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 and holdings records with underlying MARC records. For all instances or holdings 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 corresponding Inventory 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.
Holdings record. A record that contains information such as location, call number, and volumes owned, that enables staff to locate and manage library holdings for materials in all formats. A Holdings record must be associated with an Instance record.
SRS. Source Record Storage. A storage layer in FOLIO. If an instance or holdings 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: Create a new MARC holdings record. This permission allows the user to create new MARC holdings records. (This cannot be done in the UI in Kiwi)
quickMARC: Derive new MARC bibliographic record. This permission allows the user to duplicate and create new MARC bibliographic records.
quickMARC: View, edit MARC authorities record. This permission allows the user to view and edit MARC authority records in the MARC authority app.
quickMARC: View, edit MARC bibliographic record. This permission allows the user to view and edit MARC bibliographic records..
quickMARC: View, edit MARC holdings record. This permission allows the user to view and edit MARC holdings records.

Accessing quickMARC

quickMARC is a module that is contained within the Inventory app. In order for an instance or holdings 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. -To open an bibliographic record in quickMARC In the Instance record details pane, click Actions > Edit MARC bibliographic record. The Edit MARC record window appears.

To open a holdings record in quickMARC Select View holdings, 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 appropriate Edit option, located in the Actions menu of an Inventory Instance or Holdings record. A MARC view of the record will display.

To edit a bibliographic record:

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 MARC bibliographic record.

To edit a holdings record:

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

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

A subfield is defined by a $ (dollar sign).
Tags must consist of 3 numeric characters.
Indicators must consist of single characters.

The following validation rules and restrictions apply when working with bibliographic records using quickMARC:

Fields 005 and 999ff are system supplied and cannot be edited or deleted.
The Leader must contain 24 characters, including null spaces
Only positions 5, 8, 17, 18, and/or 19 in the Leader can be edited
008 bytes Type and BLvl must match positions 6 and 7 in the Leader
245 is required and non-repeatable

The following validation rules and restrictions apply to working with MARC holdings records in quickMARC:

001, 004, 005, and 999ff are system supplied and cannot be edited or deleted.
The Leader must contain 24 characters, including null spaces
Only positions 5, 6, 17, and 18 can be edited in the Leader
004 is required and non-repeatable, with no indicators or subfields
004 must be a valid HRID for an instance record with source = MARC
008 is required and must contain 32 characters, including null spaces
010 subfields must contain more than 3 characters
852 is required; value in /$b must match a valid location code

Record status

The record status shows the state of the MARC record in relation to the corresponding Inventory 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 corresponding Inventory record.

There are three record statuses:

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

Creating a new MARC record using quickMARC

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

Start with an instance record that has an underlying MARC source record and the same Resource type and Format 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.

To create a new MARC holdings record

Find the instance record to which you want to add holdings and select it. The instance source must be MARC.
Click Actions > Add MARC holdings record.
Edit the new record following the instructions in Editing a MARC record using quickMARC.

Docs: Settings > Acquisition units

Wed, 04 May 2022 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.

Keyboard shortcuts

Keyboard shortcuts allow you to perform actions in this setting using the keyboard. See Platform essentials > Keyboard shortcuts for more information.

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: 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 …> Print transit slip to print an item transit slip if needed. If the item did not go in transit when checked in, this option does not appear.
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 does not appear.
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.
If you do not want to print a routing slip, clear the Print slip checkbox if it is checked.
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 fulfillment)

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.
If you do not want to print a hold slip, clear the Print slip checkbox if it is checked.
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.
In the Route for delivery request dialog, if you do not want to print a request delivery slip, clear the Print slip checkbox if it is checked.
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.
In the Route for delivery request dialog, if you do not want to print a hold slip, clear the Print slip checkbox if it is checked.
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 Date Returned 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: Fees and fines

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

FOLIO allows libraries to charge fees and fines to patron library accounts. Charges can be for various reasons like room rentals; overdue return of a book; or replacing an item that the patron never returned. In FOLIO these are generally categorized together as Fees and fines or Fees/fines.

Libraries can charge fees/fines manually or automatically.

Automatic fines fall in three categories:

Lost item fee
Lost item processing fee
Overdue fine

They are charged automatically by FOLIO when items are loaned and not returned on time, according to the loan’s overdue policy and lost item policy.

Manual fees/fines, by contrast, are set up as categories in Settings > Users. They can be used for a wide variety of library charges, such as replacing a damaged item, renting a facility, or paying for a borrower card. Manual charges are always connected to a specific patron; they may be connected to a library item, but they are not connected to a library loan.

Fee/fine data structures

In FOLIO, fee/fine information is stored in two related objects: accounts and actions.

An account is the parent object. When a fee/fine is charged, an account object is always created.

An action is the child object where a transaction on an account is stored.

One account will have one or more actions associated with it.

Example: A patron does not return a book

Suppose Julia Smith is a patron at Normal University Library. She borrows a book and fails to return it to the library before it ages to lost.

When the item ages to lost, Julia is charged $100 as a set cost lost item fee, and $25 as a lost item processing fee.

The $100 replacement fee and $25 processing fee are each separate accounts charged to Julia.

Suppose that Julia can’t return the book and decides to pay for the item. She comes into the library and pays $50 in cash. For the $100 replacement fee, the library elects to waive $75 and accept $25 in payment. They apply the other $25 to pay her processing fee.

In FOLIO, the underlying account and action data would appear as follows.

Account #1: This represents the $100 charge to Julia as the set cost lost item fee. There would be three associated actions:

Action 1 represents the initial charge to Julia, with an action type in the underlying data of “Outstanding.” The action type in the user interface displays as “Lost item fee.” At this point, the account has a status of “Open.”
Action 2 represents Julia paying $25, with an action type of “Paid partially.”
Action 3 represents the library waiving the remaining $75, with an action type of “Waived partially.” When Action 3 is applied, the status of the account becomes Closed.

The Library could choose to waive the $75 first and then mark $25 as paid, in which case action 2 and action 3 would flip in order, but the result would still be the same - paying and closing the account, closing the loan, and changing the item status to Lost and paid.

Account #2: This represents the $25 processing fee, and it has two associated actions.

Action 1 represents the $25 processing fee charge, with an action type of “Outstanding” in the underlying data. The action type in the User Interface would display as “Lost item processing fee.”
Action 2 represents the library accepting $25 in cash to pay the fee, with an action type of “Paid fully.” When Action 2 is applied, the status of the account would become Closed.

Fee/fine owners

In FOLIO, a fee/fine owner represents the agent or office that manages fines for FOLIO transactions.

If you plan to charge any fines, you need to set up at least one fee/fine owner. FOLIO does not require that a fee/fine owner represent a specific office or part of a library system. A fee/fine owner could represent an individual, a specific office, or a specific library.

Fee/fine owners are configured in Settings > Users > Fee/fine > Owners

FOLIO libraries should configure a fee/fine owner for every service point in their FOLIO tenant, even if they don’t expect items attached to a particular service point to be loaned and generate fines. This is because if such a loan does occur, and no fee/fine owner is attached to the service point, the fine transaction will fail. Libraries may wish to create one fee/fine owner to attach those service points as a backup in case fine transactions occur.

How are fee/fine owners connected to locations?

Most libraries want to collect overdue and lost fines according to an item’s owning location, so FOLIO uses the item’s location to determine which fee/fine owner to link to the fine. FOLIO does this by looking up the primary service point for the item location, and then looking up the fee/fine owner for that service point.

For an overdue fine, FOLIO uses an item’s effective location to determine the fee/fine owner.

For a lost item fee or lost item processing fee, FOLIO uses the item permanent location to determine the fee/fine owner. If the item permanent location is not set, FOLIO uses the permanent holdings location instead.

Fines always accrue this way even if an item’s location is not part of the circulation rule that was used for the loan that accrued a fine.

Example: accruing lost item fines to fee/fine owners

Julia Smith wants to borrow a book that is on the shelf at the Science Library, for pickup at the Law Library.

The book’s location information looks like this:

Item temporary location: empty
Item permanent location: empty
Holdings temporary location: empty
Holdings permanent location: “Science Library Stacks”
Item effective location: “Science Library Stacks”

Julie borrows the book from the Law Library service point and doesn’t return it. The item ages to lost, with a $100 lost item fee and a $25 lost item processing fee.

When the item is aged to lost:

FOLIO first checks the item record for an item permanent location.
Since that value isn’t set, FOLIO next checks the holdings permanent location and finds the value “Science Library Stacks.”
FOLIO then checks the location record for “Science Library Stacks” and finds that the location has a primary service point of “Science Library Desk”.
Finally, FOLIO checks the fee/fine owner records for the service point “Science Library Desk” and finds it connected to the fee/fine owner “Science and Engineering Business Office”.

FOLIO charges both the $100 lost item fee and the $25 lost item processing fee and associates them to “Science and Engineering Business Office” as the owner.

Fee/fine notices

Notices function differently for fee/fines that are charged manually, versus fee/fines that are charged automatically.

Manual fee/fine notices

For a manual fee/fine, you have two types of notices that you can use - the charge notice and the action notice.

You can create templates for both types of notices in Settings>Circulation>Patron Notices>Patron notice templates. For a charge notice, choose the notice category “Manual fee/fine charge.” For an action notice, choose “Manual fee/fine action (pay, waive, refund, transfer, or cancel/error)”.

In Settings>Users>Fee/fine>Manual charges, you can select the appropriate fee/fine owner, and associate a charge notice and an action notice to that manual charge. You can select default charge and/or action notice templates for the owner, or specify different charge notice templates for individual fee/fine types.

When you create a manual charge on a patron’s account, or apply an action to an existing charge, if there is an associated notice template, a checkbox option will allow you to choose if the patron should be notified.

Automatic fee/fine notices

Notices for automatic fee/fines are determined by the associated circulation rule.

When the item is loaned, it has an associated notice policy, and within the notice policy, you can choose to send fee/fine notices when overdue fines or lost item fines are charged.

Aged to lost notices for long-term loans (loans with a time interval of days, weeks, or months) are sent on a per-charge basis and are not bunched into one single email. This can result in more notices being sent to a patron than desired.

For example, suppose a library has a policy where faculty can borrow books until the end of the academic year (defined with a fixed due date.) If the items age to lost, faculty are charged $100 to replace the book, plus a $25 processing fee. A faculty member borrows ten books that are all due at the end of the academic year and doesn’t return them. If the library uses the Aged to lost notice for those lost books, that faculty member would receive twenty separate emails - one for the replacement cost and one for the processing fee for each item.

While there are plans to change this so that lost item fine notices are sent in bulk, that development is not yet scheduled.

Libraries that do not want to have the emails sent as individual notices can use the loan due date notice trigger as an alternative; loan due date notices can be triggered after the item was due. For example, if an item is declared lost after 28 days, you could send a loan due date notice 27 days after the item was due, letting the patron know that the items are about to be declared lost, or send the notice at 29 days, letting them know the items have been declared lost.

How are overdue and overdue recall fee/fines calculated?

FOLIO’s fee/fine system is very dynamic and allows for many different configuration options of loan length and fee/fine settings. It can be helpful to know how the underlying logic works when FOLIO computes an overdue or overdue recall fine amount.

Because you can define fine rates and loan lengths in different intervals - minutes, hours, days, weeks or months - FOLIO’s approach is to take the length of time an item was overdue, convert it to minutes, and then compare that date/time to the fine interval - also in minutes - to determine how to charge. This is fairly simple when a library charges fines for all hours, but can become much more complicated when charging fines only when an associated service point is open. .

Also note that FOLIO does not do these calculations until the overdue or overdue recalled item is returned. Some library systems offer a “running total” calculation for overdue fines, but FOLIO does not offer that feature.

Example: A patron returns an overdue item at a 24/7 service point

Suppose a patron borrows an item that has a three hour loan period, with an overdue charge of $3/day. They borrow the item at 2 PM on September 1. The item is due back at 5 PM on September 1, but they don’t return it until 6 PM on September 2nd.

The factors that are used in the overdue fine calculation include:

The loaning service point calendar - in this example, suppose the service point is open 24/7
The stated overdue charge, defined in the overdue policy - in this example, $3/day
Whether there is a grace period for a late return, defined in the loan policy - in this example, suppose there is no grace period
Whether they should charge the overdue fine during closed hours, defined in the overdue policy - in this example, suppose it is Yes

So, once the item is returned, FOLIO computes the overdue fine like this:

The item was overdue by one day and one hour - 25 hours - which it then converts to minutes - 1500 minutes
The fee/fine rate is $3/day. There are 1440 minutes in a day, so it’s $3/1440 minutes.
FOLIO computes the number of time “units” that the item was overdue for - in this case, dividing 1500/1440 = ~1.07 “units” of overdue time.
FOLIO rounds the number of overdue time “units” up to the next integer - in this case, 2.
FOLIO multiplies the number of overdue time “units” by the amount of the fine per interval - 3 - to get a total fine of $6.00

Example: A patron returns an overdue item at a service point that closes overnight

Suppose a patron borrows an item that has a seven day loan period, with an overdue fine of $3/day. They borrow the item at 2 PM on May 1st. The item is due back at 11:59:59 PM on May 8th. The patron returns the item at 2 PM on May 11th.

The factors that are used in the overdue fine calculation include:

The loaning service point calendar - in this example, suppose the service point is open 8 AM to midnight from May 1st to May 11th.
The stated overdue charge, defined in the overdue policy - in this example, $3/day
Whether there is a grace period for a late return, defined in the loan policy - in this example, a grace period of one day.
Whether they should charge the overdue fine during closed hours, defined in the overdue policy - in this example, that option is set to No.

So, once the item is returned, FOLIO computes the overdue fine like this:

The item was overdue by 2 days and 14 hours strictly looking at the calendar. That is 62 hours, which is 3720 minutes.
There is a grace period, but because the grace period is one day / 1440 minutes, and the item was returned after the grace period, the grace period does not factor into the calculation.
FOLIO sees that the overdue policy says to not charge overdue fines during closed hours. The associated loaning service point calendar shows it closed from midnight to 8 AM on three relevant days - the morning of the 9th, 10th, and 11th. The closed period is 8 hours each day - so 24 hours total, or 1440 minutes.
FOLIO subtracts the closed minutes from the total overdue period - 3720 - 1440 = 2280 minutes. That is the amount of overdue time FOLIO will charge for.
The fine rate is $3/day, or $3/1440 minutes. FOLIO computes the number of time “units” the item was overdue for - 2280/1440 = ~1.58 “units” of overdue time.
FOLIO rounds that up to the next integer - 2 - and charges for 2 intervals. So it would be 2 * 3 = 6, for a $6 fine.

It is important to notice that the patron was charged for 2 days even though the item was returned on the 3rd day after it became overdue.

There is development planned to better handle calculating fines for closed periods, but it is not currently scheduled.

What happens to a loan when the fine is resolved?

When an item is declared lost, or an item ages to lost, the associated loan remains open.

If the item is returned, and all associated fees/fines are removed, the loan is closed and the item’s status changes to either “Available” or “In Transit”, depending on where it was returned.

If the library resolves all fees/fines via payment, cancellation, or waiving, FOLIO automatically closes the fee/fine, closes the loan,, and changes the item’s status to Lost and paid.

What happens to a fine if the item record is deleted?

An item can be deleted even if an unpaid fee/fine is attached to the item record. This is a known issue, but development to address this has not yet been scheduled.

If an item is deleted, the underlying account record will remain. Deleting an item does not delete a fee/fine, and the fine record includes some item information stored directly, such as title, barcode, and item effective location. However, you will not be able to see the fine in the FOLIO user interface; instead you will see an error message.

Because of this issue, we recommend that libraries do not delete items with attached fees/fines. Checking for attached records can be done with a reporting or API query tool.

If you are using an API tool like Postman, a query like this will work, sent to your tenant instance of Okapi:

GET /accounts?query=itemId=="[Insert item UUID]"&limit=1000

Lost items - charging set cost versus actual cost

FOLIO defines two types of automated fine charging: Set cost and Actual cost.

Although settings for both Set cost and Actual cost are visible in the lost item policy screen, only Set cost is implemented in the Kiwi version of FOLIO.

