Please note: When starting the process for the first time, please ensure that the auWksAurora.ini configuration file is updated to reflect email details and notice directories; this module now uses html templates, as detailed on the Workstation ini pages – so libraries need to ensure that new templates have been prepared and uploaded; you should verify details on the ‘Setup’ and ‘Templates and folders’ tabs.

Additional options are now available to schedule notice operations to allow them to run automatically.

Screen layout #

The screen layout initially is

This is made up of a number of separate panels, discussed in order below:

Function – Radio Button #

Notices supports separate functional aspects:

Function	Notes
Overdues	Sends reminders to users who have not returned items within the due date. Note that these notices only apply to items which have a normal item status (code zero). The library can set Enterprise parameters to assign missing or lost status when overdue by a set amount of days; this is enforced by an Update task which should be scheduled for daily running.
Reservations	Sends notices to users notifying them that reserved items are available for collection. If SMS notices are in use, then the SMS notification is sent as soon as the item is trapped at its collection location.
Invoices for long overdue items	This extra notice allows for the creation of an invoice for long overdue items, applying replacement fees for unreturned items and optionally adding an Administration charge.
Create Recovery Collection file	Following on from the Invoices run, this optional extra allows the details of the users and items processed in that run to be collated and output in an Excel file format for transmission to a recovery collection agency.
Claims – monographic	This process identifies monographic orders which have not yet been supplied and allows for communication with the supplier.
Claims – serial issues	This process identifies serial issues which have not yet been supplied and allows for communication with the supplier.

The function is selected according to radio button. You need to ensure that the settings have been entered and tested on the Setup and Templates and Folders tabs – once this is done, the runtime selection of the function should be all that is required. You can then click the green ‘Go’ command button to set the process running and await completion.

Notice output control Check boxes #

This panel allows control of the output styles for the Notices:

• Postal notices. With this checkbox ticked, postal notices are created and are written to file [to the ByPost Directory defined in the auWksAurora.ini configuration file).
• Postal notice – print. With this checkbox ticked, the postal notices are picked up from the folder, printed, and moved to the ByPostArchive Directory defined in the auWksAurora.ini configuration file.
• Email notices. With this checkbox ticked, email notices are produced and immediately despatched. Archive copies of the notices are written to file [to the ByEmailArchive Directory defined in the auWksAurora.ini configuration file).
• Email notice – print. If this option is selected, then each email notice is printed as well as despatched.
• SMS Notices – note that this option is not presented unless AWS 2.8.14 or later is installed.
• Exit application after notice run. This option allows a workstation to be left processing notices, e.g. overnight, and on completion will quite Desktop.

Troubleshooting #

If three emails in succession are not sent, Aurora assumes that the email server setting is wrong, or that something in the setup has changed to prevent emails from going out – and so it stops the run, so as not to keep sending bad messages.

It may be that something has changed, and the Enterprise settings are no longer valid. You can test sending an email using the User details screen and the @ button email to send a message to a test user, e.g. yourself. If that doesn’t go through, then it implies these settings are wrong.

Locations Checkboxes #

Notices allows selection pf a specific location for notices run. The defined locations are presented with each having its own checkbox. Locations may be individually or collectively selected, with options to ‘Select All’ and ‘Select none’ (i.e clear the selection to focus on a single location

Counts #

This panel provides a view of the number of items and notices processed in a run. Specific counts are provided for:

• Items
• Items in notices
• The number of notices at each level (1-5)
• All notices

Command buttons #

Three command buttons are provided –

• to start the Notices process,
• once started a button, to allow the notices to be interrupted.
• An Excel button is provided for export of report listings (not actual notices)

Claims – Monographic #

When this radio button is selected, an additional panel is generated:

This has a further three radio buttons:

• Claims run. This will produce claim notices for items not received, according to supplier specific parameters.
• View all. This will list all overdue orders.
• View overdue months, with a counter control. This allows listing of all overdue orders where overdue by more than the user selected number of months.

The results of the last two of these options are displayed on the Claims tab and may be exported to Excel.

Claims – Serial issues #

When this radio button is selected, an additional panel is generated:

This has a further three radio buttons:

• Claims run. This will produce claim notices for serial issues not received, according to title specific parameters.
• View all. This will list all overdue serial issues.
• View overdue months, with a counter control. This allows listing of all overdue serial issues where overdue by more than the user selected number of months.

The results of the last two of these options are displayed on the Claims tab and may be exported to Excel.

Tabs #

Seven tabs are provided:

• Overdue items
• Recovery collection
• Trapped reservations
• Claims
• Setup
• Templates and folders
• Log

Overdue items #

The Overdue items tab displays the details of the overdue items as they are processed (here showing the result of an invoice run):

Collection Recovery #

Immediately following an Invoice notice run, the Collection Recovery process can be run. Note that the Collection Recovery process may be run ‘View only’ with a checkbox to permit this – this allows a preview of the operation, and no additional charges are then applied. If the checkbox is not ticked, then the Administration fee is applied directly to the user’s account. The administration charge amount is held in the enterprise parameter Account_Charge_Admin or Account_Charge_Admin_<Entity> for consortium libraries. Note – If this amount is not present the Collection Recovery Submission Report will not be generated.

