Notification Options Dialog Box

To open this dialog box:
In Polaris Administration, select Parameters, Notification, Notification options.

Use the Notification Options dialog box to set up parameters and delivery methods for overdue notices, bills, combined notices, fine notices, hold request pick-up and cancellation notices, serials claim and routing notices, and e-mail reminders. See Delivering Notices by Phone (Outbound Telephony).

The Notification options dialog box includes the following tabs:

• General
• Overdue & Bill
• Hold Request & Cancellation
• Fine
• Reminder
• Serial

Notification Options Dialog Box - General Tab

Settings on this tab specify the methods the library uses to send notices, the languages in which notices are sent, e-mail addresses and report destination, and the FTP settings for exported notices. See Managing Notification.

• Notice methods - Select every method that your library uses to send at least one type of notice. Select (check) Export for Print, Phone, or Txt Message if your library exports these notices to an outside vendor (system level only). See Exporting Notices to a Notification Service. Phone indicates that your library uses Polaris telephone notification. If you select E-mail, also fill in the e-mail settings. TXT Message indicates delivery by text message to a patron’s mobile phone. See Notice Delivery Methods.

Note:
You can specify a delivery method of Patron Preference for certain patron notice types, and Supplier Preference for serial claim notices. If you allow patrons to specify a notification preference in the patron record, be sure the options that patrons can choose are also selected here. If you plan to use Supplier Preference, be sure that Print and E-mail are checked.

• Language - Click the Languages link and select (check) the languages in which to send print, e-mail, or telephone notices. See Notification Language.
• E-mail notice settings - Type the From and Reply to addresses. For patrons whose records contain both primary and alternate e-mail addresses, the E-mail address to use option specifies whether to send the e-mail notice to the primary address only, or to both.
• Processing report - Check to send a report after e-mail notice processing. Type an e-mail destination for the report; separate multiple addresses with a semicolon (max. characters 255).
• Export options - System level only. If your library has a contract with an outside service to send print or telephone notices, specify the vendor’s FTP information in the Print Export , Phone Export, or Txt Message fields. See Exporting Notices to a Notification Service.
• 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

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.

Notification Options Dialog Box - Overdue & Bill Tab

Use this tab to set up to three overdue notices and an optional bill. You can also set up combined notices, which are sent to patrons due to receive for more than one type of notice. See Overdue Notices, Bills, and Combined Notices.

• Overdue - Select (check) if you send overdue notices.
• Export - Select (check) if you export overdue notices to an outside vendor. This option is available only if Export has been selected for a delivery method on the General tab at the system level.
• First overdue section - These settings apply to the first overdue notice.
• Notice interval - Type or select the number of days (999 maximum) after an item is declared overdue that the item is added to the queue for the first overdue notice.
• Include claimed items - Select (check) to include claimed items in overdue notice processing. If the Include claimed items and Combined patron notices options are selected, the Missing Parts notice is included in the combined notice.
• Notification method - Select a delivery method. You can deliver overdue notices by any of the methods you selected on the General tab. Patron Preference means that the method is taken from the patron record. If you select another method, your selection overrides the method specified in the patron record.

Important:
If you export overdue notices to an outside vendor for print delivery, the notification method must be set to Print at the system, library, and branch levels if you want to export the notices from all organizations. If a branch-level method is set to e-mail or phone, the system produces notices according to that method. If the method is set to Patron Preference, and the patron’s preference is set to Print, the notice is exported, but if the patron’s preference is e-mail, phone, or text message, that method is used.

