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    Configuring Alma Letters

    If you want to configure display labels for Primo VE, see Configuring Display Labels.

    To configure Alma letters, you must have one of the following roles:
    • General System Administrator
    • Letter Administrator
    Alma provides a letter system to send highly customizable messages to patrons, librarians, and vendors. Messages include warnings, confirmations, notifications, summary information, orders, fulfillment requests, and so forth. Messages can be sent to a printer or an external system or sent by email, SMS, ISO protocol, or other means.
    Alma includes a list of letters (actually, letter types; a single letter type can be used to send multiple letters that use the same structure). Alma constructs a letter by combining dynamic XML fields generated by Alma and static labels with an XSL style sheet. The static labels and XSL style sheets are included with Alma but may be configured by the user. Label sets are provided in multiple languages for institutions whose users prefer languages other than English.
    Most letters are sent automatically by Alma at the appropriate stage in a workflow. For example, Alma sends a letter to a patron after an item borrowed by the patron is marked as overdue. Some letters can be sent by a user at any time, such as a query to a vendor or a patron.
    For more examples on customizing letters, click here.
    In addition, see the following page with sample XML data for letters on the Developer Network: https://developers.exlibrisgroup.com/blog/Alma-letters-XML-samples-for-working-on-XSL-customization
    Alma does not use the letter subsystem for certain types of protocol-specific communication with supporting entities, such as ERP’s or other ILS’s. For example, Alma can use electronic data interchange (EDI) in place of email to communicate with supporting vendors.

    Configuring Letters Overview

    You configure XSL style sheets on the Configuration Files page (Administration > General Configuration > Configuration Menu > General > General Configuration > Customize Letters). You configure static content (labels) that will be substituted into the XSL style sheets on the All Code Tables page (Administration > General Configuration > Configuration Menu > General > General Configuration > Letter Emails). Each XSL style sheet is identified by a code.
    An XSL style sheet does not look much like the letter it is used to create, but it contains variable elements in a particular order. The style sheet contains text and XML, as well as XSL commands and variables. Language-dependent text is kept out of the XSL.
    The letter contents comes from internally generated XML fields and from the labels. Label values and XML fields are substituted into the variables in the style sheets. For example, if the page POLineClaimLetter contains the label greeting, the value you enter into this label is substituted into <xsl:variable name=greeting> in the XSL style sheet POLineClaimLetter.
    To configure and customize Alma letters:
    1. Add the Letter Administrator role to users who will customize or maintain the email letters. For more information on assigning roles, see Adding Roles to Users.
    2. If you are working in a sandbox environment or a pre-”Go Live” production environment, add the letter administrators’ email addresses to the allowed email list (see Configuring Allowed Emails).
    3. Confirm that the appropriate letters are enabled (see Enabling/Disabling Letters).
    4. Configure Alma to send you an XML copy of a letter in order to determine which XML data fields are used for a specific type of letter (see Viewing a Letter’s Source XML).
      Use this option with caution. It is possible to send several thousand emails and impact system processing performance.
    5. Perform a workflow (such as a fulfillment cancellation request) in Alma that will send the type of letter that you want to customize.
      You receive an e-mail with the XML fields in the body of the email.
    6. Customize the text elements (labels) of the letter (see Configuring Letter Labels).
    7. Customize the look-and-feel (XSL) and content of the letter (see Customizing Letter XSL Style Sheets).
    8. Test the output of the XML file and confirm that the letter appears correctly (see Testing the Output of a Letter).
    You can centrally manage letters in a Network Zone; see Centrally Managing Letters in a Network Zone.

