Folio Training Videos and Procedures Manuals.

Introduction to Circulation functions of Folio

Table of Contents

Login

Adding Users

Editing a User

Adding notes – Users

Item Categories (loan periods)

Check Out - Charging an item

Setting/Modifying due date     

Renewing

Check In - Returning/Discharging an item

Backdating items for discharge (book drop)

Fines

Blocks

Removing Blocks Costs-overdue items

Adding notes – Item (used to record replacement cost/damaged books)

Printing receipts

Item circulation history (Who has the book)

Holds and Requests

• Folio Request App
• Folio User App
• EDS - Octopus

In-transit for tracking a book

Preferred service Points

Trouble shooting

• Clearing the cache

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Login

• Open google chrome 
• Click the ellipsis to the far right of the search bar to access the incognito feature
• Select [New incognito window]
• Choose the FOLIO from the bookmarks OR go to  https://okanagan.folio.ebsco.com/

   

• Enter your login credentials in the textboxes.

• Choose your service point from the pop up.

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Adding Users

• All OC students and staff records are prepopulated
• To Add other users, Select the [Users tab] and click on the Action button
• Select [New+]

• Input the appropriate user information in the textboxes
  • Required Fields are marked with an asterisk (*)

• Select one of the following user groups from the dropdown menu under Patron group
  • COMM – Alumni & Community
  • EMPLOYEE – Faculty & Staff - staff contractually employed for instruction or other purposes
  • Library Staff – n/a – records for this category would been prepopulated into FOLIO
  • STUD – n/a – records for this category would been prepopulated into FOLIO
• Select Active from the dropdown under Status
• Usernames are not required. Please enter the barcode in this space.
• Click Save & Close

For more information go to Users

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Editing a User

• Select [User]  from the ribbon
• Select a User search criteria from the drop down menu

• Input information in the search box: Keyword, Barcode, or Name
• Click Search
• Click on an entry to choose from the User Search Results list
• From the patron display panel to the right Click on the Action button
• Select edit
• Make necessary changes
• Click Save & close

For more information go to Users

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Adding Notes - User

• Select [Users]  from the ribbon
• Select a User search criteria from the drop down menu

• Input information in the search box: Keyword, Barcode, or Name
• Click Search
• Click on an entry to choose from the User Search Results list
• From the patron display panel to the right Click on Notes
• Select New
• Enter a Note title
• Enter Details if necessary
• Click Save & close

For more information see Adding notes

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Item Categories (loan periods)

For more information see Borrower Types, Loan Periods & Fines

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Check Out - Charging an item 

• Select [Check out] from the ribbon

• Scan OR Enter the patron’s barcode OR Select patron lookup

Scan OR Enter the patron’s barcode	Select Patron look-up
*Note: If you enter the barcode manually you’ll need to click [Enter]	Enter the patron’s name AND click Search
	Make a Select from the User Search results

• Scan OR Enter the barcodes in the items the patron wishes to borrow

For more information see Check Out

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Setting/Modifying due date – Check out

Follow check out procedures on previous page

• Then Click on the ellipsis on the far right to access the Change due date feature

• Click on the calendar icon   in the date field and select and suitable date
• Click on the clock icon  in the time field to select an alternate time if necessary
  • If you modify the time, you’ll need to click Set time
• Close the confirmation window
• Repeat for each item to be modified
• Click End session when service interaction is complete

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Renewing

Select  [Users] from the ribbon

• Use the drop down menu to make a selection

• Scan OR Enter the patron’s barcode OR Select patron lookup

Scan Or Enter a barcode	search by name
	Enter the patron’s name AND click Search
	Make a Select from the User Search results

• Select Open Loans

• Select the item(s) to be renewed by clicking in the selection box as illustrated above
• Click Renew OR Change due date
  • Note Use override for “nonrenewable” items
    • Click on the calendar icon in the date field and select and suitable date
    • Click on the clock icon in the time field to select an alternate time if necessary
      • If you modify the time, you’ll need to click Set time
      • Enter a notation in the textbook for Additional information
      • Click on Override
    • Click on the X in the left right corner to exit out of the Loans display screen

• Click Renew
• Once the Renew Confirmation screen loads click Close
• Click on the X in the left right corner to exit out of the Loans display screen

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Returning an item – Check In

Select [Check in] from the ribbon
Scan or enter Barcodes in the textbox
Returns	Returns with Fines	Holds& Returns supplied by a different service location
Returned items will appear in a table  Watch for Items with fines Holds any returns requiring routing to a different service location	A fees/fines owed message will appear In the Time returned cell	If the returned item has a hold or is from a different service location a pop up will appear Select Close
Sensitize each item if applicable Note some libraries do NOT have security gates	If patron is present see fines procedure	Select the receipt printer from the drop down menu
Place the item(s) in the appropriate area for re-shelving	Sensitize each item if applicable Note some libraries do NOT have security gates Place the item(s) in the appropriate area for re-shelving	Insert the routing slip into the item
	Place the item in the appropriate area for pick-up OR delivery to the requested service point

For more information see Check In

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Backdating items for discharging (book drop)

