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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 automatically manage patron information, such as email addresses.
Automatic Email Notifications
In order to get these notices, you must have Enable Automatic Email Notifications turned on in Circulation Preferences. Some of these notifications also
Notification
Recipient
Trigger
Additional Preferences
Customizable Text
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
Notification
Recipient
Trigger
Additional Preferences
Customizable Text
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
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?
Notification
Recipient
Trigger
Additional Preferences
Customizable Text
Overdue Item/Textbook
Patron
Checked out item or textbook becomes overdue
Item Policy > Transaction Period or Hard Due Date, or Period Due Date
Yes (Circulation Letter)
Lost Item/Textbook
Patron
Checked out item or textbook is declared lost
Item Policy > Overdue > Declare Lost When Overdue x days
No
TT and Alex
Notification
Recipient
Trigger
Additional Preferences
Customizable Text
Charge Incurred
Patron
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 Paid
Patron
Charge is paid from Circulation and the option to Email Receipt is checked by librarian
No
Charge Forgiven
Patron
Charge is forgiven from Circulation and the option to Email Receipt is checked by librarian
No
Charge Refunded/ Refunded Credit
Patron
Credit is refunded from Circulation and the option to Email Receipt is checked by librarian
No
Credit Added
Patron
Credit is added from Circulation and the option to Email Receipt is checked by librarian
No
Report Email Notifications
These notices can be saved and scheduled or sent only once.
