Settings > Users

The Users section in the Settings app provides configuration options for managing user records, including user information, patron blocks, fee/fine processing, permissions, and service points.

Permissions

The following are all the permissions for Users Settings:

  • Settings (Users): Can create, edit and remove address types.
  • Settings (Users): Can create, edit and remove all feefines-related entries.
  • Settings (Users): Can create, edit and remove comments.
  • Settings (Users): Can create, edit and remove feefines.
  • Settings (Users): Can create, edit and remove owners.
  • Settings (Users): Can create, edit and remove patron blocks conditions.
  • Settings (Users): Can create, edit and remove patron blocks limits.
  • Settings (Users): Can create, edit and remove patron blocks templates.
  • Settings (Users): Can create, edit and remove patron groups.
  • Settings (Users): Can create, edit and remove payments.
  • Settings (Users): Can create, edit and remove permission sets.
  • Settings (Users): Can create, edit and remove refunds.
  • Settings (Users): Can create, edit and remove transfer accounts.
  • Settings (Users): Can create, edit and remove transfer criteria.
  • Settings (Users): Can create, edit and remove waives.
  • Settings (Users): Can create, edit, and view custom fields.
  • Settings (Users): Can create, edit, view and delete custom fields.
  • Settings (Users): Can view custom fields.
  • Settings (Users): Create, edit, and view departments.
  • Settings (Users): Create, edit, view, and delete departments.
  • Settings (Users): View departments.

Settings > Users > Permission sets

Use this setting to create permission sets for your library. Permission sets are customized collections of permissions that can be assigned to users. For example, you can create permission sets that correspond to specific job roles and assign the set, rather than each individual permission, to all library staff with that role.

Additionally, if permissions change because of a new release, a FOLIO administrator can edit the permission set for a particular role to update the assigned permissions. The change to the permission set then propagates out to the users who have that permission set assigned, and the administrator doesn’t have to update permissions for each individual user.

Creating a permission set

  1. In the Permission sets pane, click New.
  2. To name the permissions set, enter a Permission set name.
  3. Optional: Enter a Description of the permission set.
  4. Under Assigned permissions, click Add permission. You can assign individual permissions or existing permission sets to the new permission set.
  5. In the Select Permissions modal, search and filter by Permission type and/or Permission assignment status or type in the name of the permission or permission set into the search box.
  6. Select the permission(s) or permission set(s) to assign to the new permission set.
  7. Click Save & close. The permission(s) or permission set(s) are added to the new permission set.
  8. Click Save & close. The new permission set is saved.

Editing a permission set

  1. In the Permission Sets pane, find the permission set you want to edit and select it.
  2. Click Edit.
  3. Make your desired changes to the permission set.
  4. Click Save & Close.

Deleting a permission set

Note: A permission set can be deleted even if it is currently assigned to a user. Deleting the permission set removes it from the users to whom it was assigned.

  1. In the Permission Set pane, find the permission set you want to delete and select it.
  2. Click Edit.
  3. In the Edit window, click Delete.
  4. In the Delete permission set? dialog, click Delete. A confirmation message appears and the permission is deleted.

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.

Creating a patron group

  1. In the Patron groups pane, click New.
  2. Enter a name for the Patron group in the box. Patron group names need to be unique.
  3. (Optional): Enter a Description of the patron group.
  4. (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.
  5. Click Save. The patron group is saved.

Editing a patron group

  1. Find the patron group you want to edit and click the pencil icon in the actions column.
  2. Make your changes to the Patron group, Description, or Expiration offset date (days).
  3. Click Save. The changes to the patron group are saved.

Deleting a patron group

A patron group can only be deleted if it is no longer applied to any user records. To delete a patron group, you should first check to be sure 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.

To delete a patron group, follow these steps:

  1. In the Settings app, select Users > Patron groups.
  2. In the Patron groups pane, find the patron group you want to delete and click the trash can icon in the actions column.
  3. 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 first configured here before bulk loading of patrons occurs if mailing addresses are to be stored.

Creating an address type

  1. In the Address Types pane, click New.
  2. Enter a name for the Address Type in the box. The Address Type must be unique.
  3. Optional: Enter a Description of the Address Type.
  4. Click Save. The Address Type is saved.

