ALIES User Manual

Last updated: 9/7/2015

 

 

The Inter-Search manual provides detailed instructions on using this system.  The instructions are also tied to specific pages as page-sensitive help.

This manual can be printed, and current browsers should page the manual correcty.

Changes and suggestions for updates can be sent to the ALIES Executive or to support@prosentient.com.au.

 

 

 

 

 

 

(c) Prosentient Systems Pty Ltd

 

 

 

Table of contents

  • 1. Introduction
  • 2. Access & Membership Information
  • 2.1 Logging On
  • 2.2 GRATISNET Home Page
  • 2.3 Changing Your Password
  • 3. Searching For Items And Raising Inter-Library Loan Requests
  • 3.1 Searching For Journals
  • 3.2 Raising Inter-Library Loan Requests Using SEARCH
  • 3.3 Raising Inter-Library Loan Requests - The REQUEST Option
  • 3.4 Raising Book and Chapter Requests
  • 3.5 Abandoning requests and unfulfilled requests
  • 4. Resources Area
  • 4.1 Set up email notification for SSL Document Delivery System
  • 4.2 Upload Documents on SSL Document Delivery System
  • 5. Electronic And Open Access Resources
  • 5.1 Subscribing To Electronic Consortia Lists
  • 5.2 Unsubscribing From Electronic Consortia Lists
  • 5.3 Open Access (EFREE) Journals
  • 6. Updating Your Profile And Holdings
  • 6.1 Updating Your Library Address
  • 6.2 Updating Your Library Emails
  • 6.3 Temporarily Suspending Your Library
  • 6.4 Adding Staff And Other Library Contacts
  • 6.5 Adding/Changing Journal Titles
  • 6.6 Formatting Your Journal Holdings
  • 6.7 Updating All Your Holdings
  • 6.7b Listing and Editing Holdings and Missing Issues (Through 'My Holdings')
  • 6.7c Updating Holdings and Missing Issues (Through SEARCH)
  • 6.8 Setting maximum number of requests per hour (Advice only)
  • 7. Reports
  • 7.1 Summary Statistics
  • 7.2 Detailed Statistics
  • 7.3 Member Directories
  • 7.4 Members Lending Books
  • 8. List Serve
  • 8.1 Logging On To The List Serve
  • 8.2 Navigating Around The List Serve
  • 8.3 Creating And Viewing Topics And Replies
  • 8.4 Forum Subscriptions
  • 8.5 Registering New List Serve Email Addresses
  • 8.6 List Serve Attachments
  • 8.7 List Serve Etiquette
  • 9. Duplicates Module
  • 9.1 Declaring Duplicates
  • 9.2 Reviewing "My" Duplicates
  • 9.3 Selecting And Requesting Available Duplicates
  • 9.4 Creating Delivery Lists
  • 9.5 My Duplicates Requests
  • 9.6 Closing A Duplicates List
  • A. Administrative Functions
  • A.1 Updating Statistics
  • A.2 Updating Statistics Using Automated Calculations
  • G - Glossary
  • 1. Introduction
    Inter-Search

    The software that supports the GRATISNET is called Inter-Search. It provides the framework for Inter-Library Loans, document delivery and electronic collection management of your titles in this network. This user manual is intended for registered network members and those would like to see more details on how this system works. The software of this system is © Prosentient Systems.

    Compatibility
    This site uses HTML Tables to optimise information presentation. Cookies must be enabled for this site in order to maintain session continuity. Cookies are only used for session continuity and are otherwise anonymous. A minimal amount of Javascript is used to enhance data entry and for some enhanced table presentation, but not to a degree that will prevent older browser from working with this site. Design consideration has been given to optimising the site for the maximum range of browsers. The site has been tested on:

  • Firefox 38.0 or later

  • Internet Explorer 8 - will work with some layout
  • Internet Explorer 11 or later - fully compatible
  • Google Chrome 48 or later



  • 2. Access & Membership Information
    The GRATISNET Membership page provides details of the history and charter of the organisation. Use the Contacts button at http://www.gratisnet.org.au to determine the current contacts for your state/region if you wish to join the GRATISNET network.




    2.1 Logging On
    1 Start your web browser (for example Internet Explorer or FireFox).
    action
    2 Navigate to http://www.gratisnet.org.au

    3 Type in your username and password. Your username is your NUC
    code
    action
    4 If you have difficulty logging in, you can use the Remind Me button to have your password emailed to you.
    action



    2.2 GRATISNET Home Page
    From the Gratisnet Intranet Home Page the various search and administrative functions of the site are accessed.

