.
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1. Click the Policy Name you want to delete.
2. In the top right corner, click Delete.
3. On the Confirm window, click OK.
Related policies:
Loan Limit Policy is used in:
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Loan Limit Matrix (page 87)
See also:
View and use patron records
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Loan Policy
Use this screen to set loan policies for your patrons.
Create or edit loan policies
1. On the Loan Policy screen, click Create New, or click the Policy Name you want to edit.
2. On the Create New or Edit Policy screen, fill in the fields in the order below:
Field
Description
1
Policy Name
Name of the policy.
2
Circulates?
Select if the policy requires an override when items are checked out:
Setting
Override?
This loan policy always allows for circulation Not required
This loan policy only allows circulation with
an override
Required
This loan policy never allows circulation
Staff will not have the option to
override
3
Loan Period
Default loan period.
4
Overdue Grace
Period
Amount of time before fines are assessed for overdue items.
5
Renew Period
Loan period for renewals.
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Renew Period can be a different value than Loan Period
If a Renew Period is not specified, the system will use the time set in Loan
Period
Select if the Renew Period occurs after:
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The renew transaction
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The original due date
Automatic Renewal Click Yes to turn on automatic renewals.
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All items with this loan policy will be eligible for automatic renewal.
Automatic renewal will only apply to items once it is turned on, and the items
are checked out or manually renewed.
Items are considered for automatic renewal on the day they are due.
It is recommended to set up an Overdue Grace Period (page 91) for when items
cannot be automatically renewed, so patrons have time to return the items
without incurring fines.
It is recommended to modify the Overdue Notification Policy (page 92) to explain
that items have not automatically renewed because either the maximum number of renewals has been reached or other patrons need the items.
Items are renewed if they are not needed to fulfill an outstanding hold request:
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Field
Last updated - 1/13/2017
Description
Scenario
Is the item automatically renewed?
There are no current hold
requests.
Yes
There is a hold request and
Yes
another item is available to fulfill the request.
There is a hold request and no No. The item is considered overdue, and the
other items are available to ful- overdue notice in the Overdue Notification
fill the request.
Policy (page 92) field is sent to the patron.
There are multiple hold
No. The item is considered overdue, and the
requests that cannot all be ful- overdue notice in the Overdue Notification
filled by other available items. Policy (page 92) field is sent to the patron.
7
Automatic Renewal If you selected Yes in the Automatic Renewal field, enter the number of times items
Limit
can be automatically renewed.
If you do not want the field to apply, click the No Limit check box.
8
Fixed Due Dates
(25 character limit)
Fixed due dates are set dates items are due at your institution. For example, the last
date of the semester.
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Fixed due dates have to be maintained on each loan policy.
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You can enter multiple fixed due dates.
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If a fixed due date has passed, it will no longer apply.
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9
Loan Fixed Bill
As the check out date gets closer to the fixed due date, the loan period will
shorten to reflect the fixed due date.
Fixed amount applied to the patron's account when items are checked out. Create
fixed bills on the Bill Structure (page 65) screen.
10 Renew Fixed Bill
Fixed amount applied to the patron's account when items are renewed. Create fixed
bills on the Bill Structure (page 65) screen.
11 Overdue Fixed Bill
Fixed amount applied to the patron's account when overdue items are returned. Create
fixed bills on the Bill Structure (page 65) screen.
12 Overdue Periodic
Bill
Amount applied periodically to the patron's account when items checked out to the patron are overdue. Create periodic bills on the Bill Structure (page 65) screen.
13 Overdue Notification Policy
Select the overdue notification that will be sent to the patron. Create loan overdue notifications on the Notification Policy (page 103) screen.
14 Pre-closing due
date adjustment
policy
Select an interval to make items due at or before the library's closing hours.
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Selecting At Closing, or any 15 minute interval prior to closing, could result in a
shortened loan period
The default setting (System default) does not alter the due date to account for
library closing time
Library hours are set on the Open Hours (page 148) screen in the WorldCat
Registry module
15 Recall Period
Amount of time patron has to return a recalled item.
16 Recall Grace
Period
Amount of time before fines are assessed for recalled items.
17 Minimum Loan
Period
Minimum guaranteed loan period. When an item is recalled, the recall due date will be
adjusted so that the item is due after the minimum loan period.
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Field
18 Recall Fixed Bill
Last updated - 1/13/2017
Description
Fixed amount applied to the patron's account when an item checked out to the patron
is recalled. Create fixed bills on the Bill Structure (page 65) screen.
19 Recall Periodic Bill Amount periodically applied to the patron's account when an item checked out to the
patron is recalled. Create periodic bills on the Bill Structure (page 65) screen.
20 Recall Notification
Policy
Select the recall notification that will be sent to the patron. Create recall notifications
on the Notification Policy (page 103) screen.
21 Accrue bills When
Closed?
Select to bill patrons when the library is closed. Library hours are set on the Open
Hours (page 148) screen in the WorldCat Registry module.
3. Click Save.
Bulk Updates
Use this section to set whether you want to bill patrons when the library is closed for all policies.
Copy loan policies
1. Click the Policy Name you want to copy.
2. In the top right corner, click Copy. The copied policy appears.
3. Enter a policy name and edit any additional fields.
4. Click Save.
Delete loan policies
Loan policies can only be deleted if they have never been used. Loan policies are tied to historical and statistical data maintained by the system.
1. Click the Policy Name you want to delete.
2. In the top right corner, click Delete.
3. On the Confirm window, click OK.
Related policies:
Loan Policy depends upon:
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Bill Structure (page 65)
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Notification Policy (page 103)
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Open Hours (page 148)
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Loan Policy is used in:
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Loan Policy Map (page 94)
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Loan Policy Map
Use this screen to apply loan policies and long overdue and lost policies to patron types and items.
Processing order
When an item is checked out, the system evaluates the rows in the map in this order until a match is found:
1. Top to bottom (rows)
2. Left to right (settings in rows)
It is recommended to:
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Put your most restrictive rows at the top of the map
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Have a row at the bottom of the map to cover all patron types, material formats, branches, and locations
Create or edit rows in the loan policy map
1. On the Loan Policy Map screen, fill in the fields in the order below:
Field
Description
1 Patron Policy
Select the Patron Policy from the list. Create patron type policies on the Patron Type
Policy (page 117) screen.
2 Material Format
Material format is defined in an item's master record.
For more information, see Material Type Names and Codes to determine how the master record provides material format.
3 Holding Location
Holding Code, as set on the Holding Codes Translation Table (page 19) screen.
You must select a holding location in order to select a shelving location.
4 Shelving Location
Shelving Location, as set on the Holding Codes Translation Table (page 19) screen.
If an item has a temporary and permanent location in WMS, the circulation policy will
use the temporary location.
5 Loan Policy
Select the Loan Policy from the list. Create loan policies on the Loan Policy (page 91)
screen.
6 Long Overdue and Optional. Select a Long Overdue and Lost Policy. Create long overdue and lost policies
Lost Policy
on the Long Overdue and Lost Policy (page 101) screen
2. If needed, add or delete rows:
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To add a row, click the plus sign ( ).
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To delete a row, click the minus sign ( ).
3. To change a row's position on the map, use the up ( ) and down ( ) arrows.
4. Click Save.
Related policies:
Loan Policy Map depends upon:
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Holding Codes Translation
Table (page 19)
Loan Policy (page 91)
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Loan Policy Map depends upon:
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Long Overdue and Lost
Policy (page 101)
Patron Type Policy (page
117)
See also:
Material Type Names and Codes
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Location Policy
Use this screen to configure item availability, hold fulfillment availability, reshelving period, and in processing status for items
based on their location.
Implementing/migrating libraries: Do not edit Location Policy until your Implementation Manager has notified
you that your migration is complete.
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If you change these settings before your migration is complete, all of your items will have these settings.
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If you change Available to Unavailable, your items will have the status of Unavailable.
If you change In Processing Mode to Until Checked In, your items will have the status of In Processing until they are manually checked in.
Processing order
Each row you configure forms an individual location policy. The system process policies in this order:
1. Top to bottom (policies)
2. Left to right (settings that make up the policy)
Create or edit location policies
If a location policy affects item availability, in some situations you may need to check the item in for the location policy to
apply:
1. You add or edit a location policy and the availability changes for items already in that location.
Example: Your library has a shelving location called "Out for Repair" and you decide you want items in that location to be Unavailable.
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You create a location policy that stipulates Unavailable for all items in the "Out for Repair" location.
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To implement the change in availability for items in this location, you must check in the items.
2. You are applying an existing location policy to an item that you are moving to that location.
Example: Your library has a branch location called “Institutional Archives" and you want to move an item from
the "Main Branch" to this location.
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The availability for items in this location is set to Unavailable.
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For the location policy to be applied and availability to change, you must check in the item.
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To create or edit a location policy:
1. On the Location Policy screen, fill in the fields in the order below:
Field
1 Holding Location
Description
Holding Code, as set on the Holding Codes Translation Table (page 19) screen.
You must select a holding location in order to select a shelving location.
2 Shelving Location
Shelving Location, as set on the Holding Codes Translation Table (page 19) screen.
If an item has a temporary and permanent location in WMS, the circulation policy will use the
temporary location.
3 Material Format
Material format is defined in an item's master record.
For more information, see Material Type Names and Codes to determine how the master
record provides material format.
4 Available?
Select if items at this location show as Available or Unavailable in WorldCat Local/Discovery.
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5 Fulfil Holds for
Items marked Unavailable are not available for circulation and cannot fulfill holds.
Changing item availability on this screen does not automatically change the item
status. Item status will only change after the item is checked in.
For more information on how statuses appear to patrons and staff, see Item statuses.
Select patrons for which staff (without an override) can place holds for items at this location.
Settings vary, depending on whether your library has multiple branches or is part of a WMS
group. See Can Override Holds? (page 99) for more information on override settings.
1. Library with a single location
You have two options:
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All patrons: Hold requests are allowed.
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No patrons: Hold requests are not allowed.
2. Library with branch locations
You have three options:
Setting
Description
All patrons
Hold requests are allowed.
Branch patrons only
Only patrons whose Home Branch (in their patron record)
matches the Location Policy (page 96) of the item can place a
hold on the title.
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For titles where this is the only branch that holds a
qualifying item:
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Patrons from other branches cannot request
these items.
For titles where there are qualifying items across multiple branches:
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The item may only be requested by patrons
whose Home Branch matches the Holding
Location of the item.
Items at the selected Holding Location may
only be requested by patrons whose Home
Branch matches the Holding Location of the
item.
Service Configuration Guide
Field
Last updated - 1/13/2017
Description
Setting
Description
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No patrons
Patrons from other branches cannot request
the items from this Holding Location.
However, there may be other location policies
in place that allow the items at other Holding
Locations to be requested by any patron,
regardless of the patron's Home Branch.
Hold requests are not allowed.
3. Library that is part of a WMS group
Setting
Description
No patrons
Hold requests are not allowed.
Branch patrons only
Only patrons whose Home Branch (in their patron record)
matches the Holding Location of the item can place a hold
on the title
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For titles where this is the only branch that holds a
qualifying item
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The item may be requested only by patrons
whose Home Branch matches the Holding
Location of the item
Patrons with other Home Branches will not be
able to request these items
For titles where there are qualify items across multiple branches:
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Any item at the selected Holding Location
may be requested only by patrons whose
Home Branch matches the Holding Location
of the item
Patrons from other branches will not be able to
request items from this Holding Location
However, there may be other location policies
in place that allow the items at those holding
locations to be requested by any patron regardless of the patron's home branch
Institution patrons only Only patrons whose home institution matches the holding
institution of the item can place a hold request on the title.
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For titles where this is the only institution in a group
that holds a qualifying item:
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The item may only be requested by patrons
whose home institution matches the holding
institution of the item.
Patrons from other institutions cannot request
these items.
For titles where there are qualifying items across multiple institutions in the group:
Service Configuration Guide
Field
Last updated - 1/13/2017
Description
Setting
Description
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All patrons
6 Can Override
Holds?
Items at the selected institution may be
requested only by patrons whose home institution matches the holding institution of the
item.
Patrons from other institutions cannot request
the items from this library.
However, there may be other location policies
in place that allow the items at those institutions to be requested by any patron regardless of the patron's home institution.
Hold requests are allowed.
Select if holds on items at this location can be overridden:
Setting
Description
Can Override Holds
Hold requests that are blocked based on the setting you
selected in Fulfil Holds for (page 97) can be overridden by
staff.
Cannot Override Holds Hold requests can never be overridden by staff. Select if
hold requests should never be allowed based on the location
policy.
Example: You do not allow holds to be placed on items in your reference collection.
(Shelving Location = Reference)
Select the following settings:
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Fulfil Holds For = No patrons
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Can Override Holds? = Cannot Override Holds
Example: You do not allow holds to be placed on items in your Main Branch, New
Books location. However, a title was specifically requested by a faculty member (Home
Branch = Law Library) for preview, and you want to place a hold for them. (Shelving
Location = New Books)
Select the following settings:
7 Reshelving Period
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Fulfil Holds For = Branch patrons only
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Can Override Holds? = Can Override Holds
Enter the reshelving period.
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For the amount of time you enter, the item will have the status of Recently Returned
(Available) in WMS.
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If you do not want to set a reshelving period, enter 0.
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For more information on how statuses appear to patrons and staff, see Item statuses.
Service Configuration Guide
Field
Last updated - 1/13/2017
Description
8 In Processing Mode In the In Processing Mode field, select if newly added items should display the status of In
Processing in WMS:
Setting
Description
For Period
A specified period of time, as set in the In Processing Period
field (see step 9)
None
Never
Until Checked In
Until the item is checked in at the item's Holding Location
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9 In Processing
Period
For more information on how statuses appear to patrons and staff, see Item statuses.
If you selected For Period in the In Processing Mode field, enter the amount of time that the
item will display the status of In Processing in WMS after the item is created in the In Processing Period field.
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For more information on how statuses appear to patrons and staff, see Item statuses.
2. If needed, add or delete rows to add or delete policies.
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To add a row, click the plus sign ( ).
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To delete a row, click the minus sign ( ).
3. Click Save.
Related policies:
Location Policy depends upon:
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Holding Codes Translation
Table
See also:
Item statuses
Request a hold from a bibliographic record
Request a hold from a patron account
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Long Overdue and Lost Policy
Use this screen to determine when items become long overdue/lost.
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Items become Lost when a staff member changes the status of an item that is checked out to a patron to Claimed Lost.
For more information on how to mark items as claimed lost, see Change loan status.
An item's status does not change to lost when the item becomes long overdue. When items become long overdue their
status changes to Long Overdue (On Loan) in WorldShare Circulation. For more information on how statuses appear to
patrons and staff, see Item statuses.
When an item becomes long overdue or is claimed lost, replacement costs and processing fees will be applied based on
the policies configured on this screen.
When a long overdue item is returned
The following occurs in WorldShare Circulation when a long overdue item is checked in:
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The replacement cost is removed from the patron's account if they have not yet paid the fee.
The processing fee is removed if the policy has been configured to cancel the fee once the item is returned and the patron has not yet paid the fee.
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See #6, Cancel Processing Charge when Item is returned (page 102) , below.
The patron is charged with overdue fees from when the item first went overdue.
Create or edit long overdue and lost policies
1. On the Long Overdue and Lost Policies screen, click Create New, or click the Policy Name you want to edit.
2. On the Create New or Edit Policy screen, fill in the fields in the order below:
Field
1 Policy Name
Description
Name of the policy.
2 Assess Long Over- Time after the due date when the fee is assessed.
due and Lost
3 Preferred method
of determining
Replacement Cost
Select your method of determining a replacement cost:
Setting
Item
Record,
Media
Type
Method
1. The system will look for the replacement cost in the item
record. Cost comes from the local holding record (LHR) field
876 ‡c.
