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<h1><a name="XREF_12102_Delivering_Notices"></a>Delivering Notices By Email</h1>
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<p><a name="kanchor5575"></a><a name="IX_overview_171"></a><a name="kanchor5576"></a><a name="IX_e_mail_delivery_overview"></a>You can send overdue, billing, fine, hold request, reminder, and routing notices by email. </p>
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<div class="NoteShade"><b>Note:</b>
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<p>This section describes Polaris's default functionality for email notices. You can also use the LX Starter package to design, schedule, and email automated circulation notices. For more information, see:</p>
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<ul>
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<li><![CDATA[
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]]><a href="Managing_Notification.htm">Managing Notification</a><![CDATA[ ]]></li>
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<li><![CDATA[
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]]><a href="https://documentation.iii.com/LXStarter/Landing_Pages/Home-LXStarter.htm" target="_blank">LX Starter Administration help</a></li>
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<p>Most email notices are sent automatically by the Polaris E-mail Manager, and posted by the SQL Server job Notice Processing, the job that processes all notices.</p>
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<p class="NoteShade"><b>Note:<br /></b>A separate SQL job, <b>Hold Notice Processing</b>, processes email and text message (SMS) first and second hold notices separately. Designed to run multiple times per day, the job runs every four hours from 9:00 AM to 8:00 PM by default. See <a href="Managing_Notification.htm#XREF_33475_Hold_Notice">Hold Notice Processing for Email and Text Message Notices</a>.</p>
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<p><a name="kanchor5577"></a><a name="IX_e_mail_notice_reports"></a><a name="kanchor5578"></a><a name="IX_Email_Summary_Report"></a>The <b>To</b> field in an email notice is taken from the email address field in the patron record. You specify the <b>From</b> field, any <b>Reply To</b> address, and any footer with the Notification Options parameter. See <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm#XREF_68419_Set_up_notice">Set up notification methods, email options, and export location</a>. When you send email notices, the appropriate queue is cleared, the transaction is posted, and a summary report is sent to the email addresses specified when you set up notification. The summary report is also available from the Report Manager. Select <b>Utilities, Reports and Notices</b> on the Polaris Shortcut Bar to open the Report Manager. In the Report Manager, select <b>Notices </b>><b> Email </b>><b> Email_SummaryReport</b>.</p>
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<p><a name="kanchor5579"></a><a name="IX_See_also_announcements"></a><a name="kanchor5580"></a><a name="IX_See_announcements"></a><a name="kanchor5581"></a><a name="IX_overview_172"></a>Special announcements are free-text email messages, such as for a book sale, that are not part of the automated notification process. You can send special announcements by email manually, using the Polaris E-mail Manager utility. See <a href="Send_e-mail_special_announcements.htm#XREF_90741_Send_e_mail_notices">Send email special announcements</a>.</p>
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<p><a name="kanchor5582"></a><a name="IX_message_formats"></a>The default email format is HTML. However, certain email servers send HTML messages in odd format, or insert strange characters in the messages. You can specify plain-text format for specific patrons through an option in the Patron Registration workform - General view. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Patron_Services/PPregstr/Add_general_data_to_a_patron_record.htm#XREF_61641_Add_general_data">Add general data to a patron record</a>.</MadCap:conditionalText> You can also set plain text as a default setting in new patron records. See <a href="../PDPpatacct/Setting_Patron_Registration_Required_Fields_and_Defaults.htm#XREF_45405_Setting_Patron">Setting Patron Registration Required Fields and Defaults</a> and <a href="../PDPpatacct/Setting_Express_Registration_Defaults_and_Requirements.htm#XREF_60272_Setting_Express">Setting Express Registration Defaults and Requirements</a>.</p>
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<div class="NoteShade"><b>Note:</b>
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<p>Plain-text email notices have the following limitations:</p>
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<ul>
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<li>Detailed content is displayed in separate lines instead of in one line or one group.<![CDATA[ ]]></li>
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<li>
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Combined notices may include some fields that are correctly suppressed in HTML notices.<![CDATA[
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]]></li>
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</ul>
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<h2><a name="TOC_E_Mail_Failure_Detection"></a><a name="XREF_67717_E_Mail_Failure"></a>Email Failure Detection</h2>
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<p><a name="kanchor5583"></a><a name="IX_failure_detection"></a><a name="kanchor5584"></a><a name="IX_e_mail_failure_detection"></a>Before email notices are sent to patrons, an internal test message is sent to the Reply-to email address if available; otherwise, the test message is sent to the <b>From</b> address specified in the <b>Notification options</b> parameter. This message verifies the SMTP connection and notifies the sender application that email processing will run. The reporting server connection is also checked. If the SMTP connection or reporting server connection cannot be verified, the email notices are not generated or sent. Failures are recorded in the PolEmailManager program log file: <b>[server]\PolarisProgramData\[version]\Logs\POLEMAILMANAGER<br /></b>The notices are not posted, and are re-sent the next time notices are processed.</p>
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<p><a name="kanchor5585"></a><a name="IX_e_mail_notice_reports_1"></a><a name="kanchor5586"></a><a name="IX_Email_Delivery_Failure"></a>If an email notice is sent but fails due to a poorly formatted email address, or the recipient server rejected it, the failure is recorded in the notification log and the notice set to print instead. It is then posted with the rest of the printed notices when they are run. These failures are listed in the <b>Email delivery failure report</b> available from the Polaris Shortcut bar. Select <b>Utilities, Reports and Notices</b> on the Polaris Shortcut Bar to open the Report Manager. In the Report Manager, select <b>Notices, Email delivery failure</b> to list any failed email notices. You can filter this report by date and reporting branch.</p>
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<p class="NoteShade"><b>Note:<br /></b>This process does not apply to reminder notices. When a reminder email notice fails due to an invalid email address, it is posted and not sent to print.</p>
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<p>An email notice may be sent but fail due to reasons other than being poorly formatted or rejected by the recipient mail server. These failures can occur, for example, when a mailbox is busy or temporarily unavailable. In this case, the notice is not posted and is re-sent the next time notices are processed.</p>
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<p class="NoteShade"><b>Note:<br /></b>If <span class="FM_Emphasis">no</span> patrons receive scheduled email messages, the SMTP server may not be set up properly. For help with SMTP installation, see your Windows server help file.</p>
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<h2><a name="TOC_Automatic_E_Mail_Report"></a>Automatic Email Report</h2>
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<p><a name="kanchor5587"></a><a name="IX_automatic_report"></a><a name="kanchor5588"></a><a name="IX_e_mail_report"></a>You can set Polaris to send a report to one or more email addresses after the notices are generated. The report includes the starting and completion date and time, the number of notices of each type that were generated, and the name, barcode, and email address (if any) of each recipient. See <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm#XREF_68419_Set_up_notice">Set up notification methods, email options, and export location</a>.</p>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<h1><a name="XREF_37603_Delivering_Notices"></a>Delivering Notices by Text Message</h1>
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<p><a name="kanchor1925"></a><a name="IX_notification_method_1"></a><a name="kanchor1926"></a><a name="IX_text_message_setting_up"></a>Text message notices to patrons’ mobile phones are sent as part of normal notice processing. You can send notices by text message alone, or in addition to another method. For example, you can send a request notice by text message only, or by conventional e-mail with an additional text message. As with other notification methods, you can set text messaging as the patron’s preferred notification method in the Patron Registration workform.</p>
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<p>Text messages are sent by the Polaris E-mail Manager as part of conventional e-mail notice processing. They are included in the Summary Report as a separate notification category. For more information about e-mail notice setup and processing, see <a href="Delivering_Notices_By_E-mail.htm#XREF_12102_Delivering_Notices">Delivering Notices By E-mail</a>.</p>
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<p class="NoteShade"><b>Note:<br /></b>A separate SQL job, <b>Hold Notice Processing</b>, processes e-mail and text message (SMS) first and second hold notices separately. Designed to run multiple times per day, the job runs every 4 hours from 9:00 a.m. to 8:00 p.m by default. See <a href="Managing_Notification.htm#XREF_33475_Hold_Notice">Hold Notice Processing for E-Mail and Text Message Notices</a>.</p>
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<p>Successful text message notices are posted and the appropriate patron and item records are updated accordingly. Failed text message notices where text message is the specified notification method are converted to print. Failed “additional” text messages are not converted.</p>
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<h2>Text Message Notice Delivery Failure Report</h2>
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<p><a name="kanchor1927"></a><a name="IX_notification_failure"></a><a name="kanchor1928"></a><a name="IX_text_message_failure"></a><a name="kanchor1929"></a><a name="IX_report_14"></a>The report TXT Delivery Failure Report is available from the Polaris Shortcut Bar. To access the report, select <b>Utilities </b>><b> Reports and Notices</b> (Notices folder). The report lists all failed TXT notices for a specified time period for selected or all organizations. The organizations are the notification branches (the branches responsible for sending the notices). TXT notice failures may be detected for empty e-mail body content or SMTP server failure. A message that cannot be delivered because the address has changed or the remote server does not respond (a delivery failure) is not included in this report.</p>
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<p>For each failure, the report lists the patron’s barcode, branch, and name; the phone carrier and the carrier’s SMS e-mail address; the failure reason and failure date. If multiple failed notices were generated to the same patron during the specified time period, the patron is listed multiple times.</p>
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<h2><a name="TOC_Patron_Record_Settings1"></a>Patron Record Settings for Text Message Notices</h2>
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<p><a name="kanchor1930"></a>To enable patrons to receive notifications by text message, the <b>Send additional TXT message</b> checkbox must be selected for the notice type on the corresponding tab of the Notification options dialog box (<b>Parameters </b>><b> Notification</b> in Polaris Administration). When the <b>Send additional TXT message</b> checkbox is checked for the notice type, and the Registration workform for the patron has a mobile phone number and carrier entered for text messaging, an additional text message will be sent. If a patron registers or updates account information online through Polaris PowerPAC and supplies a phone number and carrier, the <b>Send additional TXT message</b> checkbox is automatically checked on the Registration workform. If e-mail reminder notices are set up for the library organization, and the patron's registration does not contain an email address but does contain a phone number and carrier for text messaging, reminder notices will be sent to these patrons unless they opt out.</p>
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<ul type="disc">
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<li><b>Phone 1, Phone 2</b>, or <b>Phone 3</b> entry, with <b>TXT</b> checked and a carrier selected from a drop-down list for the phone entry. The available carriers are set in Polaris Administration. See <a href="Specify_available_carriers_for_phone_and_text_messages.htm#XREF_42530_Specifying">Specify available carriers for phone and text messages</a>.</li>
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</ul>
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<p class="indent2">
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<img alt="PhoneTXTCarrier.gif" style="margin-bottom: 0.000pt;width: 437;height: 307;" id="image19" src="PhoneTXTCarrier_437x307.gif" /> </p>
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<ul type="disc">
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<li>To set text messaging as the patron’s preferred notification method, select <b>TXT message</b> from the <b>Notification option</b> drop-down list.</li>
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</ul>
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<p class="NoteShade"><b>Note:<br /></b>The default notification settings for normal and express patron registration are controlled by the Patron Services parameters <b>Patron registration options</b> and <b>Express patron registration options</b> respectively. You can select <b>TXT Messaging</b> as the default notification option for either or both of these parameters.</p>
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<p class="indent2">
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<img alt="PhoneTXTNotice.gif" style="margin-bottom: 0.000pt;width: 437;height: 307;" id="image20" src="PhoneTXTNotice_437x307.gif" /> </p>
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<ul>
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<li>Select <b>Additional TXT notice</b> if you plan to send text messages in addition to another notice format. For example, the first overdue notice may be sent by e-mail and an additional text message. This option must be checked both in the Notification options parameter for the type of notice and in Registration workform for the individual patron. </li>
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</ul>
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<p class="NoteShade"><b>Note:<br /></b>Additional text message notices do not appear in the patron’s notification history.</p>
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<p class="indent2">
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<img alt="PhoneTXTAdd.gif" style="margin-bottom: 0.000pt;width: 437;height: 307;" id="image21" src="PhoneTXTAdd_437x307.gif" /> </p>
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<h2><a name="TOC_Text_Message_Content"></a>Text Message Content</h2>
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<p>You can edit text message notices in Polaris WebAdmin (Language Editor). If you edit the messages, be aware of these rules:</p>
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<ul type="disc">
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<li><span class="FM_BulletHead">Character limit</span> - Individual messages are limited to 160 characters including the subject line, if specified, and the sender’s address if the carrier includes it. Longer messages may be split and sent as multiple messages.</li>
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<li><span class="FM_BulletHead">URLs</span> - You can include a URL in the message, but note that the URL takes up message space and the link may not be active, depending on the patron’s carrier.</li>
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<li><span class="FM_BulletHead">Languages</span> - Text messaging does not support Unicode, so text message notices in languages with diacritics are not rendered accurately.</li>
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</ul>
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<p>For more information about editing notices and a list of default text message notices, see the <span class="FM_Emphasis">Polaris WebAdmin (Language Editor) Guide</span> or WebAdmin online Help.</p>
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<h1><a name="XREF_43049_Setting_Up_Fine"></a>Fine Notices</h1>
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<p><a name="kanchor2421"></a><a name="IX_overview_169"></a>Fine notices, sometimes called collection notices, are optional. They are typically sent to patrons to warn them that their account will be referred to a collection agency within a certain period of time. A patron receives a fine notice when the amount owed exceeds a specified amount, excluding fines defined as recent. (Patrons whose accounts are already in collection do not receive fine notices.) The criteria for fine notices are independent of the criteria you specify for overdue and billing notices, although a patron typically receives several overdue notices and bills before receiving a fine notice. Patrons receive only one fine notice, but they may continue to receive overdue notices or bills.</p>
