2. Customizing ILLiad's Word Templates and Email Notices Chelle Batchelor Head, Document Delivery Services (ILL) UNLV Libraries michelle.batchelor@unlv.edu Original presentation materials created by Sherry Buchanan

3. My ILLiad Perspective Single-server environment Branch library ILL managed centrally Server hosted by Atlas

4. Customization Resources OCLC ILLiad Administrative Suite: Implementation Guide Version 7.1 (IG) http://www.atlas- sys.com/documentation/illiad/content/OCLCILLiadImple mentationGuide.pdf http://www.atlas- sys.com/documentation/illiad/content/OCLCILLiadImple mentationGuide.pdf Atlas Knowledge Base http://www.atlas-sys.com/kb/ http://www.atlas-sys.com/kb/ ILLiad Database Diagram http://www.atlas- sys.com/documentation/illiad/content/ILLiadDatabaseDia gram.pdf http://www.atlas- sys.com/documentation/illiad/content/ILLiadDatabaseDia gram.pdf Atlas Community Portal http://www.atlas-sys.com/community/ http://www.atlas-sys.com/community/

5. Presentation topics Editing Email templates Email routing Editing Word templates Using If/then/else in Word

6. E-Mail Customization

7. 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

8. Customization Manager

10. 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

11. Changing Text of Email Notices Email notices are simple text files so you can just open and edit them Dear, Title: Author: TN: This loan is now available for checkout. It is due back to the library by:. fieldnames

12. Field Names See the LocalInfo table in the Customization Manager to view and update location-specific field names.LocalInfo table See the Database Diagram for item-specific field names (Users and Transactions information).Database Diagram 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.

13. LocalInfo

14. Database Diagram fieldnames

15. Within ILLiad: General Search Form

16. Email Routing IG 13-215

17. Email Routing

21. E-mail Customization Tip Keep a folder entitled \illiad\email\originals, and only edit the files stored in the main folder \illiad\email\originals

22. Branch Library Example Single-server environment, but branches have their own NVTGC “delivery location” code

23. Original attempt at a generic loan notice ILLloan.txt Dear Title: Author: TN: This loan is now available for checkout at your preferred delivery location*. This item is due back to the library by:.

24. 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.

25. Separate text file for Branch Filename: archloan.txt Dear Title: Author: TN: 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:.

26. After creating the separate email for a branch, I assigned the filename to the appropriate key

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28. Word Template Customization

29. ILLiad merges MS Word Documents and.dbf files, allowing you to customize documents by editing the templates stored in the \illiad\print folder. Examples:\illiad\print  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.

30. What Prints When (IG 11-178)

31. 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”

32.  ILLiad came pre-set to print Loan Labels  After removing “LendingLoanLabels.doc,” the Word document for sticky labels no longer opens

33. Changing Word Templates Create a folder entitled \illiad\print\originals to store “out of the box” templates\illiad\print\originals Only edit the files stored in the \illiad\print folder\illiad\print Before editing any document, open it and save it to your desktop. When complete, save over the copy in the print folder.

34. Changing Word Templates If you’re 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)

35. Mail Merge Toolbar

36. Editing Word Templates Edit text as usual Change format, but don’t use text boxes (nested tables work better) Test your results by merging data to new document “Edit, Undo” is your friend [CTRL-Z]

37. Lending Article Slips: Original

38. Edited Article Slips

39. 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

40. Inserting a Merge Field

42. Modified Lending Loan Labels Special Features: OCLC Number Borrowing Notes Shipping Labels Preferred Delivery Reasons for No Billing Information Modified

43. Courier Labels IG 11-206

44. Borrowing Loan Label TIP: USE BARCODE FONT

45. Lending Loan Slip TIP: BE SURE TO RETAIN THE «NEXT» FIELD CODE

46. 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.

47. IF/THEN statements Show hidden codes  Tools  Options  “View” tab  Check “Field codes” IG p. 11-193 to 11- 194

48. Band with IF/THENs

49. Another If / Then Example Desired Outcome:  If Billing Category is Exempt, Then NO CHARGE prints in CHARGES line.  Otherwise, $10.00 IFM prints in CHARGES line. Lending Billing Information BILLING CATEGORY: «BILLINGC_1» MAX COST: «MAXCOST» CHARGES: determined by if/then/else

50. Word’s “Insert Word Field” Function

51. 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!

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

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54. Contact Information Chelle Batchelor Head, Document Delivery Services (ILL) UNLV Libraries 4505 Maryland Parkway Box 457006 Las Vegas, Nevada 89154 p (702) 895-2154 f (702) 895-2283 e michelle.batchelor@unlv.edu a 131.216.164.16 Enjoy the Meeting!