2. If no cost is found in the item record, the system will determine the cost based on the replacement costs set on the
Replacement Cost (page 60) screen for media types.
3. If no cost is found, a fee is not charged.
Media
Type,
Item
Record
1. The system will determine the cost based on the replacement
costs set on the Replacement Cost (page 60) screen for media
types.
2. If no cost is found for the media type, the system will look for
the cost in the item record. Cost comes from the local holding
record (LHR) field 876 ‡c.
3. If no cost is found, a fee is not charged.
4 Replacement Cost
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Select a bill reason from the list.
Service Configuration Guide
Field
Last updated - 1/13/2017
Description
Bill Reason
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Do not use the same bill reason that is used in the Processing Charge Bill Structure.
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For example, do not use your Lost Item bill reason for both policies.
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Create bill reasons on the Bill Reason (page 63) screen.
5 Processing Charge Select a fixed bill from the list.
Bill Structure
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Do not select a bill structure that uses the same bill reason as the Replacement
Cost Bill Reason.
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For example, do not use your Lost Item bill reason for both policies.
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Create a fixed bill on the Bill Structure (page 65) screen.
6 Cancel Processing Select the check box to cancel the processing fee if the item is returned, in addition to
Charge when Item the replacement cost.
is returned
3. Click Save.
Copy long overdue and lost policies
1. Click the Policy Name you want to copy.
2. In the top right corner, click Copy. The copied policy appears.
3. Enter a policy name and edit any additional fields.
4. Click Save.
Delete long overdue and lost policies
Policies cannot be deleted if they are in use.
1. Click the Policy Name you want to delete.
2. In the top right corner, click Delete.
3. On the Confirm window, click OK.
Related policies:
Long Overdue and Lost Policy
depends upon:
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Bill Reason (page 63)
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Bill Structure (page 65)
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Replacement Cost (page 60)
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Long Overdue and Lost Policy is
used in:
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Loan Policy Map (page 94)
Service Configuration Guide
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Notification Policy
Use this screen to configure notifications to be sent to patron when they have bills, holds, schedules, overdue items, or
recalled items.
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Notifications are sent via email.
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The system sends the following notifications hourly at the top of the hour:
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Hold Expiry Notifications
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Hold Pickup Notifications
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Schedule Expiry Notifications
All other notifications are sent by the system daily at 7:00 am local time. Local time is based on the time zone set on the
Open Hours (page 148) screen in the WorldCat Registry module.
For patrons that do not have email addresses, the system will automatically generate print notification. For more information, see Print notifications (page 106) , below.
Create or edit notification policies
1. On the Notification Policies screen, click Create New, or click the Policy Name you want to edit.
2. On the Create New or Edit Policy screen, enter a Policy Name.
3. Enter a description of the policy.
4. Select a Notification Type from the list.
Notification Types
Notification Type
Description
Bill Notification
Use to notify patrons that they have accrued bills.
Hold Pickup Notification
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You can configure the notification to be sent out after a set amount is reached.
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Used in Patron Type Policy (page 117) .
Use to notify patrons that their hold is ready for pickup.
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Hold Shelf Expiry
Notification
Used in Hold Fulfillment Policy (page 74) .
Use to notify patrons that their hold has expired (has been pulled from the hold shelf).
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Hold Request
Expiry Notification
The notification is queued to be sent once the item has been checked in to fulfill the
hold. An item can be checked in when it is returned, or when staff check the item in
from the Pull List.
The notification is queued to be sent once the item has expired from the hold shelf
(the patron failed to pick up their hold during the time set in the Hold
Expiration Period (page 74) ).
Used in Hold Fulfillment Policy (page 74) .
Use to notify patrons that their hold request expired before an item was found to fulfill the
request or was deleted.
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The notification is queued to be sent once the hold request expires (the hold is no
longer active in the system) or was deleted by a staff member. For more information on deleting holds, see Delete a hold from the item record and Delete a hold
from a patron account.
Used in Hold Request Policy (page 82) .
Loan Overdue Noti- Use to notify patrons that their item is overdue.
fication
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You may choose to have different overdue notices according to your loan policies.
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Notification Type
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Description
To send courtesy notices, select to send the notification before the event occurred.
Subsequent notices are configured on the same notification policy.
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Recall Notification
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Used in Loan Policy (page 91) .
The notification is queued to be sent after a scheduled item has expired (the patron
did not check out the item during the scheduled time).
Used in Scheduling Policy (page 121)
Use to notify patrons that their scheduled item is ready for pickup.
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Schedule Placed
Notification
The notification is queued when a recall for an item is initiated. For more information, see Recall items.
Use to notify patrons that their scheduled item has expired.
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Schedule Pickup
Notification
Used in Loan Policy (page 91) .
Use to notify patrons that their item has been recalled.
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Schedule Expiry
Notification
The notification is queued to be sent before an item is overdue (if configured) and/or
after an item is overdue.
The notification is queued to be sent once the scheduled item is available for
pickup (staff check the item in from the the Pull List).
Used in Scheduling Policy (page 121)
Use to notify patrons that their scheduled item has been successfully placed.
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The notification is queued to be sent once a schedule has been placed by staff for a
patron.
Used in Scheduling Policy (page 121)
5. Enter a Subject.
6. Enter Start Text.
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The system generates a list of items, based on the Notification Types (page 103) , which appear between the start
and end text.
7. Enter End Text.
8. Select a Default Delivery Method from the list.
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Email is the only available method at this time.
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The system sends emails from [email protected].
9. Select when you would like to send the notification.
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This option is not available for Schedule Pickup Notifications or Schedule Placed Notifications.
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For Loan Overdue Notifications, you can select to send notifications before the event occurs.
10. For Bill Notifications, enter an amount to trigger when the notification is sent.
11. Optional. To add additional notifications to the policy, click the plus sign ( ).
12. Optional. Click Print Preview to view the layout of the print notification. Print preview displays only the output of the
first notification (Notification 1). For more information on printing notices, see Print notifications (page 106) , below.
13. Click Save.
Copy notification policies
1. Click the Policy Name you want to copy.
2. In the top right corner, click Copy. The copied policy appears.
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3. Enter a policy name and edit any additional fields.
4. Click Save.
Delete notification policies
Policies cannot be deleted if they are in use.
1. Click the Policy Name you want to delete.
2. In the top right corner, click Delete.
3. On the Confirm window, click OK.
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Print notifications
The following applies to all Notification Types (page 103) :
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Printed notifications will be created for any patron account that does not contain an email address. For more information,
see Set up print notifications (page 106) , below.
Printed notifications use the standard regional paper size as its single default format:
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A4 (210 x 297 mm): Australia, Europe, South Africa, New Zealand
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Letter (8.5 x 11 inches): United States, Canada
The default format accommodates the most commonly available windowed envelope in each region.
Set up print notifications
In order to set up notifications for printing you need:
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The WMS Circulation API, available on the OCLC Developers Network
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A valid WSKey. For more information on WSKeys and how to request one, see Authentication and Authorization
For information on how to create an application for managing print notifications, see the solution guide Notification Management Application.
Related policies:
Notification Policy is used in:
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Hold Request Policy (page
82)
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Hold Fulfillment Policy (page
74)
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Loan Policy (page 91)
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Patron Type Policy (page
117)
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Scheduling Policy (page 121)
See also:
API Explorer
Authentication and Authorization
Delete a hold from the item record
Delete a hold from a patron account
Notification Management Application
Pull List
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Offline Client
The Offline Circulation client is an application that allows you to perform circulation transactions while the WorldShare Circulation system is not available (system maintenance, outage, etc.) and upload them when the system is available again. To
use this application, download and install it on your local workstation. For video tutorials on how to set up and use the Offline
Circulation client, see Circulation: Setting up Offline Circulation Client (7:30 minutes) and Circulation: Using Offline Circulation
(6:21 minutes).
Guidelines
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You must download the Offline Circulation client when WorldShare Circulation is available. If WorldShare Circulation is
unavailable, you cannot download the Offline Circulation client.
You must have a WMS NCIP Service WSKey in order to download the Offline Circulation client. See Step 1: Request
a Web Service key (WSKey) (page 108) for details.
The only circulation transactions you can perform with the client are checking in and checking out items.
The Offline Circulation client does not apply loan polices, trigger holds, honor patron restrictions, etc. because the connection to the system that applies such policies is unavailable.
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All transactions are automatically saved when you exit the client.
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If you forget your username or password needed to access the client, you must repeat the download process.
See also:
Download and run the Offline Circulation client (page 108)
Use the Offline Circulation client (page 112)
Synchronize (upload) transactions (page 114)
Offline client support (page 116)
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Download and run the Offline Circulation client
You must download the client when WorldShare Circulation is available. If WorldShare Circulation is unavailable, you cannot
download the client.
System requirements
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Current version of Java
If downloading or using Java results in a security warning, stop the process and report this issue to OCLC Support. See Offline
client support (page 116) .
Step 1: Request a Web Service key (WSKey)
In order to download the Offline Circulation client, you must have a WMS NCIP Service WSKey. You can request a WSKey
on the OCLC Developer Network.
To request a WSKey:
1. On the Developer Network homepage, click Develop > Manage your API Keys.
2. On the Sign in screen, enter the same user name and password you use to sign into OCLC Service Configuration.
3. On the WSKeys screen, click Request a WSKey.
4. On the Request a WSKey screen, fill in the fields in the order below:
Field
Action
1 Environment
Select Production from the list.
2 Services
Select WMS NCIP Service from the list. You may need to scroll through the list.
3 WSKey Name
Enter a name for the WSKey. If you do not enter a name, it will default to "Web Service
Key YYYY-MM-DD." The date will be the date the key was requested.
4 What is the reason Enter WMS offline circulation.
for this request?
5 Registry ID
Enter your institution's Registry ID.
6 Symbol
Enter your institution’s OCLC symbol.
7 Redirect URL
This field is not required.
8 Usage
Do not select any of the check boxes.
9 Terms and Conditions
Select I agree to the WorldShare Platform Developer.
5. Click Create Request.
6. You will receive an email response to your request within twenty-four to seventy-two hours.
Step 2: Download the client
You must have a WSKey in order to download the client. For details on requesting a WSKey, see Step 1: Request a Web Service key (WSKey) (page 108) , above. WSKeys are usually available within twenty-four to seventy-two hours after requesting
them.
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To download the client:
1. Sign into OCLC Service Configuration. For information on how to sign in, see Signing In.
2. On the left navigation, click WMS Circulation.
3. At the bottom of the WorldShare Circulation options, click Offline Client.
4. On the Offline Client screen, fill in the fields in the following order:
Field
Description
1 Branch
Select the branch the offline client will be used for. The Offline Circulation client must be downloaded at each branch that needs to use it.
2 User to
act as:
Search for the user account that will use the client. Click the radio button next to the name to
select the account.
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Select the account used for normal Circulation activities.
Make sure the user account has a Circulation role. For more information, see Circulation
roles.
3 Password Enter a password for the account.
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This password enables use of the Offline client when WorldShare Circulation is unavailable.
This password does not need to be the same one used for the user account, above.
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Description
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Make sure the staff who will be using the client know this password.
4 Select
Any WSKey listed can be used. Click the radio button next to the WSKey to select it. If none are
Wskey to listed, you need to request a WMS NCIP Service WSKey. For details, see Step 1: Request a
use:
Web Service key (WSKey) (page 108) .
5. Click Download client.
6. Save the client to your workstation. Select a location that is easy to find and known to the staff who will be using the client. To install the client, follow the steps in the Step 3: Install the client (page 110) section, below.
Step 3: Install the client
Once you have downloaded the client from Service Configuration, you must install it on your computer.
To install the client:
1. Open the client by double clicking wms-offline-circulation.jnlp (in the location you chose in step 5, above). If you have
already installed the client on your computer
2. Java runs. The application automatically updates itself if there are new features or bug fixes made.
3. Click OK if you see a window asking, "Do you want to update the application?"
Problems downloading or starting the Offline client
Occasionally you will see warnings or messages when starting the client. Some problems you may encounter:
Problem
Solution
Your version of
Java is out of
date
Install a newer version of Java. You may have Java configured to automatically download for you,
or you may need to contact technical staff to resolve the issue. Consult technical staff if you see a
window with the message, "Application Blocked by Security Settings."
You do not have
Java installed
Download the current version of Java at https://www.java.com/en/.
The application is If the application is not trusted you will see a security warning. OCLC recommends you report this
untrusted and a
issue to OCLC Support and click Cancel rather than continuing. See Offline client support (page
warning occurs
116) .
Step 4: Run the client
Once you have downloaded and installed the client, you can access the client from the application shortcut installed on your
machine.
To run the client:
1. Locate the application shortcut either on your desktop or from the Start menu (Windows) or using Launchpad (Mac).
2. Click WMS Circulation Offline Client.
3. For information on using the client, see Use the Offline Circulation client (page 112) .
See also:
Use the Offline Circulation client (page 112)
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Synchronize (upload) transactions (page 114)
Offline client support (page 116)
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Use the Offline Circulation client
Follow the instructions below to check in items, check out item, or delete transactions. The Offline Circulation client does not
apply loan polices, trigger holds, honor patron restrictions, etc. because the connection to the system that applies such policies
is unavailable.
Check out items
1. Select the Check Out tab.
2. In the Patron Barcode field, scan or type the patron barcode.
3. In the Item Barcode field, scan or type the item barcode.
4. In the Due Date field, type the due date or click the down arrow and use the calendar to select it.
5. Click Check Out or press <Enter>.
6. The item appears in the transaction area with a status of Awaiting Sync.
7. Note: The patron barcode and due date are retained until you change them.
Check in items
1. Select the Check In tab.
2. In the Item Barcode field, scan or type the item barcode.
3. Click Check In or press <Enter>.
4. The item appears in the transaction area with a status of Awaiting Sync.
Delete transactions
You can delete transactions in the Offline client if they have been successful uploaded, entered by mistake, or failed to upload
but cannot be resolved. Note: Deleting transactions is permanent and should be performed with caution. Deleted transactions
cannot be recovered.
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1. On either tab (Check Out or Check In), click the transaction row you want to delete. To select multiple rows, highlight
the first row and drag the cursor over the other rows. Or hold down the < Control > key while selecing the rows you want
to remove.
2. In the bottom left corner of the client, click Clear.
3. A window will appear asking you to confirm the removal.
4. Click Yes.
5. The transactions are deleted.
See also:
Download and run the Offline Circulation client (page 108)
Synchronize (upload) transactions (page 114)
Offline client support (page 116)
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Synchronize (upload) transactions
In order to synchronize transactions these conditions must be met:
1. There must be at least one transaction (check in or check out), to make the Upload buttons active at the bottom right
corner of each tab.
2. WorldShare Circulation must be available.
To upload transactions:
1. On either the Check Out or Check In tab, at the bottom right corner of screen, click Upload. Note: All transactions with
the status Awaiting Sync are processed when Upload is clicked, regardless of which tab you used or what kind they
were (check in or check out).
2. In the The Enter Password window, type the Password (page 109) of the account used to download the Offline Circulation client. Click OK.
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If you forget or do not know the username or password needed to access the Offline Circulation client, repeat the
download process.
3. The upload process starts. The upload can take a few seconds to a few minutes depending on the amount of transactions that need to be uploaded. You can continue to use the client while transactions are being uploaded. If your library has multiple instances of the client that have more than one transaction for the same item, only the most recent
transaction for that item is uploaded.
To delete items after they have been uploaded, see Delete transactions (page 112) .
Status of transactions after uploading
The following table describes the three statuses transactions can have after you upload them:
Setting
Description
Comms
failure
WorldShare Circulation was not available or
Try uploading again at a later time.
there was a network connection or internet problem.
