Enrich From Global Index | Unified Library Management System Guide

When searching for materials in Primo, patrons are often presented with multiple records for the same item but with different holdings. If patrons select a record with a Rapido Offer tile with loan periods and delivery times listed the request will go to a Rapido partner, but if they select a tile with no listed terms the request will be pushed to ILLiad. Staff will then process the request in ILLiad and may end up requesting from the same partners who would have filled the request in Rapido if the patron had simply selected a different record. The Enrich from Global Index workflow will stop requests from automatically going to ILLiad so staff can attach the request to a different record and process the request in Rapido.

Workflow

A Borrowing Mediation Rule can be set up to stop requests trying to go to ILLiad for mediation. These requests will appear in your Awaiting Request Mediation set and will have the Enrich label from the Borrowing Mediation Rule Output Parameters and they will be at the Ready to be Sent status.

A Rapido request with the partner set to ILLiad as Last Resort and the Ready to be Sent status. The request also has the Enrich label.

To attach the request to a record with potential partners click the ellipses (…) and select Enrich from Global Index.

The action options for a Rapido request that appear when the ellipsis is clicked. The Enrich From Global Index option is highlighted with a red rectangle.

After selecting Enrich from Global Index you will see a screen with the current information being searched in the Global Index for the request. Click the blue search text to edit the search. Some of the information in the search may be specific to the record currently being used to request the item. Since we want to use a different record for the same item we can delete some information that may not be listed in every record. Hover over a search item you want to delete and click X and Search.

The Global Title Index view in Rapido with the X to delete fields and the Search button to refine the search highlighted.

You may want to remove multiple lines that some catalogers may not add to a record. Subtitles like the one listed above are also sometimes absent in a record, so they can be removed. For example, If I were looking for a copy of the book Ariadne by Jennifer Saint I would remove all the fields except Title and Author. I would also remove any subtitles if present, so if the search was for “Ariadne: A Novel” I would change it to just “Ariadne.”

A refined Global Title Index search searching Ariadne as the title and Saint, Jennifer as the Author. The image also shows the Search button to click to initiate the search.

Once you click search new results will now appear. To further improve the search you may use the filters on the side to limit the results to the correct Resource Type, Language, Publication Year, etc. For example, if the patron requested the book and not the audio book of Ariadne it can be filtered to only show results for the physical copy of the book. It can also be filtered by language, so if the original request was for a copy in English you can filter show only records in English. By selecting Resource Type = Books and Language = English and then clicking Apply I know all the results will match the patrons original request while still possibly showing multiple records.

The Global Title Index results page with the Resource Type "Books" and the Language "English" selected. The Apply button is shown to direct staff to click there to apply the filters.

Clicking a record will show what pods have a book attached to that record and if it is currently Available. If a record has holdings in the California State Network, US West, or US Pod I know it will likely be filled quickly, so I would choose that record over any other.

The Global Title Index results screen showing the first record for the book Ariadne selected. The image shows a list of pods where the book is available, including the California State Network.

If a record is not held by a pod you are currently part of, no pod information will be displayed. If a request with no pod info is selected then the request wont go to any pods and will continue to be stopped by the Borrowing Mediation Rule, so don't select any records without pod information.

The Global Title Index results page with overlaid text saying: "No pod information, instead a list of partners who own the book but are not in a shared pod appear." There is an arrow from the text to a red rectangle around a list of partners but no pods.

To use a record with pod terms, Check the Checkbox for the record and click Select. This will populate Information from the new record to the Rapido request. At this stage it is recommended to remove the ISBN from items with multiple ISBNs to get the broadest access to results on the record because Rapido will only send the request to libraries using a specific ISBN if an ISBN is present. Click Recalculate Partner to send the request to the new record. A few things may happen at the next step.

The Reasource Sharing Borrowing Request with information added by the Enrich from Global Index workflow. The ISBN field is shown to let staff know where to delete the ISBN before they click Recalculate Partner.

Successfully Attached to a Rapido Partner

If the record you chose had Rapido partners with an available copy of the item the request will automatically go to that partner. Nothing left to do except wait for the item to arrive in the mail.

A Rapido request with the California State University, San Bernardino - Pfau Library as the partner and a status of Request Sent to Partner.

Request Still in Mediation

If the request still appears in the Awaiting Request Mediation Set the selected record did not have any Rapido partners with an available copy. Click the ellipses (…) and Enrich from Global Index to try a different record until a Rapido partner is found or you feel all potential partners have been exhausted. This should happen less frequently as more partners join Rapido.

Push to ILLiad

Once you feel no Rapido partners are able to fill the request it is time to try partners outside of Rapido. Add the label you configured as the escape label in the Borrowing Mediation Rule and refresh the page. At most libraries this label is ILLiad or WorldShare. The request should be sent to ILLiad.

A Rapido request with ILLiad as the partner at the Request Sent to Partner status. The ILLiad label is also shown on the request.

If your library does not use the Borrowing Mediation Rule the requests are cancelled instead of being pushed to ILLiad or WorldShare, but the rest of the process will be the same.