|
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<p>If you use a collection agency that does not send an initial warning notice to patrons, you may want to set up fine notices. However, if you use a collection agency that handles the initial patron notification for collection, such as UMS, you may not want to send your own fine notices. You can also send fine notices even if you do not use collection agency services, specifying your own message for the notice.</p>
|
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<p>Fine notices can be delivered as print notices, e-mail notices, or text messages. When fine notices are generated, the notices are posted in the transaction file, and the notice queue is cleared. See: <a href="Set_up_fine_notices.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Up Fine Notices</span></a></p>
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<h1><a name="XREF_71823_Managing"></a>Managing Notification</h1>
|
||||
<p><a name="kanchor71"></a><a name="IX_overview_164"></a>Your library can send a variety of notices to patrons, staff, and third-party vendors. Polaris Administration settings determine which types of notices are automatically generated and how they are delivered. You can customize many notice elements in Polaris Administration, and use Polaris WebAdmin (Language Editor) to <a href="#Customiz">customize notice text</a>. In addition, because notices are generated with Polaris Reports, you can customize the standard Polaris notice formats and any system-generated information using Report Manager and Visual Studio.net. If your library uses a third party service for notices, you can <a href="#Exportin">export certain notices directly to the vendor</a>. </p>
|
||||
<p><a name="kanchor72"></a><a name="IX_set_up_overview_2"></a>You can <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm">set up notification options</a> at the system, library, or branch level that specify the kinds of notices used, the <a href="#The">library</a> that generates the notices, the <a href="#Notice">delivery methods</a>, notice intervals, <a href="#Notifica">language</a>, and other options. Additional Polaris Administration settings specify how long to keep <a href="#Notifica2">notification history</a> in patrons' records.</p>
|
||||
<p>Based on the notification options your library has set, the patrons and items that should be included in the next notification cycle are identified and the notices are queued. When the next notification cycle runs, the notices in the queue are sent according to the specified delivery method. Once notices are generated, the notice queue is cleared and the process begins again. </p>
|
||||
<p>You can track notifications using <a href="#Notifica3">notification reports</a>.</p>
|
||||
<p>The following types of notices can be generated in Polaris:</p>
|
||||
<ul>
|
||||
<li><a href="Overdue_Notices_Bills_and_Combined_Notices.htm">Overdue, Missing Part, Combined Notices and Bills</a>
|
||||
</li>
|
||||
<li><a href="Request_Pick-Up_Second_Pick-Up_Cancelled_Request_Notices.htm">Request Pick-Up, Second Pick-Up, and Canceled Request Notices</a>
|
||||
</li>
|
||||
<li><a href="Fine_Notices.htm">Fine Notices</a>
|
||||
</li>
|
||||
<li><a href="Reminder_Notices.htm">Reminder Notices</a>
|
||||
</li>
|
||||
<li>
|
||||
<MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online"><a href="../../Serials_Admin/PDKserial/Set_up_claiming_notification.htm">Serial Claiming Notices</a>
|
||||
</MadCap:conditionalText>
|
||||
</li>
|
||||
</ul>
|
||||
<p>Notices can be generated and sent in the following ways:</p>
|
||||
<ul>
|
||||
<li><a href="Printing_Notices.htm">Mail</a>
|
||||
</li>
|
||||
<li><a href="Delivering_Notices_By_E-mail.htm">Email</a>
|
||||
</li>
|
||||
<li><a href="Delivering_Notices_by_Text_Message.htm">Text message</a>
|
||||
</li>
|
||||
<li>
|
||||
<MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online"><a href="../../Telephony_Admin/PTOutboundTel/Delivering_Notices_by_Phone_Outbound_Telephony.htm">Phone</a>
|
||||
</MadCap:conditionalText>
|
||||
</li>
|
||||
</ul>
|
||||
<p>This section covers the following topics:</p>
|
||||
<ul>
|
||||
<li>
|
||||
<div class="MCDropDown MCDropDown_Closed dropDown"><span class="MCDropDownHead dropDownHead"><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_ MCHotSpotImage" aria-expanded="false"><img class="MCDropDown_Image_Icon" src="../../../Skins/Default/Stylesheets/Images/transparent.gif" height="11" width="16" alt="Closed" data-mc-alt2="Open" /></a><a name="The"></a><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_" aria-expanded="false">The Notification Library</a></span>
|
||||
<div class="MCDropDownBody dropDownBody">
|
||||
<p><a name="kanchor73"></a><a name="IX_notification_library"></a>The notification library is the library responsible for producing and sending the notice and whose return address ordinarily appears on the notice. (If notices are generated for all libraries or branches from a central location, you can specify a central processing branch return address instead.) For overdue, bill, and fine notices, you can designate the patron’s branch, the item’s branch, or the lending branch as the notification library. This setting determines how patrons and items are identified for notification, based on the settings of the designated notification library. </p>
|
||||
<p>For example, the notification library setting affects which patrons should receive overdue notices in these ways:</p>
|
||||
<ul type="disc">
|
||||
<li>Notification library is patron’s library - If the patron’s record includes one or more overdue items, and if the patron’s registered branch is the notification library, a notice is generated from the patron’s library for all the overdue items, regardless of the items’ assigned branches or where the items were checked out.</li>
|
||||
<li>Notification library is item’s library - If the patron’s record includes one or more overdue items having an assigned branch that is the notification library, a notice is generated from the item’s assigned branch for those items. A patron can receive more than one overdue notice from different branches, each notice listing different items.</li>
|
||||
<li>Notification library is lending library - If the patron’s record includes one or more overdue items having a lending branch that is the notification library, a notice is generated from the lending branch for those items. A patron can receive more than one overdue notice from different branches if the overdue items were checked out at different branches.</li>
|
||||
</ul>
|
||||
<p>It is also possible for branches to set the notification library for bills so that a patron can receive two bills for the same item. You may want to avoid this situation by coordinating the bill notification library settings among branches, even if you allow a patron to receive more than one overdue notice from different branches.</p>
|
||||
<p class="NoteShade"><b>Example:<br /></b>Library A sets the overdue notification library to loaning branch. That is, they send overdue notices to borrowers transacting at Library A. Library B sets the overdue notification library to patron’s branch. That is, they send overdue notices to Library B patrons. If a Library B patron borrows an item from Library A, and the item goes overdue, the patron gets an overdue notice from Library A <span class="FM_Emphasis">and</span> Library B. The Library B notice includes the overdue items transacted at Library A as well as any other overdue items the patron may have. If Library A and Library B set their notification library for bills in the same way, the patron may receive two bills for the same item.</p>
|
||||
<p>You can avoid the potential confusion of duplicate bills if all branches use the same setting for the bill notification library. However, even if the settings allow the patron to receive two bills for the same item, the patron’s account is charged only once. In this case, the Organization column in the Patron Status workform - Account view indicates <b>System</b> for the bill, rather than Library A or Library B.</p>
|
||||
<p>Bills are triggered when the specified number of overdue notices have been sent. If the notification library for overdues is different from the notification library for bills, it is possible that a patron will not receive a bill at all. To prevent this situation, libraries should coordinate their settings.</p>
|
||||
<p class="NoteShade"><b>Example:<br /></b>Library A sets the overdue notification library to loaning branch. That is, they send overdue notices to borrowers transacting at Library A. Library B sets the overdue notification library to patron’s branch. That is, they send overdue notices to Library B patrons. If a Library B patron borrows an item from Library A, and the item goes overdue, the patron gets an overdue notice from Library A <span class="FM_Emphasis">and</span> Library B. The Library B notice includes the overdue items transacted at Library A as well as any other overdue items the patron may have. If Library A and Library B set their notification library for bills in the same way, the patron may receive two bills for the same item.</p>
|
||||
</div>
|
||||
</div>
|
||||
</li>
|
||||
<li>
|
||||
<div class="MCDropDown MCDropDown_Closed dropDown"><span class="MCDropDownHead dropDownHead"><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_ MCHotSpotImage" aria-expanded="false"><img class="MCDropDown_Image_Icon" src="../../../Skins/Default/Stylesheets/Images/transparent.gif" height="11" width="16" alt="Closed" data-mc-alt2="Open" /></a><a name="Notifica2"></a><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_" aria-expanded="false">Notification History</a></span>
|
||||
<div class="MCDropDownBody dropDownBody">
|
||||
<p><a name="kanchor74"></a><a name="IX_notification_history"></a>A staff member can view a patron’s notification history from the Patron Status workform - General view and the Patron Registration workform - Status view. Staff members can open or print a patron’s notices from this view, or link to the related item records for overdue, bill, overdue reminder, and hold notices. The illustration shows a sample Patron Status workform.</p>
|
||||
<p>Entries are retained in the notification history for periods you specify with two Polaris Administration Notification parameters, available at the system, library, or branch level:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Notice history: hold notices time threshold</span> - Controls how long pick-up and canceled hold notices are kept in the notice history. The default setting is 90 days; the maximum value is 9,999 days.</li>
|
||||
<li><span class="FM_BulletHead">Notice history: item and account notices time threshold</span> - Controls how long overdue, fine, bill, and reminder notices are kept in the notice history. The default setting is 90 days; the maximum value is 9,999 days.</li>
|
||||
</ul>
|
||||
<p>An entry is kept in the notification history if it falls within the specified period of time, the related item is checked out, claimed or lost by the current patron, and current charges are not resolved. The entry is kept under these circumstances even if the related item is purged or deleted from the database; in this case, the title is prefixed by <b>[DELETED]</b>.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Additional text message notices, which are sent in addition to another method, do not appear in the patron’s notification history. For example, if both a printed notice and an additional text message notice are sent for an item, only the printed notice appears in the notification history.</p>
|
||||
<h2>Calculating the Number of Days to Keep the Notice History</h2>
|
||||
<p>The number of days to keep the notice history is counted from the date following the notice through and including the number of days you specify in Polaris Administration. The notice is then cleared from the history during overnight processing.</p>
|
||||
<p class="NoteShade"><b>Example:<br /></b>The <b>Notice history: hold notices time threshold</b> parameter is set to <b>10</b>. A hold notice was generated on the 1st day of the month. The notice history will be cleared on the 12th when the overnight process runs after midnight, counting from the 2nd of the month (the date following the date the notice was generated) through the 11th.</p>
|
||||
</div>
|
||||
</div>
|
||||
</li>
|
||||
<li>
|
||||
<div class="MCDropDown MCDropDown_Closed dropDown"><span class="MCDropDownHead dropDownHead"><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_ MCHotSpotImage" aria-expanded="false"><img class="MCDropDown_Image_Icon" src="../../../Skins/Default/Stylesheets/Images/transparent.gif" height="11" width="16" alt="Closed" data-mc-alt2="Open" /></a><a name="Notice"></a><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_" aria-expanded="false">Notice Delivery Methods</a></span>
|
||||
<div class="MCDropDownBody dropDownBody">
|
||||
<p><a name="kanchor75"></a><a name="IX_delivery_methods"></a><a name="kanchor76"></a><a name="IX_patron_preference"></a>You can specify the delivery method for most notices as print, email, text message to mobile phone, phone (if you use outbound telephony software), or patron preference (print, email, phone, text message). Patron preference is set up during patron registration, when the patron selects a preferred delivery method for notices. The setting is available in the <b>Notification option</b> box on the Patron Registration workform Addresses view.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the <b>Notification option</b> is set to <b>None</b> in a patron’s record, that patron will receive no notices at all.</p>
|
||||
<p>Also, you can optionally send text messages to patrons’ mobile phones in addition to print, email, or voice phone notification. A patron will receive the additional text message only if the <b>Additional TXT notice</b> option is selected in the patron record, the <b>TXT</b> box is selected for <b>Phone 1</b>, <b>Phone 2</b>, or <b>Phone 3</b>, and a carrier is specified for that phone number. If a patron registers or updates account information online through Polaris PowerPAC and supplies a phone number for text messages and a carrier, this option is automatically selected.</p>
|
||||
<p>If you select a delivery method for a particular kind of notice other than patron preference, the method you specify overrides the patron preference if the methods do not match.</p>
|
||||
<p class="NoteShade"><b>Example:<br /></b>A library decides to send overdue notices according to patron preference, but to send bills only as print notices. A patron who has specified a preferred delivery method of email receives overdue notices by email, but receives a bill as a printed notice.</p>
|
||||
<p>There are certain exceptions. If the delivery method is email or phone, but Polaris detects an email failure or a phone failure, Polaris generates a printed notice. (For more information about email failures, see <a href="Delivering_Notices_By_E-mail.htm#XREF_67717_E_Mail_Failure">Email Failure Detection</a>). Also, if the delivery method is patron preference, and the patron’s preference is changed, notices are not duplicated. This means that if a notice is delivered by one method and then the patron record is changed to a different delivery method, Polaris does not deliver the same notice again by the new method.</p>
|
||||
<h2><a name="XREF_33475_Hold_Notice"></a><b>Hold Notice Processing for Email and Text Message Notices</b>
|
||||
</h2>
|
||||
<p><a name="kanchor77"></a><a name="IX_request_notice"></a>A separate SQL job, <b>Hold Notice Processing</b>, processes email and text message (SMS) first and second hold notices separately from print notices and phone notices. Designed to run multiple times per day, the job runs every four hours from 9:00 AM to 8:00 PM by default. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Administration/PDSQLJobsRef/Polaris_SQL_Jobs_Reference.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Polaris SQL Jobs Reference</span></a>.</MadCap:conditionalText></p>
|
||||
<p>With this method, email and text message notices are not sent in the early morning when the print notification job runs. Patrons can receive their notices sooner because the notification can be scheduled to be more closely timed with your library’s workflow for filling the requests. If your library has self-pickup for requested materials and you stock the shelves at certain times during the day, you can time the notices to go out near the time the items will be ready for pickup.</p>
|
||||
<h2><b>Delivery Methods for Serial Claim Notices</b>
|
||||
</h2>
|
||||
<p><a name="kanchor78"></a><a name="IX_delivery_methods_serial"></a>For serial claim notices, you can specify a delivery method of print, email, or supplier preference. The supplier preference method is indicated in the supplier record. If you select a delivery method other than supplier preference, the method you specify overrides the supplier preference if the methods do not match.</p>
|
||||
</div>
|
||||
</div>
|
||||
</li>
|
||||
<li>
|
||||
<div class="MCDropDown MCDropDown_Closed dropDown"><span class="MCDropDownHead dropDownHead"><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_ MCHotSpotImage" aria-expanded="false"><img class="MCDropDown_Image_Icon" src="../../../Skins/Default/Stylesheets/Images/transparent.gif" height="11" width="16" alt="Closed" data-mc-alt2="Open" /></a><a name="Notifica"></a><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_" aria-expanded="false">Notification Language</a></span>
|
||||
<div class="MCDropDownBody dropDownBody">
|
||||
<p>If you have purchased the appropriate licenses for Polaris PowerPAC, you can send print and email notices in English and the licensed languages. Multilingual phone notification is available by separate license. Once set up, a patron receives notices in the licensed language if the <b>Language</b> field in the Patron Registration workform is set to that language. </p>
|
||||
<p>If a multilingual license is purchased, the option is available at the system, library, and branch levels. Because branches can determine a notification library for each notice type, a notice may be generated for any patron from nearly any branch (see <a href="#The">The Notification Library</a>). If the patron designates a preference for notices in Spanish, for example, the patron might receive some notices in Spanish and others in English depending on how the notification library option is set. For example, if the option is set to <b>Lending branch</b>, some branches may have enabled Spanish notices and others not. If the notifying library has enabled Spanish notices, the notice is sent in Spanish. For system-wide consistent results, you will need to coordinate branch settings.</p>
|
||||
<p>Polaris provides default English and multilingual text (if licensed) and support that text in the standard formats.</p>
|
||||
<p class="NoteShade"><b>Notes:<br /></b>Language options do not apply to exported notices. Text messaging does not support Unicode, so text message notices in languages with diacritics are not rendered accurately.</p>
|
||||
</div>
|
||||
</div>
|
||||
</li>
|
||||
<li>
|
||||
<div class="MCDropDown MCDropDown_Closed dropDown"><span class="MCDropDownHead dropDownHead"><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_ MCHotSpotImage" aria-expanded="false"><img class="MCDropDown_Image_Icon" src="../../../Skins/Default/Stylesheets/Images/transparent.gif" height="11" width="16" alt="Closed" data-mc-alt2="Open" /></a><a name="Customiz"></a><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_" aria-expanded="false">Customizing Notice Text with Polaris WebAdmin (Language Editor)</a></span>
|
||||
<div class="MCDropDownBody dropDownBody">
|
||||
<p><a name="kanchor79"></a><a name="IX_editing_11"></a><a name="kanchor80"></a><a name="IX_language_strings_editing"></a>You can customize the text of both English and multilingual notices in Polaris WebAdmin (Language Editor.) You can add or customize language strings at the system, library, and branch levels. Branch settings override library settings; settings made at the library level override system-level settings.</p>
|
||||
<p>You need the Polaris permission <b>WebAdmin access: Allow</b> to use the WebAdmin. In Polaris Administration, this permission is available at the system level under the System Administration security node. For more information about setting Polaris permissions, see <a href="../../Administration/PDpermiss/Granting_Permissions.htm#XREF_17585_Granting">Granting Permissions</a>.</p>
|
||||
<p>To access WebAdmin, open your browser and navigate to the site where WebAdmin is installed. You must supply your Polaris username, password, and domain to log in to WebAdmin. For detailed information about using the Language Editor, select the WebAdmin <b>Help</b> tab.</p>
|
||||
</div>
|
||||
</div>
|
||||
</li>
|
||||
<li>
|
||||
<div class="MCDropDown MCDropDown_Closed dropDown"><span class="MCDropDownHead dropDownHead"><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_ MCHotSpotImage" aria-expanded="false"><img class="MCDropDown_Image_Icon" src="../../../Skins/Default/Stylesheets/Images/transparent.gif" height="11" width="16" alt="Closed" data-mc-alt2="Open" />Exporting Notices to LX Starter</a></span>
|
||||
<div class="MCDropDownBody dropDownBody">
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />Contact Innovative to inquire about LX Starter.</p>
|
||||
<p><a name="kanchor81"></a>The Library Experience (LX) Starter package provides an intuitive, web-based interface for your library to design and email automated circulation notices. LX Starter includes professionally designed email templates, which you can customize using a visual email editor. For example, you can add custom branding, free stock photos, and cover images for items in your collection. </p>
|
||||
<p>LX Starter integrates seamlessly with Polaris. Your library selects which notice types to send using LX Starter. Once enabled, Polaris uses your existing notice jobs to transfer notices to LX Starter, where they are sent based on the schedule your library defines. </p>
|
||||
<p>LX Starter works with the following types of notices:</p>
|
||||
<ul>
|
||||
<li>
|
||||
Overdue notices
|
||||
</li>
|
||||
<li>Request pick-up notices </li>
|
||||
<li>Bill notices<![CDATA[ ]]></li>
|
||||
<li>
|
||||
Fine
|
||||
notices </li>
|
||||
<li>Almost overdue/Auto-renew reminder notices </li>
|
||||
</ul>
|
||||
<p>For more information, see the <a href="https://documentation.iii.com/LXStarter/Landing_Pages/Home-LXStarter.htm" target="_blank">LX Starter Administration help</a>. </p>
|
||||
</div>
|
||||
</div>
|
||||
</li>
|
||||
<li>
|
||||
<div class="MCDropDown MCDropDown_Closed dropDown"><span class="MCDropDownHead dropDownHead"><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_ MCHotSpotImage" aria-expanded="false"><img class="MCDropDown_Image_Icon" src="../../../Skins/Default/Stylesheets/Images/transparent.gif" height="11" width="16" alt="Closed" data-mc-alt2="Open" /></a><a name="Exportin"></a><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_" aria-expanded="false">Exporting Notices to a Third-Party Notification Service</a></span>
|
||||
<div class="MCDropDownBody dropDownBody">
|
||||
<p><a name="kanchor82"></a><a name="IX_notices_patron"></a><a name="kanchor83"></a><a name="IX_exporting_print_overview"></a>You can set up notification in Polaris Administration to export both print and phone notices to a third-party service. If your library has a contract with a service such as Unique Management Services (UMS) to send printed notices, you can export overdue, bill, fine, request pick-up, and request cancellation notices directly to the vendor. You can export notices at the system or library level.</p>
|
||||
<p class="NoteShade"><b>Important:</b>
|
||||
<br />Contact your Polaris Site Manager if you need assistance updating your export configuration.</p>
|
||||
<p>The following information from the patron record is included in the exported notices file:</p>
|
||||
<ul type="disc">
|
||||
<li>Last name, first name, middle name, title, suffix</li>
|
||||
<li>Patron barcode</li>
|
||||
<li>Patron code description</li>
|
||||
<li>Registered branch name</li>
|
||||
<li>Address for notices and bills (if none has been defined, the home address is used; if there is no home address, the first available address is used)</li>
|
||||
<li>Phone numbers</li>
|
||||
<li>Email addresses, primary and alternate</li>
|
||||
<li>Preferred language</li>
|
||||
</ul>
|
||||
<p>The following additional information is included for each notice type:</p>
|
||||
<ul type="disc">
|
||||
<li>Overdue notices and bill - Item title, author, material type, barcode, due date, check-out location, check-out date, and overdue notice number. Bills also include any replacement cost, processing fee, overdue fine, and the patron account balance.</li>
|
||||
<li>Fine notices - Fee reason, author, title, call number, check-out date, amount, patron’s account balance, patron’s last activity date.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />If the charge is not linked to any item, the item data fields are blank.</p>
|
||||
<ul type="disc">
|
||||
<li>Request pick-up notices - Item title, author, material type, barcode, date held, held until date (unclaimed date), pickup branch ID, pickup branch name.</li>
|
||||
<li>Request cancellation notices - Item title; item author; item material type (item-level request only); item barcode (item-level request only); request creation date; cancellation reason.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If the patron record is set to receive notices by email, print, or text message, or if the notice type is set for email or print only, these notices are sent as designated and are not exported.</p>
|
||||
<p>The vendor determines the notice text.</p>
|
||||
<p><a name="kanchor84"></a><a name="IX_exporting_telephone"></a>Your library may have a contract to use TALKINGtech’s i-tiva for telephone notification. You can export overdue, fine, request pick-up, and request cancellation notices to i-tiva. TALKINGtech generates the telephone notices and sends an update back to Polaris via SIP (Standard Interchange Protocol), which updates the patrons’ notification history. If a telephone notice fails, Polaris sends the notice in print. Polaris supports TALKINGtech’s Format B and Format C. Format B is the default setting. If your library uses Format C and you upgrade Polaris, you must specify Format C with a command line parameter in the Notice Processing Job. Contact your Polaris Site Manager for assistance.</p>
|
||||
<h2>Exporting Text Messages to i-tiva</h2>
|
||||
<p style="font-weight: normal;">You can export text messages for patrons without carrier information to the i-tiva SMS service. The text messages are exported to a notice file report that is sent to i-tiva for processing, and i-tiva then sends back a success notice after each text message goes out. The incoming success notice updates notification information in the patron record.</p>
|
||||
<ol>
|
||||
<li style="font-weight: normal;" value="1">Select the <b>Export</b> checkbox for this option. </li>
|
||||
<li style="font-weight: normal;" value="2">Complete the <b>Txt Message</b> export section to provide the FTP Server URI, Username, and Password for where the notice file report will be exported. <br></br><img src="../../../Resources/Images/NotOptDialBoxTxt.png" alt=""></img><br></br>When the Export option is selected, a warning note about disabling text receipts is displayed. Select <b>OK</b> to close the message.<br></br><img src="../../../Resources/Images/NotOptWarning.png" alt=""></img></li>
|
||||
</ol>
|
||||
<p><b>Unspecified</b> is an option in the carrier list in <span class="mc-variable III_Variables.Prod_Leap variable">Leap</span>, the staff client, and PowerPac. Carrier information is required for patrons with a Notification preference of Txt Message. When the Export Txt Message option is selected, Unspecified is the default carrier when the patron has selected a text message phone number but has not selected a carrier. </p>
|
||||
</div>
|
||||
</div>
|
||||
</li>
|
||||
<li>
|
||||
<div class="MCDropDown MCDropDown_Closed dropDown"><span class="MCDropDownHead dropDownHead"><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_ MCHotSpotImage" aria-expanded="false"><img class="MCDropDown_Image_Icon" src="../../../Skins/Default/Stylesheets/Images/transparent.gif" height="11" width="16" alt="Closed" data-mc-alt2="Open" /></a><a name="Notifica3"></a><a href="javascript:void(0)" class="MCDropDownHotSpot dropDownHotspot MCDropDownHotSpot_" aria-expanded="false">Notification Statistical Reports</a></span>
|
||||
<div class="MCDropDownBody dropDownBody">
|
||||
<p><a name="kanchor85"></a><a name="IX_statistical_reports"></a>Polaris offers two reports that track notification statistics—the Notification Summary and the Notification Detail Report. To access these reports, select <b>Utilities </b>><b> Reports and Notices</b> on the Polaris shortcut bar, and select the <b>Notices</b> folder.</p>
|
||||
<p>The reports offer statistics for print, email, and phone notices by language, and summarize and compare statistics across three fiscal years.</p>
|
||||
<h2>Notification Summary Report</h2>
|
||||
<p><a name="kanchor86"></a><a name="IX_report_12"></a>This report summarizes the total number of print, email, and phone notices produced by fiscal year and notification language, and provides comparative statistics for the two previous fiscal years. The report also includes a summary total of all notices produced by language. Success and failure statistics are included for email and telephone notices as well. You can filter this report by branch, and set the fiscal year by ending month. (Because telephone notices run at the server level, they are not included if you choose to filter the report by a branch.)</p>
|
||||
<h2>Notification Detail Report</h2>
|
||||
<p><a name="kanchor87"></a><a name="IX_Report_13"></a>This report provides detailed statistics on the number of notices produced by notification method and notice type, each with a separate count by language. You can filter this report by branch, and set the fiscal year by ending month. (Because telephone notices run at the server level, they are not included if you choose to filter the report by a branch.)</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>In the Notification Detail Report, combined notice statistics are reported as individual notice types. For example, a combined notice that includes an overdue notice and a hold request pick-up notice is reported twice -- once as an overdue notice and once as a hold request pick-up notice.</p>
|
||||
</div>
|
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<h1><a name="XREF_22538_Defining_Overdue"></a>Overdue, Missing Part, Combined Notices and Bills</h1>
|
||||
<p>Polaris provides up to three scheduled overdue notices for a patron, followed by an optional bill. You can also choose to combine notices for patrons due to receive more than one type. </p>
|
||||
<p>See also: <a href="Set_up_overdue_notices_bills_and_combined_notices.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set up overdue notices, bills, and combined notices</span></a></p>
|
||||
<h2><a name="TOC_Overdue_Notices"></a><a name="XREF_68893_Overdue_Notices"></a>Overdue Notices</h2>
|
||||
<p><a name="kanchor2113"></a><a name="IX_overview_165"></a><a name="kanchor2114"></a><a name="IX_overdue_overview"></a>You can send up to three overdue notices, scheduling the interval between them. Each overdue interval is measured from the date and time the item status changed to overdue, not from the date and time that the previous notice was sent. An item qualifies for inclusion in an overdue notice when the number of days specified in the interval setting added to the due date of the item falls before midnight on the processing date. If an item has qualified for overdue notice processing, but is returned before the notice is sent, the item is removed from notice processing. </p>
|
||||
<p>Overdue notices can be delivered through the mail as print notices, by e-mail, by phone, or as text messages to mobile phones. Print and e-mail overdue notices include the following information:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Text messages must be brief. The default text message for overdue notices, which can be edited in Polaris Language Editor, is <b>Library items are overdue. Please call the library or check your account online</b>.</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Library return address</span> - Taken from the <b>Return</b> address field in the notification branch’s organization record. If no return address is specified, the notice uses the organization’s <b>Primary</b> address. For full-page and Z-fold printed notices, the notification branch’s primary phone number is also included.</li>
|
||||
<li><span class="FM_BulletHead">Date</span> - Date the notice was generated</li>
|
||||
<li><span class="FM_BulletHead">Printed notice text</span> - Polaris supplies default text for the header and introductory paragraph, which you can edit in Polaris WebAdmin (Language Editor). See <a href="Managing_Notification.htm#TOC_Customizing_Notice_Text">Customizing Notice Text with Polaris WebAdmin (Language Editor)</a>.</li>
|
||||
<li><span class="FM_BulletHead">E-mail notice text</span> - Polaris supplies default text for the subject line and introductory paragraph, which you can edit in Polaris WebAdmin (Language Editor). See <a href="Managing_Notification.htm#TOC_Customizing_Notice_Text">Customizing Notice Text with Polaris WebAdmin (Language Editor)</a>.</li>
|
||||
<li><span class="FM_BulletHead">System-supplied list of overdue items</span> - Items are sorted first by notice number (1st, 2nd, 3rd), next in title order. Call numbers are truncated to 60 characters.</li>
|
||||
<li><span class="FM_BulletHead">(Optional) Claimed items</span> - You can include a list of claimed items with their status (Claim Never Had, Claim Returned).</li>
|
||||
</ul>
|
||||
<p>When overdue notices are generated, the date is recorded in the appropriate item records, the notices are posted in the transaction file, the patron notification history is updated, and the notice queue is cleared.</p>
|
||||
<h2><a name="Missing"></a><a name="kanchor2115"></a>Missing Parts Notices</h2>
|
||||
<p>Missing part notices are sent when a staff member checks in an item using the Special Item Check-in Tools option on the Check In workform and selects <b>Missing part: block and notify. </b><MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">For more information, see <b><a href="../../Patron_Services/PPckin/Check-in items with missing parts.htm" style="font-weight: normal;"> Special Item Check-in Tools option on the Check In workform</a></b>.</MadCap:conditionalText></p>
|
||||
<p>The notices are sent according to the setting in the <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm">Notification options parameter</a> for the check-in branch, and the patron preference set in the patron's record. You can set up missing part notices to be printed and mailed; sent via email; sent via text message; or sent by phone message. Missing part notices can be sent as <a href="Reminder_Notices.htm">reminder notices</a> or in a <a href="#">combined notice</a>. The Missing Part Mailer is available under Utilities > Reports and Notices > Notices > Claims > Missing Part Mailer. </p>
|
||||
<p>The missing part notice contains similar information whether delivered by mail, email, or text message.</p>
|
||||
<p>The Subject line in both the email and text message is: <b>Missing Library Item</b></p>
|
||||
<ul>
|
||||
<li>The default text for the email, printed, and phone notice is: <b>An item was returned to the [check-in library name] missing a part(s). Please return the part(s) to the library within 48 hours to avoid fines.</b></li>
|
||||
<li>The default text for the text message notice is: <b>[item title] was returned to the library with parts missing. Please return the part(s) to the library within 48 hours to avoid fines.</b></li>
|
||||
<li>The following item details are included in the emailed and printed Missing Part notice: Title, Author, Barcode, Format, Due Date, Check-out Date, Check-out from [check out library name]</li>
|
||||
<li>The text regarding the missing item is included on the printed and email notice if it was entered when the staff member checked the item in using the Special Item Check-In option.</li>
|
||||
</ul>
|
||||
<h2><a name="TOC_Bills"></a><a name="XREF_43166_Bills"></a>Bills</h2>
|
||||
