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Copy Alerts

August 30th, 2016 by

The Copy Alerts feature allows library staff to add customized alert messages to copies. The copy alerts will appear when a specific event takes place, such as when the copy is checked in, checked out, or renewed. Alerts can be temporary or persistent: temporary alerts will be disabled after the initial alert and acknowledgement from staff, while persistent alerts will display each time the alert event takes place. Copy Alerts can be configured to display at the circulating or owning library only or, alternatively, when the library at which the alert event takes place is not the circulating or owning library. Copy Alerts at check in can also be configured to provide options for the next copy status that should be applied to an item. Library administrators will have the ability to create and customize Copy Alert Types and to suppress copy alerts at specific org units.

Adding a Copy Alert

Copy Alerts can be added to new copies or existing copies using the Volume/Copy Editor. They can also be added directly to items through the Check In, Check Out, Renew, and Item Status screens.

To add a Copy Alert in the Volume/Copy Editor:

1. Within the Volume/Copy Editor, scroll to the bottom of the screen and click on Copy Alerts.

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2. A New Copy Alert window will pop up.

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3. Select an alert Type and enter an additional alert message if needed. Check the box next to Temporary if this alert should not appear after the initial alert is acknowledged. Leaving the Temporary box unchecked will create a persistent alert that will appear each time the action to trigger the alert occurs, such as check in or check out.

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4. Click OK to save the new Copy Alert. After a Copy Alert has been added. Clicking on the Copy Alerts button in the Volume/Copy Editor will allow you to add another Copy Alert and to view and edit Existing Copy Alerts.

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5. Make any additional changes to the item record and click Store Selected to store these changes and the new copy alert(s) to the Completed Copies tab. If you are done modifying the copy, click Save & Exit to finalize the changes.

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To add a Copy Alert from the Check In, Check Out, or Renewal screens:

1. Navigate to the appropriate screen, for example to Circulation>Check In.
2. Scan in the item barcode.
3. Select the item row and go to Actions>Add Copy Alerts or right click on the item row and select Add Copy Alerts.

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4. The Add Copy Alert window will pop up. Select the alert Type, add an additional alert message if needed, and Click OK to save. This alert will be added to the copy.

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To add a Copy Alert from the Item Status screen:

1. Go to the Detail View of the Item Status screen.
2. In the bottom left-hand corner of the item record there is a Copy Alerts option. Click Add to create a new copy alert.
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3. The Add Copy Alert window will pop up. Select the alert Type, add an additional alert message if needed, and Click OK to save. This alert will be added to the copy.

Triggering a Copy Alert

The Copy Alert will appear when the action required to trigger the alert occurs. For example, the Normal Checkin Alert will appear when the item is checked in:

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If Next Status options have been configured for the Checkin Alert, staff will see a drop down menu that allows then to select the next Status for the copy:

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Managing Copy Alerts

Copy Alerts can be managed from the Item Status screen. Within the Quick Summary tab of the Detailed View of an item, click on Manage to view and Remove copy alerts.

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Administration of Copy Alerts

Copy Alert Types

Copy Alert Types are created and managed in Administration>Local Administration>Copy Alert Types. Copy Alert Types define the action and behavior of an alert message type. The Alert Types included in a stock installation of Evergreen are:

• Normal checkout
• Normal checkin
• Checkin of missing copy
• Checkin of lost-and-paid copy
• Checkin of damaged copy
• Checkin of claims-returned copy
• Checkin of long overdue copy
• Checkin of claims-never-checked-out copy
• Checkin of lost copy

To create a new Copy Alert Type:

1. Go to Administration>Local Administration>Copy Alert Types.
2. Click on Create and fill out the following fields as needed:
Name: name of the Copy Alert Type.
Active: indicates if the alert type is currently in use (Yes) or not (No).
State: indicates the Copy Status of the item at the time of the event.
Event: the action that takes place in the ILS to trigger the alert.
Scope Org Unit: indicates which org unit(s) the alert type will apply to.
Next Status: can be used with temporary Checkin Alerts only. If a next status is configured, staff will be presented with a list of statuses to choose from when the item is checked in. Next statuses should be configured by using the Copy Status ID # surrounded by curly brackets. For example {7, 11}.
Renewing?: indicates if the alert should appear during a renewal.
Invert location?: if set to yes, this setting will invert the following two settings. For example, if an alert is set to appear at the Circulating Library only, inverting the location will cause the alert to appear at all libraries except the Circulating Library.
At Circulation Library?: indicates if the alert should appear at the circulation library only.
At Owning Library?: indicates if the alert should appear at the owning library only.
3. Click Save.

To edit an existing Copy Alert Type:

1. Go to Administration>Local Administration>Copy Alert Types.
2. Click on the type and go to Actions>Edit or right-click and select Edit.
3. Make changes to the existing configuration and click Save.

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Copy Alert Suppression

The Copy Alert Suppression interface can be used to suppress alert types at a specific org unit. Suppression of alerts will adhere to the organization unit hierarchy. For example, if an alert is suppressed at the System level, it will be suppressed for all descendent branches.

To suppress an alert type:

1. Go to Administration>Local Administration>Copy Alert Suppression.
2. Click Create and select the Alert Type that you want to suppress from the drop down menu.
3. Next, select the Org Unit at which the alert should be suppressed.
4. Click Save.

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