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Configuring Alma Letters
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User Interface Settings Configuring Other Settings
If you want to configure display labels for Primo VE, see Configuring Display Labels.
To configure letters, you must have one of the following roles:
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. And every letter that can be sent to a printer/email can be printed out using Quick Printing.
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 (data), labels (static text), and a template (formatting). The static labels and template (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, select here.
Watch the Configuring Letters in Alma video (5:38 minutes).
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.
All Alma letters appear on the Letters Configuration page (Configuration Menu > General > Letters > Letters Configuration). Available actions include enabling/disabling letters, setting retention periods, and editing letters to configure templates and labels (static content), and view/save letter examples. The Description text is hard coded and cannot be configured. For more information about mapping tables, see Mapping Tables.
Letter Emails
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. Determine which XML data fields are used for a specific type of letter (see Testing Letter Output and Viewing the Source XML).
  5. Customize the text elements (labels) of the letter (see Configuring Letter Labels).
  6. Customize the look-and-feel (XSL) and content of the letter (see Customizing Letter Templates).
  7. Test the output of the XML file and confirm that the letter appears correctly (see Testing Letter Output and Viewing the Source XML).
You can centrally manage letters in a Network Zone; see Centrally Managing Letters in a Network Zone.
Enabling/Disabling Letters
Alma does not send disabled letters. Attempting to send a disabled letter may result in an error notification when the letter is triggered.
Some letters can be activated for different types of notifications, for example SMS and email; the notification type of a letter is listed in the Channel column. If the email version of a letter type is disabled, for example, then email communication is disabled for the relevant scenario, even if email is enabled for this scenario.
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
By default, letters sent by Alma are retained indefinitely and available on the Attachments tab of the User Details (see Managing User Attachments). You can add a retention period, in number of days, in the Retention Period field of email letters so that the configured letters are deleted after a certain number of days.
A weekly job, Letters Purge with Retention, deletes all enabled letters, if they were created more than the configured number of days ago.
Configuring Letter Labels
You can configure the labels associated with letters. Select Edit on the row action list of the letter. The Labels tab is displayed by default.
The following options are available on the row actions menu:
Two kinds of data are substituted into, and configured by, the letter XSL before the letter is sent (to the patron, or the printer, or wherever): labels and XML data. Alma generates dynamic XML data. Labels are strings of text that you create and translate. Some letters can include the string %reqId% in the description column of the Subject label. This will be replaced with the request’s ID when the letter is generated. The letters that include this option are:
Letter Labels
Edit each row as required:
When done, select Save.
To disable a label, see the knowledge base article, How can I disable a line in an Alma email letter?
Customizing Letter Templates
If you have reached this section of the online help while attempting to configure a copyright declaration, see Configuring Copyright Declarations. For information on configuring a resource sharing copyright declaration, see Configuring a Resource Sharing Copyright Declaration.
You can view and edit the template (XSL style sheet) that is used to format the letter and determine which fields and text appear in the letter. Configure the template to customize what and how labels and data appear in the letters. In addition, you can use XSL conditional statements to make decisions about what appears in a letter, and even whether the letter is sent. For an example, see How to use the if condition to configure a letter to not be sent under certain circumstances.docx.
Ex Libris Support is available to assist with issues related to customized XSL stylesheets. However, their troubleshooting effort is within practical limits. If a style sheet is heavily customized, it may require time-consuming analysis to identify a specific error. Such validation cannot be provided by Support for all customized style sheets. The best practice in these situations is for you to eliminate one condition/test/section at a time to determine what causes the problem.
To customize a letter's template (XSL style sheets):
  1. To open the template, find the desired letter on the Letters Configuration page, select Edit on the row action list of the letter, then select the Template tab.
    The XSL and header information appear in a configuration pane.
    XSL Template tab
  2. Customize the XSL of the letter as required. The available fields on this page are in the labels associated with the letter and the XML fields that are generated by Alma.
    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 the PO line) 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:
      <xsl:if test="notification_data/request/system_notes !=''">
      <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 template 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 use the if condition to configure a letter to not be sent under certain circumstances.docx.
  3. Select Yes to save your customizations.
  4. You can select Preview Letter to view the letter setup without data.
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.
