Set up notification methods, e-mail options, and export location

To set up general notification options:

  1. In the Administration Explorer tree view, select Parameters for the organization, and click the Notification tab in the details view.
  2. Double-click Notification options. The Notification Options dialog box - General tabbed page opens.
  3. In the Notification method area, select all the methods that this organization might use to deliver notices. Then make these additional settings as appropriate:
    • Select Available in PAC for each method that patrons should be able to choose when self-registering or updating account preferences from PAC.
    • (System and library level only) Select Print and Export if you export notices for print delivery. Select Phone and Export if you export notices for telephone notification.
  4. The method settings determine which delivery options are available for selection for specific types of notices.

    Note:
    At the system, library, or branch level you can designate a specific method for each type of notice when you set up the specific notices. If you plan to designate Patron Preference as a notification method, or Supplier Preference for serial claim notices, be sure to select the possible preference options in this list. See Notice Delivery Methods. If you export print or telephone notices to an outside vendor, each branch must set the notification method to Print for all exported notice types if all branches’ notices should be exported.

  5. To select the languages in which to send notices:

    Note:
    Multi-lingual notices are a separately licensed feature. See Notification Language. When you enable multi-lingual notices here, patrons can also select a preferred language for notification when they register from the PAC; once registered, they can change their language preference from the patron account page (Change Preferences option). Not all languages are available for telephone notification. Text messaging does not support Unicode, so notices in languages with diacritics are not rendered accurately.

    1. Click the Languages link. The Licensed Languages dialog box opens.
    2. Select the languages in which you will send notices, and click OK.

      Note:
      The read-only Licensed column shows which languages are licensed for your system. If notice translations are not available for a licensed language and you need notification in that language, contact your Polaris Site Manager.

  6. If this organization sends any type of e-mail notices, set the following options in the E-mail notice area:
    • From - Type the library e-mail address that should appear in the From field of the e-mail notice.
    • Reply-to - Type the library e-mail address that should appear in the Reply to field of the e-mail notice.
    • E-mail address to use - To use only the primary e-mail address specified in the patron record, select Use E-mail address only. To send the notice to both the patron’s primary e-mail address and an alternate e-mail address, if any is specified in the patron record, select Use both E-mail and Alt E-mail.
  7. For e-mail notices, if you want Polaris to send the notice processing report to a staff member, set these options:
    • Select Send report for e-mail notice processing.

      Tip:
      The summary report is also available from the Report Manager. Select Utilities, Reports and Notices on the Polaris Shortcut Bar to open the Report Manager. In the Report Manager, select Notices, Email, Email_SummaryReport.

    • In the box below the report option, type the e-mail address of the staff member who should receive the report. You can type more than one e-mail address, separating the addresses with a semicolon (;). The maximum number of characters is 255.
  8. (System level only) If you have a contract with an outside vendor to send print notices, supply information in the following Print Export fields:
    • FTP Server URI - Type the full Internet address of the vendor’s FTP server. Your exported notice file will be sent to this address.
    • Logon Name - Type the logon name for the vendor’s FTP server.
    • Password - Type the password for the vendor’s FTP server.
    • Save a local copy - Select this option to save a copy of exported notices. When this option is selected, the copy is automatically saved on the Polaris server to C:\ProgramData\Polaris\[version]\Logs\EXPORTNOTICES\Reports

    Note:
    Local copies are not automatically deleted. You may want to purge them periodically.

    If you leave this option unchecked, the notice file is saved in C:\ProgramData\Polaris\[version]\Temp on the Polaris server for FTP transmission.

  9. (System level only) If you have a contract with an outside vendor to send phone notices, supply information in the following Phone Export fields:
    • FTP Server URI - Type the full Internet address of the vendor’s FTP server. Your exported notice file will be sent to this address.
    • Logon Name - Type the logon name for the vendor’s FTP server.
    • Password - Type the password for the vendor’s FTP server.
    • Save a local copy - Select this option to save a copy of exported notices. When this option is selected, the copy is automatically saved on the Polaris server to C:\ProgramData\Polaris\[version]\Logs\EXPORTNOTICES\Reports

    Note:
    Local copies are not automatically deleted. You might want to purge them periodically. If you leave this option unchecked, the notice file is saved in C:\ProgramData\Polaris\[version]\Temp on the Polaris server for FTP transmission.

    Note:
    If you export print notices to one vendor and phone notices to a different vendor, you can specify different Export settings for each method.

  10. Click Save to save your settings and close the Notification options dialog box, or select another tab to set up a specific notice type.

See also: