The Users app allows you to manage user information for patrons and library staff. Both patrons and library staff’s user records are stored in the Users app. There is no separate directory or app for library staff users. The difference between a library staff user and a patron is that the library staff user record has FOLIO permissions assigned to it.
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Date enrolled. The date a user is enrolled at the institution. This field is auto-populated if it is included in source data provided by an external system.
External system ID. The external system ID for the user. This field is the MATCH POINT for user loads. NEVER CHANGE THE EXTERNAL SYSTEM ID for affiliated patrons. It has the format [7-digit ID]@[institution].edu.
Birth date. [Five Colleges is not currently using this field] The date of birth of the user in YYYY-MM-DD format.
Folio number. A system-generated number for the user record.
Username. The name library staff use to log into FOLIO. Affiliated users have their full email address as a username. Note: Patrons don’t need a username because they don’t need to log into FOLIO.
Request preferences. Select Hold Shelf and/or Delivery to indicate preference for receiving requested items.
Default pickup service point. All user records have at least one service point assigned to indicate the location for checking out or picking up requested items. Service points are configured by your library in the Settings app. See Settings > Tenant > Service points for more information.
Fulfillment preference. This field only appears if Delivery is selected as a Request preference.
Default delivery address (required). This field only appears and is required if Delivery is selected as a Request preference.
Department name. [Five Colleges is not currently using this field] Name of the user’s department, if applicable. To associate the user with a department, click Add Department and select the department from the drop-down list. This action is repeatable, and departments can be deleted by clicking the trash can icon.Departments are configured by your library in the Settings app. See Settings > Users > Departments for more information.
Username. The name library staff use to log into FOLIO. Note: Patrons don’t have a username because they don’t need to log into FOLIO.
Password. Users can be sent a reset password link via email. This link expires after 24 hours. The password must meet the following default validation rules:
Contain a minimum of 8 characters.
Contain both uppercase and lowercase letters.
Contain at least 1 numeric character.
Contain at least 1 special character.
Does not contain the username.
Does not contain a keyboard sequence.
Does not contain the same character.
Does not contain whitespace.
Does not contain two consecutive whitespaces.
Contact information
Email (required). The email address of the user.
Phone. The phone number of the user.
Mobile phone. The mobile phone number of the user.
Preferred contact (required). Select the user’s preferred method of contact: Email, Mail (Primary Address), or Text Message.
Address. The address of the user. You can add multiple addresses. To add an address, click Add Address. Select Use as primary address if address is to be considered the user’s main address.
Address Type. Select the appropriate address type for the user’s address. Address Types are configured by your library in the Settings app. See Settings > Users > Address Types for more information.
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