For Set cost charges, libraries specify a standard charge for a lost item in the associated lost item policy, and FOLIO charges the patron that amount when the item is declared lost or ages to lost.

For Actual cost charges, the FOLIO project plans to implement a screen where libraries can review and specify the amount for individual items that have aged to lost.

Libraries that need Actual cost functionality prior to implementation in FOLIO can apply a set cost and then manually review charged fee/fines to adjust them to an actual cost. This requires manual intervention with each fee/fine charge.

Timing considerations for when an item ages to lost

FOLIO uses a system-managed process to age an item to a lost status and apply any associated charges. The process has two pieces to it. The first is a process that moves the item status from Checked out to Aged to lost. The second process applies any associated fees/fines.

By default, FOLIO runs the Aged to lost process every thirty minutes, and the fines process five minutes later. Hosting providers may choose to change this schedule to meet a specific library’s needs.

Here is how aging an item to lost might look in practice.

Example: A long-term loan ages to lost

Consider the following scenario:

A patron borrowed a book and never returned it.
The loan had a due date of May 1, 2022. Because the item has a fixed due date, the actual due date/time is May 1, 2022 at 11:59 PM.
The associated lost item policy says that the item ages to lost after 28 days. When that happens, the patron is charged a $100 set lost item fee, with no lost processing fee.

The “aged to lost” time counter would begin on May 2nd. The 28-day overdue period would end on May 29th at 11:59 PM

After 5/29 at 11:59 PM has passed, the next run of the Aged to lost process will change the item status to Aged to lost.
After the item status changes to Aged to lost, the next run of the fine process will charge any associated fines.

The timing might look something like this:

May 29th 11:59 PM - the age of the loan goes past the overdue time frame and becomes eligible to be aged to lost
May 30th 12:00 AM - the Aged to lost process begins and changes the item status to Aged to lost
May 30th 12:05 AM - the Aged to lost fee charging process begins, takes in the aged-to-lost loan information, and applies the $100 charge to the borrower’s library account

Both steps of this process can take time to run, so if you have a large number of loans waiting to be aged to lost, the timing on this may not be exact, and it may take longer to see all of the loans be processed. Delays depend on the number of loans your library has to process.

Example: A short-term loan goes lost

Suppose a patron borrows a laptop charger with a four hour loan time. They borrow the item at 2:05 PM, and it’s due at 6:05 PM. The library has a lost loan policy for chargers that says that you must bring it back within three hours of the due date/time or it will be declared lost, and the borrower will be charged $75.

If the patron doesn’t return the charger, it would be eligible to be aged to lost at 9:05 PM. The timing might look something like this:

9:00 PM - the Aged to lost begins, but there are no loans to process.
9:05 PM - the charger goes past the lost time frame and is able to be aged to lost
9:05 PM - the Aged to lost fee charging process begins, but there are no loans to process
9:30 PM - the Aged to lost process begins and changes the item status to aged to lost
9:35 PM - the Aged to lost fee charging process begins, takes in the aged to lost loan information, and applies the $75 charge.

So functionally that means that there is a time period between 9:05 PM and 9:35 PM (at the earliest) where an item may be past the expected time frame but still look like it is only overdue, or look like it has aged to lost but without the expected lost item fee.

Docs: Single server or PC: fresh install

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

These are installation instructions for installing a platform-complete distribution of FOLIO on a PC, including inside a Vagrant box. A single PC installation of FOLIO is useful for demo and testing purposes.

The instructions should also work for a demo / testing installation on a single server. Note all of the instructions mentioning <YOUR_IP_ADDRESS> and <YOUR_HOST_NAME>, and configure them according to your network environment.

This is not considered appropriate for a production installation. A production installation should distribute the modules over multiple servers and use some kind of orchestration.

See also how to upgrade an existing single server installation from the Kiwi release.

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.

This documentation shows how to install a platform-complete distribution of Lotus.

Throughout this documentation, the sample tenant “diku” will be used. Replace with the name of your tenant, as appropriate.

System requirements

These requirements apply to the FOLIO environment. So for a Vagrant-based install, they apply to the Vagrant VM.

Software requirements

Requirement	Recommended Version
Operating system	Ubuntu 20.04.02 LTS (Focal Fossa) 64-bits
Java	OpenJDK 11
PostgreSQL	PostgreSQL 12

Hardware requirements

Requirement	FOLIO Base Apps	FOLIO Extended Apps
RAM	24GB	40GB
CPU	4	8
HD	100 GB SSD	350 GB SSD

Vagrant setup

For testing FOLIO installation on a PC, it’s recommended to use Vagrant to separate the many FOLIO software components from the host PC, and to allow for saved snapshots and rolling back as needed.

Install Vagrant.

See the Vagrant download and installation instructions.

Install a virtualization product.

For Windows, install VirtualBox.

Install an Ubuntu box.

Create a Vagrantfile like the following.

# -*- mode: ruby -*-
# vi: set ft=ruby :

Vagrant.configure("2") do |config|
  config.vm.box = "ubuntu/focal64"

  config.vm.network "forwarded_port", guest: 9130, host: 9130
  config.vm.network "forwarded_port", guest: 80, host: 80
  config.vm.network "forwarded_port", guest: 9200, host: 9200

  config.vm.provider "virtualbox" do |vb|
    vb.memory = "49152"
  end
end

Run vagrant up in the folder with the Vagrantfile.

SSH into the Vagrant box.

vagrant ssh

For a Vagrant-based installation, all of the following instructions assume you are working within the Vagrant enviornment via vagrant ssh. You will likely want to open additional ssh connections to the box for later steps such as following changes to the Okapi log file.

Installing Okapi

Okapi requirements

Update the APT cache.

sudo apt update

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

sudo apt -y install openjdk-11-jdk
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-12 postgresql-client-12 postgresql-contrib-12 libpq-dev

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

Edit (via sudo) the file /etc/postgresql/12/main/postgresql.conf to add line listen_addresses = ‘*' in the “Connection Settings” section.
In the same file, increase max_connections (e.g. to 500)
Edit (via sudo) the file /etc/postgresql/12/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://<YOUR_IP_ADDRESS>: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

Note: The IP address <YOUR_IP_ADDRESS> should match the private IP of your server. This IP address should be reachable from Docker containers. Therefore, you can not use localhost.

For a Vagrant installation, the IP address should be 10.0.2.15.

You can use the /ifconfig command in order to determine the private IP.

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

Exit psql with \q command

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 Debian 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-get -y --allow-change-held-packages install okapi=4.13.2-1 # R1-2022 Okapi version
sudo apt-mark hold okapi

Please note that the R1-2022 FOLIO release version of Okapi is 4.13.2-1. 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 official release.

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

Edit (via sudo) file /etc/folio/okapi/okapi.conf to reflect the following changes:

role="dev"
port_end="9340"
host="<YOUR_IP_ADRESS>"
storage="postgres"
okapiurl="http://<YOUR_IP_ADDRESS>:9130"
docker_registries -- See explanation in okapi.conf file. Default is unauthenticated.
log4j_config=“/etc/folio/okapi/log4j2.properties”

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

Edit (via sudo) log4j2.properties. Make sure Okapi logs into a file and define a RollingFileAppender :

appenders = f

appender.f.type = RollingFile
appender.f.name = File
appender.f.fileName = /var/log/folio/okapi/okapi.log
appender.f.filePattern = /var/log/folio/okapi/okapi-%i.log
appender.f.layout.type = PatternLayout
appender.f.layout.pattern = %d{HH:mm:ss} [$${FolioLoggingContext:requestid}] [$${FolioLoggingContext:tenantid}] [$${FolioLoggingContext:userid}] [$${FolioLoggingContext:moduleid}] %-5p %-20.20C{1} %m%n
appender.f.policies.type = Policies
appender.f.policies.size.type = SizeBasedTriggeringPolicy
appender.f.policies.size.size = 200MB
appender.f.strategy.type = DefaultRollOverStrategy
appender.f.strategy.max = 10

rootLogger.level = info
rootLogger.appenderRefs = f
rootLogger.appenderRef.f.ref = File

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 '{ "urls": [ "https://folio-registry.dev.folio.org" ] }' \
  http://localhost:9130/_/proxy/pull/modules

Okapi log should show something like

INFO  ProxyContext         283828/proxy REQ 127.0.0.1:51424 supertenant POST /_/proxy/pull/modules  okapi-4.13.2
INFO  PullManager          Remote registry at https://folio-registry.dev.folio.org is version 4.13.2
INFO  PullManager          pull smart
  ...
INFO  PullManager          pull: 3466 MDs to insert
INFO  ProxyContext         283828/proxy RES 200 93096323us okapi-4.13.2 /_/proxy/pull/modules

Okapi is up and running!

Create a new tenant

Switch to the working directory.

cd ~/folio-install

Create a tenant.json file:

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

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

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

Install Elasticsearch

You have to install elasticsearch (ES) in order to be able to do queries. You need to point the related modules, at least mod_pubsub and mod_search to your ES installation (this will be described further down).

Follow this guide to install a three-node Elasticsearch cluster on a Single Server: Installation of Elasticsearch.

Note for completeness: To make use of the full capabilities of FOLIO, it is required to install more services which do not generically belong to FOLIO. For example, if you want to make use of FOLIO’s data export functionality, you have to install a minio Server or make use of an Amazon S3 bucket. The installation of these services and the configuration of FOLIO to connect to these services is not part of this guide. They might be included in later versions of this guide for some commonly employed services.

Install a Folio Backend

Post data source information to the Okapi environment for use by deployed modules. The Okapi environment variables will be picked up by every module that makes use of them during deployment. Supply at least these environment variables:

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\":\"ELASTICSEARCH_HOST\",\"value\":\"<YOUR_IP_ADDRESS>\"}" http://localhost:9130/_/env
curl -w '\n' -D - -X POST -H "Content-Type: application/json" -d "{\"name\":\"ELASTICSEARCH_PASSWORD\",\"value\":\"s3cret\"}" http://localhost:9130/_/env
curl -w '\n' -D - -X POST -H "Content-Type: application/json" -d "{\"name\":\"ELASTICSEARCH_URL\",\"value\":\"http://<YOUR_IP_ADDRESS>:9200\"}" http://localhost:9130/_/env
curl -w '\n' -D - -X POST -H "Content-Type: application/json" -d "{\"name\":\"ELASTICSEARCH_USERNAME\",\"value\":\"elastic\"}" http://localhost:9130/_/env
curl -w '\n' -D - -X POST -H "Content-Type: application/json" -d "{\"name\":\"INITIAL_LANGUAGES\",\"value\":\"eng, ger, swe\"}" 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\":\"KAFKA_PORT\",\"value\":\"9092\"}" 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
curl -w '\n' -D - -X POST -H "Content-Type: application/json" -d "{\"name\":\"SYSTEM_USER_PASSWORD\",\"value\":\"pub-sub\"}" http://localhost:9130/_/env

Note: Make sure that you use your private IP for the properties DB_HOST, KAFKA_HOST and OKAPI_URL. (In a Vagrant environment, 10.0.2.15 should work.) Change passwords as you like, but make sure that you use the same passwords in your installations of the database and elasticsearch. SYSTEM_USER_PASSWORD will be used by mod-pubsub and mod-search. It needs to be the same as those used for the system users system-user, pub-sub and mod-search (and potentially more system generated users). Set the **ELASTICSEARCH_*** variables so that they point to your Elasticsearch installation.

You may at this point also want to set environment variables for modules which are not part of Okapi’s global env vars. Follow these instructions Change Environment Variables of a Module (cf. the section named “When the module has not yet been deployed”).

Confer the module documentations on github to learn about configuration options for the modules by setting environment variables. For example, for mod-search, look at https://github.com/folio-org/mod-search#environment-variables . You can also find a list of environment variables for each module at the Overview - Metadata section of the module’s page in Folio org’s Dockerhub. For example, for mod-search, this is at https://hub.docker.com/r/folioorg/mod-search.

Check out platform-complete.

Clone the repository

cd $HOME
git clone https://github.com/folio-org/platform-complete
cd platform-complete

Checkout the latest stable branch of the repository (one which has undergone bugfest or hotfix testing)

git checkout R1-2022-hotfix-2

Deploy and enable the backend modules.

Deploy the backend modules

Deploy all backend modules of the release with a single post to okapi’s install endpoint. This will deploy and enable all backend modules. Start with a simulation run:

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

The system will show you what it will do. It will also enable dependent frontend modules (which may not be of a release version).

Now, actually deploy and enable the backend modules.

Note: Edit the following to “loadSample%3Dtrue” instead if you want to load some reference data (this will populate your inventory with sample data, which might be unwanted if you want to later migrate your own inventory data):

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

This will pull the Docker images from Docker Hub and spin up a container on your host for each backend module.

Progress can be followed in the Okapi log at /var/log/folio/okapi/okapi.log

This will run for 15 minutes or so.

If that fails, remedy the error cause and try again until the post succeeds.

Check, what is in your Discovery:

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

There should be 65 modules in your Okapi discovery - those which are in okapi-install.json - if all went well.

Check, what Docker containers are running on your host:

sudo docker ps --all | grep mod- | wc

This should also show the number 65.

Get a list of backend modules that have now been enabled for your tenant:

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

There should be 65 of these as well.

Now you have installed a complete FOLIO backend. Congratulations !

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 optionally secure Okapi.

Install the frontend, Folio Stripes

You have an Okapi instance running, you can proceed to install Stripes. Stripes is bundled and deployed on a per tenant basis. Install Stripes and nginx in a Docker container. Use the docker file of platform-complete.

Configure the docker file and the nginx webserver

  cd ~/platform-complete
  edit docker/Dockerfile
    ARG OKAPI_URL=http(s)://<YOUR_DOMAIN_NAME>/okapi
    ARG TENANT_ID=diku # Or change to your tenant's name

<YOUR_DOMAIN_NAME> is usually your server name (host name plus domain), unless you are doing a redirect from some other domain. The subpath /okapi of your domain name will be redirected to port 9130 below, in your nginx configuration. Thus, the Okapi port 9130 does not need to be released to outside of your network.

Edit docker/nginx.conf to include this content below. Replace the server name and IP address with what is in the original version of nginx.conf:

server {
  listen 80;
  server_name <YOUR_SERVER_NAME>;
  charset utf-8;
  access_log  /var/log/nginx/host.access.log  combined;

  # front-end requests:
  # Serve index.html for any request not found
  location / {
    # Set path
    root        /usr/share/nginx/html;
    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://<YOUR_IP_ADDRESS>:9130/;
  }
}

<YOUR_SERVER_NAME> should be the real name of your server in your network. <YOUR_SERVER_NAME> should consist of host name plus domain name, e.g. myserv.mydomain.edu. If you are not doing a redirect <YOUR_SERVER_NAME> equals to <YOUR_DOMAIN_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).

Edit the url and tenant in stripes.config.js. The url will be requested by a FOLIO client, thus a browser. Make sure that you use the public IP or domain of your server. Use http only if you want to access your FOLIO installation only from within your network.

  edit stripes.config.js
      okapi: { 'url':'http(s)://<YOUR_DOMAIN_NAME>/okapi', 'tenant':'diku' },

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

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

Build the Docker container

Build the docker container which will contain stripes and nginx:

  sudo su
  docker build -f docker/Dockerfile --build-arg OKAPI_URL=http://<YOUR_DOMAIN_NAME>/okapi --build-arg TENANT_ID=diku -t stripes .
Sending build context to Docker daemon  1.138GB
Step 1/19 : FROM node:15-alpine as stripes_build
...
Step 19/19 : ENTRYPOINT ["/usr/bin/entrypoint.sh"]
 ---> Running in a47dce4e3b3e
Removing intermediate container a47dce4e3b3e
 ---> 48a532266f21
Successfully built 48a532266f21
Successfully tagged stripes:latest

This will run for approximately 15 minutes.

Make sure nginx is not already running on your VM

sudo service nginx stop

You will get an error if it was not already running, which is fine.

Make sure nothing else is running on port 80.

sudo apt install net-stat
netstat -anpe | grep ":80"

You should get no results.

