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

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
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 email importing types, these will be 1, 2, and 3, respectively. Always begin with 1 and add sequentially.
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.

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

If you set up more than one email import type in your EmailImport table, you will need additional custom key (CustKey) entries in the Customization table for each of them. The name of the custom key for additional entries will change to reflect the number assigned to the EMailNumber that you set up for this import type in the EMailImport table. The custom key for the second email import type will begin with EMailImport2, the third import type will begin with EMailImport3, and so forth, with all of the relevant custom keys duplicated for each email import type.

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

If you are using Shared Server Support, you must set up this queue for each valid location symbol in your system.

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