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Patron registration

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Patron Registration in Relais ILL allows staff to add and retrieve patron records, view and modify existing patron information, and manually enter requests on behalf of patrons.

Patron Registration allows staff to add and retrieve patron records as well as view and modify existing patron information including:

  • General Patron information (identification, delivery and messaging information)
  • Statistical information
  • Billing information
  • Login information (to allow the patron to login to the Relais web form)

Patron Registration allows staff to manually enter requests on behalf of patrons using: 

  • Request Book
  • Request Article

Review or view a patron record

To retrieve an existing patron record:

  1. Login to Patron Registration.
    • The search can also be done from Patron Statistical Information, Patron Billing Information and Patron Login Information.
  2. Enter any of the following search criteria
    • Patron's last name
    • Patrons last name AND first name
    • Patron ID
    • Patron's last name AND Patron ID
    • Patron's first name AND Patron ID
    • Patron's last name AND first name AND Patron ID
    • Phone number

       Note: 

      • When entering the last name or first name as search criteria, truncation can be used. For example, MACKEIG%
      • Truncation cannot be used when searching the Patron ID or for the Surname when a First Name is entered.
      • When searching first and last names, lower case characters are converted to upper case.

  3. Hit Enter or click Search.

    • If no match is found a pop up is displayed:  Record is Not Found.  Click Ok to return to Patron Registration.
    • If an exact match is found the patron record is displayed. 
    • If multiple records are found, a list of patron names (both surname and first name) is displayed in a drop down list.  The number of records found is displayed to the right of the list.  Select the record you want to display.  
    • A maximum of 50 records can be retrieved and displayed at one time.  More specific search criteria must be used if this limit is reached.    

 Note:  In a shared system, only patrons that have the same library symbol associated with the staff Login ID are retrieved.

Select Clear to clear the current search criteria or the patron record currently displayed.  

Add a patron record

To add a patron record

RelaisILL_Patron_Registration_Add.png

  1. Login to Patron Registration.
  2. Check to see if a patron record already exists.
  3. If no record exists enter the information as described below.  
  4. Click Add.  
  5. Once the patron record is added, additional details and information can be added to the record:  Statistical Information, Billing Information and Login Information.
Field descriptions

Only fields marked with an asterisk (*) are mandatory.

Field

Characters

Description
Surname * 50 All characters are entered to upper case.
First Name 26 All characters are entered to upper case.
Patron Id * 20

Alphanumeric as well as special characters can be entered. The Patron Id MUST be unique.
Phone 25  
Department    
Branch  

Select a branch from the drop down list (if configured). The default value is none.
Alternate Phone 25  
Street (Line 1) 70  
Street (Line 2) 70 By default no label displays for the second line of the street address. It is possible to configure a label for the second line.
City 40  
State/Province 20  
Country 35  
Zip/Postal Code 15  
Delivery Method Copy   Select the patron's preferred delivery method for copies. The default value is Mail.
Delivery Method Loan   Select the patron's preferred delivery method for loans. The default value is Mail.  
Delivery Fax 25 Enter the fax number. A fax number must be entered if the Delivery Method Copy or Messaging Method is Fax.
Delivery Email 80 Enter the email address to use when sending copies via email. A Delivery Email address must be entered if the Delivery Method Copy/Loan is Email. Post to Web or Secure Post to Web.
Messaging Method   Select the patron's preferred messaging method. The default value is Mail.
Messaging Fax 25 Enter the fax number to use when sending messages via fax. A Messaging Fax address must be entered if the Messaging Method is Fax.
Messaging Email 80 Enter the email address to use when sending messages via email. A Messaging Email address must be entered if the Messaging Method is Email.  
E-Mail Image Format   Select PDF or TIFF as the format to use when delivering documents to the patron. The default value is PDF.
E-Mail Notify Format   Select Text or PDF as the format to use when delivering messages to the patron. The default value is Text.
Pickup Location  

Select the patron's preferred pickup location. A pickup location must be selected if the Delivery Method Copy or Delivery Method Loan is Pickup.
Odyssey Address    
Ariel Address    
Delivery Service    
Docview    

Patron Statistical Information

RelaisILL_Patron_Statistical_Information.png

Once the patron record is displayed, you can add statistical Information. 

