The tasks below can be linked to a work area. By selecting one or more of the tasks below for a work area, the tasks in question are auto-generated and will appear in the task overview for the users associated with the work area. Please note that the same task can be linked to several work areas.
See also the following article about using tasks and work areas: Work areas for tasks
Automatic material selection lists are generated
It is possible to configure Cicero to auto-generate material selection lists. The lists are created automatically every Saturday (by a nightly job). When a new auto-generated material selection list has been created, a task will be created to remind you that the new list must be reviewed.
Automatic invoice response could not be sent
Cicero has automatically attempted to resend an invoice response to the invoice system after it failed, but the sending failed again. The task contains the invoice number of the invoice in question.
Homebound patrons route must be prepared
In Cicero, routes can be created for "Homebound patrons". It is possible to be notified via a task a number of days before the route is to be driven. How many days before is defined in the configuration "Days before automatic creation of work area task".
Lost material returned
A task is created if a lost material is returned. You can then optionally follow up with a check of the material's physical condition.
Debtor integration warning/information received + Debtor integration error received
It is recommended that you start using these two tasks before activating the integration with the debtor system.
The tasks are created on errors in the debtor integration (where sending data does not succeed), as well as on warning/information (where sending data succeeds, but the debtor system sends back a message about something that may need following up on). When one of these tasks is created, you must address the incoming messages from the integration by contacting the debtor department or Cicero support, and correct any errors in setup or data.
The last material that could fulfil part of a parallel reservation is lost/discarded
A task can be created when one of the reservations in the parallel reservation can no longer be fulfilled because the last material is lost/discarded.
This gives the person responsible for the task the opportunity to assess how the parallel reservation should be handled. Often no handling is needed if other reservations in the parallel reservation can potentially be fulfilled, which is shown in the task description.
The last material that could fulfil part of a series reservation is lost/discarded
A task can be created when one of the reservations in the series reservation can no longer be fulfilled because the last material is lost/discarded.
This gives the person responsible for the task the opportunity to assess how the series reservation should be handled.
Duplicate patrons
A task is created if imported patrons match more than one existing patron. The task will contain this text: ”Possible duplicate patrons: patron no. 1, patron no. 2”. This applies both to patron import from STIL, UC Web service or CSV files.
If there are duplicates, the patron register should be cleaned up.
Email not sent in connection with creating a patron via CMS API
A task is created if an email could not be sent to the specified financial responsible in the case of creating a patron via CMS API (e.g. through DitmerFlex). The task will indicate whether the patron was created or not, and will contain the name (and possibly patron no.) of the patron and financial responsible, as well as the email address that was attempted to be used.
If the email configuration is correct, the error is probably due to an incorrectly entered email address, and you can optionally try to contact the financial responsible by other means. It is not possible to resend the message, as it is not shown under "Failed messages" like other messages.
Email not sent in connection with adding/updating a financial responsible via CMS API
A task is created if an email could not be sent in connection with updating the financial responsible on a patron via CMS API (e.g. through DitmerFlex). The task will indicate whether the information was updated or not, and will contain the name (and possibly patron no.) of the patron and financial responsible, as well as the email address of the financial responsible that was attempted to be used.
If the email configuration is correct, the error is probably due to an incorrectly entered email address, and you can optionally try to contact the financial responsible by other means. It is not possible to resend the message, as it is not shown under "Failed messages" like other messages.
Compensation paid
A task is created when a compensation is paid. You can then follow up with discarding the material. If it is an interlibrary loan material, the material should not be discarded, but the status of the interlibrary loan should be changed from "4.7 Lost" to "5.3 Completed".
Compensation created
As part of the nightly job for charging compensations, a task will be created with an overview of automatically created compensations that have not yet been verified. This makes it possible to verify that the compensation price is correct before the compensation becomes visible to the patron.
A prerequisite for this is that a verification period is configured in the configuration "Days before automatic verification of compensations".
Invoice received
When using e-invoicing, you can have a task created when you receive an invoice.
Invoice outside tolerance threshold
When using e-invoicing, you can have a task created if an invoice cannot be automatically approved due to the amount exceeding the tolerance range. The invoice must instead be approved manually or rejected.
