[Wactclc-alma] sending a customized courtesy letter

[Guidry, Wade]

Lesley's answer is the right one.

Just manually run the Borrowing Activity Letter manually, from the / Fulfillment / Fulfillment Jobs Configuration.

(Make sure the Borrowing Activity Job is activated if it isn't already. You can set it to 'not scheduled', so that it only goes out when you run it manually.)

That will send a letter to all users with activity on their account (including unpaid bills).

You can customize the letter, if you wan to add messaging about upcoming important dates.

The procedure outlined in the document you linked will also do the job. But it's just for sending a general information notice to the targeted users, it's not a notice that includes individual transaction info for each user.

The Borrowing Activity Letter is the best way to achieve what you're looking to do.


Wade Guidry
Library Consortium Services Manager, WACTCLC
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
(509) 760-4474
http://www.wactclc.org


From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Lesley Caldwell
Sent: Wednesday, August 12, 2020 1:02 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] sending a customized courtesy letter

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.


Hi Amy,

Have you considered customizing the Borrowing Activity Letter and then running the job to send it out?

It should only send to those patrons who have a current loan.
Borrowing Activity Letter

Patron Circulation Summary


Email

Webhook

Sent to patrons with activity; contains a list of the patron's loans, overdue items, and active fines. If the patron has more than 100 active loans, only the first 100 are included on the letter and a flag is added to the XML - <loans_over_the_limit>true</loans_over_the_limit>. Sent either by a job (Notifications - Send Periodic Fulfillment Activity Report<https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/050Administration/070Managing_Jobs/030Viewing_Scheduled_Jobs#Notifications_Send_Periodic_Fulfillment_Activity_Report>) or by request, for example, the Renew Selected and Renew All actions on the Loans tab of the Patron Services page. For details on configuring the Borrowing Activity Report, see Configuring Fulfillment Jobs<https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/080Configuring_Fulfillment/110General#Configuring_Fulfillment_Jobs>.

This letter can be configured in Letter Activity to trigger a webhook function. See Webhooks<https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/090Integrations_with_External_Systems/030Resource_Management/300Webhooks>.


You could add your messaging to the XML template.

-Lesley
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Herman, Amy
Sent: Wednesday, August 12, 2020 12:52 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] sending a customized courtesy letter

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I'd like to send a customized Courtesy Letter to all patrons that have an active loan that's either overdue or coming due shortly, with a customized message, because we are no longer going to extend due dates past 8/25.  I've created a set of users to send the letter to.  I also created a set of just me to send it to, for testing.

I was following the instructions from EL in the presentation, "How to send a customized letter to all users that have an item on loan.pptx <https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fknowledge.exlibrisgroup.com%2f%40api%2fdeki%2ffiles%2f80766%2fHow_to_send_a_customized_letter_to_all_users_that_have_an_item_on_loan.pptx&c=E,1,wl-m3mqgrTXcdQGlriZQtQhl_bWobk-2GiNDeMdtyaejWDmV_fzuGe-dKTgaA9z7jlSDTPC0tF_OyL2opWJCCBTC04gjglN33lbZutB6McnQ2jeqqLzNDxdvtQSV&typo=1> but they are using a different letter in their example that does not include a list of the items or their due dates.  So I wanted to do something similar but with a different letter that includes that level of detail about their account.  But now I'm lost since the presentation doesn't match up with the type of letter I want to customize and send.

Suggestions?

Amy Herman
Library Faculty | Olympic College
1600 Chester Avenue | Bremerton, WA 98337
aherman at olympic.edu<mailto:aherman at olympic.edu>

OC Libraries are OPEN online!  Visit the OC Libraries website<https://linkprotect.cudasvc.com/url?a=https%3a%2f%2flibguides.olympic.edu%2findex&c=E,1,k5zDwja2zD8yuXeXqpnG3J1rHw6Dqll53-rldroPNEmoeJxZTFJcqsSKihQH-l0yDDgyL53i-tYsN3gUO9xdm5mRCQJC7XHJDD0VTj7diFqj8Teg_8iuLPwT&typo=1> to connect to services and resources.

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