Start the Docker container

Redirect port 80 from the outside to port 80 of the docker container. (When using SSL, port 443 has to be redirected.)

  nohup docker run --name stripes -d -p 80:80 stripes

(Optionally) Log in to the Docker container

Check if your config file looks o.k. and follow the access log inside the container:

  docker exec -it <container_id> sh
  vi /etc/nginx/conf.d/default.conf
  
  tail -f /var/log/nginx/host.access.log

Exit sudo

    exit

Enable the frontend modules for your tenant

Use the parameter deploy=false of Okapi’s install endpoint for the frontend modules and post the list of frontend modules stripes-install.json to the install endpoint. This will enable the frontend modules of the release version for your tenant.

First, simulate what will happen:

curl -w '\n' -D - -X POST -H "Content-type: application/json" -d @$HOME/platform-complete/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 @$HOME/platform-complete/stripes-install.json http://localhost:9130/_/proxy/tenants/diku/install?deploy=false\&preRelease=false\&tenantParameters=loadReference%3Dfalse

Get a list of modules which have been enabled for your tenant:

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

There should be 131 modules enabled.

This number is the sum of the following:

56 Frontend modules (folio_*) 9 Edge modules 65 Backend modules (R1-2022) (mod-*) 1 Okapi module (4.13.2) These are all R1 (Lotus) modules.

You have installed all modules now. Check again what containers are running in docker:

sudo docker ps --all | wc

This should show 72 containers running.

The following containers are running on your system, but do not contain backend modules:

Stripes
3 times Elasticsearch
Kafka
Zookeper

In sum, these are 6 containers which do not run backend modules. Also subtract the header line (of “docker ps”), and you will arrive at 72 - 7 = 65 containers which run backend modules .

Create a superuser

You need to create a superuser for your tenant in order to be able to administer it. This is a multi step process and the details can be found in the Okapi documentation. 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
gcc (Ubuntu 9.3.0-17ubuntu1~20.04) 9.3.0

sudo apt install make

Install prerequiste Perl modules

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

Use the bootstrap-superuser.pl Perl script to create a superuser:

wget "https://raw.githubusercontent.com/folio-org/folio-install/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 (or 443, if you configured SSL) and you can open it using a browser. Go to http(s)://<YOUR_HOST_NAME>/. Log in with the credentials of the superuser that you have created.

Create Elasticsearch Index

Note : You might want to defer creating the ES index to a point of time after you have migrated some data to your freshly created FOLIO instance. If you have loaded sample data above and do not plan to migrate data, then you should create the index now.

[Note aside : This section follows https://github.com/folio-org/mod-search#recreating-elasticsearch-index ]

Create Elasticsearch index for the first time

Assign the following permission to user diku_admin: search.index.inventory.reindex.post (Search - starts inventory reindex operation) Use the “Users” app of the UI.

Get a new Token:

export TOKEN=$( curl -s -S -D - -H "X-Okapi-Tenant: diku" -H "Content-type: application/json" -H "Accept: application/json" -d '{ "tenant" : "diku", "username" : "diku_admin", "password" : "admin" }' http://localhost:9130/authn/login | grep -i "^x-okapi-token: " )
curl -w '\n' -D - -X POST -H "$TOKEN" -H "X-Okapi-Tenant: diku" -H "Content-type: application/json" -d '{ "recreateIndex": true, "resourceName": "instance" }' http://localhost:9130/search/index/inventory/reindex
HTTP/1.1 200 OK
vary: origin
Content-Type: application/json
Date: Fri, 22 Jul 2022 19:00:00 GMT
transfer-encoding: chunked

{"id":"02c8e76a-0606-43f2-808e-86f3c48b65c6","jobStatus":"In progress","submittedDate":"2022-07-22T19:00:00.000+00:00"}

Follow okapi.log. You will see a lot of logging: /inventory-view RES 200 mod-inventory-storage … Posting to the endpoint /search/index/inventory/reindex causes actions on all 3 elasticsearch containers (nodes). Indexing of 200,000 instances takes 5-6 minutes.

Monitoring the reindex process

(This section follows https://github.com/folio-org/mod-search#monitoring-reindex-process .)

There is no end-to-end monitoring implemented yet, however it is possible to monitor it partially. In order to check how many records published to Kafka topic use inventory API. Instead of the id “02c8e76a-0606-43f2-808e-86f3c48b65c6” use the id that has been reported by your post to /search/index/inventory/reindex above:

curl -w '\n' -D - -X GET -H "$TOKEN" -H "X-Okapi-Tenant: diku" -H "Content-type: application/json" http://localhost:9130/instance-storage/reindex/02c8e76a-0606-43f2-808e-86f3c48b65c6
HTTP/1.1 200 OK
vary: origin
Content-Type: application/json
transfer-encoding: chunked

{
  "id" : "02c8e76a-0606-43f2-808e-86f3c48b65c6",
  "published" : 224823,
  "jobStatus" : "Ids published",
  "submittedDate" : "2022-07-22T19:15:00.000+00:00"
}

Compare the number “published” to the number of instance records that you have actually loaded or migrated to your FOLIO inventory.

Confirm that FOLIO is running

Can you see the installed modules in Settings - Installation details ?

Do you see the right okapi version, 4.13.2-1 ?

Does everything look good ?

Il sistema è pronto !

Docs: Single server: upgrade

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

A single server installation is being considered a non-production installation. For a production installation some kind of orchestration should be applied. A single server installation of FOLIO is useful for demo and testing purposes.

Upgrade-based installation

This is a documentation for an upgrade of your FOLIO system.

It assumes that you have already successfully installed a FOLIO system and now want to upgrade your system to Lotus.
If you are deploying FOLIO for the first time, or if you want to start with a fresh installation for whatever reasons, see how to do a fresh installation of a single server deployment.
This documentation shows how to upgrade to a platform-complete distribution of Lotus.
Throughout this documentation, the sample tenant “diku” will be used. Replace with the name of your tenant, as appropriate.

System requirements

Software requirements

Requirement	Recommended Version
Operating system	Ubuntu 20.04.02 LTS (Focal Fossa) 64-bits
FOLIO system	Kiwi (R3-2021)

Hardware requirements

Requirement	FOLIO Extended Apps
RAM	40GB
CPU	8
HD	350 GB SSD

I. Before the Upgrade

First do a snapshot of your system, so you will be able to replay the current status in case the upgrade fails.

First do Ubuntu Updates & Upgrades

sudo apt-get update
sudo apt-get upgrade
sudo reboot

Check if all Services have been restarted after reboot: Okapi, postgres, docker, the docker containers (do: docker ps –all | more ) , Stripes and nginx.

Read carefully the Lotus Release Notes. Do these actions:

i. PostgreSQL version

Minimum required PostgreSQL version is 12. Check your postgresql version:

psql --version
psql (PostgreSQL) 12.11 (Ubuntu 12.11-0ubuntu0.20.04.1)

If your version is 11 or lower, upgrade postgresql to version 12.

ii. Upgrade mod-data-export-spring to 1.2.3

Before upgrading Okapi, upgrade mod-data-export-spring to 1.2.3 that has the permissions been fixed. Execute these three lines:

  curl -w '\n' -D - -X POST -H "Content-type: application/json" -d @okapi-pull.json http://localhost:9130/_/proxy/pull/modules
  curl -w '\n' -D - -X POST -H "Content-type: application/json" -d '[  { "id": "mod-data-export-spring-1.2.3", "action": "enable" }]' http://localhost:9130/_/proxy/tenants/diku/install?simulate=true\&preRelease=false
  curl -w '\n' -D - -X POST -H "Content-type: application/json" -d '[  { "id": "mod-data-export-spring-1.2.3", "action": "enable" }]' http://localhost:9130/_/proxy/tenants/diku/install?deploy=true\&preRelease=false\&tenantParameters=loadReference%3Dfalse

iii. externalSystemId is unique now.

This SQL lists only the duplicates:

psql folio;
SET search_path TO diku_mod_users;
SELECT left(lower(f_unaccent( jsonb->>'externalSystemId')), 600) FROM users GROUP BY 1 HAVING count(*) > 1;
 left
------
(1 row)

Remove duplicate external system ids.

More preparatory steps

There might be more preparatory steps that you need to take for your installation. If you are unsure what other steps you might need to take, study carefully the Lotus Release Notes. Do all actions in the column “Action required”, as appropriate for your installation.

II. Reinstall the Backend, Migrate from Kiwi to Lotus

II.i) Fetch a new version of platform-complete

Fetch the new release version of platform-complete, change into that directory:

cd platform-complete
git fetch

There is a new branch R1-2022-hotfix-1. We will deploy this version. Check out this Branch. Stash local changes. This should only pertain to stripes.config.js . Discard any changes which you might have made on the install-jsons:

git restore install.json
git restore okapi-install.json
git restore stripes-install.json
git restore package.json
 
git stash save
git checkout master
git pull
git checkout R1-2022-hotfix-1
git stash pop

II.ii) Upgrade Okapi

Upgrade the Okapi version and restart Okapi. Read the R1 Okapi version from install.json: okapi-4.13.2

Update the Okapi Debian package:

sudo apt-get update
sudo apt-get -y --allow-change-held-packages install okapi=4.13.2-1

Check Okapi logging properties in /etc/folio/okapi. Check that this line is in okapi.conf:

log4j_config="/etc/folio/okapi/log4j2.properties"

Edit log4j2.properties. Make sure Okapi logs into a file and define a RollingFileAppender :

appenders = f

appender.f.type = RollingFile
appender.f.name = File
appender.f.fileName = /var/log/folio/okapi/okapi.log
appender.f.filePattern = /var/log/folio/okapi/okapi-%i.log
appender.f.layout.type = PatternLayout
appender.f.layout.pattern = %d{HH:mm:ss} [$${FolioLoggingContext:requestid}] [$${FolioLoggingContext:tenantid}] [$${FolioLoggingContext:userid}] [$${FolioLoggingContext:moduleid}] %-5p %-20.20C{1} %m%n
appender.f.policies.type = Policies
appender.f.policies.size.type = SizeBasedTriggeringPolicy
appender.f.policies.size.size = 200MB
appender.f.strategy.type = DefaultRollOverStrategy
appender.f.strategy.max = 10

rootLogger.level = info
rootLogger.appenderRefs = f
rootLogger.appenderRef.f.ref = File

Restart Okapi:

sudo systemctl daemon-reload
sudo systemctl restart okapi.service

Follow /var/log/folio/okapi/okapi.log .

Now Okapi will re-start your modules. Follow the okapi.log. It will run for 5 minutes or so until all modules are up again. Check if all modules are running:

docker ps --all | grep "mod-" | wc
  65

Retrieve the list of modules which are now being enabled for your tenant (just for your information):

curl -w '\n' -XGET http://localhost:9130/_/proxy/tenants/diku/modules
...
}, {
  "id" : "okapi-4.13.2"
} ]

You should see 10 Edge modules, 50 Frontend modules (folio_*), 65 Backend modules (mod-*), if you are starting from Kiwi, platform-complete + the Lotus-Version of Okapi (4.13.2).

II.iii) Pull module descriptors from the central registry

curl -w '\n' -D - -X POST -H "Content-type: application/json" \
  -d { "urls": [ "https://folio-registry.dev.folio.org" ]  http://localhost:9130/_/proxy/pull/modules

Okapi log should show something like

 INFO  ProxyContext         283828/proxy REQ 127.0.0.1:51424 supertenant POST /_/proxy/pull/modules  okapi-4.13.2
 INFO  PullManager          Remote registry at https://folio-registry.dev.folio.org is version 4.13.2
 INFO  PullManager          pull smart
  ...
 INFO  PullManager          pull: 3466 MDs to insert
 INFO  ProxyContext         283828/proxy RES 200 93096323us okapi-4.13.2 /_/proxy/pull/modules

II.iv) Deploy a compatible FOLIO backend

Check your Okapi environment:

 curl -X GET http://localhost:9130/_/env

At this point, (re-)configure the environment variables of your modules, as needed. Study the release notes for any changes in module configurations. E.g. (and just as an example), if you are going to use mod-data-export-worker for the first time and need to connect it to Kafka and a minio server, set these environment variables in mod-data-export-worker-1.3.5 :

      "name" : "KAFKA_HOST", "value" : "127.0.0.1"
      "name" : "KAFKA_PORT", "value" : "9092"
      "name" : "AWS_URL", "value" : "https://minio.folio.hbz-nrw.de/"
      "name" : "AWS_REGION", "value" : "europe-west3-b"
      "name" : "AWS_BUCKET", "value" : "hbz-test"
      "name" : "AWS_ACCESS_KEY_ID", "value" : "folioadmin"
      "name" : "AWS_SECRET_ACCESS_KEY", "value" : "********"

Follow these instructions to change the environment variables for a module: Change Environment Variables of a Module.

Deploy all backend modules of the new release with a single post to okapi’s install endpoint. This will deploy and enable all new modules and undeploy the modules of the old version which are not needed anymore. Start with a simulation run:

  curl -w '\n' -D - -X POST -H "Content-type: application/json" -d @/usr/folio/platform-complete/okapi-install.json http://localhost:9130/_/proxy/tenants/diku/install?simulate=true\&preRelease=false
  curl -w '\n' -D - -X POST -H "Content-type: application/json" -d @/usr/folio/platform-complete/okapi-install.json http://localhost:9130/_/proxy/tenants/diku/install?deploy=true\&preRelease=false\&tenantParameters=loadReference%3Dfalse

You can follow the progress on the terminal screen and/or in /var/lib/folio/okapi/okapi.log .

If that fails, remedy the error cause and try again until the post succeeds. In case of previous failures, old modules might not have been undeployed and will still be running. We will account for this later in the “clean up” section.

Check that only one module instance of mod-authtoken-2.9.1 is running. Authentication will not work if multiple instances of mod-authtoken are running and have been started without setting the startup parameter “jwt.signing.key”. For our single server setup, we will proceed with only one instance of mod-authtoken-2.9.1.

II.v) Enable the frontend modules for your tenant

Use the parameter deploy=false for the frontend modules and post the complete list of modules install.json to the okapi install endpoint. This will enable all modules of the release version for your tenant. Don’t load reference data if you are doing a system upgrade.

curl -w '\n' -D - -X POST -H "Content-type: application/json" -d @/usr/folio/platform-complete/install.json http://localhost:9130/_/proxy/tenants/diku/install?simulate=true\&preRelease=false
curl -w '\n' -D - -X POST -H "Content-type: application/json" -d @/usr/folio/platform-complete/install.json http://localhost:9130/_/proxy/tenants/diku/install?deploy=false\&preRelease=false\&tenantParameters=loadReference%3Dfalse

II.vi) Cleanup

Clean up. Undeploy all unused containers. Go through the list install.json, check if all modules mentioned there have actually been deployed for your tenant (compare the two lists):

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

Also, look up in the list of deployed containers for backend modules if containers for old module versions are still deployed or if they have been deployed twice for the same module version:

docker ps --all | grep mod-

Required Actions:

undeploy old module versions, e.g. like this:

curl -w '\n' -D - -X DELETE http://localhost:9130/_/discovery/modules/mod-circulation-storage-13.1.1

Disable modules which have been deployed twice, undeploy one of the containers, then re-enable to module, e.g., like this:

    docker ps --all | grep mod-codex-ekb
  # disable the module for the tenant:
  curl -w '\n' -D - -X POST -H "Content-type: application/json" -d '[ { "id" : "mod-codex-ekb-1.9.1", "action" : "disable" } ]' http://localhost:9130/_/proxy/tenants/diku/install?simulate=true\&preRelease=false
  curl -w '\n' -D - -X POST -H "Content-type: application/json" -d '[ { "id" : "mod-codex-ekb-1.9.1", "action" : "disable" } ]' http://localhost:9130/_/proxy/tenants/diku/install?deploy=false\&preRelease=false
  # Get Service-Ids and InstIds of the module:
  curl -w '\n' -XGET http://localhost:9130/_/discovery/modules | jq '.[] | .srvcId + "/" + .instId' | grep mod-codex-ekb
  # Delete the first instance of that module:
  curl -w '\n' -D - -XDELETE http://localhost:9130/_/discovery/modules/mod-codex-ekb-1.9.1/2a9d8011-cc0e-472d-8b39-f691cd75ff0f
  # Re-enable the module for the tenant:
  curl -w '\n' -D - -X POST -H "Content-type: application/json" -d '[{ "id": "mod-codex-ekb-1.9.1", "action": "enable"}]' http://localhost:9130/_/proxy/tenants/diku/install?simulate=true\&preRelease=false
  curl -w '\n' -D - -X POST -H "Content-type: application/json" -d '[{ "id": "mod-codex-ekb-1.9.1", "action": "enable"}]' http://localhost:9130/_/proxy/tenants/diku/install?deploy=false\&preRelease=false\&tenantParameters=loadSample%3Dfalse%2CloadReference%3Dfalse

Remove modules which are not part of platform-complete anymore, like this:

  curl -w '\n' -D - -XDELETE http://localhost:9130/_/discovery/modules/mod-inn-reach-1.0.2

Result

for Lotus HF#1 65 backend modules, “mod-*” are contained in the list install.json. Those 65 backend modules are now being enabled for your tenant. 65 containers for those backend modules are running in docker on your system.

