Streamline Your Library Workflow with ILLiad Print Templates

In the fast-paced world of interlibrary loan (ILL) and document delivery, efficiency is key. ILLiad print templates are customizable tools designed to significantly enhance your library’s operational workflow. These templates, essentially adaptable document formats, leverage merged ILLiad data to automate the creation of essential print materials like receiving slips, paging labels, and shipping labels. By harnessing the power of print templates, libraries can ensure accuracy, save valuable staff time, and maintain a consistent and professional approach to request processing. Let’s delve into how print templates can revolutionize your library’s daily tasks and optimize your resource sharing services.

Understanding ILLiad Print Templates: What Are They?

At their core, ILLiad print templates are Microsoft Word documents that act as dynamic forms. They are designed to automatically populate with data extracted from your ILLiad system. This data, generated during print transactions within the ILLiad client, is compiled into Excel spreadsheets (.xls files) and stored by default in C:DocumentsILLiadPrint. Think of these templates as blueprints for your essential library labels and slips. Instead of manually typing information for each request, the templates seamlessly merge data, ensuring accuracy and consistency across all printed materials.

While the default storage location for these Word template files is c:Program FilesILLiadPrint, you have the flexibility to store them on a shared server. This centralized access ensures that all ILL workstations within your library can utilize the same set of templates, promoting uniformity and simplified management.

The Benefits of Using Print Templates: How Do They Help?

Implementing and effectively managing ILLiad print templates offers a multitude of advantages for libraries of all sizes. The primary benefit is enhanced efficiency. By automating the data entry process for printing labels and slips, staff can dedicate their time to more complex tasks and strategic initiatives. Imagine the time saved by eliminating manual typing for each loan or article request!

Beyond time savings, print templates offer:

Customization: Tailor the layout, fonts, data fields, and textual content of your printed forms to perfectly match your library’s specific needs and branding. Whether you need to highlight specific information for staff or patrons, or incorporate your library’s logo, print templates provide full control over the visual presentation of your forms.
Consistency: Ensure a uniform and professional appearance for all printed materials generated by your ILLiad system. This consistency enhances your library’s image and reduces the chance of errors associated with manual data entry.
Reduced Errors: Data is automatically pulled directly from ILLiad, minimizing the risk of human error associated with manual transcription of request details onto slips and labels. This accuracy is crucial for efficient processing and delivery of materials.
Improved Workflow: Streamline your request fulfillment process from receiving requests to shipping items. Clearly labeled and informative printouts facilitate smoother handling at each stage, contributing to a more organized and efficient workflow.
Adaptability: As your library’s needs evolve, print templates can be easily modified to incorporate new data fields, adjust layouts, or accommodate changes in workflow. This adaptability ensures that your print templates remain a relevant and valuable tool for years to come.

Getting Started with ILLiad Print Templates

Sorting and Optimizing Print Output

ILLiad provides built-in options for sorting and managing your print templates directly within the client interface. The Print Configurations settings, accessible under Printer Setup, allow you to define specific sorting criteria for each template. For example, you can configure article slips to be sorted by Call Number or loan slips by Journal Title. This customization, set up just once, ensures that your printed output is organized in a way that best suits your library’s shelving and processing procedures.

![]()
A view of the Print Configuration settings in the ILLiad Client, allowing users to customize template sorting options for optimized print workflows.

To further accelerate your printing process, it is strongly recommended to disable the preview option before printing. While previewing templates might seem like a good idea, it can significantly slow down older computers and occasionally cause Microsoft Word to become unresponsive. For optimal one-click printing efficiency, you can also choose to suppress print prompts, streamlining the process even further and minimizing interruptions.

Upgrading Customized Templates for ILLiad 8.1 and Later

If you are utilizing customized print templates and upgrading to ILLiad version 8.1 or a later version, it’s important to understand the necessary adjustments to maintain compatibility and leverage the enhanced data capabilities of the newer system. Versions 8.1 and above utilize data merged from Excel spreadsheets (.xls files) instead of the older .dbf files. If you have existing customized templates, you will need to update the data source from LegacyQueue$ to PrintQueue$ and remap the field names to correspond to the new data structure.

