Resource Access (Circulation)

Tags Button:

There is a Tags button at the top right of the user window (next to Actions button) that you can click to apply a tag to the patron account.

Actions Button:

The “Actions” button is at the top right of the user window and allows you to select “Edit” or “Export fees/fines.” 

• Selecting “Edit” allows you to make changes to patron information (User information, Extended information, Contact information, Service points).
• Expand the “Notes” tab to add/edit a patron account note.

Labeled Tabs:

All patron account information can be accessed by selecting the labeled tabs to expand their contents. You may also click on the “Expand all” link to the right of the “User information” field.

• Some of the tabs offer counters to the right so you can see the number of loans or requests without opening the tab.
• Tabs: User information, Patron blocks, Extended information, Contact information, Department, Proxy/sponsor, Loans, Requests, Service Points, Notes.

Viewing loans and requests from the Users app.

Users App

• Click the “Loans” section drop down.
• Click the “[#] open loans” link. (This will open the Loans window within the Users app)
• Click on the row of the item you would like to view, this will show the Loan Details.
  • Click on the item barcode link, to go to the item record 

OR

• Click the “Requests” section drop down.
• Click the “[#] open requests” link. (This will open the Requests app, continue below.)

Requests App

• Click on the row of the item you would like to view, this will show the Request Details 
  • Click on the item barcode link, to go to the item record.

Once you have located the user record, the user’s information will appear on the right panel.  

• Click the Actions button at the top right, and select edit
• Edit user information as needed.
  • We can now add a Preferred first name in the far right name field.
  • See the chart and last page of the FOLIO in-person manual account setup for important account renewal information before completing renewal edits.
• Click Save and Close

Note: If you would like to notate a user record, you will need to expand the “Notes” tab on the user record.

Follow instructions to Edit User Record.

• Scroll down to click the Service Points tab. This will list the current service points the user record is attached to.
  • To delete service points, click the x button to the right of the service point
  • Select a “Service point preference” from the drop down menu to make it the default service point used.
• Click the “Add service points” button. This will open the list of service points available.
• Click the selection box next to all service points you would like to be able to use. 
• Click the “Save and close” button
• This determines the options that are displayed in the location drop down menu (found in the top right corner of the FOLIO app bar).

Follow instructions to Edit User Record.

• Expand the “Proxy/sponsor” tab.
• Adding a Sponsor allows this user to borrow on behalf of the sponsor.
• Adding a Proxy allows the proxy to borrow on behalf of this user.
• Click the “Add” button under the appropriate role the patron would like to add, and a search window will appear.
• Search for the user to add.
• In the new proxy or sponsor field, select:
  • Relationship status: Active 
  • Expiration date: if requested
  • -- can request for -- : yes or no will determine whether the target user can place requests/holds on behalf of the other user
  • Notifications sent to: Proxy or Sponsor
• Click the “Save and close” button in lower right
• Or click the trashcan icon to delete

Edit User Record to send a Libraries Account password reset link.

• Scroll down to the Username field
• Click the “Send reset password email” link to the right of the Username
• Show the patron how to open and log into the new Library Catalog:
  • Click the “Try it out” link on the Libraries homepage
  • Click “Login to My Library Account” at the top
    • Public patrons use the Catalog Login

Load a User record to leave a note. Expand the “Notes” tab to add/edit a patron account note.

New Note

• Click “New" button
• Select note type from drop down if applicable
• A note title is required
• Enter your note in the text box which allows for links and formatting. 
  • Please include a date in your note, as any updates to the note will change the system timestamp to the most recent edit.
• If you want the note to be a pop-up message, you can check a box to indicate where the pop-up should appear; in the Check out app, Users app, or both.
• When finished, click the “Save & close” button in the bottom right.

Edit Note

• Click on an existing note displayed under the Notes tab
• Click on the note you would like to edit
• Click “Actions” button in the upper right and select “Edit”
• When finished, click the “Save & close” button in the bottom right.

Delete Note

• Click on an existing note. This opens the note window.
• Click “Actions” button in the upper right and select “Delete”
• Confirm by clicking “Delete” button in the pop-up window

Open the Users app to create a User record.

• In the user search results pane, click Actions and then New
• In the Create user window, fill in the appropriate information
• Once all information is entered, click save and close

Full In-Person Manual Account Setup

To mark an item as claimed returned on a patron account, load the user record from the Users app.

Mark Item Claim Returned

• Click the “Loans” section drop down.
• Click the “[#] open loan” link.
• Find the item the patron would like to claim returned, click the check box to the left or click over the item’s row.
• Click the “Claim returned” button above the item information fields.
• Pop-up - Under “Additional information,”  add any patron provided information about the context of the claimed item return such as date, time, or location, and add your initials.
  • Double check the note as you are unable to edit it after confirming.
• Click the “Confirm” button. The claim will appear as a timestamped action under the “Loan details.” 

Clearing a Claimed Returned Status

• Open the “Check in” app.
• Scan or manually enter the item’s barcode and click “Enter” button.
• Pop-up - “Check in claimed returned item”
  • If we found the item, click “Found by library.”
  • If the patron returned the item, click “Returned by patron.”

*Process for Patron Accounts use only.

• Services has a separate initial process for when a patron has lost an item.
• See Change Item Status to mark an item as Missing.

To declare an item checked out on a user/patron account as lost, open the Users app and locate the user record.

• Click the “Loans” section drop down.
• Click the “[#] open loan” link.
• Find the item to be declared lost and click the ellipses to the right of the item information.
• Select “Declare Lost” from the options that appear.
• A pop-up will appear. Under “Additional information,”  add any patron provided information about the context of the loss and add your initials.
  • Double check the note as you are unable to edit it after confirming.
• Click the “Confirm” button. 
  • The item status will change to “Declared lost” and an amount will appear under the “Fees/fines incurred” column.
• Close the window (top left X) and you will be returned to the Users record window.

Sorting item summaries in the patron account within the Users app.

• See User (Patron) Records > Load/View User Record to load a patron account.
• Click the “Loans” section drop down.
• Click the “[#] open loans” link. (This will open the Loans window within the Users app)
• Select any of the bolded column titles to sort.

OR

• Click the “Requests” section drop down.
• Click the “[#] open requests” link. (This will open the Requests app.)
• Select any of the bolded column titles to sort.

Review and copy item information from the Users and Requests app if checked out or held by a patron’s account. 

Users App

• See User (Patron) Records > Load/View User Record to load a patron account.
• Click the “Loans” section drop down.
• Click the “[#] open loans” link. (This will open the Loans window within the Users app)
• Click on the row of the item you would like to copy from, this will show the Loan Details where you can manually copy any relevant data. 
• If further item data is needed, click on the item barcode link, this will take you to the item record where you can use the clipboard to copy the HRID or the item barcode, and manually copy any other item data (see instructions under Inventory App section).

OR

• Click the “Requests” section drop down.
• Click the “[#] open requests” link. (This will open the Requests app, continue below.)

Requests App

• Click on the row of the item you would like to copy from, this will show the Request Details 
• Click the clipboard icon next to the Item barcode to copy. You can also manually copy any relevant data.
• If further item data is needed, click on the item barcode link, this will take you to the item record where you can use the clipboard to copy the HRID or the item barcode, and manually copy any other item data (see instructions under Inventory App section).