Uploaded The transaction was successfully uploaded.
Upload
failed
Action
Successfully uploaded transactions can usually be
deleted. Follow local practice.
The patron or item barcode did not match the
If this error results from a data entry error, find the correct
patron or item in WorldShare Circulation. Hover data, delete the transaction, and enter the transaction
over the status to see more information.
again.
If this error results from patron or item barcodes not being
in WorldShare Circulation, then add them to the system
and use the client to upload the transactions again.
Problems with uploading
Sometimes transactions cannot be uploaded to WorldShare Circulation. These are some reasons why this may occur:
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WorldShare Circulation is not available. If the network or system is still down, it is not possible to upload transactions.
These transactions will be marked as Comms failure (page 114) , and you can attempt to upload them once the system is
back up.
The barcode of the patron or item is unknown. This means that the system could not find the related patron or item for
the given barcode. This could be a typing mistake or the patron or item has not yet been created in the system.
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If the barcodes are typos, delete the transaction and reenter the information with the correct details.
If the barcodes are correct, but not yet in the system, upload the transactions after the barcodes have been
entered into the system.
Patrons have the same barcode. Note: This error only applies to WMS libraries with group aware. If the client encounters a barcode that belongs to more than one patron within your group, it will be unable to upload the transaction.
Transactions that are uploaded in the wrong order for the same item will be ignored. For example, if two patrons borrow
the same book when the offline application is being used, but the transactions are uploaded in the wrong order, then the
transaction that occurred at the latest time will be recorded by the system.
See also:
Download and run the Offline Circulation client (page 108)
Use the Offline Circulation client (page 112)
Offline client support (page 116)
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Offline client support
If you need to contact OCLC Support, be ready to supply this information:
1. The name and version of the operating system you are using.
2. The version of Java installed. Run the following command in a command-line shell and send us the result: java -version
3. The Offline Circulation client creates a log file (offline-circ.log) that is found in the wms-offline-circ subfolder of the
user’s home folder, for example: C:\Users\[myusername]\wms-offline-circ\offline-circ.log
See also:
Download and run the Offline Circulation client (page 108)
Use the Offline Circulation client (page 112)
Synchronize (upload) transactions (page 114)
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Patron Type Policy
Use this screen to limit patron accounts based on items overdue, outstanding bills, waived bills, total value of loans, and/or
items claimed lost, never had, or returned.
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When patrons exceed the limits set in the policy:
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The system displays an alert message when staff check out an item for the patron. Depending on their account
type, staff will need to override or acknowledge the message.
Patron types need to be added to the Institution Borrower Categories (page 194) screen in the WMS Institution module
before you can create a policy.
Implementing/migrating libraries: During the migration process, OCLC staff will add the patron types you listed
on your translation table to the Institution Borrower Categories screen. For more information on mapping patron
types from your local system to WMS, see Patron types and bill reasons (OCLC Community Center document,
login required).
View patron type policies
Use the Patron Type Policies screen to view all your patron type policies. The following table describes the fields on the Patron
Type Policies screen:
Field
Description
Policy Name
Patron type, as set on the Institution Borrower Categories (page 194) screen in the WMS Institution
module.
Click the Policy Name to edit the policy.
Status
Status indicates whether the patron type policy has been created:
Status
Description
None
The policy has been created for the Patron Type.
This policy is configured in the
The Patron Type exists in Institution Borrower CatWMS Institution Service for use on egories (page 194) , but no Patron Type Policy has been
Patron Records, but no corcreated.
responding WMS Circulation
Policy has been defined.
This policy has a WMS Circulation The Patron Type Policy was created and applied to
Policy defined, but is not present users, but the Patron Type was deleted in Institution
in the WMS Institution Service for Borrower Categories (page 194) .
use on Patron Records.
Last Modified
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Date and time the policy was last modified.
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Edit patron type policies
1. On the Patron Type Policies screen, click the Policy Name you want to edit.
2. On the Edit Policy screen, fill in the fields in the order below. If you do not want a field to apply, click No Limit.
Field
Description
Bill Notification
Policy
Select the bill notification that will be sent to the patron. Create bill notifications on the Notification Policy (page 103) screen.
Last Modified
Date and time the policy was last modified.
Max amount of
Waived bills
Maximum amount of bills that can be waived.
Max number
claimed lost*
Maximum number of items that the patron can claim as lost.
Claimed lost is not the same as items that are lost according to long overdue policies.
Max number
Maximum number of items that the patron can claim they never had.
claimed never had*
Max number
claimed returned*
Maximum number of items that the patron can claim as returned.
Max Overdue
Count
Maximum number of overdue items.
Outstanding Bill
Value Limit
Maximum amount of fines, fees, and bills that the patron can accrue.
Policy Name
Patron type, as set on the Institution Borrower Categories (page 194) screen in the WMS
Institution module.
Total Loan Value
Limit
Maximum amount of all loaned items.
This applies to bills that have been posted to the patron account. Accruing fees and fines
are not included by default. Overdue fines and fees are posted to the patron account when
the items are returned to the library. To include accruing fines and fees in this limit, see
Accruing Fines Policy (page 51) (under Admin/General).
This value is calculated based on the item cost in the local holding record (LHR) field 876
‡c.
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If an item has no cost in its LHR, it will not add to this value.
If the amount entered here differs from the Verified* Loan Value Limit (page 89) in the
Loan Limit Policy, then the most restrictive amount is applied.
*For more information on how to mark items as claimed lost, claimed returned, or claimed never had, see Change loan
status.
3. Click Save.
Delete patron type policies
Deleting or changing patron types or patron type policies can have an impact on patron accounts in WMS. If you need to delete
or change a patron type or patron type policy, contact OCLC Support.
Related policies:
Patron Type Policy depends
upon:
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Institution Borrower Categories (page 194)
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Patron Type Policy is used in:
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Loan Policy Map (page 94)
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Patron Type Policy depends
upon:
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Notification Policy (page 103)
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Patron Type Policy is used in:
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Hold Fulfillment Policy Map
(page 76)
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Hold Limit Matrix (page 78)
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Hold Request Policy Map
(page 85)
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Loan Limit Matrix (page 87)
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Loan Policy Map (page 94)
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Scheduling Policy Map (page
123)
See also:
Change loan status
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Payment Method
Use this screen to set accepted billing payment methods.
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The payment methods you enter on this screen are listed in the Payment Method field when you accept payment for a
bill in WorldShare Circulation.
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For information on paying bills, see Pay or waive all bills, selected bills, or partial amounts.
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WorldShare Circulation does not support credit card processing.
Create or edit payment methods
1. On the Payment Methods screen, select the payment method you want to edit, or create a new method.
2. In the Policy Name field, enter the name of the payment method, such as Cash, Check, or Credit Card.
3. Click Save.
Delete a payment method
Policies cannot be deleted if they are in use.
1. Click the Policy Name you want to delete.
2. In the top right corner, click Delete.
3. On the Confirm window, click OK.
See also:
Pay or waive all bills, selected bills, or partial amounts
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Scheduling Policy
Use this screen to set scheduling policies for items.
Create or edit scheduling policies
1. On the Scheduling Policies screen, click Create New, or click the Policy Name you want to edit.
2. On the Create New or Edit Policy screen, fill in the fields in the order below:
Field
Description
1 Policy Name
Name of the policy.
2 Pre-Schedule
Embargo Period
Select the length of time for the embargo period that occurs before the scheduled item
is checked out.
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3 Post-Schedule
Embargo Period
During the selected embargo period, the scheduled item cannot be checked out.
For scheduled items checked out before the embargo period, the Loan Period
(page 91) will shorten to accommodate the embargo period.
For example, if you select 5 days, then the scheduled item can only be checked
out by another patron up until 5 days before the item is scheduled.
Select the length of time for the embargo period that occurs after the scheduled item
has been returned.
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During the selected embargo period, the scheduled item cannot be checked out.
For example, if you select 2 days, then the scheduled item can only be checked
out by another patron once the item is returned and the 2 day period ends.
4 Automatic Recall
Period
If the item is checked out, the amount of time before the item is scheduled that a recall
notice will automatically be sent out.
5 Pull List Period
Amount of time before the item is scheduled that it should appear on the pull list.
6 Cancel Schedule
Notification Policy
Select the cancel schedule notification that will be sent to the patron. Create schedule
expiry notifications on the Notification Policy (page 103) screen.
7 Pickup Schedule
Notification Policy
Select the pickup schedule that will be sent to the patron. Create schedule pickup notifications on the Notification Policy (page 103) screen.
8 Placed Schedule
Notification Policy
Select the place schedule notification that will be sent to the patron. Create schedule
placed notifications on the Notification Policy (page 103) screen.
3. Click Save.
Copy scheduling policies
1. Click the Policy Name you want to copy.
2. In the top right corner, click Copy. The copied policy appears.
3. Enter a policy name and edit any additional fields.
4. Click Save.
Delete scheduling policies
Policies cannot be deleted if they are in use.
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1. Click the Policy Name you want to delete.
2. In the top right corner, click Delete.
3. On the Confirm window, click OK.
Related policies:
Scheduling Policy depends
upon:
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Scheduling Policy is used in:
Notification Policy (page 103)
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Scheduling Policy Map (page
123)
See also:
Request or delete a hold or scheduled item
Request, edit or delete a hold or scheduled item from patron account
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Scheduling Policy Map
Use this screen to apply scheduling policies to patron types and items.
Processing order
When an item is checked out, the system evaluates the rows in the map in this order until a match is found:
1. Top to bottom (rows)
2. Left to right (settings in rows)
It is recommended to:
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Put your most restrictive rows at the top of the map
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Have a row at the bottom of the map to cover all patron types, material formats, branches, and locations
Create or edit rows in the scheduling policy map
1. On the Scheduling Policy Map screen, fill in the fields in the order below:
Field
Description
1 Patron Policy
Select the Patron Policy from the list. Create patron type policies on the Patron Type
Policy (page 117) screen.
2 Material Format
Material format is defined in an item's master record.
For more information, see Material Type Names and Codes to determine how the master record provides material format.
3 Holding Location
Holding Code, as set on the Holding Codes Translation Table (page 19) screen.
You must select a holding location in order to select a shelving location.
4 Shelving Location
Shelving Location, as set on the Holding Codes Translation Table (page 19) screen.
If an item has a temporary and permanent location in WMS, the circulation policy will
use the temporary location.
5 Scheduling Policy
Select the Scheduling Policy from the list. Create scheduling policies on the Scheduling
Policy (page 121) screen.
2. If needed, add or delete rows:
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To add a row, click the plus sign ( ).
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To delete a row, click the minus sign ( ).
3. To change a row's position on the map, use the up ( ) and down ( ) arrows.
4. Click Save.
Related policies:
Loan Policy Map depends upon:
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Holding Codes Translation
Table (page 19)
Patron Type Policy (page
117)
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Scheduling Policy (page 121)
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Material Type Names and Codes
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SIP2 Configuration
Use this screen to specify the settings for your SIP2 client (such as a self checkout machine).
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Settings can be configured for each library branch in your institution.
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It is recommended to have a good understanding of your SIP2 client before configuration.
You need to contact OCLC Support if:
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You are setting up SIP2 for WMS for the first time
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You are establishing a SIP2 connection via the open internet (through an unencrypted (http) protocol)
Create or edit a SIP2 Configuration
1. On the SIP2 Configuration screen, click Create New, or click the Policy Name you want to edit.
2. On the Create New or Edit Policy screen, fill in the fields.
Supported messages
Select the check boxes to indicate which messages are supported by your SIP2 client.
Supported Messages fields:
Field
Description
Required?
Checkin Sup- Indicates that Checkin is supported.
Yes
ported
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This check box should always be selected, even if you are not allowing patrons to check in at the SIP2 client.
Checkout Sup- Indicates that Checkout is supported.
ported
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This check box should always be selected.
Offline Mode
Indicates that it is possible to use the SIP2 client in offline mode and upload all
recorded transactions to WMS.
Renewal
Indicates that Renewal is supported.
Yes
Status Update Not implemented.
Supported services
Select the check boxes to indicate which services are supported by your SIP2 client.
Supported Services fields:
Field
Description
Required?
ACS Status
This check box should always be selected.
Yes
Block Patron
Indicates the client can send a Block Patron message.
Checkin
Indicates the client serves in checkin mode.
Checkout
Indicates the client serves in checkout mode.
End Patron
Indicates the client is configured to send the End Patron Session message.
Fee Paid
Indicates the client is configured to send the Fee Paid message.
Hold
Indicates the client supports sending of the Hold message.
Item Information
Indicates the client uses the Item Information message to request additional information about an item.
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Field
Description
Item Status
Update Service
Not implemented.
Login
Indicates if you want to enable the Login service.
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Required?
Yes
This check box should always be selected.
Patron Inform- Indicates the client needs the Patron Information message to request additional
ation
information regarding a patron.
Patron Status Indicates the client can send the Patron Status Message.
Request
Renew
Indicates the client supports the Renew message.
Renew All
Indicates the client can send a Renew All message.
Request
SC Resend
Service
This check box should always be selected.
Yes
Miscellaneous settings
Use this section to set up additional settings for your SIP2 client.
Miscellaneous settings fields:
Setting
Description
Available Hold
Allowed
Indicates if the client allows a hold to be placed on an item that is available:
Number of Retries
Allowed
Check box
Description
Selected
Hold can be placed on an item that is available (not on loan). Hold
can be placed on an item that is unavailable (checked out)
Not selected
Hold cannot be placed on an item that is available. Hold can be
placed on items that are unavailable.
The maximum number of retries before the connection is closed.
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This number should be the same as the number specified in the client's configuration.
Send Personal
When selected, the Patron Information Service will send:
Data in Patron
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Email address
Information Service
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Home address
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Telephone number
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Items on hold
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Items unavailable
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Items recalled
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Items overdue
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Outstanding fee
Even if you do not select to send this personal data, patron name, barcode, number of
items on hold, number of items unavailable, number of recalled items, and number of overdue items will always be sent.
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Setting
Description
Terminal Location
Optional text field to add a description of where the client is located.
Timeout Periods in
Seconds
Number of second the client should wait before the connection is determined to be unresponsive.
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Use SortBin (CL)
field in Checkin
response
This setting may be ignored by some clients, as they prefer to use the value configured within the client settings.
Indicate if you want the value of the SortBin field to be set according to the Routing
Reason of the Checkin transactions:
Check box
Description
Selected
The Routing Reason to Sort Bin (page 127) tab appears in Mapping
section. The value of the SortBin field will be set according to the
Routing Reason of the Checkin transactions.
Not selected
SortBin field (CL) in the Checkin response will not be sent.
Mappings
Use these tabs for connecting WMS categories to SIP fixed categories.
Bill Reason to Fee Type
This tab allows you to map the bill reasons you created on the Bill Reason (page 63) screen to SIP2 fee types.
1. Select a Bill Reason from the list.
2. Select an SIP2 Fee Type from the list.
3. To add a row, under the equal sign (=), click Add Row.
4. To delete a row, click the minus sign ( ).
Payment Method to Payment Type
This tab allows you to map the payment methods you created on the Payment Method (page 120) screen to SIP2 payment types.
1. Select a Payment Method from the list.
2. Select a Payment Type from the list.
3. To add a row, under the equal sign (=), click Add Row.
4. To delete a row, click the minus sign ( ).
Routing Reason to Sort Bin
When Use SortBin (CL) field in Checkin response (page 127) is selected, it is possible to map Routing Reasons to a
value to be set in the SortBin field of the Checkin response.
1. Select a Routing Reason from the list.
2. In the Sort Bin column, enter text.
3. To add a row, under the equal sign (=), click Add Row.
4. To delete a row, click the minus sign ( ).
Material Properties
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This tab allows you to configure which material formats are magnetic and can be sensitized and/or desensitized.
