FOLIO Documentation – Welcome

Docs: quickMARC

Mon, 01 Jan 0001 00:00:00 +0000

quickMARC is FOLIO’s MARC editing tool, which allows you to make edits to instance records with underlying MARC records. For all instances whose source record is a MARC record you have the option to edit the MARC using quickMARC. quickMARC saves to Source Record Storage (SRS) and updates both the Source Record and the Inventory instance record. quickMARC has minimal validation and is best used in addition to other cataloging tools.

Note: quickMARC is a module that you can access through the Inventory app; it is not its own app. For more information, see Accessing quickMARC.

Definition of terms related to quickMARC:

Instance record. A record that contains bibliographic and administrative information about a particular resource. The Instance record is what is known as the bibliographic record. They are mostly derived from full bibliographic records (in MARC or other formats) and are intended to provide information for library staff to identify and select records in order to perform work on associated holdings and items.
SRS. Source Record Storage. A storage layer in FOLIO. If an instance has an underlying MARC record, then this record is stored in SRS.

Permissions

The permissions listed below allow you to interact with quickMARC and determine what you can and cannot do within the module. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, they are unable to see the quickMARC module or any related information.

The following are all the quickMARC permissions:

quickMARC: Duplicate and create a new MARC bibliographic record. This permission allows the user to duplicate and create new MARC records.
quickMARC: View, edit. This permission allows the user to view and edit quickMARC records.

Accessing quickMARC

quickMARC is a module that is contained within the Inventory app. In order for an instance record to be viewed and edited in quickMARC, its source must be MARC.

Note: If an instance record was created manually in the Inventory app, then it doesn’t have an underlying MARC record and cannot be used with quickMARC.

Open the Inventory app.
Find the record you want to view or edit, and select it.
In the Instance record details pane, click Actions > Edit in quickMARC. The Edit MARC record window appears.

Editing a MARC record using quickMARC

To edit a MARC record, click on the Edit in quickMARC option, located in the Actions menu of an Inventory Instance record. A MARC view of the record will display.

Open the Inventory app.
Find the record you want to view or edit, and select it.
In the Instance record details pane, click Actions > Edit in quickMARC.
In the Edit MARC record window, you can perform the following actions:
- Add a field. To add a field, click the +. The new field appears below.
- Delete a field. To delete a field, click the trash can icon. The field will be deleted.
- Move a field up. To move a field up, click the up arrow in the row of the field you want to move. The field is moved one row up.
- Move a field down. To move a field down, click the down arrow in the row of the field you want to move. The field is moved one row down.
- Edit text within a field. Click into a field to make changes to the text.
Once you have made your desired changes, click Save & close. A confirmation record appears and the record is updated.

Validations and restrictions

The following validations and restrictions must be followed when working with records using quickMARC:

Field 999ff cannot be edited or deleted.
Field 005 cannot be edited.
Only positions 5, 8, 17, 18, and/or 19 in the Leader can be edited.
There must be one, and not more than one, field 245 for the record to save to SRS.
008 bytes Type and BLvl must match positions 6 and 7 in the Leader for the record to save to SRS .
The Leader must contain 24 characters, including null spaces, for the record to save to SRS.
Each field number/tag must contain three characters for the record to save to SRS. For example, 020, 110, etc.
A subfield is defined by a $ (dollar sign).
Administrative information listed cannot be edited in quickMARC. The following fields must be edited from the instance record:
- Suppress from discovery
- Staff suppressed
- Previously held
- Cataloged date
- Instance status term

Record status

The record status shows the state of the MARC record in relation to the instance record and the SRS. You can view the record status at the top of the Edit MARC record window. When a MARC record is saved in quickMARC, any changes made to the record are reflected in SRS and in the instance record.

There are three record statuses:

Current. The record is up to date and should be the same as the instance record and SRS.
In progress. A change has been made to the record that has not made it to the instance record and/or SRS yet.
Error. Something is preventing an update from moving to the instance record or SRS.

Deriving a new MARC record using quickMARC

To create a new MARC record, you must derive a new record from an existing MARC record.

Start with an instance record that has an underlying MARC source record and the same {format/type} as the record you wish to create.
Click Actions > Derive new MARC bibliographic record.
Edit the new record following the instructions in Editing a MARC record using quickMARC.

Docs: Check in

Fri, 03 Dec 2021 00:00:00 +0000

The Check in app allows you to process items at a service point, including items a patron returns to the library, items requested by a patron, or in process items. You can also use the Check in app to record in-house usage.

To configure any of the staff slips you encounter when checking in an item, like the Hold slip, see Staff slips for more information.

Permissions

The permissions listed below allow you to interact with the Check in app and determine what you can or cannot do within the app. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, then they will be unable to see the Check in app or any related information.

Check in: all permissions. This permission allows the user to scan items in the Check In app and backdate Check In. However, this permission does not include being able to see details for items or patrons.

Checking in an item

Once a patron returns an item, check it in to remove it from the patron’s account and charge any applicable fees/fines. If the item is checked in at its effective location and no patrons requested it, it is marked as available.

To check in an item, either scan the barcode of the item, or enter the barcode and click Enter. The item appears in the Scanned Items table and its status changes. Fees/fines owed are noted in the Time returned column, if applicable.

Pop-ups that can occur when checking in an item

While checking in an item, you may encounter one of the following pop-ups:

Item status
Check in notes
Multiple and/or missing pieces

Columns in the Scanned Items table

Once you check in an item, the following columns appear in the Scanned Items table:

Time returned. The time the item was returned, based on when the item is checked in. Click the information icon to view the check in time it is processed as, if backdating the item, versus the actual time it is checked in. Additionally, if any fees/fines are owed, they are noted here.
Title. The title of the item.
Barcode. The barcode of the item.
Effective call number string. The full call number of the item, which includes the call number prefix, suffix, and copy number, as configured in the Inventory app.
Location. The permanent location of the item.
In-house use. If you are recording in-house use of an item, a house icon appears here. Otherwise, it appears blank. See Recording in-house use of an item for more information.
Status. The item status once checked in.
Actions. Click … to view additional item information or see the actions you can take on the item. See Getting additional item information for more information.

Getting additional item information

If you have appropriate permissions, you can learn more information about the item or loan through the Actions column:

Click … > Loan details to open the Users app and view the loan details.
Click … > Patron details to open the Users app and view the patron’s user account.
Click … > Item details to open the Inventory app and get additional item details.
Click … > Fee/fine details to open the Users app and view the patron’s fees/fines. In the window that appears, you can create new fee/fines and pay, waive, refund, or transfer fee/fines. If there are no fees/fines associated with the checked in item, this option will appear grayed out.
Click **… > New Fee/Fine **to open the Users app and create a new fee/fine associated with the item.

Checking in an item on route to another service point

There are two scenarios in which an item may need to be routed to another service point:

a patron returns an item and the service point used at check in is not assigned to its effective location
an item is requested by another patron to be picked up at a different service point.

Either scan the barcode of the item, or enter the barcode and click Enter. If the item needs to be sent to another location, an In transit dialog appears noting the item is in transit and needs to be routed to a different service point.
Optional: If you do not want to print a routing slip, clear the Print slip checkbox.
Click Close to exit and print a routing slip, if selected. The item appears in the Scanned Items table and its status changes to In transit.

Checking in an item with a request (hold shelf fulfilment)

When a patron requests an item, checking the item in at its requested pickup service point triggers the hold.

Either scan the barcode of the item, or enter the barcode and click Enter. An Awaiting pickup for a request dialog appears noting the item is awaiting pickup and lists its pickup service point.
Optional: If you do not want to print a hold slip, clear the Print slip checkbox.
Click Close to exit and print a hold slip, if selected. The item appears in the Scanned Items table and its status changes to Awaiting pickup. If configured, a pickup notice is sent to the patron once the check in session ends.

Checking in an item with a request (delivery fulfillment)

Delivery requests are not treated any differently than items being routed to the hold shelf. The delivery request is triggered once the item is checked in at any location. See Processing delivery requests for more information.

When checking in a delivery request, you have two options: check the item out to the patron or wait to process the request.

To check the item out to the patron:

Either scan the barcode of the item, or enter the barcode and click Enter.
Optional: In the Route for delivery request dialog, if you do not want to print a request delivery slip, clear the Print slip checkbox.
To check out the item to the patron, click Close and check out. The check out window appears and the item is automatically checked out to the patron.
To end the check out session, click End Session.

To wait to process the request:

Either scan the barcode of the item, or enter the barcode and click Enter.
Optional: In the Route for delivery request dialog, if you do not want to print a hold slip, clear the Print slip checkbox.
Click Close. The Route for delivery request dialog closes, and the Item status changes to Awaiting delivery.

Checking in and backdating an item

You may need to backdate a returned item if your library was closed on the date the patron returned the item and you do not want to have any fees/fines charged to the patron’s user record.

For example, if your library was closed because of an emergency, you can mark all items returned the day your library was closed with the previous day’s date so that fees/fines will not accrue on patrons’ user records.

Click the pencil icon under Process as or Time returned.
Change the date and /or time.
Either scan the barcode of the item, or enter the barcode and click Enter. The item appears in the Scanned items table and the backdated time is listed in the Time returned column. To view the actual check in time, click the information icon in the Time returned column.

Anonymizing a loan that has been checked in

A library can configure FOLIO to anonymize loans after they have been checked in. Anonymizing removes the link between the loan record and the user record for the patron who borrowed the item. Your library can configure anonymization options in Settings > Circulation > Loans > Loan History.

If you select Anonymize closed loans immediately after loan closes, anonymization will occur after the check in session ends. The anonymization process is scheduled by your system administrator or hosting provider.

Recording in-house use of an item

If you find an available item (not on loan) in the library away from its shelving location, you can check it in to mark the item as used. For example, you may want to use this feature for items in your reference collection or items on reserve if you’d like to track that the items were used even though they were not checked out.

In order to record in-house usage, the item must be checked in at a service point assigned to its effective location. Additionally, the item must be available and have no open requests.

To mark an item as used, either scan the barcode of the item, or enter the barcode and click Enter. A house icon appears in the In-house use column to indicate the statistic has been recorded.

Printing a transit slip

If you forgot to print a transit slip or have transit slips turned off by default, you can print a transit slip after checking in an item. Transit slips are configured in the Settings app.

Check in the item.
In the Actions column, click … > Print transit slip.

Creating a new fee/fine

You can manually create a new fee/fine for an item after checking it in.

Check in the item.
In the Actions column, click … > New Fee/Fine.
In the New fee/fine screen, select a Fee/fine owner.
Select a Fee/fine type.
Enter a Fee/fine amount in the box.
Optional: Enter Additional information for staff in the box.
Optional: If you do not want to notify the patron about the fee/fine, clear the Notify patron checkbox.
To submit the fee/fine, click Charge only.

Ending a check in session

Once you are done checking in items, you can end your check in session manually. To end your session and clear the Scanned Items table, click End session. Once you end the session, any applicable notices are sent to patrons.

By default, the Check in session is configured to end automatically after a 3 minute period of inactivity. You can turn this setting off or edit the number of minutes of inactivity the session will end after in the Settings app.

Docs: Settings > Acquisition units

Wed, 24 Nov 2021 00:00:00 +0000

The Acquisition units section of the Settings app is where you can configure your acquisition units and assign users to the units you created.

Acquisition units are an additional layer you can add to acquisitions records that restrict a user’s ability to interact with those records unless they have been assigned to that unit. While acquisition permissions may allow a user to perform certain actions within a particular app to any record within that app, acquisition units can further limit user access to only individual records.

For example, a university that shares FOLIO across multiple independent libraries, such as a Law Library, Medical Center Library, and Undergraduate Library could set up separate acquisition units for each library and assign staff from each library to the appropriate unit. Only staff within an assigned acquisition unit could take allowed actions on orders, organizations, invoices, or funds that share the same acquisition unit assignment. Even if a Law Library user has permissions to create and delete records within the Finance app, they would still be restricted from creating or deleting a Medical Center Library fund if they are not assigned to the Medical Center Library acquisition unit.

Acquisitions units can be applied to the following types of records in FOLIO:

Fiscal years
Ledgers
Groups
Funds
Invoices
Orders
Organizations

Note: Restricting the actions of users based on acquisition units is not fully functional in the following apps: Finance and Receiving. However, you can still add acquisition units to records within those apps.

Permissions

In order to interact with acquisition units settings, a user needs to be assigned the following permission:

Settings (acquisition units): Can view, edit, create and delete settings. This permission allows you to manage acquisition unit settings.

Note: This is the only permission available for acquisition unit settings. You can assign permissions to users in the Users app.

Creating an acquisition unit

In the Acquisition units pane, click New.
Enter the Name of the unit in the box.
Select the types of actions members in the unit can perform:

View. Users assigned to the unit are the only ones who can view records that have the unit assigned. If you want to allow all users to view the records that have this unit assigned, do not select this checkbox.
Edit. Users assigned to the unit are the only ones who can edit records that have the unit assigned.
Create. Users assigned to the unit are the only ones who can add the unit to a record they are creating.
Delete. Users assigned to the unit are the only ones who can delete records that have the unit assigned.

Click Save. The unit is saved and appears in the Acquisition units pane.

Assigning users to an acquisition unit

Note: Users can be assigned to more than one acquisition unit.

In the Acquisition units pane, find the acquisition unit you want to assign the user to and select it.
In the Acquisition unit detail pane, click Assigned users > Assign users.
In the Select User dialog, in the User search box, enter part or all of the user’s name.
Optional: Filter results by Status (Inactive/Active), or by Patron group.
Click Search.
Select the checkbox in the row of the users(s) you want to add to the unit and click Save. The Select User dialog closes and the user appears in the Assigned users section.

Deleting a user from an acquisition unit

In the Acquisition units pane, find the acquisition unit you want to delete the user from and select it.
In the Acquisition unit detail pane, click Assigned users > Assign users.
Find the user you want to delete and click the trash can icon at the end of their row. The user is removed from the list and deleted from the unit.

Editing an acquisition unit

In the Acquisition units pane, find the acquisition unit you want to edit and select it.
In the Acquisition unit detail pane, click Actions > Edit.
Edit the acquisition unit.
Click Save. The acquisition unit is updated.

Deleting an acquisition unit

Note: You cannot delete acquisition units that have users assigned to them.

In the Acquisition units pane, find the acquisition unit you want to delete and select it.
In the Acquisition unit detail pane, click Actions > Delete.
In the Delete acquisition unit dialog, click Confirm. The acquisition unit is deleted and is removed from the Acquisition units pane.

Docs: Single server with containers

Mon, 01 Jan 0001 00:00:00 +0000

A single server installation is recommended if you have a single tenant or you can estimate beforehand the number of tenants and resources that your FOLIO instance will handle.

A FOLIO instance is divided into two main components. The first component is Okapi, the gateway. The second component is the UI layer which is called Stripes. The single server with containers installation method will install both.

System requirements

Software requirements

Requirement	Recommended Version
Operating system	Ubuntu 20.04 LTS (Focal Fossa) 64-bits
Java	OpenJDK 11
PostgreSQL	PostgreSQL 10

Hardware requirements

Requirement	FOLIO Base Apps	FOLIO Extended Apps
RAM	12GB	20GB
CPU	4	8

Installing Okapi

Okapi requirements

Update the APT cache.

sudo apt update

Install Java 11 and nginx and verify that Java 11 is the system default.

sudo apt -y install openjdk-11-jdk nginx
sudo update-java-alternatives --jre-headless --jre --set java-1.11.0-openjdk-amd64

Import the PostgreSQL signing key, add the PostgreSQL apt repository and install PostgreSQL.

wget --quiet -O - https://www.postgresql.org/media/keys/ACCC4CF8.asc | sudo apt-key add -
sudo add-apt-repository "deb http://apt.postgresql.org/pub/repos/apt/ focal-pgdg main"
sudo apt update
sudo apt -y install postgresql-10 postgresql-client-10 postgresql-contrib-10 libpq-dev

Configure PostgreSQL to listen on all interfaces and allow connections from all addresses (to allow Docker connections).

Edit the file /etc/postgresql/10/main/postgresql.conf to add line listen_addresses = ‘*' in the “Connection Settings” section.
Edit the file /etc/postgresql/10/main/postgresql.conf to increase max_connections (e.g. to 500)
Edit the file /etc/postgresql/10/main/pg_hba.conf to add line host all all 0.0.0.0/0 md5
Restart PostgreSQL with command sudo systemctl restart postgresql

Import the Docker signing key, add the Docker apt repository and install the Docker engine.

sudo apt -y install apt-transport-https ca-certificates gnupg-agent software-properties-common
wget --quiet -O - https://download.docker.com/linux/ubuntu/gpg | sudo apt-key add -
sudo add-apt-repository "deb https://download.docker.com/linux/ubuntu $(lsb_release -cs) stable"
sudo apt update
sudo apt -y install docker-ce docker-ce-cli containerd.io

Configure Docker engine to listen on network socket.

Create a configuration folder for Docker if it does not exist.

sudo mkdir -p /etc/systemd/system/docker.service.d

Create a configuration file /etc/systemd/system/docker.service.d/docker-opts.conf with the following content.

[Service]
ExecStart=
ExecStart=/usr/bin/dockerd -H fd:// -H tcp://127.0.0.1:4243

Restart Docker.

sudo systemctl daemon-reload
sudo systemctl restart docker

Install docker-compose.

Follow the instructions from official documentation for docker. The instructions may vary depending on the architecture and operating system of your server, but in most cases the following commands will work.

sudo curl -L \
  "https://github.com/docker/compose/releases/download/1.27.4/docker-compose-$(uname -s)-$(uname -m)" \
  -o /usr/local/bin/docker-compose
sudo chmod +x /usr/local/bin/docker-compose

Install Apache Kafka and Apache ZooKeeper. Apache Kafka and Apache ZooKeeper are required by FOLIO mod-pubsub. Both Kafka and ZoopKeepr are installed below using docker-compose.

Take into account that you have to change the KAFKA_ADVERTISED_LISTENERS value for the private IP of your server, instead of 10.0.2.15 for a Vagrant box.

mkdir ~/folio-install
cd folio-install
vim docker-compose-kafka-zk.yml

Insert this content into the file. Change the IP Address in KAFKA_ADVERTISED_LISTENERS to the local IP of your server on which you run Kafka:

version: '2'
services:
  zookeeper:
    image: wurstmeister/zookeeper
    container_name: zookeeper
    restart: always
    ports:
      - "2181:2181"
  kafka:
    image: wurstmeister/kafka
    container_name: kafka
    restart: always
    ports:
      - "9092:9092"
      - "29092:29092"
    environment:
      KAFKA_LISTENERS: INTERNAL://:9092,LOCAL://:29092
      KAFKA_ADVERTISED_LISTENERS: INTERNAL://10.0.2.15:9092,LOCAL://localhost:29092
      KAFKA_LISTENER_SECURITY_PROTOCOL_MAP: LOCAL:PLAINTEXT,INTERNAL:PLAINTEXT
      KAFKA_INTER_BROKER_LISTENER_NAME: INTERNAL
      KAFKA_AUTO_CREATE_TOPICS_ENABLE: "true"
      KAFKA_ZOOKEEPER_CONNECT: zookeeper:2181
      KAFKA_BROKER_ID: 1
      KAFKA_LOG_RETENTION_BYTES: -1
      KAFKA_LOG_RETENTION_HOURS: -1

sudo mkdir /opt/kafka-zk
sudo cp ~/folio-install/docker-compose-kafka-zk.yml /opt/kafka-zk/docker-compose.yml
cd /opt/kafka-zk
sudo docker-compose up -d

Create a database and role for Okapi

You will need to create one database in PostgreSQL to persist the Okapi configuration.

Log into the PostgreSQL server as a superuser.

sudo su -c psql postgres postgres

Create a database role for Okapi and a database to persist Okapi configuration.

CREATE ROLE okapi WITH PASSWORD 'okapi25' LOGIN CREATEDB;
CREATE DATABASE okapi WITH OWNER okapi;

Create a database role and database to persist tenant data. Create a database for your tenant. This database will host the data of your tenant.

CREATE ROLE folio WITH PASSWORD 'folio123' LOGIN SUPERUSER;
CREATE DATABASE folio WITH OWNER folio;

Exit psql with \q command

Note: You will need to create additional databases for each new tenant you add to FOLIO. More information on how to set up a new tenants on the next sections.

Install and configure Okapi

Once you have installed the requirements for Okapi and created a database, you can proceed with the installation. Okapi is available as a DEB package that can be easily installed in Debian-based operating systems. You only need to add the official APT repository to your server.

Import the FOLIO signing key, add the FOLIO apt repository and install okapi.

wget --quiet -O - https://repository.folio.org/packages/debian/folio-apt-archive-key.asc | sudo apt-key add -
sudo add-apt-repository "deb https://repository.folio.org/packages/ubuntu focal/"
sudo apt update
sudo apt -y install okapi=4.7.2-1
sudo apt-mark hold okapi

Please note that the last stable version of FOLIO is 4.7.2-1. If you do not explicitly set the Okapi version, you will install the latest Okapi release. There is some risk with installing the latest Okapi release. The latest release may not have been tested with the rest of the components in the quarterly release.

Configure Okapi to run as a single node server with persistent storage.

Edit file /etc/folio/okapi/okapi.conf to reflect the following changes:

role="dev"
port_end="9250"
host="<YOUR_IP_ADRESS>"
storage="postgres"
okapiurl="http://<YOUR_IP_ADDRESS>:9130"
docker_registries -- See explanation in okapi.conf file. Default is unauthenticated.

Note 1: The IP address <YOUR_IP_ADDRESS> that you use in the properties host and okapiurl should match the private IP of your server. This IP address should be reachable from Docker containers. Therefore, you can not use localhost. You can use the /ifconfig command in order to determine the private IP.

Note 2: The properties postgres_host, postgres_port, postgres_username, postgres_password, postgres_database should be configured in order to match the PostgreSQL configurations made previously.

Restart Okapi

sudo systemctl daemon-reload
sudo systemctl restart okapi

The Okapi log is at /var/log/folio/okapi/okapi.log.

Pull module descriptors from the central registry.

A module descriptor declares the basic module metadata (id, name, etc.), specifies the module’s dependencies on other modules (interface identifiers to be precise), and reports all “provided” interfaces. As part of the continuous integration process, each Module Descriptor is published to the FOLIO Registry at https://folio-registry.dev.folio.org.

curl -w '\n' -D - -X POST -H "Content-type: application/json" \
  -d @registry.json \
  http://localhost:9130/_/proxy/pull/modules

The content of registry.json should look like this:

{
  "urls": [
    "https://folio-registry.dev.folio.org"
  ]
}

Okapi is up and running!

Create a new tenant

Post the tenant initialization to Okapi.

curl -w '\n' -D - -X POST -H "Content-type: application/json" \
  -d @tenant.json \
  http://localhost:9130/_/proxy/tenants

The content of tenant.json:

{
  "id" : "diku",
  "name" : "Datalogisk Institut",
  "description" : "Danish Library Technology Institute"
}

Note: In this installation guide, the Datalogisk Institut is used as an example, but you should use the information for your organization. Take into account that you have to use the id of your tenant in the next steps.