    The Search button provides a fast and effective means of locating titles, raising ILL requests and adding holdings to your collection.

    The Requests button provides a means of turning bibliographic lists (e.g. search output from online databases or extracts from an ILL request system) into a series of multiple matched ILL requests through Gratisnet.

    The Books button provides a request page to allow you to send a book request to libraries that lend books in Gratisnet.

    The Chapters button accesses a request page allowing you to send a request for a chapter to other Gratisnet libraries
    The Administration functions allow maintenance of the Gratisnet database contents, including the Directory of Libraries, the Journal Title database and the holdings for each Library.
    The Membership button contains a brief document relating to the history of Gratisnet and other important resources (such as the Code of Conduct).
    The Duplicates button gives access to the duplicates system - a means of sharing your duplicates with other Gratisnet members.

    The Resources button gives access to the shared document area for Gratisnet members. This is also the location where libraries can upload PDF's and other document delivery requests for collection by other libraries.

    Useful Links to other sites are also shown, and membership information is provided.

    The Add Journal button provides a short cut to adding to titles to Gratisnet.

    Listserve allows you to post to Gratis email lists. Here you can request articles not showing on Gratis holdings, send out duplicates lists, announce information of interest to other Gratis users such as library closures etc.
    The Contacts button has contact details of the national Gratisnet representatives

    The Help button contains a FAQ link, two different versions of Gratisnet manuals, a printable directory of membership, additional instruction sheets, and a help contents page. Gratisnet also includes a page-sensitive integrated help.

    The Manual button shows the full Gratisnet user manual.

    Please Logoff when finished with Gratisnet to avoid any unauthorised access and/or use of the system.
       




    2.3 Changing Your Password
    Passwords are required to be changed every 12 months.  When libraries are required to change their password, the following message will appear when logging in, “Periodically you are required to reset your GratisNet password. You cannot reuse your last password. You can send a reset link to your library email”.
    1.    Click on the reset link to reset your library GratisNet Password.
    An email will be sent to your registered GratisNet account email address, with the following Subject line: Password reminder for... Included in the body of the email will be a reset link to reset your password, follow the instructions to reset your password.

    2.    Type in your new password in the password field and click on Save to save your new password.  Please note: your chosen password must be at least 6 characters long with a combination of alpha and numeric characters. To ensure network security you will be unable to reuse your previous password.
    Repeated, incorrect login to the GratisNet site will trigger a reset message. Clicking the reset link will generate an email to the library registered email address to reset the password.

    If an email is not received or the email address is incorrectly registered, contact your State representative or a member of the National Committee to reset your password.
    Reset error count
    Administrator Password Reset Access (National Committee members only)

    1.    Login using the State or National login and password to access Administrator functionality.
    2.    Click on User Access menu option.
    3.    Locate NUC code of library
    4.    Click on Reset error Count link, to manually clear error count on behalf of a library



    3. Searching For Items And Raising Inter-Library Loan Requests
    The system provides two main methods for raising ILL requests:
    • The Search button - to find libraries with holdings   one journal at a time, by ISSN, title, Abbreviation and other search methods
    • Multiple search processing using the Requests button by pasting in the search output from bibliographic databases and from other ILL request systems

    When matching requests to libraries with holdings, search results are reported in a ranked manner. Periodic (usually annual) statistics are used to rank libraries so that more frequent supplying libraries are ranked lower in search results. This facilitates equitable distribution of requests in the network.

    The Administration section documentation has information on how to update library statistics for those with Gratis admin rights.

    The Search menu also has extended facilities to search on the directory of members by email, library name and other library details. Just enter your search and click on Directory

    You can use the Search page to add holdings information to existing journals

    You can also look up the current ranking of libraries using the Search page.

    Finally, the Search page has printable membership directories, a list of libraries who lend books on a reciprocal basis, staff lists etc
       




    3.1 Searching For Journals
    The GRATISNET Search screen is the main portal to the extensive collection of journals and journal holdings.

    The default search is truncated title searching. In other words, just typing in part of a title into the box and pressing ENTER will start a search for the title.

    For other types of searches (e.g. NUC symbol, ISSN, keyword, etc), type the information into the box FIRST and then click on the button for the required type of search. Do not click on a search button without first entering a search term into the box at the top.

