FOLIO Documentation – Settings

Docs: Settings > Acquisition units

Fri, 15 May 2026 00:00:00 +0000

The Acquisition units section of the Settings app is where you can configure your acquisition units and assign users to the units you created.

Acquisition units are an additional layer you can add to acquisitions and ERM records that restrict a user’s ability to interact with those records unless they have been assigned to that unit. While acquisitions- and ERM-related capabilities may allow a user to perform certain actions within a particular app to any record within that app, acquisition units can further limit user access to only individual records.

For example, a university that shares FOLIO across multiple independent libraries, such as a Law Library, Medical Center Library, and Undergraduate Library could set up separate acquisition units for each library and assign staff from each library to the appropriate unit. Only staff within an assigned acquisition unit could take allowed actions on agreements, licenses, orders, organizations, invoices, or funds that share the same acquisition unit assignment. Even if a Law Library user has authorization to create and delete records within the Finance app, they would still be restricted from creating or deleting a Medical Center Library fund if they are not assigned to the Medical Center Library acquisition unit.

Acquisitions units can be applied to the following types of records in FOLIO:

Agreements (inherited by associated agreement lines)
Fiscal years
Ledgers
Groups
Funds
Invoices (inherited by associated invoice lines)
Licenses (inherited by associated amendments)
Orders (inherited by associated order lines)
Organizations
Receiving titles

Capabilities & capability sets

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

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

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

Creating an acquisition unit

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

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

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

Assigning users to an acquisition unit

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

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

Deleting a user from an acquisition unit

In the Acquisition units pane, find the acquisition unit you want to delete the user from and select it.
In the Acquisition unit detail pane, locate the user you wish to delete under the Assigned users accordion.
Click the trash can icon at the end of their row. The user is removed from the list and deleted from the unit.

Editing an acquisition unit

In the Acquisition units pane, find the acquisition unit you want to edit and select it.
In the Acquisition unit detail pane, click Actions > Edit.
Edit the acquisition unit.
Click Save. The acquisition unit is updated.

Deleting an acquisition unit

Note: You cannot delete acquisition units that have users assigned to them. Acquisition units can be deleted if in use on records in acquisitions or ERM apps. This may leave a broken reference on these records, so it is recommended to check for usage of the acquisition unit within the supported apps prior to deletion.

In the Acquisition units pane, find the acquisition unit you want to delete and select it.
In the Acquisition unit detail pane, click Actions > Delete.
In the Delete acquisition unit dialog, click Confirm. The acquisition unit is deleted and is removed from the Acquisition units pane.

Docs: Settings > Agreements

Tue, 31 Oct 2023 00:00:00 +0000

The Agreements section of the Settings app is where you can partially customize the display of agreement records, create supplementary properties, and manage pick lists.

Permissions

In order to interact with Agreements settings, a user needs to be assigned the following permissions:

Settings (Agreements): Can view and edit general settings. This permission allows the user to view and edit the Display settings in the General settings section of the agreements settings.
Settings (Agreements): Manage agreement supplementary properties. This permission allows the user the ability to manage the available supplementary properties. It also grants all permissions included in “Settings (Agreements): Can view and edit general settings.”
Settings (Agreements): Manage pick lists and values. This permission allows the user the ability to manage pick lists and pick list values. It also grants all permissions included in “Settings (Agreements): Can view and edit general settings.”
Settings (Agreements): Can view app settings. This permission allows the user to view permissions to a set of “app settings” via the Settings. As of Lotus, the available app settings are to set up options for storing documents uploaded to the Agreements module in database (default) or S3 storage.
Settings (Agreements): Can view and edit app settings. This permission allows the user to view and edit permissions to a set of “app settings” via the Settings. As of Lotus, the available app settings are to set up options for storing documents uploaded to the Agreements module in database (default) or S3 storage.

Settings > Agreements > Display settings

Use the settings in this section to turn certain features in agreement records on or off.

Hide internal agreements knowledgebase

If you are using an external knowledge base (for example, you are using EBSCO with the eHoldings app) and want to hide the internal knowledge base available in the Agreements app, select the Hide internal agreements knowledgebase checkbox. The checkbox is cleared by default.

Selecting the checkbox causes the following to happen:

The E-resources tab in the Agreements app is hidden.
The basket icon in the Agreements app is hidden.
The E-resources covered by this agreement section does not appear in the agreement details pane.

Tabular list pagination

Use this setting to control the number of lines to show per page (i.e. before showing the “Load more” button) in multi-column lists (tabular lists) across the Agreements application. The default value for all lists is 10. The multi-column lists affected are:

Agreement view pane > Agreement lines
Agreement view pane > E-resources covered by this agreement
E-resource view pane > Options for acquiring e-resource
Package view pane > E-resources in package
E-resource view pane > Agreements for this e-resource

Display “Suppress from discovery” setting on

Use this setting to enable the Supress from discovery checkbox to display in agreement line records and/or package content item records. All checkboxes are selected by default.

Turning this setting on doesn’t automatically suppress agreement line records and/or package content item records. Rather, you are given the option to hide individual agreement line records and/or package content item records from your discovery layer when this setting is selected. For example, if you clear the checkboxes, then the Supress from discovery checkbox doesn’t appear on either record.

To enable the Suppress from discovery checkbox, follow these steps:

To display the Suppress from discovery checkbox on agreement lines, select the Agreement lines checkbox.
To display the Supress from discovery checkbox on package content items, select the Package content items checkbox.

To disable the Suppress from discovery checkbox, follow these steps:

To disable the Suppress from discovery checkbox on agreement lines, clear the Agreement lines checkbox.
To disable the Supress from discovery checkbox on package content items, clear the Package content items checkbox.

Hide accordions in agreement edit view

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

Selecting the checkbox causes the following to happen:

The Usage data module in the Agreements app is hidden.

Settings > Agreements > Supplementary properties

Supplementary properties are an optional way to record additional information about the agreement not captured anywhere else in the record. For example, the authentication method used to access the material covered by the agreement.

When you configure supplementary properties, the Supplementary properties section appears in your agreement records. Supplementary properties are similar to license terms. There are two types of supplementary properties you can create in FOLIO: primary and optional. Primary properties appear on every agreement record by default. Optional properties can be added on an agreement-by-agreement basis.

Creating a supplementary property

Click New.
In the New supplementary property box, fill in all the fields:
- Type. Select a property Type from the drop-down list: Decimal, Integer, Text, Pick list, Pick list (multi-select), or Date.
- Pick list and Pick list (multi-select). If the property type selected is Pick listor Pick list (multi-select), a pick list field displays. Select the Pick list you want to use from the drop-down list. For more information on pick lists, see Settings > Agreements > Pick lists.
- Label. The property name that appears when displaying the property to users in FOLIO. It is recommended that you create a short text string that clearly communicates the information recorded in the property. If you need to further explain the property, you should use the Description field.
- Name. Used when outputting property data in a machine readable format. It is not intended to be displayed to users (staff or patrons). It should be a short Latin alphabet string that can be used by any external systems or programs that access the agreement property data. Use of camelCase is suggested but not required. Changes to the Name affects any external systems using agreement property data and changes should not be made without consulting those responsible for relevant external systems and software.
- Description. Use to provide further explanation of the property. In the Agreements app, you can display the description by clicking the information icon next to the property’s label.
- Category. (Not required.) Supplementary properties can be categorized for Open Access and other uses. Each category will appear as a separate accordion when viewing or editing the agreement. You can also filter properties by category under the Category drop-down list, which contains any categories that you have allocated to properties. To add a category, click on the Category box. You are offered a list of existing categories that will filter as you type. You can add new categories by typing a new value and clicking the option to Add context . If you remove all occurrences of a category across all properties, it will be removed from the list of existing categories.
- Order weight. To determine the order in which the properties appear in the agreement record, enter a number. If you do not set a value and leave the order weight at 0 for each property, or they all contain the same number, then they are sorted alphabetically. When sorted alphabetically, uppercase letters are sorted before lowercase letters. For example, “Zebra” appears before “aardvark.”
- Primary property. Select whether the property is a primary property. Primary properties always display in agreement records. If you select No, then the property will be optional, and you have to manually add it to an agreement record whenever you want to use that property.
- Deprecated. Use to indicate if a property should be deprecated. If Yes is selected, then the property will be preserved in past agreements, but will not display in the list of available properties when adding properties to an agreement going forward.
- Default visibility. Select whether you would like the property to display internally within FOLIO, or externally to the public (for example, if you are setting up properties to display in your catalog).
Click Save. A confirmation message appears, and the supplementary property is saved and appears in the Supplementary properties pane.

Editing a supplementary property

Find the property you want to edit and click Edit at the top of its property box.
Make your desired changes to the property.
Click Save. A confirmation message appears and the property is updated.

Deleting a supplementary property

Note: You can only delete a property if it is not assigned to any agreement records.

Find the property you want to edit and click Delete at the top of its property box.
In the Delete supplementary property dialog, click Delete. A confirmation message appears and the property is deleted.

Searching a supplementary property

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

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

Settings > Agreements > Pick lists

A pick list is a customizable drop-down list used in the Agreements app. Pick lists are applied to Supplementary properties that have Pick list as their property type. Additionally, default pick lists like Status, Reason for closure, and Renewal priority can be found in this setting.

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

Use this setting to establish the names of your available pick lists. Once you have named your pick lists, you can configure the values that are available in each pick list in Settings > Agreements > Pick list values .

Creating a pick list

Note: Pick lists cannot be edited once they are created. However, they can be deleted.

Click New.
Enter a name in the Pick list box.
Click Save. The pick list is saved and appears alphabetically in the Pick list column.

Deleting a pick list

Note: You can only delete pick lists if they aren’t assigned to any agreement records. If they are currently being used, the trash can icon doesn’t appear in the Actions column.

Find the pick list you want to delete.
In the Actions column, click the trash can icon.
In the Delete Pick list dialog, select Delete. A confirmation message appears and the pick list is deleted.

Settings > Agreements > Pick list values

Pick list values are the values available for selection within a pick list. You must first create the pick list in Settings > Agreements > Pick lists before creating its values.

Note: FOLIO contains default pick lists that can only have their values edited. These values cannot be deleted, and new values cannot be added. The New button appears grayed out and the trash can icon won’t be present for these pick lists.

Adding pick list values

Select the Pick list to which you want to add values in the drop-down list.
Click New.
Enter a Label. The label appears as an option in the pick list.
Click Save. The label is saved and its value is generated.

Editing pick list values

Note: If you edit a pick list value, only the Label changes and not the Value.

Select the Pick list with the value you want to edit in the drop-down list.
In the row of the value you want to edit, click the pencil icon.
Edit the Label.
Click Save. The label is updated.

Deleting pick list values

Select the Pick list with the value you want to delete in the drop-down list.
In the row of the value you want to edit, click the trash can icon.
In the Delete Value dialog, click Delete. A confirmation message appears and the value is deleted.

Settings > Agreements > App settings

File storage

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

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

Settings (Agreements): Can view and edit app settings

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

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

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

Docs: Settings > Authorization Roles

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

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

Definitions of terms related to Settings > Authorization roles:

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

Capabilities

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

For all Settings > Authorization roles capabilities:

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

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

Permission name/displayName to capabilities mapper

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

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

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

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

Create an authorization role

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

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

Assign or unassign an Authorization role

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

Edit an Authorization role

See Role modification.

Duplicate an Authorization role

See Role Duplication.

Delete an Authorization role

See Role Deletion.

Docs: Settings > Calendar

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

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

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

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

Permissions

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

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

Settings > Calendar > All calendars

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

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

Settings > Calendar > Current calendar assignments

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

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

Settings > Calendar > Monthly calendar view

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

View a calendar

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

A calendar has five sections:

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

Create a new calendar

To create a new calendar:

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

Next, you will add open hours.

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

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

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

To add Hours of operation:

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

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

Add exceptions to a calendar

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

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

There are two types of exceptions:

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

To add an exception to a calendar:

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

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

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

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

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

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

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

Duplicate an existing calendar

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

To duplicate a calendar:

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

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

Edit an existing calendar

To edit an existing calendar:

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

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

Delete a single calendar

Users with appropriate permissions can delete FOLIO calendars.

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

To delete a single calendar:

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

Purge old calendars

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

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

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

Docs: Settings > Circulation

Mon, 21 Mar 2022 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 Circulation section of the Settings app is where you establish your loan policies, lost item policies, overdue policies, notices, and other circulation configurations.

Permissions

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

To add a capability set to an Authorization role:

Select all applications to ensure access to all capability sets.

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

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

The following are all the Settings > Circulation capability sets.

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

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

Settings > Circulation > Circulation rules

Using Folio specific criteria and logic, libraries can create rules that determine how items circulate. Each circulation rule is made up of one or more criteria and the policies associated with those criteria. When a defined set of criteria matches a circulation action, the policies attached to those criteria are applied. You can find the guidelines for constructing circulation rules in the FOLIO GitHub Circulation rules documentation.

You can write circulation rules to determine the following:

The groups of patrons that can borrow items.
The rules for items in different locations, libraries, campuses, or institutions.
The types of items (material types or loan types) that can be borrowed.
The number of items of a particular type that a patron can borrow.
The notices that are sent to patrons.
The fines and fees that are charged.

Implementing Circulation rules

Before you implement Circulation rules, you need to configure these settings in FOLIO:

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

Read the FOLIO GitHub Circulation rules documentation.
Determine if you want to use automated item blocks. If so, follow the Automated Item Block guidelines.

Creating circulation rules

Add your circulation rules to the Circulation rules editor. The editor contains responsive features that help you write the rules. For example, when you type a criteria letter, the Circulation rules editor facilitates your selection of the criteria value by displaying a drop-down list of the possible values for that criteria. Click Save once you have completed adding your circulation rules.

Circulation rule tips

When writing your circulation rules, keep the following in mind:

You can use comments in the rules editor. Enter a # or / to add a comment line.
When adding a criteria in the location tree, the Editor will provide a tool to allow you to pick from the location hierarchy, and then pull in the code value for you.
Rules can be written in a nested format to make them easier to read.
You can use keywords to match on all or none for a particular criteria.
You can specify the priority order for criteria for cases where more than one rule matches.

Settings > Circulation > Other settings

Patron id(s) for checkout scanning

This setting allows you to specify what types of patron IDs can be scanned to checkout items. All options correspond to fields in the user record.

At least one of the options must be selected:

Barcode.
External system ID.
FOLIO record number (ID).
Username.
User custom fields.

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

Automatically end check in and check out session after period of inactivity

This setting is turned on by default with an inactivity period of 3 minutes.

Select the Automatically end check in and check out session after period of inactivity checkbox to turn the setting on.
Enter the number of minutes of inactivity after which the session should end.
Click Save.

Enable audio alerts

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

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

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

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

Since the inventory app requires unique barcodes, libraries with this scenario need to append a string to the barcode. That will make the barcode unique without changing the physical barcode on the item. The library then needs the Check in and Check out apps to know what to do if they search for the physical barcode on the item and it’s possible to retrieve more than one record.

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

Users custom fields to display at Check out

Use the dropdown to select the custom fields you want to have displayed at Check out. Custom fields are configured in Settings > Users. If no custom fields have been configured, the message No matching custom fields have been configured will display. Selected custom fields will appear in the selection box, and can be deslected by clicking on the x after the field name.

Settings > Circulation > Staff slips

Staff slips allow you to configure the information that appears on your staff slips. You have the option of printing these slips when their associated action occurs:

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

Using tokens with staff slips

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

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

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

Configuring a staff slip

In the Staff slips pane, select the staff slip you want to configure.
In the staff slip details pane, click Edit.
Optional: Enter a Description in the box.
Use the Display box to edit the slip. Click { } to add tokens to the slip.
Optional: Click Preview to view a preview of the slip.
Click Save & close. The slip is saved and updated.

Previewing a staff slip

In the Staff slips pane, select the staff slip you want to preview.
In the staff slip details pane, click Preview. A Preview of staff slip - [slip type] window appears and the preview is shown.
Optional: To print the preview, click Print.
To close the window, click Close.

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

Settings > Circulation > Fixed due date schedules

Fixed due date schedules are used in Loan policies when you want to have a loan period with a specific end date.

Creating a fixed due date schedule

In the Fixed due date schedules pane, click New.
In the Create fixed due date schedule window, enter a Fixed due date schedule name.
Optional: Enter a Description in the box.
In the Schedule section, enter a date range for the fixed due date by selecting dates in the Date from and Date to boxes. Items checked out during this date range will be due on the Due date selected in step 5.
Enter the Due date that applies to all items checked out during the time range you selected above.
Optional: To create additional date ranges, click New and repeat steps 4 and 5. If you need to delete a date range, click the trash can icon.
Once you are finished creating your schedule, click Save & close. The fixed due date schedule is saved and appears in the Fixed due date schedules pane.

Duplicating a fixed due date schedule

In the Fixed due date schedules pane, select the fixed due date schedule you want to duplicate.
In the fixed due date schedule details pane, click Actions > Duplicate. A Create fixed due date schedule window appears with the same fixed due date schedule information.
Edit the fixed due date schedule. Note that you must change the Fixed due date schedule name to a unique name.
Click Save & close. The fixed due date schedule is saved and appears in the Fixed due date schedules pane.

Edit a fixed due date schedule

In the Fixed due date schedules pane, select the fixed due date schedule you want to edit.
In the fixed due date schedule details pane, click Actions > Edit.
Edit the fixed due date schedule.
Click Save & close. The fixed due date schedule is updated.

Delete a fixed due date schedule

In the Fixed due date schedules pane, select the fixed due date schedule you want to delete.
In the fixed due date schedule details pane, click Actions > Delete.
In the Delete fixed due date schedule dialog, click Delete. The fixed due date schedule is deleted and a confirmation message appears. Note that you cannot delete a fixed due date schedule that is being used in a loan policy.

Settings > Circulation > Loan anonymization

When closed loans are anonymized, all related patron information is removed from the loan, but the action will still appear in the Circulation log.

Closed loans

Anonymize closed loans

Select one of the following options to determine if closed loans are anonymized:

Immediately after loan closes. The anonymization process begins after the session is closed. Immediate anonymizing of loans runs on a schedule that can be determined by your system administrator or hosting provider.
[Interval of time] after loan closes. Use the boxes to select the interval of time.
Never.

Treat closed loans with associated fees/fines differently

If you want to treat loans with fees/fines differently, select Treat closed loans with associated fee/fines differently. The Closed loans with associated fees/fines section appears once the checkbox is selected. If the checkbox is cleared, then closed loans with associated fees/fines are treated according to the option you selected in Closed loans.

Closed loans with associated fees/fines

Anonymize closed loans

Select one of the following options to determine if closed loans with associated fees/fines are anonymized:

Immediately after fee/fine closes.
[Interval of time] after fee/fine closes. Use the boxes to select the interval of time.
Never.

Exception for payment method

If you want to create exceptions for closed loans with associated fees/fines paid off using a certain payment method, follow these steps:

Click Add exception to add an exception for a payment method.
Select the Payment method.
Select when you want to anonymize loans paid off with the payment method.
Optional: Click Add exception to create additional exceptions. If you need to delete an exception, click the trash can icon.
Click Save. The loan history settings are saved and a confirmation message appears.

Settings > Circulation > Loan policies

Loan policies determine how an item is treated if it is checked out, renewed, or requested. Loan policies include a wide variety of configuration options and are used in Circulation rules.

Loan policy behavior differs depending on the unit of time used for the loan period. If an item is checked out for minutes or hours, the loan is considered “short term.” If an item is checked out for days, weeks or months, the loan is considered “long term.” See Additional topics > Loans for more information.

Implementation considerations

You may find it beneficial to consider your current loan policies and lending rules and write policies to reflect your library’s typical loan behaviors. Loan policies are reusable in circulation rules, so you do not need to create multiples of the same type of policies to be applied to different patron groups, for example.

Before you begin configuring your loan policies, make sure you have set up your Fixed due date schedules, if you will be using schedules in your policies.

After you create your loan policies, you should test them to make sure they function as expected.

Creating a new loan policy

In the Loan policies pane, click New.
In the New loan policy window, enter a Loan policy name in the box.
Optional: Enter a Description in the box.
Use the information in the following sections to help guide you in creating loan policies. Different fields are available depending on the options you select in the policy.
Click Save & close. The policy is saved and added to the Loan policies list.

Loans

Loanable. To create a non-circulating loan policy, clear the checkbox. Clearing the checkbox causes all other fields to disappear. Since loan policies are reusable, you only need one non-circulating policy.

Loan profile. Select the type of loan profile. Depending on your selection, you will see different fields.

Select Fixed if items loaned out during a certain period of time are to have a fixed due date. For example, use this for items loaned until the end of the semester.
Select Rolling if loans are for a defined period of time, including short term loans. For example, use this for items loaned for 28 days.

Depending on your selection for Loan Profile, you see different fields.

If you select Fixed, you see the following fields:

Fixed due date schedule. Select a fixed due date schedule, as configured in Settings > Circulation > Fixed due date schedules. The selected schedule determines the due date for the item. Note: Fixed due dates are only applicable for loans longer than 24 hours, and the calculated due date/time is set to 11:59 PM on the due date.

Closed library due date management. Select when the item is due if an item’s calculated due date lands in closed hours for the service point.

The due date will follow the choice given in the loan policy only in the case that the service point is completely closed on the day that the item would be due. When the loan is created, FOLIO will check the service point calendar; if the service point is open for any time on the day that the item is due, FOLIO will set the due time to 11:59 PM on that day.

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

Grace period. Enter a grace period for overdue items. If you choose to have a grace period, items will not count against the Maximum number of overdue items patron block and there will be no overdue fine until after the loan due date/time plus the grace period interval. If the grace period expires and the item has not been returned, the grace period will count towards calculating an overdue or lost item fee/fine. Adding a grace period to a due date follows the same logic that you chose for closed library due date management, if the grace period lands in a closed time for the service point.

