Circulation Documentation - Needs

Don't worry about

whether documentation already exists
whether a function is built out in FOLIO
duplicating a documentation need if it overlaps in different categories

We can figure that out as we go from the list. Just put down what comes to mind where you think it might fit!

App-Specific Documentation

Users - UM SIG will Write

Users

Create a User
Delete a User
Change a user's barcode
Renew an item on loan to a user
Add / Delete Blocks
How to change passwords for staff
How Patron expiration dates work
How to add service points to users
How to add permissions to users
How Inactive / Active Statuses work, what they do
How do Custom Fields work - for statistical purposes
1. examples from adopting institutions - what they've added and how they're used
Waiving a fee/fine (full/partial) - RA will write
Refunding a fee/fine (full/partial)- RA will write
Accepting payment for a fee/fine (full/partial) - RA will write
Setting up a proxy relationship between two users
How to anonymize loans in users - the manual commands
In-App reports - what's available, when you might run them, what's required

Users - RA SIG will write

Workflow Name	Existing Documentation or link to FOLIO DOCS	Needs a writer	Apps	Could this be a flowchart?
Viewing a patron's fee/fine history
Waiving a fee/fine - full waive, partial waive
Refunding a fee/fine - full waive, partial waive
Accepting payment for a fee/fine - full/partial

Inventory (sent to Jesse Lambertson)

Inventory (sent list to Jesse Lambertson 3-16-2021)

How item statuses work
1. Outline of the three part model so people know what's coming
  1. Item State in FOLIO
How to change an item to ____ status
1. Protections on item statuses
2. Missing item statuses - adding notes
How to record item damage
How to search in inventory
1. How to do CQL queries in Inventory - esp. examples of searches.
How to find item histories
1. When you might go to Inventory vs Circ Log vs. LDP
How to edit / update item notes
How to edit / update check in and check out notes
How you can find an item in Inventory and then request it for a patron
Change an item barcode
In-App reports - what's available, when you might run them, what's required
Handling long missing items

Courses

Workflow	Existing documentation or DOCS Jira link	Apps Involved
Intro to Courses How people use the app for different needs Examples of use of the app from adopters		Courses
How to create a course	https://docs.folio.org/docs/access/courses/courses/#creating-a-course	Courses
Create a course with cross-listings	https://docs.folio.org/docs/access/courses/courses/#adding-a-cross-listed-course
Find a list of items on reserve for a course	DOCS-18 - Getting issue details... STATUS
How do temporary locations work on courses items	https://docs.folio.org/docs/access/courses/courses/#adding-a-reserve-item-to-a-course DOCS-24 - Getting issue details... STATUS	Courses, Inventory
How do temporary loan types work on courses items
Integrations with outside systems - LTI	LTI: Course Reserves - LTI connectivity
Integrations with outside systems - ARES
Reserve items - using processing statuses how to set up values tips for using, examples from adopters	https://docs.folio.org/docs/administration/settings/settings_courses/#settings--courses--processing-statuses
Copyright information in Courses how to set up copyright status dropdown what fields do or don't do
In-app reports: what's available, when you might run them, what's required to do so

Requests

Workflow	Existing documentation or Docs Jira	Apps	Could this be represented in a flowchart?
How to request an item (place/process holds, pages, recalls)	https://docs.folio.org/docs/access/requests/requests/#creating-a-request	Requests
How requests work for on-campus versus remote storage		Requests, Inventory?
How to run a page report	https://docs.folio.org/docs/access/requests/requests/#generating-a-page-requests-csv-export https://docs.folio.org/docs/access/requests/requests/#printing-pick-slips	Requests
How to change a request pickup location (including restrictions based on request status)	DOCS-20 - Getting issue details... STATUS	Requests	No
How to run a daily unfilled requests report	https://docs.folio.org/docs/access/requests/requests/#exporting-your-search-results-to-csv	Requests
How to cancel a request	https://docs.folio.org/docs/access/requests/requests/#canceling-a-request	Requests
How to reorder a request queue	https://docs.folio.org/docs/access/requests/requests/#reordering-the-request-queue-for-an-item	Requests
In-App reports - what's available, when you might run them, what's required	https://docs.folio.org/docs/access/requests/requests/#exporting-a-hold-shelf-clearance-report	Requests

