Setting up automated overdue emails

 

Automated overdue emails are a great way to relieve workload from library staff. 

 

Setting up overdue emails requires a number of steps however, if you persist, you'll never have to worry about sending or printing an overdue slip again.

 

 

Part 1: Configuring your overdue letter

1. Click  -> Reports -> Reports.

 

2) Under the Reports created by FSI section, click Overdues

 

3) Double-click Overdue Letter Template

 

4) Click from the toolbar at the bottom of your window

 

This will generate a new report to customise for your school/college/institution. You will be able to access your customised report in the future from the

Reports Created by Me section.

 

5) In the Report Name field, enter a name for your new, customised overdue letter

e.g. 

 

 

6) Click the Results Data tab

 

This tab lists the SmartSuite fields that have been loaded into this report. You will only be able to display fields that are listed in this tab. 

 

For example, if you are wanting to add the Cost of books in your report you will need to click the plus (+) icon and add the "Cost" field to the report

 

 

7) Click from the toolbar at the bottom of your window

 

N.B. You must save after making any changes to the Results Data tab

 

8) Click the Template tab

 

The dotted outline illustrates the boundary of your email. (Any content that spills over the dotted line will be cut off in the email) 

 

9) Hover over the [Please insert the body of your letter here] and click the icon to make changes to the body of the letter

 

10) Click at the bottom of the editor window to insert your changes to the report

 

11) If the text that you typed into step (9) doesn't fit, you can change the size of the body block by:

     i) Hovering over the body

    ii) Clicking and dragging the icon to resize the block

 

12) Click in the toolbar at the bottom of the window. 

 

If you would like to preview how your email will present, click

 

 

 

Part 2: Testing your overdue email

This part will send an email for all users with an overdue only once. 

It's important to action this step before automating the process to ensure there are no issues with your email before it's automated. 

 

1. Click  -> Reports -> Reports.

 

2) Under the Reports created by me section, double-click the report your created in Part 1 of these instructions

 

3) Click from the toolbar at the bottom of your window

 

4) Enter an appropriate subject that will be sent to all users in the Subject field

 

5) Ensure Email is selected in the Mail To field

 

6) Click

 

7) SmartSuite will generate a list of recipients who have overdue resources on the right of the screen. 

If the list seems correct, click the Green HERE to confirm sending your email. 

 

Emails will be sent to all users with overdues resources from your library.

 

 

 

Part 3: Reviewing the sent log

This section will allow you to view all the emails that were sent in Part (2) and verify that the information and formatting was correct before automating the overdue email. 

 

1. Click  -> Reports -> Reports.

 

2) Under the Reports created by FSI, click Email Logs

 

3) Double-click Email Logs

 

4) In the condition Template Name, enter the name of the report that you emailed in Part 2, Step 2 of these instructions. 

 

5) Click

 

6) A list of all the emails that have been sent will be displayed. 

 

7) Verify that the Status column reads SEND

If the status column doesn't read SEND, your email hasn't been sent successfully. 

 

8) Click the Click to Preview link to view what email was sent to each user. 

 

9) If you are happy with what has been sent to your users, please continue the Part 4: Automating overdue emails

 

 

 

Part 4: Automating overdue emails

This part will automate the sending of overdue emails. 

Before continuing, please ensure Parts 1->3 have been completed. 

 

1. Click  -> Reports -> Reports.

 

2) Under the Reports created by me section, double-click the report your created in Part 1 of these instructions

 

3) Click from the toolbar at the bottom of your window

 

4) Assign the day you wish the overdue letters to begin from in the First Start Date field.

e.g.

If you would like to start sending letters today, enter todays date into this field.

 

5) Set the time you would like the emails to be sent.

e.g.

If you would like emails to be sent before school, enter:

N.B. Please enter your start time in 24hr time format

 

6) Set the Frequency that you would like SmartSuite to collect all overdue information and send them to your users. 

Our recommendation is weekly to ensure users aren't spammed. 

 

7) Enter an appropriate subject that will be sent to all users in the Subject field

 

8) Ensure Email is selected in the Mail To field

 

9) All emails are sent from noreply@functionalsolutions.com.au.

If you would like to specify an email address where your users can reply to, please enter the email address into the Reply To field. 

 

10) Click

 

11) If the schedule was successful, SmartSuite will display the Next Run Time on this page. 

 

12) Your overdue emails are now automated.

 

Related Video