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Setting up email notices for circulation
KBA-01595-F2N9
Summary

 Configuring Circulation Notifications for E-Mail for colleges

Three types of e-mail notifications (listed below) can be generated in the client. Libraries may choose to implement one or more of these notifications. Note that the names of the files and other details may vary depending on whether you are at a college university.

Free-text e-mails. An e-mail message is sent directly to the patron by clicking the e-mail icon in the patron record.

Client-generated letters (e.g., hold request notification letters).

Notices and reports batch-produced in the Task Manager (e.g., overdue and lost notices). The majority of patron records should have an e-mail address and the e-mail addresses must be included in the patron load to utilize this notification option.Note: batch-produced notices require notice files generated in the Task Manager by FLVC. Please contact the FLVC Help Desk for assistance.

Notifications will be e-mailed from the college’s e-mail server, not from the Aleph servers. Before beginning configuration, be sure to have the following available:

  • The name of the college’s e-mail SMTP server that will be used to send e-mail.

  • The e-mail address that will be used to send e-mail from the college’s e-mail server.

  •  The e-mail address name that will appear as the “From” name for outgoing e-mails.

  • (Optional) A separate e-mail address to be used as a BCC address. A private copy of every e-mail notification sent from the computer will be sent to this e-mail address.

Section 1: General Set Up

Note: The general setup procedure described below is required to implement any of the e-mail notification options. Use the following steps to configure each computer used to send e-mail notifications.

Step 1: Allow Mass Mailing

Be sure that the computer’s anti-virus software is not set to block mass e-mails. This feature is often blocked by default as a security setting. It will prevent any e-mails being sent from the Lclient, including individual free-text messages to a single patron.

To allow mass mailing from the computer if using McAfee VirusScan software

1.      If using McAfee VirusScan software, go to the VirusScan Console.

2.      Double-click Access Protection.

3.      Deselect Prevent mass mailing. 

Note: Library staff may not have the necessary system “permissions” to change this setting on the local computer. Ask for assistance from your local computer services staff. If using different anti-virus software, ask for assistance from your local computer services staff.

Step 2: Set the Mail Server Name and Return Address

The mail server name and e-mail address must be set for each computer that is used to send notices. Be sure to have the college’s mail server name and an appropriate e-mail address on hand to complete the following steps.

To set the mail server name and e-mail address 

1.      Log on to the ALEPHADM module.

2.      On the Configuration menu, select Application Configuration.

3.      In the Applications box (left pane), select Common Headings. In the right pane, scroll through the menu to find the [Mail] section.

4.      Under the Current Text column, double-click MailServer, and then enter the college’s mail server name. The MailServer is the computer that receives and sends e-mail messages at the college. Contact your local computer services staff for assistance.

5.      Double-click FromAddress, and enter the appropriate e-mail address. The FromAddress is the e-mail address used to send all outgoing messages from the computer. This may vary by campus and department and can be set differently on each computer.

6.      (Optional) Double-click BccAddress, and enter a BCC e-mail address. This is the    e-mail address to which a private copy of all e-mailed letters and notices will be sent. This address will not appear in the outgoing e-mail message.

7.      Double-click MailerName, and enter the name of the sender. The MailerName will appear in all notices sent to patrons from this computer. This name may vary by campus and department and can be set differently on each computer.

8.       Click Save. Close the Aleph client and log back on for the change to take effect.

Tip: When a field’s information has been changed, the line becomes “highlighted” in gray. The default setting is always retained in the right pane. To go back to the default settings, click Default Value.


Section 2: Free-Text Messages

Free-text e-mail messages are sent directly to the patron when an e-mail address is available. Messages are sent by clicking the e-mail icon, which is available from several places in the patron record, including:

  • Patron tab / Address node

  • Patron tab / Global Patron Information node

  • Loan tab

  • Return tab

To send a free-text message to a patron

1.      Perform the general setup described in Section 1.

2.      In the LINCC Circulation module, use the Patron tab to retrieve a patron record.

3.      Select the Global Patron Information node and click the e-mail icon .

4.      Enter the e-mail message and click Send.


Junk Mail: Be aware that e-mail notifications may be filtered to the patron’s junk, spam, or clutter e-mail folders. This is possible for any notification e-mailed from the client, including individual messages and batch-produced overdue and lost notices.

