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OCLC Support

Create users

Learn how to add a new user record in OLIB.

Before you create a new user record, you should search to check that the user does not already exist on the system.

 Note: use the mouse to hover over each field to display detailed field information. Note that the fields displayed vary depending on the chosen layout.

Create a new user

  1. In the Users domain, click New Record  icon_nreccontext.gif
  2. Enter data directly into the edit boxes for Surname, Forename, Title.

Some fields need explanation:

Field Description
Barcode This must be unique and the password field is only displayed if you are logged in as a system administrator. There may be Barcode and Password security rules you must adhere to.
Category Populated by system defaults but may be changed if required.
Addresses Use the address New button to load the Address page. First select the Address Type and then complete the remaining fields in the address record as required. Once the address details are complete, the record should be saved back on to the user screen. If you select Valid From and To dates, these will be used to determine which address should be used for overdue notices. Multiple addresses may be added to a user record (e.g. an Office address and a Home address).
Telephone numbers See below
Email Use for the user's main email address.
Join date  Defaults to the current system date but may be changed.
Expiry date Defaults from the user category but may be changed.
Department Select from reference data. Click on Department to add one or more departments. Enter the user’s room number if required.
Courses Select from reference data. Click on Courses to add one or more courses.
Notes Add a note if required

The user record should be saved and is ready for immediate use in the Circulation system.

 Note: to speed up data entry you may want to try Keyboard shortcuts.

Address Types and overdue / recall notices

  • Even if no address is entered, OLIB can still produce overdue notices
  • The same Address Type can be used for more than one address

Valid From and To dates can be selected for each address

When entering the address details use the Pick a Date control to select the date. These dates will determine which address should be used e.g. for overdue notices.

Set an address as the Overdue/Recall address

In the User main details, tick the box and use the Actions drop down to select Set as overdue/recall address. OLIB marks the address with an asterisk to indicate that status. Using this on a different address, automatically removes the existing flag. Alternatively select Clear odue/recall address flag to remove it completely.

For more information about how OLIB chooses the correct address in overdues/recalls see About Overdues.

Telephone numbers

Using Layout Manager, the system manager can add 3 telephone fields to the Users layout. If configured, these should be used in preference to the numbers in the Address layout. You can record details in the following telephone fields:

  • Telephone (Home)
  • Telephone (Work)
  • Telephone (Mobile) This field should be used if the library is to use text messaging.

If you need to export these numbers (for example on an overdue notice) – the export tags have been included in the taglist for this function:


Circulation details

These will default from the loans, reservations and fines information once the user is active. Other values default from the user's User Category which is set up by the system manager.

Catalogue settings

This is relevant to (cataloguing) Staff users. Choose from the Default Media Type drop down so that e.g. Sound Recording is always the default when this user creates new Titles. This takes precedence over the default media type in Admin Client Defaults and is useful if a member of staff always catalogues records of a specific media type that is different from the default. If not set, the system default will apply. Changes to this field take immediate effect.

OLIB Admin settings

These default from the User Category.

For staff users, Can Change Location? may be set to Yes. This depends on whether or not the member of staff can select a different Location in OLIB Web for Circ. Desk purposes.