Working with Names in System Notifications and Letters
Some system notifications and letters that incorporate name information can be updated to use a user's preferred name. For system notifications and letters that incorporate name information such as the Mail Reason Letter XSL, the preferred names can be specified using preferred_first_name, preferred_middle_name, and preferred_last_name. See the following example:
<xsl:value-of select="receivers/receiver/user/​preferred_last_name​"/>
For more information on preferred names, see Managing Users.
For more information on the mailReason.xsl letter, see Configuring Components.
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, select 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 Letters Configuration page, locate the Query to Patron Letter and edit it.
    2. For each label corresponding to the relevant codes that appear in the XSL, select Customize on the row actions menu and enter the new value in the Description column.
      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. Select Save.
  4. Modify the XSL:
    1. Select the Template tab.
    2. In the Xsl 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. Select Save.
  5. To test your changes, upload the XML (letter.xml) as described in Testing Letter Output and Viewing the Source XML.
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.
Select 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 Letters Configuration page, find and edit the Borrowing Activity Letter. The Borrowing Activity Letter opens to the Labels tab.
      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. Select Customize in the row actions list containing the letterName code.
    4. In the Description field, change the text to Patron Activity Letter.
    5. Select the Save page action to store the modified values.
  2. Configure the XML output and view the sample:
    1. On the Template tab (see Testing Letter Output and Viewing the Source XML), view and edit the XML.
    2. To view the formatted sample letter, select Preview Letter.
    3. To send a sample letter, enter the email address in the Send Example by Email field on the Letter Preview window and select Send
    4. Select Save.
  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 select Go. The Patron Services page appears.
    2. In the Scan item barcode field, enter the item’s barcode and select OK. The item is listed in the Loans tab.
      Send Activity Report in Patron Services
    3. Select 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. On the Letters Configuration page, find and edit the Borrowing Activity Letter. Select the Template tab.
    2. 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
    3. 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. Select Save.
  6. Test your changes to the XSL file by uploading the XML file that you created in step 2.
    1. On the Letters Configuration page, locate the letter and edit it. Select the Letter Examples tab.
    2. Select Upload letter example and navigate to the XML file you want to upload. Select Open, then Upload.
    3. Select Preview in the row actions menu of the XML file you uploaded.
    4. Enter the email address in the Send Example by Email box and select Send.
    5. 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
Testing Letter Output and Viewing the Source XML
A template (XSL stylesheet) does not look much like the letter it is used to create, but it contains variable elements in a particular order. The template contains text and XML, as well as XSL commands and variables. Language-dependent text is kept out of the template.
The letter data comes from internally generated XML fields and from the labels. Label values and XML fields are substituted into the variables in the templates. 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 POLineClaimLetter template.
If you store the XML output in a file that has an .xml suffix, you can use it to test changes to the letter. 
On the Letter Examples tab, you can make use of the available XML examples:
You can edit or download the letter XML, as well as upload new XML samples. The row marked as Default Preview is the one that will be used when selecting the Preview row action. You can browse the latest server-side examples and download/add to your examples list. These examples are subject to the retention policy of the institution. The XML files saved in the system will be retained for 7 days and will be removed by the weekly cleanup job. The XML examples added to the XML list from the system are persistent and will not be cleaned by the weekly job. Any identifying information should be removed from these examples.
Available row actions are:
When done, select Save.
Letter Examples Tab
As an 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>
...
The template is attached to the email. 
Configuring Outgoing Email
Alma sends emails to patrons, library staff, and vendors.
Every email has two "from" addresses:
You can configure each outgoing email's From: address by configuring the letter's addressFrom label. (The exception to this is the General Message that you can send to any user when managing the user (see Editing Users). The default From: address for this message is set using the from_address parameter (see Configuring Other Settings).) If not configured, Ex Libris uses the default email address alma@exlibrisgroup.com​. For some letters, such as several resource sharing letters, the From: address contains the library's email preferred address, if this address is configured. If the address is not configured, the letters use ILL@exlibrisgroup.com as the From address. The list of letters with this behavior is:
You can configure the outgoing email EnvelopeFrom using the mail handling integration profile. For more information about integration profiles, see Configuring Integration Profiles. By default, the EnvelopeFrom is also alma@exlibrisgroup.com​.
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 address in EnvelopeFrom. When there is a mismatch, emails may be filtered as spam. To prevent this from happening, EnvelopeFrom 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 EnvelopeFrom in order to catch bounced emails. Emails caught in an email server's spam filter do not generally result in bounced emails.