    You can search for the journal by:
    • TileHoldings: Journal Holdings Search - only       journals with holdings will be returned
    • Title: Journal Title Search - all matching titles will be returned, irrespective of holdings
    • Keyword: Journal Keyword search
    • Abbreviation: Journal abbreviation search - if the record contains it
    • ISSN: ISSN search
    1 Click on the Search button in the left-and menu.
     
    2 You will see the main search page.
     
    3 Use the Search text box to enter the title or partial title you wish to search on.
     
    4 When searching on a title or keyword, the resulting Journal Title matches are hyperlinked. Clicking on a title will show further details regarding the journal and a summarised holdings by library. For example searching Medical journal... - see below
     
    5 The holdings are shown in ranked order. It's important that you follow the order from the top.

     
    6 Review the holdings of the libraries shown and select the first library in the list which has holdings matching your request - click on the NUC symbol for this library, which is hyperlinked.

    Notice the following symbols against holdings:

    An orange P - the journal is held in print version
    A blue E - the journal is held in Electronic format
    A green @ symbol - the article can be emailed as a secure upload
    A red @ symbol - the article must be faxed or posted
     
    7 Note: you can use the Filter option to restrict the view of holdings to a particular year. Type in the year and click Filter - as below.
     
    8

    As per Code of Conduct, the ranking order must be adhered to so that no library is overwhelmed.


    The only exceptions are:

    • When an article is recent and available only electronically the libraries with electronic access can be approached first.
                     OR
    • If you are aware that a journal package such Ebsco does not have that article or epublication you require
    Otherwise please follow the rota.




    Once you find the journal you need, you can raise an ILL request.
    • Click on the NUC symbol of the first library on the rota
    • Read the notes field in red on the request page - libraries use this to alert requestors of any special conditions
    • Enter your article request number - helpful for identifying your request.
    • Choose your delivery method in the Delivery Method field. To choose more than one method hold down the Ctrl key whilst selecting with the mouse
    • The priority box displays the three options for urgency:
    • Core - A reasonable time frame that the supplying library can be expected to supply the document as part of the usual workflow (usually within 4 days)
    • Rush - Does not require immediate action but is needed by a time frame as specified in the additional Delivery Comments box (usually within 24 hours). May need to be telephoned through to ensure prompt attention

    • Express - Requires immediate attention. May need to be telephoned through to ensure prompt attention (usually within 2 hours or AM/PM)
    • The Additional Delivery Comments box should be used for any extra information you need to convey to the supplying library.
    • Fill out the citation details in the fields provided
    • Leave the alternative locations blank if you don't want the request forwarded to another library.
    • If you do want your request forwarded the box below Alternative Libraries lists other holdings in ranked order.
    • By ticking the entries for up to three libraries, the system will automatically add the library and their  details to the Request form.
    • It is assumed that if there are no libraries listed here, the request is to be returned to the requesting library.
    • Click on send ILL request by Email to send the request.

    OR

    • Click on generate ILL Fax Form to create a form, which you can print and then fax. Please note that GRATISNET will NOT send a fax directly from the system.
    • Refer also to the section on raising requests through the Bibliographic request module as an alternative way to request



    3.3 Raising Inter-Library Loan Requests - The REQUEST Option
    The REQUEST option allows you to import a bibliographic list and match the items to holdings in the network. This system works for sources such as PubMed, Ovid etc
    • It can also be used to import requests from existing ILL systems for matching against GRATISNET.
    • The req No.(Request Number) field is an option for the library to enter their own record-keeping information. Use the drop-down box next to delivery to specify the required/desired delivery form.
    • It is generally preferred not to use this system for priority requests.
    • The additional Delivery Comments box should be used for the need by instructions as well as other relevant information.
    • As with Search-type requests, please list alternative Locations only if the request is to be forwarded to another library.
    •  The box below Alternative Libraries lists other holdings in ranked order. By highlighting the entries for up to three libraries, the system will automatically add the library and their fax number details to the Request form.
    • It is assumed that if there are no libraries listed here, the request is to be returned to the requesting library.

    1

    Click on the Request button on the intranet home page

     

     

    action
    2 You can have your matching results in either of two formats:

  • narrow - the matching results display will fit in smaller browser windows but will longer

  • wide - the results display will be wider in format and shorter in length

  • action
    3 First you must select the format of your bibliographic/search result list. Only those formats showing in the drop-down list are supported.

    action
    4

    Paste in your bibliographic search results in the text box. Note the 65000 character limit (may be smaller for some browsers) and click the Process button.

