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Resource Access (Circulation)

Guides to accessing libraries' resources

Item Records

Navigate to an item record from the Users app, Requests app, or Inventory 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, this will take you 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, this will take you to the item record.

 

Instance/Bib Record Access From Item Record

  • Following the prior steps, when on the item record, click on the linked title at the top of the record. This will take you to the instance record where you can view other items attached to the record.

Inventory App

  • Select which record level you would like to search (Instance, Holdings, or Item), or leave selection defaulted to Instance as you can view Holdings and Items from the Instance record as well.
  • Select search type from drop down on left, and enter search terms in the left search box.
  • Select any desired filters from the expanding menus beneath the search field by checking any applicable boxes
  • Click on the blue Search button beneath the search field.
  • Click on the desired  item from the list of results.
  • If searching Instance level, expand the Holdings heading in the instance record that appears to the right 
  • Click on the Item barcode to open the Item record
Review item status information from the Inventory app, or Users and Requests app if an item is checked out or held by a patron’s account. 

Inventory app

Users app

  • Load a user record
  • Click the “Requests” section drop down.
  • Click the “[#] open requests” link. (This will open the Requests app)

Requests app

  • Search in Requests to find the item the patron would like to know the status of, click the check box to the left or click over the item’s row.
  • The “Item status” is listed under the “Item information” drop down, and the “Request status” is listed under the “Request information” drop down.
Review the list of FOLIO item status descriptions, if needed.
To change the status of an item, it must not be connected to a user record. You may need to check the item in before you are able to change the status of the item. 
  • Load an item record
  • Click the blue "Action" button
  • Select the appropriate "Mark as..." status:
    • Mark as missing
    • Mark as withdrawn
    • Mark as in process (non-requestable)
    • Mark as intellectual item
    • Mark as long missing
    • Mark as restricted
    • Mark as unavailable
    • Mark as unknown
  • A "Confirm item status: --" pop-up will appear, click the "Confirm" button.
Review the list of FOLIO item status descriptions, if needed.
Load an item record and locate the "Item notes" tab to leave a note.
  • Click the blue “Action” button in the upper right corner of the record.
  • Select “Edit”
  • Scroll down to the “Item notes” section.
  • Click the “Add note” button.
  • Select the type of note required from the drop down menu.
  • Type the note in the text field to the right of your selection.
  • Check the box next to “Staff only”
  • When your edits are complete, click the blue “Save and close” button in the lower right.
  • Deleting: Click the trash icon to the right of a note field.
  • Remember: You can return to the item record, select Action and Edit, to make any corrections.
Load an item record and locate the "Loan and availability" section (below Item notes).
  • Click the “Add check in / check out note” button. 
  • Select the type from the drop down (check in note or check out note). 
  • Enter the note in the text field to the right. 
    • Check In Note Examples:  
      • Place on cataloging shelf upon return with note, “withdrawn item found.” 
      • Place on damaged shelf upon return / Send to Preservation upon return. 
      • Send to Patron Accounts upon return. 
    • Check Out Note Examples: 
      • Confirm all parts present before checking out. Should contain: charging cable, SD card, case, camera. 
  • Check the box for staff only. 
  • Click the Save and close button. 
Load an item record and locate the "Condition" tab to mark missing parts/pieces or damage.
  • On the item record, click the blue “Action” button in the upper right corner of the record.
  • Select “Edit”
  • Scroll down to the “Condition” section.

Missing Pieces

  • Enter the number of missing pieces in the first entry field.
  • Enter a description of what is missing in the next entry field.
  • Enter or select the date in the third entry field.

  • When your edits are complete, click the blue “Save and close” button in the lower right.

Damage

  • Select Damaged or Not Damaged from the drop down menu.
  • Enter or select the date in the next entry field.
  • Add any additional information in the item notes.

  • When your edits are complete, click the blue “Save and close” button in the lower right.

If you come across an item that does not have a barcode, a barcode will need to be added.
  • Locate the desired item record.
  • Under the "Holdings" dropdown
  • Select "no barcode" this will bring you to item record page
  • Use the "actions" dropdown, select "edit"
  • Enter barcode as it appears on the barcode sticker in empty barcode field
  • Save and close
Review and copy item information from the Inventory app. 
  • When locating an instance record, expand the Holdings heading in the instance record that appears to the right and the associated Item records will appear.
  • Click the clipboard icon next to the Item barcode to copy.
  • Or, Click on the Item barcode to open the Item record.
  • The clipboard button appears next to some item information fields and allows for quick copying of information. 
    • Other fields may require you to highlight the information, right click and select copy or Ctrl+C.
Sorting item summaries in the Inventory app.
  • When searching in the Inventory app, the instance records list can be sorted by Title and Contributors by clicking the column titles.
  • Once an instance record is selected, you can expand the “Holdings” section to show all associated item records.
  • You can sort the item records by selecting any of the bolded column titles.
Fast Add allows library staff to create brief Inventory records for previously uncatalogued items.
  • Open the Inventory app
  • Do an Instance search for the title to confirm there is not a record in FOLIO
  • Once you have confirmed there is no existing FOLIO record, click on the “Actions” button in the top right corner and select “New Fast Add Record”.

In the Instance section:

  • Make sure Suppress from discovery is unchecked if you don’t want to suppress the record.
  • Set the Instance status term to “uncataloged.”
  • Input a Resource title.
  • Set the Resource type to the appropriate value. (See chart)
  • In the Holdings section, set the Permanent location to the appropriate value.

In the Item section:

  • Input a barcode if needed.
  • Set the Material type to the appropriate value. (See chart)
  • Set the Permanent loan type to the appropriate value. (See chart)
  • Create a Check in note or Check out note if needed.
    • If no Check in/out note is needed, click the trash can at the far right to delete the note box.
  • Click Save and Close.