FOLIO Documentation – Welcome

Docs: Central ordering

Wed, 04 Dec 2024 00:00:00 +0000

FOLIO environments with Enhanced Consortial Support (ECS) enabled can be configured to support ordering actvities within the central tenant, while allowing authorized staff at member libraries to receive corresponding materials within their member library tenants. With this feature enabled, libraries may still create local orders, while also benefiting from central or network ordering programs that may be in use by their consortium.

Enabling central ordering

Within the Central tenant of an ECS-enabled FOLIO environment:

Navigate to Settings > Consortium manager.
Click on Central ordering, listed under Network ordering.
Check the box next to Allow user to select locations from other affiliations for central orders.
Click Confirm in the modal that appears. Please note: This feature cannot be disabled once this action is confirmed.
Click Save. In the current version of FOLIO, a note will appear notifying administrators that the setting can no longer be disabled.

Configuring Receiving app behavior

When Central ordering is activated in the Central tenant, the Receiving app in the corresponding member tenants provides visibility into both central orders - those created in the Central tenant - and local orders - those created in the member library tenant. Member libraries can establish default search behavior for the Receiving app.

Within each member tenant in an ECS-enabled FOLIO environment:

Navigate to Settings > Orders.
Click on Central ordering, listed under Network ordering.
In the Set default for receiving search dropdown, select the desired option: Active affiliation only indicates that a library will only be able to access receiving records for the current member library tenant. Central only indicates that a library will only be able to access receiving records for orders placed in the Central tenant. Central default indicates that a library will have the ‘Central’ tab selected by default in the Search & Filter pane of Receiving app, but will be able to switch tabs and view local orders' receiving records, as well. Active affiliation default indicates that a library will have the ‘Local’ tab selected by default in the Search & Filter pane of Receiving app, but will be able to switch tabs and view central orders' receiving records, as well.
Click Save.

Central ordering workflow

Central orders must originate in the Central tenant affiliation. Creating a central order largely mimics the workflow for creating an order record in any FOLIO tenant. The variation emerges when specifying location information on the purchase order line (POL).

With the active affiliation set to the Central tenant:

Open the Orders app.
Create a new order record. See Creating an order for instructions.
Add a POL. See Adding an order line to an order for instructions. Please note: Central orders associated with an instance record may only be associated with a shared instance record.
In the Location accordion, select an Affiliation. A user will only see the affiliations for which they have associated capabilities.
In the Select holdings dropdown, select a pre-existing holdings record to associate the quantity with, or use the Create new holdings for location link to lookup a location to which this quantity will be associated. Please note: The Select locations modal will be pre-limited to the locations within the selected affiliation.
Enter the appropriate quantity information.
Once all required and desired information is entered, Save & close.
Open the order. See Opening an order for instructions.

Please note: For POL with a quantity greater than 1, staff may select multiple affiliations and locations within the Location accordion. If Receiving workflow is set to ‘Synchronized order and receipt quantity’ and Create inventory is set to create holdings and/or items, those Inventory records will be created within the selected affiliation(s) from the Location accordion.

Receiving central orders

Central orders may be received from the Central tenant affiliation or within the applicable member tenants, if configured.

In the Central tenant affiliation:

Open the Receiving app.
Use the Search & filter options to locate the receiving title record.
Open the receiving title record. For POL with a Receiving workflow set to ‘Synchronized order and receipt quantity’, all the pieces that are associated with the order record and with the staff user’s authorized affiliations will be displayed in the Expected accordion. For POL with a Receiving workflow set to ‘Independent order and receipt quantity’, pieces may be added. See Adding an expected piece for instructions. Please note: When creating pieces in the Central tenant, you must specify the affiliation for the piece in addition to its location within the affiliation.
Receive materials as needed. See Receiving a piece for instructions.

In the member tenant affiliation:

Open the Receiving app.
Use the Search & filter options to locate the receiving title record. Please note: The Receiving app must be configured to include central orders to view this receiving title.
Open the receiving title record. For POL with a Receiving workflow set to ‘Synchronized order and receipt quantity’, only the pieces that are associated with the order record and with the active tenant affiliations will be displayed in the Expected accordion. For POL with a Receiving workflow set to ‘Independent order and receipt quantity’, pieces may be added. See Adding an expected piece for instructions.
Receive materials as needed. See Receiving a piece for instructions.

Docs: Host names

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

Choosing the host names of front-end and back-end has implications on deployment, security and performance.

The frond-end host serves the content to be displayed in the browser. The back-end exposes Okapi and the APIs of the back-end modules.

Same host name

Front-end and back-end can be provided on the same host so that they use the same host name, the back-end is served on a special URL path.

Existing example:

Advantages:

Most secure solution. Using a single host name allows to use the most restrictive configuration regarding cross-origin resource sharing (CORS) and cross-site request forgery (CSRF).
Most simple security configuration.

Disadvantages:

Requires a path based proxy. Example snippet for nginx:

        # WARNING: location requires a trailing slash
        location /okapi/ {
                # WARNING: proxy_cookie_path requires a trailing slash
                proxy_cookie_path / /okapi/;
                # WARNING: proxy_pass requires a trailing slash
                proxy_pass http://127.0.0.1:9130/;
                proxy_redirect default;
        }

        location / {
                root /var/www/tenanta;
                try_files $uri /index.html;
        }

Using a content delivery network (CDN) might require different cache configurations for front-end and back-end URL paths.

Two host names on same site

Some FOLIO deployments use different host names for font-end and back-end, and the host names belong to the same site. Example for site folio.org:

“Same site” has a special meaning, learn more at https://web.dev/samesite-cookies-explained/ and https://publicsuffix.org/ .

Advantages:

Simple host name based configuration, requires no path based proxy configuration.
Continuously tested on FOLIO’s reference environments.

Disadvantages:

Slower because the browser needs to send extra “preflight” OPTIONS HTTP requests for cross-origin resource sharing (CORS) protection resulting in latency.
Less secure as it requires a configuration that weakens the security restrictions regarding cross-origin resource sharing (CORS) and cross-site request forgery (CSRF).

Two host names on different sites

FOLIO doesn’t support running front-end and back-end on host names that belong to different sites.

Fictional example:

This requires removing security restrictions regarding cross-origin resource sharing (CORS) and cross-site request forgery (CSRF) and likely violates security rules required by law or policy.

FOLIO prevents this configuration for the most security sensitive module, the single-sign-on (SSO) module mod-login-saml.

Docs: EDIFACT

Fri, 12 Dec 2025 00:00:00 +0000

This section of the documentation contains links to external sites. Please be advised that these sites are not maintained by the FOLIO Documentation Group and may be aligned with a different FOLIO release.

FOLIO supports electronic ordering, claiming, and invoicing using the EDIFACT standard. More information about the EDIFACT standard is available on the FOLIO Wiki. It is recommended that libraries contact their vendors to notify them when they plan to use FOLIO for EDIFACT ordering, claiming, and/or invoicing so that the vendor can provide all required infromation and additional testing support, as needed.

Setup for EDIFACT ordering, claiming, and invoicing spans multiple FOLIO apps. A library may choose to configure only those areas that are relevent to local institutional procedures. The sections below cover relevant setup for each area and information related to corresponding workflows.

EDIFACT Ordering

FOLIO allows a user to initiate an order within the Orders app, then transmit that order to a vendor in EDIFACT format. Please note: FOLIO does not support importing orders in EDIFACT format.

Setup

Initial setup for EDIFACT ordering occurs within the Organizations app. An organization record must be created and configured with an Active status and a Vendor designation. Once created and saved, the record must have integration details configured.

Ensure the integration type is set to Ordering and contact the vendor to request the following information:

Vendor EDI code
Vendor EDI type
Library EDI code
Library EDI type
EDI FTP
FTP mode
FTP address
FTP connection mode
FTP username and password, if needed
FTP port
Order directory

Ensure that:

the accounts you wish to apply automatic export to are selected or, in the absence of account numbers on organization records, that the default integration is selected.
the acquisition methods that are subject to EDIFACT export are selected.
the schedule is set to when the library wishes to have the EDIFACT orders file created and transmitted to the vendor.

Once all required and desired information is entered into the Create integration page, save the integration.

Initiating EDIFACT Orders

Order records are created within the Orders app. When creating a purchase order line (POL), the Automatic export checkbox will be selected if the POL is assigned to an acquisition method and account number that has designated for EDIFACT export within the organization record’s integration details.

After the order is opened, it will be eligible for export and the EDIFACT file will be generated according to the schedule set up within the organization record’s integration details.

Please note:

A vendor’s EDIFACT exports may be viewed by navigating to the vendor record in the Organizations app and clicking Actions > View export log. This will route a user to the Export manager app’s Organizations tab, pre-filtered to the selected vendor. The results may be further filtered within the app.
POLs that have been exported in EDIFACT format may be filtered by Export date within the Orders app, on the Order lines segment. The export job may be accessed from the Export details accordion.
The EDIFACT file may be downloaded from the Export manager app.

EDIFACT Claiming

FOLIO allows a user to initiate an claim for unreceived materials within the Claiming or Receiving apps, then transmit that order to a vendor in EDIFACT format. FOLIO also supports producing a CSV file for claims if vendors do not support EDIFACT claiming.

Setup

Initial setup for EDIFACT claiming occurs within the Organizations app. An organization record must be created and configured with an Active status and a Vendor designation. Once created and saved, the record must have integration details configured.

Ensure the integration type is set to Claiming and contact the vendor to request the following information:

Vendor EDI code
Vendor EDI type
Library EDI code
Library EDI type
EDI FTP
FTP mode
FTP address
FTP connection mode
FTP username and password, if needed
FTP port

Please note: If a library wishes to use File download as the Transmission method for claims, the FTP information is not required.

Once all required and desired information is entered into the Create integration page, save the integration.

In addition to the setup of the claiming integration on the vendor record, the following must be configured on the POL in the Orders app:

Claiming active must be selected.
The Claiming interval must be entered. This will be inherited from the vendor record, if entered in the Vendor information accordion.
An Expected receipt date must be entered on the piece record in the Receiving app.

Initiating EDIFACT Claims

Claims can be initiated from within the Claiming app or the Receiving app.

Please note:

A vendor’s EDIFACT exports may be viewed by navigating to the vendor record in the Organizations app and clicking Actions > View export log. This will route a user to the Export manager app’s Organizations tab, pre-filtered to the selected vendor. The results may be further filtered within the app.
The EDIFACT file may be downloaded from the Export manager app.

EDIFACT Invoicing

FOLIO allows a user to import an electronic invoice in EDIFACT format using the Data import app, resulting in a new invoice record within the Invoices app.

Setup

Initial setup for EDIFACT invoicing occurs within the Settings app, under Data import settings. Each vendor requires a separate data import job profile, which will consist of both a field mapping and an action profile. The FOLIO community has worked with several common industry vendors to create default field mapping profiles that adhere to the mapping decisions used by each vendor. It is recommended that FOLIO libraries duplicate the default field mapping profiles to retain the originals in case mistakes are made with configuration or a vendor requires multiple job profiles.

Within Settings > Data import > Field mapping profiles:

Locate the default profile for the relevant vendor. If the vendor is not listed, it is recommended to contact the FOLIO Community Data Import SIG for assistance.
Duplicate the default profile.
In the duplicated profile:
- Update the profile name.
- Update the profile description.
- Assign an acquisition unit, if desired. Please note: if the profile uses an acquisition unit, the FOLIO user that initiates the Data import job must be a member of the assigned acquisition unit.
- Assign a batch group.
- Assign a vendor.
- Assign a payment method.
- Verify the remaining default mapping values are correct based on the data included within an EDIFACT invoice file from your vendor.
- Configure optional fields as desired.
- Save as profile & Close.

Within Settings > Data import > Action profiles:

Create a new action profile.
Within the new action profile:
- Name the action profile.
- Add a description if desired.
- Select Create as the Action.
- Select Invoice as the FOLIO record type.
- Link the field mapping profile created using the steps listed above.
- Save as profile & Close.

Within Settings > Data import > Job profiles:

Create a new job profile.
Within the new job profile:
- Name the job profile.
- Add a description, if desired.
- Add the action profile created using the steps listed above.
- Save as profile & Close.

This process may be repeated for each vendor with whom a library wishes to participate in EDIFACT invoicing.

Initiating EDIFACT Invoicing

After Data import job profiles are configured in the Settings app, imports can be initiated within the Data import app using a file received from the vendor. Please note that the file from the vendor must have one of the following file extensions:

.edi
.inv

Upload the file from the vendor by locating it within the file explorer or dragging and dropping the file into the app.
Select the appropriate job profile.
Click Actions > Run.

When the job completes, the resulting job log will provide a link to the created invoice line(s). If the job results in errors, the error messages may be viewed within the log.

Imported invoices can be located in the Invoices app by using the Source filter and selecting EDI. All invoices created using Data import will have an Open status, so that they can be reviewed and edited, if desired, prior to approval and payment. They may also be deleted without any impact to your financial transactions in FOLIO since the transaction does not begin until the invoice is approved.

Please note: FOLIO uses the FOLIO POL number and the vendor reference number as matchpoints to link purchase order lines to invoice lines. If the link is not created on import, this typically indicates one of the following:

No matching POL exists within the FOLIO Orders app,
The field mapping profile used within the job profile contains an incorrect mapping for one or both of these fields, or
The file from the vendor omits these fields or contains inaccurate values.

FOLIO users may manually link POLs to invoice lines after import or may delete the originally imported invoice, correct the error, and re-import.

Docs: Settings > Acquisition units

Wed, 16 Apr 2025 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 capabilities 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 authorization 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
Receiving titles

Capabilities

The capabilities listed below allow you to interact with the Acquisition units settings. You can assign capabilities to users via user roles. If none of these capabilities are assigned to a user, they are unable to see the Acquisition units settings or any related information.

It is recommended that you select all applications prior to assigning capabilities to ensure you have access to all capabilities.

Permission Display name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (acquisition units): Can view, edit, create and delete acquisition units.	UI-Acquisition-Units Settings	settings	manage	This capability allows you to view, edit, create, and delete acquisition units.
Settings (acquisition units): display list of settings pages	Settings Acquisition-Units Enabled	settings	view	This capability displays the acquisition units area of the Settings app to the user.
Settings (acquisition units): Manage acquisition unit user assignments.	Acquisition Units Settings User Assignment	settings	manage	This capability allows you to assign users to acquisition units.
Settings (acquisition units): View acquisition units.	UI-Acquisition-Units Settings	settings	view	This capability provides view-only access to the acquisition units area of the Settings app.

Creating an acquisition unit

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

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

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

Assigning users to an acquisition unit

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

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

Deleting a user from an acquisition unit

In the Acquisition units pane, find the acquisition unit you want to delete the user from and select it.
In the Acquisition unit detail pane, locate the user you wish to delete under the Assigned users accordion.
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. Acquisition units can be deleted if in use on records in acquisition apps. This may leave a broken reference on these records, so it is recommended to check for usage of the acquisition unit within these apps prior to deletion.

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: Invoice adjustments

Wed, 04 Dec 2024 00:00:00 +0000

Adjustments are an optional feature within the Invoices app in FOLIO.

What is an invoice adjustment?

An adjustment is an addition to an invoice record that accounts for charges that are supplemental to the cost of acquired materials, like shipping or tax.

How do I add an adjustment to an invoice?

An adjustment can be added at the invoice level or to an individual invoice line.

To add an adjustment to the invoice level, see Adjustments for instructions.

To add an adjustment to an invoice line, see Adjustments for instructions.

How do I select the correct pro-rate option?

When adding an adjustment to an invoice, staff must select one of the following options for Pro rate:

By line
By amount
By quantity
Not prorated

By line will distribute the cost of the adjustment equally across all invoice lines, so each line absorbs an equal amount within its total. For example: An invoice has two invoice lines: line 1 has a quantity of 5 and subtotal of $50, line 2 has a quantity of 4 and a subtotal of $100.

A $10 adjustment is applied and prorated by line.
Each line absorbs $5 of the adjustment.

By amount will distribute the cost of the adjustment proportionally across all invoice lines, so lines with a higher subtotal will absorb more of the adjustment than those with lower subtotals. For example: An invoice has two invoice lines: line 1 has a quantity of 5 and subtotal of $50, line 2 has a quantity of 4 and a subtotal of $100.

A $10 adjustment is applied and prorated by amount.
Line 1 absorbs $3.33.
Line 2 absorbs $6.67, since the subtotal of this line is twice the subtotal of line 1.

By quantity will distribute the cost of the adjustment proportionally across all invoice lines, so lines with a higher quanity will absorb more of the adjustment than those paying for lower quantities of material. For example: An invoice has two invoice lines: line 1 has a quantity of 5 and subtotal of $50, line 2 has a quantity of 4 and a subtotal of $100.

A $10 adjustment is applied and prorated by quantity.
Line 1 absorbs $5.56.
Line 2 absorbs $4.44, since this line is paying for a lower quantity of material.

Not prorated indicates that the adjustment will not be absorbed by any invoice line. Instead, staff must select a fund to use for payment of the adjustment.

How do I select to correct ‘Relation to total’ for an invoice adjustment?

When adding an adjustment, staff must select one of the following options for Relation to total:

In addition to
Included in
Separate from

Each option has a separate use case, so please use the definitions and examples below to select the appropriate option for your use case.

In addition to indicates that the amount of the adjustment should be added to the subtotal of the invoice or invoice line. A use case would be if a library wishes to break out a shipping cost that must be paid on top of the cost of materials. For example: if the entered subtotal is $10 and a 10% adjustment is added with the selection of In addition to:

The entered subtotal will be used to calculate the adjustment amount.
The adjustment will be $1 (10% of $10).
The subtotal will remain $10.
The adjustment will be added to the subtotal and the calculated total amount will be $11.

Included in indicates that the amount of the adjustment is already bundled within the subtotal, so the specified subtotal already includes material cost, plus the adjustment. A use case would be when the material cost includes the cost of the item’s associated sales tax. For example: if the entered subtotal is $10 and a 10% adjustment is added with the selection of Included in:

The entered subtotal will be used to calculate the adjustment amount.
The adjustment will be $0.91 (10% of the material cost, rounded to the nearest cent).
The subtotal will decrease to $9.09 (the cost of the material, minus the calculated adjustment for tax).
The new subtotal plus the calculated adjustment will combine to equal the original $10 subtotal.

Separate from indicates that the adjustment amount should not impact the calculated total amount of the invoice. A use case may be import duties that need to be reported on the invoice, but not paid as part of the invoice because another entity is responsible for payment. For example: if the entered subtotal is $10 and a 10% adjustment is added with the selection of Separate from:

The entered subtotal will be used to calculate the adjustment amount.
The adjustment will be $1 (10% of $10).
The subtotal will remain $10.
The adjustment will not impact the subtotal and the calculated total amount will be $10.

Is there a way to save adjustments that are commonly applied to invoices?

Yes, for commonly used adjustments, it is recommended that these be added to Settings > Invoices as preset adjustments, which can be applied to relevant invoices. If a library wishes to apply a preset adjustment to every invoice, check the Always show box. The adjustment will be proactively applied to every newly created invoice, but may be edited or deleted on each individual invoice, as needed.

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 permission / capability listed below allows you to interact with the Check in app. You can assign User roles to users in the Users app, or in the Settings > Authorization roles app. If this capability is not assigned to a user, then they will be unable to see the Check in app or any related information.

Adding a capability or capability set to an Authorization role

Select all applications to ensure access to all capabilities.

Open the Capability sets or Capability accordion (see description in the table below for whether to look for a Capability set or a Capability).
Look under the matching Type.
Find the Resource (you can search using Ctrl-f/Cmd-f).
Select the Action.

See Settings > Authorization roles for instructions on how to create and assign Authorization roles.

Permission Display Name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Check in: all permissions	UI-Checkin	Data	Manage	This Capability set allows the user to scan items in the Check in app and backdate Check in. However, this capability 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. An item checked in at its effective location is marked as available if no patron has requested it.

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

There is no option to turn off pop-ups.

Columns in the Scanned Items table

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

Time returned. The “processed as” time the item was returned. Click the information icon to view the actual (non-backdated) check in time, if backdating the item. 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 effective location of the item. Note: see Floating collections for how the effective location may change if the item is part of a floating collection.
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 fee/fine details in the Users app. In fee/fine details you can pay, waive, refund, transfer, cancel as an error, or export fees/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.
Click … > Check in Notes to view the check in notes. If there are no check in notes associated with the checked in item, this option does not appear.

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.

Floating collections

A floating collection consists of items whose effective location can change depending on where they are checked in. If an item whose effective location is designated as floating in Settings > Tenants is checked in at a service point associated with a different location that is also designated as floating, then the item’s effective location will change to the effective location it is checked in at. Floating collections can be used to reduce transportation of items between libraries.

Example: Item1 has an effective location of Locus A, which is associated with service point Circ Desk A. Locus A is designated as a floating location. Locus B, associated with the service point Circ Desk B, is also designated as a floating location. Locus C, associated with service point Circ Desk C, is not designated as floating. If Item1 is checked in at Circ Desk B, Item1’s effective location will change to Locus B. Assuming there are no requests on Item1, no Transit slip will be generated and the item status will change to Available. If Item1 is then checked in at Circ Desk C, then Item1’s effective location will remain Locus B.

You need to enable floating locations at installation for the feature to be available. It is recommended to have only one floating location per service point. See Floating collection for more information.

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. FOLIO automatically sets the hold shelf expiration date/time on the request record, following the settings for date management for the pickup service point. If configured in the notice policy, 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 from 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 of the patron who borrowed the item. Your library can configure anonymization options in Settings > Circulation > Loan anonymization.

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 forget to print a transit slip, 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 to 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 set cost 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 fees/fines that are charged manually, versus fees/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 fees/fines are determined by the associated circulation rule.

The notice policy of an item determines whether patrons will be sent fee/fine notices for overdue or lost item charges..

Overdue fine, returned and Overdue fine, renewed notices always bundle multiple fees/fines. In both cases, the associated template must include the {{#feeCharges}} {{/feeCharges}} token for multiple loans.

Overdue fine, returned: if you choose the Send after option, every patron notice will include all open overdue fines.
Overdue fine, renewed: if you choose the Send after option, each renew action will send separate patron notices.

You can send Lost item fee(s) charged notices throughout the day (typically processed every five minutes, with a separate notice for each fee/fine charged). You can also choose to bunch and send them overnight in one email (processed at 11:59pm). See Settings > Circulation > Fee/ fine notices triggering events.

Send overnight is good for long-term loans, while Send throughout the day is a good option for short-term loans. If you choose Send overnight then the associated template must include the {{#feeCharges}} {{/feeCharges}} token for multiple loans. If you choose Send throughout the day then the associated template must not include the {{#feeCharges}} {{/feeCharges}} token for multiple loans. Lost item fee(s) charged notices will be sent for both set cost and actual cost fees/fines and any applicable processing fees.

Lost item returned - fee(s) adjusted notices are always sent when the event is triggered, i.e. when the lost item is checked in. Lost item returned - fee(s) adjusted notices will be sent for both set cost and actual cost fees/fines, and any applicable processing fees.

How are overdue and overdue recall fees/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.

The factors that are used when calculating overdue fines are

The loaning service point calendar
Whether there is a grace period for a late returned, as defined in the loan policy
The stated overdue charge, as defined in the overdue policy
Whether overdue fines should be charged when the service desk is closed, as defined in the overdue policy

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 much 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.

Note that FOLIO does not do calculations for overdue fees until the overdue or overdue recalled item is returned. Use reminder fees to have overdue items billed, and overdue notices sent, when an item becomes overdue.

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.

Reminder fees

Reminder fees differ from overdue fines in that reminder fees are billed when an item becomes overdue, whereas overdue fines are billed when the item is returned.

A Reminder fee example

Sequence	Interval	Frequency	After	Fee	Notice method	Notice template	Block template
1	0	Day(s)	Overdue	3	Email	1st reminder	noblock
2	3	Day(s)	Previous reminder	3	Email	2nd reminder	noblock
3	3	Day(s)	Previous reminder	6	Email	3rd reminder	noblock

Preconditions:

Notices are sent out once per day (shortly after midnight).
An item with the associated reminder fee policy in the above example becomes overdue at 11:59 PM on Monday.
The item is not returned to the library and the loan is not renewed.

Reminder process:

The first sequence will create a first reminder with an email using the selected notice template. The email is sent out shortly after midnight on the first day after the overdue date (12:05 AM on Tuesday in the example). A 3.00 fee is charged.
The second sequence will create a second reminder with an email using the selected notice template. The email is sent out three plus one equals four days after the previous reminder (Saturday in the example). A 3.00 fee is charged.
The third sequence will create a third reminder with an email using the selected notice template. The email is sent out three plus one equals four days after the previous reminder (Wednesday in the example). A 6.00 fee is charged.

Reminder fee examples with closed days

Create on closed days set to Yes

A reminder fee policy has Create on closed days set to Yes, and the following schedule of fees:

Sequence	Interval	Frequency	After	Fee	Notice method	Notice template	Block template
1	0	Day(s)	Overdue	3	Email	1st reminder	noblock

Preconditions:

Notices are sent out once per day (shortly after midnight).
The calendar of the service point where the item is checked out is open on Monday, closed all day Tuesday, and open on Wednesday, Thursday and Friday.
An item with the associated reminder fee policy in the above example becomes overdue at 11:59 PM on Tuesday.
The item is not returned to the library and the loan is not renewed.

Reminder process:

The sequence will create a reminder with an email using the “1st reminder” notice template. The email is sent out shortly after midnight on Wednesday. A 3.00 fee is charged.

Create on closed days set to No

A reminder fee policy has Create on closed days set to No, and the following schedule of fees:

Sequence	Interval	Frequency	After	Fee	Notice method	Notice template	Block template
1	0	Day(s)	Overdue	3	Email	1st reminder	noblock

Preconditions:

Notices are sent out once per day (shortly after midnight).
The calendar of the service point where the item is checked out is open on Monday, closed all day Tuesday, and open on Wednesday, Thursday and Friday.
An item with the associated reminder fee policy in the above example becomes overdue at 11:59 PM on Tuesday.
The item is not returned to the library and the loan is not renewed.