  1. Select Statistics.
  2. Enter the following information.
    Field descriptions
    Field Description
    Stats Category Select a statistics category from the drop down list (if configured). The default value is none.
    Patron Type Select a patron type from the drop down list (if configured). The default value is none.
    Maximum Cost If entered, this value is used to create automatically a max cost for all requests entered for/by this patron.
    Maximum Days If entered, this value is used to create automatically a need by date for all requests entered for/by this patron
    Loan Code Select the loan code to use for this patron. The loan code is used to automatically populate the due date when updating a request as a loan, and to determine, when and how many overdue notices should be sent.
    Patron Note Enter any notes of significance or relevance to this patron.
  3. Click Update.

Patron Billing Information

RelaisILL_Patron_Billing_Information.png

Once the patron record is displayed, you can add billing information. 

  1. Select Statistics.
  2. Enter the following information.
    Field descriptions

    Field

    Characters

    Description
    Street (Line 1) 70  
    Street (Line 2) 70  
    City 40  
    State/Province 20  
    Country 35  
    Zip/Postal Code 15  
    Contact 50 Enter the billing contact's name.
    Phone 25 Enter the billing contact's phone number.
    Contact Fax 25 Enter the billing contact's fax number.
    Billing Type   Select a billing type (if configured).
    Billing Rate   Select a billing rate. The billing rate is used to calculate the charge for the request.
    Billing Currency   Select a billing currency.
    Account Number 20 Enter an account to use.
    Credit Card   Select a type of credit card.
    Name on Card 80 Enter the name on the credit card.
    Card Number 40 Enter the credit card number.
    Expiration Date   Enter the expiration date for the credit card.
    Code   Enter the security code for the credit card.
    Quota Total   If using quotas, enter the total number of requests the patron is allowed.
    Filled   Once the patron starts submitting requests, the number of requests filled to date is displayed. This number is not editable.
    Reset Date   Select the date on which the quota is restarted.
  3. Click Update.

Modify a patron record

  1. Login to Patron Registration.
  2. Retrieve the patron record to be modified.
  3. Make the changes as required.  
    • It is not possible to update the Patron ID for an existing record.  If the patron's ID changes, a new record must be created.  
  4. Click Update.

Delete a patron record

 Note: Only patron records to which there are no requests attached can be deleted.

  1. Login to Patron Registration.
  2. Retrieve the patron record to be deleted.
  3. Click Delete.

Patron login

RelaisILL_Patron_login.png

To createa a login/password for a patron:

  1. Login to Patron Registration.
  2. Retrieve the patron record.
  3. Click Login.
  4. Enter the User ID.
  5. Enter the password.
  6. Confirm the password.
  7. Click Update.

 Note: If your library uses the Patron Load to create and update patron records or uses NCIP, you should not use Patron Registration to add or update patrons records since it may result in conflicting patron data. See Patron load for more information.

Inactive patrons

If patrons are considered inactive and access to ILL services has been removed, the patron record can be updated to reflect this and to prevent requests from being submitted.  

Set a patron inactive

  1. Login to Patron Registration.
  2. Retrieve the patron record.
  3. Click Login.
  4. Set Patron Active = No.
  5. Click Update.

If an inactive patron tries to login to the Relais web form, the following message is displayed: 

Your account is currently inactive.
You may not submit any new requests.

If a staff member tries to enter a request for an inactive patron, the following message is displayed:  This patron is currently inactive.  Requests may only be placed for active patrons.

Set a patron active

  1. Login to Patron Registration.
  2. Retrieve the patron record.
  3. Click Login.
  4. Set Patron Active = Yes.
  5. Click Update.

Configure Patron Registration

Extensive configuration of the screens used for Patron Registration is possible.  

This includes the following elements:

  • Screen name
  • Names and hot keys for menu options
  • Button names and hot keys
  • Tool tips
  • Field labels
  • Default values for drop down boxes.

This configuration is managed through a text file ....\relais\patron.cfg

For assistance with configuring any of the elements of the Patron Registration please contact OCLC Support.