Document Requests (Staff)

We all knew this time would come. We don't have the document the student has requested in the library, and it can't be found online. Therefore, you will need to order it from Article Galaxy (formerly known as Reprints Desk).

No worries! Here's how you do it:

1. Go to https://www.reprintsdesk.com/login/login.aspx.
    
2. Use the following username and password to log in:
   Username: library@phoenix.edu
   Password: UnivPh4455**
    
3. Once logged in, click on the Document Delivery Gadget.
   
    
4. Fill out the Single Article Request form with the information you have. The more information, the better. If the student has not included all the citation information, and you think it would be helpful, you can search for the complete citation and add the information to the request.
    
5. Copy and paste the Ask Us ticket number in the User Notes.
    
6. Once you have completed the form, click the blue 'Check Availability' button.
   
    
7. A new window will appear with abbreviated order details. Click the blue Request PDF button.
   
    
8. You will see this screen, displaying the Order ID and brief citation details.
   
    
9. Before you close out of Reprints, copy the OrderID information.
    
10. Go to the LibAnswers ticket and paste the OrderID into the Post an Internal Note section. This information will help us track the order.
    
     
11. Under Add to Analytics, select Do not add to Analytics Dataset.
    
     
12. Next to the Submit as New button, click the up arrow to open additional options. Select Submit as Open. This status indicates we are waiting to respond to the student with the article.
    
     
13. If you are unsure which status to choose, hover over each option to read its meaning.
    
     
14. Once you have submitted the ticket as 'Open', it will display an 'Open' status in the queue on the LibAnswers Dashboard.
    
     
15. Note: There may be instances where Article Galaxy has already secured the rights to the document and can offer it to us instantly. If that happens, you will see this screen.
    
     
16. Click the Start button and download the article directly from Reprints Desk. Save the document and follow the instructions as you would to send the article to the requestor and close out the Request a Document ticket in LibAnswers. Please note that selecting this option will still send a confirmation email and an email with the article's PDF to the Library inbox. You can delete the confirmation email and file the article PDF email in the Completed folder after you have sent it to the requestor.

If another team member has placed a document request during the previous reference shift, but it has not yet been received by the start of your reference shift, please notify the student or faculty member, informing them that we have taken action on their request. A personal macro can be created and the following message sent, for example:

Hi [student],

Thank you for reaching out to the University Library. We received your article request and placed an order with our external vendor. You'll hear from us as soon as we receive it or get an update from them. 

Sincerely,
[Your name]