This transition to the updated templates unlocks exciting new possibilities for your library. The newer templates offer expanded data integration, allowing you to incorporate valuable information such as borrowing or lending department email addresses directly onto your forms. Furthermore, several templates now support merging data from different ILLiad modules. For instance, you can now include the lending library’s address on a borrowing label, simplifying return processes and improving communication.

To upgrade your customized templates, follow these steps for each template you use:

Locate Your Templates: If you are unsure of the location of your print templates, navigate to the Customization Manager within the ILLiad Client and find the PrintDocumentsPath setting under System | General. This setting will reveal the directory where your templates are stored.
Backup Your Templates: Before making any modifications, create a backup copy of your entire print folder or the specific templates you intend to edit. This precautionary step ensures that you can easily revert to your original templates if needed.
Select a Template to Upgrade: Choose a customized template to begin with. For example, you might start with LendingArticleSlips.
Rename the Original Template: Within your Print folder, rename the original, default version of the template (e.g., rename LendingArticleSlips to LendingArticlesSlipsOriginal). This preserves the original template as a reference.
Place Your Customized Template: Copy your customized template and paste it into the Print folder.
Open Your Customized Template: Open the customized template you just placed in the folder. You might encounter a prompt message indicating that the newer templates operate on “PrintQueue$” instead of “LegacyQueue$”. Answer ‘No’ to this prompt. Your print template should open successfully.

![]()
A message box prompt in Microsoft Word, indicating the change in data source from “LegacyQueue$” to “PrintQueue$” for newer ILLiad print templates. Users should answer ‘No’ to proceed with template editing.
Access Mailings Tab in Word: In Microsoft Word, click on the Mailings tab in the ribbon menu.
Select Existing List: Within the Mailings tab, locate and click on Select Recipients, then choose Use Existing List.
Locate Corresponding Data File: You now need to link your Word template to the correct data file (the .xls file). Refer to the Atlas documentation for a detailed mapping of templates to data files: https://prometheus.atlas-sys.com/display/illiad/Customizing+Printer+Templates. This resource provides a comprehensive list to ensure you select the right file.
Navigate to Print Folder: Browse to the Print folder on your computer, typically located at C:Program FilesILLiadPrint (or C:Program Files (x86)ILLiadPrint on 64-bit machines). For the LendingArticleSlips template, the corresponding data file is StacksP.xls.

![]()
A file explorer window showing the selection of the StacksP.xls data file, which corresponds to the LendingArticleSlips print template in ILLiad.
Select PrintQueue$ and Click OK: In the “Select Table” dialog box that appears, choose PrintQueue$ and click OK.
Template Fields Displayed: Your template will now display the old LegacyQueue$ data fields (e.g., >).
Update Fields: Begin replacing the old fields with the new PrintQueue$ fields:
1. Highlight Old Field: Select an old field name in your template. If you are using toggle codes (conditional “if” and “then” merge fields), make sure to reveal these codes by pressing Alt + F9 or toggling “Show Field Codes” to ensure you highlight the entire field structure.
  
  ![]()
  An example of highlighting an old field name within a print template in Microsoft Word, ready for replacement with a new PrintQueue$ field.
2. Insert Merge Field: Click on Insert Merge Field in the Mailings tab and select the corresponding new field name from the dropdown list. For instance, replace the old transaction number field with Transactions_TransactionNumber.
  
  ![]()
  The “Insert Merge Field” dropdown menu in Microsoft Word, highlighting the selection of the “Transactions_TransactionNumber” field as a replacement for an outdated field in the print template.
Save Your Updated Template: After you have replaced all the necessary fields, save your modified template.