Instead of configuring EnvelopeFrom, you can instead use the mail handling integration profile to have Alma send all email through the institution's mail relay server. In this case, the mail relay server sets EnvelopeFrom on the outgoing email.
To configure the mail handling integration profile:
  1. On the Integration Profile List page (Configuration Menu > General > External Systems > Integration Profiles), select Add Integration Profile. Alma allows you to define only one mail handling integration profile. If there is already a mail handling integration profile, select 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. Select 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 EnvelopeFrom.
  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. Custom SMTP EnvelopeFrom address is selected by default. Enter a username of the address in the unlabeled field below this option. This sets EnvelopeFrom to <username>@<domain name>. The username can contain the same characters as the SMTP mail relay host name.
      If you want, instead, that the EnvelopeFrom of each email outgoing from the institution mail relay be the same as the From: address of that email message, select Use the 'From address' header.
    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.
      Encryption port is set to 587 for you.
  7. Select Save.
Letter List
The following table lists the letters available in Alma.
Notes regarding the following columns in the Alma Letters table below:
The Translation Eligible column corresponds to the Patron Facing column in the Alma Letters Configuration page. In both cases, a yes, or check mark, in this column means that the letter is eligible for translation for environments using languages other than English.
Alma Letters
Letter NameLetter DescriptionChannelTranslation Eligible ('Patron Facing' flag in Alma)
Analytics LetterContains an analytics report that is sent to report subscribers. For more information see Subscribing to Scheduled Reports.EmailNo
Borrowed By LetterSent 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.EmailYes
Borrower Claim Email LetterFor peer-to-peer partners, the letter is sent when the Automatic Claim field is enabled on the borrowing request and the value of the Time to Claim (days) is reached. See Resource Sharing Partners.EmailYes
Borrower Overdue Email LetterSent 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.EmailYes
Borrower Receive Email LetterSent to the lending institution when the loaned item has been received at the borrowing institution.EmailYes
Borrower Return Email LetterSent to the lending institution when the borrowing institution has returned the loaned item.EmailYes
Borrowing Activity LetterSent to patrons with activity; contains a list of the patron’s loans, overdue items, and active fines. If the patron has more than 100 active loans, only the first 100 are included on the letter and a flag is added to the XML - <loans_over_the_limit>true</loans_over_the_limit>. 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.
This letter can be activated to trigger a webhook function. See Webhooks.
Email
SMS
Webhook
Email - Yes
SMS - Yes
Webhook - No
Cancel Request LetterAn SMS message sent to patrons indicating the reason for the request cancellation. For more information, see the email format for Cancel Request Letter.
If the date by which the request is needed has passed, this letter is no longer sent.
SMSYes
Change Rapido Request Terms LetterFor future useEmailYes
Cloud IdP User Created LetterFor future useEmailYes
Collection Contribution LetterSent to users as an initial response to a contribution to the Community Zone. For detailed information, see Contributing Local Electronic Collections to the Community Zone.EmailNo
Collection Contribution Update Status LetterSent to users as a follow-up to a contribution to the Community Zone.EmailNo
Conversation LetterUsed to communicate with vendors. See Communicating with Vendors.
The customer parameter: conversation_send_from_logged_in_user_address enables conversation letters to be configured as being sent from the logged in user's email (as address "From") or the library's. See Customer Parameters Mapping Table.
EmailNo
Courtesy LetterSent 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:
For short loans, if the short_loan_courtesy_reminder parameter is set, this letter is triggered based on the due date time, less the value of the parameter. The letter will be sent if the item was not returned, is not in Lost or Claim Return status, and the current due date time is the same as the due date time that was on the item when the reminder was triggered. The loan due date time can change due to a renewal, recall, or manual change of due date.
In addition to a short loan indicator that is available in the source XML, this letter has a configurable label in the code table. To see this label, you must be using the XSL file in the default, out-of-the-box format. If you have customized the XSL file, the short loan label is not available.
Email
SMS
Yes
Deposit Activity LetterIndicates the status of active deposits. For detailed information, see Configuring the Deposit Activity Report Job.EmailYes
Deposit Status Update LetterSent to depositors when their deposit is submitted, approved, declined, returned, or withdrawn. See Configuring Patron Deposit Templates.EmailYes
Document Delivery Notification LetterWhen 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.