    Letter Types

    All Alma letters appear on the Letter Emails page (Administration > General Configuration > Configuration Menu > General > General Configuration > Letter Emails). For more information about this page, see Configuring Letter Labels.
    Letter Emails
    The following table lists the letters available in Alma.
    Alma Letters
    Letter Letter Code Description Patron Facing
    Analytics Letter AnalyticsLetter Contains an analytics report that is sent to report subscribers. For more information see Subscribing to Scheduled Reports. Yes
    Borrowed By Letter FulBorrowedByLetter Sent to patrons indicating that a proxy user has borrowed an item on their behalf. For details on working with proxy users, see Managing Proxy Users. Yes
    Borrower Overdue Email Letter BorrowerOverdueEmailLetter Sent by the lending institution to the borrowing partner when a resource is overdue. When sent using ISO protocol, the request on the borrowing side is automatically marked as overdue. No
    Borrower Receive Email Letter BorrowerReceiveEmailLetter Sent to the lending institution when the loaned item has been received at the borrowing institution. No
    Borrower Return Email Letter BorrowerReturnEmailLetter Sent to the lending institution when the borrowing institution has returned the loaned item. No
    Borrowing Activity Letter FulUserBorrowingActivityLetter Sent to patrons with activity; contains a list of all the patron’s loans, overdue items, and active fines. Sent either by a job (Notifications – Send Periodic Fulfillment Activity Report) or by request, for example, the Renew Selected and Renew All actions on the Loans tab of the Patron Services page. For details on configuring the Borrowing Activity Report, see Configuring Fulfillment Jobs. Yes
    Cloud IdP User Created Letter CloudIdPUserCreatedLetter For future use Yes
    Collection Contribution Letter CollectionContributionLetter Sent to users as an initial response to a contribution to the Community Zone. No
    Collection Contribution Update Status Letter CollectionContributionUpdateStatusLetter Sent to users as a follow-up to a contribution to the Community Zone. No
    Conversation Letter ConversationLetter Used to communicate with vendors. No
    Courtesy Letter FulUserLoansCourtesyLetter Sent to patrons in a nightly job; contains a list of the patron’s loans that are due soon. Generated when the Notifications - Send Courtesy Notices and Handle Loan Renewals job runs and one of the following occurs: Yes
    Deposit Activity Letter DepositActivityLetter Indicates the status of active deposits. Yes
    Document Delivery Notification Letter FulDigitizationDocumentDeliveryNotificationLetter When a patron has requested digital material and the send method on the request is Attach Documents - Link, this notification is sent to patrons to provide links to the file. See Attaching Digitized Items To Be Sent To a Patron. Yes
    Email Records Letter Email Records Letter A letter template to be used in other letters. For more information, see Customizing Letter XSL Style Sheets. Yes
    Export User Letter ExportUserLetter A way to transfer files via FTP (the FTP receiver mechanism of the letters) used by the student information system (SIS) jobs. Does not contain any fields.
    For information about the jobs, see Student Information Systems.
    No
    Externally Obtained Email Letter ExternallyObtainedEmailLetter Sent to patrons; contains a URL for a requested article obtained through the CCC GetItNow service. Yes
    Fine Fee Payment Receipt Letter FineFeePaymentReceiptLetter Sent to patrons; indicates that payment has been received. Yes
    Fines and Fees Report Letter FinesAndFeesReportLetter Sent to patrons; contains a report of the fine and fee transactions that have been performed over a 1- to 7-day period. For details on configuring the fines and fees report, see Creating Fines and Fees Reports. Yes
    footer.xsl Letter N/A Defines the text (such as Contact Us and My Account) used in the footer for all letter emails. For more information, see Configuring Letter Labels. Yes
    Ful Borrowing Info Letter FulBorrowingInfoLetter Sent to patrons; indicates whether a loaned resource sharing item was successfully renewed. Yes
    Ful Cancel Email Letter FulCancelEmailLetter Indicates that a resource sharing request has been canceled. Sent to patrons automatically when a resource sharing borrowing request is sent to a partner whose Type = Email. Yes
    Ful Cancel Request Letter FulCancelRequestLetter Sent to patrons; indicates that a request has been canceled and the reason for the cancellation. Yes
    Ful Citation Slip Letter FulCitationSlipLetter A slip that is printed out by library staff of a reading list citation so that the item can be retrieved from the shelf. For details on reading list citations, see Managing Citations. No
    Ful Citations Slip Letter FulCitationsSlipLetter A slip that is printed out by library staff of all course reading list citations so that the items can be retrieved from the shelf. For details on reading list citations, see Managing Citations. No
    Ful Digitization Notification Item Letter FulDigitizationNotificationItemLetter Sent to a patron who asked for material to be digitized with a send method of Attach Documents - attachment. The letter informs the patron that the digitization request has been completed and informs the patron where the digital material can be viewed. For details on configuring digitization departments for processing digitization requests, see Configuring Digitization Departments. Yes
    Ful Expired Hold Shelf Transit Letter FulExpiredHoldShelfTransitLetter Not in use  
    Ful Fines\Fees Notification Letter FulFinesFeesNotificationLetter Sent to patrons by a job to inform them of fines or fees they owe. Yes
    Ful Incoming Slip Letter FulIncomingSlipLetter A slip that is printed out by library staff from the Resource Sharing Lending Requests Task List when they need to retrieve an item from the shelf to be shipped to a borrower (see the print slip description in Receiving Physical Material). No
    Ful Lost Loan Letter FulLostLoanLetter
    An invoice letter (for the replacement fee) sent to the borrowing patron when a loan is overdue and the item is declared lost, according to the criteria described in Adding an Overdue and Lost Loan Profile. Each letter generated is for a single item.
    The letter is sent when manually changing the loan to lost. Additionally, if the switch_to_overdue_and_lost_loan_new_job parameter is set to false (see Configuring Other Settings), the Loans - Overdue and Lost Item job will also generate this letter. However, if the switch_to_overdue_and_lost_loan_new_job parameter is set to true, the job sends the Ful Overdue and Lost letter instead (see below).
    Yes
    Ful Lost Loan Notification Letter FulLostLoanNotificationLetter A warning sent to patrons when a loan is overdue, before the item is declared lost, according to the criteria described in Adding an Overdue and Lost Loan Notification. Sent by the Loans - Overdue and Lost Item job when the switch_to_overdue_and_lost_loan_new_job parameter is set to false (see Configuring Other Settings). Yes
    Ful Lost Refund Fee Loan Letter FulLostRefundFeeLoanLetter Sent to patrons when a loan that was declared lost is found. Includes refund if applicable. Yes
    Ful Move Physical Item Transit Letter FulMovePhysicalItemTransitLetter Sent by the Create Physical Item Move Requests job when Print Transit Letter is set to Yes. No
    Ful Outgoing Email Letter FulOutgoingEmailLetter The borrowing request sent to a partner with profile type Email. No
    Ful Overdue And Lost Loan Letter FulOverdueAndLostLoanLetter
    An invoice letter (for the replacement fee) sent to the borrowing patron listing all overdue loans that have been declared lost, according to the criteria described in Adding an Overdue and Lost Loan Profile. It is sent to patrons by the Loans - Overdue and Lost Item job when the switch_to_overdue_and_lost_loan_new_job parameter is set to true (see Configuring Other Settings).
    Yes
    Ful Overdue And Lost Loan Notification Letter FulOverdueAndLostLoanNotificationLetter A warning sent to patrons listing all overdue loans before the items are declared lost, according to the criteria described in Adding an Overdue and Lost Loan Notification. Sent by the Loans - Overdue and Lost Item job when the switch_to_overdue_and_lost_loan_new_job parameter is set to true (see Configuring Other Settings). This letter will fully replace the Ful Lost Loan Notification letter later this year. Yes
