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Getting Started

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Email Notices/Notifications

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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 

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

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

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 

Enable Automatic Email Notifications
turned on in Circulation Preferences. Multiple notifications also require additional preferences to be set.

NotificationRecipientAdditional PreferencesCirculation Letter

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 > 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/A

In-Stock Hold

Expired Queue Hold

  • Expired pending hold is automatically removed during daily maintenance
Patron

Set hold expiration dates with the Days to keep a hold request in the queue preference in Patron Policies.

N/A
NotificationRecipientAdditional PreferencesCirculation Letter

Reservation Placed

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

Patron

Librarian (at site that owns the reserved copy)

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

Patron Notice: Reservation Notice and Reservation Placed

Librarian Notice: N/A

Reservation Upcoming

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

Turn on Circulation Preferences > Circulation Rules > Notify Patron of Upcoming Reservations.

Use Circulation Preferences > Circulation Rules > Days to Look Ahead for Reservations to modify the number of days Alexandria looks ahead before emailing upcoming reservation notifications.

N/A

Reservation Removed

  • Librarian removes reservation through Circulation
  • Patron removes reservation through Patron Status (Researcher)
PatronN/A

Reservation Removed

Reservation Return Request

  • Sent when there are a certain number of days before an Advanced Bookings reservation is new
Patron

Use Advanced Bookings Preferences > Settings > Days Before Item Is Due to Send Out Notice to set the number of days before items are due to send the notice.

Reservation Return Request

These notices work for both Alexandria and Textbook Tracker.

NotificationRecipientAdditional PreferencesCirculation Letter

Overdue Item/Textbook

  • Checked out item or textbook becomes overdue
Patron

Set transaction periods and hard due dates in Item Policies. 

Circulation Letter

Lost Item/Textbook

  • Overdue item or textbook is declared lost
Patron

Use Item Policy > Overdue > Declare Lost When Overdue to set the time period after which overdue items will be declared lost.

N/A

These notices work for both Alexandria and Textbook Tracker.

NotificationRecipientCirculation Letter

Charge Incurred

  • Charge is incurred on the patron's account (overdues, overdue continuing to accrue, item being declared lost or discarded, manual charges from Circulation)
If you make the charge manually in Circulation, you must check the option to email a receipt; charges made with the F and DL commands won't send a receipt/notice.
PatronN/A

Charge Paid

  • Charge is paid from Circulation and librarian checks the option to email a receipt
PatronN/A

Charge Forgiven

  • Charge is forgiven from Circulation and librarian checks the option to email a receipt
PatronN/A

Charge Refunded

  • Credit is refunded from Circulation and librarian checks the option to email a receipt
PatronN/A

Credit Added

  • Credit is added from Circulation and librarian checks the option to email a receipt
PatronN/A

Credit Refunded

  • Credit is refunded from Circulation and librarian checks the option to email a receipt
PatronN/A
Report Email Notifications

Some notices are set up and sent through 

Reports.
With these, you can:

  • Send a notice once or 

    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 

    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

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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