Customizing ILLiad's Word Templates and Email Notices

Chelle Batchelor

Head, Document Delivery Services (ILL)

UNLV Libraries

michelle.batchelor@unlv.edu

Original presentation materials created by Sherry Buchanan

My ILLiad Perspective

Single-server environment Branch library ILL managed centrally Server hosted by Atlas

Customization Resources OCLC ILLiad Administrative Suite:

Implementation Guide Version 7.1 (IG)http://www.atlas-sys.com/documentation/illiad/content/OCLCILLiadImplementationGuide.pdf

Atlas Knowledge Basehttp://www.atlas-sys.com/kb/

ILLiad Database Diagramhttp://www.atlas-sys.com/documentation/illiad/content/ILLiadDatabaseDiagram.pdf

Atlas Community Portalhttp://www.atlas-sys.com/community/

E-Mail Customization

Changing Email Subjects

The subject of the E-mail message is defined in the Customization Manager

Open Borrowing/Email or Borrowing/Electronic Delivery

Click on the key for the subject of the notice you want to edit

Change the value Click on “Update Key Value”

Customization Manager

Changing Text of Email Notices

Notices are in your illiad\email folder

IG 12-211 to 12-214 shows what process uses which .txt file

Changing Text of Email Notices

Email notices are simple text files so you can just open and edit them

Dear <#FirstName> <#LastName>,

Title: <#LoanTitle>Author: <#LoanAuthor>TN: <#TransactionNumber>

This loan is now available for checkout.

It is due back to the library by: <#DueDate>.

fieldnames

Field Names See the LocalInfo table in the Customization

Manager to view and update location-specific field names.

See the Database Diagram for item-specific field names (Users and Transactions information).

You can also view field names while in ILLiad: log into the client (Borrowing), click Edit Request, select a Category and then click Search. The column headings are field names that you can

use in your customized emails.

LocalInfo

Database Diagram

fieldnames

fieldnames

Within ILLiad: General Search Form

E-mail Customization Tip

Keep a folder entitled \illiad\email\originals, and only edit the files stored in the main folder

Branch Library Example

Single-server environment, but branches have their own NVTGC “delivery location” code

Original attempt at a generic loan noticeILLloan.txt

Dear <#FirstName> <#LastName>

Title: <#LoanTitle>

Author: <#LoanAuthor>

TN: <#TransactionNumber>

This loan is now available for checkout at your preferred delivery location*.

This item is due back to the library by: <#DueDate>.

When Atlas gave me branch locations, they gave me keys for the email notices for each branch, and set each key to the default email for that process.

Separate text file for Branch

Filename: archloan.txt

Dear <#FirstName> <#LastName>

Title: <#LoanTitle>Author: <#LoanAuthor>TN: <#TransactionNumber>

This loan will be available for checkout at the Architecture Studies Library within the next 24 hours.

This item is due back to the library by: <#DueDate>.

After creating the separate email for a branch, I assigned the filename to the appropriate key

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Word Template Customization

Word Template Customization ILLiad merges MS Word Documents and .dbf files,

allowing you to customize documents simply by editing the templates stored in the \illiad\print folder. Examples: Lending bands Lending labels Borrowing bands Borrowing check out slips Invoices

Note: Most ILLiad servers are set up so that ILLiad documents are read-only from anywhere other than the server itself. Contact your ILLiad server administrator to get permissions to modify these files.

What Prints When (IG 11-178)

Controlling What Prints

Enter Customization Manager Open Borrowing, Lending, or Document

Delivery Open Printing You can change what prints for a process

by removing from or adding to the list under “Key Value”

ILLiad came pre-set to print Loan Labels

After removing “LendingLoanLabels.doc,” the Word document for sticky labels no longer opens

Changing Word Templates

Create a folder entitled \illiad\print\originals to store “out of the box” templates

Only edit the files stored in the \illiad\print folder

Before editing any document, open it and save it to your desktop. When complete, save over the copy in the print folder.

Changing Word Templates

If you’re not live yet, run a test record through the entire process before trying to customize templates

Open the document you want to edit and respond “yes” to the .dbf question

Turn on Mail merge toolbar (shown below)

Mail Merge Toolbar

Editing Word Templates Edit text as usual Change format, but don’t use text

boxes (nested tables work better) Test your results by merging data to

new document “Edit, Undo” is your friend [CTRL-Z]

Lending Article Slips:

Original

Edited Article Slips

How to Insert a Merge Field

Refer to IG p. 11-181 to 11-189 for detailed Merge Field information

Click the Insert Merge Field button on the Mail Merge Toolbar

Select the Merge Field Name

Inserting a Merge Field

ModifiedLending Loan LabelsSpecial Features:

OCLC Number Borrowing NotesShipping LabelsPreferred DeliveryReasons for NoBilling Information

Courier Labels

Borrowing Loan Label

TIP: USE BARCODE FONT

Borrowing Return Slip

TIP: BE SURE TO RETAIN THE «Next Record» FIELD CODE

Invoice

BANNER ID

Note: the illiad\print folder contains multiple templates for invoicing. If you use Billing Manager, make sure you edit the templates with BillingManagerInvoice at the end of the filename.

IF/THEN statements

Show hidden codesToolsOptions“View” tabCheck “Field codes”

IG p. 11-193 to 11-194

Band with IF/THENs

Another If / Then Example

Desired Outcome: If Billing Category is Exempt, Then NO CHARGE prints in CHARGES line. Otherwise, $10.00 IFM prints in CHARGES line.

Lending Billing InformationBILLING CATEGORY: «BILLINGC_1»MAX COST: «MAXCOST»CHARGES: determined by if/then/else

Word’s “Insert Word Field” Function

Helpful tips for all editing

Save a copy of your last working version Also have a copy of originals “just in case” Start with a template, rather than trying to

start from scratch Share ideas with your peers!

Atlas Community Portal

http://www.atlas-sys.com/community/index.php

A place where we can share ideas!! See other people’s sample Email and

Word documents and post your own Genie has posted original documents in

case you lose your back-up copies

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Contact InformationChelle BatchelorHead, Document Delivery Services (ILL)

UNLV Libraries4505 Maryland ParkwayBox 457006 Las Vegas, Nevada 89154

p (702) 895-2154f (702) 895-2283e michelle.batchelor@unlv.edua 131.216.164.16

Enjoy the Meeting!