• Send additional TXT message - Select (check) to send a text message notice to patrons’ mobile phones in addition to the notification method you selected. A patron will receive the additional text message only if the Additional TXT messaging option is checked in the patron record. If you selected Patron Preference in the Notification Method box, patrons who have text messaging set as their preferred notification method in the patron record will receive text message notices only.
• Notification library - Select the library that should generate the overdue notice. For information on how this selection determines which patrons and items are identified for overdue notice processing, see The Notification Library.
• Return address - Select Use notification library to use the address specified in the organization record for the notification library. Select Use optional address to use an address other than the notification library’s. If you select this option, select the organization whose address should appear on the notice.
• Second overdue section - If you send second overdue notices, set the interval and notification method. (If you do not send second overdue notices, set the interval to 0). The interval is measured from the point the item status changed to overdue, not from the previous overdue notice. The notification library, return address, and claimed items settings are the same as the first overdue notice settings.
• Third overdue section - If you send third overdue notices, set the interval and notification method. (If you do not send third overdue notices, set the interval to 0). The interval is measured from the point the item status changed to overdue, not from the previous overdue notice. The notification library, return address, and claimed items settings are the same as the first overdue notice settings.
• Bill - Select (check) if you send bills.
• Export - Select (check) if you export bills to an outside vendor. This option is available only if Export has been selected for a delivery method on the General tab at the system level.
• Notice interval - Type or select the number of days (999 maximum) after an item is declared overdue that the item is added to the queue for the bill. Coordinate this setting with your interval settings for overdue notices.
• Notification method - Select a delivery method. You can deliver bills by print, e-mail, or text message if you selected the method on the General tab. Bills cannot be delivered by phone. Patron Preference means that the method is taken from the patron record. If you select another method, your selection overrides the method specified in the patron record.

Important:
If you export bills to an outside vendor for print delivery, the notification method must be set to Print at the system, library, and branch levels if you want to export the bills from all organizations. If a branch-level method is set to e-mail, the system produces notices according to that method. If the method is set to Patron Preference, and the patron’s preference is set to Print or Phone, the notice is exported for print, but if the patron’s preference is e-mail or text message, that method is used.

• Send additional TXT message - Select (check) to send a text message notice to patrons’ mobile phones in addition to the notification method you selected. A patron will receive the additional text message only if the Additional TXT messaging option is checked in the patron record. If you selected Patron Preference in the Notification Method box, patrons who have text messaging set as their preferred notification method in the patron record will receive text message notices only.
• Notification library - Select the library that should generate the bill. For information on how this selection determines which patrons and items are identified for notice processing, see The Notification Library.
• Return address - Select Use notification library to use the address specified in the organization record for the notification library. Select Use optional address to use an address other than the notification library’s. If you select this option, select the organization whose address should appear on the notice.
• Combine patron notices - Select (check) to send combined notices, and set the delivery method. You can deliver combined notices by any of the methods you selected on the General tab. Patron Preference means that the method is taken from the patron record. If you select another method, your selection overrides the method specified in the patron record. If the Include claimed items and Combine patron notices options are both selected, the Missing Parts notice is included in the combined notice. For more information about combined notices contents, see Combined Notices.

Notification Options Dialog Box - Hold Request & Cancellation Tab

Use the Hold Request & Cancellation tab to set up the first and second notices sent to patrons when a requested item is being held for pick-up. You can also choose to send cancelled request notices when a request status changes from Active, Pending, or Inactive to Cancelled. See Request Pick-Up, Second Pick-Up, & Cancelled Request Notices.

• Request - Select (check) if you send request pick-up notices.
• Export - Select (check) if you export request pick-up notices to an outside vendor. This option is available only if Export has been selected for a delivery method on the General tab at the system level.
• Notification method - Select a delivery method. You can deliver request pickup notices by any of the methods you selected on the General tab. Patron Preference means that the method is taken from the patron record. If you select another method, your selection overrides the method specified in the patron record.

Important:
If you export request pick-up notices to an outside vendor for print delivery, the notification method must be set to Print at the system, library, and branch levels if you want to export the notices from all organizations. If a branch-level method is set to e-mail or phone, the system produces notices according to that method. If the method is set to Patron Preference, and the patron’s preference is set to Print, the notice is exported, but if the patron’s preference is e-mail, phone, or text message, that method is used.

