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.
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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. For Five Colleges, our permission sets are managed by the 5C Library Services Platform Coordinator and maintained on our Google Drive.
Creating a permission set
In the Permission sets pane, click New.
To name the permissions set, enter a Permission set name. The system does not automatically enforce uniqueness in naming permission sets. To avoid creating permission sets with duplicate display names, make sure this new permission set has a unique name. Make sure the permission set name is unique.
Optional: Enter a Description of the permission set.
Under Assigned permissions, click Add permission.
In the Select Permissions dialog, check the box next to each permission you want to assign to the permission set. You can also add an existing permission set to another permission set.
Click Save & close. The permissions are added to the set.
Click Save & close. The permission set is saved.
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Only one patron group can be assigned to a user record. Patron groups are also used to create Circulation rules. For Five Colleges, our patron groups are on Google Drive.
Creating 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 need to be unique.
Optional: Enter a Description of the patron group.
Click Save. The patron group is saved.
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Note: Address types should be first configured here before bulk loading of patrons occurs if mailing addresses are to be stored. For Five Colleges, our address types are on Google Drive.
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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. For Five Colleges, we do not currently use the departments field.
Creating a 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.
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This field in the user record is not being developed at this time. For Five Colleges, we do not use profile pictures.
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. For Five Colleges, we are currently using three custom fields as described below:
User Type: Single select
Alum
Auditor
Child or Dependent
Emeritus
Five College Associate
Five College Employee
High School
Learning in Retirement
Others
Spouse or Partner
Visiting Scholar
Institution: Single select
Amherst College
Hampshire College
Mount Holyoke College
Smith College
UMass Amherst
Graduation Date: Text Field
Creating a custom field
In the Custom fields pane, click New.
In the Edit custom fields pane, in the Accordion title box, enter the name of the user record section, which contains the custom fields you add below.
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.
Configure the custom field.
Optional: To add additional custom fields, repeat steps 3-4.
Click Save & close. The custom field(s) are saved.
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When manually creating a fee/fine, Fee/fine owner is a required field. For Five Colleges, our fee/fine owners are on Google Drive.
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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. For Five Colleges, our manual charges are on Google Drive.
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Use this setting to configure waive reasons. When waiving a fee/fine, Waive reason is a required field. For Five Colleges, our waive reasons are on Google Drive.
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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. For Five Colleges, our payment methods are on Google Drive.
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Use this setting to configure refund reasons. When refunding a fee/fine, Refund reason is a required field. For Five Colleges, our refund reasons match our waive reasons, which are on Google Drive.
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Use this section to configure whether comments are required when fees/fines are paid, waived, refunded, or transferred. By default, comments are not required. For Five Colleges, we set all comment required fields to No.
Require comment when fee/fine fully/partially paid
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Use this setting to configure 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. For Five Colleges, our transfer accounts are on Google Drive.
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Note: Conditions and limits have to be in place in order for automated patron blocks to work. For Five Colleges, our conditions for user blocks are on Google Drive.
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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. For Five Colleges, our user group limits are on Google Drive.
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