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, username and password 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. Hold Shelf is selected by default for all users. If Delivery is also checked, select Fulfillment preference.
If Delivery is selected as the Fulfillment preference, select the Default delivery address. This field appears and is required only if Delivery is selected as a request preference. Addresses are added to the user record in the Contact information section. See Users > Contact information for more information.
If Hold Shelf is selected as the Fulfillment preference, select the 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.
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(s).
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For information about the fields displayed in the User information section, see Creating a user record > User information.
Patron blocks
Within the Patron blocks section, you can view all blocks on the user record and create manual blocks. For more information on manual blocks, see Creating a manual patron block.
Patron blocks appear in a table format with the most recent block listed first.
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For information about the fields displayed in the Extended information section, see Creating a user record > Extended information.
Contact information
For information about the fields displayed in the Contact information section, see Creating a user record > Contact information.
Custom fields
Custom fields are configured by your institution and allow additional information in the user record. For more information about custom fields see Settings > Users > Custom fields.
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The Proxy/sponsor section displays any proxies or sponsors associated with the user record. For more information on adding a sponsor or proxy, see Adding a sponsor to a user record and Adding a proxy to a user record.
Fees/fines
The Fees/fines section displays the number of open and closed fees/fines. To view additional details about the users’ open or closed fees/fines, expand the Fees/Fines accordion and click on open fees/fines or closed fees/fines respectively. To view all fees/fines, click View all fees/fines. For more information about fees and fines, see Additional Topics > Fees and fines.
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