The production of the Collection Recovery Submission Report requires two passes of the data and therefore AIT recommends letting this run to completion and not reuse Desktop for another task while it is running.

In addition, when the Collection Recovery file creation is completed, a hyperlink is provided to the file, which is held in Work in the form:

Recovery_collection_<date>_<workstationname>.xls

The process will populate the Collection Recovery tab with details of the users affected. A pop-up menu:

allows linkage to view

• User charges
• User details

The 3 step Collection Recovery process to send unpaid charge information to a Debt collection agency are as follows.

1. Collection Recovery – Submission Report

Aurora Desktop function. The Excel file output should be emailed to the Debt collection agency. This report advises the collection agency of users with minimum outstanding charges.

2. Collection Recovery – Update Report

Aurora Watcher function is run on the cloud/server – scheduled or on demand. This report may be zipped and emailed automatically to the collection agency. This report advises the collection agency of any payments by Collection Recovery status users since the Submission Report.

3. Collection Recovery – Synchronisation Report

Aurora Watcher function is run on the cloud/server – scheduled or on demand. This report may be zipped and emailed automatically to the collection agency This report advises the collection agency of all outstanding monies owed by users still designated as having a Collection Recovery status (as set by in Submission Report)

Trapped reservations #

The Trapped reservations tab displays the details of notifications for collection of reserved items as they are processed.

Claims #

The Claims tab lists all orders matching the selection criteria. Results can be output to Excel, but there is no individual pop-up menu in operation.

Setup #

The Setup tab presents the basic parameters for Notices operations. The tab is divided into separate panels:

Setup panel #

The Setup panel defines:

Email server	This is the server used to generate emails. It is defined in the auWksAurora.ini configuration file.
Port	The Port assigned by your Network manager, if necessary, can be set here.
Email authentication	This checkbox is ticked in authentication is required.
Email SSL	Contact your network administrator to determine if SSL is used, and if a setting may be required here.
Override email ‘To’ address for all emails	This option may be useful in testing, allowing all email output to be directed to a specific address (and not sent immediately to the user).
Email ‘To’ address	This option will only appear when ‘Override email ‘To’ address for all emails’ is selected and allows the target email address to be set.
Overdues ‘from’ address	This is the email address used as ‘from’ in email overdue notices. It is defined in the Enterprise parameters.
Overdues ‘reply to’ address	You can define a ‘reply to’ adddeess for email overdue notices. It is set in the Enterprise parameters.
Reserves ‘from’ address	This is the email address used as ‘from’ in email reserve notices. It is defined in the Enterprise parameters.
Reserves ‘reply to’ address	You can define a ‘reply to’ address for email reserve notices. It is set in the Enterprise parameters.
Printer	A combo selection allows the operator to select the required printer.
Suppress email	This option is available to AIT workstations only as a testing tool.
Suppress print	This option is available to AIT workstations only as a testing tool, and when ticked, allows all output to be written to file, and prevents immediate spooling. In such a case, the files are written, e.g. for Overdues and Invoices, to …\Aurora\Aurora_Databases\Notices\Overdues\ByPostArchive

More filter options #

Max no. of notices	This option allows a limit to be placed on the number of notices produced, and is a useful testing tool, e.g. where a template is modified.
Specific user’s barcode	Use this to generate notices for a specific individual by entering their barcode here.
Tele-messages to staff only (Test option)	This function allows all tele message output to be directed to staff only for test purposes. This option is hidden once the run begins and is reshown at the end – to prevent anyone changing the setting during the run.

Tele-messaging #

If your library has a service with a Tele messaging agency, then these options become available, selected as required:

• Overdue notices
• Reservation notices

Running the notices will be as normal, with an output file recorded on the log of the details supplied to the agency.

Tele message failures #

If a Tele message notice is not able to be delivered and it will remain as if unsent – the feedback from the Tele messaging agency allows the notice flags to be reset. The table entry in Aurora, that indicates the notice has been sent (as SMS, Text and Post are effectively ‘sent’ and there is no subsequent failure, as can happen with Tele messaging), needs to be removed to cause a reattempt, else the person will just move onto a 2nd overdue notice at a later time – which like the first may also be undelivered.

If the Tele message failure is caused by an error in the recorded telephone number, additional action is required. There is no automated method to force a change in notice delivery to a postal notice. At present, library staff need to monitor the reported tele messaging failures, as provided by the agency, and then either set the Privacy flag (on the User Details screen) to say ‘No Tele message calls’ (preferred), or alternatively remove the phone number (not preferred). This could be run as regularly as required.

Invoices and recovery collection #

This panel presents a number of options for application in preparation of invoices and the debt recovery notification process.

Fees #

2 options are provided for setting:

• Item processing fee. This fee is applied to each item covered in an invoice.
• Administration fee. This fee is a one-off charge applied per invoice

Note also the radio button option below where the fee can be selected for application during a run: Administration fee options

Invoices options #

4 checkboxes allow for specific operation in Invoice preparation:

• Invoices – underage users don’t require Guardian
• Invoice adds replacement cost. If selected, then the invoice will include the recorded replacement cost for each item covered,
• Invoice shows all charges owed. If selected, the invoice will also detail any other charges separately accrued.
• User will be debarred during recovery run.

