Set up notification methods, email options, and export location

To set up general notification options

  1. Go to Administration > Explorer.
  2. Select an organization level (System, Library, or Branch).
  3. In the Administration Explorer, double-click the system, library, or branch name to expand the list.
  4. Select Parameters > Notification.

  5. Double-click Notification options.

    The Notification Options dialog appears, with the General tab selected.

  6. In the Notification method area, select all the methods that this organization might use to deliver notices. Then make additional selections, 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.

    Note:
    The method settings determine which delivery options are available for selection for specific types of notices. 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.

  7. Select the languages to use for notices:

    Note:
    Multilingual notices are a separately licensed feature. See Notification Language. When you enable multilingual 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. Select the Languages link.

      The Licensed Languages dialog opens.

    2. Select the languages to use for notices, and select OK.

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

  8. If this organization sends any type of email notices, set the following options in the E-mail notice area:
    • From - Enter the library email address that should appear in the From field of the email notice.
    • Reply-to - Type the library email address that should appear in the Reply to field of the email notice.
    • E-mail address to use - To use only the primary email address specified in the patron record, select Use E-mail address only. To send the notice to both the patron’s primary email address and an alternate email address, select Use both E-mail and Alt E-mail.
  9. For email notices, if you want Polaris to send the notice processing report to a staff member, set these options:
    • Select Send report for email 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 email address of the staff member who should receive the report. You can type more than one email address, separating the addresses with a semicolon). The maximum number of characters is 255.
  10. (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. Polaris supports both FTP and secure file transfer protocol (SFTP) addresses.
    • 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.

    For details on what information appears in the exported notice file, see Export File Details.

  11. (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. Polaris supports both FTP and secure file transfer protocol (SFTP) addresses.
    • 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

    • Enhanced Profile - Select this option to use the enhanced profile instead of the standard profile when exporting notices. For more information about the information included in each profile, see Export File Details.

    Notes:

    • 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.

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

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

See also: