[Wactclc-alma] How to send Alma letters to a patron without email address

[Dale Burke]

Wade,

If you choose the method you are talking about is there a way to easily
tell which notices have been emailed so that it would be easy to weed them
out of the total printed?

Dale Burke
Technical Services Librarian
20000 68th Ave. W
Lynnwood, WA  98036
425-640-1526

dburke at email.edcc.edu

On Wed, Nov 8, 2017 at 9:48 AM, Anderson, John W. <johna at bigbend.edu> wrote:

> Here at Big Bend we have the notices set to both and the printed notices
> go to an email address the Tech department set up for us, which is what we
> have selected as our printer.  When the notices get “printed” they actually
> just go to an email account which Tim and I have access to, then we can see
> who has what and what level of notice they have and can individually print
> out those that do not have email accounts.
>
> We have a 7 day notice, that we then block in the admin system so they
> cannot get their grades or register for classes unless they make
> arrangements with us or bring the books back.
>
> 14 day notice, just a reminder, I usually delete this one from the email.
>
> 30 notice gets printed out and the user gets called to remind them and
> that if they don’t get the materials back or paid for, they will eventually
> get sent to collection.
>
>
>
> This seems to work pretty well for us.
>
>
>
> John
>
>
>
>
>
> *From:* Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] *On
> Behalf Of *Guidry, Wade
> *Sent:* Wednesday, November 8, 2017 9:32 AM
>
> *To:* 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
> *Subject:* Re: [Wactclc-alma] How to send Alma letters to a patron
> without email address
>
>
>
> Just to be clear about Alma functionality…
>
>
>
> In the overdue and lost loan profile, if you select “both” for “letter
> send format”, then emails will be sent to patrons with preferred email
> addresses. And letters will be printed for **all** patrons covered by
> that profile (even those with preferred email addresses).
>
>
>
> And when you select “both”, you can also select which configured printer
> to print the notices to.
>
>
>
> https://knowledge.exlibrisgroup.com/Alma/Knowledge_Articles/%22Letter_
> Send_Format%22_functionality_when_configuring_Overdue_and_
> Lost_Loan_Profiles
>
>
>
> The issue, if you have email addresses for lots, but not all, of your
> users, is that configuring “letter send format” to both prints out a lot of
> notices that will be emailed anyway.
>
>
>
>
>
>
>
>
>
>
>
> [image: Title: Big Bend Community College Logo]
>
> *Wade Guidry*
>
> *Library Consortium Services Manager*
>
> *Big Bend Community College*
>
> *wadeg at bigbend.edu <wadeg at bigbend.edu>*
>
> *509.760.4474 <(509)%20760-4474>*
>
> *www.bigbend.edu* <http://www.bigbend.edu/>
>
> *Big Bend Community College • 7662 Chanute Street NE
> <https://maps.google.com/?q=7662+Chanute+Street+NE+%E2%80%A2+Moses+Lake,+WA+98837&entry=gmail&source=g>•
> Moses Lake, WA 98837
> <https://maps.google.com/?q=7662+Chanute+Street+NE+%E2%80%A2+Moses+Lake,+WA+98837&entry=gmail&source=g>-3299*
>
>
>
> WACTCLC Alma Instance: Alma NA02 <http://status.exlibrisgroup.com/>
>
> WACTCLC Primo Instance: Primo NA08 <http://status.exlibrisgroup.com/>
>
>
>
> *From:* Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu
> <wactclc-alma-bounces at lists.ctc.edu>] *On Behalf Of *Thomas, Kirsti
> *Sent:* Tuesday, November 7, 2017 6:55 PM
> *To:* WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
> *Subject:* Re: [Wactclc-alma] How to send Alma letters to a patron
> without email address
>
>
>
> If there's no email address in the account at all, then Alma doesn't even
> generate a notice that can be printed after the fact.  I know this because
> we've got over 8000 patron records with no email addresses.  Whee.
>
>
>
> I've developed a two-pronged approach to dealing with this situation--
> although we've only finished implementing one prong so far.
>
>
>
> Prong 1: I have a report in Alma Analytics of all user accounts with no
> email addresses.  Ex Libris staff created the report for us during
> migration.  I can move it into a shared folder if other people want to use
> it.  I use this report to add an internal Manual Block to user records
> without email addresses.  I don't have documentation for this process, but
> it's something that I could explain in a phone call to anyone who's
> interested.
>
>
>
> When a patron with one of these manual blocks tries to check out something
> from any circulation desk, circ staff see a pop-up telling them to add an
> email address to the record.  The block is overrideable by all levels of
> circ staff, including circ students.  It functions more as a pop-up notice
> than an actual block, allowing people to check out materials even if we
> have no email address for them.
>
>
>
> The email address has to be added in a specific way to keep it from being
> overwritten by the daily patron load.  We have instructions we can share.
>
>
>
>
>
> Prong 2: This is the bit that we haven't finalized.  We're going to write
> up a boilerplate notice in Word that we can send out to any patron that
> simply says something like "You have overdue library materials. Please
> return them as soon as possible. You can view you library account to see a
> list of items currently checked out to you here…"  The letter won't contain
> any information about  what specific items are overdue or lost.  We won't
> even put the patron name and contact info on the letter.  We'll just have
> circ staff put the notice in an envelope as-is and manually copy the
> address from the patron record to print an address label. We probably won't
> bother sending these out for overdues, just for lost items.
>
>
>
> Hope this helps.
>
>
>
>
>
> It will be ok!
>
>
>
> Kirsti S. Thomas
>
> Library Technical Services Manager
>
> Seattle Colleges
>
> kirsti.thomas at seattlecolleges.edu
>
>
>
>
>
>
>
>
>
>
>
>
>
> *From:* Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu
> <wactclc-alma-bounces at lists.ctc.edu>] *On Behalf Of *Nadine Pavlov
> *Sent:* Tuesday, November 07, 2017 13:54
> *To:* wactclc-alma at lists.ctc.edu
> *Subject:* [Wactclc-alma] How to send Alma letters to a patron without
> email address
>
>
>
> Hi there,
>
> We send Alma letters to our patrons via email. It happened we don’t have
> an email address for one of our community member.  So they don’t receive
> the overdue/lost notifications. And I don’t really want to change the
> settings for the notifications to be send to the printer for all patrons.
> Does anyone know if it is possible to send a notification letter to the
> printer just for a specific patron? Or, anything else can be done to get
> the notification for this guy?
>
>
>
> Thank you for your help!
>
> Nadine - Green River College
>
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