Enable the Okapi internal module for the tenant

curl -w '\n' -D - -X POST -H "Content-type: application/json" \
  -d '{"id":"okapi"}' \
  http://localhost:9130/_/proxy/tenants/diku/modules

Deploy a Folio Backend and enable for the tenant

Post data source information to the Okapi environment for use by deployed modules.

curl -w '\n' -D - -X POST -H "Content-Type: application/json" -d "{\"name\":\"DB_HOST\",\"value\":\"<YOUR_IP_ADDRESS>\"}" http://localhost:9130/_/env
curl -w '\n' -D - -X POST -H "Content-Type: application/json" -d "{\"name\":\"DB_PORT\",\"value\":\"5432\"}" http://localhost:9130/_/env
curl -w '\n' -D - -X POST -H "Content-Type: application/json" -d "{\"name\":\"DB_DATABASE\",\"value\":\"folio\"}" http://localhost:9130/_/env
curl -w '\n' -D - -X POST -H "Content-Type: application/json" -d "{\"name\":\"DB_USERNAME\",\"value\":\"folio\"}" http://localhost:9130/_/env
curl -w '\n' -D - -X POST -H "Content-Type: application/json" -d "{\"name\":\"DB_PASSWORD\",\"value\":\"folio123\"}" http://localhost:9130/_/env
curl -w '\n' -D - -X POST -H "Content-Type: application/json" -d "{\"name\":\"KAFKA_HOST\",\"value\":\"<YOUR_IP_ADDRESS>\"}" http://localhost:9130/_/env
curl -w '\n' -D - -X POST -H "Content-Type: application/json" -d "{\"name\":\"OKAPI_URL\",\"value\":\"http://<YOUR_IP_ADDRESS>:9130\"}" http://localhost:9130/_/env

Note: Make sure that you use your private IP for the properties DB_HOST, KAFKA_HOST and OKAPI_URL.

Decide if you would like to use platform-core or platform-complete for your tenant and clone the repository. The tenant is now ready to add some Apps.

The App installation process is similar for platform-core and platform-complete. You have to clone one of these github repositories: https://github.com/folio-org/platform-core or https://github.com/folio-org/platform-complete.

In this installation guide, the ‘platform-core’ repository will be used. If you would like to install ‘platform-complete’ you should replace every mention of platform-core with platform-complete in the instructions.

Clone the repository

git clone https://github.com/folio-org/platform-core
cd platform-core

Checkout a stable branch of the repository

git checkout R1-2021

Elasticsearch support is being included as a PoC in R1-2021. If you would like to build with ES, you have to install elasticsearch on your server and point the related modules, at least mod_pubsub and mod_search, to your Installation.

Here is a prescription how to install ES under Ubuntu 18.04 : https://phoenixnap.com/kb/install-elasticsearch-ubuntu

To point the modules to your Okapi installation, the environment parameters of those modules need to be set for the module/container when it spins up, so it can connect to the ES instance. You can find out the env params by looking at the Overview - Metadata section of the module’s page in Folio org’s Dockerhub. For mod-search, this is at https://hub.docker.com/r/folioorg/mod-search.

The env params need to be set in the launch descriptor of the module, before you deploy the module. The launch descriptor is a part of the module descriptor. To set an env param in the launch descriptor of a module, follow the prescription described below for mod-pubsub.

If you want to build without Elasticsearch, do the following: cd platform-core

Remove @folio/inventory-es from stripes.config.js
Remove mod-search and folio_inventory-es entries from install.json
Remove mod-search from okapi-install.json
Remove folio_inventory-es from stripes-install.json
Remove @folio/inventory-es from package.json

mod-pubsub is the Folio module which implements a message queue. It needs to connect to the message broker Kafka which we installed above using docker-compose. You have to set the env params KAFKA_HOST and OKAPI_URL of mod-pubsub, so it can connect. You can do this like this:

  cd ~/folio-install
  wget https://folio-registry.dev.folio.org/_/proxy/modules/mod-pubsub-2.0.7 -O pubsub-module-descriptor.json

Edit the following part of pubsub-module-descriptor.json :

    }, {
      "name" : "KAFKA_HOST",
      "value" : "<YOUR_IP_ADDRESS>"
    }, {
      "name" : "KAFKA_PORT",
      "value" : "9092"
    }, {
      "name" : "OKAPI_URL",
      "value" : "http://<YOUR_IP_ADDRESS>:9130"
    }, {
      "name" : "SYSTEM_USER_PASSWORD",
      "value" : "****"    #  Choose your own password; don't use the standard value, otherwise your installation will be insecure.
    } ],

Delete the standard module descriptor and post your own module descriptor to Okapi:

  curl -X DELETE -D - -w '\n' http://localhost:9130/_/proxy/modules/mod-pubsub-2.0.7
  curl -i -w '\n' -X POST -H 'Content-type: application/json' -d @pubsub-module-descriptor.json http://localhost:9130/_/proxy/modules

You also have to set KAFKA_HOST in the launch descriptor of the following modules, because these modules also talk directly to Kafka:

mod-source-record-storage-5.0.4
mod-inventory-16.3.2
mod-inventory-storage-20.2.1

If you are deploying platform-complete, you also have to set KAFKA_HOST in the launch descriptor of these modules:

mod-data-import-2.0.2
mod-source-record-manager-3.0.7

Apply the same steps as for the module descriptor of mod-pubsub to these modules, but change only the value of KAFKA_HOST (they don’t have OKAPI_URL as an env param).

Post the list of backend modules to deploy and enable. Also, you can set the (tenantParameters)[https://github.com/folio-org/okapi/blob/master/doc/guide.md#install-modules-per-tenant] to load their sample and reference data.

First, simulate the run to see what will happen:

curl -w '\n' -D - -X POST -H "Content-type: application/json" -d @okapi-install.json http://localhost:9130/_/proxy/tenants/diku/install?simulate=true\&preRelease=false

Then do

curl -w '\n' -D - -X POST -H "Content-type: application/json" \
  -d @okapi-install.json \
  http://localhost:9130/_/proxy/tenants/diku/install?deploy=true\&preRelease=false\&tenantParameters=loadSample%3Dtrue%2CloadReference%3Dtrue

This will take a long time (5 - 10 mins) to return because all of the Docker images must be pulled from Docker Hub. Progress can be followed in the Okapi log at /var/log/folio/okapi/okapi.log

Note: You will have to replace ‘diku’ with the id of your tenant.

Once the install has finished, check what docker containers are running on your machine :

sudo docker ps | grep -v "^CONTAINER"

There should be 59 docker containers for the backend modules of R1-2021, plus Kafka and Zookeeper.

Check, what is in your Discovery:

curl -w '\n' -D - http://localhost:9130/_/discovery/modules | grep srvcId

Those should be the same 59 modules. Finally, check which backend modules have been enabled for your tenant:

curl -w '\n' -XGET http://localhost:9130/_/proxy/tenants/diku/modules | grep "mod-"

This should be the same set of modules, again.

The backend of the new tenant is ready. Now, you have to set up a Stripes instance for the frontend of the tenant, create a superuser for the tenant and secure Okapi.

Install the frontend, Folio Stripes

You have an Okapi instance running, you can proceed to install Stripes. However, Stripes is bundled and deployed on a per tenant basis. So, you have to decide whether to install platform-core or platform-complete for your tenant.

Build requirements: git, curl, NodeJS, npm, Yarn, libjson-perl, libwww-perl libuuid-tiny-perl

Install build requirements from Ubuntu apt repositories

sudo apt -y install git curl nodejs npm libjson-perl libwww-perl libuuid-tiny-perl

Install n from npm

sudo npm install n -g

Import the Yarn signing key, add the Yarn apt repository, install Yarn

wget --quiet -O - https://dl.yarnpkg.com/debian/pubkey.gpg | sudo apt-key add -
sudo add-apt-repository "deb https://dl.yarnpkg.com/debian/ stable main"
sudo apt update
sudo apt -y install yarn

Building Stripes

Move to NodeJS LTS.

sudo n lts

cd into the platform-core repository (or platform-complete, if you chose to install that)

cd ~/platform-core

Install npm packages.

yarn install

Configure Stripes.

Edit the file stripes.config.js and change okapi.url and okapi.tenant.

...
okapi: { 'url':'http://<YOUR_SERVER_NAME>:9130', 'tenant':'diku' },
...

Make sure that you use the public IP or domain of your server since this URL will be used to request Okapi from the clients’ browsers.

The above Okapi url will only work if you access your frontend (Stripes) in an unsecured network (i.e. use plain http requests). It is highly recommend that you secure your connection by using SSL. Chose a domain name for your installation. Apply for a domain certificate and install it in your webproxy (we use nginx further down). Proxy your backend requests to the subpath /okapi (this is being described below). Then use this Okapi url in your stripes.config.js:

...
okapi: { 'url':'https://<YOUR_DOMAIN_NAME>/okapi', 'tenant':'diku' },
...

You might also edit branding in stripes.config.js, e.g. add your own logo as desired. Edit these lines:

  branding: {
    logo: {
      src: './tenant-assets/mybib.gif',
      alt: 'My Folio Library',
    },
    favicon: {
      src: './tenant-assets/mybib_icon.gif'
    },
  }

Build webpack.

NODE_ENV=production yarn build output
cd ..

This will take a while. A new folder called ‘output’ will be created which contains the Stripes configured webpack of your tenant.

Post the list of Stripes modules to enable for your tenant.

First, simulate what will happen:

curl -w '\n' -D - -X POST -H "Content-type: application/json" -d @stripes-install.json http://localhost:9130/_/proxy/tenants/diku/install?simulate=true\&preRelease=false

Then, enable the frontend modules for your tenant:

curl -w '\n' -D - -X POST -H "Content-type: application/json" \
  -d @stripes-install.json \
  http://localhost:9130/_/proxy/tenants/diku/install?preRelease=false

50 Stripes modules (folio*) and 8 Edge modules have been enabled.

Now, serve the contents of the output folder on a web server. Also, proxy the backend requests on your web server:

Configure Webserver to serve Stripes webpack

Now that the webpack is built, you can configure the ‘nginx’ server.

Define a directory for the Stripes webpacks of the tenants. For example, you can use /home/folio/tenants.
Copy the Stripes webpack to the new directory.

mkdir /home/folio/tenants/diku
cp -R output/. /home/folio/tenants/diku/

Configure NGINX to serve this directory.

cd /home/folio/tenants/diku

Create a file nginx-stripes.conf with the following content:

server {
  listen 80;
  server_name <MY_SERVER_NAME>;
  charset utf-8;
  
  # front-end requests:
  # Serve index.html for any request not found
  location / {
    # Set path
    root /home/folio/tenants/diku;
    index       index.html index.htm;
    include mime.types;
    types {
      text/plain lock;
    }
    try_files $uri /index.html;
  }
  
   # back-end requests:
  location /okapi {
    rewrite ^/okapi/(.*) /$1 break;
    proxy_pass http://localhost:9130/;
  }
}

You should use your public IP or domain name in the field ‘<MY_SERVER_NAME>’.

Note: If you want to host multiple tenants on a server, you can configure NGINX to either open a new port for each tenant or set up different paths on the same port (e.g. /tenat1, /tenant2).

sudo cp nginx-stripes.conf /etc/nginx/sites-available/stripes
sudo ln -s /etc/nginx/sites-available/stripes /etc/nginx/sites-enabled/stripes
sudo rm /etc/nginx/sites-enabled/default
sudo systemctl restart nginx

Create a superuser

You need to create a superuser for the newly created tenant. This is a multi step process and the details can be found in the (Okapi documentation) [https://github.com/folio-org/okapi/blob/master/doc/guide.md#securing-okapi]. You can use a PERL script to execute these steps automatically. You only need to provide the tenant id, a username/password for the superuser and the URL of Okapi.

Install gcc on Ubuntu 20 (prerequisite to install Perl modules from cpan)

sudo apt install gcc
gcc --version

Install prerequiste Perl modules

sudo cpan install LWP.pm
sudo cpan install JSON.pm
sudo cpan install UUID::Tiny

Use this Perl script to create a superuser [https://github.com/folio-org/folio-install/blob/master/runbooks/single-server/scripts/bootstrap-superuser.pl ] :

perl bootstrap-superuser.pl \
  --tenant diku --user diku_admin --password admin \
  --okapi http://localhost:9130

Now Stripes is running on port 80 and you can open it using a browser. Log in with the credentials of the superuser that you have created.

Secure Okapi

By default, Okapi API is open in order to facilitate the deployment process of FOLIO. However, in a production environment you must enable the security checks. You can use a Python script to secure Okapi, you should provide a username and password for Okapi.

python3 secure-supertenant.py -u USERNAME -p PASSWORD -o http://localhost:9130

The script can be downloaded (here)[https://github.com/folio-org/folio-install/blob/master/runbooks/single-server/scripts/secure-supertenant.py].

When Okapi is secured, you must login using mod-authtoken to obtain an authtoken and include it in the x-okapi-token header for every request to the Okapi API. For example, if you want to repeat any of the calls to Okapi in this guide, you will need to include x-okapi-token:YOURTOKEN and x-okapi-tenant:supertenant as headers for any requests to the Okapi API.

Install and serve edge modules (platform-complete only)

The Edge modules bridge the gap between some specific third-party services and FOLIO (e.g. RTAC, OAI-PMH). In these FOLIO reference environments, the set of edge services are accessed via port 8000. In this example, the edge-oai-pmh will be installed.

You can find more information about the Edge modules of FOLIO in the Wiki https://wiki.folio.org/display/FOLIOtips/Edge+APIs.

Create institutional user. An institutional user must be created with appropriate permissions to use the edge module. You can use the included create-user.py to create a user and assign permissions.

python3 create-user.py -u instuser -p instpass \
    --permissions oai-pmh.all --tenant diku \
    --admin-user diku_admin --admin-password admin

The script can be found (here) [https://github.com/folio-org/folio-install/blob/master/runbooks/single-server/scripts/create-user.py].

If you need to specify an Okapi instance running somewhere other than http://localhost:9130, then add the –okapi-url flag to pass a different url. If more than one permission set needs to be assigned, then use a comma delimited list, i.e. –permissions edge-rtac.all,edge-oai-pmh.all.

The institutional user is created for each tenant for the purposes of edge APIs. The credentials are stored in one of the secure stores and retrieved as needed by the edge API. You can find more information about secure stores (here) [https://github.com/folio-org/edge-common#secure-stores]. In this example, a basic EphemeralStore using an ephemeral.properties file which stores credentials in plain text. This is meant for development and demonstration purposes only.

sudo mkdir -p /etc/folio/edge
sudo vi /etc/folio/edge/edge-oai-pmh-ephemeral.properties

The ephemeral properties file should look like this.

secureStore.type=Ephemeral
# a comma separated list of tenants
tenants=diku
#######################################################
# For each tenant, the institutional user password...
#
# Note: this is intended for development purposes only
#######################################################
# format: tenant=username,password
diku=instuser,instpass

Start edge module Docker containers. You will need the version of the edge-modules available on Okapi for the tenant. You can run a CURL request to Okapi and get the version of the edge-oai-pmh module.

curl -s http://localhost:9130/_/proxy/tenants/diku/modules | jq -r '.[].id' | grep 'edge-'

Set up a docker compose file in /etc/folio/edge/docker-compose.yml that defines each edge module that is to be run as a service. The compose file should look like this.

version: '2'
services:
  edge-oai-pmh:
    ports:
      - "9700:8081"
    image: folioorg/edge-oai-pmh:2.2.1
    volumes:
      - /etc/folio/edge:/mnt
    command:
      -"Dokapi_url=http://10.0.2.15:9130"
      -"Dsecure_store_props=/mnt/edge-oai-pmh-ephemeral.properties"
    restart: "always"

Make sure you use the private IP of the server for the Okapi URL.

Start the edge module containers.

cd /etc/folio/edge
sudo docker-compose up -d

Set up NGINX.

Create a new virtual host configuration to proxy the edge modules. Create a new NGINX file in the directory /etc/nginx/sites-available/edge.

server {
  listen 8130;
  server_name localhost;
  charset utf-8;

  location /oai {
    proxy_pass http://localhost:9700;
  }
}

Link that new configuration and restart nginx.

sudo ln -s /etc/nginx/sites-available/edge /etc/nginx/sites-enabled/edge
sudo service nginx restart

Now, an OAI service is running on http://server:8130/oai .

Follow this procedure to generate the API key for the tenant and institutional user that were configured in the previous sections. Currently, the edge modules are protected through API Keys.

cd ~
git clone https://github.com/folio-org/edge-common.git
cd edge-common
mvn package
java -jar target/edge-common-api-key-utils.jar -g -t diku -u instuser

This will return an API key that must be included in requests to edge modules. With this APIKey, you can test the edge module access. For instance, a test OAI request would look like this.

curl -s "http://localhost:8130/oai?apikey=APIKEY=&verb=Identify"

The specific method to construct a request for an edge module is documented in the developers website: https://dev.folio.org/source-code/map/ or you can refer to the github project of the edge module.

Docs: Settings > Agreements

Fri, 03 Dec 2021 00:00:00 +0000

The Agreements section of the Settings app is where you can partially customize the display of agreement records, create supplementary properties, and manage pick lists.

Permissions

In order to interact with Agreements settings, a user needs to be assigned the following permissions:

Settings (Agreements): Can view and edit general settings. This permission allows the user to view and edit the Display settings in the General settings section of the agreements settings.
Settings (Agreements): Manage agreement supplementary properties. This permission allows the user the ability to manage the available supplementary properties. It also grants all permissions included in “Settings (Agreements): Can view and edit general settings.”
Settings (Agreements): Manage pick lists and values. This permission allows the user the ability to manage pick lists and pick list values. It also grants all permissions included in “Settings (Agreements): Can view and edit general settings.”

Settings > Agreements > Display settings

Use the settings in this section to turn certain features in agreement records on or off.

Hide internal agreements knowledgebase

If you are using an external knowledge base (for example, you are using EBSCO with the eHoldings app) and want to hide the internal knowledge base available in the Agreements app, select the Hide internal agreements knowledgebase checkbox. The checkbox is cleared by default.

Selecting the checkbox causes the following to happen:

The E-resources tab in the Agreements app is hidden.
The basket icon in the Agreements app is hidden.
The E-resources covered by this agreement section does not appear in the agreement details pane.

Tabular list pagination

Use this setting to control the number of lines to show per page (i.e. before showing the “Load more” button) in multi-column lists (tabular lists) across the Agreements application. The default value for all lists is 10. The multi-column lists affected are:

Agreement view pane > Agreement lines
Agreement view pane > E-resources covered by this agreement
E-resource view pane > Options for acquiring e-resource
Package view pane > E-resources in package
E-resource view pane > Agreements for this e-resource

Display “Suppress from discovery” setting on

Use this setting to enable the Supress from discovery checkbox to display in agreement line records and/or package content item records. All checkboxes are selected by default.

Turning this setting on doesn’t automatically suppress agreement line records and/or package content item records. Rather, you are given the option to hide individual agreement line records and/or package content item records from your discovery layer when this setting is selected. For example, if you clear the checkboxes, then the Supress from discovery checkbox doesn’t appear on either record.

To enable the Suppress from discovery checkbox, follow these steps:

To display the Suppress from discovery checkbox on agreement lines, select the Agreement lines checkbox.
To display the Supress from discovery checkbox on package content items, select the Package content items checkbox.

To disable the Suppress from discovery checkbox, follow these steps:

To disable the Suppress from discovery checkbox on agreement lines, clear the Agreement lines checkbox.
To disable the Supress from discovery checkbox on package content items, clear the Package content items checkbox.

Settings > Agreements > Supplementary properties

Supplementary properties are an optional way to record additional information about the agreement not captured anywhere else in the record. For example, the authentication method used to access the material covered by the agreement.

When you configure supplementary properties, the Supplementary properties section appears in your agreement records. Supplementary properties are similar to license terms. There are two types of supplementary properties you can create in FOLIO: primary and optional. Primary properties appear on every agreement record by default. Optional properties can be added on an agreement-by-agreement basis.

Creating a supplementary property

Click New.
In the New supplementary property box, fill in all the fields:
- Label. The property name that appears when displaying the property to users in FOLIO. It is recommended that you create a short text string that clearly communicates the information recorded in the property. If you need to further explain the property, you should use the Description field.
- Name. Used when outputting property data in a machine readable format. It is not intended to be displayed to users (staff or patrons). It should be a short Latin alphabet string that can be used by any external systems or programs that access the agreement property data. Use of camelCase is suggested but not required. Changes to the Name affects any external systems using agreement property data and changes should not be made without consulting those responsible for relevant external systems and software.
- Description. Use to provide further explanation of the property. In the Agreements app, you can display the description by clicking the information icon next to the property’s label.
- Order weight. To determine the order in which the properties appear in the agreement record, enter a number. If you do not set a value and leave the order weight at 0 for each property, or they all contain the same number, then they are sorted alphabetically. When sorted alphabetically, uppercase letters are sorted before lowercase letters. For example, “Zebra” appears before “aardvark.”
- Primary property. Select whether the property is a primary property. Primary properties always display in agreement records. If you select No, then the property will be optional, and you have to manually add it to an agreement record whenever you want to use that property.
- Default visibility. Select whether you would like the property to display internally within FOLIO, or externally to the public (for example, if you are setting up properties to display in your catalog).
- Type. Select a property Type from the drop-down list: Decimal, Integer, Text, or Pick list.
- Pick list. If the property type selected is Pick list, a pick list field displays. Select the Pick list you want to use from the drop-down list. For more information on pick lists, see Settings > Agreements > Pick lists.
Click Save. A confirmation message appears, and the supplementary property is saved and appears in the Supplementary properties pane.

Editing a supplementary property

Find the property you want to edit and click Edit at the top of its property box.
Make your desired changes to the property.
Click Save. A confirmation message appears and the property is updated.

Deleting a supplementary property

Note: You can only delete a property if it is not assigned to any agreement records.

Find the property you want to edit and click Delete at the top of its property box.
In the Delete supplementary property dialog, click Delete. A confirmation message appears and the property is deleted.

Settings > Agreements > Pick lists

A pick list is a customizable drop-down list used in the Agreements app. Pick lists are applied to Supplementary properties that have Pick list as their property type. Additionally, default pick lists like Status, Reason for closure, and Renewal priority can be found in this setting.

Use this setting to establish the names of your available pick lists. Once you have named your pick lists, you can configure the values that are available in each pick list in Settings > Agreements > Pick list values .

Creating a pick list

Note: Pick lists cannot be edited once they are created. However, they can be deleted.

Click New.
Enter a name in the Pick list box.
Click Save. The pick list is saved and appears alphabetically in the Pick list column.

Deleting a pick list

Note: You can only delete pick lists if they aren’t assigned to any agreement records. If they are currently being used, the trash can icon doesn’t appear in the Actions column.

Find the pick list you want to delete.
In the Actions column, click the trash can icon.
In the Delete Pick list dialog, select Delete. A confirmation message appears and the pick list is deleted.

Settings > Agreements > Pick list values

Pick list values are the values available for selection within a pick list. You must first create the pick list in Settings > Agreements > Pick lists before creating its values.

Note: FOLIO contains default pick lists that can only have their values edited. These values cannot be deleted, and new values cannot be added. The New button appears grayed out and the trash can icon won’t be present for these pick lists.

Adding pick list values

Select the Pick list to which you want to add values in the drop-down list.
Click New.
Enter a Label. The label appears as an option in the pick list.
Click Save. The label is saved and its value is generated.

Editing pick list values

Note: If you edit a pick list value, only the Label changes and not the Value.

Select the Pick list with the value you want to edit in the drop-down list.
In the row of the value you want to edit, click the pencil icon.
Edit the Label.
Click Save. The label is updated.

Deleting pick list values

Select the Pick list with the value you want to delete in the drop-down list.
In the row of the value you want to edit, click the trash can icon.
In the Delete Value dialog, click Delete. A confirmation message appears and the value is deleted.