Reminder process:

Because the service point is closed on Tuesday, no reminder fee is created on Tuesday. The 1st reminder email is sent out shortly after midnight on Thursday. A 3.00 fee is charged.

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, whether it is a set cost or actual cost fee/fine.

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, even if no money is actually accepted by the library.

How should I configure our lost item rules if I want an item to age to lost but I want to be able to decide whether the patron should be charged?

Some libraries have guidelines where they want items to age to lost, but they don’t want to assess a monetary penalty - for example, if they are not able to charge faculty, but they still want faculty borrowing to be blocked because lost items were not returned.

If you want FOLIO to age items to lost but not charge a fine, the recommendation is to use a lost item policy that charges Actual cost and does not charge a lost item processing fee.

When the item ages to lost, the loan remains open, the item has a status of Aged to lost, and no fines are charged. The loan can remain in this state for as long as your library defines it in the setting For lost items not charged a fee/fine, close the loan after in the lost item policy.

If you wish to resolve the loan without charging the patron a fine, go to the Lost items requiring actual cost pane in the Users app. Locate the fine transaction, and choose Do not bill in the actions menu. That will close the loan and move the item to a status of Lost and paid without charging the patron.

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.

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 item ages to lost automatically, but the library must specify the amount to charge the patron manually. In the Users app, there is a reporting view that lists items that have aged to lost and need to have a charge applied. Libraries can also choose to not charge the patron for the lost item by choosing “Do not bill” when processing the actual cost charge.

Note that if the lost policy has an associated processing fee, the processing fee will be charged when the item ages to lost, regardless of whether the policy uses set cost or actual cost.

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. Note that this example also works for actual cost, but if the lost item policy is set to actual cost, the only charge that is automatically applied is the processing fee.

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: Job profiles

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

How to create job profiles

How profiles work together

Job profiles are assembled from several different types of sub-profiles. These components lay out a logical order of actions on incoming records. Incoming data for job profiles must be either in MARC or EDIFACT format. A job profile takes a file of MARC or EDIFACT data and processes it per each step specified by the match, action, and field mapping sub-profiles.

Example job profile structures

Overlay on an instance and create attached holdings and item records (incoming MARC record)

In this scenario, a suppressed instance already exists for the title, created by the Acquisitions team and linked to a purchase order line (POL) in the Orders app. The cataloger is overlaying this instance with the finalized catalog record while simultaneously creating holdings and item data for it.

Match profile (instance) — Incoming 949$a to instance HRID
Action profile (instance) — Update instance (uses default MARC-Instance mapping)
- Field mapping (instance) — Set Instance status to “Cataloged”; enter today’s date in Cataloged date
Action profile (holdings) — Create attached holdings record
- Field mapping (holdings) — Set permanent location to “Main”; map 050_4 to Call number
Action profile (item) — Create item record attached to holdings
- Field mapping (item) — Assign Can Circulate as permanent loan rule

Remove existing 856 fields from a batch of e-resource records (incoming MARC record)

In this scenario, Acquisitions is creating an order and then creating a suppressed instance to link to that order. See the Field mapping section for more details about the specific placement of field mapping profiles that modify incoming MARC.

Action profile (MARC SRS) — Modify incoming MARC data
- Field mapping profile (MARC SRS) — Delete all existing 856 fields
Action profile (instance) — Create instance (uses default MARC-Instance mapping)
- Field mapping (instance) — Set Instance status to “Uncataloged” and mark Suppress

Overlay existing instances to transform call numbers in holdings (incoming MARC record)

In this scenario, a group of titles needs new call numbers. The record subset is identified in Inventory or Lists, exported from Data Export (using a profile that puts holdings HRIDs in the 960$f), modified in MarcEdit, and imported back into Data Import to effect the change.

Match profile (MARC to instance) — Incoming 001 to instance HRID
- Match profile (MARC to holdings) — Incoming 960$f to holdings HRID
  - Action profile (holdings) – Update holdings
    - Field mapping (holdings) – Map 050_4 to call number field

Types of sub-profiles

Match profiles

Optional — Only needed if job profile operates on existing records in Inventory
Designates a match point between incoming data and a FOLIO record or SRS field, which allows overlay on or updates to existing records
Can be nested for cascading logic
- Example: An initial match on an instance HRID can implement an action profile/field mapping pair to update an instance, then a secondary match profile can match on an attached holdings record and implement another action profile/field mapping to update the holdings

Action profiles

Required — Defines what operation to perform and on what type of record
- Example: Create item record, Update instance
Must be paired with a field mapping profile that specifies how to handle the incoming data
- Example: a field mapping for a holdings record can be combined with an action profile that updates holdings records
Action profiles can only be associated with one field mapping profile so must be created for each specific scenario

Field mapping profiles

Required — Highly customizable mappings that can insert incoming data into Inventory record fields
Insert incoming data into Inventory record fields
- Example: a field mapping for a holdings record can take location information from a 999 in an incoming MARC record and use that to set the permanent location of a resource in a FOLIO holdings record

Note: Data export profiles can be an important counterpart to field mappings. For instance, a Data export job profile could map the holdings permanent location code to a 960$a and a related Data import job would then use that 960$a as a match point for a match profile

Must be paired with an action profile
Can be associated with more than one action profile
Each of these must be created and saved separately, then they are combined into an overarching job profile

Note: It can be a helpful practice to give each component part a shared name element so they are more easily searched on and identifiable

Creating a job profile

All sub-profiles must be created before creating a job profile. Detailed guides for sub-profile creation are forthcoming.

TIPS

Establish a naming convention for job profiles (i.e. ERM1, ERM2, CAT1, CAT2) that indicate their purpose and make them easier to refer to
Make descriptions detailed (e.g., “Matches on holdings HRID in 960$f; updates holdings electronic access from 960$c; Used for transfer workflow”)
You can edit existing job profiles, but you cannot reorder sub-profiles - sub-profiles can only be added or removed

For steps to create a job profile see Settings documentation

Docs: Order status

Wed, 04 Dec 2024 00:00:00 +0000

The status of an order record impacts downstream workflows related to Receiving, Invoices, and aspects of Metadata Management.

What is workflow status and why is it significant?

Workflow status is the overall status of the order record: Pending, Open, or Closed. When an order record is created, it is saved in a ‘Pending’ status and cannot be opened until at least one purchase order line (POL) is associated with the order.

When an order is opened, several different events occur. See Opening an Order for more information. The act of opening an order also impacts editability of select fields on the order and POL (see below).

An order can be closed automatically by the system (see below) or can be manually closed by a staff user in FOLIO. See Closing an Order for more information.

Which fields are editable when an order is open?

A library may need to edit fields on an order record with an ‘Open’ status. This is especially common on Ongoing and Ongoing subscription orders. Use the table below to determine if a field is editable. If the field is not listed in the table below, and order must be unopened to edit the field. See Unopening an Order for more information.

Order fields

One-Time	Ongoing	Ongoing Subscription
Vendor	Vendor	Vendor
Acquisition unit	Acquisition unit	Acquisition unit
Assigned to	Assigned to	Assigned to
Bill to	Bill to	Bill to
Ship to	Ship to	Ship to
Tags	Tags	Tags
Note	Note	Note
Custom fields	Subscription	Subscription
	Review date	Renewal interval
	Notes	Renewal date
	Custom fields	Review period
		Notes
		Custom fields

Order line fields

One-Time	Ongoing	Ongoing Subscription
Receiving note	Receiving note	Receiving note
Subsciption from	Subsciption from	Subsciption from
Subscription to	Subscription to	Subscription to
Linked package	Linked package	Linked package
Internal note	Internal note	Internal note
Receipt date	Receipt date	Receipt date
Receipt status	Receipt status	Receipt status
Payment status	Payment status	Payment status
Claiming active	Claiming active	Claiming active
Claiming interval	Claiming interval	Claiming interval
Cancellation restriction	Cancellation restriction	Cancellation restriction
Cancellation description	Cancellation description	Cancellation description
Line description	Line description	Line description
Tags	Tags	Tags
Donor information	Donor information	Donor information
Vendor reference number and type	Renewal note	Renewal note
Unit price (physical and electronic)	Vendor reference number and type	Vendor reference number and type
Additional cost	Unit price (physical and electronic)	Unit price (physical and electronic)
Currency	Additional cost	Additional cost
Set exchange rate	Currency	Currency
Discount	Set exchange rate	Set exchange rate
Fund distribution	Discount	Discount
Material supplier/access provider	Fund distribution	Fund distribution
Receipt/Activation due	Quantity (physical and electronic)*	Quantity (physical and electronic)*
Expected activation/receipt date	Material supplier/access provider	Material supplier/access provider
URL	Receipt/Activation due	Receipt/Activation due
	Expected activation/receipt date	Expected activation/receipt date
	URL	URL

How does FOLIO know when to close an order as ‘Complete’?

An order will automatically close with a ‘Reason for closure’ of Complete if all POL associated with the order achieve one of the following:

Receiving status	Payment status
Fully Received	Fully Paid
Fully Received	Payment Not Required
Receipt Not Required	Fully Paid
Receipt Not Required	Payment Not Required
Cancelled	Cancelled

Docs: Settings > Agreements

Tue, 31 Oct 2023 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:
- Type. Select a property Type from the drop-down list: Decimal, Integer, Text, Pick list, Pick list (multi-select), or Date.
- Pick list and Pick list (multi-select). If the property type selected is Pick listor Pick list (multi-select), 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.
- 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.
- Category. (Not required.) Supplementary properties can be categorized for Open Access and other uses. Each category will appear as a separate accordion when viewing or editing the agreement. You can also filter properties by category under the Category drop-down list, which contains any categories that you have allocated to properties. To add a category, click on the Category box. You are offered a list of existing categories that will filter as you type. You can add new categories by typing a new value and clicking the option to Add context . If you remove all occurrences of a category across all properties, it will be removed from the list of existing categories.
- 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.
- Deprecated. Use to indicate if a property should be deprecated. If Yes is selected, then the property will be preserved in past agreements, but will not display in the list of available properties when adding properties to an agreement going forward.
- 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).
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.

Searching a supplementary property

You can search for a supplementary property in the search box. To search for a property, enter the property in the search box and click Search.

You can also filter properties by category. Select a category from the Category drop-down list, and click Search. The drop-down list contains any categories that you have allocated to properties.

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.

A multi-select pick list permits you to select multiple values from the pick list. All selected values will display in the agreement record.

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.

Settings > Agreements > App settings

File storage

The Agreements app allows the uploading of files as part of the Supplementary documents functionality (note that a document does not require a file upload as the document can refer to a physical document or an online document with a URL). When a file is uploaded as part of a supplementary record, it will be automatically stored in one of two ways, depending on how the application has been configured.

Viewing and Editing the file storage settings requires appropriate permissions, which are as follows:

Settings (Agreements): Can view and edit app settings

The primary setting, which determines the overall method used for file storage, is the “Storage engine”. There are currently two valid values for the Storage engine setting:

For information about using the LOB or S3 storage engines, please see: https://wiki.folio.org/display/FOLIOtips/File+storage+options

This FOLIO wiki page also contains information about switching storage engines and maximum file sizes.

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 lend.

Permissions

The permissions / capabilities listed below allow you to interact with the Check out app and determine what you can and cannot do within the app. You can assign User roles to users in the Users app, or in the Settings > Authorization roles app. You need to assign at least one of the following capabilities to a user to enable the user to see the Check out app or any related information.

To add a capability or capability set to an Authorization role:

Select all applications to ensure access to all capabilities.

Open the Capability sets or Capability accordion (see description in the table below for whether to look for a Capability set or a Capability).
Look under the matching Type.
Find the Resource (you can search using Ctrl-f/Cmd-f).
Select the Action.

See Settings > Authorization roles for instructions on how to create and assign Authorization roles.

Permission Display Name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Check out: All permissions	UI-Checkout	Data	Manage	This Capability set allows users to check out items to patrons (create new loans). It does not allow users to view open loans or requests or the entire user record.
Check out: Check out circulating items	UI-Checkout Circulation	Procedural	Execute	This Capability set allows users to check out items, but does not allow viewing open loans or requests or the entire user record.
Check out: View fees/fines	UI-Checkout ViewFeeFines	Data	View	This Capability allows users to click the fee in the Scan patron card pane to view the patron’s fees/fines in the Users app. For the link to work, the user must have permission to view fees/fines in the Users app. See, for example the capability set Users: Can view fees/fines and loans (Users > Capabilities and Capability Sets). A user who has Check out: all permissions but does not have Check out: View fees/fines will see a patron’s fee/fine amount in the Scan patron card pane as text (not as a link).
Check out: View loans	UI-Checkout ViewLoans	Data	View	This Capability allows users to click the number of open loans in the Scan patron card pane to view the patron’s current loans in the Users app. For the link to work, the user must have permission to view loans in the Users app. See, for example the capability set Users: User loans view (Users > Capabilities and Capability Sets). A user who has Check out: all permissions but does not have Check out: View loans will see how many loans a patron has in the Scan patron card pane as text (not as a link).
Check out: View requests	UI-Checkout ViewRequests	Data	View	This Capability allows users to click the number of open requests in the Scan patron card pane to view the patron’s current requests in the Requests app. For the link to work, the user must have permission to view requests in the Requests app. See, for example the capability set Requests: View (Requests > Permissions). A user who has Check out: all permissions but does not have Check out: View requests will see how many requests a patron has in the Scan patron card pane as text (not as a link).
User: Can override item blocks	UI-Users Override-Item-Block	Procedural	Execute	This Capability set allows users to override non-circulating loan policies.
Users: Can view profile pictures	UI-Users Profile-Pictures	Data	View	This Capability set allows users to view profile pictures at Check out.

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 look-up 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’s record has a note 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.

Patron details displayed

After Locating a patron, patron details will display. Patron details include:

Name: The patron’s name, displayed as [Last name], [Preferred first name]. If there is no Preferred first name in the patron’s user record, then [First name] is displayed.
Pronouns: The patron’s pronouns will display in parentheses after their name, if the pronoun field contains data in the patron’s user record.
Barcode: The patron’s barcode.
Profile picture: If Profile pictures are enabled in the FOLIO tenant, they will display after the patron’s name and barcode.
Patron group: The patron’s Patron group.
Status: either Active or Inactive.
User expiration: The date the patron’s borrowing privileges will expire / have expired.
Open loans: The number of open loans the patron has. If the logged-in user has the appropriate permissions, this displays as a link.
Fees/fines owed: The total fees/fines owed. If the logged-in user has the appropriate permissions, this displays as a link.
Open requests: The number of open requests the patron has. If the logged-in user has the appropriate permissions, this displays as a link.
Patron blocks: If the patron has any blocks, they are shown here.

Note: If the patron is acting as a proxy, then the sponsor’s patron details are displayed first.

Accessing the patron’s data

You can access additional information related to the user within the patron details area. 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 available information 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 for whom the patron is acting as a proxy 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 appears in the Scan Items area with the Due date and Time. The total number of items scanned increases.

A flag icon will appear next to the item due date after checkout if the item will be due sooner than expected. This can happen if a service point will be closed when the item would normally be due, if there is a recall on the item, or if the patron’s account is set to expire sooner than 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. You can also view or add patron info or staff info comments.
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.

Printing due date receipts

You can print due date receipts at check out. Due date receipts can include borrower and loan due date information. You can configure the information that appears on the due date receipt in the Settings app.

To print due date receipts, follow these steps:

Click … > Loan details to open the Users app.
Click Print due date receipt. A print dialog appears.

Adding a loan comment

You can use loan comments to store ILL transaction numbers, record a reason for a changed due date, or track how many times a claimed returned item was searched for. You can include patron info comments as a token in patron notices (only the most recent comment is included in the token). You need to have the appropriate permissions to be able to add patron or staff info loan comments – see Users > Capabilities and Capability Sets.

To add a patron info loan comment:

Click … > Add patron info to add a patron info note.
In the Add patron information dialog, enter a comment in the box.
Click Save and Close. The new comment is saved and any previous patron loan comment is superseded. The comment will appear in the Comment column in Loan details in the checkout app, and will also be recorded in the Circulation Log.
Patron info loan comments can also be added in Loan details – see Getting additional item information.

To add a staff info loan comment:

Click … > Add staff info to add a staff info note.
In the Add staff information dialog, enter a comment in the box.
Click Save and Close. The new comment is saved. The comment will appear in the Comment column in Loan details in the checkout app, and will also be recorded in the Circulation Log. Old staff info comments cannot be edited; add a new staff info comment instead.
Staff info loan comments can also be added in Loan details – see Getting additional item information.

Displaying profile pictures at check out

To view profile pictures at check out:

Profile pictures need to be enabled in the FOLIO tenant.
The logged in user needs to have permission to view profile pictures.

Profile pictures display in a 100 pixel x 100 pixel area to the right of the Borrower box. If the borrower has no profile picture, then a placeholder image is displayed. If the patron is acting as a proxy, then the profile pictures of the proxy and sponsor display to the right of their respective Borrower boxes.

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 are Availability; Needed for; and Process.

Once developed, the three factors for item state will interact 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 prevent other patrons from requesting the item in the meantime.

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

Availability

An item’s availability provides information about an item’s location and whether it can be circulated. In FOLIO, availability is currently labeled Item status.

Availability is a required value for an item. You cannot edit it directly. FOLIO processes, such as data import, ordering an item, checking an item in, or marking an item missing, set the availability value.

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.

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 to meet specific staff or patron needs. 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 relies on an item’s status to inform patrons and control how that item is used, library staff should be aware of how item statuses change as part of circulation (requesting, check out, and check in.)

When a patron requests an item, 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.
When a patron checks out an item, 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 is 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 in, 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 is returned and change the status back to Restricted.

Currently implemented item statuses

Item Status Name	Description	Apps that use this item status	Can this status be set in Inventory?	Can the item be checked out?	Can the item be requested?	Can the item be deleted in inventory?
Aged to lost	The item was borrowed by a patron who did not return it; after a defined time frame, the item is marked Aged to lost and the patron is usually charged to replace the item.	Aged to lost is set automatically by FOLIO system processes and cannot be manually set in Inventory.	Aged to lost cannot be manually set in Inventory.	An Aged to lost item cannot be checked out; this restriction cannot be overridden.	An Aged to lost item cannot be recalled, placed on hold, or paged.	An Aged to lost item cannot be deleted in Inventory.
Available	The item is ready for circulation.	An item can be marked 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.	Available cannot be manually set in Inventory after initial item creation.	An Available item can be checked out; when that occurs, the item status changes to Checked out.	An Available item cannot be recalled or placed on hold; it can be paged.	An Available item can be deleted in Inventory (subject to dependencies check).
Awaiting delivery	The item has been requested for delivery, but is not yet checked out to the patron and is 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.	Awaiting delivery is set by the Check in app.	Awaiting delivery cannot be manually set in Inventory.	An Awaiting delivery item can be checked out; 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.	An Awaiting delivery item cannot be deleted in Inventory.
Awaiting pickup	The item has been 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.	Awaiting pickup cannot be manually set in Inventory.	An Awaiting pickup item can be checked out; 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.	An Awaiting pickup item cannot be deleted in Inventory.
Checked out	The item is on loan to a patron.	An item is automatically marked Checked out by the Check out app only.	Checked out cannot be manually set in Inventory.	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.	A Checked out item cannot be deleted in Inventory.
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. 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.	Claimed returned cannot be manually set in Inventory.	A Claimed returned item cannot be checked out; this restriction cannot be overridden.	A Claimed returned item cannot be recalled, placed on hold, or paged.	A Claimed returned item cannot be deleted in Inventory.
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.	Declared lost cannot be manually set in Inventory.	A Declared lost item cannot be checked out; this restriction cannot be overridden.	A Declared lost item cannot be recalled, placed on hold, or paged.	A Declared lost item cannot be deleted in Inventory.
In process	The item has been received at the library, but is not yet ready to circulate.	An item is automatically marked In process when it is received through the Receiving app. Items can also be marked as In process in the Inventory or Data Import apps.	In process can be applied in Inventory, depending on the item status the record is being changed from.	An In process item can be checked out; when 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.	An In process item can be deleted in Inventory (subject to dependencies check).
In process (non-requestable)	The item is being worked on by library staff. Patrons cannot request it.	An item can be marked In process (non-requestable) in the Inventory or Data import apps.	In process (non-requestable) can be applied in Inventory, depending on the item status the record is being changed from.	An In process (non-requestable) item can be checked out; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When that occurs, the item status changes to Checked out.	An In process (non-requestable) item cannot be recalled, placed on hold, or paged.	An In process (non-requestable) item can be deleted in Inventory (subject to dependencies check).
In transit	The item is currently moving between two service points.	An item is automatically marked In transit by the Check in or Data import apps. If an item is marked In transit by Data import, no service point information will display in the Inventory app.	In transit cannot be manually set in Inventory.	An In transit item can be checked out; 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.	An In transit item can be deleted in Inventory (subject to dependencies check).
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 in the Inventory or Data import apps.	Intellectual item can be applied in Inventory, depending on the item status the record is being changed from.	An Intellectual item cannot be checked out; this restriction cannot be overridden.	An Intellectual item cannot be recalled, placed on hold, or paged.	An Intellectual item can be deleted in Inventory (subject to dependencies check).
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 Inventory or Data Import apps.	Long missing can be applied in Inventory, depending on the item status the record is being changed from.	A Long missing item can be checked out; 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.	A Long missing item can be deleted in Inventory (subject to dependencies check).
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.	Lost and paid is set automatically by FOLIO system processes and cannot be manually set in an app.	Lost and paid cannot be manually set in Inventory.	A Lost and paid item can be checked out; 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.	A Lost and paid item can be deleted in Inventory (subject to dependencies check).
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 in the Inventory or Data import apps. A Claimed returned item can be marked Missing in the Users app.	Missing can be applied in Inventory, depending on the item status the record is being changed from.	A Missing item can be checked out; 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.	A Missing item can be deleted in Inventory (subject to dependencies check).
On order	The item has been ordered, but has not yet been received.	An item is automatically marked On order by the Orders app when the order creates an item record. It can also be marked On order in the Data Import app.	On order cannot be manually set in Inventory.	An On order item can be checked out; when 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.	An On order item cannot be deleted in Inventory.
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 in the Data import app.	Order closed cannot be manually set in Inventory	An Order closed item can be checked out without a warning. When the checkout occurs, the item status changes to Checked out.	An Order closed item can be placed on hold; it cannot be recalled or paged.	An Order closed item can be deleted in Inventory (subject to dependencies check).
Paged	The item had a status of Available and was then requested by a patron.	Paged is set automatically by FOLIO system processes and cannot be set manually in an app.	Paged cannot be manually set in Inventory.	A Paged item can be checked out; 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.	A Paged item cannot be deleted in Inventory.
Restricted	The item is available, but the library wants to indicate that there are limits on its access.	An item can be marked Restricted in the Inventory or Data import apps.	Restricted can be applied in Inventory, depending on the item status the record is being changed from.	A Restricted item can be checked out; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When that occurs, the item status changes to Checked out.	A Restricted item cannot be recalled, placed on hold, or paged.	A Restricted item can be deleted in Inventory (subject to dependencies check).
Unavailable	The item is not available to patrons.	An item can be marked Unavailable in the Inventory or Data import apps.	Unavailable can be applied in Inventory, depending on the item status the record is being changed from.	An Unavailable item can be checked out; FOLIO shows a warning to the staff member, and then allows the checkout if the staff member confirms they want to continue. When that occurs, the item status changes to Checked out.	An Unavailable item cannot be recalled, placed on hold, or paged.	An Unavailable item can be deleted in Inventory (subject to dependencies check).
Unknown	The item’s availability is not known.	An item can be marked Unknown in the Inventory or Data import apps.	Unknown can be applied in Inventory, depending on the item status the record is being changed from.	An Unknown item can be checked out; when that occurs, the item status changes to Checked out.	An Unknown item cannot be recalled, placed on hold, or paged.	An Unknown item can be deleted in Inventory (subject to dependencies check).
Withdrawn	The item has been removed from the library’s collection.	An item can be marked Withdrawn in the Inventory or Data import apps.	Withdrawn can be applied in Inventory, depending on the item status the record is being changed from.	A Withdrawn item can be checked out; 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.	A Withdrawn item can be deleted in Inventory (subject to dependencies check).

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: The inventory UUID of the item that was loaned.
itemEffectiveLocationIdAtCheckOut: The effective location of the item when it was checked out.
status: The status of the loan - usually open or closed.
loanDate: The date/time the item was loaned.
dueDate: The date/time that the item is due back. This date can change if the item is successfully renewed, recalled, 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 backdated, 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: 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: 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: The number of times the loan has been renewed.
loanPolicyId: The UUID for the applicable loan policy.
checkoutServicePointId: 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: The UUID of the patron’s patron 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 claimed returned, the date it was marked claimed returned is stored in this attribute.
overdueFinePolicyId: The UUID for the associated overdue fine policy, assigned when the loan is created. It is not updated when the loan is renewed.
lostItemPolicyId: 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 instead be due at 11:59 PM on April 3rd, even though the service point is closed.

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 (and not necessarily in the order listed below).

FOLIO checks to see if the patron is blocked from renewal (either manually or automatically). If they are not blocked, the process can continue.
FOLIO checks the patron record to make sure the record is not inactive or expired. If the record is not inactive or expired, the process can continue.
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, removes the previous notices, and then creates the appropriate notices to run on the new dates.
FOLIO will create an entry in the circulation log to show that the item was renewed, or that the due date changed.

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 with 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 in FOLIO when an item is checked in?

When an item is checked in in FOLIO, the following steps happen (not necessarily in this order).

FOLIO checks the item status.
If an item has a status of Available and is checked in at a service point assigned to its effective location, FOLIO will count it as in-house use.
If an item has a status of In transit, FOLIO will check the logged-in service point to see if it is the primary service point for the item’s effective location. If the logged-in service point does not match, the item status remains In transit. If the logged-in service point does match, FOLIO changes the item status to Available.
FOLIO checks the loan policy, overdue policy and lost item policy to determine if any actions need to be taken.
If the item is determined to be overdue but has not been recalled, FOLIO calculates overdue fines based on the associated policy, and applies them to the patron’s account if the fine is greater than zero.
If the item is recalled and overdue, FOLIO calculates overdue recall fines based on the associated policy, and applies them to the patron’s account if the fine is greater than zero.
If an item status is Declared lost or Aged to lost, FOLIO presents a warning message, and staff must select from the prompt to continue check in.
When check in proceeds, FOLIO then references the lost item policy to determine if any fees should be credited back to the patron, and applies them to the patron’s account.
If the associated notice policy to the loan says that any fee/fine notices should be sent, those notices are generated and sent.