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Values within the tab are only seen after you have saved your policy for the first time.
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Select the check boxes to indicate the material format settings.
Material Properties fields:
Column
Description
Material Format
As defined in the item's master record. For more information, see Material Type Names
and Codes to determine how the master record provides material format.
Using Default Values
If the check box is selected, then you are using the default value.
Magnetic
Indicates if the material format is magnetic.
To sensitize
Indicates the material will be sensitized when it is checked in.
To desensitize
Indicates the material will be desensitized when it is checked out.
3. Click Save.
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You can also use this check box to set the row back to its defaults by clicking on
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SIP2 IP Address
Use this screen to register the IP addresses of your SIP2 clients for communication with the server.
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To create a new policy, you must first configure your SIP client's settings on the SIP2 Configuration (page 125) screen.
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The IP addresses that you enter on this screen must be static, routable, and have access to the Internet.
You need to contact OCLC Support if:
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You are setting up SIP2 for WMS for the first time
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You are establishing a SIP2 connection via the open internet (through an unencrypted (http) protocol)
Add a new IP address
1. Click the Policy Name you want to edit.
2. Click Add Row to add a row to the Registered IP addresses table.
3. Fill in the fields in the order below:
Field
1 Activated
Description
If Activated is not selected, the IP address will not be able to connect to the SIP2 Server. To temporarily disable an IP address, deselect the check box.
2 IP Address The IP address that is granted access to the SIP2 service.
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The IP address must be static, routable, and have access to the Internet.
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This value cannot be changed once it has been entered.
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3 Login Id
To change an IP address, you need to delete the row and enter the new value into a new
row.
You can use the same IP address for multiple branches or institutions, but you also need
to enter a Login ID and Password. If you do not enter a Login ID and Password, then you
cannot use the IP address more than once.
The username that is connected to the IP address.
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The Login Id is used to let a connection switch between an institution or branch from the
same IP address by issuing a Login Message (93).
If you do not enter a Login Id, then the IP address can only be used in one institution or
branch; you only need to enter a Login ID if you are using the IP address for more than one
institution or branch.
4 Password
The password that is connected to the Login Id. If the username changes, the password will be
reset and needs to be re-entered.
5 Vendor
The vendor of your SIP2 client.
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Bibliotheca and Envisionware are supported vendors and can be selected from the list.
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If your SIP2 client is not from a supported vendor, select default.
6 Description Optional text field to add a description of the IP address.
4. Click Save.
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Authorized Users
Use this screen to authorize users to manage this profile. User accounts from certain OCLC services are accepted. Removing
the user's authorization does not delete the user's account; it only dissociates it from the institution profile.
When you are finished, click Save Changes to save and continue, or Reset to start over.
To add a user:
Step Action
Result
1
Click Add a User.
The Add New User screen appears.
2
Add a username from an existing account. If the username is
invalid, an error message appears.
3
Click Add.
The Username, Email Address and Name
are added to the list.
To delete a user:
Step Action
1
Click the check box next to the Username.
2
Click Remove Selected Users.
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Result
The Username is removed.
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Branches and Affiliates
Use this screen to set up institutions that are subordinate to or serve as extensions of your institution. Current Branch and Affiliate associations are listed on the screen. To be associated, a branch must have its own Registry profile.
Add New Branches/Affiliates
Note: The OCLC WorldCat Registry uses material from the Wikipedia article List of country names in various languages and
List of names of European cities in different languages, which are licensed under the Creative Commons Attribution-ShareAlike License 3.0 (CC BY-SA 3.0).
To add a branch or affiliate:
Step Action
1
Click the plus symbol (+) to expand the branch option.
2
Enter search terms in the Search box. Note: The Search function
will find exact matches first, and then close matches.
3
Click the check box to include inactive records.
4
Click Search.
5
To see more information about an institution, click the institution
name to go to the Profile Summary (page 151) for that institution.
6
Click Add As Branch or Add as Affiliate in the Action column to
add an institution to your Branches and Affiliates screen.
Result
A confirmation message appears, followed
by Search Results.
A confirmation message appears, and the
branch or affiliate is added.
To delete a branch or affiliate:
Step Action
Result
1
A confirmation message appears, and the
branch or affiliate is removed.
Click Remove Branch or Remove Affiliate under Branches or
Members or Affiliations.
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Contacts
Use this screen to add contact information for key administrative and departmental personnel. WorldCat Registry will allow
you to make this information publicly available. You can also enter personnel who would be of interest only to parties with
whom your profile will be shared.
When you are finished, click Save Changes to save and continue, or Reset to start over.
Contact List
To add contacts:
Step Action
Result
1
Click Add Contact.
The Add New Contact screen appears.
2
Complete the fields on the screen:
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Choose a Role from the drop-down list.
l
Type information in the fields provided.
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3
Click the check box if you want to make your contact information publicly available.
Click OK to save or Cancel to start over.
The contact appears under Contact List.
To edit contacts:
Step Action
Result
1
Click the check box next to the contact.
2
Click Edit Selected.
3
Edit any desired fields
4
Click OK to save or Cancel to start over.
The Edit Contact screen appears.
The changes are made to the contact.
To delete contacts:
Step Action
Result
1
Click the check box next to the contact.
2
Click Delete Selected.
The contact is removed.
Contact fields
Note: Required fields are marked with an asterisk (*).
Field
Description
Role
Select a role from the drop-down list.
Name
Contact’s name, first and last name (surname). Name must be at least two characters.
Email Address
Contact’s e-mail address.
Phone
Preferred format as it is displayed in your country. examples:
+1 (614) 764 6000 (US and Canada)
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Description
+ 33 4 55 33 66 77 (France)
+ 31 71 500 2500 (Netherlands)
Fax
Preferred format as it is displayed in your country. examples:
+1 (614) 764 6000 (US and Canada)
+ 33 4 55 33 66 77 (France)
+ 31 71 500 2500 (Netherlands)
Visible to All
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Click the check box to allow a contact to be visible to anyone. If you do not make the choice,
contact information will be hidden to general public and available only to parties with whom you
share your profile.
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Create a New Institution
Use this screen to create a new institution by entering brief, directory-style information, such as name, home page and identifiers.
l
Adding an address is optional.
l
After completing this screen, continue to add information to other sections of the profile.
To create a new institution:
Step Action
1
Result
Type information in any or all of the fields provided.
Providing as much information as possible (especially an OCLC
Institution Symbol and ISIL) will produce more exact search results
(see step 4).
2
If you wish to add an address, make sure the check box is
checked.
The Address fields appear.
3
Click Create. By clicking Create, you agree and consent to the
Terms of Service.
A message appears indicating that duplicates are being searched.
4
The system automatically searches for duplicate institutions.
If possible duplicates are found, the Duplicate Institutions screen appears.
5
If your institution is listed, click the name.
The Profile Summary screen appears.
OR
6
If your institution is not listed, click Confirm Create to create the
institution.
A confirmation message appears, followed
by the Name and Location (page 142) screen.
Note: To request authorization, click Authorize me for this record
on the Profile Summary (page 151) screen.
Create a New Institution fields Note: Required fields are marked with an asterisk (*).
Field
Description
Institution Name
Name describing your institution. Include identifying information, such as consortium or branch
name.
Examples: Seattle Public Library; BANK OF CHINA, LAW AFFAIRS DEPT
Also Called
Alias name, common name, abbreviation, or English version of a non-English name, if applicable.
Example: Detroit Area Library Network Also Called: DALNET
Institution Type
Select your institution type from the drop-down list.
Home Page URL
Institution or library’s main Web site address.
Example: www.spl.org
OCLC Institution
Symbol
Alpha-numeric identifier issued by OCLC to member institutions (editable by OCLC staff only).
Example: OCL
See Directory of OCLC Libraries
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Description
To learn more about the OCLC symbol rendered as ISIL, see: http://www.worldcat.org/webservices/registry/xsl/identifiers
International Standard Identifier for
Libraries (ISIL)
A unique identifier issued by the ISIL Agency to create an identifier to enable unique identification of a library or related institution. An ISIL is made up by two components: a prefix and a
library identifier, in that order, separated by a mandatory hyphen. An OCLC symbol can be
rendered as ISIL by the addition of the prefix “OCLC” or “O” for technical encoding in cases such
as RFID tags.
Examples: CA-QMCB, OCLC-ABCDE
To learn more about the standard see: http://biblstandard.dk/isil/ and http://www.iso.org/iso/catalogue_detail?csnumber=27979
To learn more about the OCLC symbol rendered as ISIL, see: http://www.worldcat.org/webservices/registry/xsl/identifiers
Address fields (optional)
Type
You can enter up to four addresses:
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Main address
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Business address
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Shipping address
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Other address
Street Address 1
Institution’s address.
Street Address 2
Other address information, such as P.O. Box, Suite, etc.
City
City of institution’s location.
State or Province
Select your state or province from the drop-down list, if applicable. Drop-down values are available for the United States, Canada and Australia. ISO standard names, see: http://www.iso.org/iso/home/standards/country_codes.htm
Postal Code
Postal or zip code of institution’s location.
Country
Select your country from the drop-down list. ISO standard names, see: http://www.iso.org/iso/home/standards/country_codes.htm
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Currency and Locale
Use this screen to set the currency, tax rate, and location information for your institution.
1. On the Currency and Locale screen, fill in the fields in the order below:
Field
Description
1 Currency
Select the preferred currency of your institution.
2 Tax Rate
Enter the tax rate for your institution. This tax rate will be used in WMS for circulation
purposes.
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l
If you select to use tax on a Bill Reason (page 63) , the tax rate that you enter on
this screen will be used.
Tax will only display in WMS if Show Everywhere is selected on the UI Tax
Policy (page 62) screen (page under Admin/General (page 50) ) in the WMS Circulation module.
3 Local Country
Select the country where your institution is located.
4 Locale Language
Select the preferred language of your institution.
5 Locale Variant
Enter your preferred vendor or browser. For example, WIN for Windows, MAC for Macintosh, and POSIX for POSIX.
2. Click Save.
Related policies:
Bill Reason (page 63)
UI Tax Policy (page 62)
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Identifiers
Use this screen to list identifying codes assigned by OCLC and other industry and standards organizations, if applicable. (The
ID assigned by the WorldCat Registry is included.)
When you are finished, click Save Changes to save and continue, or Reset to start over.
Identifiers
To add an identifier:
Step Action
Result
1
Select an Identifier Type from the drop-down list.
2
Provide an identifier in the Identifier field.
3
Click Add.
The identifier appears in the table.
To edit an identifier type: Step Action
Result
1
Click the Identifier Type.
2
Choose the correct type from the drop-down list.
The identifier type is changed.
To edit an identifier: Step Action
Result
1
Click the Identifier.
2
Provide the correct identifier.
The identifier is changed.
To delete an identifier: Click Remove to delete the identifier.
Identifier Types
Field Name
Description and Example
WorldCat Registry ID The unique ID assigned by the WorldCat Registry (not editable). Example: 21274
Australian National
Union Catalog
A unique identifier issued by the National Library of Australia for organizations which contribute
information to the Australian National Bibliographic Database (ANBD). Australian National
Union Catalog symbol has been recognized as an International Standard Identifier for Libraries
(ISIL).
Example: ANL (National Library of Australia)
See: http://www.nla.gov.au/ilrs/
Australian Business
Number
11-digit unique identifier issued by the Australian Taxation Office that is used by business entities when dealing with the Australian government.
Example: 48 004 146 338
See: http://www.ato.gov.au/
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Field Name
Description and Example
BIBSYS Library
Code (Norway
records) (editable by
OCLC staff only)
A unique library identifier issued by BIBSYS which is a key supplier of products and services for
higher educational institutions, other research institutions in Norway, public administrative institutions and the National Library of Norway
British Library Code
(UK records)
An internal unique identifier for British Libraries indicating the physical location of the material.
Enables British Library customers to convert into names and addresses the library codes they
are given in response to location searches. It also indicates each library’s supply and charging
policies.
Example: xu
Example: ED/N-2, DB/N-2
See: http://www.bl.uk/reshelp/atyourdesk/docsupply/help/replycodes/dirlibcodes/
Federal Employer
Identification Number (FEIN) Identifier
A unique nine-digit numeric identifier assigned by the Internal Revenue Service to businesses in
the United States.
International Standard Identifier for
Libraries (ISIL)
A unique identifier issued by the ISIL Agency to create an identifier to enable unique identification of a library or related institution. An ISIL is made up by two components: a prefix and a
library identifier, in that order, separated by a mandatory hyphen. An OCLC symbol can be
rendered as ISIL by the addition of the prefix “OCLC” or “O” for technical encoding in cases such
as RFID tags. Examples: CA-QMCB, OCLC-ABCDE
Example: 88-1234567
To learn more about the standard see: http://biblstandard.dk/isil/ and http://www.iso.org/iso/catalogue_detail?csnumber=27979
To learn more about the OCLC symbol rendered as ISIL, see: http://www.worldcat.org/webservices/registry/xsl/identifiers
MARC Organization
Code (NUC)
Alphabetic identifier used in Library of Congress National Union Catalog. Example: TxLbAMS;
RiEpGSL See: http://www.loc.gov/marc/organizations/
NCES IPEDS ID/Un- Numeric identifier issued by the National Center for Educational Statistics (U.S.) for Academic
itID
Institutions.
Example: 164924
See: http://nces.ed.gov/
NCES Organization
Code/FSCS ID
Alpha-numeric organization code issued by the National Center for Educational Statistics (U.S.)
for Public Libraries.
Example: OH0057
See: http://nces.ed.gov/
NCES Library
Code/LIBID
Alpha-numeric identifier issued by the National Center for Educational Statistics (U.S.) identifying branch level information for Public Libraries.
Example: 157B08
See: http://nces.ed.gov/
New Zealand Library A unique library identifier issued by the National Library of New Zealand. Its primary purpose is
Symbol (New Zeato facilitate interloan. New Zealand Library Symbol has been recognized as an International
land records)
Standard Identifier for Libraries (ISIL). Example: WN (National Library of New Zealand, Wellington)
See more about ISIL: http://biblstandard.dk/isil
See: https://natlib.govt.nz/directory-of-new-zealand-libraries
New Zealand Union
Catalog Name (editable by OCLC staff
only)
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New Zealand Union Catalog Name (editable by OCLC staff only) A unique library identifier
issued by the National Library of New Zealand.
Example: Porirua Public Library
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Field Name
Description and Example
OCLC Account
Name (editable by
OCLC staff only)
Account name issued by OCLC to member institutions. This name will be used as your Institution Name unless you want to change it.
OCLC Symbol (editable by OCLC staff
only)
Alpha-numeric identifier issued by OCLC to member institutions.
Example: OCLC, Inc.
Example: OCL
See Find an OCLC library
To learn more about the OCLC symbol rendered as ISIL, see:http://www.worldcat.org/webservices/registry/xsl/identifiers
RCR Code (France
records) (editable by
OCLC staff only)
A unique numeric library identifier issued by ABES (Agence Bibliographique de l'Enseignement
Supérieur) the agency in charge of SUDOC (Système Universitaire de documentation), the
Library Union Catalogue for the academic, specialist and Higher Education in France.
Example: 974112202
SAN Identifier
The Standard Address Number (SAN) is a seven-digit numeric identifier used to identify organizations and businesses interacting with the publishing industry (including book and serial manufacturers, libraries, publishers.)
Example: 0348277
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Map
Use this screen to set your institution’s location on a map. Drag the red marker to specify the institution's physical location, or
click Update Registry to use the Normalized latitude and longitude values for this record. You can set a different location for
each address you have set in the WorldCat Registry.
When you are finished, click Save to save, or Cancel to start over.
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Name and Location
Use this screen to enter or revise your institution’s information, such as physical and postal street addresses, Web sites and
telephone numbers.