Tip: Barcode Printing

To enable barcode printing, ensure the field is formatted correctly. In plain text, the barcode field should be entered as: *«Transactions_TransactionNumber»*. Then, select this entire string and apply a 3 of 9 barcode font to it. This formatting will instruct ILLiad to generate a barcode based on the transaction number when the template is printed.

Exploring Sample Print Templates

To provide a clearer understanding of the versatility of ILLiad print templates, here are descriptions and download links for several sample templates designed for use with ILLiad 8.1 and above. These templates are configured to link to the Print Queue for each corresponding Excel data source. (Note: If you are running a 32-bit PC, you may be prompted to manually locate the Excel file the first time you use a template.)

BorrowingArticleLabels

These labels serve as simple cover sheets for physical article deliveries, ideal for articles picked up at service desks. The patron’s name is prominently displayed at the top for easy identification. Barcodes are intentionally omitted as these articles are typically already marked as “Request Finished” in the system.

![]()
A sample BorrowingArticleLabels print template, showcasing a clear layout with the patron’s name highlighted for easy identification of physical article requests.

Download print template: BorrowingArticleLabels

BorrowingLoanSlips

These slips are designed for received borrowing loans. When folded, the left side presents information for the patron, while the right side contains essential ILL office details, including a mailing label section for patrons designated as “Mail to Address.”

![]()
An example of a BorrowingLoanSlips print template, demonstrating a folded layout with patron information on one side and ILL office details and a mailing label on the other.

Download print template: BorrowingLoanSlips

BorrowingReturnSlips

These slips, designed as ⅓ sheets, include a return label at the bottom. This detachable label simplifies the return process – simply cut it off and affix it to your packaging for efficient mailing of borrowed items back to the lending library.

Download print template: BorrowingReturnSlips

DocDelArticleSlips

These ⅓ sheet slips are optimized for stacks searching, prioritizing essential information while minimizing paper usage. They are designed to be concise and informative for efficient retrieval of articles within the library stacks.

![]()
A DocDelArticleSlips template example, showcasing a compact design focused on essential information for stacks searching, ideal for efficient document delivery workflows.

Download print template: DocDelArticleSlips

DocDelLoanLabels

Similar to the DocDelArticleSlips, these ⅓ sheet slips are designed for efficient stacks searching and minimal paper consumption. They also include a convenient mailing label at the bottom for patrons set to “Mail to Address,” streamlining the delivery of physical loan items.

![]()
A DocDelLoanLabels template example, demonstrating a design that combines stacks searching information with a mailing label for efficient delivery of physical loan items to patrons.

Download print template: DocDelLoanLabels

LendingArticleSlips

These ⅓ sheet slips are tailored for lending operations, providing the most relevant information for efficient stacks searching when fulfilling article requests from other libraries. They prioritize key details needed for quick retrieval and processing.

Download print templates: LendingArticleSlips

LendingLoanSlips

Each of these ⅓ sheet slips includes a mailing label at the bottom. This detachable label simplifies the shipping process – simply cut it off and adhere it to your packaging for streamlined mailing of loaned items to borrowing libraries.

![]()
A LendingLoanSlips template example, illustrating a design with a detachable mailing label at the bottom for streamlined shipping of loaned items to other libraries.

Download print template: LendingLoanSlips

Alternate LendingLoanSlips with Barcode

For libraries requiring barcode functionality on lending loan slips, this alternate template includes a barcode. This addition can further enhance tracking and management of loaned items.

Alternate LendingLoanSlips with Barcode Template Preview
A preview image of the Alternate LendingLoanSlips template, highlighting the inclusion of a barcode for enhanced tracking and management of loaned library items.

Download Alternative with Barcode print template: LendingLoanSlips with Barcode

By leveraging the power of ILLiad print templates, your library can significantly optimize its interlibrary loan and document delivery services. From customizable layouts to automated data merging, these templates offer a versatile solution for streamlining workflows, reducing errors, and enhancing overall efficiency. Explore the sample templates provided and begin customizing your own to unlock the full potential of print automation within your ILLiad system.