Alerts can be set up via SQL query in the TMS List View Designer app, and assigned to individuals or security groups. However, the alert itself is rather inert - the data is not linked to provide a link back into TMS and text in it can't be copied. But it is an alert!
Feel free to contact me offline with further questions.
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Jeffrey Smith
Assistant Registrar for Collections Information
Collections Department
Freer Gallery of Art and Arthur M. Sackler Gallery
Smithsonian Institution
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From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Kira Kikla
Sent: Friday, July 30, 2021 10:58 AM
To: ListServ tmsusers <[log in to unmask]>
Subject: Re: Tracking Loan Expiration
External Email - Exercise Caution
Can you explain how use alerts to notify registrars? This is an issue that has plagued my institution for a while.
Kira Kikla, Registrar and Digital Initiatives Manager
Louisiana State Museum
PO Box 2448
New Orleans, LA 70176
(504) 568-6984
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From: The Museum System (TMS) Users <[log in to unmask]<mailto:[log in to unmask]>> On Behalf Of Smith, Jeffrey
Sent: Thursday, July 29, 2021 7:48 AM
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Re: Tracking Loan Expiration
EXTERNAL EMAIL Please do not click on links or attachments unless you know the content is safe.
We use the Loans module, and the loan renewed date field, with a Loans flex field group set up to record prior loan renewals, if a long-term loan. Loan begin and end dates are easily viewed and sorted via the List View, and alerts can be set up to notify Registrars when a loan is nearing the end of its loan period.
Jeffrey Smith
Assistant Registrar for Collections Information
Collections Department
Freer Gallery of Art and Arthur M. Sackler Gallery
Smithsonian Institution
[cid:image006.jpg@01D78548.F67CC2F0]
From: The Museum System (TMS) Users <[log in to unmask]<mailto:[log in to unmask]>> On Behalf Of Chad Petrovay
Sent: Wednesday, July 28, 2021 11:31 PM
To: ListServ tmsusers <[log in to unmask]<mailto:[log in to unmask]>>
Subject: Re: Tracking Loan Expiration
External Email - Exercise Caution
Sounds like a decent use case for a flex field.
On Wed, Jul 28, 2021, 11:53 Weathers, Kaitlyn <[log in to unmask]<mailto:[log in to unmask]>> wrote:
External Email - Exercise Caution
Hi all,
I'm looking for some insight as to how you and your institutions track loan expirations in TMS. Unfortunately, we have not made full use of the loans module, so most of our information is living in the objects module.
We currently use attributes to track expiration year with status flags that include the month of expiration. I'm hoping that we can establish a system so that we can develop a report that can be run to let us know when renewals are due. Right now what we're doing does not work for us.
Any suggestions you all have would be appreciated!
Best,
Kaitlyn
Kaitlyn Gardy Weathers
Associate Registrar for Loans and Exhibtions
Colonial Williamsburg Foundation
Mailing: PO Box 1776 | Shipping: 309 First Street
Williamsburg, VA 23185
Phone: 757.220.7548 | Fax: 757.565.8752
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