    Ful Personal Delivery Letter FulPersonalDeliveryLetter Sent to a patron when an item is scanned in for personal delivery from a circulation desk that supports personal delivery. Yes
    Ful Pick Up From Shelf Pickup Letter FulPickUpFromShelfPickupLetter Not in Use  
    Ful Pickup Print Slip Report Letter FulPickupRequestReportLetter Sent to users; contains a detailed list of resources that need to be picked up. Yes
    Ful Renew Email Letter FulRenewEmailLetter Indicates that a resource sharing request has been renewed. Sent to patrons automatically when a resource sharing borrowing request is sent to a partner whose Type = Email. Yes
    Ful Requests Report Letter FulRequestsReportLetter A patron report listing all request items, broken down by Not Active, In Process, and On Hold Shelf. For details on running the report for a single patron, see Managing Patron Services. For details on running the report on a schedule, see Configuring Fulfillment Jobs. Yes
    Ful Resource Request Slip Letter FulReasourceRequestSlipLetter A slip that is printed out by library staff from the Pick Up Requested Resources page when they need to retrieve an item from the shelf. For details on pickup up items from the shelf, see Pickup at Shelf. No
    Ful Transit Slip Letter FulTransitSlipLetter A slip that is printed out by library staff that is added to an item when it is sent from one place to another. No
    General Assign To Letter GeneralAssignToLetter Indicates that an item has been assigned to someone. No
    General Message Email Letter GeneralMessageEmailLetter An email sent to the resource sharing partner to alert them of a new general message that has been entered on the request. No
    Interested In Letter InterestedInLetter Informs someone who is registered as “interested in” about a change in a PO line status. For details on interested users, see the description in Find PO Lines for Receiving Fields in Receiving Physical Material. Yes
    Interested Users In Letter InterestedUsersInLetter Lists the interested users when Print Interested Users List is selected on the Receiving New Material page. For more information, see Receiving Material. No
    Legal Deposit Annual Receipts Letter LegalDepositAnnualReceiptsLetter Sent to vendors with an annual report about serial legal deposits.
    For more information, see Working With Legal Deposits.
    No
    Legal Deposit Claim Letter LegalDepositClaimLetter Sent to vendors to remind them of a previous request a copy of an item as required by law.
    For more information, see Working With Legal Deposits.
    No
    Legal Deposit Order Letter LegalDepositOrderLetter Sent to vendors to request a copy of an item as required by law.
    For more information, see Working With Legal Deposits.
    No
    Legal Deposit Receipt Letter LegalDepositReceiptLetter Sent to vendors to confirm the receipt of a copy of an item requested as required by law.
    For more information, see Working With Legal Deposits.
    No
    Leganto Notifications Letter LegantoNotificationsLetter Sent to instructors when notifications are waiting for them in Leganto. For more information, see Viewing Scheduled Jobs. Appears only if Leganto is enabled in your institution. Yes
    Lender Checked-In Email Letter LenderCheckedInEmailLetter Sent to the lending institution when an item was checked in at the borrowing institution. No
    Lender Reject Email Letter LenderRejectEmailLetter Sent to the borrowing partner when the lending partner has rejected a lending request. No
    Lender Renew Response Email Letter LenderRenewResponseEmailLetter Sent to the borrowing partner when the lending partner responds to a renewal request. No
    Lender Ship Email Letter LenderShipEmailLetter Sent to the borrowing partner to indicate that the requested item has been shipped. No
    Lender Will Supply Email Letter LenderWillSupplyEmailLetter Sent to the borrowing partner when the status of a resource sharing request changes to Will Supply. No
    Lending Recall Email Letter LendingRecallEmailLetter Sent to the borrowing partner when an item is recalled and must be returned. No
    Lending Requests Report Slip Letter LendingReqReportSlipLetter A slip that is printed out by library staff for the selected requests in the lending task list that lists the availability of the items so that they can be taken off the shelf and shipped to the requester. No
    License Printout Letter LicensePrintoutLetter Used when printing out a license. See Printing Licenses or Amendments. No
    Loan Receipt Letter FulLoanReceiptLetter Sent to patrons after items are loaned from the circulation desk. For details on borrowing items from the circulation desk, see Loaning Items. Yes
    Loan Status Notice FulItemChangeDueDateLetter Sent to patrons; indicates changes in the status of a loan or the due date. For details on managing patron activities, see Managing Patron Services. Yes
    Login Using One Time Token Letter LoginUsingOneTimeTokenLetter Email letter that is sent to a patron for a one time login to Primo. See Primo Login Using Email. Yes
    mailReason.xsl Letter N/A Defines the greeting (such as Dear Sir/Madam) used in most letter emails. For more information, see Configuring Letter Labels. Yes
    Notify E-Activation due Letter EactivationtaskOverdueLetter Sent by the Notify E-Activation Due Task job to the assigned operator when an electronic activation task's due date has passed. For more information on the e-activation due date, see Manually Creating a PO Line, Managing Electronic Resource Activation, and Configuring Other Settings. No
    Notify Upon Renewal Letter NotifyUponRenewalLetter Sent to a user when a continuous PO line with inventory is sent for manual renewal. For more information, see step 10 in Editing PO Line Information – Renewals. No
    On Hold Shelf Letter FulPlaceOnHoldShelfLetter Sent to patrons; indicates that an item is ready for pickup at the hold shelf. For details on picking up items from the hold shelf, see Managing the Hold Shelf.
    For information on customizing the On Hold Shelf letter to display the Notes that may affect loan line only if there is a block on the patron, see Customizing Letter XSL Style Sheets.
    Yes
    Order List Letter OrderListLetter Sent to vendors; contains a list of ordered items. See Approving and Sending POs.
    This letter is not used if the order is done using EDI or another automatic system.
    No
    Order Now Letter OrderNowLetter Sent to the staff user who clicks Order Now, which initiates an immediate order that bypasses the usual procedure. The letter indicates whether the order is successful. See Manually Creating a PO Line, Reviewing PO Lines, and Packaging PO Lines into a PO. No
    Overdue Notice Letter FulUserOverdueNoticeLetter Sent to patrons; contains a list of all the patron’s loans due that day. Sent in a nightly job (Notifications – Send Due Date Reminders). Yes
    Overlap and Collection Analysis Letter OverlapAnalysisLetter Sent to a staff user who runs an overlap and collection analysis job. The letter indicates that the overlap and collection analysis job has completed. For more information regarding overlap and collection analysis, see to Working with Overlap and Collection Analysis. No
    Owner Subscription Letter OwnerSubscriptionLetter Sent to an instructor when added as an owner of a reading list. For more information, see Managing Reading List Owners and Collaborators. No
    PDA Threshold Letter PdaThresholdLetter Sent to the PDA manager (PDA contact person) when the usage of PDA reaches the alert threshold. No
    PIN Number Generation Letter PINNumberGenerationLetter Sent to patrons when a PIN code is set in the user management pages. For details on configuring user details, see Adding Users. Yes
    PO Line Cancellation Letter POLineCancellationLetter Sent to vendors, requesting that an order be canceled. For details on canceling a PO line, see Canceling PO Lines. No
    PO Line Claim Letter POLineClaimLetter Sent to vendors when an order does not arrive by the expected date (see Processing Claims). No
    PO Line Renewal Letter POLineRenewalLetter Sent to vendors, requesting that a subscription be renewed.
