Managing Aeon Workflow During COVID-19

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This is a living document that is being edited as new options and information are available. Thank you for your patience. 

Editing Status Lines | Creating Web Alerts | Editing Web Pages | Editing Email Templates | Editing Scheduled Closures v5.0 | Editing ScheduleDate.js v4.1 and below

Notifying Customers About Limited Services

Editing Status Lines

If you are allowing users to place requests, you can edit the status line for when the request is received to say that some items may take longer to retrieve or duplication requests may be delayed. The Customization Key to change is SLRequestReceived under Web Interface | Status Lines. You can expand on the default wording. 

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Creating Web Alerts

A Web Alert can be added to your web pages to notify all users about reading room closures and/or virtual services. They can be system level, user status, or individual user-specific messages and have a future date when the alert no longer displays. Web Alerts are set up under the Manage ribbon in the Client by clicking the Web Alerts button. 

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Editing Web Pages

You can edit any of your request forms (Manuscript, Monograph, Serial, etc.) to add notices about closures or limited service. You may also wish to add a notice on your Dual Authentication page and/or your logon page.

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A note on your logon page will display like this:

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Editing Email Templates

Requests can be canceled for dates your library is closed. You might consider adding text to the ItemCancellation and OrderCancellation email templates to indicate that the library is closed and patrons can resubmit their requests when the library reopens.

To edit your email templates, you must have permission to access the Customization Manager. Log in and navigate to the Email Templates tab. Click the Edit button, then select the template you want to edit.

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Edit the text of the template to add your closure notice. You may also want to provide instructions for resubmitting these requests once your reading room has reopened.

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Disable New Reading Room Requests

Editing Scheduled Closures (Aeon 5.0)

If you are using Aeon version 5.0, you can edit the new Scheduled Date features in the Customization Manager to block dates your reading room is closed. Update the Scheduled Closures table to add your closure dates. To add a closure date, navigate to the Web Interface | Scheduled Date section in the Customization Manager. Then use the New Record button to add dates and a closure description.

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If you are unsure how long your library will be closed, you can remove the current value in the ScheduledDateDefaultSchedule key so the value is left blank. This will gray out all days in your calendar. Remember to revert back when your library is open again so your patrons can begin placing requests. We recommend keeping the Save for Later/Keep in Review feature active on your pages so researchers can save requests for future submittal.

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Please note using the Aeon 5.0 Scheduled Date features requires you to update to the newest version of the scheduled-date.js file in your Aeon web pages. You can download the file with the Aeon 5.0 Web Pages. If you need assistance to update this file on your hosted server, please contact support@atlas-sys.com.

Editing scheduled-date.js (Aeon 4.1 and below)

If you are using Aeon 4.1 or below webpages, you can block dates in your Scheduled Date calendar by editing the scheduled-date.js file in your Aeon web pages. Open the scheduled-date.js file from the js folder in your web files. Follow the examples in the Floating Holidays section or watch this video for a full tutorial. Note: if you use both Aeon authentication and a remote authentication method, remember you have two sets of web pages and should make the change in both places.

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Questions?

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