Docs: Check out

Fri, 03 Dec 2021 00:00:00 +0000

The Check Out app allows you to check out items to patrons. To check out an item, first locate a patron in the system and then scan/enter an item to borrow.

Permissions

The permissions listed below allow you to interact with the Check out app and determine what you can or cannot do within the app. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, then they will be unable to see the Check out app or any related information.

Check out: All permissions. This permission allows the user to check out items to patrons (create new loans) and view open loans and loan details. However, this permission does not include seeing the entirety of the user record.
Check out: Check out circulating items. This permission allows the user to check out items, but they cannot override non-circulating loan policies.

Three new permissions were added in Iris and are in development. These permissions are expected to allow for more granular control of the links in the Check out app to view a patron’s fee/fines, loans, and requests. These three permissions must be granted to a user in order for the associated link in the Scan patron card pane to work.

Check out: View fees/fines. This permission is in development. When finished, it will allow users to be able to click the link in the Scan patron card pane to view the patron’s fees/fines in the Users app. The user must have permission to view the Users app in order for the link to work.
Check out: View loans. This permission is in development. When finished, it allows users to be able to click the link in the Scan patron card pane to view the patron’s current loans in the Users app. The user must have permission to view the Users app in order for the link to work.
Check out: View requests. This permission is in development. This permission allows users to be able to click the link in the Scan patron card pane to view the patron’s current requests in the Requests app. The user must have permissions to view the Requests app in order for the link to work.

Locating a patron in the system

You can find the patron by either:

Scanning / entering the barcode provided by the patron
Using the Patron Look-up function

Locate the patron using a barcode:

Either scan the barcode on the patron’s library card, or enter the patron barcode number.
Click Enter. Patron details are displayed.

Locate the patron using the Patron Lookup function:

In the Scan patron card pane, click Patron Look-up.
In the Select User dialog, in the User search box, enter part or all of the patron’s name, email, or username.
Optional: Filter results by Status (active/inactive), or by Patron group.
Click Search.
Click the patron to use. The Select User dialog closes, the barcode appears in the Scan patron card pane, and the patron details are displayed.

Assessing the patron’s data

Within the patron details area, note that you can access additional information related to the user. Clicking on any linked information opens the appropriate app and displays the associated information. For example, clicking the number beneath Open requests opens the Requests app.

Review the information available to determine if you can continue with check out. For example, fees or fines may be owed, and may need to be handled before proceeding.

Checking out to a proxy borrower

Proxy borrowers are patrons who are checking out items on the behalf of another patron. For example, a graduate assistant may act as a proxy for a professor.

Note: A patron must first be assigned as a proxy for the borrower in their user record in the Users app.

Locate the proxy borrower in the system.
In the Who are you acting as? dialog, select the name of the user they will be acting as a proxy for and click Continue. The Who are you acting as? dialog closes and patron and proxy details are displayed.

Scanning the item to check out

To select the item for check out, scan or enter the barcode of the item and click Enter. The item is displayed in the Scan Items area and the total number of items scanned is incremented.

Pop-ups that can occur when checking out an item

While checking an item out to a patron, you may encounter one of the following pop-ups:

Item status
Check out notes
Multiple and/or missing pieces
Patron block
Item block
Override circulation policy

Getting additional item information

To access more information about each item:

Click … > Item details to open the Inventory app and get additional item details.
Click … > Loan details to open the Users app and access options including renewals, claiming the item was returned, changing the due date, and declaring the item lost.
Click … > Loan policy to open the Settings app for more loan policy information.

Changing the due date of an item

To change the due date:

Click … > Change due date.
In the Change Due Date dialog, enter the date and /or time for the new due date.
Click Save and Close. The new due date is saved.

Ending the check out session

Once you have completed checking out items for a patron, you can end the session manually. To end your session and clear the Scanned Items table, click End session. Once you end the session, any applicable notices are sent to patrons.

By default, the Check out session is configured to end automatically after a 3 minute period of inactivity. You can turn this setting off or edit the number of minutes of inactivity the session will end after in the Settings app.

Docs: Circulation log

Thu, 13 Jan 2022 00:00:00 +0000

The Circulation log app allows you to view and search for circulation actions. Circulation actions are any action performed by the system or a user within the following Circulation apps: Check in, Check out, and Requests. Notices and fee/fine actions are also included.

Permissions

In order to view and interact with the Circulation log app, a user needs to be assigned the following permission:

Circulation log: All. This permission allows the user to access the circulation log and filter all log actions and data.

Note: This is the only permission available for the Circulation log app. You are unable to view and access the Circulation log if you do not have this permission assigned to you. You can assign permissions to users in the Users app.

Generating a circulation log

You can generate a log based on any of the query parameters or filters you select.

Note: Panes are resizable throughout FOLIO and in the Circulation log. Resize the Search & filter pane to see more or less of the circulation log at once.

Generating circulation actions associated with a user barcode

In the Search & filter pane, type or paste a User barcode into the box.

Generating circulation actions associated with an item barcode

In the Search & filter pane, type or paste an Item barcode into the box.

Generating circulation actions by description

To search through the Description field, in the Search & filter pane, enter your search terms into the box.

Generating circulation actions by date

In the Search & filter pane, under Date, enter a start date in the From box and an end date in the To box.
Click Apply. Your results appear in the Circulation log.

Generating circulation actions by service point

In the Search & filter pane, type or select the Service point from the box. You are able to apply more than one Service point to your search, if needed.

In the Search & filter pane, click Loan and select any applicable filters:

Changed due date. Include items whose due date was manually changed.
Checked out. Include items that were checked out.
Checked out through override. Include items that were checked out using an override.
Checked in Include items that were checked in. The items may or may not have been out on loan.
Anonymize. Include loans that were anonymized. Note: This feature is under development.
Claimed returned. Include items that were claimed returned.
Closed loan. Include items that were returned.
Declared lost. Include items that were declared lost.
Marked as missing. Include items that were marked as missing.
Recall requested. Include items that were requested as recalls.
Renewed. Include items that were renewed.
Renewed through override. Include items that were renewed using an override.
Age to lost. Include overdue items that have an Item status of Aged to lost. The time in which an overdue item ages to lost is set up in the Circulation Setting Lost item fee policies.

In the Search & filter pane, click Notice and select any applicable filters:

Send. Include notices that were sent out to users.

In the Search & filter pane, click Fee/fine and select any applicable filters:

Billed. Include items that were billed.
Credited fully. Include fees/fines that were fully credited.
Paid fully. Include fees/fines that were fully paid.
Paid partially. Include fees/fines that were partially paid.
Refunded fully. Include fees/fines that were fully refunded.
Refunded partially. Include fees/fines that were partially refunded. Note: Partial refunds are not implemented at this time. Only automated (full) refunds appear in the Circulation Log.
Staff information only information added. Include fees/fines that had staff information added to them.
Transferred fully. Include fees/fines that were fully transferred from the user to another account.
Transferred partially. Include fees/fines that were partially transferred from the user to another account.
Waived fully. Include fees/fines that were fully waived.
Waived partially. Include fees/fines that were partially waived.
Cancelled as error. Include fees/fines that were cancelled because they were created in error.

In the Search & filter pane, click Request and select any applicable filters:

Cancelled. Include requests that were cancelled.
Created. Include requests that were created and manual blocks.
Pickup expired. Include requests that were awaiting pickup and the pickup period expired.
Expired. Include requests that expired before they were filled.
Moved. Include requests that were moved from one item to another.
Queue position reordered. Include requests that were moved up or down in the request queue.

Columns in the circulation log

Once you generate a circulation log, these are the columns that appear:

User barcode. The user barcode associated with the action.
Item barcode. The item barcode associated with the action.
Object. The object associated with the action: Fee/fine, Loan, Manual block, Notice, or Request.
Circ action. The action that occurred.
Date. The date and time the action occurred.
Service point. The service point at which the action occurred.
Source. The source of the action: System, user, or none (blank).
Description. A description of the action.
Action. Click … to see more information about the action. See Getting additional circulation action information for more information.

Getting additional circulation action information

Clicking the Action button displays a menu that enables access to additional information. The menu options that appear differ depending upon the Object (Fee/fine, Loan, Manual block, Notice, or Request). For example, clicking … > Item details opens the Inventory app for more information.

Exporting circulation log search results

If your search for circulation log records returns results, you can export those results to a CSV file.

Click the Actions menu.
Select Export results (CSV).

A green success toast message informs you that the export file is being generated. Once the file is generated, it downloads automatically.

If you do not receive the download file, check that your browser did not block the pop-up window. If the pop-up was blocked, change your browser to allow pop-ups, and export your circulation log search results again.

Docs: Kubernetes example

Mon, 01 Jan 0001 00:00:00 +0000

The Rancher/Kubernetes solution allows for the addition of new tenants and hardware resources on demand. It is ideal if you need to scale-up your FOLIO instance in the future. This guide describes a Rancher/Kubernetes installation for FOLIO release R1-2021.

Under construction

This page is currently not available. Please look at corresponding pages for the Honeysuckle (Q3-2020) or Juniper (R2-2021) release.

Docs: Courses

Fri, 03 Dec 2021 00:00:00 +0000

The Courses app allows you to create and manage course reserves.

Note: In order for the courses you create in the Courses app to be discoverable by your patrons, you need to have an external interface or discovery layer set up and capable of interacting with FOLIO.

Permissions

The permissions listed below allow you to interact with the Courses app and determine what you can or cannot do within the app. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, they are unable to see the Courses app or any related information.

The following are all the Courses permissions, listed from least to most restrictive:

Courses: All permissions. This permission allows the user to maintain (view, add, edit, and delete) courses, items, instructors, and cross-listed courses.
Courses: Read, add, and edit courses. This permission allows the user to view, add, and edit a course. However, they are unable to delete a course.
Courses: Add and edit courses’ reserved items. This permission allows the user to add and edit items associated with a course. It does not grant the ability to remove items from a course.
Courses: Add, edit, and remove courses’ reserved items. This permission allows the user to view, add, edit, and remove items associated with a course.
Courses: Read All. This permission allows the user to see all courses and item information.
Settings (Courses): Can create, edit and delete Course Settings. This permission allows the user to maintain (view, add, edit, and delete) all course settings.

Implementation considerations

Before you implement the Courses app, make sure you have completed the following:

Implemented the Inventory app.
Configured your circulation rules.
Loaded or created users.

If you are configuring the Courses app for the first time, you need to first set up the following features in the Settings app, if applicable:

Once you configure the above settings, you can:

Integrations

The Courses app can be optionally integrated with these applications:

EBSCO Discovery Service (EDS)
VuFind

In addition, you can connect the Courses app to your learning management system using the Learning Tools Interoperability (LTI) protocol. There is a separate module to install for LTI support. For more information, see Course Reserves - LTI connectivity.

Each of these integrations have their own features to consider in regards to the migration of courses, sections, cross-listings, and separate courses and how they interact with FOLIO.

Searching for courses

You can search for courses in the Search & filter pane. All courses are shown and selected by default. To search for courses, enter your search terms into the box. Select the All fields drop-down list to search through one of the following fields: Course name, Course code, Section, Instructor, Registrar ID, and External ID. All fields is the default search.

You can also search for courses by selecting any of the filters in the Courses Search & filter pane: Department, Course type, Term, and Location. Additionally, you can apply the filters after you perform a search to limit your results.

Searching for reserves

You can search for items on reserve in the Search & filter pane. Click Reserves to start your search. Reserves are shown and selected by default. To search for reserves, enter your search terms into the box. Select the All fields drop-down list to search through one of the following fields: Title, Barcode, or Call Number. All fields is the default search.

You can also search for reserves by selecting any of the filters in the Search & filter pane: Processing status, Copyright status, Permanent location, Temporary location, and Term. Additionally, you can apply the filters after you perform a search to limit your results.

To find items on a reserve for a specific course, first search for the course from the Search & filter pane. Click on the course you wish to view reserves for. Scroll down to the Items section to see all the items on reserve for that course.

Creating a course

When creating a course, you should keep the following in mind:

You must have the Courses window open in order to create a course.
Once a course is created, it can only be deleted if all reserve items are removed.
Department, Course Type, and Term are configured in Settings. See Settings > Courses for more information.
If you are adding one or more cross-listed course to a course, the information you enter into Course listing information also applies to each cross-listed course.
Reserve items added to the course are automatically assigned with the Start Date and End Date of the Term you selected, as specified in the Term settings. If needed, you can edit the dates by editing the reserve item.
Any item assigned to a Course automatically has its temporary location set to the value specified in the Location field. If needed, you can change the temporary location by editing the reserve item.
When completing the course information, make sure you understand how the fields correspond to your discovery interface.

Click New.
In the Create course window, enter a Course Name and select a Term. All other fields are optional.
Click Save & close.

Editing a course

Find the course you want to edit and click on it in the Courses list.
In the course details window, click Edit.
Make your desired changes to the course and click Save & close.

Deleting a course

Courses can only be deleted once all items are removed from the course.

Find the course you want to delete and click on it in the Courses list.
In the course details window, click Edit.
Click Delete.
Click Really delete to delete the course. The course is deleted and removed from the Courses list.

Adding a cross-listed course

Cross-listed courses share instructors, course listing information, and reserve items. Once a course is created, cross-listed courses can be added to it. When you cross-list a course, the information you have in the original course’s Course listing information section also applies to the cross-listed course.

Find the course you want to add a cross-listed course to and click on it in the Courses list.
In the course details window, click Crosslist.
In the New course within listing window, enter a Course name and optionally fill in the other boxes under Basic course information. The Cross listing information section is populated with information from the original course.
Click Save & close. The course is saved and appears in the Cross-listed courses section of the original course. It also appears in the main course list.

Editing a cross-listed course

See Editing a course.

Deleting a cross-listed course

You are able to delete a cross-listed course with items as long as one course remains.

Find the cross-listed course you want to delete and click on it in the Courses list.
In the course details window, click Edit.
Click Delete.
Click Really delete to delete the course. The course is deleted and removed from the Courses list.

Duplicating a course

Find the course you want to duplicate and click on it in the Courses list.
In the Course details window, click Action > Duplicate. A pop-up window will appear.
In the pop-up window, select the term for the duplicate course.
If the course has crosslistings, and you want the crosslisted courses to also be duplicated, check Duplicate all cross-listed courses.
Click Create duplicate course(s).

The new duplicated course will appear. The course will have - Duplicate added to the course name. Click Action > Edit to edit the course to update the name and other information.

Adding an instructor to a course

Instructors can only be added once a course is created. The instructor does not need a user record in FOLIO, but adding an instructor with a user record facilitates reports.

Add an instructor with a FOLIO user record:

Find the course and click on it in the Courses list.
Under Instructors, click Add instructor.
In the Add instructor window, click Look up user.
In the Select User dialog, find the instructor you want to add, and click on them in the User Search Results list. The instructor’s name and barcode appears in the Name and Barcode boxes.
Click Save & close. The instructor appears in the Instructors section.

Add an instructor that does not have a FOLIO user record:

Find the course and click on it in the Courses list.
Under Instructors, click Add instructor.
In the Name box, enter the instructor’s name.
Click Save & close. The instructor appears in the Instructors section.

Editing an instructor

Find the course and click on it in the Courses list.
Under Instructors, find the instructor you want to edit.
Click Edit instructor.
In the Add instructor for [course] window, edit the Name or Barcode of the instructor.
Click Save & close.

Deleting an instructor

Find the course and click on it in the Courses list.
Under Instructors, find the instructor you want to delete.
Click Remove. The instructor is removed from the course.

Adding a reserve item to a course when the item exists in inventory

When you add an item to a course, the following information is copied from the original record: Title and Contributor from the Instance record; Barcode, Status, Permanent location, Copy, Volume, Enumeration, and URL/PDF link from the Item record; and Effective call number.

The Start date, End date, and Temporary location are automatically updated based on the Term and Location applied at the courses level. If you need to change these fields, or update reserve item level information, you will need to edit the reserve item.

Find the course and click on it in the Courses list.
In the Items section, either scan the item barcode into the box, or enter the barcode and click Add item. The item is added to the course and appears in the Items section.

Adding a reserve item to a course using Fast Add

You can use Fast Add to create an item in the Courses app and put it on reserve. The Fast Add option prompts you to create an instance, holding and item in one pane with fewer fields. When you create the item, the Courses app creates the instance, holding and item in Inventory for you, and then adds the item to the course.

The Fast Add workflow is meant to support putting personal copies, scanned articles, or other items on reserve that are not part of the library’s general circulating collection.

From the associated course, scroll to the bottom and click Add Fast Add item.
From the New fast add record, fill in the Instance, Holdings and Item sections with the appropriate values.
Once you have included all of the information needed for the item, click Save and close to create your inventory records and add the item on reserve for the course.

Editing a reserve item

Note: If you add an item to a course and later make a change to the item via the item record (in the Inventory app) after that item is added to the course, then the change will not be reflected in the reserve record. To update the course reserve record, you need to delete the item and then re-add the item to the course.

Editing a reserve item allows you to change or add information to the following fields:

Temporary location. If you change the reserve item’s temporary location, once you save the changes, the selected Temporary location is added to the Item record in the Inventory app.
Temporary loan type. If you change the reserve item’s temporary loan type, once you save the changes, the selected Temporary loan type is added to the Item record in the Inventory app.
Processing status. This field only applies to the Courses app and is available as a Reserves search filter.
Start Date and End Date. When an item is placed on reserve, the start and end date are inherited from the selected Term.
Copyright information. This section facilitates copyright tracking.

Find the course with the item you want to edit and click on it in the Courses list.
In the Items section, find the reserve item and click Edit reserve.
In the Item title window, make your changes.
Click Save & close. The item is updated.

Removing a reserve item from a course

Note: Removing an item from a course does not remove it from the Inventory app. If the item on reserve had a temporary location inherited from the course, removing the item from reserve will remove the temporary location from the item in inventory.

Find the course with the item you want to remove and click on it in the Courses list.
In the Items section, find the reserve item and click Remove. The item is removed.

Docs: Settings > Circulation

Tue, 23 Feb 2021 00:00:00 +0000

The Circulation section of the Settings app is where you establish your loan policies, lost item policies, overdue policies, notices, and other circulation configurations.

Permissions

Each setting within Circulation has its own permission associated with it. If a user has one of the below permissions assigned to their user record, they will be able to view and interact with that particular setting. You can assign permissions to users in the Users app.

The following are all the Circulation Settings permissions presented in the order the configurations appear in the Settings app:

Settings (Circ): Can create, edit and remove circulation rules. This permission allows the user to create, read, update, and delete circulation rules.
Settings (Circ): Can create, edit and remove other settings. This permission allows the user to create, read, update, and delete other settings.
Settings (Circ): Can create, edit and remove staff slips. This permission allows the user to create, read, update, and delete staff slips.
Settings (Circ): Can create, edit and remove fixed due date schedules. This permission allows the user to create, read, update, and delete fixed due date schedules.
Settings (Circ): Can view loan history. This permission allows the user to view loan history settings.
Settings (Circ): Can create, edit and remove loan policies. This permission allows the user to create, read, update, and delete loan policies.
Settings (Circ): Can create, edit and remove overdue fine policies. This permission allows the user to create, read, update, and delete overdue fine policies.
Settings (Circ): Can create, edit and remove lost item fee policies. This permission allows the user to create, read, update, and delete lost item fee policies.
Settings (Circ): Can create, edit and remove notice policies. This permission allows the user to create, read, update, and delete patron notice policies.
Settings (Circ): Can create, edit and remove patron notice templates. This permission allows the user to create, read, update, and delete patron notice templates.
Settings (Circ): Can create, edit and remove cancellation reasons. This permission allows the user to create, read, update, and delete request cancellation reasons.
Settings (Circ): Can create, edit and remove request policies. This permission allows the user to create, read, update, and delete request policies.

Settings > Circulation > Circulation rules

Libraries can use circulation rules to determine how their items circulate. Circulation rules follow FOLIO specific criteria and logic. Each circulation rule is made up of one or more criteria and the policies to be associated with those criteria. When a defined set of criteria matches a circulation action, the policies that are attached to that criteria are then applied. The guidelines for constructing circulation rules are found in the FOLIO GitHub Circulation rules documentation.

You can write circulation rules to determine the following:

The groups of patrons that can borrow items.
The rules for items in different locations, libraries, campuses, or institutions.
The types of items (material types or loan types) that can be borrowed.
How many of a particular type of item that can be borrowed.
The notices that are sent to patrons.
The fines and fees that are charged.

Implementing Circulation rules

Before you implement Circulation rules, you need to configure these settings in FOLIO:

Patron groups
Locations
Library calendar
Loan types
Material types
Loan policies
Overdue fine policies
Lost item fee policies
Patron notice policies
Request policies

Before you begin to write your circulation rules, you should complete the following:

Read the FOLIO GitHub Circulation rules documentation.
Determine if you want to use automated item blocks. If so, follow the Automated Item Block guidelines.

Creating circulation rules

Add your circulation rules to the Circulation rules editor. The editor contains responsive features to help write the rules. For example, typing a criteria letter displays the options for the criteria value, which you can select from the drop-down list that appears. Click **Save **once you have completed adding your circulation rules.

Circulation rule tips

When writing your circulation rules, keep the following in mind:

You can use comments in the rules editor. Enter a # or / to add a comment line.
When adding a criteria in the location tree, the Editor will provide a tool to allow you to pick from the location hierarchy, and then pull in the code value for you.
Rules can be written in a nested format to make them easier to read.
You can use keywords to match on all or none for a particular criteria.
You can specify priority order for criteria if more than one rule matches.

Settings > Circulation > Other settings

Patron id(s) for checkout scanning

This setting allows you to specify what types of patron IDs can be scanned to checkout items. All fields correspond to fields in the user record.

At least one of the options must be selected:

Barcode.
External system id.
FOLIO record number.
Username.

Automatically end check in and check out session after period of inactivity

This setting is turned on by default with an inactivity period of 3 minutes.

Select the Automatically end check in and check out session after period of inactivity checkbox to turn the setting on.
Enter the number of minutes of inactivity after which the session should end.
Click Save.

Enable audio alerts

Audio alerts can be turned on to signal to library staff when a checkout is successful or fails. This setting is turned off by default.

To enable audio alerts, select Yes from the drop-down list.

Settings > Circulation > Staff slips

Staff slips allow you to configure the information that appears on your staff slips. You have the option of printing these slips when their associated action occurs:

Hold. This slip is available through the Check in app, when you check in an item with a request.
Pick slip. This slip is available in the Requests app, when you generate the pick slip report.
Request delivery. This slip is available in the Check in app, when you check in an item with a delivery request.
Transit. This slip is available in the Check in app, when you check in an item that is in transit to another location.

Configuring a staff slip

In the Staff slips pane, select the staff slip you want to configure.
In the staff slip details pane, click Edit.
Optional: In the staff slip window, enter a Description in the box.
Use the Display box to edit the slip. Click { } to add tokens to the slip. Tokens fill in item or user information based on the selected variables related to the slip event.
Optional: Click Preview to view a preview of the slip.
Click Save & close. The slip is saved and updated.

Previewing a staff slip

In the Staff slips pane, select the staff slip you want to preview.
In the staff slip details pane, click Preview. A Preview of staff slip - [slip type] window appears and the preview is shown.
Optional: To print the preview, click Print.
To close the window, click Close.

Settings > Circulation > Fixed due date schedules

Fixed due date schedules are used in Loan policies when you want to have a loan period with a specific end date.