• Send additional TXT message - Select (check) to send a text message notice to patrons’ mobile phones in addition to the notification method you selected. A patron will receive the additional text message only if the Additional TXT messaging option is checked in the patron record. If you selected Patron Preference in the Notification Method box, patrons who have text messaging set as their preferred notification method in the patron record will receive text message notices only.
• 2nd hold notice - Select (check) if you send second request pick-up notices. See Second Pick-Up Notices for more details about second request processing.
• Notification method - Select a delivery method. You can deliver 2nd request notices by any of the methods you selected on the General tab. Patron Preference means that the method is taken from the patron record. If you select another method, your selection overrides the method specified in the patron record.

Note:
If you export the regular hold request notice to a third-party service, the second hold notice is also exported.

• Send additional TXT message - Select (check) to send a text message notice to patrons’ mobile phones in addition to the notification method you selected. A patron will receive the additional text message only if the Additional TXT messaging option is checked in the patron record. If you selected Patron Preference in the Notification Method box, patrons who have text messaging set as their preferred notification method in the patron record will receive text message notices only.
• Notice interval - Specify the number of days to wait from the date the request became Held before sending the second notice.
• Cancelled request - Select (check) if you send cancelled request notices.
• Notification method - Select a delivery method. You can deliver request cancellation notices by any of the methods you selected on the General tab. Patron Preference means that the method is taken from the patron record. If you select another method, your selection overrides the method specified in the patron record.

Note:
If you export request pick-up notices, cancelled request notices are also exported.

• Send additional TXT message - Select (check) to send a text message notice to patrons’ mobile phones in addition to the notification method you selected. A patron will receive the additional text message only if the Additional TXT messaging option is checked in the patron record. If you selected Patron Preference in the Notification Method box, patrons who have text messaging set as their preferred notification method in the patron record will receive text message notices only.
• eContent request - Select (check) eContent request, and select a notification method (e-mail, TXT, or both). See Notices for Integrated Ebook Requests.

Note:
If you select Both for the method, the notice is sent either by e-mail or TXT message, depending on the patron’s notification preference. If the patron has not selected either option as a preference, the patron will not receive notification.

• Cancelled eContent request - Select (check) to enable notices for cancelled eContent requests, and select a notification method. See Notices for Integrated Ebook Requests.

Note:
If you select Both for the method, the notice is sent either by e-mail or TXT message, depending on the patron’s notification preference. If the patron has not selected either option as a preference, the patron will not receive notification.

Notification Options Dialog Box - Fine Tab

Use the Fine tab to set up fine notices, which are typically sent to a patron before the delinquent account is turned over to a collection agency. See Fine Notices.

• Fine - Select (check) if you send fine notices.
• Export - Select (check) if you export fine notices to an outside vendor. This option is available only if Export has been selected for a delivery method on the General tab at the system level.
• Notification method - Select a delivery method. You can deliver fine notices by any of the methods you selected on the General tab. Patron Preference means that the method is taken from the patron record. If you select another method, your selection overrides the method specified in the patron record.

Important:
If you export fine notices to an outside vendor for print delivery, the notification method must be set to Print at the system, library, and branch levels if you want to export the notices from all organizations. If a branch-level method is set to e-mail or phone, the system produces notices according to that method. If the method is set to Patron Preference, and the patron’s preference is set to Print, the notice is exported, but if the patron’s preference is e-mail, phone, or text message, that method is used.

• Send additional TXT message - Select (check) to send a text message notice to patrons’ mobile phones in addition to the notification method you selected. A patron will receive the additional text message only if the Additional TXT messaging option is checked in the patron record. If you selected Patron Preference in the Notification Method box, patrons who have text messaging set as their preferred notification method in the patron record will receive text message notices only.
• Notification library - Select the library that should generate the fine notice. For information on how this selection determines which patrons and items are identified for notice processing, see The Notification Library.
• Return address - Select Use notification library to use the address specified in the organization record for the notification library. Select Use optional address to use an address other than the notification library’s. If you select this option, select the organization whose address should appear on the notice.
• User-defined field for Guardian - Optional. Specify which user-defined field (UDF), if any, has been defined for the guardians of patrons under 18. If you specify a guardian UDF, the fine notice regarding the minor’s delinquent account is sent to the minor in care of the guardian, at the guardian’s address. See Reporting Minors.

