Overdue and recall sequences

Learn how to set up sequences for overdue processing and recalls in OLIB.

►Circulation Reference Data> Overdue/Recall Sequences

Overdue and Recall sequences are required for Circulation if the automated overdue system or automated recall system is to be implemented. The overdue sequence determines how long after the item is overdue, the first and subsequent overdue (or recall) letters are generated. For example:

Seqno Notice Days
1 First Overdue 7
2 Second Overdue 14
3

Final Overdue

 14

 

In the example above, the First Overdue will be generated 7 days after the item becomes overdue; if the item is not returned, the Second Overdue notice will be generated 14 days after the First Overdue notice; the Final Overdue notice will be generated 14 days after the Second Overdue notice.

You can create any number of Overdue Sequences for different users. They are assigned to User/Copy Category combinations using the Loan Terms domain.

Create a new sequence

  1. In Overdue Sequences click New Record
  2. The Sequence Number is system generated. Enter a Short and Long Description e.g. Standard Sequence (or Standard Recall Sequence).
  3. In Steps click New. In the Overdue Steps screen click Search in the Notice section for the relevant overdue notice or recall notice.
  4. Insert the first notice that should be sent to the user when an item becomes overdue.
  5. In Days enter the number of days overdue, after which this Notice is sent.
  6. In Days to Ban enter the number of days after which the User will be banned. The User is banned e.g. 5 days after this notice is generated; this could be 5 days after the second overdue notice is generated for example.
  7. Save the record. The Overdue Sequences screen is displayed again.
  8. In Steps click New again to repeat the process for all the additional steps you require, e.g. a Second, Third / Final Notice.
  9. Save this Overdue Sequences record.

 Note: a User can also be banned automatically by a setting in Loan Terms. When a user is banned as part of the overdue sequence automatically, the user remains banned until he/she does not have any overdue, recalled, long overdue or long recalled items on loan, at which time he/she will be automatically unbanned in daystart. However, library staff can unban the user manually at any time simply by changing the user’s Banned field to No, clearing the Date Banned field and removing the ABAN trap. The user can then use the library as normal. However the loan terms ban setting will still apply.

Modify the text of overdues

  1. In Overdue Sequences first search for the overdue sequence and clikck to display details.
  2. In Steps click the Step No link to display the step you would like to edit.
  3. Click on the Notice link.
  4. In the Notices screen switch to modify and make the changes in Notice Text.
  5. Save the changes.

Replace a notice in a sequence

  1. Display the Overdue Sequence record and modify record.
  2. In Step No, select the notice to be deleted and click Delete.
  3. In Steps click New to add a new step.
  4. Search for the new Notice and insert it back to the Steps.
  5. Save the changes.

Items already on loan

When changing an overdue sequence what happens to items that are already on loan?        

An overdue sequence is picked up from the relevant Loan Terms record at the point at which the item becomes overdue. Therefore any items which are already on loan and overdue will have picked up an overdue sequence and will continue with that sequence to its' conclusion.

Any items which become overdue after the updated overdue sequence has been applied, will pick up the new sequence details.

If you simply make an amendment to the existing sequence, for example a change to the text of one of the overdue notices, items already on loan will pick up these changes as they move through the Overdue Sequence.