[wactclc-alma] [EXTERNAL] - user roles expiring

Mon Sep 25 12:36:01 PDT 2023

Our Users Roles Details also has the Expiry Date blank, so I don't understand how these imported patrons are getting expirations set at all. The helps say "If no expiration date is added to the Patron Role in the "Profiles" table, a new user that receives a Patron role will have an open date as Expiry Date."

I asked our SQL guy and he told me our data import does not currently send any notes, roles, or profiles. But I can see in the shot below that occasionally user information is being written incorrectly at the time of the load. Specifically the Roles field, like on 7/2 it set the role expiration to 6/28, which is way crazy.

Yeah, our user loads often fail. I thought that maybe when they do then the bugs crawl in, but both the loads (7/2 and 7/8) finished successfully and the event log says that this user was unchanged.

[cid:5a34dfcb-82ec-4bad-9f77-12d60e64b0b8]

I think I've got an Analytics report going now, Carleigh, but thanks -- and thanks to everyone!

abby koehler

she/her/hers

Systems Librarian

Whatcom Community College

360.383.3287

________________________________
From: wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> on behalf of Herman, Amy <aherman at olympic.edu>
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Subject: Re: [wactclc-alma] [EXTERNAL] - user roles expiring

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We don’t have expiration dates on our students’ patron roles.  We leave that empty in the Patron “User Roles Details” (see screenshot below).

Their actual accounts expire a week after the quarter ends (and then resets to the next quarter if they are registered for the next quarter), but that is all handled as part of the nightly ctclink import.

[cid:image001.png at 01D9EFA8.B861C660]

Amy Herman

Library Faculty | Olympic College

1600 Chester Avenue | Bremerton, WA 98337

aherman at olympic.edu<mailto:aherman at olympic.edu> | 360-475-7256

Visit the OC Libraries website<https://libguides.olympic.edu/index> to connect to services and resources!

From: wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Abby Koehler
Sent: Monday, September 25, 2023 10:59 AM
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Subject: [EXTERNAL] - [wactclc-alma] user roles expiring

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Hi all,

We have had many of our students' roles expire recently, requiring that we renew them individually when they go to check out something. I was having a hard time querying alma or finding these people to fix them preemptively until just recently when I realized it was the Patron role itself expiring, not the User Account.

Why there is a separate expiration for the role of Patron is beyond me. It's dumb. That said, I had submitted a ticket and got back some unhelpful language (below). I looked in the config for external users and no expiration is defined.

Has anyone experienced this? It's not a deal-breaker when it comes to circulation but it is annoying the heck out of me.

Thanks for any thoughts!

abby

Case Title: users patron roles are expired but their account is not expired
Last Comment:
Hi Abby,

The user record expiry date is separate from the role expiry dates, and each role can have its own expiry.

How is the Patrons' expiry Role determined?

External Users have their Patron Role defined per the following tables: Configuration > User Management > Profiles, Role Assignment Rules, and User Registration Rules. If no expiration date is added to the Patron Role in the "Profiles" table, a new user that receives a Patron role will have an open date as Expiry Date.

Internal registration: The setting is defined in: Configuration > Fulfillment > Terms of Use and Policies > Filter by Type: User Registration. The "Patron Role Renewal Period" defines the amount of time by which the role of Patron for this user is renewed.(or initially defined).

For all users, the “Patron Role Renewal Period” will be used when the patron role is renewed, for example when loaning an item and receiving the message “User does not have a patron role or the role has expired”:.

Please see this article (also attached to the case) for more information:

https://knowledge.exlibrisgroup.com/Alma/Knowledge_Articles/Patron_Role_has_expiry_date_in_the_past._Why_and_how_to_fix_this%3F<https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fknowledge.exlibrisgroup.com%2fAlma%2fKnowledge_Articles%2fPatron_Role_has_expiry_date_in_the_past._Why_and_how_to_fix_this%253F&c=E,1,QBa94BqDJG28nnywxpc7PxUcj6jXdY88NjVG_pUpNcZ12lIENq3pF3dY_Jco1QPB2QGde7m2zFmOqPPJ3jvTMXS32Wn_XmB4AesYwSVwfT7eCSHTSA,,&typo=1>

abby koehler

she/her/hers

Systems Librarian

Whatcom Community College

360.383.3287
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