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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Permissions
FOLIO community documentation for the permissions for Users Settings can be found here.
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. 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.
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.
Editing a permission set
Find the permission set you want to edit and select it.
In the permission set pane, click Edit.
Make your desired changes to the permission set.
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.
Find the permission set you want to delete and select it.
In the permission set pane, click Edit.
In the Edit window, click Delete.
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. For Five Colleges, our patron groups are on Google Drive.
Creating a patron group
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.
Editing a patron group
Find the patron group you want to edit and click the pencil icon.
Make your changes to the Patron group or Description.
Click Save. The patron group is 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:
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 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. For Five Colleges, our address types are on Google Drive.
Creating an address type
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 saved.
Editing an address type
Find the Address Type you want to edit and click the pencil icon.
Make your changes to the Address Type or Description.
Click Save. The Address Type is updated.
Deleting an address type
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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.
Table of Contents
| Table of Contents |
|---|
Permissions
FOLIO community documentation for the permissions for Users Settings can be found here.
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. 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.
Editing a permission set
Find the permission set you want to edit and select it.
In the permission set pane, click Edit.
Make your desired changes to the permission set.
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.
Find the permission set you want to delete and select it.
In the permission set pane, click Edit.
In the Edit window, click Delete.
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. 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 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.
Editing 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.
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. 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 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.
Creating 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.
Editing 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.
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:
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.
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In the Delete Address Type dialog, click on the Delete button. A confirmation message appears and the Address Type is deleted.
Five College address types
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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.
Editing a department
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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.
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Make your changes to the Name or Code.
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Click Save. The department is updated.
Deleting a department
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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.
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In the Delete Department dialog, click Delete. A confirmation message appears and the department is deleted.
Settings > Users > Profile pictures
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 fields. Custom fields are used to track additional information about the user not already recorded. For Five Colleges, we are currently using two custom fields as described below:in a user record. 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 for the custom fields you add belowfield(s).
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 fieldthe custom field by checking the box next to Hidden and/or *Required. Add a name for the field in the Field name box.
Optional: To add additional custom fields, repeat steps 3-4.
Click Save & close. The custom field(s) are saved.
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In the Custom fields pane, click Edit.
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.
Click Save & close.
In the Delete field data dialog, click Save & lose data.
Five College Custom Fields
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Graduation Date
Term or year of expected graduation
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Institution
Institutional affiliation
Student Worker
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Settings > Users > Owners
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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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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 any Associated service points. If no service point is associated with the owner, they can be used at any service pointthe 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.
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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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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 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 refundedtransferred, select Yes. A confirmation message appears and the 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 comment setting is saved.
Settings > Users > Transfer accounts
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.
Creating 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.
Editing a transfer account
Find the transfer account you want to edit and click the pencil icon.
Make your changes to the Name or Description.
Click Save. The transfer account is updated.
Deleting a transfer account
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Find the transfer account you want to edit and click the trash can icon.
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Settings > Users > Transfer accounts
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.
Creating 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.
Editing a transfer account
Find the transfer account you want to edit and click the pencil icon.
Make your changes to the Name or Description.
Click Save. The transfer account is updated.
Deleting a transfer account
Find the transfer account you want to edit and click the trash can icon.
In the Delete Transfer account dialog, click Delete. A confirmation message appears and the transfer account is deleted.
Settings > Users > Transfer criteria
Use this setting to configure the criteria for transferring accounts. For more information about transfer accounts, see Settings > Users > Transfer accounts.
Creating transfer criteria
To create Transfer criteria, follow these steps:
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.
Settings > Users > Conditions
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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.
Conditions/Limits categories
Conditions determine what which actions patrons are barred from doing once they hit the limits as outlined for their patron group in Settings > Users > Limits.
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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
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Configuring patron block conditions
In the Conditions pane, select the condition you want to configure.
In the condition pane, select the actions that occur when the defined limits are exceeded: Block borrowing, Block renewals, and/or Block requests.
Enter a Message to be displayed.
Click Save. A confirmation message appears and the block condition is saved.
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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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