Help, how to topics > Tracking circulation transactions > How to predefine email messages?


How to predefine email messages? (v3.0)

You can send email messages to all or selected equipment users. The Send Email feature is provided in the Manage Loans window (example: send messages to borrowers with overdue items) or in the Borrowers window (example: send equipment facility news letter to all users).

The send email window allows you to create a new message or select the message from the predefined message list.

You can define standard overdue and outstanding email messages in the Email Options window.

You can create custom messages using a text editor application. For example you can use Windows Notepad text editor (standard free Windows application).


predefined email messages, folder

Predefined email messages should be saved in the C:\handy_et\data\db\ folder.

Save messages as text files. Include "email_" text at the beginning of the file name (email_overdue_second_message.txt)

Note:
In the same way you can define files that will be used in the Print Notices window. In this case create text files that start with "prt_" text (example: prt_custom_overdue.txt)


create custom message

To create predefined messages you can use Windows Notepad application.

The first line in the text file defines the message subject.

You can use different keywords.
You can use the following keywords when sending email messages from the Manage Loans window:
<DATE> is replaced with today value
<BORROWER> is replaced with borrower name
<ITEM_LIST> is replaced with equipment/tool title and due date. <B_BARCODE> is replaced with borrower barcode. <I_BARCODE> is replaced with item barcode.

You can use the following keywords when sending email messages from the Borrowers window:
<DATE> is replaced with today value
<BORROWER> is replaced with borrower name


In the Send Email window all custom messages are listed in the Message File list box.

Use the Message File list box to select and load the predefined message.

First line from the email_custom_message.txt file is displayed in the Message Subject box.

All lines from the email_custom_message.txt (starting from 2nd line) are displayed in the Message Body box.


In the Manage Loans window you can easily send massages to all borrowers with loaned out items.

In the Manage Loans window you can easily send massages to all borrowers that have only overdue items.




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