External Email - Exercise Caution

Kira,

Email notifications are not feature in TMS, but rather a function of the database server (MS SQL Server) that hosts the TMS database. Your database administrator needs to configure DB Mail first. Once a profile is configured then they have to write SQL that will query the database, and format/send the email. This script is then saved in a job in SQL Agent, which has a schedule for execution.

This is overly simplistic, but your DBA should understand.

Chad

On Fri, Jul 30, 2021, 10:58 Kira Kikla <[log in to unmask]> wrote:

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

[log in to unmask]

 

LouisianaStateMuseum.org

LSM_Logo_Horizontal_2597BLK-2

 

 

 

From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Smith, Jeffrey
Sent: Thursday, July 29, 2021 7:48 AM
To: [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

 

 

From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Chad Petrovay
Sent: Wednesday, July 28, 2021 11:31 PM
To: ListServ tmsusers <[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]> 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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