Creating a fixed due date schedule

In the Fixed due date schedules pane, click New.
In the Create fixed due date schedule window, enter a Fixed due date schedule name.
Optional: Enter a Description in the box.
In the Schedule section, enter a date range for the fixed due date by selecting dates in the Date from and Date to boxes. This is the time range during which the fixed due date is applied.
Enter the Due date that applies to all materials checked out during the time range you selected above.
Optional: To create additional date ranges, click New and repeat steps 4 and 5. If you need to delete a date range, click the trash can icon.
Once you are finished creating your schedule, click Save & close. The fixed due date schedule is saved and appears in the Fixed due date schedule pane.

Edit a fixed due date schedule

In the Fixed due date schedules pane, select the fixed due date schedule you want to edit.
In the fixed due date schedule details pane, click Edit.
Edit the fixed due date schedule.
Click Save & close. The fixed due date schedule is updated.

Delete a fixed due date schedule

In the Fixed due date schedules pane, select the fixed due date schedule you want to delete.
In the Fixed due date schedule details pane, click Edit.
In the Edit window, click Delete.
In the Delete fixed due date schedule dialog, click Delete. The fixed due date schedule is deleted and a confirmation message appears.

Settings > Circulation > Loan history

Loan history allows you to anonymize closed loans. When closed loans are anonymized, all related patron information is removed from the loan, but the action will still appear in the Circulation log.

Closed loans

Anonymize closed loans

Select one of the following options to determine if closed loans are anonymized:

Immediately after loan closes. The anonymization process begins after the session is closed. Immediate anonymizing of loans runs on a schedule that can be determined by your system administrator or hosting provider.
In a certain amount of time after the loan closes. Use the boxes to select the interval of time.
Never.

Treat closed loans with associated fee/fines differently

If you want to treat loans with fee/fines differently, select Treat closed loans with associated fee/fines differently. The Closed loans with associated fees/fines section appears once the checkbox is selected. If the checkbox is cleared, then closed loans with associated fees/fines are treated according to the option you selected in Closed loans.

Closed loans with associated fees/fines

Anonymize closed loans

Select one of the following options to determine if closed loans with associated fees/fines are anonymized:

Immediately after loan closes.
In a certain amount of time after fee/fine closes. Use the boxes to select the interval of time.
Never.

Exception for payment method

If you want to create exceptions for closed loans with associated fee/fines paid off using a certain payment method, follow these steps:

Click Add exception to add an exception for a payment method.
Select the Payment method.
Select when you want to anonymize loans paid off with the payment method.
Optional: Click Add exception to create additional exceptions. If you need to delete an exception, click the trash can icon.
Click Save. The loan history settings are saved and a confirmation message appears.

Settings > Circulation > Loan policies

Loan policies determine how an item is treated if it is checked out, renewed, or requested. Loan policies include a wide variety of configuration options and are used in Circulation rules.

Loan policy behavior differs depending on the unit of time used for the loan period. If an item is checked out for minutes or hours, the loan is considered “short term.” If an item is checked out for days, weeks or months, the loan is considered “long term.”

Implementation considerations

You may find it beneficial to consider your current loan policies and lending rules and write policies to reflect your library’s typical loan behaviors. Loan policies are reusable in circulation rules, so you do not need to create multiples of the same type of policies to be applied to different patron groups, for example.

Before you begin configuring your loan policies, make sure you have set up your Fixed due date schedules, if you will be using schedules in your policies.

After you create your loan policies, you should test them to make sure they function as expected.

Creating a new loan policy

In the Loan policies pane, click New.
In the Create loan policy window, enter a **Policy name **in the box.
Optional: Enter a Policy description in the box.
Use the information in the following sections to help guide you in creating loan policies. Different fields are available depending on the options you select in the policy.
Click Save & close. The policy is saved and added to the Loan policies list.

Loans

Loanable. To create a non-circulating loan policy, clear the checkbox. Clearing the checkbox causes all other fields to disappear. Since loan policies are reusable, you only need to create one non-circulating policy.

Loan profile. Select the type of loan profile. Depending on your selection, you will see different fields.

Select Fixed if items loaned out during a certain period of time are to have a fixed end date. For example, use this for items loaned until the end of the semester.
Select Rolling if loans are for a defined period of time, including short term loans. For example, use this for items loaned for 28 days.

Depending on your selection for Loan Profile, you see different fields.

If you selected Fixed, you will see the following fields:

Fixed due date schedule. Select a fixed due date schedule, as configured in Settings > Circulation > Fixed due date schedules. The selected schedule determines the due date for the item. Note: Fixed due dates are only applicable for loans longer than 24 hours, and the due date/time is automatically set to 11:59 pm on the due date.

Closed library due date management. Select when the item is due if an item’s calculated due date lands in closed hours for the service point.

If an item’s loaned interval is in minutes or hours, the due date will follow the choice given in the loan policy.
If an item’s loaned interval is in days, weeks, or months, the due date will follow the choice given in the loan policy only in the case that the service point is completely closed on the day that the item would be due. When the loan is created, FOLIO will check the service point calendar; if the service point is open for any time on the day that the item is due, FOLIO will set the due time to 11:59 PM on that day.

Grace period. Enter a grace period for overdue items. If you select a grace period, the item is not overdue until after the loan due date/time plus the grace period interval. If the grace period expires and the item has not been returned, the grace period will count towards calculating an overdue or lost fee/fine. Adding a grace period to a due date follows the same logic that you chose for closed library due date management, if the grace period lands in a closed time for the service point.

Item limit. Enter an item limit for items borrowed under this policy.

If you selected Rolling, you will see the following fields:

Loan period. Select an amount of time for the loan period.

Fixed due date schedule (due date limit). Select a fixed due date schedule, as configured in Settings > Circulation > Fixed due date schedules. The schedule is used to enforce a stop point on continuing renewals. For example, you may allow students to renew items every four weeks, but want renewals to stop at the end of the semester.

Closed library due date management. Select when the item is due if an item’s calculated due date lands in closed hours for the service point.

If an item’s loaned interval is in minutes or hours, the due date will follow the choice given in the loan policy.
If an item’s loaned interval is in days, weeks, or months, the due date will follow the choice given in the loan policy only in the case that the service point is completely closed on the day that the item would be due. When the loan is created, FOLIO will check the service point calendar; if the service point is open for any time on the day that the item is due, FOLIO will set the due time to 11:59 PM on that day.

Grace period. Enter a grace period for overdue items. If you choose to have a grace period, the item is not overdue until after the loan due date/time plus the grace period interval. If the grace period expires and the item has not been returned, the grace period will count towards calculating an overdue or lost fee/fine. Adding a grace period to a due date follows the same logic that you chose for closed library due date management if the grace period lands in a closed time for the service point.

Item limit. Enter an item limit for items borrowed under this policy.

Renewals

Renewable. If you do not want to allow renewals under this policy, clear the checkbox. Clearing the checkbox causes all other fields to disappear and items are not renewable.

Unlimited renewals. Select the checkbox if you want to allow unlimited renewals.

Number of renewals allowed. If you have not selected Unlimited renewals, enter the number of renewals allowed.

Renew from. Select whether a renewed item is renewed from the Current due date or System date, the date the item is renewed on.

Renewal period different from original loan. Select the checkbox if you want renewed items to have a different loan period than the original loan period. If selected, the next two options appear.

Alternate loan period for renewals. Enter the alternate loan period for renewals.

Alternate fixed due date schedule (due date limit) for renewals. Select a fixed due date schedule, as configured in Settings > Circulation > Fixed due date schedules. The schedule is used to enforce a stop point on continuing renewals.

Request management

Determine whether you want to allow recalls and/or holds.

All of the fields in this section are optional. Note: If you leave them blank, the policy does not allow recalls or holds.

Recalls

Recall return interval. Enter an amount of time for the recall return interval. This is the period of time the patron has to return a recalled item before it becomes overdue.

Minimum guaranteed loan period for recalled items. Enter an amount of time for the minimum guaranteed loan period for recalled items. If you allow an item to be recalled, but do not have a minimum guaranteed loan period, the recall return interval effectively becomes the minimum guaranteed loan period for recalled items.

Allow recalls to extend due dates for overdue loans. Checking this box ensures that if an item is overdue, and is then recalled, that patrons aren’t suddenly assessed unexpected recall fines when they had been expecting that the item was simply overdue.

Holds

Alternate loan period at checkout for items with an active, pending hold request To shorten a loan period for an item that has a request queue, enter an amount of time. If an item is checked out and has no queue, the regular loan period is applied.

Allow renewal of items with an active, pending hold request. If you want to allow renewals on a checked out item that has hold requests, select the check box. When renewals are allowed, patrons can continue to renew the item based on the settings in the Renewals section.

Alternate loan period at renewal for items with an active, pending hold request. If you allow renewals on items with an active, pending hold request, and want to shorten the renewal loan period, enter an amount of time.

Duplicating a loan policy

In the Loan policies pane, select the loan policy you want to duplicate.
In the loan policy details pane, click Actions > Duplicate. A Create loan policy window appears with the same loan information as the policy you chose to duplicate.
Edit any of the loan information before saving the policy.
Click Save & close. The duplicate policy is saved and appears in the Loan policy pane.

Editing a loan policy

In the Loan policies pane, select the loan policy you want to edit.
In the Loan policy details pane, click Actions > Edit.
Edit the loan policy.
Click Save & close. The policy is updated.

Deleting a loan policy

In the Loan policies pane, select the loan policy you want to delete.
In the loan policy details pane, click Actions > Delete.
In the Delete Loan policy dialog, click Delete. The policy is deleted and a confirmation message appears.

Overdue fine policies

Overdue fine policies determine the amount of fines that accrue when a patron has an item checked out for longer than its loan period.

Creating an overdue fine policy

In the Overdue fine policies pane, click New.
In the New overdue fine policy window, enter an Overdue fine policy name in the box.
Optional: Enter a Description in the box.
In the Overdue fine section, enter the Overdue fine amount in the box and Select interval at which the fine accrues.
Select whether overdue fines should Count closed days/hours/minutes. If you select Yes, overdue fines continue to accrue on days the library is closed.
Enter a Maximum overdue fine amount in the box. The overdue fine will stop accruing once this amount is reached.
Select whether you want to Forgive overdue fine if item renewed. If you select Yes, overdue fines on an item will be forgiven once a patron renews the item.
Enter the Overdue recall fine amount in the box and Select interval at which the fine accrues. This fine applies when an overdue item is recalled and the patron does not return the item on time according to the recall.
Select whether to Ignore grace periods for recalls. If selected, the grace period is not applied in the case of an overdue recall.
Enter a Maximum recall overdue fine amount in the box. The recall overdue fine will stop accruing once this amount is reached.
Click Save & close. The overdue fine policy is saved and appears in the Overdue fine policies pane.

Duplicating an overdue fine policy

In the Overdue fine policies pane, select the overdue fine policy you want to duplicate.
In the overdue fine policy details pane, click Actions > Duplicate. A New overdue fine policy window appears with the same overdue fine policy information as the policy you chose to duplicate.
Edit any of the overdue fine policy information before saving the policy.
Click Save & close. The duplicate policy is saved and appears in the Overdue fine policies pane.

Editing an overdue fine policy

In the Overdue fine policies pane, select the overdue fine policy you want to edit.
In the overdue fine policy details pane, click Actions > Edit.
Edit the overdue fine policy.
Click Save & close. The overdue fine policy is updated.

Deleting a loan policy

In the Overdue fine policies pane, select the overdue fine policy you want to delete.
In the Overdue fine policy details pane, click Actions > Delete.
In the Delete Overdue fine policy dialog, click Delete. The policy is deleted and a confirmation message appears.

Lost item fee policies

Lost item fee policies determine when overdue items automatically age to lost (their Item status changes from Overdue to Lost) and the charges billed to patrons for lost items.

Creating a lost item fee policy

In the Lost item fee policies pane, click New.
In the Lost item fee policies window, enter a Lost item fee policy name in the box.
Optional: Enter a Description in the box.
In the Lost item fee section, enter the amount of time in which Items aged to lost after overdue.
Enter the amount of time in which Patron billed after aged to lost.
Enter the amount of time in which Recalled items age to lost after overdue. This setting allows libraries to set a shorter “aged to lost” period if the item has been recalled for use by other patrons. This setting must have a value in order for recalled items to age to lost.
Enter the amount of time in which Patron billed for recall after aged to lost This setting must have a value in order for patrons to be billed for recall after an item ages to lost.
Select the Charge amount for item. You can select the actual cost of the item, as indicated in the item record, or enter a set cost.
Enter a Lost item processing fee. This is an additional charge that will be added to the charge amount for the item when billed to the patron.
Select whether to Charge lost item processing fee if item declared lost by patron.
Select whether to Charge lost item processing fee if item aged to lost by system.
Enter an amount of time For lost items not charged a fee/fine, close the loan after.
Select whether If lost item returned, remove lost item processing fee.
Select whether to charge overdue fines If lost item returned or renewed.
Select whether Replacement allowed.
Select If lost item replaced, remove lost item processing fee.
Enter a Replacement processing fee amount in the box.
Enter an amount of time that No fees/fines shall be refunded if a lost item is returned more than [amount] late.
Click Save & close. The policy is saved and appears in the Lost item fee policies pane.

Duplicating a lost item fee policy

In the **Lost item fee policies **pane, select the lost item fee policy you want to duplicate.
In the lost item fee policy details pane, click Actions > Duplicate. A Lost item fee policies window appears with the same lost item fee policy information as the policy you chose to duplicate.
Edit any of the lost item fee policy information before saving the policy.
Click Save & close. The duplicate policy is saved and appears in the Lost item fee policy pane.

Editing a lost item fee policy

In the Lost item fee policies pane, select the Lost item fee policy you want to edit.
In the Lost item fee policy details pane, click Actions > Edit.
Edit the lost item fee policy.
Click Save & close. The policy is updated.

Deleting a lost item fee policy

In the Lost item fee policies pane, select the lost item fee policy you want to delete.
In the Lost item fee policy details pane, click Actions > Delete.
In the Delete Lost item fee policy dialog, click Delete. The policy is deleted and a confirmation message appears.

Patron notice policies

Patron notice policies determine which patron notice templates are sent out before, during, or after certain triggering events. Multiple notices can be set up in one policy. The patron notice policies you configure are used in Circulation rules.

Implementation considerations

Before you can set up your patron notice policies, you must first configure your Patron notice templates.

Multiple notices can be set up in one policy. Whether it makes more sense to set up one or a few notices within several policies or several notices with a few policies will vary based on each library’s needs. Additionally, patron notice policies can be associated with more than one circulation rule.

Creating a patron notice policy

In the Patron notice policies pane, click New.
In the New patron notice policy window, enter a Policy name. Note: The policy name is what you will see in Circulation rules.
To make the policy available to Circulation rules, select Active. You may want to clear the checkbox if the policy is not in use but you do not want to delete it.
Optional: Enter a Policy description.
Determine the type of notices you want to set up, and click Add notice in the particular notice section that you want to set up. See Loan notices, Request notices, and Fee/fine notices for more information.
Select a notice Template. Depending on the type of notice you are setting up, different templates will appear. Templates are created in Patron notice templates. Templates can be used more than once in a policy.
Select the Format the notice will be sent as. Currently, email is the only option.
Select the Triggering event. This event triggers the system to send a notice. Depending on the event, you might have the option to select a time period before or after.
Optional: If you selected a time-based event, the Send drop-down list appears. Select to send the request Upon/At, Before, or After the event (settings variable on the Triggering event).
Optional: If you select Before or After in the previous step, you will see the Frequency drop-down list. Select whether to send the notice One-Time or Recurring, until the event is reached.
Click Save & close. The policy is saved and appears in the Patron notice policies pane.

Loan notices triggering events

Check out. The notice is sent when items are checked out. Additionally, the notice is always sent with multiples by patron by session. The template you select must be configured for multiple loans/items.

Check in. The notice is sent when items are checked in. Additionally, the notice is always sent with multiples by patron by session. The template you select must be configured for multiple loans/items.

Item renewed. The notice is sent when items are renewed.

Loan due date/time. The notice is sent before, after, or when an item is due. Select when the notice is sent from the Send drop-down list:

To send the notice when the item is due, select Upon/At.
To send the notice before the item is due, select Before. Then, determine the Frequency of the notice. To send the notice once, before it is due, select One-Time. To send the notice multiple times before the item is due, select Recurring and enter how often the notice sends until the due date is reached.
To send the notice after the item is due, select After. Then, determine the Frequency of the notice. To send the notice once, after the item is due, select One-Time. To send the notice multiple times after the item is due, select Recurring and enter how often the notice sends until the item is returned or renewed.
Additionally, select whether you want to Send overnight with multiple loans/items by patron. Useful for long-term loans or Send throughout the day without multiple loans/items. Useful for short-term loans.

Loan due date changed. The notice is sent when an item’s due date/time is manually changed.

Item recalled. The notice is sent when an item is recalled.

Request notices triggering events

For all request notices, the system is scanned every five minutes for triggering events and sent when a triggering event is detected.

Awaiting pickup. The notice is sent when a requested item was checked in at the request service point and now it’s available and awaiting pickup.

Page request. The notice is sent when a page request is placed.

Hold request. The notice is sent when a hold request is placed.

Recall request. The notice is sent when a recall request is placed.

Cancel request. The notice is sent when a request is cancelled.

Hold shelf expiration. The notice is sent before or when the item is no longer available for pickup on the hold shelf. Select when the notice is sent from the Send drop-down list:

To send the notice when the item’s time on the hold shelf expires, select Upon/At.
To send the notice before the item’s time on the hold shelf expires, select Before. Then, determine the Frequency of the notice. To send the notice once, before its time on the hold shelf expires, select One-Time. To send the notice multiple times before the item’s time on the hold shelf expire, select Recurring and enter how often the notice sends until the hold shelf expiration is reached.

Request expiration. The notice is sent before or when the request expires. Select when the notice is sent from the Send drop-down list:

To send the notice when the request expires, select Upon/At.
To send the notice before the request expires, select Before. Then, determine the Frequency of the notice. To send the notice once, before the request expires, select One-Time. To send the notice multiple times before the request expires, select Recurring and enter how often the notice sends until the hold shelf expiration is reached.

Fee/fine notices triggering events

For all fee/fine notices, the system is scanned every five minutes for triggering events and sent when a triggering event is detected.

Overdue fine, returned. The notice is sent after or when an overdue fine is charged to a patron. The fine would be charged when the item is returned. Select when the notice is sent from the Send drop-down list:

To send the notice when the overdue fine is charged, select Upon/At.
To send the notice after the overdue fine is charged, select After. Then, determine the Frequency of the notice. To send the notice once, before the request expires, select One-Time. To send the notice multiple times before the request expires, select Recurring and enter how often the notice sends until the fee/fine is closed.

Overdue fine, renewed. The notice is sent after or when an overdue fine is charged to a patron. The fine would be charged when the item is renewed. Select when the notice is sent from the Send drop-down list:

To send the notice when the overdue fine is charged, select Upon/At.
To send the notice after the overdue fine is charged, select After. Then, determine the Frequency of the notice. To send the notice once, before the request expires, select One-Time. To send the notice multiple times before the request expires, select Recurring and enter how often the notice sends until the fee/fine is closed.

Duplicating a patron notice policy

In the Patron notice policies pane, select the patron notice policy you want to duplicate.
In the patron notice policy details pane, click Actions > Duplicate. A New patron notice policy window appears with the same patron notice policy information as the policy you chose to duplicate.
Edit any of the patron notice policy information before saving the policy.
Click Save & close. The duplicate policy is saved and appears in the Patron notice policies pane.

Editing a patron notice policy

In the Patron notice policies pane, select the patron notice policy you want to edit.
In the patron notice policy details pane, click Actions > Edit.
Edit the patron notice policy.
Click Save & close. The policy is updated.

Deleting a patron notice policy

In the Patron notice policies pane, select the patron notice policy you want to delete.
In the patron notice policy details pane, click Actions > Delete.
In the Delete Patron notice policy dialog, click Delete. The policy is deleted and a confirmation message appears.

Patron notice templates

Patron notice templates are the templates used in your Patron notice policies. Currently, patron notices can only be sent via email.

Creating a new patron notice template

In the Patron notice templates pane, click New.
In the New patron notice window, enter a Name for the notice.
Clear the Active checkbox if you do not want the notice to be available for use in notice policies.
Enter a Description.
Select a Category for the template. Categories determine which section of the notice policy the notice can be used in and which tokens are available to be used in the body of the email.
In the Email section, enter a Subject for the email sent to the patron.
Enter a Body for the email sent to the patron. Click { } to add tokens to the notice. Tokens fill in the item, loan, request, or user information based on the selected variables related to the notice event.
Optional: Click Preview to view a preview of the notice.
Click Save & close. The notice is saved and appears in the Patron notice templates pane.

Duplicating a patron notice template

In the Patron notice templates pane, select the patron notice template, you want to duplicate.
In the patron notice template details pane, click Actions > Duplicate. A New patron notice window appears with the same patron notice information as the notice you chose to duplicate.
Edit the notice name and any other details. You cannot have two notices with the same name.
Click Save & close. The duplicate notice is saved and appears in the Patron notice templates pane.

Editing a patron notice template

In the Patron notice templates pane, select the patron notice template you want to edit.
In the Patron notice template details pane, click Actions > Edit.
Edit the patron notice template.
Click Save & close. The template is updated.

Deleting a patron notice template

In the Patron notice templates pane, select the patron notice template you want to delete.
In the Patron notice template details pane, click Actions > Delete.
In the Delete Patron notice templates dialog, click Delete. The template is deleted and a confirmation message appears.

Settings > Circulation > Request cancellation reasons

When you cancel a request, you must select a cancellation reason. Use this setting to configure request cancellation reasons for your library.

Creating a new request cancellation reason

Click New.
Enter a Cancel Reason, and optionally, internal and public descriptions of the reason into the boxes.
Click Save. The reason is saved and appears in the Request cancellation reasons table.

Editing a request cancellation reason

Find the request cancellation reason you want to edit and click the Edit icon.
Edit the reason.
Click Save. The changes you made to the request cancellation reason are saved.

Deleting a request cancellation reason

Find the request cancellation reason you want to delete and click the Delete icon.
In the Delete Request cancellation reason dialog, click Delete. The reason is deleted and a confirmation message appears.

Settings > Circulation > Request policies

Request policies determine the types of requests (pages, holds, and recalls) allowed. Request policies are used in Circulation rules.

Creating a new request policy

Click New on the Request policies pane.
In the New request policy window, enter a Request policy name.
Optional: Enter a Request policy description.
Select the Request types allowed.
Click Save & close. The policy saves and appears in the Request policies list.

Editing a request policy

Find and select the request policy you want to edit.
Select Actions > Edit.
Edit the policy.
Click Save & close. The request is updated and saved.

Duplicating a request policy

Find and select the request you want to duplicate.
Select Actions > Duplicate.
Edit the policy name and any other details of the request. You cannot have two policies with the same name.
Click Save & close. The duplicate policy saves and appears in the Request policies list.

Deleting a request policy

Find and select the request you want to delete.
Select Actions > Delete.
In the Delete Request policy dialog, click Delete. A confirmation message appears confirming the request is deleted.

Docs: Vagrant boxes

Mon, 01 Jan 0001 00:00:00 +0000

If you just want to try FOLIO without installing it, you can run one of the pre-built Vagrant boxes.

If you are a developer, you can get a FOLIO installation up and running quickly using a pre-built Vagrant box. These virtual machines have a Single server installation of FOLIO running. The Stripes and Okapi services can be accessed via port forwarding. You can create new modules on the host operating system and connect them to Okapi using a host only network that allows bidirectional connections between the host and the guest operating system. Please see https://github.com/folio-org/folio-ansible/blob/r1-2021-release/doc/index.md for more information on Vagrant boxes.

