Info about Borrow Direct Email templates

There are 10 Borrow Direct status changes that may generate automatic e-mail notifications to patrons, and thus there are 10 e-mail templates. The template files have a .tpl file extension, but can be read, edited, and stored in Microsoft Word.

All 3 current B.D. libraries are using similar e-mail messaging, and obviously some of the instructions to patrons provided in the Penn model will not be appropriate for your patrons. You should definitely plan to provide a contact e-mail addr. and/or phone number to allow your patrons to communicate with local B.D. staff. Patrons should not reply to the B.D. mailer!

Each template you create will be stored in your library's directory on the Yale server. Jeffrey Barnett will provide you with an ID and Password you can use to access your templates and ftp changes back up to the server.

You must use a "secure shell" ftp client to access the Yale server. If you do not have a secure shell client, Jeffrey suggested one from SSH Communications as a possibility. We recently downloaded the non-commercial version of "SSH Secure Shell" from their web site and have used it to successfully access our templates. http://www.ssh.com/products/ssh/educational.cfm Jeff may have additional comments/clarifications about using this client. Please note that your "pick-list" templates will also be stored in your library's directory of the Yale server and may be accessed and updated in the same manner.

Templates must be updated and tested on the test server. When you are confident they are working, ask Bob Krall to have Dynix or Yales Systems support install them on the production server. We don't have login access on the production server to do this ourselves.

TOKENS: You will see "tokens", or variable data about the specific B.D. transaction in each templates. The "tokens" are described in the URSA Users Manual (blue cover) beginning in Appendix E, beginning on page E.9. Additional information about E-mail Notification messages follows in Section E.3 (page E.15).

E-MAIL NOTIFICATION TEMPLATES (NAME AND FUNCTION):

PENDING: (sent to acknowledge submission of the request.)

SHIPPED: (sent when the lending library updates the transaction from Pending to Shipped in B.D.)

RECEIVED: (sent when the item is available for patron pick-up, after it has been updated to "received" in B.D. at the borrowing library)

RETURNED: (sent when the item has been sent back to the owning library - B.D. update to "returned")

COMPLETE: (sent after the owning library "completes" the check-in process for a finished loan. Penn does not currently send this message - we think it only confuses patrons.)

DUE: (this is really a "courtesy notice" sent x number of days before the item is due to remind patrons of the due date. I think all of us have this set to be sent 3 days prior to the due date, but it is locally configurable.)

RECALL: (self-explanatory)

OVERDUE: (sent every x number of days after the due date for books not returned - currently set by consensus to every 7 days, but locally configurable.)

UNFILLED: (sent if a request cannot be filled by all libraries on the lending string. This is not sent if Library 1 unfills, only when all libraries unfill.)

EXPIRED: (similar to above, but sent when a patron's "need-by" date has passed before action is taken by the lending library. We'll talk about this one as we proceed with testing.)

I'm sure this will generate many questions. Joyce, Carol, and I will discuss with each of you as we move into testing.

Bob

Last updated 4/21/03 JKM