Invoice reminder received
A task is created when Cicero receives an invoice reminder from a material supplier. The task contains information about the reminder number, late fee, invoice number(s), supplier CVR and, if relevant, information about whether an account transaction was created on the invoice reminder account. If the account transaction could not be created, the reason is shown in the task.
Error synchronising action in the emergency system
A task is created if an error occurs in the synchronisation of actions performed in the emergency system (offline mode). The task contains details about which checkouts and returns failed in the synchronisation, and indicates why the individual action failed.
FTP authentication values or folder mappings were not correct
A task is created if FTP import fails due to a configuration error in the setup of FTP import of invoices or bibliographic records.
FTP import of bibliographic records failed
A task is created if FTP import of bibliographic records failed. The task contains details about why the import failed.
Patron could not be deleted due to outstanding balance (inactive patron)
If automatic deletion of inactive patrons is enabled under the configuration "Delete patrons automatically after x number of days without activity", a work task can be created with information about which patrons could not be deleted, and why, so that you have the option of handling these manually.
The job for deleting inactive patrons runs every Saturday.
Patron could not be deleted due to outstanding balance (deceased)
If a patron is reported as deceased via CPR/CPR replica, Cicero automatically attempts to delete the patron. If the patron cannot be deleted due to an outstanding balance, a work task can be created with information about the date, patron no., name, number of loans and balance, so that you have the option of handling the patron manually.
At the same time, a notification with an overview of the patron's outstanding items is sent to the patron's Digital Post, if this has been set up.
Credit note received
A task is created when Cicero receives a credit note from a material supplier. The task contains information about the credit note number, invoice number, issue date, supplier CVR and amount. The credit note must then be approved or rejected manually under Acquisition > Orders > Credit notes.
Marking of extension material failed
If a material is marked as ”Extension material” in connection with sending an order, you can have a task created in the event that the automatic marking on the bibliographic record was not saved correctly. To solve the problem, you can search for the record and manually mark it as extension material by adding field 032*x and giving it the value "OVE".
This task is only relevant for central libraries.
Material with paid compensation returned
A task is created if a material with a paid compensation is returned. You can then optionally follow up on whether the compensation should be refunded to the patron.
Balance for a minor without a financial responsible sent to the debtor system
The task must be set up before activating the integration, as the task is only created the first time the patron in question is sent to the debtor system.
When this task is created, you must try to find the missing information about the patron's financial responsible, e.g. via the creation document filled out for the patron at the time, or by contacting the patron. In the meantime, you can optionally block the patron so that no further checkouts are created, and remove the CPR number (save a copy in the note field) so that any new balances are not sent to the debtor. When a financial responsible is added to a patron in Cicero, future balances will be transferred with the added financial responsible. Already transferred balances do not automatically have the financial responsible added.
Number sequence on patron card expires soon
A task is created when the number sequence in "Automatic assignment of patron card" is about to run out of numbers. The number sequence is used when a patron is created via CMS API and automatic assignment of patron card is enabled.
Order cancelled
A task can be created when a person manually cancels an order in Cicero. Can optionally be used if the person who cancels the order is a different person than the one who orders/creates the order, so that the ”orderer” is made aware of the cancellation.
Order suggestion received
If you subscribe to order suggestions for Media selection, a task can be created when a new material selection list has been created for you.
Overview of import of bibliographic records
A task is created with a summary of the FTP import of bibliographic records. The task contains details about the number of new records, the number of updated records and a list of records that were created as new, even though a record with the same ISBN/ISMN/EAN already existed.
Problems with FTP import of invoices
A task is created if FTP import of XRechnung invoices fails. The task contains details about which invoice files failed, and indicates why the individual file failed.
Reservation that is ready for collection has been deleted
A task will be created if a reservation is deleted while the material is on the reservation shelf. This way the materials can get back into circulation faster.
Loan with associated compensation sent to collection has been returned/renewed
A task is created if a loan with an associated compensation sent to collection is returned or renewed, and the compensation is thereby cancelled in Cicero. You can then follow up on whether the compensation requires manual updating in the debtor system.
Financial responsible has passed away
A task is created during the nightly update of data from CPR if a patron's financial responsible is reported as having passed away.