Item limit. Enter the maximum number of items matching the loan type and material type criteria of the circulation rule that can be borrowed by one patron under this policy. Leave blank to have no item limit.

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

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

For use at location. Check the checkbox to have the loan be a For use at location loan. If you check this option, then enter a Hold shelf expiration period. Note that this hold shelf expiration period only applies to for-use-at-location loans. The hold shelf expiration for requests is set in Settings > Tenant > Service points.

If you select Rolling, you see the following fields:

Loan period. Select an amount of time for the loan period.

Fixed due date schedule (due date limit). Select a fixed due date schedule, as configured in Settings > Circulation > Fixed due date schedules. The schedule is used to enforce a stop point on loans. For example, you may want to generally have 28 day loans, but have items that are borrowed 1-4 weeks before the end of the semester be due on the last day of the semester. This setting applies to both initial loans and renewals (unless over-ridden by having an Alternate loan period for renewals).

Closed library due date management. Select when the item is due if an item’s calculated due date lands in closed hours for the service point.

If an item’s loaned interval is in minutes or hours, the due date will be determined by the loan policy.
- Opening time offset. For short-term loans (time intervals of minutes or hours), if you choose Move to the beginning of the next open service point hours then you need to enter the Opening time offset. The item will be due [Opening time offset] [Interval] after the service point opens if the item’s calculated due date lands in closed hours for the service point.
If an item’s loaned interval is in days, weeks, or months, the due date will follow the choice given in the loan policy only in the case that the service point is completely closed on the day that the item would be due. When the loan is created, FOLIO will check the service point calendar; if the service point is open for any time on the day that the item is due, FOLIO will set the due time to 11:59 PM on that day. Note: recalls inherit the Closed library due date management choice selected here.

Grace period. Enter a grace period for overdue items. If you choose to have a grace period, items will not count against the Maximum number of overdue items patron block and there will be no overdue fine until after the loan due date/time plus the grace period interval. If the grace period expires and the item has not been returned, the grace period will count towards calculating an overdue or lost item fee/fine. Adding a grace period to a due date follows the same logic that you chose for closed library due date management if the grace period lands in a closed time for the service point.

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

Renewals

Renewable. If you do not want to allow renewals under this policy, clear the checkbox. Clearing the checkbox causes all other fields to disappear and items are not renewable.

Unlimited renewals. Select the checkbox if you want to allow unlimited renewals.

Number of renewals allowed. If you have not selected Unlimited renewals, enter the number of renewals allowed.

Renew from. Select whether a renewed item is renewed from the Current due date or System date, the date on which the item is renewed.

Renewal period different from original loan. Select the checkbox if you want renewed items to have a different loan period than the original loan period. If selected, the next two options appear.

Alternate loan period for renewals. Enter the alternate loan period for renewals.

Alternate fixed due date schedule (due date limit) for renewals. Select a fixed due date schedule, as configured in Settings > Circulation > Fixed due date schedules. The schedule is used to enforce a stop point on renewals.

Request management

All of the fields in this section are optional. If you leave them blank, the recall return interval and minimum guaranteed loan period default to zero.

Recalls

Recall return interval. Enter an amount of time for the recall return interval. This is the period of time the patron has to return a recalled item before it becomes overdue.

Minimum guaranteed loan period for recalled items. Enter an amount of time for the minimum guaranteed loan period for recalled items. If you allow an item to be recalled, but do not have a minimum guaranteed loan period, the recall return interval effectively becomes the minimum guaranteed loan period for recalled items.

Allow recalls to extend due dates for overdue loans. Checking this box ensures that if an overdue item is recalled, patrons are not assessed unexpected recall fines for a recalled item that they had thought was simply overdue.

Holds

Alternate loan period at checkout for items with an active, pending hold request. To shorten a loan period for an item that has a request queue, enter an amount of time. If an item is checked out and has no queue, the regular loan period is applied.

Allow renewal of items with an active, pending hold request. If you want to allow renewals on a checked out item that has hold requests, select the checkbox. When renewals are allowed, patrons can continue to renew the item based on the settings in the Renewals section.

Alternate loan period at renewal for items with an active, pending hold request. If you allow renewals on items with an active, pending hold request, and want to shorten the renewal loan period, enter an amount of time.

Duplicating a loan policy

In the Loan policies pane, select the loan policy you want to duplicate.
In the loan policy details pane, click Actions > Duplicate. A New loan policy window appears with the same loan information as the policy you chose to duplicate.
Edit any of the loan information before saving the policy. Be aware that the system does not warn you or prevent you from having two loan policies with the same Loan policy name.
Click Save & close. The loan policy is saved and appears in the Loan policy pane.

Editing a loan policy

In the Loan policies pane, select the loan policy you want to edit.
In the loan policy details pane, click Actions > Edit.
Edit the loan policy.
Click Save & close. The policy is updated.

Deleting a loan policy

In the Loan policies pane, select the loan policy you want to delete.
In the loan policy details pane, click Actions > Delete.
In the Delete Loan policy dialog, click Delete. The policy is deleted and a confirmation message appears.

Overdue fine policies

Overdue fine policies determine the fines that accrue when an item is checked out for longer than its loan period. Overdue fine policies are used in Circulation rules.

Creating an overdue fine policy

In the Overdue fine policies pane, click New.
In the New overdue fine policy window, enter an Overdue fine policy name in the box.
Optional: Enter a Description in the box.
In the Overdue fine section, enter the Overdue fine amount in the box and Select interval at which the fine accrues.
Select Yes in the Count closed days/hours/minutes checkbox if you want overdue fines to continue accruing on days the library is closed.
Enter a Maximum overdue fine amount in the box. The overdue fine will stop accruing once this amount is reached.
Select Yes in the Forgive overdue fine if item renewed checkbox if you want overdue fines forgiven once a patron renews the item.
Enter the Overdue recall fine amount in the box and Select interval at which the fine accrues. This fine applies when an item is recalled and the patron does not return the item on time according to the recall.
Select whether to Ignore grace periods for recalls. If you select Yes, the grace period is not applied in the case of an overdue recall.
Enter a Maximum recall overdue fine amount in the box. The recall overdue fine will stop accruing once this amount is reached.
Click Add reminder fee to add a reminder fee. Reminder fees differ from overdue fines in that reminder fees are billed when an item becomes overdue, whereas overdue fines are billed when the item is returned.
Click Save & close. The overdue fine policy is saved and appears in the Overdue fine policies pane.

Reminder fees

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

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

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

Duplicating an overdue fine policy

In the Overdue fine policies pane, select the overdue fine policy you want to duplicate.
In the overdue fine policy details pane, click Actions > Duplicate. A New overdue fine policy window appears with the same overdue fine policy information as the policy you chose to duplicate.
Edit any of the overdue fine policy information before saving the policy. Note that you must change the Overdue fine policy name to a unique name.
Click Save & close. The overdue fine policy is saved and appears in the Overdue fine policies pane.

Editing an overdue fine policy

In the Overdue fine policies pane, select the overdue fine policy you want to edit.
In the overdue fine policy details pane, click Actions > Edit.
Edit the overdue fine policy.
Click Save & close. The overdue fine policy is updated.

Deleting an overdue fine policy

In the Overdue fine policies pane, select the overdue fine policy you want to delete.
In the overdue fine policy details pane, click Actions > Delete.
In the Delete Overdue fine policies dialog, click Delete. The policy is deleted and a confirmation message appears. Note that you cannot delete an overdue fine policy that is associated with an open loan.

Lost item fee policies

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

Creating a lost item fee policy

In the Lost item fee policies pane, click New.
In the New lost item fee policy window, enter a Lost item fee policy name in the box.
Optional: Enter a Description in the box.
In the Lost item fee section, enter the amount of time in which Items aged to lost after overdue.
Enter the amount of time in which Patron billed after aged to lost.
Enter the amount of time in which Recalled items aged to lost after overdue. This setting allows libraries to set a shorter “aged to lost” period if the item has been recalled for use by other patrons. This setting must have a value in order for recalled items to age to lost.
Enter the amount of time in which Patron billed for recall after aged to lost. This setting must have a value in order for patrons to be billed when a recalled item ages to lost.
In the Charge amount for item section, choose Actual cost or Set cost. If you use Actual cost, you can use the Lost items requiring actual cost report in the Users app to find the aged to lost items and then apply a manual cost. If you use Set cost, then enter an amount in the box.
Enter a Lost item processing fee. This is an additional charge that will be added to the charge amount for the item when billed to the patron.
Select whether to Charge lost item processing fee if item declared lost by patron.
Select whether to Charge lost item processing fee if item aged to lost by system.
Enter an amount of time For lost items not charged a fee/fine, close the loan after. This setting is required for Actual cost; it does not apply to Set cost. During the specified time period after an open loan is updated to ‘Declared lost’ or ’Aged to lost,’ Library staff can bill for the item using the Lost items requiring actual cost report in the Users app. After the specified time period, the item can no longer be billed, the loan will close, and the item status will update to ‘Lost and paid.’
Select whether If lost item returned or renewed, remove lost item processing fee.
Select whether to charge overdue fines If lost item returned or renewed.
Select whether Replacement allowed.
Select If lost item replaced, remove lost item processing fee.
Enter a Replacement processing fee amount in the box.
Enter an amount of time that No fees/fines shall be refunded if a lost item is returned more than [amount] late.
Click Save & close. The policy is saved and appears in the Lost item fee policies pane.

Duplicating a lost item fee policy

In the Lost item fee policies pane, select the lost item fee policy you want to duplicate.
In the lost item fee policy details pane, click Actions > Duplicate. A Lost item fee policies window appears with the same lost item fee policy information as the policy you chose to duplicate.
Edit any of the lost item fee policy information before saving the policy. Note that you must change the Lost item fee policy name to a unique name.
Click Save & close. The lost item fee policy is saved and appears in the Lost item fee policy pane.

Editing a lost item fee policy

In the Lost item fee policies pane, select the Lost item fee policy you want to edit.
In the lost item fee policy details pane, click Actions > Edit.
Edit the lost item fee policy.
Click Save & close. The policy is updated.

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

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

Deleting a lost item fee policy

In the Lost item fee policies pane, select the lost item fee policy you want to delete.
In the lost item fee policy details pane, click Actions > Delete.
In the Delete New Lost item fee policy dialog, click Delete. The policy is deleted and a confirmation message appears. Note that you cannot delete a lost item fee policy that is associated with an open loan.

Patron notice policies

Patron notice policies determine which patron notice templates are sent out before, during, or after certain triggering events. Multiple notices can be set up in one policy. Patron notice policies are used in Circulation rules.

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

Implementation considerations

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

You can set up multiple notices in one policy. Libraries’ needs differ. Some will want to create several policies with one or few notices in each policy. Other libraries may find it advantageous to create few policies, each containing several notices. Additionally, patron notice policies can be associated with more than one circulation rule.

Creating a patron notice policy

In the Patron notice policies pane, click New.
In the New patron notice policy window, enter a Patron notice policy name. Note: The policy name is what you will see in Circulation rules.
To make the policy available to Circulation rules, select Active. You may want to clear the checkbox if the policy is not in use but you do not want to delete it.
Optional: Enter a Description in the box.
Click Add notice in the particular notice section that you want to set up. See Loan notices, Request notices, and Fee/fine notices for more information.
Select a notice Template. Depending on the type of notice you are setting up, different templates will appear. Templates are created in Patron notice templates. Templates can be used more than once in a policy.
Select the Format the notice will be sent as. Currently, email is the only option.
Select the Triggering event. This event triggers the system to send a notice. Depending on the event, you might have the option to select a time period before or after.
If you select a time-based event, the Send drop-down list appears. Select to send the request Upon/At, Before, or After the event (settings variable on the Triggering event).
If you select Before or After in the previous step, you will see the Frequency drop-down list. Select whether to send the notice One Time or Recurring.
Click Save & close. The policy is saved and appears in the Patron notice policies pane.

Loan notices triggering events

Check in. The notice is sent when items are checked in. Additionally, the notice is always sent with multiples by patron by session. The template you select must be configured for multiple loans/items.

Check out. The notice is sent when items are checked out. Additionally, the notice is always sent with multiples by patron by session. The template you select must be configured for multiple loans/items.

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

Loan due date/time. The notice is sent before, after, or when an item is due. Select when the notice is sent from the Send drop-down list:

To send the notice when the item is due, select Upon/At.
To send the notice before the item is due, select Before. Then, determine the Frequency of the notice. To send the notice once, select One Time. To send the notice multiple times before the item is due, select Recurring and enter how often the notice sends until the due date is reached.
To send the notice after the item is due, select After. Then, determine the Frequency of the notice. To send the notice once, after the item is due, select One Time. To send the notice multiple times after the item is due, select Recurring and enter how often the notice sends until the item is returned or renewed.
Additionally, select whether you want to Send overnight with multiple loans/items by patron. Useful for long-term loans. or Send throughout the day without multiple loans/items. Useful for short-term loans.

Loan due date change. The notice is sent when an item’s due date/time is manually changed.

Item recalled. The notice is sent when an item is recalled.

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

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

Request notices triggering events

For all request notices, the system is scanned every five minutes for triggering events and sent when a triggering event is detected.

Awaiting pickup. The notice is sent when a requested item is checked in at the pickup service point specified in the request.

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

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

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

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

Hold shelf expiration. The notice is sent before or when the item is no longer available for pickup on the hold shelf. Select when the notice is sent from the Send drop-down list:

To send the notice when the item’s time on the hold shelf expires, select Upon/At.
To send the notice before the item’s time on the hold shelf expires, select Before. Then, determine the Frequency of the notice. To send the notice once, select One Time. To send the notice multiple times, select Recurring and enter how often the notice sends until the hold shelf expiration is reached.

Request expiration. The notice is sent before or when the request expires. Select when the notice is sent from the Send drop-down list:

To send the notice when the request expires, select Upon/At.
To send the notice before the request expires, select Before. Then, determine the Frequency of the notice. To send the notice once, before the request expires, select One Time. To send the notice multiple times, select Recurring and enter how often the notice sends until the request expiration is reached.

Fee/fine notices triggering events

The system is scanned every five minutes for triggering events and fee/fine notices are sent when a triggering event is detected.

Overdue fine, returned. The notice is sent after or when an overdue fine is charged to a patron. The fine would be charged when the item is returned. Overdue fine, returned notices always bundle fees/fines. The template you select should be configured for multiple loans. Select when the notice is sent from the Send drop-down list:

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

Overdue fine, renewed. The notice is sent after or when an overdue fine is charged to a patron. The fine would be charged when the item is renewed. Overdue fine, renewed notices always bundle fees/fines. The template you select should be configured for multiple loans. Select when the notice is sent from the Send drop-down list:

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

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

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

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

Select whether multiple lost item fee notices are bundled together:

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

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

Duplicating a patron notice policy

In the Patron notice policies pane, select the patron notice policy you want to duplicate.
In the patron notice policy details pane, click Actions > Duplicate. A New patron notice policy window appears with the same patron notice policy information as the policy you chose to duplicate.
Edit any of the patron notice policy information before saving the policy. You cannot have two patron notice policies with the same name.
Click Save & close. The patron notice policy is saved and appears in the Patron notice policies pane.

Editing a patron notice policy

In the Patron notice policies pane, select the patron notice policy you want to edit.
In the patron notice policy details pane, click Actions > Edit.
Edit the patron notice policy.
Click Save & close. The policy is updated.

Deleting a patron notice policy

In the Patron notice policies pane, select the patron notice policy you want to delete.
In the patron notice policy details pane, click Actions > Delete.
In the Delete Patron notice policy dialog, click Delete. The policy is deleted and a confirmation message appears. Note that you cannot delete a patron notice policy that is being used in a circulation rule.

Patron notice templates

Patron notice templates are the templates used in your Patron notice policies, Title level requests, Manual fee/fine charges or actions and Reminder fees. Except for Reminder fees, patron notices can only be sent via email.

Creating a new patron notice template

In the Patron notice templates pane, click New.
In the New patron notice template window, enter a Patron notice template name for the notice.
Clear the Active checkbox if you do not want the notice to be available for use in notice policies.
Optional: Enter a Description in the box.
Select a Category for the template. Categories determine which section of the notice policy the notice can be used in and which tokens are available to be used in the body of the email.
In the Email or print section, select the Print only checkbox to delete the subject line. Notices are printed in the Users search results pane. Currently, only Reminder fees are able to be collected in the nightly print job.
Clear the Print only checkbox if you want to email the notice, and enter a Subject.
Enter a Body for the email sent to the patron. Click { } to add tokens to the notice. Tokens fill in the item, loan, request, or user information based on the selected variables related to the notice event.
Optional: Click Preview to view a preview of the notice.
Click Save & close. The notice is saved and appears in the Patron notice templates pane.

Duplicating a patron notice template

In the Patron notice templates pane, select the patron notice template you want to duplicate.
In the patron notice template details pane, click Actions > Duplicate. A New patron notice template window appears with the same patron notice information as the notice you chose to duplicate.
Edit the notice name and any other details. You cannot have two notices with the same name.
Click Save & close. The patron notice template is saved and appears in the Patron notice templates pane.

Editing a patron notice template

In the Patron notice templates pane, select the patron notice template you want to edit.
In the Patron notice template details pane, click Actions > Edit.
Edit the patron notice template.
Click Save & close. The template is updated.

Deleting a patron notice template

In the Patron notice templates pane, select the patron notice template you want to delete.
In the Patron notice template details pane, click Actions > Delete.
In the Delete Patron notice templates dialog, click Delete. The template is deleted and a confirmation message appears. Note that you cannot delete a template that is being used in a Patron notice policy.

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

Settings > Circulation > Request cancellation reasons

When you cancel a request, you must select a cancellation reason. Use this setting to configure request cancellation reasons for your library.

Creating a new request cancellation reason

Click New.
Enter a Cancel Reason, and optionally, internal and public descriptions of the reason into the boxes.
Click Save. The reason is saved and appears in the Request cancellation reasons table.

Editing a request cancellation reason

Find the request cancellation reason you want to edit and click the pencil icon.
Edit the reason.
Click Save. The changes you made to the request cancellation reason are saved.

Deleting a request cancellation reason

Find the request cancellation reason you want to delete and click the trash can icon.
In the Delete cancel reason dialog, click Delete. The reason is deleted and a confirmation message appears.

Settings > Circulation > Request policies

Request policies determine the types of requests (pages, holds, and recalls) allowed. Request policies are used in Circulation rules.

Creating a new request policy

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

Duplicating a request policy

In the Request policies pane select the request policy you want to duplicate.
Select Actions > Duplicate.
Edit the policy name and any other details of the request. You cannot have two policies with the same name.
Click Save & close. The request policy is saved and appears in the Request policies list.

Editing a request policy

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

Deleting a request policy

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

Settings > Circulation > Title level requests

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

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

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

Notice templates

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

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

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

Settings > Circulation > Print hold requests

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

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

Settings > Circulation > View Print details

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

Docs: Settings > Consortium Manager

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

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

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

Definition of terms related to Settings > Consortium manager:

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

The following are the permissions for Settings > Consortium Manager:

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

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

Edit member details

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

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

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

Docs: Settings > Courses

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

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

Permissions

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

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

Select all applications to ensure access to all capabilities.

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

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

The following are all the Settings > Courses capability sets:

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

Settings > Courses > Display settings

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

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

Settings > Courses > Terms

Use this setting to create and manage Terms. Terms define the start and end date of a course. For example, when a user adds items to a course, Folio automatically assigns a Start Date and End Date to the new item as specified in the Term. If needed, you can edit the dates by editing the reserve item.

Creating a term

Click New.
Enter a Name, Start Date, and End Date in the boxes.
Click Save. The Term is saved and appears alphabetically in the list.

Editing a term

Find the Term you want to edit and click the pencil icon.
Edit the Name, Start Date, or End Date.
Click Save. The Term is saved.

Deleting a term

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

Settings > Courses > Course Types

Use this setting to create and manage Course Types. Examples of Course Types include: Online, Hybrid, and In Person.

Creating a course type

Click New.
Enter a Name in the box.
Optional: Enter a Description in the box.
Click Save. The Course Type is saved.

Editing a course type

Find the Course Type you want to edit and click the pencil icon.
Edit the Name or Description.
Click Save. The Course Type is saved.

Deleting a course type

Find the Course Type you want to delete and click the trash can icon.
In the Delete Course Types dialog, click Delete. A confirmation message appears and the term is deleted.

Settings > Courses > Course Department

Use this setting to create and manage Course Departments. Examples of Course Departments include: Mathematics, English, and Business.

Creating a course department

Click New.
Enter a Name in the box.
Optional: Enter a Description in the box.
Click Save. The Course Department is saved.

Editing a course department

Find the Course Department you want to edit and click the pencil icon.
Edit the Name or Description.
Click Save. The Course Department is saved.

Deleting a course department

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

Settings > Courses > Processing Statuses

Use this setting to create and manage Processing Statuses. These statuses are specific to the Courses app and can be used to reflect the status of a reserve item. Examples of Processing Statuses include: On Order, Cataloging, and Recalled.

Creating a processing status

Click New.
Enter a Name in the box.
Optional: Enter a Description in the box.
Click Save. The Processing Status is saved.

Editing a processing status

Find the Processing Status you want to edit and click the pencil icon.
Edit the Name or Description.
Click Save. The Processing Status is saved.

Deleting a processing status

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

Settings > Courses > Copyright Statuses

Use this setting to create and manage Copyright Statuses. These statuses are specific to the Courses app and can be used to indicate the copyright of license of a reserve item. Examples of Copyright Statuses include: Public Domain, CC BY, and CC BY-SA.

