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Configuring Acquisitions email for colleges
KBA-01596-G3N7
Summary

Three types of e-mail notifications can be generated in the client. Libraries may choose to implement one or more of these notifications.

The three types of e-mail notifications are:

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., multi-order index and cancellation letters).

Letters that are sent to the Task Manager (e.g., order and claim letters).

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 client, including individual free-text messages to a vendor.

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.

 

Note: If using alternate 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.

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.

 

Step 3:  Edit the Vendor Record

The vendor record must contain the vendor’s e-mail address and the method of sending letters and lists must be configured for e-mail.

To edit the vendor record

1.      Log on to the Acquisitions/Serials module.

2.      Select the Administration activity tab, and then select the Vendors node.

3.      Select the appropriate vendor record and click Address.

4.      On the 1. Order Address tab, enter the vendor’s e-mail address in the E-mail field.

5.      Click Update.

6.      In the lower pane, select the 2.Vendor Info 2 tab.

7.      In the Letter Send Method and List Send Method fields, select Email.

8.       Click Update.

Section 2: Free-Text Messages

Free-text e-mail messages are sent directly to the vendor.

Messages are sent by clicking the yellow envelope  e-mail icon , which is available from several places in the vendor record’s address, including:

 

  • Order Address tab

  • Claim Address tab

  • Payment Address tab

  • Return Address tab

To send a free-text message to a vendor

1.      Perform the general setup described in Section 1.

2.      In the   Acquisitions/Serials module, click the Administration activity tab, and then select Vendors.

3.      Select the vendor record and click Address.

4.      Click the yellow e-mail envelope icon.

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

 

Junk Mail: Be aware that e-mail notifications may be filtered to the patron’s junk e-mail folder. 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: Sending Pop-Up Letters by E-mail

Client-generated notifications include any letter that is sent directly from the client, either through a “pop-up” window or as a batch process which sends the letters to the Task Manager where they can be sent by e-mail.

This section describes how to set up each workstation to e-mail pop-up letters. These changes must be made on each computer that will be used to e-mail client-generated pop-up notifications.

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

 View pop-up letters 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). Note that the same letter names/functions are used for some of the pop-up letters and letters sent to the Task Manager.

Letter Name

Steps

Function Name

Order Letter

Send orders by using the Multi-Order Index method.

 

Note: This letter/function name is also used for letters generated using the Send List of Orders to a Vendor method.

OrderLetter

Order Claim Letter

Select order, choose Claim node, click New Claim (upper pane), select Claim Type (determines which nn format used), click Add.

ClaimLetter 

Cancel Slip

Select order, click Print/Cancel. Choose Cancel.

CancelSlip

Order Arrival Message

Select initiator ID on order record and Send Mail in Action drop-down menu. Arrive the order.

ArrivalMessage

 

 

 

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

Changes to the print setup of pop-up letters 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 on the left, select Acquisitions/Serials.

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 for the Print Configuration File

·           Function Name: The system name of the function that produces the notification. Refer to Table 1: Client-Generated Pop-Up Letters in Acquisitions 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.

There are two options for printer settings:

 

·           Change the printer setting temporarily each time an e-mail needs to be sent. The new printer setting will be retained until the LINCC client is closed or until the setting is manually changed.

·           Change the default print setting to Normal Printing to have it retained each time the client is closed and re-opened. A Print Preview window will not appear in this case. Depending on the notification being processed, reports will be sent directly to the default printer, or if records with e-mail addresses are used and all other settings have been made to send an e-mail, an e-mail will be sent immediately. 

To temporarily change the printer setting (recommended for Acquisitions letters)

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.

3.      Right-click the printer icon in the lower right corner and select Preview when finished sending e-mail.

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. (To change the setting back to Print Preview, change the 0 to 1 and click Save.)

Example: Setting up Acquisitions for order letters created by the Multi-Order Index

The most common pop-up letter to be e-mailed from the Acquisitions/Serials module is the multi-order index letter. Follow the steps below to e-mail any of the available pop-up letters.

