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Alma / Primo Migration & Training Guide

Fulfillment Letters & Notifications


Alma provides a robust support for sending patrons and library staff notifications in regards to Fulfillment activities (loans, overdues, pick up slips) via letters. Below are are the primary fulfillment letters which are scheduled and are sent via email to both patrons and library staff.

Letter Name Email Subject Letter Description Notification sent directly to patron Notification is part of scheduled job Note
Overdue Notice Letter Due Items Sent to patrons; contains a list of all the patron’s loans due that day. Sent in a nightly job Y Y Letter currently disabled as NOAA is still remote work heavy.
Courtesy Letter Courtesy Notice Sent to patrons in a nightly job; contains a list of the patron’s loans that are due soon. Generated when the Notifications - Send Courtesy Notices and Handle Loan Renewals job runs and one of the following occurs:
  • The due date for your borrowed item was shortened since the item is recalled
  • The due date for your borrowed item was shortened since the patron card is expired before the due date
Y Y Job runs daily and sends courtesy notice 2 days before the due date.

Job is not configured for Short Term Loans.
Borrowing Activity Letter Patron Circulation Summary Sent to patrons with activity; contains a list of the patron’s loans, overdue items, and active fines. Y Y Letter currently disabled as NOAA is still remote work heavy.
Short Loan Letter Courtesy Notice Sent to a patron when loaning an item for a short period (a number of hours), informing the patron of the due date and the fine policy. Y Y Fine label in letter disabled.
Shortened Due Date Letter Shortened Due Date Letter Sent to patrons to notify them that the due date of their loan has been shortened. This happens at the time of loan or renewal. However, at renewal time, the letter is only triggered if the renewal is done by staff from the Manage Patron Services page. If the renewal is done by the patron in Primo, the shortened due date is displayed to the patron immediately. The letter data contains the loan object and the message, The possible messages are:
  • Please notice that the due date was shortened since the item is recalled
  • Please notice that the due date was shortened since the patron card is expired before the due date
  • Please notice that the due date was shortened since the loan conflicts with a booking request

shortened_due_date_notifications is configured as EMAIL.

Y Y  
Ful Requests Report Letter Requests Report A patron report listing all request items, broken down by Not Active, In Process, and On Hold Shelf. For details on running the report for a single patron, see Managing Patron Services. For details on running the report on a schedule, see Configuring Fulfillment Jobs. Y Y  
Ful Resource Request Slip Letter N/A A slip that is printed out by library staff from the Pick Up Requested Resources page when they need to retrieve an item from the shelf. For details on pickup up items from the shelf, see Pickup at Shelf. You may include a printable barcode image on this letter.

This letter is also printed when an item that had a hold request is returned.
N N Generated when a hold request is scanned in at the requested pick-up desk.
On Hold Shelf Letter On Hold Shelf Letter Sent to patrons; indicates that an item is ready for pickup at the hold shelf. For details on picking up items from the hold shelf, see Managing the Hold Shelf. Y N Generated in real time as holds are activated
Ful Pickup Print Slip Report Letter Request Report (picklist) Sent to users. Contains a detailed list of resources to be picked up. Y/N N

Can send to library staff or patron. 

NOAA has yet to fully implement requesting.

Letter needs to be tested. 

Ful Hold Shelf Request Slip Letter Hold Shelf Request Slip
 

When enabled, the letter is printed to the circulation desk printer when the item is placed on the hold shelf, regardless of whether a pick slip was already printed. If printing fails, the item is still placed on the hold shelf but the user receives a warning message that printing failed. This way, it is possible to configure a slip for use for on hold shelf items, that is differnet than the slip that is used to pick the item from the shelf.

The letter is invoked when scanning in an item and placing it on the hold shelf and when selecting the Activate next function on the expired hold shelf page.

N N

NOAA Library Network has yet to fully implement requesting. 

Letter needs to be tested.

Ful Lost Loan Letter Lost Item Bill An invoice letter (for the replacement fee) sent to the borrowing patron when a loan is overdue and the item is declared lost, according to the criteria described in Adding an Overdue and Lost Loan Profile. Each letter generated is for a single item.

Sent when item is manually declared LOST in Alma.
Y N

Letter is disabled. NOAA Library Network does not issue fines. 

 

Ful Overdue And Lost Loan Letter Lost Items Bill An invoice letter (for the replacement fee) sent to the borrowing patron listing all overdue loans that have been declared lost, according to the criteria described in Adding an Overdue and Lost Loan Profile. Y Y Letter is disabled. NOAA Library Network does not issue fines.