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Borrower online changes

Find information about borrower online changes in Amlib.

Borrower Online Changes are derived from one of two Processes:

  • Update via Search – Netopacs OR OpenOPAC
  • Update via SQL Server

Update via Search – OpenOPAC

Borrower details can be altered in the OpenOPAC via “ change my details” For example: to alter a Mobile Phone Number.

You cannot make name changes, these need to be made by Library staff

  1. Access OpenOPAC
  2. Login with your Barcode and Pin
  3. Go to My Account section of the Search window
  4. Click Borrower Details
  5. The Change My Details button will display
  6. Click the Change My Details button
  7. Enter the New Value
  8. Select Save
  9. A confirmation message will display
  10. Select Close
  11. The details will display on the BOR_IMPORT Table here : Main > Borrowers > Borrower> Application > BorOnlineChanges

Checking Online Changes

  1. In Amlib navigate to Main > Borrower > Borrower Screen
  2. Select the Application dropdown > BorrrowerOnlineChanges to preview and automatically apply the changes to the required Borrower and Address tables.

    If the Buttons are not available, permissions need to be granted in Main > Supervisor > Usernames, which is covered in a separate instruction guide
  3. The details of the changes for the Borrower can be seen across the line. Check the details
  4. It is possible to scroll to the right to see all the lines
  5. F3 Update to import all rows from the BOR_IMPORT table into the Amlib database
  6. You care given the option to create a saved File of these changes if you wish. Type in a file name and select OK or select Skip to miss this step.
  7. For OpenOPAC, they should just be Updated Borrowers so a File name can be entered if required
  8. Select OK
  9. When Complete the Table will display the first Column as Updated and the Completed Column should show Y
  10. The New Mobile Number will now display on the Borrower Window
  11. The line can then be deleted using F4 Delete
  12. Select F5 Query – the line should disappear

    Note: The F6 Calculate button shows whether the Borrower on the Table is Existing or New – All OpenOPAC Change of Details should show Existing when the F6 Calculate button is chosen
  13. New/changed details appear automatically on the borrower screen and on the address screen after this process.


    New Details shown
  14. The librarian can communicate to the patron that they have seen and updated their detail by creating a memo message for the borrower if they wish. By selecting the Borrower menu on the borrower screen > Memos

To create a Memo:

  1. Select F1New
  2. Type Y for it to show on the OpenOPACS or NetOPACs
  3. You can set a date range for this memo to appear and end on the OpenOPACS or NetOPACs
  4. Select your Type of message [ if unsure ] select .TAB and a list of memo types will appear.
  5. Double-click on the one you wish to use and it will appear in the memo table. For example :

    LM Library Message for Borrower by Librarian
  6. Type in the details you want to appear on the borrower details for the patron.
  7. Select F3Save and Close the window select > X

Note: Patrons cannot make changes to their name online, only address, phone numbers and email address.

Update via SQL Server

If your site has enough I.T. expertise and SQL Server knowledge then you may populate the BOR_IMPORT table with the relevant fields from your database that go automatically into the corresponding fields in Amlib.

  1. It only exists as an empty DB Table until someone fills it in with the relevant Database fields of that 3rd party program for example- data from a Council rates package on SQL Server is then used to populate overnight.
  2. The Fields must be exact and the table is in the manual and attached here. Amlib provides functionality to use the raw data from the BOR_IMPORT table to create or update Borrowers.
  3. The On-Line Change interface provides an alternative to manual data entry and importing from Text files for the creation and maintenance of Borrower data.

    Please Note: No validation is carried out on the imported data AND no mapping of codes is carried out on the imported data.

    This is an automatic insertion of the Borrower information to a temporary table (BOR_IMPORT) within the Amlib database. Information is automatically updated, new patrons inserted, existing patrons updated.
  4. This pending table “BOR_IMPORT” in Amlib is populated with any new/modified borrower by the Third party application by using SQL for example. The fields that exist in BOR_IMPORT are shown in the Table below.

COLUMN NAME

TYPE

SIZE

EXPLANATION

EXAMPLE

BOR_COMPLETE

VARCHAR

1

Flag to indicate whether record has been updated within Amlib.

Flag set to Y when change applied by Amlib

 

BOR_CHANGE_TYPE

VARCHAR

1

Flag to indicate type of Change.

