Manage requests and shipments

Create a borrowing request

1. Open Interlibrary Loans > Borrowing and choose Add.
2. Select an active partner library.
3. Enter the requested title and identifier, quantity, required-by date, priority, and notes.
4. If the item will be issued to a member, select that member. Link the collection copy your library will use for the received item when it is available.
5. Save the draft, review it, then submit it.
6. Record approval or rejection. Approval requires a due date and may include lending conditions.
7. Add a shipment record and update its stages as tracking information changes.
8. Mark the request received when the physical item arrives.
9. Use Issue to member when applicable. The normal circulation checks still apply.
10. After the member return and partner return are recorded, complete the transaction.

Create a lending request

1. Open Interlibrary Loans > Lending and choose Add.
2. Select the requesting partner and search for the collection copy.
3. Confirm the title, identifier, quantity, priority, and notes.
4. Submit the draft for review.
5. Approve with a due date and any lending conditions, or reject it with a reason.
6. Create the outgoing shipment, record the carrier and tracking number, and move it through its shipment stages.
7. When the item returns, record its arrival and condition, then complete the request.

The software blocks a lending request when the selected copy is already active in circulation or has an unavailable condition.

Track a shipment

Create a shipment from Shipments, select its linked ILL request, and choose whether it is an outbound or return shipment and whether it is incoming or outgoing. Add the carrier, tracking number, expected arrival date, and notes. The available actions follow the shipment order: pending, ready to ship, shipped, in transit, delivered, and returned. Delay and loss actions remain available while the shipment is moving.

If Settings requires a tracking number, the shipment cannot be saved without one.

Communication history

Use Add communication note on a borrowing or lending request to record calls, messages, changed conditions, and partner instructions. View details to see the request's shipments, renewals, fees, and timestamped history.

Screenshot to add

Add screenshots of the request form, collection-copy search, action dialog, shipment form, and request history.

Troubleshooting

• Copy unavailable: Return or release the existing circulation transaction, or choose another eligible copy.
• Invalid action: Refresh the row. Another user may have moved it to a new stage.
• Member issue cannot continue: Link both a member and collection copy and confirm the request has been received.
• Tracking number required: Add the partner-provided tracking number or change the setting if your organization does not require one.

Do and don'ts

Do

• Confirm the due date and conditions before approval.
• Record shipment changes as they happen.
• Use a reason when rejecting, cancelling, reporting loss, or reporting damage.

Don't

• Do not select a different request only to bypass an unavailable-copy warning.
• Do not reuse a tracking record for the return shipment; create a return shipment entry.

FAQ

Can I save a request before sending it?

Yes. New requests start as drafts and can be submitted after review.

Can the same item have several shipment records?

Yes. Outbound and return movement can be recorded separately under the same ILL request.