Configuring Email Importing

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ILLiad may be set up to import formatted email requests from a number of external sources. Setting this up requires additions to both the EMailImport and Customization tables as well as other customization keys.
 

System Manager Keys

If a shared server site wants to use the email important feature, there are some different configuration rules that will apply. Please see the Shared Server Configuration section below for more information. 

Two keys in the ILLiad Customization Manager need to be configured to enable email importing and set the importing schedule. These keys are located under System | Email

EmailImportActive

Setting the value to Yes enables email importing by the System Manager. Example: Yes, No

This key follows separate configuration rules for Shared Servers. See Shared Server Configuration for more info. 
EmailImportInterval How often, in minutes, the System Manager should import emails. Set to 30 by default. Example: 30

The EMailImport Table

To configure your importing options, open the ILLiad Customization Manager and navigate to System | EMail | EMailImport. This will open the EMailImport table for editing. Add the following information for each entry in the table: 

EMailNumber

The number of the email importing option being set up. If you set up three different EmailImportNames, these will be 1, 2, and 3, respectively. Always begin with 1 and add sequentially. For example, if you set up an EmailImportName as Email Requests then that email type would be EmailNumber 1, then if you set up another EmailImportName as Borrowing Requests that would be EmailNumber 2, and so on.

This field follows separate configuration rules for Shared Servers. See Shared Server Configuration for more info. 
NVTGC

The symbol for Borrowing. For most standard single-server institutions, this will be ILL.

For Shared Server institutions, a set of entries for each email importing option will need to be set up for each symbol in the SSS system.

This field follows separate configuration rules for Shared Servers. See Shared Server Configuration for more info. 

EMailImportName

The name of the option you are setting up. Name the import type whatever makes sense for your ILL operation. Example: Email Requests

This field follows separate configuration rules for Shared Servers. See Shared Server Configuration for more info. 
ProcessType This should be set to Borrowing. Borrowing is currently the only ILLiad process type supported.
TableName This should be set to Transactions. The system will store imported information in this table.
FieldName

Enter the field to be imported here. These fields will be imported into ILLiad. The Username field is required for the import to function properly from a technical point of view.

From a usability perspective, you will probably want to add entries for the LoanTitle, LoanAuthor, PhotoArticleTitle and PhotoArticleAuthor fields, and possibly others, as well.

TagValue The tags within the formatted email that correspond to the FieldName(s) to be imported. Examples: "Title: " for Loan Title, "Author:" for LoanAuthor, etc.
DefaultValue The default value to be input into the imported request if a field does not exist or is left blank by the user when making the request. Examples: "Not Entered", "Not Found", etc.

You will have multiple entries in the EMailImport table for each import type you set up. There will be one entry in the table for every FieldName to be imported into each import type.

The Customization Table

Open the ILLiad Customization Manager and navigate to System | General | Customization. Add the following custom keys for each email import type that you set up in the EMailImport table:

EMailImport1ArticleStatus

Specifies the status to which the system should assign article requests received via email import. Example: "Awaiting Request Processing"

Note: If you create a new status for this purpose, you will need to add that new status to the CustomQueues table as well.

EMailImport1LoanStatus

Specifies the status to which the system should assign loan requests received via email import. Example: "Awaiting Request Processing"

Note: If you create a new status for this purpose, you will need to add that new status to the CustomQueues table as well.

EMailImport1LoanTag This is the tag in the email that the system will reference to determine the Request Type. If the system finds this tag within the body of the email, it will determine that the request is a Loan Request. If the system does not find this tag it will determine that the request is an Article request.
EMailImport1UserID This is the UserID for the email account to be imported.
EMailImport1Password This is the Password for the email account to be imported.
EMailImport1PopHost This is the mail server for the email account to be imported.
EMailImport1PopPort This is the mail port for the email account to be imported. This is usually 110.
EMailImport1SSLEnabled This is the key that needs to be added to support email importing on SSL hosts.