<p><a name="kanchor2116"></a><a name="IX_overview_166"></a><a name="kanchor2117"></a><a name="IX_bills_overview"></a>You can follow up overdue notices with a bill. Bills are scheduled for processing at a standard interval from the date and time the item status changed to overdue, <span class="FM_Emphasis">not</span> from the date and time that the last overdue notice was sent (see <a href="#XREF_68893_Overdue_Notices">Overdue Notices</a>). An item qualifies for inclusion in a bill when the number of days specified in the interval setting added to the due date of the item falls before midnight on the processing date. If an item has qualified for bill processing but is returned before the notice is sent, the item is removed from notice processing. Bills may include overdue charges and replacement fees. Settings for <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">free days<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>A value applied at normal and bulk check-in, renewal, and offline that allows you to omit a specified number of days from the overdue fine calculation.</span></a> are not used in the overdue fine calculation, but closed days and dates are included. For more information about replacement fees, see <a href="../PDPfines/Setting_Replacement_Fee_Defaults.htm#XREF_97518_Setting">Setting Replacement Fee Defaults</a>.</p>
|
||||
<p>Bills can be delivered as print, e-mail, or text message notices. Print and e-mail bills include the following information:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Text messages must be brief. The default text message for bills, which can be edited in Polaris WebAdmin (Language Editor), is <b>Money is owed on your library account. Please call the library or check your account online.</b></p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Library return address</span> - Taken from the <b>Return</b> address field in the notification branch’s organization record. If no return address is specified, the notice uses the organization’s <b>Primary</b> address. For full-page and Z-fold printed notices, the notification branch’s primary phone number is also included.</li>
|
||||
<li><span class="FM_BulletHead">Date</span> - Date the notice was generated</li>
|
||||
<li><span class="FM_BulletHead">Printed notice text</span> - Polaris supplies default text for the header and introductory paragraph, which you can edit in Polaris WebAdmin. </li>
|
||||
<li><span class="FM_BulletHead">E-mail notice text</span> - Polaris supplies default text for the subject line and introductory paragraph, which you can edit in Polaris WebAdmin. </li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />For information on customizing text, see <a href="Managing_Notification.htm#TOC_Customizing_Notice_Text">Customizing Notice Text with Polaris WebAdmin (Language Editor)</a>.</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">System-supplied list of items billed</span> - Each item listing includes the replacement cost and overdue charges, and the total of these for each item. Call numbers are truncated to 60 characters.</li>
|
||||
<li><span class="FM_BulletHead">System-supplied total amount billed</span> - Total amount due for the bill.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you set overdue notice processing to include claimed items, the bill also includes claimed items. See <a href="#XREF_68893_Overdue_Notices">Overdue Notices</a>.</p>
|
||||
<p><a name="kanchor2118"></a><a name="IX_circulation_status_for"></a>Bills are generated as part of overdue notice processing. When the bills are generated, the date is recorded in the appropriate item records, the notices are posted in the transaction file, the patron notification history is updated, and the notice queue is cleared. If the system-level Patron Services setting <b>Overdues: billed items set to lost</b> <b>(Lost item charge options</b> parameter) is set to <b>No</b>, replacement and overdue charges are written to the patron account, the item status remains Out, the item remains in the patron’s Items Out list, and the lost item counter is not incremented. If <b>Overdues: billed items set to lost</b> is set to <b>Yes</b>, replacement charges are written to the patron account, the item status changes to Lost, the item is removed from the patron’s Items Out list, and the lost item counter is incremented. When <b>Overdues: billed items set to lost</b> is set to <b>Yes</b>, a separate setting determines whether overdue fines are also written to the patron account. See <a href="../PDPfines/Overdue_Fines_on_Lost_Items.htm#XREF_77900_Overdue_Fines_on">Overdue Fines on Lost Items</a>.</p>
|
||||
<h2><a name="TOC_Combined_Notices"></a><a name="XREF_62533_Combined_Notices"></a>Combined Notices</h2>
|
||||
<p><a name="kanchor2119"></a><a name="IX_combined_overview"></a>When notification processing identifies a patron as qualifying for more than one type of notice, Polaris can combine overdue, bill, and request notices (in that order), so that a single notice is sent.</p>
|
||||
<p>To ensure that all notices for a particular patron are included in the combined notice, set the same notification method for each notice type and the combined notice. For example, if the combined notice method is set to <b>Patron Preference</b>, set each overdue notice, bill, and hold notice to <b>Patron Preference</b>. Otherwise a notice type may not be included in the combined notice. For example, if you set the notification method for bills to <b>Print</b> but set other notice types to <b>Patron Preference</b>, the bill will be included in the combined notice only if the patron preference happens to be <b>Print</b>. In this situation, to ensure that bills will be printed for all patrons who are due for them, you would need to generate the billing notices in addition to the combined notices. If <b>Include claimed items</b> and <b>Combined patron notices</b> options are selected on the Overdue & Bill tab, the Missing Part notice is included in the combined notice.</p>
|
||||
</div>
|
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</div>
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<div id="footer">
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<h1><a name="XREF_18719_Print_overdue"></a>Print Overdue, Bill, Fine, or Request Notices</h1>
|
||||
<p><a name="kanchor506"></a><a name="IX_printing_17"></a><a name="kanchor507"></a><a name="IX_printing_16"></a><a name="kanchor508"></a><a name="IX_hold_request_printing"></a><a name="kanchor509"></a><a name="IX_printing_15"></a><a name="kanchor510"></a><a name="IX_fine_notice_printing"></a><a name="kanchor511"></a><a name="IX_printing_14"></a><a name="kanchor512"></a><a name="IX_overdue_and_billing"></a>To print overdue, bill, fine, or hold request notices:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Utilities, Reports and Notices</b> on the Polaris Shortcut Bar (staff client). The Polaris Reports dialog box appears.</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Expand the <b>Notices</b> folder.</li>
|
||||
<li value="3">Select the <b>Overdues</b>, <b>Holds</b>, or <b>Fines</b> folder under Notices. The appropriate notices are displayed in the <b>Available Reports</b> list.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Mailers in various formats for combined notices are listed individually under <b>Notices</b>. Bills are available in the <b>Overdues</b> folder.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Double-click the notice format you want to print:</li>
|
||||
</ol>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Full Page Mailer</span> - 8.5 x 11 inches</li>
|
||||
<li><span class="FM_BulletHead">Half Page Mailer</span> - 9 x 5.5 inches, commonly available half-page mailer stock</li>
|
||||
<li><span class="FM_BulletHead">Post Card</span> - 6 x 4 inches</li>
|
||||
<li><span class="FM_BulletHead">Z Fold Mailer</span> - 8.5 x 11 inches, folds so addresses are exposed in window envelope</li>
|
||||
<li><span class="FM_BulletHead">Z Fold Mailer Oversized</span> - 8.5 x 14 inches, folds so addresses are exposed in window envelope</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Printed notices designed to be inserted in an envelope are formatted for standard #10 window envelopes.</p>
|
||||
<p class="indent2">The Report Setup Wizard appears.</p>
|
||||
<ol start="5">
|
||||
<li value="5">Select the organization(s) whose notices you want to run.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note: <br /></b>The organizations available for selection are set in the <b>Report server</b> profile. For more information, see <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online"> <a href="../../Administration/PDrepserv/Specify_a_server_for_Reporting_Services.htm">Specify a server for Reporting Services</a>.</MadCap:conditionalText></p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6">Click the <b>Sorting Options</b> tab.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your system’s user-defined fields for patron records are included in the sorting options.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7"><a name="kanchor513"></a><a name="IX_sorting_printed_notices"></a>Select a sorting order in the list on the left, and click the right arrow button.</li>
|
||||
</ol>
|
||||
<p class="indent2">The field is moved to the list on the right, indicating that it is selected for sorting. You can select more than one field. The notices will be printed sorted by the first  field, and within the first field by the second field, and within the second field by the third field.</p>
|
||||
<p class="indent2">The reporting branch name is selected by default. If your library or system does not do central notice processing, you may want to leave this option in place. You can select additional sorting fields. If you do central processing, you may want to move <b>Reporting branch name</b> to the left (unselected) list, and instead select a more useful primary sort for mailing—for example, <b>Patron address zip</b>. You must select at least one sorting option.</p>
|
||||
<p class="indent2">To remove a field from the selected list on the right, select the field and click the left arrow button.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">Click <b>Submit</b>. After a few moments, the notices are generated and the Report Preview window opens.</li>
|
||||
</ol>
|
||||
<p class="indent2">
|
||||
<img src="DefaultFineNoticeText_600x319.png" style="width: 600;height: 319;" alt="" />
|
||||
</p>
|
||||
<p class="indent2">A message asks if you want to post the notices to the database.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="9"><a name="kanchor514"></a><a name="IX_reprinting_1"></a>Choose one of the following options:</li>
|
||||
</ol>
|
||||
<ul type="disc">
|
||||
<li>Move the message box to one side and decide whether to post after you print the notices.</li>
|
||||
<li>If you are satisfied with the notices in the preview, click <b>Yes</b>.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Important:<br /></b>When you click <b>Yes</b>, the notices are posted (recorded) as issued, and the appropriate queue for the notice type and branch you chose is cleared. However, the set of notices remains available in your workstation’s <b>My Documents/My Reports</b> folder, and can be reprinted from that location. The file is overwritten each time notices are generated.</p>
|
||||
<ul type="disc">
|
||||
<li>If you see problems, click <b>No</b>. This option allows you to start over, without posting or printing the notices.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can click the arrows at the bottom of the Report Preview window to see the notices one by one. Or, click the <b>Pages</b> tab to see several notices at once.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can print a limited range of pages to test the notices. Note that by design, title and author information is limited to 100 characters on all notices.</p>
|
||||
<ol start="10">
|
||||
<li value="10">Click the printer icon <img alt="ReportPrintBtn.gif" style="margin-bottom: -4.000pt;width: 34;height: 29;" id="image13" src="ReportPrintBtn_34x29.gif" /> to print the notices. The Print dialog box appears.</li>
|
||||
<li value="11">Modify the printer settings, if necessary, and click <b>OK</b>. The notices are printed.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you are printing both English and other language notices, they are interfiled.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="12">Close the Report Preview window.</li>
|
||||
</ol>
|
||||
<h4 style="font-weight: normal;font-style: normal;">Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor515"></a><a name="IX_CJK_printing_incorrectly"></a><span class="FM_BulletHead">Printing Chinese, Japanese, or Korean notices</span> - If Chinese, Japanese, or Korean notices are printing incorrectly, you may need to install a different printer driver. Check your printer documentation for more information.</li>
|
||||
<li><span class="FM_BulletHead">Printing Acquisitions notices</span> - <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Acquisitions/PAcancel/Canceling_Orders.htm#XREF_19544_Canceling_a">Canceling Orders</a> and <a href="../../Acquisitions/PAclaim/Claiming.htm#XREF_19682_Claiming_Items">Claiming</a>.</MadCap:conditionalText></li>
|
||||
<li><span class="FM_BulletHead">Printing Collection Agency Synchronization Report</span> - See <a href="../PDPcollect/Collection_Processing_Reports.htm">Collection Processing Reports</a>.</li>
|
||||
<li><a name="kanchor516"></a>Customizing notice text - The default fine notice text for both mailed and emailed notices is: <b>Our records show an outstanding fine balance on your account. Please contact the library as soon as possible to resolve these fines. </b>You can use the WebAdmin tool to change the text. The mnemonics are as follows:<ul type="disc"><li>Printed and Mailed notices: <b>NT_FINE_M_TEXT</b></li><li>Emailed notices: <b>NT_FINE_EM_TEXT</b></li></ul></li>
|
||||
</ul>
|
||||
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|
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<div id="footer">
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<h1><a name="XREF_34541_Print_patron"></a>Print patron billing statements</h1>
|
||||
<p><a name="kanchor1336"></a><a name="IX_patron_billing"></a><a name="kanchor1337"></a><a name="IX_Patron_Billing_Statement_8"></a><a name="kanchor1338"></a><a name="IX_Patron_Billing_Statement_7"></a><a name="kanchor1339"></a><a name="IX_Patron_Billing_Statement_6"></a><a name="kanchor1340"></a><a name="IX_printing_18"></a>A patron billing statement details all the outstanding charges on a patron’s account. It does not affect the notices queue. </p>
|
||||
<p>To print patron billing statements:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Utilities, Reports and Notices </b>on the Polaris Shortcut Bar (staff client). The Polaris Reports dialog box appears.</li>
|
||||
<li value="2">Expand the <b>Notices</b> folder.</li>
|
||||
<li value="3">Select the <b>Overdues</b> folder under Notices. The notices are displayed in the <b>Available Reports</b> list.</li>
|
||||
</ol>
|
||||
<p class="indent2">
|
||||
<img alt="ReportsOverdues.gif" style="margin-bottom: 0.000pt;width: 366;height: 204;" id="image14" src="ReportsOverdues_366x204.gif" /><span class="FM_StepNumber">a)<span style="word-spacing: normal;font: 6.0pt "Times New Roman";"></span></span> </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">To print patron billing statements by organization, follow these steps:</li>
|
||||
</ol>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Double-click <b>Patron Billing Statement by Organizations</b>. The Report Setup Wizard opens.</li>
|
||||
</ol>
|
||||
<p class="indent2">
|
||||
<img alt="ReportStateOrg.gif" style="margin-bottom: 0.000pt;width: 227;height: 209;" id="image15" src="ReportStateOrg_227x209.gif" /> </p>
|
||||
<ol style="list-style-type: lower-alpha;" data-mc-continue="true">
|
||||
<li value="2">Select the organizations whose patrons should receive a billing statement.</li>
|
||||
<li value="3">In the <b>Minimum amount</b> box, type the minimum amount of outstanding charges on a patron’s record that determines whether a billing statement is generated for the patron.</li>
|
||||
<li value="4">In the <b>Maximum amount</b> box, type the maximum amount of outstanding charges on a patron’s account that determines whether a billing statement is generated for the patron.</li>
|
||||
</ol>
|
||||
<ol start="5">
|
||||
<li value="5">To print patron billing statements for specific patrons, follow these steps:</li>
|
||||
</ol>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Double-click <b>Patron Billing Statement by Patron Barcode</b>. The Report Setup Wizard appears.</li>
|
||||
</ol>
|
||||
<p class="indent2">
|
||||
<img alt="ReportStatePat.gif" style="margin-bottom: 0.000pt;width: 221;height: 205;" id="image16" src="ReportStatePat_221x205.gif" /> </p>
|
||||
<ol style="list-style-type: lower-alpha;" data-mc-continue="true">
|
||||
<li value="2">Type or scan the patron’s barcode in the <b>Patron barcode</b> box. You can enter multiple barcodes, separated by commas (255 characters maximum). The barcodes are not validated; if you enter an incorrect barcode, a billing statement for that patron will not be generated.</li>
|
||||
</ol>
|
||||
<ol start="6">
|
||||
<li value="6">Click <b>Submit</b>. After a few moments, the statements are generated and the Report Preview window opens.</li>
|
||||
</ol>
|
||||
<p class="indent2">
|
||||
<img alt="ReportBillState.gif" style="margin-bottom: 0.000pt;width: 376;height: 218;" id="image17" src="ReportBillState_376x218.gif" /> </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">Review the statements, if necessary. You can click the arrows at the bottom of the Report Preview window to see the notices one by one. Or, click the <b>Pages</b> tab to see several statements at once.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you see problems, or change your mind about printing the statements, close the Report preview window.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">Click the printer icon <img alt="ReportPrintBtn00514.gif" style="margin-bottom: -4.000pt;width: 34;height: 29;" id="image18" src="ReportPrintBtn00514_34x29.gif" /> to print the statements. The Print dialog box appears.</li>
|
||||
<li value="9">Modify the printer settings, if necessary, and click <b>OK</b>. The statements are printed.</li>
|
||||
</ol>
|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_21888_Printing_Notices"></a>Printing Notices</h1>