How is in-house use tracked in FOLIO data?

FOLIO does not track an explicit data attribute for in-house use of an item. Instead, FOLIO considers an item to be used “in-house” based on how the item status changes when it is checked in. If the item has a status of “Available” and is checked in at a service point assigned to its effective location, FOLIO considers that to be in-house use.

There is currently no way to generate a report of in-house use with an in-app report. One way to get at in-house use data is to use a tool like Postman to query the FOLIO API to return check-in records. Sending a GET request to your FOLIO instance like this:

/check-in-storage/check-ins?query=itemStatusPriorToCheckIn==“Available”

will return check-in records for in-house use.

What happens if/when you delete a circulation policy?

Loan policy

You are prevented from deleting a loan policy through Settings > Circulation > Loan Policies if there are open loans associated with the loan policy.

Request policy

You cannot delete a request policy through Settings > Circulation > Request policies that is part of circulation rules.

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 cannot delete a notice policy through Settings > Circulation > Patron notice policies that is part of circulation rules.

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 > Patron notice policies.

Overdue policy

You are prevented from deleting an overdue fine policy through Settings > Circulation > Fee/Fine if there are open loans associated with the policy.

Lost item policy

You are 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.

Common errors when loaning items

Error message: “Calendar timetable is absent for requested date”

When an item is loaned, FOLIO needs to be able to calculate the item’s due date. It uses information from the patron record, the loan policy, and the calendar for the service point where the library staff member is logged in.

The error message “Calendar timetable is absent for requested date” means that FOLIO can’t find calendar information up to and including the calculated due date of the item.

The first troubleshooting step is to review the calendar for the service point in Settings > Calendar to ensure that you have provided a calendar for the length of time necessary.

This error message can be confusing when you consider how due dates are truncated to a user’s expiration date. Suppose you have the following scenario:

A patron comes to the desk on July 1 and wants to borrow an item;
According to the circulation rules, the patron should get a due date of December 15th. However, the patron’s user account is set to expire on August 15th, so they can only borrow the book until August 14th.
The calendar for the service point where the check out is occurring has dates inputted until September 1.

The calculated due date of August 14th is inclusive of the calendar information stored in FOLIO. However, the checkout will still fail with “Calendar timetable is absent for requested date.”

That is because FOLIO first calculates the due date without considering the patron expiration, and then checks the patron expiration date to see if the item should be due sooner. So because there is no calendar information extending out to December 15th, FOLIO can’t do the full calculation and presents an error.

Docs: Settings > Authorization Roles

Thu, 08 May 2025 00:00:00 +0000

This section of the documentation contains links to external sites. Please be advised that these sites are not maintained by the FOLIO Documentation Group and may not be aligned with the current release of FOLIO.

Definitions of terms related to Settings > Authorization roles:

applicationId. An attribute of a capability or capability set that identifies the platform for a FOLIO application.
Authorization role. Also known as User role. Comprised of capabilities or capability sets, allows a user to perform role-based actions in a FOLIO application.
Capabilities. Component of an authorization role that when assigned, allows the user to perform an action in a FOLIO application.
Capability Sets. A set of individual capabilities.
Data (Type). Capabilities that allow the user to directly manage resources in FOLIO.
Procedural (Type). Capabilities that allow the user to initiate and control processes in FOLIO.
Settings (Type). Capabilities that allow the user to manage FOLIO configurations administratively.
permissionDisplayName (OKAPI). The permission set name displayed in the UI of the Okapi platform (pre-Sunflower release).
Resource (EUREKA). An operation that can be performed in a FOLIO application.
User role. See Authorization role above.

Capabilities

The following are the Capabilities that when assigned, allow the user to interact with Settings > Authorization roles.

For all Settings > Authorization roles capabilities:

Application is app-platform-minimal.
Type is Settings.

permissionDisplayName	Resource	Action
Settings (Authorization roles): Can manage authorization roles	UI-Authorization-Roles Settings Admin	View
Settings (Authorization roles): Can manage user/role assignments	UI-Authorization-Roles Users Settings	Manage
Settings (Authorization roles): Can create authorization roles	UI-Authorization-Roles Settings	Create
Settings (Authorization roles): Can delete authorization roles	UI-Authorization-Roles Settings	Delete
Settings (Authorization roles): Can edit authorization roles	UI-Authorization-Roles Settings	Edit
Settings (Authorization roles): Can view authorization role details	UI-Authorization-Roles Settings	View
Settings (Authorization roles): Can view user/role assignments	UI-Authorization-Roles Users Settings	View
Settings (Authorization roles): display list of settings pages	Settings Authorization-Roles Enabled	View

Permission name/displayName to capabilities mapper

The Eureka platform, adopted in the Sunflower release, replaces permission sets with Capabilities and Capability sets for role-based management of user accounts. Permission names in the Okapi platform (pre-Sunflower release) differ from Capabilities in the Eureka platform.

The Authorization Roles section of Settings allows configuration and management of Authorization roles, also known as user roles, through capabilities and capability sets. For more information about Capabilities and Capability sets, see Roles Management in Eureka.

To map Permission names to Capabilities and identify their attributes, use the Permission name/displayName to capabilities mapper in the Settings > Developer app:

Log in as an admin user in the Sunflower Bugfest environment: https://bugfest-sunflower.int.aws.folio.org (folio folio) .
Open Settings > Developer.
Select I can haz capabilities? in the Developer pane.
Type the Permission name in the search box in the Capabilities pane.
- Keyword or exact phrase (including punctuation) searches work best. For example, use requests or Users: View requests to search for the Capability that allows users to view requests.
Select permissionDisplayname in the Search by drop-down menu, if necessary. This filter searches for Permission names as they are displayed in the Okapi UI.
Click Search. A list of Capabilities and/or Capability Sets and their attributes display in the Capabilities pane.
- Search results show the attributes (type, applicationId, resource, action, and permissionDisplayName) for each capability and capability set.
- If no results are found, a blank space appears under the Search by drop-down menu.
- If there are many search results, use CTRL+F to quickly find a specific capability or capability set.
Use these attributes to create an Authorization role.

Create an authorization role

To assign Capabilities or Capability sets to a user record, you must first create an Authorization role.

To create an Authorization role, follow the steps outlined in Role Creation.

Assign or unassign an Authorization role

Management of role assignments can be done in several FOLIO applications: Settings > Authorization roles, Users, or Consortia manager. See Managing Role Assignments for more information.

Edit an Authorization role

See Role modification.

Duplicate an Authorization role

See Role Duplication.

Delete an Authorization role

See Role Deletion.

Docs: Settings > Calendar

Thu, 01 Dec 2022 00:00:00 +0000

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

Item check out workflows reference service points when calculating due dates. That means that the service point must have an existing calendar that covers the time period that the item could potentially be loaned for in order for the check out to be successful.

The Calendar section of Settings allows you to create a new calendar, edit existing calendars, duplicate existing calendars, and delete calendars. You can create a single calendar and assign it to multiple service points.

Permissions

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

Settings (Calendar): Can view existing calendars. This permission allows users to view, but not modify, service point calendars.
Settings (Calendar): Can create and assign new calendars. This permission allows users to view calendars, create new calendars, and assign them to service points.
Settings (Calendar): Can edit and reassign existing calendars. This permission allows users to view calendars, edit existing calendars, and change the service points those calendars are assigned to.
Settings (Calendar): Can delete existing calendars. This permission allows users to delete calendars.

Settings > Calendar > All calendars

This area shows all calendars on your system, including those with end dates in the past, and what service points those calendars may be assigned to.

From here, a user with appropriate permissions can use the Actions menu to edit and/or duplicate an existing calendar, create a brand new calendar, or delete a calendar.

Settings > Calendar > Current calendar assignments

Use this option to see the calendars that are currently in effect for each service point in your FOLIO instance.

From here, you can click New to create a brand new calendar to assign to a service point.

Settings > Calendar > Monthly calendar view

Use this option to view a service point’s calendar for a particular month. Each day will show the service point’s open and closed hours. Schedule exceptions are emphasized with an exclamation mark.

View a calendar

To view a calendar, click on the calendar from All calendars or Current calendar assignments. The calendar will open in the fourth pane.

A calendar has five sections:

Calendar information. This shows the calendar name, start date, end date, and record metadata.
Service point assignments. This shows if the calendar is assigned to any service points.
Hours of operation. This shows a table with open times and close times by weekday. ** If a weekday closing time extends into the next day between 12 AM and 4 AM, the open and closing time will both show on the opening weekday. These times are denoted with a *. ** If a library is open for 24 hours over multiple days, the opening and closing times on those days will have dashes.
Exceptions — openings. If a library has exceptions that change a service point’s open hours, the exception name will be shown alongside all start and end times.
Exceptions — closures. If a library has exceptions that close a service point for one or more days, the exception name will be shown, along with the start and end dates.

Create a new calendar

To create a new calendar:

Go to All calendars.
Select Actions > New.
Enter a Calendar name.
Enter a Start date and End date.
Select one or more Service points to assign the calendar to. You can also leave this option blank, and assign the calendar to a service point later.

Next, you will add open hours.

Hours are represented on the calendar as a table, each row representing a slot of Hours of operation - a period when the service point opened for service, and then closed.

If a service point opens on one day and then does not close until a future day, the Start day and End day of a particular row may be different days. This may happen if, for example, a library remains open overnight for students studying for final exams.

If a library’s standard hours include a day when it is completely closed, it is recommended that you still set a row for that day and designate the status as closed. For example, if a service point is always closed on Sundays, you would represent that day with a row with a status of Closed, a Start day of Sunday, and an End day of Sunday.

To add Hours of operation:

From Status, choose Open or Closed.
Choose the start day for your Hours of operation time slot.
Choose the Start time when the service point opens. If the status of the row is Closed, you do not set a start time.
Choose the End day when the service point closes. If your library remains open after 11:59 PM, your end day will be different than your start day.
Choose the End time when the service point closes. If the status of the row is Closed, you do not set an end time.
Click Add row to add additional rows as needed.
When you are finished adding your hours of operation, click Save and close at the bottom to save your calendar.

If you make a mistake with a calendar row, click the Trash can under Actions to remove it and add a new time slot. When you save your changes, FOLIO will sort the rows so that they display in a standard week order.

Add exceptions to a calendar

Libraries will often have standard hours that apply for a long period of time, such as an academic semester, but also want to be able to change their hours for specific dates like local holidays or exam periods. Exceptions provide a way to override a service point’s regular hours.

A library can use exceptions to completely close a service point, or to change a service point’s hours. For example, a library may be open 9 AM to midnight Sunday through Saturday during the academic year, but only be open 9 AM to 5 PM Monday through Friday during Spring Break. Exceptions would allow them to set up the 9 AM to 5 PM schedule and apply it to a specific week.

There are two types of exceptions:

Closures: Exceptional closures will close a service point from the start to the end date, inclusive. These can be applied to one or more calendar days.
Openings: Exceptional openings can allow you to specify multiple date/time ranges, allowing you change opening and closing hours on a day.

To add an exception to a calendar:

Under the Exceptions accordion, click Add row.
Provide a Name for the exception period.
From Status, choose Open to create an exceptional opening period, or Closed to create an exceptional closure period.
Choose the Start date when the exception period begins. Note that unlike Hours of operation, you are specifying a specific date, rather than a generic day of the week.
If the status of the row is Open, set a start time.
Choose the End date when the exception period ends.
If the status of the row is Open, set a close time.

If your exception has a status of Open, you can add additional date/time periods to the exception by clicking the + in the Actions column.

Example with Calendar Exceptions: Closing to celebrate the Chinese New Year.

Suppose a university library is open 9 AM to midnight seven days a week for the spring semester, but will be closed some days, and open for shorter hours other days, during the Chinese New Year holiday, from Saturday January 21 2023 to Sunday January 29 2023.

For the library main service point, they could do the following:

Create a calendar named “Spring 2023 Main Library Hours.”
Set a start date for the first day of classes in January, and an end date for the last day of classes in May.
Assign the calendar to the service point “Main Library.”
Under Hours of operation, create a row for each calendar day, with a status of “Open”, a start time of 9 AM, and an end time of 11:59 PM.
Under Exceptions, create an exception named “Chinese New Year Holiday - First Weekend”. Set the status to “Closed,” with a start date of January 21 2023 and an end date of January 22 2023. This would close the library the first weekend.
Create a second exception called “Chinese New Year Holiday - Weekday”. Set the status to “Open”. For the first row, set the start and end date to January 23 2023, with a start time of 9 AM and an end time of 4 PM. Then add a second row by clicking the + sign under Actions, and set the start date and end date to January 24, 2023, with a start time of 9 AM and an end time of 4 PM. Repeat this to add a row for each of the five days that week.
Create a third exception called “Chinese New Year Holiday - Second Weekend.” Set the status to “Closed”, with a start date of January 28 2023 and an end date of January 29 2023.
Click Save and close to save the calendar.

Once this calendar is created, it could then be reused in future years by duplicating the calendar and changing the dates, rather than creating the schedule again from scratch.

Duplicate an existing calendar

Instead of creating a service point calendar from scratch, you may want to duplicate an existing calendar and modify it instead.

To duplicate a calendar:

In All calendars, click the calendar you wish to duplicate.
Click Actions > Duplicate.

This will open a copy of that calendar for you to edit and then save. Note that you can save two calendars with the same name, but it is recommended that you use different names to reduce errors.

Edit an existing calendar

To edit an existing calendar:

From All calendars, click the calendar you wish to edit.
Click Actions > Edit.

Make changes as desired, and then click Save and close to save your changes.

Delete a single calendar

Users with appropriate permissions can delete FOLIO calendars.

Note that FOLIO will not warn you if deleting a calendar will leave a service point without an active calendar, and it will not warn you if deleting a calendar will leave a service point with a gap in calendar coverage in the future. Accordingly, before you delete a calendar, you should review the dates on the calendar and any service point assignments to ensure that you can address any gaps in calendar coverage.

To delete a single calendar:

In All calendars, click the calendar you wish to delete.
Click Actions > Delete.
In the confirmation box, click Delete to confirm you wish to delete the calendar.

Purge old calendars

Over time, institutions may end up with a large number of historical calendars, and want to remove them to improve usability and performance. This can be done through the Purge old calendars function.

Go to All calendars.
Select Actions > Purge old calendars. A dialog will appear.
From Purge calendars that ended…, choose a date option from the drop down.
From And were, you can choose whether to include calendars that were assigned to service points or calendars that were not assigned to service points.

The dialog will show a preview of the calendars that will be deleted. Click Delete to remove them.

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

The permissions / capabilities listed below allow you to interact with the Circulation log app and determine what you can and cannot do within the app. You can assign User roles to users in the Users app, or in the Settings > Authorization roles app. You need to assign at least one of the following capabilities to a user to enable the user to see the Circulation log app or any related information.

To add a capability or capability set to an Authorization role:

Select all applications to ensure access to all capabilities.

Open the Capability sets or Capability accordion (see description in the table below for whether to look for a Capability set or a Capability).
Look under the matching Type.
Find the Resource (you can search using Ctrl-f/Cmd-f).
Select the Action.

See Settings > Authorization roles for instructions on how to create and assign Authorization roles.

Permission Display Name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Circulation log: All	UI-Circulation-Log Log-Event	Data	Manage	This Capability set allows the user all circulation log functions.
Circulation log: View	UI-Circulation-Log Log-Event	Data	View	This Capability set allows the user to search and filter the circulation log, but does not allow exporting the circulation log or using the … menu items in the Action column.

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

In the Search & filter pane, enter your search terms into the Description 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 manual due date change actions.
Patron info added. Include patron info loan comment added actions.
Staff info added. Include staff info loan comment added actions.
Checked out. Include checked out actions.
Checked out through override. Include checked out using an override actions.
Checked in. Include checked in actions. The checked in items may or may not have been out on loan.
Anonymized. Include anonymized loan actions.
Claimed returned. Include claimed returned actions.
Closed loan. Include closed loan actions. Closed loan actions include: Item is returned and checked in; Item is lost and paid; Claimed returned item is resolved by marking as missing (via loan detail).
Declared lost. Include declared lost actions.
Marked as missing. Include marked as missing actions.
Recall requested. Include requested as recall actions.
Renewed. Include renewed actions.
Renewed through override. Include renewed using an override actions.
Aged to lost. Include aged to lost actions. The time in which an overdue item ages to lost is set up in the Settings > Circulation > Lost item fee policies.

The Circulation log app records some user block functionality, but it is not available through filters. To find when manual user blocks were created or deleted, search the description field for “Block” and apply other search/filter options as needed.

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

Send. Include send notice actions.
Send error. Include send notice actions that generated an error message.

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

Billed. Include billed fee/fine actions.
Credited fully. Include fully credited fee/fine actions.
Paid fully. Include fully paid fee/fine actions.
Paid partially. Include partially paid fee/fine actions.
Refunded fully. Include fully refunded fee/fine actions.
Refunded partially. Include partially refunded fee/fine actions.
Staff information only added. Include fee/fine actions that had staff information added.
Transferred fully. Include fully transferred fee/fine actions.
Transferred partially. Include partially transferred fee/fine actions.
Waived fully. Include fully waived fee/fine actions.
Waived partially. Include partially waived fee/fine actions.
Cancelled as error. Include cancelled as error fee/fine actions.

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

Cancelled. Include cancelled request actions.
Created. Include created request actions.
Pickup expired. Include pickup expired request actions.
Expired. Include expired request actions. These occur when a request status becomes Closed - Unfilled.
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 columns 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 where 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 … in the Action column 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 … 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 you have generated the export file. Once generated, the file 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/master/alternative-install/kubernetes-rancher/TAMU.

Docs: MARC authority

Fri, 06 Feb 2026 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.

Capabilities and Capability Sets

Beginning with the Sunflower release, the Eureka platform replaces permission sets with Capabilities and Capability sets. For more information about Capabilities and Capability sets, see Roles Management with Eureka.

The capabilities listed below allow you to interact with the MARC Authority app and determine what you can or cannot do within the app. You can assign capabilities to users via user roles.

Permission (OKAPI)	Resource (EUREKA)	Type	Action	Description
MARC Authority: View MARC authority record.	UI-Marc-Authorities Authority-Record	data	view	This allows the user to view authority records.
MARC Authority: Edit MARC authority record.	UI-Marc-Authorities Authority-Record	data	edit	This allows the user to edit authority records.
MARC Authority: Delete MARC authority record.	UI-Marc-Authorities Authority-Record	data	delete	This allows the user to delete authority records.
MARC Authority: Create new MARC authority record.	UI-Marc-Authorities Authority-Record	data	create	This allows the user to create authority records.
quickMARC: View, edit MARC authorities record.	UI-Quick-Marc Quick-Marc-Authorities-Editor	data	manage	This allows the user to view and edit MARC authority records.
quickMARC: Create a new MARC authority record	UI-Quick-Marc Quick-Marc-Authorities-Editor	data	create	This allows the user to create a new MARC authority record in quickMARC.

Keyboard shortcuts

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

Viewing a MARC authority record

Once you search for a heading or reference, the following information appears in the MARC authority pane:

Authorized/Reference. Indicates whether the heading is an authorized heading or a reference.
Heading/Reference. Heading or reference.
Type of heading. Type of heading (personal name, corporate name, conference name, topical, geographic name, genre, uniform title, or other).
Authority source. Source authority file of the heading or reference.
Number of titles. Number of bibliographic records that are linked to the heading or reference.

Clicking a heading in the Heading/Reference column opens the full MARC record in the third pane. The heading or reference you selected will be highlighted in the record.

Creating MARC authority records

Creating new MARC authority records via Data Import

MARC authority records can be created via Data import. To create one or more authority records via Data Import, see instructions on starting a data import job.

Creating new MARC authority records in the MARC Authority app (via quickMARC)

To create a new authority record in the MARC authority app, follow these steps:

Open the MARC authority app.
Click Actions > New.
Follow instructions for editing authority records via quickMARC.

Editing MARC authority records

Updating MARC authority records via Data import

MARC authority records can be updated via Data import. To update one or more authority records via Data Import, see instructions on starting a data import job.

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. To add a literal dollar sign ($) (i.e., not a subfield delimiter) in a field, enter {dollar}.
Once you have made your desired changes, click Save & close. A confirmation message 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 additional validation rules and restrictions apply:

The leader (LDR) field can be edited via dropdown menus under each position. Only Record status (Status, corresponds with position 05), Type of record (Type, position 06), Encoding Level (Elvl, position 17), and Punctuation policy (Punct, position 18) can be edited. Type of record (position 06) must contain a value of “z”.
Fields 001 and 999ff are system supplied and cannot be edited or deleted.
Field 001 is non-repeatable.
Field 010 is non-repeatable and can only contain one $a.
1xx is required and non-repeatable.
By default, no other validation is performed. Additional validation rules can be configured at the tenant level via the mod-record-specifications API (see the developer documentation).

Note that validation rules are only applied when creating or editing an authority record in quickMARC, not when records are imported via the Data import app.

Viewing the version history of a MARC authority record

When viewing a MARC authority record, click the clock symbol at the top right of the third pane. A new pane will open displaying the record’s version history. Each version displays the source (i.e. user who created the version) and which fields were edited, added, or deleted. To view the changes in more detail, click the version name. A new window will pop up showing each action, field, and the change that was made.

Deleting MARC authority records

To delete a MARC authority record, follow these steps:

With the authority record open in the third pane of the MARC authority app, click Actions > Delete
In the Confirm deletion of authority record dialog, click Delete. The authority record is deleted.

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.
LCCN. Keyword search through all Library of Congress control numbers.
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 segment drop-down list on Search & filter pane. A pop-up box will appear.
Enter a search term into the first box.
On the same row, click the Contains all drop-down list and select an option from the list below:

Exact phrase. Results include records that contain only an exact match to the search term.
Contains all. Results include records that contain the entire search term, but individual words can appear in any order.
Starts with. Results include records that contain a field that starts with the search term.
Contains any. Results include records that contain any of the words included in the search term.

On the same row, click the Keyword drop-down list and select a field. See searching for authority records for a list of fields.
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.

The following filters can be applied to search results:

Authority source. The authority source is the name of the authority file. Authority sources can be added, edited, or marked as inactive (See Settings > MARC Authority).
References. “See from” and “See from also” references can be excluded from the search results.
Thesaurus. The thesaurus for authority records is assigned according to the 008 field Subject heading system/thesaurus (position 11).
Type of heading. The type of heading is assigned according to the 1XX field. Options are personal name, corporate name, conference name, topical, geographic name, genre, uniform title, and other.
Date created. The date the record was created, entered as a range.
Date updated. The date the record was most recently updated, entered as a range.

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.

The following filters can be applied to browse results:

Authority source. The authority source is the name of the authority file. Authority sources can be added, edited, or marked as inactive (see Settings > MARC Authority).
References. “See from” references can be excluded from the browse results.
Type of heading. The type of heading is assigned according to the authority record’s 1XX field. Options are personal name, corporate name, conference name, topical, geographic name, genre, uniform title, and other.

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.”

Exporting MARC authority records

Open the MARC authority app.
In the Search & filter pane, search for the records you want to export. In the MARC authority pane, for each record you wish to export, select the checkbox in the first column. Note that associated references in the results list can also be checked; the message at the top of the pane will display the accurate number of records selected.
Click Actions > Export selected records (CSV/MARC). Depending on your browser and its configurations, the file automatically downloads or you are prompted to save it. The export is logged in the Data export app.

To view the exported records, follow the instructions in Retrieving data export results

Reporting

Users can generate reports within the MARC Authority app and retrieve them via Export Manager. Two reports are available, MARC authority headings updates and Failed updates: linked bibliographic fields.

The MARC authority headings updates report shows which MARC authority records' 1XX fields have been updated during a particular date range. It contains the following fields: date and time that the authority record was last updated, original heading, new heading, original 1XX, new 1XX, authority source file name, number of bibliographic records linked, and the FOLIO account name of the record updater.

To generate the MARC authority headings updates report:

Open the MARC authority app.
Click Actions > MARC authority headings updates (CSV)
Enter a start date and end date.
Click Export
Open the Export manager app.
Locate the correct job and click its Job ID to download the CSV report.

The Failed updates: linked bibliographic fields report shows when a MARC authority record’s 1XX or 010$a field is updated but the linked bibliographic field(s) has not updated. It contains the following fields: date and time of the failed link, bibliographic title, bibliographic UUID, MARC tag of the bibliographic field that failed to update, linked authority identifier, and reason for error.

To generate the Failed updates: linked bibliographic fields report:

Open the MARC authority app.
Click Actions > Failed updates: linked bibliographic fields (CSV)
Open the Export manager app.
Locate the correct job and click its Job ID to download the CSV report.

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 / capability set associated with it. If a user has one of the below capability sets, they will be able to view and interact with that particular setting. You can assign User roles to users in the Users app, or in the Settings > Authorization roles app.

To add a capability set to an Authorization role:

Select all applications to ensure access to all capability sets.

Open the Capability sets accordion.
Look under the matching Type.
Find the Resource (you can search using Ctrl-f/Cmd-f).
Select the Action.

See Settings > Authorization roles for instructions on how to create and assign Authorization roles.

The following are all the Settings > Circulation capability sets.

For all Settings > Circulation capability sets, Type is Settings.

