Lesson 9: Manual rota creation in VDX 5.0

VDX 5.0
Orientation
Lesson 9: Manual rota creation in VDX 5.0
Manual rota creation
Summary of manual rota creation changes in VDX 5.0
New rota management layout
Manual rota creation
Location search for adding to rota
Information:
New rota management layout
The new rota management layout consists of two holdings lists – Holdings/Found on the left and Selected
on the right.
Holdings/Found
list on the left
Selected list
on the right
Holdings contains locations
associated with a retrieved
bibliographic record from which
the request has been created.
• If creating a request from a bibliographic record, you do not need to do anything with the Rota
Details section (as long as there is an ISBN in the chosen record).
• Submit the request as usual in a “To be Authorized” state and VDX will collect the location(s) listed
in “Holdings” AS WELL AS any additional locations from all INFO libraries that are a match for the
ISBN in the record.
• In this example, Innisfil – Stroud – Main was in the rota and so were 12 other locations that VDX
collected and prioritized for geographic proximity to the requesting location.
INFO HelpDesk and Training VDX 5.0 User Orientation Page 1 of 3

VDX 5.0
Orientation
Lesson 9: Manual rota creation in VDX 5.0
Information:
Manually add locations to a rota
Found contains results of a
location search entered in Library
symbol or location name.
• Location search input can be the location name or its symbol (so either Markham or OTMTH).
• The search will perform a partial match on whatever the user entered, so you don’t need to enter
the full library name to get hits.
o i.e. “markham” will suffice, you do not need to type “public library” as well
o i.e. “Lennox” will suffice, you do not need to type “& Addington County” as well
• A single hit will automatically be added to the rota “Selected” list.
• If multiple hits are returned, the user can select desired location(s) in “Found” list and click
to move them to the rota displayed in the right hand “Selected” list.
• Rota items can be removed from the “Selected” rota list, or moved up and down the list to manually
sort the sequence of locations in the rota.
Information:
Sending a request directly to a location and bypassing VDX’s rota builder
There are a number of circumstances that dictate the use of this approach instead of submitting a request
“To be Authorised” and letting VDX build the rota.
1. If there is no ISBN in the selected bibliographic record then VDX can’t build a rota.
(a) You need to take charge and move the location from “Holdings” list to “Selected” list.
(b) Change/confirm the Authorization Status at the top of the screen to “Authorized” and Submit.
2. If you’ve determined that you want the item from a specific location. Perhaps they have set it aside and
agreed to lend it to you verbally (an email or phone call).
(a) Again you take control and move the location from “Holdings” list to “Selected” list.
(b) Change/confirm the Authorization Status at the top of the screen to “Authorized” and Submit.
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VDX 5.0
Orientation
Lesson 9: Manual rota creation in VDX 5.0
3. If you are creating a request from a blank “Create Request” form. You may not have the ISBN, in fact
you probably don’t or you would have found the item while bib searching.
(a) Type up request details as best you can, entering the location code manually into the rota.
(b) Change/confirm the Authorization Status at the top of the screen to “Authorized” and Submit.
Examples for using the blank “Create Request” form:
• i.e. sending to OHESC to broker the request out of province on your behalf
• i.e. Microfilm request to OTAR
• i.e. an interaction with some other outside lending institution
4. If a request has reached “end of rota” and when you examine the request History, you see that one or
more locations would be worth going back to for another try. Perhaps they responded “Ans Non Supply
- in use on loan” but that was a few weeks ago, or “Answer Retry”.
(a) Select the REQUEST action and manually enter the location(s) in the rota.
(b) Change/confirm the Authorization Status at the top of the screen to “Authorized” and Submit.
EXERCISE: Manually add location to a rota
Select an “End of rota” request on your Borrower Work Queue to try this out.
Make note the request #.
Use Details link so you can view request History. Pretend you are going to recycle back to one of the
previously used locations.
Select REQUEST from the “Available Actions” list at the bottom of Details screen and click on Action button.
Scroll to the Rota Details section of the request.
You may see previously used location(s) in the “Selected” list.
If there was more than one, they will appear “ghosted”.
Type the library name that you want to request again from into the Library symbol or location name: field
and click on “Search”.
Select the location from the “Found” list and click on to move it to “Selected” list.
USERS TIP: When requesting from a single location, sometimes it is useful to ask for a reserve if the item
is not currently available. Type “*PLEASE RESERVE IF NOT ON SHELF” into the request’s “Item Notes”
section. As added insurance, some people also type this statement into the Subtitle field as well, so it is
prominent on the lender’s picklist.
Change/confirm the Authorization Status at the top of the screen to “Authorized” and Submit.
Wait long enough for VDX to update the request (this can take a few minutes).
Perform a Simple request search using the request number.
You should see the request in a “Pending” state with the location you entered manually into the rota.
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