|
||||
<p><a name="kanchor4234"></a><a name="IX_notices_4"></a><a name="kanchor4235"></a><a name="IX_printing_overview"></a>You can print overdue, bill, fine, and hold request notices at any time from the <b>Utilities</b> menu on the Polaris Shortcut Bar. For overdue and fine notices, a nightly process automatically places the notices in the queue for delivery. The queue for hold request notices is built item-by-item as each item’s status changes to Held. After you print the notices, if you choose to “post” the notices, data is written to the database records and the appropriate queue is cleared. These printed notices are produced according to the paper format you specify. If a notice lists too many items to fit on a single form, a second form is generated for the same patron, using the same header text and listing the remaining items. (The Post Card format does not contain specific item information.) The notices are sent to the address in the <b>Address for notices and bills</b> field in the patron record (Patron Registration workform - Addresses view). See: <a href="Print_overdue_bill_fine_or_request_notices.htm#XREF_18719_Print_overdue">Print overdue, bill, fine, or request notices</a>.</p>
|
||||
<p>You can also print Patron Billing Statements, which list all the current charges on a specific patron’s account. You can print these notices for a specific patron or patrons, or on an organization basis, automatically printing a statement of current charges for each patron who owes an amount within a specified range. This statement is intended to help patrons understand exactly what they owe, and does not affect the notices queue in any way. Like other printed notices, Patron Billing Statements are sent to the address in the <b>Address for notices and bills</b> field in the patron record. See: <a href="Print_patron_billing_statements.htm#XREF_34541_Print_patron">Print patron billing statements</a>.</p>
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<h1><a name="XREF_73812_Setting_Up"></a>Reminder Notices</h1>
|
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<p><a name="kanchor5602"></a><a name="IX_overview_170"></a><a name="kanchor5603"></a><a name="IX_e_mail_reminders_overview"></a>You can send email reminder notices to any qualifying patrons with a valid email address, regardless of the patrons’ preferred notification method, and optionally send an additional text message. If a patron's record does not contain an email address, but does contain a phone number and carrier for text messaging, reminder notices will be sent via text message. See: <a href="Set_up_e-mail_reminder_notices.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Setting Up E-mail Reminder Notices</span></a>.</p>
|
||||
<p>The following email reminder notices are available:</p>
|
||||
<ul>
|
||||
<li>Almost overdue notice/Auto-renew - A notice is sent a specified number of days before a patron’s item becomes overdue. If automatic renewals are enabled, and the patron has items out that were renewed, the notice also includes these items. The notice also lists other items that the patron currently has checked out. Polaris supplies the item title, call number, volume, due date, format, check-out branch, and number of renewals left for each item. When an Almost Overdue reminder notice is sent regarding an item, the date is recorded in the item record. The default setting in the Notification options parameter is to exclude integrated eContent titles in reminder notices, but your library can change this default setting.</li>
|
||||
<li>Patron record expiration notice - A notice is sent a specified number of days before a patron’s registration expires. The notice alerts the patron to contact the library. Polaris supplies the patron’s home address, telephone number, and email address for verification.</li>
|
||||
<li>Inactive patron notice - A notice is sent to a patron whose account has had no activity for a specified number of days. The notice advises the patron to visit the library or call to update the patron’s registration. Polaris supplies the patron’s home address, telephone number, and email address for verification.</li>
|
||||
<li><a href="Overdue_Notices_Bills_and_Combined_Notices.htm#Missing">Missing part notice</a> - A notice is sent to a patron if an item was checked in using the Special Item Check-in function, and the <b>Missing part: block & notify</b> option was selected.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><a name="kanchor5604"></a><a name="IX_inactive_patron_reminder"></a><b>Note:<br /></b>The <b>Last Activity Date</b> field in the patron record tracks patron activity. It is updated in the following circumstances. <span class="FM_Emphasis">Staff client:</span> item check-out; renewal; quick-circ item check-out; a claim is made on an item. <span class="FM_Emphasis">PAC:</span> log-in to patron account; placing and modifying hold and ILL requests; online renewal; patron information updates; payments; access to remote databases that require log-in. <span class="FM_Emphasis">Polaris ExpressCheck, SIP self-check units:</span> check-out and renewal; patron account access; payments. <span class="FM_Emphasis">Time and print management applications:</span> log-in. <span class="FM_Emphasis">Inbound telephony:</span> Access account information and renew items.</p>
|
||||
<p>Reminders are sent according to the settings for the patron’s registered branch (not the item’s assigned branch or the loaning branch).</p>
|
||||
<p>Reminder notices are sent only once. The notice processing program runs daily so that reminder notices are not re-sent to the same patrons. You can modify the subject line and introductory text of all reminder notices using Polaris WebAdmin (Language Editor). See <a href="Managing_Notification.htm#TOC_Customizing_Notice_Text">Customizing Notice Text with Polaris WebAdmin (Language Editor)</a>.</p>
|
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<p>Reminder notices are not exported to outside vendors.</p>
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<h1><a name="XREF_77135_Using_Hold_Request"></a>Request Pick-Up, Second Pick-Up, and Cancelled Request Notices</h1>
|
||||
<p>Polaris offers three types of notices related to hold requests: request pick-up, second pick-up, and cancelled request notices. See: <a href="Set_up_request_pick-up_second_pick-up_cancelled_request_notices.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set up request pick-up, second pick-up, and cancelled request notices</span></a>.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>A separate SQL job, <b>Hold Notice Processing</b>, processes e-mail and text message (SMS) first and second hold notices separately from print notices and phone notices. Designed to run multiple times per day, the job runs every 4 hours from 9:00 a.m. to 8:00 p.m by default. See <a href="Managing_Notification.htm#XREF_33475_Hold_Notice">Hold Notice Processing for E-Mail and Text Message Notices</a>.</p>
|
||||
<h2><a name="TOC_Request_Pick_Up_Notices"></a>Request Pick-Up Notices</h2>
|
||||
<p><a name="kanchor3360"></a><a name="IX_notices_3"></a><a name="kanchor3361"></a><a name="IX_pick_up_notices"></a><a name="kanchor3362"></a><a name="IX_overview_168"></a><a name="kanchor3363"></a><a name="IX_overview_167"></a><a name="kanchor3364"></a><a name="IX_hold_request_overview"></a>Request pick-up notices inform patrons that an item that fills a hold or ILL request is available for pick-up. When an item is <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">trapped<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An item is said to be trapped for a hold when an item that fills a request is scanned at circulation and the system links the item to a specific request, either automatically or by displaying a message that prompts you for a decision.</span></a> for a hold request and the item’s circulation status changes to Held, the item is included in request notice processing. The patron who should receive the notice is identified by the link to the request. The notification library for hold request notices is always the pick-up library. If the pick-up library is changed, a new notice is generated when the item status becomes Held at the new pick-up branch. (If the notice has not been generated for the first pick-up location, the first notice is deleted.) ILL items are also included in request pick-up notice processing. When an item record is created for an ILL request, and the circulation status becomes Held, the item is included in the request notice.</p>
|
||||
<p>Request pick-up notices can be delivered as print notices, e-mail notices, by telephone, or by text message. Print and e-mail request notices include the following information:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Text messages must be brief. The default text message for request pick-up notices, which can be edited in Polaris Language Editor, is <b>The item you requested [first 20 characters of title] is available for pickup at branch [branch display name] until [unclaim date].</b> One message is sent for each item held. If items are held at more than one branch, the patron will receive a notice from each branch.</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Library return address</span> - Taken from the <b>Return</b> address field in the pick-up library’s organization record. If no return address is specified, the notice uses the organization’s <b>Primary</b> address.</li>
|
||||
<li><span class="FM_BulletHead">Date</span> - Date the notice was generated</li>
|
||||
<li><span class="FM_BulletHead">Printed notice text</span> - Polaris supplies default text for the header and introductory paragraph, which you can edit in Polaris Language Editor. </li>
|
||||
<li><span class="FM_BulletHead">E-mail notice text</span> - Polaris supplies default text for the subject line and introductory paragraph, which you can edit in Polaris WebAdmin (Language Editor). </li>
|
||||
<li><span class="FM_BulletHead">System-supplied list of  items to pick up</span> - The items are sorted by title. Each entry includes the title, author, item material type, item barcode, and Held-Till date.</li>
|
||||
</ul>
|
||||
<p>When request notices are generated, the date is recorded in the appropriate item records, the notices are posted in the transaction file, and the notice queue is cleared.</p>
|
||||
<h2><a name="TOC_Second_Pick_Up_Notices"></a><a name="XREF_32658_Second_Pick_Up"></a>Second Pick-Up Notices</h2>
|
||||
<p><a name="kanchor3365"></a><a name="IX_second_notices"></a><a name="kanchor3366"></a><a name="IX_second_pick_up_notices"></a><a name="kanchor3367"></a><a name="IX_second_notice_overview_1"></a><a name="kanchor3368"></a><a name="IX_second_notice_overview"></a><a name="kanchor3369"></a><a name="IX_second_hold_request"></a>You can follow up a patron’s first hold pick-up notice with a second notice, sent after a time interval you specify, for requests that remain with a Held status. The second notice can be sent by print, phone, e-mail, or TXT message. The default text is the same as that defined for the first notice, and can be edited in WebAdmin (Polaris Language Editor).</p>
|
||||
<p>The notice is sent if the number of days specified is reached and the request status is still Held. If the hold request status becomes Unclaimed after the process to send the second notice runs, the notice will be removed from the notification queue. Your settings also apply to ILL requests, which do not have an Unclaimed status; in this case, the second notice is sent if the item has not been checked out within the specified period.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>There is no program dependency between the notice interval for the 2nd hold notice and your setting for <b>Number of days held for pickup</b>, specified in the Requests parameter <b>Holds options</b>. If the notice interval is greater than the number of days held for pickup, the notice is never sent, so you may want to coordinate these settings.</p>
|
||||
<p>When the notice is sent, it appears in the patron’s notification history as <b>2nd hold notice</b>. The item record also shows the notice date. Status reports such as Delivery Failure reports include the second hold notice with the hold notices. The second hold notice is also included in the total hold notice count for statistical reports.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Because multiple first and second hold notices may appear in a single print, e-mail, or text message notice, the notification log lists the type for all hold pick-up notices as 2 (regular hold notice request).</p>
|
||||
<p>For best results with printed notices, the <b>Holds overnight processing</b> job should run before the <b>Notices processing</b> job.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>A separate SQL job, <b>Hold Notice Processing</b>, processes e-mail and text message (SMS) first and second hold notices separately from print notices and phone notices. Designed to run multiple times per day, the job runs every 4 hours from 9:00 a.m. to 8:00 p.m by default. See <a href="Managing_Notification.htm#XREF_33475_Hold_Notice">Hold Notice Processing for E-Mail and Text Message Notices</a>.</p>
|
||||
<h2><a name="TOC_Cancelled_Request_Notices"></a>Cancelled Request Notices</h2>
|
||||
<p><a name="kanchor3370"></a><a name="IX_cancelled_request_notices"></a><a name="kanchor3371"></a><a name="IX_cancelled_requests_1"></a><a name="kanchor3372"></a><a name="IX_cancelled_requests"></a>Cancelled request notices are sent when a request status changes from Active, Pending, or Inactive to Cancelled. A request status changes to Cancelled in these circumstances:</p>
|
||||
<ul type="disc">
|
||||
<li>The last item linked to a bibliographic record is deleted</li>
|
||||
<li>A purchase order is cancelled</li>
|
||||
<li>A request is manually cancelled from the staff client</li>
|
||||
<li>A request is cancelled from PAC</li>
|
||||
</ul>
|
||||
<p>However, cancelled request notices are not sent in these circumstances:</p>
|
||||
<ul type="disc">
|
||||
<li>A request status changes from Held to Unclaimed, then changes to Cancelled</li>
|
||||
<li>A Held item is checked out to another patron, and the original request is not reactivated</li>
|
||||
<li>A staff member is prompted to hold an item to fill a request but declines to fill the request with that item, and chooses not to reactivate the request</li>
|
||||
<li>An item is checked out to a patron who has a request for it, and the request status is still Pending. The request is automatically cancelled because the patron has the item.</li>
|
||||
<li>A request is accidentally cancelled, then reactivated for the same patron before notice processing</li>
|
||||
</ul>
|
||||
<h2><a name="TOC_Notices_for_Integrated"></a><a name="XREF_86167_Notices"></a>Notices for Integrated Ebook Requests</h2>
|
||||
<p><a name="kanchor3373"></a><a name="IX_hold_request_ebooks"></a>If your library offers PAC users integrated eContent such as cloudLibrary ebooks, patrons may request ebooks and cancel their requests from the PAC. Notices for “held” ebooks (requests available for checkout) and cancelled requests are available for ebooks. These notices can be sent via e-mail, TXT message, or patron preference if the preference is one of these methods.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Second pick-up notices are not available for ebooks.</p>
|
||||
<p>When ebook request notices are enabled, the patron receives a notice when a requested ebook is available for checkout and download. Request notices are sent when the request is placed in PAC and when the request is placed in the cloudLibrary (former 3M Cloud Library) application. The subject line and notice text can be edited in Polaris WebAdmin; the Notice “product” language strings are <b>NOTICE_EBOOKREQAVAILSUB</b> (subject line) and <b>NOTICE_EBOOKREQAVAILBODY</b> (notice text).</p>
|
||||
<p>The same text defined in WebAdmin is used for both e-mail and TXT notices. Text can be defined for the hold notice and the hold cancel notice, but the text defined for the notice will be used in both the email and TXT notification messages. Because of the character limit for TXT messages, the text of the notification is kept to a minimum.</p>
|
||||
<p>When cancelled ebook request notices are enabled, the patron receives a notice when he or she cancels the request from the PAC patron account. When the patron cancels multiple requests in one action, these notices are combined in one e-mail notice. TXT notices are sent separately due to message length restrictions. (If the patron cancels a request from the cloudLibrary application, no notice is sent.) The subject line and notice text can be edited in WebAdmin; the PowerPAC “product” language strings are <b>PACML_EBOOKCANCELSUBJ</b> (subject line) and <b>PACML_EBOOKCANCEL</b> (notice text).</p>
|
||||
<p>The notices are sent close to the time of the action taken in PAC, according to the settings of the patron’s branch. Request and request cancel notices appear in the patron’s notification history. The notices are logged with other notice types, and failures are reported in the e-mail and TXT failure reports.</p>
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<h1><a name="XREF_90741_Send_e_mail_notices"></a>Send e-mail special announcements</h1>
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<p>Most e-mail notices are run automatically by the SQL Server job Notice Processing. However, you can send special announcements manually.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>A separate SQL job, <b>Hold Notice Processing</b>, processes e-mail and text message (SMS) first and second hold notices separately. See <a href="Managing_Notification.htm#XREF_33475_Hold_Notice">Hold Notice Processing for E-Mail and Text Message Notices</a>.</p>
|
||||
<p><a name="kanchor1263"></a><a name="IX_sending"></a><a name="kanchor1264"></a><a name="IX_sending_by_e_mail"></a>To send special announcements by e-mail:</p>
|
||||
<ol>
|
||||
<li value="1">Be sure that e-mail prerequisites have been set up. See <a href="Set_up_e-mail_notification_prerequisites.htm#XREF_45780_Set_up_e_mail">Set up e-mail notification prerequisites</a>.</li>
|
||||
<li value="2">On the Polaris database server, double-click the desktop shortcut to<br /> <b>/Program Files/Polaris/[version]/Bin/PolEmailManager.exe</b>. The Polaris E-mail Manager dialog box appears.</li>
|
||||
