VDX Document Delivery

1. VDX Document Delivery December 7, 2010 11a.m. to 12 noon By Jenny Lee and Scott Hathaway

2. BACKGROUND VDX Document Delivery has been referred to in the past as VDX “Drag and Drop” web delivery. This is actually somewhat of a misnomer, as the content of this Webinar will show. Today’s presentation will focus on Ariel delivery of scanned or received documents in conjunction with VDX Document Delivery, for both Lending and Borrowing. We will demonstrate that this CDL hosted system is a viable and extremely attractive alternative to our current Ariel “Desk Top Delivery” systems.

3. COMPARISON DTD vs. VDX Document Delivery Desk Top Delivery • There are currently at least 10 separate Ariel FTP sites in the U.C., which require local server space maintained by IT personnel. • Patrons must go to all these different local sites to access their articles. • ILL units must maintain a patron database in Ariel for web delivery • Secondary Messaging by lender to alert borrower of web delivery (“sent DTD”) is necessary.

4. VDX Document Delivery • CDL maintains and manages just one FTP site. • Local Ariel FTP sites and subsequent server space and maintenance are no longer necessary. • A patron database in Ariel is not required. • Patrons need to go to only one site to access their articles. • The electronic articles are also stored and can be accessed by patrons in their “My ILL Requests” accounts. • The electronic articles are also accessible and viewable by ILL staff in VDX. • Secondary Messaging (i.e. “sent DTD”) is no longer necessary.

5. HOW IT WORKS…

6. UC LENDERSPROVIDING ELECTRONIC DOCMENTS TO A UC BORROWER VDX Document Delivery can be provided to University of California VDX borrowers ONLY. It cannot be used to supply articles to a non-VDX borrower.

7. The Lending request must fulfill the following conditions: • The ILL STATUS of the new lending request must be “In Process” • The SERVICE TYPE must be “Copy non returnable”

8. SENDING DOCUMENTS USING ARIEL • You can update requests to “Shipped” before or after the scanning. • Follow your normal scanning procedures in Ariel. • When the scanning of the document is complete, choose “Scan and Send”

9. Use the Borrower’s ILL number (TGQ) to send the document:

10. Enter the Borrower’s ILL number in the Ariel “Document ID” field in the format: vdx_underscore_borrowersILLNumber. EXAMPLE: vdx_1234567 • The “vdx” is not case sensitive and can be lowercase or in CAPS. • In the “Destination / To” field (where you would normally enter a borrower’s Ariel IP address) input the VDX Document Delivery email address: vdxmail@cbs.oracle.uclibs.org • Click on “OK”.

11. When the document has been sent to VDX, it will sit in the Ariel “Send Queue” as “Pending / Sent”. It will remain in the Send Queue until it is deleted or moved to the Ariel Archive.

12. Mistakes that will cause the Ariel to VDX upload to fail: • There MUST be an underscore between the “vdx” and the borrower’s ILL number in the “Destination / To” field, NOT A HYPHEN; “vdx-1234567” WILL CAUSE THE UPLOAD TO FAIL • If the BORROWER’S ILL NUMBER is input incorrectly, THE UPLOAD WILL FAIL. • If the LENDER’S ILL NUMBER is input instead of the Borrower’s, THE UPLOAD WILL FAIL. • Inputting the ILL number without the “vdx_” WILL CAUSE THE UPLOAD TO FAIL. • Any deviation at all from the “vdx_borrowersILLNumber” protocol WILL CAUSE THE UPLOAD TO FAIL. • These errors will be caught by CDL and emails will be sent to the lending unit.

13. Note on Ariel shortcut Rather than manually type in the long VDX email address each time a document is sent, an entry can be created in the Ariel “Address Book”. When sending the document the “Select” button can be clicked and the entry for the VDX email address be chosen, which will automatically input the email address into the “Destination/To” field. For convenience, the “Alias” can be named so that it appears at the top of the Address Book list.

14. Once the document has been correctly sent from Ariel to VDX, the Lender’s job is done! SECONDARY “SENT DTD” MESSAGING TO THE BORROWER IS NOT NECESSARY. All VDX Document Delivery requests can be sent to VDX via Ariel regardless of the requesting library unit. No need for separate Ariel or email addresses to be created or maintained in Ariel. This eliminates any typing errors. Now all the action takes place on the Borrowing side, which is the subject of the next part of this presentation. QUESTIONS?

15. UC BORROWERS AND VDX DOCUMENT DELIVERY

16. FINDING AND RECEIVING DOCUMENTS Once a document has been sent to VDX by a UC Lender, the Borrowing request will have the following conditions: • The Status will be “Received by Email or FTP” • The document will display as a “PDF file – Delivered” link. • The document can be opened and viewed by ILL staff from this link.

