Configuring Shipping Labels

NOTE: Configure Shipping Label functionality is optional and may not be enabled for all systems.

The Configure Shipping Label function determines the content of printed shipping labels. You can select the fields to be included on the labels, set local labels for the fields, and set the order in which the fields are listed. You can specify the content to be included independently for shipping labels printed on paper labels and shipping labels printed on Avery labels.

The Configure Shipping Label function is available to Customer SuperUsers and, optionally, to Library SuperUsers.

When the system allows configuration of shipping labels at the customer level, Customer SuperUsers can define the shipping label configuration used by all libraries in the system collectively.
When the system allows configuration of shipping labels at the library level, Library SuperUsers can configure shipping labels only for the library under which they logged in (see Configuring Shipping Labels for details). Customer SuperUsers can configure shipping labels independently for any library in the system.

To access the Configure Shipping Labels screen:

From the ILL Admin menu (see The ILL Admin Menu for details), select Configuration - Configure Shipping Label.
- For systems that allow configuration of shipping labels at the library level:
  
  The Configure Shipping Labels – Select Library screen displays. Select the library for which you wish to configure shipping labels from the Select a Library menu to display the Configure Shipping Labels screen for the selected library.

**Configure Shipping Labels Screen – Select Library**

NOTE: The Select a Library menu lists all libraries in the system.

For systems that allow configuration of shipping labels at the customer level:

The Configure Shipping Labels screen displays. Changes made to shipping labels are applied to all libraries.

The Borrower tab is selected by default.

Select the tab for the type of label you wish to configure; Borrower, Lender or Avery.

When Borrower or Lender is selected, you can separately configure Delivery and Item labels. Avery labels include a subset of “delivery” fields only.
NOTE: A maximum of five fields may be selected for Avery labels.

The Configure Shipping Labels screen lists all fields currently included in the respective shipping label(s) in the order in which they appear on the form. The fields available for inclusion on shipping labels are listed in the table below. The table provides the following information:

The Field Name

The label the field can be Used On (Borrower, Lender, Avery).

The Max Line Wrap for field contents (based on 45 characters per line, including spaces)

NOTE: The maximum length for printed barcodes in the ILLCode, ItemCode, or PatCode fields is 18 characters. In cases where a barcodes exceeds 18 characters, the barcode IS NOT printed, and the message “Barcode Too Long” is shown in its place.

***Maximum Line Wrap for Field Contents – Delivery Labels***
Field Name	Used on Borrower	Used on Lender	Used on Avery	Max Line Wrap
Address 1	X	X	X	2
Address 2	X	X	X	2
City, State, Zip	X	X	X	2
Country	X	X	X	2
Date	X	X		2
Email	X	X		2
From	X	X		2
Pick Up	X		X	2
Route To	X	X	X	6 (paper) 5 (Avery)*
To	X	X	X	2

*If Route To content is greater than one line, Avery labels will include as many lines as possible for any additional fields configured to print, as illustrated in the following examples.

Example 1: If the Route To field is three lines long and is placed in position 1 and the To, Address 1, and City/State/Zip fields are also configured (in that order), only the Route To, To, and Address 1 fields will print.

Example 2: If label is configured to print the To, Address 1, City/State/Zip and Route To fields in that order and the Route To field is three lines long, then only the To, Address 1, City/State/Zip and the first 2 lines of the Route To field will print.

***Maximum Line Wrap for Field Contents – Item Labels***
Field Name	Used on Borrower	Used on Lender	Max Line Wrap
Author	X	X	2
Call #	X	X	2
Contact 1	X		2
Contact 2	X		2
Due	X		2
ILL #	X	X	2
ILLCode	X	X	1
Item #	X	X	2
ItemCode	X	X	1
Notes	X	X	N/A
PatCode	X		2
Patron	X		2
Patron #	X		1
Title	X	X	2

To set the display sequence for shipping label fields:

Position the cursor on the Move Field icon for the field you wish to move.
Click and hold the left mouse button, then drag the field to the desired position in the list.
Repeat as necessary to reposition additional fields.
When all desired changes have been made, click the Save button to save your changes. (Click the Cancel button to discard your changes and close the Configure Shipping Labels screen.)
- The message “Your Shipping Label Configurations have been saved.” displays briefly at the top of the screen.

To add a field to a label:

Select the field you wish to add to the label from the Inactive Fields menu.
Click the Add Field icon to add the selected field to the label.
- The field is added as the last entry on the label.
Set the display sequence for the added field as desired.
When all desired changes have been made, click the Save button to save your changes. (Click the Cancel button to discard your changes and close the Configure Shipping Labels screen.)
- The message “Your Shipping Label Configurations have been saved.” displays briefly at the top of the screen.

NOTE: When adding the Patron #, PatCode, Contact 1, Contact 2, and/or Patron fields to the Borrower – Item label, the Hide patron data on shipping labels option in the Participant Record for your library MUST be set to No, or the fields will not be included on the label (see Participant Record Data Fields Chart and Updating a Participant Record for details).

To remove a field from a label:

Click the Remove Optional Field icon to remove the selected field from the label.
- The field is removed from the label and returned to the Inactive Fields menu.
When all desired changes have been made, click the Save button to save your changes. (Click the Cancel button to discard your changes and close the Configure Shipping Labels screen.)
- The message “Your Shipping Label Configurations have been saved.” displays briefly at the top of the screen.

To assign local labels:

Enter the desired local label in the text area.
- The local label cannot exceed 10 characters, including spaces.
When local labels have been entered for all desired fields, click the Save button to save your changes. (Click the Cancel button to discard your changes and close the Configure Shipping Labels screen.)
- The message “Your Shipping Label Configurations have been saved.” displays briefly at the top of the screen.

To customize the Patron Note:

NOTE: The Patron Note field is shown only on the Borrower – Item label. By default, the Patron Note field contains the message “PATRON: PLEASE DO NOT REMOVE SHIPPING SLIP FROM ITEM.”

Delete the current content from the Patron Note field.
Enter the desired text in the Patron Note field.
- The Patron Note can be a maximum of 63 characters, including spaces.
When the desired Patron Note has been entered, click the Save button to save your changes. (Click the Cancel button to discard your changes and close the Configure Shipping Labels screen.)
- The message “Your Shipping Label Configurations have been saved.” displays briefly at the top of the screen.

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Configuring the System Wide Lender List

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Chapter 9

Configuring the Request Manager