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cat:item_alert_messages_and_item_notes [2019/01/20 22:53] – [Adding and maintaining Item Notes] ehardycat:item_alert_messages_and_item_notes [2023/03/22 12:04] (current) – [Adding and maintaining Item Notes] ehardy
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 Item alerts are messages attached to items for a specific circulation event to inform staff of a condition that requires their action. Alert messages must be acknowledged or, in the case of temporary ones, deleted by clearing in order for the event to proceed. Multiple alerts, both persistent and temporary can be added to a single item. In some cases, staff can add identical alerts to multiple items simultaneously. Some screens also have an Alerts column that provides a Manage button to quickly open the Alert manager an existing alert. Messages can be edited here and temporary ones cleared one at a time. Batch functions are not available in manage alerts. Item alerts are messages attached to items for a specific circulation event to inform staff of a condition that requires their action. Alert messages must be acknowledged or, in the case of temporary ones, deleted by clearing in order for the event to proceed. Multiple alerts, both persistent and temporary can be added to a single item. In some cases, staff can add identical alerts to multiple items simultaneously. Some screens also have an Alerts column that provides a Manage button to quickly open the Alert manager an existing alert. Messages can be edited here and temporary ones cleared one at a time. Batch functions are not available in manage alerts.
  
-Item alert messages are governed by local policy and practice. Local system and branch staff can add alert messages as defined by that local policy. Item alert messages are not required by borader PINES policy, but are considered best practice to guide staff in handling items with special requirements. Alert messages should not be used to violate PINES policy, however.+Item alert messages are governed by local policy and practice. Local system and branch staff can add alert messages as defined by that local policy. Item alert messages are not required by broader PINES policy, but are considered best practice to guide staff in handling items with special requirements. Alert messages should not be used to violate PINES policy, however.
  
 ===== Alert Message Types ===== ===== Alert Message Types =====
  
-Alert messages are assigned an alert event type when created. This type governs the kind of circulation event that controls when the alert message appears. Currently, PINES has only implemented two types: Normal Check In and Normal Checkout. No other alert type should be used by PINES libraries. +Alert messages are assigned an alert event type when created. This type governs the kind of circulation event that controls when the alert message appears. Currently, PINES has only implemented three types: Normal checkout and checkin, Normal checkin, and Normal checkout. No other alert type should be used by PINES libraries. 
  
-Normal Check In alerts halt the check in process and Normal Checkout alerts halt the checkout process. Items can have both alert types. Libraries with self-checkout devices that do not accommodate alert messages may wish to set alert messages for only check in so that staff can monitor the number of pieces returned, for example. +Normal Check In alerts halt the check in process and Normal Checkout alerts halt the checkout process. Normal checkout and checkin alerts halt both checkin and checkout processes. Libraries with self-checkout devices that do not accommodate alert messages may wish to set alert messages for only check in so that staff can monitor the number of pieces returned, for example. 
  
 ===== Categories of Alert Messages ===== ===== Categories of Alert Messages =====
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 In consultation with the system director and other local staff, local administrators can assign permissions governing alert messages to circulation staff. Permissions are: In consultation with the system director and other local staff, local administrators can assign permissions governing alert messages to circulation staff. Permissions are:
  
-  * CREATE_COPY_ALERT +<wrap indent>CREATE_COPY_ALERT</wrap>\\ 
-  DELETE_COPY_ALERT +<wrap indent>DELETE_COPY_ALERT</wrap>\\ 
-  UPDATE_COPY_ALERT+<wrap indent>UPDATE_COPY_ALERT</wrap>\\ 
 +<wrap indent>VIEW_COPY_ALERT</wrap>\\
  
 ===== Column configuration for alert messages ===== ===== Column configuration for alert messages =====
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 Alert messages, either temporary or persistent, can be added or managed either in item editor or in holdings view. Within the item editor, you cannot add alert messages to multiple items but you can add multiple alerts to multiple call numbers with only one item attached. You can add to multiple items simultaneously in Holdings View and Item status. Alert messages can be edited in Alerts management across multiple items at one time but cannot be removed in batch. Several messages can be added to one item. Alert messages, either temporary or persistent, can be added or managed either in item editor or in holdings view. Within the item editor, you cannot add alert messages to multiple items but you can add multiple alerts to multiple call numbers with only one item attached. You can add to multiple items simultaneously in Holdings View and Item status. Alert messages can be edited in Alerts management across multiple items at one time but cannot be removed in batch. Several messages can be added to one item.
- 
-<note important> 
-The alert message count in holdings view does not update after alert messages are removed from the item. 
-</note> 
 ===== Adding alert messages in the Item Editor ===== ===== Adding alert messages in the Item Editor =====
  