Now, finally once again get a list of the deployed backend modules:

curl -w '\n' -D - http://localhost:9130/_/discovery/modules | grep srvcId | wc
65

Compare this with the number of your running docker containers:

docker ps --all | grep "mod-" | wc
  65
docker ps --all | wc
  72

The following containers are running on your system, but do not contain backend modules:

Stripes

3x Elasticsearch

Kafka

Zookeper

In sum, these are 6 containers without backend modules. Also subtract the header line (of “docker ps”), and you will arrive at 72 - 7 = 65 containers with backend modules (the figure of the first “wc”).

Modules enabled for your tenant:

curl -w '\n' -XGET http://localhost:9130/_/proxy/tenants/diku/modules | grep id | wc
  130

This number is the sum of the following:

54 Frontend modules
10 Edge modules
65 Backend modules (R1-2022)
1 Okapi module (4.11.1)

These are all R1 (Lotus) modules.

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

III. Frontend installation : Stripes

Install Stripes and nginx in a Docker container. Use the docker file of platform-complete. Check if everything looks o.k. in platform-complete/docker. If you have successfully installed last time, you should not need to change anything. Just do a “git diff”.

cd ~/platform-core
edit docker/Dockerfile
    ARG OKAPI_URL=http(s)://<YOUR_DOMAIN_NAME>/okapi
    ARG TENANT_ID=diku # Or change to your tenant's name

  edit docker/nginx.conf
server {
  listen 80;
  server_name <YOUR_SERVER_NAME>;
  charset utf-8;
  access_log  /var/log/nginx/host.access.log  combined;

  # front-end requests:
  # Serve index.html for any request not found
  location / {
    # Set path
    root        /usr/share/nginx/html;
    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://<YOUR_IP_ADDRESS>:9130/;
  }
}

<YOUR_SERVER_NAME> should be the real name of your server in your network. <YOUR_SERVER_NAME> should consist of host name plus domain name, e.g. myserv.mydomain.edu.

  edit stripes.config.js
      okapi: { 'url':'http(s)://<YOUR_DOMAIN_NAME>/okapi', 'tenant':'diku' },

Finally, build the docker container which will contain Stripes and nginx :

  sudo su
  docker build -f docker/Dockerfile --build-arg OKAPI_URL=http(s)://<YOUR_DOMAIN_NAME>/okapi --build-arg TENANT_ID=diku -t stripes .
Sending build context to Docker daemon  1.138GB
Step 1/19 : FROM node:15-alpine as stripes_build
...
Step 19/19 : ENTRYPOINT ["/usr/bin/entrypoint.sh"]
 ---> Running in a47dce4e3b3e
Removing intermediate container a47dce4e3b3e
 ---> 48a532266f21
Successfully built 48a532266f21
Successfully tagged stripes:latest

This will run for approximately 15 minutes.

Stop the old Stripes container: docker stop

Completely free your port 80. Look if something is still running there: e.g., do

netstat -taupn | grep 80

If there should be something still running on port 80, kill these processes.

Start the stripes container:

Redirect port 80 from the outside to port 80 of the docker container:

  nohup docker run -d -p 80:80 stripes

Can you see the R3 modules in Settings - Installation details ?
Do you see the right okapi version, 4.13.2-1 ?
Does everything look good ?

If so, remove the old stripes container: docker rm <container id of your old stripes container> .

Il sistema è pronto !

Docs: Settings > Agreements

Tue, 07 Jun 2022 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): Can view app settings. This permission allows the user to view permissions to a set of “app settings” via the Settings. As of Lotus, the available app settings are to set up options for storing documents uploaded to the Agreements module in database (default) or S3 storage.
Settings (Agreements): Can view and edit app settings. This permission allows the user to view and edit permissions to a set of “app settings” via the Settings. As of Lotus, the available app settings are to set up options for storing documents uploaded to the Agreements module in database (default) or S3 storage.

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.

Hide accordions in agreement edit view

This setting allows institutions not using the eUsage module to not display the Usage data accordion in the Agreements edit screen.

Selecting the checkbox causes the following to happen:

The Usage data module in the Agreements app is hidden.

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.
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.

If a patron has a note on their record that is checked to display in the Check out app, the note will appear as a pop-up window after 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, if the FOLIO user has the appropriate permissions, clicking the number beneath Open requests will open a list of the patron’s open requests in 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

Make sure you have looked up the user record prior to scanning items.

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 with the Due date and Time and the total number of items scanned is incremented.

The item due date/time may be sooner or later than expected if a service point is going to be closed when the item would normally be due. The item due date/time may also be sooner than expected if the patron’s account is set to expire prior to the expected due date/time.

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: Item status

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

FOLIO is implementing a three-part item state function. The three factors included are Availability; Needed for; and Process.

Once developed, the three factors for item state will interact together to drive functionality, and display status information on the item record. For example, an item that has an Availability value of “Checked Out” and a Needed for value of “Reserves” might trigger a process that routes the item to Course Reserves staff when returned, and prevents other patrons from requesting the item in the meantime.

Only Availability is currently implemented. In various FOLIO apps, this is labeled as Item status.

Availability

An item’s availability describes information about where an item is or whether it can be circulated. In FOLIO, availability is currently labeled as Item status.

Availability is a required value for an item. It cannot be edited directly; instead, the availability value is set by FOLIO processes such as data import, ordering an item, checking an item in or marking an item missing.

An item’s availability controls whether it can be loaned and whether it can be requested, even if the applicable circulation rule would otherwise allow the item to circulate. If a staff member has appropriate permissions, they can override these loan and request restrictions.

Needed for

Needed for is not yet implemented in FOLIO.

When implemented, Needed for will allow libraries to assign a workflow for an item to follow when it is needed for a specific staff or patron need. Some examples where Needed for might be used include item requesting; placing items on course reserve; or sending an item for binding. Needed for will be an optional value.

Process

Process is not yet implemented in FOLIO.

When implemented, Process will describe a staff process that an item is in. Common processes might include Digitization; Item Repair; or Cataloging. Process will be an optional value.

How Item Status Changes During Circulation

If a FOLIO library is depending on an item’s status to communicate information to patrons and control how that item is used, they should be aware of how item statuses change as part of circulation (requesting, check out, and check in.)

If an item is requested by a patron, the item status may change to Paged, or if the item is currently on loan, it may change to In transit when the item is returned.
If an item is checked out to a patron, the item status will change to Checked out.
When an item is checked in, the item status may change to Available or In Transit, depending on the status it has or where it was located when it is scanned in the Check In app.

Items in some statuses will warn library staff members that the item status is going to change, and ask them to confirm check in before proceeding.

Item statuses do not automatically revert

Importantly, FOLIO does not automatically reset an item status to what it was before it circulated. If your library uses item status to communicate information about an item, and then the item circulates, you will need to develop workflows to manually restore the item’s status once it is returned.

For example:

Suppose a library decides to use the item status Restricted to indicate that a certain collection should only be used if patrons are pre-approved for access. If the library staff member then checks out an item with a Restricted status to an approved patron, the status of that item will change to Checked out.

When the item is checked back, the status will change to Available or In Transit; FOLIO will not automatically change the status to Restricted. The library would need to use reporting tools or other workflows to identify the item when it returned and change the status back to Restricted.

Currently implemented item statuses

Item Status Name	Description	Apps that use this item status	Can the item be checked out?	Can the item be requested?
Aged to lost	The item was borrowed by a patron who did not return it; after a defined time frame, the item is marked as aged to lost and the patron is usually charged to replace the item.	This status is set automatically by FOLIO system processes and cannot be manually set in an app.	An Aged to lost item cannot be checked out to a patron; this restriction cannot be overridden.	An Aged to lost item cannot be recalled, placed on hold, or paged.
Available	The item is ready for circulation.	An item can be marked as Available by the Inventory, Check In, or Data Import apps. The Inventory app automatically sets an item as Available if an item record is created manually in the app.	An Available item can be checked out to a patron; when that occurs, the item status changes to Checked out.	An Available item cannot be recalled or placed on hold; it can be paged.
Awaiting delivery	The item has been requested for delivery, but is not yet checked out to the patron and in the delivery process. This item status generally indicates a problem with delivery; an item that is out for delivery will have a status of Checked out.	This status is set by the Check in app.	An Awaiting delivery item can be checked out to a patron; when that occurs, the item status changes to Checked out.	An Awaiting delivery item can be recalled and can be placed on hold; it cannot be paged.
Awaiting pickup	The item is requested and is now at the pickup location, waiting for the requester to borrow the item.	An item is marked Awaiting pickup by the Check in app.	An Awaiting pickup item can be checked out to the requesting patron; when that occurs, the item status changes to Checked out.	An Awaiting pickup item can be recalled and can be placed on hold; it cannot be paged.
Checked out	The item is on loan to a patron.	An item is automatically marked as Checked out by the Check out app only.	A Checked out item is already in a checked out state; trying to check it out again will be prevented.	A Checked out item can be recalled and can be placed on hold; it cannot be paged.
Claimed returned	A patron borrowed the item and has told the library that they returned the item, but there is no record in FOLIO of the item being returned and the item cannot be found. Libraries can use the Claimed returned item status in workflows while they search for the item.	An item can be marked Claimed returned in the Users app.	A Claimed returned item cannot be checked out to a patron; this restriction cannot be overridden.	A Claimed returned item cannot be recalled, placed on hold, or paged.
Declared lost	A patron borrowed the item and has told the library that they will be unable to return the item. Generally this is used when a patron has lost an item or it has been damaged beyond repair, but the patron does not want to wait for the item to age to lost automatically.	An item can be marked Declared lost in the Users app.	A Declared lost item cannot be checked out to a patron; this restriction cannot be overridden.	A Declared lost item cannot be recalled, placed on hold, or paged.
In process	The item has been received at the library, but is not yet ready to circulate.	An item is automatically marked as In process when it is received through the Receiving app. Items can also be marked as In process through the Data Import app.	An In process item can be checked out to a patron; if that occurs, the item status changes to Checked out.	An In process item can be recalled and can be placed on hold; it cannot be paged.
In process (not requestable)	The item is being worked on by library staff and patrons cannot request it.	An item can be marked In process (not requestable) through the Inventory or Data import apps.	An In process (not requestable) item can be checked out to a patron; when that occurs, the item status changes to Checked out.	An In process (not requestable) item cannot be recalled, placed on hold, or paged.
Intellectual item	The item is a placeholder or dummy record; a physical item does not exist. Libraries can use this for electronic item records; for analytics management; or for any scenario where they need an item record for something that does not physically exist.	An item can be marked Intellectual item through the Inventory or Data import apps.	An Intellectual item cannot be checked out to a patron; this restriction cannot be overridden.	An Intellectual item cannot be recalled, placed on hold, or paged.
In transit	The item is currently moving between two service points.	An item is automatically marked as In transit by the Check in or Data import apps. If an item is marked as In transit by Data import, no service point information will display in the Inventory app.	An In transit item can be checked out to a patron; when that occurs, the item status changes to Checked out.	An In transit item can be recalled and can be placed on hold; it cannot be paged.
Long missing	The item is not on loan to a patron and cannot be located. This status can be used with the related item status of Missing to allow libraries to do several searches for an item before declaring it withdrawn.	An item can be marked Long missing in the Users app or Inventory app.	A Long missing item can be checked out to a patron; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When the checkout occurs, the item status changes to Checked out.	A Long missing item cannot be recalled, placed on hold, or paged.
Lost and paid	This item was borrowed by a patron who did not return it; the item was marked declared lost or aged to lost. The library and patron then resolved the associated fine. Once that resolution occurs, the item is marked as Lost and paid.	This status is set automatically by FOLIO system processes and cannot be manually set in an app.	A Lost and paid item can be checked out to a patron; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When the checkout occurs, the item status changes to Checked out.	A Lost and paid item cannot be recalled, placed on hold, or paged.
Missing	The item is not on loan to a patron and cannot be found. This status is generally used if the library is still searching for the item or waiting to see if it reappears.	An item can be marked Missing through the Inventory or Data import apps.	A Missing item can be checked out to a patron; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When the checkout occurs, the item status changes to Checked out.	A Missing item can be placed on hold; it cannot be recalled or paged.
On order	The item has been ordered, but has not yet been received.	An item is automatically marked as On order by the Orders app, when the order creates an item record, or through the Data Import app.	An On order item can be checked out to a patron; if that occurs, the item status changes to Checked out.	An On order item can be recalled and can be placed on hold; it cannot be paged.
Order closed	The order associated with the item was closed and the item was not received.	An item is automatically marked Order closed by the Orders app if an order is closed and the item is not yet received. It can also be marked Order closed through the Data import app.	An Order closed item can be checked out to a patron; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When the checkout occurs, the item status changes to Checked out.	An Order closed item cannot be recalled, placed on hold, or paged.
Paged	The item had a status of Available and was then requested by a patron; the request process changes the item status to Paged.	This status is set automatically by FOLIO system processes and cannot be set manually in an app.	A Paged item can be checked out to the patron who requested it; when that occurs, the item status changes to Checked out.	A Paged item can be recalled and can be placed on hold; it cannot be paged since it already has a Paged status.
Unavailable	The item is not available to patrons.	An item can be marked Unavailable through the Inventory or Data import apps.	An Unavailable item can be checked out to a patron; when that occurs, the item status changes to Checked out.	An Unavailable item cannot be recalled, placed on hold, or paged.
Unknown	The item’s availability is not known.	An item can be marked Unknown through the Inventory or Data import apps.	An Unknown item can be checked out to a patron; when that occurs, the item status changes to Checked out.	An Unknown item cannot be recalled, placed on hold, or paged.
Restricted	The item is available, but the library wants to indicate that there are limits on its access.	An item can be marked as Restricted through the Inventory or Data import apps.	An Restricted item can be checked out to a patron; when that occurs, the item status changes to Checked out.	A Restricted item can be recalled and can be placed on hold; it cannot be paged.
Withdrawn	The item has been removed from the library’s collection.	An item can be withdrawn through the Inventory or Data import apps.	A Withdrawn item can be checked out to a patron; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When the checkout occurs, the item status changes to Checked out.	A Withdrawn item cannot be recalled, placed on hold, or paged.

Docs: Loans

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

Library staff manage patron loans in FOLIO through three primary apps - Check in, Check out, and Users. Staff also can view information about loans in the Circulation log and Inventory apps.

The terms of a loan - who can borrow, how long they can borrow the item for, whether it can be renewed, what notices patrons receive, and whether any charges are accrued if the item is late - are determined by the circulation rule that is applied when the item is loaned, renewed, or has a due date change.

