Aeon Email Addon Sends MSSA Greater Efficiency

Over the past few months, Library IT worked with Manuscripts and Archives (MSSA) to implement an Email Addon to Aeon. This feature was added to both instances of Aeon. The Email Addon allows MSSA staff to email patrons when requested materials are in. The emails can be sent out using a batch process providing MSSA staff with a level of automation that allows them to communicate with a large number of patrons in a matter of minutes, quickly and easily. Staff can still use a manual method for emailing patrons for those situations that require special circumstances.

Example of the batch emails to patrons
Figure 1: Example of the batch emails template sent to patrons.

Each item is still scanned by an MSSA staff member in order to trigger the email, preceded by a number of steps that involve monitoring transactions as they move through notification queues, then rerouting them to their final destinations. The Email Addon automates the routing rules that govern the sending of the email so staff does not have to manually send one to each patron for each request.

Since the MSSA Reading Room is the only monitored reading room in Sterling Memorial Library, restricted materials patrons request are sent to this location.  The volume of materials being delivered and processed at MSSA is substantial, sometimes receiving as many as 60 boxes with multiple deliveries in one day. The Batch Process helps MSSA keep track of their materials more efficiently making it easier to return materials to Library Shelving Facility (LSF) thus limiting the time materials are at risk. Once notified, the patron then has 5 days to come in and use the materials before it is returned to the LSF.

The benefit to patrons is the quick notification of when materials are available. Access to this information helps to eliminate some of the mystery patrons experience between requesting materials and receiving them. The notifications allow patrons to better plan for their trip to the Library, as some patrons are coming from a distance.  Having an awareness of when materials will be available and in what format helps patrons with their planning, especially if only partial orders are received. Ultimately with this new functionality, MSSA is able to manage patron expectations of hold times from the moment an item is put on hold.

The Email Addon has in place since March 1st and has been working very well. MSSA hopes to explore more batch processes in the future.

Passwords Inadvertently Convert Zoom Accounts

There have been a few YUL staff members who have had their Yale Library Zoom Account converted into a Yale University Zoom account inadvertently. Library IT has discovered the source of the conversion — using your NetId password in the Yale Library Zoom Login. You should have a Zoom account password that differs from your Yale NetId. It is easy to enter your NetId password into the Zoom login out of habit.

To confirm your Yale Library Zoom account hasn’t been converted to a Yale University Zoom account, log in to   After logging in, select “Profile” from the menu on the left, check your Account No. If the number is not Account No. 195330 then your account has been converted, see Figure 1.  If you are unable to successfully log into, you either do not have an account or your account has been converted into a Yale University Zoom account.

Figure1: Zoom Account Profile screen to ensure you are affiliated with the Yale University Library.

There are two issues that occur when an account is converted to a Yale University Zoom account.

  • Users lose access to previous recordings and scheduled meetings.
  • Meeting invitation links users have sent out prior to being converted will no longer be valid. The scheduled meetings links have the account type in its URL. For example, a link from a Yale University Library Zoom account will have the following path:

Whereas an invitation link from the Yale Zoom account will have this path:


How do I prevent this?

  • Ensure that your NetId and Yale Library Zoom account passwords are different.
  • Pay close attention to the password you use to log into your Yale Library Zoom account to prevent accidentally using your NetId password.
  • Always be sure to use when logging in on the web.


How do I get help?

If you have any questions or have discovered your account has been converted send an email to You can also open a ticket at the Library IT website.

Delivery Services Goes the Distance for the Cushing/Whitney Medical Library

This past fall, the Yale School of Medicine launched the Online Physician Assistant program. This program currently boasts 44 enrolled students from 16 states, including Hawaii, and is set to scale even larger in future cohorts. Since these students will not have the option to come to the library in person, providing the same level of access to materials posed a challenge to traditional delivery methods.

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ArchivesSpace Public User Interface (PUI) Workgroup

Yale is continuing to develop the ArchivesSpace PUI and is preparing for a soft-launch of the new archives and special collections discovery service this Spring. This will create the foundation for the migration from YFAD to the Public User Interface. The ArchivesSpace PUI (public user interface) blog keeps staff informed of the significant work the project team and its workgroups are doing.

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New to FindIt — The Lewis Walpole Library Digital Collection

The Lewis Walpole Library Digital Collection was recently added to FindIt. All of Walpole Library’s digital content was migrated from their former stand-alone system and integrated into the Yale University Library’s Digital Collection. The migration included approximately 14,000 prints, the core of their graphics collection, which encompasses both satirical and non-satirical prints, portraits, theatrical, and topographical prints, as well as several of the library’s extra-illustrated volumes and manuscripts.

Continue Reading New to FindIt — The Lewis Walpole Library Digital Collection