Select [Check in] from the ribbon
Click on today to access the date & time features
Use the icons to adjust the date and time Click on the calendar icon in the date field  and select a suitable date by clicking on the appropriate day Click on the clock icon in the time field to select an alternate time if necessary Click on the Up OR Down arrows to adjust the Time returned Click PM to change to AM or vise versa If you modify the time, you’ll need to click Set time
Scan each item to be backdated Ex. All the books from the book drop
Click End session to return to the standard Check in date

For more information see Backdating items

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Fees/Fines - Paying OR Waiving

 For rates see Borrower Types, Loan Periods & Fines

Select [Users] from the ribbon Use the drop-down menu to choose a User search option
Scan Or Enter a barcode	Search by name
	Enter the patron’s name AND click Search Ex. Smith E
	Make a Select from the User Search results
Select Fees/fines	v Fines/fees
Click on open fee/fine
Select the item you wish to address
Choose an option Pay OR Waive

Pay		Waive
Click Pay		Click Waive
Select a payment type		Select a reason
For partial payments		For partial waives
Enter any Additional information		Enter any Additional information
Click Pay		Click Waive
Click Confirm
Click X in the upper left to exit the Fees/Fines display screen

For more information see Fines

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Blocks

Select  [Users] from the ribbon

• Use the drop down menu to make a selection

• Input information in the search box
• Click Search
• Click on an entry to choose from the User Search Results list
• From the patron display panel to the right Click on Patron Blocks

1. In User record, click Create Block

2. In the Template name drop-down menu, select Banner Hold

3. The description contains a brief directive to see Loans and Fees/Fines for details. You can add more details in Staff only information if you like.

4. Click [Save &Close]

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Removing Blocks

Select  [Users] from the ribbon

• Use the drop down menu to make a selection

• Input information in the search box
• Click Search
• Click on an entry to choose from the User Search Results list

1. From the patron display panel to the right, click on the fine you wish to remove

2. Click Delete

3. Click Delete and the block will be removed

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Costs-overdue items – For more information see Borrower Types, Loan Periods & Fines

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Adding notes  – Item Notes (used to record replacement cost/damaged books)

Select Inventory from the ribbon
Select Item Scan OR enter an Item barcode Note: if the barcode is entered manually Click Search
Click on the Title displayed in the Inventory display panel
Click on Holdings information in the Instance record panel (to the left)
Click on the barcode
Click on Action to reveal menu options Choose Edit
Scroll down to Item notes Select Add note
Use the drop-down menu to select a note type
Enter the appropriate statement into the Note field. Ex. Replacement Fee (cost + processing)
Select staff only if desirable
Click Save and close

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Printing receipts – see Check in - Returns supplied by a different service location

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Item circulation history (Who has the book)

Select Inventory from the ribbon
Select Item Scan OR enter an Item information Note: if the barcode is entered manually Click Search
Click on the Title displayed in the Inventory display panel
Click on Holdings information in the Instance record panel
Click on the barcode
Scroll down  to Borrower

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Holds and Requests

Placing a hold – FOLIO - There are two options Request App OR User App

Request App

Select [Requests]
Click on Actions and select New
Enter required data into the Request
Select appropriate Request type from the drop-down menu Enter an expiry date and comments if desired
Pick service point from the drop-down menu

• Click Save & close
  • Request details will display in the panel on the right as illustrated below

• Click “X” to close the panel

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Placing a hold – FOLIO - There are two options Request App OR User App

User App

• Select  [Users] from the ribbon

• Use the drop down menu to make a selection

• Input information in the search box: Keyword, Barcode, or Name 
• Click Search 
• Click on an entry to choose from the User Search Results list
• From the patron display panel to the right

Click on Actions
Choose Create request

• Enter the item’s barcode and then click enter

• Pick service point and the click Save & close
• Request details will display in the panel on the right as illustrated below

• Click “X” to close the panel

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Holds and Requests - EDS (done in Octopus)

From the circ desk station Go to https://www.okanagan.bc.ca/library

Enter the “title” of the book
Locate the item in the results list Click on Place Request option from the result
Click on the option that best meets the needs of the User
Click on the drop-down menu to view options
Click on the desired Pick Up location
Click submit
Wait for the Request confirmation
Pending request will appear in FOLIO To view pending items: Select the Requests Tab Look under Search & filter Select Open – Not yet filled

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In-transit for tracking a book

Select [Requests] from the ribbon
Select Open – In transit from the Search & filter panel
To limit by location Click the down arrow beside Pickup service point to access the drop-down menu Click on the appropriate service point option
Look in the Request display panel to View any in transit items

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Preferred Service Point

• Select  [Users] from the ribbon

• Use the drop down menu to make a selection

• Input information in the search box: Keyword, Barcode, or Name 
• Click Search 
• Click on an entry to choose from the User Search Results list

From the patron display panel to the right Click on Actions
Click on Edit

• scroll to the bottom and Click ^Service points to reveal available options

• select your Service point preference from the drop-down menu

• save & close
• You will still have the ability to switch service points, it will just set you to your preferred location when you log in.

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Troubleshooting

Clearing the cache in chrome

If  there are Missing features under your profile try Clearing the cache

1. On your computer, open Chrome.
2. At the top right, click More
3. Click More tools. Clear browsing data.
4. At the top, choose a time range. To delete everything, select All time
5. Next to "Cookies and other site data" and "Cached images and files," check the boxes
6. Click Clear data.