Editing an address type

  1. In the Address Types pane, find the Address Type you want to edit and click the pencil
    icon
    in the actions menu.
  2. Make your changes to the Address Type or Description.
  3. Click Save. The Address Type is updated.

Deleting 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, the address type can be deleted.

To delete an Address Type, follow these steps:

  1. In the Address Types pane, find the Address Type you want to delete and click the trash can icon in the actions column.
  2. 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.

Creating a department

  1. In the Departments pane, click New.
  2. Enter a Name for the department in the box.
  3. Enter a department Code in the box.
  4. Click Save. The department is saved.

Editing a department

  1. In the Departments pane, find the department you want to edit and click the pencil icon in the actions column.
  2. Make your changes to the Name or Code.
  3. Click Save. The department is updated.

Deleting a department

  1. In the Departments pane, find the department you want to delete and click the trash can icon in the actions column.
  2. In the Delete Department dialog, click Delete. A confirmation message appears and the department is deleted.

Settings > Users > Custom fields

Use this setting to configure custom fields, which you can add to the user record to track additional information about the user not already recorded.

Creating a custom field

  1. In the Custom fields pane, click New.
  2. In the Edit custom fields pane, in the Accordion title box, enter the name of the user record section for the custom field(s).
  3. Click Add custom field and select the type of field you want to create: Checkbox, Multi-select, Radio button set, Single select, Text area, or Text field.
  4. 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.
  5. Optional: To add additional custom fields, repeat steps 3-4.
  6. Click Save & close. The custom field(s) are saved.

Editing a custom field

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

Deleting a custom field

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

  1. In the Custom fields pane, click Edit.
  2. In the Edit custom fields pane, next to the custom fields you want to delete, click the trash can icon. Clear out all of the fields to remove the accordion from appearing in user records.
  3. Click Save & close.
  4. 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. Making sure that the service point is assigned to an owner will prevent unexpected errors from occurring.

When manually creating a fee/fine, Fee/fine owner is a required field.

Creating a fee/fine owner

  1. In the Fee/fine: Owners pane, click New.
  2. Enter a name for the Owner in the box.
  3. Optional: Enter a Description about the owner.
  4. 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. 5. Click Save. The fee/fine owner is saved.

Editing a fee/fine owner

  1. Find the owner you want to edit and click the pencil icon in the actions column.
  2. Make your changes to the Owner, Description, or Associated service points.
  3. Click Save. The owner is updated.

Deleting a fee/fine owner

  1. Find the owner you want to delete and click the trash can icon in the actions column.
  2. 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.

Creating a fee/fine type

  1. In the Fee/fine: Manual charges pane, select the Fee/fine Owner from the drop-down list.
  2. Optional: Click Edit to assign a Default Charge Notice and/or Default Action Notice to the template and click Save.
  3. Click New.
  4. Enter a name for the Fee/Fine Type.
  5. Optional: Enter the Default Amount for the fee/fine.
  6. Optional: Select a Charge Notice.
  7. Optional: Select an Action Notice.
  8. Click Save. The fee/fine type is saved.

Editing a fee/fine type

  1. Find the fee/fine type you want to edit and click the pencil icon in the actions column.
  2. Make your changes to the manual charge.
  3. Click Save. The manual charge is updated.

Deleting a fee/fine type

  1. Find the fee/fine type you want to delete and click the trash can icon.
  2. 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

  1. In the Fee/fine: Waive reasons pane, click New.
  2. Enter a name for the Reason in the box.
  3. Optional: Enter a Description about the waive reason.
  4. Click Save. The waive reason is saved.

Editing a waive reason

  1. Find the waive reason you want to edit and click the pencil icon in the actions column.
  2. Make your changes to the Reason or Description.
  3. Click Save. The waive reason is updated.

Deleting a waive reason

  1. Find the waive reason you want to edit and click the trash can icon in the actions column.
  2. 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 fee/fine owner specific. When paying a fee/fine, Payment method is a required field.

Creating a payment method

  1. In the Fee/fine: Payment methods pane, select the Fee/fine Owner from the drop-down list.
  2. Click New.
  3. Enter a Name for the payment method.
  4. Select Yes or No to indicate if Refund method allowed.
  5. Click Save. The payment method is saved.

