Running weekly overdue notices

Owned by Sam Simpson
Last updated: Aug 13, 2021

Department

Circulation

Purpose

The library ILS runs a set number of notices that are sent out automatically. This process is designed so that the library can continue to send out reminder notices to patrons in an effort to have library materials returned in a timely matter.

Overview

This is the process to run and send continued reminder notices for all Christopher Center materials.

Required Knowledge/Skills

Access to Sierra, permission to run lists, scheduling, and sending notices.

Safety Issues/Precautions

N/A

Equipment/Supplies

Computer with Sierra

Procedure

  1. Open Sierra using a personal username and password.
  2. In the top right corner using the dropdown menu open the "Create Lists" function
  3. Scroll through the lists to find the list from the previous week. Currently named "Weekly billed"
  4. Highlight the list and click on "Search Records" located upper middle of the screen.
  5. In the message box that comes up click on "Edit existing query" 
  6. Double click on each date and change the date to one week later using the calendar that pops up.
  7. After changing the dates click on "Search"
  8. Once the search is finished go to the Function box in the upper right-hand corner and switch to the "Notices" function.
  9. In the top right-hand corner click on the "New" icon
  10. In the new box that comes up in the "Notice Type" box scroll down and click on "Statement of Charges"
  11. On the right side of the new box in the drop-down box that says "Range" switch to "Review" 
  12. IF the weekly billed file doesn't show up automatically look use the drop-down box to find the correct list
  13. Click on the "Prepare" icon in the top right corner of the window.
  14. Using "Local Printer" click on "Print"
  15. When the "Print" box pops on make sure that CLR-Guest-29044 is the printer the job will be run to.
  16. Click on "Print"
  17. Click on "Send Notices"
  18. When email notices finish sending click on "Finish Printing"
  19. Fold and tape printed notices and place them in the appropriate mail tub.

IF the list is emptied use the saved query "Weekly Billed"

IF the query is deleted use the enhanced function to link location type(79) with the odue(73)

The full query looks like:


i

79

equals

cresg

and

i

73

< 

11 days prev

or

i

79

equals

cresm

and

i

73

< 

11 day prev

or

i

79

equals

cars0

and

i

73

< 

11 days prev

or

i

79

equals

cars1

and

i

73

< 

11 days prev

or

i

79

equals

cmevd

and

i

73

< 

2 weeks prev

or

i

79

equals

cmevi

and

i

73

< 

2 weeks prev

or

i

79

equals

cmesp

and

i

73

< 

2 weeks prev

or

i

79

equals

cgest

and

i

73

< 

3 weeks prev

or

i

79

equals

cgen3

and

i

73

< 

4 weeks prev

or

i

79

equals

cgen4

and

i

73

< 

4 weeks prev

or

i

73

< 

4 weeks prev