Home → Item Cataloging and Holdings Management → Customized Item Messages → Item Alerts
7.1. Item Alerts
Last Updated 12/31/2025
Action-Triggered Alerts
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The Item Alerts feature enables library staff to attach customized notifications to items during specific actions like check-ins, check-outs, or renewals. There are two types of alerts: temporary and persistent. Adding alerts involves selecting an alert type, entering details, and saving via one of four interfaces: Bibliographic Record, Holdings Editor, Item Status Screen, or Check-in Screen.
The Item Alerts feature allows library staff to add customized alert messages to items. The item alerts will appear when a specific event takes place, such as when the item is checked in, checked out, or renewed.
Item Alerts should be used when information needs to be shared with staff at the point of a specific functions or action. They are not searchable in either the staff catalog or the OPAC.
Alert Types
Alerts can be temporary or persistent:
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Temporary alerts will be disabled after the initial alert and acknowledgement from staff.
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Persistent alerts will display each time the alert event takes place.
Item Alerts can be configured to display at the circulating or owning library only or, alternatively, when the library at which the alert event takes place is not the circulating or owning library. Item Alerts at check in can also be configured to provide options for the next item status that should be applied to an item. Library administrators have the ability to create and customize Item Alert Types and to suppress item alerts at specific org units. See the Item Alerts Administration documentation for more information.
Adding Alerts
The basic process for adding alerts is the same regardless of which interface you use.
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Select an Alert Type to determine which functions will trigger the alert.
- Add the alert details to the Alert Note field.
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Select the box next to Temporary? if this alert should not appear after the initial alert is acknowledged. Leaving the Temporary? box unchecked will create a persistent alert that will appear each time the action to trigger the alert occurs, such as check in or check out.
- Click the Add New button.
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Select Apply Changes to save the new Item Alert.
Item Alerts can be added or managed from 4 interfaces. Additional intructions for accessing the alert modal from each interface are below.
Accessing Item Alerts from the Bibliographic Record
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In the Bibliographic/Title record, navigate to the Holdings View tab. Scope the view to your library branch or system and check the box to Show Copies.
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Select the copy you want to add an alert to by checking the box on the barcode line.
- Select Item Alert from the "Add" section of the Action menu.
Accessing Item Alerts from the Holdings Editor
Click on the Alerts link in teh Alerts, Notes, Tags, Statistics column.
Accessing Item Alerts from the Item Status Screen
- Scan the barcode of the item you will be adding an alert to, or upload a list of barcodes.
- Select the item(s) you will be adding alerts to.
- Choose Manage Item Alerts from the Actions menu.
- A new tab with the modal will open. If you have selected more than one item, the modal title will state the number of items.
Accessing Alert from the Checkin Screen
- Scan the barcode to check it in.
- Select the item to add an alert.
- Choose either Add Item Alert or Manage Item Alerts from the Actions menu.
- A new tab with the modal will open.