[Wactclc-alma] How to send Alma letters to a patron without email address
Dale Burke
dburke at email.edcc.edu
Thu Nov 9 13:18:33 PST 2017
Wade,
Thanks. We will try doing this; however, we don't use Outlook, we use
gmail, so I will search to see if we can also do something in gmail.
Dale Burke
Technical Services Librarian
20000 68th Ave. W
Lynnwood, WA 98036
425-640-1526
dburke at email.edcc.edu
On Thu, Nov 9, 2017 at 11:21 AM, Guidry, Wade <WadeG at bigbend.edu> wrote:
> Just to follow up on Dale’s question…
>
>
>
> I confirmed in one of the sandboxes just now that the patron email address
> can be included in the message body.
>
>
>
> All you have to do is add the line in bold below to the Sender Receiver
> Letter XSL under “customize letters”
>
>
>
> <table>
>
> <xsl:attribute name="style">
>
> <xsl:call-template
> name="listStyleCss" /> <!-- style.xsl -->
>
> </xsl:attribute>
>
> <tr><td><b><xsl:value-of
> select="receivers/receiver/user/first_name"/> <xsl:value-of
> select="receivers/receiver/user/last_name"/></b></td></tr>
>
> <tr><td><xsl:value-of
> select="user_for_printing/address1"/></td></tr>
>
> <tr><td><xsl:value-of
> select="user_for_printing/address2"/></td></tr>
>
> <tr><td><xsl:value-of
> select="user_for_printing/city"/> <xsl:value-of
> select="user_for_printing/postal_code"/></td></tr>
>
> <tr><td><xsl:value-of
> select="user_for_printing/state"/> <xsl:value-of
> select="user_for_printing/country"/></td></tr>
>
> *<tr><td><xsl:value-of
> select="user_for_printing/email"/></td></tr>*
>
> </table>
>
>
>
> This would then give you something to set up an Outlook rule against
> (presence of “@”) for printing notices resulting from the selection of
> “both” as a notice profile destination. That would actually be pretty slick.
>
>
>
> I can go over this in more detail on a call.
>
>
>
> BTW, you can tell that the screenshot below is from a sandbox environment,
> since in this case Bellevue College resides in Jerusalem.
>
>
>
>
>
>
>
>
>
> Wade Guidry
>
> Library Consortium Services Manager, WACTCLC
>
> wadeg at bigbend.edu
>
> (509) 760-4474
>
>
>
>
>
> *From:* Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] *On
> Behalf Of *Guidry, Wade
> *Sent:* Wednesday, November 8, 2017 1:12 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
>
>
>
> Interesting thought.
>
>
>
> I don’t think there’s any way of telling the difference with the out of
> the box notice.
>
>
>
> But if the user’s email address could be added to the letter body via
> ‘customize letter’, then you could potentially trigger printing of notices
> to the printer (via Outlook rule) based on the absence of an email address
> (or, probably, the “@” symbol) in the message body.
>
>
>
> That would avoid the issue of printing out a bunch of notices that have
> already been sent via email anyway.
>
>
>
> I’ll look into whether that letter customization is possible.
>
>
>
>
>
> [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 • 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] *On
> Behalf Of *Dale Burke
> *Sent:* Wednesday, November 8, 2017 12:25 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
>
>
>
> 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
> <https://maps.google.com/?q=20000+68th+Ave.+W%0D+%0D+%0D+%0D+Lynnwood,+WA%C2%A0+98036+%0D+425&entry=gmail&source=g>
>
> Lynnwood, WA
> <https://maps.google.com/?q=20000+68th+Ave.+W%0D+%0D+%0D+%0D+Lynnwood,+WA%C2%A0+98036+%0D+425&entry=gmail&source=g>
> 98036
> <https://maps.google.com/?q=20000+68th+Ave.+W%0D+%0D+%0D+%0D+Lynnwood,+WA%C2%A0+98036+%0D+425&entry=gmail&source=g>
> 425-640-1526 <(425)%20640-1526>
>
> 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>•
> <https://maps.google.com/?q=7662+Chanute+Street+NE+%E2%80%A2+%0D+Moses+Lake,+WA+98837+%3Chttps://maps.google.com/?q%3D7662%2BChanute%2BStreet%2BNE%2B%25E2%2580%25A2%2BMoses%2BLake,%2BWA%2B98837%26entry%3Dgmail%26source%3Dg%3E&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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