Loans data structure

In FOLIO, a loan object contains specific information that supports circulation functions and reporting.

userId. The UUID of the patron who borrowed the item. If the loan is closed and anonymized, the userId is removed from the loan record.
proxyUserId. If the item is borrowed by someone on behalf of another borrower using FOLIO’s proxy function, the proxy’s UUID is stored
itemId. This is the inventory UUID of the item that was loaned.
itemEffectiveLocationIdAtCheckOut. This is the effective location of the item when it was checked out.
status. This is the status of the loan - usually open or closed.
loanDate. This is the date/time the item was loaned.
dueDate : This is the date/time that the item is due back. This date can change if the item is successfully renewed, or if a FOLIO user changes the loan due date.
returnDate : If the item has been returned, this is the return date/time. Returning the item may or may not change the loan status to closed - it depends on whether a fee/fine was charged.
systemReturnDate : If the return was back-dated, the return date is the backdated date/time, and the systemReturnDate is the actual date/time the item was returned in the Check in app. .
action : This is the last action performed on a loan - values include declaredLost, renewed, renewedThroughOverride, checkedin, checkedout, checkedOutThroughOverride, recallrequested, holdrequested, claimedReturned, markedMissing, closedLoan.itemAgedToLost, dueDateChanged, checkedInReturnedByPatron, checkedInFoundByLibrary
itemStatus: This is the last item status in relation to this loan. This may or may not be the item’s current status in Inventory. For example, if a loan has been checked back in and put in transit back to its home location, the loan itemStatus field is In transit, but the item in Inventory may be Checked out if the item has since been loaned to another patron.
renewalCount: This is the number of times the loan has been renewed.
loanPolicyId: This is the UUID for the applicable loan policy.
checkoutServicePointId : This is the UUID of the service point where the FOLIO user was logged in when the item was loaned to the patron.
checkinServicePointId : if the item has been returned, this is the UUID of the service point where the FOLIO user who returned the item was logged in.
patronGroupIdAtCheckout: This is the UUID of the patron’s group at the time of checkout.
dueDateChangedByRecall: This is a true/false value indicating if the item’s due date has been changed by a recall for another patron.
declaredLostDate: If the loan is declared lost, the date of that declaration is stored in this attribute.
claimedReturnedDate: If the loan has been marked claim returned, the date it was marked claimed returned is stored in this attribute.
overdueFinePolicyId: This is the UUID for the associated overdue fine policy, assigned when the loan is created. It is not updated when the loan is renewed.
lostItemPolicyId: This is the UUID for the associated lost item policy, assigned when the loan is created. It is not updated when the loan is renewed.
agedToLostDelayedBilling: FOLIO declares an item lost, and then bills the patron, in separate processes. These attributes on the loan object support that process.

What does FOLIO consider a short-term loan? What is considered a long-term loan?

FOLIO treats loan activity differently depending on whether it is a short-term or a long-term loan. The distinction depends on the time interval of the loan.

If an item is loaned for minutes or hours, the loan is a short-term loan.
If an item is loaned for days, weeks, or months, the loan is a long-term loan.

Differences between the two types of loans include:

The time a loan is due. A short-term loan sets its due date based on the loan date/time and the loan policy; a long-term loan sets its due date based on the loan policy and the loan date, but the due time is always 11:59 PM.
- For example: suppose a patron borrows an item from a service point open 9 AM to 10 PM seven days a week. If they borrow the item at 11 AM on April 1st, and the loan policy says they can borrow it for 48 hours, it will be due at 11 AM on April 3rd. But, if the loan policy said they could borrow the item for 2 days, it would be instead be due at 11:59 PM on April 3rd, even though the service point is closed.
How notices are delivered. Notices for short-term loans are always delivered in real time. Most notices for long-term loans are also delivered in real-time, except for notices triggered by Loan due date/time. Those notices must use the multiple items tokens and are processed overnight (beginning at 11:59 PM).

When a loan is renewed, or a loan due date is changed, what circulation rule applies and what policies are used?

When a patron or FOLIO user requests to renew a loan, or a FOLIO user changes a loan’s due date, FOLIO reviews the circulation rule file and may do several things, depending on what it finds.

FOLIO will find the loan policy that applies and use that policy to determine if or how the loan can be changed. If the circulation rule file hasn’t changed, and the patron and item information hasn’t changed, FOLIO will retrieve and apply the same loan policy used the last time the loan was created or updated.
No request policy updates occur, because request policies aren’t stored on the loan. Since request policies only apply before the loan is created, there is no reason to keep a reference on the loan record.
FOLIO will not update the associated overdue policy and lost item policy, because it could cause the patron to be liable for more money than they had expected when they first borrowed the item.
FOLIO will update scheduled notices. The notice policy UUID is not stored on the loan. Instead, FOLIO reads the applicable notice policy from the circulation rule and updates scheduled planned notices as part of the renewal transaction.

Example: An undergraduate becomes a graduate student

Suppose Sofia Cruz is an undergraduate at Main University.

Main University has a circulation rule file that has different rules for patron groups. Main allows undergraduates to borrow books for 28 days with unlimited renewals, and allows graduate students to borrow books for 90 days with unlimited renewals. Two circulation rules in FOLIO make that happen:

g undergrad: l 28-day-loan r hold-only n standard-notice o standard-overdue i standard-lost
g grad-student: l 90-day-loan r allow-all n standard-notice o standard-overdue i standard-lost

Sofia’s FOLIO account has a user group of `undergrad’, so the first line in this rule applies. They are able to borrow books for a 28 day rolling loan with unlimited renewals.

Suppose Sofia borrows several books in February and continues to use them, so they continue renewing their loans. Over the summer, they start a graduate program at Main University, and the patron group on their FOLIO record changes from undergrad’ to grad-student’.

The next time Sofia renews their books, the second line of the circulation rule file applies:

g grad-student: l 90-day-loan r allow-all n standard-notice o standard-overdue i standard-lost

This is what FOLIO does when renewing Sofia’s items:

FOLIO checks the circulation rule file and determines that it should use the circ rule line that begins g grad-student …
FOLIO updates the loan policy UUID stored on Sofia’s loans to the UUID for the policy 90-day-loan and gives Sofia the new, 90-day rolling loan period.
There is no request policy stored on the loan record, so nothing changes there.
The overdue policy ID and lost item policy ID are stored on the loan record, but they are not updated when the loan is renewed or has the due date changed. That’s because a new overdue or lost item policy could potentially mean the patron owed more money than they were expecting if the item became overdue or aged to lost.
FOLIO reads in the notice policy from the circ rule. FOLIO then creates the scheduled notices in the notice database according to the policy and deletes previously scheduled notices that now don’t need to be sent.

What happens w/circulation rules and policies if you change item information after an item is loaned (e.g., change a loan type for an item that is checked out)?

If you change information about an item that is currently on loan, nothing happens to the loan record. The loan may change if the item is renewed or if the loan due date is changed, and the change in the item information means a different circulation rule applies. See When a loan is renewed, or a loan due date is changed, what circulation rule applies and what policies are used?

What happens if/when you delete a circulation policy?

Loan policy

Prior to Lotus, you could delete a loan policy that was attached to an open loan.

As of Lotus, you will be prevented from deleting a loan policy through Settings > Circulation > Loan Policies if there are open loans associated with the loan policy.

Request policy

You can delete a request policy that is part of circulation rules. If you do so, and then go review your circulation rules, you’ll see that any rule that referenced the request policy will still be in the file, but the request policy will be listed with the policy UUID rather than the policy name.

Request policies are only referenced when a request is placed, and are not stored on a subsequent loan, so they are fairly simple to delete, with the recommendation that you review your circ rules first.

For example, suppose you need to delete the request policy allow-all. The recommendation is to review your existing circulation rules and replace any references to allow-all with another request policy. Once you’ve done that, you can delete ‘allow-all’ from Settings > Circulation > Request Policies.

Notice policy

You can delete a notice policy that is part of circulation rules. If you do so, and then go review your circulation rules, you’ll see that any rule that referenced the notice policy will still be in the file, but the notice policy will be listed with the policy UUID rather than the policy name.

Notice policies are only referenced when a loan is created, renewed, or a due-date is changed. They are fairly simple to delete, with the recommendation that you remove references to them in your circulation rules first.

For example, suppose you need to delete the notice policy faculty-semester-notice. First, you would review your circulation rules and update any references to faculty-semester-notice with another notice policy. Once you’ve done that, you can delete faculty-semester-notice from Settings > Circulation > Notice policies.

Overdue policy

Prior to Lotus, you could delete an overdue policy that was attached to an open loan.

As of Lotus, you will be prevented from deleting an overdue fine policy through Settings > Circulation > Fee/Fine if there are open loans associated with the policy.

Lost item policy

Prior to Lotus, you could delete a lost item policy that was attached to an open loan.

As of Lotus, you will be prevented from deleting a lost item policy through Settings > Circulation > Fee/Fine if there are open loans associated with the policy.

What happens if/when you delete a circulation rule?

If you remove a circulation rule from your circulation rule file, nothing happens to existing loans that used that circulation rule.

If a user tries to renew a loan that would have been renewed with the circulation rule that was removed from the file, FOLIO will review the circ rules for another matching rule. If it does not find at least one other matching rule remaining in the file, it will use the fallback rule.

How does FOLIO work with self-check stations?

FOLIO supports SIP2, an industry standard protocol for connecting self-service stations to library systems.

Patron self-service systems can connect to FOLIO with SIP2 using FOLIO’s SIP2 edge module. Setting this up generally requires working with your FOLIO administrator and/or hosting provider.

More information on SIP2 configuration can be found in the edge module documentation in Github - https://github.com/folio-org/edge-sip2

Docs: MARC authority

Tue, 31 May 2022 00:00:00 +0000

The MARC authority app allows the management of MARC authority records within FOLIO.

Definition of terms related to the MARC authority app:

Access point. Element in a bibliographic record intended to be searched, e.g., contributor’s name, title, subject. Also referred to as a “heading.”
Authority record. A record that records the authorized forms of names, subjects, and subject subdivisions to be used in constructing access points in MARC records, the forms of these names, subjects, and subject subdivisions that should be used as references to the authorized forms, and the interrelationships among these forms.
Authorized access point. An access point that is represented by an authority record.
Heading. Same as: access point.
Reference. An entry in an authority record that points the user to either the authorized access point or a related authorized access point.

Permissions

The permissions listed below allow you to interact with the Inventory app and determine what you can or cannot do within the app. You can assign permissions to users in the Users app.

View MARC authority record. This permission allows the user to view authority records.
Edit MARC authority record. This permission allows the user to edit authority records.
quickMARC: View, edit MARC authority record. This permission allows the user to view and edit MARC authority records.

Creating MARC authority records

MARC authority records are created via Data import

Searching for authority records

You can search for MARC authority records in the Search & filter pane. Enter your search terms in the box and click Search. Select the Keyword drop-down list to search through one of the following:

Keyword. Keyword search through the title, contributor, and identifier fields.
Identifier (all). Keyword search through all identifier types.
Personal name. Keyword search through the personal name field. The search terms must be ordered as follows: Last Name, First Name, Initial.
Corporate/Conference name. Keyword search through the name corporate/conference name field.
Geographic name. Keyword search through the geographic name field. The search terms must be ordered as follows: City, State/Province, Country.
Name-title. Keyword search through the name-title field. The search terms must be ordered as follows: Last Name, First Name, Title.
Uniform title. Keyword search through the uniform title field.
Subject. Keyword search through all subject fields. This may include a single term, phrase, or a group of terms.
Children’s subject heading. Keyword search through all children’s subject heading fields.
Genre. Keyword search through all genre/form fields.
Advanced search. Keyword search through multiple fields.

Advanced Search

Advanced Search allows you to add additional requirements to your search.

To use Advanced Search, follow these steps:

Select Advanced Search in the Search & filter pane. A pop-up box will appear.
Enter a search term into the first box.
On the same row, click the Keyword drop-down list and select a field.
To enter search terms into additional rows, you must select an operator from the AND drop-down list.
Click the AND drop-down list and select an operator from the list below:

AND. Results include records containing all of the search terms.
OR. Results include all records containing at least one of the search terms.
NOT. Results do not include records containing the search terms in this row.

Continue entering additional search terms and selecting the appropriate fields for each row.
Click Search.

After performing a search, you can limit results by selecting any of the filters in the Search & filter pane.

When using filters, keep the following in mind:

Multiple filters can be combined to limit searches further.
Multiple values in the same filter are combined with “OR.”
Multiple values in different filters are combined with “AND.”

Browsing authority headings and references

You can browse for MARC authority records in the Search & filter pane. Enter your search terms in the box and click Search. Select the Select a browse option drop-down list to search through one of the following:

Personal name.
Corporate/Conference name.
Geographic name.
Name-title.
Uniform title.
Subject.
Genre.

Viewing a MARC authority record

The full MARC record opens in the third pane once you search for and select an authority record. The heading or reference you selected will be highlighted in the record.

Editing MARC authority records

Updating MARC authority records via Data import

Editing MARC authority records via quickMARC

When viewing the MARC authority record you wish to edit, click Edit in the upper right. The record opens in edit mode. In the Edit MARC authority 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 is 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

A subfield is defined by a $ (dollar sign).
Tags must consist of 3 numeric characters.
Indicators must consist of single characters.

The following validation rules and restrictions apply:

Fields 001 and 999ff are system supplied and cannot be edited or deleted.
The LDR cannot be edited.
1xx is required and non-repeatable.
No other validation is performed.

Docs: Settings > Calendar

Fri, 25 Mar 2022 00:00:00 +0000

The Calendar section of the Settings app is where you edit open and closed hours for the library service points.

The Check out app references the logged-in user’s service point when loaning items to patrons and calculating their due dates. That means that the service point must have an existing calendar that covers the time period that the item is being loaned for in order for the check out to be successful.

Permissions

To interact with Settings > Calendar, a user needs to be assigned at least one of the following permission:

Settings (Calendar): Can view calendar events. This permission allows the user to view calendar events.
Settings (Calendar): Can create, view, edit, and remove calendar events. This permission allows the user to create, view, edit, and remove calendar events.
Settings (Calendar): Can create, view, and edit calendar events. This permission allows the user to create, view, and edit calendar events.

Settings > Calendar > Library Hours

Use this setting to manage library hours. The library hours include both regular library hours and actual library hours. The regular library hours are the expected hours for each library service point. The actual library hours include exception periods such as weather closings or expanded hours for exams.

Creating Regular Library Hours

Select the service point to add regular library hours.
Click New.
Enter Valid from and Valid to dates in the boxes. The dates cannot overlap with another existing library hours schedule.
Enter a Name.
Click and drag to select the time blocks on the calendar when the service point will be open.
Click Save & Close.

Editing Regular Library Hours

Click the pencil icon next to the regular library hours you want to edit.
To add new open hours, click and drag to create a new time block on the calendar. If you need to shorten an open block, you will need to delete the block and then recreate it with the shorter hours.
Click Save & Close. The regular library hours are updated.

Deleting Regular Library Hours

Click the pencil icon next to the regular library hours you want to delete.
At the bottom of the screen, click Delete.
In the Delete Regular Library Hours dialog, click Delete. The regular library hours are deleted.

Creating Exception Periods

In the calendar pane, click Open Calendar to Add Exceptions.
At the bottom of the screen, click + New Exception Period.
In the Service points pane, select the service point(s) where you want to add exceptions to regular hours.
In the New: Exception Period pane, enter Valid from and Valid to dates in the boxes.
Enter a Name in the box.
Enter Valid from and Valid to dates in the boxes.
If the service point will be closed all day on the dates specified, click Closed.
Enter the Opening Time and Closing Time in the boxes, if appropriate.
Click Save & Close. The exceptions to regular library hours are updated.

Editing Exception Periods

In the calendar Circulation desk pane, click Open Calendar to Add Exceptions.
In the Service Point pane, select the service point you want to edit.
Click the exception period you want to edit. The exception periods are highlighted in red.
In the Edit: Exception Period pane, edit the exception period.
Click Save & Close. The exceptions to regular hours are updated.

Deleting Exception Periods

Click Open Calendar to Add Exceptions.
In the Service Point pane, select the service point you want to delete.
Click the exception period you want to delete. The exception periods are highlighted in red.
In the Edit: Exception Period pane, in the bottom right, click Delete.
In the Delete Exceptional Period dialog, click Delete. The exception period is deleted.