Docs: Settings > Courses

Tue, 23 Feb 2021 00:00:00 +0000

Settings > Courses > Terms

Use this setting to create and manage Terms. Terms define the start and end date of a course. For example, when adding items to a course, any new item added to the course is automatically assigned the Start Date and End Date as specified in the Term. If needed, you can edit the dates by editing the reserve item.

Creating a term

Click New.
Enter a Name, Start Date, and End Date in the boxes.
Click Save. The Term is saved and appears alphabetically in the list.

Editing a term

Find the Term you want to edit and click the pencil icon.
Edit the Name, Start Date, or End Date.
Click Save. The Term is saved.

Deleting a term

Find the Term you want to delete and click the delete icon.
In the Delete Term dialog, click Delete. A confirmation message appears and the term is deleted.

Settings > Courses > Course Types

Use this setting to create and manage Course Types. Examples of Course Types include: Online, Hybrid, and In Person.

Creating a course type

Click New.
Enter a Name in the box.
Optional: Enter a Description in the box.
Click Save. The Course Type is saved.

Editing a course type

Find the Course Type you want to edit and click the pencil icon.
Edit the Name or Description.
Click Save. The Course Type is saved.

Deleting a course type

Find the Course Type you want to delete and click the delete icon.
In the Delete Course Types dialog, click Delete. A confirmation message appears and the term is deleted.

Settings > Courses > Course Department

Use this setting to create and manage Course Departments. Examples of Course Departments include: Mathematics, English, and Business.

Creating a course department

Click New.
Enter a Name in the box.
Optional: Enter a Description in the box.
Click Save. The Course Department is saved.

Editing a course department

Find the Course Department you want to edit and click the pencil icon.
Edit the **Name **or Description.
Click Save. The Course Department is saved.

Deleting a course department

Find the Course Department you want to delete and click the delete icon.
In the Delete Department dialog, click Delete. A confirmation message appears and the department is deleted.

Settings > Courses > Processing Statuses

Use this setting to create and manage Processing Statuses. These statuses are specific to the Courses app and can be used to reflect the status of a reserve item. Examples of Processing Statuses include: On Order, Cataloging, and Recalled.

Creating a processing status

Click New.
Enter a Name in the box.
Optional: Enter a Description in the box.
Click Save. The Processing Status is saved.

Editing a processing status

Find the Processing Status you want to edit and click the pencil icon.
Edit the Name or Description.
Click Save. The Processing Status is saved.

Deleting a processing status

Find the Processing Status you want to delete and click the delete icon.
In the Delete Processing Status dialog, click Delete. A confirmation message appears and the status is deleted.

Settings > Courses > Copyright Statuses

Use this setting to create and manage Copyright Statuses. These statuses are specific to the Courses app and can be used to indicate the copyright of license of a reserve item. Examples of Copyright Statuses include: Public Domain, CC BY, and CC BY-SA.

Creating a copyright status

Click New.
Enter a Name in the box.
Optional: Enter a Description in the box.
Click Save. The Copyright Status is saved.

Editing a copyright status

Find the Copyright Status you want to edit and click the pencil icon.
Edit the Name or Description.
Click Save. The Copyright Status is saved.

Deleting a copyright status

Find the Processing Status you want to delete and click the delete icon.
In the Delete Copyright Status dialog, click Delete. A confirmation message appears and the status is deleted.

Docs: Requests

Tue, 23 Feb 2021 00:00:00 +0000

The Requests app allows you to create and manage requests. Requests are holds placed on individual items.

Requests are assigned one of three Request Types:

Hold. Items currently not available but wanted when available.
Page. Items available to be pulled off the shelf.
Recall. Items currently not available but needed immediately.

Permissions

The permissions listed below allow you to interact with the Requests app and determine what you can or cannot do within the app. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, they are unable to see the Requests app or any related information.

The following are all the Requests permissions:

Requests: All permissions. This permission allows the user all request functions.
Requests: Move to new item, reorder queue. This permission allows the user to move requests from one item to another (subject to request policies).
Requests, Reorder queue. This permission allows the user to access the dedicated request queue page with reorder capabilities. It is only needed for users who need to reorder the queue. You do not need this permission to view the queue.
Requests: View. This permission allows the user to search and view request records.
Requests: View, create. This permission allows the user to create new requests and view existing records.
Requests: View, edit, cancel. This permission allows the user to view, edit and cancel requests.
Users: View requests. This permission allows the user to view requests in the Users app.

Creating a request

The procedure below details how to create requests in the Request app, but requests can also be created from the user record in the Users app or from the item record in the Inventory app.

Note: When creating a request, you should consider the following:

You cannot request an item if it has one of the following Item statuses: Aged to lost, Claimed returned, Declared lost, Lost and paid, Missing, or Withdrawn.
You can only recall an item if it has one of the following Item statuses: Awaiting delivery, Awaiting pickup, Checked out, In process, In transit, On order, or Paged.

In the Requests pane, select Actions > New.
In the Item information box, either scan the barcode of the requested item or enter the barcode and click Enter. The item is added to the request and its item information appears.
Select a Request type. The options that appear depend on the Item status of the item you are requesting.
Optional: Enter a Request expiration date. If the request is still open by the selected date, it closes and its status changes to Closed - Unfilled.
Optional: Enter any Patron comments. For example, if the patron needs the item immediately, you can note it here. Patron comments show up in the CSV report and pick slips.
In the Requester information box, either scan the requester’s barcode or enter the barcode and click Enter.
If you do not have the requester’s barcode, click Requester look-up to search for the patron:
1. In the Select User dialog, search for the requester.
2. Once you find the requester, select them from the User Search Results list. They are applied to the request and their information appears.
Select the Fulfilment preference.
Select the Pickup service point or Delivery address, depending on your selection in the previous step.
Click Save & close. The request is saved and the Request Detail pane appears. The patron receives an email notification saying their request was received by the library, if you have this notification configured.

Searching for requests

To search for requests by title, item barcode, or requester barcode, enter your search terms into the box on the Search & filter pane. You can also use the Request type, Request status, Tags, and Pickup service point filters to find requests or further limit your search.

To search for requests placed by a specific patron when you do not have their barcode available, you must look up the patron in the Users app.

Exporting your search results to CSV

After you perform a search for requests, you can save your results to a comma-separated values (CSV) file. The fields visible in the Requests results list appear in the CSV file, along with additional request and item information.

Search for requests.
In the Requests pane, select Actions > Export search results to CSV. Depending on your browser and its configurations, the file automatically downloads or you are prompted to save it.

Exporting a hold shelf clearance report

The hold shelf clearance report contains requests that expired or were cancelled while awaiting pickup. These are items that need to be cleared from the hold shelf.

Hold shelf clearance reports are specific to individual service points. Therefore, you must be signed in to the service point you want to generate the report for.

The hold shelf clearance report will include requests where

the item has a status of Awaiting pickup AND
the request has a status of Closed - Cancelled or Closed - Pickup expired AND
the item’s request queue is empty OR the top request in queue is NOT status “Open - Awaiting pickup”

If there are no items matching the report’s criteria, the option appears grayed out.

To export a hold shelf clearance report, in the Requests pane, select Actions > Export hold shelf clearance report for [your service point].

Collecting page requests

Page requests are requests for items currently available at the library. In order to fulfil the request, you need to find the item in your library and check it in using the Check in app. This begins the request process in FOLIO. Depending on your library’s workflow, you can identify the page requests that need to be collected using one of two reports: CSV export or pick slips.

Generating a page requests CSV export

The CSV export report can be used as a pick report. A pick report shows all paged items that need to be pulled from the shelves.

To create a pick report, follow these steps:

In the Search & filter pane, select Request type > Pages and Request status > Open - Not yet filled to filter the items down to open page requests.
In the Requests pane, select Actions > Export search results to CSV.
Save and open the file in a spreadsheet application.
Optional: Filter the report by Effective location to see available items within your area of responsibility.

Printing pick slips

The pick slips report generates a single slip for every paged item that needs to be pulled from the shelf. This report automatically prints only those items whose Effective location is associated with the currently selected service point. Therefore, you must be signed in to the service point you want to generate the slips for. If there are no items matching the report’s criteria, the option appears grayed out.

You can configure the information that appears on the pick slips in the Settings app.

To print pick slips, in the Requests pane, select Actions > Print pick slips for [your service point]. A print dialog appears.

Canceling a request

You can only cancel open requests. Once a request is closed, it cannot be cancelled.

Note: When cancelling a request, you should consider the following:

When a page request is cancelled and there are no other requests in the queue, its Item status changes back to Available.
If you cancel a request that has begun fulfillment (it has a Request status of Open - In transit or Open - Awaiting pickup), the Request status changes to Closed - Cancelled, but the Item status will not change until it is checked in.
If a requested item is awaiting pickup and its request is cancelled, it appears on the Hold shelf clearance report.

Find the request you want to cancel.
In the Request Detail pane, select Actions > Cancel request.
In the Confirm request cancellation dialog, select the Reason for cancellation.
Optional: Enter any additional notes on the cancellation in the Additional information for patron box. If you selected Other, then you must supply additional information.
Click Confirm. The dialog closes and the request is cancelled. The Request status is updated to Closed - Cancelled and the patron receives a cancellation notification email, if you have this notification configured.

Editing a request

You can only edit open requests. The only fields you can change on an open request are Request expiration date, Fulfillment preference, and Pickup service point. Once a request is closed, it cannot be edited.

Find the request you want to edit.
In the Request Detail pane, select Actions > Edit.
Edit the request.
Click Save & close. The request is updated.

Duplicating a request

Any open request can be duplicated, but you need to change the requester, because it is not possible to have two identical requests. Note: Duplicate requests act as any other request. They do not go to the top of the queue.

Find the request you want to duplicate.
In the **Request Detail **pane, select Actions > Duplicate. A New request window appears with the same Item information, Request information, and Requester information as the request you chose to duplicate.
Edit any of the request information before submitting the request.
Select a Pickup service point.
Click Save & close. The duplicate request appears in the Request Detail pane.

Moving a request to another item on the same instance

You can move a request from one item to another on the same instance. You may want to do this if a request item goes missing or if you need to balance request queues.

Note: If a recall request is moved to a loan item that wasn’t previously recalled, the loan will be recalled–the patron gets a recall notice, if configured, and the loan’s due date may be truncated.

Find the request you want to move.
In the Request Detail pane, select Actions > Move request.
In the Select item window, select the item you want to move the request to. If the current request type is not allowed, a Current requests type not allowed for selected item dialog appears.
Click Confirm to allow the request to be converted. A confirmation message appears and the request appears under the item you selected.

Reordering the request queue for an item

You can change a patron’s location in the request queue for an item by reordering the queue.

Find the request with the queue you want to reorder.
In the Request Detail pane, select Actions > Reorder queue.
In the Request queue window, drag the requests in the order you would like them to appear. Requests cannot be moved above a Page request in the first position, even if fulfillment has not begun.
Once you are done moving the requests, click the X to exit the Request queue window. The queue order is saved.

Adding a tag to a request

You can add a tag to any open request. Tags are included in the CSV export report, in case you want to use them for your workflow. For example, you can tag requests that were not found.

Find the request you want to tag.
In the Request Detail pane, click the tag icon.
In the Tag pane, either select a tag from the box or enter a tag.
Click the X on the Tag window to close the pane and save the tag. The tag number updates to the number of tags applied to the request.

Processing delivery requests

You may want to set up delivery requests if your library delivers items to certain patrons. For example, if your library sends items requested by faculty to their office, delivery requests will provide you with the patron’s address and the option to check the item out to the patron upon fulfillment.

Delivery must first be turned on in a patron’s user record, and they must have a default delivery address listed in their account. You can configure this setting manually or through a batch load. The steps below detail how to manually turn on delivery and process a delivery request.

Manually turning on delivery in a patron’s user record

Find the patron in the Users app.
Click Edit.
In the User record window, select Delivery under Request preferences to turn on delivery.
Select a default Fulfillment preference for the patron.
Select a Default delivery address that will be used when the patron has a delivery request. If the patron does not have an address in their user record you need to add one.
Click Save & close.

Creating a delivery request

Create a request.
If the patron does not have delivery as their default Fulfilment preference, select Delivery.
Select a Delivery address.
Click Save & close to start the request process.

Checking in a delivery request

Delivery requests are not treated any differently than items being routed to the hold shelf. The delivery request will trigger once the item is checked in at any location.

When checking in a delivery request, you have two options: check the item out to the patron or wait to process the request.

To check the item out to the patron, follow these steps:

Check in the item on the Check in app.
Optional: In the Route for delivery request dialog, if you do not want to print a request delivery slip, clear the Print slip checkbox.
To check out the item to the patron, click Close and check out. The check out window appears and the item is automatically checked out to the patron.
To end the check out session, click End Session.

To wait to process the request, follow these steps:

Check in the item on the Check in app.
Optional: In the Route for delivery request dialog, if you do not want to print a hold slip, clear the Print slip checkbox.
Click Close. The Route for delivery request dialog closes, and the Item status changes to Awaiting delivery.

Docs: Customizations

Mon, 01 Jan 0001 00:00:00 +0000

Branding Stripes

Stripes has some basic branding configurations that are applied during the build process. In the file stripes.config.js, you can configure the logo and favicon of the tenant. These parameters can be set under the branding key at the end of the file. You can add the new images in the folder tenant-assets and link to them in the configuration file. Take into account that these changes will take effect after you build the webpack for Stripes.

Okapi security

Make sure that you have secured Okapi before publishing it to the Internet. If you do not configure a super-tenant user and password for Okapi API, any user on the net could run privileged requests. The process of securing Okapi is performed with the secure-supertenant script and it is explained in the Single server deployment guides.

Additionally, it is recommended that you configure SSL certificates for Okapi in order to prevent data being sent as plain text over the Internet. Okapi does not have native HTTPS support, but you can set up a reverse proxy (e.g NGINX) that receives HTTPS requests and forwards them to Okapi. You can find more information about HTTPS on NGINX here. Also, if you are using an Ingress in Kubernetes, you can configure SSL certificates using Rancher. For more information on this process check here.

Email configuration

The module mod-email provides the role of delivering messages using SMTP server to send emails in FOLIO. It is used for sending notifications and restarting user passwords.

The mod-email module uses mod-configuration to get connection parameters. A detailed list of parameters can be found in the documentation of the module. The required configuration options are the following:

EMAIL_SMTP_HOST
EMAIL_SMTP_PORT
EMAIL_USERNAME
EMAIL_PASSWORD
EMAIL_FROM
EMAIL_SMTP_SSL

These parameters should be set in Okapi through POST requests using the name of the module: SMTP_SERVER. For example, the host configuration would look like this.

curl -X POST \
 http://localhost:9130/configurations/entries \
 -H 'Content-Type: application/json' \
 -H 'X-Okapi-Tenant: <tenant>' \
 -H 'x-okapi-token: <token>' \
 -d
   '{
     "module": "SMTP_SERVER",
     "configName": "smtp",
     "code": "EMAIL_SMTP_HOST",
     "description": "server smtp host",
     "default": true,
     "enabled": true,
     "value": "smtp.googlemail.com"
   }'

Take into account that this configuration is performed on a per tenant basis and the tenant ID is defined in the X-Okapi-Tenant header. Also, you have to be logged in as the superuser of the tenant and provide the access token in the header x-okapi-token. You can find an example of a login request (here)[https://github.com/folio-org/folio-install/tree/master/runbooks/single-server#load-mods-records].

Once you have configured the mod-email module, you should configure other modules related to the email configuration. You should configure the users module and edge-sip2. You can find a Bash script that could be used to automate this process here. Make sure that you replace all of the environment variables required for the script.

Alternatively, if you deployed FOLIO on a Kubernetes cluster, you can create a Kubernetes Job for this task. This docker project https://github.com/folio-org/folio-install/tree/kube-rancher/alternative-install/kubernetes-rancher/TAMU/deploy-jobs/create-email can be built, pushed to the image registry and executed on the cluster similarly to other scripts mentioned in the Kubernetes deployment section.

Docs: Settings > Data export

Sun, 14 Nov 2021 00:00:00 +0000

The Data export section of the Settings app is where you can configure the job profiles used in the data export process. Job profiles determine how information is exported to the MARC file that is generated as a result of the export.

The Data export app comes with a default job profile that exports only bibliographic data. Additional profiles that deliver information from the Instance, Holdings, and/or Item records can be created as needed. The mapping profiles allow you to customize the data that is used in the job profile.

The mapping and job profiles add flexibility to the data export and provide an easy way to execute a different type of export on the same data set or the same type of export on different data sets. For example, one user can export bibliographic data only and another user can export instances with appended elements of the holdings and items records using the same set of data.

Permissions

In order to interact with Data export settings, a user needs to be assigned the following permission:

Settings (data-export): display list of settings pages. This permission allows the user to set up data export profiles.

Settings > Data export > Job profiles

When exporting data, each export is associated with a job profile. The job profile provides a way of connecting a specific list of record identifiers with a field mapping profile. The field mapping profile determines how the data from FOLIO records appears in the generated MARC file.

Before you begin configuring job profiles, you should first configure your field mapping profiles. See Settings > Data export > Field mapping profiles, below, for more information.

Default export job profile

The system comes with a default job profile that is associated with the default field mapping profile. Records exported with the default job profile generate a MARC file containing information for the provided record IDs.

If you use the default job profile, simplified MARC bibliographic records are generated for instances without underlying MARC records. For instances with underlying MARC records stored in SRS, those records are used in the export.

Creating an export job profile

In the Job profiles pane, click New.
Enter a Name for the job profile.
Select a Mapping profile from the drop-down list. Field mapping profiles are created in Settings. See Settings > Data export > Field mapping profiles for more information.
Optional: Select a TCP/IP value from the drop-down list.
Optional: Enter a Description of the job profile.
Click Save & close. A confirmation message appears and the job profile is created.

Searching for an export job profile

Use the search bar to search for profiles contained in the Job profile table.

The Job profiles table contains the following columns:

Name. Name of the job profile.
TCP/IP. Transmission Control Protocol/Internet Protocol.
Updated. Date the job profile was last updated.
Updated by. User who last updated the job profile.

You can click on any column name to sort by that column.

Viewing an export job profile

To view the details of a job profile, follow these steps:

In the Job profiles pane, find the profile you want to view and select it. The export job profile details window appears.

Editing an export job profile

In the Job profiles pane, find the profile you want to edit and select it.
In the export job profile details window, click Actions > Edit.

Duplicating an export job profile

In the Job profiles pane, find the profile you want to duplicate and select it.
In the export job profile details window, click Actions > Duplicate.

Deleting an export job profile

In the Job profiles pane, find the job profile you want to delete and select it.
In the export job profile details window, click Actions > Delete.
In the Delete job profile dialog, click Delete. A confirmation message appears and the job profile is deleted.

Settings > Data export > Field mapping profiles

The system comes with a default field mapping profile that is associated with the default job profile. The field mapping profile determines how the data from FOLIO records appears in the generated MARC file.

Creating an export field mapping profile

In the Field mapping profiles pane, click New.
In the New field mapping profile window, enter a Name for the field mapping profile.
Select an Output format from the drop-down list. MARC is the only option.
Select as many FOLIO record types that apply by selecting the checkbox next to the option: Source record storage (entire record), Inventory instance (selected fields), Holdings, and/or Item. You must select at least one option.
Optional: Enter a Description for the field mapping profile.
Optional: To add a transformation, click Add transformations and follow these steps:
1. In the Select transformations dialog, use the search box and filters to find the transformations you want to add to the field mapping profile.
2. For every transformation you want to add, select the checkbox next to it and fill out the field number, indicators, and subfield boxes.
3. Once you have added all transformations, click Save & close. A confirmation message appears and the transformations are added to the field mapping profile.

Click Save & close. A confirmation message appears and the field mapping profile is created.

Searching for an export field mapping profile

Use the search bar to search for profiles contained in the Field mapping profiles table.

The Field mapping profiles table contains the following columns:

Name. Name of the job profile.

FOLIO record type. The types of records included in the export: Source record storage (entire record), Instance, Holdings, and/or Item.

Format. Format of the exported record.

Updated. Date the field mapping profile was last updated.

Updated by. User or system who last updated the field mapping profile.

You can click on any column name to sort by that column.

Viewing an export field mapping profile

To view the details of a field mapping profile, follow these steps:

In the Field mapping profiles pane, find the profile you want to view and select it. The field mapping profile details window appears.

Editing an export field mapping profile

In the Field mapping profiles pane, find the profile you want to edit and select it.

In the field mapping profile details window, click Actions > Edit.

Make your changes to the profile.

Click Save & close. A confirmation message appears and the field mapping profile is updated.

Duplicating an export field mapping profile

In the Field mapping profiles pane, find the profile you want to duplicate and select it.

In the field mapping profile details window, click Actions > Duplicate.

In the New field mapping profile window, make your desired changes to the duplicated policy.

Click Save & close. A confirmation message appears and the field mapping profile is created.

Deleting an export field mapping profile

In the Field mapping profiles pane, find the profile you want to delete and select it.

In the field mapping profile details window, click Actions > Delete.

In the Delete mapping profile dialog, click Delete. A confirmation message appears and the field mapping profile is deleted.

Docs: Settings > Data import

Sun, 14 Nov 2021 00:00:00 +0000

The Data export section of the Settings app is where you can configure the source and structure of the import files, map incoming records to existing records, configure the types of action to be taken on an import (creating new records, updating existing records, etc.), and define ways to transform the data and map data to particular fields (add a value to the information to the incoming record when importing such as a proxy).

It is recommended that you configure the Data import settings in the following order:

Field mapping profile

Action profile

Match profile

Job profile

Permissions

In order to interact with Data import settings, a user needs to be assigned the following permission:

Settings (Data import): Can view, create, edit, and remove. This permission allows the user to see and use the Data import settings.

Note: This is the only permission available for Data import settings. You are unable to view and access Data import settings if you do not have this permission assigned to you. You can assign permissions to users in the Users app.

Settings > Data import > Job profiles

Job profiles define the type of import at the highest level. A job profile contains all of the steps needed to complete an individual data import job: field mapping, action, and matching.

Creating an import job profile

In the Job profiles pane, click Actions > New job profile.

In the New job profile window, enter a Name for the job profile.

Select the Accepted data type: MARC or EDIFACT. This is the accepted format of the imported record.

Optional: Enter a Description of the job profile.

In the Overview accordion, you can add or remove Match Profiles and Action Profiles. When you add a Match Profile, you repeat this process for when matches are found and when non-matches are found. Using this, you can nest several Match Profiles together to enable matching on multiple data fields. Any Action Profile or Match Profile you wish to add must already exist before adding them to the Job Profile.

Click Save as profile & Close. A confirmation message appears and the job is created.

Searching for an import job profile

Use the search bar to search for job profiles contained in the Job profile table.

The Job profiles table contains the following columns:

Name. Name of the job profile.

Tags. Any tags assigned to the job profile

Updated. Date the job profile was last updated.

Updated by. User who last updated the job profile.

You can click on any column name to sort by that column.

Viewing an import job profile

To view the details of a job profile, follow these steps:

In the Job profiles pane, find the profile you want to view and select it. The import job profile details window appears.

Editing an import job profile

In the Job profiles pane, find and select the job profile you want to edit.

In the job profile details pane, click Actions > Edit.

Make your desired changes to the job profile.

Click Save as profile & Close. A confirmation message appears and the job profile is updated.

Duplicating an import job profile

In the Job profiles pane, find and select the job profile you want to duplicate.

In the job profile details pane, click Actions > Duplicate.

In the New job profile window, make your desired changes.