Permission Display Name (OKAPI)	Resource (EUREKA)	Action	Description
Settings (Circulation): Can create, edit and remove cancellation reasons	UI-Circulation Settings Cancellation-Reasons	Manage	Allows the user to create, read, update, and delete request cancellation reasons.
Settings (Circulation): Can create, edit and remove circulation rules	UI-Circulation Settings Circulation-Rules	Edit	Allows the user to create, read, update, and delete circulation rules.
Settings (Circulation): Can create, edit and remove fixed due date schedules	UI-Circulation Settings Fixed-Due-Date-Schedules	Manage	Allows the user to create, read, update, and delete fixed due date schedules.
Settings (Circulation): Can create, edit and remove loan policies	UI-Circulation Settings Loan-Policies	Manage	Allows the user to create, read, update, and delete loan policies.
Settings (Circulation): Can create, edit and remove lost item fee policies	UI-Circulation Settings Lost-Item-Fees-Policies	Manage	Allows the user to create, read, update, and delete lost item fee policies.
Settings (Circulation): Can create, edit and remove notice policies	UI-Circulation Settings Notice-Policies	Manage	Allows the user to create, read, update, and delete patron notice policies.
Settings (Circulation): Can create, edit and remove other settings	UI-Circulation Settings Other-Settings	Manage	Allows the user to read and update Settings > Circulation > Other settings.
Settings (Circulation): Can create, edit and remove overdue fine policies	UI-Circulation Settings Overdue-Fines-Policies	Manage	Allows the user to create, read, update, and delete overdue fine policies.
Settings (Circulation): Can create, edit and remove patron notice templates	UI-Circulation Settings Notice-Templates	Manage	Allows the user to create, read, update, and delete patron notice templates.
Settings (Circulation): Can create, edit and remove request policies	UI-Circulation Settings Request-Policies	Manage	Allows the user to create, read, update, and delete request policies.
Settings (Circulation): Can create, edit and remove staff slips	UI-Circulation Settings Staff-Slips	Manage	Allows the user to create, read, and update staff slips. Note: Users can erase the content of staff slips in the editor, but cannot delete the staff slip itself.
Settings (Circulation): Can edit loan history	UI-Circulation Settings Loan-History	Edit	Allows the user to edit settings in Settings > Circulation > Loan anonymization.
Settings (Circulation): Can enable request print details	UI-Circulation Settings Request-Print-Details	View	Allows the user to edit settings in Settings > Circulation > Requests > View print details.
Settings (Circulation): Can view all circulation settings	UI-Circulation Settings View-Circulation-Settings	View	Allows the user to view all the circulation settings but does not allow editing of circulation settings.
Settings (Circulation): Can view loan history	UI-Circulation Settings Loan-History	View	Allows the user to view settings in Settings > Circulation > Loan anonymization but does not allow editing.
Settings (Circulation): Can view loan policies	UI-Circulation Settings Loan-Policies	View	Allows the user to view loan policies but does not allow create, edit or delete.
Settings (Circulation): Can view lost item fee policies	UI-Circulation Settings Lost-Item-Fees-Policies	View	Allows the user to view lost item fee policies but does not allow create, edit or delete.
Settings (Circulation): Can view overdue fine policies	UI-Circulation Settings Overdue-Fines-Policies	View	Allows the user to view overdue fine policies but does not allow create, edit or delete.
Settings (Circulation): Can view staff slips	UI-Circulation Settings Staff-Slips	View	Allows the user to view staff slips but does not allow editing of staff slips.
Settings (Circulation): Title level request edit	UI-Circulation Settings Title Level Requests	Manage	Allows the user to enable, disable and configure title-level requesting. Note that title level requesting cannot be disabled via settings if there are any open title level requests.
Settings (Circulation): View circulation rules	UI-Circulation Settings Circulation-Rules	View	Allows a user to view circulation rules but does not allow them to create, edit or delete rules.

Settings > Circulation > Circulation rules

Using Folio specific criteria and logic, libraries can create rules that determine how items circulate. Each circulation rule is made up of one or more criteria and the policies associated with those criteria. When a defined set of criteria matches a circulation action, the policies attached to those criteria are applied. You can find the guidelines for constructing circulation rules 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.
The number of items of a particular type that a patron can borrow.
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:

Before you begin to write your circulation rules, you should:

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 that help you write the rules. For example, when you type a criteria letter, the Circulation rules editor facilitates your selection of the criteria value by displaying a drop-down list of the possible values for that criteria. 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 the priority order for criteria for cases where 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 options correspond to fields in the user record.

At least one of the options must be selected:

Barcode.
External system ID.
FOLIO record number (ID).
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

You can turn on audio alerts to signal to library staff when a checkout succeeds or fails. This setting is turned off by default.

Select Enable audio alerts to enable audio alerts. Select your desired audio-alerts theme from the drop-down.

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. These libraries may be migrating to FOLIO from a prior system that allowed duplicate barcodes or they may need to support consortial lending.

Since the inventory app requires unique barcodes, libraries with this scenario need to append a string to the barcode. That will make the barcode unique without changing the physical barcode on the item. The library then needs the Check in and Check out apps to know 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:

Due date receipt. This slip is available in the Check out app, when you go to Loan details, and in the Users app, when you go to Open loans or Loan details.
Hold. This slip is available in 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.
Search slip (Hold requests). This slip is available in the Requests app, when you generate the search slip report.
Transit. This slip is available in the Check in app, when you check in an item that is in transit to another location.

Using tokens with staff slips

Staff slips have eight categories of tokens, listed in the table below. All of the categories appear as options in the staff slip editor, but some categories will only populate with information for some types of staff slips.

Token Category	Populates with these staff slips	Does not populate with these staff slips
Item	Due date receipt, Hold, Pick slip, Request delivery, Search slip (Hold requests), Transit
Effective location	Hold, Pick slip, Request delivery, Search slip (Hold requests),Transit	Due date receipt
Staff slip	Hold, Pick slip, Request delivery, Search slip (Hold requests), Transit	Due date receipt
Borrower	Due date receipt	Hold, Pick slip, Request delivery, Search slip (Hold requests),Transit
Loan	Due date receipt	Hold, Pick slip, Request delivery, Search slip (Hold requests), Transit
Request	Hold, Pick slip, Request delivery, Search slip (Hold requests), Transit	Due date receipt
Request delivery address	Request delivery, Pick slip, Search slip (Hold requests)	Due date receipt, Hold, Transit
Requester	Hold, Pick slip, Request delivery, Search slip (Hold requests), Transit	Due date receipt

Note: StaffSlip.staffUsername only populates for Pick slip. The tokens item.yearCaption and item.loanType do not populate in Due date receipt.
Item.fromServicePoint populates for Hold slips, Transit slips, and Request delivery slips. Item.toServicePoint only populates for Transit slips.

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: Enter a Description in the box.
Use the Display box to edit the slip. Click { } to add tokens to the slip.
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.

Note: The preview window ignores staff slip type. Non-populating tokens may show as populated.

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. Items checked out during this date range will be due on the Due date selected in step 5.
Enter the Due date that applies to all items 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 schedules pane.

Duplicating a fixed due date schedule

In the Fixed due date schedules pane, select the fixed due date schedule you want to duplicate.
In the fixed due date schedule details pane, click Actions > Duplicate. A Create fixed due date schedule window appears with the same fixed due date schedule information.
Edit the fixed due date schedule. Note that you must change the Fixed due date schedule name to a unique name.
Click Save & close. The fixed due date schedule is saved and appears in the Fixed due date schedules 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 Actions > 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 Actions > Delete.
In the Delete fixed due date schedule dialog, click Delete. The fixed due date schedule is deleted and a confirmation message appears. Note that you cannot delete a fixed due date schedule that is being used in a loan policy.

Settings > Circulation > Loan anonymization

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.
[Interval of time] after loan closes. Use the boxes to select the interval of time.
Never.

Treat closed loans with associated fees/fines differently

If you want to treat loans with fees/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 fee/fine closes.
[Interval 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 fees/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.” See Additional topics > Loans for more information.

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 New loan policy window, enter a Loan policy name in the box.
Optional: Enter a 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 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 due 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 select Fixed, you 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 calculated due date/time is 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.

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.

Note: recalls inherit the Closed library due date management choice selected here. If, reasoning that the library will not be closed on a fixed due date, you select Keep the current date, then a recall which truncates the loan period may cause the item to be due on a date the library is closed.

Grace period. Enter a grace period for overdue items. If you choose to have a grace period, items will not count against the Maximum number of overdue items patron block and there will be no overdue fine 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 item 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 the maximum number of items matching the loan type and material type criteria of the circulation rule that can be borrowed by one patron under this policy. Leave blank to have no item limit.

The item limit will only apply when the circulation rule criteria includes either loan type, material type, or both. If the circulation rule includes neither loan type nor material type, then the item limit in the loan policy will not be applied. See CIRC-558 and Automated Item Block guidelines for more information.

To limit the number of items that users in a patron group can borrow, see Settings > Users > Limits.

If you select Rolling, you 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 loans. For example, you may want to generally have 28 day loans, but have items that are borrowed 1-4 weeks before the end of the semester be due on the last day of the semester. This setting applies to both initial loans and renewals (unless over-ridden by having an Alternate loan period for renewals).

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 be determined by the loan policy.
- Opening time offset. For short-term loans (time intervals of minutes or hours), if you choose Move to the beginning of the next open service point hours then you need to enter the Opening time offset. The item will be due [Opening time offset] [Interval] after the service point opens if the item’s calculated due date lands in closed hours for the service point.
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. Note: recalls inherit the Closed library due date management choice selected here.

Grace period. Enter a grace period for overdue items. If you choose to have a grace period, items will not count against the Maximum number of overdue items patron block and there will be no overdue fine 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 item 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.

To limit the number of items that users in a patron group can borrow, see Settings > Users > Limits.

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 on which the item is renewed.

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 renewals.

Request management

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 overdue item is recalled, patrons are not assessed unexpected recall fines for a recalled item that they had thought 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 checkbox. 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 New 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. Be aware that the system does not warn you or prevent you from having two loan policies with the same Loan policy name.
Click Save & close. The loan 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 fines that accrue when an item is checked out for longer than its loan period. Overdue fine policies are used in Circulation rules.

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 Yes in the Count closed days/hours/minutes checkbox if you want overdue fines to continue accruing 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 Yes in the Forgive overdue fine if item renewed checkbox if you want overdue fines 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 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 you select Yes, 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 Add reminder fee to add a reminder fee. Reminder fees differ from overdue fines in that reminder fees are billed when an item becomes overdue, whereas overdue fines are billed when the item is returned.
Click Save & close. The overdue fine policy is saved and appears in the Overdue fine policies pane.

Reminder fees

Create on closed days. If you select Yes, Reminder fees will be created on days the library is closed. Select No to have Reminder fees created on the first open day after they would otherwise be created. See example in Additional topics > Fees and fines.
Ignore grace periods for recalls. This setting can only be No.
Ignore grace periods for holds. This setting can only be No.
Allow renewal of items with reminder fee(s). If you select Yes, items with reminder fees can be renewed. The reminder fee will not be removed when the item is renewed.
Clear patron block when paid. This setting can only be No.

Click Add reminder fee to set up a reminder fee schedule:

Enter a number in Interval and choose the time interval in Frequency to determine how long after an item is overdue the fee is applied and the notice is sent. See example in Additional topics > Fees and fines.
Enter a Fee amount.
Choose a Notice method. Email will send an email to the address in the user record. Select Print if you want to send a printed notice.
Select a fee/fine Notice template that aligns with the Notice method chosen in the previous step.
Block template functionality is not yet available. Block templates are set up in Settings > Users > Patron Block Templates.
Click Add reminder fee again to add another reminder fee. Reminder fees after the first in the sequence are created [Interval] [Frequency] after the previous reminder fee.

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. Note that you must change the Overdue fine policy name to a unique name.
Click Save & close. The overdue fine 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 an overdue fine 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 policies dialog, click Delete. The policy is deleted and a confirmation message appears. Note that you cannot delete an overdue fine policy that is associated with an open loan.

Lost item fee policies

Lost item fee policies determine when overdue items automatically age to lost (their Item status changes to Aged to lost); it also determines the charges billed to patrons for lost items. Lost item fee policies are used in Circulation rules.

Creating a lost item fee policy

In the Lost item fee policies pane, click New.
In the New lost item fee policy 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 aged 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 when a recalled item ages to lost.
In the Charge amount for item section, choose Actual cost or Set cost. If you use Actual cost, you can use the Lost items requiring actual cost report in the Users app to find the aged to lost items and then apply a manual cost. If you use Set cost, then enter an amount in the box.
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 is required for Actual cost; it does not apply to Set cost. During the specified time period after an open loan is updated to ‘Declared lost’ or ’Aged to lost,’ Library staff can bill for the item using the Lost items requiring actual cost report in the Users app. After the specified time period, the item can no longer be billed, the loan will close, and the item status will update to ‘Lost and paid.’
Select whether If lost item returned or renewed, 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. Note that you must change the Lost item fee policy name to a unique name.
Click Save & close. The lost item fee 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.

Edits made in the Lost item fee policies that change the policies from set cost to actual cost can create problems when items are checked in under the edited policy but were checked out under the old policy. The recommended solution is:

rename the existing policies to, e.g., old laptop lost item policy
write new policies named, e.g., laptop lost item policy
delete the old policies after all loans that occurred under the old policy have been closed—items were checked in, became lost and paid, etc.

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 New Lost item fee policy dialog, click Delete. The policy is deleted and a confirmation message appears. Note that you cannot delete a lost item fee policy that is associated with an open loan.

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. Patron notice policies are used in Circulation rules.

Note: Reminder fees and Title level hold requests do not use the patron notice policy. See Reminder fees and TLR Notice templates.

Implementation considerations

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

You can set up multiple notices in one policy. Libraries’ needs differ. Some will want to create several policies with one or few notices in each policy. Other libraries may find it advantageous to create few policies, each containing several notices. 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 Patron notice 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 Description in the box.
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.
If you select 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).
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.
Click Save & close. The policy is saved and appears in the Patron notice policies pane.

Loan notices triggering events

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.

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.

Item renewed. The notice is sent when items are renewed.The template you select must not be configured for multiple loans/items.

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, 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 change. 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.

Item aged to lost. The notice is sent when or after an item is aged to lost. Select when the notice is sent from the Send drop-down list:

To send the notice when the item ages to lost, select Upon/At.
To send the notice after the item ages to lost, select After. Then, determine the Frequency of the notice. To send the notice once, after the item ages to lost, select One Time. To send the notice multiple times after the item ages to lost, select Recurring and enter how often the notice sends while the status remains aged to lost.

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 is checked in at the pickup service point specified in the request.

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

Hold request. The notice is sent when an item-level hold request is placed. You can select a notice to send when title-level holds are placed in Settings > Circulation > Title level requests.

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

Cancel request. The notice is sent when a request is cancelled. Note: Title level hold request cancellations will send the notice selected in Settings > Circulation > Title level requests.

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, select One Time. To send the notice multiple times, 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, select Recurring and enter how often the notice sends until the request expiration is reached.

Fee/fine notices triggering events

The system is scanned every five minutes for triggering events and fee/fine notices are 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. Overdue fine, returned notices always bundle fees/fines. The template you select should be configured for multiple loans. 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, select One Time. To send the notice multiple times, 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. Overdue fine, renewed notices always bundle fees/fines. The template you select should be configured for multiple loans. 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, select One Time. To send the notice multiple times, select Recurring and enter how often the notice sends until the fee/fine is closed.

Lost item fee(s) charged. The notice is sent after or when a lost item fee is charged to a patron. The notice will be sent for both set cost and actual cost lost item fees.

Select when the notice is sent from the Send drop-down list:

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

Select whether multiple lost item fee notices are bundled together:

To bunch all a patron’s open lost item fees together in one email (processed at 11:59pm) choose Send overnight with multiple lost item fee charges by patron. The template you select should be configured for multiple loans.
To send notices throughout the day (typically processed every five minutes, with a separate notice for each fee/fine charged) choose Send throughout the day with one lost item fee charge per notice. The template you select should not be configured for multiple loans.

Lost item returned - fee(s) adjusted. The notice is sent when the event is triggered, i.e. when the lost item is checked in. The notice will be sent for both set cost and actual cost lost item fees.

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. You cannot have two patron notice policies with the same name.
Click Save & close. The patron notice 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. Note that you cannot delete a patron notice policy that is being used in a circulation rule.

Patron notice templates

Patron notice templates are the templates used in your Patron notice policies, Title level requests, Manual fee/fine charges or actions and Reminder fees. Except for Reminder fees, 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 template window, enter a Patron notice template name for the notice.
Clear the Active checkbox if you do not want the notice to be available for use in notice policies.
Optional: Enter a Description in the box.
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 or print section, select the Print only checkbox to delete the subject line. Notices are printed in the Users search results pane. Currently, only Reminder fees are able to be collected in the nightly print job.
Clear the Print only checkbox if you want to email the notice, and enter a Subject.
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 template 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 patron notice template 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. Note that you cannot delete a template that is being used in a Patron notice policy.

See the wiki page Patron notice templates for tips and examples.

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 pencil 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 trash can icon.
In the Delete cancel 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 in the Request policies pane.
In the New request policy window, enter a Request policy name.
Optional: Enter a Description.
Select the Request types allowed.
Allow all pickup service points allows the item to be requested for pickup at any service point. Select Allow some pickup service points if you want to choose which service points are allowed to be chosen as pickup locations. This can be used, for example, to restrict valuable items from going to an unstaffed service point.
Click Save & close. The policy saves and appears in the Request policies list.

Duplicating a request policy

In the Request policies pane select the request policy 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 request policy is saved and appears in the Request policies list.

Editing a request policy

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

Deleting a request policy

In the Request policies pane select the request policy you want to delete.
Select Actions > Delete.
In the Delete Request policy dialog, click Delete. A confirmation message appears confirming the request policy is deleted. You cannot delete a request policy that is being used in a circulation rule.

Settings > Circulation > Title level requests

FOLIO provides functionality for both item-level and title-level requesting. Since title-level requesting is off by default, you need to enable and configure related settings in this section if your library wants to use it.

Allow title level requests. If your library wants to use title-level requesting, check this box. Before allowing title level requesting, be aware that you will not be able to turn title-level requesting off if there are any open title level requests.
”Create title level request” selected by default. If you are using title-level requesting, there will be a checkbox in the Requests app to toggle whether a request is title-level or item-level. If you’d like title-level request to be the default choice, check this box.
Fail to create title level hold when request is blocked by circulation rule. Check this box if you want title level hold requests to follow the circulation rules. If you do not check this box, then title level hold requests will go through even when item level hold requests are blocked by the circulation rule.

Click Save at the bottom of the screen to save any changes.

Notice templates

Notices that are triggered by title-level requests are not yet included in FOLIO’s circulation rules system. If a title-level request is placed by a patron and immediately associated to an item, the item-level notices in the circulation rules will be sent. If a title-level request is placed and it is a hold - e.g., not immediately associated to an item - the title-level request templates selected here are used instead.

Confirmation notice. Choose a notice template from the drop-down if you want to send a patron notice when a title-level request is created.
Cancellation notice. Choose a notice template from the drop-down if you want to send a patron notice when a title-level request is canceled.
Expiration notice. Choose a notice template from the drop-down if you want to send a patron notice when a title-level request expires without having been fulfilled.

Click Save at the bottom of the screen to save any changes.

Settings > Circulation > Print hold requests

Allow print hold requests (Open - Not yet filled). Check the box if you want the option to print Search slips for item level hold requests.

Click Save at the bottom of the screen to save any changes.

Settings > Circulation > View Print details

Enable view print details (Pick slips). Check this box to enable printing log functionality.

Docs: Courses

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

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

Note: To enable library patrons to discover the courses you create in the Courses app you need an external interface or discovery layer set up and capable of interacting with FOLIO.

Permissions

The permissions / capabilities listed below allow you to interact with the Courses app and determine what you can and cannot do within the app. You can assign User roles to users in the Users app, or in the Settings > Authorization roles app. You need to assign at least one of the following capabilities to a user to enable the user to see the Courses app or any related information.

To add a capability or capability set to an Authorization role:

Select all applications to ensure access to all capabilities.

Open the Capability sets or Capability accordion (see description in the table below for whether to look for a Capability set or a Capability).
Look under the matching Type.
Find the Resource (you can search using Ctrl-f/Cmd-f).
Select the Action.

See Settings > Authorization roles for instructions on how to create and assign Authorization roles.

The following are all the Courses permissions:

Permission Display Name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Courses: Add and edit a courses’ reserved items	UI-Courses Add-Edit-Items	Data	Manage	This Capability set allows users to add and edit items associated with a course. They cannot remove items from a course.
Courses: Add, edit, and remove a courses' reserved items	UI-Courses Items	Data	Manage	This Capability set allows users to view, add, edit, and remove items associated with a course.
Courses: All permissions	UI-Courses	Data	Manage	This Capability set allows users to maintain (view, add, edit, and delete) courses, items, instructors, cross-listed courses and all course settings.
Courses: Read all	UI-Courses	Data	View	This Capability set allows users to see all courses and item information.
Courses: Read, add, and edit courses	UI-Courses Courses	Data	Manage	This Capability set allows users to view, add, and edit a course. They cannot delete a course.
Fast add: Create	UI-Plugin-Create-Inventory-Records	Data	Create	This Capability set allows users to Fast add a reserve item to a course.
Settings (Courses): Can create, edit and delete course settings	UI-Courses Settings	Data	Manage	This Capability set allows users to maintain (view, add, edit, and delete) all course settings.
Settings (Courses): Can view course settings	UI-Courses Settings View	Settings	View	This Capability set allows users to view course settings. They cannot add, edit or delete course settings.

Keyboard shortcuts

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

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 first to set up the following features in the Settings app, if applicable:

Once you configure the above settings, you can:

Integrations

You can choose to integrate the Courses app with these applications:

EBSCO Discovery Service (EDS)
VuFind

Each of these integrations has specific 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 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 Actions 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. All 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 Actions menu. Under Show columns, check or uncheck columns to change what you see in the results pane.

Use the Search & filter pane to find items on reserve for a specific course. Find the course you wish to view reserves for and click on it in the Courses list. Then scroll down to the Items section to see all the items on reserve for that course.

Creating a course

To create a course, you must have the Courses window open. Then:

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

Creating a course - reminders

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.

Editing a course

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

Deleting a course

To delete a course, you must first remove all items from the course.

Find the course you want to delete and click on it in the Courses list.
In the course details window, click Actions > Delete. If Delete is grayed out, then the course has associated items that need to be removed.
In the confirmation modal, click Delete.
A confirmation message appears, 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, you can add cross-listed courses 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 Actions > 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 Actions > 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 Actions > 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 be duplicated also, 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 Actions > 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 that has 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

Note: If an instructor has a FOLIO user record, you cannot edit that instructor’s information.

Find the course and click on it in the Courses list.
Under Instructors, find the instructor you want to edit.
Click the pencil icon.
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 the trash icon. 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. To be able to add or assign notes, you need the appropriate Notes permissions.

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 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.
1. You can search by title or description in the box.
2. You can filter by Note type.
3. The Note assignment status refers to whether the note is assigned or unassigned to the course you have open.
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, select assigned in the Note assignment status filter.
Uncheck the box(es) for the note(s) you wish to unassign.
Click Save.

You cannot unassign a note that is assigned to only one course - delete the note instead.

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

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.

Note that when you put an item on reserve for a course, FOLIO copies information from Inventory into the reserve record in order to support searching within the Courses app.

This means that if any information about that reserve item changes in Inventory after it was put on Reserve, you may need to remove and re-add the item record to bring over the information into the Courses app.

Information that is copied to support searching includes:

Title and contributor from the instance record
Barcode, permanent location, call number, volume, copy, enumeration, and electronic access link from the item record

A reserve item’s start date and end date are maintained in the Reserve app. FOLIO will update the item’s temporary location in inventory when you first add it on reserve, based on the location listed on the course record.

See Editing a reserve item for how to change the temporary loan type.

Adding a reserve item to a course using Fast Add

If you have the Fast add: Create permission, 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.

Note that Fast Add is not usually appropriate for re-adding an item to a course since it will create duplication of records in Inventory. If you need to re-add an item, you should use the function to add an item by barcode.

Editing a reserve item

Note: If you add an item to a course and later make a change to that item via the item record (in the Inventory app), 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 dates 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 the pencil icon.
In the Item title window, make your changes.
Click Save & close. The item is updated.

Managing copyright information on a reserve record

Each reserve item contains a section to track copyright information. This allows libraries that need to track this information to keep it as part of the reserve for later reporting and payment purposes.

The most common use case for these fields is when an electronic item is put on reserve, but there is no built-in restriction on using it for other items. There are no automated workflows that use these fields. They are all optional.

Copyright status. This is a drop-down. Your library can configure the drop-down values in Settings > Courses.
Total number of pages in item. Since most copyright tracking is on scans of physical items, you can track the pages for the entire item here.
Total number of pages used. With this field, you can track the number of scanned pages as part of the reserve.
Total % of pages used. This number must be calculated by the library staff member. Libraries that owe copyright payment can in some cases determine what they owe based off of the percentage of the work used.
Payment based on. This is a free-text field. Most libraries will put one of two values - Usage or Enrollment.
Additional sections of this item used. For some items, libraries will put multiple scans from the same book on reserve - for example, a book with ten scholarly articles, of which three articles are scanned and put on reserve as distinct items. In those cases, libraries can check this box to indicate that the items should be linked together in order to facilitate proper copyright payment calculation.

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 the course will remove the temporary location from the item in inventory. If the item had a temporary loan type inherited from the course, removing the item from the course will not remove the temporary loan type 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 the trash icon. The item is removed.
If you added a temporary loan type, remove the temporary loan type in the inventory app. Alternatively, use Bulk Edit to clear temporary loan types at the end of the semester.

Docs: Reading room access

Mon, 18 Nov 2024 00:00:00 +0000

The Reading room access app allows you to approve or deny access to Reading rooms. Reading rooms are created in Settings > Tenant > Reading room access. You can edit a user’s Reading room access and Reading room notes in the Users app.

Permissions

The permissions / capabilities listed below allow you to interact with the Reading room app and determine what you can and cannot do within the app. You can assign User roles to users in the Users app, or in the Settings > Authorization roles app. If the first capability is not assigned to a user, then they will be unable to see the Reading room access app or any related information.

To add a capability or capability set to an Authorization role:

Select all applications to ensure access to all capabilities.