Error Message: “Unable to connect to server.” If you receive this error message when you try to send an e-mail, be sure to review Section 1, Step 1. The computer’s anti-virus software may be blocking outgoing e-mail.

Section 3: Client-Generated Notifications 

Client-generated notifications include any letter that is sent directly from the client, without accessing the Task Manager.

Note: The general setup procedure described in Section 1 must be performed on each computer that is used to send e-mail notices.

Step 1: Determine the Notifications to be E-Mailed

The following table presents list of notifications that can be e-mailed from the client, along with the action that produces the notification and the function name (which will be used in the next step to set the notification to be e-mailed).

 

Letter Name

Steps

Function Name

Hold Request Letter

Hold Request Slip

Return tab/return requested item

ReturnHold01

Hold Delete Letter

Item tab/Hold Requests node/Select Hold Request and Delete

or

Patron tab/Hold Requests node/Select Hold Request and Delete

HoldDelete

Loan Receipt

Loan tab/loan an item/automatic loan receipt generation as set in ALEPH/Options/Set Up Loan Options

or

Loan tab/loan an item/Print Session

LoanReceipt

Lost Material Bill

Patron tab/Loans node/select a loan/Lost.

LostMaterialBill

Return Receipt

Return tab/return an item/automatic return receipt generation as set in ALEPH/Options/Set Up Return Options

ReturnReceipt

Cash Summary

Patron tab/Cash node/ Active Cash tab/Print

TransLetter

 

 

 

Step 2: Edit the Print Configuration File for the Selected Notifications

Changes to the print setup of client-generated notifications are made from the Print Configuration menu in the ALEPHADM module.

To retrieve the Print Configuration file

1.      Log on to the ALEPHADM module.

2.      On the Configuration menu, select Print Configuration. 

3.      In the Applications box, select the module that contains the notifications to be configured. The example below shows the Print Configuration file for the Circulation module.


To edit the Print Configuration file  

1.      Select the line corresponding to the desired function name.

2.      Double-click the line’s Setup column and enter N to prevent the Print Setup window from displaying for notifications that will be only sent by e-mail.

3.      Double-click the line’s Mail column. Enter M to e-mail notifications or B to e-mail and print notifications.  

View settings in the Print Configuration file

·           Function Name: The system name of the function that produces the notification. Refer to Section 3 for more information.

·           ID: The format of the notification that is sent. Do not change this setting.

·           Setup: Enter Y to display the Print Setup window for notifications that are set to be printed but not e-mailed. Enter N to prevent the Print Setup window from appearing. The Print Setup window allows you to select a printer other than the default printer as well as select other print options.

Note that if the Printer icon is set to Normal Printing, and the notification is set to be printed and not e-mailed – then the Print Preview window will not appear, but the Print Setup window will appear. If the Printer icon is set to Print Preview, the Print Setup window will always appear, regardless of the setting entered in this column.

 

·           Mail: Select a notification option. Enter M for e-mail only, P for print only, or B for both e-mail and print.

·           Local Filename: This is the file name that appears in the upper (local) pane of the Task Manager window when a notification is sent. Only the most recent notification of that file name will be present in the Task Manager. Do not change this setting.

·           Target: Not used.

 

Step 3: Edit the Printer Settings

The printer icon is located in the lower right corner of all modules except the ALEPHADM module. The printer setting must be set to Normal printing to automatically e-mail notifications.

The printer setting can be changed temporarily so that it will reset to the default each time the client is closed. Alternately, the default setting can be changed to Normal Printing so it is retained each time the client is closed and re-opened.

To temporarily change the printer setting 

1.      Right-click the printer icon in the lower right corner.    

2.      Select Normal Printing. The available settings are described below.

§   Normal Printing: Sends the notification directly to the default printer with no Print Preview window.

§   Preview: Displays pop-up notifications in a print preview window. This allows you to print or to close the Print Preview window without printing.

