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Alexandria

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options in communicating w/ patrons

Requirements

In order for email notifications to work, you need to make sure several things are set up in Alexandria:

  • Configure your 

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    Email Preferences.

    These can be accessed through Preferences > Setup > Email or /admin > Email.

  • Add an email to your 

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    site record. 

  • Make sure at least one operator has a Primary Email on their record.?

  • Make sure your patrons and operators have a 

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    Primary Email

    on their record so they can receive notifications and messages. Run a 

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    Patrons with No Email report

    to see who still needs an email added.

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Use GG4L or Clever to automatically update patron information, such as email addresses.

Automatic Email Notifications

Some notifications go out automatically when certain events happen in Alexandria. In order for patrons and librarians to get these notices, you must have 

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Enable Automatic Email Notifications

turned on in Circulation Preferences. Some of these notifications also require additional preferences to be set.

Expand
titleHolds
NotificationRecipientAdditional PreferencesCustomizable Text

Queue Hold

  • Librarian places a hold on an unavailable item through Circulation 
  • Patron places a hold on an unavailable item through Researcher 
PatronN/AN/A

On-Shelf Hold

  • Patron places a hold on an available item through Researcher
Librarian

Turn on Circulation Preferences > 

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Circulation Rules

> Email Librarian when an On-Shelf Hold is placed through Researcher.

N/A

In-Stock Hold

  • Librarian bookdrops an on-shelf hold or hold queue item through Circulation, making it in-stock
PatronN/AIn-Stock Hold

Expired Queue Hold

  • Expired pending hold is automatically removed during daily maintenance
Patron

Hold expiration dates are controlled by the Days to Keep a Hold Request preference in 

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Patron Policies.

N/A
Expand
titleReservations
NotificationRecipientAdditional PreferencesCustomizable Text

Reservation Placed

  • Librarian places a reservation through Circulation
  • Patron places a reservation through Researcher

Patron

Librarian (at site that owns the reserved copy)

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Turn on Circulation Preferences > Circulation Rules > Notify Librarian on New Reservation for the librarian to get a notice.

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Patron Notice:

AB

Reservation Notice (Circulation Preferences) and Reservation Placed

+ Reservation Notice (A

(Advanced Bookings Preferences)

Librarian Notice: N/A

Reservation Upcoming

  • Sent when there are a certain number of days before the reservation start date
Patron
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Preference
N/A

Reservation Removed

  • Librarian removes reservation through Circulation
  • Patron removes reservation through Patron Status (Researcher)
Patron
Yes (Reservation Removed - AB)

Reservation Return Request

  • Sent when there are a certain number of days before an Advanced Bookings reservation is new
Patron'Days Before Item Is Due To Send Out Notice' at it's default of '0'
Expand
titleOverdues
NotificationRecipientTriggerAdditional PreferencesCustomizable Text
Overdue Item/TextbookPatron

Checked out item or textbook becomes overdue

Item Policy > Transaction Period or Hard Due Date, or Period Due DateYes (Circulation Letter)
Lost Item/TextbookPatron

Checked out item or textbook is declared lost

Item Policy > Overdue > Declare Lost When Overdue x daysNo
Expand
titleCharges

TT and Alex

NotificationRecipientTriggerAdditional PreferencesCustomizable Text
Charge IncurredPatron

Charge is incurred on the patron's account (overdues, overdue continuing to accrue, item being declared lost or discarded, manual charges from Circulation). 

in the case where a charge was made via the 'Charge' button under the 'Charges' tab in circulation and the option to email a receipt was checked. Charges made with the 'F' and 'DL' commands had no receipt associated with them.No
Charge PaidPatronCharge is paid from Circulation and the option to Email Receipt is checked by librarian
No
Charge ForgivenPatronCharge is forgiven from Circulation and the option to Email Receipt is checked by librarian
No
Charge Refunded/ Refunded CreditPatronCredit is refunded from Circulation and the option to Email Receipt is checked by librarian
No
Credit AddedPatronCredit is added from Circulation and the option to Email Receipt is checked by librarian
No
Report Email Notifications

Some notices are set up and sent through 

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Reports.

With these, you can:

  • Send a notice once or 

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    save and schedule

    it to go out on a regular basis.

  • Use selections to be more specific about which patrons get a notice.

  • Customize the notice text. Some notices have default text that's determined by 

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    Circulation Letters, but they can still be edited while setting everything up.

ReportUseCirculation Letter Default
Alexandria and Textbook Tracker

Account Introduction

Give patrons their login credentials and other important library informationAccount Access Information

Account Expiring Notice

Notify patrons whose accounts are expiring in the next 30 daysN/A

Send Email

Send out a customizable email to a selection of patronsN/A

Send Patron Details Email

Email Patron Details to selected patrons

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You can also email or print Patron Details from Circulation.

N/A
Overdue Items NoticeNotify patrons who have items that are overdueCirculation Letter
Alexandria Only
Coming Due Items Notice Let patrons know their items are due soonCirculation Letter
In-Stock Hold Notice Notify patrons when an in-stock hold is ready for them to pick upIn-Stock Hold
Lost Items Charge Notice Notify patrons who have unpaid lost items chargesCirculation Letter
Overdue Items and Unpaid Charges Notice Notify patrons who have overdue items and/or unpaid chargesCirculation Letter
Severely Overdue Items Notice Notify patrons who have items that are severely overdueCirculation Letter
Unpaid Charges Notice Notify patrons who have charges that haven't been paid yetCirculation Letter

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