The EmailImportAutoUserRecord Key

If you're setting up ILLiad to create user records during email importing, you'll need to configure the EmailImportAutoUserRecord key. This key is located in the ILLiad Customization Manager under Borrowing | Importing. For more information see, Creating Users from Email Importing.

EmailImportAutoUserRecord

Setting the value to Yes allows ILLiad to create user records during email imports if the username could not be found. Example: Yes, No

This key follows separate configuration rules for Shared Servers. See Shared Server Configuration for more info. 

The Awaiting User Verification Queue 

This queue is a part of the default ILLiad server installation. Unless removed from the Custom Queues table, it should exist in all recent ILLiad Installations. If the Awaiting User Verification queue does not already exist, open the Customization Manager, go to System | Custom Queues | CustomQueues, and add a custom queue called Awaiting User Verification. This queue will be used by the system for any requests imported into ILLiad that do not match to an existing User in the ILLiad database. The Awaiting User Verification custom queue should contain the following information: 

QueueName Awaiting User Verification
ProcessType Borrowing
NVTGC ILL

Shared Server Configuration 

There are two different ways to set up Email Importing for a shared server institution. Option 1: Each NVTGC will be configured with a different email address for each site. Option 2: One NVTGC and one email address will handle all the emails being imported.

The remaining keys and tables not listed below should be configured as normal.

Option 1

  • EmailImportActive Key- Since each NVTGC will be utilizing a different email address for the import, the key needs to be set to Yes for each NVTGC and ILL. For example, if there are two sites ABC and DEF, there should be an entry under the key set for ILL, ABC, and DEF.
  • EMailImportName & EmailNumber- Each NVTGC should be listed as the EmailImportName with the corresponding Email number. For example, the first NVTCG would be EmailImportName ABC EmailNumber 1, the second NVTGC would be EmailImport Name DEF and Email Number 2, and so on for the remaining NVTGC.
  • NVTGC- An entry should be made for each NVTGC handling imports. There should be the same amount of NVTGCs listed as there are EmailNumbers.
  • Awaiting User Verification Queue- An entry should be made for each NVTGC.

Entry Example 1:

QueueName Awaiting User Verification
ProcessType Borrowing
NVTGC ABC

Entry Example 2:

QueueName Awaiting User Verification
ProcessType Borrowing
NVTGC DEF
  • EMailImportAutoUserRecord- If you're configuring ILLiad to create user records during email importing, this key should be set to Yes for each NVTGC handling email imports.
  • EMailImport table- Additional entries should be made into the EmailImport table to reflect the number assigned to the EMailNumber for each EmailImportName. The custom key for the first email import type will begin with EMailImport1, the second import type will begin with EMailImport2, and so forth, with all of the relevant custom keys duplicated for each email import type. The values for the following fields will be different for each email import:
    • EmailImport1UserID 
    • EmailImport1Passoword
    • EmailImport1PopHost
    • EmailImport1PopPort
    • EmailImport1SSLEnabled

Option 2

  • EmailImportActive Key- Since one email is being used, the key needs t to be set to Yes for ILL. If you are using an NVTGC other than ILL for importing, you'll need to have the EmailImportActive key set to Yes for both ILL and the NVTGC that will handle the importing.
  • EMailImportName & EmailNumber- Since there would only be one email being used, that would be EmailNumber 1 with an import name that would best explain its purpose (e.g., Email Requests).
  • NVTGC- The NVTGC should list the default ILL unless you are using an NVTGC other than ILL for importing, then you'll need an entry for that NVTGC. There should be the same amount of NVTGCs listed as there are EmailNumbers.
  • Awaiting User Verification Queue- The Awaiting User Verification Queue would be set up the same as a single server since only the default NVTGC is being used. Unless another NVTGC will handle the importing, then the default ILL should be used in the NVTGC field. 
QueueName Awaiting User Verification
ProcessType Borrowing
NVTGC ILL

 

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