Docs: Circulation log

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

The Circulation log app allows you to view and search for some circulation actions. Circulation actions are actions 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.

If you don’t know the user’s barcode, click Patron look-up to open the user search box and search for that user’s record

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.
Anonymized. Include loans that were anonymized.
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.

Some user block functionality is also recorded, but not available through filters. You can find when manual user blocks were created or deleted by searching the description field for “Block” and applying other search/filter options as needed.

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.
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. In some cases the Action button may not appear, e.g., when a loan has been anonymized.

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. You may also be able to access your download through the Export Manager app if you have permission to view that app.

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.

Deployment environments

FOLIO is a system built on micro-services. It is designed to be a multi-tenant cloud environment. Having said that, some institutions will also choose to deploy FOLIO on premise. The community can expect a wide range of deployment environments and mechanisms. This guide will describe some of the issues that need to be understood in a Rancher/Kubernetes environment and the choices around those issues. We will also label what are felt to be best practices when possible.

Public cloud vs on premise

A production ready FOLIO deployment will need adequate infrastructure for reliable service. The institution will have to decide where and how to deploy FOLIO. The public cloud vs on premise choice will define sets of alternatives for technology and tooling. For example, if a site chooses to deploy in AWS then it will have a set of tooling and technology that are not available on premise. It will also possibly use proprietary solutions such as RDS. The deployment process will be adapted for the specifics of each organization.

Virtual vs physical

Virtualization has become a common practice in data centers due to the convenience of managing virtual environments. However, some institutions may prefer physical servers for various reasons. The virtual vs physical choice need not be dictated by the cloud vs on premise choice. For example, you can run VMware in AWS. Fortunately, the deployment process for a FOLIO instance is practically the same in both scenarios.

Database considerations

FOLIO has been designed and developed with PostgreSQL as the default database engine. Although using Postgres isn’t mandatory, it is recommended for the vast majority of use cases. The main considerations with PostgreSQL and FOLIO are:

Use a Cloud service such as Amazon RDS or Amazon Aurora.
Set up a dedicated database server or cluster.
Implement PostgreSQL-as-a-Service using Kubernetes.
Use independent PostgreSQL servers for the components of FOLIO.

These choices will depend on each organization’s needs. However, from the FOLIO deployment perspective you only will need an accessible PostgreSQL service.

Orchestration tools

There are many orchestration tools for both on premise and cloud solutions, including but not limited to: Kubernetes, OpenShift, Docker Swarm or ECS (Amazon). In theory, you can use any of them to deploy FOLIO due to its microservice architecture, but the Rancher/Kubernetes solution is the most common within the FOLIO community and therefore it will be covered in this manual.

Deploy Rancher server

You will need a Rancher server for managing the Kubernetes cluster for FOLIO. This server should be accessible for all of the Kubernetes nodes in your cluster. If you are using AWS, you will need to configure a VPC, subnets and route tables.

A sample configuration and deployment procedure can be found at https://github.com/folio-org/folio-install/tree/tamu-r2-2021/alternative-install/kubernetes-rancher/TAMU.

Docs: Settings > Circulation

Mon, 21 Mar 2022 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.
User custom fields.

If you choose User custom fields, you can then select one or more custom fields that the Check out app would include when searching for patron records. Custom fields must be configured in Settings > Users before they can be selected here.

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.

Perform wildcard lookup of items by barcode in circulation apps (Check in, Check out)

Some libraries may want to use FOLIO and support circulating items that have the same barcode. They may be migrating to FOLIO from a prior system that allowed duplicate barcodes, or they may need to support consortial lending.

The inventory app requires barcodes to be unique, so libraries who have this scenario need to append a string to the barcode to make it unique without changing the physical barcode on the item. The library then needs the Check in and Check out app to be able to understand what to do if they search for the physical barcode on the item and it’s possible to retrieve more than one record.

If your library could potentially encounter duplicate barcodes as described, you can check this box to enable the Check in and Check out apps to use a wildcard search for item barcodes and present a modal if duplicate barcodes are found, so library staff can select the correct item.

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. If you leave them blank, the recall return interval and minimum guaranteed loan period default to zero.

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. (This setting applies only to Actual cost lost item fee/fines, which is not yet implemented.)
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: 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.

You can choose which columns appear in your search results by clicking on the Action menu. Under Show columns, check or uncheck columns to change what you see in the results pane.

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.

You can choose which columns appear in your search results by clicking on the Action menu. Under Show columns, check or uncheck columns to change what you see in the results pane.

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 courses 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 cross-listings, and you want the cross-listed courses to also be duplicated, check Duplicate all cross-listed courses.
Click Create duplicate course(s).

The new duplicated course will appear, with “- Duplicate” added to the end of 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 and removing notes

You can add and assign notes to courses. Assigning a note means you are reusing a previously created note.

Adding a new note to a course.

Find the course and click on it in the Courses list.
In the Notes pane, click New.
In the New note window, select the Note type from the drop-down list.
Enter a Note title in the box.
(Optional) Enter any Details about the note in the box.
Click Save & close.

Assigning an existing note to a course

Find the course to which you want to add a note and click on it in the Courses list.
In the Notes pane, click Assign/Unassign.
In the Assign / Unassign note dialog, search for the note(s) you wish to assign to the course.
Select the checkbox for the note(s) you wish to assign to the course and click Save.

Editing an existing note on a course.

Find the course and click on it in the Courses list.
In the Notes pane, find the note you wish to edit and click Edit.
Make your desired changes to the note.
Click Save & close.

If the note is assigned to multiple courses, any edits will apply to the note for all of its assigned courses. If you want to make a note with edits that apply just to the open course, you would need to make a new note with the desired text.

Unassign a note from a course.

Find the course and click on it in the Courses list.
Under Notes, click Assign / Unassign.
In the Assign / Unassign note modal, search for the note you wish to remove.
Uncheck the box(es) for the note(s) you wish to unassign.
Click Save.

Deleting a note

Find the course and click on it in the Courses list.
Under Notes, click the note you wish to delete.
In the Note window, click Actions > Delete.
In the Delete note dialog, click Delete. The note is deleted and removed from any records to which it was attached

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: 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/r3-2021-release/doc/index.md for more information on Vagrant boxes.

Docs: Keyboard shortcuts

Tue, 07 Jun 2022 00:00:00 +0000

Keyboard shortcuts allow you to perform actions using the keyboard. These shortcuts are shared across several apps in FOLIO. For the apps listed below, you can view the list of shortcuts while using the app.

Keyboard shortcuts list

Action	Shortcut keys
Create a new record:	Alt+n
Edit a record	Ctrl+alt+e
Save a record	Ctrl+s
Expand or collapse an accordion	Spacebar
Expand all accordions	Ctrl+alt+b
Collapse all accordions	Ctrl+alt+g
Go to Search & Filter pane	Ctrl+alt+h
View keyboard shortcuts list	Ctrl+alt+k
Duplicate a record	Alt+c
Add POL	Alt+a
Close a modal or pop-up	Esc
Copy	Ctrl+c
Cut	Ctrl+x
Paste	Ctrl+v
Find	Ctrl+f

Viewing the keyboard shortcuts list

To view the list of available shortcut keys, follow these steps:

Click on the name of a FOLIO app from the top menu bar. The app opens and the app name displays at the top left of the window.

Click on the downward-facing carrot, “v”, at the end of the app name.

Click Keyboard shortcuts to view the list of shortcut actions.

List of apps displaying the shortcut list

The following apps display the list of keyboard shortcuts which can be viewed by following the steps described above.

Agreements
Dashboard
eHoldings
eUsage
ERM comparisons
Finance
Inventory
Invoices
Licenses
Local KB admin
Orders
Organizations
Receiving
Users

Docs: Settings > Courses

Mon, 21 Mar 2022 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: Locations

Wed, 12 Jan 2022 00:00:00 +0000

In FOLIO, locations are used to describe where items are located in a library.

Locations are required for any library that wants to use holdings or item records in the Inventory app. Locations are used in workflows with service points, borrowing and returning items, charging fines, requesting items, providing remote storage, and data export for holdings and item records.

The location setup has four hierarchical elements - each level of the hierarchy must have at least one value in order to create a value at the next, more specific level.

Institution. An institution is the highest level of the FOLIO location hierarchy. An institution typically represents entities such as the college or university, though that is not a FOLIO requirement. You can create one or more institutions.
Campus. A campus is the second highest level of the FOLIO location hierarchy, A campus typically represents distinct parts of an institution, like a physical or branch campus, or online programs, though that is not a FOLIO requirement.
Library. A library is the third level of the FOLIO Location hierarchy. A library typically represents physical buildings on a campus, or domains of service on a virtual campus, though that is not a FOLIO requirement.
Location. A location is the fourth and most detailed level of the FOLIO Location hierarchy. A location typically represents specific shelving areas, like the stacks, reserves, or specific language collections, though that is not a FOLIO requirement.

In practice, most libraries represent physical locations in their location tree, but FOLIO does not have a requirement to do so. Libraries can represent locations in a variety of ways.

A library could choose to describe their collection by the physical location of the stacks, such as 3rd Floor, N side, Aisle 1, Side A.
A library could choose to group their locations by administrative structure - for example, one institution with two campuses, one for professional degree libraries and one for undergraduate program libraries.
A library could choose to include their electronic items in their location structure, and have an institution that represents physical items, and an institution that represents electronic items, each with their own campus, library and location structure nested below.

Permanent, temporary and effective locations

In Inventory, you can set permanent and temporary location values on a holdings and/or item record. A holding must have a value set for permanent location.

Using the values in the permanent and temporary location fields, FOLIO computes two effective locations - one on the holdings record, and one on the item record. Effective locations support workflows such as OAI-PMH extracts, putting items on hold, and checking items out to patrons.

Examples

Temporary locations can be used to support various library workflows.

Example 1: Supporting a New Books section of the library

Smith University Library purchases a copy of The Midnight Library by Matt Haig, a popular new book. They want The Midnight Library to be shelved at the “Smith New Arrivals” location for three months, before it gets sent to its permanent location of “Smith Main Stacks.”

When they order the item, library staff set the location on the PO line to “Smith Main Stacks”. This becomes the holdings permanent location for The Midnight Library.
Using Data Import or Inventory workflows, staff then set the item temporary location for The Midnight Library to “Smith New Arrivals”. FOLIO then sets the item effective location to “Smith New Arrivals”, and that location is used by FOLIO when the book circulates.
After The Midnight Library has been circulating for three months, library staff use Inventory or Data Import workflows to remove the item temporary location. That changes the item effective location to “Smith Main Stacks”, and FOLIO uses that location to circulate the item going forward.

Example 2: Supporting a library renovation

Pacific College is renovating their Arts Library. Staff need to move 5,000 items from the Arts Library to the Undergraduate Library during the nine month renovation.

Library staff use Data Import workflows to set a holdings temporary location of “Undergrad Stacks” on the 5,000 holdings records, and then physically move the items.
That changes the item effective location for all 5,000 items to “Undergrad Stacks”, and then FOLIO uses that location as they circulate.
When the renovation is over and the items are returned to the Arts Library, library staff use Data Import workflows to remove the holdings temporary location from all 5,000 items, and that changes their effective locations back to “Arts Library.” FOLIO uses that location to circulate the items going forward.

Configuring Locations

To create the location tree, follow the steps outlined in Settings > Tenant.

Holdings and Item effective locations

FOLIO supports a holdings effective location and item effective location. Both fields are calculated automatically by FOLIO.

Holdings effective location

The holdings effective location is used to provide location information for holdings that are not always itemized, such as periodicals, microfilm, or in-process special collections. It is not used in item circulation workflows.

On the holdings record, there are three location fields:

Holdings permanent location (required)
Holdings temporary location (optional)
Holdings effective location (computed value, set by FOLIO)

FOLIO sets the holdings effective location to the first value it finds in the following list:

Holdings temporary location
Holdings permanent location

Note that if your library is using SRS for MARC Holdings, you will not be able to edit the permanent holdings location field on the inventory record - that will only be editable in quickMARC. You will be able to set a holdings temporary location.

Item effective location The item effective location is used by FOLIO to know the current home location for an item, and for staff and patrons to understand where to find an item in the library.

The item effective location is used in multiple apps, including Check out, Check in, Requests, and Users (when viewing loans and fee/fines).

On the item record, there are three location fields:

Item permanent location (optional)
Item temporary location (optional)
Item effective location (computed value, set by FOLIO)

FOLIO sets the item effective location to the first value it finds in the following list:

Item temporary location
Item permanent location
Holding temporary location
Holding permanent location

Note that an item permanent location does not need to be set if the holding permanent location is set. Item effective location is what is used in circulation workflows, and it will inherit the holding permanent location if no location values are set directly on the item.

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 Fulfillment 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 fulfill 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 or extended, depending on the associated loan policy.

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.

Requesting items from remote storage

Some libraries store items at a remote storage facility that is not on campus. Often these facilities have their own inventory system in addition to FOLIO to manage high-capacity storage and facilitate requests of items to be brought back to campus. FOLIO supports connections to two types of remote storage systems: CAIASoft and Dematic.

If your library integrates FOLIO with a remote storage system, you will be able to request items from remote storage through the FOLIO Requests app. The basic workflows in the Requests app will be the same as for on-campus items.

For more information on FOLIO’s remote storage functionality, see the Settings documentation for Remote Storage.

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 Fulfillment 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

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.

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, by providing a username and password for Okapi.

python3 secure-supertenant.py -u USERNAME -p PASSWORD -o http://<YOUR_HOST_NAME>:9130

The script can be downloaded here.

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.

SSL Certificates

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.

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.

Install and serve edge modules

These instructions have been written for a single server environment in which Okapi is running on localhost:9130.

If you do a test installation of FOLIO, you do not need to install any edge modules at all. Install an edge module in a test environment only if you want to test the edge module.

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

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. See more information about 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. This needs to be done inside your Stripes container. Log in to the stripes container, cd into the nginx configuration directory and create a new nginx configuration file there:

docker ps --all | grep stripes
docker exec -it <stripes container id> /bin/sh
cd /etc/nginx/conf.d
edit edge-oai.conf

Insert the following contents into the new file edge-oai.conf:

server {
  listen 8130;
  server_name <YOUR_SERVER_NAME>;
  charset utf-8;
  access_log  /var/log/nginx/oai.access.log  combined;
  location /oai {
    rewrite ^/oai/(.*) /$1 break;
    proxy_pass http://<YOUR_SERVER_NAEM>:9700/;
  }
}

YOUR_SERVER_NAME might be localhost. If you are working inside a Vagrant box, it is 10.0.2.15. Exit the container and then restart the container:

docker restart <stripes container id>

You might also want to modify the Docker file that builds your Stripes container. So you will be able to re-build the container later or on some other machine. Add the file edge-oai.conf (with the contents as above) to the directory $HOME/platform-complete/docker/. Then add a line to the Dockerfile $HOME/platform-complete/docker/Dockerfile:

COPY docker/edge-oai.conf /etc/nginx/conf.d/edge-oai.conf

Commit your changes to a local (or personal or institutional) git repository.

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 > 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

Note: Once a job profile has been used for a data export job, it cannot be edited or deleted.

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

Note: Once a job profile has been used for a data export job, it cannot be edited or deleted.

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.Subfields must begin with a $.
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

Note: While a field mapping is assigned to a job profile, it cannot be edited or deleted.

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

Note: While a field mapping is assigned to a job profile, it cannot be edited or deleted.

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

Mon, 21 Mar 2022 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, 21 Mar 2022 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): Create, edit, and view Usage Consolidation API credentials. This permission allows the user to update and view usage consolidation settings. For libraries that subscribe to EBSCO’s Usage Consolidation service.

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.

Settings > eHoldings > Usage consolidation

For libraries that subscribe to EBSCO’s Usage Consolidation service. Use this setting to integrate FOLIO with the EBSCO Usage Consolidation product in order to populate eResource usage statistics (typically from a FOLIO’s site’s COUNTER reports). A Usage & analysis accordion will display in eHoldings package and title records.

Libraries can add cost per package and title to the Usage & analysis display, if this information is available in EBSCOAdmin. The library selects how to track their usage in EBSCOAdmin.

