[Wactclc-alma] [External]Re: User role to edit patron role expiry date

Mon Oct 7 16:40:37 PDT 2019

Amy,

The “patron has institutional record” setting exists in the add patron workflow that starts from ‘Manage Patron Services’ under Fulfillment.

It does not exist in the “add user” workflow that starts in ‘Manage Users’ under the admin menu.

Wade Guidry
WACTCLC
Library Consortium Services Manager
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
http://www.wactclc.org<http://www.wactclc.org/>
509.760.4474

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Herman, Amy
Sent: Monday, October 7, 2019 2:37 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] [External]Re: User role to edit patron role expiry date

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I was looking at this more closely in our own system (thanks for that report, Kirsti!).  Comparing to an old screenshot I have of the new user registration screen, we are now missing the check box that used to say, "Patron has institutional record."  It used to be right above the "password" boxes. We used that if a student or staff member wasn't showing up in our system at that moment, but we wanted the system to overwrite if the info matched in a future SMS or PPMS patron load (at least that's how I'm remembering it).

So now all of our manually entered patrons are by default "Internal" which is fine for our community patrons, but not for employees or students who, on rare occasion, we need to enter manually on the fly.  I guess now we need to remember to go toggle the account type for those ones, after the account is created?

Amy Herman, Library Faculty

Olympic College

Bremerton, WA

(360) 475-7256

aherman at olympic.edu<mailto:aherman at olympic.edu>

________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>>
Sent: Monday, October 7, 2019 1:51:07 PM
To: 'WACTCLC Alma Discussion'
Subject: [External]Re: [Wactclc-alma] User role to edit patron role expiry date

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After Lesley reported patron roles with Expiry Dates at Pierce, I ran a report to see if we had any in our system and it turned out we did.

While digging into this, I discovered that there was some profile setting thingy buried deep in Alma config that was automatically setting specific Expiry dates on patron roles.   I’m convinced that this setting didn’t exist when we migrated to Alma.

As far as I could figure out, this profile only affected internal users that we create manually.

In Alma config >> Fullfillment >>  Terms of Use and Policies

Filter for Terms of Use Type: User Registration

Check the Default terms of use

It had the Patron Role Renewal Period set as:  1 Year Patron Renewal
And the User Renewal Period set as: 1 Year User Renewal

[cid:image001.png at 01D57D2D.F1128220]

I created a new User Registration Terms of Use policy that I called Internal User Registration and set the Patron Role Renewal Period as: No Role Renewal Period (I had to create the No Role Renewal Period on the spot as I was filling in that line).
I set the User Renewal Period as: 1 Year User Renewal

[cid:image002.png at 01D57D2D.F1128220]

Then I had to go into Configuration Menu > User Management > Roles and Registration > User Registration Rules to add my new Internal User Registration rule to the table.  See this Alma help page for more info:
https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/050Administration/040Configuring_User_Management/020Roles_and_Registration_Configuration#Configuring_User_Registration_Rules

I *think* having done that, expiry dates aren’t being set on Patron Roles for the new community patron accounts we create any more.

You’ll want to create an Analytics report of user records that have an Expiry Date in the Patron Role.  I put a copy of the report I created here:
/shared/Community/Reports/Consortia/WACTCLC/Seattle/Patron Role has Expiry Date

Unfortunately, it doesn’t look like you can run a job to change Role expiry dates. ☹

It would probably be worth filing a case with Ex Libris to ask why your circraymond account can’t edit the Patron Role Expiry Date when it has “User Manager” permissions.  (Did you remember to log out and log back in after you added the “User Manager” role?)

It will be ok!

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Guidry, Wade
Sent: Saturday, October 5, 2019 11:16
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] User role to edit patron role expiry date

Tammy,

The Alma role required to edit the role expiry date is ‘User Manager’.

Meanwhile, your report sounds identical to the issue Lesley posted about on 9/25.

This may be a case of browser autofill behavior. That is, the browser is auto-filling a field value based on a saved entry in the browser.

But that’s just a guess. You could check to see if auto-fill in the browser being used is enabled, and disable it. (On any kind of shared-use computer, you would want autofill disabled anyway.) Procedure varies by browser. Here’s a page explaining the process for each:

https://www.computerhope.com/issues/ch001377.htm<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.computerhope.com%2Fissues%2Fch001377.htm&data=02%7C01%7C%7Cff7c28dc9f694f39a58108d749c00dbb%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637058961523762368&sdata=ji6orceidhXTXVCsSlTQFopgZTJlLkmk9LrF7W5YwIA%3D&reserved=0>

If / when this happens again to anyone, please leave the record as-is, and let me know. I’d like to take a look at the record.

Wade Guidry
WACTCLC
Library Consortium Services Manager
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=02%7C01%7C%7Cff7c28dc9f694f39a58108d749c00dbb%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637058961523772366&sdata=JDjh50QEEO1GB0BLiAwQEJXbjisIvexrHRuSNU49aZ4%3D&reserved=0>
509.760.4474

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Tammy Siebenberg
Sent: Friday, October 4, 2019 5:36 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] User role to edit patron role expiry date

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For our circulation desk I have created an internal patron called Raymond Circdesk (ID: circraymond) as the login and have given that user the following roles: Circulation Desk Manager, Circulation Desk Operator, Patron, and Requests Operator.

Today using that computer one of my staff members created a new internal patron for a community member and then tried to check out a book to her.  The book would not check out because there was a problem with the customer’s patron role.  I determined that the patron role has status date of today (which it should be cause it was created today) and an expiry date of today, even though we set the customer’s expiry and purge dates for one year in advance.  Using the circdesk login, we could not edit the patron role to remove the expiry date.

I finally went to my computer with all my admin roles and was able to change the expiry date and check out the book.

I then edited the Raymond Circdesk recorded and added the User Manager role, but when I tested it at the circulation desk, I still could not edit the customer’s patron role.

·         Why did Alma set the patron role expiry date to the date the patron record was created?  I would prefer it left the expiry date blank or, if necessary, set it to the patron’s expiry date.

·         What role do I need to give my circulation desk login so my staff can remove the expiry date from the patron role if this continues to happen?  I don’t remember this problem occurring in the past when we made new internal user records.

Tammy

Tammy R. Siebenberg, MLIS
Director – Library & Media Services
Yakima Valley College
509.574.4984
tsiebenberg at yvcc.edu<mailto:tsiebenberg at yvcc.edu>
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Hispanic-Serving Institution

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