When you are finished, click Save Changes to save and continue, or Reset to start over.
Institution Name
Use this section to add or change general information about your institution, and choose whether or not to make your information public.
Note: Required fields are marked with an asterisk (*).
Addresses
You can enter up to four addresses:
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Main address
l
Business address
l
Shipping address
l
Other address
To add an address:
Step Action
Result
1
The Add New Address screen appears.
Click Add Address.
Note: You may also add a new address by using the Copy function.
See To copy an address: (page 143) , below.
2
Complete the fields on the screen:
l
l
l
3
Select an address type from the drop-down list.
If accepted, a confirmation message
appears. If not, an error message appears.
Type information in the fields provided and select locations
from the drop-down lists. Note: After selecting a State or
Province, the Country is automatically selected.
Entering latitude and longitude will enable advanced features
like a Map and auto-detection of your time zone. For further
information, see: Map (page 141) and Open Hours (page 148) .
Click OK to save or Cancel to start over.
The address appears under Addresses.
To edit an address: Step Action
1
Click the check box next to the address.
2
Click Edit Selected.
3
Edit any desired fields.
4
Click OK to save or Cancel to start over.
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Result
The Edit Address screen appears.
The changes are made to the address.
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To copy an address:
Step Action
1
Click the check box next to the address.
2
Click Copy Selected.
3
Edit any desired fields.
4
Click OK to save or Cancel to start over.
Result
The Add New Address screen appears.
The address appears under Addresses.
To delete an address:
Step Action
1
Click the check box next to the address.
2
Click Delete Selected.
Result
The address is removed.
Email Addresses
You can enter as many email addresses as you need.
To add an email address:
Step Action
Result
1
Click Add Email.
The Add New Email screen appears.
2
Type an email address in the field provided.
3
Click OK to save or Cancel to start over.
The email address appears under Email
Addresses.
To edit an email address: Step Action
1
Click the check box next to the email address.
2
Click Edit Selected.
3
Edit the email address.
4
Click OK to save or Cancel to start over.
Result
The Edit Email screen appears.
The changes are made to the email address.
To delete an email address:
Step Action
1
Click the check box next to the email address.
2
Click Delete Selected.
Result
The email address is removed.
Phone/Web
Provide information about your telephone numbers and Web access. Click the check box if you have Wifi Access.
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Name and Location fields Note: Required fields are marked with an asterisk (*).
Field
Description
Institution Name
Name describing your institution. Include identifying information, such as consortium or branch
name.
Examples: Seattle Public Library; BANK OF CHINA, LAW AFFAIRS DEPT
Also Called
Alias name, common name, abbreviation, or English version of a non-English name, if applicable.
Example: Detroit Area Library Network Also Called: DALNET
Institution Type
Select your institution type from the drop-down list.
Privacy Preferences Choose Make information public to make your institution’s profile public, or Make information
private to only have your institution’s name and address publicly available.
Address fields
Type
You can enter up to four addresses:
l
Main address
l
Business address
l
Shipping address
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Other address
Street Address 1
Institution’s physical address.
Street Address 2
Other address information, such as P.O. Box, Suite, etc.
City
City of institution’s physical location.
State or Province
Select your state or province from the drop-down list, if applicable. Drop-down values are available for the United States, Canada and Australia. ISO standard names, see: http://www.iso.org/iso/home/standards/country_codes.htm
Postal Code
Postal or zip code of institution’s physical location.
Country
Select your country from the drop-down list. ISO standard names, see: http://www.iso.org/iso/home/standards/country_codes.htm
Latitude
Your institution’s latitude. It is a set of data derived from an institution’s business or mailing
address.
Example: 40.017075,-83.066376
Longitude
Your institution’s longitude. It is a set of data derived from an institution’s business or mailing
address.
Example: 40.017075,-83.066376
Phone/Web fields
Phone
Preferred format as it is displayed in your country.
Examples:
+1 (614) 764 6000 (US and Canada)
+ 33 4 55 33 66 77 (France)
+ 31 71 500 2500 (Netherlands)
Fax
Preferred format as it is displayed in your country.
Examples:
+1 (614) 764 6000 (US and Canada)
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Description
+ 33 4 55 33 66 77 (France)
+ 31 71 500 2500 (Netherlands)
Home Page
Institution or library’s main Web site address.
Example: www.spl.org
Information Page
Address of the institution’s Web page which lists locations, department, hours, and contact
information.
Example: www.spl.org/default.asp?pageID=branch
Library Card Form
Page
Address of the institution’s Web page to sign up for a library card.
Wifi Access
Check the check box if Wifi Access is available.
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Example: http://www.columbuslibrary.org/card-application
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Online Catalog
Use this screen to list information about your Web-accessible catalog.
When you are finished, click Save Changes to save and continue, or Reset to start over.
Online Catalog Availability
Use this section to select the availability option for your online catalog. The default setting is Not Available. No other fields are
shown if this option or Available on Intranet only is chosen. If you select Available Online, fill out the remaining fields on the
screen.
Suggest Links
Get automatic suggestions for your online catalog information.
To get suggested links:
Step Action
Result
1
Paste a sample URL from your Web catalog in the field provided.
2
Click Suggest Links.
3
Continue to Online Catalog (page 146) or click Clear Suggested to
start over.
WorldCat Registry automatically suggests
values for the fields under Online Catalog
(page 146) .
Online Catalog
It may take up to 24 hours for any changes to your institution’s Online Catalog links to be reflected in other OCLC services.
To get suggested links:
Step Action
1
Result
Complete the fields on the screen:
l
Choose a Library System Used from the drop-down list.
l
Provide URLs in the fields provided.
2
Click Test next to the suggested link to check if it displays a holding in your local online catalog.
3
Provide a URL for the screen that displays results of an ISBN or
ISSN search.
4
Choose Use 10 Digits or Use 13 Digits for ISBN.
5
Click Test next to the ISBN, ISSN and OCLC Number fields.
A window opens, showing Example numbers for testing.
6
Click Test to display the search, or Cancel to start over.
The Test screen opens.
7
Click the check box if your library configures its catalog to retain the
leading zeroes on OCLC numbers.
8
Choose an option for OCLC Number Prefix, and if applicable,
select a custom prefix to be used on all OCLC Numbers.
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The Web page opens in a new browser window.
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Result
Provide a URL to conduct an OR search against the local catalog
for multiple OCLC numbers which identify the same record.
Online Catalog fields
Field
Description
Library System Used Select your vendor from the drop-down list.
Base URL
Main URL for your library’s catalog. Only one link can be used per profile.
Online Catalog Direct to ISBN
URL for the screen that displays the results of an ISBN search of your catalog.
Online Catalog Direct to ISSN
URL for the screen that displays the results of an ISSN search of your catalog.
e-Serial ISSN
Search
URL for the screen that displays the results of an ISSN search of your catalog for electronic serials.
Online Catalog Dir- URL for the screen that displays the results of an OCLC Number search of your catalog.
ect to OCLC Number
Add Leading Zeroes Click the check box to add leading zeros to the search term if your library configures its catalog
to the OCLC search to retain the leading zeros on OCLC numbers.
Term
OCLC Number Prefix Select which option you prefer for adding a prefix to the OCLC Number. Example: OCM
Custom Prefix
Custom prefix to add to all OCLC Numbers.
Online Catalog Dir- The URL to conduct an OR search against the local catalog for multiple OCLC numbers which
ect to Multiple OCLC identify the same record. This will handle cases where many OCLC numbers have been
Numbers
reduced to a single OCLC number in the WorldCat database and the holdings in the local catalog may not match the holdings in WorldCat. Use {oclc} as a placeholder for where OCLC numbers can be inserted into the URL.
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Open Hours
Use this screen to set your hours of operation.
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l
If you are using WMS, the hours you set on this screen will be used in your circulation policies (to determine due dates,
calculate fines, etc.).
If you are not using WMS, the hours you set on this screen will only be listed in the WorldCat Registry.
Time Zone
To set your institution's time zone:
1. Select the time zone from the list, or
2. Click Auto-Detect Time Zone to automatically set your time zone. This is based on your institution's geolocation, as
set on the Map (page 141) screen.
Normal Hours
To set your institution's hours:
1. Click on a day in the table to modify its hours individually, or click one of the buttons at the bottom of the table to set
hours for multiple days.
2. Select an Open Status.
3. If you selected Open, enter an Opening Time and Closing Time.
4. Click OK.
5. Click Save Changes.
Special Hours
Add special hours
1. Click Add Special Hours.
2. Enter a Description.
3. Select the dates the special hours last using the calendars.
4. Select an Open Status.
5. If you selected Open, enter an Opening Time and Closing Time.
6. Click OK.
7. Click Save Changes.
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Edit special hours
1. Select the check box next to the hours you want to edit.
2. Click Edit Selected.
3. Edit the fields.
4. Click OK.
5. Click Save Changes.
Delete special hours
1. Select the check box next to the hours you want to delete.
2. Click Delete Selected.
3. Click Save Changes.
Hours URL Page
To set an online link to your institution’s hours page, enter a URL. This link will appear in the WorldCat Registry.
l
If you are using WMS you must enter Normal Hours (page 148) in order for your institution's hours to be used in your circulation policies.
Related policies:
Loan Policy (page 91)
Branch Opening Hours Override Settings (page 193)
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Profile history
This screen lists a record of changes made to your WorldCat Registry profile, including the date/time, user name and changes
that were made.
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Profile Summary
This screen lists your institution’s information with links to other WorldCat Registry screens for easier editing.
The screen appears after a Search (page 152) or after Create a New Institution (page 135) .
If this is your institution and you need to request authorization, Authorize me for this record will appear.
Step Action
Result
1
Click Authorize me for this record.
The window expands to include a relationship field.
2
Describe your relationship with the institution in the field provided.
3
Click Send.
4
You will be contact by OCLC staff when your authorization is complete.
The request is sent to OCLC for verification.
If this is your institution and you are authorized, Edit this record will appear. Click the link to go to the Name and Location (page
142) screen.
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Search
Use this screen to search for an institution in the WorldCat Registry.
Basic Search
Note: The OCLC WorldCat Registry uses material from the Wikipedia article List of country names in various languages and
List of names of European cities in different languages, which are licensed under the Creative Commons Attribution-ShareAlike License 3.0 (CC BY-SA 3.0).
To find an institution:
Step Action
Result
1
Enter search terms in the Search box.
2
Click Search. The Search function will find exact matches first,
and then close matches.
3
Click the institution name to go to the Profile Summary (page 151) for
that institution. If this is your institution and you need to request
authorization, click Authorize me for this record.
A confirmation message appears, followed
by Search Results.
Advanced Search
Use Advanced Search to search with more specific search terms.
Note: The OCLC WorldCat Registry uses material from the Wikipedia article List of country names in various languages and
List of names of European cities in different languages, which are licensed under the Creative Commons Attribution-ShareAlike License 3.0 (CC BY-SA 3.0).
To use Advanced Search:
Step Action
Result
1
Click the Advanced tab.
The Advanced Search fields appear.
2
Enter search terms in any or all of the fields provided.
3
Click Search. The Search function will find exact matches first,
and then close matches.
4
Click the institution name to go to the Profile Summary (page 151) for
that institution. If this is your institution and you need to request
authorization, click Authorize me for this record.
A confirmation message appears, followed
by Search Results.
Advanced Search fields
Note: Required fields are marked with an asterisk (*).
Field
Description
Name
Name describing your institution. Include identifying information, such as consortium or branch
name. examples: Seattle Public Library; BANK OF CHINA, LAW AFFAIRS DEPT
Also Called
Alias name, common name, abbreviation, or English version of a non-English name, if applicable. example: Detroit Area Library Network Also Called: DALNET
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Field
Description
Institution Type
Select your institution type from the drop-down list.
Country
Select your country from the drop-down list. ISO standard names, see: http://www.iso.org/iso/home/standards/country_codes.htm
City
City of institution’s physical location.
State or Province
Select your state or province from the drop-down list, if applicable. Drop-down values are available for the United States, Canada and Australia. ISO standard names, see: http://www.iso.org/iso/home/standards/country_codes.htm
Postal Code
Postal or zip code of institution’s physical location.
Search by Identifiers
Use this option to search by Identifiers (page 138) .
To search by identifiers:
Step Action
Result
1
Click the Identifiers tab.
The Identifiers fields appear.
2
Enter an identifier to search in the fields provided, or choose one
from the drop-down lists.
3
Click Search. The Search function will find exact matches first,
and then close matches.
4
Click the institution name to go to the Profile Summary (page 151) for
that institution. If this is your institution and you need to request
authorization, click Authorize me for this record.
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A confirmation message appears, followed
by Search Results.
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Virtual Reference
Use this screen to list any virtual reference service (such as “Ask a Librarian”) offered by the institution. At present, your profile
can list only one service.
For more information, see Virtual Reference.
To add a virtual reference service:
Step Action
1
Select a Vendor from the drop-down list.
2
Provide a URL.
3
Click Save.
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IP Addresses
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Manage IP Addresses
Use this screen to manage IP address ranges and attributes for OCLC products and services.
The institutions for which you are authorized are listed in the drop down box. When you select your institution, the IP Address
Ranges and IP Address Range Attributes fields are populated. If you are authorized for multiple institutions, you must select
the institution for which you want to edit IP addresses.
IP Address Ranges
To add an IP address:
Step Action
Result
1
Click Add.
A pop-up window appears.
2
Type an IP address range.
3
Click OK.
The IP address range appears in the list.
Note: The IP address is not added until you add attributes and
Save. See IP Address Range Attributes (page 157) , below
To add IP addresses in bulk:
Step Action
Result
1
Click Bulk Entry.
The Bulk Entry button changes to Selection
List.
2
Click Selection List.
The list of IP Address Ranges is highlighted.
3
Cut and paste a list of IP address ranges from Microsoft® Word or
Excel.
4
Click Done.
To remove an IP address:
Step Action
Result
1
Click the IP Address Range you wish to remove.
The address is highlighted.
2
Click Remove.
The address is removed.
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IP Address Range Attributes
To add or change IP address range attributes:
Step Action
Result
1
The address is highlighted.
Click the IP Address Range for which you wish to add or change
attributes.
Note: To select multiple IP ranges, click the first address you wish
to change, then hold down the Shift key and click the last address
you wish to change. Or use the Ctrl key to select multiple, individual IP addresses.
2
In the IP Address Range Attributes box, click the plus symbol
(+).
The fields expand.
3
Choose the type of attribute from the drop-down list.
4
Type a value in the field provided, or choose a Product from the
drop-down list.
5
To remove an attribute, click the minus symbol (-) next to the IP
Address Range Attribute you want to remove.
The attribute is removed.
6
Click Save to save or Cancel to start over.
A confirmation message appears.
IP Address Range Attributes fields
Note: Required fields are marked with an asterisk (*).
Field
Description
Autho
The primary authorization number associated with the organization which has financial responsibility for paying the contracts represented by the services associated with the IP address.
Secondary Autho
The authorization number associated with the organization who is associated with the primary
authorization for the IP address.
Registry ID
The Registry ID of the institution which may use the IP addresses of the Owning Registry ID.
Note on Owning Institution ID: This is the Institution ID of the selected institution and cannot
be edited.
Owning Registry ID in Attributes section: The Owning Registry ID may be listed as an attribute in the list as well as the Owning Registry ID.
Institution Symbol
The institution symbol associated with the IP address.
Product
The product or service associated with the IP address.
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9
WorldShare Interlibrary Loan
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Borrower Data
Use this screen to configure Borrower constant data. Constant data is stored information that your staff can use to ensure consistency when they initiate or respond to requests. Constant data automatically transfers repetitive data to workforms and
requests. A default constant data record is created for any institution that does not have one.