Creating a copyright status

Click New.
Enter a Name in the box.
Optional: Enter a Description in the box.
Click Save. The Copyright Status is saved.

Editing a copyright status

Find the Copyright Status you want to edit and click the pencil icon.
Edit the Name or Description.
Click Save. The Copyright Status is saved.

Deleting a copyright status

Find the Processing Status you want to delete and click the trash can icon.
In the Delete Copyright Status dialog, click Delete. A confirmation message appears and the status is deleted.

Docs: Settings > Data export

Mon, 06 Nov 2023 00:00:00 +0000

The Data export section of the Settings app is where you can configure the job profiles used in the data export process. Job profiles determine how information is exported to the MARC file that is generated as a result of the export.

The Data export app comes with one or more default job profiles that export instance, holdings, or authority data. Additional profiles can be created as needed. The mapping profiles allow you to customize the data that is used in the job profile.

The mapping and job profiles add flexibility to the data export and provide an easy way to execute a different type of export on the same data set or the same type of export on different data sets. For example, one user can export bibliographic data only and another user can export instances with appended elements of the holdings and items records using the same set of data.

Permissions

In order to interact with Data export settings, a user needs to be assigned the following permission:

Settings (data-export): display list of settings pages. This permission allows the user to set up data export profiles.

Capabilities

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

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

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

Settings > Data export > Job profiles

When exporting data, each export is associated with a job profile. The job profile provides a way of connecting a specific list of record identifiers with a field mapping profile. The field mapping profile determines how the data from FOLIO records appears in the generated MARC file.

Before you begin configuring job profiles, you should first configure your field mapping profiles. See Settings > Data export > Field mapping profiles, below, for more information.

Default export job profile

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

If you use a default job profile, simplified MARC bibliographic records are generated for instances without underlying MARC records. For instances with underlying MARC records stored in SRS, those records are used in the export.

Creating an export job profile

In the Job profiles pane, click New.
Enter a Name for the job profile.
Select a Mapping profile from the drop-down list. Field mapping profiles are created in Settings. See Settings > Data export > Field mapping profiles for more information.
Optional: Enter a Description of the job profile.
Click Save & close. A confirmation message appears and the job profile is created.

Searching for an export job profile

Use the search bar to search for profiles contained in the Job profile list.

The Job profiles list contains the following columns:

Name. Name of the job profile.
Updated. Date the job profile was last updated.
Updated by. User who last updated the job profile.

You can click on any column name to sort by that column.

Viewing an export job profile

To view the details of a job profile, follow these steps:

In the Job profiles pane, find the profile you want to view and select it. The export job profile details window appears.

Editing an export job profile

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

In the Job profiles pane, find the profile you want to edit and select it.
In the export job profile details window, click Actions > Edit.

Duplicating an export job profile

In the Job profiles pane, find the profile you want to duplicate and select it.
In the export job profile details window, click Actions > Duplicate.

Deleting an export job profile

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

In the Job profiles pane, find the job profile you want to delete and select it.
In the export job profile details window, click Actions > Delete.
In the Delete job profile dialog, click Delete. A confirmation message appears and the job profile is deleted.

Settings > Data export > Field mapping profiles

The system comes with one or more default field mapping profiles that are associated with a default job profile. A field mapping profile determines how the data from FOLIO records appears in the generated MARC file.

Creating an export field mapping profile

In the Field mapping profiles pane, click New.
In the New field mapping profile window, enter a Name for the field mapping profile.
Select an Output format from the drop-down list. MARC is the only option.
Select as many FOLIO record types that apply by selecting the checkbox next to the option: Source record storage (entire record), Inventory instance (selected fields), Holdings, and/or Item. You must select at least one option.
Optional: Enter a Description for the field mapping profile.
Optional: Exclude MARC fields from export with Fields suppression.
Optional: To add a transformation, click Add transformations and follow these steps:
1. In the Select transformations dialog, use the search box and filters to find the transformations you want to add to the field mapping profile.
2. For every transformation you want to add, select the checkbox next to it and fill out the field number, indicators, and subfield boxes. Subfields must begin with a $.
3. Once you have added all transformations, click Save & close. A confirmation message appears and the transformations are added to the field mapping profile.
Click Save & close. A confirmation message appears and the field mapping profile is created.

Searching for an export field mapping profile

Use the search bar to search for profiles contained in the Field mapping profiles list.

The Field mapping profiles list contains the following columns:

Name. Name of the job profile.
FOLIO record type. The types of records included in the export: Source record storage (entire record), Authority, Instance, Holdings, and/or Item.
Format. Format of the exported record.
Updated. Date the field mapping profile was last updated.
Updated by. User or system who last updated the field mapping profile.

You can click on any column name to sort by that column.

Viewing an export field mapping profile

To view the details of a field mapping profile, follow these steps:

In the Field mapping profiles pane, find the profile you want to view and select it. The field mapping profile details window appears.

Editing an export field mapping profile

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

In the Field mapping profiles pane, find the profile you want to edit and select it.
In the field mapping profile details window, click Actions > Edit.
Make your changes to the profile.
Click Save & close. A confirmation message appears and the field mapping profile is updated.

Duplicating an export field mapping profile

In the Field mapping profiles pane, find the profile you want to duplicate and select it.
In the field mapping profile details window, click Actions > Duplicate.
In the New field mapping profile window, make your desired changes to the duplicated policy.
Click Save & close. A confirmation message appears and the field mapping profile is created.

Deleting an export field mapping profile

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

In the Field mapping profiles pane, find the profile you want to delete and select it.
In the field mapping profile details window, click Actions > Delete.
In the Delete mapping profile dialog, click Delete. A confirmation message appears and the field mapping profile is deleted.

Docs: Settings > Data import

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

The Data Import section of the Settings app is where you can configure the source and structure of the import files, map incoming records to existing records, configure the types of action to be taken on an import (e.g., creating new records, updating existing records, etc.), and define ways to transform the data and map data to particular fields (e.g., add a value such as a proxy to the information in the incoming record, or eliminate data such as selected MARC tags from the incoming data).

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

Field mapping profile
Action profile
Match profile
Job profile

Capabilities

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

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

Settings > Data import > Job profiles

Job profiles define the type of import at the highest level. A job profile contains all of the steps needed to complete an individual data import job: field mapping, action, and matching.

Creating an import job profile

In the Job profiles pane, click Actions > New job profile.
In the New job profile window, enter a Name for the job profile.
Select the Accepted data type: MARC or EDIFACT. This is the accepted format of the imported record.
Optional: Enter a Description of the job profile.
In the Overview accordion, you can add or remove Match Profiles and Action Profiles. When you add a Match Profile, you repeat this process for when matches are found and when non-matches are found. Using this, you can nest several Match Profiles together to enable matching on multiple data fields. Any Action Profile or Match Profile you wish to add must already exist before adding them to the Job Profile.
Click Save as profile & Close. A confirmation message appears and the job is created.

Searching for an import job profile

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

The Job profiles list contains the following columns:

Name. Name of the job profile.
Tags. Any tags assigned to the job profile
Updated. Date the job profile was last updated.
Updated by. User who last updated the job profile.

You can click on any column name to sort by that column.

Viewing an import job profile

To view the details of a job profile, follow these steps:

In the Job profiles pane, find the profile you want to view and select it. The import job profile details window appears.

Editing an import job profile

In the Job profiles pane, find and select the job profile you want to edit.
In the job profile details pane, click Actions > Edit.
Make your desired changes to the job profile.
Click Save as profile & Close. A confirmation message appears and the job profile is updated.

Duplicating an import job profile

In the Job profiles pane, find and select the job profile you want to duplicate.
In the job profile details pane, click Actions > Duplicate.
In the New job profile window, make your desired changes.
Click Save as profile & Close. A confirmation message appears and the duplicate job profile is created.

Deleting an import job profile

In the Job profiles pane, find and select the job profile you want to delete.
In the job profile details pane, click Actions > Delete.
In the Delete job profile dialog, click Delete. A confirmation message appears and the job profile is deleted.

Adding a tag to an import job profile

In the Job profiles pane, find and select the job profile you want to tag.
In the job profile details pane, click Tags.
In the Tags box, either select a tag or enter a tag. The tag is automatically applied to the job.

Exporting an import job profile

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

Importing an import job profile

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

Settings > Data import > Match profiles

Match profiles define the match between an incoming record and existing record. Match profiles can be used for multiple job profiles.

Before creating a match profile, you should first create action profiles and field mapping profiles.

Creating an import match profile

In the Match profiles pane, click Actions > New match profile.
In the New match profile window, enter a Name for the match profile.
Optional: Enter a Description of the match profile.
In the Details section, select the format of the incoming record, then select the format of the existing record to which you are matching (e.g., Instance, Holdings, Item, MARC Bibliographic, MARC Authority)
In the Match criteria section, select the field to match from the incoming record and the corresponding field to match on in the existing record.
Click Save as profile & Close. A confirmation message appears and the match profile is created.

Searching for an import match profile

Use the search bar to search for match profiles contained in the Match profile list.

The Match profiles list contains the following columns:

Name. Name of the match profile.
Match. The match contained within the match profile.
Tags. Any tags assigned to the match profile
Updated. Date the match profile was last updated.
Updated by. User who last updated the match profile.

You can click on any column name to sort by that column.

Viewing an import match profile

To view the details of a match profile, follow these steps:

In the Match profiles pane, find the profile you want to view and select it. The match profile details window appears.

Editing an import match profile

In the Match profiles pane, find and select the match profile you want to edit.
In the match profile details pane, click Actions > Edit.
Make your desired changes to the match profile.
Click Save as profile & Close. A confirmation message appears and the match profile is updated.

Duplicating an import match profile

In the Match profiles pane, find and select the match profile you want to duplicate.
In the match profile details pane, click Actions > Duplicate.
In the New match profile window, make your desired changes.
Click Save as profile & Close. A confirmation message appears and the duplicate match profile is created.

Deleting an import match profile

In the Match profiles pane, find and select the match profile you want to delete.
In the match profile details pane, click Actions > Delete.
In the Delete match profile dialog, click Delete. A confirmation message appears and the match profile is deleted.

Exporting an import match profile

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

Importing an import match profile

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

Settings > Data import > Actions profiles

Action profiles define specific actions to take on import with the incoming records and/or existing records.

Before creating an action profile, you should first create field mapping profiles.

Creating an import action profile

In the Action profiles pane, click Actions > New action profile.
In the New action profile window, enter a Name for the profile.
Optional: Enter a Description of the profile.
In the Action drop-down list, select one of the following:
1. Create. Select to create a new record.
2. Update. Select to update an existing record.
3. Modify. Select to modify the incoming record prior to either creating or updating a record. Use for incoming MARC records only.
In the FOLIO record type drop-down list, select the record type that results from the action selected.
Optional: To associate a field mapping profile with the action profile, click Link Profile. This field mapping profile must already exist to link to it. An action profile can only be linked to one field mapping profile. If an action profile is edited, those edits are reflected in all field mapping and job profiles where the action profile is used.
1. In the Select Field Mapping Profiles dialog, use the search box to find the field mapping profile you want to add to the action profile.
2. Click the field mapping profile to select it. The field mapping profile is added to the action profile.
Click Save as profile & Close. A confirmation message appears and the action profile is saved.

Searching for an import action profile

Use the search bar to search for action profiles contained in the Action profile list.

The Action profiles list contains the following columns:

Name. Name of the action profile.
Action. The action contained within the action profile.
Tags. Any tags assigned to the action profile
Updated. Date the action profile was last updated.
Updated by. User who last updated the action profile.

You can click on any column name to sort by that column.

Viewing an import action profile

To view the details of a match profile, follow these steps:

In the Action profiles pane, find the profile you want to view and select it. The action profile details window appears.

Editing an import action profile

In the Action profiles pane, find and select the action profile you want to edit.
In the action profile details pane, click Actions > Edit.
Make your desired changes to the match profile.
Click Save as profile & Close. A confirmation message appears and the match profile is updated.

Duplicating an import action profile

In the Action profiles pane, find and select the action profile you want to duplicate.
In the action profile details pane, click Actions > Duplicate.
In the New action profile window, make your desired changes.
Click Save as profile & Close. A confirmation message appears and the duplicate action profile is created.

Deleting an import action profile

In the Action profiles pane, find and select the action profile you want to delete.
In the action profile details pane, click Actions > Delete.
In the Delete action profile dialog, click Delete. A confirmation message appears and the action profile is deleted.

Exporting an import action profile

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

Importing an import action profile

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

Adding a tag to an import action profile

In the Action profiles pane, find and select the action profile you want to tag.
In the action profile details pane, click Tags.
In the Tags box, either select a tag or enter a tag. The tag is automatically applied to the profile.

Settings > Data import > Field mapping profiles

Field mapping profiles map fields of the incoming records to FOLIO according to the actions associated with that field mapping.

Creating an import field mapping profile

In the Field mapping profiles pane, click Actions > New field mapping profile.
In the New field mapping profile window, enter a Name for the field mapping profile.
Select an Incoming record type from the drop-down list: MARC Bibliographic, MARC Holdings, MARC Authority or EDIFACT invoice.
Select a FOLIO record type from the drop-down list: Instance, Holdings, Item, Order, Invoice, MARC Bibliographic, MARC Holdings, or MARC Authority. Depending on your selection, different options appear. The field mapping details are designed to mimic the FOLIO record’s create/edit screen as much as possible. However individual fields may be populated with a reference to a particular field in the incoming record, a default value, or a combination of both. See the sections below for more information.
Optional: Enter a Description for the field mapping profile.
Optional: To link action profiles to the field mapping profile, under Associated action profiles, click Link Profile, and follow these steps:
1. In the Select Action Profiles dialog, use the search box to find the action profiles you want to associate with the field mapping profile.
2. Select the checkboxes next to the action profiles and click **Save**. The action profiles are added to the field mapping profile.
Click Save & close. A confirmation message appears and the field mapping profile is created.

Instance

Note: Inactive fields cannot be mapped because they are controlled by the system or by the library’s MARC-Instance mapping profile

In the Field mapping - Instance section, fill in the applicable fields. For more information on the fields, see Creating an instance record manually in FOLIO.

Holdings

In the Field mapping - Holdings section, fill in the applicable fields. For more information on the fields, see Adding holdings to a record.

Item

In the Field mapping - Item section, fill in the applicable fields. For more information on the fields, see Adding an item to a record.

Order

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

Invoice

In the Field mapping - Invoice section, fill in the applicable fields. Required fields are marked with an asterisk (*). For more information on the fields, see Creating an invoice.

MARC Bibliographic

Select the Field mappings for MARC from the drop-down list: Modifications or Updates.
If you selected Modifications, follow these steps:
1. In the Field mapping - MARC Bibliographic - Modifications section, in the Action column, select the modification you want to occur: Add, Delete, Edit, or Move.
2. Enter a MARC Field in the box.
3. Optional: By default, the Indicators and Subfield fields are populated with the asterisk (\*) wildcard, which includes all data within those fields. If needed, you can update these fields with specific data.
4. Select a Subaction from the drop-down list. The Subaction options vary spending on the Action you selected. Fill out any fields that appear that are associated with the subaction.
5. If you selected Add or Edit as the Action, enter Data into the box.
6. To add another field mapping, click the + and repeat steps a-e.
7. To delete a field mapping, click the trash can icon.
If you selected Updates, follow these steps:
1. If updates should only affect specific fields, In the Field mapping - MARC Bibliographic - Modifications section, click Add field and fill in the Field, In.1, In.2, and Subfield boxes. To add another field, click the +. To delete a field, click the trash can icon.
2. If any protected field should be updated by the profile, select the checkboxes in the Override column for each field that you want to update.

Searching for an import field mapping profile

Use the search bar to search for field mapping profiles contained in the Field mapping profile list.

The Field mapping profiles list contains the following columns:

Name. Name of the field mapping profile.
FOLIO record type. The record type affected by the field mapping profile.
Tags. Any tags assigned to the actifield mapping on profile
Updated. Date the action field mapping was last updated.
Updated by. User who last updated the field mapping profile.

You can click on any column name to sort by that column.

Viewing an import field mapping profile

To view the details of a field mapping profile, follow these steps:

In the Field mapping profiles pane, find the profile you want to view and select it. The field mapping profile details window appears.

Editing an import field mapping profile

In the Field mapping profiles pane, find the profile you want to edit and select it.
In the field mapping profile details window, click Actions > Edit.
Make your changes to the profile.
Click Save & close. A confirmation message appears and the field mapping profile is updated.

Duplicating an import field mapping profile

In the Field mapping profiles pane, find the profile you want to duplicate and select it.
In the field mapping profile details window, click Actions > Duplicate.
In the New field mapping profile window, make your desired changes to the duplicated policy.
Click Save & close. A confirmation message appears and the field mapping profile is created.

Deleting an import field mapping profile

In the Field mapping profiles pane, find the profile you want to delete and select it.
In the field mapping profile details window, click Actions > Delete.
In the Delete mapping profile dialog, click Delete. A confirmation message appears and the field mapping profile is deleted.

Exporting an import field mapping profile

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

Importing an import field mapping profile

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

Adding a tag to an import field mapping profile

In the Field mapping profiles pane, find the profile you want to tag and select it.
In the field mapping profile details window, click Tags.
In the Tags box, either select a tag or enter a tag. The tag is automatically applied to the profile.

Settings > Data import > File extensions

Use File extensions to configure which file formats are allowed for import and which are blocked and cannot be imported. For example, you may want to block .mrk files from import. If a file has an extension that isn’t in the list, the file can be uploaded and import is attempted. If there are problems with the file structure or data, the import fails, and that is reflected in the Data import log.

Adding a new file extension

In the File extensions pane, click Actions > New file extension.
In the New file extension mapping window, enter a Description of the file extension.
Enter the File extension in the box.
Optional: If the extension is to be blocked from import, select Block import.
In the Data type(s) field, select the data types to which the extension applies: MARC and/or EDIFACT.
Click Save as file extension & Close. A confirmation message appears and the file extension is added.

Searching for a file extension

Use the search bar to search for file extensions contained in the File extensions list.

The File extensions list contains the following columns:

Extension. The file extension.
Block import. Whether an import of the file extension is allowed or blocked.
Data type(s). The data type associated with the file extension.
Updated. Date when file extension entry was last updated.
Updated by. ID of user who made the last update.

You can click on any column name to sort by that column.

Viewing a file extension

To view the details of a file extension profile, follow these steps:

In the File extensions pane, find the file extension you want to view and select it. The file extension details window appears.

Editing a file extension

In the File extensions pane, find the file extension you want to edit and select it.
In the file extension details pane, click Actions > Edit.
Make your desired changes to the file extension.
Click Save as file extension & Close. A confirmation message appears and the file extension is updated.

Deleting a file extension

In the File extensions pane, find the file extension you want to delete and select it.
In the file extension details pane, click Actions > Delete.
In the Delete file extension dialog, click Delete. A confirmation message appears and the file extension is deleted.

Settings > Data import > MARC field protection

Use this setting to protect all or part of a particular MARC field from updates when new copies of MARC records are imported.

Field protection differs for repeatable and non-repeatable fields. If the field is repeatable, the existing field is retained and a new field is created with the new data. If the field is non-repeatable, the existing field is retained and the updated data is discarded.

Adding a MARC field protection

The asterisk (*) is the only available wildcard. When used, it means anything.

In the MARC field protection pane, click New.
Enter the Field.
If you want to protect all data within that field, regardless of Indicator, Subfield, and Data, leave an asterisk (*) in each field, otherwise fill in the fields.
Click Save. The MARC field is added to the table.

Editing a MARC field protection

In the MARC field protection pane, click the pencil icon in the row of the field you want to edit.
Make your desired edits.
Click Save. The MARC field is updated.

Deleting a MARC field protection

In the MARC field protection pane, click the trash can icon in the row of the field you want to delete.
In the Delete MARC field protection dialog, click Delete. A confirmation message appears and the MARC field protection is deleted.

Docs: Settings > eHoldings

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

The eHoldings section of the Settings app is where you establish your root proxy server, create access status types and custom labels, assign users, and enter API credentials to call the EBSCO KB API (Holdings IQ). Note: Assign users is only applicable to multiple libraries in a single tenant (e.g. Five Colleges).

Permissions

In order to interact with eHoldings settings, a user needs to be assigned the following permissions:

Settings (eHoldings): Can create, edit, and view knowledge base credentials. This permission allows the user to create, view, and edit knowledge base API credentials.
Settings (eHoldings): Can delete knowledge base credentials. This permission allows the user to delete knowledge base API credentials. This action should only be done if the library is no longer subscribed to EBSCO KB.
Settings (eholdings): Can create, edit, view, and delete custom labels. This permission allows the user to create, view, edit, and delete custom labels that display on a title-package (aka resource) record.
Settings (eholdings): Can view custom labels. This permission allows the user to view custom labels in settings.
Settings (eholdings): Can create, edit, view, and delete access status types. This permission allows the user to create, view, edit, and delete a list of access status types that display on a selected package and title-package (aka resource) record.
Settings (eholdings): Can create, edit, and view access status types. This permission allows the user to create, view, and edit a list of access status types that display on a selected package and title-package (aka resource) record.
Settings (eholdings): Can view access status types. This permission allows the user to view a list of access status types that display on a selected package and title-package (aka resource) record.
Settings (eHoldings): Configure root proxy setting. This permission allows the user to edit the root proxy selection.
Settings (eholdings): Create, edit, and view Usage Consolidation API credentials. This permission allows the user to update and view usage consolidation settings. For libraries that subscribe to EBSCO’s Usage Consolidation service.
Settings (eHoldings): Display list of settings pages. This permission allows the user to view Settings (eholdings) pages.

