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4.7. Staff-Generated Alerts, Notes, and Messages
Last Updated 05/07/2024
Staff-Generated Messages
There are several types of messages available for staff to leave notes on patron records.
- Patron Alerts
- Patron Notes
- Blocks
These are added via the Notes tab in the patron record. These can be viewable by staff only or shared with the patron. Staff initials can be required.
Patron Alerts
There are two types of Patron Alerts:
System-generated alerts: Once the cause is resolved (e.g. patron’s account has been renewed), the message will disappear automatically.
Staff-generated alerts: Must be added and removed manually.
When an account has an alert on it, a Stop sign is displayed when the record is retrieved.
Navigating to an area of the patron record using the navigation buttons at the top of the record (for example, Edit or Bills) will clear the message from view.
If you wish to view these alerts after they are cleared from view, they may be retrieved. Use the Other menu to select Display Alert and Messages.
Creating an Alert
To create a new Alert:
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Go to the Notes tab in the patron account and click Create Note.
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A modal will appear where you can create a new Alert. Required fields are highlighted in yellow.
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Select Alert at the top of the screen.
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The Depth drop down menu controls the visibility of the note. Values correspond to OPAC labels, and by default they are This Branch, Local Library System, and Everywhere.
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Enter a title or subject for the alert in the Title field. The Title field is required.
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Enter the main content of the alert in the Note Text field.
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Enter your initials if your library requires initials when creating alerts on patron accounts.
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Click OK to create the alert.
Note: By default, the Location of the note will be set to the workstation library. The note will be visible to the workstation library, as well as all Org Units that are ancestors and descendants in the Org Unit hierarchy.
Patron Notes
Notes are strictly communicative. They may be staff-only notes or they may be made visible to the patron. In the OPAC, patron visible notes display in the Messages tab of the Account Summary screen when the patron is logged into their account.
Creating a Note
To create a new Note:
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Go to the Notes tab in the patron account and click Create Note.
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A modal will appear where you can create a new Note. Required fields are highlighted in yellow.
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Select Note at the top of the screen.
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Check the box next to Patron Visible for a note that will display in the patron’s OPAC account. Leave it unchecked to create a note that is staff visible only.
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The Depth drop down menu controls the visibility of the note. Values correspond to OPAC labels, and by default they are This Branch, Local Library System, and Everywhere.
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Enter a title or subject for the note in the Title field. The title field is required.
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Enter the main content of the note in the Note Text field.
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Enter your initials if your library requires initials when creating notes on patron accounts.
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Click OK to create the note.
Blocks
Blocks can be manually added to a patron account to take away certain library privileges from the patron for as long as the block remains on the account. The following privileges can be blocked on patron accounts as determined by configuration in the Standing Penalties interface in the Local Administration menu.
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CIRC - Users cannot check out items
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HOLD - Users cannot place holds on items
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RENEW - Users cannot renew items
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CAPTURE - This penalty prevents a user’s holds from being captured. If the HOLD penalty has not been applied to a user’s account, then the patron can place a hold, but the targeted item will not appear on a pull list and will not be captured for a hold if it is checked in.
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FULFILL - This penalty prevents a user from checking out an item that is on hold. If the HOLD and CAPTURE penalties have not been applied to a user’s account, then the user can place a hold on an item, and the itemcan be captured for a hold. However, when he tries to check out the item, the circulator will see a pop up box with the name of the penalty type, FULFILL. The circulator must correct the problem with the account or must override the penalty to check out the item.
Creating a Block
To create a new Block:
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Go to the Notes tab in the patron account and click Create Note.
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A modal will appear where you can create a new Block. Required fields are highlighted in yellow.
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Select Block at the top of the screen.
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The Depth drop down menu controls the visibility of the note. Values correspond to OPAC labels, and by default they are This Branch, Local Library System, and Everywhere.
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Enter a title or subject for the alert in the Title field. The Title field is required.
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Enter the main content of the block in the Note field.
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Enter your initials if your library requires initials when creating blocks on patron accounts.
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Click OK to create the block.
Modifying an Alert, Note, or Block
Messages can be edited by staff after they are created.
To edit an alert, note, or block, check the box next to the Penalty Name under the Notes tab.
From the Actions dropdown menu, select Edit Note.
To change the type of message, click on Note, Alert, Block to select the new type. Edit or add new text in the message body. Enter Staff Initials into the Initials box (may be required) and click OK to submit the alterations.
Archive an Alert, Note, or Block
Messages which are no longer current can be archived by staff. This action will remove any alerts or blocks associated with the message, but retains the information contained there for future reference.
To archive an alert, note, or block, check the box next to the Penalty Name under the Notes tab.
From the Actions dropdown menu, select Archive Note.
Archived messages will be shown in the section labelled Archived Notes. By default, messages archived within the past year will be listed. To retrieve messages from earlier dates, change the start date to the desired date.
Once archived, notes, alerts, and blocks cannot be deleted from the Notes tab. Archived patron visible notes will continue to display in the patron’s OPAC account unless they are deleted from the Other → Message Center interface.
Remove an Alert, Note, or Block
Messages which are no longer current can be removed by staff. This action removes any alerts or blocks associated with the message and deletes the information from the system.
From the Actions dropdown menu, select Remove Note.
Note: Patron Visible Notes cannot be deleted. These notes are only allowed to be archived.