Editing a payment method

  1. Find the payment method you want to edit and click the pencil icon in the actions column.
  2. Make your changes to the Name or Refund method allowed.
  3. Click Save. The payment method is updated.

Deleting a payment method

  1. Find the payment method you want to edit and click the trash can icon.
  2. 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.

Creating a refund reason

  1. In the Fee/fine: Refund reasons pane, click New.
  2. Enter a Name for the refund reason.
  3. Optional: Enter a Description about the refund reason.
  4. Click Save. The refund reason is saved.

Editing a refund reason

  1. Find the refund reason you want to edit and click the pencil icon in the actions menu.
  2. Make your changes to the Name or Description.
  3. Click Save. The Refund reason is updated.

Deleting a refund reason

  1. Find the refund reason you want to edit and click the trash can icon.
  2. 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.

Creating a transfer account

  1. In the Fee/fine: Transfer accounts pane, select the Fee/fine Owner from the drop-down list.
  2. Click New.
  3. Enter a Name for the transfer account.
  4. Optional: Enter a Description of the transfer account.
  5. Click Save. The transfer account is saved.

Editing a transfer account

  1. Find the transfer account you want to edit and click the pencil icon in the actions column.
  2. Make your changes to the Name or Description.
  3. Click Save. The transfer account is updated.

Deleting a transfer account

  1. Find the transfer account you want to edit and click the trash can icon in the actions column.
  2. In the Delete Transfer account dialog, click Delete. A confirmation message appears and the transfer account is deleted.

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/Limits categories

Conditions determine what 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

Create patron block conditions

  1. In the Conditions pane, select the condition you want to configure.
  2. 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.
  3. Enter a Message to be displayed (required)
  4. Click Save. A confirmation message appears and the patron block condition is saved.

Editing patron block conditions

  1. In the Conditions pane, select the condition you want to edit.
  2. In the selected condition pane, make your changes to the condition.
  3. Click Save. A confirmation message appears and the patron block condition is saved.

Removing patron block conditions

  1. In the Conditions pane, select the condition you want to remove.
  2. In the selected condition pane, clear out any blocks and messages.
  3. Click Save. A confirmation message appears and the patron block condition is saved.

Settings > Users > Patron Block 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.

Patron block templates are created in Settings > Users > Templates.

Create patron block template

  1. In the Patron block templates pane, select New in the top right corner. A New patron block template window will open.
  2. Enter a Template name.
  3. Enter a Block code (optional). Block codes can be used for reporting or integration purposes. They do not appear in the Users app.
  4. Enter a Description (optional). This description will only appear when viewing the template in settings.
  5. Enter a Display description (optional). This appears to staff when applying the block to a particular patron record.
  6. 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.
  7. Check the boxes for the appropriate Block actions - borrowing, renewals, or requests (optional).
  8. Click Save & close. The patron block template is saved.

Edit patron block template.

  1. In the Patron block templates pane, select the template you wish to edit. It will open for viewing in a fourth pane.
  2. Click Edit to open the template in edit mode.
  3. Make changes as desired.
  4. Click Save & close to apply changes.

Delete patron block template

  1. In the Patron block templates pane, select the template you wish to edit. It will open for viewing in a fourth pane.
  2. Click Edit to open the template in edit mode.
  3. Click Delete in the top right.
  4. 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. See Settings > Users > Patron Groups for more information about setting up patron groups.

Create patron block limits

  1. In the Limits pane, select the patron group for which you want to configure limits.
  2. 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.
  3. Click Save. A confirmation message appears and the block limits are saved.

Edit patron block limits

  1. In the Limits pane, select the patron group with the limits you want to edit.
  2. In the selected patron group pane, make your changes to the limits.
  3. Click Save. A confirmation message appears and the block limits are saved.

Remove patron block limits

  1. In the Limits pane, select the patron group with the limits you want to remove.
  2. In the selected patron group pane, set the limit value(s) to zero to clear out the limit(s).
  3. Click Save. A confirmation message appears and the block limits are saved.
Last modified October 18, 2022