FOLIO Documentation – Resource Access (Circulation)

Docs: Check in

Fri, 03 Dec 2021 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.

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.

For use at location

Libraries can use the For-use-at-location functionality for special collection items that can only be used in the special collections room, or for in-library-use-only items, such as laptops. The environment variable ENABLE_FOR_USE_AT_LOCATION needs to be set to True for the feature to be available. If the environment variable is set to False, then check out works as described in Checking in an item.

The For-use-at-location functionality allows a patron to return an item to a service point with the option of keeping the item on the hold shelf, so they can come back later and check the item out again. The loan will stay open on the patron’s account. The item can be checked out and returned repeatedly, as long as the item is within the loan period, and the patron returns to check out the item within the For-use-at-location hold shelf expiration interval set in the associated Loan policy. The hold shelf expiration countdown starts when the item is checked in. If the patron does not check out the item before the For-use-at-location hold shelf expiration interval set in the loan policy expires, then the item will be included in the hold shelf clearance report, and the loan will be closed. A loan will be For-use-at-location when the associated Loan policy has the For use at location option selected. Since Loan type displays in New requests and in Check out, it can be helpful to use an appropriately named Loan type as the Circulation rule criteria in For-use-at-location loans. For example, loans with circulation rule

t for-use-at-location-loan-type : l for-use-at-location-loan-policy r allow-all n send-no-notices o overdue-fine-policy i lost-item-fee-policy

will display the Loan type for-use-at-location-loan-type in New requests and at check out, which can be helpful for library staff.

Note: The For-use-at-location feature is intended to be used for long-term loans, not for loan intervals of minutes or hours. The hold shelf expiration will default to 11:59 PM, even if, e.g., the item is returned at 11:00 AM and the hold shelf expiration interval set in the associated loan policy is two hours.

See Users > Loans for how to see what items a user has on hold for-use-at-location.

For use at location check in

You have three options for Check in action for-use-at-location. You choose the default action for the service point in Settings > Tenants > Service Points > Edit. The option will remain in effect until the session is closed, or you choose a different action. The action chosen will only affect For-use-at-location loans.

The three options are:

Keep on hold shelf. The loan will remain open, and the item status will remain Checked out. The For-use-at-location hold shelf expiration period set in the associated loan policy will reset. If the patron does not check the item out again within this period, then the item will be included in the hold shelf clearance report, and the loan will be closed. This action is recorded in the Circulation log with Object = Loan and Circ action = Held.
Close loan and return item. The loan is closed. The item status will change to Available or In transit. This action is recorded in the Circulation log with Object = Loan and Circ action = Check in.
Ask for action. On scanning in the item barcode, you will see a popup asking you to select Cancel, Close loan and return item, or Keep on hold shelf.

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: 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 in the following order. 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.
Custom fields: Any custom fields selected to display at Check out will display.

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. Use your internet browser’s print feature to print the Scan items pane in a print-friendly format.

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: 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 actions are not included.
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 actions are not included.
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.
In use. Include In use at location actions.
Held. Include Held at location actions.

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.

There is no filter for requests created by overriding a patron block. To find these actions in the circulation log, export the circulation log and filter by Object = Request and Circ action = Created through override.

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: 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: 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
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. If you see For use at location then the associated loan policy is a For use at location loan policy.
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. If you see For use at location then the associated loan policy is a For use at location loan policy.
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. Pick slips will print sorted by effective location and then by shelving order.

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. Pick slips will print sorted by effective location and then by shelving order.

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: Additional topics (Resource Access)

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

In addition to workflows that take place in a single app, library staff will also want to know about workflows that cross multiple apps, such as managing fees and fines, and managing loans and circulation rules together.

FOLIO Documentation – Resource Access (Circulation)

Docs: Check in

Permissions

Adding a capability or capability set to an Authorization role

Checking in an item

For use at location

For use at location check in

Pop-ups that can occur when checking in an item

Columns in the Scanned Items table

Getting additional item information

Checking in an item on route to another service point

Floating collections

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

Checking in an item with a request (delivery fulfillment)

Checking in and backdating an item

Anonymizing a loan that has been checked in

Recording in-house use of an item

Printing a transit slip

Creating a new fee/fine

Ending a check in session

Docs: Check out

Permissions

Locating a patron in the system

Patron details displayed

Accessing the patron’s data

Checking out to a proxy borrower

Scanning the item to check out

Pop-ups that can occur when checking out an item

Getting additional item information

Changing the due date of an item

Printing due date receipts

Adding a loan comment

Displaying profile pictures at check out

Ending the check out session

Docs: Circulation log

Permissions

Generating a circulation log

Generating circulation actions associated with a user barcode

Generating circulation actions associated with an item barcode

Generating circulation actions by description

Generating circulation actions by date

Generating circulation actions by service point

Loan filter options

Notice filter options

Fee/fine filter options

Request filter options

Columns in the circulation log

Getting additional circulation action information

Exporting circulation log search results

Docs: Courses

Permissions

Keyboard shortcuts

Implementation considerations

Integrations

Searching for courses

Searching for reserves

Creating a course

Creating a course - reminders

Editing a course

Deleting a course

Adding a cross-listed course

Editing a cross-listed course

Deleting a cross-listed course

Duplicating a course

Adding an instructor to a course

Editing an instructor

Deleting an instructor

Adding and removing notes

Adding a new note to a course

Assigning an existing note to a course

Editing an existing note on a course.

Unassign a note from a course.

Deleting a note

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

Adding a reserve item to a course using Fast Add

Editing a reserve item

Managing copyright information on a reserve record

Removing a reserve item from a course

Docs: Reading room access

Permissions