Downloading ILL Requests

You can download the contents of any of your ILL files to your PC or network. For more information on the data these downloaded files contain, see Data Elements of Downloaded ILL Files below.

To download a file:

  1. View the ILL file you want to download. To do so, choose one of the following functions from the Function list:

    Choose:If you want to download:
    New RequestsRequests in the new requests file
    Pending RequestsRequests in the pending requests file
    Process ReturnsRequests in the returns file
    Filled RequestsRequests in the filled requests file
    Cancelled RequestsRequests in the cancelled requests file

  2. Limit the requests displayed by performing a search. By default, ILL lists all of the requests in the file. ILL downloads only the currently displayed requests from the file.

  3. Choose the Download icon. ILL prompts:

    The download file will be based on the current query. Large result sets will take time to download. Do you wish to continue?

  4. Choose Yes to download the requests. (If you do not want to download the requests, choose No.) ILL prompts you to specify the file where you want to download the requests.
  5. Specify the directory and file that you want to receive the selected requests. By default, ILL selects your C:\Windows directory.
  6. Specify the following:
    Delimiter
    You can enter a symbol in the Key Delimiter box or choose the Tab, Comma, or Pipe radio button. ILL uses the selected symbol to delimit the fields in the requests.
    Use XML Format
    If you want the system to write the file in an XML format, enable the Use XML format check box.
    Remember download settings
    If you want the system to retain these settings for the remainder of the session, enable the Remember download settings check box.
    View file after download
    If you want to view the file after it is saved, enable the View file after download check box.
  7. Choose the Save button to download the requests to the specified file. If you enabled the View file after download check box, ILL displays the file after it is downloaded.

Data Elements of Downloaded ILL Files

When you download ILL request files, the downloaded files include all of the information that it has recorded for each downloaded request, including information in addition to what normally displays when you view the ILL files on screen. Each ILL request contains the data elements listed below, separated by the delimiter you specified. Blank elements indicate that no data for the category has been recorded.

 

Position Element Description
1 Lock Internal use only.
2 Request_key Unique key for the request.
3 Illtype Internal use only.
4 Terminal The statistics group from which the request was placed.
5 Date_requested Time stamp taken when the request was placed.
6 Date_processed Time stamp taken when the request is moved to the pending requests file.
7 Date_filled Time stamp taken when the request is moved to the filled requests file.
8 Date_cancelled Time stamp taken when the request is moved to the cancelled requests file.
9 Supplier_patron_# The institutional patron record number of the supplier.
10 Virtual_bib_record_# The virtual bibliographic record number (contained in the requester's patron record).
11 Virtual_item_record_# The virtual item record number (contained in the requester's patron record).
12 Virtual_item_campus The owning location of the virtual item (contained in the requester's patron record).
13 Author The author of the requested item.
14 Title The title of the requested item.
15 Need_by_date Time stamp for the date on which the system should cancel the request if it has not been filled.
16 Supplier_name The name of the supplier.
17 Request_type One-character code signifying the type of request:
B - Book
J - Journal
C - Chapter of book
P - Proceedings of a Conference
D - Dissertation/Thesis
G - Government Report
T - Technical Report
18 Request_acquisition_method One-character code signifying the method used to acquire the item:
a - ARTEmail
e - E-mail
l - Printed ILL Letter
o - OCLC ILL
p - Purchase Order
19 Q3a Response to the Q3a prompt (see Customizing ILL Request Prompts).
20 Q3b Response to the Q3b prompt.
21 Q3c Response to the Q3c prompt.
22 Q3d Response to the Q3d prompt.
23 Q3e Response to the Q3e prompt.
24 Copyright One-character code indicating the copyright status:
l - complies with copyright laws
g - complies with copyright guidelines
n - no applicable laws
25 Publication_year The year that the requested item was published.
26 Number_of_pages The number of pages in the item.
27 Q5a Response to the Q5a prompt (see Customizing ILL Request Prompts).
28 Q5b Response to the Q5b prompt.
29 Q5c Response to the Q5c prompt.
30 Patron_record_# The record number of the requester.
31 Patron_name The name of the requester.
32 Patron_id The ID number of the requester; e.g., patron barcode, university ID, etc.
33 Patron_home_lib The home library of the requester.
34 Patron_PTYPE The PTYPE of the requester.
35 Patron_PCODE1 PCODE2 of the requester.
36 Patron_PCODE2 PCODE2 of the requester.
37 Patron_PCODE3 PCODE3 of the requester.
38 Patron_PCODE4 PCODE4 of the requester.
39 Cited in Response to the Q4 prompt.
40 Status Status message.
41 Cancellation_status Internal use only.
42 Need_to_return_by_date Timestamp for the date by which the supplier wants the item returned.
43 Returned_on_date Timestamp for the date when the request was moved from the returns file to the filled requests file.
44 Notes Transactions notes (separated by ^B).
45 Req_msg Internal use only.
46 Follow-up_on_date Timestamp for the date on which the library should contact the supplier if the requested item has not arrived.
47 Cost The cost of the item.
48 Holdings Internal use only.
49 File_creation Internal use only.