It is now possible to integrate the DCS with CLA and Kortext' KeyLinks, ExLibris' Leganto and Talis Aspire.
To read more about how the integration works within KeyLinks, please have a look here.
To read more about how the integration works within Leganto, please have a look here.
To read more about how the integration works within Talis, please have a look here.
To setup the integration with KeyLinks, please have a look here.
To setup the integration with Leganto, please have a look here.
To setup the integration with Talis, please have a look here
RLMS integration within the DCS
The integration from the perspective of a DCS user works similar to the academic request form. Instead of starting the request yourself by searching for a title, you will see that the Leganto, KeyLinks or Talis user will have started the request for you by first adding the item required to a list for the relevant course and then clicking a button in the list to send a digitization request into the DCS. You as a DCS user can then complete the request, add the scan and generate the link. Once this is done, the DCS will automatically send this info back into the RLMS and end-users will see that this item in their reading list now has a link to the DCS content.
Please follow the steps below to start and complete a digitisation request submitted within an RLMS.
- The request is received
- Reviewing the request
- Completing the request
- Frequently asked questions
1. The request is received
Once a new request has been submitted within your RLMS, this will be flagged on the DCS dashboard within the Academic Requests section. Note that you do not need to be using the Academic request form to be using the DCS - RLMS integration, these requests go into the same dashboard area simply because they work in a similar way and it is assumed that digitisation requests will often come from an academic using the reading list.
Click on 'New Academic Requests' to see a list of all requests that haven't been actioned yet:
Here you can search for a specific request if you wish, using the search bar. By default, the newest request will be at the top. You can click at the different headings to sort by them:
- ID: This is the DCS request ID
- Status: Here you can see whether this is a request that is new or whether it is in progress
- Added on: The date the request was received within the DCS
- Requester: The username of the requester as it has been added within the RLMS, not the DCS
- Course: The course code as added in the RLMS when the request was created
- Title: Extract title as it has been requested from the RLMS
Once you have identified the request you wish to start working on, click on it. This takes you to the academic request page.
Depending on what RLMS you are using, you might be able to setup a notification so that a DCS user/mailbox is notified each time a new digitisation request has been submitted. To see how this works in KeyLinks, please go to this article. Please get in touch with your contact person at Leganto or Talis to find out whether this is possible in Leganto/Talis.
2. Reviewing the request
While on the academic request page, you can review the request before you decide whether or not you are ready to start working on it.
As can be seen in the image above, there is a range of information available to review on the right hand side. This all comes from the reading list, and shows you what extract is requested in addition to notes from the requester as well as the requester's contact details. You can also see that as long as the course code used in the RLMS exists in the DCS, the request will automatically be matched to a course. However you can override this if you need to change to another course.
Once you're ready to start working on the request, click 'assign to me' to change the request from 'new' to 'in progress'. This 'activates' the request and allows you to make changes on the page, as well as making you the HEI assigned to the request.
Doing this will also change the status of the request within the RLMS to 'in progress'.
3. Completing the request
A request can either be rejected - for example if you've not got the permissions to scan, or your institution do not own the requested title - or it can be fulfilled. Below we will have a look at both of those options.
Rejecting a request
If you already now know that you will have to reject the request, you can. Where it previously said 'Assign to me', there is now one box saying that the request is assigned, and also a 'reject' button:
Clicking on it brings up a box where you can select the reason for the rejection in a dropdown, and add notes for context:
Once this is done, you can choose to notify the requester via email if you wish.
Rejecting a request will update the status in the RLMS to 'rejected'.
Completing a request
If you want to go ahead with the request, there are a couple of checks you should do, and changes you can make, while still on the academic request page (i.e. before you move on to the usual content request page).
- You should first make sure that it is matched to the correct course. If the course code is incorrect, click on the dropdown next to Courses and select the correct course. Then click 'Save course'.
- You can add a lecturer if you wish. Note that to do this, the lecturer must have been setup as a lecturer (not user with a login) in the DCS
- Given that there is enough data in the request as it was received from the RLMS, the DCS might have already found the title for you in the Extract section:
- If needed, however, you can update the extract info or look for another title: You can update the page range if this is incorrect. To do this, click Update range and then search for the title (1). If the extract details are already correct you should search for ISN or ISN + title. If there are any errors with the extract details (ISN, title or extract title) then you can look up the correct extract here. DCS users will recognise that this is similar to the process of looking up a title for a new request created by yourself in the DCS. After searching for the title/extract, you should select (2) the appropriate one from the search result. You'll be able to add a new record (2) if the title isn't already in the DCS:
- Enter the correct page range (3) and click Assign Metadata (4) to save.
- If you find that the item is not covered by the CLA Licence, or for any other reason you cannot proceed with this request then you can still reject it in the top right corner
- If you're ready to do your licence checks and add a scan, click Progress to active request
If the request was for the wrong format type (a book request for an article or vice versa) this can be changed after trying to search for the content.
By clicking Progress to active request you are taken to the content request page. This page is more or less the same as the one you see when starting the request yourself by looking up an ISN or title via the search tab or the dashboard. The difference is that you are able to go back to the original request for your reference, and you can also reject the request from this page if necessary:
You can also now reassign the user, if another User should now work on the request (or you can reassign it to yourself). Please bear in mind that if you reassign the user more than once the HEI Report will only be able to report on the original HEI User and the current HEI User and not those in between.
To select another user, simply select them from the dropdown. No need to save or add anything else.
By clicking Original request you can revisit what was requested originally, and see any notes added by the requester:
Extract details are automatically auto-matched from the request, however these can be amended or alternatively you can try to source these from the DCS.
You should now go through the Licence Compliance Verification section as usual, and if it isn't already, ensure the request is assigned to a course. You will also need to confirm extent limits.
Once you've completed your checks, you can add and select your scan.
- Note: You can, as with any content request in the DCS, leave the request as active without completing it if you need more time to sort out the ownership, permissions, extent limits or sourcing of content. You'll be able to find the request in the active requests tab as long as the request is assigned to a course - this is how you 'save' a content request in the DCS
Once your scan is selected you have reached the final step which is to generate a link. Click the generate link button and you're done! You can now send the link via email to the lecturer if you wish.
Once you have generated the link the request is complete. This changes the status in your RLMS, and activates the link for your students to access. You will also see a different status if the content request is for example deleted or archived in the DCS.
Frequently asked questions:
If the DCS request is rejected, does it remove it from the reading list?
Rejecting a request in the DCS does not delete the item from the reading list. What it does is change the status of the request, from ‘In progress’ to ‘Rejected’. Because the request was rejected, no link was generated in the DCS so there will be no link for the request in your reading list.
Would there be a report to see rejected requests from the DCS?
Yes, the DCS does have a report you can download which includes all rejected requests – including requests submitted via the academic request form if you are using this as well.
Go to the ‘Report’ tab in the DCS, select the report for rejected requests, your preferred date range and then click ‘download report’.