7.5. Patron Alerts, Notes, Messages and Notifications

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Alerts

Notes

Messages

Notifications

7.5.1. Alerts

If a patron’s record has an alert, a red Stop sign is displayed when the record is retrieved.

There are three types of alerts in Evergreen: staff-generated, system-generated and standing penalties.

Staff-generated alerts are created and should subsequently be removed manually by staff.

To insert/remove an alert message, retrieve the patron record. Type/delete required message in the Alert Message field. Then save the record.

System-generated alerts are automatically inserted on some conditions, such as the patron account is expired, patron has a ready-for-pickup hold, etc. Once the cause is resolved, e.g. patron's account has been renewed or patron has checked out the on-hold item, these messages will disappear automatically.

Standing penalties are inserted when a patron's circulation condition meets certain criteria set up by your library, e.g. the maximum fine threshhold, the maximum number of items allowed to be checked out, or the maximum number of overdue items allowed. Standing penalties block some of the patron's circulation activities. For example, if a patron has a standing penalty of exceeding maximum number of overdue items, the patron can not check out more items before returning/renewing the overdue items. If a patron has an exceeding maximum fines penalty, he/she can not check out or renew any item before he/she clears the fines or lowers the amount to below the maximum fines threshold. Standing penalties automatically disappear once the cause is resolved.

Standing penalties can be overriden on an item by item basis. Alternatively, you can remove the standing penalties temporarily to carry out the circulation actions that need to be overriden. If the conditions persist, once you refresh or re-access the patron record the penalties will be re-applied immediately.

To remove standing penalties, go to Messages. Highlight the penalties. Click Actions for these penaltiesRemove Penalty/Message.

Besides the alert screen, alerts can be viewed by going to the dropdown menu OtherDisplay Alerts and Messages

7.5.2. Notes

If there is a note in a patron’s record, a See Notes message appears underneath the patron's name when the record is retrieved. Notes are strictly communicative and in the Evergreen Staff Client are only visible from within the Notes field. Notes can be made visible to the patron, via their account on the OPAC.

  1. To insert/remove a note, retrieve patron account and click OtherNotes.

  2. Click Add New Note.

  3. Enter note information and click Add Note. In this example, Patron Visible is selected. Click OK at confirmation prompt.

  4. To delete a note, go to OtherNotes, use the Delete This Note button under each note.

7.5.3. Messages

Staff can also add Note, Alert and Block on Messages screen.

  1. Retrieve patron record. Click Messages.

  2. Click Apply Standing Penalty/Messages.

  3. In the pop-up window, select Note, Alert or Block. Then type the message in the box below.

  4. Click Apply button.

  5. To remove Note/Alert/Block, highlight it and click Actions for these Penalties/MessagesRemove Penalty/Message

  6. Note/Alert/Block can be modified or archived by using Modify Penalty/Message or Archive Penalty/Message on the above dropdown menu.

  7. An archived penalty/message can be retrieved in the Archived Penalties/Messages panel below.

    Specify the time frame then click Retrieve Archived Penalties.

Tip

See Notes note in patron summary is not displayed for a note created on the Messages screen.

Alerts and blocks created on the Messages screen are displayed on the Alert screen.

Blocks created on the Messages screen blocks some circulation activities. Staff with appropriate permission may override it.

System-generated standing penalties are displayed on the Messages screen.

Based on your library's setting, staff initials may be required when creating a Note/Alert/Block. See Chapter 49, Local Administration Menu

7.5.4. Notifications

Sitka Snippet Video - Triggered Events for Patrons (2:41)

Sitka Snippet Video - Triggered Events for Items (2:52)

Evergreen may send email and SMS (text) messages to patrons via Action Triggers. Currently, Sitka Evergreen can email pre-due and overdue notices, and patron welcome and expiry notices, and can email or text hold-ready-for-pickup notices, depending on patron's choice. An event is created when circulation or hold records meet the conditions set up in the event definition. When the event is processed, a notice may be generated and passed to the email server to be delivered to patrons. Triggered events are viewable on the staff client via patron or item records. They may help libraries find out whether notices have been generated for a particular patron or item.

To view triggered events for a patron.

  1. Find the patron record and go to OtherTriggered Events

  2. By default, events with complete status for pre-due and overdue notices are displayed.

  3. Use the filter on the right to view hold notification events. Click the arrow beside Circulation and choose Hold in the dropdown list. Click Apply.

  4. To view all events with any status, you may remove the Event State filter by clicking the red X beside it.

  5. You may add more filters by clicking Add Row.

  6. You may reset events with complete status to generate a new notice by selecting the checkbox in front of the events, then clicking Reset Selected Events.

  7. You may cancel events with pending status to stop the notice generation by selecting the events, then clicking Cancel Selected Events.

Tip

Action Triggers are used for, but not limited to, pre-due, overdue and hold notification generation. You may see other triggered events in a patron or item record.

Some triggered events do not generate notices, e.g. most events generated by marking-long-overdue-items-lost triggers do not generate notices.

Complete status means that the event has been successfully processed. Usually this means the notice has been generated, unless the notice generation process encunters an error, which is very rare.

Events with status of Invalid or Error encountered problems during the process. No notices were generated for such events.

Pending and some statuses other than complete, error, or invalid may last for a short period of time while the event is being processed.

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