<tr>
   <td>@@reading_list_name@@: <xsl:value-of select="notification_data/request/reading_list_name"/>
   </td>
</tr>
<tr>
   <td>@@citation_id@@: <xsl:value-of select="notification_data/request/reading_list_citation_id"/>
   </td>
</tr>
<tr>
   <td>@@request_creator@@: <xsl:value-of select="notification_data/request/request_creator"/>
   </td>
</tr>
EmailYes
Email Records LetterSent to patrons manually for records selected in Primo VE.EmailYes
Export User LetterA 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.
EmailYes
Externally Obtained Email LetterSent to patrons; contains a URL for a requested article obtained through the CCC GetItNow service.
EmailYes
Fine Fee Payment Receipt LetterSent to patrons; indicates that payment has been received.
EmailYes
Fines and Fees Report LetterA 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.EmailYes
Ful Borrowing Info LetterSent to patrons; indicates whether a loaned resource sharing item was successfully renewed.
EmailYes
Ful Cancel Email LetterIndicates that a resource sharing request has been canceled. Sent to partners automatically when a resource sharing borrowing request is sent to a partner whose Type = Email.
EmailYes
Ful Cancel Request LetterSent to patrons; indicates that a request has been canceled and the reason for the cancellation.
This letter can be activated to trigger a webhook function. See Webhooks.
This letter will not be sent if the date by which the request is needed has passed.
Email
Webhook
Email - Yes
Webhook - No
Ful Citation Slip LetterA 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. You may include a printable barcode image on this letter.EmailNo
Ful Citations Slip LetterA 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.EmailNo
Ful Damaged Email LetterSent to the lending partner to notify them that a resource sharing item has been damaged. See Managing Resource Sharing Borrowing Requests.EmailNo
Ful Digitization Notification Item LetterSent 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.
If Alma automatically attempted to add the file to a citation, the email also includes the status of that attempt.
If the digitization request is for a citation in a reading list, the librarian assigned to the list is also notified. If you are implementing Leganto, the librarian configured for assign_to is also notified. See Configuring Leganto Copyright-Related Procedures.
<tr>
   <td>@@reading_list_name@@: <xsl:value-of select="notification_data/request/reading_list_name"/>
   </td>
</tr>
<tr>
   <td>@@citation_id@@: <xsl:value-of select="notification_data/request/reading_list_citation_id"/>
   </td>
</tr>
<tr>
   <td>@@request_creator@@: <xsl:value-of select="notification_data/request/request_creator"/>
   </td>
</tr>
EmailYes
Ful Fines\Fees Notification LetterSent to patrons by a job to inform them of fines or fees they owe.
Email
SMS
Email - Yes
SMS - No
Ful Hold Shelf Request Slip LetterWhen enabled, the letter is printed to the circulation desk printer when the item is placed on the hold shelf, regardless of whether a pick slip was already printed. If printing fails, the item is still placed on the hold shelf but the user receives a warning message that printing failed. This way, it is possible to configure a slip for use for on hold shelf items, that is differnet than the slip that is used to pick the item from the shelf.
By default, the letter has the same attributes as the Pickup Print Slip Report Letter, but it can be configured as needed.
The letter is invoked when scanning in an item and placing it on the hold shelf and when selecting the Activate next function on the expired hold shelf page.
EmailNo
Ful Incoming Slip LetterA 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). You may include a printable barcode image on this letter.EmailNo
Ful Lost Email LetterSent to the lending partner to notify them that a resource sharing item has been lost. See Managing Resource Sharing Borrowing Requests.EmailNo
Ful Lost Loan LetterAn 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).
Email
SMS
Email - Yes
SMS - Yes
Ful Lost Loan Notification LetterA 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).Email
SMS
Email - Yes
SMS - Yes
Ful Lost Refund Fee Loan LetterSent to patrons when a loan that was declared lost is found. Includes refund if applicable.EmailYes
Ful Outgoing Email LetterThe borrowing request sent to a partner with profile type Email.EmailYes
Ful Overdue And Lost Loan LetterAn 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).Email
SMS
Email - Yes
SMS - Yes
Ful Overdue And Lost Loan Notification LetterA 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).
For short loans, the short_loan_overdue_reminder parameter is set, this letter is triggered based on the due date time plus the value of the parameter for multiple items. The letter will be sent if the items were not returned, are not in Lost or Claim Return status, and the current due date time for each item is the same as the due date time that was on each item when the reminder was triggered. The loan due date time can change due to a renewal, recall, or manual change of due date.
