Reservations alerts

Example

This example is from the Res. Held Notification:

From: a.librarian@library.org    
To: A. Student         
Cc:
Subject: Reserved Item Available

This is to confirm that the following item previously reserved by you has been set aside for you and should be collected from the library:

Reservation Ref: 1599
Title: Guide to basic information sources in engineering
Copy barcode: 013650
Reserved On: 09-OCT-2018
Held On: 09-OCT-2018

Please collect it before 11-OCT-2018 otherwise the hold will be cancelled.

Thank you.

Reservation received notice

An email can be configured to be sent either to the user or more usually to a designated member of the library team to confirm that a reservation has been placed either in OLIBWeb or the OPAC. e.g:

A new reservation has just been received as follows: [User details] [Reservation Ref], [Title] [Reserved On]
Please go to the Reservations domain in WorldView to process it.

This could be valuable if your organisation allows reservations to be placed on items that have a status of Available. The email could alert a member of the library staff to retrieve the item from the shelf and issue to the user in the normal way.

A rota also can be set up to determine which Locations the notice is sent to and in what order.

Reservations confirmed notice

By default, reservations that are placed via the OPAC are unconfirmed. A member of the Library team normally confirms the reservation in OLIBWeb or WorldView.

Use this alert to notify the user that a reservation they placed has been confirmed.

 Note: it is possible to configure OLIB so that reservations placed in the OPAC are automatically confirmed. If this is the case, the above notice is redundant. 

Reservations held notice ^SMS

When a reserved item is passed through the issue desk, the item is given a status of Held. This notice allows you to send an alert to inform users and/or Library staff that an item is held and awaiting collection. The alert can be in the form of an email or a text message.

The notice can be configured to display the date the reservation was held. If a Hold Period was set on the Location record, the date the item will be held to will also be displayed. If a Collection Location was specified when the reservation was placed, this will also be shown on the notice.

OLIB applies a delay to this notice so that the user does not receive the email OR TEXT before the item has been received at the collection location. This is part of the In Transit Issues function.

Send On/Do By: in the Reservation Held alert, this is the date and time at which the alert will actually be sent.

Reservation Held notices can optionally include additional tags to help staff locate the items - Location, Sub-location, Shelf area, Shelfmark, Copy Category, as shown in Notice Text below.

Reservations soon to expire notice

An email can be sent to alert users and/or library staff that an item held is soon to expire.

Daystart will look at all held reservations, and if the expiry date is the day after tomorrow, the alert is sent.

Reservations cancelled notice

A notice can be sent to inform the user and/or Library staff that a reservation has been cancelled. A reservation can be cancelled either by

• an action on the reservation record in OLIBWeb
• or due to the Expiry Date of the reservation being reached; if the Auto Expire Held Res field on the Location record is set to Yes, an overnight process cancels the reservation.

Reservations to cancel notice

A notice can be sent to a designated member of the Library staff to notify them that the hold period for a reservation has expired and therefore the reservation should be cancelled and the item passed to the next user on the reservation list or returned to the shelves.

If the Auto Expire Held Res field on the Location record is set to No, an overnight process updates the item to a status of Held - should be cancelled.

 Tip: in the Reservations domain use a filtered search to identify those items that have the status of Held – should be cancelled.

Once the items have been identified cancel the reservation in the normal way.

Held reservation soon to be cancelled notice

An email is sent to notify the user that the hold period for a held item is due to expire in the next 2 days, after which it will be returned to the shelves, or made available to another user.  

 Note: the notice is normally emailed to the user, using the To User's Email Address Transmit Type; however you can set it for delivery to a nominated member of staff or a generic circulation desk email address (use the To To List Transmit Type).  

Held reservation to be cancelled notice

This email alert is to confirm that a hold should be cancelled. It should be used if you do not operate an automatic hold cancellation policy.

 Note: the notice is normally sent to a nominated member of staff or a generic circulation desk email address, using the To To List Transmit Type. However, it can be configured to be sent to the user if required, using the To User's Email Address Transmit Type.

Configure alerts

Configure the above alerts in the following way. Several example reservation notices are included as standard. You should copy these records to create your own notice as required.

1. Select the Example notice and in Other Actions choose Create Close Copy.
2. Click on the copy to display full details and modify record:

 The SMTP server name for your organisation must also be configured for email alerting to work.

For SMS texting, the configuration details should be entered at the level of OLIB Defaults or your Users' Location record - If SMS Texting is to be used.