Click Save as profile & Close. A confirmation message appears and the duplicate job profile is created.

Deleting an import job profile

In the Job profiles pane, find and select the job profile you want to delete.

In the job profile details pane, click Actions > Delete.

In the Delete job profile dialog, click Delete. A confirmation message appears and the job profile is deleted.

Adding a tag to an import job profile

In the Job profiles pane, find and select the job profile you want to tag.

In the job profile details pane, click Tags.

In the Tags box, either select a tag or enter a tag. The tag is automatically applied to the job.

Exporting an import job profile

Exporting an import job profile is not implemented at this time.

Settings > Data import > Match profiles

Match profiles define the match between an incoming record and existing record. Match profiles can be used for multiple job profiles.

Before creating a match profile, you should first create action profiles and field mapping profiles.

Creating an import match profile

In the Match profiles pane, click Actions > New match profile.

In the New match profile window, enter a Name for the match profile.

Optional: Enter a Description of the match profile.

In the Details section, select the format of the incoming record, then select the format of the existing record to which you are matching.

In the Match criteria section, select the field to match from the incoming record and the corresponding field to match on in the existing record.

Click Save as profile & Close. A confirmation message appears and the match profile is created.

Searching for an import match profile

Use the search bar to search for match profiles contained in the Match profile table.

The Match profiles table contains the following columns:

Name. Name of the match profile.

Match. The match contained within the match profile.

Tags. Any tags assigned to the match profile

Updated. Date the match profile was last updated.

Updated by. User who last updated the match profile.

You can click on any column name to sort by that column.

Viewing an import match profile

To view the details of a match profile, follow these steps:

In the Match profiles pane, find the profile you want to view and select it. The match profile details window appears.

Editing an import match profile

In the Match profiles pane, find and select the match profile you want to edit.

In the match profile details pane, click Actions > Edit.

Make your desired changes to the match profile.

Click Save as profile & Close. A confirmation message appears and the match profile is updated.

Duplicating an import match profile

In the Match profiles pane, find and select the match profile you want to duplicate.

In the match profile details pane, click Actions > Duplicate.

In the New match profile window, make your desired changes.

Click Save as profile & Close. A confirmation message appears and the duplicate match profile is created.

Deleting an import match profile

In the Match profiles pane, find and select the match profile you want to delete.

In the match profile details pane, click Actions > Delete.

In the Delete match profile dialog, click Delete. A confirmation message appears and the match profile is deleted.

Exporting an import match profile

Exporting an import match profile is not implemented at this time.

Settings > Data import > Actions profiles

Action profiles define specific actions to take on import with the incoming records and/or existing records.

Before creating an action profile, you should first create field mapping profiles.

Creating an import action profile

In the Action profiles pane, click Actions > New action profile.

In the New action profile window, enter a Name for the profile.

Optional: Enter a Description of the profile.

In the Action drop-down list, select one of the following:

Create. Select to create a new record.

Update. Select to update an existing record.

Modify. Select to modify the incoming record prior to either creating or updating a record. Use for incoming MARC records only.

In the FOLIO record type drop-down list, select the record type that results from the action selected.

Optional: To associate a field mapping profile with the action profile, click Link Profile. This field mapping profile must already exist to link to it. An action profile can only be linked to one field mapping profile. If an action profile is edited, those edits are reflected in all field mapping and job profiles where the action profile is used.

In the Select Field Mapping Profiles dialog, use the search box to find the field mapping profile you want to add to the action profile.

Click the field mapping profile to select it. The field mapping profile is added to the action profile.

Click Save as profile & Close. A confirmation message appears and the action profile is saved.

Searching for an import action profile

Use the search bar to search for action profiles contained in the Action profile table.

The Action profiles table contains the following columns:

Name. Name of the action profile.

Action. The action contained within the action profile.

Tags. Any tags assigned to the action profile

Updated. Date the action profile was last updated.

Updated by. User who last updated the action profile.

You can click on any column name to sort by that column.

Viewing an import action profile

To view the details of a match profile, follow these steps:

In the Action profiles pane, find the profile you want to view and select it. The action profile details window appears.

Editing an import action profile

In the Action profiles pane, find and select the action profile you want to edit.

In the action profile details pane, click Actions > Edit.

Make your desired changes to the match profile.

Click Save as profile & Close. A confirmation message appears and the match profile is updated.

Duplicating an import action profile

In the Action profiles pane, find and select the action profile you want to duplicate.

In the action profile details pane, click Actions > Duplicate.

In the New action profile window, make your desired changes.

Click Save as profile & Close. A confirmation message appears and the duplicate action profile is created.

Deleting an import action profile

In the Action profiles pane, find and select the action profile you want to delete.

In the action profile details pane, click Actions > Delete.

In the Delete action profile dialog, click Delete. A confirmation message appears and the action profile is deleted.

Exporting an import action profile

Exporting an import action profile is not implemented at this time.

Adding a tag to an import action profile

In the Action profiles pane, find and select the action profile you want to tag.

In the action profile details pane, click Tags.

In the Tags box, either select a tag or enter a tag. The tag is automatically applied to the profile.

Settings > Data import > Field mapping profiles

Field mapping profiles map fields of the incoming records to FOLIO according to the actions associated with that field mapping.

Creating an import field mapping profile

In the Field mapping profiles pane, click Actions > New field mapping profile.

In the New field mapping profile window, enter a Name for the field mapping profile.

Select an Incoming record type from the drop-down list: MARC Bibliographic or EDIFACT invoice.

Select a FOLIO record type from the drop-down list: Instance, Holdings, Item, Invoice, or MARC Bibliographic. Depending on your selection, different options appear. The field mapping details are designed to mimic the FOLIO record’s create/edit screen as much as possible. However individual fields may be populated with a reference to a particular field in the incoming record, a default value, or a combination of both. See the sections below for more information.

Optional: Enter a Description for the field mapping profile.

Optional: To link action profiles to the field mapping profile, under Associated action profiles, click Link Profile, and follow these steps:

In the Select Action Profiles dialog, use the search box to find the action profiles you want to associate with the field mapping profile.

Select the checkboxes next to the action profiles and click **Save**. The action profiles are added to the field mapping profile.

Click Save & close. A confirmation message appears and the field mapping profile is created.

Instance

Note: Inactive fields cannot be mapped because they are controlled by the system or by the library’s MARC-Instance mapping profile

In the Field mapping - Instance section, fill in the applicable fields. For more information on the fields, see Creating an instance record manually in FOLIO.

Holdings

In the Field mapping - Holdings section, fill in the applicable fields. For more information on the fields, see Adding holdings to a record.

Item

In the Field mapping - Item section, fill in the applicable fields. For more information on the fields, see Adding an item to a record.

Invoice

In the Field mapping - Invoice section, fill in the applicable fields. Required fields are marked with an asterisk (*). For more information on the fields, see Creating an invoice.

MARC Bibliographic

Select the Field mappings for MARC from the drop-down list: Modifications or Updates.

If you selected Modifications, follow these steps:

In the Field mapping - MARC Bibliographic - Modifications section, in the Action column, select the modification you want to occur: Add, Delete, Edit, or Move.

Enter a MARC Field in the box.

Optional: By default, the Indicators and Subfield fields are populated with the asterisk (\*) wildcard, which includes all data within those fields. If needed, you can update these fields with specific data.

Select a Subaction from the drop-down list. The Subaction options vary spending on the Action you selected. Fill out any fields that appear that are associated with the subaction.

If you selected Add or Edit as the Action, enter Data into the box.

To add another field mapping, click the + and repeat steps a-e.

To delete a field mapping, click the trash can icon.

If you selected Updates, follow these steps:

If updates should only affect specific fields, In the Field mapping - MARC Bibliographic - Modifications section, click Add field and fill in the Field, In.1, In.2, and Subfield boxes. To add another field, click the +. To delete a field, click the trash can icon.

If any protected field should be updated by the profile, select the checkboxes in the Override column for each field that you want to update.

Searching for an import field mapping profile

Use the search bar to search for field mapping profiles contained in the Field mapping profile table.

The Field mapping profiles table contains the following columns:

Name. Name of the field mapping profile.

FOLIO record type. The record type affected by the field mapping profile.

Tags. Any tags assigned to the actifield mapping on profile

Updated. Date the action field mapping was last updated.

Updated by. User who last updated the field mapping profile.

You can click on any column name to sort by that column.

Viewing an import field mapping profile

To view the details of a field mapping profile, follow these steps:

In the Field mapping profiles pane, find the profile you want to view and select it. The field mapping profile details window appears.

Editing an import field mapping profile

In the Field mapping profiles pane, find the profile you want to edit and select it.

In the field mapping profile details window, click Actions > Edit.

Make your changes to the profile.

Click Save & close. A confirmation message appears and the field mapping profile is updated.

Duplicating an import field mapping profile

In the Field mapping profiles pane, find the profile you want to duplicate and select it.

In the field mapping profile details window, click Actions > Duplicate.

In the New field mapping profile window, make your desired changes to the duplicated policy.

Click Save & close. A confirmation message appears and the field mapping profile is created.

Deleting an import field mapping profile

In the Field mapping profiles pane, find the profile you want to delete and select it.

In the field mapping profile details window, click Actions > Delete.

In the Delete mapping profile dialog, click Delete. A confirmation message appears and the field mapping profile is deleted.

Exporting an import field mapping profile

Exporting an import action profile is not implemented at this time.

Adding a tag to an import field mapping profile

In the Field mapping profiles pane, find the profile you want to tag and select it.

In the field mapping profile details window, click Tags.

In the Tags box, either select a tag or enter a tag. The tag is automatically applied to the profile.

Settings > Data import > File extensions

Use File extensions to configure which file formats are allowed for import and which are blocked and cannot be imported. For example, you may want to block .mrk files from import. If a file has an extension that isn’t in the list, the file can be uploaded and import is attempted. If there are problems with the file structure or data, the import fails, and that is reflected in the Data import log.

Adding a new file extension

In the File extensions pane, click Actions > New file extension.

In the New file extension mapping window, enter a Description of the file extension.

Enter the File extension in the box.

Optional: If the extension is to be blocked from import, select Block import.

In the Data type(s) field, select the data types to which the extension applies: MARC and/or EDIFACT.

Click Save as file extension & Close. A confirmation message appears and the file extension is added.

Searching for a file extension

Use the search bar to search for file extensions contained in the File extensions table.

The File extensions table contains the following columns:

Extension. The file extension.

Block import. Whether an import of the file extension is allowed or blocked.

Data type(s). The data type associated with the file extension.

You can click on any column name to sort by that column.

Viewing a file extension

To view the details of a file extension profile, follow these steps:

In the File extensions pane, find the file extension you want to view and select it. The file extension details window appears.

Editing a file extension

In the File extensions pane, find the file extension you want to edit and select it.

In the file extension details pane, click Actions > Edit.

Make your desired changes to the file extension.

Click Save as file extension & Close. A confirmation message appears and the file extension is updated.

Deleting a file extension

In the File extensions pane, find the file extension you want to delete and select it.

In the file extension details pane, click Actions > Delete.

In the Delete file extension dialog, click Delete. A confirmation message appears and the file extension is deleted.

Settings > Data import > MARC field protection

Use this setting to protect all or part of a particular MARC field from updates when new copies of MARC records are imported.

Field protection differs for repeatable and non-repeatable fields. If the field is repeatable, the existing field is retained and a new field is created with the new data. If the field is non-repeatable, the existing field is retained and the updated data is discarded.

Adding a MARC field protection

The asterisk (*) is the only available wildcard. When used, it means anything.

In the MARC field protection pane, click New.

Enter the Field.

If you want to protect all data within that field, regardless of Indicator, Subfield, and Data, leave an asterisk (*) in each field, otherwise fill in the fields.

Click Save. The MARC field is added to the table.

Editing a MARC field protection

In the MARC field protection pane, click the pencil icon in the row of the field you want to edit.

Make your desired edits.

Click Save. The MARC field is updated.

Deleting a MARC field protection

In the MARC field protection pane, click the trash can icon in the row of the field you want to delete.

In the Delete MARC field protection dialog, click Delete. A confirmation message appears and the MARC field protection is deleted.

Docs: Settings > eHoldings

Mon, 26 Jul 2021 00:00:00 +0000

The eHoldings section of the Settings app is where you establish your root proxy server, create access status types and custom labels, assign users, and enter API credentials to call the EBSCO KB API (Holdings IQ). Note: Assign users is only applicable to multiple libraries in a single tenant (e.g. Five Colleges).

Permissions

In order to interact with eHoldings settings, a user needs to be assigned the following permissions:

Settings (eHoldings): Can create, edit, and view knowledge base credentials. This permission allows the user to create, view, and edit knowledge base API credentials.

Settings (eHoldings): Can delete knowledge base credentials. This permission allows the user to delete knowledge base API credentials. This action should only be done if the library is no longer subscribed to EBSCO KB.

Settings (eholdings): Can create, edit, view, and delete custom labels. This permission allows the user to create, view, edit, and delete custom labels that display on a title-package (aka resource) record.

Settings (eholdings): Can view custom labels. This permission allows the user to view custom labels in settings.

Settings (eholdings): Can create, edit, view, and delete access status types. This permission allows the user to create, view, edit, and delete a list of access status types that display on a selected package and title-package (aka resource) record.

Settings (eholdings): Can create, edit, and view access status types. This permission allows the user to create, view, and edit a list of access status types that display on a selected package and title-package (aka resource) record.

Settings (eholdings): Can view access status types. This permission allows the user to view a list of access status types that display on a selected package and title-package (aka resource) record.

Settings (eHoldings): Configure root proxy setting. This permission allows the user to edit the root proxy selection.

Settings (eHoldings): Display list of settings pages. This permission allows the user to view Settings (eholdings) pages.

Settings > eHoldings > Root proxy

The root proxy server establishes the proxy for all links and resources in eHoldings currently set to inherit the root proxy selection.

Note for EBSCO KB API customers: Access EBSCOAdmin to setup and maintain proxies.

Select the root proxy server from the drop-down list.

Click Save. A confirmation message appears and the root proxy server is saved.

Settings > eHoldings > Custom labels

Use this setting to create up to five custom labels. Custom labels allow your library to have additional customizable fields within title records. The labels you create here are displayed across all title records, but the information in each label’s field can be supplied and edited from within the title record. If created, custom labels appear within selected title records in the eHoldings app.

Creating a custom label

Enter a title for your custom label into a Display label box.

If you want the label to show on the publication finder and/or full text finder, select the checkbox next to each option.

Click Save. A confirmation message appears and the labels are saved.

Repeat steps 1-3 for up to five custom labels.

Editing a custom label

Make your changes to the Display label box.

Click Save. A confirmation message appears and the label is updated. The label changes across all selected title records in eHoldings.

Deleting a custom label

Remove the text from a Display label box.

Click Save. A confirmation message appears and the label is updated. The label is removed from all selected title records in eHoldings.

Settings > eHoldings > Access status types

Access status type is a customizable drop-down list that appears within selected package and title records in the eHoldings app. The drop-down list can be customized to indicate the various ways a resource might be accessible, for example, Evidence Based Acquisition (EBA), open access, or trial subscriptions. If created, the Access status type drop-down list appears in the Package settings section in selected package records and the Resource settings section in selected title records.

Creating an access status type

Click New.

Enter a name for the Access Status Type.

Optional: Enter a Description of the access status type.

Click Save. The access status type is saved.

Editing an access status type

Find the access status type you want to edit and click the pencil icon in the Actions column.

Make your desired changes.

Click Save.

Deleting an access status type

Note: Access status types can only be deleted if they aren’t assigned to any records. The trash can icon doesn’t appear otherwise.

Find the access status type you want to edit and click the trash can icon in the Actions column.

In the Delete access status type dialog, click Delete. A confirmation message appears and the access status type is deleted.

Settings > eHoldings > Assigned users

Use this setting only if your library is planning to have multiple EBSCO KBs configured. If your library has access to multiple KBs, eHoldings needs to know to which KB to grant a user access, so users need to be assigned to a KB. Users are configured in the Users app.

Assigning a user

Click Assign users.

In the Select User dialog, enter the user’s name or a portion of their name into the search box in the User Search pane, and click Search. User Search Results appear.

Optional: Filter results by Status or by Patron group.

Select the desired user by clicking on the user’s name. The user is assigned.

Unassigning a user

Find the user you want to unassign.

Click the trash can icon in the row of the user.

In the Unassign a user from a knowledge base dialog, click Unassign. The user is unassigned and removed from the assigned users table.

Docs: Settings > Finance

Mon, 10 May 2021 00:00:00 +0000

The Finance section of the Settings app is where you establish and specify the categories you want to use to classify the different fund types that will be used during a fiscal year.

Permissions

In order to interact with Finance settings, a user needs to be assigned the following permission:

Settings (Finance): Can view and edit settings. This permission allows the user to view, create, edit, and delete all finance settings.

Note: This is the only permission available for Finance settings. With some other Finance permissions, the user is able to view the settings, but they are unable to create, edit, or delete the settings. You can assign permissions to users in the Users app.

Settings > Finance > Fund types

A fund type is a categorization to help distinguish between the purpose of the different funds. You can use fund types to track the types of items funds are applied to, such as gifts, endowments, and exchanges. You need to first add the fund types in the Settings app in order to assign them to funds as fund types are created within the system. Fiscal year rollover of funds is often defined by fund type, so definition of the type values should consider future fiscal year rollover requirements.

For more information on adding funds and fund information, see Creating a new fund.

Creating a new fund type

Click New.

Enter a fund type Name in the box.

Click Save. The fund type is saved and appears in the Fund types list.

Editing a fund type

Find the fund type you want to edit and click the pencil icon.

Edit the Name.

Click Save. The fund type is updated.

Deleting a fund type

Find the fund type you want to delete. Click the trash can icon.

In the Delete Fund type dialog, click Delete. A confirmation message appears and the fund type is deleted.

Settings > Finance > Expense classes

Expense classes allow you to track spending by defined categories within a fund. They enable tracking and reporting by the classes defined in this setting. For example, you may want to track spending based on order format (electronic vs print). When an order or invoice is created, both the fund and the expense class can be selected by the user.

For more information on adding funds and fund information, see Creating a new fund.

Creating a new expense class

Click New.

Enter a category Name, Code, and External account number extension in the boxes.

Name. The name to designate the expense class.

Code. Self-created, based on name, a unique identifier for the expense class.

External account number extensions. The financial account listing outside of the system linked to the expense class. For example, 01.

Click Save. The expense class is saved and appears in the Expense class list.

Editing an expense class

Find the expense class you want to edit and click the pencil icon.

Edit the Name, Code, or External account number extension.

Click Save. The expense class is updated.

Deleting an expense class

Find the expense class you want to delete. Click the trash can icon.

In the Delete Expense class dialog, click Delete. A confirmation message appears and the expense class is deleted.

Docs: Settings > Inventory

Wed, 27 Oct 2021 00:00:00 +0000

The Inventory section of Setting allows you to customize your Inventory app.

Permissions

Each setting within Inventory has its own permission associated with it. If a user has one of the below permissions assigned to their user record, they will be able to view and interact with that particular setting. You can assign permissions to users in the Users app.

The following are all the Inventory Settings permissions presented in the order the configurations appear in the Settings app:

Settings (Inventory): Create, edit, delete alternative title type. This permission allows the user to create, read, update, and delete alternative title types.

Settings (Inventory): Create, edit, delete classification identifier types. This permission allows the user to create, read, update, and delete identifier types.

Settings (Inventory): Create, edit, delete contributor types. This permission allows the user to create, read, update, and delete contributor types.

Settings (Inventory): Create, edit, delete formats. This permission allows the user to create, read, update, and delete formats.

Settings (Inventory): Create, edit, delete instance note types. This permission allows the user to create, read, update, and delete instance note types.

Settings (Inventory): Create, edit, delete instance status types. This permission allows the user to create, read, update, and delete instance status types.

Settings (Inventory): Create, edit, delete locally defined modes of issuance. This permission allows the user to create, read, update, and delete modes of issuance.

Settings (Inventory): Create, edit, delete nature of content. This permission allows the user to create, read, update, and delete natures of content.

Settings (Inventory): Create, edit, delete resource identifier types. This permission allows the user to create, read, update, and delete resource identifier types.

Settings (Inventory): Create, edit, delete locally defined resource types. This permission allows the user to create, read, update, and delete locally defined resource types.

Settings (Inventory): Create, edit, delete holdings note types. This permission allows the user to create, read, update, and delete holdings note types.

Settings (Inventory): Create, edit, delete holdings sources. This permission allows the user to create, read, update, and delete holdings sources.

Settings (Inventory): Create, edit, delete holdings types. This permission allows the user to create, read, update, and delete holdings types.

Settings (Inventory): Create, edit, delete ILL policies. This permission allows the user to create, read, update, and delete ILL policies.

Settings (Inventory): Create, edit, delete item note types. This permission allows the user to create, read, update, and delete item note types.

Settings (Inventory): Create, edit, delete loan types. This permission allows the user to create, read, update, and delete loan types.

Settings (Inventory): Create, edit, delete material types. This permission allows the user to create, read, update, and delete material types.

Settings (Inventory): Edit fast add settings. This permission allows the user to edit fast add settings.

Settings (Inventory): Create, edit and delete HRID handling. This permission allows the user to create, read, update, and delete HRID handlings.

Settings (Inventory): Create, edit, delete statistical code types. This permission allows the user to create, read, update, and delete statistical code types.

Settings (Inventory): Create, edit, delete statistical codes. This permission allows the user to create, read, update, and delete statistical codes.

Settings (Inventory): Create, edit, delete URL relationships. This permission allows the user to create, read, update, and delete URL relationships.

Settings (Inventory): Create, edit, delete call number types. This permission allows the user to create, read, update, and delete call number types.

Settings (Inventory): Display list of settings pages. This permission allows the user to

Settings > Inventory > Alternative title types

Use this setting to create and manage alternative title types. Alternative titles types appear in the Type drop-down list when you add an alternative title to an instance record. FOLIO provides alternative title types by default, which can be edited or deleted.

Creating an alternative title type

Click New.

Enter a Name in the box.

Click Save. The Alternative title type is saved.

Editing an alternative title type

Find the alternative title type you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Alternative title type is saved.

Deleting an alternative title type

Find the alternative title type you want to edit and click the delete icon.

In the Delete Alternative title type dialog, click Delete. A confirmation message appears and the Alternative title type is deleted.

Settings > Inventory > Classification identifier types

Use this setting to create and manage classification identifier types. Classification identifier types appear in the Classification identifier type drop-down list when you add a classification to an instance record. FOLIO provides identifier types by default, but the default values cannot be edited or deleted. However, you can add your own local identifier types.

Creating a classification identifier type

Click New.

Enter a Name in the box.

Click Save. The Classification identifier type is saved.

Editing a classification identifier type

Note: You can only edit local classification identifier types. Default FOLIO identifier types cannot be edited.

Find the classification identifier type you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Classification identifier type is saved.

Deleting a classification identifier type

Note: You can only delete local classification identifier types. Default FOLIO identifier types cannot be deleted.

Find the classification identifier type you want to edit and click the delete icon.

In the Delete Classification identifier type dialog, click Delete. A confirmation message appears and the Classification identifier type is deleted.

Settings > Inventory > Contributor types

Use this setting to create and manage contributor types. Contributor types appear in the Type drop-down list when you add a contributor to an instance record. FOLIO provides MARC relator terms by default, but the relator terms cannot be edited or deleted. However, you can add your own local contributor types.

Creating a contributor type

Click New.

Enter a Name in the box.

Enter a code in the box.

Click Save. The Contributor type is saved.