Email
SMS
Email - Yes
SMS - Yes
Ful Personal Delivery LetterSent to a patron when an item is scanned in for personal delivery from a circulation desk that supports personal delivery.EmailYes
Ful Pickup Print Slip Report LetterSent to users. Contains a detailed list of resources to be picked up.EmailYes
Ful Renew Email LetterIndicates that a resource sharing request has been renewed. Sent to partners automatically when a resource sharing borrowing request is sent to a partner whose Type = Email.EmailYes
Ful Requests Report LetterA 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.EmailYes
Ful Resource Request Slip LetterA 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. You may include a printable barcode image on this letter.
This letter is also printed when an item that had a hold request is returned.
EmailNo
Ful Transit Slip LetterSent by the Create Physical Item Move Requests job when Print Transit Letter is set to Yes. You may include a printable barcode image on this letter.
This letter is also printed out by library staff and is added to an item when it is sent from one place to another.
EmailNo
General Assign To LetterThis is used when a staff user assigns a record to another staff user and selects the Send as email option. Possible examples of this are:
  • when a staff user assigns a cataloging record to another user
  • when a staff user assigns an electronic resource activation task.
EmailNo
General Message Email LetterAn email sent to the resource sharing partner to alert them of a new general message that has been entered on the request.EmailYes
ILL Email to UserManually sent from the User Details page.EmailNo
Interested In LetterInforms 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.EmailYes
Interested Users In LetterLists the interested users when Print Interested Users List is selected on the Receiving New Material page. For more information, see Receiving Material.EmailNo
Invoice Payment LetterThe finance export job requires you to activate the Invoice Payment Letter. SubmissionNo
Item Change Due Date LetterAn SMS message sent to patrons indicating changes to the due date. For details on managing patron activities, see Managing Patron Services. For more information on the letter, see the email format for Item Change Due Date Letter. For the email version of this letter, see Loan Status Notice.SMSYes
Legal Deposit Annual Receipts LetterSent to vendors with an annual report about serial legal deposits.
For more information, see Working With Legal Deposits.
EmailNo
Legal Deposit Claim LetterSent 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.
EmailNo
Legal Deposit Order LetterSent to vendors to request a copy of an item as required by law.
For more information, see Working With Legal Deposits.
EmailNo
Legal Deposit Receipt LetterSent 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.
EmailNo
Leganto Detailed Notifications LetterSent to instructors when notifications are waiting for them in Leganto. It aggregates the pending notifications by list for a given course into a single letter. Appears only if Leganto is enabled in your institutionEmailYes
Leganto Notifications LetterSent 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. EmailYes
Leganto Upcoming Due Dates Notifications Email LetterSent to students nine days before an upcoming due date. Sent only if email_notifications_group value is set to ALL.EmailYes
Lender Checked-In Email LetterSent to the borrowing partner when an item was checked in at the lending institution.EmailYes
Lender Reject Email LetterSent to the borrowing partner when the lending partner has rejected a lending request.EmailYes
Lender Renew Response Email LetterSent to the borrowing partner when the lending partner responds to a renewal request.EmailYes
Lender Ship Email LetterSent to the borrowing partner to indicate that the requested item has been shipped.EmailYes
Lender Will Supply Email LetterSent to the borrowing partner when the status of a resource sharing request changes to Will Supply.EmailYes
Lending Recall Email LetterSent to the borrowing partner when an item is recalled and must be returned.
EmailYes
Lending Requests Report Slip LetterA 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.
EmailYes
License Printout LetterUsed when printing out a license. See Printing Licenses or Amendments.EmailNo
Loan Receipt LetterSent to patrons after items are loaned from the circulation desk.
Any change done to a user's loan generates a Loan Receipt (in addition to any other "designated" letter that will be sent) - for example changing the due date of a loan will trigger the Loan Status Notice, clicking "Done" will then initiate a Loan Receipt for the updated loan. For details on borrowing items from the circulation desk, see Loaning Items.
EmailYes
Loan Status NoticeSent to patrons; indicates changes in the status of a loan or the due date, including changes such as:
  • A due date changes, regardless of whether a recall has been issued.
  • A recall is issued but the due date hasn't changed.
For the SMS version of this letter, see Item Change Due Date Letter.
For details on managing patron activities, see Managing Patron Services.
This letter can be activated to trigger a webhook function. See Webhooks.
