The purpose of this page is to capture suggestions for documentation topics related to FOLIO Resource Management.
- Please add topic ideas below
- To share documentation content from your institution related to RM or ERM, please upload it to this RM Documentation google drive folder so the Documentation Working Group can leverage your existing documentation - thank you!
- The FOLIO Documentation Working Group will review this list of topics, the submitted content, and any other existing content to create RM user documentation which will eventually be published on https://docs.folio.org/.
- Julie Brannon serves as the RM representative to the Documentation Working Group (julie.brannon@duke.edu or on FOLIO slack) - see the full list of Documentation WG representatives for more information about assigned apps and statuses.
To contribute ERM documentation topics, please refer to this page: ERM documentation needs.
Acquisition Units
- Settings: Create Acquisition Unit
- Add users to acquisition unit(s)
- What restrictions does FOLIO apply to actions in each app based on acquisition unit assignments?
App-Specific Documentation
Organizations
Organizations App
- Search & Filter
- Create organization
- Edit organization
- Add note to an existing organization
- Delete organization
- Will FOLIO allow deletion if there are order/invoice/license/agreements linked to the organization?
Settings
- Categories - explain where these values display on an organization record
Permissions
- Mention that there is a permission related to the display of interface credentials
Finance
Finance App
- Search & Filter
- Create, Edit, Delete Fiscal Year
- Create, Edit, Delete Ledger
- Create, Edit, Delete Group
- Create, Edit, Delete Fund
- Describe limitations on delete: only allowed when no order/invoice transactions exist.
Settings
- Fund Types
- Expense Classes
Permissions
- Might want to reiterate how acquisition units can impact user actions, in addition to permissions
Orders
Orders App
- Search & Filter
- View Order
- Create Order
- Apply order template
- How order type affects which fields are displayed
- PO line
- Add PO Line to order
- How order format affects which fields are displayed and which are required
- Create Inventory field- defaults are created in Settings "Inventory Interactions" based on order format, can be overridden
- Edit
- Receive
- Delete
- Duplicate Order
- Approve Order
- Open Order
- Interaction with fund current year budget
- Interaction with inventory, item status if applicable
- Unopen Order
- Edit Order
- Close Order
- Reopen closed order
- Receive
- Update Encumbrances
- Export Results
- Delete Order
- Order Status behaviors (for example, system will automatically set order to "Closed" status when fully received and invoice is fully paid)
Settings
- General
- Inventory interactions
- Create Order Template
- PO Number - prefix/suffix
Permissions
Receiving
Receiving App
- Search & Filter
- View receiving record
- Refer to ability to receive directly from the order or from this app
- Edit item receiving record
- Item status behavior (item status changes from "On Order" to "In Process" after receipt
- Quick
Settings
No settings for the Receiving app
Permissions
Invoices
Invoices App
- Search & Filter
- View Invoice
- Create Invoice
- Invoice Line
- Add Invoice Line to Invoice using existing PO Line
- Create new Invoice Line without an existing PO Line
- Approve Invoice
- View Voucher
- Edit Invoice
- Pay Invoice
- Interaction with order status when Invoice status changes to "Fully Paid"
- Export to Accounting
- Delete Invoice
Settings
- Fund Types
- Expense Classes
Permissions
Cross-app interactions
Use this section for suggestions of topics related to cross-app interactions related to RM
- Inventory Interactions - defines what is created in Inventory
- Order Status behaviors (for example, FOLIO will automatically set order to "Closed" status when fully received and invoice is fully paid)
- Item Status behaviors impacted by Orders and Receiving actions
Tips/Handy Info
Use this section to add "How do I" or "What happens when" type questions so that we can make sure we cover topics
- What happens in other FOLIO apps when I "un-open" an order? What happens to encumbrances? What happens to the item status?