§   View Raw XML: Displays the code used to create the notification in Microsoft Notepad.

§   Browse XML: Allows you to browse the code used to create the notification.

To change the default printer setting 

1.      Log on to the ALEPHADM module.

2.      On the Configuration menu, select Application Configuration.

3.      In the Applications box, select Common Headings.

4.      In the Current Text column, select [Print].

5.      Double-click DefaultPrintConfig=1 (1 = Print Preview as the default) and change it to DefaultPrintConfig=0 (0 = Normal Printing as the default).


6.      Click Save.

Example: Setting up Circulation for Hold Request Filled Notifications

Several notifications may be e-mailed from the LINCC Circulation module. The most common is the Hold Request Filled notification. An example is shown below. The same steps apply to any of the notifications to be e-mailed.

To set up hold request filled notifications for e-mail

1.      Log on to the ALEPHADM module.

2.      Perform the general set up described in Section 1.

3.      On the Configuration menu, select Print Configuration.

4.      In the Applications box, select Circulation.

5.      Under the Function Name column, double-click the notification to be e-mailed. In the Circulation Notifications table, hold request letters are identified as ReturnHold01.


6.     In the Mail column, double-click the ReturnHold01 line.

7.      Change the Mail column to M to e-mail or B to e-mail and print the letter.

8.      The Hold Request Slip that is generated at the same time will not be e-mailed. There are two options for printing the Hold Request Slip:

§   To send the slip automatically to the default printer, change the ReturnHold01 Setup column to N.

§   To send the slip to an alternate printer or to Cancel the printing, change the ReturnHold01 Setup column to Y so the Print Setup window will display.

9.      Click Save.

Hold Requests are the only e-mail notifications for which the Setup column is relevant. This is because the item slip is produced at the same time and you can determine whether the Print Setup window will appear for the item slip. 

For all other e-mail notifications, only one letter is produced and the Setup column should be set to N.

To send client-generated notifications 

1.      Complete the configuration for the selected notifications, as outlined above.

2.      When the notification is generated, it will automatically be e-mailed if the patron record includes an e-mail address.

If there is no e-mail address, and the Print Setup column is set to Y, the Print Setup window will display and you can continue printing or cancel the print job.

§   If there is no e-mail address and the Print Setup column is set to N, the notification will be sent automatically to the default printer.

Section 4: Batch-Produced Notices in Task Manager

Overdue and Lost notices are generated in the Task Manager. Notices may be e-mailed, printed, or both.

The majority of patrons should have a college-assigned e-mail address in the patron record prior to setting up e-mail for batch notices.

Overview of Task Manager Printing

When Normal Printing is set, all files that contain patron e-mail addresses will be e-mailed. Any files that do not have e-mail addresses, such as reports, will be sent to the default printer.

Note also that when the default print configuration is changed, as shown below, the default is changed for all modules on that computer. The printer icon in each module will be defaulted to Normal Printing. This can be changed temporarily by manually selecting an option from the drop-down menu each time you log on. Or, this can be changed permanently by configuring the printing defaults as shown below in Step 2.

 Task Manager Printing Options


Sort By:

·           Date/Time Descending: Default. Sorts the newest reports to the top of the list.

·           File name Ascending: Sorts the list alphabetically from A to Z.

·           File Name Descending: Sorts the list alphabetically from Z to A.

·           Date/Time Ascending: Sorts the oldest reports to the top of the list.

·           Size Ascending: Sorts the smallest files to the top of the list.

·           Size Descending: Sorts the largest files to the top of the list.

 

Print Setup:

·           Y: The Print Setup window will appear for any notification that is to be printed. This allows the selection of an alternate printer as well as print options.

·           N: The Print Setup window will not appear.

 

Print Configuration:

·           Normal Printing: Sends the notification directly to the default printer with no Print Preview window. Normal Printing must be selected for e-mail notifications.

·           Preview: Displays pop-up notifications in a print preview window. This allows you to print or to close the print preview window without printing

·           View Raw XML: Displays the code used to create the notification in Microsoft Notepad.

·           Browse XML: Allows you to browse the code used to create the notification.