If set to O this will only be updated by the

 
     

OpacSuggests functions. (Entries created by Borrower Address Change within Amlib NetOPACs module)

 

BOR_OUCR_NO

INTEGER

 

OpacSuggests Reference No (created by Borrower Address Change within Amlib NetOPACs module

 

BOR_BAR_NO

VARCHAR

25

Borrower Barcode - usual key for matching to existing borrowers

B09123

BOR_PIN

VARCHAR

5

Borrower PIN to be used as security for the Borrower e.g. to access their details via NetOPACs

1234

BOR_SURNAME

VARCHAR

40

Borrower Surname

McPherson

BOR_TITLE

VARCHAR

8

Borrower Title

Ms

BOR_GIVEN

VARCHAR

20

Borrower First Name

Sandra

BOR_INIT

VARCHAR

20

Borrower Middle name

Joy

BOR_SEX

VARCHAR

1

Borrower Gender

F

BOR_DOB

DATE

4

Borrower Date of birth. Suggested format is dd mmm yyyy. Can also use dd/mm/yyyy

4 OCT 1978

or 04/10/1978

BOR_CLASS

VARCHAR

10

Category for Borrower – often where Overdues are sent e.g. Room No or Tutorial Group

RM10

BOR_GROUP

VARCHAR

10

Another Category for Borrower – often House or Faction Groups

RED

BOR_LOCATION

VARCHAR

20

Location of Borrower e.g. Campus

SEN

BOR_REF1

VARCHAR

20

Can include information – free Text

Internet approval given

BOR_REF2

VARCHAR

20

Normally this would hold the primary key for matching to external system – e.g. holds student number, especially if the borrower does not exist, or if the external system does not hold a borrower barcode (bor_bar_no)

1134

BOR_REGDATE

DATE

4

Registration date for Borrower. Suggested format is dd mmm yyyy. Can also use dd/mm/yyyy

18 MAY 2008

BOR_START_LOCATION

VARCHAR

25

Location where Borrower was registered

LRC

BOR_START_MSHIP

DATE

4

Start of membership date. . Suggested format is dd mmm yyyy. Can also use dd/mm/yyyy

01 JAN 2008

BOR_STATUS

VARCHAR

10

Status of Borrower

OK

BOR_TYPE

VARCHAR

3

Main Category of Borrower. This will determine Borrower Privileges. Often a Year Group in a School and Adult, Junior etc. in a Public Library

Y11

BOR_ADDR1_NO

INTEGER

4

* Internal use only *

 

BOR_ADDR1_TXT

VARCHAR

50

* Internal use only *

 

BOR_ADDR2_NO

INTEGER

4

* Internal use only *

 

BOR_ADDR2_TXT

VARCHAR

50

* Internal use only *

 

BOR_ADDR3_NO

INTEGER

4

* Internal use only *

 

BOR_ADDR3_TXT

VARCHAR

50

* Internal use only *

 

BOR_EMAIL

VARCHAR

75

Borrower Email address

smcph@eastvill

       

e.wa.gov.au

BOR_USE_EMAIL

VARCHAR

1

Borrower Use Email for Notices(Y/N)

Y

BOR_MOBILE_TEL

VARCHAR

25

Borrower Mobile Telephone Number

0422 111 222

BOR_MOB_USFN

VARCHAR

1

Borrower use Mobile for Notices (Y/N)

N

BOR_ADDR11

VARCHAR

32

Address 1 Line 1 (e.g. Postal Addr Line 1)

 

BOR_ADDR12

VARCHAR

32

Address 1 Line 2 (e.g. Postal Addr Line 2)

 

BOR_ADDR13

VARCHAR

32

Address 1 Line 3 (e.g. Postal Addr Line 3)

 

BOR_ADDR14

VARCHAR

32

Address 1 Line 4 (e.g. Postal Addr Line 4)

 

BOR_SUBURB1

VARCHAR

4

Address 1 Suburb Code (this is a code only – the suburb text should still be entered in BOR_ADDR12 or BOR_ADDR13 field)

 

BOR_PCODE1

VARCHAR

12

Address 1 Postcode / Zip

 

BOR_TELEPHONE1

VARCHAR

30

Address 1 Telephone No.

 

BOR_ADDR21

VARCHAR

32

Address 2 Line 1 (e.g. Residential Address Line 1)

 

BOR_ADDR22

VARCHAR

32

Address 2 Line 2 (e.g. Residential Address Line 2)

 

BOR_ADDR23

VARCHAR

32

Address 2 Line 3 (e.g. Residential Address Line 3)

 

BOR_ADDR24

VARCHAR

32

Address 2 Line 4 (e.g. Residential Address Line 4)

 

BOR_SUBURB2

VARCHAR

4

Address 2 Suburb Code (this is a code only – the

suburb text should still be entered in

 
     

BOR_ADDR22 or BOR_ADDR23 field)

 

BOR_PCODE2

VARCHAR

12

Address 2 Postcode / Zip

 

BOR_TELEPHONE2

VARCHAR

30

Address 2 Telephone No.