    For details on renewing PO lines, see Renewals. For details on configuring automatic renewal of a PO line, see Configuring Fulfillment Jobs.
    No
    Process Bib Export Finished Letter ProcessBibExportFinishedLetter Sent to a staff user, indicating that a bibliographic export has finished. For details on exporting bibliographic records, see Export bibliographic records in Running Manual Jobs on Defined Sets. No
    Process Creation ProcessCreationLetter Sent upon completion of some user-submitted jobs — for example, jobs run on the Run a Job page (see Running Manual Jobs on Defined Sets). No
    Purchase Request Status Letter PurchaseRequestStatus Sent to requester of a purchase request when the request is received, approved, or rejected.
    For more information, see Purchase Requests.
    Yes
    Query to Patron Letter QueryToPatronLetter Sent to patrons when the user clicks Send Query to Patrons; see Peer-to-Peer Resource Sharing.
    This letter is only used when the institution is using patron query types; see Configuring Patron Queries.
    Yes
    Query to Requester Letter QueryToRequesterLetter Sent to requester of a purchase request when the librarian queries him or her for more information.
    For more information, see Purchase Requests.
    Yes
    Receiving Slip Letter ReceivingSlipLetter A slip that is printed out by library staff with item information that is put in a new item when it arrives at the library. For details on receiving material, see Receiving Physical Material. No
    recordTitle.xsl Letter recordTitle.xsl A letter template to be used in other letters. For more information, see Customizing Letter XSL Style Sheets. No
    Resend Notification Letter ResendNotificationLetter Sent (manually) to a patron if the patron did not receive an attachment. For more information, see User Attachments. Yes
    Resource Sharing Receive Slip Letter ResourceSharingReceiveSlipLetter A slip that prints automatically when the Automatic Print Slip option is selected on Receiving Items. No
    Resource Sharing Return Slip Letter ResourceSharingReturnSlipLetter
    Printable when returning a borrowing item to the lender. Printing the letter will take place if:
    The letter is not relevant for NCIP transactions.
    No
    Resource Sharing Shipping Slip Letter ResourceSharingShippingSlipLetter Sent to a user when the user clicks the Ship Item link for a lending request and then selects Automatically Print Slip = Yes on the Shipping Items page. No
    Restricted Login IP Letter RestrictedLoginIPLetter Sent to managers when a login attempt is made from a restricted IP address. For more information, see Security. No
    Return Receipt Letter FulReturnReceiptLetter Sent to patrons after items are returned to the circulation desk. For details on returning items to the circulation desk, see Returning Items. Yes
    Saved Searches Letter SavedSearchesLetter Sent to Primo VE patrons that save a query and request email alerts when their search includes new results. No
    Short Loan Letter FulShortLoanLetter Sent to a patron when loaning an item for a short period (a number of hours), informing the patron of the due date and the fine policy. For details on loaning items, see Loaning Items.
    This letter may have to be enabled for some customers.
    Yes
    Shortened Due Date Letter FulShortenedDueDateLetter
    An email notification sent to the patron to notify them that the due date of their loan has been shortened. The letter data contains the loan object and the message, The possible messages are:
    • Please notice that the due date was shortened since the item is recalled
    • Please notice that the due date was shortened since the patron card is expired before the due date
    • Please notice that the due date was shortened since the loan conflicts with a booking request
    For setting the parameter, shortened_due_date_notifications, see Configuring Other Settings.
    Yes
    SMS Cancel Request Letter FulCancelRequestLetter (SMS) An SMS message sent to patrons indicating the reason for the request cancellation. Yes
    SMS Courtesy Letter FulUserLoansCourtesyLetter (SMS) An SMS message sent to a patron indicating that the due date for a loaned item is approaching. For details on configuring SMS messages, see SMS Communications. Yes
    SMS Ful Fines\Fees Notification Letter FulFinesFeesNotificationLetter (SMS) An SMS message sent to patrons by a job to inform them of fines or fees they owe. Yes
    SMS Ful Lost Loan Letter FulLostLoanLetter (SMS) An SMS message sent to patrons when a loan has been declared lost. Sent either by a job or when manually changing the loan. For details on declaring a loan as lost, see Configuring Overdue and Lost Loan Profiles. Yes
    SMS Ful Lost Loan Notification Letter FulLostLoanNotificationLetter (SMS) An SMS message sent to patrons; indicates that if an overdue resource is not returned, it will be considered lost. For details on sending lost loan notification letters, see Adding an Overdue and Lost Loan Notification. Yes
    SMS Ful Overdue And Lost Loan Letter FulOverdueAndLostLoanLetter (SMS) For future use Yes
    SMS Ful Overdue And Lost Loan Notification Letter FulOverdueAndLostLoanNotificationLetter (SMS) For future use Yes
    SMS Ful User Borrowing Activity Letter FulUserBorrowingActivityLetter (SMS) An SMS message sent to patrons containing a list of all the patron’s loans and active fines. Sent either by a job or by request. For details on configuring the Borrowing Activity Report, see Configuring Fulfillment Jobs. Yes
    SMS Item Change Due Date Letter FulItemChangeDueDateLetter (SMS) An SMS message sent to patrons indicating changes to the due date. For details on managing patron activities, see Managing Patron Services. Yes
    SMS On Hold Shelf Letter FulPlaceOnHoldShelfLetter (SMS) An SMS message sent to a patron indicating that an item requested is on the hold shelf. For details on configuring SMS messages, see SMS Communications. Yes
    SMS Overdue Notice Letter FulUserOverdueNoticeLetter (SMS) An SMS message sent to a patron indicating that a loaned item is overdue. For details on configuring SMS messages, see SMS Communications. Yes
    SMS Shortened Due Date Letter SmsFulShortenedDueDateLetter
    An SMS message sent to the patron to notify them that the due date of their loan has been shortened. The letter data contains the loan object and the message, The possible messages are:
    • Please notice that the due date was shortened since the item is recalled
    • Please notice that the due date was shortened since the patron card is expired before the due date
    • Please notice that the due date was shortened since the loan conflicts with a booking request
    For setting the parameter, shortened_due_date_notifications, see Configuring Other Settings.
    Yes
    SMSRecordTitle.xsl Letter smsRecordTitle.xsl A letter template to be used in other letters. For more information, see Customizing Letter XSL Style Sheets. No
    Social Login Account Attached Letter SocialLoginAccountAttachedLetter Sent after attaching a user account to a social logic provider. For library staff, the email includes a link which can be used to quickly log in to Alma. Yes
    Social Login Invite Letter SocialLoginInviteLetter An email sent to staff users inviting them to use social network logins instead of the standard Alma login. For more information, see Social Login. No
    style.xsl Letter N/A Defines the CSS used for all letter emails. For more information, see Configuring Letter Labels. Yes
    System Job Letter SystemJobLetter Sent when jobs initiated in Alma start and complete (letter is sent to the user who initiated the job). For details on configuring Alma jobs (processes), see Managing Jobs. No
    Trial Letter TrialLetter Contains a request to evaluate an electronic resource. For details on evaluating resources, see Evaluation Workflow. No
    User Deletion Letter UserDeletionLetter Sent to a patron before the patron is deleted, containing details of the patron’s active fines and fees. See Deleting Users. Yes
    User Notifications Letter UserNotificationsLetter Sent to users using the Update/Notify Users job. For more information, see Configuring User Notification Types. Yes
    User Registration Letter UserRegistrationLetter Not in use  
    See Letter Configuration for a detailed Ask the Expert session on configuring Alma letters.