Email
Webhook
Email - Yes
Webhook - No
Login Using One Time Token LetterEmail letter that is sent to a patron for a one time login to Primo. See Primo Login Using Email.EmailYes
New Research Outputs Added to Profile LetterThis letter is relevant only when Esploro is enabled. It is sent to the researcher to update him/her of new research outputs that were added to his/her researcher profile. EmailYes
Notify E-Activation due LetterSent 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.EmailNo
Notify Upon Renewal LetterSent 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.EmailNo
On Hold Shelf LetterSent 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.
This letter can be activated to trigger a webhook function. See Webhooks.
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 Templates.
Email
SMS
Webhook
Email - Yes
SMS - Yes
Webhook - No
On Hold Shelf Reminder LetterSent to the patron after a set number of days. The letter is sent by the Send Hold Shelf Reminders job. It is possible to configure how many days after being placed on the hold shelf the reminder will be sent, and whether the reminder will continue to be sent at the configured interval until the Hold Shelf expiry. EmailYes
Order List LetterSent 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.
EmailNo
Order Now LetterSent to the staff user who selects 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.EmailNo
Overdue Notice LetterSent to patrons; contains a list of all the patron’s loans due that day. Sent in a nightly job (Notifications – Send Due Date Reminders).
The item details in this letter represent the item at the time of the loan.
Email
SMS
Email - Yes
SMS - Yes
Overlap and Collection Analysis LetterSent 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.EmailNo
Owner Subscription LetterSent to an instructor when added as an owner of a reading list. For more information, see Managing Reading List Owners and Collaborators.EmailNo
Patron Welcome LetterThis letter is sent when adding a patron role to a user, whether manually, through a job, or via SIS. The letter is not sent when the patron role is added through a merge or migration.
If you do not wish send the letter if the patron role was added by a linked account, you can do that by adding a condition to the XSL file that will prevent sending the letter in this case. The XML for the letter includes an indicator for if the role was added by a linked account. This indication can be used to stop the letter from being sent the document, How to configure a letter to not be sent under certain circumstances, shows an example of how this can be done.
EmailYes
PDA Threshold LetterSent to the PDA manager (PDA contact person) when the usage of PDA reaches the alert threshold.
EmailNo
PIN Number Generation LetterSent to patrons when a PIN code is set in the user management pages. For details on configuring user details, see Adding Users.EmailYes
PO Line Cancelation LetterSent to vendors, requesting that an order be canceled. For details on canceling a PO line, see Canceling PO Lines.EmailNo
PO Line Claim LetterSent to vendors when an order does not arrive by the expected date (see Processing Claims).
The fields for the Subject are available in the new_subject field. The field is set by entering your text within <> + field name. The format is as follows:
<My Title Text: > title <My Ref Num Text: > poline_reference_number <My Item Desc Text: > item_description
Following are the fields that can be used within the subject field:
  • title
  • poline_reference_number
  • item_description - only for Physical Continuous type
  • identifier_type and item_identifier
EmailNo
PO Line Renewal LetterSent 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.
EmailNo
Process Bib Export Finished LetterSent 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.EmailNo
Process CreationSent upon successfully scheduling some user-submitted jobs — for example, jobs run on the Run a Job page (see Running Manual Jobs on Defined Sets).EmailNo
Purchase Request Status LetterSent to requester of a purchase request when the request is received, approved, or rejected.
For more information, see Purchase Requests.
EmailYes
Pz System Job LetterA report sent to the email specified in the API request, which summarizes information from the portfolio loader and MD import jobs that had been triggered via the Provider Zone Job.EmailNo
Query to Patron LetterSent to patrons when the user selects Send Query to Patrons from a resource sharing request. See Peer-to-Peer Resource Sharing.
This letter is only used when the institution is using patron query types; see Configuring Patron Queries.
EmailYes
Query to Requester LetterSent to requester of a purchase request when the librarian queries him or her for more information.
For more information, see Purchase Requests.
EmailYes
Receiving Slip LetterA slip that is printed out by library staff with item information that is put in a new item when it arrives at the library. You may include a printable barcode image on this letter. For details on receiving material, see Receiving Physical Material.EmailNo
Research Deposit Action LetterThis letter is relevant only when Esploro is enabled. It is sent to the researcher to update him/her of a status change to their deposit. For example when they submit a deposit to the repository or when a repository manager has approved their deposit. 
