Circulation Mailer Tab
The Circulation Mailer tab allows you to specify settings to be used when producing circulation mailers, bill notices, hold notices, and charge notices. The Circulation Mailer tab appears in many reports and may contain any of the following fields.
| • | Bills Header |
| • | Call Number and Item ID in Notice |
| • | Charges Header |
| • | Combine Notices |
| • | Count as a Notice Sent |
| • | Footer Message |
| • | Header Message |
| • | Holds Header |
| • | Home Location in Notice |
| • | Item Price |
| • | Library Address |
| • | Library Address on Notice |
| • | Mailer Style |
| • | Message |
| • | Output format for notice reports |
| • | Print Options |
| • | Select ’Sent-From’ Library |
| • | Start Message with Today’s Date |
| • | Use Library Address in Patron Record |
| • | Use Recall Count Instead of Notice Count |
| • | User ID on Notice |
This selection provides the appropriate text for the header specifically printed on bill notices. Your library can create the text files that may be selected from the list.
Call Number and Item ID in Notice
If this check box is selected, the call number and item ID of materials included in the notice will print in the notice. This check box is cleared by default. When the Call Number and Item ID in Notice check box is selected, another line is added to the data for each selected item.
This selection provides the appropriate text for the header specifically printed on charge notices. Your library can create the text files that may be selected from the list.
If this check box is selected, all notices for the user will be combined into one notice without regard to which library is the owning library or the charging library. The pickup library is shown for each hold. By default, this check box is cleared.
Note: If you select the Combine Notices option, the Print Separate Reports for each Library option becomes disabled. The reverse is also true. If you select the Print Separate Reports for each Library option, the Combine Notices option becomes disabled.
If this check box is selected, the number of overdue, recall, pickup, and bill notices that are sent will be incremented. When the Count as a Notice Sent check box is selected, this mailer will be considered a ”notice” in addition to increasingly stern notices that are sent separately, such as Generalized Bill Notices or Overdue Notice.
This selection provides the appropriate text for the footer printed on notices. Your library can create the text files that may be selected from the list.
This selection provides the appropriate text for the general header printed on notices. Your library can create the text files that may be selected from the list. This header is used on all types of notices; if you want to use a different header for bill notices, charge notices, or holds notices, make selections in the Bills Header, Charges Header, and Holds Header fields.
This selection provides the appropriate text for the header specifically printed on hold notices. Your library can create the text files that may be selected from the list.
If this check box is selected, the home location of materials included in the notice will print in the notice. This check box is cleared by default. When the Home Location in Notice check box is selected, another line is added to the data for each selected item.
If this check box is selected, the item price of items that are charged to the user which are overdue will print in the notice. Only overdue (O) items include the price. This check box is cleared by default. When the Item Price check box is selected, another line is added to the data for each overdue item.
Specifies which address of the library will be printed on the notice. The Primary, Address 1, Address 2, or Address 3 address as defined in the library’s user record can be selected. If no address is selected, the primary address listed in the library’s user record is used.
Note: This selection is available only when the Library Address on Notice check box is selected.
If this check box is selected, the library’s address displays on the notice. The exact address that prints on the notice is determined by the setting of the Library Address option. This option is selected by default in the Circulation Mailer report.
This option allows the user to choose the Self-Mailer 5 1/2 x 8 1/2 Inch format style that prints on the two part self-mailers currently available from Creative DataProducts, or the Plain Mailer 4 1/2 x 8 Inch format that was the original mailer style.
The newer format provides more characters for the library address, and prints the key legend to the O, P, and B code letters which follow each line of the notice. Also with the current notices, if the notice exceeds the maximum of 8 lines, a new notice will be printed for the additional lines of item information.
When printing the finished report, the following format may be used as a guide for formatting the new report. These values may be different for your library’s printer.
|
Finished Report Format |
Approximate Value |
|
Page Length |
33 |
|
Page Width |
80 |
|
Top Margin |
2 |
|
Bottom Margin |
3 |
Note: If you are using Windows 2000, you cannot use the Plain Mailer 4 1/2 x 8 mailer style.
The default selection provides the appropriate text for the circulation mailer or notice. Your library can create the text files that may be selected from the list.
Output format for notice reports
The report data can display in one of three formats:
Standard
The report data displays in a plain text format. The file is saved in the /Rptprint directory with the naming convention yyyymmdd_internalrptname.prn, such as 20100802_ahdb.prn. The report log lists the report file name.
Pipe Delimited
The report data is saved in a file in which every entry is delimited by pipes (||). The data can then be exported to a third-party application, such as a spreadsheet application. The file is saved in the /Rptprint directory with the naming convention yyyymmdd_internalrptname.pipe, such as 20100802_ahdb.pipe.
In addition, the report prints to a text file with the naming convention yyyymmdd_internalrptname.prn. The report log lists the report file name.
XML
The report data is saved in a visually enhanced text format (EXtensible Markup Language). The data can then be exported to a third-party application, such as a spreadsheet application. The file is saved in the /Rptprint directory with the naming convention yyyymmdd_partialrptname.xml, such as 20100802_ahdb.xml.
In addition, the report prints to a text file with the naming convention yyyymmdd_internalrptname.prn. The report log lists the report file name.
You may decide to print bills, overdue charges, and/or holds information. Use the Policy List gadget to select the information to include or exclude on notices. The printed format is very brief compared to specific bill, pickup, and overdue notices, printing only the truncated title and author, and either the bill amount and bill indicator (B), the overdue date and the overdue indicator (O), or the available hold date and pickup indicator (P). If this field is left blank, all of the bills, overdue charges, and holds are printed on the notices.
Note: This field is a print option, not a selection. If you select the Count as a Notice Sent check box but exclude all of the print options, the number of notices sent will increment without actually notifying the user. You must exclude the selection options of the print options you do not select; for example, you must exclude the hold selections if you exclude the HOLDS print option.
Use this list to specify which library’s address is to be used for the return address. This selection is useful for when the Combine Notices check box is selected, since the user may received notices from several libraries. The selections in this list are defined by the Library policy.
Note: This selection is available only when the Combine Notices check box is selected, the Library Address on Notice check box is selected, and the Use Library Address in Patron Record check box is cleared.
Start Message with Today’s Date
If this check box is selected, the notice text will include the date that the report is run. By default, the Start Message with Today’s Date check box is cleared. When this check box is selected, there will be only four lines remaining for the notice text from the /Notices directory. Each notice message line can include up to 38 characters.
Use Library Address in Patron Record
If this check box is selected, the address of the patron’s home library is printed as the return address. By default, this check box is cleared.
Note: This option is available only when the Combine Notices check box is selected.
Use Recall Count Instead of Notice Count
Depending on your selections, you may prefer to increment the number of recall notices sent than the number of overdue notices sent. If you do not select the Use Recall Count Instead of Notice Count check box, the number of charges (overdue), holds (pickup), or bill notices will increment. For this selection to be relevant, you must also select the Count as a Notice Sent check box. It is recommended that only the Recall Notice on Charged Items report be used to update the recall counts.
If this check box is selected, the notice will contain the user ID of the patron to whom the notice is sent. If your library is configured for User Groups and this check box is selected, the user ID will display on the notice for the Notice Master (when applicable).This check box is cleared by default. When the User ID on Notice check box is selected, the User ID is printed in the same area as the legend which identifies what the letters by each notice entry mean. On the larger mailer, this will be to the right of the message and above the patron’s address. On the smaller mailer, this will be to the right of the library address in the upper right, above the list of items.
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