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Letters

Last Updated: Feb 04, 2021 12:13

Letters

 Tools > Preferences > Circulation > Letters tab
(warning) SITE Preference

These preferences are used to customize and manage the messages that appear in the patron notices sent from your library. Select a letter from the left, and then view and edit it on the right.

Each letter has a character limit of 1500 (with the exception of the Circulation Notice Email Subject, which has a 100 character limit).

Templates

Circulation Letter allows you to customize the default body text of Circulation Letters. The message is also included in circulation letters dispatched during Daily Operations. The default text reads:

The following items require your attention. Please contact the library as soon as possible.


In-Stock Hold allows you to customize the default text of in-stock hold notices. The default text reads:

An In-Stock item is being held for you. Please pick it up by the specified date or it will be returned to general circulation.


Reservation Notice allows you to customize the default body text of Reservation notices. The default text reads:

Please note that you have a reservation on the following items. Reserved items should be picked up in the morning of the reservation start date and returned by the evening of the due date.


Overdue Suspension Notice is dispatched when the Days Suspended per Overdue Day Policies preference has been triggered. The default text reads:

Your library privileges have been suspended because the following item has been overdue.


Patron Suspension Notice is used to inform a patron that their account is suspended. The default text reads:

The library has suspended this account. Until the suspension is cleared, items cannot be checked out and holds and reservations cannot be placed. If you have any questions, please contact your library.


Account Access Information notice is used to provide patrons with account access information. It is also included when new account information is initially emailed. The default text reads:

Here is your barcode ID and Username for accessing the library catalog. This information is necessary for accessing your patron status details which includes a list of items you have checked out and their due dates, holds and reservations you have placed and their expiration dates, and any charges you owe the library. You will need this information to place holds or reservations if you are allowed to do so. You may change your username and password using the Alexandria Researcher application or using the Alexandria Web Catalog.


Email Signature notice is where you can set your email signature. Usually, this is the name, address, and phone number of the school library or institution. It is also included on patron notifications dispatched during Alexandria's Daily Operations. The default is blank; customize it with variable tags.


Circulation Notice allows you to customize the default body text of Circulation Notices. The default text reads:

The following items require your attention. Please contact the library as soon as possible.


Circulation Notice Email Subject allows you to customize the default body text of Circulation Notice Email Subject notices (character limit of 100). The default text reads:

Notice from your Library.


Refund Letter allows you to customize the default body text of Refund Letter notices. The default text reads:

You have been issued a refund with the following information.


Damage Letter allows you to customize the default body text of Damage Letter notices. The default text reads:

The following items have been damaged and appropriate fines charged.


Subscription Claim Letter allows you to customize the default body text of Subscription Claim letter. The default text reads:

Our library has yet to receive one or more issues of the indicated periodicals. Approximate dates for the missing issues are listed below. Please send us the missing issues in a timely manner.


Variable Tags

Use these variable tags in your letter templates to add standard or personalized data to your emails. For example, you can add %PATRON% to the top of each letter template to personalize it with the recipient's first and last name, as listed on their patron record.


Variable Tag

Data the Tag Displays

%PATRON%

Patron's name:

Firstname Lastname

%PATRONBARCODE%

Patron's barcode:

123456789

%SITEADDRESS%

The library's site address listed in Site Preferences, formatted with line breaks:

Site Name
Address 1
Address 2
City, State Zip
Country

%SITEADMIN%

Site Contact's title, first name, and last name, as listed in Site Preferences:

Title: Firstname Lastname

%USERNAME%

Patron's username:

jsmith

Usage Example