Open the Capability sets or Capability accordion (see description in the table below for whether to look for a Capability set or a Capability).
Look under the matching Type.
Find the Resource (you can search using Ctrl-f/Cmd-f).
Select the Action.

See Settings > Authorization roles for instructions on how to create and assign Authorization roles.

The following are all the Reading room permissions:

Permission Display Name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Reading room access: Can view patron blocks	UI-Reading-Room Patron-Blocks	Data	View	This Capability set allows users to view the Patron blocks accordion in the Reading room app.
Reading room access: In app - track access	UI-Reading-Room	Data	Manage	This Capability set allows users to open and use the Reading room access app.
Settings (tenant): Can create, edit and remove reading room access	UI-Tenant-Settings Settings Reading-Room-Access	Settings	Manage	This Capability set allows users to view, create, edit, and delete reading rooms in Settings > Tenant > Reading room access.
Settings (tenant): Can view reading room access	UI-Tenant-Settings Settings Reading-Room-Access	Settings	View	This Capability set allows users to view reading rooms in Settings > Tenant > Reading room access.
Users: Can view reading room access	UI-Users Reading-Room-Access	Data	View	This Capability set allows users to view the Reading rooms a user has and has not access to. It does not allow editing which reading rooms the user has access to. Note that the user needs to have an assigned User type.
Users: Can view, and edit reading room access	UI-Users Reading-Room-Access	Data	Edit	This Capability set allows users to view and edit a user’s Reading room access status and add Reading room notes. Note that the user needs to have an assigned User type. This Capability set also allows editing of other areas of the User record.

Locating a patron in the system

You need to be signed into a service point the reading room is associated with before looking up a patron.

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. The access status to the Reading room associated with the logged in user’s service point is shown. Open the Patron blocks or User notes accordions to display any patron blocks or user notes.

Locate the patron using the Patron look-up 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. The access status to the Reading room associated with the logged in user’s service point is shown. Open the Patron blocks or User notes accordions to display any patron blocks or user notes.

Note: Unlike in the Check out app, Patron look-up will only return results if the patron has a barcode.

Allowing reading room access

Look up the patron.
You will see the patron’s reading room access (allowed or not allowed) and any notes.
Select Allowed or Not allowed.

Note: Inactive users will display an Inactive user message under their patron details. The allowed and not allowed buttons do not display for inactive users.

You can access the log of approvals and denials via the /reading-room/access-log API endpoint.

Docs: Settings > Consortium Manager

Mon, 24 Jun 2024 00:00:00 +0000

The Consortium Manager app allows libraries to share data and settings between multiple FOLIO tenants.

Enhanced Consortial Support (ECS) must be enabled in the tenant in order to use Consortium Manager. For more information about setting up ECS in your tenant, see Steps to setup Consortia environment.

Definition of terms related to Settings > Consortium manager:

Consortium: An association of independent libraries and/or library systems established by formal agreement, usually for the purpose of resource sharing. Membership may be restricted to a specific geographic region, type of library (public, academic, special), or subject specialization.
Central tenant: The administrative tenant in a multi-tenant system. Also referred to as a primary tenant,
Enhanced Consortial Support (ECS): A setting enabled in a tenant for managing a consortium using the Consortium Manager.
Permission: Value assigned to a FOLIO user that allows them access to view, create, update or delete records in FOLIO, or to carry out specific FOLIO tasks.
Permission set: A group of permissions that allows a user to perform a specific set of tasks.
Primary tenant: See Central tenant.
Tenant: A FOLIO client whose data are stored separately and are accessible and visible separately from other FOLIO clients.

The following are the permissions for Settings > Consortium Manager:

Settings (Consortia): Can view and edit consortia membership This permission allows the user to view and edit the details of the list of members in the Settings app of the central tenant.
Settings (Consortia): Can view consortia membership This permission allows the user to view the details of the list of members in the Settings app of the central tenant.

For more general information about permissions, see Platform Essentials > Permissions.

Edit member details

Members cannot be added or removed in Consortium manager, but member details can be edited in Settings > Consortium manager.

To edit a member, go to Settings > Consortium manager and follow these steps:

Select Membership in the Network settings pane. The list of members displays in the Addresses pane. Code, Name, and Tenant address for each member also displays.
Click on the appropriate pencil icon in the Actions column.
Make changes to the Code or Name fields.
Click the Save button in the Actions column to save the changes.

Docs: quickMARC

Thu, 24 Jul 2025 00:00:00 +0000

quickMARC is FOLIO’s MARC editing tool, which allows you to make edits to instance, holdings, and authority 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 by default and is best used in addition to other cataloging tools.

Note: quickMARC is a module that you can access through the Inventory and MARC Authority apps; 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.

Capabilities and Capability Sets

The capabilities listed below allow you to interact with the quickMARC app and determine what you can or cannot do within the app. You can assign capabilities to users via user roles.

Note: Some actions in quickMARC require capabilities in other apps. Because quickMARC is accessed through the Inventory app, Inventory capabilities are also required in order to interact with quickMARC.

Permission (OKAPI)	Resource (EUREKA)	Type	Action	Description
quickMARC: Can Link/unlink authority records to bib records.	UI-Quick-Marc Quick-Marc-Authority-Records Link-Unlink	procedural	execute	This allows the user to link and unlink authority records to access points in bibliographic records.
quickMARC: Create a new MARC holdings record.	UI-Quick-Marc Quick-Marc-Holdings-Editor	data	create	This allows the user to create new MARC holdings records.
quickMARC: Create new MARC bibliographic record.	UI-Quick-Marc Quick-Marc-Editor	data	create	This allows the user to create a new MARC bibliographic record.
quickMARC: Derive new MARC bibliographic record.	UI-Quick-Marc Quick-Marc-Editor Derive	procedural	execute	This allows the user to duplicate and create new MARC bibliographic records
quickMARC: View MARC bibliographic record.	UI-Quick-Marc Quick-Marc-Editor	data	view	This allows the user to view MARC bibliographic records in the Inventory app.
quickMARC: View MARC holdings record.	UI-Quick-Marc Quick-Marc-Holdings-Editor	data	view	This allows the user to view MARC holdings records in the Inventory app.
quickMARC: View, edit MARC bibliographic record.	UI-Quick-Marc Quick-Marc-Editor	data	manage	This allows the user to view and edit MARC bibliographic records.
quickMARC: View, edit MARC holdings record.	UI-Quick-Marc Quick-Marc-Holdings-Editor	data	manage	This allows the user to view and edit MARC holdings records.
quickMARC: View, edit MARC authority record.	UI-Quick-Marc Quick-Marc-Authorities-Editor	data	manage	This allows the user to view and edit MARC authority records.
quickMARC: Create a new MARC authority record	UI-Quick-Marc Quick-Marc-Authorities-Editor	data	create	This allows the user to create a new MARC authority record in quickMARC.

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. quickMARC can also be accessed via the MARC Authority app when creating or editing authority records. Instructions for creating or editing authority records are contained in the MARC Authority documentation.

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. Alternatively, click Actions > View source and then 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. To add a literal dollar sign ($) in a field, enter {dollar}.
Once you have made your desired changes, click Save & close. A confirmation message appears and the record is updated. Alternatively, click Save & keep editing to save the current changes and stay in edit mode. Click Cancel to discard changes and exit the Edit MARC record window.

Linking to authority records

Link icons can display to the right of the following MARC tags: 100, 110, 111, 600, 610, 611, 650, 651, 700, 710, 711. These fields can be enabled or disabled for automatic linking at the tenant level with the linking-rules API end point.

Linking a single field to an authority record

To link a field to an authority record:

Click on the link to the right of the selected field.
In the MARC authority Search & filter modal, verify that the desired type of entity and authority source are selected.
Search by text string or by identifier.
Select and open the appropriate authority record from the results list.
Click the Link button in the upper right.

The access point in the bibliographic record will exactly match the authorized access point in the authority record and the $0 will be populated. The link icon to the right of the field is replaced with Unlink from MARC Authority record and View MARC authority record icons. When a field is linked, the $a and $0 cannot be edited.

To unlink a field from an authority record:

Click on the Unlink from MARC Authority record icon to the right of the selected field.
Click again on Unlink in the verification modal.

The field is no longer linked and all subfields can be edited.

Linking all access points in a bibliographic record to authority records

Access point fields must contain a $0 in order to be linked using this feature.

To link all access points in a bibliographic record to authority records:

Click the Link headings button in the upper right.

The access points in the bibliographic record will exactly match the authorized access points in the authority record. The link icon to the right of the field is replaced with Unlink from MARC Authority record and View MARC authority record icons. When a field is linked, the $a and $0 cannot be edited.

Fields must be unlinked individually from an authority record:

Click on the Unlink from MARC Authority record icon to the right of the selected field.
Click again on Unlink in the verification modal.

The field is no longer linked and all subfields can be edited.

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 (LDR) can be edited using the dropdown menus under each position. Only Record status (Status, corresponds with position 05), Type of record (Type, position 06), Bibliographic level (BLvl, position 07), Type of control (Ctrl, position 08), Encoding level (ELvl, position 17), Descriptive cataloging form (Desc, position 18), and/or Multipart resource record level (MultlLvl, position 19) in the LDR can be edited. Invalid values in the LDR will result in an error message.
008 may be required based on the values entered in LDR Type and BLvl. The 008 field appears after LDR Type and BLvl are entered, and required positions' dropdown menus are highlighted in red. 008 can be edited using the dropdown menus under each position.
010 is non-repeatable.
1XX is non-repeatable.
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 LDR must contain 24 characters, including null spaces.
Only Record Status (Status, corresponds with position 05), Type of record (Type, position 06), Encoding Level (Elvl, position 17), and Item information in record (Item, position 18) can be edited in the LDR.
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 can be edited using the dropdown menus under each position.
010 subfields must contain more than 3 characters.
852 is required; value in /$b must match a valid location code and is non-repeatable.

Additional validation rules can be configured at the tenant level via the mod-record-specifications API (see the developer documentation).

Note that validation rules are only applied when creating or editing records in quickMARC, not when records are imported via the Data import app.

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 or deriving a new MARC record using quickMARC

Information on how MARC bibliographic fields are mapped to Inventory instances is available in the FOLIO Wiki.

To create a new MARC bibliographic record for an item without an instance or SRS record:

Click Actions > New MARC Bib Record.
Filling in LDR field Type of record (Type, corresponds with position 06) and Bibliographic Level (BLvl, position 07) will add fillable form fields to the 008 field.
Edit the new record following the instructions in Editing a MARC record using quickMARC.

To derive a new MARC bibliographic 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: Locations

Thu, 09 Nov 2023 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. Libraries do not set the effective location value - FOLIO computes it for them.

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.

The Holdings effective location is always computed, but it will only display on the holdings detail record if there are no items attached to the holdings.

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. If an item record is moved to a new holdings record, it will inherit its effective location and call number from the holdings record unless it has a temporary or permanent location or call number specified in the item record.

Docs: Requests

Thu, 10 Nov 2022 00:00:00 +0000

The Requests app allows you to create and manage requests.

FOLIO supports two kinds of requests - item level, and title level.

Item level requests are the default type of request for FOLIO and are made on an individual item record.

Title level requests are made on the instance level. FOLIO chooses the item from the holdings on that instance to fill the request, whether the item is available immediately or becomes available when the item is returned.

Libraries can turn on title-level requests in Settings > Circulation > Title level requests.

Libraries that want to use title level requests should consider:

You will not be able to turn off title level requesting while there are any open title level requests.
If you are transitioning from having only item level requesting, you should close open requests before turning on title level requesting to avoid queue ordering problems.
Check Settings > Circulation > Title level requests > Fail to create title level hold when request is blocked by circulation rule if you want title level hold requests to follow circulation rules. If you do not choose this option, then title level hold requests will go through even when hold requests are blocked by the circulation rule. The title level hold request will remain Open - not yet filled as the circulation rule will prevent the request from being associated with an item.
Title level requests are not yet supported for multi-volume sets - e.g., “any copy of volume D of the Longman Anthology of World Literature.” Those requests must continue to be handled as item-level requests.
Items newly added to FOLIO via the Receiving app, Inventory, or Data Import must be checked in in order to be made available to fill open title level requests.

Permissions

The permissions / capabilities listed below allow you to interact with the Requests app and determine what you can and cannot do within the app. You can assign User roles to users in the Users app, or in the Settings > Authorization roles app. You need to assign at least one of the following capabilities to a user to enable the user to see the Requests app or any related information.

To add a capability or capability set to an Authorization role:

Select all applications to ensure access to all capabilities.

Open the Capability sets or Capability accordion (see description in the table below for whether to look for a Capability set or a Capability).
Look under the matching Type.
Find the Resource (you can search using Ctrl-f/Cmd-f).
Select the Action.

See Settings > Authorization roles for instructions on how to create and assign Authorization roles.

The following are all the Requests permissions:

Permission Display Name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Inventory: View instances, holdings, and items	UI-Inventory Instance	Data	View	You need to have this capability set to enable Title look-up when creating title level requests.
Requests: All permissions	UI-Requests	Data	Manage	This capability set allows the user all request functions.
Requests: Move to new item, reorder queue	UI-Requests MoveRequest	Procedural	Execute	This capability set allows the user to move requests from one item to another (subject to request policies).
Requests: Reorder queue	UI-Requests ReorderQueue	Procedural	Execute	This capability set 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	UI-Requests	Data	View	This capability set allows the user to search and view requests.
Requests: View, create	UI-Requests	Data	Create	This capability set allows the user to create new requests and view existing requests.
Requests: View, edit, cancel	UI-Requests	Data	Edit	This capability set allows the user to view, edit and cancel requests.

Keyboard shortcuts

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

Request Types and Statuses

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.

Note that FOLIO allows items in some statuses to be recalled even if they are not on loan to a patron, but there is currently no difference in FOLIO workflows between a recall and a page when that occurs. If a loan is recalled, the original loan period may be shortened.

After a request has been created, requests are set in progress by checking the item in with the Check in app.

Open requests have one of the following statuses:

Open - Awaiting delivery: The request is a Delivery request, and the requested item has been checked in, but the item has not yet been checked out to the requester.
Open - Awaiting pickup: The requested item has been checked in at the requested pickup point, waiting for the requester to pick it up.
Open - In transit: The request has been set in progress and the item is being delivered to the patron’s requested pickup service point.
Open - Not yet filled: The request has not yet been set in progress, and the Request expiration date, if it exists, is in the future.

Closed requests have one of the following statuses:

Closed - Cancelled: The request was cancelled either prior to an item being available for pickup, or after the item became available for pickup, but before the pickup expired.
Closed - Filled: The item was placed on hold for the patron, and the patron checked the item out. This also includes Delivery requests where the item was checked in and the Close and check out option was selected.
Closed - Pickup expired: The item was placed on hold for the patron, but the patron did not pick up the item before the Hold shelf expiration date passed.
Closed - Unfilled: The request was still open when the Request expiration date passed. If the Request expiration date field is empty, the request will never be moved to this status. Exception: Open - Awaiting pickup requests remain open until the Hold shelf expiration date is passed.

Searching for requests

To search for requests, enter your search terms into the box on the Search & filter pane. You can keyword search by title, or “starts with” search by item barcode, requester barcode, or item call number.

You can also use the Request type, Request status, Request level, Tags, Pickup service point, Retrieval service point, and Print status filters to find requests or further limit your search. The Settings > Circulation > View print details option needs to be selected for the Print status filter to be visible.

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

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 either automatically downloads or you are prompted to save it.

Item level requesting

Creating a request

Library staff create requests in the Requests app. They also can start the request process from a user record in Users, or an item record in Inventory; those apps will route you into the Requests app to create the request. Note: You must have permission to create requests in the Requests app in order to see the option to create a request from Inventory. You can request items lacking a barcode by starting in the Inventory app – see Inventory > Creating a new request.

Requesting is controlled by circulation rules and item statuses. You cannot request some item statuses and some only allow holds and recalls. See Platform Essentials > Item Status for more information.

In the Requests pane, select Actions > New.
If you have title level requesting turned on, make sure Create title level request is not checked.
In the Item barcode 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.
In the Requester barcode 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. Use the Select User dialog to find the requester.
2. Once found, select the requester from the User Search Results list. The requester’s information will then appear on the request.
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 can be included in pick slips.
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 details pane appears. The patron receives an email notification saying their request was received by the library, if you have this notification configured.

Editing an item level request

You can only edit open requests. Once a request is closed, it cannot be edited.

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

Duplicating an item level request

You can duplicate open requests but you will need to change either the requester or the item in order to save the request, as there cannot be two requests on the same item by the same requester. Closed requests can be duplicated, but you will need to enter a requester barcode.

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

Moving an item-level 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 details 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 you will need to choose an allowed type in the Select request type dialog and click Confirm to allow the request to be converted.

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 details pane, select Actions > Reorder queue.
In the Request queue window, reorder the requests by dragging them into their new positions. Requests cannot be moved above Page requests, even if fulfillment has not begun.
Once you are done moving the requests, click the X to exit the Request queue window. The revised queue order is saved.

Canceling an item level 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 you cancel a page request and there are no other requests in the queue, the item’s 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 the item is checked in.
If you cancel a requested item that is awaiting pickup, it appears on the Hold shelf clearance report.

Find the request you want to cancel.
In the Request details 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 as the reason, 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.

Title level requesting

Creating a title-level request

Although library staff create requests in the Requests app, they can initiate the request process from a user record in Users, or an item record in Inventory. Those apps will route the user to the Requests app to create the request.

Note: You must have permission to create requests in the Requests app in order to see the option to create a request from Inventory. If you do not have the Settings > Circulation option Fail to create title level hold when request is blocked by circulation rule selected, then an item record is not required to create the request, but it is required to fill the request.

In the Requests pane, select Actions > New.
To create a title level request, make sure Create title level request is checked.
Title information may already be filled in (if you started your request from the Inventory app). If not, you need to search for the title:
1. Click Title look-up.
2. In the modal that appears, search for the title you wish to place the request on.
3. Click the title to select it; the modal will close, and the title information will populate in the request form.
In the Requester barcode 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. Use the Select User dialog to find the requester.
2. Once found, select the requester from the User Search Results list. The requester’s information will then appear on the request.
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 can be included in pick slips.
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 details pane appears. The patron receives an email notification saying their request was received by the library, if you have this notification configured.

How FOLIO decides which item will fill a title-level request

FOLIO first checks for an available item on the instance. If an item is available, FOLIO then looks at the circulation rules to decide what to do next.

If an item is available, and the FOLIO circulation rule allows paging, then the title-level request becomes a page for the item.

If several items are available, FOLIO will first choose an item that has the effective location at the chosen pickup service point. If there is no available item at an effective location associated with the pickup service point, FOLIO will attempt to choose one from another location associated with that service point.

If there is no matching item at an effective location with a primary service point that corresponds to the requester’s pick-up service point, then FOLIO looks for items in the next closest location.

Next closest location is determined by the location hierarchy of Institution > Campus > Library > Location. Items at the same Library are closer than items at different Libraries, and items at the same Campus are closer than items at different Campuses. For more information, see TLR - picking an item for Page request.

If the instance has no available items when the request is created, the request will become either a Hold or a Recall, depending on the choice made in the requests app.

If the request is a hold, it will remain in the request queue for the title, but it will not be associated with an item until the request is first in the queue and an item is returned.

If the request is a recall, the recall will apply to the loan with the earliest due date. When the item is returned, it goes to the first open request, regardless of whether that request is the recall that triggered the item’s return.

Viewing Title Level Requests

When you view a title level request, the request view displays Title information in the top accordion, including the number of open title level requests on that instance.

Once a title level request becomes a page or a recall, the Item information accordion will also display, including the number of the open requests on the item.

For recalls, the item information indicates the item that was recalled, but when that item is returned, it will fill the first request in the queue, even if it was not associated with that particular request.

Editing a title-level request

You can only edit open requests. Once a request is closed, it cannot be edited.

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

Duplicating a title level request

You can duplicate any open title level request. When you duplicate the request, you will need to change the instance or the requester, because a patron cannot have more than one open title level request on the same instance.

Find the request you wish to duplicate.
In the Request details pane, select Actions > Duplicate. A New request window appears with the same Item information, Requester information, and Request information as the request you chose to duplicate.
Edit the request.
Select a Pickup service point.
Click Save & close. The new request appears in the Request details pane.

Reordering Request Queues with Title Level Requests

To view a request queue from the instance record in Inventory, select Actions > View requests & reorder.

To view a request queue from the request record, search for the request in the Requests app, and then select Actions > Reorder queue.

Fulfillment in progress shows requests that are in progress and have an assigned item. These requests include:

Page requests, regardless of the request status. That means that you will see page requests in this section with a status of Open - Not yet filled.
Requests that are Open - Awaiting pickup.
Requests that are Open - Awaiting delivery.
Requests that are Open - In transit.

Open - Not yet filled shows hold and recall requests that are not yet being processed. These requests can be reordered using drag-and-drop. These requests all have a status of Open - Not yet filled.

In this section, the Item barcode column may contain item information, or it may be blank.

Item level request - you will see the barcode of the requested item.
Title level recall - you will see the barcode of the item that was recalled. Note that if the item is returned and it could fill a request that is higher in the queue, it will fill that request, not the request that triggered the recall.
Title level hold request - the Item barcode column will be empty.

Canceling a title level request

You can only cancel open requests.

Before you cancel a request, consider:

When a page request is canceled and there are no other requests in the queue, the item’s 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 - Canceled, but the Item status will not change until the item is checked in.
If a requested item is awaiting pickup and its request is canceled, it appears on the Hold shelf clearance report.
If there are other open title level requests on the instance that are not in progress, the item needs to be checked in to fulfill the next request in the queue.

Find the request you want to cancel.
In the Request details 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 as the reason, then you must supply additional information.
Click Confirm. The dialog closes and the request is canceled. The Request status is updated to Closed - Canceled and the patron receives a cancellation notification email, if that option is configured.

Exporting a hold shelf clearance report

The hold shelf clearance report contains Awaiting pickup items where the item did not get checked out to the requester before the hold shelf expiration period expired. Check in these items to clear them 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 expiration period for a service point is set in Settings > Tenants > Service points.

Awaiting pickup items whose requests were cancelled are also included in the hold shelf clearance report.

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

The hold shelf clearance report includes requests that simultaneously meet all the following conditions:

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

The third condition covers the case where an Awaiting pickup item has the hold shelf expiration period expired, but there is another request for the item. The item will appear on the hold shelf clearance report, but if the item is then checked in at its pickup service point for the second request, then the first two conditions are satisfied (with regards to the first request) but the item will not be on the report.

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. The CSV export report includes, and can be sorted by, effective call number.

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.
Optional: Filter by Retrieval service point to see only items whose effective locations are associated with the selected Retrieval service point.
In the Requests pane, select Actions > Export search results to CSV.
Open the file in a spreadsheet application.

Printing pick slips

Printing all pick slips for a service point

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

Printing selected pick slips

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.
Optional: Filter by Retrieval service point.
Select the checkboxes in the first column of the requests you want to print. You can only print Page requests for items whose effective locations are associated with your selected service point.
Select Actions > Print selected pick slips for [your service point]. A print dialog appears.

Printing a single pick slip

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.
Optional: Filter by Retrieval service point.
Have the Single print column selected in the Actions menu.
Click the Print button in the Single print column. A print dialog appears. Note: the print button will only be active for items whose effective locations are associated with your selected service point.

Showing the pick slip print history

To select the search result columns # Copies or Printed you need to choose the option Settings > Circulation > Requests > View print details > Enable view print details (Pick slips).

# Copies shows the number of times the request pick slip has been printed.

Printed shows the username and date/time for the most recent printing.

Printing Hold request search slips

Libraries can choose to use search slips if they have many copies of a title (instance), but not all copies have been cataloged. When a patron requests an item from that instance, a search slip can be printed so a staff member can look for the item. Libraries must enable Allow print hold requests (Open - Not yet filled) in Settings > Circulation > Print hold requests in order to use this feature.

The search slips report generates a single slip for every hold request with request status Open - Not yet filled. The report only prints hold requests for items that are shelved nearest the currently selected service point (i.e., those items whose Effective location is associated with the currently selected service point). You must be signed in to the service point you want to generate the search slips for. If no items match the report’s criteria, the option is grayed out.

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

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

Generating a hold requests CSV export

The CSV export report can be used as a hold requests report. The CSV export report includes, and can be sorted by, effective call number.

To create a hold requests CSV report, follow these steps:

In the Search & filter pane, select Request type > Holds and Request status > Open - Not yet filled to filter the items down to open hold requests.
Optional: Filter by Retrieval service point to see only items whose effective locations are associated with the selected Retrieval service point.
In the Requests pane, select Actions > Export search results to CSV.
Open the file in a spreadsheet application.

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 details 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, off-campus storage facility. These facilities often 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 from 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 with 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 with 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: Keyboard shortcuts

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

Keyboard shortcuts facilitate actions. For the apps listed below, you can view the available shortcuts while using the app. Note: Most apps do not use all the listed shortcuts. For example, Alt+c does not work in the Users app because you cannot duplicate a record in the Users app.

The action associated with the shortcut may vary slightly for different apps – for example, in the Dashboard app Alt+n is Create a new widget.

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
Close a modal or pop-up	Esc
Copy	Ctrl+c
Cut	Ctrl+x
Paste	Ctrl+v
Find	Ctrl+f

Keyboard shortcuts that are only available in one or two app:

Action	Shortcut keys	App used in
Add POL	Alt+a	Orders
Receive pieces/Quick receive	Ctrl+Alt+r	Receiving
Save a piece and create another	Alt+s	Receiving
Edit MARC record	Ctrl+Shift+e	Inventory
quickMARC only: Move to the next subfield in a text box	Ctrl+]	Inventory, MARC authority
quickMARC only: Move to the previous subfield in a text box	Ctrl+[	Inventory, MARC authority

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 caret, “v”, at the end of the app name.

Click Keyboard shortcuts to view the list of shortcut actions.

Alternatively, use the keyboard shortcut Ctrl+Alt+k after opening the app.