Settings > eHoldings > Root proxy

The root proxy server establishes the proxy for all links and resources in eHoldings currently set to inherit the root proxy selection.

Note for EBSCO KB API customers: Access EBSCOAdmin to setup and maintain proxies.

Select the root proxy server from the drop-down list.
Click Save. A confirmation message appears and the root proxy server is saved.

Settings > eHoldings > Custom labels

Use this setting to create up to five custom labels. Custom labels allow your library to have additional customizable fields within title records. The labels you create here are displayed across all title records, but the information in each label’s field can be supplied and edited from within the title record. If created, custom labels appear within selected title records in the eHoldings app.

Creating a custom label

Enter a title for your custom label into a Display label box.
If you want the label to show on the publication finder and/or full text finder, select the checkbox next to each option.
Click Save. A confirmation message appears and the labels are saved.
Repeat steps 1-3 for up to five custom labels.

Editing a custom label

Make your changes to the Display label box.
Click Save. A confirmation message appears and the label is updated. The label changes across all selected title records in eHoldings.

Deleting a custom label

Remove the text from a Display label box.
Click Save. A confirmation message appears and the label is updated. The label is removed from all selected title records in eHoldings.

Settings > eHoldings > Access status types

Access status type is a customizable drop-down list that appears within selected package and title records in the eHoldings app. The drop-down list can be customized to indicate the various ways a resource might be accessible, for example, Evidence Based Acquisition (EBA), open access, or trial subscriptions. If created, the Access status type drop-down list appears in the Package settings section in selected package records and the Resource settings section in selected title records.

Creating an access status type

Click New.
Enter a name for the Access Status Type.
Optional: Enter a Description of the access status type.
Click Save. The access status type is saved.

Editing an access status type

Find the access status type you want to edit and click the pencil icon in the Actions column.
Make your desired changes.
Click Save.

Deleting an access status type

Note: Access status types can only be deleted if they aren’t assigned to any records. The trash can icon doesn’t appear otherwise.

Find the access status type you want to edit and click the trash can icon in the Actions column.
In the Delete access status type dialog, click Delete. A confirmation message appears and the access status type is deleted.

Settings > eHoldings > Assigned users

Use this setting only if your library is planning to have multiple EBSCO KBs configured. If your library has access to multiple KBs, eHoldings needs to know to which KB to grant a user access, so users need to be assigned to a KB. Users are configured in the Users app.

Assigning a user

Click Assign users.
In the Select User dialog, enter the user’s name or a portion of their name into the search box in the User Search pane, and click Search. User Search Results appear.
Optional: Filter results by Status or by Patron group.
Select the desired user by clicking on the user’s name. The user is assigned.

Unassigning a user

Find the user you want to unassign.
Click the trash can icon in the row of the user.
In the Unassign a user from a knowledge base dialog, click Unassign. The user is unassigned and removed from the assigned users table.

Settings > eHoldings > Usage consolidation

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

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

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

Enter your library’s Usage consolidation ID (required).
Enter your library’s Usage consolidation client ID (required).
Enter your library’s Usage consolidation API key (required).
Select the Start month for usage statistics from the drop-down list.
Select the platform for the usage statistics default display. Options include all platforms, publisher platforms, and non-publisher platforms.
Select the Currency (required).
Click Save.

Docs: Settings > eUsage

Wed, 20 May 2026 00:00:00 +0000

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

General

Settings > General > Aggregators

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

Add an aggregator

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

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

Then click Save & close.

Edit an aggregator

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

Delete an aggregator

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

Settings > General > Display settings

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

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

Harvester

Settings > Harvester > Number of failed attempts

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

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

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

Settings > Harvester > Start harvester

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

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

Settings > Harvester > Periodic harvesting

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

Add a new interval

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

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

Then click Save.

Edit an interval

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

Delete an interval

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

Settings > Harvester > Harvester logs

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

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

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

Docs: Settings > Finance

Fri, 15 May 2026 00:00:00 +0000

The Finance section of the Settings app is where you establish and specify the categories you want to use to classify the different fund types that will be used during a fiscal year.

Capabilities & capability sets

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

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

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

Settings > Finance > Fund types

A fund type is a categorization to help distinguish between the purpose of the different funds. You can use fund types to track the types of items funds are applied to, such as gifts, endowments, and exchanges. You need to first add the fund types in the Settings app in order to assign them to funds as fund types are created within the system. Fiscal year rollover of funds is often defined by fund type, so definition of the type values should consider future fiscal year rollover requirements.

Creating a new fund type

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

Editing a fund type

Find the fund type you want to edit and click the pencil icon.
Edit the Name.
Click Save. The fund type is updated. Note: if another user edited and saved the same fund type record while you were editing, the following message appears: “You are editing an old version of this data. To load the latest version click cancel, refresh the page and try again.”

Deleting a fund type

Find the fund type you want to delete. Click the trash can icon.
In the Delete Fund type dialog, click Delete. A confirmation message appears and the fund type is deleted. Note: Fund types cannot be deleted if assigned to a fund. The action will result in an error message: “This fund type cannot be deleted, as it is in use by one or more records.”

Settings > Finance > Expense classes

Expense classes allow you to track spending by defined categories within a fund. They enable tracking and reporting by the classes defined in this setting. For example, you may want to track spending based on order format (electronic vs print). When an order or invoice is created, both the fund and the expense class can be selected by the user.

Creating a new expense class

Click New.
Enter a category Name, Code, and External account number extension in the boxes.
Name. The name to designate the expense class.
Code. Self-created, based on name, a unique identifier for the expense class.
External account number extensions., optional. The financial account listing outside of the system linked to the expense class. For example, 01. This value will be appended to the external account number specified on the fund record.
Click Save. The expense class is saved and appears in the Expense class list.

Editing an expense class

Find the expense class you want to edit and click the pencil icon.
Edit the Name, Code, or External account number extension.
Click Save. The expense class is updated. Note: if another user edited and saved while you were editing the same expense class, the following message appears: “You are editing an old version of this data. To load the latest version click cancel, refresh the page and try again.”

Deleting an expense class

Find the expense class you want to delete. Click the trash can icon.
In the Delete Expense class dialog, click Delete. A confirmation message appears and the expense class is deleted. Note: Expense classes cannot be deleted if assigned to a budget. The action will result in an error message: “This expense class cannot be deleted, as it is in use by one or more records.”

Settings > Finance > Export fund and expense class codes

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

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

Settings > Finance > Exhange rate source

By default, FOLIO retrieves exchange rates via API lookup from the European Central Bank. An institution may wish to use a different source for determining exchange rates on orders and invoices. If your institution wishes to use an alternate source for exchange rates, please check the Specify exchange rate provider box and fill in the following details:

Exchange rate provider type (required). Choose from Key required or No key required. If selecting Key required, the API Key or Login field becomes required.
Exchange rate provider URI (required). Enter the URI from the provider, including the base query syntax.
API Key or Login. This field is required if the Exchange rate provider type is set to Key required. Enter the API key or login obtained from the exchange rate provider. Note: the contents of this field will be masked unless the Show credentials button is clicked.
API Secret or Password. Note: the contents of this field will be masked unless the Show credentials button is clicked.
Click Save. A green toast will appear indicating that the settings have been successfully updated.

This will immediately update the exchange rate source from the European Central Bank to the specified exchange rate provider. Note: a user may still specify a set exchange rate on a purchase order line or invoice, if a default exchange rate is not found via API or if the library has a set range they wish to use instead of the API-provided rate.

Docs: Settings > GOBI integration

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

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

Capabilities

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

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

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

Implementation considerations

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

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

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

Settings > GOBI integration > Integration details > Mapping configuration

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

Listed Electronic Monograph
Listed Print Monograph
Unlisted Print Monograph

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

Viewing configuration files

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

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

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

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

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

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

Editing configuration files

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

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

Resetting default configuration

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

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

Docs: Settings > Inventory

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

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

Capabilities and Capability Sets

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

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

Settings > Inventory > Alternative title types

Use this setting to create and manage alternative title types. Alternative titles types appear in the Type drop-down list when you add an alternative title to an instance record. FOLIO provides alternative title types by default, which can be edited or deleted.

Creating an alternative title type

Click New.
Enter a Name in the box.
Click Save. The Alternative title type is saved.

Editing an alternative title type

Find the alternative title type you want to edit and click the pencil icon.
Edit the Name.
Click Save. The Alternative title type is saved.

Deleting an alternative title type

Find the alternative title type you want to edit and click the delete icon.
In the Delete Alternative title type dialog, click Delete. A confirmation message appears and the Alternative title type is deleted.

Settings > Inventory > Classification identifier types

Use this setting to create and manage classification identifier types. Classification identifier types appear in the Classification identifier type drop-down list when you add a classification to an instance record. FOLIO provides identifier types by default, but the default values cannot be edited or deleted. However, you can add your own local identifier types.

Creating a classification identifier type

Click New.
Enter a Name in the box.
Click Save. The Classification identifier type is saved.

Editing a classification identifier type

Note: You can only edit local classification identifier types. Default FOLIO identifier types cannot be edited.

Find the classification identifier type you want to edit and click the pencil icon.
Edit the Name.
Click Save. The Classification identifier type is saved.

Deleting a classification identifier type

Note: You can only delete local classification identifier types. Default FOLIO identifier types cannot be deleted.

Find the classification identifier type you want to edit and click the delete icon.
In the Delete Classification identifier type dialog, click Delete. A confirmation message appears and the Classification identifier type is deleted.

Settings > Inventory > Contributor types

Use this setting to create and manage contributor types. Contributor types appear in the Type drop-down list when you add a contributor to an instance record. FOLIO provides MARC relator terms by default, but the relator terms cannot be edited or deleted. However, you can add your own local contributor types.

Creating a contributor type

Click New.
Enter a Name in the box.
Enter a code in the box.
Click Save. The Contributor type is saved.

Editing a contributor type

Note: You can only edit local Contributor types. Default MARC relator types cannot be edited.

Find the contributor type you want to edit and click the pencil icon.
Edit the Name or code.
Click Save. The Contributor type is saved.

Deleting a contributor type

Note: You can only delete local Contributor types. Default MARC relator types cannot be deleted.

Find the contributor type you want to edit and click the delete icon.
In the Delete Contributor type dialog, click Delete. A confirmation message appears and the Contributor type is deleted.

Settings > Inventory > Formats

Use this setting to create and manage formats. Formats appear in the Format drop-down list when you add a format to an instance record. FOLIO provides RDA media/carrier terms by default, and the default terms cannot be edited or deleted. However, you can add your own local formats. Format also appears as an instance search filter.

Creating a format

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

Editing a format

Note: You can only edit local Formats. Default RDA media/carrier formats cannot be edited.

Find the format you want to edit and click the pencil icon.
Edit the Name or code.
Click Save. The Format is saved.

Deleting a format

Note: You can only delete local Formats. Default RDA media/carrier formats cannot be deleted.

Find the format you want to edit and click the delete icon.
In the Delete Format dialog, click Delete. A confirmation message appears and the Format is deleted.

Settings > Inventory > Instance note types

Use this setting to create and manage instance note types. Instance note types appear in the Note type drop-down list when you add a note to an instance record. FOLIO provides note types by default, which can be edited or deleted.

Creating an instance note type

Click New.
Enter a Name in the box.
Click Save. The Instance note type is saved.

Editing an instance note type

Find the instance note type you want to edit and click the pencil icon.
Edit the Name.
Click Save. The Instance note type is saved.

Deleting an instance note type

Find the instance note type you want to edit and click the delete icon.
In the Delete Instance note type dialog, click Delete. A confirmation message appears and the Instance note type is deleted.

Settings > Inventory > Instance status types

Use this setting to create and manage instance status types. Instance status types appear in the Instance status term drop-down list in the Administrative data section of an instance record. FOLIO provides status types by default, which can be edited or deleted.

Creating an instance status type

Click New.
Enter a Name in the box.
Enter a code in the box.
Click Save. The Instance status type is saved.

Editing an instance status type

Find the instance status type you want to edit and click the pencil icon.
Edit the Name or Code.
Click Save. The Instance status type is saved.

Deleting an instance status type

Find the instance status type you want to edit and click the delete icon.
In the Delete Instance status type dialog, click Delete. A confirmation message appears and the Instance status type is deleted.

Settings > Inventory > Modes of issuance

Use this setting to create and manage modes of issuance. Modes of issuance appear in the Mode of issuance drop-down list in the Administrative data section of an instance record. FOLIO provides some modes of issuance by default, and the default modes of issuance cannot be edited or deleted. However, you can add your own local modes of issuance. Mode of issuance also appears as an instance search filter.

Creating a mode of issuance

Click New.
Enter a Name in the box.
Click Save. The Mode of issuance is saved.

Editing a mode of issuance

Note: You can only edit local and FOLIO Modes of issuance. Default Modes of issuances cannot be edited.

Find the mode of issuance you want to edit and click the pencil icon.
Edit the Name.
Click Save. The Mode of issuance is saved.

Deleting a mode of issuance

Note: You can only delete local and FOLIO Modes of issuance. Default Modes of issuances cannot be deleted.

Find the mode of issuance you want to edit and click the delete icon.
In the Delete Mode of issuance dialog, click Delete. A confirmation message appears and the Mode of issuance is deleted.

Settings > Inventory > Nature of content

Use this setting to create and manage nature of content terms. Nature of content terms appear in the Nature of content term drop-down list when you add a nature of content to an instance record. FOLIO provides nature of content terms by default, and the default terms cannot be edited or deleted. However, you can add your own local nature of content terms. Nature of content also appears as an instance search filter.

Creating a nature of content

Click New.
Enter a Name in the box.
Click Save. The Nature of content is saved.

Editing a nature of content

Note: You can only edit local Nature of contents. Default FOLIO Nature of contents cannot be edited.

Find the nature of content you want to edit and click the pencil icon.
Edit the Name.
Click Save. The Nature of content is saved.

Deleting a nature of content

Note: You can only delete local Nature of contents. Default Nature of contents cannot be deleted.

Find the nature of content you want to edit and click the delete icon.
In the Delete Nature of content term dialog, click Delete. A confirmation message appears and the Nature of content is deleted.

Settings > Inventory > Resource identifier types

Use this setting to create and manage resource identifier types. Resource identifier types appear in the Type drop-down list when you add an identifier to an instance record. FOLIO provides identifier types by default, and the default identifier types cannot be edited or deleted. However, you can add your own local identifier types.

Creating a resource identifier type

Click New.
Enter a Name in the box.
Click Save. The Resource identifier type is saved.

Editing a resource identifier type

Note: You can only edit local Resource identifier types. Default FOLIO Resource identifier types cannot be edited.

Find the resource identifier type you want to edit and click the pencil icon.
Edit the Name.
Click Save. The Resource identifier type is saved.

Deleting a resource identifier type

Note: You can only delete local Resource identifier types. Default FOLIO Resource identifier types cannot be deleted.

Find the resource identifier type you want to edit and click the delete icon.
In the Delete Resource identifier type dialog, click Delete. A confirmation message appears and the Resource identifier type is deleted.

Settings > Inventory > Resource types

Use this setting to create and manage resource types. Resource types appear in the Resource type drop-down list in the Descriptive data section of an instance record. FOLIO provides RDA content terms by default, and the default content terms cannot be edited or deleted. However, you can add your own local resource types. Resource type also appears as an instance search filter.

Creating a resource type

Click New.
Enter a Name in the box.
Enter a Code in the box.
Click Save. The Resource type is saved.

Editing a resource type

Note: You can only edit local Resource types. Default RDA content types cannot be edited.

Find the resource type you want to edit and click the pencil icon.
Edit the Name or Code.
Click Save. The Resource type is saved.

Deleting a resource type

Note: You can only delete local Resource types. Default RDA content types cannot be deleted.

Find the resource type you want to edit and click the delete icon.
In the Delete Resource type dialog, click Delete. A confirmation message appears and the Resource type is deleted.

Settings > Inventory > Holdings note types

Use this setting to create and manage holdings note types. Instance note types appear in the Note type drop-down list when you add a note to a holdings record. FOLIO provides note types by default, which can be edited or deleted.

Creating a holdings note type

Click New.
Enter a Name in the box.
Click Save. The Holdings note type is saved.

Editing a holdings note type

Find the holdings note type you want to edit and click the pencil icon.
Edit the Name.
Click Save. The Holdings note type is saved.

Deleting a holdings note type

Find the holdings note type you want to edit and click the delete icon.
In the Delete Holdings note type dialog, click Delete. A confirmation message appears and the Holdings note type is deleted.

Settings > Inventory > Holdings sources

Use this setting to create and manage holdings sources. Holdings source appears in the Administrative Data section of the Holdings record and is system supplied on record creation. FOLIO provides holdings sources by default, which cannot be edited or deleted. New sources can be added and edited

Creating a holdings source

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

Editing a holdings source

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

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

Deleting a holdings source

Find the holdings source you want to edit and click the delete icon.
In the Delete Holdings source dialog, click Delete. A confirmation message appears and the Holdings source is deleted.

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

Settings > Inventory > Holdings types

Use this setting to create and manage holdings types. Holdings types appear in the Holdings type drop-down list in the Administrative data section of a holdings record. FOLIO provides holdings types by default, which can be edited or deleted.

Creating a holdings type

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

Editing a holdings type

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

Deleting a holdings type

Find the holdings type you want to edit and click the delete icon.
In the Delete Holdings type dialog, click Delete. A confirmation message appears and the Holdings type is deleted.

Settings > Inventory > ILL policy

Use this setting to create and manage ILL policies. ILL policies appear in the ILL policy drop-down list in the Holdings details section of a holdings record. FOLIO provides ILL policies by default, which can be edited or deleted.

Creating an ILL policy

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

Editing an ILL policy

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

Deleting a holdings type

Find the ILL policy you want to edit and click the delete icon.
In the Delete ILL policy dialog, click Delete. A confirmation message appears and the ILL policy is deleted.

Settings > Inventory > Item note types

Use this setting to create and manage item note types. Item note types appear in the Note type drop-down list when you add a note to an item record. FOLIO provides note types by default, which can be edited or deleted.

Creating an item note type

Click New.
Enter a Name in the box.
Click Save. The Item note type is saved.

Editing an item note type

Find the item note type you want to edit and click the pencil icon.
Edit the Name.
Click Save. The Item note type is saved.

Deleting an item note type

Find the item note type you want to edit and click the delete icon.
In the Delete Item note type dialog, click Delete. A confirmation message appears and the Item note type is deleted.

Settings > Inventory > Loan types

Use this setting to create and manage loan types. Loan types appear in the Permanent loan type and Temporary loan type drop-down lists in the Loan and availability section of an item record. FOLIO provides loan types by default, which can be edited or deleted. Loan types are also used in Circulation rules.

Creating a loan type

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

Editing a loan type

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

Deleting a loan type

Find the loan type you want to edit and click the delete icon.
In the Delete Loan type dialog, click Delete. A confirmation message appears and the Loan type is deleted.

Settings > Inventory > Material types

Use this setting to create and manage material types. Material types appear in the Material type drop-down list in the Item data section of an item record. FOLIO provides material types by default, which can be edited or deleted. Material types are also used in Circulation rules and appear as an item search filter.

Creating a material type

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

Editing a loan type

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

Deleting a material type

Find the material type you want to edit and click the delete icon.
In the Delete Material type dialog, click Delete. A confirmation message appears and the Material type is deleted.

Settings > Inventory > Fast add

Use this setting to customize your Fast add default instance status and whether or not Fast add records are suppressed from discovery by default.

Default instance status

Select from the Default instance status drop-down list the instance status you want applied to every instance record created using Fast add:

Other
Cataloged
Uncataloged
Temporary
Not yet assigned
Batch Loaded

Suppress from discovery

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

Settings > Inventory > HRID handling

After initial data migration, new FOLIO HRIDs are assigned sequentially, based on the starting number in these settings. Unless changed or removed, the default prefix is assigned to new FOLIO HRIDs. HRIDs in existing FOLIO Inventory and MARC records cannot be changed.

Inventory instances and MARC bibliographic records

For instances

Inventory holdings and MARC holdings records

For holdings

Inventory item records

For items

Settings > Inventory > Statistical code types

Use this setting to create and manage statistical code types. Statistical code types appear in the Statistical code drop-down list when you add a statistical code to an instance, holdings, or item record. FOLIO provides statistical codes by default, which can be edited or deleted.

Creating a statistical code type

Click New.
Enter a Name in the box.
Click Save. The Statistical code type is saved.

Editing a statistical code type

Find the statistical code type you want to edit and click the pencil icon.
Edit the Name.
Click Save. The Statistical code type is saved.

Deleting a statistical code type

Find the statistical code type you want to edit and click the delete icon.
In the Delete Statistical code type dialog, click Delete. A confirmation message appears and the Statistical code type is deleted.

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

Settings > Inventory > Statistical codes

Use this setting to create and manage statistical codes. Statistical code appear in the Statistical code drop-down list when you add a statistical code to an instance, holdings, or item record. FOLIO provides statistical codes by default, which can be edited or deleted. A statistical code must be assigned a statistical code type.

Creating a statistical code

Click New.
Entier a Code in the box.
Enter a Name in the box.
Select a Type from the menu.
Click Save. The Statistical code is saved.

Editing a statistical code

Find the statistical code you want to edit and click the pencil icon.
Edit the Name, Code, or Type.
Click Save. The Statistical code is saved.

Deleting a statistical code

Find the statistical code you want to edit and click the delete icon.
In the Delete Statistical code dialog, click Delete. A confirmation message appears and the Statistical code is deleted.

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

Settings > Inventory > URL relationship

Use this setting to create and manage URL relationships. URL relationships appear in the Relationship drop-down list when you add electronic access to an instance, holdings, or item record. FOLIO provides URL relationships by default, which can be edited or deleted.