17. A Web filter can be set up (and saved) to find these requests: Your Library’s Role = Borrower Status = Received by Email or FTP The requests can now be updated to “Received” as Copy non returnables. It is these conditions, and the ability to easily find these requests, that make it unnecessary for the Lender to send secondary “DTD” Messaging to the Borrower.

18. The Status “Received by Email or FTP” triggers a VDX “DocFetch” User Alert that sends access information to the end user. Below is an example of such an Alert:

19. UC BORROWERS USING VDX DOCUMENT DELIVERY TO SEND RECEIVED ARIEL DOCUMENTS TO PATRON

20. FORWARDING DOCUMENTS RECEIVED IN ARIEL The Borrower’s Ariel receiving station MUST be set up for email delivery. Go to the “Received Queue” in Ariel. Find the corresponding VDX ILL request for the incoming Ariel document via a Supplier Reference, Title, Author, etc, search.

21. The request should be in “Shipped” status and the Service 1 should be “Copy non returnable”.

22. Highlight the document in the Ariel Received Queue, and invoke the “Send” function.

23. In the Send screen, delete the existing Document ID and input the VDX ILL number, formatted as “vdx_underscore_ILL number” (example: “vdx_1234567”) • The Patron field can be ignored. • In the “Destination / To” field, input the VDX Document Delivery email: vdxmail@cbs.oracle.uclibs.org • Click the “OK” button.

24. When the document has been sent to VDX, it will sit in the Ariel “Send Queue” as “Pending / Sent”. It will remain in the Send Queue until it is deleted or moved to the Ariel Archive.

25. IN VDX: • The Status of the request will change to “Received by Email or FTP” • The document will display as a “PDF file – Delivered” link, and can be accessed by ILL staff from this link. • A local “DocFetch” User Alert will be sent to the patron with access instructions • The document will also be available in their “My ILL Requests” account • The request can now be updated to “Received” as a copy non returnable. LOOK FAMILIAR? ALL THIS IS IDENTICAL TO WHAT HAPPENS WHEN A DOCUMENT IS SENT TO VDX BY A UC LENDER

26. HOW TO OPT-IN • BORROWERS • View & modify your unit’s DocFetch user alert message in VDX Stage. • Send an email to vdxtrouble-l when ready to start VDX DD. • CDL will get VDX set up and turn on your VDX DD with the stage’s version of your DocFetch user alert. • Send out an email to UCVDX-L announcing your start date for VDX Document Delivery. • LENDERS • Lenders can start immediately on requests from UCLA and UCSB. • Add more borrowers as announcements come out.

27. ADDITIONAL FACTS ABOUT VDX DOCUMENT DELIVERY We have thus far in this presentation illustrated the most common work flow scenarios that will be encountered by VDX Lenders and Borrowers – sending and receiving documents for “Copy non returnable” requests using Ariel. VDX Document Delivery is extremely versatile, however, and can be used in many other scenarios. Here are some examples:

28. LENDING • VDX Document Delivery works with Relais as well as Ariel. • You can supply a scanned document on Loan request (rather than an actual loan). • You can supply an existing PDF document. • If you need to use Adobe Professional (or something similar) to scan the document, this can be done.

29. BORROWING • You can supply a document on a Loan request. • You can supply an existing or sent PDF or TIF document. • You can delete a defective or inaccurate document on a request and re-attach a new document. • You can attach multiple documents to a single request. • You can resend the “Document Fetch” User Alert as many times as is needed. Instructions for doing all this will be included in the complete VDX Document Delivery manual.

30. DOCUMENTATION • There are 3 manuals available on the CDL web site. • Configuration for Ariel or Relais • Quick Guide • Using the VDX Document Store for Desktop Delivery (Final edit stage) • These Manuals can be found at: http://www.cdlib.org/services/d2d/ill/vdx/vdx_tech_docs.htmlunder VDX 4.1 Technical Documentation

31. QUESTIONS/ANSWERS FROM THE WEBINAR • Q. Which versions of Ariel work with VDX DD? • A. Thus far, 4.1, 3.4 & 3.3 have been tested and work. • Q. How long can the patrons view their documents in “My ILL Requests”? • A. 30 days. • Q. Can the DocFetch user alert be programmed to direct patrons to My ILL Requests instead of sending the URL and User ID/PW? • A. Yes, the user alert can be completely customized by ILL unit.

32. QUESTIONS/ANSWERS CONTINUED • Q. How are the Are the User ID and Password that is included in the DocFetch User Alert email unique to the request or to the patron? • A. They are unique to the request so each request will have a different User ID and Password. • Q. If, due to their computing environment, the patron cannot access their document via URL or My ILL Request, can a PDF attachment be sent from VDX? • A. No. The ILL unit will have to save the document and send by attaching it to an email.