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
Claiming
Courses
Dashboard
eHoldings
ERM comparisons
eUsage
Finance
Inventory
Invoices
Licenses
Lists
Local KB admin
MARC Authority
Open access
Orders
Organizations
Receiving
Requests
Serials
Users

Docs: Settings > Courses

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

The Courses section of the Settings app is where you manage your terms, course types, course departments, and other courses settings.

Permissions

Each setting within Courses has its own permission / capability set associated with it. If a user has one of the below capability sets, they will be able to view and interact with that particular setting. You can assign User roles to users in the Users app, or in the Settings > Authorization roles app.

To add a capability or capability set to an Authorization role:

Select all applications to ensure access to all capabilities.

Open the Capability sets or Capability accordion (see description in the table below for whether to look for a Capability set or a Capability).
Look under the matching Type.
Find the Resource (you can search using Ctrl-f/Cmd-f).
Select the Action.

See Settings > Authorization roles for instructions on how to create and assign Authorization roles.

The following are all the Settings > Courses capability sets:

Permission Display Name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (Courses): Can create, edit and delete course settings	UI-Courses Settings	Data	Manage	This capability set allows users to maintain (view, add, edit, and delete) all course settings.
Settings (Courses): Can view course settings	UI-Courses Settings View	Settings	View	This capability set allows users to view course settings. They cannot add, edit or delete course settings.

Settings > Courses > Display settings

This setting controls FOLIO’s behavior when duplicating a course in the Courses app via Actions > Duplicate.

If the user chooses this setting when duplicating a course, the “Duplicate all cross-listed courses” checkbox in the Duplicate modal will be checked by default.

Settings > Courses > Terms

Use this setting to create and manage Terms. Terms define the start and end date of a course. For example, when a user adds items to a course, Folio automatically assigns a Start Date and End Date to the new item 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 trash can 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 trash can 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 trash can 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 trash can 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 trash can icon.
In the Delete Copyright Status dialog, click Delete. A confirmation message appears and the status is deleted.

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, and the CSS style of the main navigation and the login. 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.

In the config key you can set the welcomeMessage shown after login, the platformName that is appended to the page title and is shown in browser tabs and browser bookmarks. Add a header with additional information to the Settings > Software versions page via the aboutInstallVersion and aboutInstallDate properties, the latter is automatically converted into the locale of the user opening the page, for example 10/30/2023 or 30.10.2023.

Take into account that these changes will take effect after you build the webpack for Stripes.

Example stripes.config.js customization:

module.exports = {
  config: {
    welcomeMessage: 'Welcome, the Future Of Libraries Is OPEN!',
    platformName: 'FOLIO',
    aboutInstallVersion: 'Poppy Hot Fix #2',
    aboutInstallDate: '2023-10-30',
  },
  branding: {
    logo: {
      src: './tenant-assets/my-logo.png',
      alt: 'my alt text',
    },
    favicon: {
      src: './tenant-assets/my-favicon.ico',
    },
    style: {
      mainNav: {
        backgroundColor: "#036",
      },
      login: {
        backgroundColor: "#fcb",
      },
    },
  },
}

There are other stripes.config.js properties.

Okapi security

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

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

Email configuration

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

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

EMAIL_SMTP_HOST
EMAIL_SMTP_PORT
EMAIL_USERNAME
EMAIL_PASSWORD
EMAIL_FROM
EMAIL_SMTP_SSL

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

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

Take into account that this configuration is performed on a per tenant basis and the tenant ID is defined in the X-Okapi-Tenant header. Also, you have to be logged in as the superuser of the tenant and provide the access token in the header x-okapi-token. You can find an example of a login request here.

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

Mon, 06 Nov 2023 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 one or more default job profiles that export instance, holdings, or authority data. Additional profiles 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.

Capabilities

The capabilities listed below allow you view and interact with Data Export settings. You can assign capabilities to users via user roles. If none of these capabilities are assigned to a user, they are unable to see Data Export settings or any related information.

See Settings > Authorization roles for instructions on how to create and assign Authorization roles. It is recommended that you select all applications prior to assigning capabilities to ensure you have access to all capabilities.

Permission Display name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (Data export): Can view only	UI-Data-Export Settings	settings	view	This permission allows the user to see the Data Export settings but not make any changes to them.
Settings (Data export): Can view, add, update profiles	UI-Data-Export Settings	settings	edit	This capability allows the user to see and and change the Data Export settings.

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 one or more default job profiles that are associated with default field mapping profiles. Records exported with a default job profile generate a MARC file containing information for the provided record IDs.

If you use a 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: 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 list.

The Job profiles list contains the following columns:

Name. Name of 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 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 one or more default field mapping profiles that are associated with a default job profile. A 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: Exclude MARC fields from export with Fields suppression.
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 list.

The Field mapping profiles list 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), Authority, 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

Tue, 07 Nov 2023 00:00:00 +0000

The Data Import 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 (e.g., creating new records, updating existing records, etc.), and define ways to transform the data and map data to particular fields (e.g., add a value such as a proxy to the information in the incoming record, or eliminate data such as selected MARC tags from the incoming data).

It is recommended that you configure the Data Import settings in the following order for a new Job Profile:

Field mapping profile
Action profile
Match profile
Job profile

Capabilities

The capabilities listed below allow you view and interact with Data Import settings. You can assign capabilities to users via user roles. If none of these capabilities are assigned to a user, they are unable to see Data Import settings or any related information.

Permission Display name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (Data import): Can view, create, edit, and remove	UI-Data-Import Settings	settings	manage	This capability allows the user to see and and change the Data Import settings.
Settings (Data import): Can view only	UI-Data-Import Settings ReadOnly	settings	view	This permission allows the user to see the Data Import settings but not make any changes to them.

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 at the top of the Job Profiles pane to search the names of job profiles contained in the Job profile list.

The Job profiles list 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 done via API following these steps.

Importing an import job profile

Importing an import job profile is done via API following these steps.

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 (e.g., Instance, Holdings, Item, MARC Bibliographic, MARC Authority)
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 list.

The Match profiles list 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 done via API following these steps.

Importing an import match profile

Importing an import match profile is done via API following these steps.

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:
1. Create. Select to create a new record.
2. Update. Select to update an existing record.
3. 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.
1. 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.
2. 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 list.

The Action profiles list 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 done via API following these steps.

Importing an import action profile

Importing an import action profile is done via API following these steps.

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, MARC Holdings, MARC Authority or EDIFACT invoice.
Select a FOLIO record type from the drop-down list: Instance, Holdings, Item, Order, Invoice, MARC Bibliographic, MARC Holdings, or MARC Authority. 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:
1. In the Select Action Profiles dialog, use the search box to find the action profiles you want to associate with the field mapping profile.
2. 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.

Order

In the Field mapping - Order section, fill in the applicable fields. for more information on the fields, see Creating an order.

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:
1. In the Field mapping - MARC Bibliographic - Modifications section, in the Action column, select the modification you want to occur: Add, Delete, Edit, or Move.
2. Enter a MARC Field in the box.
3. 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.
4. 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.
5. If you selected Add or Edit as the Action, enter Data into the box.
6. To add another field mapping, click the + and repeat steps a-e.
7. To delete a field mapping, click the trash can icon.
If you selected Updates, follow these steps:
1. 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.
2. 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 list.

The Field mapping profiles list 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 field mapping profile is done via API following these steps.

Importing an import field mapping profile

Importing an import field mapping profile is done via API following these steps.

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 list.

The File extensions list 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.
Updated. Date when file extension entry was last updated.
Updated by. ID of user who made the last update.

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 > eUsage

Fri, 15 Nov 2024 00:00:00 +0000

The eUsage application offers additional settings options. You can manage these settings in the eUsage section of the Settings app.

General

Settings > General > Aggregators

An aggregator is a service that aggregates pre-processing statistics for multiple statistics providers and offers an endpoint to download the reports. eUsage allows you to harvest statistics for a usage data provider either directly from the provider via SUSHI or from an aggregator. Please note: The only aggregator service currently supported in FOLIO is the German National Statistics Server.

Add an aggregator

Open FOLIO’s Settings app.
Choose the application eUsage.
In the General section click on Aggregators.
Click on the button + New.
A new form opens where you have to enter the following data.

General information
- Name A freely selectable name for the entry. We recommend choosing the name of the aggregator.
- Service type You can currently only select the German National Statistics Server in the selection list.
- Service URL Enter the address for the end point here. Example: https://sushi.url-to-nss.de/Sushiservice/GetReport
Aggregator configuration For German National Statistic Server you can specify the keys apiKey, requestorId, customerId, reportRelease by clicking on the button Add config parameter. To enter the values, there are the key and value fields as a pair. Every time you click the button Add config parameter, a new pair of fields appears. If you want to delete a pair, click the pair delete icon next to it.
- Key = reportRelease and Value = 5
- Key = apiKey and Value = Your API key
- Key = requestorId and Value = Your requestor ID
- Key = customerId and Value = Your customer ID
Account configuration
- Type Select the configurtion type between Mail, API and Manual.
- Mail Here you can enter an email address.
- Contacts You can add a contact as a short note by clicking on the button + Add contact. Example: John Doe, Phone +49 0000 0000000. If you want to delete a line, click on the Remove button next to the contact’s entry.

Then click Save & close.

Edit an aggregator

Open FOLIO’s Settings app.
Choose the application eUsage.
In the General section click on Aggregators.
If you have entered one or more aggregator, they will be listed in the detailed view.
Click on the aggregator you want to edit.
The detail view for the aggregator opens.
Click on Edit.
You can make the changes.
Click on Save & close.

Delete an aggregator

Open FOLIO’s Settings app.
Choose the application eUsage.
In the General section click on Aggregators.
If you have entered one or more aggregator, they will be listed in the detailed view.
Click on the aggregator you want to edit.
The detail view for the aggregator opens.
Click on Edit.
Click on Delete.
Confirm the question in the dialog Delete aggregator by clicking on the button Submit.

Settings > General > Display settings

If you want, you can hide the display of SUSHI credentials in the detailed view for a usage data provider in the UI.

Open FOLIO’s Settings app.
Choose the application eUsage.
In the General section click on Display settings.
In the detailed view of this setting you will find a checkbox Hide sushi credentials in detail views. If the checkbox is selected, the SUSHI credentials will be hidden in the UI.
Then click Save.

Harvester

Settings > Harvester > Number of failed attempts

If the automatic harvesting process fails, it will be restarted later. You can set a number of times the auto-scheduled harvest process can fail to fetch a report. If the specified number is exceeded, no attempt will be made to retrieve the report.

Open FOLIO’s Settings app.
Choose the application eUsage.
In the Harvester section click on Number of failed attempts.
In the detailed view of this setting you will find a field Number of failed attempts. Here you can enter the maximum number of attempts as a number.
Then click Save.

If you want to change the setting, repeat the steps.

Settings > Harvester > Start harvester

Starting the harvester for all usage data providers manually is an optional way. This can be done in the Settings app.

Open FOLIO’s Settings app.
Choose the application eUsage.
In the Harvester section click on Start Harvester.
In the detailed view of this setting you will find a button Start havester. If you click on this button, the harvesting process for all usage data providers for the current tenant starts.
A dialog informs you that the a harvesting job has been successfully scheduled for immediate execution and the harvesting jobs usually take some time to complete. You can monitor the progress by checking the Harvesting jobs page.
Then click OK

Settings > Harvester > Periodic harvesting

It is possible to use a automatic harvesting process to retrieve reports continuously from providers. You can set the interval for the automatic harvesting process. This can be done in the Settings app. Please note: You can only use one interval.

Add a new interval

Open FOLIO’s Settings app.
Choose the application eUsage.
In the Harvester section click on Periodic harvesting.
In the detailed view of this setting you will find at the first time no entries, but the explanation how you can add an interval for the periodic harvesting.
Click + to define periodic harvesting.
A new form opens where you have to enter the following data.

Start Date the day on which the interval should first start. The automatic harvesting process then starts after the specified interval, which is set under Periodic interval.
Start time the time on which the interval should first start. The automatic harvesting process then starts after the specified interval, which is set under Periodic interval.
Periodic interval the interval for the automatic harvesting process.
- Daily
- Weekly
- Monthly
Last triggered at informs you about the last started automatic harvesting job. Example: September 12, 2024 3:01 AM. If no interval has been started before, you see –.

Then click Save.

Edit an interval

Open FOLIO’s Settings app.
Choose the application eUsage.
In the Harvester section click on Periodic harvesting.
In the detailed view of this setting you can see your current interval, if it has been set.
Click on the editing icon at the top right of the detailed view.
The form in which you entered the data for the interval opens.
You can edit your entries.
Then click Save.

Delete an interval

Open FOLIO’s Settings app.
Choose the application eUsage.
In the Harvester section click on Periodic harvesting.
In the detailed view of this setting you can see your current interval, if it has been set.
Click on the editing icon at the top right of the detailed view.
The form in which you entered the data for the interval opens.
Click on Delete.
Confirm the question Delete periodic harvesting config? by clicking on the Submit button.

Settings > Harvester > Harvester logs

In this setting you can specify how many days the harvester will keep the logs.

Open FOLIO’s Settings app.
Choose the application eUsage.
In the Harvester section click on Harvester logs.
In the detailed view of this setting you can see the field Number of days to keep harvesting logs where you can enter the number for the days as a number.
Then click Save.

If you want to change the setting, repeat the steps.

Docs: Support

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

FOLIO Flower Release	Released	End of Support	End of security vulnerabilities triage	Release notes
Sunflower (R1 2025)	2025-05-23	2026-06-30	2026-06-30	Sunflower release notes
Ramsons (R2 2024)	2025-02-07	2025-12-31	2026-03-31	Ramsons release notes

During the support period FOLIO provides critical service patches (CSPs), for details see Critical Service Patch Process.

After the support period has ended no CSPs are provided. This also applies to critical security vulnerabilities. If possible plan to migrate to the next flower release before your current flower release reaches its end of support date.

For Ramsons there’s a one-time exception: Security team will publish triage results of Ramsons security vulnerabilities until 2026-03-31, no fixes will be provided, institutions use Ramsons at their own risk after 2025-12-31.

All FOLIO releases before Ramsons are out of support, don’t use in production!

Learn more about the FOLIO support period policy.

Docs: Settings > Finance

Wed, 16 Apr 2025 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.

Capabilities

The capabilities listed below allow you to interact with the Finance settings. You can assign capabilities to users via user roles. If none of these capabilities are assigned to a user, they are unable to see the Finance settings or any related information.

It is recommended that you select all applications prior to assigning capabilities to ensure you have access to all capabilities.

Permission Display name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (Finance): Can view and edit settings	Settings Finance Enabled	settings	view	This capability allows the user to view and edit Finance settings.
Settings (Finance): Export fund and expense class codes.	UI-Finance Settings ExportFundAndExpenseClassCodes	settings	view	This capability allows the user to export a CSV file containing fund codes and expense classes for a selected fiscal year.
Settings (Finance): View settings.	UI-Finance Settings	settings	view	This capability allows the user view-only access to Finance settings.
Settings (Finance): View, edit, create, delete.	UI-Finance Settings	settings	manage	This capability allows the user to view, create, edit, and delete all Finance settings.

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.

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. Note: if another user edited and saved the same fund type record while you were editing, the following message appears: “You are editing an old version of this data. To load the latest version click cancel, refresh the page and try again.”

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. Note: Fund types cannot be deleted if assigned to a fund. The action will result in an error message: “This fund type cannot be deleted, as it is in use by one or more records.”

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.

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., optional. The financial account listing outside of the system linked to the expense class. For example, 01. This value will be appended to the external account number specified on the fund record.
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. Note: if another user edited and saved while you were editing the same expense class, the following message appears: “You are editing an old version of this data. To load the latest version click cancel, refresh the page and try again.”

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. Note: Expense classes cannot be deleted if assigned to a budget. The action will result in an error message: “This expense class cannot be deleted, as it is in use by one or more records.”

Settings > Finance > Export fund and expense class codes

When exporting the combined fund and expense class codes for a selected fiscal year you will receive a delimited file that includes all fund codes and all fund code & expense class code combinations where expense class has a status of ‘active’.

In the Fiscal year dropdown, select the fiscal year for which you wish to export information.
The CSV file will download to your machine. It contains two columns: Fund code and Fund and active expense class codes.

Docs: Settings > GOBI integration

Wed, 16 Apr 2025 00:00:00 +0000

The GOBI integration section of the Settings app defines your configuration for an integration with the provider GOBI Library Solutions. This integration supports the creation of FOLIO orders initiated from the GOBI order form. This integration applies only to firm orders for monographs.

Capabilities

The capabilities listed below allow you to interact with the GOBI integration settings. You can assign capabilities to users via user roles. If none of these capabilities are assigned to a user, they are unable to see the GOBI integration settings or any related information.

It is recommended that you select all applications prior to assigning capabilities to ensure you have access to all capabilities.

Permission Display name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (GOBI integration): Can view and edit settings.	UI-Gobi-Settings Permission Settings	settings	edit	This capability allows you to view and edit GOBI integration settings.
Settings (GOBI integration): Can view only.	UI-Gobi-Settings Permission Settings	settings	view	This capability allows you to view GOBI integration settings.

Implementation considerations

Libraries planning to implement the GOBI API integration will be required to work with GOBI and fill out an API mapping worksheet with the GOBI implementation team. Via this worksheet, a library will communicate the following to GOBI:

FOLIO Edge URL
FOLIO Edge API key
Local data field specifications
Validation lists for fund codes, location codes, and local data fields

Based on mapping decisions made with GOBI, a library will likely need to update the default mapping configurations within FOLIO. For example, the default configuration assumes that a library uses ‘GOBI’ as the organization code for GOBI Library Solutions within FOLIO. If a library uses a different organization code, they will need to update the Default value of ‘GOBI’ wherever it is specified.

Settings > GOBI integration > Integration details > Mapping configuration

To view the mapping configuration files, open Settings > GOBI integration > Integration details > Mapping configuration. A list of existing mapping configuration files is listed on the Configuration files pane.

Listed Electronic Monograph
Listed Print Monograph
Unlisted Print Monograph

Mappings for “Listed” formats indicate that a title is available within the GOBI system for ordering. The mappings for “Unlisted” formats are invoked if a library submits an order for a title that does not appear in GOBI using the Add Unlisted option in the GOBI Order Cart.

Viewing configuration files

Each configuration file contains default values that will populate fields on purchase orders created through this integration with GOBI. To view a configuration file, click on the configuration file name in the Configuration files pane. To expand or collapse all accordions on the page, click Expand all or Collapse all When expanded, each accordion section lists the following configuration information about each purchase order field:

From field. GOBI transmits order information to FOLIO in XML format. To map a value from the GOBI order form, select the field name from the drop-down list:

Base Account
Sub Account
Title
Product ID
Product Qualifier
Publication Date
Publisher
Contributor
Fund Code
Location
Quantity
YBP Order Key
Order Placed
Unit Price
Currency
Local Data 1
Local Data 2
Local Data 3
Local Data 4
Custom Path

Path. The path string. For all From field values in the drop-down list, this path string will automatically populate. To manually enter a path string, select ‘Custom Path’ from the From field drop-down list. The formatting of a custom path depends upon the XML output from GOBI, so you may need to consult your GOBI rep for guidance on formatting a custom path. Default value. Enter a default value to apply to this field on the purchase order. Default values can serve as the primary entry for a field or as a backup option if the entry coming from a mapped GOBI path is not found. For example, within the default mapping congifuration, the Order type mapping uses a default value of ‘One-time’ or ‘Ongoing’ as the primary entry. The Instructions to vendor field specifies a path, but uses ‘N/A’ as a fallback default value. Translation. Select a method from the drop-down list to apply to an incoming text value for translation into a system recognized unique identifier. For example, select “Lookup organization” to link an incoming vendor code value of GOBI to the organization record containing the vendor code GOBI. Select one of the following translation methods:

Lookup contributions UUID: used when the Path or Default value in the Contributor type mapping contains one of the following: ‘Personal name’, ‘Meeting name’, or ‘Corporate name’. This instructs FOLIO to perform a lookup of the appropriate UUID based on the specified label.
Lookup expense class UUID: use when the Path or Default value in the Expense class mapping contains an expense class code to instruct FOLIO to perform a lookup of the appropriate UUID based on the specified code.
Lookup acquisition method UUIDs: use when the Path or Default value in the Acquisition method mapping contains an acquisition method name to instruct FOLIO to perform a lookup of the appropriate UUID based on the specified name.
Lookup acquisition unit UUIDs associated with name: use when the Path or Default value in the Acquisition unit mapping contains an acquisition unit name to instruct FOLIO to perform a lookup of the appropriate UUID based on the specified name.
Lookup acquisition unit UUIDs associated with account: if the organization record has accounts configured and those accounts are associated with acquisition units, the Acquisition units mapping can be configured to use the From field of ‘Sub Account’. Use this Translation to complete the mapping.
Lookup UUID of the (inventory) location record: use when the Path or Default value in the Location mapping contains a location code to instruct FOLIO to perform a lookup of the appropriate UUID based on the specified code.
Lookup UUID of the material type: use when the Path or Default value in the Material type mapping contains a material type name to instruct FOLIO to perform a lookup of the appropriate UUID based on the specified label.
Lookup fund UUID: use when the Path or Default value in the Fund ID mapping contains a fund code to instruct FOLIO to perform a lookup of the appropriate UUID based on the specified code.
Lookup organization: use when the Path or Default value in the Vendor, Donor, Material supplier, or Access provider mapping contains an organization code to instruct FOLIO to perform a lookup of the appropriate UUID based on the specified code.
Lookup UUID corresponding to the type of product ID: use when Path or Default value in the Product ID type mapping contains a label, like ‘ISBN’, to instruct FOLIO to perform a lookup of the appropriate UUID based on the specified label.
Lookup suffix UUID for purchase order number: use when Path or Default value in the Suffix mapping contains a label, like ‘lib’, to instruct FOLIO to perform a lookup of the appropriate UUID based on the specified label.
Lookup prefix UUID for purchase order number: use when Path or Default value in the Prefix mapping contains a label, like ‘lib’, to instruct FOLIO to perform a lookup of the appropriate UUID based on the specified label.
Lookup purchase order line UUID by order line number: use when Path or Default value in a mapping contains a purchase order line (POL) number, like ‘10000-1’, to instruct FOLIO to perform a lookup of the appropriate UUID based on the POL number.
Lookup config address: use when the Path or Default value in the Bill to or Ship to mapping contains an address label to instruct FOLIO to perform a lookup of the appropriate UUID based on the specified code.
Separating the ISBN qualifier
Truncation the ISBN qualifier: used when mapping the Product ID from a GOBI path to ensure that qualifiers are not included in the Product ID field.
To boolean: use in field mappings for checkboxes. Specify ‘true’ as the Default value when the box should be checked. Specify ‘false’ as the Default value when the box should be unchecked.
To date
To double: used in field mappings for Type within a fund distribution.
To integer: used in field mappings for whole number, like Quantity physical and Quantity electronic.

Translate default. Check this box to apply translation logic if a Default value is specified in the field mapping. Some fields accommodate a reference value or a text value while some require a reference value. For example, the PO information > Vendor field mapping needs to contain a UUID reference value to link an organization record to the order. If the default value for this mapping is ‘GOBI’, then this checkbox must be set to true since a translation must be applied to this default. When checked, FOLIO will look up the organization record’s UUID for the record with ‘GOBI’ as the organization code.

Editing configuration files

Each configuration file contains default values that will populate fields on purchase orders created through this integration with the GOBI ordering platform. To edit a configuration file, follow these steps:

Click on the configuration file name in the Configuration files pane.
In the action menu, select Edit. The window title changes to Edit and all fields are now editable. To enter a Path value, select Custom path in the From field drop-down list..
To expand all accordions on the page, click Expand all.
To clear all field mappings, click the Clear all field mappings button.
Edit the mappings and default values as needed and click Save & close.

Resetting default configuration

After editing a configuration file you can optionally reset the configuration back to the original default setup. To reset a configuration file to the original default configuration, follow these steps:

Click on the configuration file name in the Configuration files pane.
In the action menu, select Reset default configuration.
Confirm the dialog prompt, “Resetting this configuration will delete all customizations and restore the default configuration file mappings.”
A green toast message confirms that the default configuration is restored.

Docs: Settings > Inventory

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

The Inventory section of Setting allows you to customize your Inventory app.

Capabilities and Capability Sets

Each setting within Inventory has its own capability or capability set associated with it. If a user has one of the below assigned to their user record, they will be able to view and interact with that particular setting. You can assign capabilities via user roles.