Creating a URL relationship

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

Editing a URL relationship

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

Deleting a URL relationship

Find the URL relationship you want to edit and click the delete icon.
In the Delete Statistical code dialog, click Delete. A confirmation message appears and the URL relationship is deleted.

Settings > Inventory > Call number types

Use this setting to create and manage call number types. Call number types appear in the Call number type drop-down list in the Location section of a holdings record and the Item data section of an item record. FOLIO provides call number types by default, which can be edited or deleted.

Creating a call number type

Click New.
Enter a Name in the box.
Click Save. The Call number type is saved.

Editing a call number type

Find the call number type you want to edit and click the pencil icon.
Edit the Name.
Click Save. The Call number type is saved.

Deleting a call number type

Find the call number type you want to edit and click the delete icon.
In the Delete Call number type dialog, click Delete. A confirmation message appears and the Call number type is deleted.

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

Settings > Inventory > Number generator options

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

Three options are available:

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

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

Settings > Inventory > Integrations

Z39.50 target profiles

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

To create a new target

Click New.
Enter a Name for the target. This is the label that will appear in the import and overlay modal.
Enter other information as needed for the target.
Click Save & close.

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

Click on the target Name.
Click Edit.
Change desired information.
Click Save & close.

Docs: Settings > Invoices

Fri, 15 May 2026 00:00:00 +0000

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

Capabilities & capability sets

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

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

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

Settings > Invoices > Approvals

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

Settings > Invoices > Adjustments

Use this setting to create preset adjustments that you can add to invoices at any time.

Creating an adjustment

Click New.
Enter a Description in the box.
Select a Type from the list: Percent, Amount.
Select the Always show checkbox if you want the adjustment to show up automatically when you create a new invoice. Note: You can still remove an adjustment from invoices with this option enabled.
Enter a Value in the box.
Select a Pro rate from the list: By line, By amount, By quantity, Not prorated.
Select a Relation to total from the list: In addition to, Separate from. Note: Adjustments that are created with a “Relation to total” value of “Separate from” are not included in the Total adjustments amount or Calculated total amount for the invoice."
Select the Export to accounting checkbox if you want to send a copy of the adjustment to an external financial system.
Click Save & close. The adjustment is saved.

Editing an adjustment

Find the adjustment you want to edit and click it.
Click Actions > Edit.
Edit the adjustment.
Click Save & close.

Deleting an adjustment

Select the adjustment you want to delete.
In the adjustment window, select Actions > Delete.
In the Delete adjustment dialog, click Delete. A confirmation message appears and the adjustment is deleted.

Settings > Invoices > Batch groups

Use this setting to create, edit, and delete batch groups, which are used to organize invoices for export as vouchers to an external payment system. FOLIO tenants come with a single batch group, FOLIO, configured. Additional batch groups can be added and the FOLIO batch group label may be edited, but the group itself cannot be deleted.

Creating a batch group

Click New.
Enter a Name in the box.
Optional: Enter a Description in the box.
Click Save. The Batch group is saved.

Editing a batch group

Find the Batch group you want to edit and click the pencil icon.
Edit the batch group.
Click Save.

Deleting a batch group

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

Settings > Invoices > Batch group configuration

Use this setting to configure batch group voucher exports. This configuration enables you to setup automated exports of files containing all invoice vouchers created since the last export. For more information about how vouchers are created, see Invoices > Approving an invoice. All vouchers with the Export to accounting checkbox selected that were created since the last export for the batch group will be exported to a file. For more information about the Export to accounting checkbox, see Invoices > Extended information. Each invoice generates a single unique voucher on which all fund charges are grouped by the fund external account number.

Configuring a batch group

Select a Batch group.
Select a Location type. FTP or SFTP.
Enter an Upload location. If this box is left blank, the export downloads the file to your computer.
Enter a Port, if needed for the file upload location.
Enter a Directory, if needed for the file upload location (e.g. /files).
Select a Format. JSON or XML.
Enter a Username, if needed for the file upload location.
Enter a Password, if needed for the file upload location.
Click Save.

Click Show credentials/Hide credentials to show or hide the password. If you want to test the connection with the upload location, click Test connection.

Settings > Invoices > Voucher number

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

Enter a Prefix, if required by your library. For example, if your financial office requires all invoice payments for the library to begin with “LIB”.
Enter a Starting number.
Click Reset sequence if you need to reset the voucher number.
Select the Allow voucher number to be edited checkbox if you want to allow editing for the voucher number.

Docs: Settings > Licenses

Tue, 31 Oct 2023 00:00:00 +0000

The Licenses section of the Settings app is where you create license Terms and manage pick lists.

Permissions

In order to interact with License settings, a user needs to be assigned the following permissions:

Settings (Licenses): Manage pick lists and values. This permission allows the user to access the License settings and the ability to manage pick lists and pick list values.
Settings (Licenses): Manage license terms. This permission allows the user to access the License settings and the ability to manage the available license terms.
Settings (Licenses): Can view app settings. This permission allows the user to view permissions to a set of “app settings” via the Settings. As of Lotus, the available app settings are to set up options for storing documents uploaded to the Licenses module in database (default) or S3 storage.
Settings (Licenses): Can view and edit app settings. This permission allows the user to view and edit permissions to a set of “app settings” via the Settings. As of Lotus, the available app settings are to set up options for storing documents uploaded to the Licenses module in database (default) or S3 storage.

Settings > Licenses > Terms

Terms are the terms of use that define what you can or cannot do with the content associated with the license.

There are two types of terms you can create in FOLIO: primary and optional. Primary terms appear on every license record by default. Optional terms can be added on a license-by-license basis. Primary terms will sort above optional terms even if an optional term is weighted higher.

Creating a term

Click New.
In the New license term box, fill in all the fields:
- Type. Select a term Type from the drop-down list: Decimal, Integer, Text, Text, Pick list, Pick list (multi-select), or Date. Note: This cannot be edited once the Term is created.
- Pick list and Pick list (multi-select). If the term type is Pick list or Pick list (multi-select), a pick list field displays. Select the Pick list you want to use from the drop-down list. For more information on pick lists, see Settings > Licenses > Pick lists.
- Label. The term name that appears when displaying the Term to users in FOLIO and in any other systems that display license terms to users. It is recommended that you create a short text string that clearly communicates the information recorded in the term. If you need to further explain the term, you should use the Description field.
- Name. Used when outputting term data in a machine readable format. It is not intended to be displayed to users (staff or patrons). It should be a short Latin alphabet string that can be used by any external systems or programs that access the license term data. Use of camelCase is suggested but not required. Changes to the license term name would affect any external systems using license term data and changes should not be made without consulting those responsible for relevant external systems and software.
- Description. Use to provide further explanation of the term. In the Licenses app, you can display the description by clicking the information icon next to the term’s label.
- Category. Terms can be categorized. Each category will appear as a separate accordion when viewing or editing the license. You can also filter terms by category under the Category drop-down list, which contains any categories that you have allocated to terms. To add a category, click on the Category box. You are offered a list of existing categories that will filter as you type. You can add new categories by typing a new value and clicking the option to Add context . If you remove all occurrences of a category across all terms, it will be removed from the list of existing categories.
- Order weight. To determine the order in which the terms appear in the license record, enter a number. If you do not set a value and leave the Order weight at 0 for each term, or they all contain the same number, then they are sorted alphabetically. When sorted alphabetically, uppercase letters are sorted before lowercase letters. For example, “Zebra” appears before “aardvark.”
- Primary term. Select whether the term is a primary term. Primary terms always display for selection in the license record. If you select No, then the term will be optional, and you will have to manually add it to the license record whenever you want to use that term.
- Deprecated. Use to indicate if a term should be deprecated. If Yes is selected, then the term will be preserved in past licenses, but will not display in the list of available terms when adding terms to a license going forward.
- Default visibility. Select whether you would like the term to display internally within FOLIO, or externally to the public (for example, if you are setting up properties to display in your catalog).
Click Save. A confirmation message appears, and the term is saved and appears in the Terms pane.

Editing a term

Note: You cannot edit the term Type once the term is created.

Find the term you want to edit and click Edit at the top of its term box.
Make your desired changes to the term.
Click Save. A confirmation message appears and the term is updated.

Deleting a term

Note: You can only delete a term if it is not assigned to any license records.

Find the term you want to edit and click Delete at the top of its term box.
In the Delete term dialog, click Delete. A confirmation message appears and the term is deleted.

Searching a term

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

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

Settings > Licenses > Pick lists

A pick list is a customizable drop-down list used in the Licenses app. Pick lists are applied to license Terms that have the property Type of Pick list. Additionally, default pick lists like Type and Status can be found in this setting.

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

Creating a pick list

Note: Pick lists cannot be edited once they are created. However, they can be deleted.

Click New.
Enter a name in the Pick list box.
Click Save. The pick list is saved and appears alphabetically in the Pick list column.

Deleting a pick list

Note: You can only delete pick lists if they aren’t assigned to any license records. If they are used in any license records, the trash can icon will not appear in the Actions column.

Find the pick list you want to delete.
In the Actions column, click the trash can icon.
In the Delete Pick list dialog, select Delete. A confirmation message appears and the pick list is deleted.

Settings > Licenses > Pick list values

Pick list values are the values available for selection within a pick list. You must first create the pick list in Setting > Licenses > Pick lists before creating its values.

Adding pick list values

Select the Pick list to which you want to add values in the drop-down list.
Click New.
Enter a Label. The label appears as an option in the pick list.
Click Save. The label is saved and its value is generated.

Editing pick list values

Note: If you edit a pick list value, only the Label changes and not the Value term.

Select the Pick list with the value you want to edit in the drop-down list.
In the row of the value you want to edit, click the pencil icon.
Edit the Label.
Click Save. The label is updated.

Deleting pick list values

Select the Pick list with the value you want to delete in the drop-down list.
In the row of the value you want to edit, click the trash can icon.
In the Delete Value dialog, click Delete. A confirmation message appears and the value is deleted.

Settings > Licenses > App settings

File storage

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

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

Settings (Licenses): Can view and edit app settings

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

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

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

Docs: Settings > MARC authority

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

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

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

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

Settings > MARC authority > Manage authority files

Creating new authority files

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

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

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

Editing authority files

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

Deleting authority files

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

Docs: Settings > Mosaic integration

Fri, 15 May 2026 00:00:00 +0000

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

Capabilities & capability Sets

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

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

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

Implementation considerations

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

Mosaic account number
Institution name
Contact person email address

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

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

Libraries may [create an order template] (../../settings_orders/settings_orders/#creating-an-order-template) for use with the integration or click the Generate integration templates button to have the system create the template and organization record for use with the integration. Note: system-generated templates and organization records may be edited and deleted by authorized users.

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

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

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

Docs: Settings > My profile

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

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

Capabilities

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

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

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

For all Settings > My profile capabilities:

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

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

Application display order

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

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

To customize the display order:

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

To restore the default order:

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

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

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

Change password

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

To change your FOLIO password:

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

Docs: Settings > Notes

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

The Notes section of the Settings app is where you establish your library’s note types.

Notes are a way for your library to add extra information to a record. The Notes section appears in records in the following FOLIO apps:

Agreements
eHoldings
eUsage
Licenses
Organizations
Users

Permissions

In order to interact with Notes settings, a user needs to be assigned the following permission:

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

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

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

Settings > Notes > General

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

Creating a note type

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

Editing a note type

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

Deleting a note type

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

Docs: Settings > OAI-PMH

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

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

FOLIO currently supports three metadata formats:

marc21
oai_dc
marc21_withholdings

This list can be viewed by using the ListMetadataFormats verb.

Capabilities and Capability Sets

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

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

Settings > OAI-PMH > General

General settings to configure how the Identify verb responses.

Enable OAI service

Checkbox to globally enable or disable OAI services.

Repository name

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

Base URL

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

Time granularity

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

Administrator email(s)

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

Settings > OAI-PMH > Technical

Max records per response

Number of records to return per page of response.

Enable validation

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

Formatted output

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

Settings > OAI-PMH > Behavior

Deleted records support

One of:

No - Indicates that no information about deleted records is presented.
Persistent - Records with MARC Leader 05 equal to ’d', ’s' or ‘x’ will be listed as deleted in OAI-PMH ListRecords responses.
Transient - Same behavior as Persistent, but without a guarantee that deleted records will be kept indefinitely in FOLIO.

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

Setting value appears in deletedRecord XML element of Identify response.

Suppressed records processing

One of:

Transfer suppressed records with discovery flag value - Adds a MARC subfield $t = 1 to FOLIO’s 999 field (for Instances), 852 field (for Holdings) or 952 field (for Items).
Skip suppressed from discovery records - Instances marked ‘Suppress from Discovery’ are not included in the OAI-PMH response.

OAI-PMH errors processing

One of:

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

Record source

One of:

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

Settings > OAI-PMH > Logs

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

Field mappings for ListRecords response

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

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

Docs: Settings > Orders

Fri, 15 May 2026 00:00:00 +0000

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

Capabilities & capability sets

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

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

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

Settings > Orders > General > Approvals

If you want to require approval to open orders, select “Approval required” to open orders. When selected, an additional step between Pending and Open is added. A user with the appropriate authorization has to approve the order via a separate action or by checking an approval box on the order record. Once the order is approved, the date and time of the approval is captured, along with the username of the person who made the approval. If this setting is not activated, the approval date and time will match the date and time that the order was opened. For more information, see Approving an order.

Settings > Orders > General > Closing purchase order reasons

Use this setting to configure the reasons for an order closure. FOLIO provides default closing purchase order reasons, which cannot be edited or deleted, but you can add reasons to track closures specific to your library.

Creating a closing purchase order reason

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

Editing a closing purchase order reason

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

Deleting a closing purchase order reason

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

Settings > Orders > General > Order templates

Use this setting to configure your order templates. Order templates can be used to populate consistent information that you may always fill out when ordering from a specific vendor, for example. Note: Any order templates you create are shared among all users who have authorization to create orders.

Order templates contain the same fields found in order records but also include order line information, which is automatically applied to any order lines added to the order record that uses the order template.

Creating an order template

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

Click New.
Click Hide all eligible fields to turn off visibility for all fields that can be hidden during order creation. You can then turn on only the fields that you want to display by unselecting the eye icon beside those fields.
Fill in information as needed for the remaining order creation fields. Follow the instructions under Creating an order for more information. Click on the eye icon to hide fields as needed.
Click Save. A confirmation message appears and the template is saved.

Editing an order template

Select the order template you want to edit.
In the order template window, select Actions > Edit.
Edit the order template.
Click Save. A confirmation message appears and the template is updated.

Deleting an order template

Select the order template you want to delete.
In the order template window, select Actions > Delete.
In the Delete template dialog, click Delete. A confirmation message appears and the template is deleted.

Settings > Orders > General > Order template categories

FOLIO libraries may wish to expose specific order templates to third-party integrations. This can be achieved by the application of a category to an order template.

Creating an order template category

Click New.
Enter a Name for the category.
Click Save. The new category will appear in the corresponding dropdown menu when creating or editing an order template.

Editing an order template category

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

Deleting an order template category

An order template category can be deleted only if it is no longer applied to any order templates. To delete an order template category, you must first check that no order templates are currently assigned that category.

Find the category you want to delete and click the trash can icon.
In the Delete order template category modal, click Delete. A confirmation message appears and the category is deleted.[

Settings > Orders > General > Purchase order lines limit

Use this setting to limit the number of order lines that you can add to an order. If you do not want to have a limit, enter 999. The default value is equal to the minimum order lines limit of 1. If you change tha value in this setting, click Save to capture the update.

Settings > Orders > General > Opening purchase orders

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

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

Settings > Orders > General > Acquisition methods

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

Creating an acquisition method

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

Editing an acquisition method

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

Deleting an acquisition method

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

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

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

Create a custom field

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

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

Configure the custom field by checking the box next to Hidden and/or Required. Add a name for the field in the Field name box. Depending on the type of field, additional configuration may be required (e.g. adding options to dropdown menus or rasio button sets).
Optional: To add additional custom fields, repeat steps 3-4.
Click Save & close. The custom field(s) are saved.

Edit a custom field

In the Custom fields pane, click Edit.
In the Edit custom fields pane, make your changes to the custom field.
Click Save & close. The custom field is updated.

Delete a custom field

Custom fields can be deleted if they are in use, but any information tied to the fields is also deleted.

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

Settings > Orders > Number generator options

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

Three options are available:

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

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

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

Settings > Orders > PO number > Edit

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

Settings > Orders > PO number > Prefixes

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

Creating a prefix

Click New.
Enter a Name in the box.
Optional: Enter a Description in the box.
Click Save. The Prefix is saved.

Editing a prefix

Find the Prefix you want to edit and click the pencil icon.
Edit the prefix.
Click Save. The Prefix is updated.

Deleting a prefix

Find the Prefix you want to delete and click the delete icon.
In the Delete Prefix dialog, click Delete. A confirmation message appears and the Prefix is deleted. Note: A prefix cannot be deleted if in use on order records.

Settings > Orders > PO number > Suffixes

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

Creating a suffix

Click New.
Enter a Name in the box.
Optional: Enter a Description in the box.
Click Save. The Suffix is saved.

Editing a suffix

Find the Suffix you want to edit and click the pencil icon.
Edit the suffix.
Click Save. The Suffix is updated.

Deleting a suffix

Find the Suffix you want to delete and click the delete icon.
In the Delete Suffix dialog, click Delete. A confirmation message appears and the Suffix is deleted. Note: A suffix cannot be deleted if in use on order records.

Settings > Orders > Inventory interaction > Instance matching

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

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

Settings > Orders > Inventory interaction > Inventory interactions defaults

Use this setting to determine how materials you are ordering interact with the Inventory app. The settings you select here determine the default interaction based on the Order format (Electronic, Physical, P/E Mix, or Other) you select for the order line item. The interactions you select can be changed when you add or edit an order line, in the Create inventory field of the Physical resource or E-resource details section of the order line, if needed. The inventory interactions are initiated when the order is opened.

There are four default interactions you can select:

Instance, holdings, item. Once the order is opened, an instance, holdings, and item are found or created in the Inventory app.
Instance. Once the order is opened, an instance is found or created in the Inventory app.
Instance, holdings. Once the order is opened, an instance and holdings are found or created in the Inventory app.
None. Nothing is found or created in the Inventory app.

Settings > Orders > Inventory interaction > Instance status

Use this setting to determine the instance status that is assigned to the instances that are created through opening an order. Note: If you have not selected a default, then you may encounter problems when trying to receive an item or when you close an order.

For information on managing instance status values, see Settings > Inventory > Instances > Instance status types.

Settings > Orders > Inventory interaction > Instance type

Use this setting to determine the instance resource type that is assigned to the instances that are created through opening an order. Note: If you have not selected a default, then you may encounter problems when trying to open an order that should create a new instance.

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

Settings > Orders > Inventory interaction > Loan type

Use this setting to determine the loan type that is assigned to the items that are created through opening an order. Note: If you have not selected a default, then you will not be able to open orders where new items are being created. For information on managing loan type values, see Settings > Inventory > Loan types.

Settings > Orders > Routing > Routing address

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

Settings > Orders > Routing > List configuration

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

Configuring a routing list

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

Docs: Settings > Organizations

Mon, 18 May 2026 00:00:00 +0000

The Organizations section of the Settings app is where you establish the categories you want to use to classify the contact people and contact information you add to an organization, any types you may wish to use to classify the organization records for filtering purposes, and banking information related to vendors.

Capabilities & capability sets

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

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

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

Settings > Organizations > Categories

Categories are a way to classify the contact people and contact information you add to an organization. Categories are defined by your library and can be used to group contact information and contact people to make them easier to find and identify. Examples of categories are: Sales, Support, Accounts Payable.

You need to first add the categories in the Settings app in order to assign them to organization contacts.

For more information on adding contact information and contact people to organizations, see Contact information and Contact people.

Creating a new category

Click New.
Enter a category Name in the box.
Click Save. The category is saved and appears in the Categories list.

Editing a category

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

Deleting a category

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

Find the category you want to delete.
Click the trash can icon.
In the Delete Category dialog, click Delete. The category is deleted and a confirmation message appears.

Settings > Organizations > Types

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

Creating a new type

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

Editing a type

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

Deleting a type

Note: Types cannot be deleted when in use on an Organization record. You will see an error: “This type cannot be deleted, as it is in use by one or more records.”

Find the type you want to delete.
Click the trash can icon.
In the Delete Type dialog, click Delete. The type is deleted and a confirmation message appears.

Settings > Organizations > Banking information

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

Settings > Organizations > Account types

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

Creating a new account type

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

Editing an account type

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

Deleting an account type

Note: Account types can be deleted while in use on an organization record. The field will appear empty within the Banking information.

Find the account type you want to delete.
Click the trash can icon.
In the Delete account type dialog, click Delete. The account type is deleted and a confirmation message appears.

Settings > Organizations > Number generator options

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

Choose the desired option from the dropdown menu:

Off. The vendor code can be manually entered only. No Generate vendor code button is available.
On, field editable. The Generate vendor code button is available for use, but the field remains editable for manual entry or update.
On, field not editable. The Generate vendor code button is available and must be used to fill in the code field.

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

Docs: Settings > Remote Storage

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

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

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

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

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

Permissions

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

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

Settings > Configurations

A configuration entry must be created for each remote storage system. Directions are different for Dematic EMS (API), StagingDirector (TCP/IP), and CAIASoft.

Create a configuration for Dematic EMS (API)

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

Create a configuration for StagingDirector (TCP/IP).