 

BOR_ADDR31

VARCHAR

32

Address 3 Line 1 (e.g. Guardian Address Line 1)

 

BOR_ADDR32

VARCHAR

32

Address 3 Line 2 (e.g. Guardian Address Line 2)

 

BOR_ADDR33

VARCHAR

32

Address 3 Line 3 (e.g. Guardian Address Line 3)

 

BOR_ADDR34

VARCHAR

32

Address 3 Line 4 (e.g. Guardian Address Line 4)

 

BOR_SUBURB3

VARCHAR

4

Address 3 Suburb Code (this is a code only – the suburb text should still be entered in BOR_ADDR32 or BOR_ADDR33 field)

 

BOR_PCODE3

VARCHAR

12

Address 3 Postcode / Zip

 

BOR_TELEPHONE3

VARCHAR

30

Address 3 Telephone No.

 

BOR_AREA_CD

VARCHAR

8

Area code if used

EAS

BOR_WARD_CD

VARCHAR

4

Ward code if used

NW

BOR_DATE_MODIFIED

DATE

 

Date modified

 

EXTERNAL_ID

VARCHAR

250

External ID that can be used by Library/Suppliers to xref with their existing system – not used by Amlib BorImport but available as an external reference

 

Library Staff processing:

  1. In Amlib navigate to Main > Borrower > Borrower Screen
  2. Select the Application dropdown > BorrrowerOnlineChanges to preview and automatically apply the changes to the required Borrower and Address tables.

If the Buttons are not available, permissions need to be granted in Main > Supervisor > Usernames, which is covered in a separate instruction guide

  1. F3 Update to import all rows from the BOR_IMPORT table into the Amlib database

COLUMN NAME

TYPE

SI Z

E

EXPLANATION

BOR_COMPLETE

VARC HAR

1

Flag to indicate whether record has been updated within Amlib.

Flag set to Y when change applied by Amlib

BOR_CHANGE_T YPE

VARC HAR

1

Flag to indicate type of Change.

If set to O this will only be updated by the OpacSuggests functions. (Entries created by Borrower Address Change within Amlib NetOPACs

module)

BOR_OUCR_NO

INTE GER

 

OpacSuggests Reference No (created by Borrower Address Change within

Amlib NetOPACs module

BOR_BAR_NO

VARC HAR

2

5

Borrower Barcode - usual

key for matching to existing borrowers

BOR_PIN

VARC HAR

5

 

BOR_SURNAME

VARC HAR

4

0

 

BOR_TITLE

VARC HAR

8

Borrower Surname

BOR_GIVEN

VARC HAR

2

0

Borrower First Name

BOR_INIT

VARC HAR

2

0

Borrower Middle name

BOR_SEX

VARC HAR

1

 

BOR_DOB

DATE

4

 

BOR_CLASS

VARC HAR

1

0

 

BOR_GROUP

VARC HAR

1

0

 

BOR_LOCATION

VARC HAR

2

0

 

BOR_REF1

VARC HAR

2

0

 

BOR_REF2

VARC

2

Normally this would hold the

 

HAR

0

primary key for matching to external system – e.g. holds student number, especially if the borrower does not exist, or if the external system does not hold a

borrower barcode (bor_bar_no)

BOR_REGDATE

DATE

4

 

BOR_START_LOC ATION

VARC HAR

2

5

 

BOR_START_MS HIP

DATE

4

 

BOR_STATUS

VARC HAR

1

0

 

BOR_TYPE

VARC HAR

3

 

BOR_ADDR1_NO

INTE GER

4

* Internal use only *

BOR_ADDR1_TX T

VARC HAR

5

0

* Internal use only *

BOR_ADDR2_NO

INTE GER

4

* Internal use only *

BOR_ADDR2_TX T

VARC HAR

5

0

* Internal use only *

BOR_ADDR3_NO

INTE GER

4

* Internal use only *

BOR_ADDR3_TX T

VARC HAR

5

0

* Internal use only *

BOR_EMAIL

VARC

7

 
 

HAR

5

 

BOR_USE_EMAIL

VARC HAR

1

 

