Set up the schedule for pre- and post-overdues to be sent automatically from the application. IMPORTANT Set up Overdue Notice templates before doing this.
To access Task Maintenance, select System Management > Task Maintenance.
Click Create task in the Actions menu.
The General Settings define the settings for the task.
Leave this option ticked if the task is to be active; un-tick if not
Enter a name for the task, such as Loan Overdues - this is helpful when viewing the list of tasks
Select whether the task is private (only visible to you) or can be seen by all staff
Task specific settings
Click on this tab, the following screen is displayed:
- Select the task group type "Notifications" from the drop-down list.
- A second drop-down list will then appear: Select "Loan overdues".
The available offices will be presented for selection:
- Either select all offices by ticking the All Offices box, or select specific offices to include or exclude.
- From the drop-down list, select Pre-Overdues or Post-Overdues.
Click on the Export settings tab. The following screen displays:
Select the following options:
|Report Format||Select "HTML" from the drop-down list|
|Receive Method||This is set to "Mail" and cannot be changed|
|Report File Name||Enter a name, such as "Overdues"|
|Report Compression||Leave the compression as "None"|
|Email data delivery method||This is set to "Include data as attachment" and cannot be changed|
|Mail To:||This is automatically generated by the overdue process and should therefore be ignored|
|Mail CC:||Enter the email address of the person to whom overdue emails should be CC'd|
|Mail BCC:||Enter the email address of the person to whom overdue emails should be BCC'd|
|Mail Subject:||This is automatically generated by the overdue process and should therefore be ignored|
The email is sent to the email address defined in the user record for the user with the overdue loan.
For all users who do not have an email address defined, a single email is sent to the default library email, which collates all the overdues sorted by user, so that they can be processed manually in whatever way is deemed appropriate by the library.
Finally, click on the Scheduler settings tab.
The screen displays any tasks already scheduled:
Click Create new schedule in the Schedules Actions menu.
The schedule page will appear, in which the timings are defined:
Define the following:
|Schedule type||This can be set to Recurring or One Time - both will use the assigned Frequency where applicable|
|Enabled||Tick if the schedule is to be active; leave un-ticked if not|
The options on the drop-down list are Daily, Weekly or Monthly
This setting refers to the time of day the task is to run. You can define one of these options:
|Duration||Select the dates that the task is to start and finish. If the task is to be a continuous one, select the No end date option.|
|Summary||This summaries the selected settings.|
When you have completed the schedule settings, click Save and Exit in the Schedule Actions menu (NOT the Task Editor Actions or you will lose everything you have done).
You are then returned to the list of scheduled tasks.
Naming the scheduled task
Give the scheduled task a name by entering the name (eg Overdues Schedule) in the box.
Then click Update to finish.
Setting the task schedule group
Select the task either by clicking on it or ticking the box next to it, then click Set task schedule group in the Schedule Actions menu.
This assigns this group as the current Schedule Group.
Finishing the process
Click Save and Close in the Task Actions menu.
The task is now saved and will be run at the designated times.