Setup Type:

·           Print: Sends notifications to the printer, regardless of whether an e-mail address is available for the patron.

·           E-mail: Sends notifications by e-mail if a patron e-mail address is available, or to the printer if an e-mail address is not available. The Print Configuration file must be set to Normal Printing to select this option.

·           Both: Sends notifications to the e-mail address and to the printer.


Setting Up the Task Manager for E-mail

Note: The general set up procedure described in Section 1 must be performed on each computer used to send e-mail notices.

Step 1: Set the Default Print Configuration File to Normal Printing 

1.      Log on to the ALEPHADM module.

2.      On the Configuration menu, click Application Configuration.

3.      In the Applications box, select Common Headings. In the right pane, scroll through the list to locate the [Print] section.

4.      Double-click DefaultPrintConfig=1 and change it to DefaultPrintConfig=0.

5.      Click Save.

6.      In the LINCC Circulation module, go to the Task Manager. On the Setup Type menu, click E-mail. The Setup Type will be saved on the computer and will be retained after the LINCC client is closed.

7.      Change the Print Setup option as needed. Select Y or N to set the default to display or not display the Print Setup window for notifications that will be printed. As with the Setup Type, the Print Setup selection will remain as the default until it is manually changed.

Step 2: Notify CCLA to Begin Generating E-mail Overdue and Lost Notice Files

·           Send a Policy File Change Request to the Help Desk requesting the implementation of e-mail overdue and lost tnoices. Before making this request, please confirm:

§   The majority of patron records should have a college-assigned e-mail address and the e-mail addresses must be included in the patron load.

§   The name of the college’s e-mail SMTP server that will be used to send e-mail.

§   The e-mail address that will be used to send e-mail from the college’s e-mail server.

§   The e-mail address name that will appear as the “From” name for outgoing e-mails.

§   (Optional) A separate e-mail address to be used as a BCC address. A private copy of every e-mail notification sent from the computer will be sent to this e-mail address.

 

Sending Batch Notices - For colleges

Six files for overdue and lost notices are generated in the Task Manager.

·           C015_D_XXX_date_email_overdue-summary: This is the file containing notices for patrons with e-mail addresses. Notices will be e-mailed when you click Print.

·           C015_D_XXX_date_print_overdue-summary: This is the file containing notices for patrons with no e-mail address. Notices will be printed when you click Print.

·           C015_D_XXX_date_ecopy_overdue-summary: This is the file containing a backup print copy of the e-mail notice file. These are the same notices that are contained in the e-mail file. They are generated in privacy mailer format as a backup in the event that you receive a returned undeliverable e-mail or experience other technical problems sending e-mail. Notices will be printed when you click Print.

·           C015_D_XXX_date_email_ lost-material-summary: This is the file containing notices for patrons with e-mail addresses. Notices will be e-mailed when you click Print.

·           C015_D_XXX_date_print_ lost-material-summary: This is the file containing notices for patrons with no e-mail address. Notices will be printed when you click Print.

·           C015_D_XXX_date_ecopy_ lost-material-summary: This is the file containing a backup print copy of the e-mail notice file. These are the same notices that are contained in the e-mail file. They are also generated in privacy mailer format as a backup in case of a returned undeliverable e-mail or other technical problems with e-mails. Notices will be printed when you click Print.

The C014 Count of Notices report includes the number of notices in the e-mail file and the number of notices in the print file so you can more accurately track how many notices are still being printed.

Sending Batch Notices by E-Mail

These instructions allow you to e-mail notices to patrons with a known e-mail address, and print notices for patrons who do not have a known e-mail address.

To send batch notices by e-mail 

1.      Select the files to be e-mailed. They will be named:

§   C015_D_XXX_date_email_overdue-summary

§   C015_D_XXX_date_email_ lost-material-summary.

2.      Double-click the file and click OK to move the file from the server to the local computer.

3.      Click Print. The notices will be e-mailed.

4.      Select the files that have no e-mail addresses. They will be named:

§   C015_D_XXX_date_print_ overdue-summary

§   C015_D_XXX_date_print_ lost-material-summary.