Permission (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (Inventory): Create, edit, delete alternative title type.	UI-Inventory Settings Alternative-Title-Types	settings	view	This allows the user to create, read, update, and delete alternative title types.
Settings (Inventory): Create, edit, delete classification identifier types.	UI-Inventory Settings Classification-Types	settings	view	This allows the user to create, read, update, and delete identifier types.
Settings (Inventory): Create, edit, delete contributor types.	UI-Inventory Settings Contributor-Types	settings	view	This allows the user to create, read, update, and delete contributor types.
Settings (Inventory): Create, edit, delete formats.	UI-Inventory Settings Instance-Formats	settings	view	This allows the user to create, read, update, and delete formats.
Settings (Inventory): Create, edit, delete instance note types.	UI-Inventory Settings Instance-Note-Types	settings	view	This allows the user to create, read, update, and delete instance note types.
Settings (Inventory): Create, edit, delete instance status types.	UI-Inventory Settings Instance-Statuses	settings	view	This allows the user to create, read, update, and delete instance status types.
Settings (Inventory): Create, edit, delete locally defined modes of issuance.	UI-Inventory Settings Modes-Of-Issuance	settings	view	This allows the user to create, read, update, and delete modes of issuance.
Settings (Inventory): Create, edit, delete nature of content.	UI-Inventory Settings Nature-Of-Content-Terms	settings	view	This allows the user to create, read, update, and delete natures of content.
Settings (Inventory): Create, edit, delete resource identifier types.	UI-Inventory Settings Identifier-Types	settings	view	This allows the user to create, read, update, and delete resource identifier types.
Settings (Inventory): Create, edit, delete locally defined resource types.	UI-Inventory Settings Instance-Types	settings	view	This allows the user to create, read, update, and delete locally defined resource types.
Settings (Inventory): Create, edit, delete holdings note types.	UI-Inventory Settings Holdings-Note-Types	settings	view	This allows the user to create, read, update, and delete holdings note types.
Settings (Inventory): Create, edit, delete holdings sources.	UI-Inventory Settings Holdings-Sources	settings	view	This allows the user to create, read, update, and delete holdings sources.
Settings (Inventory): Create, edit, delete holdings types.	UI-Inventory Settings Holdings-Types	settings	view	This allows the user to create, read, update, and delete holdings types.
Settings (Inventory): Create, edit, delete ILL policies.	UI-Inventory Settings Ill-Policies	settings	view	This allows the user to create, read, update, and delete ILL policies.
Settings (Inventory): Create, edit, delete item note types.	UI-Inventory Settings Item-Note-Types	settings	view	This allows the user to create, read, update, and delete item note types.
Settings (Inventory): Create, edit, delete loan types.	UI-Inventory Settings Loan-Types	settings	view	This allows the user to create, read, update, and delete loan types.
Settings (Inventory): Create, edit, delete material types.	UI-Inventory Settings Material-Types	settings	view	This allows the user to create, read, update, and delete material types.
Settings (Inventory): Edit fast add settings.	UI-Inventory Settings Fast-Add	settings	view	This allows the user to edit fast add settings.
Settings (Inventory): Create, edit and delete HRID handling.	UI-Inventory Settings Hrid-Handling	settings	view	This allows the user to create, read, update, and delete HRID handlings.
Settings (Inventory): Create, edit, delete statistical code types.	UI-Inventory Settings Statistical-Code-Types	settings	view	This allows the user to create, read, update, and delete statistical code types.
Settings (Inventory): Create, edit, delete statistical codes.	UI-Inventory Settings Statistical-Codes	settings	view	This allows the user to create, read, update, and delete statistical codes.
Settings (Inventory): Create, edit, delete URL relationships.	UI-Inventory Settings Electronic-Access-Relationships	settings	view	This allows the user to create, read, update, and delete URL relationships.
Settings (Inventory): Create, edit, delete call number types.	UI-Inventory Settings Call-Number-Types	settings	view	This allows the user to create, read, update, and delete call number types.
Settings (Inventory): View list of settings pages.	UI-Inventory Settings List	settings	view	This allows the user to view the list of settings for the Inventory app.
Settings (Inventory): Manage number generator options.	UI-Inventory Settings Manage-Number-Generator-Options	settings	view	This allows the user to view and edit number generator options.

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 > Number generator options

Use this setting to enable Number generators for the barcode, accession number and/or call number in Inventory.

Three options are available:

Off (Number can only be filled manually.)
On, field editable (Number can be filled using the generator and edited, or filled manually.)
On, field not editable (Number can only be filled using the generator.)

In addition, you can select the setting “Use the same generated number for accession number and call number” to insert the same number into both fields.

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

Wed, 16 Apr 2025 00:00:00 +0000

The Invoices section of the Settings app is where you establish one click approvals, create preset adjustments, manage and configure batch groups, and control voucher settings.

Capabilities

The capabilities listed below allow you to interact with the Invoices settings. You can assign capabilities to users via user roles. If none of these capabilities are assigned to a user, they are unable to see the Invoices settings or any related information.

It is recommended that you select all applications prior to assigning capabilities to ensure you have access to all capabilities.

Permission Display name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (Invoices): Batch group usernames and passwords: view.	UI-Invoice BatchVoucher ExportConfigs Credentials	data	view	This capability allows the user to view FTP/SFTP authentication credentials entered in Settings > Invoices > Batch group configuration.
Settings (Invoices): Batch group usernames and passwords: view and edit.	UI-Invoice BatchVoucher ExportConfigs Credentials	data	edit	This capability allows the user to view and edit FTP/SFTP authentication credentials entered in Settings > Invoices > Batch group configuration.
Settings (Invoices): View settings.	UI-Invoice Settings	settings	view	This capability allows the user to view the Invoice settings.
Settings (Invoices): Can view and edit settings.	UI-Invoice Settings	settings	manage	This capability allows the user to view and edit all of the Invoice settings.

Settings > Invoices > Approvals

This setting lets you approve and pay invoices with one click. Select Approve and pay in one click to combine the acts of approving an invoice and processing payment. If you enable this setting, the Invoices app still asks you to confirm your approval before submitting. The invoice and the voucher produced by this action will transition to a paid status.

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 Value 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 for export as vouchers to an external payment system. FOLIO tenants come with a single batch group, FOLIO, configured. Additional batch groups can be added and the FOLIO batch group label may be edited, but the group itself cannot be deleted.

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 trash can icon.
In the Delete Batch group dialogue box, click Delete. A confirmation message appears and the Batch group is deleted. Note: A batch group may not be deleted if in use on invoice records.

Settings > Invoices > Batch group configuration

Use this setting to configure batch group voucher exports. This configuration enables you to setup automated exports of files containing all invoice 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. 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 Location type. FTP or SFTP.
Enter an Upload location. If this box is left blank, the export downloads the file to your computer.
Enter a Port, if needed for the file upload location.
Enter a Directory, if needed for the file upload location (e.g. /files).
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.

Settings > Invoices > Voucher number

This section lets you configure voucher numbers to use for invoices.

Enter a Prefix, if required by your library. For example, if your financial office requires all invoice payments for the library to begin with “LIB”.
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, 31 Oct 2023 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. Primary terms will sort above optional terms even if an optional term is weighted higher.

Creating a term

Click New.
In the New license term box, fill in all the fields:
- Type. Select a term Type from the drop-down list: Decimal, Integer, Text, Text, Pick list, Pick list (multi-select), or Date. Note: This cannot be edited once the Term is created.
- Pick list and Pick list (multi-select). If the term type is Pick list or Pick list (multi-select), 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.
- 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.
- Category. Terms can be categorized. Each category will appear as a separate accordion when viewing or editing the license. You can also filter terms by category under the Category drop-down list, which contains any categories that you have allocated to terms. To add a category, click on the Category box. You are offered a list of existing categories that will filter as you type. You can add new categories by typing a new value and clicking the option to Add context . If you remove all occurrences of a category across all terms, it will be removed from the list of existing categories.
- 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.
- Deprecated. Use to indicate if a term should be deprecated. If Yes is selected, then the term will be preserved in past licenses, but will not display in the list of available terms when adding terms to a license going forward.
- 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).
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.

Searching a term

You can search for a term in the search box. To search for a term, enter the term in the search box and click Search.

You can also filter terms by category. Select a category from the Category drop-down list, and click Search. The drop-down list contains any categories that you have allocated to terms.

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.

A multi-select pick list permits you to select multiple values from the pick list. All selected values will display in the license record.

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.

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.

Settings > Licenses > App settings

File storage

The Licenses app allows the uploading of files as part of the Supplementary documents and Core documents functionality (note that a document does not require a file upload as the document can refer to a physical document or an online document with a URL). When a file is uploaded as part of a supplementary or core document record, it will be automatically stored in one of two ways, depending on how the application has been configured.

Viewing and Editing the file storage settings requires appropriate permissions, which are as follows:

Settings (Licenses): Can view and edit app settings

The primary setting, which determines the overall method used for file storage, is the “Storage engine”. There are currently two valid values for the Storage engine setting:

For information about using the LOB or S3 storage engines, please see: https://wiki.folio.org/display/FOLIOtips/File+storage+options

This FOLIO wiki page also contains information about switching storage engines and maximum file sizes.

Docs: Settings > MARC authority

Thu, 24 Jul 2025 00:00:00 +0000

The MARC authority section of Settings allows you to view, create, edit, and delete authority files.

Each setting within the MARC Authority app has its own capability or capability set associated with it. If a user has one of the below assigned to their user record, they will be able to view and interact with that particular setting. You can assign capabilities via user roles.

Permission (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (MARC authority): Module is enabled.	Settings Marc-Authorities Enabled	settings	view	This allows the user to access the MARC Authority app.
Settings (MARC authority): View authority files.	UI-Marc-Authorities Settings Authority-Files	settings	view	This allows the user to view authority files but not make changes to them.
Settings (MARC authority): View, create, edit, delete authority files.	UI-Marc-Authorities Settings Authority-Files	settings	manage	This allows the user to view, create, edit, and delete authority files.
Settings (MARC authority): Configure version history	UI-Marc-Authorities Settings Version-History	settings	view	This allows the user to configure the number of cards to display per page on the version history.

Settings > MARC authority > Manage authority files

Creating new authority files

In the Manage authority files pane, click New.
Enter the following information for the new authority file:

Name. The name of the authority file.
Prefix. The prefix for authority record identifiers within the authority file. This prefix can only contain alphabetical values, is limited to 25 characters, and must be unique among the listed authority files.
HRID stats with. A number starting from which the HRID will be assigned to authority records. This number cannot contain leading zeros.
Base URL. (Optional) The base URL for the authority file.

Check the box in the Active column if the authority file should be active.
Click Save.

Editing authority files

In the Manage authority files pane, click the pencil icon in the row of the authority file you want to edit.
Make your desired edits.
Click Save.

Deleting authority files

In the Manage authority files pane, click the trash can icon in the row of the authority file you want to delete.
In the Delete authority file dialog, click Yes, delete. A confirmation message appears and the authority file is deleted.

Docs: Settings > Mosaic integration

Thu, 22 Jan 2026 00:00:00 +0000

The Mosaic integration section of the Settings app allows you to define your configuration for an integration with the provider Mosaic. This integration supports the creation of FOLIO orders initiated from the Mosaic platform. This integration applies only to firm orders for electronic monographs. For more information on the Mosaic integration with FOLIO, please review this FAQ on EBSCO Connect. Please note: the Mosaic integration was developed to be compatible with FOLIO’s Eureka platform.

Capability Sets

The capability sets listed below allow you to interact with the Mosaic integration settings. You can assign capability sets to users via user roles. If none of these capability sets are assigned to a user, they are unable to see the Mosaic integration settings or any related information.

All capability sets listed below are part of the app-mosaic application. It is recommended that you select all applications prior to assigning capabilities to ensure you have access to all capabilities.

Permission Display name	Resource	Type	Action	Description
Mosaic API module - all permissions.	Mosaic	data	manage	This capability set includes all capabilities needed to change the default template used by the Mosaic integration. This is a recommended capability set to assign to users requiring access to Mosaic integration settings for this version.
Settings (Mosaic integration): View and edit settings.	UI-Mosaic-Settings Settings	settings	edit	This capability set includes all capabilities needed to view the Mosaic integration settings and update the template used within configuration options. This is a recommended capability set to assign to users requiring access to Mosaic integration settings for this version.
Mosaic Configuration API - all permissions.	Mosaic Configuration	data	manage	This capability set is a subset of the capabilities included in the Mosaic capability set.
Mosaic settings module is enabled.	Settings Mosaic-Settings Enabled	settings	view	This capability set includes all capabilities needed to view the Mosaic integration settings and configuration options.
Settings (Mosaic integration): View settings.	UI-Mosaic-Settings Settings	settings	view	This capability set includes the capabilities required to view the Configuration options heading within the Mosaic integration area of Settings.

Implementation considerations

Libraries planning to implement the Mosaic integration will be required to work with the Mosaic team to configure the integration. To begin, a library will communicate the following to the Mosaic team:

Mosaic account number
Institution name
Contact person email address

Once configuration is completed with the Mosaic team, a library may need to update the default order template referenced by the integration within FOLIO.

Settings > Mosaic integration > Configuration options The Mosaic integration uses a Default order template to populate fields in the order and purchase order line on the resulting record in FOLIO.

The default template that is used is called Mosaic eBooks Default. The contents of this template may be viewed by accessing the template under Settings > Orders > Order templates.

To change the default template to be used by the Mosaic integration:

Ensure the template has been created under Settings > Orders > Order templates.
Open Settings > Mosaic integration > Configuration options.
Select the desired template from the dropdown menu.
Click Save.

When placing an order in Mosaic, an institution may choose any existing order template from their FOLIO environment to be applied when Mosaic creates that order in FOLIO. If no template is chosen at point of order, the template selected in settings will be applied.

Docs: Settings > My profile

Thu, 08 May 2025 00:00:00 +0000

The My profile section in the Settings app allows the user to customize and save the display order of FOLIO applications in the UI or change their FOLIO password.

Capabilities

The Eureka platform, adopted in the Sunflower release, replaces permission sets with Capabilities and Capability sets for role-based management of user accounts.

For more information about Capabilities, Capability sets, and their attributes, see Roles Management in Eureka.

The following Capabilities allow interaction with the My profile section of the Settings app.

For all Settings > My profile capabilities:

Application is app-platform-complete.
Type is settings.

permissionDisplayName (OKAPI)	Resource (EUREKA)	Action
Settings (My profile): Can change your local password	UI-Myprofile Settings Change-Password	view
Settings (My profile): Can change application order in main navigation	UI-Myprofile Settings Main-Nav-Order	manage

Application display order

The Application display order setting determines the display order of FOLIO applications in the navigation bar and menu. By default, applications are displayed in alphabetical order in the current locale. For example, if the locale is English the four applications Check in, Check out, Settings, and Users would be displayed in that order. If the locale is French, the default order of the same four applications would be Settings (Parametres), Check out (Prêt), Check in (Retour), Users (Utilisateurs).

The Application display order setting in Settings > My profile allows you to choose the order of the FOLIO applications you have permission to access, overriding the default alphabetical sort.

To customize the display order:

In the My profile pane, click Application display order. An ordered list of all the FOLIO applications you have permission to access appears in the Application display order pane. Applications are listed top to bottom and left to right in LTR locales (e.g. English). Applications are listed top to bottom and right to left in RTL locales (e.g. Arabic).
Applications can be reordered in the display using the Drag & Drop method or via keyboard controls. Hover over an application until the hand icon appears, then drag and drop it into its new position in the list.
Click Save.

To restore the default order:

In the My profile pane, click Application display order.
Click the Reset to default button in the top right corner of the Application display order pane.
Click Save. The display order of FOLIO applications reverts to the default setting.

If your permissions change, granting or revoking access to some applications, and you have customized the order of applications:

Applications you gain access to will be added at the end of the list in the Application display order pane.
Applications you lose access to will be removed from the list in the Application display order pane.

Change password

The Change password option in Settings > My profile allows the user to change their FOLIO password.

To change your FOLIO password:

In the My profile pane, click Change password.
In the Change password pane, type in your current FOLIO password. Toggle the Show password and Hide password to display your typing accordingly.
Type the new password in the New FOLIO password and Confirm FOLIO password fields. Passwords must contain:
- at least one numeric character;
- at least one special character;
- no keyboard sequence of characters;
- both lowercase and uppercase letters.
Click Save to save the new FOLIO password. The green toast message, The FOLIO password for [FOLIO username] was saved successfully, appears at the bottom of the screen.

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): display list of settings pages. This permission allows the user to create, edit and delete note types.

In order to manage notes attached to FOLIO records, the following permissions are required:

Notes: Can assign and unassign a note. This permission allows the user to assign and unassign notes.
Notes: Can create a note. This permission allows the user to create notes.
Notes: Can delete a note. This permission allows the user to delete notes.
Notes: Can edit a note. This permission allows the user to edit notes.
Notes: Can view a note. This permission allows the user to view notes.

Settings > Notes > General

Note types are categories you can create for notes to indicate the type of note they are. Notes have associated types that can be used to categorize the note. This area of Settings is where you configure note types. The note types you create here appear throughout FOLIO. They are not app specific. This means that note types can be used in different apps, even if they were created with a particular app in mind.

Creating a note type

Click New.
In the Note type column, enter a name for the note type in the box.
Click Save. The note type is saved and appears in the Note types list.

Editing a note type

Find the note type you want to edit, and in the actions column, click the pencil icon.
In the Note type column, make your desired changes to the name.
Click Save. The note type is updated.

Deleting a note type

Find the note type you want to delete.
In the actions column, click the trash can icon.
In the Delete Note type dialog, click Delete. A confirmation message appears and the note type is deleted.

Docs: Settings > OAI-PMH

Thu, 24 Jul 2025 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.

Capabilities and Capability Sets

Each setting within OAI-PMH has its own capability or capability set associated with it. If a user has one of the below assigned to their user record, they will be able to view and interact with that particular setting. You can assign capabilities via user roles.

Permission (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (oai-pmh): display list of settings pages	Settings Oai-Pmh Enabled	settings	view	This allows the user to view the OAI-PMH settings pages.
Settings (OAI-PMH): Can view	UI-Oai-Pmh Settings	settings	view	This allows the user to view all the OAI-PMH settings, but “Save” button is disabled.
Settings (OAI-PMH): Can view and edit settings	UI-Oai-Pmh Settings	settings	edit	This allows the user to view and edit the OAI-PMH settings.
Settings (OAI-PMH): Can view logs	UI-Oai-Pmh Settings Logs	settings	view	This allows the user to view Settings > OAI-PMH > Logs.

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.

Suppressed 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 not 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.

Record source

One of:

Source records storage - MARC instance records are harvested from SRS.
Inventory - Instance records are harvested from inventory only, and all OAI-PMH records are generated on-the-fly as part of the harvesting.
Source records storage and inventory - All instance records with a metadata source of MARC are retrieved from source record storage. Instance records with a metadata source are retrieved from inventory and OAI-PMH records are generated on-the-fly for those inventory-only records as part of the harvest.

Settings > OAI-PMH > Logs

The logs page displays a list of completed harvests and is kept for 30 days. If a harvest contains a record or records that cannot be handled, a “Download” link will appear in the rightmost column of the logs. Clicking this link will download a spreadsheet where errors are listed with the UUID of the affected instance and an error message.

Field mappings for ListRecords response

In order for Discovery services and OPACs to allow for filtering, aggregating and searching based on location and call number information, the OAI-PMH server in FOLIO needs to be able to supply this information as part of the feed.

Mapping from Inventory records to MARC fields as part of the feed can be found on the FOLIO wiki

Docs: Settings > Orders

Thu, 24 Apr 2025 00:00:00 +0000

The Orders section of the Settings app is where you establish behavior around approving and opening orders, your closing order reasons, how orders interact with the Inventory app, order templates, order lines limits, PO number settings, custom fields, and routing lists.

Capabilities

The capabilities listed below allow you to interact with the Orders settings. You can assign capabilities to users via user roles. If none of these capabilities are assigned to a user, they are unable to see the Orders settings or any related information.

It is recommended that you select all applications prior to assigning capabilities to ensure you have access to all capabilities.

Permission Display name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (Orders): Can create, edit, view and delete custom fields.	UI-Orders Settings Custom-Fields	settings	delete	This capability allows the user to create, edit, view and delete custom fields in Settings > Orders.
Settings (Orders): Can create, edit, view custom fields.	UI-Orders Settings Custom-Fields	settings	edit	This capability allows the user to create, edit, and view custom fields in Settings > Orders.
Settings (Orders): Can view all settings.	UI-Orders Settings	settings	view	This capability allows the user to view all of the Orders settings.
Settings (Orders): Can view and edit all settings.	UI-Orders Settings	settings	manage	This capability allows the user to view and edit all of the Orders settings.
Settings (Orders): Can view custom fields.	UI-Orders Settings Custom-Fields	settings	view	This capability allows the user to view custom fields in Settings > Orders.
Settings (Orders): Can view Order Templates.	UI-Orders Settings Order-Templates	settings	view	This capability allows the user to view Order Templates in Settings > Orders.
Settings (Orders): Can view, edit Order Templates.	UI-Orders Settings Order-Templates	settings	edit	This capability allows the user to view and edit Order Templates in Settings > Orders.
Settings (Orders): Can view, edit, create Order Templates.	UI-Orders Settings Order-Templates	settings	create	This capability allows the user to view, edit, and create Order Templates in Settings > Orders.
Settings (Orders): Can view, edit, delete Order Templates.	UI-Orders Settings Order-Templates	settings	delete	This capability allows the user to view, edit, and delete Order Templates in Settings > Orders.
Settings (Orders): Manage number generator options	UI-Orders Settings Number-Generator	settings	manage	This capability allows the user to view and edit Number generator options for Receiving in Orders settings.

Settings > Orders > General > 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 authorization has to approve the order via a separate action or by checking an approval box on the order record. 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. If this setting is not activated, the approval date and time will match the date and time that the order was opened. For more information, see Approving an order.

Settings > Orders > General > 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 trash can icon.
In the Delete Reason dialog, click Delete. A confirmation message appears and the Reason is deleted.

Settings > Orders > General > 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 authorization 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. Hidden fields can be restored to view by users with authorization to view hidden fields. 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 > General > 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 default value is equal to the minimum order lines limit of 1. If you change tha value in this setting, click Save to capture the update.

Settings > Orders > General > Opening purchase orders

If you want to allow users the option to save and open a purchase order in the same step, select Allow save and open purchase order when creating or editing a purchase order line.

If you want to turn off FOLIO’s ability to check for potential duplicate purchase order lines, check Disable duplicate check that occurs when opening orders and saving purchase order lines. When this setting is unchecked, FOLIO will scan for potential duplicate purchase order lines based on the title and product IDs entered on the purchase order line. If a potential duplicate is found, staff will see a popup window notifying them of potential duplication, with further information about the detected duplicate purchase order lines. Staff may choose to proceed with creation and opening of their purchase order or may cancel the action.

Settings > Orders > General > Acquisition methods

Use this setting to configure the acquisition methods to assign to purchase order lines (POL). FOLIO provides default acquisition methods, which cannot be edited or deleted, but you can add methods specific to your library.

Creating an acquisition method

Click New.
Enter a Name in the box.
Click Save. The method is saved.

Editing an acquisition method

Find the method you want to edit and click the pencil icon.
Edit the Name.
Click Save. The method is saved.

Deleting an acquisition method

Find the method you want to delete and click the trash can icon.
In the Delete acquisition method dialog, click Delete. A confirmation message appears and the method is deleted.

Settings > Orders > General > Custom fields (Purchase Orders and Purchase Order Lines)

Use this setting to configure custom fields, which are used to track additional information on an order record. The Orders app can have distinct fields configured for a purchase order (PO) and purchase order line (POL). If configured, custom fields are available as search and filter options in the Orders app.

Create a custom field

In the Custom fields pane, click Edit.
In the Edit custom fields pane, in the Accordion title box, enter the name of the order record section for the custom field(s). Note: this accordion title is shared between custom fields on the order record and custom fields on the order line record.
Click Add custom field and select the type of field you want to create:

Checkbox: creates a checkbox on the PO/POL record and a filter in the Search & filter area of the app.
Date picker: creates a date field on the PO/POL record and a filter in the Search & filter area of the app.
Multi-select: creates a dropdown option allowing multiple selections on the PO/POL record and a filter in the Search & filter area of the app.
Radio button set: creates a radio button set on the PO/POL record and a filter in the Search & filter area of the app.
Single select: creates a dropdown option allowing a single selection on the PO/POL record and a filter in the Search & filter area of the app.
Text area: creates a text area on the PO/POL record and a search option in the dropdown menu of the Search & filter area of the app.
Text field:. creates a text field on the PO/POL record and a search option in the dropdown menu of the Search & filter area of the app.

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. Depending on the type of field, additional configuration may be required (e.g. adding options to dropdown menus or rasio button sets).
Optional: To add additional custom fields, repeat steps 3-4.
Click Save & close. The custom field(s) are saved.

Edit 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.

Delete a custom field

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, click the trash can icon next to the custom fields you want to delete. Clear out all of the fields to remove the accordion from appearing in PO/POL records.
Click Save & close.
In the Delete field data dialog, click Save & lose data.

Settings > Orders > Number generator options

Use this setting to enable Number generators for Barcode, Accession number, and Call number in the Receiving app.

Three options are available:

Off (Number can be filled manually only)
On, field editable (Number can be filled using the generator and be edited or filled manually)
On, field not editable (Number can be filled using the generator only)

In addition, you can select the setting Use the same generated number for accession number and call number to insert the same generated number into both fields.

For more information about Number generator sequences, see Settings > Service Interaction > Number generator sequences.

Settings > Orders > PO number > Edit

If you want users to be able to edit the auto-generated PO number on an order, select User can edit. If this option is not selected, then the PO number is locked.

Settings > Orders > PO number > Prefixes

Use this setting to configure prefixes, which are used in orders. You can add prefixes to orders to provide context. For example, your institution may require all orders originating in the library to begin with “lib”. This can be configured as a prefix to prepend to an order’s PO number. Prefixes may not exceed 7 characters.

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. Note: A prefix cannot be deleted if in use on order records.

Settings > Orders > PO number > Suffixes

Use this setting to configure suffixes, which are used in orders. You can add suffixes to orders to provide context. For example, your institution may require all orders originating in the library to end with “lib”. This can be configured as a suffix to append to an order’s PO number. Suffixes may not exceed 7 characters.

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. Note: A suffix cannot be deleted if in use on order records.

Settings > Orders > Inventory interaction > Instance matching

When a library opts to create at least an instance record corresponding to their purchase order line, staff may choose to link to an existing instance record or create a new record. If creating an instance record, the default FOLIO behavior is to first search instances to find a match for one or more of the product IDs provided on the purchase order line. Matching is based on both the ID and the type. If a matching product ID and type is found in Inventory, that instance will be linked to the purchase order line and the system will not create a new instance for that record. If no matches are found, the system will create a new instance record and link the purchase order line to that instance.

A library may choose to select the Disable instance matching checkbox. When activated, a new instance will always be created if the library opts to create Inventory records when they open the order, except when manully linked to an instance record.

Settings > Orders > Inventory interaction > Inventory interactions defaults

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. The inventory interactions are initiated when the order is opened.

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 > Inventory interaction > 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 > Inventory interaction > 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 open an order that should create a new instance.

For information on managing instance type values, see Settings > Inventory > Instances > Resource types.

Settings > Orders > Inventory interaction > 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 will not be able to open orders where new items are being created. For information on managing loan type values, see Settings > Inventory > Loan types.

Settings > Orders > Routing > Routing address

Routing in FOLIO allows libraries to divert received materials away from the normal receiving process and workflow, to direct the materials to alternate locations for pre-circulation distribution or other special handling. Routing allows for the selection of users from the Users app. Select the address type from the dropdown menu that should be used for routing to a specified user. For information on managing address type values, see Settings > Users > Address Types.

