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SpringyNews - Automation Magic

August 2022

1. Create Ticket Macros for LibAnswers

What is a macro, anyway? A macro is a pre-written response that you can add to your LibAnswers ticket replies, notes, or transfers. If you find yourself answering the same questions over and over again, creating macros is a great way to save time and maintain consistency! You can set macros up to apply tags or update ticket status, too.

Once you've created a macro, applying it is as easy as 1, 2, 3! Simply open the ticket, select the macro from the dropdown, hit apply, and you're good to go!

Tips For Creating Useful Macros:

  • Share the responsibility! Assign macro creation to department heads or subject specialists who know the topics best. 
  • Review before sending. Have admins, department heads, or the library director review macros to make sure they accurately reflect library policy. 
  • Make time for updates! Policies and procedures change, so make a note to review and update macros a few times a year. 
  • Create timely macros for large events like community reading programs or busy seasons like the back-to-school rush.

apply macro to ticket

Who can do it? Regular-level users can create private macros. Admin-level users can create macros for specific queues, or share them system-wide.

2. Schedule ILS Data Sync to Auto Update

LibConnect users likely already know about ILS Data Sync, which allows you to easily transfer ILS record information to your people profiles. If you haven't already, make sure your data stays up-to-date by scheduling auto updates. This way, you'll only have to edit patron information in one place.

Reasons to Love Scheduled Data Syncs

  • Only pull the information you need - You have control over what and how information is transferred from your ILS into LibConnect -- select only the ILS fields you want to include in the sync!
  • You can "set and forget" - Schedule your data sync to run daily, weekly, monthly, or annually. Different syncs can update at different times.
  • Connects with email distribution lists - When a new or updated profile matches the criteria for an auto-updating distribution list, LibConnect will automatically add it for you. It will also remove profiles that no longer match.
  • You can change or update anytime - Editing or rescheduling your data sync is easy, so you don't have to worry if you want to make a change!

ILS Data Sync

For detailed instructions, check out this SpringyU video our support documentation on setting up one-time or auto-scheduled ILS Data Syncs.

3. Try the LibStaffer Auto Scheduler Tool

While some find a certain satisfaction in scheduling, many consider it a daunting task. First, you have to identify departmental or service point needs, then collect availability, hours limitations, time off requests, and the list goes on. Luckily, LibStaffer takes much of the guesswork out of scheduling. One of our favorite ways it does this is with the Auto Scheduler tool!

The Auto Scheduler Tool Checks...

  • Each staff person's availability.
  • Organization holidays.
  • Any preset maximum and minimum number of daily, weekly, or monthly hours for each person.
  • Shifts that have been favorited by the user or manager.
  • Other options like time between shifts, number of shifts per week, etc.
using the auto scheduler tool

... And then fills all open shifts for the selected time period.

Steps for adding internal note to FAQ

Once you've collected staff availability and set up shifts for your schedule, using the Auto Scheduler tool is easy! For step-by-step instructions, visit our help documentation or watch this SpringyU video.

Want to set up a schedule that repeats weekly with this tool? Create a template for a given week, use the Auto Scheduler Tool to fill the shifts, and then clone the shifts to fill as many weeks as you'd like.