5.      Double-click the file and click OK to move the file from the server to the local computer.

6.      Click Print. The notices will be sent to the default printer.


Sending Batch Notices by Both E-Mail and Print

Some libraries may wish to send notices by both e-mail and standard mail for a period of time before changing to e-mail only. The following instructions allow you to e-mail and print notices for patrons with a known e-mail address, and print notices for patrons without a known e-mail address. Therefore, patrons who have an e-mail address will receive notices by both e-mail and print.

To send batch notices by both e-mail and print 

1.      Select the files to be e-mailed. They will be named:

§   C015_D_XXX_date_email_overdue-summary

§   C015_D_XXX_date_email_ lost-material-summary.

2.      Double-click each file and click OK to move the file from the server to the local computer.

3.      Click Print. The notices will be e-mailed.

4.      Select the files that do not include e-mail addresses. They will be named:

§   C015_D_XXX_date_print_ overdue-summary

§   C015_D_XXX_date_print_ lost-material-summary.

5.      Double-click each file and click OK to move the file from the server to the local computer.

6.      Click Print. The notices will be sent to the default printer.


7.      Select the files that have a print copy of the e-mail notices that were in the e-mail file. They will be named:

§   C015_D_XXX_date_ecopy_ overdue-summary

§   C015_D_XXX_date_ecopy_ lost-material-summary.

8.      Double-click the file and click OK to move the file from the server to the local computer.

9.      Click Print. The notices will be sent to the default printer.

To handle undeliverable returned e-mail

1.      After allowing sufficient time for notices to be sent, check the e-mail account that the notices are sent from to see if any e-mails have been returned as undeliverable.

2.      If notices are returned as undeliverable, several options are available:

§   Print the message and send it to the patron through standard mail.

§   Contact the patron to obtain the correct e-mail address, and re-send the e-mail notification.

§   Go to the Task Manager and print the notice from the ecopy file:

o    C015_D_XXX_date_ecopy_overdue-summary

o    C015_D_XXX_date_ecopy_ lost-material-summary.

 

Did you know you could also set up courtesy notices to inform the patron that an item is almost due? These notices can be set to generate a file that includes patrons with e-mail addresses only.

Ask the Help Desk about setting these up.

 Section 5: Using the Print History

Each module retains a history of notifications that have been generated that day. This includes reports such as the General Retrieval form, client-generated notifications, and batch notices.

These reports and notifications can be e-mailed to any e-mail address from the Print History screen.

To e-mail or print from the Print History 

1.      On the ALEPH menu, click Print History.

2.      In the upper pane, select the report or notification to be e-mailed.

3.      In the E-mail Address field, enter the “To” e-mail address.

4.      Click Go.

 

 

The Print History Window

Settings in the Print History window are described below.

 

·           Left Pane: The date the files were accessed is listed. The history is kept for the current date only. The numbers under the date tree indicate the hour that the print files were last accessed.

·           Upper Pane: Lists the reports and notifications that were accessed during the date and hour selected in the left pane.

·           Middle Pane: Displays the Beginning of the XML used in the print file selected in the upper pane.

·           Lower Pane: Similar options are available in the Task Manager, with the addition of an e-mail address field.

·           Print Configuration: Select Normal Printing to immediately e-mail or print, or select Preview to view the file in a Print Preview window.

·           Setup type: Select Print to send the print file to a printer, E-mail to e-mail the file to the e-mail address entered on this Print History form, or Both to print and e-mail.

·           Print Setup: Select Yes to see the Print Setup window or No to suppress it.

·           E-Mail Address: Enter an e-mail address to send the print file to.

·           Go: Click Go after selecting the desired print file in the upper pane. The file will print, display, or be e-mailed according to the options selected in the lower pane.

·           Refresh: Refresh the screen to see any changes.

·           XSL Creator: Not used.

·           Cancel: Close the window without taking an action.

·           Help: Access the help screen for Print History.

Selecting a notice that contains a patron’s e-mail address will automatically enter that address in the E-mail Address field. Click Go to re-send the notice, or enter an alternate e-mail address and then send the notice.

 

Additional Documentation
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