What are the five circulation notices for due and overdue items and how can they been enabled?
This document explains the five circulation notices related to due and overdue items and how can they been enabled. These notices can be set up to go out automatically based on how long patrons have had an item checked out and how overdue the items become. These notices are optional and essentially any combination of them can be enabled. Many of them also have digest options, so instead of patrons receiving individual notices for every overdue item they have, one notice is sent with details of all items overdue at the same time. For more details please contact Interleaf Technology.
The five circulation notices for due and overdue notices are:
1. Predue
2. Due
3. Overdue 1
4. Overdue 2
5. Overdue 3
Please note that to set the Predue and Due notices, the system preference EnhancedMessagingPreferences must be enabled. For more details please contact Interleaf Technology.
1. Predue
What does it do?
This notice can be set to go out before an item goes overdue. This will give the patron advanced warning that they need to bring an item back by a certain date to avoid it going overdue.
How is it set?
To set the Predue notice, go to Koha administration > Patrons and circulation > Patron categories.
Select the patron category to set the Predue notice to go out for and look under the Default messaging preferences for this patron category.
This notice can be set to go out up to 30 days in advance of the items being due. Select the number of days in advance the Predue notice should go out for the patron category from the dropdown option in the Days in advance column for the Advanced notice row. Tick the box under the Email column for the Item Due row. Hit Save.
Ensure when setting how many days in advance the notice should go out that the loan period is long enough for the Predue date to trigger. For example, if an item can be checked out for 7 days at a time, setting the Predue notice to go out 30 days in advance will mean the Predue notice does not go out at all as there isn't enough time in a loan period to trigger it.
How can content be added to the notice?
The content of this notice can be defined by the library under Tools > Patrons and circulation > Notices & Slips and selecting Predue from the table of notices available on the site.
Click Edit under the Actions column for the notice to be edited.
Click the Email box on the next page and a free text box where the content of the email can be typed will drop out.
Most of the email can be typed but certain fields can be put in as placeholders, which will then be filled with specific information drawn from the items and the patron account the notice goes out to. For example, to input the patrons name, select borrowers.firstname from the box on the left and insert it into the main text box. The first name information will then be drawn from the patron account the email goes to.
2. Due
What does it do?
This notice will go out on the day the item is due back. It is the last warning a patron will get before an item goes overdue. For example, is the item due date is the 3rd of September, the notice will go out on the 3rd of September.
How is it set?
To set the Due notice, go to Koha administration > Patrons and circulation > Patron categories.
Select the patron category to set the Due notice to go out for and look under the Default messaging preferences for this patron category.
Tick the box under the Email column for the Item Due row. Hit Save.
How can content be added to the notice?
The content of this notice can be defined by the library under Tools > Patrons and circulation > Notices & Slips and selecting Due from the table of notices available on the site.
It may be necessary to use the search box at the top of the notices table to find the specific notice to be edited.
Click Edit under the Actions column for the notice to be edited.
Click the Email box on the next page and a free text box where the content of the email can be typed will drop out.
Most of the email can be typed but certain fields can be put in a placeholders, which will then be filled with specific information drawn from the items and the patron account the notice goes out to. For example, to input the patrons name, select borrowers.firstname from the box on the left and insert it into the main text box. The first name information will then be drawn from the patron account the email goes to.
3. Overdue 1, 2 and 3
What do they do?
These notices inform a patron that an item they have checked out is overdue. These notices can also be set to trigger restrictions when they are sent out. For more details on restrictions, please check our Help Centre.
How are they set?
There are 3 overdue notices that can be triggered to go out automatically when an item on a patron account becomes overdue by different amounts of time. They are set under Tools > Patrons and circulation > Overdue notice/status triggers.
This page contains a table with three tabs on it for the three overdue notices. Each tab contains the same options which can be set differently to support the notices going out one after another.
Delay
This is to set how many days after an item is overdue that the notice should go out.
Letter
This is to define the specific notice that should go out. Select the appropriate notice from the dropdown menu and click Save.
Restrict
This is to restrict a patron account when they receive the notice. To restrict a patron account when they receive a notice tick the box in the Restrict column.
How can content be added to the notice?
The content of this notice can be defined by the library under Tools > Patrons and circulation > Notices & Slips and selecting ODUE from the table of notices available on the site.
Click Edit under the Actions column for the notice to be edited.
Click the Email box on the next page and a free text box where the content of the email can be typed will drop out.
Most of the email can be typed but certain fields can be put in a placeholders, which will then be filled with specific information drawn from the overdue items and the patron account the notice goes out to. For example, to input the patrons name, select borrowers.firstname from the box on the left and insert it into the main text box. The first name information will then be drawn from the patron account the email goes to.
The second and third overdue notices may need to be created from scratch. For more details please contact Interleaf Technology.
Sending notice at any time option
In addition to these notices which will go out based on circulation information on the different patron accounts, it is possible for a library to send emails at will. For more details on this feature, please see our Help Centre.
Version | Date | Detail | Author | Retention Policy | |||
1.0 | 03/06/21 | Document Created | Holly Cooper | ||||
1.2 | 04/06/21 | Adding information |
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1.3 | 07/07/21 | Adding images |
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1.4 | 21/07/21 | Adding images |
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