FAQs

Many SUNY libraries stop lending during intersessions, which results in an abnormally high percentage of borrowing requests going unfilled. These unfilled requests would typically be automatically exported to ILLiad or another external system, but it is possible to turn off that automatic export so unfilled requests can be held in Alma and reprocessed once the intersession ends and libraries resume lending. 

In order to hold unfilled borrowing requests for later processing, you will need to modify your Sending Borrowing Requests Rules.  To do this, you will need the Fulfillment Administrator role. 

Once you turn off the sending borrowing request rule that automatically exports unfilled requests to an external system, unfilled requests will stay in the Ready to Be Sent status. When the intersession ends, you should turn back on the sending borrowing request rule that automatically exports unfilled requests to an external system. You can then use the Remove and Recalculate Rota function to reprocess your unfilled requests. Requests that can be filled by a SUNY library will be automatically sent to that library, and requests that cannot be filled within SUNY will be automatically exported to your external system. 

Turning Off the Automatic Export of Unfilled Requests

1. Go to Configuration | Fulfillment | Resource Sharing | Sending Borrowing Request Rules.

2. You should see two sending borrowing request rules in the Institution Rules List. The first rule, likely named Send Request to RS Partners, is responsible for automatically sending requests to other SUNY libraries. The second rule, whose name should contain a reference to either ILLiad or another external system, is responsible for exporting unfilled requests to an external system. To stop unfilled requests from being automatically exported to an external system, slide the Enabled button for that second rule to the left (off) position.  

Turning the Automatic Export of Unfilled Requests Back On

1. Go to Configuration | Fulfillment | Resource Sharing | Sending Borrowing Request Rules, and then slide the Enabled button for the rule you previously turned off back to the right (on) position. 

Reprocessing Unfilled Requests

1. Requests that went unfilled while you had the sending borrowing request rule that automatically exports unfilled requests to an external system turned off will be in the Ready to Be Sent status. To view these requests, go to Fulfillment | Resource Sharing | Borrowing Requests and then click the Ready to Be Sent status facet.

2. To reprocess a request in the Ready to Be Sent status, click the ellipsis next to the request and then click the Remove and Recalculate Rota link. Once you do this, the request's original rota will be deleted, and Alma will rerun the locate process. If holdings are found in SUNY, the request will be automatically sent to those libraries. If no holdings are found SUNY, the request will be automatically exported to your external system.