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_at_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/do
  cumentation/illiad/content/OCLCILLiadImplementatio
  nGuide.pdf
• Atlas Knowledge Basehttp//www.atlas-sys.com/kb/
• ILLiad Database Diagramhttp//www.atlas-sys.com/d
  ocumentation/illiad/content/ILLiadDatabaseDiagram.
  pdf
• Atlas Community Portalhttp//www.atlas-sys.com/co
  mmunity/

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
8
(No Transcript)
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
Changing Text of Email Notices

• Email notices are simple text files so you can
  just open and edit them

• Dear ltFirstNamegt ltLastNamegt,
• Title ltLoanTitlegt
• Author ltLoanAuthorgt
• TN ltTransactionNumbergt
• This loan is now available for checkout.
• It is due back to the library by ltDueDategt.

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 ltFirstNamegt ltLastNamegt
• Title ltLoanTitlegt
• Author ltLoanAuthorgt
• TN ltTransactionNumbergt
• This loan is now available for checkout at your
  preferred delivery location.
• This item is due back to the library by
  ltDueDategt.

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 ltFirstNamegt ltLastNamegt
• Title ltLoanTitlegt
• Author ltLoanAuthorgt
• TN ltTransactionNumbergt
• 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
  ltDueDategt.

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\print
  folder
• 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 youre 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 dont 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
40
(No Transcript)
41
Modified
ModifiedLending Loan LabelsSpecial
FeaturesOCLC Number Borrowing NotesShipping
LabelsPreferred DeliveryReasons for NoBilling
Information
42
Courier Labels

• IG 11-206

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
Another If / Then Example

• Lending Billing Information
• BILLING CATEGORY BILLINGC_1MAX COST
  MAXCOSTCHARGES determined by if/then/else

• Desired Outcome
• If Billing Category is Exempt, Then NO CHARGE
  prints in CHARGES line.
• Otherwise, 10.00 IFM prints in CHARGES line.

49
Words 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!

51
Atlas Community Portal

• http//www.atlas-sys.com/community/index.php
• A place where we can share ideas!!
• See other peoples sample Email and Word
  documents and post your own
• Genie has posted original documents in case you
  lose your back-up copies

52
???
53
Contact Information

• Chelle Batchelor
• Head, Document Delivery Services (ILL)
• UNLV Libraries
• 4505 Maryland Parkway
• Box 457006
• Las Vegas, Nevada 89154
• p [phone]
• f [phone]
• e michelle.batchelor_at_unlv.edu
• a 131.216.164.16

Enjoy the Meeting!