Request Usage consolidation credentials from your library’s EBSCO-FOLIO implementation consultant or submit a request to EBSCOConnect.

Enter your library’s Usage consolidation ID (required).

Enter your library’s Usage consolidation client ID (required).

Enter your library’s Usage consolidation API key (required).

Select the Start month for usage statistics from the drop-down list.

Select the platform for the usage statistics default display. Options include all platforms, publisher platforms, and non-publisher platforms.

Select the Currency (required).

Click Save.

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.

Settings > Finance > Export fund and expense class codes

Use this setting to export a delimited file that includes all Fund codes and all Fund code & expense class code combinations where the expense class has a status of ‘active’. To export the file, follow these steps:

Select a fiscal year from the Fiscal year drop-down menu.

Click Export at the bottom of the screen.

A file in .csv format downloads to your local download folder with the name “fund-codes-export-[fiscal year name]-YYYY-MM-DD-HH_MM.” The file contains the following columns:

Fund code

Fund and active expense class codes

Docs: Settings > Inventory

Wed, 04 May 2022 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 media/carrier terms by default, and the default 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 media/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 media/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 some modes of issuance by default, and the default 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 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 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, and the default 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 Nature of contents. Default Nature of contents 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, and the default 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, and the default 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 source appears in the Administrative Data section of the Holdings record and is system supplied on record creation. FOLIO provides holdings sources by default, which cannot be edited or deleted. New sources can be added and edited

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.

You can only edit local Holdings sources. Default sources cannot be edited.

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.

You can only delete local Holdings sources. Default sources cannot be 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

Select “Yes” to keep records created using Fast add suppressed from discovery by default. Select “No” to make records created using Fass add not suppressed from discovery by default. The default suppression value can be overridden by the user when the record is being created.

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.

Note: Statistical code types that are assigned to at least one Statistical code, cannot be deleted. The codes must first be assigned a different type or 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. A statistical code must be assigned a statistical code type.

Creating a statistical code

Click New.

Entier a Code in the box.

Enter a Name in the box.

Select a Type from the menu.

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, Code, or Type.

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.

Note: The Settings will allow deletion of Statistical codes that have been assigned to records in Inventory. In this case the codes will be deleted from the records to which they were assigned.

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.

Note: Call number types that have at least one value assigned in Inventory cannot be deleted. The call numbers must first be assigned a different type or deleted.

Settings > Inventory > Integrations

Z39.50 target profiles

Targets created and enabled here will determine the available options for the single record import and overlay functionality in Inventory.

To create a new target

Click New.

Enter a Name for the target. This is the label that will appear in the import and overlay modal.

Enter other information as needed for the target.

Click Save & close.

To edit an existing target (including enabling or disabling the target)

Click on the target Name.

Click Edit.

Change desired information.

Click Save & close.

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

Tue, 07 Jun 2022 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): Can view app settings. This permission allows the user to view permissions to a set of “app settings” via the Settings. As of Lotus, the available app settings are to set up options for storing documents uploaded to the Licenses module in database (default) or S3 storage.

Settings (Licenses): Can view and edit app settings. This permission allows the user to view and edit permissions to a set of “app settings” via the Settings. As of Lotus, the available app settings are to set up options for storing documents uploaded to the Licenses module in database (default) or S3 storage.

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

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): Edit and View General settings 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 > OAI-PMH

Sun, 27 Feb 2022 00:00:00 +0000

The OAI-PMH section of the Settings app is where you configure the behavior of FOLIO’s OAI-PMH feed. Learn more about the OAI-PMH Specification at the Open Archives website.

FOLIO currently supports three metadata formats:

marc21

oai_dc

marc21_withholdings

This list can be viewed by using the ListMetadataFormats verb.

Permissions

To interact with OAI-PMH settings, a user needs to be assigned the following permission:

Settings (OAI-PMH): Display list of settings pages This permission allows the user to view all the OAI-PMH settings, but “Save” button is disabled. User can see the message “You lack necessary permissions to edit OAI-PMH settings. Please, contact the system administrator.”

Settings (OAI-PMH): Can view and edit settings This permission allows the user to view and edit the OAI-PMH settings.

Settings > OAI-PMH > General

General settings to configure how the Identify verb responses.

Enable OAI service

Checkbox to globally enable or disable OAI services.

Repository name

Sets the content in the respositoryName XML element of the Identify response.

Base URL

Sets the content in the baseURL XML element of the Identify response. This value also appears in the content of the response XML element of the ListRecords verb.

Time granularity

Sets the content in the granularity XML element of the Identify response.

Administrator email(s)

Sets the content in the adminEmail XML element of the Identify response.

Settings > OAI-PMH > Technical

Max records per response

Number of records to return per page of response.

Enable validation

Defines if the response content should be validated against XSD schemas.

Formatted output

Determines if the marshalled XML data is line feeds and indentation.

Settings > OAI-PMH > Behavior

Deleted records support

One of:

No - Indicates that no information about deleted records is presented.

Persistent - Records with MARC Leader 05 equal to ’d', ’s' or ‘x’ will be listed as deleted in OAI-PMH ListRecords responses.

Transient - Same behavior as Persistent, but without a guarantee that deleted records will be kept indefinitely in FOLIO.

See https://issues.folio.org/browse/MODOAIPMH-108 for more details of the implementation.

Setting value appears in deletedRecord XML element of Identify response.

Suppress records processing

One of:

Transfer suppressed records with discovery flag value - Adds a MARC subfield $t = 1 to FOLIO’s 999 field (for Instances), 852 field (for Holdings) or 952 field (for Items).

Skip suppressed from discovery records - Instances marked ‘Suppress from Discovery’ are to included in the OAI-PMH response.

OAI-PMH errors processing

One of:

Associate with HTTP status 200 - Error messages are returned with an HTTP 200 response code.

Associate with HTTP error statuses - Error messages are returned with an appropriate HTTP error code.

Settings > OAI-PMH > Sets

NOT YET IMPLEMENTED
OAI-PMH Sets are not currently implemented in this version of FOLIO. While the following configurations can be set, the Sets defined will not appear when using the ListSets verb.

Creating a new set

Click New.

Enter a Set name (required).

Enter a Set description (optional, but recommended).

Set Filtering Conditions

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

Editing a set

Find the set you want to edit, click the Actions button, and select the Edit option.

Edit the set.

Click Save. The set is updated.

Duplicating a set

Find the set you want to duplicate, click the Actions button, and select the Duplicate option.

Edit the set.

Click Save. A new set is created.

Deleting a set

Find the set you want to delete. Click the Actions button, and select the Delete option.

In the Confirm deletion of set dialog, click Delete. A confirmation message appears and the set is deleted.

Docs: Settings > Orders

Tue, 07 Jun 2022 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

To create a new order template, follow the steps below. To hide a field from view during order creation, click on the eye icon beside the field name. The eye icon will display an angled slash mark to indicate that the field will be hidden. When the user creates a new order and selects the template, only the fields with the eye turned on will display. Note: Template name is the only required field for a new order template.

Click New.

Click Hide all eligible fields to turn off visibility for all fields that can be hidden during order creation. You can then turn on only the fields that you want to display by unselecting the eye icon beside those fields.

Fill in information as needed for the remaining order creation fields. Follow the instructions under Creating an order for more information. Click on the eye icon to hide fields as needed.

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

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.

The system checks for duplicates purchase orders based on title and product ID values. If found, the user is intercepted by a modal that displays possible duplicates. The user will be able to continue or cancel operation. To disable this duplicate check, select Disable duplicate check that occurs when opening orders and saving purchase order lines.

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 > Users

Fri, 03 Jun 2022 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. You can assign individual permissions or existing permission sets to the new permission set.

In the Select Permissions modal, search and filter by Permission type and/or Permission assignment status or type in the name of the permission or permission set into the search box.

Select the permission(s) or permission set(s) to assign to the new permission set.

Click Save & close. The permission(s) or permission set(s) are added to the new permission set.

Click Save & close. The new permission set is saved.

Editing a permission set

In the Permission Sets pane, find the permission set you want to edit and select it.

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.

In the Permission Set pane, find the permission set you want to delete and select it.

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 Settings app, select Users > Patron groups.

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

In the Settings app, select Users > Patron groups.

In the Patron groups pane, find the Patron group you want to edit and click the pencil icon in the actions column.

Make your changes to the Patron group, Description, or Expiration offset date (days).

Click Save. The changes to the patron group are 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. If 0 records found appears, the Patron group can be deleted.

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 actions column.

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 Settings app, select Users > Address Types.

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 created.

Editing an address type

In the Settings app, select Users > Address Types.

In the Address Types pane, find the Address Type you want to edit and click the pencil
icon in the actions menu.

Make your changes to the Address Type or Description.

Click Save. The Address Type is saved.

Deleting an address type

An address type can be deleted only if it is not assigned to any user records. To delete an Address Type, you should first check to make sure no user records are assigned the address type.

To see the number of user records assigned to an Address Type: In Settings > Users > Address Types, the number of user records assigned to an Address Type will display in the # of Addresses column. If a - is displayed, the address type can be deleted.

To delete an Address Type, follow these steps:

In the Settings app, select Users > Address Types.
In the Address Types pane, find the Address Type you want to delete and click the trash can icon in the actions column. In the Delete Address Type dialog, click on the Delete button. 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 Settings app, select Users > 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 Settings app, select Users > Department. In the Departments pane, find the department you want to edit and click the pencil icon in the actions column. Make your changes to the Name or Code. Click Save. The department is updated.

Deleting a department

In the Settings app, select Users > Department.
In the Departments pane, find the department you want to delete and click the trash can icon in the actions column. In the Delete Department dialog, click Delete. A confirmation message appears and the department is deleted.

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 for the custom field(s).

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 by checking the box next to Hidden and/or Required. Add a name for the field in the Field name box.

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 field.

Click Save & close. The custom field is 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 in the actions column.

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 actions column.

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 in the actions column.

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 Fee/fine: 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 in the actions column.

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 actions column.

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 Yes or No to indicate if 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 in the actions column.

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 in the actions menu.

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 Require 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 Require 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 Require 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 Require 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 in the actions column.

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 actions column.

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 selected condition pane, select the action(s) 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 patron block condition is saved.

Editing patron block conditions

In the Conditions pane, select the condition you want to edit.

In the selected condition pane, make your changes to the condition.

Click Save. A confirmation message appears and the patron block condition is saved.

Removing patron block conditions

In the Conditions pane, select the condition you want to remove.

In the selected condition pane, clear out any blocks and messages.

Click Save. A confirmation message appears and the patron block condition is 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 will open.

Enter a Template name.

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 will only appear 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).

Click Save & close. The patron block template is saved.

Edit patron block template.

In the Patron block templates pane, select the template you wish to edit. It will open 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. It will open 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.

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. See Settings > Users > Patron Groups for more information about setting up patron groups.

Create patron block limits

In the Limits pane, select the patron group for which you want to configure limits.

In the selected 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 selected 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 selected patron group pane, set the limit value(s) to zero to clear out the limit(s).

Click Save. A confirmation message appears and the block limits are saved.

Docs: Settings > Remote Storage

Fri, 25 Feb 2022 00:00:00 +0000

The Remote storage section of the Settings app is where you configure options to connect to an external remote storage system.

Libraries generally use remote storage systems when they are housing books in a facility that is not the library. Often these facilities have high-capacity storage, where books are housed by size to be able to store as many items as possible. Libraries with these facilities need systems to keep track of where the books are in the facility and help manage patron requests to have items retrieved and shipped to the library for their use.

The Juniper release supports connections to CAIASoft and Dematic. Generally, settings in this area will be managed by your library’s FOLIO administrator.

If a library does not use remote storage, they do not need to install remote storage modules or configure any settings in this area of FOLIO.

Permissions

The permissions listed below determine what you can do or not do with the individual parts of the Remote storage section of Settings. If none of these permissions are assigned to a user, the user will not see this area of the Settings app.

Remote storage: Create, edit, delete. This permission allows the user to view, create, edit, and delete remote storage settings.

Remote storage: View. This permission allows the user to view all remote storage settings.

Settings > Configurations

A configuration entry must be created for each remote storage system. Directions are different for Dematic EMS, Dematic StagingDirector, and CAIASoft.

Create a configuration for Dematic EMS

Click New.

In the Create configuration screen, provide the Remote storage name, Provider name, and URL (domain).

For the Data synchronization schedule, choose how often FOLIO and your remote storage system will synchronize data. You may choose an interval of minute(s), hour(s), day(s), week(s), or month(s).

Click Save & close.

Create a configuration for Dematic StagingDirector

Click New.

In the Create configuration screen, provide the Remote storage name, Provider name, URL (domain), and Status URL.

For the Data synchronization schedule, choose how often FOLIO and your remote storage system will synchronize data. You may choose an interval of minute(s), hour(s), day(s), week(s), or month(s).

Click Save & close.

Create a configuration for CAIASoft

Click New.

In the Create configuration screen, provide the Remote storage name, Provider name, URL (domain), and Credential properties.

For the Data synchronization schedule, choose how often FOLIO and your remote storage system will synchronize data. You may choose an interval of minute(s), hour(s), day(s), week(s), or month(s).

For Accession holding workflow preference, choose one of two options:

Change permanent location: When an item is accessioned into CAIASoft, if the holdings permanent location does not have the same location as the new remote location of the item, the holdings permanent location is changed.

Duplicate holdings: When an item is accessioned into CAIASoft, and a holdings record for the new remote location does not already exist, the non-remote holdings record is duplicated, the location on the new holdings record is changed to the item’s location, and the item is moved to that new holdings record.

For Returning workflow preference, choose one of two options:

Items received at remote storage scanned into FOLIO: When this option is selected, FOLIO will expect that an item will be scanned directly in FOLIO and FOLIO will send an update to CAIASoft indicating that the item is expected to be stored, and set the item’s FOLIO item status to Available.

Items received at remote storage scanned into CAIASoft: When this option is selected, FOLIO expects that items will be scanned for return in CAIASoft. When items are scanned in CAIASoft, CAIASoft will send information to FOLIO; if FOLIO finds open requests on the item, CAIASoft will immediately move the item into requesting workflows. If the item is not requested, FOLIO will check the item in and change the item status to Available.

Click Save & close.

Edit a configuration

From the list of configurations, choose the one you wish to edit. It will open in a fourth pane.

On the fourth pane, choose Actions > Edit.

In the edit pane, make changes as desired.

Click Save & close.

Delete a configuration

You will not be able to delete a configuration if any locations on your FOLIO instance are associated with the configuration.

From the list of configurations, choose the one you wish to delete. It will open in a fourth pane.

From the fourth pane, choose Actions > Delete.

Click Delete on the pop-up window to confirm.

Settings > Accession Tables

Libraries only need to configure accession tables if they are using CAIASoft.

Accession tables provide a way to configure how locations change when items are accessioned into CAIASoft. The Original location is the item’s location at the library (non-remote); the Final location (Remote) is the location that that item should be moved to when received in CAIASoft. The location chosen as the Final location (Remote) must be associated with your CAIASoft provider as part of its configuration options.

To configure accession tables, first choose your provider name from the drop-down list.

Map an original location to a final location

Click the pencil icon under Actions for the location you wish to configure.

Under Final location (Remote), click the dropdown and select the location that the non-remote location should map to at your remote storage facility. You may map more than one onsite non-remote location to a single remote location.

Click Save to save your changes.

Edit a mapping between an original location and a final location

Click the pencil icon under Actions for the Original location you wish to configure.

Under Final location (Remote), click the dropdown and make changes as desired.

Click Save.

Remove a mapping between an original location and a final location

Click the pencil icon under Actions for the Original location you wish to configure.

Under Final location (Remote), click the dropdown and choose Select location name or code.

Click Save.

Docs: Settings > Tags

Tue, 01 Feb 2022 00:00:00 +0000

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 > Tenant

Mon, 21 Mar 2022 00:00:00 +0000

The Tenant section of the Settings app is where you configure specific settings that apply to your entire FOLIO installation. Generally, settings in this area will be managed by your library’s FOLIO administrator.

