Borrowing and lending overdue email notices are sent out by the System Manager (as of ILLiad 8.3). These email notices are based on default overdue email templates provided in the database. They are visible in the customization manager for editing purposes. The Word documents used to print and send out overdue notices to those patrons who do not have an email address on record remains the same; however, ILLiad 8.4 introduces a new Reminder email template and print template. 8.4 also features manual resending of emails and a redesigned client Overdues form. See Processing Borrowing Overdues for a detailed list of changes and updated instruction.
The overdue templates used in ILLiad are default templates that are stored in the database. Because the template is sent by the system manager you cannot alter the names of these templates. The body of these email templates may be edited. To learn how to edit database templates from within the customization manager see Creating and Editing Email Templates. All of the keys discussed in this section are found in the Customization Manager under either Borrowing | Overdues or Lending | Overdues.
Overdue email notices are sent by the ILLiad System Manager. Staff can print overdue notices for those transactions that do not include a valid email address for sending emails. If email notification processing is turned on, the system manager sends out all Borrowing and Lending overdue notices once per day. Each of the three overdue notices and the reminder notice, if used, is sent out only once to each borrower so that they are not receiving multiple copies of notices. The Date Ranges for each Overdue notice level are determined by the following keys which would need to be set for borrowing.
- BorrowingReminderDaysBeforeDueDate - This key should be set to the number of days before the due date that the reminder notice should be sent. If set to the default of 0, the feature is disabled.
- BorrowingOverdueGraceDays - This key should be set to the number of days after the due date before overdues should start being sent. For example, to have the first overdue notice apply after the book is 2 days overdue, the BorrowingOverdueGraceDays should be set to 2.
- BorrowingOverDueNoticeOneDays - This key is the number of days after the due date when the second overdue should be active. For example, if the second overdue should be sent after 9 days, then the BorrowingOverdueNoticeOneDays would be set to 9.
- BorrowingOverDueNoticeTwoDays - This key is the number of days after the due date when the third overdue should be active. For example, if the third overdue should be sent after 16 days, then the BorrowingOverdueNoticeTwoDays would be set to 16.
The BorrowingOverdueGraceDays key specifies the number of days, calculated from the Due Date, the system will wait before beginning to send Overdue level 1 notices. For example, presupposing that Overdues are processed once per day, if the Due Date of an item is 12/1/YYYY and the BorrowingOverdueGraceDays value is 1, the customer or institution would begin receiving the notice level 1 Overdue message on 12/2/YYYY. This would continue daily until the BorrowingOverDueNoticeOneDays value is reached.
The BorrowingOverDueNoticeOneDays key specifies the number of days, calculated from the Due Date, the system will wait before beginning to send Overdue level 2 notices. To continue the above example, if the BorrowingOverDueNoticeOneDays value is 5, the customer or institution would begin receiving the notice level 2 Overdue message on 12/6/YYYY. This would continue daily until the BorrowingOverDueNoticeTwoDays value is reached.
The BorrowingOverDueNoticeTwoDays key specifies the number of days, calculated from the Due Date, the system will wait before beginning to send Overdue level 3 notices. To conclude the above example, if the BorrowingOverDueNoticeTwoDays value is 10, the customer or institution would begin receiving the notice level 3 Overdue message on 12/11/YYYY. This would continue daily until either the item is returned of the status of the transaction is changed to allow for payment or some special circumstance.