Letter is automatically printed when a researcher submits a deposit, when a repository manager returns a deposit to researcher or when a deposit is approved.
EmailNo
Researcher Assets Usage Statistics LetterThis letter is relevant only when Esploro is enabled. It is sent to affiliated researchers with outputs that have been either viewed or downloaded in the past month. For more information, see Viewing Scheduled Jobs.
Authors who have opted out will not receive email notifications.
EmailNo
Researcher ETD Usage Statistics LetterThis letter is relevant only when Esploro is enabled. It is sent to ETD authors with an output that has been either viewed or downloaded in the past month. For more information, see Viewing Scheduled Jobs.
Authors who have opted out will not receive email notifications.
EmailNo
Resend Notification LetterSent manually to a patron if the patron did not receive an attachment. For more information, see User Attachments.EmailYes
Reset Password LetterSent from various workflows, and includes a link to a page which allows the recipient to change (or create) his or her password.EmailYes
Resource Sharing Receive Slip LetterA slip that prints automatically when the Automatic Print Slip option is selected on Receiving Items. You may include a printable barcode image on this letter.EmailYes
Resource Sharing Return Slip LetterPrintable when returning a borrowing item to the lender. You may include a printable barcode image on this letter. Printing the letter will take place if:
The letter is not relevant for NCIP transactions.
EmailYes
Resource Sharing Shipping Slip LetterSent to a user when the user selects the Ship Item link for a lending request and then selects Automatically Print Slip = Yes on the Shipping Items page. You may include a printable barcode image on this letter.
EmailNo
Restricted Login IP LetterSent to managers when a login attempt is made from a restricted IP address. For more information, see Security.EmailNo
Return Receipt LetterSent to patrons after items are returned to the circulation desk. For details on returning items to the circulation desk, see Returning Items.EmailYes
SAML Certificate Expiration Notification LetterSent to users with the General Systems Admin role to remind them their SAML certificate is nearing expiry date and recommend that they consult with their IT department regarding the potential need to replace it.

Sent approximately 60 days and 30 days before expiration.

See Replacing a Signed Certificate
EmailNo
Saved Searches LetterThis letter is a weekly letter triggered by the Saved Searches Alerts scheduled job, which sends new results of saved Primo VE search queries to the patron.EmailNo
Short Loan LetterSent 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.
EmailYes
Shortened Due Date LetterSent to patrons to notify them that the due date of their loan has been shortened. This happens at the time of loan or renewal. However, at renewal time, the letter is only triggered if the renewal is done by staff from the Manage Patron Services page. If the renewal is done by the patron in Primo, the shortened due date is displayed to the patron immediately. 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.
Email
SMS
Email - Yes
SMS - Yes
Social Login Account Attached LetterSent 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.EmailYes
Social Login Invite LetterAn email sent to staff users inviting them to use social network logins instead of the standard Alma login. For more information, see Social and Email Login.EmailYes
System Job LetterSent 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.EmailNo
title.Author_Matching_Report_LetterThis letter is used by Esploro. EmailYes
Title.Reply_To_Researcher_LetterThis letter is used by Esploro.EmailYes
title.Research_Assign_To_LetterThis letter is used by Esploro.EmailYes
Trial LetterContains a request to evaluate an electronic resource. For details on evaluating resources, see Evaluation Workflow.EmailYes
Update Collection Contribution LetterSent to users after they update a collection and re-contribute it to the Community Zone. For more information, see Contributing Local Electronic Collections to the Community Zone.EmailNo
User Deletion LetterSent to a patron before the patron is deleted, containing details of the patron’s active fines and fees. See Deleting Users.EmailYes
User Notifications LetterSent to users using the Update/Notify Users job. For more information, see Configuring User Notification Types.EmailYes
User Registration LetterNot in useEmailNo
Webhook Failure LetterSent to all email contacts defined on a webhook integration profile if a webhook message is not successfully sent after 4 attempts (across 10 hours) when a 5XX HTTP response is received. For more information on the retry mechanism, see the Developer Network.EmailNo
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Enabling/Disabling LettersSetting Letter RetentionConfiguring Letter LabelsCustomizing Letter TemplatesWorking with Names in System Notifications and LettersExample Letter Customization: Query to Patron LetterExample Letter Customization: Borrowing Activity LetterTesting Letter Output and Viewing the Source XMLConfiguring Outgoing EmailLetter List