Check-In

Workflow	Existing documentation or DOCS jira	Apps	Could this be a flowchart?
How anonymizing loans works if you do it in check in	DOCS-23 - Getting issue details... STATUS
How checking in works for items with multiple pieces
How to backdate a check-in	https://docs.folio.org/docs/access/check-in/checkin/#checking-in-and-backdating-an-item
In-App reports - what's available, when you might run them, what's required

Check-Out

Workflow	Existing Documentation or DOCS jira	Apps
How to loan to someone who is borrowing as a proxy for another patron	https://docs.folio.org/docs/access/check-out/checkout/#checking-out-to-a-proxy-borrower	Checkout, Users
How checkout works for items with multiple pieces
How to change a loan due date	https://docs.folio.org/docs/access/check-out/checkout/#changing-the-due-date-of-an-item
How to override patron blocks
How to override item blocks
In-App reports - what's available, when you might run them, what's required

Circulation Log

Workflow	Existing Documentation or DOCS Jira	Apps	Could this be a flowchart?
Why you would use the circulation log vs. other FOLIO features troubleshooting scenarios where the circ log would be used what data is in the circ log and what data isn't	https://docs.folio.org/docs/access/circulation-log/circ_log/ Could maybe add these two extra things to the top under overview
How to look up item histories (and what you might find here that isn't in Inventory)
How to interpret circ log records that have proxy relationships
How anonymized data looks in the circ log
How to look for notice information
How to look at fee/fine information

Cross-App Workflows

Workflow name	Existing Documentation or DOCS Jira?	Apps	Could this be a flowchart?
Handling items that have been in transit for too long		Inventory, Requests
Patron claims that they returned an item but it's still on their account (claim returned)		Users, Inventory
On-the-fly / Fast Add record creation, loaning items, considerations for use (Inventory vs. Courses vs. Check Out)		Inventory, Courses, Check Out
Handling fines - declared lost, aged to lost		Users, Export Manager, Inventory
Handling lost and paid items		Users, Inventory
Managing Patron Blocks - how to set them up on users, how to override		Users, Check Out
Remote Storage		Settings, Inventory, Check In, Check Out

Settings and Circulation Rules

Workflow name/description	Existing documentation or DOCS Jira	Needs a writer?	Apps
Tags - how they work, plans for future development, suggestions for scenarios where they would be helpful			Settings, any app that has installed tags (many)
How to create permission sets	Settings - Users - Permissions Sets		Settings
Calendars - how to set up dates / times, how exceptions work	Google Doc - Settings > Calendar		Settings
Configuring Settings for Remote Storage			Settings
Things to consider when deciding how to write circulation rules How the fallback policy works How prioritization works Special characters and indentations Sample circulation rule sets from adopters
What happens w/circulation rules and policies if you change item information after an item is loaned (e.g., change a loan type for an item that is checked out)	https://docs.google.com/document/d/1-X4nnInZ26WlG6O6jiTp2aM5-US0rjM9X7tHTpQrkLQ/edit?usp=sharing	Yes
What happens if/when you delete a circulation rule?	https://docs.google.com/document/d/195f5vHKtbDS2-WqPK0us5li8V7CMsGCRE_T-CZiO2lI/edit?usp=sharing	Yes
What happens if/when you delete a policy - loan, request, notice, lost items, overdue policies?	https://docs.google.com/document/d/195f5vHKtbDS2-WqPK0us5li8V7CMsGCRE_T-CZiO2lI/edit?usp=sharing	Yes
What areas in Settings should RA SMEs care about? E.g., material types and loan types in inventory, patron groups in Users, fee/fines in Users	https://docs.google.com/document/d/1g1-RcVYu2WFmxCn0AMPxFQdXRJE4H6rEM3y7W1iai-Q/edit?usp=sharing	Yes	Settings
Is there a recommended sequence in configuring circulation in FOLIO? E.g., what goes first? Examples from institutions on how they did their configurations	https://docs.google.com/document/d/1HhKi-r01KYwCNLrPgmCGwVTEbwu7a0J8oqBbACcmOVQ/edit?usp=sharing	Yes	Settings
Configuring settings for Fees and Fines - owners, manual charges, waive reasons, refund reasons, comment required, transfer accounts	Settings - Users - Fee/Fine Comment Required Settings - Users - Fee/fine Manual Charges Settings - Users - Fee/fine owners Settings - Users - Fee/fine Waive Reasons Settings - Users - Payment Methods Settings - Users - Refund reasons Settings - Users - Transfer Accounts Google doc for writing / consolidation - https://docs.google.com/document/d/1wHNAOdVkhuNxFNJkjO0o_I2xouTCi80-briWBRNnFqM/edit?usp=sharing	Yes	Settings

