Email Routing

The GIST workflow utilizes email routing to streamline acquisitions processing, send emails (which are recorded within ILLiad), and automate requests from start to finish. This allows you to both update a request’s status and email the user at the same time, using email templates that you can customize (Tip: name each starting with Acq to keep them clearly separated from your ILL email routing). For more information about email routing, see the Atlas Documentation.

Below you will find the email routing developed by SUNY Geneseo for the GIST workflow. Please edit the contact information and text of these email routing and templates for your own department's needs.

Note: these emails utilize the <#DocDelContactName>, <#DocDelPhone>, and <#DocDelEmailAddress> tags to insert the contact information for your Acquisitions department or librarian. Be sure that you update the LocalInfo table in your Customization Manager accordingly, or manually change each email template.

Tip: If you can purchase items from a vendor using email, you can create an email routing for that purpose.

Note: Simply unzip the following templates to your ILLiad\Email\ folder.

Acq Purchase Request Received is used when a purchased item has arrived at the library. It updates the request as finished in ILLiad, while also notifying the user of the item’s arrival. Alter as necessary for your library.

Acq Purchase Request on Reserve is used when a purchased item has arrived and has been placed on reserve, as requested by the user. It updates the requests as finished in ILLiad, while also notifying the user of the item’s arrival. Alter as necessary for your library.

Acq Ask Faculty Rep Approval is used when a faculty purchase request first requires the approval of the department’s library representative (or for similar approval models). It updates the request to Awaiting Faculty Rep Approval, while sending an email to the representative (you will need to enter his or her name and email address in the client). Alter as necessary for your library.

Acq Cancel Due to Lack of Funds is used when a faculty member’s purchase request cannot be fulfilled because his or her department funds have been depleted. It updates the request to Cancelled by ILL Staff, while sending an email to notify the user. Alter as necessary for your library (i.e. some libraries may want to create a pending end of funds wish list).

Acq Cancel Due to CCD is used when a faculty member’s purchase request cannot be fulfilled because the requested item is owned by too many libraries in your coordinated collection development group. Within GIST, these requests are found in the Purchase Request Exceeds CCD Limit queue. This email routing updates the request to Cancelled by ILL Staff, while sending an email to notify the user. Alter as necessary for your library.

Acq Ask Librarian Approval is used when a faculty member’s purchase request cannot be fulfilled with his or her department’s funds, but could be filled using a subject librarian’s allocation. It routes the request to the Awaiting Librarian Approval queue and sends the librarian an email (you will need to enter his or her name and email address in the client). Alter as necessary for your library.

Google Books or Internet Archive is used when an ILL or purchase request may not be fulfilled because the requested item is available in full text from the HATHI Trust, Google Books, Internet Archives, or another open access resource (you local web policy may vary). It updates the requested to Cancelled by ILL Staff and sends an email to the user with a link to the full text resource. That email is copied to the cataloging department so that the resource can be added to the catalog to improve its discovery. Alter as necessary for your library.

Acq Available at Milne is used when a purchase request cannot be fulfilled because the requested item is already owned by your library. It updates the request to Cancelled by ILL Staff and notifies the user. Alter as necessary for your library.

Acq Ordered from Vendor is used when a purchase request has been fulfilled and the item has been ordered from the vendor. It updates the request to Purchase Request Ordered from Vendor and notifies the user. Alter as necessary for your library.

Acq Cancel Due to No Approval is used when a purchase request was not approved by the user's faculty representative. It updates the request to Cancelled by ILL Staff and notifies the user. If the user replies wishing to make this an ILL or changes the request online, acquisitions staff can very easily route the request to ILL staff. Alter as necessary for your library.

Acq Pre-Publication is used when a requested item has not yet been published. It updates the request to Awaiting Purchase Requests - Pre Pub (to hold until the item is published) and notifies the user. Alter as necessary for your library.