Click New.
In the Create configuration screen, provide the Remote storage name, Provider name, URL (domain), and Status URL.
For the Data synchronization schedule, choose how often FOLIO and your remote storage system will synchronize data. You may choose an interval of minute(s), hour(s), day(s), week(s), or month(s).
Click Save & close.

Create a configuration for CAIASoft

Click New.
In the Create configuration screen, provide the Remote storage name, Provider name, URL (domain), and Credential properties.
For Accession holding workflow preference, choose one of two options:

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

For Returning workflow preference, choose one of two options:

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

Click Save & close.

Edit a configuration

From the list of configurations, choose the one you wish to edit. It will open in a fourth pane.
On the fourth pane, choose Actions > Edit.
In the edit pane, make changes as desired.
Click Save & close.

Delete a configuration

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

From the list of configurations, choose the one you wish to delete. It will open in a fourth pane.
From the fourth pane, choose Actions > Delete.
Click Delete on the pop-up window to confirm.

Settings > Accession Tables

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

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

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

Map an original location to a final location

Click the pencil icon under Actions for the location you wish to configure.
Under Final location (Remote), click the dropdown and select the location that the non-remote location should map to at your remote storage facility. You may map more than one onsite non-remote location to a single remote location.
Click Save to save your changes.

Edit a mapping between an original location and a final location

Click the pencil icon under Actions for the Original location you wish to configure.
Under Final location (Remote), click the dropdown and make changes as desired.
Click Save.

Remove a mapping between an original location and a final location

Click the pencil icon under Actions for the Original location you wish to configure.
Under Final location (Remote), click the dropdown and choose Select location name or code.
Click Save.

Docs: Settings > Reporting

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

The Reporting section of the Settings app is where you can configure FOLIO’s connection to an LDP or Metadb database instance, set limitations on running queries and establish connections to GitHub repositories for the sake of running parameterized SQL queries.

Permissions and Capabilities

The following are the capabilities and permissions for Reporting in the Settings app:

Permission Display Name (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (Reporting): browse and load Reporting saved queries	Ui-Ldp Saved Queries	Settings	View	This capability allows a user to browse and load queries that they or other users have saved using the Reporting app’s
Settings (Reporting): Can modify default record limits	UI-Ldp Settings Record-Limits	Settings	View	This capability allows a user to set the amount of records/rows that can be returned and exported to a CSV (can be different values) when running a query in the Reporting app.
Settings (Reporting): Can modify reporting database connection details	UI-Ldp Settings Dbinfo	Settings	View	This capability allows a user to configure the Reporting app’s connection to an LDP/Metadb instance including the username and password used to query the LDP/Metadb reporting database.
Settings (Reporting): Can modify templated-query repos configuration	UI-Ldp Settings Tqrepos	Settings	View	This capability allows a user to create new or modify existing connections to GitHub repositories for the purpose of accessing parameterized SQL queries via the Reporting app.
Settings (Reporting): Can select which tables are available to search	UI-Ldp Settings Table-Availability	Settings	View	This capability allows a user to select/remove which tables will appear in the “Table” dropdown while using the Reporting app’s “Build query” feature.
Settings (Reporting): create and update Reporting saved queries	Mod-Settings Global Write Ui-Ldp Queries	Settings	Manage	This capability allows a user to save queries they’ve created using the Reporting app’s “Build query” feature as well as edit and overwrite existing queries (whether they are the report’s creator or not).

Settings > Reporting > Record limits

The Record limits setting allows you to set the default and maximum numbers of records to show in a user’s query results. You may also restrict the number of records a user can export using the Maximum number to export setting.

Default number to show
Maximum number to show
Maximum number of export

Settings > Reporting > Table availability

The Table availability setting

Shows the schema and tables in the connected database and allows tables to be “turned off” from being able to query against them so that users cannot include them in queries. This is useful for tables that may contain restricted data, such as PII (Personally Identifiable Information).

Currently recommended to disable

It is currently recommended to disable tables: srs_marc, srs_marctab, srs_records. Currently the app does not support indexing of certain columns. Keeping them enabled can cause performance issues and extra stress on the database.

Settings > Reporting > Database configuration

The Configure database connection URL & credentials setting is used to set the connection from the FOLIO application instance to the LDP/Metadb reporting database instance. This is also used to set the username and password to be used by the Reporting app to query the LDP/Metadb reporting database.

Settings > Reporting > Report repositories

The Report repositories setting allows you to configure connections to GitHub repositories for the purpose of accessing SQL queries created by individual institutions or the wider FOLIO reporting community. Queries saved in these repositories can be run using the Reporting app’s “Run report” option and can be configured to display parameters to filter the data output. The GitHub user, repository name, repository branch, and directory within the repository must be specified here.

For information on how to set up SQL queries compatible with the Reporting app in GitHub, please refer to [Authoring reports for the FOLIO Reporting App] (https://github.com/folio-org/ui-ldp/blob/master/doc/reports.md).

Docs: Settings > Serials

Wed, 15 Jan 2025 00:00:00 +0000

The Serials’s section of the Settings app is where you view and manage pick lists and values.

Capabilities and Capability Sets

In order to interact with Serials settings, a user needs to be assigned the following capabilities:

permissionDisplayName (OKAPI)	Resource (EUREKA)	Type	Action	Description
Settings (Serials): Manage pick lists and values	UI-Serials-Management Picklists	data	manage	Grants all capabilities included in ‘Settings (Serials): View pick lists and values’ plus the ability to manage pick lists and pick list values.
Settings (Serials): View pick lists and values	UI-Serials-Management Picklists	data	view	A user with this capability set can access the settings for the Serials app and view pick lists and pick list values.

Settings > Serials > Pick lists

Creating a pick list

Click New.
Under Category fill in the name of your new pick list.
Click Save. The pick list appears alphabetically in the Pick list column.

Please note that it is currently not possible to delete a pick list.

Settings > Serials > Pick lists values

Viewing pick list values

Select the desired pick list from the drop-down menu. If available, the pick list values of the selected pick list are displayed.

Creating pick list values

Select the pick list to which you want to add a new value.
Click New.
Fill in the label of your new value.
Click Save to save your label or Cancel to dismiss the changes.

Editing a pick list value

Click the pencil icon under Actions to edit a label of a pick list value.
Edit the label of your pick list value.
Click Save to save your label or Cancel to dismiss the changes.
After saving, the value field is set automatically.

Deleting a pick list value

In the pick list drop-down menu, select the pick list in which you want to delete a pick list value.
Click the trash icon under Actions to delete the value.

Please note that some predefined values cannot be deleted. In this case, no trash icon is displayed.

Docs: Settings > Service interaction

Wed, 14 May 2025 00:00:00 +0000

The Service Interaction section of the Settings App is where you can configure central settings like the number generators and number generator sequences.

For enabling number generators for Apps like Inventory, Receiving, Organizations please view descriptions in those Settings areas. Number generators need to be enabled separately and in addition FOLIO users need permissions listed below.

Permissions

In order to interact with Service interaction settings, a user needs to be assigned the following permissions:

Capability Set (Eureka)	Type	Application	Action	Descriptions
Settings Service-Interaction Enabled	Settings	app-platform-complete	view	This permission/capability set allows the user to view Settings > Service Interaction
UI-Service-Interaction NumberGenerator	Data	app-platform-complete	view	This permission/capability set allows the user to view the number generators and number generator sequences settings and allows the user to generate numbers within apps.
UI-Service-Interaction NumberGenerator	Data	app-platform-complete	manage	This permission/capability allows the user to manage (view, create, edit, delete) the number generators and number generator sequences settings and allows the user to generate numbers within apps.

In order to view or manage settings user needs to be assigned Settings Service-Interaction Enabled and UI-Service-Interaction NumberGenerator either with Action view or manage.

In order to generate numbers within apps in addition to the appropriate create and edit permissions for the individual apps user needs to be assigned UI-Service-Interaction NumberGenerator either with Action view or manage. This applies for the use of number generators in Inventory, Receiving, Organizations as well as Serials Management and Open Access.

Settings > Service Interaction > Number generators

New number generators need frontend and backend development work to integrate them with FOLIO apps. In this case use New to create a row for the new number generator to match with the development work.

The following number generators are available. In case the reference data is not included in your FOLIO environment please add the corresponding row (Name + Code) via New and store by clicking Save. Especially important are the exact codes as indicated in the following table as identifiers of the number generators.

Name	Code	Descriptions	Type
Inventory: Accession number	inventory_accessionNumber	Used for Accession number in Inventory as well as in Receiving (Item level)	A
Inventory: Call number	inventory_callNumber	Used for Call number on Item level in Inventory as well as in Receiving and in addition in Inventory on Holdings level	A
Inventory: Item barcode	inventory_itemBarcode	Used for Item Barcode on Item level in Inventory as well as in Receiving	A
Open access: Publication request number	openAccess	Used as identifier “Publication request number” in the Open Access App	B
Organizations: Vendor code	organizations_vendorCode	Used for Code in Organizations	A
Serials management: Pattern number	serialsManagement_patternNumber	Used as identifier “Pattern number” in the Serials Management App	B

Type A:

One or more sequences possible to select from when create or edit records and using the number generator
Sequences need to be defined before use at Settings > Service Interaction > Number generator sequences

Type B:

Number automatically assigned to the record defined by one sequence
If reference data is not included in your FOLIO environment, one sequence with the following code needs to be defined before use at Settings > Service Interaction > Number generator sequences or sequence might be changed to your requirements

Number generator	Code of sequence
Open access: Publication request number	requestSequence
Serials management: Pattern number	patternNumber

The display in Service interaction > Number generators can be used as overview of possible number generators and the count of sequences:

Name. The display label of the number generator. Used to group number generator sequences, and select from them in certain circumstances. Naming recommendation: App: Field e.g. Inventory: Accession number
Code. A unique string representing the number generator for technical purposes. Must not contain whitespaces. Once set, this field can no longer be changed. Naming recommendation: app_field e.g. inventory_accessionNumber
Sequences. The count of the number of sequences assigned to this generator in Settings > Service interaction > Number generator sequences.

Click the pencil icon under Actions to edit the name.

Click the trash can icon under Actions to delete the row for a number generator. Only available if no sequences are assigned. This number generator is then no longer functional.

Settings > Service Interaction > Number generator sequences

A sequence of a number generator defines how the number will be generated and then displayed by settings of several values.

To select a number generator for managing its number generator sequences use the drop-down menu Generator. In the section Sequences existing number generator sequences will then be displayed or made searchable.

In case the reference data is included in your FOLIO environment example sequences are defined. Please delete or change according to your own requirements.

Creating new number generator sequences

Select the Generator in the drop-down menu for which sequences should be created
In the Number generator sequences pane, click New.
In the New sequence window enter
- Name. Name of the number generator sequence. In cases where a selection from number sequences is required, this name will be displayed in the window for generating a new number. This field is editable.
- Code. Unique code of the number generator sequence. This must be unique within the number generator and contain no whitespaces. Once set, this field can no longer be changed.
- Enabled. An enabled number generator sequence will be displayed when selecting the sequence in the App UI. A sequence with the status false will not be displayed in the App UI until it is enabled again.
- Note. Description or information about this sequence can be entered here e.g. disabled sequence because of this reason
- Sequence settings
  - Maximum value. This is the maximum possible value for the sequence. When the maximum is reached, the sequence will no longer be usable.
  - Warning threshold value. When set, a warning will be displayed to users of the sequence when its value is reached. Must be lower than the maximum value.
  - Next value. This field shows the next value in the sequence based on the current value in the database. It can be set manually as the starting value for a new sequence.
  - Format. The Format field defines the length of the generated number (excluding the check digit, prefix, and suffix) and supports optional padding. Use # for digits without padding (e.g., #### for four digits). To add padding, specify the character. E.g., 0000 for leading zeros, resulting in outputs like 0045. If a Maximum value is set, the Format length must match it.
- Checksum settings
  - Method. The checksum method for the check digit. Use the checksum input template to define what needs to be included in the calculation e.g. prefix or suffix.
  - Input template. Create rules to define the number to be inputted when calculating the check digit. Both the prefix and suffix can be templated, using Groovy markup. Use ${generated_number} as placeholder for the generated number. E.g. 05${generated_number}01
- Output settings
  - Output template. The output template defines the rules applied to create the sequence. Templates are formed using Groovy. See below for more information.
Once you have included all of the information you want about the sequence, click Save & close. A confirmation message appears, and the sequence is saved and appears in the Number generator sequences table.

Checksum settings

Method

Select “None” for no checksum calculation. Methods for calculating check digits differ in weighting, direction, calculation like mod10 or mod11, calculation of remainder and other factors. Additionally some methods are named after its creator e.g. Luhn, others may be named after the number which is generated e.g. ISSN. Those methods can be used to generally generate numbers not related to numbers they are named after.

Name	Weighting	Direction	mod10/mod11	Remainder	Additional information	Length
21-RTL-mod10-I (Luhn)	21	right to left	weighted values greater than 9 have 9 subtracted mod10	(I) 10-remainder = check digit no remainder = 0	Luhn / Double-Add-Double	scalable
31-RTL-mod10-I (EAN) former name: EAN13	31	right to left	mod10	(I) 10-remainder = check digit no remainder = 0	Method is used for the European Article Number (EAN) / ISBN13	scalable
12-LTR-mod10-R	12	left to right	mod10	(R) remainder = check digit no remainder = 0		scalable
1793-LTR-mod10-R	1793	left to right	mod10	(R) remainder = check digit no remainder = 0		scalable
8765432-LTR-mod11-I-X (ISSN)	8765432	left to right	mod11	(I) 11-remainder = check digit result = 10 → check digit = X	Method is used for ISSN pattern for calculation: 8-7-6-5-4-3-2-1-0-10-9-8-…	7 + check digit scalable
2345678910-RTL-mod11-I-X (ISBN10)	2345678910	right to left	mod11	(I) 11-remainder = check digit result = 10 → check digit = X	Method is used for ISBN10 pattern for calculation: …-14-13-12-11-10-9-8-7-6-5-4-3-2	9 + check digit scalable

Input template

In those cases where the prefix and/or suffix needs to be included in addition to the sequential number generated into the calculation it can be defined via the field input template. Use ${generated_number} as placeholder for the generated number.

Examples

Included in calculation	Example
no prefix/suffix	${generated_number}
prefix	05${generated_number} 358${generated_number}
suffix	${generated_number}01 ${generated_number}1
prefix and suffix	05${generated_number}01 358${generated_number}2

Output settings

Output template defines the rules applied to create the sequence.

Please use Maximum value for the length and Format for padding.

Prefix and/or suffix can be included in the output template. (space characters are allowed)
In case the prefix or suffix includes $ please use $ for displaying $
Use ${generated_number} for the sequential generated number
To include the check digit (calculation defined by method and input template) use ${checksum}

Examples

Output template	Format	Next value	Display of number
2025-ABC ${generated_number}	000	1	2025-ABC 001
2025-ABC ${generated_number}	###	1	2025-ABC 1
A1/${generated_number}-B	0000	51	A1/0051-B
$ABC ${generated_number}	00000	7	$ABC 00007
$ABC ${generated_number}	#####	7	$ABC 7
1 N ${generated_number}: 2013	0000	325	1 N 0325: 2013
${generated_number}-${checksum}	0000	45	0045-5
A${generated_number}${checksum}	0000	45	A00455
05${generated_number}01${checksum}	0000	45	050045012

Depending on the method selected check digits are calculated differently. In those examples check digits are examples.

Searching and viewing number generator sequences

Select the number generator in the drop-down menu Generator
To search for number generator sequences for a number generator, enter your search term in the search box in the section Sequences and click Search. The search box searches through the Name and Code fields. In order to limit your search to specific fields, check or uncheck one or more of the Name, Code, Note and/or Output template check boxes below the search box, and the search will only search through the selected fields.
You can also filter on Enabled and Usage status. For more information on the filters, see the filter descriptions below.

Enabled

To filter sequences by enabled, select one of the following:

All. All enabled and disabled sequences.
True. Enabled sequences, which are displayed for selection in the window of the App UI
False. Disabled sequences, which are not displayed for selection in the window of the App UI.

Usage status

To filter sequences by Usage status, select one of the following:

All. All values are displayed
At maximum. Maximum number is reached. Sequence is no longer available for generating numbers.
Below threshold. Below warning threshold number, defined in sequence configuration for displaying warnings if desired.
Over threshold. Between warning threshold number and maximum number, defined in sequence configuration if desired.
No maximum set. No maximum number was set.
Results are listed in a table with pagination of 25. Use the buttons previous or next to display other pages. Number of results can be found at the right top corner of the result table.
To sort by a column, click the column name.
To view details of a sequence in the 4th pane, click on the name of the sequence in the first column.

Editing number generator sequences

Select number generator in drop-down menu Generator.
Search for the sequence and click on name of sequence in the left column of the table to open the detail view in the 4th pane.
To edit the sequence click Edit in Actions menu in the 4th pane
Window Edit sequence will be displayed
Edit sequence and Save & close or Cancel

Apart from the code of the sequences you can edit all other content in the edit sequence window - please be aware that changing content in edit sequences has impact on numbers being generated from this sequence in the future (e.g. it could cause duplicates or different length)

Disable number generator sequences

Select number generator in drop-down menu Generator.
Search for the sequence and click on name of sequence in the left column of the table to open the detail view in the 4th pane.
To edit this sequence click Edit in Actions menu in the 4th pane
To deactivate this sequence disable the checkbox Enabled
Save & close or Cancel

Deactivated sequences are no longer selectable and usable for generating numbers in the App UI.

For enabling the sequence again select the checkbox Enabled. The sequence will be displayed again when selecting the sequence in the App UI and will then continue to generate numbers from where it left off, if the sequence has not reached its maximum.

Deleting number generator sequences

Select number generator in drop-down menu Generator.
Search for the sequence and click on name of sequence in the left column of the table to open the detail view in the 4th pane.
To delete the sequence click Delete in Actions menu in the 4th pane
Click Delete in the window Delete sequence to delete the sequence permanently or Cancel

The sequence may be in use in one or more apps. If in doubt, consider disabling the sequence instead.

Using Number generator

Settings > App > Number generator options

Permissions

In order to interact with Number generator options settings for Apps, a user needs to be assigned the following permissions:

Capability Set (Eureka)	Type	Application	Action	Descriptions
UI-Inventory Settings Mange-Number-Generator-Options	Settings	app-platform-complete	view	This permission/capability set allows the user to view and edit Number generator options for Barcode, Accession number and Call number in Settings > Inventory > Holdings, Items > Number generator options.
UI-Oders Settings Number-Generator	Settings	app-acquisitions	manage	This permission/capability set allows the user to view and edit Number generator options for Barcode, Accession number and Call number in Receiving in Settings > Orders > General > Number generator options.
UI-Organizations Settings NumberGenerator	Settings	app-acquisitions	manage	This permission/capability set allows the user to view and edit Number generator options for Code in Settings > Organizations > Number generator options.

Enabling Number generators for Apps like Inventory, Receiving, Organizations

In Settings > App > Number generator options three options are available via drop-down (existing radio buttons will be changed to drop-down)

Off = Number generator off: number can be filled manually only.
On, field editable = Number generator on, editable: number can be filled using the generator and be edited, or filled manually.
On, field not editable = Number generator on, fixed: number can be filled using the generator only.

Default setting is Off

To enable the Number generator please select either On, field editable or On, field not editable

App	Number generator settings for
Settings > Organizations > Number generator options	Code
Receiving (Settings > Orders > General > Number generator options)	Barcode Accession number Call number
Settings > Inventory > General > Number generator options	Call number (Holdings) Barcode (Items) Accession number (Items) Call number (Items)

Use the same generated number for accession number and call number

When the option “Use the same generated number for accession number and call number” is selected, the same generated number for accession number will be entered automatically in the main call number field by using the accession number sequences. This additional feature is available for Inventory and Receiving.

Number generator for Accession number and Call number must be enabled via “On, field editable” or “On, field not editable” to enable the checkbox.

Using Number generators within Apps

Preconditions for using the Number generators within Apps

Number generator is enabled in Settings > “App” > Number generator options
- On, field editable = Number generator on, editable: number can be filled using the generator and be edited, or filled manually.
- On, field not editable = Number generator on, fixed: number can be filled using the generator only.
User has permissions either

Capability Set (Eureka)	Type	Application	Action	Descriptions
UI-Service-Interaction NumberGenerator	Data	app-platform-complete	view	This permission/capability set allows the user to view the number generators and number generator sequences settings and allows the user to generate numbers within apps.
or
UI-Service-Interaction NumberGenerator	Data	app-platform-complete	manage	This permission/capability allows the user to manage (view, create, edit, delete) the number generators and number generator sequences settings and allows the user to generate numbers within apps.

User has permissions to create and/or edit records (e.g. Inventory, Receiving, Organizations, Users, Serials Management, Open Access) in FOLIO depending on tasks
In Settings > Service interaction > Number generator sequences > Generator
- at least one sequence is predefined for every number generator which is enabled

Using Number generators

Inventory / Organizations

If the number generator is enabled and user has the applicable permissions then a button is displayed next to the field (e.g. user barcode, vendor code, item barcode, accession number, call number).

Click Generate “field name”
Window “field name” generator is displayed
Search by Name or Code of the sequences in the window “field name” generator
Optional: Use check box “Include sequences which have reached their maximum value” for displaying those sequences for information. Sequences which have reached their maximum value cannot be generated from.
Optional: Use check box “Exact code match” for searching the exact code
Select sequence
Click Generate “field name” to close window and generate number (or Cancel)
Generated number of the selected sequence is displayed in the field
After filling in all data save the entire record by clicking “Save & close” otherwise the generated number is not saved and a gap has been created.