Settings > Orders > Routing > List configuration

Use this setting to define the formatting and contents of routing slips in FOLIO.

Configuring a routing list

Click Edit.
Optional: Enter a Description in the box.
In the Body box, enter the text for the list. Use the formatting options in the editor to adjust the appearance of the list. Click { } to add tokens to the list.
Required: Insert the token for {{routingList.name}}.
Enclose any user tokens within the {{#users}} {{/users}} tokens to allow repetition of relevant data for each user.
Optional: Click Preview to view a preview of the list with sample data.
Click Save & close. The routing list is saved and updated.

Docs: Settings > Organizations

Thu, 24 Apr 2025 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, any types you may wish to use to classify the organization records for filtering purposes, and banking information related to vendors.

Capabilities

The capabilities listed below allow you to interact with the Organizations settings. You can assign capabilities to users via user roles. If none of these capabilities are assigned to a user, they are unable to see the Organizations settings or any related information.

It is recommended that you select all applications prior to assigning capabilities to ensure you have access to all capabilities.

Permission Display name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (Organizations): Can view and edit settings.	Organizations Settings	data	manage	This capability allows the user to view, create, edit, and delete all organizations settings.
Settings (Organizations): Manage number generator options	UI-Organizations Settings NumberGenerator	settings	manage	This capability allows the user to view and edit Number generator options within Organizations settings.
Settings (Organizations): View settings.	UI-Organizations Settings	settings	view	This capability allows the user to view, but not interact with, organizations settings.

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

Note: Categories may be deleted when in use on Organization records. FOLIO will not produce a warning to prevent the deletion.

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.

Settings > Organizations > Types

Libraries may create controlled lists of organization types to facilitate filtering based on the nature of the library’s relationship with the organization, e.g. Subscription agent, consortium. An organization may have multiple types assigned to its record. This value can also be exported within the Orders CSV, when applied to selected vendors.

Creating a new type

Click New.
Enter a type Name in the box.
Enter a type Status: Active or Inactive. Inactive types will not appear in the dropdown menu to assign to Organization records, but will still appear within the Types filter in the Organizations app.
Click Save. The type is saved and appears in the Types list.

Editing a type

Find the type you want to edit and click the pencil icon.
Make the changes to the type name or status.
Click Save. The type is updated.

Deleting a type

Find the type you want to delete.
Click the trash can icon.
In the Delete Type dialog, click Delete. The type is deleted and a confirmation message appears. Note: Types cannot be deleted when in use on an Organization record. You will see an error: “This type cannot be deleted, as it is in use by one or more records.”

Settings > Organizations > Banking information

Libraries may wish to record banking information to use for payments to vendors. To activate the Banking information accordion on Organization records, select the Enable banking information checkbox and click Save. This accordion will only be accessible to staff users with corresponding capabilities to view/interact with Banking information.

Settings > Organizations > Account types

If Banking information is enabled, a library can configured account types to include alongside banking information. Examples may include ‘Corporate checking’ or ‘Corporate savings’.

Creating a new account type

Click New.
Enter a type Name in the box.
Click Save. The account type is saved and appears in the account types list.

Editing an account type

Find the account type you want to edit and click the pencil icon.
Make the changes to the account type name.
Click Save. The account type is updated.

Deleting an account type

Find the account type you want to delete.
Click the trash can icon.
In the Delete account type dialog, click Delete. The account type is deleted and a confirmation message appears. Note: Account types can be deleted while in use on an organization record. The field will appear empty within the Banking information.

Settings > Organizations > Number generator options

Use this setting to enable Number generators for Code in Organizations.

Three options are available:

Number generator off: the vendor code can be filled manually only.
Number generator on, editable: the vendor code can be filled using the generator and be edited or filled manually.
Number generator on, fixed: the vendor code can be filled using the generator only.

For more information about Number generator sequences, see Settings > Service Interaction > Number generator sequences.

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 (API), StagingDirector (TCP/IP), and CAIASoft.

Create a configuration for Dematic EMS (API)

Click New.
In the Create configuration screen, provide the Remote storage name, Provider name, and URL (domain).
Click Save & close.

Create a configuration for StagingDirector (TCP/IP).

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 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 Remote storage 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 > Reporting

Wed, 04 Dec 2024 00:00:00 +0000

The Reporting section of the Settings app is where you can configure FOLIO’s connection to an LDP or Metadb database instance, set limitations on running queries and establish connections to GitHub repositories for the sake of running parameterized SQL queries.

Permissions and Capabilities

The following are the capabilities and permissions for Reporting in the Settings app:

Permission Display Name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (Reporting): browse and load Reporting saved queries	Ui-Ldp Saved Queries	Settings	View	This capability allows a user to browse and load queries that they or other users have saved using the Reporting app’s
Settings (Reporting): Can modify default record limits	UI-Ldp Settings Record-Limits	Settings	View	This capability allows a user to set the amount of records/rows that can be returned and exported to a CSV (can be different values) when running a query in the Reporting app.
Settings (Reporting): Can modify reporting database connection details	UI-Ldp Settings Dbinfo	Settings	View	This capability allows a user to configure the Reporting app’s connection to an LDP/Metadb instance including the username and password used to query the LDP/Metadb reporting database.
Settings (Reporting): Can modify templated-query repos configuration	UI-Ldp Settings Tqrepos	Settings	View	This capability allows a user to create new or modify existing connections to GitHub repositories for the purpose of accessing parameterized SQL queries via the Reporting app.
Settings (Reporting): Can select which tables are available to search	UI-Ldp Settings Table-Availability	Settings	View	This capability allows a user to select/remove which tables will appear in the “Table” dropdown while using the Reporting app’s “Build query” feature.
Settings (Reporting): create and update Reporting saved queries	Mod-Settings Global Write Ui-Ldp Queries	Settings	Manage	This capability allows a user to save queries they’ve created using the Reporting app’s “Build query” feature as well as edit and overwrite existing queries (whether they are the report’s creator or not).

Settings > Reporting > Record limits

The Record limits setting allows you to set the default and maximum numbers of records to show in a user’s query results. You may also restrict the number of records a user can export using the Maximum number to export setting.

Default number to show
Maximum number to show
Maximum number of export

Settings > Reporting > Table availability

The Table availability setting

Shows the schema and tables in the connected database and allows tables to be “turned off” from being able to query against them so that users cannot include them in queries. This is useful for tables that may contain restricted data, such as PII (Personally Identifiable Information).

Currently recommended to disable

It is currently recommended to disable tables: srs_marc, srs_marctab, srs_records. Currently the app does not support indexing of certain columns. Keeping them enabled can cause performance issues and extra stress on the database.

Settings > Reporting > Database configuration

The Configure database connection URL & credentials setting is used to set the connection from the FOLIO application instance to the LDP/Metadb reporting database instance. This is also used to set the username and password to be used by the Reporting app to query the LDP/Metadb reporting database.

Settings > Reporting > Report repositories

The Report repositories setting allows you to configure connections to GitHub repositories for the purpose of accessing SQL queries created by individual institutions or the wider FOLIO reporting community. Queries saved in these repositories can be run using the Reporting app’s “Run report” option and can be configured to display parameters to filter the data output. The GitHub user, repository name, repository branch, and directory within the repository must be specified here.

For information on how to set up SQL queries compatible with the Reporting app in GitHub, please refer to [Authoring reports for the FOLIO Reporting App] (https://github.com/folio-org/ui-ldp/blob/master/doc/reports.md).

Docs: Settings > Serials

Wed, 15 Jan 2025 00:00:00 +0000

The Serials’s section of the Settings app is where you view and manage pick lists and values.

Capabilities and Capability Sets

In order to interact with Serials settings, a user needs to be assigned the following capabilities:

permissionDisplayName (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (Serials): Manage pick lists and values	UI-Serials-Management Picklists	data	manage	Grants all capabilities included in ‘Settings (Serials): View pick lists and values’ plus the ability to manage pick lists and pick list values.
Settings (Serials): View pick lists and values	UI-Serials-Management Picklists	data	view	A user with this capability set can access the settings for the Serials app and view pick lists and pick list values.

Settings > Serials > Pick lists

Creating a pick list

Click New.
Under Category fill in the name of your new pick list.
Click Save. The pick list appears alphabetically in the Pick list column.

Please note that it is currently not possible to delete a pick list.

Settings > Serials > Pick lists values

Viewing pick list values

Select the desired pick list from the drop-down menu. If available, the pick list values of the selected pick list are displayed.

Creating pick list values

Select the pick list to which you want to add a new value.
Click New.
Fill in the label of your new value.
Click Save to save your label or Cancel to dismiss the changes.

Editing a pick list value

Click the pencil icon under Actions to edit a label of a pick list value.
Edit the label of your pick list value.
Click Save to save your label or Cancel to dismiss the changes.
After saving, the value field is set automatically.

Deleting a pick list value

In the pick list drop-down menu, select the pick list in which you want to delete a pick list value.
Click the trash icon under Actions to delete the value.

Please note that some predefined values cannot be deleted. In this case, no trash icon is displayed.

Docs: Settings > Service interaction

Wed, 14 May 2025 00:00:00 +0000

The Service Interaction section of the Settings App is where you can configure central settings like the number generators and number generator sequences.

For enabling number generators for Apps like Inventory, Receiving, Organizations please view descriptions in those Settings areas. Number generators need to be enabled separately and in addition FOLIO users need permissions listed below.

Permissions

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

Capability Set (Eureka)	Type	Application	Action	Descriptions
Settings Service-Interaction Enabled	Settings	app-platform-complete	view	This permission/capability set allows the user to view Settings > Service Interaction
UI-Service-Interaction NumberGenerator	Data	app-platform-complete	view	This permission/capability set allows the user to view the number generators and number generator sequences settings and allows the user to generate numbers within apps.
UI-Service-Interaction NumberGenerator	Data	app-platform-complete	manage	This permission/capability allows the user to manage (view, create, edit, delete) the number generators and number generator sequences settings and allows the user to generate numbers within apps.

In order to view or manage settings user needs to be assigned Settings Service-Interaction Enabled and UI-Service-Interaction NumberGenerator either with Action view or manage.

In order to generate numbers within apps in addition to the appropriate create and edit permissions for the individual apps user needs to be assigned UI-Service-Interaction NumberGenerator either with Action view or manage. This applies for the use of number generators in Inventory, Receiving, Organizations as well as Serials Management and Open Access.

Settings > Service Interaction > Number generators

New number generators need frontend and backend development work to integrate them with FOLIO apps. In this case use New to create a row for the new number generator to match with the development work.

The following number generators are available. In case the reference data is not included in your FOLIO environment please add the corresponding row (Name + Code) via New and store by clicking Save. Especially important are the exact codes as indicated in the following table as identifiers of the number generators.

Name	Code	Descriptions	Type
Inventory: Accession number	inventory_accessionNumber	Used for Accession number in Inventory as well as in Receiving (Item level)	A
Inventory: Call number	inventory_callNumber	Used for Call number on Item level in Inventory as well as in Receiving and in addition in Inventory on Holdings level	A
Inventory: Item barcode	inventory_itemBarcode	Used for Item Barcode on Item level in Inventory as well as in Receiving	A
Open access: Publication request number	openAccess	Used as identifier “Publication request number” in the Open Access App	B
Organizations: Vendor code	organizations_vendorCode	Used for Code in Organizations	A
Serials management: Pattern number	serialsManagement_patternNumber	Used as identifier “Pattern number” in the Serials Management App	B

Type A:

One or more sequences possible to select from when create or edit records and using the number generator
Sequences need to be defined before use at Settings > Service Interaction > Number generator sequences

Type B:

Number automatically assigned to the record defined by one sequence
If reference data is not included in your FOLIO environment, one sequence with the following code needs to be defined before use at Settings > Service Interaction > Number generator sequences or sequence might be changed to your requirements

Number generator	Code of sequence
Open access: Publication request number	requestSequence
Serials management: Pattern number	patternNumber

The display in Service interaction > Number generators can be used as overview of possible number generators and the count of sequences:

Name. The display label of the number generator. Used to group number generator sequences, and select from them in certain circumstances. Naming recommendation: App: Field e.g. Inventory: Accession number
Code. A unique string representing the number generator for technical purposes. Must not contain whitespaces. Once set, this field can no longer be changed. Naming recommendation: app_field e.g. inventory_accessionNumber
Sequences. The count of the number of sequences assigned to this generator in Settings > Service interaction > Number generator sequences.

Click the pencil icon under Actions to edit the name.

Click the trash can icon under Actions to delete the row for a number generator. Only available if no sequences are assigned. This number generator is then no longer functional.

Settings > Service Interaction > Number generator sequences

A sequence of a number generator defines how the number will be generated and then displayed by settings of several values.

To select a number generator for managing its number generator sequences use the drop-down menu Generator. In the section Sequences existing number generator sequences will then be displayed or made searchable.

In case the reference data is included in your FOLIO environment example sequences are defined. Please delete or change according to your own requirements.

Creating new number generator sequences

Select the Generator in the drop-down menu for which sequences should be created
In the Number generator sequences pane, click New.
In the New sequence window enter
- Name. Name of the number generator sequence. In cases where a selection from number sequences is required, this name will be displayed in the window for generating a new number. This field is editable.
- Code. Unique code of the number generator sequence. This must be unique within the number generator and contain no whitespaces. Once set, this field can no longer be changed.
- Enabled. An enabled number generator sequence will be displayed when selecting the sequence in the App UI. A sequence with the status false will not be displayed in the App UI until it is enabled again.
- Note. Description or information about this sequence can be entered here e.g. disabled sequence because of this reason
- Sequence settings
  - Maximum value. This is the maximum possible value for the sequence. When the maximum is reached, the sequence will no longer be usable.
  - Warning threshold value. When set, a warning will be displayed to users of the sequence when its value is reached. Must be lower than the maximum value.
  - Next value. This field shows the next value in the sequence based on the current value in the database. It can be set manually as the starting value for a new sequence.
  - Format. The Format field defines the length of the generated number (excluding the check digit, prefix, and suffix) and supports optional padding. Use # for digits without padding (e.g., #### for four digits). To add padding, specify the character. E.g., 0000 for leading zeros, resulting in outputs like 0045. If a Maximum value is set, the Format length must match it.
- Checksum settings
  - Method. The checksum method for the check digit. Use the checksum input template to define what needs to be included in the calculation e.g. prefix or suffix.
  - Input template. Create rules to define the number to be inputted when calculating the check digit. Both the prefix and suffix can be templated, using Groovy markup. Use ${generated_number} as placeholder for the generated number. E.g. 05${generated_number}01
- Output settings
  - Output template. The output template defines the rules applied to create the sequence. Templates are formed using Groovy. See below for more information.
Once you have included all of the information you want about the sequence, click Save & close. A confirmation message appears, and the sequence is saved and appears in the Number generator sequences table.

Checksum settings

Method

Select “None” for no checksum calculation. Methods for calculating check digits differ in weighting, direction, calculation like mod10 or mod11, calculation of remainder and other factors. Additionally some methods are named after its creator e.g. Luhn, others may be named after the number which is generated e.g. ISSN. Those methods can be used to generally generate numbers not related to numbers they are named after.

Name	Weighting	Direction	mod10/mod11	Remainder	Additional information	Length
21-RTL-mod10-I (Luhn)	21	right to left	weighted values greater than 9 have 9 subtracted mod10	(I) 10-remainder = check digit no remainder = 0	Luhn / Double-Add-Double	scalable
31-RTL-mod10-I (EAN) former name: EAN13	31	right to left	mod10	(I) 10-remainder = check digit no remainder = 0	Method is used for the European Article Number (EAN) / ISBN13	scalable
12-LTR-mod10-R	12	left to right	mod10	(R) remainder = check digit no remainder = 0		scalable
1793-LTR-mod10-R	1793	left to right	mod10	(R) remainder = check digit no remainder = 0		scalable
8765432-LTR-mod11-I-X (ISSN)	8765432	left to right	mod11	(I) 11-remainder = check digit result = 10 → check digit = X	Method is used for ISSN pattern for calculation: 8-7-6-5-4-3-2-1-0-10-9-8-…	7 + check digit scalable
2345678910-RTL-mod11-I-X (ISBN10)	2345678910	right to left	mod11	(I) 11-remainder = check digit result = 10 → check digit = X	Method is used for ISBN10 pattern for calculation: …-14-13-12-11-10-9-8-7-6-5-4-3-2	9 + check digit scalable

Input template

In those cases where the prefix and/or suffix needs to be included in addition to the sequential number generated into the calculation it can be defined via the field input template. Use ${generated_number} as placeholder for the generated number.

Examples

Included in calculation	Example
no prefix/suffix	${generated_number}
prefix	05${generated_number} 358${generated_number}
suffix	${generated_number}01 ${generated_number}1
prefix and suffix	05${generated_number}01 358${generated_number}2

Output settings

Output template defines the rules applied to create the sequence.

Please use Maximum value for the length and Format for padding.

Prefix and/or suffix can be included in the output template. (space characters are allowed)
In case the prefix or suffix includes $ please use $ for displaying $
Use ${generated_number} for the sequential generated number
To include the check digit (calculation defined by method and input template) use ${checksum}

Examples

Output template	Format	Next value	Display of number
2025-ABC ${generated_number}	000	1	2025-ABC 001
2025-ABC ${generated_number}	###	1	2025-ABC 1
A1/${generated_number}-B	0000	51	A1/0051-B
$ABC ${generated_number}	00000	7	$ABC 00007
$ABC ${generated_number}	#####	7	$ABC 7
1 N ${generated_number}: 2013	0000	325	1 N 0325: 2013
${generated_number}-${checksum}	0000	45	0045-5
A${generated_number}${checksum}	0000	45	A00455
05${generated_number}01${checksum}	0000	45	050045012

Depending on the method selected check digits are calculated differently. In those examples check digits are examples.

Searching and viewing number generator sequences

Select the number generator in the drop-down menu Generator
To search for number generator sequences for a number generator, enter your search term in the search box in the section Sequences and click Search. The search box searches through the Name and Code fields. In order to limit your search to specific fields, check or uncheck one or more of the Name, Code, Note and/or Output template check boxes below the search box, and the search will only search through the selected fields.
You can also filter on Enabled and Usage status. For more information on the filters, see the filter descriptions below.

Enabled

To filter sequences by enabled, select one of the following:

All. All enabled and disabled sequences.
True. Enabled sequences, which are displayed for selection in the window of the App UI
False. Disabled sequences, which are not displayed for selection in the window of the App UI.

Usage status

To filter sequences by Usage status, select one of the following:

All. All values are displayed
At maximum. Maximum number is reached. Sequence is no longer available for generating numbers.
Below threshold. Below warning threshold number, defined in sequence configuration for displaying warnings if desired.
Over threshold. Between warning threshold number and maximum number, defined in sequence configuration if desired.
No maximum set. No maximum number was set.
Results are listed in a table with pagination of 25. Use the buttons previous or next to display other pages. Number of results can be found at the right top corner of the result table.
To sort by a column, click the column name.
To view details of a sequence in the 4th pane, click on the name of the sequence in the first column.

Editing number generator sequences

Select number generator in drop-down menu Generator.
Search for the sequence and click on name of sequence in the left column of the table to open the detail view in the 4th pane.
To edit the sequence click Edit in Actions menu in the 4th pane
Window Edit sequence will be displayed
Edit sequence and Save & close or Cancel

Apart from the code of the sequences you can edit all other content in the edit sequence window - please be aware that changing content in edit sequences has impact on numbers being generated from this sequence in the future (e.g. it could cause duplicates or different length)

Disable number generator sequences

Select number generator in drop-down menu Generator.
Search for the sequence and click on name of sequence in the left column of the table to open the detail view in the 4th pane.
To edit this sequence click Edit in Actions menu in the 4th pane
To deactivate this sequence disable the checkbox Enabled
Save & close or Cancel

Deactivated sequences are no longer selectable and usable for generating numbers in the App UI.

For enabling the sequence again select the checkbox Enabled. The sequence will be displayed again when selecting the sequence in the App UI and will then continue to generate numbers from where it left off, if the sequence has not reached its maximum.

Deleting number generator sequences

Select number generator in drop-down menu Generator.
Search for the sequence and click on name of sequence in the left column of the table to open the detail view in the 4th pane.
To delete the sequence click Delete in Actions menu in the 4th pane
Click Delete in the window Delete sequence to delete the sequence permanently or Cancel

The sequence may be in use in one or more apps. If in doubt, consider disabling the sequence instead.

Using Number generator

Settings > App > Number generator options

Permissions

In order to interact with Number generator options settings for Apps, a user needs to be assigned the following permissions:

Capability Set (Eureka)	Type	Application	Action	Descriptions
UI-Inventory Settings Mange-Number-Generator-Options	Settings	app-platform-complete	view	This permission/capability set allows the user to view and edit Number generator options for Barcode, Accession number and Call number in Settings > Inventory > Holdings, Items > Number generator options.
UI-Oders Settings Number-Generator	Settings	app-acquisitions	manage	This permission/capability set allows the user to view and edit Number generator options for Barcode, Accession number and Call number in Receiving in Settings > Orders > General > Number generator options.
UI-Organizations Settings NumberGenerator	Settings	app-acquisitions	manage	This permission/capability set allows the user to view and edit Number generator options for Code in Settings > Organizations > Number generator options.

Enabling Number generators for Apps like Inventory, Receiving, Organizations

In Settings > App > Number generator options three options are available via drop-down (existing radio buttons will be changed to drop-down)

Off = Number generator off: number can be filled manually only.
On, field editable = Number generator on, editable: number can be filled using the generator and be edited, or filled manually.
On, field not editable = Number generator on, fixed: number can be filled using the generator only.

Default setting is Off

To enable the Number generator please select either On, field editable or On, field not editable

App	Number generator settings for
Settings > Organizations > Number generator options	Code
Receiving (Settings > Orders > General > Number generator options)	Barcode Accession number Call number
Settings > Inventory > General > Number generator options	Call number (Holdings) Barcode (Items) Accession number (Items) Call number (Items)

Use the same generated number for accession number and call number

When the option “Use the same generated number for accession number and call number” is selected, the same generated number for accession number will be entered automatically in the main call number field by using the accession number sequences. This additional feature is available for Inventory and Receiving.

Number generator for Accession number and Call number must be enabled via “On, field editable” or “On, field not editable” to enable the checkbox.

Using Number generators within Apps

Preconditions for using the Number generators within Apps

Number generator is enabled in Settings > “App” > Number generator options
- On, field editable = Number generator on, editable: number can be filled using the generator and be edited, or filled manually.
- On, field not editable = Number generator on, fixed: number can be filled using the generator only.
User has permissions either

Capability Set (Eureka)	Type	Application	Action	Descriptions
UI-Service-Interaction NumberGenerator	Data	app-platform-complete	view	This permission/capability set allows the user to view the number generators and number generator sequences settings and allows the user to generate numbers within apps.
or
UI-Service-Interaction NumberGenerator	Data	app-platform-complete	manage	This permission/capability allows the user to manage (view, create, edit, delete) the number generators and number generator sequences settings and allows the user to generate numbers within apps.

User has permissions to create and/or edit records (e.g. Inventory, Receiving, Organizations, Users, Serials Management, Open Access) in FOLIO depending on tasks
In Settings > Service interaction > Number generator sequences > Generator
- at least one sequence is predefined for every number generator which is enabled

Using Number generators

Inventory / Organizations

If the number generator is enabled and user has the applicable permissions then a button is displayed next to the field (e.g. user barcode, vendor code, item barcode, accession number, call number).

Click Generate “field name”
Window “field name” generator is displayed
Search by Name or Code of the sequences in the window “field name” generator
Optional: Use check box “Include sequences which have reached their maximum value” for displaying those sequences for information. Sequences which have reached their maximum value cannot be generated from.
Optional: Use check box “Exact code match” for searching the exact code
Select sequence
Click Generate “field name” to close window and generate number (or Cancel)
Generated number of the selected sequence is displayed in the field
After filling in all data save the entire record by clicking “Save & close” otherwise the generated number is not saved and a gap has been created.

Receiving

If the number generator is enabled, user has the applicable permissions and an item record is available then the number generator icon is displayed

Next at the right side of the item details in the Add/Edit piece window
In the Action column at the right side of the receive all table

Click icon Generate numbers
Window “Generate numbers” is displayed
Depending on settings in Settings > Orders > Number generator options up to three sequence search fields for Barcode, Accession number and/or Call number are displayed
Search by Name or Code of the sequences for each field you would like to generate a number
Optional: Use check box “Include sequences which have reached their maximum value” for displaying those sequences for information. Sequences which have reached their maximum value cannot be generated from.
Optional: Use check box “Exact code match” for searching the code with exact match
Select at least on sequence
Use x at the right side of the search fields if you would like to delete your selection
Click Generate numbers to close window and generate number (or Cancel)
Next value of the sequence is displayed in the field
After filling in all data save the entire record by clicking “Save & close” or Receive otherwise the generated numbers are not saved and gaps have been created.

In case that Use the same generated number for Accession number and call number is activated in Settings (Inventory and/or Receiving)

In Inventory the button “Generate accession and call numbers” is displayed
In Receiving the selection for “Accession and call number sequence” is displayed in the window Generate numbers

Accession number sequences apply and the same generated number is inserted into the accession number and the main call number field on item level.

Open Access and Serial management

For the Request number in Open Access App and for the Publication pattern ID in Serials Management App numbers will be automatically assigned defined by one sequence.

In addition to the permissions for Open Access and/or Serials Management users need permission

Capability Set (Eureka)	Type	Application	Action	Descriptions
UI-Service-Interaction NumberGenerator	Data	app-platform-complete	view	This permission/capability set allows the user to view the number generators and number generator sequences settings and allows the user to generate numbers within apps.
or
UI-Service-Interaction NumberGenerator	Data	app-platform-complete	manage	This permission/capability allows the user to manage (view, create, edit, delete) the number generators and number generator sequences settings and allows the user to generate numbers within apps.

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.

Allowed characters

Tags cannot be saved with space characters or pipe characters (|). They are removed before the tag is created.

Upper case characters will be converted to lower case when the tag is saved.

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.