BOR_MOBILE_TE L

VARC HAR

2

5

 

BOR_MOB_USFN

VARC HAR

1

 

BOR_ADDR11

VARC HAR

3

2

Address 1 Line 1 (e.g. Postal

Addr Line 1)

BOR_ADDR12

VARC HAR

3

2

Address 1 Line 2 (e.g. Postal

Addr Line 2)

BOR_ADDR13

VARC HAR

3

2

Address 1 Line 3 (e.g. Postal

Addr Line 3)

BOR_ADDR14

VARC HAR

3

2

Address 1 Line 4 (e.g. Postal

Addr Line 4)

BOR_SUBURB1

VARC HAR

4

Address 1 Suburb Code (this is a code only – the suburb text should still be entered in BOR_ADDR12 or

BOR_ADDR13 field)

BOR_PCODE1

VARC HAR

1

2

Address 1 Postcode / Zip

BOR_TELEPHONE 1

VARC HAR

3

0

Address 1 Telephone No.

BOR_ADDR21

VARC HAR

3

2

Address 2 Line 1 (e.g. Residential Address Line 1)

BOR_ADDR22

VARC HAR

3

2

Address 2 Line 2 (e.g. Residential Address Line 2)

BOR_ADDR23

VARC HAR

3

2

Address 2 Line 3 (e.g. Residential Address Line 3)

BOR_ADDR24

VARC HAR

3

2

Address 2 Line 4 (e.g. Residential Address Line 4)

BOR_SUBURB2

VARC HAR

4

Address 2 Suburb Code (this is a code only – the suburb text should still be entered in BOR_ADDR22 or

BOR_ADDR23 field)

BOR_PCODE2

VARC HAR

1

2

Address 2 Postcode / Zip

BOR_TELEPHONE 2

VARC HAR

3

0

Address 2 Telephone No.

BOR_ADDR31

VARC HAR

3

2

Address 3 Line 1 (e.g. Guardian Address Line 1)

BOR_ADDR32

VARC HAR

3

2

Address 3 Line 2 (e.g. Guardian Address Line 2)

BOR_ADDR33

VARC HAR

3

2

Address 3 Line 3 (e.g. Guardian Address Line 3)

BOR_ADDR34

VARC HAR

3

2

Address 3 Line 4 (e.g. Guardian Address Line 4)

BOR_SUBURB3

VARC HAR

4

Address 3 Suburb Code (this is a code only – the suburb text should still be entered

in BOR_ADDR32 or BOR_ADDR33 field)

BOR_PCODE3

VARC HAR

1

2

Address 3 Postcode / Zip

BOR_TELEPHONE 3

VARC HAR

3

0

Address 3 Telephone No.

BOR_AREA_CD

VARC HAR

8

 

BOR_WARD_CD

VARC HAR

4

 

BOR_DATE_MOD IFIED

DATE

   

EXTERNAL_ID

VARC HAR

2

5

0

External ID that can be used by Library/Suppliers to xref with their existing system – not used by Amlib BorImport but available as

an external reference

For existing Borrowers only include values in the Borrower fields that require change (e.g. Address fields) together with the key to match (e.g. Borrower Barcode)

F6 Calculate button

  1. The Calculate button processes the table (using the same logic as the Update button below but without the BORROWER record Update/Creation steps) to show what changes will be made... This will change the change type column to read either "Existing Borrower" or "New Borrower".

  2. The BOR_BAR_NO will be retrieved from the BORROWER table and displayed for any cross referencing needed if it is an existing Borrower, and left blank if it's a New borrower.
  3. This is just for display, nothing within the BORROWER or BOR_IMPORT tables is modified and clicking Query will revert the table back to it's original values from the BOR_IMPORT table.

F3 Update button

  1. When the User clicks F3 Update the table is processed to see if the borrower exists or not.
  2. Entering File Names to enable finding the New or Changed Borrowers easier after the On-Line Changes have been processed.
  3. Enter the Filenames and Select OK.
  4. The process will check BOR_BAR_NO to find a match and secondly it checks BOR_REF2 fields to find a match.
  5. If neither field are matched, a new borrower will be created, including Address details.
  6. If a match is found, the details of the existing Borrower are updated in Amlib.
  7. For both Updated and New Borrowers, a string list of the borrower details columns with values are built, including Address Fields.

After the processing and updating is finished, the Complete column in the BOR_IMPORT table is set to Y so it will not be re-updated next time. The row is retained in case of future needs.

 

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