For more information about constant data and examples of how it can be used, see Constant Data.
Configure Borrower Constant Data
Follow the instructions below to add, edit, or delete a constant data record.
To add a constant data record:
1. Click Create New CD record.
2. Fill in the fields. See Borrowing Library Information fields (page 159) and Patron fields (page 160) for details.
3. Click Save as New.
To copy a constant data record:
1. From the Constant Data Record list, select the constant data record you want to copy.
2. Edit the Constant Data Record Name.
3. Make any additional edits to the record, if needed.
4. Click Save as New.
To edit a constant data record:
1. From the Constant Data Record list, select the constant data record you want to edit.
2. Edit the record.
3. Click Save.
To delete a constant data record:
1. From the Constant Data Record list, select the constant data record you want to delete.
2. At the bottom of the screen, click Delete Record.
3. On the confirmation window, click OK.
Borrowing Library Information fields
Note: Required fields are marked with an asterisk (*).
Field
Description
Constant Data
Record Name
The name of this record (20-character limit, with no special characters).
Description
A brief description of this record.
Need Before
Date by which you want to receive the item. Note: To assign a period of up to 99 days, type
+DD for the system to calculate a date that is 1-99 calendar days from today's date.
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Field
Request Type
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Description
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Loan - Only requests for loans will match.
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Copy - Only requests for nonreturnable copies will match.
Editions
Preferred edition.
Shipping and Constant Info
Complete mailing address and contact information.
Bill to
Billing address. Click Copy From Shipping Info. to use the same information from the Shipping and Contact Info fields. Otherwise, provide new information.
Ship Via
Preferred method of shipment.
Electronic Delivery
Choose your preferred method of electronic delivery:
Field
Definition
Arie (FTP)
FTP delivery via Ariel.
Article Exchange
Delivery via OCLC Article
Exchange.
Electronic
Delivery via email
ILLiad Odyssey
Delivery via ILLiad Odyssey software.
Note: Electronic Delivery is defined in the OCLC Policies Directory. Log in to the Policies Directory to make changes.
ILL Fee Management (IFM)
Maximum Cost
Select the ILL Fee Management (IFM) check box to turn IFM on.
For more information on IFM, see Interlibrary Loan Fee Management (IFM).
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Copyright Compliance
Maximum amount (in US dollars) that you will pay for the item. Type the amount you will
pay, and check the IFM check box to apply IFM.
Note: This reflects the total cost, not the cost per page.
If you will not pay, leave the check box empty and type 0.00 in the box.
Note: If you do not provide a value, you are responsible for whatever the Lender charges.
If both the IFM and Maximum Cost boxes are empty, the Lender is able to specify a Maximum Cost amount when the request is returned to you. You automatically agree to pay
the specified amount when you update the request.
Indicates your compliance for photocopy requests. There are 2 valid codes:
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CCG Conforms to CONTU Guidelines
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CCL Conforms to U.S. Copyright law
Affiliations
Symbols, names, or acronyms of your reciprocal or local groups.
Example:
LVIS
Billing Notes
Additional billing information, if needed.
Borrowing Notes
Type here any additional information needed to clarify the request.
Patron fields
Note: Required fields are marked with an asterisk (*).
Field
Description
Patron Name
The patron's name.
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Description
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For best results, use the format: last name, first name, middle name or initial.
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If necessary, add descriptive text to differentiate patrons with similar names.
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Do not enter patron identification numbers in this field. Use ID instead.
Examples:
Butterworth, Ada Esther
Smith, Bob, CompSci Dept.
Patron ID
A number used for patron identification.
Examples:
123-45-6789
ALl/6496KRTXX/0001
OH4751603
Patron Department
The patron's department. Be consistent in the use of department names
Example:
Department of Chemistry
ChemDept
Chemistry
Status
The patron's status.
Examples:
Faculty
Executive
Undergraduate
Email
The patron's email address.
Address
The patron's address.
Notes
Any relevant information about the patron.
Examples:
Maximum Cost $5.00
Can pickup from East Branch on Tuesdays
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Custom Holdings Groups
Use this screen to configure custom holdings groups that contain the OCLC symbols of preferred lenders for a particular category of borrowing activities.
Hint: To find libraries to add to your custom holdings group, review your borrowing history in OCLC Usage Statistics. Or search
the OCLC Policies Directory for close libraries or libraries in your consortium.
Configure Custom Holdings Groups
To create a custom holdings group:
1. Click Create New Custom Holdings Group.
2. Enter the Custom Holdings Groups Name, and optionally, a Description.
3. Click Add/Edit symbol(s).
4. In the Add/Edit OCLC symbols window, add the symbols in the box provided. Separate multiple symbols with a space.
l
If you need to look up OCLC symbols, click the link to access the OCLC Policies Directory.
5. Click Update Symbols.
6. Click Save as New.
To add an institution to a custom holdings group (on the by group name screen):
1. From the Custom Holdings Groups lists, select the custom holdings group you want to edit.
2. Enter the Custom Holdings Groups Name, and optionally, a Description.
3. Click Add/Edit symbol(s).
4. In the Add/Edit OCLC symbols window, add the symbols in the box provided. Separate multiple symbols with a space.
l
If you need to look up OCLC symbols, click the link to access the OCLC Policies Directory.
5. Click Update Symbols.
6. Click Save as New.
To delete an institution from a custom holdings group (on the by group name screen):
1. From the Custom Holdings Groups lists, select the custom holdings group you want to edit.
2. You have two options:
1. Select the check box next to the symbol you want to delete and click Clear selected symbols, or
2. Click the delete button () next to the symbol you want to delete.
3. Click Save.
To add or remove an institution to a custom holding group (on the by symbol screen):
1. Under Display groups, click by symbol.
2. On the Custom Holdings Groups Symbol Search screen, enter the symbol you want to add or delete from one or more
custom holdings groups.
3. Click Search.
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A list of all of your custom holdings groups appears, along with an indication of whether or not that symbol is contained in each group that contain that symbols appears, including an indicator of whether that symbol appears in
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the group.
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Note: If no results are found, a message will appear the symbol does not exist in any groups, the groups are all
displayed with a No indication.
4. Select Yes to add a symbol to the group, or No to remove a symbol from the group.
5. Click Save.
To delete a custom holdings group:
1. From the Custom Holdings Groups lists, select the custom holdings group you want to delete.
2. On the bottom of the screen, click Delete Custom Holdings Record.
3. On the confirmation window, click OK.
Custom Holdings Groups fields
Note: Required fields are marked with an asterisk (*).
Field
Description
Custom Holdings
Groups Name
The name of the custom holdings group (20-character limit, with no special characters).
Description
A brief description of the group.
Example:
Institutions that charge for book loans.
OCLC Symbol(s)
The OCLC symbols for institutions that are part of the custom holdings group.
Examples:
AAU
ABI
ACN
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Custom Holdings Paths
Use this screen to configure custom holdings paths that contain the names of holdings groups appropriate to a set of requests.
Within the holdings path record are listed holdings group records in order of borrowing preference.
Configure Custom Holdings Paths
To add a custom holdings path:
1. Click Create New Custom Holdings Path.
2. Enter the Custom Holdings Path Name, and optionally, a Description.
3. Drag and drops the groups you want to include from the Choose from available groups list to the Groups chosen for
this path list.
4. Click Save as New.
To edit a custom holdings path:
1. From the Custom Holdings Path list, select the custom holdings path you want to edit.
2. Drag and drop the groups you want to include from the Choose from available groups list to the Groups chosen for
this path list.
3. Click Save.
To delete a custom holdings path:
1. From the Custom Holdings Path list, select the custom holdings path you want to edit.
2. On the bottom of the screen, click Delete Custom Holdings Path.
3. On the confirmation window, click OK.
Custom Holdings Paths fields
Note: Required fields are marked with an asterisk (*).
Field
Description
Custom Holdings
Path Name
The name of the custom holdings path (20-character limit, with no special characters).
Example:
DOTLIBS
Description
A brief description of the path.
Example:
Dept of Transportation libraries and other partners.
Choose from available groups
The names of custom holdings groups that can be included in the group holdings path.
Groups chosen for
this path
The names of custom holdings groups that are currently included in the group holdings path or
that will be included when changes are saved.
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Direct Request Profiles
Use this screen to configure direct request profiles to automate your request process. Direct Request automatically sends patron-generated requests created in your system to Lenders for fulfillment.
Configure Direct Request Profiles
To add a direct request profile:
1. Click Create New Direct Request Profile.
2. Fill in the fields. See Direct Request Profiles fields (page 165) for details.
3. Click Save as New.
To edit a direct request profile:
1. From the Profile Name list, select the direct request profile you want to edit.
2. Edit information, as appropriate.
3. Click Save.
To delete a direct request profile:
1. From the Profile Name list, select the direct request profile you want to delete.
2. On the bottom of the screen, click Delete Direct Request Profile.
3. On the confirmation window, click OK.
Direct Request Profiles fields
Note: Required fields are marked with an asterisk (*).
Field
Description
Profile Information
Profile Name
The name of this profile (20-character limit, with no special characters) that clearly indicates the
scope of the group of requests to which the profile pertains. The name must be unique.
Note: In reports generated by Direct Request, the profile is identified only by name. Profile
names are not case sensitive, so, for example, TEST is the same as test.
Examples:
EARTICLTEST
MAXCOPY
Description
A description of the group of requests to which the profile pertains, up to 140 alpha-numeric characters long. Leave blank if no description is necessary.
Examples:
Loans for faculty
Copy requests costing less than $5.00
Request Sources
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Indicates if the source of a request is relevant to the profile, and if so, the source name or
names.
If you want the profile to apply to requests from particular sources, type the names of up
to six sources in the boxes provided. Source names can be up to eight alpha-numeric
characters. The values must be valid values in your ILL requests.
Service Configuration Guide
Field
Last updated - 1/13/2017
Description
l
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Source names are not case sensitive, so FSILL is the same as fsill. Spelling is important, however, so FSlink is not acceptable as the valid value FSILL.
Leave blank if the source of a request is not relevant to the profile.
Examples:
FSILL
FSlink
Request Type
Patron Statuses
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Loan - Only requests for loans will match the profile. (default value)
l
Copy - Only requests for nonreturnable copies will match the profile.
l
l
l
l
Patron status or statuses, if any, to which the profile applies, up to 65 alpha-numeric characters long.
Patron status is not case sensitive, so Grad is the same as grad. Spelling is important,
however, so Grad is not the same as Graduate.
Spaces and commas are not valid; they are used as delimiters between multiple patron
statuses. If the profile applies to more than one status, type each status separated by at
least one blank space or comma.
Leave blank if the status of patrons does not apply to the group of requests you are profiling.
Examples:
Grad
UnderGrad
Faculty
Patron Departments
l
l
l
l
Patron department or departments, if any, to which the profile applies, up to 65 alphanumeric characters long.
Patron department is not case sensitive, so CompSci is the same as compsci. Spelling
is important, however, so CompSci is not the same as CSCI.
Spaces and commas are not valid characters; they are used as delimiters. If the profile
applies to more than one department, type each department separated by at least one
blank space or comma.
Leave blank if department does not apply to the group of requests you are profiling.
Examples:
CompSci
Chemistry
Biology
Patron Will Pay Up
To
l
l
l
The amount (in US dollars), if any, the patron will pay for the requested material.
For a request to match a profile, the amount specified in the request must be equal to or
greater than the amount specified in the profile. For example, if the request specifies 7
($7.00), and the profile specifies 5 ($5.00), the request matches the profile --- a patron
willing to pay $7 is also willing to pay $5. On the other hand, if the profile specifies 10,
then the profile does not match, because a patron willing to pay $7 is not willing to pay
$10.
Type a number. Do not type the dollar ($) symbol. A value of 0 means that the patron is
not willing to pay anything for the material being requested. Leave blank if the amount the
patron will pay does not apply to the group of requests you are profiling.
Examples:
6
6.00
6.10
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Field
Need at Earliest/ No
Later Than
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Description
l
l
l
l
Format
l
l
Age of Material/ But
No Older Than
Used to define a date range, if any, within which the patron must receive the material.
In a loan request, the patron's date requirement is specified in the field named Need
Before. For example, a Need Before value of 4 means that the patron must receive the
material within four days of creating the request. To match the profile, the Need Before
value in a request must fall within the range you specify in the profile by values you associate with Need At Earliest and No Later Than.
For example, if the profile has a Need At Earliest value of 4 and a No Later Than value
of 7, an incoming request with a Need Before value of 5 will match the profile. However,
if the patron specifies a Need Before value of 3 in the request, the request will not
match the profile.
Type a whole number from 0-1000. Leave both fields blank if date range does not apply to
the group of requests you are profiling.
One or more bibliographic formats that a request must specify if it is to match the profile.
Select a format from the list provided. Do not select a format if it does not apply to the
group of requests you are profiling.
For Loans:
Used to restrict the borrowing of items that are either very new or very old based on their publication date.
Note: The number you type in Age of Material must be smaller than the number you type in But
No Older Than.
For Copies:
Age of Material can be used to designate whether the copy request is CCG or CCL. The age is
pulled from the Article Date field. Libraries can set a Copyright designation using Direct
Request Profiles. A copy-based request that comes through ILL Direct Request with an Article
date field of 1994 could be matched to a Direct Request Profile with CCL in the copyright Compliance field.
Type a whole number from 0-1000 representing the age of the material in years. Leave blank if
the age of the material does not apply to the group of requests you are profiling.
Languages
One or more languages that a request must specify if it is to match the profile.
Route to Review File Options
If Potential Duplicate
Requests
If Held By Your Institution
l
Yes: Potential duplicate requests will be sent to your Review File.
l
No: A request can be processed whether or not it is a potential duplicate.
l
l
If Held By Custom
Holdings Group
l
l
Do Nothing: A request can be processed whether or not your institution holds the requested item.
Route to ILL Review: Requests will be sent to your Review File when your institution
holds the requested item.
If you want requests matching this profile to be routed to your Review File when one or
more members of a particular group holds the requested item, select the name of the Custom Holdings group record that identifies the group. Select one group name from the list
provided.
The list includes all current Custom Holdings groups for your institution. If group holdings
are not relevant to the set of requests you are profiling, do not select a Custom Holdings
group.
Examples:
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The group name that represents all library branches on your campus.
The group name that represents consortia for which you have special borrowing procedures.
Service Configuration Guide
Field
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Description
Additional Profile Options
Constant Data
Record
l
l
Minimum Number in
Lender Strings
Custom Holdings
Path
Produce the
Request
Prefers E-article processing
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The Constant Data record, if any, that applies to the group of requests you are profiling.
The list contains all current Constant Data records for your institution.
Select a Constant Data record from the list provided. Do not select from the list if no current Constant Data record applies to the group of requests you are profiling.
Note: If you want to define a Constant Data record for this group, create the Constant
Data record BEFORE creating the profile.
The minimum number of lenders that must be specified in the request in order for the
request to match the profile. For example, if the minimum number of lenders specified in
the profile is 4, an incoming request with only three lenders does not match.
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Choose 1, 2, 3, 4, or 5 from the drop-down menu.
l
A lender string must have at least one lender.
Direct Request finds lenders for requests based upon Custom Holdings paths you define. The
list contains all current Custom Holdings paths defined for your institution. Select one path from
the list provided. Also see Custom Holdings Paths (page 164) .
l
l
l
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Yes: You want Direct Request to automatically produce requests that match this profile.
No: You want Direct Request to put all matching requests in your Review File so you
can review the work done by Direct Request before it is sent to a lender.
This option applies to your library only if it has added metadata about its electronic collections to the WorldCat knowledge base and activated a link to the WorldCat knowledge base. Then your library is ready to use Direct Request for articles or Direct
Request for e-books.