Initially, the second and third options are selected by default

Administration fee options #

A pair of radio buttons is provided for selection of the addition into the invoice amount of the administration fee:

• Invoice adds Administration fee
• Debt Collection adds Admin fee

Initially, this is set for addition as part of the Recovery Collection process.

Recovery options #

• Recovery minimum amount owed Defines the minimum amount of accrued debts to be considered as included in a Debt Recovery collection process. The Default value if Enterprise parameters not set: Min amount = 50 (dollars)
• Recovery period earliest date Sets the Recovery collection start date for charges, i.e. if before this date, then the charge is ignored. The Default value if Enterprise parameters not set: Earliest date for debts = 1/1/2000
• Recovery Grace period (date)
• Recovery period latest date Sets the Recovery collection grace period (no. days back from todays date), i.e. the charge must be this old or older before being considered for the process. This enables very recent charges to be bypassed. The Default value if Enterprise parameters not set: Latest date for debts = 90 days prior to Today’s date.

Each of these is an Enterprise parameter. Subdivision by Council is supported for application in a Consortium system.

Templates and folders #

The Templates and Folders tab shows the predefined settings for paths and files used in the Notices processes. Note that the display is read-only: the specific details are defined in the auWksAurora.ini configuration file. The tab is divided into two panels:

Local folders #

This shows:

Work folder	This defines the folder used for operational files, including logs.
Template web folder	This is the folder containing the templates used for Notices. Note that it is a web folder, making accessible the new html templates which are then listed below:
Invoice template	This gives the specific name for the Invoice template – this will normally have the institution identifier added as a suffix, e.g. Invoice_XXX.htm
Reservation template	This gives the specific name for the reservation notice template – this will normally have the institution identifier added as a suffix, e.g. ReservationNotice_XXX.htm
Overdue templates.	Note that the library may define up to 5 levels of overdue notice. Each level notice will normally have the institution identifier added as a suffix, e.g. Overdue_1XXX.htm. See the Overdue HTML template example
Claims templates	Separate templates may be constructed for monographic and serial claims.

Overdues and Invoices Directories #

Post not yet printed	This is the path for postal notices which are not yet printed, e.g. if you have opted to Suppress Print.
Post printed	This path shows postal notices which have been printed. They are held here, and may be reprinted, if the printer is found to have had a problem.
Emails not yet sent	Emails are stored in this folder pending delivery.
Email sent	When delivered, the email notice is stored in this location.

Reservations Directories #

Post not yet printed	This is the path for postal notices which are not yet printed, e.g. if you have opted to Suppress Print.
Post printed	This path shows postal notices which have been printed. They are held here, and may be reprinted, if the printer is found to have had a problem.
Emails not yet sent	Emails are stored in this folder pending delivery.
Email sent	When delivered, the email notice is stored in this location.

Log #

The Log tab displays any error messages or alerts generated when running a Notices process. The Log details are also written to the Work folder:

Notice	Work filename	Example output/notes
Overdues	Pending
Reservations	Pending
Invoices	InvoiceNoticeRun_<date>__<workstationname>.txt	Example: User is underage and the Guardian ID could not be found for Child ID: 0000135819 (Miss Sxxxxn Hoxxxy) User is underage and the Guardian ID could not be found for Child ID: 0000092771 (xxxx Vxxxt)
Telemessaging	TelemessagingOverdueNotices_<InstID>_<date>_<time>.csv	This is the output file to be sent to the Tele messaging service.

Scheduling Notices #

Desktop supports scheduled Overdue and Reservation notices operations, these are set up via Windows Task Scheduler.

Create a task #

Click on â create task in the right column of Task Scheduler.

General tab #

Name your task â Aurora Reservation Notices for example and set to â Run with the highest privileges.

Triggers tab #

Select ‘New trigger’ and set the time and frequency for the application to run.

For this trigger process to complete successfully the computer must be turned on. If the time set is before the library opens, in this case 8:00am.

The computer must be set to auto start and auto login. (Please consult your IT Support for instructions). Select OK

Actions tab #

Select New action and choose the action Start a program

Click Browse for a program/script and in windows 7 & 8 navigate to: C:\Users\<YourUserName>\AppData\Roaming\Microsoft\Windows\StartMenu\Programs\Aurora Information Technology\Aurora Series IV\ In this folder select Aurora Desktop and click open.

You may notice that when the file is selected, the path shown in the program/script field is different to the path selected, this is normal.

In the add arguments field enter the following data: The username used to login to Aurora Desktop followed by the argument “Notices” “1023” and the type of report to run. “Overdues” or “ReserveNotices”

Each element of the argument must have NO SPACES and be contained in quotation marks. A space separates each element e.g.

“Username” “Password” “Notices” “1023” “Overdues”

“Username” “Password” “Notices” “1023” “ReserveNotices”

When you have the correct argument and file path select OK

Clicking OK again will schedule your task.