|BBIH Help - Table of contents||10. Email alerts|
NB: You can also view a video tutorial on this topic.
Email alerts enable you to receive notification, each time the database is updated, of any new records that match queries that you have specified. This page covers three topics:
1. Setting up alerts To start, specify your search in the usual way. You can use either the Simple search screen (learn more) or the Advanced search screen (learn more); searches can be as simple, or as complex, as you like. Click Search to run the search in the usual way. On the result overview page, click the Email alert link ( in the screenshot below) to save your search and request email alerts when new records match it (if you want to learn about other aspects of result overview, you can do so here). You will then be asked to give your search a name, and to give the email address to which you wish alerts to be sent. Hint: You do not have to give your search a name, but, if you have more than one BBIH search registered to the same email address (and created when using the same interface language), each one must have a unique name. However, if you have saved searches on another BREPOLiS bibliography, such as the BREPOLiS Medieval Bibliographies, you can use the same search names on each bibliography; for example, if you have saved a BREPOLiS Medieval Bibliographies search called "William of Malmesbury", you can also set up a BBIH search called "William of Malmesbury". Once you have completed these details, click the Export button; an email will then be sent to the specified address. This email will contain a link which you must follow in order to verify your email address. Your search will not be registered until this process has been completed. Hint: If you do not receive this email, check your spam folder. You can add email@example.com to your address book to avoid messages being treated as spam in future. 2. Receiving results The database is updated three times a year (usually in early February, early June and early October). Each time this happens, if any records matching your saved search criteria have been added to the database, you will receive an email containing links to the appropriate results. By default, only the newly added records are displayed, but you can clear the checkbox marked Only new hits ( in the screenshot above) to see the full results of your search. If your search does not match any new records, you will not receive a message. Hint: If you have permission to use the Bibliography through an institutional subscription and are working off-site, you may find that the links to new records will not work. In these circumstances, if you have off-site access to the bibliography, you may need to log on to the Bibliography in the normal way and then conduct your searches again, but the message still alerts you to the fact that additional results are available; you can use the Only new hits checkbox to restrict the results to the new records. Hint: We occasionally change the indexing terms used in the Bibliography in order to standardize the way that authors or subjects are described, or in order to distinguish between two authors who were not previously separated, or to bring terms into line with authorities such as the Library of Congress. We will endeavour to do this in such a way that saved searches will continue to run successfully, but this may not always be possible. If a saved search for an author or subject repeatedly fails to produce results, you should check the Bibliography to make sure that the way that we describe the author or subject has not been changed. 3. Viewing and managing your alerts If you have set up alerts, you can ask for a list to be emailed to you by clicking the My Email Alerts link on the main menu ( in the screenshot below). You will be asked to give the email address to which your alerts are sent. Enter this and click on the Export button. A list of your saved searches will then be emailed to the specified address. It will contain links that enable you to delete any searches in which you are no longer interested, or to delete all your searches if you wish. Hint: If you do not receive this email, check your spam folder. You can add firstname.lastname@example.org to your address book to avoid messages being treated as spam in future. To create new searches, you must use the search forms as described above. If you wish to change the email address to which results are sent, or to modify your saved searches, it will be necessary to delete your existing alerts and create new ones using the new address.