From: Yamil Suarez Date: Fri, 12 Dec 2014 22:33:20 +0000 (-0500) Subject: Docs: Circulation - Patron Record web client updated content X-Git-Tag: sprint4-merge-nov22~1774 X-Git-Url: https://old-git.evergreen-ils.org/?a=commitdiff_plain;h=21b6220b89c5f27452593200f8bea22cb2db33b2;p=working%2FEvergreen.git Docs: Circulation - Patron Record web client updated content There are still some sections missing, like 'Staff-Generated Penalties/Messages' and 'merging patrons'. Signed-off-by: Yamil Suarez --- diff --git a/docs/circulation/circulation_patron_records_web_client.txt b/docs/circulation/circulation_patron_records_web_client.txt new file mode 100644 index 0000000000..1e4e47ffec --- /dev/null +++ b/docs/circulation/circulation_patron_records_web_client.txt @@ -0,0 +1,407 @@ +Circulation - Patron Record +--------------------------- + +[[circulation_searching_patrons]] +Searching Patrons +~~~~~~~~~~~~~~~~~ + +indexterm:[patrons, searching for] + +To search for a patron, select _Search -> Search for Patrons_ from the menu bar. + +The Patron Search screen will display. It will contain options to search on the +following fields: + +* Last Name +* First Name +* Middle Name + +image::media/circulation_patron_records-1a_web_client.png[circulation_patron_records 1a] + + +Next to the _Clear Form_ button there is a button with an arrow pointing down that will display the following additional search fields: + +* Barcode +* Alias +* Username +* Email +* Identification +* database ID +* Phone +* Street 1 +* Street 2 +* City +* State +* Postal Code +* Profile Group +* Home Library + +You patrons searches may also include patrons marked ``inactive'' if you click on the _Include Inactive?_ checkbox. + + +image::media/circulation_patron_records-1b_web_client.png[circulation_patron_records 1b] + +.Tips for searching +[TIP] +=================== +* Search one field or combine fields for more precise results. +* Truncate search terms for more search results. +=================== + +Once you have located the desired patron, click on the entry row for this patron in +the results screen. A summary for this patron will display on the left hand side. + +image::media/circulation_patron_records-2_web_client.png[circulation_patron_records 2] + +The _Patron Search_ button on the upper right may be used to resume searching for patrons. + +Registering New Patrons +~~~~~~~~~~~~~~~~~~~~~~~ + +indexterm:[patrons, registering] + +To register a new patron, select _Circulation -> Register Patron_ from the menu bar. The Patron +Registration form will display. + +image::media/circulation_patron_records-4.png[Patron registration form] + +Mandatory fields display in yellow. + +image::media/circulation_patron_records-5.png[circulation_patron_records 5] + +The _Show Only Required Fields_ and _Show Suggested Fields_ may be used to limit +the options on this page. + +image::media/circulation_patron_records-6.png[circulation_patron_records 6] + +When one of these options is selected, it is possible switch to the other +limited view or to revert to the original view by selecting _Show All Fields_. + +image::media/circulation_patron_records-7.png[circulation_patron_records 7] + +When finished entering the necessary information, select _Save_ to save the new +patron record or _Save & Clone_ to register a patron with the same address. +When _Save & Clone_ is selected, the address information is copied into the +resulting patron registration screen. It is linked to the original patron. +Address information may only be edited through the original record. + +image::media/circulation_patron_records-8.png[circulation_patron_records 8] + +[TIP] +============================================================================ +* Requested fields may be configured in the _Library Settings Editor_ (_Admin -> + Local Admin -> Library Settings Editor_). +* Statistical categories may be created for information tracked by your library +that is not in the default patron record. +* These may be configured in the _Statistical Categories Editor_ (_Admin -> +Local Admin -> Statistical Categories Editor_). +* Staff accounts may also function as patron accounts. +* You must select a _Main (Profile) Permission Group_ before the _Update Expire +Date_ button will work, since the permission group determines the expiration date. +============================================================================ + + +Patron Self-Registration +~~~~~~~~~~~~~~~~~~~~~~~~ +*Abstract* + +Patron Self-Registration allows patrons to initiate registration for a library account through the OPAC. Patrons can fill out a web-based form with basic information that will be stored as a “pending patron” in Evergreen. Library staff can review pending patrons in the staff-client and use the pre-loaded account information to create a full patron account. Pending patron accounts that are not approved within a configurable amount of time will be automatically deleted. + +*Patron Self-Registration* + +. In the OPAC, click on the link to *Request Library Card* + +. Fill out the self-registration form to request a library card, and click *Submit Registration*. + +. Patrons will see a confirmation message: “Registration