<li value="3">Type a topic for the message in the <b>Subject</b> box (1,000 characters maximum).</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Particularly for longer messages, you may want to create the message text in a word processor, spell-check the text, and save it as a text file. Then copy and paste the message into the Polaris Email Manager.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Type the announcement text in the <b>Message</b> box. (You may want to add “Please do not reply to this message.”) The maximum message size is 64 KB.</li>
|
||||
<li value="5">Click <b>Send</b> to send the message. The special announcement is sent to all patrons with a valid e-mail address.</li>
|
||||
<li value="6">Click <b>Close</b> to exit the Polaris E-mail Manager dialog box.</li>
|
||||
</ol>
|
||||
</div>
|
||||
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|
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<div id="footer">
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_45780_Set_up_e_mail"></a>Set up e-mail notification prerequisites</h1>
|
||||
<p><a name="kanchor5322"></a><a name="IX_prerequisites_1"></a><a name="kanchor5323"></a><a name="IX_e_mail_delivery"></a>To prepare Polaris for e-mail notification:</p>
|
||||
<ol>
|
||||
<li value="1">In Polaris Administration, set the PAC profile <b>Email notification: Server running SMTP service</b> for the organization. Use the computer name where the SMTP service is installed.</li>
|
||||
<li value="2">On the Polaris <span class="FM_Emphasis">database server</span>, create a desktop shortcut to <b>/Program Files/Polaris/[version]/Bin/PolEmailManager.exe</b>. The <b>PolEmailManager.exe</b> utility is used to send special announcement e-mail messages.</li>
|
||||
<li value="3"><a name="kanchor5324"></a><a name="IX_reverse_DNS_lookup"></a>Set up reverse DNS in Active Directory for your network. Reverse DNS is used to authenticate a sender’s address with the domain. This step helps ensure your patrons will receive their e-mail notices. As a security measure, certain Internet service providers block e-mail to their users if they cannot find the sending server.</li>
|
||||
</ol>
|
||||
</div>
|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<h1><a name="XREF_59438_Set_up_e_mail"></a><a name="kanchor3421"></a>Setting Up E-mail Reminder Notices</h1>
|
||||
<p><a name="kanchor3422"></a><a name="IX_setting_up_17"></a><a name="kanchor3423"></a><a name="IX_e_mail_reminders_setting"></a>To set up e-mail reminder notices:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For reminder notices, the notification library is always the patron’s registered branch.</p>
|
||||
<ol>
|
||||
<li value="1">In the Administration Explorer tree view, select <b>Parameters</b> for the organization, and click the <b>Notification</b> tab in the details view.</li>
|
||||
<li value="2">Double-click <b>Notification options</b>. The Notification Options dialog box - General tabbed page is displayed. Verify that e-mail and text messages (if you will send additional text messages) have been specified as possible delivery methods. See <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm#XREF_68419_Set_up_notice">Set up notification methods, e-mail options, and export location</a>.</li>
|
||||
<li value="3">Click the <b>Reminder</b> tab.</li>
|
||||
</ol>
|
||||
<p class="indent2">
|
||||
<img alt="NoteReminder.gif" style="margin-bottom: 0.000pt;width: 262;height: 323;" id="image8" src="NoteReminder_262x323.gif" /> </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">To send text message reminders in addition to e-mail reminders, select <b>Send additional TXT message</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">A patron will receive the additional text message only if the <b>Additional TXT notice</b> option is checked in the patron record, the <b>TXT</b> box is checked for <b>Phone 1</b>, <b>Phone 2</b>, or <b>Phone 3</b>, and a carrier is specified for that phone number. If a patron registers or updates account information online through Polaris PowerPAC and supplies a phone number for text messages and a carrier, this option is automatically checked.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you want to enable the additional reminder text message but a specific patron prefers not to receive the additional reminder text messages, clear the <b>Additional TXT notice</b> option in the patron record.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">To set up “almost overdue” notices, follow these steps:</li>
|
||||
</ol>
|
||||
<p>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Select <b>Almost overdue</b>.</li>
|
||||
<li value="2">Select or type the number of days before an item is overdue that qualifies the patron to receive the notice.</li>
|
||||
<li value="3">Select or type the number of days that should elapse between notices. This setting prevents multiple e-mail messages from being sent to the same person over several days.</li>
|
||||
<li value="4">If you want to change the <b>Include integrated eContent titles</b> option, select or clear the checkbox. The default setting for the Include integrated eContent titles checkbox is unchecked, meaning these titles do not appear as almost overdue items on reminder notices.</li>
|
||||
</ol>
|
||||
</p>
|
||||
<ol start="6">
|
||||
<li value="6">To set up reminder notices for patrons whose accounts are due to expire, follow these steps:</li>
|
||||
</ol>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Select <b>Patron record expiration</b>.</li>
|
||||
<li value="2">Select or type the number of days before the registration expires that qualifies the patron to receive the notice.</li>
|
||||
</ol>
|
||||
<ol start="7">
|
||||
<li value="7">To set up reminder notices for patrons whose accounts are inactive, follow these steps:</li>
|
||||
</ol>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Select <b>Inactive patron</b>.</li>
|
||||
<li value="2">Select or type the elapsed number of days with no account activity that qualifies the patron to receive the notice.</li>
|
||||
</ol>
|
||||
<ol start="8">
|
||||
<li value="8">To set up missing part notices for patrons who return multi-part sets that are missing parts:</li>
|
||||
</ol>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Select <b> Missing part notice</b>.</li>
|
||||
<li value="2">Select the notification method.</li>
|
||||
<li value="3">Select <b>Send additional TXT message</b> if you want patrons to get an additional text message for missing parts.</li>
|
||||
<li value="4">If you want to change the default notification method of <b>Patron preference</b>, select a different option.</li>
|
||||
<li value="5">If you want to change the default notification library of <b>Patron's branch</b>, select a different option.</li>
|
||||
<li value="6">If you want to change the return address of <b>Use notification library</b>, select a <span style="font-size: 10pt; font-weight: bold;">Use optional address</span>, and select from the list.</li>
|
||||
</ol>
|
||||
<ol start="9">
|
||||
<li value="9">Click <b>Save</b> to save your settings and close the Notification options dialog box, or select another tab to set up another notice type.</li>
|
||||
</ol>
|
||||
<h4 style="font-style: italic;font-weight: bold;">Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Special announcements</span> - Using the Polaris E-Mail Manager, you can send special messages and announcements that are not part of the automated notification process. See <a href="Send_e-mail_special_announcements.htm#XREF_90741_Send_e_mail_notices">Send e-mail special announcements</a>.</li>
|
||||
<li><span class="FM_BulletHead">Generating e-mail notices</span> - See <a href="Delivering_Notices_By_E-mail.htm#XREF_12102_Delivering_Notices">Delivering Notices By E-mail</a>.</li>
|
||||
<li><span class="FM_BulletHead">Setting up text message notices</span> - See <a href="Delivering_Notices_by_Text_Message.htm#XREF_37603_Delivering_Notices">Delivering Notices by Text Message</a>.</li>
|
||||
</ul>
|
||||
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|
||||
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|
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|
||||
<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
|
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<div>
|
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<p align="center">
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services_Admin/PDPnotices/Set_up_fine_notices.htm">Open topic with navigation</a>
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<h1>Set Up Fine Notices</h1>
|
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<p><a name="kanchor5646"></a><a name="IX_setting_up_16"></a><a name="kanchor5647"></a><a name="IX_fine_notices_setting_up"></a>To set up fine notices:</p>
|
||||
<ol>
|
||||
<li value="1">In the Administration Explorer tree view, select <b>Parameters</b> for the organization, and click the <b>Notification</b> tab in the details view.</li>
|
||||
<li value="2">Double-click <b>Notification options</b>. The Notification Options dialog box - General tabbed page is displayed. Verify that the possible delivery methods have been specified. See <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm#XREF_68419_Set_up_notice">Set up notification methods, e-mail options, and export location</a>.</li>
|
||||
<li value="3">Click the <b>Fine</b> tab.</li>
|
||||
<li value="4">To enable fine notices, select <b>Fine</b>.</li>
|
||||
<li value="5">
|
||||
<p>Select <b>Export</b> if you export fine notices to an outside vendor for delivery. This option is available only if <b>Export</b> has been selected for a delivery method on the General tabbed page at the system or library level. See <a href="Managing_Notification.htm#TOC_Notification_Statistical">Exporting Notices to a Notification Service</a>.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If you export fine notices to an outside vendor for print delivery, the notification method must be set to <b>Print</b> 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, the system produces notices according to that method. If the method is set to <b>Patron Preference</b>, and the patron’s preference is set to <b>Print</b>, the notice is exported, but if the patron’s preference is e-mail or text message, that method is used. Fine notices cannot be delivered by phone.</p>
|
||||
</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6">
|
||||
<p>Select a delivery method in the <b>Notification Method</b> box. You can deliver fine notices by any of the methods you selected on the General tabbed page except phone. See <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm#XREF_68419_Set_up_notice">Set up notification methods, e-mail options, and export location</a>.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Fine notices cannot be delivered by telephone. If you set the method to <b>Patron Preference</b> and the patron’s preference is set to <b>Phone</b> in the patron record, the notice will be printed instead.</p>
|
||||
</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">Select <b>Send additional TXT message</b> if you want to send a text message notice to patrons’ mobile phones  <span class="FM_Emphasis">in addition to</span> the notification method you selected. A patron will receive the additional text message only if the <b>Additional TXT notice</b> option is checked in the patron record, the <b>TXT</b> box is checked for <b>Phone 1</b>, <b>Phone 2</b>, or <b>Phone 3</b>, and a carrier is specified for that phone number. If a patron registers or updates account information online through Polaris PowerPAC and supplies a phone number for text messages and a carrier, this option is automatically checked.</li>
|
||||
</ol>
|
||||
<p class="indent2">If you selected <b>Patron Preference</b> in the <b>Notification Method</b> box, patrons who have text messaging set as their preferred notification method in the patron record will receive text message notices only.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">Select the library that should generate the fine notice in the <b>Notification library</b> box.</li>
|
||||
</ol>
|
||||
<p class="indent2">The notification library is the library responsible for producing and sending the notice. For more information about how this selection affects which patrons and items are identified for fine processing, see <a href="Managing_Notification.htm#TOC_The_Notification_Library">The Notification Library</a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="9">
|
||||
<p>Set the return address for the notice in the <b>Return address</b> box:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p><b>Use notification library</b> - This option uses the address specified in the organization record for the notification library.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Select <b>Use optional address</b> if your notices are processed and sent from a central location.</p>
|
||||
</li>
|
||||
<li><b>Use optional address</b> - Select this option to set an address other than the notification library. If you select this option, select the organization whose address should appear on the notice.</li>
|
||||
</ul>
|
||||
</li>
|
||||
</ol>
|
||||
<ol start="10">
|
||||
<li value="10">
|
||||
<p>(Optional) Specify which user-defined field (UDF) to use for guardian (for patrons under the age of 18). See <a href="../PDPcollect/Using_a_Collection_Agency.htm#TOC_Reporting_Minors">Reporting Minors</a>. 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.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>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.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Set this value to one equal or greater than the <b>Second Level Fine</b> amount set in the Patron and Material Loan Limit table. See <a href="../PDPblocks/Defining_Loan_and_Request_Limit_Blocks.htm#XREF_15218_Defining_Loan">Defining Loan and Request Limit Blocks</a>.</p>
|
||||
</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="11">In the <b>Minimum balance</b> box, type the amount owed that a patron must exceed to receive a fine notice. For example, if the minimum balance is set at $50.00, a fine notice is generated when the patron owes more than $50.00.</li>
|
||||
<li value="12">
|
||||
<p>In the <b>Fine age (days)</b> box, specify the number of days old a fine must be to be included in the balance that triggers the fine notice.</p>
|
||||
<p class="NoteShade"><b>Example:<br /></b>The <b>Minimum Balance</b> is set to $25.00 and the <b>Fine Age</b> is set to 10 days. If the patron’s fines still exceed $25.00 10 days after the latest fine is incurred, the patron receives a fine notice.</p>
|
||||
<p class="indent2">If you use collection agency services, be sure the <b>Fine age (days)</b> setting is <span class="FM_Emphasis">less </span>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 <a href="../PDPcollect/Using_a_Collection_Agency.htm#XREF_19362_Using_a_Collection">Using a Collection Agency</a>.</p>
|
||||
</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="13">Click <b>Save</b> to save your settings and close the Notification options dialog box, or select another tab to set up another notice type.</li>
|
||||
</ol>
|
||||
<h4 style="font-weight: normal;font-style: normal;">Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li>Collection agency services - See <a href="../PDPcollect/Managing_Collection_Agency_Services.htm">Managing Collection Agency Services</a>.</li>
|
||||
<li><a name="kanchor5648"></a><a name="IX_Patron_Billing_Statement_5"></a><a name="kanchor5649"></a><a name="IX_Patron_Billing_Statement_4"></a><a name="kanchor5650"></a><a name="IX_Patron_Billing_Statement_3"></a><a name="kanchor5651"></a><a name="IX_printing_13"></a>Patron billing statement - The Patron Billing Statement is a notice that lists all the current charges on a specific patron’s account. You can print this notice for a specific patron or patrons, or on an organization basis, automatically printing a statement of current charges for each patron who owes an amount within a specified range. This notice is intended to help patrons understand exactly what they owe, and does not affect the notices queue in any way. See <a href="Print_patron_billing_statements.htm#XREF_34541_Print_patron">Print patron billing statements</a>.</li>
|
||||
<li>Generating printed notices - See <a href="Printing_Notices.htm#XREF_21888_Printing_Notices">Printing Notices</a>.</li>
|
||||
<li>Generating e-mail notices - See <a href="Delivering_Notices_By_E-mail.htm#XREF_12102_Delivering_Notices">Delivering Notices By E-mail</a>.</li>
|
||||
<li>Setting up text message notices - See <a href="Delivering_Notices_by_Text_Message.htm#XREF_37603_Delivering_Notices">Delivering Notices by Text Message</a>.</li>
|
||||
<li>Telephone notification - See <a href="../../Telephony_Admin/PTOutboundTel/Delivering_Notices_by_Phone_Outbound_Telephony.htm#XREF_71823_Managing">Delivering Notices by Phone (Outbound Telephony)</a>.</li>
|
||||
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<h1><a name="XREF_68419_Set_up_notice"></a>Set up notification methods, e-mail options, and export location</h1>
|
||||
<p><a name="kanchor4844"></a><a name="IX_exporting_setup"></a><a name="kanchor4845"></a><a name="IX_e_mail_addresses_setting"></a><a name="kanchor4846"></a><a name="IX_delivery_methods_setting"></a>To set up general notification options:</p>
|
||||
<ol>
|
||||
<li value="1">In the Administration Explorer tree view, select <b>Parameters</b> for the organization, and click the <b>Notification</b> tab in the details view.</li>
|
||||
<li value="2">Double-click <b>Notification options</b>. The Notification Options dialog box - General tabbed page opens.</li>
|
||||
<li value="3">In the <b>Notification method</b> area, select <em>all</em> the methods that this organization might use to deliver notices. Then make these additional settings as appropriate:
|
||||
|
||||
<ul><li>Select <b>Available in PAC</b> for each method that patrons should be able to choose when self-registering or updating account preferences from PAC.</li><li>(System and library level only) Select <b>Print</b> and <b>Export</b> if you export notices for print delivery. Select <b>Phone</b> and <b>Export</b> if you export notices for telephone notification.</li></ul></li>
|
||||
<li value="4">The method settings determine which delivery options are available for selection for specific types of notices.