To e-mail letters resulting from the multi-order index process

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 Acquisitions/Serials.

5.      Under the Function Name column, double-click the letter to be e-mailed. In the Acquisitions/Serials Notifications table shown below, order letters are identified as OrderLetter.

 

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.      Click Save.

9.      In the   Acquisitions/Serials module, right-click the printer icon (in the lower right corner) and select Normal Printing. (If printer settings have been adjusted in the   ALEPHADM module, Normal Printing will already be selected.)

10.   Complete the multi-order index process in the usual manner.

11.   Typically a pop-up window containing the letter will appear. However, if the vendor record includes an e-mail address, generated letters will be e-mailed automatically. If B is selected in step 7 above, the “Acquisition Multi-Order Information” sheet that pops up after the normal letter will automatically be sent to the default printer.

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: Letters Sent to the Task Manager

Client-generated notifications include any letter that is sent directly from the LINCC client, either through a pop-up window or as a batch process which sends the letters to the Task Manager where they can be sent by e-mail. This section describes how to set up each workstation to e-mail letters that are sent to the Task Manager. These changes must be made on each computer that will be used to e-mail letters from the Task Manager.

Note: The general set up procedure described in Section 1 must be performed on each computer from which e-mail letters will be sent.

 

Overview of Task Manager Printing

Several fields control printing from the Task Manager. These fields are described below. Later sections will describe changing the settings by editing configuration tables in the ALEPHADM module or by manually changing them.

 

Task Manager Printing Options  


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: The default method of printing is shown in the Print Configuration field when the Task Manager is opened.

 

·           Normal Printing: Normal Printing must be selected for e-mail notifications. This  e-mails files automatically if they contain e-mail addresses and the type of file/function has been configured for e-mail in the   ALEPHADM module. All other fields, including reports, will be sent automatically to the default printer without a Print Preview window.

·           Preview: Generates 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: The default method of handling files in the Task Manager is shown in the Setup Type field.

 

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

·           E-mail: Sends letters by e-mail if a vendor 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. The Print Configuration file must be set to Normal Printing to select this option.

Note: When Normal Printing is set as the print configuration method, the Setup Type in the Task Manager will default to the type used last with Normal Printing, and could be either E-Mail or Both. 

 

Step 1: Determine the Letters to be E-Mailed

Below is a list of letters that can be e-mailed from the client, along with the action that produces the notification and the function name that will be used in the next step to set the notification to be e-mailed. Note that the same letter names/functions are used for some of the letters sent to the Task Manager and pop-up letters.

 

Letter Name

Steps

Function Name

Order Letter

Send orders by using the Send List of Orders to Vendor method.

 

Note: This letter/function name is also used for letters generated using the Multi-Order Index method.

OrderLetter

Order Claim Letter

Produced by running the Claim Report and Letters for Monograph Orders.

ClaimLetter 

 

 

Step 2: Edit the Printer Settings

The printer setting must be set to Normal Printing to automatically e-mail the letters. Normal Printing for the Task Manager can be set in one of three ways:

 

·   Option 1: Change the printer setting manually each time an e-mail needs to be sent by choosing Normal Printing through the Printer icon. The printer icon is located in the lower right corner of all modules except ALEPHADM. The new printer setting will remain until the client is closed or manually changed. It will reset to the default (typically Print Preview) each time the client is closed and re-opened. 

Option 1: To temporarily change the printer setting (recommended for Acquisitions/Serials letters)

 

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

2.      Select Normal Printing.

3.      When finished sending e-mail, right-click the printer icon in the lower right corner and select Preview.

·   Option 2: Manually change the setting by choosing Normal Printing from the Print Configuration drop-down menu in the Task Manager. It will reset to the default setting as soon as the Task Manager is closed. When changing the print configuration to Normal Printing by selecting it from the drop-down menu in the Task Manager or from the Printer icon within a module, it is changed just for that module.

