Customizing ILLiad's Word Templates and Email Notices

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Customizing ILLiad's Word Templates and Email
Notices
by Sherry Buchanan (ORZ) and Margaret Ellingson
(EMU)

• See the Atlas Knowledge Base ILLiad
  Administrative Suite Implementation Guide,
  Chapter 6, Chapter 7 and Chapter 11 for
  additional information.
• For an overview of field names, see the Database
  Diagram.

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Word Template Customization

• ILLiad merges MS Word Documents and .dbf files,
  allowing you to customize documents such as
  lending paperwork, borrowing loan labels and
  invoices simply by editing the templates stored
  in the \\Ill\illiad\print folder.
• Create a folder entitled \\Ill\illiad\print\origin
  als to store out of the box templates.
• Only edit the files stored in the
  \\Ill\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.
• 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.

SUGGESTION
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E-mail Customization

• Suggestion, keep a folder entitled
  \\Ill\illiad\email\originals, and only edit the
  files stored in the main folder.
• Files are stored in the \\Ill\illiad\email folder
  and can be customized with any text editor.
• The subject of the E-mail message is defined in
  the Customization Manager.
• See the LocalInfo table in the Customization
  Manager to view and update location-specific
  field names.
• See the Database Diagram to view and update
  item-specific field names (Users and Transactions
  information).

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Customization Manager
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LocalInfo
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Field Names

• Database Diagram
• Chapter 11 Table Fields
• Its handy to view field names while in ILLiad
  to do so, log into the client, click Edit
  Request, select a Category and then click Search.
  Tab to see field codes.

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Original
Lending Loan Slips
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Modified
BN
OCLC
DATE
ModifiedLending Loan LabelsSpecial
FeaturesOCLC Number Borrowing NotesDate
PrintedShipping LabelsPreferred
DeliveryReasons for NoBilling
InformationComing Soon
LABELS
DELIVERY METHOD
PAGING NOTES
BILLING INFO.
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Courier Labels
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Additional Samples

• Borrowing Loan Labels
• Borrowing Return Slips
• Invoices

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Borrowing Loan Label
Original
TIP USE BARCODE FONT
PIECES
LABELS
SPECINS
STARTCNTRL PANELFONTSDOUBLE CLICK
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Borrowing Return Slip
Original
LABELS
TIP BE SURE TO RETAIN THE Next Record FIELD
CODE
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Invoice
BANNER ID
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Important Information

• Save to the desktop before editing
• Turn on the mail merge toolbar
• Beware of edit, select all - Barcode is a font
• Avoid text boxes - Only use nested tables
• Right click to toggle a field code
• To view all field codes Tools, Options, View
  tab, check field codes
• Edit, Undo is your friend

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How to Insert a Field

• Consider the information you want to relate to
  patrons, borrowing libraries and office staff.
• Click the Insert Merge Field button
• Select the Field Name
• e.g. Add SHIPPINGOP
• Voila

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Mail Merge Toolbar
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If / Then Statements

• Lending Billing InformationBILLING CATEGORY
  BILLINGC_1MAX COST MAXCOSTCHARGES
  10.00 IFM (non-IFM invoiced monthly)
• CHARGES line is an if/then
• If Billing Category is Exempt, Then NO CHARGE
  prints. Otherwise, 10.00 IFM prints.

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Courier Labels if/then
NEW!
ADDRESS4 COURIER DROPSITE NAMES (OTHERWISE
EMPTY) BADDRESS3 COURIER SORT CODES
If/Then Statement IF MERGEFIELD ADDRESS4
INSERT FILE OF YOUR U.S. MAIL LABELS HERE
INSERT FILE OF YOUR COURIER LABEL HERE
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Endless Possibilities

• Color
• Highlighting
• Sticker paper
• Luggage straps
• Barcode anything
• Use BADDRESS2 field
• . . .

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What are you doing?

• ???

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Contact Information

• Sherry Buchanan
• Portland State University
• Branford P. Millar Library
• ROOM ML 284 / PO BOX 1151
• Portland OR 97207
• p [phone]
• f [phone]
• e sherryb_at_pdx.edu
• a 131.252.180.29 or ariel.lib.pdx.edu

Margaret W. Ellingson Emory University Woodruff
Library Atlanta, GA 30322-2870 USA p (404)
727-6893 f [phone] e libmgw_at_emory.edu a
ariel.library.emory.edu
Enjoy the Meeting . . .