    Enabling/Disabling Letters

    The Letter Activity mapping table (Administration > General Configuration > Configuration Menu > General > General Configuration > Letter Activity) lists all of the letters and enables you to enable/disable them for an institution. For more information about mapping tables, see Mapping TablesMapping Tables.
    Alma does not send disabled letters.
    Some letters can be activated for different types of notifications, for example EDI and email; the notification type of a letter is listed in the Channel column. If the EDI version of a letter type is disabled, for example, then EDI communication is disabled for the relevant scenario, even if EDI is enabled for this scenario (see Electronic Data Interchange (EDI)).
    For all of the steps involved in configuring Alma letters, see the procedure in Configuring Alma Letters.
    Letter Activity Mapping Table
    You can enable or disable letters on this page.
    Some notifications may be disabled for specific users or for bulk sets of users. For more information, please see Configuring Library Notices Opt-In.

    Setting Letter Retention Periods

    By default, letters sent by Alma are retained indefinitely and available on the Attachments tab of the User Details (see Managing User Attachments).
    On the Letter Retention Configuration mapping table (Administration > General Configuration > Configuration Menu > General > General Configuration > Letter Retention), you can add and/or enable letters so that they are deleted after a certain number of days. For more information about mapping tables, see Mapping TablesMapping Tables.
    A weekly job, Letters Purge with Retention, deletes all enabled letters, if they were created more than the configured number of days ago.
    Letter Retention Configuration Page
    You can add a row defining a letter and the number of days the letter is retained. New rows are enabled by default. You can delete rows, change the number of days a letter is retained, or enable or disable rows.

    Viewing the Source XML of a Letter

    To view the source XML fields that Alma generates for a letter, you must register to receive a copy of this XML when the letter is generated. Using this output you can view the fields available to use in your XSL style sheet. For example, you can configure the XSL to display a particular field or you can configure the XSL to display a section depending on the value of a field. You can see sample XML output of many letters on the Developer’s Network: https://developers.exlibrisgroup.com/blog/Alma-letters-XML-samples-for-working-on-XSL-customization.
    If you store the XML output in a file that has an .xml suffix, you can use it to test changes to the letter. For more information, see Testing the Output of a Letter.
    You can register a user who has the Letter Administrator role to receive the XML on the XML Letter Receiver page (Administration > General Configuration > Configuration Menu > General > General Configuration > XML To Letter Admin).
    XML Letter Receiver Page
    Use this option with caution. It is possible that this will suddenly send several thousand emails and impact system processing performance.
    To set up an administrator to receive the XML output of a letter:
    1. On the XML Letter Receiver page, select a user to receive the XML in XML Receiver.
      Only users with the Letter Administrator role appear in the list. For more information on assigning roles, see Adding Roles to Users.
    2. Select the letters whose XML output you want sent to the user.
    3. Click Save.
      Letter XML output is sent to the user each time any of the selected letters is generated.
    For example, here is part of the XML output used to generate a Query to Patron letter.
    <notification_data>
    <general_data>
    <address_c>None</address_c>
    <address_c>None</address_c>
    <address_from>nosuchmail@no.such.mail.com</address_from>
    <current_date>01/08/2017</current_date>
    <letter_channel_info></letter_channel_info>
    <letter_name>Regarding your request</letter_name>
    <letter_type>QueryToPatronLetter</letter_type>
    <subject>Regarding your request</subject>
    </general_data>
    <languages>
    <string>en</string>
    </languages>
    <letter_params>
    <address_from>nosuchmail@no.such.mail.com</address_from>
    <letter_name></letter_name>
    <subject>Regarding your request</subject>
    </letter_params>
    <letter_texts></letter_texts>
    <library>
    <address>
    <city>chicago</city>
    <country>USA</country>
    <country_display>United States</country_display>
    <create_date>06/20/2014</create_date>
    <entity_action></entity_action>
    <library_id>12900830000541</library_id>
    <library_unit_id></library_unit_id>
    <line1>library 2</line1>
    <line2></line2>
    <line3></line3>
    <line4></line4>
    <line5></line5>
    <note></note>
    <originating_id></originating_id>
    <postal_code>36500</postal_code>
    <preferred>true</preferred>
    <segment_types_display>
    <string>Billing</string>
    <string>Patron Communications</string>
    <string>Primary</string>
    <string>Shipping</string>
    </segment_types_display>
    <state_province>IL</state_province>
    <user_address_types_display></user_address_types_display>
    </address>
    <automatic_creation>false</automatic_creation>
    <automatically_activate_locate_profile>false</automatically_activate_locate_profile>
    <automatically_locate_resource>true</automatically_locate_resource>
    <bibliographic_titles></bibliographic_titles>
    <cancel_request_on_locate_failure>true</cancel_request_on_locate_failure>
    <code>RES_SHARE</code>
    <code_rfid></code_rfid>
    <create_date></create_date>
    <default_acq_loctaion_id></default_acq_loctaion_id>
    <default_item_loctaion_id>12900870000541</default_item_loctaion_id>
    <default_move_loctaion_id>12900850000541</default_move_loctaion_id>
    <default_pickup_loctaion_id>12900830000541</default_pickup_loctaion_id>
    <default_printer></default_printer>
    <description>Temporarily manages inventory that is sent to or received from resource sharing partners</description>
    <digital_objects></digital_objects>
    <digital_storage_size></digital_storage_size>
    <disable_call_number_calculation>false</disable_call_number_calculation>
    <edi_code></edi_code>
    <edi_type></edi_type>
    <email>
    <create_date>03/31/2013</create_date>
    <description></description>
    <email>nosuchmail@no.such.mail.com</email>
    <entity_action></entity_action>
    <external_id></external_id>
    <library_id>12900830000541</library_id>
    <library_unit_id></library_unit_id>
    <originating_id></originating_id>
    <preferred>true</preferred>
    </email>
    <entity_action></entity_action>
    <ignore_electronic>false</ignore_electronic>
    <itemless_library></itemless_library>
    <leader_institution_id></leader_institution_id>
    <library_id>12900830000541</library_id>
    ...