  
-Alert messages can be added for just check in, just checkout, or for both. They can be temporary or persistent. Some libraries add alert messages to remind staff to verify accompanying material or multiple pieces are present for check out and were returned at check in. Alert messages or both check in and checkout require two messages. You can only add one message at a time in the item editor; however, you can immediately add subsequent alert messages from holdings view.+Alert messages can be added for just check in, just checkout, or for both. They can be temporary or persistent. Some libraries add alert messages to remind staff to verify accompanying material or multiple pieces are present for check out and were returned at check in. Alert messages for both check in and checkout should use the alert type "Normal checkout and checkin". You can only add one message at a time in the item editor; however, you can immediately add subsequent alert messages from holdings view. 
 If you are adding multiple call numbers to either the same or several libraries, you can add the same alert message to each one simultaneously from the item editor. However, you cannot add alert messages simultaneously while adding multiple items to a bibliographic record. If you are adding multiple call numbers to either the same or several libraries, you can add the same alert message to each one simultaneously from the item editor. However, you cannot add alert messages simultaneously while adding multiple items to a bibliographic record.
 +
  
 Within the item editor, scroll to the bottom and Click on the Item Alerts button: Within the item editor, scroll to the bottom and Click on the Item Alerts button:
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-The New Item Alert box opens. Choose the type, either Normal Checkin or Normal Checkoutand add text for the message. If the alert message is temporary, check the temporary box. When finished, click on the OK button.+The New Item Alert box opens. Choose the type, either "Normal checkout and Checkin," "Normal Checkin," or "Normal Checkoutand add text for the message. If the alert message is temporary, check the temporary box. When finished, click on the OK button.
  
 {{ :cat:alert_msgs_in_cataloging_2.png?400 |}} {{ :cat:alert_msgs_in_cataloging_2.png?400 |}}
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 You can also add and manage item alerts from menus under Circulation and Item Status (F5).see //Adding and Managing Item Alerts at Circulation// in this page above for more information. You can also add and manage item alerts from menus under Circulation and Item Status (F5).see //Adding and Managing Item Alerts at Circulation// in this page above for more information.
  
- 
-====== Adding and maintaining Item Notes ====== 
- 
- 
-Since information of a local nature cannot be added to a bibliographic record in the PINES database (see [[cat:copy_cataloging_procedures|Copy Cataloging Procedures]]), item notes are attached to items to provide local information. Item notes are governed by local policy and procedures and their use is optional for libraries. While there is no PINES policy that governs their use, best practice is to use defined titles for the notes and similar language for notes using the same title. 
- 
-Notes can be public and thus visible in the OPAC or just visible in the item editor. Typical public notes might identify a donor, or that an item is missing accompanying material. Private notes might indicate which staff member has an Office copy. Multiple notes can be added to a single item; but must be added one at a time in the item editor. Identical item notes can be added to several items simultaneously in the item editor. To complete item note actions, always remember to click on Save & Exit. 
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-To add, edit, or remove item notes, scroll to the bottom of the item editor and click on the Item Notes button: 
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-{{ :cat:item_notes_1.png?200 |}} 
- 
- 
-Create a title for the note and click on the Public Note box if it is to be visible in the OPAC. Add your note and click on OK: 
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-{{ :cat:item_notes_2.png?400 |}} 
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-Click on Save & Exit to add the item. 
- 
-A public note as it looks in the OPAC: 
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-{{ :cat:item_notes_3.png?600 |}} 
- 
- 
-Item notes can be removed in the item editor. From Holdings View in the Actions menu – Edit – Items (you cannot remove Item notes from more than one item at a time): 
- 
-{{ :cat:item_notes_4.png?400 |}} 
- 
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-Click on OK and then Save & Exit. 
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-You can also edit existing item notes in the item editor. You cannot edit more than one item at a time. After you complete any edits, click on OK and then Save & Exit. 
  
  
cat/item_alert_messages_and_item_notes.1548024788.txt.gz · Last modified: 2019/01/20 22:53 by ehardy