Receiving

If the number generator is enabled, user has the applicable permissions and an item record is available then the number generator icon is displayed

Next at the right side of the item details in the Add/Edit piece window
In the Action column at the right side of the receive all table

Click icon Generate numbers
Window “Generate numbers” is displayed
Depending on settings in Settings > Orders > Number generator options up to three sequence search fields for Barcode, Accession number and/or Call number are displayed
Search by Name or Code of the sequences for each field you would like to generate a number
Optional: Use check box “Include sequences which have reached their maximum value” for displaying those sequences for information. Sequences which have reached their maximum value cannot be generated from.
Optional: Use check box “Exact code match” for searching the code with exact match
Select at least on sequence
Use x at the right side of the search fields if you would like to delete your selection
Click Generate numbers to close window and generate number (or Cancel)
Next value of the sequence is displayed in the field
After filling in all data save the entire record by clicking “Save & close” or Receive otherwise the generated numbers are not saved and gaps have been created.

In case that Use the same generated number for Accession number and call number is activated in Settings (Inventory and/or Receiving)

In Inventory the button “Generate accession and call numbers” is displayed
In Receiving the selection for “Accession and call number sequence” is displayed in the window Generate numbers

Accession number sequences apply and the same generated number is inserted into the accession number and the main call number field on item level.

Open Access and Serial management

For the Request number in Open Access App and for the Publication pattern ID in Serials Management App numbers will be automatically assigned defined by one sequence.

In addition to the permissions for Open Access and/or Serials Management users need permission

Capability Set (Eureka)	Type	Application	Action	Descriptions
UI-Service-Interaction NumberGenerator	Data	app-platform-complete	view	This permission/capability set allows the user to view the number generators and number generator sequences settings and allows the user to generate numbers within apps.
or
UI-Service-Interaction NumberGenerator	Data	app-platform-complete	manage	This permission/capability allows the user to manage (view, create, edit, delete) the number generators and number generator sequences settings and allows the user to generate numbers within apps.

Docs: Settings > Tags

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

The Tags section of the Settings app is where you enable the use of tags in FOLIO apps.

Permissions

To interact with Tag settings, a user needs to be assigned the following permission:

Settings (Tags): Can enable or disable tags for all apps. This permission allows the user to enable or disable tags globally in FOLIO.

Note: This is the only permission available for Tags settings. You are unable to view and access Tags settings if you do not have this permission assigned to you. You can assign permissions to users in the Users app.

Allowed characters

Tags cannot be saved with space characters or pipe characters (|). They are removed before the tag is created.

Upper case characters will be converted to lower case when the tag is saved.

Settings > Tags > General

Use this setting to enable or disable tags across the following FOLIO apps:

Finance > Funds
Inventory
Invoices
Orders
Organizations
Receiving
Requests
Users

Enable tags

Select the Enable tags checkbox.
Click Save. A confirmation message appears and the setting is saved.

Disable tags

Clear the Enable tags checkbox.
Click Save. A confirmation message appears and the setting is saved.

Docs: Settings > Tenant

Mon, 14 Apr 2025 00:00:00 +0000

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

Authorization Roles

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

UI-Tenant-Settings Settings Servicepoints This role allows the user to create, read, update, and delete service points.
UI-Tenant-Settings Settings Location This permission allows the user to create, read, update, and delete institutions, campuses, libraries, and locations.
UI-Tenant-Settings Settings Location View This permission allows the user to view institutions, campuses, libraries and locations.
UI-Tenant-Settings Settings Location Floating This permission allows the user to view and edit the check mark that designates a location as a floating collection
UI-Tenant-Settings Settings Reading-Room-Access This permission allows the user to view, create, edit, and delete reading rooms.
UI-Tenant-Settings Settings Locale This permission allows the user to change the locale, numbering system, time zone, and primary currency.
UI-Tenant-Settings Settings Plugins This permission allows the user to edit preferred plugins.
UI-Tenant-Settings Settings SSO This permission allows the user to create, edit, and delete SSO configurations.
UI-Tenant-Settings Settings Addresses This permission allows the user to create, read, update, and delete addresses.
UI-Tenant-Settings Settings Reading-Room-Access This permission allows the user to view, create, edit and delete Reading room access entries in tenant settings.

Settings > Tenant > Addresses

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

Creating a new address

In the Addresses pane, click New.
Enter a Name for the address in the box.
In the Address box, enter the physical address. Press Enter to format your address with multiple lines.
Click Save. The address is added to the created.

Editing an address

Find the address you want to edit.
In the actions column, click the pencil icon.
Make your desired changes to the address.
Click Save. The address is updated.

Deleting an address

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

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

Settings > Tenant > Language and localization

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

Update your library locale, time zone, or currency

Locale (for language display, date format, etc.). Locale adjusts FOLIO’s language display, date format, and number format to the standard for the locality selected.
Numbering system. Numbering system specifies whether Latin or Arabic numbering is used.
Time zone (time zone used when showing date time information). Time zone adjusts FOLIO’s time zone for when dates are displayed. Time zones are based on the standard tz database time zone names.
Primary currency (for currency symbol to display). Primary currency adjusts FOLIO’s currency symbol, using ISO 4217 standard codes.

Select a Locale, Time zone, and/or Primary currency from the drop-down lists.
Click Save. A confirmation message appears and your changes are saved.

Settings > Tenant > Preferred plugins

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

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

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

Settings > Tenant > Reading room access

Use this setting to create, edit and delete reading rooms. A reading room enables patrons to use items that are typically stored in closed or restricted stacks within the library. Users can assign reading rooms to patrons in the Reading room access app.

Creating a new Reading room access entry

In the Reading room access pane, click the “+New” button
(Required) Create a name for the Room name. This will appear to users in the Reading room access app
Uncheck the “Public” box if the Reading room access is not public.
(Required) Assign one or more service points to the Reading room access entry from the dropdown menu. A user will need to be using the the selected service point to assign the Reading room access to a patron. Multiple service points can be assigned to one entry, but once a service point is assigned to a Reading room access entry, it cannot be assigned to another Reading room access entry. Once a service point has been assigned to an entry, it will no longer appear in the dropdown menu.
Select “Save”

Editing a Reading room access entry

In the Reading room access pane, select the pencil icon in the “Actions” column on the row of the entry you wish to edit
Make the desired changes to Room name, Public checkbox and Associated service point. An entry must still have a name and one or more unique Associated service points
To make the changes, select “Save” from the Actions column. Select “Cancel” to discard changes

Deleting a Reading room access entry

In the Reading room access pane, select the trashcan icon in the “Actions” column you wish to delete
A prompt will open. Confirm you wish to delete the reading room entry.
The Reading room access entry is deleted.

Settings > Tenant > SSO settings

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

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

Identity Provider URL. A URL where metadata about the identity provider can be accessed by FOLIO.
Download metadata. After selecting all of your SSO settings, click Download metadata to download an XML, which you should send to your identity provider. This file will need to be re-downloaded if you make any changes to these settings.
SAML binding. Depending on your configuration, select Redirect binding to use an HTTP redirect to the identity provider’s sign on page, or POST binding to send an HTTP POST from the FOLIO login page.
SAML attribute. The attribute in the identity provider that uniquely identifies the user.
User property. The attribution in FOLIO where the SAML attribute can be found.

Settings > Tenant > Service Points

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

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

Check in items.
Check out items.
Request items for patron delivery.
Request items for patron pickup.
Put items in transit to another location.
Charge fines for transactions, which occurred at that location.

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

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

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

All service points should be associated to a fee/fine owner in Settings>Users, even if you do not expect to charge fines to patrons. Setting up the connection will ensure that fine transactions do not unexpectedly fail in the future if your library begins to use fines (manual or automatically charged.)

Creating a service point

In the Service points pane, click New.
In the New service point window, enter a Name for the service point. The name must be unique to your FOLIO tenant.
Enter a Code. The code is the machine readable name of the service point and must be unique to your FOLIO tenant.
Enter a Discovery display name. This name is used in discovery services to identify the service point to patrons. It does not have to be unique.
(Optional): Enter a Description of the service point. The description only appears in Settings.
(Optional): Enter the location’s Shelving lag time (minutes). This number is used to set expectations for how long until materials returned to this service point are reshelved.
(Optional): Select whether the service point is a Pickup location. If the service point is a pickup location, it appears as a Pickup location option for patrons in the Requests and Users app.
(Required if your service point is a Pickup location): Enter a Hold shelf expiration period, which determines how long the request remains in Open - Awaiting pickup status.
(Required if your service point is a Pickup location): Specify the Closed library date management for hold shelf expiration date calculation. This tells FOLIO what to do with the hold shelf expiration date if it lands in a time when the service point is closed.

If the hold shelf expiration period is calculated in minutes or hours, then you can choose to keep the original expiration date/time, move the expiration date/time to when the service point is closing, or move the expiration date/time to the beginning of the next open set of hours.
If the hold shelf expiration period is calculated in days, weeks, or months, you can choose to keep the original expiration date, move the expiration date to the end of the previous open day, or move the expiration date to the end of the next open day.

(Optional): Select a Default check-in action for use at location. This will determine which check in action will be selected by default in the Check in application when a user begins a check in session. A user can select a different Check in action from the Check In app. Refer to Resource Access > Check in > For use at location check in for checkin action for use at location definitions.
(Optional): Select the Due date receipt, Hold, Pick slip, Request delivery, Search slip (Hold Requests), and/or Transit checkboxes to determine which staff slips print by default for this service point.
Click Save & close. A confirmation message appears and the service point is created.

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

Editing a service point

In the Service points pane, find the service point you want to edit and select it.
In the service point details pane, click Edit.
In the Edit window, make your desired changes.
Click Save & close. A confirmation message appears and the service point is updated.

Deleting a service point

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

Settings > Tenant > Location setup

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

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

Effective location

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

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

Item Temporary Location
Item Permanent Location
Holdings Temporary Location
Holdings Permanent Location

Tips for implementers

There is nothing in FOLIO that requires that elements of the location tree correspond to the geography of your campus. You may find it helpful to consider whether a specific library or libraries in your system are better modeled as a campus, or whether a particular workflow means you need additional campuses or institutions.
Because the location tree has a hierarchy, you should create your values in the hierarchy order: institutions, campuses, libraries, and then locations.
Locations must have at least one associated service point. You should create service points before you create your location tree.
The four pieces of the location tree can be elements in circulation rules, along with patron groups, material types, and loan types. You may wish to consider your circulation rule strategy while setting up your locations.

Settings > Tenant > Institutions

Use this setting to configure your institutions. An institution is the highest level of the FOLIO location hierarchy, and typically represents legal entities such as the college or university. The institutions table displays the name of the institution, code, last updated date/user and the number of campuses assigned to an institution.
FOLIO libraries need at least one institution created to be able to populate elements down the hierarchy.

Creating an institution

In the Institutions pane, click New.
Enter a Name and Code. The name must be unique. FOLIO doesn’t stop you from making institutions with the same code, but it does cause problems for your staff in writing circulation rules.
Click Save. The institution is created

Editing an institution

In the Institutions pane, find the institution you want to edit.
In the actions column, click the pencil icon.
Make your desired changes.
Click Save. The institution is updated.

Deleting an institution

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

In the Institutions pane, find the institution you want to delete.
In the **actions **column, click the trash can icon.
In the Delete Institution dialog, click Delete. A confirmation message appears and the institution is deleted.

Settings > Tenant > Campuses

Use this setting to configure your campuses. A campus is the second highest level of the FOLIO location hierarchy, and typically represents distinct spaces or domains within an institution, like a downtown campus or online program. To view campuses, select an Institution from the dropdown menu. When you select an institution, you will see the campus name, code, last updated by date/user, and number of assigned libraries for each campus assigned to the selected institution.

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

Creating a campus

In the Campuses pane, select the Institution under which the campus should be created.
Click New.
Enter a Name and Code. The name must be unique. FOLIO doesn’t stop you from making campuses with the same code, but it does cause problems for your staff in writing circulation rules.
Click Save. The campus is created.

Editing a campus

In the Campuses pane, select the Institution under which the campus is located.
Find the campus you want to edit.
In the actions column, click the pencil icon.
Make your desired changes.
Click Save. The campus is updated.

Deleting a campus

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

In the Campuses pane, select the Institution under which the campus is located.
Find the campus you want to delete.
In the **actions **column, click the trash can icon.
In the Delete Campus dialog, click Delete. A confirmation message appears and the campus is deleted.

Settings > Tenant > Libraries

Use this setting to configure your libraries. A library is the third level of the FOLIO Location hierarchy, and typically represents physical buildings on a physical campus, or domains of service in a virtual campus, like a subject-specific library or an annex. To view libraries select an institution and a campus from the drop down menus. When you select a campus, you will see the campus name, code, last updated by date/user, and number of assigned locations for each library assigned to the selected campus.

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

Creating a library

In the Libraries pane, select the Institution under which the library should be created.
Select the Campus under which the library should be created.
Click New.
Enter a Name and Code. The name must be unique. FOLIO doesn’t stop you from making libraries with the same code, but it does cause problems for your staff in writing circulation rules.
Click Save. The library is created.

Editing a library

In the Libraries pane, select the Institution under which the library is located.
Select the Campus under which the library is located.
Find the library you want to edit.
In the actions column, click the pencil icon.
Make your desired changes.
Click Save. The library is updated.

Deleting a library

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

In the Libraries pane, select the Institution under which the library is located.
Select the Campus under which the library is located.
Find the library you want to delete.
In the actions column, click the trash can icon.
In the Delete Library dialog, click Delete.
Click Save. A confirmation message appears and the library is deleted.

Settings > Location setup > Locations

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

Locations and service points

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

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

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

Creating a location

In the Locations pane, select the Institution under which the location should be created.
Select the Campus under which the location should be created.
Select the Library under which the location should be created.
Click New.
Enter a FOLIO Name for the location. The name must be unique to your FOLIO tenant. The name and code appear in other applications like Inventory.
Select whether the location is used for Remote storage.
Enter a Code. The code is the machine readable name and must be unique to your FOLIO tenant.
Enter a Discovery display name. This name is used in discovery services to identify the location to patrons. It does not have to be unique.
Select a primary Service point for the location from the drop-down list.
Optional: To add a non-primary service point to the location, click Add service point and select the service point from the drop-down list. Repeat as needed. To remove a service point, click the trash can icon.
Optional: Select the location’s Status. By default, all locations are Active.
Optional: Enter a Description of the location.
Optional: Enter a Location detail Name and Value. Repeat as needed. This has no function outside Locations.
Click Save & close. The location is created.

Editing a location

In the Locations pane, select the Institution under which the location is located.
Select the Campus under which the location is located.
Select the Library under which the location is located.
Find the location you want to edit and select it.
In the location details pane, click Actions > Edit.
Make your desired changes.
Click Save & close. The location is updated.

Duplicating a location

In the Locations pane, select the Institution under which the location is located.
Select the Campus under which the location is located.
Select the Library under which the location is located.
Find the location you want to duplicate and select it.
In the location details pane, click Actions > Duplicate.
Make your desired changes to the location.
Click Save & close. The location is created.

Deleting a location

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

In the Locations pane, select the Institution under which the location is located.
Select the Campus under which the location is located.
Select the Library under which the location is located.
Find the location you want to delete and select it.
In the location details pane, click Actions > Delete.
In the Delete location dialog, click Delete. A confirmation message appears and the location is deleted.

Enable a floating collection

A Floating collection is defined as a group of items that are not housed permanently at a specific library, but are shelved at the library where they were most recently checked in. Floating collections are used to decrease transportation of items between libraries and to reduce manual handling, transit time, shipping expenses and/or traffic emissions. Support for floating collections is enabled by designating a location as a floating collection.

To enable a location as a floating collection

In the Locations pane, select the Institution under which the location is located.
Select the Campus under which the location is located.
Select the Library under which the location is located.
Create or edit a location as above
Under Floating Collection check the “Enable floating collection” box
Click Save & close.

Make a location inactive

When a location is marked as inactive, “Inactive” will be prepended to the location name in Inventory, and users will be given a prompt warning them the location is inactive if adding a new holding to the location. It will not prevent a user from adding a new holding or item.

In the Locations pane, select the Institution under which the location is located.
Select the Campus under which the location is located.
Select the Library under which the location is located.
Find the location you want to edit and select it.
In the location details pane, click Actions > Edit.
Under Status select “Inactive”
Click Save & close.

Docs: Settings > Users

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

The Users section in the Settings app provides configuration options for managing user records, including user information, custom fields, patron blocks, fee/fine processing, service points, and more.

Definition of terms related to Settings > Users:

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

Capabilities and Capability Sets

The following Capabilities allow for interaction in Settings > Users.

For all Settings > Users capabilities:

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

permissionDisplayName (OKAPI)	Resource (EUREKA)	Action
Settings (Users): Can create, edit and remove address types	UI-Users Settings Addresstypes	manage
Settings (Users): Can view address types	UI-Users Settings Addresstypes	view
Settings (Users): Can view if comment required	UI-Users Settings Comments	view
Settings (Users): Can view and edit patron blocks conditions	UI-Users Settings Conditions	edit
Settings (Users): Can view patron blocks conditions	UI-Users Settings Conditions	view
Settings (Users): Delete departments	UI-Users Settings Departments	delete
Settings (Users): Can create, edit, view, and delete departments	UI-Users Settings Departments	manage
Settings (Users): Can view departments	UI-Users Settings Departments	view
Settings (Users): Can create, edit and remove all feefines-related entries	UI-Users Settings Feefines	manage
Settings (Users): Can view feefines-related entries	UI-Users Settings Feefines	view
Settings (Users): Can view patron blocks limits	UI-Users Settings Limits	settings
Settings (Users): Can create, edit and remove manual charges	UI-Users Settings Manual-Charges	manage
Settings (Users): Can view manual charges	UI-Users Settings Manual-Charges	view
Settings (Users): Can create, edit and remove owners	UI-Users Settings Owners	manage
Settings (Users): Can view owners	UI-Users Settings Owners	view
Settings (Users): Can view all patron blocks entries	UI-Users Settings Patron-Blocks	view
Settings (Users): Can create, edit and remove patron blocks templates	UI-Users Settings Patron-Block-Templates	manage
Settings (Users): Can view patron blocks templates	UI-Users Settings Patron-Block-Templates	view
Settings (Users): Can create, edit and remove payment methods	UI-Users Settings Payments	manage
Settings (Users): Can view payment methods	UI-Users Settings Payments	view
Settings (Users): Can create, edit and remove permission sets	UI-Users Settings Permsets	manage
Settings (Users): Can view transfer accounts	UI-Users Settings Transfers	view
Settings (Users): Can create, edit and remove patron groups	UI-Users Settings Usergroups	manage
Settings (Users): View all settings	UI-Users Settings	view
Settings (Users): Can create, edit, and view custom fields	UI-Users Settings Customfields	edit
Settings (Users): Can create, edit, view and delete custom fields	UI-Users Settings Customfields	manage
Settings (Users): Can view custom fields	UI-Users Settings Customfields	view
Settings (Users): Can create, edit, and view departments	UI-Users Settings Departments Create Edit	view
Settings (Users): Create departments	UI-Users Settings Departments	create
Settings (Users): Edit departments	UI-Users Settings Departments	edit
Settings (Users): Can view general entries	UI-Users Settings General	view
Settings (Users): Can create, edit and remove patron blocks limits	UI-Users Settings Limits	manage
Settings (Users): Can view permission sets	UI-Users Settings Permsets	view
Settings (Users): Can view refund reasons	UI-Users Settings Refunds	view
Settings (Users): Can create, edit and remove transfer accounts	UI-Users Settings Transfers	manage
Settings (Users): Can view patron groups	UI-Users Settings Usergroups	view
Settings (Users): Can create, edit and remove waive reasons	UI-Users Settings Waives	manage
Settings (Users): Can view waive reasons	UI-Users Settings Waives	view
Settings (Users): display list of settings pages	Settings Users Enabled	view
Settings (Users): Can create, edit and remove refunds reasons	UI-Users Settings Refunds	manage
Settings (Users): Can create, edit, and view number generator options	UI-Users Settings Number-Generator-Options	manage

Settings > Users > Patron Groups

Use this setting to create patron groups for your library. Patron groups are classes of library users. For example, you may want to create a patron group called Faculty or Undergraduates.

Only one patron group can be assigned to a user record. Patron groups are also used to create Circulation rules.

Create a patron group

In the Settings app, select Users > Patron groups.
In the Patron groups pane, click New.
Enter a name for the Patron group in the box. Patron group names must be unique and should not contain any punctuation.
Optional: Enter a Description of the patron group.
Optional: Enter a number in the Expiration date offset (days) box. This number represents the number of days of active status for user records assigned to the patron group.
Click Save. The patron group is saved.

Edit a patron group

In the Settings app, select Users > Patron groups.
In the Patron groups pane, find the Patron group you want to edit and click the pencil icon in the actions column.
Make your changes to the Patron group, Description, or Expiration offset date (days).
Click Save. The changes to the patron group are saved.

Delete a patron group

A patron group can be deleted only if it is no longer applied to any user records. To delete a patron group, you must first check that no users are currently assigned to that group.

To see the number of user records assigned to a patron group, complete the following:

In the Users app, in the User search pane, select the checkbox next to the appropriate Patron group. The list of user records assigned to that patron group appears in the User search results pane. The number of records found displays at the top of the pane. If 0 records found appears, the Patron group can be deleted.

To delete a patron group, follow these steps:

In the Settings app, select Users > Patron groups.
In the Patron groups pane, find the patron group you want to delete and click the trash can icon in the Actions column.
In the Delete Patron group dialog, click Delete. A confirmation message appears and the patron group is deleted.

Settings > Users > Address Types

Use this setting to configure address types. Address types are used to categorize the addresses that are entered in the Contact information section of a user record. For example, you may want to create the address types: office, work, or home address.