    Configuring Letter Labels

    You configure the labels associated with specific letters on letter code tables.
    Two kinds of data are substituted into, and configured by, the letter XSL (see Customizing Letter XSL Style Sheets) before the letter is sent (to the patron, or the printer, or wherever): labels and XML data. Alma generates dynamic XML data (see Viewing a Letter’s Source XML). Labels are strings of text that you create and translate.
    To edit label code tables, open the Letter Emails page (Administration > General Configuration > Configuration Menu > General > General Configuration > Letter Emails).
    Letter Emails
    To view a letter's labels, select Actions > View on the row actions list.
    To edit a letter's labels, select Actions > Customize on the row actions list. A code table for the letter appears; for more information about code tables, see Code TablesCode Tables.
    Analytics Letter Code Table
    • The addressFrom label is the From: field in the email's header, which is different from the SMTP envelope From address. Replies to emails go to the email header From: field. The SMTP envelope From address is configured using the EnvelopeFrom parameter; see Configuring Outgoing Email. You can also specify an alias for the addressFrom parameter in the following format alias <actual_email_ID@university.edu>.
    • You can customize the email addresses (or URL) to which the Contact Us and My Account links are directed by configuring the email_my_account and email_contact_us parameters; see Configuring Other Settings.
    Edit each table as required:
    • Click Customize in the row actions list to change the label or its translation. Click Customize All to edit all rows.
      • To edit translations, first select a language in the filter.
    • Click Restore in the row actions list to restore the label to its default text.
    • Click Restore Translation in the row actions list to restore the translation to its default text. Click Restore Default Translations to restore all translations.

    Customizing Letter XSL Style Sheets

    If you have reached this section of the online help while attempting to configure a copyright declaration, see Configuring Copyright Declarations.
    The (XSL) Configuration Files page (Administration > General Configuration > Configuration Menu > General > General Configuration > Customize Letters) lists the XML style sheets that are used to format each type of letter and determine what text and fields appear in the emails, SMS messages, and print slips.
    Configure these style sheets to customize what and how labels and data appear in the letters. In addition, you can use XSL conditionals to make decisions about what appears in a letter, and even whether the letter is sent. For an example, see How to configure a letter to not be sent under certain circumstances.docx.
    XSL Configuration Files Page
    To customize a letter's XSL:
    1. On the (XSL) Configuration Files page, click Customize in the row actions list for the XSL that you want to customize.
      The XSL and header information appear in a configuration pane.
      (XSL) Configuration File Page
    2. Customize the XSL of the letter as required. The available fields on this page are in the labels associated with the letter (see Configuring Letter Labels) and the XML fields that are generated by Alma (see Viewing a Letter’s Source XML).
      The following examples show what you can do with XSL to customize the output of your letters:
      • Use the substring and string-length functions to output the last four digits of a code:
        <b>@@requested_for@@ :*****
        <xsl:value-of select="substring (notification_data/user_for_printing/identifiers/code_value/value,string-length(notification_data/user_for_printing/identifiers/code_value/value) - 3)"/></b>
      • Add notes from the vendor (from POL) and the rush indicator to the Order List Mail letter:
        <tr>
        <td><b>Notes To Vendor: </b><xsl:value-of select="/notification_data/po/po_line_list/po_line/vendor_note"/>&#160;</td>
        </tr>
        <tr>
        <td><b>Is Rush? </b><xsl:value-of select="/notification_data/po/po_line_list/po_line/rush"/>&#160;</td>
        </tr>
      • Ensure that the Notes that may affect loan line appears in the On Hold Shelf letter only if there is a block on the patron:
        <tr>
        <td><b>@@notes_affect_loan@@:</b></td>
        </tr>
        <tr>
        <td><xsl:value-of select="notification_data/request/system_notes !=''"/></td>
        </tr>
      • If the following snippet follows the address line in the SenderReceiver.xsl file, you can ensure that the user’s phone number is included in all the letters that use this template.
        <tr>
        <td><xsl:value-of select="notification_data/user_for_printing/phone"/></td>
        </tr>
      • Have the name of the style sheet appear as hidden text in the output by adding the following after the <html> tag.
        <html> <xsl:attribute name="data-filename"> <xsl:value-of select="/notification_data/general_data/letter_type"/> </xsl:attribute>
        The output will include something like:
        <html data-filename=”FulLoanReceiptLetter”> ...
      • To remove an element from a letter, find the element to be removed. Add comment indicators on either side of the line, such as, <!--<th>@@description@@</th>-->.
        <th>@@title@@</th>
        <!--<th>@@description@@</th>-->
        <th>@@author@@</th>
        <th>@@due_date@@</th>
        <th>@@fine@@</th>
        <th>@@library@@</th>
        The output table displays without the description column.
      • Suppress a letter being sent to users in a specific user group. Add a terminate clause condition after the initial include lines at the top of the letter, as follows:
        <table cellspacing="0" cellpadding="5" border="0">
        <tr><td><xsl:for-each select="notification_data">
        <xsl:if test="user_for_printing/user_group='STUDENT_GRADUATE'">
        <xsl:message terminate="yes">user group is STUDENT_GRADUATE </xsl:message></xsl:if></xsl:for-each></td></tr>
        </table>
        In the above example, the letter is not generated for users in the Graduate Student user group. For a more detailed explanation, see How to configure a letter to not be sent under certain circumstances.
    3. Click Customize to save your customizations.
      The (XSL) Configuration File page appears. A green check mark appears in the Customized column to indicate that the letter has been customized, and the Updated By and Updated Date columns are populated accordingly. Use the row actions listActions menu to edit the XSL, view the default XSL, or restore the default XSL.
    If you use a tag to refer to an outside location such as a template or URL (for example, <xsl:include href="http://{$PathToWeb}/html/xsl/head.xsl">) and the outside source changes, refresh the XSL (by re-saving it) for the new information to be included in the letter.