|
||||
<p class="NoteShade"><b>Note:<br /></b>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 <b>Patron Preference</b> as a notification method, or <b>Supplier Preference</b> for serial claim notices, be sure to select the possible preference options in this list. See <a href="Managing_Notification.htm#TOC_Notice_Delivery_Methods">Notice Delivery Methods</a>. If you export print or telephone notices to an outside vendor, each branch must set the notification method to <b>Print</b> for all exported notice types if all branches’ notices should be exported.</p></li>
|
||||
<li value="5">To select the languages in which to send notices:
|
||||
|
||||
<p class="NoteShade"><a name="kanchor4847"></a><a name="IX_language_preference_in"></a><b>Note:<br /></b>Multi-lingual notices are a separately licensed feature. See <a href="Managing_Notification.htm#TOC_Exporting_Notices_to_a">Notification Language</a>. 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 (<b>Change Preferences</b> 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.</p><ol style="list-style-type: lower-alpha;"><li value="1">Click the <b>Languages</b> link. The Licensed Languages dialog box opens.</li><li value="2">Select the languages in which you will send notices, and click <b>OK</b>.
|
||||
<p class="NoteShade"><b>Note:<br /></b>The read-only <b>Licensed</b> 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.</p></li></ol></li>
|
||||
<li value="6"><a name="If"></a>If this organization sends any type of e-mail notices, set the following options in the <b>E-mail notice</b> area:
|
||||
<ul><li><b>From</b> - Type the library e-mail address that should appear in the From field of the e-mail notice.</li><li><b>Reply-to</b> - Type the library e-mail address that should appear in the Reply to field of the e-mail notice.</li><li><b>E-mail address to use</b> - To use only the primary e-mail address specified in the patron record, select <b>Use E-mail address only</b>. 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 <b>Use both E-mail and Alt E-mail</b>.
|
||||
</li></ul></li>
|
||||
<li value="7"><a name="kanchor4848"></a><a name="IX_e_mail_summary_report"></a>For e-mail notices, if you want Polaris to send the notice processing report to a staff member, set these options:
|
||||
<ul><li>Select <b>Send report for e-mail notice processing</b>.
|
||||
<p class="NoteShade"><b>Tip:<br /></b>The summary report is also available from the Report Manager. Select <b>Utilities, Reports and Notices</b> on the Polaris Shortcut Bar to open the Report Manager. In the Report Manager, select <b>Notices, Email, Email_SummaryReport</b>.
|
||||
</p></li><li>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 (<b>;</b>). The maximum number of characters is 255.</li></ul></li>
|
||||
<li value="8"><a name="(System"></a>(System level only) If you have a contract with an outside vendor to send print notices, supply information in the following <b>Print Export</b> fields:
|
||||
<ul type="disc"><li><b>FTP Server URI</b> - Type the full Internet address of the vendor’s FTP server. Your exported notice file will be sent to this address.</li><li><b>Logon Name</b> - Type the logon name for the vendor’s FTP server.</li><li><b>Password</b> - Type the password for the vendor’s FTP server.</li><li><b>Save a local copy</b> - 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 <b>C:\ProgramData\Polaris\[version]\Logs\EXPORTNOTICES\Reports</b></li></ul><p class="NoteShade"><b>Note:<br /></b>Local copies are not automatically deleted. You may want to purge them periodically.</p><p class="indent2">If you leave this option unchecked, the notice file is saved in <b>C:\ProgramData\Polaris\[version]\Temp</b> on the Polaris server for FTP transmission.</p></li>
|
||||
<li value="9">(System level only) If you have a contract with an outside vendor to send phone notices, supply information in the following <b>Phone Export</b> fields:
|
||||
|
||||
<ul><li><b>FTP Server URI</b> - Type the full Internet address of the vendor’s FTP server. Your exported notice file will be sent to this address.</li><li><b>Logon Name</b> - Type the logon name for the vendor’s FTP server.</li><li><b>Password</b> - Type the password for the vendor’s FTP server.</li><li><b>Save a local copy</b> - 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 <b>C:\ProgramData\Polaris\[version]\Logs\EXPORTNOTICES\Reports</b></li></ul><p class="NoteShade"><b>Note:</b><br />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 <b>C:\ProgramData\Polaris\[version]\Temp</b> on the Polaris server for FTP transmission.
|
||||
</p><p class="NoteShade"><b>Note:</b><br /> If you export print notices to one vendor and phone notices to a different vendor, you can specify different <b>Export</b> settings for each method.</p></li>
|
||||
<li value="10">Click <b>Save</b> to save your settings and close the Notification options dialog box, or select another tab to set up a specific notice type.</li>
|
||||
</ol>
|
||||
<!--End top-level ordered list-->
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li><a href="Overdue_Notices_Bills_and_Combined_Notices.htm#XREF_22538_Defining_Overdue">Overdue, Missing Part, Combined Notices and Bills</a>
|
||||
</li>
|
||||
<li><a href="Fine_Notices.htm#XREF_43049_Setting_Up_Fine">Fine Notices</a>
|
||||
</li>
|
||||
<li><a href="Request_Pick-Up_Second_Pick-Up_Cancelled_Request_Notices.htm#XREF_77135_Using_Hold_Request">Request Pick-Up, Second Pick-Up, & Cancelled Request Notices</a>
|
||||
</li>
|
||||
<li><a href="Reminder_Notices.htm#XREF_73812_Setting_Up">Reminder Notices</a>
|
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<MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online"><a href="../../Serials_Admin/PDKserial/Setting_Up_Routing.htm#XREF_78525_Defining_Route">Setting Up Routing</a>
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<MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online"><a href="../../Serials_Admin/PDKserial/Setting_Up_Serials_Claiming.htm#XREF_85491_Setting_Up_Serials">Setting Up Serials Claiming</a>
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<h1><a name="XREF_85422_Set_up_overdue"></a>Set up overdue notices, bills, and combined notices</h1>
|
||||
<p><a name="kanchor3825"></a><a name="IX_setting_up_12"></a><a name="kanchor3826"></a><a name="IX_combined_setting_up"></a><a name="kanchor3827"></a><a name="IX_setting_up_11"></a><a name="kanchor3828"></a><a name="IX_bills_setting_up"></a><a name="kanchor3829"></a><a name="IX_setting_up_10"></a><a name="kanchor3830"></a><a name="IX_overdue_setting_up"></a>To set up overdue notices, bills, and combined notices:</p>
|
||||
<ol>
|
||||
<li value="1">In the Administration Explorer tree view, select <b>Parameters</b> for the organization, and click the <b>Notification</b> tab in the details view.</li>
|
||||
<li value="2">Double-click <b>Notification options</b>. The Notification Options dialog box - General tabbed page appears. Verify that the possible <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm">delivery methods</a> have been specified. </li>
|
||||
<li value="3">Click the <b>Overdue & Bill</b> tab.</li>
|
||||
<li value="4">If you send <a href="Overdue_Notices_Bills_and_Combined_Notices.htm#TOC_Overdue_Notices">overdue notices</a>, select <b>Overdue</b>.</li>
|
||||
<li value="5">In the <b>Overdue</b> section, select <b>Export</b> if you export overdue notices to an outside vendor for delivery. This option is available only if <b>Export</b> has been selected for a delivery method on the General tabbed page at the system or library level. See <a href="Managing_Notification.htm#TOC_Notification_Statistical">Exporting Notices to a Notification Service</a>.</li>
|
||||
<li value="6">
|
||||
<p>In the <b>First overdue</b> section, set the options for first overdue notices:</p>
|
||||
<ol>
|
||||
<li value="1">
|
||||
<p>In the <b>Notice interval </b>box, 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.</p>
|
||||
</li>
|
||||
<li value="2">
|
||||
<p>To include claimed items in overdue notice processing, select <b>Include claimed items</b>.</p>
|
||||
</li>
|
||||
<li value="3">
|
||||
<p>Select a delivery method in the <b>Notification Method</b> box.</p>
|
||||
<p>You can deliver overdue notices by any of the <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm">methods</a> you selected on the General tabbed page.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If you export overdue notices to an outside vendor for print delivery, the notification method must be set to <b>Print</b> 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 <b>Patron Preference</b>, and the patron’s preference is set to <b>Print</b>, the notice is exported, but if the patron’s preference is e-mail, phone, or text message, that method is used.</p>
|
||||
</li>
|
||||
<li value="4">
|
||||
<p>Select <b>Send additional TXT message</b> if you want to send a text message notice to patrons’ mobile phones <span class="FM_Emphasis">in addition to</span> the notification method you selected. A patron will receive the additional text message only if the <b>Additional TXT notice</b> option is checked in the patron record, the <b>TXT</b> box is checked for <b>Phone 1</b>, <b>Phone 2</b>, or <b>Phone 3</b>, and a carrier is specified for that phone number. If a patron registers or updates account information online through Polaris PowerPAC and supplies a phone number for text messages and a carrier, this option is automatically checked.</p>
|
||||
<p>If you selected <b>Patron Preference</b> in the <b>Notification Method</b> box, patrons who have text messaging set as their preferred notification method in the patron record will receive text message notices only.</p>
|
||||
</li>
|
||||
<li value="5">
|
||||
<p>Select the library that should generate the overdue notice in the <b>Notification library</b> box.</p>
|
||||
<p>The notification library is the library responsible for producing and sending the notice. For more information about how this selection determines which patrons and items are identified for overdue notice processing, see <a href="Managing_Notification.htm#TOC_The_Notification_Library">The Notification Library</a>.</p>
|
||||
</li>
|
||||
<li value="6">
|
||||
<p>Set the return address for the notice in the <b>Return address</b> box:</p>
|
||||
<ul>
|
||||
<li><b>Use notification library</b> - This option uses the address specified in the organization record for the notification library.</li>
|
||||
<li><b>Use optional address</b> - Select this option to set an address other than the notification library if your library uses a central location to process and send notices. If you select this option, select the organization whose address should appear on the notice.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the notification library is set to <b>Item’s branch</b> or <b>Transacting branch</b>, and the return address is set to <b>Use notification library</b>, the return address on the notices is that of the item branch or transacting branch. If you want the return address to be your own, select <b>Use optional address</b> and choose your own branch.</p>
|
||||
</li>
|
||||
</ol>
|
||||
</li>
|
||||
<li value="7">
|
||||
<p>If you send second overdue notices, set the interval and method in the <b>Second overdue</b> section.</p>
|
||||
<p>To prevent Polaris from generating an overdue notice for a particular overdue level, as well as the overdue levels that follow it, set the overdue level to zero (<b>0</b>). For example, if you do not want to send second and third overdue notices, set the <b>Notice interval</b> for the second overdue to <b>0</b>.</p>
|
||||
<p>The interval is measured from the point when the item status changed to overdue, not from the first overdue notice. The method and settings can be different from the first overdue notice settings. The notification library, return address, and claimed items settings are the same as the first overdue notice settings.</p>
|
||||
</li>
|
||||
<li value="8">
|
||||
<p>If you send third overdue notices, set the interval and method in the <b>Third overdue</b> section.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you do not send third overdue notices, set the <b>Notice interval</b> for the third overdue to <b>0</b>.</p>
|
||||
<p>The interval is measured from the point when the item status changed to overdue, not from the second overdue notice. The method settings can be different from the first and second overdue notice settings. The notification library, return address, and claimed items settings are the same as the first overdue notice settings.</p>
|
||||
</li>
|
||||
<li value="9">
|
||||
<p>If you send <a href="Overdue_Notices_Bills_and_Combined_Notices.htm">bills</a>, select <b>Bill</b>, and set the following options:</p>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Select <b>Export</b> if you export bills to an outside vendor for delivery. This option is available only if <b>Export</b> has been selected for a delivery method on the General tabbed page at the system level. Bills cannot be exported for telephone notification.</li>
|
||||
<li value="2">
|
||||
<p>In the <b>Notice interval </b>box, 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 billing notice.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Coordinate this setting with your interval settings for overdue notices.</p>
|
||||
</li>
|
||||
<li value="3">
|
||||
<p>Select a delivery method in the <b>Notification Method</b> box.</p>
|
||||
<p>You can deliver bills by print, e-mail, or text message if you have selected the method on the General tabbed page. See <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm#XREF_68419_Set_up_notice">Set up notification methods, e-mail options, and export location</a>.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Bills cannot be delivered by telephone. If you set the method to <b>Patron Preference</b> and the patron’s preference is set to <b>Phone</b> in the patron record, the notice will be printed instead.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If you export billing notices to an outside vendor for print delivery, the notification method must be set to <b>Print</b> 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, the system produces notices according to that method. If the method is set to <b>Patron Preference</b>, and the patron’s preference is set to <b>Print</b>, the notice is exported, but if the patron’s preference is e-mail or text message, that method is used.</p>
|
||||
</li>
|
||||
<li value="4">
|
||||
<p>Select <b>Send additional TXT message</b> if you want to send a text message notice to patrons’ mobile phones  <span class="FM_Emphasis">in addition to</span> the notification method you selected. A patron will receive the additional text message only if the <b>Additional TXT notice</b> option is checked in the patron record, the <b>TXT</b> box is checked for <b>Phone 1</b>, <b>Phone 2</b>, or <b>Phone 3</b>, and a carrier is specified for that phone number. If a patron registers or updates account information online through Polaris PowerPAC and supplies a phone number for text messages and a carrier, this option is automatically checked.</p>
|
||||
<p>If you selected <b>Patron Preference</b> in the <b>Notification Method</b> box, patrons who have text messaging set as their preferred notification method in the patron record will receive text message notices only.</p>
|
||||
</li>
|
||||
<li value="5">
|
||||
<p>Select the library to generate the bill in the <b>Notification library</b> box.</p>
|
||||
<p>The notification library is the library responsible for producing and sending the notice. For more information about how this selection affects which patrons and items are identified for bill processing, see <a href="Managing_Notification.htm#TOC_The_Notification_Library">The Notification Library</a>.</p>
|
||||
</li>
|
||||
<li value="6">
|
||||
<p>Set the return address for the bill in the <b>Return address</b> box:</p>
|
||||
<ul>
|
||||
<li>Use notification library - This option uses the address specified in the organization record for the notification library.</li>
|
||||
<li>Use optional address - Select this option to set an address other than the notification library if your notices are processed and sent from a central location. If you select this option, select the organization whose address should appear on the notice.</li>
|
||||
</ul>
|
||||
</li>
|
||||
</ol>
|
||||
</li>
|
||||
<li value="10">
|
||||
<p>To send combined notices (see <a href="Overdue_Notices_Bills_and_Combined_Notices.htm#XREF_62533_Combined_Notices">Combined Notices</a>), select <b>Combine patron notices</b> and set the delivery method. </p>
|
||||
<p>You can deliver combined notices by any of the methods you selected on the General tabbed page. See <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm#XREF_68419_Set_up_notice">Set up notification methods, e-mail options, and export location</a>.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If <b>Combine patron notices</b> is not checked, combined e-mail notices are not automatically generated. However, the option is displayed and functions from the Polaris Reports utility.</p>
|
||||
</li>
|
||||
<li value="11">Click <b>Save</b> to save your settings and close the Notification options dialog box, or select another tab to set up another notice type.</li>
|
||||
</ol>
|
||||
<h4 style="font-style: italic;font-weight: bold;">Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li>Prevent a specific patron from receiving overdue notices - Select the <b>Exclude from overdue notice</b> checkbox on the Patron Registration workform - General view. See <a href="../../Patron_Services/PPregstr/Add_general_data_to_a_patron_record.htm#XREF_61641_Add_general_data">Add general data to a patron record</a>.</li>
|
||||
<li>Prevent a specific patron from receiving bills - Select <b>Exclude from billing</b> on the Patron Registration workform - General view. See <a href="../../Patron_Services/PPregstr/Add_general_data_to_a_patron_record.htm#XREF_61641_Add_general_data">Add general data to a patron record</a>.</li>
|
||||
<li><a name="kanchor3831"></a><a name="IX_Patron_Billing_Statement_2"></a><a name="kanchor3832"></a><a name="IX_Patron_Billing_Statement_1"></a><a name="kanchor3833"></a><a name="IX_Patron_Billing_Statement"></a><a name="kanchor3834"></a><a name="IX_printing_12"></a>Patron billing statement - The Patron Billing Statement is a notice that lists all the current charges on a specific patron’s account. You can print this notice for a specific patron or patrons, or on an organization basis, automatically printing a statement of current charges for each patron who owes an amount within a specified range. This notice is intended to help patrons understand exactly what they owe, and does not affect the notices queue in any way. See <a href="Print_patron_billing_statements.htm#XREF_34541_Print_patron">Print patron billing statements</a>.</li>
|
||||
<li>Setting circulation blocks - See<span class="FM_BulletHead"> </span><a href="../PDPblocks/Defining_Circ_and_Request_Limit_Blocks.htm">Defining Circ and Request Limit Blocks</a>.</li>
|
||||
<li>Generating printed notices - See<span class="FM_BulletHead"> </span><a href="Printing_Notices.htm#XREF_21888_Printing_Notices">Printing Notices</a>.</li>
|
||||
<li>Generating e-mail notices - See<span class="FM_BulletHead"> </span><a href="Delivering_Notices_By_E-mail.htm#XREF_12102_Delivering_Notices">Delivering Notices By E-mail</a>.</li>
|
||||
<li>Setting up text message notices - See <a href="Delivering_Notices_by_Text_Message.htm#XREF_37603_Delivering_Notices">Delivering Notices by Text Message</a>.</li>
|
||||
<li>Telephone notification - See <span class="FM_BulletHead"> </span><MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online"><a href="../../Telephony_Admin/PTOutboundTel/Delivering_Notices_by_Phone_Outbound_Telephony.htm#XREF_71823_Managing">Delivering Notices by Phone (Outbound Telephony)</a>.</MadCap:conditionalText></li>
|
||||
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services_Admin/PDPnotices/Set_up_request_pick-up_second_pick-up_cancelled_request_notices.htm">Open topic with navigation</a>
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<h1><a name="XREF_37167_Set_up_hold"></a>Set up request pick-up, second pick-up, and cancelled request notices</h1>
|
||||
<p><a name="kanchor1953"></a><a name="IX_setting_up_15"></a><a name="kanchor1954"></a><a name="IX_cancelled_request"></a><a name="kanchor1955"></a><a name="IX_setting_up_14"></a><a name="kanchor1956"></a><a name="IX_setting_up_13"></a><a name="kanchor1957"></a><a name="IX_hold_request_setting_up"></a>These notices are sent according to the settings of the request’s pick-up library. To set up hold request pick-up notices and canceled request notices:</p>
|
||||
<ol>
|
||||
<li value="1">In the Administration Explorer tree view, select <b>Parameters</b> for the organization, and click the <b>Notification</b> tab in the details view.</li>
|
||||
<li value="2">Double-click <b>Notification options</b>. The Notification Options dialog box - General tabbed page is displayed. Verify that the possible delivery methods have been specified. See <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm#XREF_68419_Set_up_notice">Set up notification methods, e-mail options, and export location</a>.</li>
|
||||
<li value="3">Click the <b>Hold Request & Cancellation</b> tab.</li>
|
||||
<li value="4">
|
||||
<p>To enable request pick-up notices:</p>
|
||||
<ol>
|
||||
<li value="1">
|
||||
Select <b>Request</b>.