Behind The Scenes Stuff To Know / Tips for Implementation

Workflow name/description	Existing documentation or DOCS jira	Needs a writer?	Apps	Could this be represented graphically / through a flowchart?
Information about Inventory Structure - e.g., a diagram of instance / holdings / item relationships, Marc SRS vs. Inventory-born records - to help with learning more about the app	Inventory		Inventory
How User Permissions Work	Introduction to FOLIO Permissions		All	No
FOLIO's fee/fine model - actual cost vs. set cost - how does each approach work? What are the differences between them, and consideration for implementers?	https://docs.google.com/document/d/1kTOXXl23Tn6KiBIlAL0jJ9o2NPoVkUkbGrVMYH6YEgU/edit?usp=sharing	Y	Users, Settings
How do overdue fines accrue?	https://docs.google.com/document/d/1kTOXXl23Tn6KiBIlAL0jJ9o2NPoVkUkbGrVMYH6YEgU/edit?usp=sharing	Y
How do lost item charges accrue?	https://docs.google.com/document/d/1kTOXXl23Tn6KiBIlAL0jJ9o2NPoVkUkbGrVMYH6YEgU/edit?usp=sharing	Y
How does anonymization work? what is anonymized when done manually what is anonymized when done through settings	https://docs.google.com/document/d/1CFKM5nTkoaB1wh2Yzt4m1vhrVMKdKSpF0FO5IqJJYd4/edit?usp=sharing	Y	Check in, users, Settings
What are Service Points and how do they work? difference between primary and secondary service point	Settings - Tenant - Service points		Settings
Location System in general How to understand temporary and permanent locations how it can be used in circulation rules
How to understand temporary and permanent loan types
Custom fields - what apps have them, how they work, examples from adopters
What fields in apps have limits and what those limits are
What fields in RA apps can be searched on through the FOLIO UI, and what fields can't
What happens when a patron's affiliation changes - eg., existing loans under the old group, new loans under the new group?	https://docs.google.com/document/d/1UaV6xVEX7nqYIc0nIy_lQvsc04sCSfpCIIVwfsIlbqo/edit?usp=sharing	Y
How do scheduled notices work when they run on day intervals
How do scheduled notices work when they run on hour or minute intervals
What triggers different kinds of notices – all of the different kinds of patron notices available
How do staff slips work? how do you format them?
Tips for troubleshooting patron notice delivery
Tips for troubleshooting staff slips
How FOLIO can work with patron requests / accounts in different discovery layers (EDS, VuFind, Blacklight, etc.)
How FOLIO can work with self-check stations - which ones have already been implemented at libraries, tips for integration and implementation https://github.com/folio-org/edge-sip2 has more administrator level documentation - well written, kudos to Michelle Suranofsky

Workarounds for not-yet-completed workflows

Tracking in the tips & tricks wiki at Alternatives for Features Still In Development

Reporting

Guide to Reporting Documentation

Workflows	Existing documentation or FOLIO DOCS Jiras	Apps	Could this be a flowchart?
What exactly is the LDP and why would you want to use one?
What canned SQL queries are available for the LDP and when you might use them?
What data is available in the LDP?
How to create custom tables in your local LDP?
How do you connect to your LDP?
How quickly does data move from your FOLIO environment to the LDP
Suggestions for how to modify the canned SQL queries