Option 2: To temporarily set the Task Manager’s default Print Configuration to Normal Printing (recommended for acquisitions/serials letters)

 

1.      Open the Task Manager.

2.      In the Print Configuration drop-down menu, select Normal Printing.

·   Option 3: Permanently set Normal Printing as the default using the ALEPHADM module. The setting will be retained each time the client is closed until changed in the ALEPHADM module. No Print Preview will appear in this case.  Changing the default print configuration using the ALEPHADM module changes it for all modules on that workstation. The Printer icon in each module will default to Normal Printing. Anything sent to the Task Manager or printed through a pop-up window will default to Normal Printing. If records with e-mail addresses are used and all other settings have been made to send an e-mail, an e-mail will be sent immediately. 

Option 3: To permanently set the Task Manager’s default Print Configuration to Normal Printing

 

1.      Log on to the   ALEPHADM module.

2.      On the Configuration menu, select Application Configuration.                                  

3.      In the Applications box, select Common Headings.

4.      Scroll through the list in the right pane to the [Print] section.

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

6.      Click Save. Close the LINCC client and log back in for changes to take effect. (To change the setting back to Print Preview, change the 0 to 1 and click Save.)

 

Step 3: Change Print Setup and Setup Type in the Task Manager

The Task Manager retains the last setting used in the Setup Type and Print Setup fields. Therefore, these settings must be verified for each of the options of setting Normal Printing in the Task Manager.

To configure the Print Setup and Setup Type features in the Task Manager

1.      In the Task Manager, locate the Setup Type drop-down menu and select E-mail or Both. (The Setup Type will be saved on the computer when the client is closed and re-opened.)

2.      Edit the Print Setup field as needed. Select Y to display the Print Setup window for printed notifications. Select N to not display the Print Setup window for printed notifications. The Print Setup selection will remain as the default until it is manually changed.

 

Example: Setting up Acquisitions for order letters created by the Send List of Orders to a Vendor process

The most common letter to be e-mailed from the Acquisitions/Serials module is the order letter obtained from the Send List of Orders to a Vendor method of sending orders. Follow the same steps to e-mail any letters that are sent to the Task Manager to be printed.

To send letters resulting from the Send List of Orders to a Vendor process by e-mail

1.      Log on to the   ALEPHADM module. Perform the general set up procedure described in Section 1.

2.      On the Configuration menu, select Print Configuration.

3.      In the Applications box, select Acquisitions/Serials. Double-click the letter to be e-mailed.

4.      Double-click the Mail column. Enter  M to e-mail or B to e-mail and print a hard copy of the letter.

5.      Click Save.

6.      In the   Acquisitions/Serials module, right-click the printer icon and choose Normal Printing. (If printer settings have been adjusted in the ALEPHADM module, Normal Printing will already be selected.)

7.      Complete orders using the Send List of Orders to a Vendor process.

8.      Go to the Task Manager to process the file.

9.      Verify that the Setup Type reads either E-Mail or Both.

10.   In the list of remote files, select the file to be e-mailed.

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

12.   Click Print. The letter will be e-mailed. If the OrderLetter was set to B (Both) during the print configuration, the letter will be e-mailed and the letter will either be sent to the default printer or a Print Setup dialog box will appear, depending on selections made from the drop-down menu.

 

Double-clicking the letter or clicking Print a second time while the Print Configuration is set to Normal Printing will cause the letter to be e-mailed a second time.

To create a printout of the letter, manually change the Print Configuration by choosing Preview from the drop-down menu in the Task Manager or by right-clicking the printer icon and choosing Preview.

 

To handle undeliverable e-mails

  • After allowing sufficient time for e-mails to be sent, check the e-mail account from which the notices are sent to see if any e-mails have been returned as undeliverable. If e-mails are returned as undeliverable: print the message that was not sent. Verify the e-mail address and resend the e-mail, or go to Task Manager to print the letter.

 

 

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