Getting Started
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Just got email? Here's what you can do!!
basically, go over all the options they have for communicating with their patrons using email
specify to set up email must have Admin > Email configured, the from/reply email will be the site address in Sites, and of course patrons must have emails in their record (use one of our SIS syncing services!).
Once your email is set up, you can decide if you want to turn on the preference "Enable Automatic Email Notifications” (http://support.companioncorp.com/display/ALEX/Circulation+Settings). It currently sends quite a bit of automatic notices, which are all-or nothing (we’re hoping to offer more customization in the future). Then there are a bunch of email notice type reports (list a few examples, mention scheduling them), you can set up normal reports to email to you (especially nice when they are scheduled), and then our favorite of course is emailing Patron Details
Letter text customizable...
…And I’m sure our Support Team can go into a lot more details if you need any help at all configuring the email in Alexandria.
(also see Using Automatic Email Notifications)
options in communicating w/ patrons
what to set up in Alex
- Configure your Email Preferences. These can be accessed through Preferences > Setup > Email or /admin > Email.
- Add an email to your site record.
- Make sure at least one operator has a Primary Email on their record.?
- Patrons must have a Primary Email on their record to receive notifications and messages.
Use GG4L or Clever to manage patron information.
Automatic Email Notifications
Notification | Recipient | Trigger | Additional Preferences | Customizable Text |
---|---|---|---|---|
Holds | ||||
Queue Hold | Patron | Librarian places a hold on an unavailable item through Circulation Patron places a hold on an unavailable item through Researcher | No | |
On-Shelf Hold | Librarian | Patron places a hold on an available item through Researcher ('Email Librarian when an On-Shelf Hold is placed through Researcher' preference must also be turned on) This is being sent to the librarian immediately when the preference to 'Enable Automatic Email Notifications' is enabled along with the preference to 'Email Librarian when an On-Shelf Hold is placed through Researcher' and a patron places a hold on an available item through researcher. | No | |
In-Stock Hold | Patron | Librarian bookdrops an on-shelf hold or hold queue item through Circulation, making it in-stock | Yes (In-Stock Hold) | |
Expired Queue Hold | Patron | Expired pending hold is automatically removed during daily maintenance | When holds expire is controlled by the Days to Keep a Hold Request preference in Patron Policies | No |
Reservations | ||||
Reservation Placed | Patron Librarian | Librarian places a reservation through Circulation Patron places a reservation through Researcher | Notice is being sent to the librarian at the site that owns the reserved copy when the Notify Librarian on New Reservation Circulation preference is enabled | Yes (Reservation Notice and Reservation Placed (Advanced Bookings prefs - patron notice) |
Reservation Upcoming | Patron | When Preference -> Circulation Rules -> Notify of Upcoming Reservations is enabled, this is being sent to the patron during daily maintenance 5 days prior to the reservation start date, which is what my Circulation -> Circulation Rules -> Days to Look Ahead for Reservations preference is currently set at. Here is what I observed: On the 15th I placed a reservation for the 22nd, 23rd, and 24th and when advancing my system clock ahead one day at a time, allowing daily maintenance to run each day, this was sent one time during daily operations @ 12:06 AM on the 17th but not on the 16th and not again on the 18th or 19th. These specifics are not currently mentioned in our documentation for this preference. | No | |
Reservation Removed | Patron | Librarian removes reservation through Circulation Patron removes reservation through Patron Status (Researcher) | Yes (Reservation Removed - AB) | |
Advanced Bookings Reservations | ||||
Reservation Return Request | This is being sent to the patron during daily maintenance when they have an item checked out which was a reservation and was checked out through advanced bookings. Confusing, but I did this: I created 3 patrons and 3 items. One item I checked out normally, due on the 25th. The other two I placed reservations on, by separate patrons, ending the 25th. I then checked out one reservation through circulation and the other through advanced bookings. I left 'Days Before Item Is Due To Send Out Notice' at it's default of '0', which I believe means ON the due date, and began advancing my system clock ahead one day at a time, allowing daily maintenance to run plus a little time for notices to go out. On the 25th I received ONE notice for the patron that had a reservation which was checked out through advanced bookings. The other patrons whose items were also due this day but checked out differently did not receive any notice. Evidently there is something in the database indicating it was an advanced booking reservation and this notice only applies to those currently. I believe this to be T8TRpendingAbItem Myra's original question: wait, how do we know it was a reservation? It should just be a regular checkout. - is this working? Or is it reminding people of regular coming dues? or needed for reservation? | |||
Overdues | ||||
Holds
- Queue Hold - Librarian.
Report Email Notifications
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list of notifications patrons get