How to send an Email Template via the Email Button on the Patron Detail Screen

Modified on Mon, Mar 23 at 3:34 PM

This guide explains how to send a pre-created email template to a patron directly from the Patron Detail screen using the Email button.

Overview

This feature allows library staff to quickly send a preconfigured email template to an individual patron from their record. The system automatically fills in the subject and message using the template’s mask fields and stored text, ensuring consistent communication without requiring staff to manually compose the email.

How to send an Email Template via the Email Button on the Patron Detail Screen

Navigate to Circulation > Patrons > Search and complete a search for the patron required.
Click on the number link of the applicable patron to access the Detail screen.

Click on the Email button. If there is no email address on the patron record, an Email button will not display on the patron Detail screen. The Compose Email screen will display.
Click on the down arrow at the end of the Email Templates field. A list of available templates will display.

Click on the template required. The Subject field and Message text box will become inactive. Staff will not need to enter any details as the email sent to the patron will use the template mask and text.

Remember:

To ensure the checkbox next to Hide addresses (BCC) is ticked by default set Parameter No. 3319 - Hide Patron Email Addresses to Yes. You would generally want to hide the email address of other recipients if the email is being sent in bulk. It is unnecessary if the email is being sent directly to just one patron.

Click the Send button.
The Management > Emails > List screen will automatically display and the email just sent can be viewed by clicking on the corresponding number link to access the email’s Detail screen.