successful! Please see library staff to complete your registration.” + +image::media/patron_self_registration2.JPG[Patron Self-Registration form] + +*Managing Pending Patrons* + +. In the staff client select *Circulation* -> *Pending Patrons*. + +. Select the patron you would like to review. In this screen you have the option to *Load* the pending patron information to create a permanent library account. + +. To create a permanent library account for the patron, click on the patron’s row, click on the *Load Patron* button at the top of the screen. This will load the patron self-registration information into the main *Patron Registration* form. + +. Fill in the necessary patron information for your library, and click *Save* to create the permanent patron account. + + +[[updating_patron_information]] +Updating Patron Information +~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +indexterm:[patrons, updating] + +Retrieve the patron record as described in the section +<>. + +Click on _Edit_ from the options that display at the top of the patron record. + +image::media/circulation_patron_records-9_web_client.png[Patron edit with summary display] + +Edit information as required. When finished, select _Save_. + +After selecting _Save_, the page will refresh. The edited information will be +reflected in the patron summary pane. + +[TIP] +======= +* To quickly renew an expired patron, click the _Update Expire Date_ button. +You will need a _Main (Profile) Permission Group_ selected for this to work, +since the permission group determines the expiration date. +======= + + +Renewing Library Cards +~~~~~~~~~~~~~~~~~~~~~~ + +indexterm:[library cards, renewing] + +Expired patron accounts when initially retrieved – an alert +stating that the ``Patron account is EXPIRED.'' + +image::media/circulation_patron_records-11_web_client.png[circulation_patron_records 11] + +Open the patron record in edit mode as described in the section +<>. + +Navigate to the information field labeled _Privilege Expiration Date_. Enter a +new date in this box. When you place your cursor in the _Patron Expiration Date +box_, a calendar widget will display to help you easily navigate to the desired +date. + +image::media/circulation_patron_records-12.png[circulation_patron_records 12] + +Select the date using the calendar widget or key the date in manually. Click +the _Save_ button. The screen will refresh and the ``expired'' alerts on the +account will be removed. + + +Lost Library Cards +~~~~~~~~~~~~~~~~~~ + +indexterm:[library cards, replacing] + +Retrieve the patron record as described in the section +<>. + +Open the patron record in edit mode as described in the section +<>. + +Next to the _Barcode_ field, select the _Replace Barcode_ button. + +image::media/circulation_patron_records-13.png[circulation_patron_records 13] + +This will clear the barcode field. Enter a new barcode and _Save_ the record. +The screen will refresh and the new barcode will display in the patron summary +pane. + +If a patron’s barcode is mistakenly replaced, the old barcode may be reinstated. +Retrieve the patron record as described in the section +<>. Open the patron record in +edit mode as described in the section <>. + +Select the _See All_ button next to the _Replace Barcode_ button. This will +display the current and past barcodes associated with this account. + +image::media/circulation_patron_records-14.png[circulation_patron_records 14] + +Check the box(es) for all barcodes that should be ``active'' for the patron. An +``active'' barcode may be used for circulation transactions. A patron may have +more than one ``active'' barcode. Only one barcode may be designated +``primary.'' The ``primary'' barcode displays in the patron’s summary +information in the _Library Card_ field. + +Once you have modified the patron barcode(s), _Save_ the patron record. If you +modified the ``primary'' barcode, the new primary barcode will display in the +patron summary screen. + +Resetting Patron's Password +~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +indexterm:[patrons, passwords] + +A patron’s password may be reset from the OPAC or through the staff client. To +reset the password from the staff client, retrieve the patron record as +described in the section <>. + +Open the patron record in edit mode as described in the section +<>. + +Select the _Reset Password_ button next to the _Password_ field. + +image::media/circulation_patron_records-15.png[circulation_patron_records 15] + +NOTE: The existing password is not displayed in patron records for security +reasons. + +A new number will populate the _Password_ and _Verify Password_ text boxes. +Make note of the new password and _Save_ the patron record. The screen will +refresh and the new password will be suppressed from view. + + +[TIP] +======================= +If you need to change a patron or staff account password without using the staff client, here is how you can reset it with SQL. + +Connect to your Evergreen database using _psql_ or similar tool, and retreive and verify your admin username: + +[source, sql] +------------------------------------------------------------------------------ +psql -U -h -d + +SELECT id, usrname, passwd from actor.usr where usrname = 'admin'; +------------------------------------------------------------------------------ + +If you do not remember the username that you set, search for it in the _actor.usr_ table, and then reset the password. + +[source, sql] +------------------------------------------------------------------------------ +UPDATE actor.usr SET passwd = WHERE id=; +------------------------------------------------------------------------------ + +The new password will automatically be hashed. + +======================= + + +Barring a Patron +~~~~~~~~~~~~~~~~ + +indexterm:[patrons, barring] + +A patron may be barred from circulation activities. To bar a patron, retrieve +the patron record as described in the section +<>. + +Open the patron record in edit mode as described in the section +<>. + +Check the box for _Barred_ in the patron account. + +image::media/circulation_patron_records-16.png[circulation_patron_records 16] + +_Save_ the user. The screen will refresh. + +NOTE: Barring a patron from one library bars that patron from all consortium +member libraries. + +To unbar a patron, uncheck the Barred checkbox. + + +Barred vs. Blocked +~~~~~~~~~~~~~~~~~~ + +indexterm:[patrons, barring] + +*Barred*: Stops patrons from using their library cards; alerts the staff that +the patron is banned/barred from the library. The ``check-out'' functionality is +disabled for barred patrons (NO option to override – the checkout window is +unusable and the bar must be removed from the account before the patron is able +to checkout items).  These patrons may still log in to the OPAC to view their +accounts. + +indexterm:[patrons, blocking] + +*Blocked*: Often, these are system-generated blocks on patron accounts.  + +Some examples: + +* Patron exceeds fine threshold +* Patron exceeds max checked out item threshold + +A notice appears when a staff person tries to checkout an item to blocked +patrons, but staff may be given permissions to override blocks. + + +Staff-Generated Messages +~~~~~~~~~~~~~~~~~~~~~~~~ + +[[staff_generated_messages]] +indexterm:[patrons, messages] + +There are several types of messages available for staff to leave notes on patron records. + +*Patron Notes*: These notes are added via _Other_ -> _Notes_ in the patron record. These notes can be viewable by staff only or shared with the patron. Staff initials can be required. (See the section <> for more.) + +*Patron Alerts*: This type of alert is added via _Edit_ button in the patron record. There is currently no way to require staff initials for this type of alert. (See the section <> for more.) + +*Staff-Generated Penalties/Messages*: These messages are added via the _Messages_ button in the patron record. They can be a note, alert or block. Staff initials can be required. (See the section <> for more.) + +Patron Alerts +~~~~~~~~~~~~~~ + +[[circulation_patron_alerts]] +indexterm:[patrons, Alerts] + +When an account has an alert on it, a Stop sign is displayed when the record is +retrieved. + +image::media/circulation_patron_records-18_web_client.png[circulation_patron_records 18] + +Navigating to an area of the patron record using the navigation buttons at the +top of the record (for example, Edit or Bills) will clear the message from view. + +If you wish to view these alerts after they are cleared from view, they may be +retrieved. Use the Other menu to select _Display Alert_ and _Messages_. + +image::media/circulation_patron_records-19_web_client.png[circulation_patron_records 19] + +There are two types of Patron Alerts: + +*System-generated alerts*: Once the cause is resolved (e.g. patron's account has +been renewed), the message will disappear automatically. + +*Staff-generated alerts*: Must be added and removed manually. + +To add an alert to a patron account, retrieve the patron record as described +in the section <>. + +Open the patron record in edit mode as described in the section +<>. + +Enter the alert text in the Alert Message field. + +image::media/circulation_patron_records-20.png[circulation_patron_records 20] + +_Save_ the record. The screen will refresh and the alert will display. + +To remove the alert, retrieve the patron record as described in the section +<>. + +Open the patron record in edit mode as described in the section +<>. + +Delete the alert text in the _Alert Message_ field. + +_Save_ the record. + +The screen will refresh and the indicators for the alert will be removed from +the account. + +Patron Notes +~~~~~~~~~~~~ + +Notes are strictly communicative and may be made visible to the patron via their +account on the OPAC. In the OPAC, these notes display on the account summary +screen in the OPAC. + +image::media/circulation_patron_records-23_web_client.png[circulation_patron_records 23] + +To insert or remove a note, retrieve the patron record as described in the +section <>. + +Open the patron record in edit mode as described in the section +<>. + +Use the Other menu to navigate to _Notes_. + +image::media/circulation_patron_records-24_web_client.png[circulation_patron_records 24] + +Select the _Add New Note_ button. 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