    Testing the Output of a Letter

    You can view a letter containing sample Alma information in an email or your web browser. To do this, you input an XML file with the fields relevant to the letter and then generate the letter using the defined labels and XSL stylesheet.
    You test letter output on the Notification Template page (Administration > General Configuration > Configuration Menu > General > General Configuration > Notification Template).
    Notification Template Page
    To test the output of a letter:
    When the output is displayed on a browser screen, the email logo does not appear. The browser logo appears only when the letter is sent by email.
    1. Generate the XML output for the relevant letter and save it to a file. For more information, see Viewing a Letter’s Source XML.
    2. On the Notification Template page, select the file in XML to Upload and click Save. The file is uploaded, and the letter type is extracted from the XML.
    3. To have the letter sent by email, select Send by email and enter an email address. Otherwise, the letter appears in a new browser tab. Your browser must allow popup tabs to appear.
    4. Select the required language from the Language field. If you do not select a fully configured language, the letter uses English for any missing configurations.
    5. Click Run XSL. Alma either displays the output or sends the letter to your email address.

    Example Letter Customization: Query to Patron Letter

    You can configure types of letters to be sent to patrons using the enhanced XSL Query to Patron letter. You can define up to 30 types of letters, for example a welcome letter, a response to a request, and so forth (see Configuring Patron Query Types).
    After configuring the query types, a user with the Letter Administrator role can modify the labels and the style sheet of the Query to Patron letter.
    To modify the Query to Patron letter:
    1. Confirm that the Query to Patron letter is enabled (see Enabling/Disabling Letters).
    2. Download a copy of the Query to Patron XML fields:
      1. Configure Alma to send you a copy of the XML fields when a Query to Patron letter is sent (see Viewing a Letter’s Source XML).
      2. Add a borrowing request for an inventory item (make yourself the Requester; see Adding a Resource Sharing Borrowing Task From a Search).
      3. On the Resource Sharing Borrowing Requests page, click Send Query to Patron beneath the new request (see Managing Resource Sharing Borrowing Requests)). If you have configured multiple query types, select the letter to send. Otherwise, a message is sent automatically.
        You receive two emails: one is the selected letter and the other is the XML fields that were used to create the letter.
      4. Save the XML letter to a file, such as letter.xml .
    3. Modify the labels:
      1. On the Letter Emails page (see Configuring Letter Labels ), customize the Query to Patron Letter. The Query to Patron Letter code table appears.
        Query to Patron Code Table Page
      2. In the Description column, modify the labels corresponding to the relevant codes that appear in the XSL.
        The entries in the Code column (Type_1, Type_2, Type_3, and so forth) correspond to the query types you select in the Patron Query Types Code Table page (see Configuring Patron Query Types). For example, if you defined Type_1_query_name as enabled, you can configure the Type_1_xxxx entries in this table to configure the text lines to be part of this type of query.
      3. Click Customize to save your changes.
    4. Modify the XSL:
      1. On the (XSL) Configuration Files page (see Customizing Letter XSL Style Sheets), customize the Query to Patron Letter. The Configuration File page appears.
        Configuration File Page
      2. In the Content field, modify the relevant XSL to change the format of your letter. The same XSL file is used to format all of the query types. You can add fields from the XML or labels, use the values of these fields to make conditions, and so forth.
        For example, a conditional clause looks something like:
        <xsl:when test="notification_data/query_type = 'Type_1_query_name'">
        ... special configurations for type 1 queries ....
        </when>
      3. Click Customize.
    5. To test your changes, upload the XML (letter.xml) as described in Testing the Output of a Letter.

    Example Letter Customization: Borrowing Activity Letter

    This example shows how to make the following customizations to the Borrowing Activity Letter email:
    1. Change the name of the letter.
    2. Add a library-specific message.
    3. Display the material type in the list of loans.
      Borrowing Activity Letter Email
    Click here for an example of how to print a barcode to be a scannable barcode as opposed to numbers in the Borrowing Activity Letter.
    To customize the Borrowing Activity letter:
    1. Change the name of the letter to Patron Activity Letter:
      1. On the Letter Emails page (see Configuring Letter Labels ), customize the Borrowing Activity Letter. The Borrowing Activity Letter code table appears.
        Borrowing Activity Letter Code Table
      2. Select English from the Filter drop-down list. Note that, in addition to changing the names of labels, you can also translate the labels for other languages.
      3. Click Customize in the row actions list containing the letterName code.
      4. In the Description field, change the text to Patron Activity Letter.
      5. Click the Customize page action to store the modified values.
    2. Configure the XML output for the letter to be sent to the letter administrator:
      1. On the XML Letter Receiver page (see Viewing a Letter’s Source XML), select a user to receive the XML output from the XML Receiver drop-down list.
      2. Select the check box next to the FulUserBorrowingActivityLetter letter type.
      3. Click Save.
        The letter’s XML output is sent to the specified user each time a letter of that type is sent.
    3. Loan an item to a patron:
      1. On the Patron Identification page (see Managing Patron Services), enter a patron’s name in the Scan patron’s ID or search for patron field and click Go.
        The Patron Services page appears.
      2. In the Scan item barcode field, enter the item’s barcode and click OK.
        The item is listed in the Loans tab.
        Borrowing Activity Letter Code Table
      3. Click Send Activity to send the XML output in an email.
      4. Copy and paste the XML output from the email to an XML file (such as BorrowingActivityLetter.xml).
    4. Modify the XSL file to print a message for the Main Library only:
      1. Access the list of XSL files on the (XSL) Configuration Files page (Administration > General Configuration > Configuration Menu > General Configuration > Customize Letters).
      2. Click Customize in the row that contains the FulUserBorrowingActivityLetter.xsl file.
        The contents of the FulUserBorrowingActivityLetter.xsl file appears.
        (XSL) Configuration File Page
      3. Use the XML file that you created earlier to determine the full path name of the field that contains the library name.
        Library Name Field in XML Output
        Based on the nested elements in the above figure, the full path to the library name is the following:
        /notification_data/overdue_loans_by_library/library_loans_for_display/item_loans/overdue_and_lost_loan_notification_display/item_loan/library_name
      4. Search for the @@loans@@ placeholder in the XSL file and add the xsl:if clause, shown in bold text shown below:
        . . .
        <xsl:if test="notification_data/item_loans/item_loan">
        <xsl:if test="notification_data/item_loans/item_loan/library_name='Main Library'">
        <center>
        <span style="font-family:Arial; font-weight:bold">
        <FONT COLOR="#FF0000">
        <br></br><b> Please check due dates by logging in to your library.</b>
        </FONT>
        </span>
        </center>
        </xsl:if>