Note:
If your library does not use a UDF for guardian barcode, or if no guardian can be determined, the notice is sent to the minor patron.

• Minimum balance - The amount owed that a patron’s account must exceed to trigger a fine notice. (Any amount greater than this entry triggers the notice.)

Tip:
Set this value to one equal or greater than the Second Level Fine amount set in the Patron and Material Loan Limit table. See Defining Loan and Request Limit Blocks.

• Fine age - Specify the number of days old a fine must be to be included in the balance that triggers the fine notice. If you use collection agency services, be sure the Fine age (days) setting is less than the fine age setting for sending an account to collection. This will ensure that the patron receives the notice before the account is sent to collection. See Using a Collection Agency.

Notification Options Dialog Box - Reminder Tab

Use the Reminder tab to set up automatic e-mail reminder notices. See also: Reminder Notices.

• Send additional TXT message - Select (check) to send a text message notice to patrons’ mobile phones in addition to the e-mail reminder. A patron will receive the additional text message only if the Additional TXT messaging option is checked in the patron record.
• Almost overdue/Auto-renew - Select (check) to send notices to borrowers for items that are almost overdue and (if your library has enabled Auto-renew) items that have been renewed automatically. The notice also lists other items the patron currently has checked out. If you select this option, set these:
  • Days before an item is overdue - The number of days (1-9) before an item becomes overdue that your library sends the notice.
  • Days between notices - The number of days (1-9) to wait before your library sends another notice to the same patron. This prevents the patron from receiving several notices in a row if items are due on successive days.
  • Include integrated eContent titles - The default setting for this check box is unchecked so that no integrated eContent titles appear in the list of almost overdue items. If your library wants integrated eContent titles to be included on the notice with other items that are almost overdue, check this box.
• Patron record expiration - Select (check) to send notices to patrons whose registrations are about to expire. Only one reminder is sent. If you select this option, set this:
• Days until expiration - The number of days (1-999) before a patron registration expires that your library sends the notice.
• Inactive patron - Select (check) to send notices to patrons whose library accounts have not been used for a specified number of days. Only one notice is sent. If you select this option, set this:
• Days until a patron has been inactive - The number of days (1-999) that a patron account has been inactive before your library sends the notice.

Notification Options Dialog Box - Serial Tab

Use this tab to set up serial routing notices, which alert patrons on a routing list that an item is going to be routed, and serial claim notices, which are sent to suppliers when serials issues or parts are not received as expected. See Setting Up Routing. For information about serials claiming, see Setting Up Serials Claiming.

• Serial claim - Select (check) to enable serial claim notices. Then set these options:
• Automatic claiming - Select (check) if you want a claim notice to be sent automatically when an issue or part is eligible to be claimed.
• Notification method - The delivery method for serial claim notices. Supplier Preference means that the method is taken from the supplier record. If you select another method, your selection overrides the method specified in the supplier record.
• Contact name, Department name, Phone number, email address - Type the name, department, phone number, and e-mail address of the appropriate individual at the library. This information appears on the serial claim notice.
• Return address - The default is the notification library. If notices are generated for all libraries or branches from a central location, you can specify a central processing branch return address instead.
• Include Claim Reason - Select (check) if you want to include the claim reason on serial claim notices. The claim reason comes from the Reason box in the Claims view of the Issue record.
• Include Claim Note - Select (check) if you want to include a claim note. The claim note comes from the Note field in the Issue record.
• Routing - Select (check) this option to enable routing notices. Then set this option:
• Notification method - The delivery method for routing notices. Patron Preference means that the method is taken from the patron record. If you select another method, your selection overrides the method specified in the patron record.