Customizing ILLiad's Word Templates and Email Notices

1. 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

2. My ILLiad Perspective • Single-server environment • Branch library ILL managed centrally • Server hosted by Atlas

3. 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/

4. Presentation topics • Editing Email templates • Email routing • Editing Word templates • Using If/then/else in Word

5. E-Mail Customization

6. 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” • Note: same for changing the email file name

7. Customization Manager

9. 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

10. 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>. Changing Text of Email Notices fieldnames

11. 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.

12. LocalInfo

13. Database Diagram fieldnames

14. Within ILLiad: General Search Form fieldnames

15. Email Routing • IG 13-215

16. Email Routing

17. Email Routing

18. Email Routing

19. Email Routing

20. E-mail Customization Tip • Keep a folder entitled \illiad\email\originals, and only edit the files stored in the main folder

21. Branch Library Example • Single-server environment, but branches have their own NVTGC “delivery location” code

22. Original attempt at a generic loan notice ILLloan.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>.

23. 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.

24. 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>.

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

26. ???

27. Word Template Customization

28. Word Template Customization • ILLiad merges MS Word Documents and .dbf files, allowing you to customize documents 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.

29. What Prints When (IG 11-178)

30. 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”

31. ILLiad came pre-set to print Loan Labels  After removing “LendingLoanLabels.doc,” the Word document for sticky labels no longer opens

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

33. 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)

34. Mail Merge Toolbar

35. 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]

36. Lending Article Slips: Original

37. Edited Article Slips

38. 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

39. Inserting a Merge Field

41. Modified ModifiedLending Loan LabelsSpecial Features:OCLC Number Borrowing NotesShipping LabelsPreferred DeliveryReasons for NoBilling Information

42. IG 11-206 Courier Labels

43. Borrowing Loan Label TIP: USE BARCODE FONT

44. Lending Loan Slip TIP: BE SURE TO RETAIN THE «NEXT» FIELD CODE

45. 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.

46. IF/THEN statements • Show hidden codes • Tools • Options • “View” tab • Check “Field codes” • IG p. 11-193 to 11-194

47. Band with IF/THENs

48. Desired Outcome: If Billing Category is Exempt, Then NO CHARGE prints in CHARGES line. Otherwise, $10.00 IFM prints in CHARGES line. Lending Billing Information BILLING CATEGORY: «BILLINGC_1»MAX COST: «MAXCOST»CHARGES: determined by if/then/else Another If / Then Example

49. Word’s “Insert Word Field” Function

50. 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!