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.

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

1. In the Permission sets pane, click New.

2. 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.

3. Optional: Enter a Description of the permission set.

4. Under Assigned permissions, click Add permission. 

5. 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.

6. Click Save & close. The permissions are added to the set.

7. Click Save & close. The permission set is saved.

Editing a permission set

1. Find the permission set you want to edit and select it.

2. In the permission set pane, 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. Find the permission set you want to delete and select it.

2. In the permission set pane, 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. For Five Colleges, our patron groups are on Google Drive.

Creating a Patron group

1. In the Settings app, select Users > Patron groups.

2. In the Patron groups pane, click New.

3. Enter a name for the Patron group in the box. Patron group names need to be unique and should not contain any punctuation.

4. (Optional): Enter a Description of the patron group.

5. (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.

6. Click Save. The patron group is saved.

Editing a patron group

1. In the Settings app, select Users > Patron groups.

2. In the Patron groups pane, find the Patron group you want to edit and click the pencil icon in the actions column.

3. Make your changes to the Patron group, Description, or Expiration offset date (days).

4. 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:

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. For Five Colleges, our address types are on Google Drive.

Creating an address type

1. In the Settings app, select Users > Address Types.

2. In the Address Types pane, click New.

3. Enter a name for the Address Type in the box. The Address Type must be unique.

4. Optional: Enter a Description of the Address Type.

5. Click Save. The Address Type is created.

Editing an address type

1. In the Settings app, select Users > Address Types.

2. In the Address Types pane, find the Address Type you want to edit and click the pencil
   icon in the actions menu.

3. Make your changes to the Address Type or Description.

4. 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. 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

• Primary

  • Campus address (or home address for local borrowers)

• Secondary

  • Home address

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. For Five Colleges, we do not currently use the departments field.

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

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. Make your changes to the Name or Code. Click Save. The department is updated.

Deleting 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. 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. Custom fields are used to track additional information 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

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 fields.

3. Click Save & close. The custom field(s) are 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

Use this setting to configure the fee/fine owners at your library. 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 these 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. 

When manually creating a fee/fine, Fee/fine owner is a required field. For Five Colleges, our fee/fine owners are on Google Drive.

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.

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.

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. For Five Colleges, our manual charges are on Google Drive.

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.

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 waive reasons. When waiving a fee/fine, Waive reason is a required field. For Five Colleges, our waive reasons are on Google Drive.

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.

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.

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. For Five Colleges, our payment methods are on Google Drive.

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 whether a 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.

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. For Five Colleges, our refund reasons match our waive reasons, which are on Google Drive.

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.

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. For Five Colleges, we set all comment required fields to No.

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 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 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 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

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.

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.

2. 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

Automatic patron blocks allow the library to set limits that are automatically enforced. The limits are calculated 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 patron 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. For Five Colleges, our conditions for user blocks are on Google Drive.

Conditions/Limits categories

Conditions determine which 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

Configuring patron block conditions

1. In the Conditions pane, select the condition you want to configure.

2. In the condition pane, select the actions that occur when the defined limits are exceeded: Block borrowing, Block renewals, and/or Block requests.

3. Enter a Message to be displayed.

4. Click Save. A confirmation message appears and the block condition is saved.

Editing patron block conditions

1. In the Conditions pane, select the condition you want to edit.

2. In the condition pane, make your changes to the condition.

3. Click Save. A confirmation message appears and the block condition is saved.

Removing patron block conditions

1. In the Conditions pane, select the condition you want to remove.

2. In the condition pane, clear out any blocks and messages.

3. Click Save. A confirmation message appears and the block condition is saved.

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. For Five Colleges, our user group limits are on Google Drive.

Create patron block limits

1. In the Limits pane, select the patron group for which you want to configure limits.

2. In the 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 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 patron group pane, clear out the limits.

Click Save. A confirmation message appears and the block limits are saved.