Note: Address types should be configured before bulk loading of patrons occurs if mailing addresses are to be stored.

Create an address type

In the Settings app, select Users > Address Types.
In the Address Types pane, click New.
Enter a name for the Address Type in the box. The Address Type must be unique.
Optional: Enter a Description of the Address Type.
Click Save. The Address Type is created.

Edit an address type

In the Settings app, select Users > Address Types.
In the Address Types pane, find the Address Type you want to edit and click the pencil icon in the actions menu.
Make your changes to the Address Type or Description.
Click Save. The Address Type is saved.

Delete an address type

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

To see the number of user records assigned to an Address Type:

In Settings > Users > Address Types, the number of user records assigned to an Address Type will display in the # of Addresses column.
If a - is displayed, no user records are assigned to this address type and the address type can be deleted.

In the Settings app, select Users > Address Types. In the Address Types pane, find the Address Type you want to delete and click the trash can icon in the actions column. In the Delete Address Type dialog, click on the Delete button. A confirmation message appears and the Address Type is deleted.

Settings > Users > Departments

Use this setting to configure departments. Departments can be added in the Extended information section of a user record. For example, you may want to add departments to reflect library staff or faculty’s departments.

Create a department

In the Settings app, select Users > Department.
In the Departments pane, click New.
Enter a Name for the department in the box.
Enter a department Code in the box.
Click Save. The department is saved.

Edit a department

In the Settings app, select Users > Department. In the Departments pane, find the department you want to edit and click the pencil icon in the actions column. Make your changes to the Name or Code. Click Save. The department is updated.

Delete a department

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

Settings > Users > Number generator options

Use this setting to enable Number generator for barcode in the Users app. Three options are available:

Off (Number can be filled manually only)
On, field editable (Number can be filled using the generator and be edited or filled manually)
On, field not editable (Number can be filled using the generator only) For more information about Number generator sequences, see Settings > Service Interaction > Number generator sequences.

Settings > Users > Custom fields

Use this setting to configure custom fields. Custom fields are used to track additional information in a user record.

Create a custom field

In the Custom fields pane, click Edit.
In the Edit custom fields pane, in the Accordion title box, enter the name of the user record section for the custom field(s).
Click Add custom field and select the type of field you want to create: Checkbox, Date picker, Multi-select, Radio button set, Single select, Text area, or Text field.
Configure the custom field by adding a name in the Field label box, selecting the accordian in which to display the custom field, and checking the box next to Hidden and/or Required.
Optional: To add additional custom fields, repeat steps 3-4.
Click Save & close. The custom field(s) are saved.

Edit a custom field

In the Custom fields pane, click Edit.
In the Edit custom fields pane, make your changes to the custom field.
Click Save & close. The custom field is updated.

Delete a custom field

Custom fields can be deleted if they are in use, but any information tied to the fields is also deleted.

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

Settings > Users > Owners

A Fee/fine owner is the agent or office that manages fines for FOLIO transactions. Fee/fine owners collect fees/fines for FOLIO service points.

Libraries may use owners in different ways, such as creating a fee/fine owner for each service point, or creating a fee/fine owner for each library’s accounting office, that may collect fee/fines for multiple service points.

If your library intends to charge any fines, it is important that every service point be assigned to a fee/fine owner, even if you do not expect fines to accrue for items associated with that service point. Ensuring that the service point is assigned to an owner will prevent unexpected errors.

When manually creating a fee/fine, Fee/fine owner is a required field.

Create a fee/fine owner

In the Fee/fine: Owners pane, click New.
Enter a name for the Owner in the box.
Optional: Enter a Description about the owner.
Optional: Select the desired Associated service points. Note that while a fee/fine owner does not have to have associated service points, you will not be able to use the fee/fine owner in workflows unless it has service points associated with it.
Click Save. The fee/fine owner is saved.

Edit a fee/fine owner

Find the owner you want to edit and click the pencil icon in the actions column.
Make your changes to the Owner, Description, or Associated service points.
Click Save. The owner is updated.

Delete a fee/fine owner

In the Fee/fine: Owners pane, find the owner you want to delete and click the trash can icon in the Actions column.
In the Delete Fee/fine Owner dialog, click Delete. A confirmation message appears and the owner is deleted.

Settings > Users > Manual charges

Use this setting to configure fee/fine types. For example, fee/fine types could be overdue fines, processing fees, or lost item fees.

When manually creating a fee/fine, Fee/fine Type is a required field.

Create a fee/fine type

In the Fee/fine: Manual charges pane, select the Fee/fine Owner from the drop-down list.
Optional: Click Edit to assign a Default Charge Notice and/or Default Action Notice to the template and click Save.
Click New.
Enter a name for the Fee/Fine Type.
Optional: Enter the Default Amount for the fee/fine.
Optional: Select a Charge Notice.
Optional: Select an Action Notice.
Click Save. The Fee/fine type is saved.

See Settings > Circulation > Patron notice templates for more information about Patron notice templates.

Edit a fee/fine type

In the Fee/fine: Manual charges pane, find the fee/fine type you want to edit and click the pencil icon in the Actions column.
Make your changes to the manual charge.
Click Save. The manual charge is updated.

Delete a fee/fine type

In the Fee/fine: Manual charges pane, find the fee/fine type you want to delete and click the trash can icon.
In the Delete Fee/fine Type dialog, click Delete. A confirmation message appears and the fee/fine type is deleted.

Settings > Users > Waive reasons

Use this setting to configure Fee/fine: Waive reasons.

Creating a waive reason

In the Fee/fine: Waive reasons pane, click New.
Enter a name for the Reason in the box.
Optional: Enter a Description about the waive reason.
Click Save. The waive reason is saved.

Edit a waive reason

In the Fee/fine: Waive reasons pane, find the waive reason you want to edit and click the pencil icon in the actions column.
Make your changes to the Reason or Description.
Click Save. The waive reason is updated.

Delete a waive reason

In the Fee/fine: Waive reasons pane, find the waive reason you want to edit and click the trash can icon in the actions column.
In the Delete Waive reason dialog, click Delete. A confirmation message appears and the waive reason is deleted.

Settings > Users > Payment methods

Use this setting to configure payment methods. Payment methods are specific to a fee/fine owner. When paying a fee/fine, Payment method is a required field.

Create a payment method

In the Fee/fine: Payment methods pane, select the Fee/fine Owner from the drop-down list.
Click New.
Enter a Name for the payment method.
Click Save. The payment method is saved.

Edit a payment method

In the Fee/fine: Payment methods pane, find the payment method you want to edit and click the pencil icon in the actions column.
Update the Name as needed.
Click Save. The payment method is updated.

Delete a payment method

In the Fee/fine: Payment methods pane, find the payment method you want to edit and click the trash can icon.
In the Delete Payment method dialog, click Delete. A confirmation message appears and the payment method is deleted.

Settings > Users > Refund reasons

Use this setting to configure refund reasons. When refunding a fee/fine, Refund reason is a required field.

Create a refund reason

In the Fee/fine: Refund reasons pane, click New.
Enter a Name for the refund reason.
Optional: Enter a Description about the refund reason.
Click Save. The refund reason is saved.

Edit a refund reason

In the Fee/fine: Refund reasons pane, find the refund reason you want to edit and click the pencil icon in the Actions menu.
Make your changes to the Name or Description.
Click Save. The Refund reason is updated.

Delete a refund reason

In the Fee/fine: Refund reasons pane, find the refund reason you want to edit and click the trash can icon.
In the Delete Refund reason dialog, click Delete. A confirmation message appears and the refund reason is deleted.

Settings > Users > Comment required

Use this section to configure whether comments are required when fees/fines are paid, waived, refunded, or transferred. By default, comments are not required.

Require comment when fee/fine fully/partially paid

To require a comment when a fee/fine is fully or partially paid, under Require comment when fee/fine fully/partially paid, select Yes. A confirmation message appears and the Require comment setting is saved.

Require comment when fee/fine fully/partially waived

To require a comment when a fee/fine is fully or partially waived, under Require comment when fee/fine fully/partially waived, select Yes. A confirmation message appears and the Require comment setting is saved.

Require comment when fee/fine fully/partially refunded

To require a comment when a fee/fine is fully or partially refunded, under Require comment when fee/fine fully/partially refunded, select Yes. A confirmation message appears and the Require comment setting is saved.

Require comment when fee/fine fully/partially transferred

To require a comment when a fee/fine is fully or partially transferred, under Require comment when fee/fine fully/partially transferred, select Yes. A confirmation message appears and the Require comment setting is saved.

Settings > Users > Transfer accounts

Use this setting to configure available transfer accounts. Transfer accounts are used when your library needs to transfer transactions (for charge or credit) to entities outside of the library. For example, a transfer account may be the bursar’s office or a collection agency.

Create a transfer account

In the Fee/fine: Transfer accounts pane, select the Fee/fine Owner from the drop-down list.
Click New.
Enter a Name for the transfer account.
Optional: Enter a Description of the transfer account.
Click Save. The transfer account is saved.

Edit a transfer account

In the Fee/fine: Transfer accounts pane, find the transfer account you want to edit and click the pencil icon in the actions column.
Make your changes to the Name or Description.
Click Save. The transfer account is updated.

Delete a transfer account

In the Fee/fine: Transfer accounts pane, find the transfer account you want to edit and click the trash can icon in the actions column.
In the Delete Transfer account dialog, click Delete. A confirmation message appears and the transfer account is deleted.

Settings > Users > Transfer criteria

The Transfer Criteria section contains many sections to allow for a wide variety of criteria to be configured. Use this information to configure the criteria for transferring accounts. For more information about transfer accounts, see Settings > Users > Transfer accounts.

Create transfer criteria

In the Transfer criteria pane, select the Schedule period. Add a number to the Fee/Fines older than (days) field. Click the + sign to add patron group(s) in the Patron groups list. Select the transfer owner from the Transfer owner drop-down list. Select a transfer account from the Transfer account drop-down list. Select the Fee/fine owner. Add Transfer type, Transfer description, and Transfer code to each Fee/fine type. Click Save to save the transfer criteria, or click Run manually to run a report. Reports are available in a text file in the Export Manager app.

Scheduling

The Scheduling dropdown allows you to configure the frequency of the transfer process. If you want to run the transfer manually, you can skip this section.

The following options and suboptions are available:

Never (run manually)
Hours
- Hours between runs
Days
- Days between runs
- Run at
Weeks
- Weeks between runs
- Run at
- Run on weekdays

Criteria

The Criteria section allows you to configure the criteria for the transfer process.

The following options are available to configure the criteria:

No criteria (always run)
- This option will always run the transfer process when the schedule is met.
All of
- This option will run the transfer process when all the criteria is met.
Any of
- This option will run the transfer process when any one or more of the criteria are met.
None of
- This option will run the transfer process when none of the criteria is met.

The following are options for the criteria:

Age
Amount
Fee/fine owner
Fee/fine type
Item location
Item service point
Patron group

Example:

To set the criteria to run the transfer process for all fees/fines that are older than 30 days, you would configure the following options:

Set the “Criteria” option to “All of”.
Click on the “+” button on the top right corner to add a criteria.
Set the criteria to “Age”.
Set the “Comparison operator” to “Greater than but not equal to”
Set the “Number of days old” option to “30”.

Aggregate by patron

The Aggregate by patron section is used to enable/disable aggregating data by patron. This is useful if you want to generate a file that aggregate all the data by each patron and list them, so each row would represent data of one patron instead of one fee/fine. If you do not want to aggregate by patron, make sure the Group by patron box is unchecked.

Note: If Group by patron box is unchecked, then the body format, in between the Header format and Footer format, will be called Account data format. If Group by patron box is checked, then the body format will be called Patron data format.

If you want to aggregate by patron, check the box and you can configure the aggregate criteria, which include the following options:

None (include all patrons)
Number of accounts
Total amount

For both number of accounts and total amount, you need to set a comparison operator and a number of accounts or total amount. The following comparison operators are available:

Less than but not equal to
Less than or equal to
Greater than but not equal to
Greater than or equal to

Example:

To set the criteria to run the transfer process for all patrons that have a total amount greater than or equal to $100, you would configure the following options:

Check the “Group by patron” box.
Select the “Filter type” to be “Total amount”.
Select the “Comparison operator” to be “Greater than or equal to”.
Enter “100” in the “Total amount” box.

Format sections

The sections Header format, Account data format/Patron data format and Footer format allow you to configure the format of the file that is generated by the transfer process. The format is configured using a series of blocks, in a column based structure. Each block can be configured to contain a fixed value or a variable. The variable will be replaced with the actual value when the file is generated.

You need to configure all data you want to include in the file, including whitespace and delimiters. If you do not want to include a section, you can leave it blank.

The following tokens are available for all sections:

Newline (LF)
Newline (Microsoft, CRLF)
Tab
Comma
Whitespace
- Number of spaces
Text
- Text to include
Current Date
- Format
  - There are several options for the format of the date(eg. ISO Day, American Date, etc.)
- Timezone
  - There are several options for the timezone(eg. American/Chicago, etc.)

The following tokens are available in the Header and Footer sections only:

Number of Accounts
Total Amount
- Has a checkbox to include decimal point checkbox.

The following tokens are available in the Account data format/Patron data format section only:

Account amount
Account date
Fee/fine type
User info
Item info

For certain tokens, there is a gear icon to configure the format of the value. The following options are available:

Desired length
- You can enter an integer for the desired length.
Fill extra spaces with
- You can enter a character to fill extra spaces with (eg. 0, " “, etc.).
Add characters to
- You can select to add characters to the beginning or end of the value.
Truncate if too long
- You can select to truncate the value if it is longer than the desired length.

Example:

Here is what an example header structure would look like with variables:

$$$LIB{day_of_year}{current_date}Library B&F    YBR{row_count}{fee_fee_total}{year}{quarter}

Here is what the header would look like with the variables replaced with actual values and the date is 02/01/2021:

$$$LIB3202012023Library B&F    YBR000170000097195020231

Note: Some values have been padded with zeros to ensure the correct number of characters. This must be specified in the format and is detailed below.

To configure this header in the transfer criteria, you would add the following elements:

Arbitrary Text
- Value: “$$$LIB”
Current date
- Format: ISO Day
- Timezone: American/Chicago
Current date
- Format: American Date
- Timezone: American/Chicago
Arbitrary Text
- Value: “Library B&F”
Tab
Text
- Value: “YBR”
Number of accounts
- In the Gear settings:
  - Desired length: 5
  - Fill extra spaces with: 0
  - Add characters to: Start
  - Truncate if too long: Checked
Total amount
- Include the decimal point: Checked
- In the Gear settings:
  - Desired length: 11
  - Fill extra spaces with: 0
  - Add characters to: Start
  - Truncate if too long: Checked
Current date
- Format: Year
- Timezone: American/Chicago
Current date
- Format: Quarter
- Timezone: American/Chicago

Preview

The preview pane displays a preview of the header, account data and footer based on the criteria you have configured. You can use this preview to verify that the criteria you have configured is correct, before saving or running.

There are two checkboxes in the preview pane to configure how the preview is displayed:

Wrap long lines
Display invisible characters (newlines, tabs, and spaces)

Transfer accounts

Here, you can specify where the transfer accounts will be sent. In addition, you can configure any conditional statements regarding the transfer accounts.

To configure the Transfer to section, you will need to select options for the two dropdowns:

Fee/fine owner
- The fee/fine owner that the transfer accounts will be sent to.
Transfer account
- The transfer account that the transfer accounts will be sent to.

Optionally, you can configure multiple conditional statements for the transfer accounts. To configure a conditional statement, you have to click Add condition, then in the same way as the Criteria section, you will configure your critera. After that, you can configure the Transfer to section for the conditional statement.

Running the transfer

To run the transfer now without saving, click the “Run manually” button. The reports is available in a text file in the Export Manager app.

To save the criteria and run the transfer on the desired schedule, click the “Save” button.

Settings > Users > Conditions

Automatic patron blocks allow the library to set limits that are automatically enforced. The limits are applied in real time and displayed in the same areas as manual blocks. Patrons can be automatically blocked from checking out, renewing, and/or requesting.

Automatic patron blocks are displayed in the Users app in the Patron blocks section of a user record. Depending on which actions are blocked, the blocks also display in the Check out app after patron barcode entry or patron look-up or if an item barcode is scanned, in the Users app Loans section if you want to renew an item, and in the Requests app after a patron barcode/patron look-up.

The block is automatically removed once the patron falls below the limit.

Note: Conditions and limits have to be in place in order for automated patron blocks to work.

Conditions determine which actions patrons are barred from doing once they hit the limits as outlined for their patron group in Settings > Users > Limits.

These are all the categories for which you can set conditions and limits:

Maximum number of items charged out
Maximum number of lost items
Maximum number of overdue items
Maximum number of overdue recalls
Maximum outstanding fee/fine balance
Recall overdue by maximum number of days

Configure patron block conditions

In the Conditions pane, select the condition you want to configure.
In the selected condition pane, select the action(s) that occur when the defined limits are exceeded: Block borrowing, Block renewals, and/or Block requests.
Enter a Message to be displayed (required)
Click Save. A confirmation message appears and the patron block condition is saved.

Edit patron block conditions

In the Conditions pane, select the condition you want to edit.
In the selected condition pane, make your changes to the condition.
Click Save. A confirmation message appears and the patron block condition is saved.

Remove patron block conditions

In the Conditions pane, select the condition you want to remove.
In the selected condition pane, clear out any blocks and messages.
Click Save. A confirmation message appears and the patron block condition is saved.

Settings > Users > Templates

Libraries can choose to create templates for use with patron blocks that staff can apply to user records. This allows libraries to have more consistent patron messaging, and can improve reporting.

Create patron block template

In the Patron block templates pane, select New in the top right corner. A New patron block template window will open.
Enter a Template name.
Enter a Block code (optional). Block codes can be used for reporting or integration purposes. They do not appear in the Users app.
Enter a Description (optional). This description will only appear when viewing the template in settings.
Enter a Display description (optional). This appears to staff when applying the block to a particular patron record.
Enter a Message to Patron (optional). This appears to staff when applying the block to a particular patron record, and can be accessed by discovery layer tools to display to a patron when viewing their library account online.
Check the boxes for the appropriate Block actions - borrowing, renewals, or requests (optional).
Click Save & close. The patron block template is saved.

Edit patron block template

In the Patron block templates pane, select the template you wish to edit. It will open for viewing in a fourth pane.
Click Edit to open the template in edit mode.
Make changes as desired.
Click Save & close to apply changes.

Delete patron block template

In the Patron block templates pane, select the template you wish to edit. It will open for viewing in a fourth pane.
Click Edit to open the template in edit mode.
Click Delete in the top right.
Click Delete in the confirmation pop-up.

Settings > Users > Limits

Limits determine the maximum number of materials, recalls, fee/fines, or overdues, that when reached, the conditions you configured in Settings > Users > Conditions are applied to a patron’s account. Limits are established based on patron groups.

Create patron block limits

In the Limits pane, select the patron group for which you want to configure limits.
In the selected patron group pane, enter a limit for each category. Leave the field blank if you do not want to set a limit for a certain category.
Click Save. A confirmation message appears and the block limits are saved.

Edit patron block limits

In the Limits pane, select the patron group with the limits you want to edit.
In the selected patron group pane, make your changes to the limits.
Click Save. A confirmation message appears and the block limits are saved.

Remove patron block limits

In the Limits pane, select the patron group with the limits you want to remove.
In the selected patron group pane, set the limit value(s) to zero to clear out the limit(s).
Click Save. A confirmation message appears and the block limits are saved.

Docs: Settings > Software versions

Tue, 18 Apr 2023 00:00:00 +0000

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

Permissions

There is no explicit permission to view Settings > Software versions. If a FOLIO user has access to view any area of Settings, they will also be able to see Settings > Software versions.

Page layout

The page shows three columns.

User interface: Information about Stripes (the FOLIO UI framework) and its associated infrastructure
- Foundation
- User Interface - App Modules
- User Interface - Plugin Modules
- User Interface - Settings Modules
- User Interface - Handler Modules
Okapi: Information about Okapi (the FOLIO API gateway) and its associated infrastructure
- Base Okapi Version
- Okapi Modules
- Okapi Interfaces
UI/Service Dependencies: Information about dependencies between different areas of FOLIO infrastructure
- Foundation
- App modules
- Plugin modules
- Handler modules

Flower release

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

mod-inventory	mod-inventory-storage	release
21.1.1	29.0.4	Sunflower R1-2025
21.0.12	28.0.9	Ramsons R2-2024-csp-1
21.0.9	28.0.8	Ramsons R2-2024-GA
20.2.11	27.1.5	Quesnelia R1-2024-csp-10
20.2.11	27.1.5	Quesnelia R1-2024-csp-9
20.2.8	27.1.4	Quesnelia R1-2024-csp-8
20.2.8	27.1.4	Quesnelia R1-2024-csp-7
20.2.8	27.1.4	Quesnelia R1-2024-csp-6
20.2.7	27.1.4	Quesnelia R1-2024-csp-5
20.2.7	27.1.4	Quesnelia R1-2024-csp-4
20.2.7	27.1.4	Quesnelia R1-2024-csp-3
20.2.7	27.1.4	Quesnelia R1-2024-csp-2
20.2.7	27.1.4	Quesnelia R1-2024-csp-1
20.2.6	27.1.3	Quesnelia R1-2024-GA
20.1.12	27.0.6	Poppy R2-2023-csp-5
20.1.11	27.0.6	Poppy R2-2023-csp-4
20.1.10	27.0.5	Poppy R2-2023-csp-3
20.1.9	27.0.4	Poppy R2-2023-csp-2
20.1.8	27.0.4	Poppy R2-2023-csp-1
20.1.6	27.0.4	Poppy R2-2023-GA