Permissions

The permissions listed below determine what you can do or not do with the individual parts of the Tenant section of Settings. If none of these permissions are assigned to a user, the user will not see this area of the Settings app.

Settings (tenant): Can create, edit and remove service points. This permission allows the user to create, read, update, and delete service points.

Settings (tenant): Can create, edit and remove locations. This permission allows the user to create, read, update, and delete institutions, campuses, libraries, and locations.

Settings (tenant): Can edit language, localization, and currency. This permission allows the user to change the locale, time zone, and primary currency.

Settings (tenant): Can maintain preferred plugins. This permission allows the user to edit preferred plugins.

Settings (tenant): Can maintain SSO settings. This permission allows the user to create, edit, and delete SSO configurations.

Settings (tenant): Can manage tenant addresses. This permission allows the user to create, read, update, and delete addresses.

Settings > Tenant > Addresses

Use this setting to manage addresses used by your library within FOLIO. For example, you can add your library’s acquisitions address and then use this address within the Orders app for billing and shipping.

Creating a new address

In the Addresses pane, click New.

Enter a Name for the address in the box.

In the Address box, enter the physical address. Press Enter to format your address with multiple lines.

Click Save. The address is added to the created.

Editing an address

Find the address you want to edit.

In the actions column, click the pencil icon.

Make your desired changes to the address.

Click Save. The address is updated.

Deleting an address

Note: Before deleting an address, you should make sure it is not in use for any purchase orders. FOLIO doesn’t stop you from deleting an address that is assigned to an order record. If you delete an address that is in use, it is deleted from the Bill to or Ship to fields in the order record.

Find the address you want to delete.

In the actions column, click the trash can icon.

In the Delete Address dialog, click Delete. A confirmation message appears and the address is deleted.

Settings > Tenant > Language and localization

Use this setting to change your location, timezone, and/or currency for all users of your FOLIO instance. To make temporary changes for your current session, click Change session locale. For more information, see Settings > Developer > Session locale.

Update your library locale, time zone, or currency

Locale (for language display, date format, etc.). Locale adjusts FOLIO’s language display, date format, and number format to the standard for the locality selected.

Time zone (time zone used when showing date time information). Time zone adjusts FOLIO’s time zone for when dates are displayed. Time zones are based on the standard tz database time zone names.

Primary currency (for currency symbol to display). Primary currency adjusts FOLIO’s currency symbol, using ISO 4217 standard codes.

Select a Locale, Time zone, and/or Primary currency from the drop-down lists.

Click Save. A confirmation message appears and your changes are saved.

Settings > Tenant > Preferred plugins

Use this setting to change your preferred plugins for different FOLIO actions.

Currently, FOLIO doesn’t have multiple plugins to choose from for each of the actions listed. Leaving the values as the default — allows the system to update plugin versions automatically. Once changed from —, only the specific plugin version or (none) are available as options.

Changing any of the preferred plugins to (none) disables the action for all FOLIO users, which may break app workflows.

Settings > Tenant > SSO settings

Use this setting if your library wishes to implement Single Sign-On (SSO) for staff members to log into FOLIO. SSO allows library staff to use the same username and password they use for other services at their library, removing the need to maintain a separate username and password just for FOLIO.

Note: Enabling single sign-on generally requires coordination with your IT staff and/or your identity provider.

Identity Provider URL. A URL where metadata about the identity provider can be accessed by FOLIO.

Download metadata. After selecting all of your SSO settings, click Download metadata to download an XML, which you should send to your identity provider. This file will need to be re-downloaded if you make any changes to these settings.

SAML binding. Depending on your configuration, select Redirect binding to use an HTTP redirect to the identity provider’s sign on page, or POST binding to send an HTTP POST from the FOLIO login page.

SAML attribute. The attribute in the identity provider that uniquely identifies the user.

User property. The attribution in FOLIO where the SAML attribute can be found.

Settings > Tenant > Service Points

Use this setting to configure your library’s service points. In FOLIO, a service point is a library staff work location.

A service point is needed when you want to have at least one of the following services at that location:

Check in items.

Check out items.

Request items for patron delivery.

Request items for patron pickup.

Put items in transit to another location.

Charge fines for transactions, which occurred at that location.

Every location that has physical materials needs an associated primary service point in order to manage those materials. Therefore, you should create your desired service points before creating your location hierarchy.

Staff who use the Check in, Check out, Requests, and Users apps must have a service point assigned to them in their user record.

There is no requirement that a service point be a place that is providing service to patrons. Libraries may find that it is helpful to establish internal service points for areas such as shelving, conservation, or collection development.

Creating a service point

In the Service points pane, click New.

In the New service point window, enter a Name for the service point. The name must be unique to your FOLIO tenant.

Enter a Code. The code is the machine readable name of the service point and must be unique to your FOLIO tenant.

Enter a Discovery display name. This name is used in discovery services to identify the service point to patrons. It does not have to be unique.

(Optional): Enter a Description of the service point. The description only appears in Settings.

(Optional): Enter the location’s Shelving lag time (minutes). This number is used to set expectations for how long until materials returned to this service point are reshelved.

(Optional): Select whether the service point is a Pickup location. If the service point is a pickup location, it appears as a Pickup location option for patrons in the Requests and Users app. If you select Yes, you must enter a Hold shelf expiration period, which determines how long materials are available for pickup on the hold shelf.

(Optional): Select the Hold, Pick slip, Request delivery, and/or Transit checkboxes to determine which staff slips print by default for this service point.

Click Save & close. A confirmation message appears and the service point is created.

The Assigned locations accordion is updated when the service point is assigned to any locations in the location tree.

Editing a service point

In the Service points pane, find the service point you want to edit and select it.

In the service point details pane, click Edit.

In the Edit window, make your desired changes.

Click Save & close. A confirmation message appears and the service point is updated.

Deleting a service point

You cannot delete a service point in the FOLIO user interface.

Settings > Tenant > Location setup

Use the settings under Location setup to configure the four parts of the item location tree. Locations must be configured in order to create holdings and items in Inventory, to circulate items using the Check in and Check out apps, and to request items using the Requests app.

The location setup has four elements that are hierarchical in relationship, from the top down the hierarchy is: Institutions > Campuses > Libraries > Locations.

Effective location

In FOLIO, items have an effective location that is computed according to location values in the holdings and items record. Circulation rules use an item’s effective location when applying business logic to circulation transactions.

Holdings must have a permanent location value. A holding may also have a temporary location value. Items may also have a permanent location value and/or a temporary location value. The item’s effective location value is the first value that it finds, in this order:

Item Temporary Location

Item Permanent Location

Holdings Temporary Location

Holdings Permanent Location

Tips for implementers

There is nothing in FOLIO that requires that elements of the location tree correspond to the geography of your campus. You may find it helpful to consider whether a specific library or libraries in your system are better modeled as a campus, or whether a particular workflow means you need additional campuses or institutions.

Because the location tree has a hierarchy, you should create your values in the hierarchy order: institutions, campuses, libraries, and then locations.

Locations must have at least one associated service point. You should create service points before you create your location tree.

The four pieces of the location tree can be elements in circulation rules, along with patron groups, material types, and loan types. You may wish to consider your circulation rule strategy while setting up your locations.

Settings > Tenant > Institutions

Use this setting to configure your institutions. An institution is the highest level of the FOLIO location hierarchy, and typically represents legal entities such as the college or university.

FOLIO libraries need at least one institution created to be able to populate elements down the hierarchy.

Creating an institution

In the Institutions pane, click New.

Enter a Name and Code. The name and code should be unique. FOLIO doesn’t stop you from making institutions with the same name and/or code, but it does cause problems for your staff in writing circulation rules.

Click Save. The institution is created

Editing an institution

In the Institutions pane, find the institution you want to edit.

In the actions column, click the pencil icon.

Make your desired changes.

Click Save. The institution is updated.

Deleting an institution

Note: If the institution has an associated campus, you cannot delete it.

In the Institutions pane, find the institution you want to delete.

In the **actions **column, click the trash can icon.

In the Delete Institution dialog, click Delete. A confirmation message appears and the institution is deleted.

Settings > Tenant > Campuses

Use this setting to configure your campuses. A campus is the second highest level of the FOLIO location hierarchy, and typically represents distinct spaces or domains within an institution, like a downtown campus or online program.

FOLIO libraries need at least one institution and one campus to create elements further down the location hierarchy.

Creating a campus

In the Campuses pane, select the Institution under which the campus should be created.

Click New.

Enter a Name and Code. The name and code should be unique. FOLIO doesn’t stop you from making campuses with the same name and/or code, but it does cause problems for your staff in writing circulation rules.

Click Save. The campus is created.

Editing a campus

In the Campuses pane, select the Institution under which the campus is located.

Find the campus you want to edit.

In the actions column, click the pencil icon.

Make your desired changes.

Click Save. The campus is updated.

Deleting a campus

Note: If the campus has an associated library, you cannot delete it.

In the Campuses pane, select the Institution under which the campus is located.

Find the campus you want to delete.

In the **actions **column, click the trash can icon.

In the Delete Campus dialog, click Delete. A confirmation message appears and the campus is deleted.

Settings > Tenant > Libraries

Use this setting to configure your libraries. A library is the third level of the FOLIO Location hierarchy, and typically represents physical buildings on a physical campus, or domains of service in a virtual campus, like a subject-specific library or an annex.

FOLIO libraries need at least one institution, campus, and library to be able to create the final element of the location tree.

Creating a library

In the Libraries pane, select the Institution under which the library should be created.

Select the Campus under which the library should be created.

Click New.

Enter a Name and Code. The name and code should be unique. FOLIO doesn’t stop you from making libraries with the same name and/or code, but it does cause problems for your staff in writing circulation rules.

Click Save. The library is created.

Editing a library

In the Libraries pane, select the Institution under which the library is located.

Select the Campus under which the library is located.

Find the library you want to edit.

In the actions column, click the pencil icon.

Make your desired changes.

Click Save. The library is updated.

Deleting a library

Note: If the library has an associated location, you cannot delete it.

In the Libraries pane, select the Institution under which the library is located.

Select the Campus under which the library is located.

Find the library you want to delete.

In the actions column, click the trash can icon.

In the Delete Library dialog, click Delete.

Click Save. A confirmation message appears and the library is deleted.

Settings > Location setup > Locations

Use this setting to configure your locations. A location is the fourth and most detailed level of the FOLIO Location hierarchy, and typically represents specific shelving areas, like the stacks, reserves, or specific language collections.

Locations and service points

Each location must have at least one service point associated with it and designated as primary. Locations may also have additional service points that are non-primary. Non-primary service points are not required.

When an item is returned at another service point that is not associated with the location, it is put in transit to the primary service point. When an item is checked in at a location’s non-primary service point, it is not put in transit to the primary service point.

The most common use case for a non-primary service point is if your library has multiple service desks in the same building, or decides to create a service point for staff working “behind the scenes” in addition to a service point for a patron-facing service desk. In those cases, one service point can be the primary service point for locations in that building, and the other service points would be non-primary service points for those locations. This allows staff at those non-primary service points to discharge and shelve items for the library without putting them in transit to the main service point.

Creating a location

In the Locations pane, select the Institution under which the location should be created.

Select the Campus under which the location should be created.

Select the Library under which the location should be created.

Click New.

Enter a FOLIO Name for the location. The name must be unique to your FOLIO tenant. The name and code appear in other locations like Inventory.

Select whether the location is used for Remote storage.

Enter a Code. The code is the machine readable name and must be unique to your FOLIO tenant.

Enter a Discovery display name. This name is used in discovery services to identify the location to patrons. It does not have to be unique.

Select a primary Service point for the location from the drop-down list.

Optional: To add a non-primary service point to the location, click Add service point and select the service point from the drop-down list. Repeat as needed. To remove a service point, click the trash can icon.

Optional: Select the location’s Status. By default, all locations are Active.

Optional: Enter a Description of the location.

Click Save & close. The location is created.

Editing a location

In the Locations pane, select the Institution under which the location is located.

Select the Campus under which the location is located.

Select the Library under which the location is located.

Find the location you want to edit and select it.

In the location details pane, click Actions > Edit.

Make your desired changes.

Click Save & close. The location is updated.

Duplicating a location

In the Locations pane, select the Institution under which the location is located.

Select the Campus under which the location is located.

Select the Library under which the location is located.

Find the location you want to duplicate and select it.

In the location details pane, click Actions > Duplicate.

Make your desired changes to the location.

Click Save & close. The location is created.

Deleting a location

Note: If the location is in use by at least one record in Inventory, you cannot delete the location. In those cases, it is recommended that you edit the location and make the status Inactive. It doesn’t remove the location from Inventory location dropdown menus, but it gives staff a dialog message if they select an inactive location.

In the Locations pane, select the Institution under which the location is located.

Select the Campus under which the location is located.

Select the Library under which the location is located.

Find the location you want to delete and select it.

In the location details pane, click Actions > Delete.

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

Docs: Settings > Software versions

Thu, 14 Apr 2022 00:00:00 +0000

The software versions page lists all components that run for the current tenant. When reporting a bug try to communicate the version of the affected module to help the support and development teams.

Flower release

Look for these modules to find out which FOLIO flower release the system runs. This is a good indicator if the official platform-complete set of modules has been installed and no individual changes have been made.

mod-configuration mod-inventory-storage mod-login-saml release

5.8.0 24.1.0 2.4.9 Morning Glory R2-2022-GA

5.7.9 23.0.5 2.4.9 Lotus R1-2022-hotfix-3

5.7.9 23.0.5 2.4.8 Lotus R1-2022-hotfix-2

5.7.8 23.0.5 2.4.5 Lotus R1-2022-hotfix-1

5.7.6 23.0.2 2.4.4 Lotus R1-2022-GA

5.7.7 22.0.4 2.4.5 Kiwi R3-2021-hotfix-3

5.7.5 22.0.4 2.4.2 Kiwi R3-2021-hotfix-2

5.7.4 22.0.4 2.4.2 Kiwi R3-2021-hotfix-1

5.7.3 22.0.4 2.3.2 Kiwi R3-2021-GA

5.7.4 21.0.10 2.4.1 Juniper R2-2021-hotfix-6

5.7.4 21.0.10 2.3.2 Juniper R2-2021-hotfix-5

5.7.2 21.0.9 2.2.1 Juniper R2-2021-hotfix-4

5.7.1 21.0.9 2.2.1 Juniper R2-2021-hotfix-3

5.7.0 21.0.3 2.2.1 Juniper R2-2021-hotfix-2

5.7.0 21.0.3 2.2.1 Juniper R2-2021-hotfix-1

5.7.0 21.0.3 2.2.1 Juniper R2-2021-GA

mod-configuration	mod-inventory-storage	mod-login-saml	release
5.8.0	24.1.0	2.4.9	Morning Glory R2-2022-GA
5.7.9	23.0.5	2.4.9	Lotus R1-2022-hotfix-3
5.7.9	23.0.5	2.4.8	Lotus R1-2022-hotfix-2
5.7.8	23.0.5	2.4.5	Lotus R1-2022-hotfix-1
5.7.6	23.0.2	2.4.4	Lotus R1-2022-GA
5.7.7	22.0.4	2.4.5	Kiwi R3-2021-hotfix-3
5.7.5	22.0.4	2.4.2	Kiwi R3-2021-hotfix-2
5.7.4	22.0.4	2.4.2	Kiwi R3-2021-hotfix-1
5.7.3	22.0.4	2.3.2	Kiwi R3-2021-GA
5.7.4	21.0.10	2.4.1	Juniper R2-2021-hotfix-6
5.7.4	21.0.10	2.3.2	Juniper R2-2021-hotfix-5
5.7.2	21.0.9	2.2.1	Juniper R2-2021-hotfix-4
5.7.1	21.0.9	2.2.1	Juniper R2-2021-hotfix-3
5.7.0	21.0.3	2.2.1	Juniper R2-2021-hotfix-2
5.7.0	21.0.3	2.2.1	Juniper R2-2021-hotfix-1
5.7.0	21.0.3	2.2.1	Juniper R2-2021-GA