        <tr>
        <td>
        <b> @@loans@@ </b>
        </td>
        </tr>
        . . .
        Alma replaces the placeholders with the labels/translations that are defined in the associated Letters code tables.
    5. While you are still editing the XSL file, add the Type column to the list of loans:
      1. Below the @@loans@@ placeholder in the XSL file, add the bold text as shown in the following figure.
        . . .
        <b>@@loans@@</b>
        </td>
        </tr>
        <tr>
        <td>
        <table cellpadding="5" class="listing">
        <xsl:attribute name="style">
        <xsl:call-template name="mainTableStyleCss" /> <!-- style.xsl -->
        </xsl:attribute>
        <tr>
        <th>@@title@@</th>
        <th>Type</th>
        <th>@@due_date@@</th>
        <th>@@fine@@</th>
        <th>@@description@@</th>
        </tr>
        <xsl:for-each select="notification_data/item_loans/item_loan">
        <tr>
        <td><xsl:value-of select="title"/></td>
        <td><xsl:value-of select="material_type"/></td>
        <td><xsl:value-of select="due_date"/></td>
        <td><xsl:value-of select="fine"/></td>
        <td><xsl:value-of select="description"/></td>
        </tr>
        </xsl:for-each>
        . . .
        The XML field for the material type was determined by examining the XML file.
        A placeholder could not be used for the new column heading because the material_type code is not configurable in the code table.
      2. Click Save.
    6. Test your changes to the XSL file by uploading the XML file that you created in step 2.
      1. In the Notification Template page (see Testing the Output of a Letter).
      2. Select an XML file to upload, and click Save.
      3. Select Send by email and enter your email address.
      4. Click Run XSL.
        Alma sends the letter email to the specified email address.
    7. Repeat step 3 to see the full customization as shown below:
      Customized Borrowing Activity Letter
    8. Configure the XML Letter Receiver page to no longer send XML output to the letter administrator. For more information, see Viewing a Letter’s Source XML.

    Configuring Outgoing Email

    Alma sends emails to patrons, library staff, and vendors.
    You can configure the outgoing email's From: address by configuring a letter's addressFrom label; see Configuring Letter Labels. If not configured, Ex Libris uses a default email address that has the domain exlibrisgroup.com.
    You can configure the outgoing email EnvelopeFrom header field (From without the :) using the mail handling integration profile. For more information about integration profiles, see Configuring Integration Profiles. By default, the EnvelopeFrom header field is the same as From: field.
    Note that if a recipient's email server (for patrons and staff, this is generally a server run by your institution) has set up a spam filter, the filter checks whether received emails are actually sent by the domain of the EnvelopeFrom header field. When there is a mismatch, emails may be filtered as spam. To prevent this from happening, the EnvelopeFrom header field should remain <something>@exlibrisgroup.com (unless your institution's anti-spam filters and SPF records are configured properly so that this is not an issue). If you are not worried about emails being filtered as spam, you may want to configure the EnvelopeFrom header field in order to catch bounced emails. Emails caught in an email server's spam filter do not generally result in bounced emails.
    Replies to emails go to the email header From: field, unless the email has a Reply-To: field.
    Configuring the outgoing email EnvelopeFrom header field was previously handled by the customer parameter EnvelopeFrom.
    Instead of configuring the EnvelopeFrom header field, you can use the mail handling integration profile to have Alma send all email through the institution's mail relay server.
    To configure the mail handling integration profile:
    1. On the Integration Profile List page (Administration > General Configuration > Configuration Menu > General > External Systems > Integration Profiles), click Add Integration Profile. Alma allows you to define only one mail handling integration profile. If there is already a mail handling integration profile, select Actions > Edit in the row actions list to edit the profile.
      Mail Handling Integration Profile Page 1
    2. Enter a unique code and name for the profile.
    3. In the Integration Type field, select Mail Handling.
    4. Click Next. The second page of the wizard appears. Active is selected by default.
      Mail Handling Integration Profile Page 2
    5. To continue to use Alma's mail server:
      1. Select Send directly from Ex Libris (selected by default).
      2. Enter a valid email address for the EnvelopeFrom header.
    6. To use your institution's mail relay server:
      1. Select Send using institution mail relay. Several additional fields appear.
      2. Enter the institution domain name. After you do this, the domain name appears after the SMTP EnvelopeFrom address field as @<domain name>. The domain name can contain up to 63 lower case alphanumeric characters, dashes -, and periods followed by a period and a two to six character lower case alphabetic top-level domain.
      3. Enter the institution SMTP mail relay host name. The host name can contain lower case alphanumeric characters as well as any of the characters - ! # $ % & ' * + / = ? ^ _ ` { | } or ~ and a period.
      4. If you would like the email outgoing from the institution mail relay to use the From: address of the email message, select Use the 'From address' header. Otherwise select Custom SMTP EnvelopeFrom address (selected by default) and enter the username of the address in the field below this. The EnvelopeFrom header field is set to <username>@<domain name>. The username can contain the same characters as the SMTP mail relay host name.
      5. If the mail relay requires a username and password to accept email from Ex Libris, enter the username and password. These can be any ASCII characters.
      6. If the mail relay requires encryption, select Use encryption and select the encryption port from the fields that appear. The options are 587 or 465.
    7. Click Save.