Borrower online changes

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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

Access OpenOPAC
Login with your Barcode and Pin
Go to My Account section of the Search window
Click Borrower Details
The Change My Details button will display
Click the Change My Details button
Enter the New Value
Select Save
A confirmation message will display
Select Close
The details will display on the BOR_IMPORT Table here : Main > Borrowers > Borrower> Application > BorOnlineChanges

Checking Online Changes

In Amlib navigate to Main > Borrower > Borrower Screen
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
The details of the changes for the Borrower can be seen across the line. Check the details
It is possible to scroll to the right to see all the lines
F3 Update to import all rows from the BOR_IMPORT table into the Amlib database
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.
For OpenOPAC, they should just be Updated Borrowers so a File name can be entered if required
Select OK
When Complete the Table will display the first Column as Updated and the Completed Column should show Y
The New Mobile Number will now display on the Borrower Window
The line can then be deleted using F4 Delete
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
New/changed details appear automatically on the borrower screen and on the address screen after this process.

New Details shown
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:

Select F1New
Type Y for it to show on the OpenOPACS or NetOPACs
You can set a date range for this memo to appear and end on the OpenOPACS or NetOPACs
Select your Type of message [ if unsure ] select .TAB and a list of memo types will appear.
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
Type in the details you want to appear on the borrower details for the patron.
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.

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.
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.
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.
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:

In Amlib navigate to Main > Borrower > Borrower Screen
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

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

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".
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.
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

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