VDX can be configured to send an email alert to an end user when a specific 'ILL event' occurs e.g. when an action is performed or a process status is changed.
The following types of actions and process statuses can be linked to an email alert:
- a ' messaging' action which has been performed by the borrowing (requesting) library e.g. Received or responding library e.g. Shipped
- a 'non-messaging' action which has been performed by the borrowing (requesting) library e.g. Add private note
- a 'locally defined' action which has been performed by the borrowing (requesting) library e.g. Check for off-site storage
- a 'site specific' process status
The action triggering the alert is set up in the Windows Admin Client and linked to an email format. The availability of an action will depend on its type:
Actions related to protocols will only be visible when using a particular protocol to communicate with the lending (responding) library. The available actions will be defined in the State Tables of the Windows Admin Client.
A locally defined action will only be visible if allocated to your resource group, irrespective of the protocol being used and it is a valid action for the process status of the request. This is set up in the Windows Admin Client.
Locate the relevant item via the ill request search or a work queue.
Select the relevant action from the action box on the brief display or at the top/bottom of the full display.
An 'action' screen will be displayed.
The format of the mail is displayed. This is predefined in the Windows Admin Client.
A private note can be added which will not be added to the mail.
Click on the Action button.
The action will be recorded in the history section of the request.
An email will be sent to the end user's email address.
Ad-hoc email alerts can also be sent using the Send User Alert Action. This will be available if it has been enabled for the protocol being used.
Locate the relevant item via the ill request search or a work queue.
Select the Send User Alert action from the action box on the brief display or at the top/bottom of the full display.
A 'send user alert' screen will be displayed, showing the end-user's name and email address.
The format of the mail is displayed. This is predefined in the Windows Admin Client.
Enter the patron note which will be added to the predefined message.
A private note can be added which will not be added to the email.
Click on the 'Send' button.
The alert will be recorded in the history section of the request record.
An email will be sent to the end user's email address.
If an email is not sent to an end user:
Check that there is an email address for the end user.
Check with the system administrator that the 'user alerting agent' (driver) is enabled.