This option has three values: No, E within group, and E across groups:
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No: This is the default value. It leaves Direct Request for articles and Direct
Request for e-books turned off. Select this value for all of your Direct Request profiles if your library has not added its metadata and activated the link to the
WorldCat knowledge base. If your library has activated the link, use No for Direct
Request profiles that are not copy profiles for articles or loan profiles for e-books.
Use E within group or E across groups for Direct Request profiles that are copy
profiles for articles. Use E within group for Direct Request profiles that are loan
profiles for e-books so e-book requests will be searched in the knowledge base
even though all e-book requests will be placed in your Review file for action and
not sent automatically to potential lender.
E within group: For each Custom Holdings group in your Custom Holdings path
for articles, Direct Request selects lenders who have an electronic version of the
article and then selects lenders who have a print copy only.
Example: In a path containing two groups, Direct Request selects lenders in this
order: group 1 lenders who have an electronic version; group 1 lenders who have a
print copy only; group 2 lenders who have an electronic version; group 2 lenders
who have a print copy only.
E across groups: Across all Custom Holdings groups in your Custom Holdings
path for articles, Direct Request selects lenders who have an electronic version
of the article and then selects lenders who have a print copy only.
Example: In a path containing two groups, Direct Request selects lenders in this
order: group 1 lenders who have an electronic version; group 2 lenders who have
an electronic version; group 1 lenders who have a print copy only; group 2 lenders
who have a print copy only.
Service Configuration Guide
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Interlibrary Loan Options
Use this screen to select your settings for WorldShare Interlibrary Loan.
Persistence Setting
This setting allows you to select whether you want constant data records (Borrower Data (page 159) and Lender Data (page 171) )
to be automatically applied to each request.
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l
On - The DEFAULT constant data record is automatically applied to requests. Note: If you select a different constant
data record to be applied to a request in WorldShare Interlibrary Loan, that constant data record will be applied to all
future requests until you select another constant data record.
Off - Users must manually select a constant data record for each resource sharing request.
To select a Persistence setting:
1. Select the On check box to turn persistence on.
2. Optionally, deselect the On check box to turn persistence off.
3. Click Save.
Knowledge Base Active Link
This setting allows you to select whether you want the system to look through your WorldCat knowledge base collections,
when a patron submits a borrowing request or you process a lending request, to determine whether your library has electronic
access to the requested item. When turned on, this setting will cause a link to appear in the Request Details accordion of a borrowing or lending request if the item is held by your library in the WorldCat knowledge base.
As a borrower, when this setting is turned on, and the following is true: a patron submits a request, the request matches a Direct Request Profile, and the requested item is held by your library, as indicated by your holdings in the WorldCat knowledge
base, then the request is routed to your New for Review queue and a link to the item is included in the Request Details accordion.
As a lender, when this setting is turned on, when you receive a lending request, and the requested item is held by your library,
as indicated by your holdings in WorldCat knowledge base, you will see a link to the item in the Request Details accordion.
Note: You should only turn on the Knowledge Base Active Link setting only if your library has already added metadata about its
electronic collections to the WorldCat knowledge base and set your ILL License terms.
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To activate or deactivate links to WorldCat knowledge base:
1. Select the On check box to turn the links on.
2. Optionally, deselect the On check box to turn the links off.
3. Click Save.
Primary Symbol
This setting allows you to change your primary symbol used for WorldShare Interlibrary Loan. Your current symbol is shown.
To change your primary symbol:
1. Click Change Primary Symbol.
2. On the Select Primary Symbol screen, select the symbol you want to use.
3. Click Save.
WorldShare Circulation Integration
Use this setting to activate the WorldShare Interlibrary Loan and WorldShare Circulation integration. Activating integration is
the final step in configuring this feature. For complete instructions on how to configure the integration, see Set up WorldShare
Interlibrary Loan and WorldShare Circulation integration.
To activate integration:
1. Complete all steps as described in Set up WorldShare Interlibrary Loan and WorldShare Circulation integration.
2. Select the On check box to activate the integration (the final step in the process).
Note: If all other configuration steps described in the document have not been completed, selecting the On check box here will
not activate the WorldShare Circulation integration.
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Lender Data
Use this screen to configure Lender constant data. Constant data is stored information that your staff can use to ensure consistency when they initiate or respond to requests. Constant data automatically transfers repetitive data to workforms and
requests. A default constant data record is created for any institution that does not have one.
For more information about constant data and examples of how it can be used, see Constant Data.
Configure Lender Constant Data
Follow the instructions below to add, edit, or delete a constant data record.
To add a constant data record:
1. Click Create New CD record.
2. Fill in the fields. See Lending Library Information fields (page 171) for details.
3. Click Save as New.
To copy a constant data record:
1. From the Constant Data Record list, select the constant data record you want to copy.
2. Edit the Constant Data Record Name.
3. Make any additional edits to the record, if needed.
4. Click Save as New.
To edit a constant data record:
1. From the Constant Data Record list, select the constant data record you want to edit.
2. Edit the record.
3. Click Save.
To delete a constant data record:
1. From the Constant Data Record list, select the constant data record you want to delete.
2. At the bottom of the screen, click Delete Record.
3. On the confirmation window, click OK.
Lending Library Information fields
Note: Required fields are marked with an asterisk (*).
Field
Description
Constant Data
Record Name
The name of this record (20-character limit, with no special characters).
Description
A brief description of this record.
Due Date
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The date on which the Borrower should return the item, not the date on which the item
should arrive at your library.
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Field
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Description
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When editing a request, type the specific date or specify a time span of 1-999 days
from today's date using the format +DDD.
For copy requests, type N/A for the Due Date.
Example:
+101
Shipped Date
The date on which the item leaves your library (past or current), using the format -DD.
Examples:
-0
-10
Add
ILL Management
Fee (IFM)
Lending Charges
Select the Add ILL Management Fee (IFM) check box to turn IFM on.
For more information on IFM, see Interlibrary Loan Fee Management (IFM).
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All costs: handling, photocopying, postage, etc., in U.S. dollars. Numeric data only.
Type 0.00 if there are no charges.
To accept a Borrower's IFM offer, enter a numeric value, and check the IFM check box.
Examples:
0
8
Insurance Amount
Lending Notes
The amount of insurance, if applicable.
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Required only for Conditional responses. Type additional information or a Conditional
query.
Optional for non-Conditional responses. Use for notes about method of payment,
invoicing, no-renewal responses, etc.
Lending Restrictions Restrictions that apply to loans.
Example:
Library use only.
Return to
Return Via
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Complete return mailing address.
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If you include a Due Date, you must supply a return address.
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If you type N/A, you need not complete this field.
A preferred method for returning loaned materials. This field provides tracing information if the
item is lost in transit.
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Patron Request Workforms
Use the Patron Request Workforms screen in OCLC Service Configuration to customize your patron request form. Patrons
can use the patron request form to request interlibrary loans.
If you are a WorldShare Interlibrary Loan Prime user looking for help on this screen, see the WorldShare Interlibrary Loan Prime
documentation page (sign in required).
See also:
Configure your patron request form (page 174)
WorldCat Discovery Request Form (page 176)
WorldCat Discovery Request Form Fields (page 179)
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Configure your patron request form
Follow the instructions below to configure your patron request form. For an explanation of each section of the form, see
WorldCat Discovery Request Form (page 176) .
Configuration tips
Some points to keep in mind when configuring your form:
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Use the definitions in WorldCat Discovery Request Form Fields (page 179) to create a draft of your form.
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Only the Note to Patron (page 179) field can be reused on a form. All other fields can only be used once.
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Fields can be grouped into sections under a labeled Section Header to organize the information on the form.
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Sections can be moved up or down at any time by clicking the arrows in the upper right corner of each section.
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Fields can be reordered by removing and adding them in the order that you would like them to appear on your form.
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You can preview your form before you save it to confirm that it will appear to your patrons as you expect.
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Any updates you make to the patron request form will not take effect immediately. Changes will usually appear on the
form within 2-3 minutes.
Before you begin: WorldCat Discovery Request Form set up
If you want the WorldCat Discovery Request form to function properly, you must first configure the following:
1. The Resource Sharing (Any Level) button must be set to WCRS/WS ILL for patron requests in WorldCat Discoveryto
be submitted to WorldShare Interlibrary Loan.
a. To configure the button, in Service Configuration, on the left navigation, click My WorldCat.org > Place
Hold/Request Buttons.
b. On the Place Hold/Request Buttons screen, under Resource Sharing (Any Level), select WCRS/WS
ILL from the Type of button configuration list.
2. Your institution's IP Addresses must also be entered in Service Configuration so that patrons who are within your
IP range are able to access the request form.
a. To add an IP address, in Service Configuration, on the left navigation, click IP Addresses > Manage
IP Addresses.
b. On the Manage IP Addresses screen, click Add.
c. In the window, enter an IP address range.
d. Click OK.
e. Under IP Address Range Attributes, click the plus sign (+) to add an attribute to the IP address range.
f. From the first list, select Product.
g. From the second list, select WorldCat Discovery.
h. Click Save.
i. Repeat steps b-h as needed.
j. Continue to Customize the patron request form (page 174) below.
Customize the patron request form
If this is your first time customizing the patron request form, the form will contain default fields. Forms can be customized to
include parameters and information relevant to your library. Refer to WorldCat Discovery Request Form (page 176) for an explanation of each section of the form.
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To customize your patron request form:
1. In Service Configuration, on the left navigation, click WorldShare ILL > Patron Request Workforms.
2. If this is your first time customizing the form, you will see the default form.
3. Edit the Section Header or use the default text.
4. Under Field, click the field list to select a field.
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Input type is fixed for each field and will change depending on the field you select.
5. Optional. Rename the field by entering a new Field Label.
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Use the field label to provide patrons with a description of the information you would like them to enter.
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For example, Patron Max cost could be relabeled Max cost I am willing to pay.
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Field labels are limited to 30 characters.
6. Determine whether you would like to apply any of the Options to the field.
a. Select the required or editable check box to turn the options on.
b. Deselect the check boxes to turn the options off.
7. Optional. To remove the field, click the remove icon (
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) at the end of the field line.
You will not be asked to confirm the removal of a field. Before clicking the icon, make sure you want the field to
be removed.
8. To add another field, click Add a field to display on this Section.
9. Continue adding and editing the fields you want to include until you are satisfied with that section of the form.
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At any time, you can click Preview at the top of the form to view the form as a patron will see it.
10. To add another section, click Add a Section.
11. Repeat steps 3-10 until you are satisfied with the sections and fields within each.
12. Click Preview to confirm that the forms looks as you expect.
13. Click Save you save your customizations to the form. Patrons will not be able to see the changes you have made to the
form until you save it.
Note: At any time, you can click Reset to Standard Form at the bottom left of the form to return to the default (noncustomized) version of the form.
See also:
WorldCat Discovery Request Form (page 176)
WorldCat Discovery Request Form Fields (page 179)
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WorldCat Discovery Request Form
For WorldShare Interlibrary Loan libraries, use this screen to customize the WorldCat Discovery Request Form. This request
form displays to your patrons in WorldCat Discovery. The image below is an example of the WorldCat Discovery Request
Form. The sections of the form are described below.
1. Preview
Once you have configured the form, you can preview how it will appear to patrons.
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To preview the form, click Preview.
2. Section Header
Use the Section Header to assign a title to the section of the request form. Entering a header can help the patron understand
the type of information you expect them to input in the fields contained in the section. For example, you can title a section
"About My Request" to inform patrons that the following fields will ask for information about the item being requested.
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To edit the Section Header, enter a new header into the Section Header field.
3. Remove a Section
Use the Remove a Section button to remove the section. Note: You will not be asked to confirm the removal of the section.
Before clicking the button, make sure you want the section to be removed.
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To remove the section, click Remove a Section.
4. Move a section
The arrows allow you to change a section's position on the form.
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Arrows will only appear in the directions you can move the sections.
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To move the section up on the form, click the up arrow (
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To move the section down on the form, click the down arrow (
).
).
5. Field
The fields you select determine what appears on the request form. If you have not configured the form yet, default fields will be
selected. Note: Only the Note to Patron (page 179) field can be reused on the forms. All other fields can only be used once.
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To add a field, see 11. Add a field to display on this Section (page 178)
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To change a field, click the Field list and select a new field.
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To delete a field, see 10. Remove a field (page 177) .
6. Input Type
The Input Type displays how the patron inputs information into the field. Input type is fixed for each field.
7. Field Label
The Field Label determines how the field is described on the form. Each field has a default field label. Use the field label to
provide patrons with a description of the information you would like them to input in the field. For example, Patron Max cost
could be relabeled to Max cost I am willing to pay. Note: Field labels are limited to 30 characters.
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To edit a field label, enter a new label in the Field Label.
8. Field Values
Field Values can be used to enter default text or options that will appear on the form to the patron. For example, you may enter
a value for Patron Max cost to let patrons know the maximum amount charged for any item.
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If the Input Type is dropdown, you can select the default selection from the list, or depending on the field, you can enter
your own values to appear in the dropdown.
If the Input Type is textentry, you can enter default text in the field.
9. Options
Options allow you to further define the fields on your form. By selecting an option, you can make fields required or editable.
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Select the Required check box if you want the field to be required. When a field is required, patrons must provide information in the field in order to submit the form. Patrons will encounter an error if they try to submit the form without filling
out all required fields.
Deselect the Required check box if you do not want to the field to be required. When a field is not required, patrons do
not have to fill in the field.
Select the Editable check box so that patrons can edit the field. Most fields should be editable.
Deselect the Editable check box if you do not want patrons to edit the field. You can enter a value in the 8. Field Values
(page 177) that patrons cannot edit.
10. Remove a field
Use the remove icon (
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Before clicking the remove icon make sure you want the field to be removed.
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To remove a field, click the remove icon (
) to remove a field from the section.
11. Add a field to display on this Section
Use the Add a field to display on this Section button to add another field to the section.
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To add a field to the section, click Add a field to display on this Section.
12. Add a Section
Use this button to add another section to the form.
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To add a section to the form, click Add a Section.
13. Reset to Standard Form
Use the Reset to Standard Form button to reset the form to the default (non-customized) version of the form.
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To reset the form, click Reset to Standard Form.
14. Save and Cancel
Once you have completed editing the form, you can save or cancel your changes.
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To save the form, click Save.
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To cancel your changes, click Cancel.
See also:
Configure your patron request form (page 174)
WorldCat Discovery Request Form Fields (page 179)
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WorldCat Discovery Request Form Fields
The WorldCat Discovery Request Form contains fields that the patron can use to describe themselves or the item they are
requesting.
These are all the fields that are available on the WorldCat Discovery Request Form:
Field
Description
Address 1
Patron's street address
Address 2
Other address information, such as Apartment, Suite, etc.
City
Patron's city
Country
Patron's country. Select your country from the list to make it the default setting.
Department
This field can be customized to allow patrons to select a department they are associated with
from a customized list.
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For information on how to customize the list, see 8. Field Values (page 177) .
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Note: Be consistent when entering the department names.
Examples:
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Department of Chemistry, Department of English, Department of History, etc.
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ChemDept, EngDept, HistDept, etc.
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Chemistry, English, History, etc.
Edition
Allows the patron to select the preferred edition of the requested item from a list (Any, Recent,
This).
Email
Patron's email address
Fax
Patron's fax number
First Name
Patron's first name
Last Name
Patron's last name
Need by date
Allows the patron to enter the date by which the item is needed (in YYYYMMDD format)
Note to Patron
Enter additional information or provide directions to patrons. When displayed to the patron, the
field will not begin with the Note to Patron field label. This field can be reused throughout the
form.
Examples:
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Notes
Using the dropdown below, select which edition of the item you would prefer to receive.