|
||||
</li>
|
||||
<li value="2">
|
||||
<p>Select <b>Export</b> if you export request notices to an outside vendor for delivery. This option is available only if <b>Export</b> has been selected for a delivery method on the General tabbed page at the system or library level. See <a href="Managing_Notification.htm#TOC_Notification_Statistical">Exporting Notices to a Notification Service</a>.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If you export request notices to an outside vendor for print delivery, the notification method must be set to <b>Print</b> at the system, library, and branch levels 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 <b>Patron Preference</b>, and the patron’s preference is set to <b>Print</b>, the notice is exported, but if the patron’s preference is e-mail, phone, or text message, that method is used.</p>
|
||||
</li>
|
||||
<li value="3">
|
||||
Select a delivery method in the <b>Notification Method</b> box. You can deliver request notices by any of the methods you selected on the General tabbed page. See <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm#XREF_68419_Set_up_notice">Set up notification methods, e-mail options, and export location</a>.
|
||||
</li>
|
||||
<li value="4">
|
||||
<p>
|
||||
Select <b>Send additional TXT message</b> if you want to send a text message notice to patrons’ mobile phones  <span class="FM_Emphasis">in addition to</span> the notification method you selected. A patron will receive the additional text message only if the <b>Additional TXT notice</b> option is checked in the patron record, the <b>TXT</b> box is checked for <b>Phone 1</b>, <b>Phone 2</b>, or <b>Phone 3</b>, and a carrier is specified for that phone number. If a patron registers or updates account information online through Polaris PowerPAC and supplies a phone number for text messages and a carrier, this option is automatically checked.
|
||||
</p>
|
||||
<p>If you selected <b>Patron Preference</b> in the <b>Notification Method</b> box, patrons who have text messaging set as their preferred notification method in the patron record will receive text message notices only.<![CDATA[ ]]></p>
|
||||
</li>
|
||||
</ol>
|
||||
</li>
|
||||
<li value="5">
|
||||
<p>To enable second pick-up notices, follow these steps:</p>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Select <b>2nd hold notice</b>.</li>
|
||||
<li value="2">
|
||||
<p>Select the delivery method. You can deliver request notices by any of the methods you selected on the General tabbed page. See <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm#XREF_68419_Set_up_notice">Set up notification methods, e-mail options, and export location</a>. The default setting is <b>Patron Preference</b>.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you export the regular hold request notice to a third-party service, the second hold notice is also exported.</p>
|
||||
</li>
|
||||
<li value="3">Select <b>Send additional TXT message</b> if you want to send a text message notice to patrons’ mobile phones <span class="FM_Emphasis">in addition to</span> the notification method you selected. </li>
|
||||
<li value="4">Set the <b>Notice Interval</b> for the number of days to wait from the date the request became Held before sending the second notice. The count includes the date held. For example, if the item was Held on the 1st of the month and the interval is set to 3 days (the default), the notice is sent on the 3rd. See <a href="Request_Pick-Up_Second_Pick-Up_Cancelled_Request_Notices.htm#XREF_32658_Second_Pick_Up">Second Pick-Up Notices</a> for more details about second request processing.</li>
|
||||
</ol>
|
||||
</li>
|
||||
<li value="6">
|
||||
<p>To enable cancelled request notices, follow these steps:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you export request pick-up notices, and enable cancelled request notices, these are also exported.</p>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Select a delivery method in the <b>Notification Method</b> box. You can deliver cancelled request notices by any of the methods you selected on the General tabbed page. See <a href="Set_up_notification_methods_e-mail_options_and_export_location.htm#XREF_68419_Set_up_notice">Set up notification methods, e-mail options, and export location</a>.</li>
|
||||
<li value="2">
|
||||
<p>Select <b>Send additional TXT message</b> if you want to send a text message notice to patrons’ mobile phones  <span class="FM_Emphasis">in addition to</span> the notification method you selected. A patron will receive the additional text message only if the <b>Additional TXT notice</b> option is checked in the patron record, the <b>TXT</b> box is checked for <b>Phone 1</b>, <b>Phone 2</b>, or <b>Phone 3</b>, and a carrier is specified for that phone number. If a patron registers or updates account information online through Polaris PowerPAC and supplies a phone number for text messages and a carrier, this option is automatically checked.</p>
|
||||
<p>If you selected <b>Patron Preference</b> in the <b>Notification Method</b> box, patrons who have text messaging set as their preferred notification method in the patron record will receive text message notices only.</p>
|
||||
</li>
|
||||
</ol>
|
||||
</li>
|
||||
<li value="7">
|
||||
<p>To enable ebook hold notices, select <b>Ebook request</b>, and select a notification method (e-mail, TXT, or both). See <a href="Request_Pick-Up_Second_Pick-Up_Cancelled_Request_Notices.htm#XREF_86167_Notices">Notices for Integrated Ebook Requests</a>.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you select <b>Both</b> 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.</p>
|
||||
</li>
|
||||
<li value="8">
|
||||
<p>To enable notices for cancelled ebook requests, select <b>Cancelled ebook request</b>, and select a notification method. See <a href="Request_Pick-Up_Second_Pick-Up_Cancelled_Request_Notices.htm#XREF_86167_Notices">Notices for Integrated Ebook Requests</a>.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you select <b>Both</b> 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.</p>
|
||||
</li>
|
||||
<li value="9">Click <b>Save</b> to save your settings and close the Notification options dialog box, or select another tab to set up another notice type.</li>
|
||||
</ol>
|
||||
<h4 style="font-style: italic;font-weight: bold;">Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Prevent a specific patron from receiving request notices</span> - Select the <b>Exclude from hold notice</b> checkbox on the Patron Registration workform - General view. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Patron_Services/PPregstr/Add_general_data_to_a_patron_record.htm#XREF_61641_Add_general_data">Add general data to a patron record</a>.</MadCap:conditionalText></li>
|
||||
<li><span class="FM_BulletHead">Setting up requests processing</span> - See <a href="../PDPrequests/Setting_Up_Holds_and_ILL_Request_Processing.htm">Setting Up Holds and ILL Request Processing</a>.</li>
|
||||
<li><span class="FM_BulletHead">Processing requests</span> - <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Patron_Services/PPill/Working_with_Interlibrary_Loans.htm#XREF_12272_Working_with">Working with Interlibrary Loans</a>.</MadCap:conditionalText></li>
|
||||
<li><span class="FM_BulletHead">Generating printed notices</span> - See <a href="Printing_Notices.htm#XREF_21888_Printing_Notices">Printing Notices</a>.</li>
|
||||
<li><span class="FM_BulletHead">Generating e-mail notices</span> - See <a href="Delivering_Notices_By_E-mail.htm#XREF_12102_Delivering_Notices">Delivering Notices By E-mail</a>.</li>
|
||||
<li><span class="FM_BulletHead">Setting up text message notices</span> - See <a href="Delivering_Notices_by_Text_Message.htm#XREF_37603_Delivering_Notices">Delivering Notices by Text Message</a>.</li>
|
||||
<li><span class="FM_BulletHead">Telephone notification</span> - <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Telephony_Admin/PTOutboundTel/Delivering_Notices_by_Phone_Outbound_Telephony.htm#XREF_71823_Managing">Delivering Notices by Phone (Outbound Telephony)</a>.</MadCap:conditionalText></li>
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<h1><a name="XREF_42530_Specifying"></a>Specify available carriers for phone and text messages</h1>
|
||||
<p><a name="kanchor1304"></a><a name="IX_setup_for_mobile_phone"></a><a name="kanchor1305"></a><a name="IX_carriers_setting_up"></a><a name="kanchor1306"></a><a name="IX_text_messaging_carrier"></a>You set up the list of possible mobile phone carriers for conventional phone and text messages in Polaris Administration. The carriers you specify are then available for selection in the Patron Registration workform and when patrons register or update their account information from the PAC. </p>
|
||||
<p>To set up text message carriers:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You need the system-level System Administration permission <b>Modify mobile phone carriers: Allow</b> to work with this table.</p>
|
||||
<ol>
|
||||
<li value="1">In the Administration Explorer tree view, open the <b>Database Tables</b> folder for the system, and select <b>Mobile Phone Carriers</b>. The Mobile Phone Carriers table is displayed in the details view.</li>
|
||||
<li value="2">To add a carrier, click <img alt="btnInsert.gif" style="width: 28;height: 18;" src="btnInsert_28x18.gif" class="imginline" /> to display the Insert Mobile Phone Carriers dialog box.</li>
|
||||
<li value="3">Type the carrier display name in the <b>Carrier Name</b> box (100 characters maximum). This name will appear in the drop-down list of carriers on the Patron Registration workform and the PAC self-registration and contact information update forms.</li>
|
||||
<li value="4">Type the carrier’s SMS (text messaging) address in the <b>SMS Address</b> box (100 characters maximum). Addresses must include the @ sign, which can appear anywhere in the field. This exact address will be used to send text message notices to patrons who use this carrier.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Examples:<br /></b>AT&T - <b>@txt.att.net<br /></b>Verizon - <b>@vtext.com<br /></b>T-Mobile - <b>@tmomail.net</b></p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">Set the <b>Display</b> setting to <b>Yes</b> to display this carrier in the lists of carriers, and click <b>OK</b> on the dialog box. The Mobile Phone Carriers database table appears with the new carrier entry. The status bar indicates that the modification is pending.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Polaris provides a list of common carriers in the table. Use this method to suppress a carrier that you do not want to display for selection.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6">To change a display setting, follow these steps:</li>
|
||||
</ol>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Select the carrier and click <img alt="ModIcon.gif" style="margin-bottom: -6.000pt;width: 28;height: 27;" id="image25" src="ModIcon_28x27.gif" />. The Modify Mobile Phone Carriers dialog box appears.</li>
|
||||
<li value="2">Set the <b>Display</b> setting to <b>Yes</b> or <b>No</b>, and click <b>OK</b> on the dialog box.</li>
|
||||
</ol>
|
||||
<ol start="7">
|
||||
<li value="7">Select <b>File </b>><b> Save</b> to save your changes. The status bar indicates that the record is saved. New carriers are available as options for every organization in the system.</li>
|
||||
</ol>
|
||||
<h4 style="font-style: italic;font-weight: bold;"><a name="XREF_57743_Related_Topics"></a>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor1307"></a><a name="IX_modifying_entries_22"></a><span class="FM_BulletHead">Modify a table entry</span> - Select an entry, click <img alt="ModIcon00515.gif" style="margin-bottom: -6.000pt;width: 28;height: 27;" id="image26" src="ModIcon00515_28x27.gif" />, and edit the entry. To delete an entry, select the entry and click <img alt="btnDelete.gif" style="margin-bottom: -4.000pt;width: 28;height: 27;" id="image27" src="btnDelete_28x27.gif" />. </li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the modification or deletion would cause an existing setting to be invalid in a patron record, you receive a warning message when you attempt to save your changes. If you choose to continue, the carrier is set to <b>None</b> in the patron record and text message notices will not be delivered.</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Setting patron self-registration options</span> - <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Public_Access_Admin/PDOPatAcc/Setting_Patron_Account_Options.htm#XREF_68457_Setting_Patron">Setting Patron Account Options</a>.</MadCap:conditionalText></li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
||||
<div id="footer">
|
||||
<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
|
||||
]]></div>
|
||||
<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
|
||||
<div>
|
||||
<p align="center">
|
||||
<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
|
||||
/*]]>*/</script>
|
||||
</p>
|
||||
</div>
|
||||
</div>
|
||||
</body>
|
||||
</html>
|
||||
Reference in New Issue
Block a user