     

     

    action
    5

    You will be presented with the matching results against GRATISNET. Each bibliographic entry will appear on a separate line. First you should determine your preferred delivery method and priority. It is not advisable to use the Requests method for high priority requests as some libraries may only be staffed part-time or have additional notes that can only be viewed when requesting through the Search method


    action
    6 Against each matched request you can choose the preferred library. Matching libraries are displayed in normal ranking order and this ranking should be respected where possible. Select your preferred library by choosing it from the first drop down list on the line.

    Review the bibliographic entry to ensure that the entry has matched correctly.

    action
    7 Select any alternate libraries if you want your request forwarded if the first choice of library is unable to fulfil.
    Finally, choose your action for this request:

  • email - this request will be sent by email

  • fax - this request will be sent by fax

  • ignore this line entry will be ignored (a summary of ignored items will be displayed.
  •    
    action
    8

    Click PROCESS THESE REQUESTS when you are ready

     

    action
    9 You will be presented with a report page which has:

    a) any Faxes to be printed and sent
    b) a summary of email transmissions
    c) a summary of items skipped/ignored




    3.4 Raising Book and Chapter Requests
    • The BOOKS or CHAPTERS options allow you to send an loan or copy request by email for book titles/chapters.
    • You are presented with a simple email book/chapter request page.
    • In the drop down list of libraries are listed all libaries who have indicated that they will lend books.
    Note:
    • Gratis does not have book searching facilities at present. You will need to search Libraries Australia or another service first to check availability.
    • Please acknowledge book or chapter requests, this lets the requesting library know what's happening.
    • When lending books to other Gratisnet libraries, it is suggested that you provide a longer loan period. This allows for mailing time and issues like books having to be sent to other branch libraries
    • When sending the book, it is handy to include a return address label. 
    1

    Click on the Books or Chapters  button on the intranet home page

     

     
    2

    You wll be presented with a request form:

    • Fill in the subject field
    • Select the To library
    • Fill in your request number if you have one
    • Add the details of the book/chapter you are requesting

     

     
    3 Click on the SEND button

    action

     




    3.5 Abandoning requests and unfulfilled requests
    1

    The requesting library can cancel requests by clicking maintain request status for outstanding items from the Gratisnet Home Page

     

     

     
    2

    Click the abandon link against the item you wish to cancel.

     

     

     

    3

     

    The supplying library can either forward a request or mark it as unfulfilled. Click on the review these requests link on your home page

    .

     
    4

    A Forward link will appear if the library has nominated alternative supplying libraries. An Unfulfilled link will appear if the requesting library gave no alternative supplying libraries

     

     



    4. Resources Area
    This page allows you to review the shared resources in your network.
    • You may upload resources to this area.
    • Documents in this area are visible only to members who are logged into the system.
    • While this area is commonly used for delivery of Document Delivery (DD) requests, it can also be used to load minutes and other documents/resources relevant to GRATISNET members.

    Contact the support@intersearch.com.au email if you need additional resource categories to be added to this menu.

    • In the case of general documents such as reports or minutes, the library that uploads the document and Gratisnet administrators are able to a delete/remove these documents from the resource area.
    • In the case of DD uploads the recieving library can delete the file after they have saved it. They are unable to delete it if they are the sender.
    • It is good practice to remove the file from the upload area after you have passed it onto your client
    • DD items are automatically cleared after 30 days.
    • Headings can be clicked to sort by resource type, name or creation date (Javascript must be enabled - does not work for all browsers). Email support@intersearch.com.au if you wish to have additional document categories added.
    i. Click on the Resources button from the internet home page.
     
    ii.

    You will see a list of shared documents and Document Delivery files.

    If you have uploaded a shared document (not DD) you have the ability to remove this at any time. 

    If you have been sent a PDF/DD document, you will see a delete option allowing you as the recieving library to remove the document from the resources area.
    Document delivery items are stored for 30 days and are automatically removed.





    4.1 Set up email notification for SSL Document Delivery System

    1

    Set up Email Notification for SSL system

    1. Library determines the local document delivery policy and the processes, including

    • The number of document-validity in days
    • The number of downloads
    • The email footer
    • Forwarding document links to clients

    2. Set up a default message for email notification

    • select “Administration” on the left panel

     

    Click “Default values” to open the “Parameter List Form”

     

    Click “Edit” the number of download validity in Days and change the numberof days that will validate the link by the default period. We recommend14 days to the recipients because most people will check their email within 2 weeks.

     

    Then Save

     

    The same. To change the number of downloads, you click “Edit” ‘the number of downloads’ and change the number that limits the recipient how many downloads. Then save.