(Placed above the Edition (page 179) field)
In the box below, provide any additional information about this request. (Placed above
the Notes (page 179) field)
Provides the patron with a free text field to enter any relevant information about themselves or
their request. This field cannot be reused.
Examples of potential patron entries:
Patron Id
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Maximum cost $5.00
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Can pick up from East Branch on Tuesdays.
Allows the patron to enter an identification number (library card, student or faculty id, etc.) in a
free text field.
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Field
Description
Patron Max cost
If your library charges patrons for certain types of ILL requests, this field allows you to ask patrons to provide information about the maximum amount (in US dollars) that they are willing to
pay for a particular item. If it is used, the label could be changed to provide patrons with clearer
instructions about what information to enter, or a Note to Patron (page 179) could be added to
explain the meaning of this field.
Examples:
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Phone
Max cost I am willing to pay (7. Field Label (page 177) )
Enter the maximum amount that you would be willing to pay for this item if it cannot be
obtained for free. (Note to Patron (page 179) )
Patron's phone number
Pickup Location (Max- Allows the patron to select a preferred pickup location from a customized list.
imum 400 branches)
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For information on how to customize the list, see 8. Field Values (page 177) .
Postal Code
Patron's postal code (e.g., zip code)
Service Type
Allows the patron to select the type of service being requested from the two options in the list
(Book/Media-Loan and Article - copy)
State/Province
Allows the patron to enter their state. Select your state or province from the list to make it the
default setting. Values are available to the United States, Canada, and Australia. A country
must be selected if State/Province is included on the form.
Status
Patron's status (within the library, company, school, etc.), selected from a list of customized
statuses.
l
For information on how to customize the list, see 8. Field Values (page 177) .
See also:
WorldCat Discovery Request Form (page 176)
Configure your patron request form (page 174)
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Prime Advanced Workflows
If you are a WorldShare Interlibrary Loan Prime user looking for help on this screen, see the WorldShare Interlibrary Loan Prime
documentation page (sign in required).
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Prime Notifications
If you are a WorldShare Interlibrary Loan Prime user looking for help on this screen, see the WorldShare Interlibrary Loan Prime
documentation page (sign in required).
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Prime Patron Settings
If you are a WorldShare Interlibrary Loan Prime user looking for help on this screen, see the WorldShare Interlibrary Loan Prime
documentation page (sign in required).
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Print Settings
Use this screen to select your print settings and customize your book straps.
Printing Default Settings
This setting allows you to select the default paper size for printing. The default paper size you select here applies to all items
printed from the Print Queue. For more information, see Printing in WorldShare Interlibrary Loan.
To select a printing default setting:
1. Select the ISO A4 radio button or the US Letter radio button.
2. Click Save.
Logo Image Settings
This setting allows you to add a logo to your book straps. Note: The logo will only appear on your book straps if you select to
use customized book straps. See Book Strap Settings (page 185) .
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To select a logo:
1. In the Image URL field, enter the URL of the logo you want to use.
2. Optional. Click Test URL to test the image. Note: The logo image cannot exceed 250 pixels in width and 60 pixels in
height.
3. Click Save.
Book Strap Settings
Use this section to customize your Borrower and Purchasing book strap and Lender book strap. Book straps can be printed
from the Print Queue or while processing an individual request. See Print book straps or stickers for more information.
Borrower and Purchasing Strap
This setting allows you to customize your library's Borrower and Purchasing book strap. The Borrower and Purchasing book
strap can be printed out and used when you receive a borrowing request item. A customized book strap includes the logo you
selected in the Logo Image Settings (page 184) , patron data (if selected), and any notes you enter into the Notes field.
To use the default book strap:
1. Select the Use default book straps radio button.
2. Optional. Click Preview Book Strap to preview the book strap.
3. Click Save.
To customize the book strap:
1. Select the Use customized book straps radio button.
2. Select the Show Patron Data on book straps check box if you want to show information about the patron who requested the item on the book strap.
3. In the Notes field, enter any notes you want to include on the book strap.
4. Optional. Click Preview Book Strap to preview the book strap.
5. Click Save.
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Lender Strap
This setting allows you to customize the Lender book strap. The Lender book strap can be printed out and used when you are
processing lending requests. A customized book strap includes the logo you selected in the Logo Image Settings (page 184) and
any notes you enter into the Notes field.
To use the default book strap:
1. Select the Use default book straps radio button.
2. Optional. Click Preview Book Strap to preview the book strap.
3. Click Save.
To customize the book strap:
1. Select the Use customized book straps radio button.
2. In the Notes field, enter any notes you want to include on the book strap.
3. Optional. Click Preview Book Strap to preview the book strap.
4. Click Save.
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Purchase Options
Use this screen to enter institutional account information for content providers that offer purchase options in WorldShare Interlibrary Loan. The content providers displayed on your Purchase Options screen may differ from those described here. Read the
description for each content provider for additional details about why you may or may not see them on your Purchase Options
screen.
Supplier
Availability
British Library on
Demand
All libraries
Description
To ensure the purchase price you see in the Purchase Option accordion
on the request screen reflects the lowest price available from the British
Discounts for libraries
Library on Demand, enter your British Library on Demand Account ID.
with institutional
Then click Save. To find out more about British Library on Demand go
accounts
to www.bl.uk/articles.
For more information, see British Library on Demand and WorldShare
Interlibrary Loan.
Get It Now
Subscribing libraries
only
Once you have implemented this service, enter the following information, provided by Get it Now, in Service Configuration to make this
option available in WS ILL: l
Institute
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Order Source
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ILL Email Address
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Bill to Email Address
Then click Save. To learn more about Get It Now, visit http://www.copyright.com/getitnow.
For more information, see Get It Now and WorldShare Interlibrary Loan.
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Web Service Keys
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Manage Your Web Service Keys
Web Service Keys (WSKeys) are now requested and managed at the OCLC Developer Network. For information on requesting
a WSKey, see Authentication and Authorization.
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Manage Your Web Service Key Requests
Web Service Keys (WSKeys) are now requested and managed at the OCLC Developer Network. For information on requesting
a WSKey, see Authentication and Authorization.
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Request a Web Service Key
Web Service Keys (WSKeys) are now requested and managed at the OCLC Developer Network. For information on requesting
a WSKey, see Authentication and Authorization.
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11
WMS Institution
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Branch Opening Hours Override Settings
Use this screen to indicate if WMS should use branch specific hours.
l
WMS uses your institution's hours in your circulation policies (to determine due dates, calculate fines, etc.).
l
These settings only apply to libraries with multiple branches.
l
l
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Entries for each of your branches are automatically created based on the branches you have entered on the Holding
Codes Translation Table (page 19) screen in the MyWorldCat.org module.
You do not need to make changes on this screen if you want all of your branches to use your main branch hours.
You can configure your branch hours on the Open Hours (page 148) screen in the WorldCat Registry module by signing in
with your branch's Branch Registry ID (page 20) . For information on signing into Service Configuration, see Signing In.
Contact OCLC Support if you do not have access to edit your branch locations in Service Configuration.
Edit branch opening hours override settings
Note: Do not edit the Branch Id or Branch name.
1. For WMS to use a branch's hours, select the check box next to the Branch.
2. Click Save.
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Institution Borrower Categories
Use this screen to add, edit, or delete patron types.
l
You must configure a Patron Type Policy (page 117) for the patron types you create on this screen in order to use them in
WMS.
Implementing/migrating libraries: OCLC staff will complete this section for you during your implementation.
After implementation, you are responsible for maintaining your patron types.
Add a new patron type
1. At the bottom of the screen, click Add Row or Add 10 Rows, depending on the number of patron types you want to
add.
2. Enter a patron type. Do not enter more than 30 characters.
3. Optional. Enter a description. The description only displays on this screen.
4. Click Save.
Edit an existing patron type
l
Editing an existing patron type does not change the patron accounts that are associated with the original patron type.
l
Any account with the original patron type will not be updated with the new patron type.
l
Contact OCLC Support if you have any questions or concerns about changing existing patron types.
To edit an existing patron type:
1. Add the new patron type (the patron type that will replace the original) by following the instructions in Add a new patron
type (page 194) , above.
2. Create a patron type policy for the new patron type on the Patron Type Policy (page 117) screen in the WMS Circulation
module.
3. To update existing patron accounts with the new patron type, you have two options:
a. You can manually edit the patrons in WMS, or
b. You can send an ongoing patron file for these patrons
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l
In order to send an ongoing patron file, you must have automated loads turned on
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If you do not have automated loads set up, contact OCLC Support
l
If you have not sent patron files since your migration, contact OCLC Support
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Delete a patron type
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Deleting a patron type does not change the patron accounts that are associated with the original patron type.
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Deleting a patron type will impact all of your circulation policies
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For example, whenever the patron type is used in a policy, the field will revert back to All.
You will need to update your patron accounts and policies accordingly.
To delete a patron type:
1. Next to the patron you want to delete, click Delete.
2. To update the patron accounts affected by the deletion, you have two options:
a. You can manually edit the patrons in WMS, or
b. You can send an ongoing patron file for these patrons
l
In order to send an ongoing patron file, you must have automated loads set up
l
If you do not have automated loads set up, contact OCLC Support
l
If you have not sent patron files since your migration, contact OCLC Support
Import from circ
The Import from Circ functionality imports patron types that have already been set in the Patron Type Policy (page 117) screen
in the WMS Circulation module.
Related policies:
Institution Borrower Categories
is used in:
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Patron Type Policy (page
117)
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Patron Custom Data
Use this screen to set up patron custom data.
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There are four Custom Data fields available.
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You can make the custom data fields free text or add predefined options that staff can select in patron accounts.
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The custom data fields you define on this screen appear in the Custom Data section in a patron's account:
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In the WMS Circulation module, retrieve the patron's account, then click the Profile tab.
l
In the WMS Admin module, retrieve the patron's account.
You can include these data elements into ongoing patron file loads (tab-delimited and XML). For more information on patron loads, see Patron data migration (OCLC Community Center, login required).
Add or edit patron custom data
1. In the text field, enter the title of your custom data field.
2. Optional. Add predefined options that staff can select in the patron account. If you do not add any options, the field will
be free text.
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To add an option, click the plus sign ( ).
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To remove an option, click the minus sign ( ).
3. Select Show in profile to include the field in the Custom Data section in patron accounts.
4. Click Save.
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Article Exchange Custom
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Article Exchange - Custom Configuration
Use this screen to customize your settings for OCLC®Article Exchange.
After making changes to the sections described below, click Cancel to start over, or Save Changes to save and continue.
Once saved, your changed page will be active. To link your custom Article Exchange URL to your institution’s Web site, use
the following URL structure:
https://12345.worldcat.org/ILL/articleexchange/FileUpload
Replace the numbers with your registry ID.
Institution Details
See the information below to change any fields in your institution’s configuration of Article Exchange. See the images below for
samples of placement of each field. Or click the blue information logo in the interface for further information and examples of
screen placement.
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Field
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Action
Institution Logo URL Provide a URL to an image of your institution’s logo. The URL must begin with "http://" and be
no longer than 80 characters. The logo image also cannot exceed 80 pixels in height and 275
pixels in width.
Site Description Text Type text that will appear as description text for your institution’s custom Article Exchange site
(80-character limit).
Background Color
Choose a color for the shaded background on your page. Note: Type the hex value in the field
provided (a hex color value is a six-digit code that browsers can interpret and render into a
desired color), or use the color picker to find a hex value.
Field Text Color
Choose a color for the field text. See Note above.
Button Color
Choose a color for buttons in Article Exchange. This color is persistent for ALL buttons in the
interface. See Note above.
Upload Button text
Type text that you wish to appear as the label for the Drop file button (80-character limit).
Upload Button text
color
Choose a color for the text on the Drop file button.See Note and image above.
Download Button
Color
Choose a color for the patron download (Get my file) button.See Note above.
Download Button
Text
Type text that you wish to appear as the label for the patron download button (80-character
limit).
Download Button
text Color
Choose a color for the text on the download button. See Note above.
Instruction Title
Type text that will appear as the title of the instructions for your staff (80-character limit).
Patron Instructions
Type text that will appear as instructions to the patron, after they click the article link in their email (80-character limit).
Patron Email Template
By default, the e-mail to your patron states the information below. The article link and password
fields are constant, but you may choose to customize the text, if desired.
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Action
Staff Instructions
Type instructions you wish to display to your staff. Instructions must be added a line at a time. To prevent loss of data, it is
recommended that you type your instructions using NotePad, then copy and paste them into the fields on the screen.
To add instructions for your staff:
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To add an instruction, click Add another instruction.
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To delete a line, click the delete symbol
.
Staff Links
Type the URL and accompanying text for any links you wish to display for your staff.
To add links:
l
To add a link, click Add another link.
l
To delete a link, click the delete symbol
.
Patron Links
Type the URL and accompanying text for any links you wish to display to your patrons.
To add links:
l
To add a link, click Add another link.
l
To delete a link, click the delete symbol
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13
OpenURL Resolvers
Service Configuration Guide
Last updated - 1/13/2017
OpenURL Resolvers
Use this screen to list link resolvers that deliver appropriate electronic resources to a Web user. For more information, see
http://www.oclc.org/productworks/schema.doc.
This is a workflow change from the previous screen, which was previously located under WorldCat Registry. If you are a user
new to Service Configuration, set your IP address first, using the Manage IP Addresses (page 156) screen.
When you are finished, click Submit to save and continue, or Cancel to start over.
OpenURL Resolvers
To add a new OpenURL Resolver:
Step Action
Result
1
Click Create Resolver.
The Add New OpenURL Resolver screen
appears.
2
Complete the fields on the screen. See OpenURL Resolver fields
(page 202) , below.
3
To change your IP Address, click the IP Registry link to make
changes on the Manage IP Addresses screen.
You are redirected to the Manage
IP Addresses (page 156) screen.
4
Click Save to save or Cancel to start over.
You are returned to the OpenURL Resolvers
screen.
5
Click Save.
A new OpenURL ID is assigned, and your
Resolver is added to the list.
6
Once your Resolver is added, click Edit Selected to view and note The View/Edit Open URL Resolver screen
the new ID for future use.
appears.
To edit an OpenURL Resolver:
Step Action
Result
1
Click the check box next to the URL.
2
Click Edit Selected.
3
Edit any desired fields. See OpenURL Resolver fields (page 202) ,
below.
4
To change your IP Address, click the IP Registry link to make
changes on the Manage IP Addresses screen.
You are redirected to the Manage
IP Addresses (page 156) screen.
5
Click Submit to save or Cancel to start over.
The changes are made to the list.
The View/Edit OpenURL Resolver screen
appears.
To delete an OpenURL Resolver:
Step Action
1
Click the check box next to the URL.
2
Click Delete Selected.
OpenURL Resolver fields
Required fields are marked with an asterisk (*).
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Result
The OpenURL Resolver is removed.
Service Configuration Guide
Last updated - 1/13/2017
Field
Description
Base URL
URL of the OpenURL resolver to be used.
Resolver Name
The text that will display as a link leading to the designated OpenURL server.
IP Address
Your institution’s IP address is listed.
Resolver Image
Location
Specify the URL for an icon that will display as a link leading to the designated OpenURL
server.
Institution Domain
The domain name associated with the Institution. example: spl.org
Vendor
Your OpenURL Resolver vendor.
Vendor Product Ver- The version of your vendor’s product.
sion
OpenURL Version
Select the version of your OpenURL Resolver.
Z39.88-2004 Community Profiles
Select your profile. The optional repeating Z39.88-2004_CommunityProfile element describes
which community profiles the Resolver supports for any entity. If this element is omitted, OCLC
will assume that no community profiles are supported. These identifiers must be in the pattern
of info:ofi/pro:.*
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Service Configuration Guide
Contact OCLC Support
If you have questions or need further information, contact OCLC Support.
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Last updated - 1/13/2017