Editing a contributor type

Note: You can only edit local Contributor types. Default MARC relator types cannot be edited.

Find the contributor type you want to edit and click the pencil icon.

Edit the Name or code.

Click Save. The Contributor type is saved.

Deleting a contributor type

Note: You can only delete local Contributor types. Default MARC relator types cannot be deleted.

Find the contributor type you want to edit and click the delete icon.

In the Delete Contributor type dialog, click Delete. A confirmation message appears and the Contributor type is deleted.

Settings > Inventory > Formats

Use this setting to create and manage formats. Formats appear in the Format drop-down list when you add a format to an instance record. FOLIO provides RDA carrier terms by default, but the carrier terms cannot be edited or deleted. However, you can add your own local formats. Format also appears as an instance search filter.

Creating a format

Click New.

Enter a Name in the box.

Enter a code in the box.

Click Save. The Format is saved.

Editing a format

Note: You can only edit local Formats. Default RDA carrier formats cannot be edited.

Find the format you want to edit and click the pencil icon.

Edit the Name or code.

Click Save. The Format is saved.

Deleting a format

Note: You can only delete local Formats. Default RDA carrier formats cannot be deleted.

Find the format you want to edit and click the delete icon.

In the Delete Format dialog, click Delete. A confirmation message appears and the Format is deleted.

Settings > Inventory > Instance note types

Use this setting to create and manage instance note types. Instance note types appear in the Note type drop-down list when you add a note to an instance record. FOLIO provides note types by default, which can be edited or deleted.

Creating an instance note type

Click New.

Enter a Name in the box.

Click Save. The Instance note type is saved.

Editing an instance note type

Find the instance note type you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Instance note type is saved.

Deleting an instance note type

Find the instance note type you want to edit and click the delete icon.

In the Delete Instance note type dialog, click Delete. A confirmation message appears and the Instance note type is deleted.

Settings > Inventory > Instance status types

Use this setting to create and manage instance status types. Instance status types appear in the Instance status term drop-down list in the Administrative data section of an instance record. FOLIO provides status types by default, which can be edited or deleted.

Creating an instance status type

Click New.

Enter a Name in the box.

Enter a code in the box.

Click Save. The Instance status type is saved.

Editing an instance status type

Find the instance status type you want to edit and click the pencil icon.

Edit the Name or Code.

Click Save. The Instance status type is saved.

Deleting an instance status type

Find the instance status type you want to edit and click the delete icon.

In the Delete Instance status type dialog, click Delete. A confirmation message appears and the Instance status type is deleted.

Settings > Inventory > Modes of issuance

Use this setting to create and manage modes of issuance. Modes of issuance appear in the Mode of issuance drop-down list in the Administrative data section of an instance record. FOLIO provides RDA modes of issuance by default, but the modes of issuance cannot be edited or deleted. However, you can add your own local modes of issuance. Mode of issuance also appears as an instance search filter.

Creating a mode of issuance

Click New.

Enter a Name in the box.

Click Save. The Mode of issuance is saved.

Editing a mode of issuance

Note: You can only edit local and FOLIO Modes of issuance. Default RDA Modes of issuances cannot be edited.

Find the mode of issuance you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Mode of issuance is saved.

Deleting a mode of issuance

Note: You can only delete local and FOLIO Modes of issuance. Default RDA Modes of issuances cannot be deleted.

Find the mode of issuance you want to edit and click the delete icon.

In the Delete Mode of issuance dialog, click Delete. A confirmation message appears and the Mode of issuance is deleted.

Settings > Inventory > Nature of content

Use this setting to create and manage nature of content terms. Nature of content terms appear in the Nature of content term drop-down list when you add a nature of content to an instance record. FOLIO provides nature of content terms by default, but the terms cannot be edited or deleted. However, you can add your own local nature of content terms. Nature of content also appears as an instance search filter.

Creating a nature of content

Click New.

Enter a Name in the box.

Click Save. The Nature of content is saved.

Editing a nature of content

Note: You can only edit local Nature of contents. Default FOLIO Nature of contents cannot be edited.

Find the nature of content you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Nature of content is saved.

Deleting a nature of content

Note: You can only delete local natures of contents. Default RDA Modes of issuances cannot be deleted.

Find the nature of content you want to edit and click the delete icon.

In the Delete Nature of content term dialog, click Delete. A confirmation message appears and the Nature of content is deleted.

Settings > Inventory > Resource identifier types

Use this setting to create and manage resource identifier types. Resource identifier types appear in the Type drop-down list when you add an identifier to an instance record. FOLIO provides identifier types by default, but the identifier types cannot be edited or deleted. However, you can add your own local identifier types.

Creating a resource identifier type

Click New.

Enter a Name in the box.

Click Save. The Resource identifier type is saved.

Editing a resource identifier type

Note: You can only edit local Resource identifier types. Default FOLIO Resource identifier types cannot be edited.

Find the resource identifier type you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Resource identifier type is saved.

Deleting a resource identifier type

Note: You can only delete local Resource identifier types. Default FOLIO Resource identifier types cannot be deleted.

Find the resource identifier type you want to edit and click the delete icon.

In the Delete Resource identifier type dialog, click Delete. A confirmation message appears and the Resource identifier type is deleted.

Settings > Inventory > Resource types

Use this setting to create and manage resource types. Resource types appear in the Resource type drop-down list in the Descriptive data section of an instance record. FOLIO provides RDA content terms by default, but the content terms cannot be edited or deleted. However, you can add your own local resource types. Resource type also appears as an instance search filter.

Creating a resource type

Click New.

Enter a Name in the box.

Enter a code in the box.

Click Save. The Resource type is saved.

Editing a resource type

Note: You can only edit local Resource types. Default RDA content types cannot be edited.

Find the resource type you want to edit and click the pencil icon.

Edit the Name or code.

Click Save. The Resource type is saved.

Deleting a resource type

Note: You can only delete local Resource types. Default RDA content types cannot be deleted.

Find the resource type you want to edit and click the delete icon.

In the Delete Resource type dialog, click Delete. A confirmation message appears and the Resource type is deleted.

Settings > Inventory > Holdings note types

Use this setting to create and manage holdings note types. Instance note types appear in the Note type drop-down list when you add a note to a holdings record. FOLIO provides note types by default, which can be edited or deleted.

Creating a holdings note type

Click New.

Enter a Name in the box.

Click Save. The Holdings note type is saved.

Editing a holdings note type

Find the holdings note type you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Holdings note type is saved.

Deleting a holdings note type

Find the holdings note type you want to edit and click the delete icon.

In the Delete Holdings note type dialog, click Delete. A confirmation message appears and the Holdings note type is deleted.

Settings > Inventory > Holdings sources

Use this setting to create and manage holdings sources. Holdings sources appear ? FOLIO provides holdings sources by default, which can be edited or deleted.

Creating a holdings source

Click New.

Enter a Name in the box.

Click Save. The Holdings source is saved.

Editing a holdings source

Find the holdings source you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Holdings source is saved.

Deleting a holdings source

Find the holdings source you want to edit and click the delete icon.

In the Delete Holdings source dialog, click Delete. A confirmation message appears and the Holdings source is deleted.

Settings > Inventory > Holdings types

Use this setting to create and manage holdings types. Holdings types appear in the Holdings type drop-down list in the Administrative data section of a holdings record. FOLIO provides holdings types by default, which can be edited or deleted.

Creating a holdings type

Click New.

Enter a Name in the box.

Click Save. The Holdings type is saved.

Editing a holdings type

Find the holdings type you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Holdings type is saved.

Deleting a holdings type

Find the holdings type you want to edit and click the delete icon.

In the Delete Holdings type dialog, click Delete. A confirmation message appears and the Holdings type is deleted.

Settings > Inventory > ILL policy

Use this setting to create and manage ILL policies. ILL policies appear in the ILL policy drop-down list in the Holdings details section of a holdings record. FOLIO provides ILL policies by default, which can be edited or deleted.

Creating an ILL policy

Click New.

Enter a Name in the box.

Click Save. The ILL policy is saved.

Editing an ILL policy

Find the ILL policy you want to edit and click the pencil icon.

Edit the Name.

Click Save. The ILL policy is saved.

Deleting a holdings type

Find the ILL policy you want to edit and click the delete icon.

In the Delete ILL policy dialog, click Delete. A confirmation message appears and the ILL policy is deleted.

Settings > Inventory > Item note types

Use this setting to create and manage item note types. Item note types appear in the Note type drop-down list when you add a note to an item record. FOLIO provides note types by default, which can be edited or deleted.

Creating an item note type

Click New.

Enter a Name in the box.

Click Save. The Item note type is saved.

Editing an item note type

Find the item note type you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Item note type is saved.

Deleting an item note type

Find the item note type you want to edit and click the delete icon.

In the Delete Item note type dialog, click Delete. A confirmation message appears and the Item note type is deleted.

Settings > Inventory > Loan types

Use this setting to create and manage loan types. Loan types appear in the Permanent loan type and Temporary loan type drop-down lists in the Loan and availability section of an item record. FOLIO provides loan types by default, which can be edited or deleted. Loan types are also used in Circulation rules.

Creating a loan type

Click New.

Enter a Name in the box.

Click Save. The Loan type is saved.

Editing a loan type

Find the loan type you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Loan type is saved.

Deleting a loan type

Find the loan type you want to edit and click the delete icon.

In the Delete Loan type dialog, click Delete. A confirmation message appears and the Loan type is deleted.

Settings > Inventory > Material types

Use this setting to create and manage material types. Material types appear in the Material type drop-down list in the Item data section of an item record. FOLIO provides material types by default, which can be edited or deleted. Material types are also used in Circulation rules and appear as an item search filter.

Creating a material type

Click New.

Enter a Name in the box.

Click Save. The Material type is saved.

Editing a loan type

Find the material type you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Material type is saved.

Deleting a material type

Find the material type you want to edit and click the delete icon.

In the Delete Material type dialog, click Delete. A confirmation message appears and the Material type is deleted.

Settings > Inventory > Fast add

Use this setting to customize your Fast add default instance status and whether or not Fast add records are suppressed from discovery by default.

Default instance status

Select from the Default instance status drop-down list the instance status you want applied to every instance record created using Fast add:

Other

Cataloged

Uncataloged

Temporary

Not yet assigned

Batch Loaded

Suppress from discovery by default

By default Fast Add records are suppressed from discovery, but you can change that here?

Settings > Inventory > HRID handling

After initial data migration, new FOLIO HRIDs are assigned sequentially, based on the starting number in these settings. Unless changed or removed, the default prefix is assigned to new FOLIO HRIDs. HRIDs in existing FOLIO Inventory and MARC records cannot be changed.

Inventory instances and MARC bibliographic records

For instances

Inventory holdings and MARC holdings records

For holdings

Inventory item records

For items

Settings > Inventory > Statistical code types

Use this setting to create and manage statistical code types. Statistical code types appear in the Statistical code drop-down list when you add a statistical code to an instance, holdings, or item record. FOLIO provides statistical codes by default, which can be edited or deleted.

Creating a statistical code type

Click New.

Enter a Name in the box.

Click Save. The Statistical code type is saved.

Editing a statistical code type

Find the statistical code type you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Statistical code type is saved.

Deleting a statistical code type

Find the statistical code type you want to edit and click the delete icon.

In the Delete Statistical code type dialog, click Delete. A confirmation message appears and the Statistical code type is deleted.

Settings > Inventory > Statistical codes

Use this setting to create and manage statistical codes. Statistical code appear in the Statistical code drop-down list when you add a statistical code to an instance, holdings, or item record. FOLIO provides statistical codes by default, which can be edited or deleted.

Creating a statistical code

Click New.

Enter a Name in the box.

Click Save. The Statistical code is saved.

Editing a statistical code

Find the statistical code you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Statistical code is saved.

Deleting a statistical code

Find the statistical code you want to edit and click the delete icon.

In the Delete Statistical code dialog, click Delete. A confirmation message appears and the Statistical code is deleted.

Settings > Inventory > URL relationship

Use this setting to create and manage URL relationships. URL relationships appear in the Relationship drop-down list when you add electronic access to an instance, holdings, or item record. FOLIO provides URL relationships by default, which can be edited or deleted.

Creating a URL relationship

Click New.

Enter a Name in the box.

Click Save. The URL relationship is saved.

Editing a URL relationship

Find the URL relationship you want to edit and click the pencil icon.

Edit the Name.

Click Save. The URL relationship is saved.

Deleting a URL relationship

Find the URL relationship you want to edit and click the delete icon.

In the Delete Statistical code dialog, click Delete. A confirmation message appears and the URL relationship is deleted.

Settings > Inventory > Call number types

Use this setting to create and manage call number types. Call number types appear in the Call number type drop-down list in the Location section of a holdings record and the Item data section of an item record. FOLIO provides call number types by default, which can be edited or deleted.

Creating a call number type

Click New.

Enter a Name in the box.

Click Save. The Call number type is saved.

Editing a call number type

Find the call number type you want to edit and click the pencil icon.

Edit the Name.

Click Save. The Call number type is saved.

Deleting a call number type

Find the call number type you want to edit and click the delete icon.

In the Delete Call number type dialog, click Delete. A confirmation message appears and the Call number type is deleted.

Docs: Settings > Invoices

Tue, 23 Nov 2021 00:00:00 +0000

The Invoices section of the Settings app is where you establish one click approvals, create preset adjustments, create batch groups, configure batch groups, and enter voucher numbers.

Permissions

To interact with invoice settings, users need the following permission:

Settings (Invoice): Can view and edit settings. This permission lets you view and edit all of the Invoice settings.

Note: This is the only permission for invoice settings. You can assign permissions to users in the Users app.

Settings > Invoices > Approvals

This setting lets you approve invoices with one click. Select Approve and pay in one click to combine the acts of approving an invoice and approving payment. If you enable this setting, the Invoices app still asks you to confirm your approval before submitting.

Settings > Invoices > Adjustments

Use this setting to create preset adjustments that you can add to invoices at any time.

Creating an adjustment

Click New.

Enter a Description in the box.

Select a Type from the list: Percent, Amount.

Select the Always show checkbox if you want the adjustment to show up automatically when you create a new invoice. Note: You can still remove an adjustment from invoices with this option enabled.

Enter a Default amount in the box.

Select a Pro rate from the list: By line, By amount, By quantity, Not prorated.

Select a Relation to total from the list: In addition to, Separate from. Note: Adjustments that are created with a “Relation to total” value of “Separate from” are not included in the Total adjustments amount or Calculated total amount for the invoice."

Select the Export to accounting checkbox if you want to send a copy of the adjustment to an external financial system.

Click Save & close. The adjustment is saved.

Editing an adjustment

Find the adjustment you want to edit and click it.

Click Actions > Edit.

Edit the adjustment.

Click Save & close.

Deleting an adjustment

Select the adjustment you want to delete.

In the adjustment window, select Actions > Delete.

In the Delete adjustment dialog, click Delete. A confirmation message appears and the adjustment is deleted.

Settings > Invoices > Batch groups

Use this setting to create, edit, and delete batch groups, which are used to organize invoices, especially for export as vouchers to an external payment system.

Creating a batch group

Click New.

Enter a Name in the box.

Optional: Enter a Description in the box.

Click Save. The Batch group is saved.

Editing a batch group

Find the Batch group you want to edit and click the pencil icon.

Edit the batch group.

Click Save.

Deleting a batch group

Find the Batch group you want to edit and click the delete icon.

In the Delete Batch group dialogue box, click Delete. A confirmation message appears and the Batch group is deleted.

Settings > Invoices > Batch group configuration

Use this setting to configure batch groups for use in organizing invoices. This configuration enables you to export a file containing all vouchers created since the last export. For more information about how vouchers are created, see Invoices > Approving an invoice. All vouchers with the Export to accounting checkbox selected that were created since the last export for the batch group will be exported to a file. For more information about the Export to accounting checkbox, see Invoices > Extended information and Invoices > Creating an adjustment. Each invoice generates a single unique voucher on which all fund charges are grouped by the fund external account number.

Configuring a batch group

Select a Batch group.

Select a Schedule export. If you choose Daily, enter a time. If you choose Weekly, select the days and time you want the export to automatically run.

Enter an Upload location. If this box is left blank, the export downloads the file to your computer.

Select a Format: JSON or XML.

Enter a Username if needed for the file upload location.

Enter a Password if needed for the file upload location.

Click Save.

Click Show credentials/Hide credentials to show or hide the password. If you want to test the connection with the upload location, click Test connection.

Running a manual export

Note: If you run a manual export, all vouchers created since the last export for the batch group will be exported and this process cannot be reversed.

Click Run manual export.

In the Run manual export dialog, click Continue. in the confirmation message.

Settings > Invoices > Voucher number

This section lets you create voucher numbers to use for invoices.

Enter a Prefix.

Enter a Starting number.

Click Reset sequence if you need to reset the voucher number.

Select the Allow voucher number to be edited checkbox if you want to allow editing for the voucher number.

Docs: Settings > Licenses

Fri, 03 Dec 2021 00:00:00 +0000

The Licenses section of the Settings app is where you create license Terms and manage pick lists.

Permissions

In order to interact with License settings, a user needs to be assigned the following permissions:

Settings (Licenses): Manage pick lists and values. This permission allows the user to access the License settings and the ability to manage pick lists and pick list values.

Settings (Licenses): Manage license terms. This permission allows the user to access the License settings and the ability to manage the available license terms.

Settings > Licenses > Terms

Terms are the terms of use that define what you can or cannot do with the content associated with the license.

There are two types of terms you can create in FOLIO: primary and optional. Primary terms appear on every license record by default. Optional terms can be added on a license-by-license basis.

Creating a term

Click New.

In the New license term box, fill in all the fields:

Label. The term name that appears when displaying the Term to users in FOLIO and in any other systems that display license terms to users. It is recommended that you create a short text string that clearly communicates the information recorded in the term. If you need to further explain the term, you should use the Description field.

Name. Used when outputting term data in a machine readable format. It is not intended to be displayed to users (staff or patrons). It should be a short Latin alphabet string that can be used by any external systems or programs that access the license term data. Use of camelCase is suggested but not required. Changes to the license term name would affect any external systems using license term data and changes should not be made without consulting those responsible for relevant external systems and software.

Description. Use to provide further explanation of the term. In the Licenses app, you can display the description by clicking the information icon next to the term’s label.

Order weight. To determine the order in which the terms appear in the license record, enter a number. If you do not set a value and leave the Order weight at 0 for each term, or they all contain the same number, then they are sorted alphabetically. When sorted alphabetically, uppercase letters are sorted before lowercase letters. For example, “Zebra” appears before “aardvark.”

Primary term. Select whether the term is a primary term. Primary terms always display for selection in the license record. If you select No, then the term will be optional, and you will have to manually add it to the license record whenever you want to use that term.

Default visibility. Select whether you would like the term to display internally within FOLIO, or externally to the public (for example, if you are setting up properties to display in your catalog).

Type. Select a term Type from the drop-down list: Decimal, Integer, Text, or Pick list. Note: This cannot be edited once the Term is created.

Pick list. If the term type is Pick list, a pick list field displays. Select the Pick list you want to use from the drop-down list. For more information on pick lists, see Settings > Licenses > Pick lists.

Click Save. A confirmation message appears, and the term is saved and appears in the Terms pane.

Editing a term

Note: You cannot edit the term Type once the term is created.

Find the term you want to edit and click Edit at the top of its term box.

Make your desired changes to the term.

Click Save. A confirmation message appears and the term is updated.

Deleting a term

Note: You can only delete a term if it is not assigned to any license records.

Find the term you want to edit and click Delete at the top of its term box.

In the Delete term dialog, click Delete. A confirmation message appears and the term is deleted.

Settings > Licenses > Pick lists

A pick list is a customizable drop-down list used in the Licenses app. Pick lists are applied to license Terms that have the property Type of Pick list. Additionally, default pick lists like Type and Status can be found in this setting.

Use this setting to establish the names of your available pick lists. Once you have named your pick lists, you can configure the values that are available in each pick list in Settings > Licenses > Pick list values.

Creating a pick list

Note: Pick lists cannot be edited once they are created. However, they can be deleted.

Click New.

Enter a name in the Pick list box.

Click Save. The pick list is saved and appears alphabetically in the Pick list column.

Deleting a pick list

Note: You can only delete pick lists if they aren’t assigned to any license records. If they are used in any license records, the trash can icon will not appear in the Actions column.

Find the pick list you want to delete.

In the Actions column, click the trash can icon.

In the Delete Pick list dialog, select Delete. A confirmation message appears and the pick list is deleted.

Settings > Licenses > Pick list values

Pick list values are the values available for selection within a pick list. You must first create the pick list in Setting > Licenses > Pick lists before creating its values.

Note: FOLIO contains default pick lists that can only have their values edited. These values cannot be deleted, and new values cannot be added. The New button appears grayed out and the trash can icon won’t be present for these pick lists.

Adding pick list values

Select the Pick list to which you want to add values in the drop-down list.

Click New.

Enter a Label. The label appears as an option in the pick list.

Click Save. The label is saved and its value is generated.

Editing pick list values

Note: If you edit a pick list value, only the Label changes and not the Value term.

Select the Pick list with the value you want to edit in the drop-down list.

In the row of the value you want to edit, click the pencil icon.

Edit the Label.

Click Save. The label is updated.

Deleting pick list values

Select the Pick list with the value you want to delete in the drop-down list.

In the row of the value you want to edit, click the trash can icon.

In the Delete Value dialog, click Delete. A confirmation message appears and the value is deleted.

Docs: Settings > Notes

Tue, 01 Feb 2022 00:00:00 +0000

Settings > Notes

The Notes section of the Settings app is where you establish your library’s note types.

Notes are a way for your library to add extra information to a record. The Notes section appears in records in the following FOLIO apps:

Agreements

eHoldings

eUsage

Licenses

Organizations

Users

Permissions

In order to interact with Notes settings, a user needs to be assigned the following permission:

Settings (notes): display list of settings pages. This permission allows the user to create, edit and delete note types.

In order to manage notes attached to FOLIO records, the following permissions are required:

Notes: Can assign and unassign a note. This permission allows the user to assign and unassign notes.

Notes: Can create a note. This permission allows the user to create notes.

Notes: Can delete a note. This permission allows the user to delete notes.

Notes: Can edit a note. This permission allows the user to edit notes.

Notes: Can view a note. This permission allows the user to view notes.

Settings > Notes > General

Note types are categories you can create for notes to indicate the type of note they are. Notes have associated types that can be used to categorize the note. This area of Settings is where you configure note types. The note types you create here appear throughout FOLIO. They are not app specific. This means that note types can be used in different apps, even if they were created with a particular app in mind.

Creating a note type

Click New.

In the Note type column, enter a name for the note type in the box.

Click Save. The note type is saved and appears in the Note types list.

Editing a note type

Find the note type you want to edit, and in the actions column, click the pencil icon.

In the Note type column, make your desired changes to the name.

Click Save. The note type is updated.

Deleting a note type

Find the note type you want to delete.

In the actions column, click the trash can icon.

In the Delete Note type dialog, click Delete. A confirmation message appears and the note type is deleted.

Docs: Settings > Orders

Wed, 24 Nov 2021 00:00:00 +0000

The Orders section of the Settings app is where you establish whether you want to require approval to open orders, your closing order reasons, how orders interact with the Inventory app, order templates, order lines limits, and PO number settings.

Permissions

In order to interact with order settings, a user needs to be assigned the following permission:

Settings(Orders): Can view all settings. This permission allows you to view all of the Order settings.

Settings (Orders): Can view and edit all settings. This permission allows you to view and edit all of the Order settings.

