Alma Letters and Notices
- Erin Nettifee
- Karen Newbery
Active letters
Alma will always be the source of reference for letters and whether they are active or inactive, but for reference, we have copied the list below. This list is up-to-date as of Sep 17, 2024
Many letters can also be sent with SMS, but we not have an SMS service enabled.
A full list of letters can be found in ExLibris documentation here: Letter list
Letter | Description | Channel |
|---|---|---|
Analytics Letter | Analytics Letter | |
Borrowed By Letter | Due Items | |
Borrowing Activity Letter | Patron Circulation Summary | |
Courtesy Letter | Courtesy Notice | |
Email Records Letter | Email Records Letter | |
Fine Fee Payment Receipt Letter | Fine Fee Payment Receipt Letter | |
Fines And Fees Report Letter | Fines And Fees Report Letter | |
Ful Cancel Request Letter | Ful Cancel Request Letter | |
Ful Citation Slip Letter | Ful Citation Slip Letter | |
Ful Citations Slip Letter | Ful Citations Slip Letter | |
Ful Fines\Fees Notification Letter | Fines\Fees Notification Letter | |
Ful Lost Loan Letter | Ful Lost Loan Letter | |
Ful Overdue And Lost Loan Letter | Ful Overdue And Lost Loan Letter | |
Ful Overdue And Lost Loan Notification Letter | Ful Overdue And Lost Loan Notification Letter | |
Ful Personal Delivery Letter | Ful Personal Delivery Letter | |
Ful Pickup Print Slip Report Letter | Pickup Print Slip Report Letter | |
Ful Requests Report Letter | Ful Requests Report Letter | |
Ful Resource Request Slip Letter | Ful Resource Request Slip Letter | |
Ful Transit Slip Letter | Ful Transit Slip Letter | |
General Assign To Letter | General Assign To Letter | |
ILL EMAIL TO USER | ILL EMAIL TO USER | |
Invoice Payment Letter | Invoice Payment Letter | SUBMISSION |
Loan Receipt Letter | Loaned Items | |
Loan Status Notice | Loan Status Notice | |
On Hold Shelf Letter | On Hold Shelf Letter | |
On Hold Shelf Reminder Letter | On Hold Shelf Reminder Letter | |
Overdue Notice Letter | Due Items | |
Overlap and Collection Analysis Letter | Overlap and Collection Analysis Letter | |
Owner Subscription Letter | Owner Subscription Letter | |
Partner Invoice Letter | Partner Invoice Letter | |
Personal Information Letter | Personal Information Letter | |
Process Bib Export Finished Letter | Process Bib Export Finished Letter | |
Process Creation | The process has been created and scheduled | |
Pz System Job Letter | System Job Letter | |
Resend Notification Letter | Resend Notification Letter | |
Reset Password Letter | Reset Password Letter | |
Resource Sharing Conversation Letter | Resource Sharing Conversation Letter | |
Return Receipt Letter | Returned Items | |
SAML certificate expiration Letter | SAML Certificate Expiration Notification Letter | |
Shortened Due Date Letter | Courtesy Notice | |
System Job Letter | System Job Letter | |
Test letter | Test Letter | |
User Deletion Letter | User Deletion Letter | |
User Notifications Letter | User Notifications Letter | |
Webhook Failure Letter | Webhook Failure Letter |
“From” Address and Alma letters
The “from:” address of the letter will vary, depending on the type of letter it is.
Ex Libris has one configuration for the “from” address that applies to all letters. At Duke, that is configured as duke-alma-email@duke.edu.
If Alma considers the letter to be related to circulation, it will send the address from the associated library’s “circulation communication” email, which is the address used by that library’s service desk. The list of those can be found in ExLibris documentation here: Patron letters for circulation communication
Requesting letter customizations
At initial cutover, we implemented a number of customizations to patron-facing letters to improve formatting and verbiage.
Going forward, requests to customize letters will be treated as project enhancement requests, and prioritized with other project needs. See Alma Enhancement Requests
Staff can request a customization by placing a support ticket to the Alma queue at https://support.lib.duke.edu
Policy (proposal): Permissions to edit letters and notices on Alma production is restricted to Library Systems and Integrations Support (LSIS) staff. On a limited basis, permissions may be granted to edit letters and notices on the Alma Premium Sandbox (PSB). When a staff member makes edits on the PSB, the edits will be reviewed and tested by LSIS before they are put into Alma production.
The process to have a letter updated is:
Submit a ticket to the Alma queue at Duke | Log In asking for the edited letter/notice to be moved to production.
Attach your test letter/notice to the ticket to show that the letter was emailed to you without issue.
LSIS will review the request, do additional testing, and then copy the letter/notice to production.