Customizing ILLiad's Word Templates and Email Notices

See the Atlas Knowledge Base; ILLiad Administrative Suite: Implementation Guide, Chapter 6, Chapter 7 and Chapter 11 for additional information.

For an overview of field names, see the Database Diagram.

by Sherry Buchanan (ORZ) and Margaret Ellingson (EMU)

Word Template Customization

ILLiad merges MS Word Documents and .dbf files, allowing you to customize documents such as lending paperwork, borrowing loan labels and invoices simply by editing the templates stored in the \\Ill\illiad\print folder.

Create a folder entitled \\Ill\illiad\print\originals to store “out of the box” templates.

Only edit the files stored in the \\Ill\illiad\print folder. Before editing any document, open it and save it to your

desktop. When complete, save over the copy in the print folder.

Note: Most ILLiad servers are set up so that ILLiad documents are read-only from anywhere other than the server itself. Contact your ILLiad server administrator to get permissions to modify these files.

SUGGESTION

E-mail Customization Suggestion, keep a folder entitled \\Ill\illiad\email\

originals, and only edit the files stored in the main folder.

Files are stored in the \\Ill\illiad\email folder and can be customized with any text editor.

The subject of the E-mail message is defined in the Customization Manager.

See the LocalInfo table in the Customization Manager to view and update location-specific field names.

See the Database Diagram to view and update item-specific field names (Users and Transactions information).

Customization Manager

LocalInfo

Field Names

Database Diagram Chapter 11 Table Fields

It’s handy to view field names while in ILLiad; to do so, log into the client, click Edit Request, select a Category and then click Search. Tab to see field codes.

Lending Loan Slips

Original

ModifiedLending Loan LabelsSpecial Features:

OCLC Number Borrowing NotesDate PrintedShipping LabelsPreferred DeliveryReasons for NoBilling InformationComing Soon…

OCLC #BN

LABELS

DATE

DELIVERYMETHODPAGING

NOTESBILLING

INFO.

Courier Labels

Additional Samples Borrowing Loan Labels Borrowing Return Slips Invoices

Borrowing Loan Label Original

# PIECES

SPECINS

LABELS

TIP: USE BARCODE FONT

STARTCNTRL PANEL

FONTSDOUBLE CLICK

Borrowing Return SlipOriginal

LABELSTIP: BE SURE TO RETAIN

THE «Next Record» FIELD CODE

InvoiceBANNER ID

Important Information Save to the desktop before editing Turn on the mail merge toolbar Beware of edit, select all - Barcode is a font Avoid text boxes - Only use nested tables Right click to toggle a field code To view all field codes: Tools, Options, View

tab, check field codes “Edit, Undo” is your friend

How to Insert a Field Consider the information you want to

relate to patrons, borrowing libraries and office staff.

Click the Insert Merge Field button Select the Field Name e.g. Add «SHIPPINGOP» Voila

Mail Merge Toolbar

If / Then Statements Lending Billing Information

BILLING CATEGORY: «BILLINGC_1»MAX COST: «MAXCOST»CHARGES: $10.00 IFM (non-IFM invoiced monthly)

CHARGES line is an if/then:

If Billing Category is Exempt, Then NO CHARGE prints. Otherwise, $10.00 IFM prints.

Courier Labels if/thenNEW!

If/Then Statement: IF {MERGEFIELD ADDRESS4} = “ ” “INSERT FILE OF YOUR U.S. MAIL LABELS HERE” “INSERT FILE OF YOUR COURIER LABEL HERE”

ADDRESS4 = COURIER DROPSITE NAMES (OTHERWISE EMPTY)

BADDRESS3 = COURIER SORT CODES

Endless Possibilities Color Highlighting Sticker paper Luggage straps Barcode anything Use BADDRESS2 field . . .

What are you doing? ???

Contact InformationSherry Buchanan

Portland State University

Branford P. Millar Library

ROOM ML 284 / PO BOX 1151

Portland OR 97207

p (503) 725-3877

f (503) 725-4527

e sherryb@pdx.edu

a 131.252.180.29 or ariel.lib.pdx.edu

Margaret W. Ellingson

Emory University

Woodruff Library

Atlanta, GA 30322-2870 USA

p (404) 727-6893

f (404) 727-0052

e libmgw@emory.edu

a ariel.library.emory.edu

Enjoy the Meeting . . .