Settings(Orders): Can view Order Templates. This permission allows you to view Order Templates in Settings > Orders.

Settings(Orders): Can view, edit Order Templates. This permission allows you to view and edit Order Templates in Settings > Orders.

Settings(Orders): Can view, edit, create Order Templates. This permission allows you to view, edit, and create Order Templates in Settings > Orders.

Settings(Orders): Can view, edit, delete Order Templates. This permission allows you to view, edit, and delete Order Templates in Settings > Orders.

Note:. You can assign permissions to users in the Users app.

Settings > Orders > Approvals

If you want to require approval to open orders, select “Approval required” to open orders. When selected, an additional step between Pending and Open is added. A user with the appropriate permission has to approve the order. Once the order is approved, the date and time of the approval is captured, along with the username of the person who made the approval. For more information, see Approving an order.

Settings > Orders > Closing purchase order reasons

Use this setting to configure the reasons for an order closure. FOLIO provides default closing purchase order reasons, which cannot be edited or deleted, but you can add reasons to track closures specific to your library.

Creating a closing purchase order reason

Click New.

Enter a Reason in the box.

Click Save. The Reason is saved.

Editing a closing purchase order reason

Find the Reason you want to edit and click the pencil icon.

Edit the Reason.

Click Save. The Reason is saved.

Deleting a closing purchase order reason

Find the Reason you want to delete and click the delete icon.

In the Delete Reason dialog, click Delete. A confirmation message appears and the Reason is deleted.

Settings > Orders > Inventory interactions

Use this setting to determine how materials you are ordering interact with the Inventory app. The settings you select here determine the default interaction based on the Order format (Electronic, Physical, P/E Mix, or Other) you select for the order line item. The interactions you select can be changed when you add or edit an order line, in the Create inventory field of the Physical resource or E-resource details section of the order line, if needed.

There are four default interactions you can select:

Instance, holdings, item. Once the order is opened, an instance, holdings, and item are found or created in the Inventory app.

Instance. Once the order is opened, an instance is found or created in the Inventory app.

Instance, holdings. Once the order is opened, an instance and holdings are found or created in the Inventory app.

None. Nothing is found or created in the Inventory app.

Settings > Orders > Instance status

Use this setting to determine the instance status that is assigned to the instances that are created through opening an order. Note: If you have not selected a default, then you may encounter problems when trying to receive an item or when you close an order.

For information on managing instance status values, see Settings > Inventory > Instances > Instance status types.

Settings > Orders > Instance type

Use this setting to determine the instance resource type that is assigned to the instances that are created through opening an order. Note: If you have not selected a default, then you may encounter problems when trying to receive an item or when you close an order.

For information on managing instance type values, see Settings > Inventory > Instances > Resource types.

Settings > Orders > Loan type

Use this setting to determine the loan type that is assigned to the items that are created through opening an order. Note: If you have not selected a default, then you may encounter problems when trying to receive an item or when you close an order. For information on managing loan type values, see Settings > Inventory > Loan types.

Settings > Orders > Order templates

Use this setting to configure your order templates. Order templates can be used to populate consistent information that you may always fill out when ordering from a specific vendor, for example. Note: Any order templates you create are shared among all users who have permission to create orders.

Order templates contain the same fields found in order records but also include order line information, which is automatically applied to any order lines added to the order record that uses the order template.

Creating an order template

Note: Template name is the only required field.

Click New.

Fill in the fields. Follow the instructions under Creating an order for more information.

Click Save. A confirmation message appears and the template is saved.

Editing an order template

Select the order template you want to edit.

In the order template window, select Actions > Edit.

Edit the order template.

Click Save. A confirmation message appears and the template is updated.

Deleting an order template

Select the order template you want to delete.

In the order template window, select Actions > Delete.

In the Delete template dialog, click Delete. A confirmation message appears and the template is deleted.

Settings > Orders > Purchase order lines limit

Use this setting to limit the number of order lines that you can add to an order. If you do not want to have a limit, enter 999. The minimum order lines limit is 1.

Settings > Orders > Opening purchase orders

If you want to allow users the option to save and open a purchase order in the same step, select Allow save and open purchase order when creating or editing a purchase order line.

Settings > Orders > Edit

If you want users to be able to edit the PO number on an order, select User can edit. If this option is not selected, then the PO number is locked.

Settings > Orders > Prefixes

Use this setting to configure prefixes, which are used in orders. You can add prefixes to orders to provide context.

Creating a prefix

Click New.

Enter a Name in the box.

Optional: Enter a Description in the box.

Click Save. The Prefix is saved.

Editing a prefix

Find the Prefix you want to edit and click the pencil icon.

Edit the prefix.

Click Save. The Prefix is updated.

Deleting a prefix

Find the Prefix you want to delete and click the delete icon.

In the Delete Prefix dialog, click Delete. A confirmation message appears and the Prefix is deleted.

Settings > Orders > Suffixes

Use this setting to configure suffixes, which are used in orders. You can add suffixes to orders to provide context.

Creating a suffix

Click New.

Enter a Name in the box.

Optional: Enter a Description in the box.

Click Save. The Suffix is saved.

Editing a suffix

Find the Suffix you want to edit and click the pencil icon.

Edit the suffix.

Click Save. The Suffix is updated.

Deleting a suffix

Find the Suffix you want to delete and click the delete icon.

In the Delete Suffix dialog, click Delete. A confirmation message appears and the Suffix is deleted.

Docs: Settings > Organizations

Mon, 10 May 2021 00:00:00 +0000

The Organizations section of the Settings app is where you establish the categories you want to use to classify the contact people and contact information you add to an organization.

Permissions

In order to interact with Organizations settings, a user needs to be assigned the following permission:

Settings (Organizations): Can view and edit settings. This permission allows the user to view, create, edit, and delete all organizations settings.

Note: This is the only permission available for Organizations settings. With some other Organizations permissions, the user is able to view the settings, but they are unable to create, edit, or delete the settings. You can assign permissions to users in the Users app.

Settings > Organizations > Categories

Categories are a way to classify the contact people and contact information you add to an organization. Categories are defined by your library and can be used to group contact information and contact people to make them easier to find and identify. You need to first add the categories in the Settings app in order to assign them to organization contacts.

For more information on adding contact information and contact people to organizations, see Contact information and Contact people.

Creating a new category

Click New.

Enter a category Name in the box.

Click Save. The category is saved and appears in the Categories list.

Editing a category

Find the category you want to edit and click the pencil icon.

Make the changes to the category name.

Click Save. The category is updated.

Deleting a category

Find the category you want to delete.

Click the trash can icon.

In the Delete Category dialog, click Delete. The category is deleted and a confirmation message appears.

Docs: Settings > Tags

Tue, 01 Feb 2022 00:00:00 +0000

Settings > Tags

The Tags section of the Settings app is where you enable the use of tags in FOLIO apps.

Permissions

To interact with Tag settings, a user needs to be assigned the following permission:

Settings (Tags): Can enable or disable tags for all apps. This permission allows the user to enable or disable tags globally in FOLIO.

Note: This is the only permission available for Tags settings. You are unable to view and access Tags settings if you do not have this permission assigned to you. You can assign permissions to users in the Users app.

Settings > Tags > General

Use this setting to enable or disable tags across the following FOLIO apps:

Finance > Funds

Inventory

Invoices

Orders

Organizations

Receiving

Requests

Users

Enable tags

Select the Enable tags checkbox.

Click Save. A confirmation message appears and the setting is saved.

Disable tags

Clear the Enable tags checkbox.

Click Save. A confirmation message appears and the setting is saved.

Docs: Settings > Users

Fri, 17 Dec 2021 00:00:00 +0000

The Users section in the Settings app provides configuration options for managing user records, including user information, patron blocks, fee/fine processing, permissions, and service points.

Permissions

The following are all the permissions for Users Settings:

Settings (Users): Can create, edit and remove address types.

Settings (Users): Can create, edit and remove all feefines-related entries.

Settings (Users): Can create, edit and remove comments.

Settings (Users): Can create, edit and remove feefines.

Settings (Users): Can create, edit and remove owners.

Settings (Users): Can create, edit and remove patron blocks conditions.

Settings (Users): Can create, edit and remove patron blocks limits.

Settings (Users): Can create, edit and remove patron blocks templates.

Settings (Users): Can create, edit and remove patron groups.

Settings (Users): Can create, edit and remove payments.

Settings (Users): Can create, edit and remove permission sets.

Settings (Users): Can create, edit and remove refunds.

Settings (Users): Can create, edit and remove transfer accounts.

Settings (Users): Can create, edit and remove transfer criteria.

Settings (Users): Can create, edit and remove waives.

Settings (Users): Can create, edit, and view custom fields.

Settings (Users): Can create, edit, view and delete custom fields.

Settings (Users): Can view custom fields.

Settings (Users): Create, edit, and view departments.

Settings (Users): Create, edit, view, and delete departments.

Settings (Users): View departments.

Settings > Users > Permission sets

Use this setting to create permission sets for your library. Permission sets are customized collections of permissions that can be assigned to users. For example, you can create permission sets that correspond to specific job roles and assign the set, rather than each individual permission, to all library staff with that role.

Additionally, if permissions change because of a new release, a FOLIO administrator can edit the permission set for a particular role to update the assigned permissions. The change to the permission set then propagates out to the users who have that permission set assigned, and the administrator doesn’t have to update permissions for each individual user.

Creating a permission set

In the Permission sets pane, click New.

To name the permissions set, enter a Permission set name.

Optional: Enter a Description of the permission set.

Under Assigned permissions, click Add permission.

In the Select Permissions dialog, check the box next to each permission you want to assign to the permission set. You can also add an existing permission set to another permission set.

Click Save & close. The permissions are added to the permission set.

Click Save & close. The permission set is saved.

Editing a permission set

Find the permission set you want to edit and select it.

In the permission set pane, click Edit.

Make your desired changes to the permission set.

Click Save & Close.

Deleting a permission set

Note: A permission set can be deleted even if it is currently assigned to a user. Deleting the permission set removes it from the users to whom it was assigned.

Find the permission set you want to delete and select it.

In the permission set pane, click Edit.

In the Edit window, click Delete.

In the Delete permission set? dialog, click Delete. A confirmation message appears and the permission is deleted.

Settings > Users > Patron Groups

Use this setting to create patron groups for your library. Patron groups are classes of library users. For example, you may want to create a patron group called Faculty or Undergraduates.

Only one patron group can be assigned to a user record. Patron groups are also used to create Circulation rules.

Creating a patron group

In the Patron groups pane, click New.

Enter a name for the Patron group in the box. Patron group names need to be unique.

Optional: Enter a Description of the patron group.

Optional: Enter a number in the Expiration date offset (days) box. This number represents the number of days of active status for user records assigned to the patron group.

Click Save. The patron group is saved.

Editing a patron group

Find the patron group you want to edit and click the pencil icon.

Make your changes to the Patron group, Description, or Expiration offset date (days).

Click Save. The patron group is saved.

Deleting a patron group

A patron group can only be deleted if it is no longer applied to any user records. To delete a patron group, you should first check to be sure that no users are currently assigned to that group.

To see the number of user records assigned to a patron group, complete the following:

In the Users app, in the User search pane, select the checkbox next to the appropriate Patron group. The list of user records assigned to that patron group appears in the User search results pane. The number of records found displays at the top of the pane.

To delete a patron group, follow these steps:

In the Settings app, select Users > Patron groups.

In the Patron groups pane, find the patron group you want to delete and click the trash can icon.

In the Delete Patron group dialog, click Delete. A confirmation message appears and the patron group is deleted.

Settings > Users > Address Types

Use this setting to configure address types. Address types are used to categorize the addresses that are entered in the Contact information section of a user record. For example, you may want to create the address types: office, work, or home address.

Note: Address types should be first configured here before bulk loading of patrons occurs if mailing addresses are to be stored.

Creating an address type

In the Address Types pane, click New.

Enter a name for the Address Type in the box. The Address Type must be unique.

Optional: Enter a Description of the Address Type.

Click Save. The Address Type is saved.

Editing an address type

In the Address Types pane, find the Address Type you want to edit and click the pencil
icon.

Make your changes to the Address Type or Description.

Click Save. The Address Type is updated.

Deleting an address type

In the Address Types pane, find the Address Type you want to delete and click the trash can icon.

In the Delete Address Type dialog, click Delete. A confirmation message appears and the Address Type is deleted.

Settings > Users > Departments

Use this setting to configure departments. Departments can be added in the Extended information section of a user record. For example, you may want to add departments to reflect library staff or faculty’s departments.

Creating a department

In the Departments pane, click New.

Enter a Name for the department in the box.

Enter a department Code in the box.

Click Save. The department is saved.

Editing a department

In the Departments pane, find the department you want to edit and click the pencil icon.

Make your changes to the Name or Code.

Click Save. The department is updated.

Deleting a department

In the Departments pane, find the department you want to delete and click the trash can icon.

In the Delete Department dialog, click Delete. A confirmation message appears and the department is deleted.

Settings > Users > Profile pictures

This field in the user record is not being developed at this time.

Settings > Users > Custom fields

Use this setting to configure custom fields, which you can add to the user record to track additional information about the user not already recorded.

Creating a custom field

In the Custom fields pane, click New.

In the Edit custom fields pane, in the Accordion title box, enter the name of the user record section, which contains the custom fields you add below.

Click Add custom field and select the type of field you want to create: Checkbox, Multi-select, Radio button set, Single select, Text area, or Text field.

Configure the custom field.

Optional: To add additional custom fields, repeat steps 3-4.

Click Save & close. The custom field(s) are saved.

Editing a custom field

In the Custom fields pane, click Edit.

In the Edit custom fields pane, make your changes to the custom fields.

Click Save & close. The custom field(s) are updated.

Deleting a custom field

Note: Custom fields can be deleted if they are in use, but any information tied to the fields is also deleted.

In the Custom fields pane, click Edit.

In the Edit custom fields pane, next to the custom fields you want to delete, click the trash can icon. Clear out all of the fields to remove the accordion from appearing in user records.

Click Save & close.

In the Delete field data dialog, click Save & lose data.

Settings > Users > Owners

A Fee/fine owner is the agent or office that manages fines for FOLIO transactions. Fee/fine owners collect fees/fines for FOLIO service points.

Libraries may use owners in different ways, such as creating a fee/fine owner for each service point, or creating a fee/fine owner for each library’s accounting office, that may collect fee/fines for multiple service points.

If your library intends to charge any fines, it is important that every service point be assigned to a fee/fine owner, even if you do not expect fines to accrue for items associated with that service point. Making sure that the service point is assigned to an owner will prevent unexpected errors from occurring.

When manually creating a fee/fine, Fee/fine owner is a required field.

Creating a fee/fine owner

In the Fee/fine: Owners pane, click New.

Enter a name for the Owner in the box.

Optional: Enter a Description about the owner.

Optional: Select the desired Associated service points. Note that while a fee/fine owner does not have to have associated service points, you will not be able to use the fee/fine owner in workflows unless it has service points associated with it. 5. Click Save. The fee/fine owner is saved.

Editing a fee/fine owner

Find the owner you want to edit and click the pencil icon.

Make your changes to the Owner, Description, or Associated service points.

Click Save. The owner is updated.

Deleting a fee/fine owner

Find the owner you want to delete and click the trash can icon.

In the Delete Fee/fine Owner dialog, click Delete. A confirmation message appears and the owner is deleted.

Settings > Users > Manual charges

Use this setting to configure fee/fine types. For example, fee/fine types could be overdue fines, processing fees, or lost item fees.

When manually creating a fee/fine, Fee/fine type is a required field.

Creating a fee/fine type

In the Fee/fine: Manual charges pane, select the Fee/fine Owner from the drop-down list.

Optional: Click Edit to assign a Default Charge Notice and/or Default Action Notice to the template and click Save.

Click New.

Enter a name for the Fee/Fine type.

Optional: Enter the Default Amount for the fee/fine.

Optional: Select a Charge Notice.

Optional: Select an Action Notice.

Click Save. The fee/fine type is saved.

Editing a fee/fine type

Find the fee/fine type you want to edit and click the pencil icon.

Make your changes to the manual charge.

Click Save. The manual charge is updated.

Deleting a fee/fine type

Find the fee/fine type you want to delete and click the trash can icon.

In the Delete Fee/fine Type dialog, click Delete. A confirmation message appears and the fee/fine type is deleted.

Settings > Users > Waive reasons

Use this setting to configure waive reasons.

Creating a waive reason

In the Fee/fine: Waive reasons pane, click New.

Enter a name for the Reason in the box.

Optional: Enter a Description about the waive reason.

Click Save. The waive reason is saved.

Editing a waive reason

Find the waive reason you want to edit and click the pencil icon.

Make your changes to the Reason or Description.

Click Save. The waive reason is updated.

Deleting a waive reason

Find the waive reason you want to edit and click the trash can icon.

In the Delete Waive reason dialog, click Delete. A confirmation message appears and the waive reason is deleted.

Settings > Users > Payment methods

Use this setting to configure payment methods. Payment methods are fee/fine owner specific. When paying a fee/fine, Payment method is a required field.

Creating a payment method

In the Fee/fine: Payment methods pane, select the Fee/fine Owner from the drop-down list.

Click New.

Enter a Name for the payment method.

Select whether a Refund method allowed.

Click Save. The payment method is saved.

Editing a payment method

Find the payment method you want to edit and click the pencil icon.

Make your changes to the Name or Refund method allowed.

Click Save. The payment method is updated.

Deleting a payment method

Find the payment method you want to edit and click the trash can icon.

In the Delete Payment method dialog, click Delete. A confirmation message appears and the payment method is deleted.

Settings > Users > Refund reasons

Use this setting to configure refund reasons. When refunding a fee/fine, Refund reason is a required field.

Creating a refund reason

In the Fee/fine: Refund reasons pane, click New.

Enter a Name for the refund reason.

Optional: Enter a Description about the refund reason.

Click Save. The refund reason is saved.

Editing a refund reason

Find the refund reason you want to edit and click the pencil icon.

Make your changes to the Name or Description.

Click Save. The refund reason is updated.

Deleting a refund reason

Find the refund reason you want to edit and click the trash can icon.

In the Delete Refund reason dialog, click Delete. A confirmation message appears and the refund reason is deleted.

Settings > Users > Comment required

Use this section to configure whether comments are required when fees/fines are paid, waived, refunded, or transferred. By default, comments are not required.

Require comment when fee/fine fully/partially paid

To require a comment when a fee/fine is fully or partially paid, under Require comment when fee/fine fully/partially paid, select Yes. A confirmation message appears and the comment setting is saved.

Require comment when fee/fine fully/partially waived

To require a comment when a fee/fine is fully or partially waived, under Require comment when fee/fine fully/partially waived, select Yes. A confirmation message appears and the comment setting is saved.

Require comment when fee/fine fully/partially refunded

To require a comment when a fee/fine is fully or partially refunded, under Require comment when fee/fine fully/partially refunded, select Yes. A confirmation message appears and the comment setting is saved.

Require comment when fee/fine fully/partially transferred

To require a comment when a fee/fine is fully or partially transferred, under Require comment when fee/fine fully/partially transferred, select Yes. A confirmation message appears and the comment setting is saved.

Settings > Users > Transfer accounts

Use this setting to configure available transfer accounts. Transfer accounts are used when your library needs to transfer transactions (for charge or credit) to entities outside of the library. For example, a transfer account may be the bursar’s office or a collection agency.

Creating a transfer account

In the Fee/fine: Transfer accounts pane, select the Fee/fine Owner from the drop-down list.

Click New.

Enter a Name for the transfer account.

Optional: Enter a Description of the transfer account.

Click Save. The transfer account is saved.

Editing a transfer account

Find the transfer account you want to edit and click the pencil icon.

Make your changes to the Name or Description.

Click Save. The transfer account is updated.

Deleting a transfer account

Find the transfer account you want to edit and click the trash can icon.

In the Delete Transfer account dialog, click Delete. A confirmation message appears and the transfer account is deleted.

Settings > Users > Conditions

Automatic patron blocks allow the library to set limits that are automatically enforced. The limits are applied in real time and displayed in the same areas as manual blocks. Patrons can be automatically blocked from checking out, renewing, and/or requesting.

Automatic patron blocks are displayed in the Users app in the Patron blocks section of a user record. Depending on which actions are blocked, the blocks also display in the Check out app after patron barcode entry or patron look-up or if an item barcode is scanned, in the Users app Loans section if you want to renew an item, and in the Requests app after a patron barcode/patron look-up.

The block is automatically removed once the patron falls below the limit.

Note: Conditions and limits have to be in place in order for automated patron blocks to work.

Conditions/Limits categories

Conditions determine what actions patrons are barred from doing once they hit the limits as outlined for their patron group in Settings > Users > Limits.

These are all the categories for which you can set conditions and limits:

Maximum number of items charged out

Maximum number of lost items

Maximum number of overdue items

Maximum number of overdue recalls

Maximum outstanding fee/fine balance

Recall overdue by maximum number of days

Create patron block conditions

In the Conditions pane, select the condition you want to configure.

In the condition pane, select the actions that occur when the defined limits are exceeded: Block borrowing, Block renewals, and/or Block requests.

Enter a Message to be displayed (required)

Click Save. A confirmation message appears and the block condition is saved.

Editing patron block conditions

In the Conditions pane, select the condition you want to edit.

In the condition pane, make your changes to the condition.

Click Save. A confirmation message appears and the block condition is saved.

Removing patron block conditions

In the Conditions pane, select the condition you want to remove.

In the condition pane, clear out any blocks and messages.

Click Save. A confirmation message appears and the block condition is saved.

Settings > Users > Limits

Limits determine the maximum number of materials, recalls, fee/fines, or overdues, that when reached, the conditions you configured in Settings > Users > Conditions are applied to a patron’s account. Limits are established based on patron groups.

Create patron block limits

In the Limits pane, select the patron group for which you want to configure limits.

In the patron group pane, enter a limit for each category. Leave the field blank if you do not want to set a limit for a certain category.

Click Save. A confirmation message appears and the block limits are saved.

Edit patron block limits

In the Limits pane, select the patron group with the limits you want to edit.

In the patron group pane, make your changes to the limits.

Click Save. A confirmation message appears and the block limits are saved.

Remove patron block limits

In the Limits pane, select the patron group with the limits you want to remove.

In the patron group pane, clear out the limits.

Click Save. A confirmation message appears and the block limits are saved.

Settings > Users > Patron Block Templates

Libraries can choose to create templates for use with patron blocks that staff can apply to user records. This allows libraries to have more consistent patron messaging, and can improve reporting.

Patron block templates are created in Settings > Users > Templates.

Create patron block template

In the Patron block templates pane, select New in the top right corner. A New patron block template window opens.

Enter a Template name (required).

Enter a Block code (optional). Block codes can be used for reporting or integration purposes. They do not appear in the Users app.

Enter a Description (optional). This description only appears when viewing the template in settings.

Enter a Display description (optional). This appears to staff when applying the block to a particular patron record.

Enter a Message to Patron (optional). This appears to staff when applying the block to a particular patron record, and can be accessed by discovery layer tools to display to a patron when viewing their library account online.

Check the boxes for the appropriate Block actions - borrowing, renewals, or requests (optional).

Edit patron block template.

In the Patron block templates pane, select the template you wish to edit. The pane opens for viewing in a fourth pane.

Click Edit to open the template in edit mode.

Make changes as desired.

Click Save & close to apply changes.

Delete patron block template

In the Patron block templates pane, select the template you wish to edit. The pane opens for viewing in a fourth pane.

Click Edit to open the template in edit mode.

Click Delete in the top right.

Click Delete in the confirmation pop-up.